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Now taking early-access companies

From first chat to approved.

VEXEN runs digital agencies, marketing agencies and software houses in one system: deals, sprints, client approvals and retainers, with commission and profit per client worked out for you. Built for teams of 5 to 50.

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  • Live in one day
  • Free setup and import
  • Cancel any time
The VEXEN loop for agencies: website chat, deal, won, sprints, client approval, commission, profit, and back to the next chat. 1 Website chat 2 Deal 3 Won 4 Sprints 5 Client approval 6 Commission 7 Profit
Scroll to see what changes

Before & after

Timesheets, threads and “final_v2”. Or one screen.

The retainer spreadsheet, the studio chat, the old CRM, the “which version?” email chain and the shared drive, replaced by one connected system. Drag the handle to compare.

Left: an agency today, spread across a retainer spreadsheet, a studio group chat, an old CRM, an email chain about design versions, a shared drive and sticky notes. Right: the same work on one VEXEN screen.

Drag the handle, or focus it and use the arrow keys.

The story of one project

Harbor Dental needs a new website.

Here's how a digital agency runs the project in VEXEN, from the first chat to the retainer that follows. Seven steps, one system.

  1. 1Website chat

    It starts with a message on your website.

    Harbor Dental's practice manager asks a question in the chat on Brightwave Studio's site. The widget takes one line of code to add.

    • Live chat on your site
    • One line of code
    9:41
    BrightwaveStart a project
    Websites that win work.
    SR
    Brightwave StudioSam usually replies in minutes
    Hi, we're a dental group with 3 practices. Do you build websites?
    We do. Shall we book a discovery call this week?
    Thursday at 2 works.
    Write a message…
    Example data
  2. 2Deal

    The chat becomes a deal, already assigned.

    VEXEN creates the deal in the pipeline with the conversation attached and hands it to an account lead. The discovery call is booked against it. Nobody copies anything across.

    • Auto-assigned
    • Pipeline in agency words
    9:42
    PipelineBrightwave Studio
    V
    New lead from website chatAssigned to Sam Reyes
    New lead4
    Discovery call3
    Proposal sent3
    Won5
    Harbor DentalWebsite rebuild · 3 practices
    New lead
    SourceWebsite chat
    Estimated value$14,000
    OwnerSRSam Reyes
    NextDiscovery call · Thu 14:00
    Example data
  3. 3Won

    Proposal sent. Won, with a retainer.

    After the discovery call Sam sends the proposal. Harbor Dental signs for the rebuild plus a monthly SEO and care retainer, and the deal moves to Won.

    • Proposals
    • Retainers tracked
    16:05
    Harbor DentalWebsite rebuild
    Won
    New leadDiscoveryProposalWon
    Website rebuild$14,000
    SEO & care Retainer$1,200/mo
    First-year value$28,400
    Proposal acceptedProject and retainer created
    Example data
  4. 4Sprints

    The team plans it in sprints and builds it.

    The won deal becomes a project on the delivery board, split into sprints. Designers and developers see their tasks, and work passes internal review before the client ever sees it.

    • Sprints
    • Internal review
    08:12
    ProjectsHarbor Dental · Website
    BacklogIn progressInternal reviewClient approvalDelivered
    Sprint 2 of 455% done
    Sitemap and wireframesKM
    Homepage designLB
    Booking flow buildRT
    Service pagesLB
    Internal QAKM
    Example data
  5. 5Approval

    Harbor Dental approves the design in their portal.

    No more “which version?” email threads. The client sees the latest design, approves it or asks for changes, shares files and messages the team. They only see their own project.

    • Client portal
    • Approve or request changes
    19:30
    Brightwave Studio · Client portalYour new website
    Homepage design v2Your approval

    Updated with your notes from Monday. 3 screens attached.

    Approve designRequest changes
    LB

    Thanks! Once it's approved we'll start building the booking flow.

    FilesBrand guide.pdf · 4 more
    Example data
  6. 6Commission

    Sam's commission is worked out for him.

    The moment the deal is won, VEXEN calculates the account lead's commission at their rate, on the project and on each month of the retainer. No end-of-month spreadsheet.

    • Commission per salesperson
    • Owner-only money views
    17:20
    SR
    Sam ReyesCommissions · October
    Harbor Dental · Website rebuild
    $14,000 × 5%$700
    Harbor Dental · Website$700
    Harbor Dental · Retainer, month 1$60
    Linden Realty · Rebrand$300
    October so far$1,060
    Sam sees only his own commission
    Example data
  7. 7Profit

    And you see what the project really made.

    Fees, team time and commission come together into one number: the profit on the Harbor Dental project. Then the retainer keeps the relationship going month after month.

