Struggling to make money with your agency? Here’s why:

• Pricing mistakes are killing profits. Common errors include setting prices too low, ignoring hidden costs, and sticking to outdated models.
• Low rates hurt growth. They limit hiring, drain your time, and create cash flow problems.
• Hidden costs add up. Expenses like software, overhead, and employee benefits can shrink margins.
• Outdated pricing models don’t work. Modern approaches like value-based or mixed pricing can boost profitability.

Solution:

1. Calculate your true costs, including overhead and desired margins.
2. Use pricing models that align with client value, like results-based or retainers.
3. Regularly review pricing to adapt to market trends and improve profits.

Key Formula: Base Price = (Hours × Hourly Rate) × Desired Margin

Want to fix your pricing and grow your agency? Start by understanding your costs and shifting to value-driven pricing models.

3 Pricing Mistakes 71% of Agency Owners Make.

3 Pricing Mistakes That Cost Agencies Money

Getting pricing right is crucial for agency success. Missteps in this area can drain profits and hold back growth. Understanding common mistakes is the first step toward improving your pricing strategy.

Setting Prices Too Low

Charging too little can hurt your agency more than you think. It’s not just about covering costs – it’s about reflecting the value your services bring. Ryan Stewart puts it this way:

Poorly priced SEO services are a silent killer. Growing revenue can mask underlying profit issues.

Here’s what happens when prices are too low:

Low pricing might feel like a way to win clients, but it often leads to bigger challenges down the road.

Missing Hidden Costs

Another common issue is overlooking hidden expenses, which can shrink profit margins to almost nothing. These often-overlooked costs include:

• Overhead: Rent, utilities, and office equipment
• Employee-related expenses: Benefits, training, and admin support
• Business operations: Insurance, accounting, and software tools
• Vendor management: Costs tied to hiring and managing contractors

To price your services accurately, use this formula:
Base Price = (Hours required × Hourly rate) × Desired margin

Experts recommend using a multiplier (typically 3) to account for overhead and ensure profitability. Ignoring these costs can leave you scrambling to make ends meet.

Keeping Old Pricing Methods

Sticking with outdated pricing models is another mistake agencies often make. As the market changes, your pricing should reflect the true value and impact of your services. Here are some modern approaches to consider:

• Hours-based, Value-influenced Pricing (HBVI): Combines cost-plus pricing with the actual value delivered, based on tracked time.
• Project-based, Tripwire Pricing (PBTW): Offers a low-cost initial project to prove value and lead to larger contracts.
• Impact/Value-based Pricing (IVB): Links pricing directly to client results, making it ideal for high-impact services.

Adapting your pricing model to align with these approaches can help you stay competitive and improve profitability.

Pricing Models That Work for Agencies

Selecting the right pricing model – whether it’s results-based, monthly retainer, or a mix of both – can make a big difference in your agency’s bottom line.

Results-Based Pricing

This model ties your earnings directly to the results you deliver. It’s a great fit for services with measurable outcomes, like PPC campaigns or conversion rate optimization. A portion of your fee is based on hitting specific performance goals. However, this approach requires accurate tracking tools and clear methods to attribute results.

Monthly Retainer Models

Monthly retainers offer consistent income and help build long-term client relationships. They’re perfect for ongoing services like SEO, social media management, or content marketing.

"Agency pricing is broken. It keeps your margins and profits low. Most agencies have this problem. And in most cases – even if you don’t fix anything else – it’s fixable." – Ryan Stewart

Here’s how to make retainers work effectively:

• Clearly outline deliverables so clients know exactly what’s included.
• Build in flexibility by allowing scope adjustments over time.
• Add value through extras like strategic planning and detailed reporting.
• Set boundaries to define what falls under additional billable work.

Mixed Pricing Systems

A mixed pricing model blends different approaches, giving you steady income while rewarding performance. A typical setup might include:

• Core retainer: A monthly fee covering essential services.
• Project fees: Fixed costs for specific deliverables.
• Performance bonuses: Extra pay for surpassing agreed-upon goals.

Transparency is key – break down each pricing component and clearly outline when additional fees apply. To make this model work, use an HBVI approach: calculate service costs, add your profit margin, and consider the value you’re delivering.

Regularly revisiting and tweaking your pricing structure ensures it stays effective. Up next, find out how to set and adjust your rates.

