Managed Back Office Services for Media Agencies
Stop juggling spreadsheets and start scaling your creative vision. We handle the operational grind—from campaign reporting to client invoicing—so you can focus on what you do best.
Scale Your Agency Today
Is Your Agency Drowning in Non-Billable Work?
You launched your media agency to create groundbreaking campaigns and drive client success, not to get buried in administrative tasks. Yet, many agency leaders spend more time on invoicing, data entry, and campaign reporting than on strategy and innovation. This operational drag not only stifles creativity but also puts a hard cap on your growth and profitability. It's a common problem, but it doesn't have to be your reality. We provide the specialized back-office engine that powers your agency's front-end brilliance, letting you reclaim your time and focus on what truly matters: your clients and your creative vision.
Our Comprehensive Back Office Services
Campaign Reporting & Analytics
We transform raw campaign data into clear, actionable insights. Our team builds and manages custom dashboards that give you and your clients a real-time view of performance, freeing your account managers from tedious report creation.
- Automated data aggregation from multiple platforms.
- Custom-branded, client-ready performance reports.
- Proactive identification of performance trends and opportunities.
Client & Vendor Data Management
Maintain a clean, organized, and accurate database without lifting a finger. We handle all aspects of data entry, cleansing, and management across your CRM and other platforms, ensuring data integrity for marketing and sales efforts.
- CRM data entry, updates, and de-duplication.
- Vendor information and contract management.
- Compliance with data privacy regulations (GDPR, CCPA).
Ad Trafficking & Creative Management
Ensure flawless campaign execution with our expert ad trafficking services. We manage the entire process of setting up, testing, and deploying ad creatives across all digital channels, minimizing errors and delays.
- Uploading and managing creative assets.
- Generating and implementing tracking pixels and ad tags.
- Quality assurance checks to ensure proper ad serving.
Media Monitoring & Analysis
Stay ahead of the curve by understanding what's being said about your clients, competitors, and industry. Our team provides 24/7 monitoring and detailed analysis of media mentions across online, print, and broadcast channels.
- Real-time alerts for key brand mentions.
- Sentiment analysis and share-of-voice reporting.
- Competitive intelligence and industry trend tracking.
SEO/PPC Campaign Support
Amplify the efficiency of your search marketing teams. We handle the essential, time-consuming tasks like keyword research, competitor analysis, ad copy creation, and performance data compilation, allowing your strategists to focus on high-level optimization.
- Comprehensive keyword list generation and mapping.
- Building campaign structures in Google Ads & Bing Ads.
- Weekly data pulls for performance analysis.
Market & Competitor Research
Equip your strategy and business development teams with the intelligence they need to win. We conduct in-depth research on market trends, consumer behavior, and competitive landscapes, delivering concise and insightful reports.
- SWOT analysis of key competitors.
- Audience profiling and segmentation studies.
- Industry benchmarking and opportunity analysis.
Media Billing & Invoicing
Streamline your entire financial workflow, from media spend reconciliation to client invoicing. We ensure accuracy and timeliness, improving your cash flow and reducing administrative headaches for your finance team.
- Reconciliation of media vendor invoices against bookings.
- Accurate and timely creation of client invoices.
- Management of accounts receivable and payable processes.
CRM Administration
Maximize the value of your CRM investment. Our team manages user profiles, custom fields, workflow rules, and data hygiene, ensuring your CRM is a powerful tool for growth, not a cluttered database.
- User account setup and permission management.
- Building custom reports and dashboards.
- Integration support with other marketing and sales tools.
Financial Reconciliation Support
Close your books faster and with greater confidence. Our team assists your finance department with crucial reconciliation tasks, including bank statements, credit card expenses, and inter-company accounts.
- Matching transactions and resolving discrepancies.
- Preparing month-end and year-end financial reports.
- Ensuring compliance with accounting standards.
HR & Payroll Administration
Offload routine HR and payroll tasks to a dedicated team. We manage employee data, process payroll, handle benefits administration, and ensure compliance, freeing your HR professionals to focus on culture and talent strategy.
- New hire onboarding and offboarding paperwork.
- Time and attendance tracking and reporting.
- Accurate and timely payroll processing.
IT Helpdesk Support
Provide your team with reliable, responsive technical support without the cost of a large in-house IT department. We offer Level 1 and Level 2 helpdesk services to resolve common IT issues quickly and efficiently.
- Software installation and troubleshooting.
- Password resets and user account management.
- Hardware and network connectivity support.
Lead Generation & Database Management
Fuel your sales pipeline with high-quality, verified leads. Our team builds targeted prospect lists, enriches existing data, and manages your marketing database to ensure your outreach is always relevant and effective.
- Building targeted contact lists based on your ICP.
- Data enrichment and verification services.
- Email list segmentation and hygiene.
