PR agency CRM: from newsletter to retainer all communication in one panel
PR agency software, program and CRM on one platform: PR agency job tracking software, customer management software and sales automation with WhatsApp.
Press releases that go out by segment, which journalist cares about what, the crisis that blows up at midnight, and monthly retainer due dates — all on one screen. Manage the agency from a dashboard, not scattered Excel files, with distribution lists, media relations records and crisis coordination over a single channel.
Which CRM software should be used for PR agency? ÖzgürKod is a CRM for PR agency businesses: Press release distribution lists, media relations records, crisis coordination and monthly retainer payment tracking in a single panel. Setup takes minutes; try it free for 7 days.
Familiar scenes during launch week
The relationships and the copy are yours; what gets lost is tracking lists, media contacts and retainer due dates.
Press distribution lists are scattered across Excel
Journalists, editors, industry media, bloggers — lists live in different Excel files, with different people, and most are out of date. When you send a release and can't remember who covers which beat, a release that lands with the wrong person damages the relationship.
Media contacts aren't on record
Who talked to which journalist and when, which story they ran, what they care about — it's all kept in someone's head. When a team member leaves, the media relationship goes with them, and the question “who last called this journalist?” goes unanswered.
Coordination falls apart during a crisis
When negative buzz about a client blows up, minutes matter; but who is drafting which statement and which version was approved gets lost in scattered messages. When different channels put out different messages, the crisis keeps growing.
Monthly retainer due dates go untracked
Every client works on a monthly retainer; which month's invoice was issued, which was paid, which client is late — it all blurs. When an overdue retainer goes unnoticed, the agency's recurring revenue quietly slips.
Monthly scope and deliverables are unclear
Number of releases, events, social media, reporting — the work covered by the retainer spreads across the month; what's done and what's still outstanding isn't tracked clearly. The end-of-month report turns into an argument over “we did that too.”
New business requests get lost in email
Launches, events, crisis management — new business requests from brands are scattered across WhatsApp and email; it's not clear which ones are waiting for a quote and which are hot. A late reply means the brand goes to another agency.
What does ÖzgürKod do for PR and communications agencies?
It brings distribution lists, media relations, crisis coordination and retainer due dates into a single flow.
The client journey from first inquiry to monthly reporting
- Collect business requests and media correspondence from brands across WhatsApp, email and Telegram in one unified inbox; let AI classify messages, and keep every journalist's and brand's conversation on its own card
- Segment your press distribution lists with tags: journalist, editor, industry media, blogger; send the press release to the relevant segment as a campaign with a Meta-approved WhatsApp template, with duplicate blocking so no one gets the same release twice
- Put media relations on record: who you talked to and when, what they care about and which story they ran stays on the client card; even if a team member leaves, the media relationship stays in the system
- Run communication over a single channel during a crisis: with message assignment and role-based permissions, the right person drafts the right statement, the approved version sits on one dashboard, and different messages going out on different channels is prevented
- Track monthly retainer scope with the task board: turn work like releases, events and reporting into checklists, never miss a deliverable with deadline notifications, and prepare the end-of-month report with file attachments
- Track retainer due dates with partial payment records: see which month's invoice was issued and which was paid on the card; let AI detect the receipt the client sends, and catch overdue retainers in the payment collection report
A business request from a brand via WhatsApp, email or Telegram is recorded with a source tag; scope, goals and expectations build up on the card from the first note.
The scope of work is prepared as a quote; the monthly retainer or project fee is kept clear, the quote status is tracked in the pipeline, and the approved scope is confirmed.
Press distribution lists are segmented per client; the relevant journalists and media contacts are recorded on cards, and a history of media relations starts to build.
A press release is prepared and sent to the relevant segment with a template; which outlets it went to stays on record, and replies and interview requests are recorded on cards.
Retainer work becomes a checklist on the task board: newsletters, events, reporting; each item gets an owner and a due date, and deliverables are tracked.
When bad news breaks, communication runs through a single channel; the statement is prepared with role-based permissions, the approved version reaches everyone at the same time, and conflicting messages are prevented.