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How to Set and Update Your Prices

Calculate True Service Costs

To set accurate prices, start by tracking all expenses tied to delivering your services. This includes staff time, software subscriptions, office costs, and travel. Use these formulas to calculate your rates:

• Base Hourly Rate = Total Annual Costs ÷ Available Working Hours
• Project Fee = (Hours × Hourly Rate) × Desired Margin

Key cost-tracking factors include:

• How much time employees spend on billable work
• Software and tool expenses per client
• Administrative overhead

Once you understand your actual costs, you can move on to evaluating your market position.

Check Market Rates

After calculating your service costs, compare them to current market rates. Here’s a snapshot of average hourly rates:

Focus on agencies with similar offerings, team sizes, and target audiences. Use this comparison to determine if market rates align with your costs. Rather than blindly matching competitor prices, aim to position your services based on the value you provide.

Build Service Packages

Using your cost and market data, create tiered service packages to meet varying client needs and budgets:

• Foundation Package: Includes core services for basic needs, with clearly defined scope limits.
• Standard Package: Offers more robust service levels and added strategic support.
• Premium Package: Provides all-inclusive solutions, priority support, and performance-based elements.

Clearly outline deliverables, frequency, and any extra charges for each package. Revisit your pricing every six months. Use project management tools to spot scope creep and ensure your services remain profitable.

Tools to Track and Improve Profits

Track Time and Resources

Time tracking tools are essential for understanding project costs and team efficiency. Agencies using platforms like Toggl Track and Hubstaff have reported up to a 20% increase in profitability and a 25% reduction in project costs. These tools provide valuable insights that help assess client profitability.

"With tools like Hubstaff, you can tell. You then decide if a whole project should’ve taken 16 hours or if someone is just not the right fit."

Features such as payroll integration, weekly time budgets, productivity reports, and syncing with project management or accounting software make these tools even more effective.

Measure Client Profit Levels

Monitoring key metrics for each account is crucial to understanding client profitability. Surprisingly, only 49% of agencies track revenue per client, and just 24% monitor revenue per employee, which can impact profitability.

Here’s a quick guide to calculating client profitability:

On average, U.S. marketing agencies in 2023 maintain a profit margin of around 10%. While clients are generally comfortable with margins up to 14%, agencies often aim for 17%.

Review Prices Quarterly

Regular pricing reviews, informed by tracked metrics and profitability analysis, help fine-tune your strategy. During these quarterly reviews, focus on:

• ROI Tracking: Use systems to measure and showcase the value delivered to clients.
• Resource Utilization: Assess team productivity and adjust workload distribution.
• Service Profitability: Identify high-margin services and adjust pricing when needed.

"Without Hubstaff, I wouldn’t be confident in running a remote business. We used the platform from the first day we opened the office in India, so I knew it would give me the insights and confidence to commit to remote working."

When adjusting prices, consider both operational costs and the value provided to clients. These quarterly reviews are also an opportunity to pinpoint areas for operational improvement, potentially boosting profitability without increasing prices.

Conclusion: Making Your Pricing Work Long-Term

Key Takeaways

Setting up effective pricing for your agency involves more than just setting rates – it requires a focused approach that balances profitability with growth. To get it right, you need to understand your service costs, adopt value-driven pricing, and keep a close eye on performance metrics.

Here’s a breakdown of essential pricing components:

Profitability fuels investments in people, tools, and systems – key drivers of growth.

Steps to Implement Pricing That Works

To build a pricing strategy that lasts, focus on these practical steps:

• Calculate Your True Costs
  Track all expenses, including software, office needs, and labor. Use time-tracking tools to monitor project hours and analyze how resources are allocated.
• Create Value-Based Packages
  Offer service tiers that highlight the impact on clients. Use smaller projects as entry points and clearly define deliverables and outcomes.
• Review Regularly
  Set quarterly check-ins to evaluate profit metrics, market trends, and performance. Use this data to fine-tune your pricing.

"A key factor that makes a positive impact on agency profits and agency profitability is really good operational and project management. If you are not good at shaping, managing and delivering projects, you will completely trash [your] profitability." – Rob Sayles

Pricing isn’t just about charging more – it’s about creating a system that balances client value with strong margins. Stay on top of operations and project management to keep your agency profitable and growing.

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