Social Media Management Support
Empower your social media managers to focus on strategy and engagement. We handle the operational side, including content scheduling, community monitoring, and performance reporting across all major platforms.
- Scheduling and publishing posts via platforms like Buffer or Sprout Social.
- Monitoring comments and messages for engagement opportunities.
- Compiling weekly and monthly social media performance reports.
Content Moderation & Community Management
Protect your clients' brand reputation with our vigilant content moderation services. We monitor user-generated content 24/7, removing spam and inappropriate comments while fostering a positive online community.
- Real-time moderation of comments, reviews, and forum posts.
- Enforcement of community guidelines.
- Escalation of sensitive issues to your team.
Proposal & Presentation Design
Win more business with professionally designed proposals and presentations. Our design team takes your content and transforms it into visually compelling, on-brand documents that make a lasting impression on prospective clients.
- Custom PowerPoint and Keynote template creation.
- Data visualization, including charts and infographics.
- Ensuring brand consistency across all sales materials.
The LiveHelpIndia Advantage for Your Agency
Seamless Brand Integration
We operate as a true extension of your team. Our professionals are trained on your brand voice, culture, and processes, ensuring a consistent experience for your clients and internal stakeholders.
Ironclad Data Security
Your client data is your most valuable asset. As an ISO 27001 and SOC 2 certified company, we adhere to the highest standards of data security, giving you complete peace of mind.
24/7 Global Operations
The media world never sleeps, and neither do we. Our round-the-clock operations provide continuous support, perfect for agencies with global clients or those needing after-hours coverage.
Expert, Risk-Free Onboarding
Our structured onboarding process, refined over two decades, ensures a smooth transition. We even offer a 2-week paid trial to prove our value before you commit long-term.
Radical Transparency
You're always in control. We provide detailed performance dashboards and regular reports, giving you complete visibility into our team's productivity and the value we're delivering.
Flexible, On-Demand Scalability
Scale your operational capacity up or down in response to client wins and project cycles. Avoid the costs and complexities of hiring and firing, and only pay for the resources you need.
Drastic Cost Reduction
Achieve significant operational savings—often up to 60%—by leveraging our global delivery model. Reinvest those savings into creative talent, technology, or business development.
AI-Powered Efficiency
We integrate AI and automation into our workflows to handle repetitive tasks, reduce errors, and accelerate delivery. This means faster, more accurate results for your agency.
20+ Years of Proven Expertise
Since 2003, we've been the trusted partner for businesses worldwide. Our CMMI Level 5 maturity and long history of success mean you're partnering with a stable, reliable, and expert organization.
Our Streamlined 4-Step Process
1. Discovery & Scoping
We start with a deep dive into your current workflows, pain points, and goals. This allows us to design a custom solution that integrates perfectly with your existing agency operations.
2. Team Assembly & Training
We handpick a dedicated team of specialists with the right skills for your needs. This team then undergoes intensive training on your specific tools, processes, and brand guidelines.
3. Seamless Integration
Your new back-office team is integrated into your communication channels (Slack, Teams, etc.) and project management systems. We begin with a pilot project or a 2-week trial to ensure a smooth workflow.
4. Optimization & Scaling
We continuously monitor performance, provide detailed reports, and work with you to identify new opportunities for efficiency. As you grow, we scale your team to match your needs.
Success Stories from Agencies Like Yours
Reporting Automation for a Mid-Sized Digital Agency
Client Overview: A fast-growing, 50-person digital marketing agency in the USA was struggling to keep up with client reporting demands. Their account managers were spending nearly 25% of their time manually pulling data from Google Ads, Facebook, and analytics platforms, leading to burnout and less time for client strategy.
Key Challenges:
- Inconsistent report formats across different account managers.
- High risk of human error in manual data compilation.
- Delayed delivery of reports, impacting client satisfaction.
- Inability to provide deep, cross-channel insights efficiently.
Our Solution:
We deployed a dedicated team of two data analysts who acted as a centralized reporting hub for the agency. Their responsibilities included:
- Developing standardized, automated reporting templates.
- Using API connectors and data visualization tools (like Google Data Studio) to create live dashboards.
- Performing daily data integrity checks to ensure accuracy.
- Generating ad-hoc reports and deep-dive analyses upon request.
"LiveHelpIndia didn't just take over our reporting; they transformed it. Our team got back a full day each week, and our clients are more impressed than ever with the quality and speed of the insights we provide. It was a total game-changer for our profitability and client retention."
Director of Operations, ScaleUp Digital
Scaling Operations for a Fast-Growing Creative Agency
Client Overview: A 25-person creative agency in the UK was experiencing rapid growth, winning several large retainers. However, their administrative infrastructure couldn't keep up. The founders were bogged down in invoicing, vendor management, and project coordination, pulling them away from creative direction and business development.
