Agency management software: AgencyCore
AgencyCore is the agency management software built by KERN-IT: leads and campaigns, clients, projects and tasks, tracked time, costs and profitability, leave, retainers and invoicing, all in a single platform. Paid monthly, all inclusive, with no upfront investment: that is our leasing model. And if you would rather it carried your brand than ours, it comes as white label.
It is one of our business platforms, and probably the one we know best: it grew out of KERNEL, the foundation KERN-IT runs its own agency on every day. We are not selling you a tool we do not use ourselves: our own quotes, projects, timesheets and invoices go through it daily.
Every business platform ships with an operations AI assistant: ask about the team's workload this week, projects drifting off track or unbilled time this month, it answers from your data, read-only.
From lead to invoice, without switching tools
Leads & campaigns
Prospect directories, outreach campaigns, monthly targets and everyone's contribution. Sales stops living in a shared spreadsheet.
Projects & tasks
Every project has its tasks, owners, progress and its links: code repository, designs, tickets and documents. No more hunting for where things live.
Time & profitability
Time entries, costs and budgets per project: you finally know which clients make you money, and which ones cost you.
Invoicing & PEPPOL
Tracked time and milestones become invoices, with built-in PEPPOL e-invoicing: ready for the Belgian e-invoicing mandate.
And everything that keeps an agency running
Retainers & budgets
Maintenance contracts with included hours, budgets per client or per project, one-off or recurring billing: you see what is left to use before the client asks.
Costs & subscriptions
Your recurring costs per vendor and category, fixed or variable amounts, monthly or yearly. An agency's pile of subscriptions stops being a year-end surprise.
Team rituals
Weeklies and monthly reviews: everyone declares their workload, occupancy rate and priorities. Add leave and an idea box the team votes on, and steering becomes collective.
A glimpse of the platform
In practice, a week with AgencyCore looks like this: on Monday, the team's workload reads at a glance and priorities get set. During the week, time is logged as it happens and costs attach to the right projects. On Friday, a delivered project moves to invoicing, a campaign advances and you see which clients hold their margin, without compiling three exports.
The agency's digital core: one foundation and its modules, rather than a stack of subscriptions that never talk to each other.
- Campaigns, customers, leads and sales
- Tasks, workload and team status
- Costs and profitability in one place
- An AI assistant plugged into all of it
Day-to-day sales: a monthly target, prospect directories and everyone's contribution.
- Monthly target tracked continuously
- Lead directories by category
- Weekly contributions per person
- Team activity day by day
The team's workload: what everyone has on their plate this week, and at what occupancy rate.
- Workload declared per person
- Occupancy rate and weekly priorities
- Progress per project and per task
- Tracked time feeds invoicing
Time logging and the assistant: every hour finds its project, and the AI agent reads it all to answer you.
- Time logged per project and category
- Completion rate month by month
- Priorities and workload declared weekly
- An AI assistant plugged into your data
Six subscriptions that never talk vs your digital core
Before
- A CRM, a task tool, a timesheet, an invoicing app
- Time logged at month end, from memory
- Project profitability estimated by feel
- Leave in a spreadsheet, workload in the owner's head
After
- One foundation, from lead to invoice
- Time logged as it happens, tied to projects
- Margin per client visible continuously
- Workload, leave and availability on one view
Who is it for?
Web & marketing agencies
Fixed-price or time-and-materials projects, campaigns, websites to deliver: the daily reality the platform was written for.
Development studios
Sprints, tickets, billable time and budgets: project profitability becomes data, not intuition.
Collectives & associated freelancers
Several profiles on the same projects: everyone logs their time, invoicing and sharing follow.
Designed and supported in Belgium by the KERN-IT team, hosted in Europe. Your data is yours: exportable at any time, guaranteed reversibility, GDPR by design.
Support is local too: you talk to the people who build the platform, not to an anonymous call centre. An issue reported in the morning is often fixed the same day, and your feature requests feed directly into the product roadmap.
How does it work? Made-to-measure software
Generic SaaS tools are frustrating: you end up juggling a dozen of them to cover your business, and none quite fits. Full custom development costs a lot and takes months. Our business platforms are made-to-measure: a proven base, adjusted precisely to your operation.
1. A base already tailored
AgencyCore exists and already runs: it is the platform we run our own agency on. Leads, projects, time, profitability and invoicing are proven in production, and you do not fund their development.
2. Adjusted to your agency
Your project types, your rates, the way you count time, the connection to your accounting: from configuration to modules developed to measure. Up to white label if needed: your clients follow their projects under your brand, we stay invisible backstage.
3. Paid monthly, all inclusive
Hosting, backups, updates and support included. The monthly fee is set on two sliders: how much custom work you want and how fast you want to move. It includes a reserve of development days over the year, and a purchase option can be written into the contract, as in a real leasing.
Your onboarding
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1. Personalised demo
A demonstration on your reality: your project types, the way you invoice, your profitability indicators.
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2. Configuration & branding
Clients, projects, rates, document templates and invoicing rules. White label: your visual identity and your domain.
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3. Data migration
Import of your clients, projects, time and invoicing history from your current tools. You start with an agency already filled in.
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4. Launch & support
Training the team on time logging and project tracking, ongoing support, evolutions based on your feedback.
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Frequently asked questions
Our business platforms are complete software products developed and operated by KERN-IT, each ready to use for a given sector. AgencyCore for agencies, GestAccount for freelancer invoicing, CargoCore for transport. You benefit from a mature product without funding its development, and it stays customisable because we master all of its code. It is made-to-measure software: a proven base, adjusted to your operation, instead of a dozen generic tools or a full build to fund. All platforms are presented on this page.
Yes, and we are its first user. AgencyCore grew out of KERNEL, KERN-IT's internal foundation: our leads, projects, timesheets, costs and invoices have run through it every day for years. What you see on this page is not a product promise, it is our working tool.
Yes. Your agency gets its own space, with its data, users and access rights. We operate the platform, we do not look at your figures: your sales pipeline and your profitability are visible to you only.
AgencyCore works as an all-inclusive monthly subscription, with no upfront investment: like a leasing, the fee covers full use of the platform, and a purchase option can be arranged. It is set on two sliders: how much custom work you want and how fast you want to move, with a reserve of development days included over the year, also sized to your team. It replaces several licences, hosting and management time. We present a costed proposal during the demo.
The monthly fee is not money down the drain: it covers full use of an operated platform (hosting, support, evolutions) and the development days that move it forward. A purchase option can be written into the contract: after an agreed period, you buy your platform and switch to a simple maintenance contract. And at any time, your data can be retrieved in open formats.
On servers in Europe, GDPR compliant. Daily backups, encrypted exchanges, audit log of sensitive actions. Dedicated hosting is available for agencies that require it.
See AgencyCore in action
Tell us about your agency: your projects, your team, the way you invoice. We show you the platform we run ours on.