The month-end report is prepared with file attachments; retainer due dates are tracked in the payment collection record, receipts are detected with AI, and the client stays in the segment for the next month.
Not from a personal phone, but from the business line
Don't let Customer messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects customer information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the customer group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new customer came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, quote, payment collection and your team — in one account
When a customer writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Customer cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own customers.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Customer write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the customer card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for PR agency?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months PR agency choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey customer most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
PR agency program, software or CRM?
Most business owners search for the solution they need as “PR agency program,” “PR agency software,” “PR agency job tracking software” or “PR agency customer management software.” “CRM” is the international name for this solution, and the need is the same: keep customer information in one place, never miss a request, and bring order to your work.
As a PR agency automation, ÖzgürKod gathers customer messages from WhatsApp, Instagram and the web in one panel and handles quote and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for PR agency
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and tasks ready |
| Customer history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, quote, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
Every message answered late is an opportunity handed to a competitor.
If your average sale is ₺4,000: the monthly cost of your subscription is not even a single sale.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What is a CRM for a PR agency?
A PR agency's value lies in relationships and follow-up: which journalist is interested in what, which brand's newsletter came out when, which retainer is now due. A CRM brings all of this together on one panel. Conversations from WhatsApp, email and Telegram gather in the unified inbox; press distribution lists are segmented, media contacts are recorded, retainer due dates are tracked, and crisis communication runs through a single channel. One panel replaces scattered Excel files and email inboxes; media relationships are tied to a system, not to personal memory.
Do you offer media tracking and news monitoring?
No. Let us say this plainly — ÖzgürKod is not a media tracking tool. It does not scan the internet for news about your client, does not automatically collect press coverage, and does not produce metrics such as reach or advertising value. You keep using the media monitoring tools you already work with. ÖzgürKod does something different: it brings press distribution lists, media contact records, crisis coordination and retainer due dates together on one panel. It does not monitor news; it organizes who you sent a newsletter to, what you discussed with a journalist, and the client relationship.
How do I manage press release distribution lists?
You segment your media contacts with tags: journalists, editors, industry media, bloggers, and subgroups by beat. When you are about to send a newsletter, you select the relevant segment and send it as a campaign with a Meta-approved WhatsApp template; duplicate-send prevention keeps the same person from receiving the newsletter twice. Since each contact's area of interest sits on their card, you never make the mistake of sending a tech newsletter to an entertainment editor. Lists live in one place, segmented and up to date, not in scattered Excel files; the decision to send always stays with you.
How do I track monthly retainer due dates?
You keep each client's monthly retainer as an installment payment record; the card shows which month's invoice has been issued, which has been collected, and which is overdue. The payment collection view separates retainers that are coming due from those past due; AI detects the receipt your client sends. ÖzgürKod does not take online payments or issue e-Invoices (e-Fatura); it organizes the record and tracking of payment collection. That way, retainers — the backbone of your recurring revenue — are managed in a visible payment collection flow instead of quietly slipping past their due date.
How do I coordinate communication during a crisis?
The biggest risk in a crisis is different messages going out through different channels. ÖzgürKod brings communication into a single channel: with message assignment and role-based permissions, the right person prepares the statement, the approved version sits on one panel, and the team sees the same current text. When negative news about a client breaks, who prepared what and which version was approved does not get lost in scattered conversations. In that moment, when minutes matter, the team focuses on managing the crisis, not on the question “which statement is the valid one?”
Does it send newsletters to media contacts automatically?
No. To be clear, ÖzgürKod does not send scheduled or automatic newsletters on its own. What it does is this: it keeps media contacts in segments and stores each journalist's past correspondence and interests. You prepare the newsletter and send it to the relevant segment with a Meta-approved template in one click; the timing, content and recipients of the send stay under your control. The system does not send messages behind your back. Which newsletter went to whom stays on record, but you are always the one who triggers it.
PR agency software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "PR agency software", "PR agency software", "PR agency job tracking software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: customer communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Don't manage your next launch with scattered Excel files
7-day free trial, no credit card required. Connect WhatsApp and email on day one; let's move your press lists and retainer tracking onto the panel.