    • Profit per client
    • Retainers included
    18:00
    Profit per clientHarbor Dental · Website
    Delivered
    Profit
    $3,500
    25% of $14,000
    Design & dev time$8,500
    Project management$1,300
    Commission$700
    Profit$3,500
    Retainer renews 1 NovHarbor Dental · $1,200/mo
    Example data

Savings

Add up what your agency pays today.

Agencies and software houses often pay per seat for a CRM, a project tool and time tracking, plus a proofing tool and proposal software. Put in your own numbers and see how one flat price compares.

What you pay today

Every price is an estimate you can change

We've filled in rough typical prices, not quotes from any particular product. Type over them with what you actually pay, and switch off anything you don't use.

18
  • $per user / mo (est.)
    $0
  • $per user / mo (est.)
    $0
  • $per month (est.)
    $0
  • $per month (est.)
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  • $per month (est.)
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  • hrs / mo ×$/ hr (est.)
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A rough guide for your own planning. Prices vary by product, plan and region, so your real numbers may be higher or lower.

Today, your estimate
$0per month

VEXEN billing
With VEXENGrowth
$249per month

Difference per month
$0

Get early access

Estimate only. VEXEN prices are real; the rest are yours to change.

Set up for agencies

Your studio, in your words.

VEXEN comes ready-made for digital and marketing agencies and software houses of 5 to 50 people: deals, projects in sprints, client approvals and retainers. Rename anything you like.

70+Not your trade? VEXEN is set up for 70+ kinds of businessSee the home page
  • Deals
    New lead→Discovery call→Proposal sent→Won
  • Projects
    Backlog→In progress→Internal review→Client approval→Delivered
  • Sprints
    Sprints per projectTasks per person
  • Approvals
    Approve in the portalRequest changes
  • Retainers
    Monthly retainersRenewal datesCommission each month

Control

The right people see the right things.

Your developers don't need to see margins. Your clients don't need to see your pipeline. VEXEN keeps it that way.

Roles & permissions

Choose who sees money and phone numbers.

Two-step sign-in

A code from an authenticator app, on top of the password.

Data kept separate

Each company's data is kept apart from every other company's.

Export any time

It's your data. Take all of it with you whenever you want.

Getting started

Live in one day.

Morning

Tell us how you work

Your stages, your sprints, your team and who should see what.

Midday

We set up and import

Setup and data import are free. We bring across your spreadsheets.

Afternoon

Your team is working in it

Chat widget on your site, team invited, first client portal shared.

Built from the system we use to run our own publishing company.

Pricing

One flat price per company.

Users are included. Pay for the business, not per seat. The savings calculator uses these same prices.

40% off for 12 monthsFounding offer for the first 25 companies.Claim a place →

Starter Your calculator pick

5 users included

  • Website chat
  • Pipeline
  • Delivery boards
  • Client portal
$99/moBilled monthly
Get early access

Growth The full loopYour calculator pick

15 users included

  • Everything in Starter
  • Commissions
  • Profit per client
  • Automations
$249/moBilled monthly
Get early access

Scale Your calculator pick

40 users included

  • Everything in Growth
  • White-label portal on your domain
  • API
$499/moBilled monthly
Get early access

Free setup and data import. Cancel any time. Export your data any time.

Early access

Start your own story.

We're taking a small group of early-access companies. Tell us about your agency or software house and we'll show you VEXEN set up for it.

  1. 01
    We email you within one business dayTo find a time that suits you.
  2. 02
    A demo in your trade's wordsYour stages, your team, your clients.
  3. 03
    Free setup and data importLive in one day, cancel any time.

We only use these details to contact you about VEXEN.

FAQ

Before you ask.

Does it handle retainers as well as projects?

Yes. A won deal can include a one-off project and a monthly retainer. The retainer sits on the client with its renewal date, and commission and profit include it.

How do client approvals work?

Work that has passed internal review goes to the client portal. The client approves it or asks for changes there, and the project moves on. They only see their own projects.

Is it a fit for a software house?

Yes, VEXEN is set up for agencies and software houses of 5 to 50 people: deals, sprints on each project, internal review and client approval. Choose Software in the form below if that describes you better.

What does early access mean?

VEXEN is being built with a small group of companies. You get a working system, a direct line to the people building it, and 40% off for 12 months if you're one of the first 25 companies. It's built from the system we use to run our own publishing company.

What happens to my existing data?

Setup and data import are free, and we bring your leads, clients and spreadsheets across with you, so you can be live in one day. You can export your data any time, and cancel any time.

How does the website chat work?

You add one line of code to your site. Every chat becomes a lead in your pipeline and is assigned to a salesperson automatically.

Where do the calculator's prices come from?

They're rough typical figures we filled in as a starting point, not quotes from any particular product. Every one is editable, so replace them with what you actually pay. Staff time is counted as time, not a bill, and shown separately. The VEXEN prices are our real prices.

Is it priced per user?

No. One flat price per company with users included: 5 on Starter, 15 on Growth, 40 on Scale. Annual billing gives you 2 months free.