Outgrowing Spreadsheets and Workaround Software? Here’s the Fix
This blog explores why agencies outgrow spreadsheets and disconnected systems, and how Pegasus replaces them with one integrated platform for finance, job management, media, and resource tracking. It’s ideal for growing agencies in Australia, New Zealand, the UK, the US, Asia, and globally, looking to scale smarter.
Managing an agency shouldn’t feel like stitching together your own software Frankenstein. Yet that’s what many teams do. Piecing together spreadsheets, time tracking apps, project tools, accounting systems, and a lot of “let me just export that for you” workarounds.
At some point, the system you’re working around becomes the system that’s holding you back.
Whether you’re toggling between multiple platforms, wrestling with a generic ERP, or stuck in Excel, there’s a better way, with no double entry, no human error, and no workaround needed.
The Real Problem: Systems That Don’t Work Together
Agencies, especially those in the creative, media, and marketing industries, face complex, high-volume workflows. But most tools weren’t built for that. The result?
🧩 Disconnected Data
Budgets in one tool. Timesheets in another. Media buying on a spreadsheet. None of it links up, and none of it tells the full story.
🕰 Manual Workarounds
Staff wasting time cross-checking numbers, duplicating entries, or rebuilding reports because the data doesn’t flow where it should.
🔎 No Real Visibility
Leaders want answers like How’s this job tracking, What’s our revenue forecast, and " What’s left to bill? But the truth lives in five tabs and two folders.
😩 Fatigue and Frustration
Finance teams, project managers, and client leads all end up “hacking the system” to get what they need. That’s not sustainable, and it’s definitely not scalable.
Common Culprits: More Than Just Spreadsheets
Yes, spreadsheets are part of the problem, but they’re not the only one.
Many agencies feel trapped between:
Spreadsheets for the gaps (job budgets, media tracking, resourcing)
Generic ERPs not built for agencies
Project tools that don’t talk to finance
Legacy systems that require bolt-on tools and manual exports
The result is a tech stack that’s duct-taped together and barely holding up.
The Fix: Pegasus Systems
Pegasus replaces the patchwork with a single platform that integrates your agency’s finances, projects, media, and resources. It’s the system agencies actually want to use, because it’s made for how they really work.
Here’s what Pegasus brings together:
💰 Finance, Built for Agencies
Real-time dashboards across jobs, clients, and teams
Budgeting and forecasting that stays in sync
Revenue recognition that’s automatic and accurate
Billing that reflects real work, not guesswork
Integrations with Float and more
🧠 Project and Resource Clarity
Live timesheet data tied directly to jobs
Job costing that updates as the work happens
Resourcing tools that show true availability, not just placeholders
🎯 Media Management That’s Not an Afterthought
Centralised buying and reconciliation tools
Visibility across campaigns and spend
Fewer handovers, fewer errors
🔌 Seamless Integration
Import/export tools for legacy spreadsheet workflows
API-ready connections to CRMs and more
🤖 AI Where It Helps (Not Where It Hinders)
Smart automation for time and finance tasks, without overpromising
“Pegasus took what was previously a mess of spreadsheets and manual processes across finance and operations and gave us clarity, accuracy, and control. The integration between media, finance, and time tracking has made a huge difference.”
— Mark Noakes, TalentCorp
Why Agencies Are Making the Move
Agencies across Australia, New Zealand, Asia, the UK and the US are moving to Pegasus because they’re tired of:
Reporting delays caused by system gaps
Manual re-entry and version mismatches
Lack of clarity on job performance or billing
Tools that sort of work, but never really fit
Pegasus doesn’t just replace spreadsheets. It replaces the need for five different systems altogether.
One Platform. One Truth. One Demo Away.
If your agency’s still toggling between tools or trying to make your software work harder than it should, it might be time to upgrade.
Talk to us and see how Pegasus helps agencies simplify, scale, and succeed.
Q: What is spreadsheet fatigue in agencies?
A: Spreadsheet fatigue refers to the frustration and inefficiency caused by relying on spreadsheets to manage complex agency operations like budgeting, project tracking, media buying, and timesheets. It leads to manual errors, poor visibility, disconnected data, and wasted time.
Q: Why do agencies outgrow spreadsheets and traditional ERPs?
A: As agencies grow, they need real-time visibility, integrated workflows, and accurate financial tracking. Spreadsheets and generic ERPs can’t provide the agility, accuracy, or scalability needed, often forcing teams to work around systems rather than with them.
Q: What does Pegasus replace?
A: Pegasus replaces spreadsheets, disconnected project tools, and finance platforms not built for agency workflows. It unifies finance, job management, resourcing, and media into one purpose-built system, designed for creative, media, and marketing teams.
Q: How does Pegasus help reduce manual processes?
A: Pegasus automates time tracking, billing, forecasting, revenue recognition, and media reconciliation. It eliminates the need to export/import data between systems or manually copy figures across spreadsheets.
Q: Is Pegasus suitable for growing agencies?
A: Absolutely. Pegasus is used by agencies across Australia, New Zealand, the US, the UK, Asia, and globally, who have outgrown their legacy tools and are looking to scale with confidence.