How agencies run influencer campaigns for many clients at once

One workflow, every client

Clients differ in brand, budget and taste. The steps of a campaign don't. Agree one workflow internally and use it for every brand:

1. Brief. Objectives, deliverables, draft and posting dates, restricted keywords, disclaimers, sample content.
2. Shortlist. Propose creators from your network; the client gives feedback and accepts.
3. Contract and confirm. Rates, usage rights and dates agreed with each creator.
4. Drafts. Creators submit; your project manager reviews first, then the approver (your client).
5. Posting. Creators post on the agreed date and share links.
6. Report. Weekly updates during the campaign, a final report after.
7. Payment. Creators paid on schedule once posts are verified.

What changes between clients is the content of each step, not the steps themselves. A new account manager can then pick up any client and know where things stand.

Keep clients completely separate

Mixing clients is the mistake that does the most damage. A competitor's draft sent to the wrong brand, or one client seeing another's creator rates, can lose you both accounts.

• Separate spaces per brand, not one giant tracker with a 'client' column.
• Separate approvers per brand. Each client only ever sees their own drafts and results.
• Separate chat threads, and never add creators to a group that includes another client's people.
• Watch for conflicts. If a creator is working with two competing brands in the same month, flag it before the shortlist goes out.

Separation matters for data too. Creator contact details and rates are personal and commercially sensitive; share only what each client needs, in line with your obligations under Malaysia's Personal Data Protection Act.

Give clients their own login

The fastest way to cut status emails is to let clients see status themselves. When each client has a login to their own brand:

• They review and accept the shortlist without a spreadsheet going back and forth.
• They comment on drafts in one place, not across email, WhatsApp and calls.
• They check progress and results whenever their boss asks, without waiting for you.

This doesn't replace your weekly update. It means the update can focus on insight and next steps, instead of 'here's what's live'.

Set expectations when you onboard each client: who on their side gets a login, who has the final say on drafts, and how quickly you need feedback to keep posting dates. A two-day turnaround agreed upfront saves a lot of awkward follow-ups later.

Two-layer approvals protect you and the client

With many clients, the review process has to be the same every time. A two-layer approval works well:

The agency layer means clients only see drafts that are ready, which saves their time and protects your reputation. Recording who approved what, and when, settles any 'we never approved that' conversation quickly. Our guide on how to approve influencer content goes into detail.

Reporting and billing per client

Every client wants their own numbers, in a format they recognise. Use one report template across all brands so your team builds reports quickly, and so results are comparable between campaigns. Our guide to an influencer campaign report has a structure you can copy.

Billing works best when it's also organised per brand:

• Track creator fees by brand and campaign, so each client's invoice matches its report.
• Agree the deposit or payment terms upfront for creator fees, separate from your agency fee.
• Pay creators on a fixed schedule. Late payments hurt your relationships with creators, who work with many agencies.
• Keep payment records with the campaign, not in a separate finance folder nobody on the campaign team can see.

Team roles that scale

Small agencies often have everyone doing everything. As the client list grows, clear roles stop work falling through the gaps:

Add templates for the work that repeats: a brief template, a shortlist format, standard draft feedback, a report template and a creator onboarding message. Templates are what let a new hire be useful in their first week.

Where ViaCRM fits

ViaCRM is built by agencies, for agencies and brands, and it's set up around the problems above:

• Priced per brand, so each client is its own space and its own line in your costs.
• Separate logins for your team, each client and creators. Clients accept shortlists and comment on drafts in their own login.
• Two-layer approval: your project manager first, then the approver (your client), with every approval timestamped.
• Unlimited users on every plan, so you don't ration seats between account managers.
• Per-client reports with Instagram and TikTok results pulled automatically each week, cost per view and PDF download.
• Creator payments from one deposit, paid through Airwallex.

The first campaign for each brand is free, so you can try it with one client before moving the rest. See pricing for plan limits.

Frequently asked questions