Key Challenges:
- High overhead costs associated with hiring full-time admin staff in London.
- Difficulty scaling support staff up and down with fluctuating project loads.
- Invoicing errors and delays were impacting cash flow.
- Lack of a centralized system for managing client and vendor data.
Our Solution:
We provided a flexible, scalable back-office team of three professionals covering finance, admin, and project coordination. The solution included:
- Managing all client invoicing and accounts payable.
- Acting as the central point of contact for freelance vendors.
- Setting up and managing a project management system (Asana).
- Handling new client onboarding and data entry into their CRM.
"Partnering with LiveHelpIndia was the single best decision we made during our growth spurt. They gave us the operational backbone of a 100-person agency while we were still 25. We could focus on creative excellence, knowing the entire back office was running flawlessly."
Co-Founder, Innovate Creative
24/7 Media Monitoring for a Global PR Firm
Client Overview: An Australian PR firm with high-profile clients in the tech and finance sectors needed to provide 24/7 media monitoring and crisis communication support. Their in-house team couldn't cover global time zones effectively, leading to missed opportunities and delayed responses to critical events.
Key Challenges:
- Inability to monitor news cycles in North American and European markets in real-time.
- Junior staff were overwhelmed with the volume of media alerts.
- Delayed reporting on breaking news related to their clients.
- High cost of premium media monitoring software licenses for a large team.
Our Solution:
We established a 24/7 media monitoring team that worked in shifts to provide continuous global coverage. The team was responsible for:
- Using the firm's existing monitoring tools to track all relevant keywords and topics.
- Analyzing and filtering alerts to identify the most critical mentions.
- Providing immediate summaries and email alerts to the core PR team for urgent issues.
- Compiling a comprehensive daily media coverage report for each client.
"The 24/7 monitoring team from LiveHelpIndia has become our eyes and ears around the world. We can now confidently offer our clients true global support. Their speed and accuracy are exceptional, and it's given us a significant competitive advantage."
Managing Director, Global Comms PR
Platforms & Tools We Master
What Our Agency Partners Are Saying
"Outsourcing our billing and reconciliation to LiveHelpIndia cleaned up our cash flow and saved our finance team countless hours. They are meticulous, professional, and incredibly efficient."
"The quality of the presentation decks and sales proposals their design team produces is outstanding. It's like having a top-tier design studio on call, without the hefty price tag."
"I was skeptical about data security, but their ISO and SOC 2 certifications put my mind at ease. They handle our sensitive client data with the utmost care and professionalism."
"The ability to scale our support team up during a big product launch and then back down was invaluable. This level of flexibility is impossible with in-house hires. A truly agile solution."
"Their ad trafficking team is flawless. Campaigns go live on time, every time, with zero errors. This has dramatically improved our campaign launch process and client confidence."
"The communication is seamless. Our outsourced team feels like they're just in the next room. They're proactive, responsive, and fully integrated into our Slack channels."
Frequently Asked Questions
We have a multi-layered quality assurance process. First, we only hire experienced professionals who pass rigorous skill assessments. Second, all work is reviewed by a team lead before it's delivered to you. Finally, as a CMMI Level 5 company, our processes are continuously monitored and optimized for quality and efficiency. We also use performance dashboards to track key metrics, ensuring full transparency.
Data security is our top priority. We are ISO 27001 and SOC 2 certified, meaning our security protocols are audited by third parties. All our employees sign strict non-disclosure agreements (NDAs), and we utilize secure networks, encrypted data storage, and access controls to protect your sensitive information. We are fully compliant with regulations like GDPR and CCPA.
Seamlessly. We assign a dedicated account manager as your single point of contact. Your outsourced team integrates directly into your preferred communication tools, whether it's Slack, Microsoft Teams, email, or project management software like Asana. We schedule regular video calls for status updates and strategic discussions to ensure everyone is aligned.
Our onboarding process is designed for speed and efficiency. After the initial discovery and scoping phase, we can typically have your dedicated team assembled, trained, and ready to start within 1-2 weeks. For smaller or more standardized tasks, we can often begin even sooner.
Your satisfaction is guaranteed. While it's rare, if a team member is not meeting your expectations, we offer a free replacement. We will handle the knowledge transfer process at zero cost to you, ensuring a smooth transition and uninterrupted service.
We offer flexible engagement models to suit your needs. The most common is a monthly retainer for a dedicated team, which provides the best value and integration. We also offer project-based pricing for one-off tasks and hourly rates for ad-hoc support. We'll work with you to find the most cost-effective model for your agency.
Ready to Reclaim Your Focus and Scale Your Agency?
Let's talk about how our expert back-office team can eliminate your operational bottlenecks, reduce your costs by up to 60%, and free you to do the creative work you love. Schedule a free, no-obligation consultation today.