Billing & Operations
Agency Stack Under $200 Per Month
For many small agencies, software cost discipline matters as much as feature depth. This stack framework prioritizes pipeline clarity, outbound consistency, scheduling, and proposals while keeping recurring spend in check.
Published: February 16, 2026
Last updated: February 22, 2026
Quick verdict
A lean combination of Pipedrive, Instantly, TidyCal, and Better Proposals can cover core client acquisition workflow for many early-stage agencies, with Apollo as an optional data layer when prospecting needs increase.
This page is for:
- Solo agencies with strict monthly software budgets
- Small teams replacing ad-hoc tools with a coherent acquisition stack
- Operators prioritizing time-to-value over enterprise depth
Before you use outbound links below: pricing and feature availability can change. We may earn an affiliate commission at no extra cost to you.
Comparison table
| Tool | Best for | Starting price | Setup friction | Action |
|---|---|---|---|---|
| Pipedrive | Pipeline and deal stage management | Lower tier, per seat | Low | Check current pricing |
| Instantly | Outbound sequencing and campaign execution | Entry tier available | Low | Compare plans |
| TidyCal | Low-cost scheduling | Low-cost plans | Low | Visit official site |
| Better Proposals | Proposal generation and e-sign flow | Paid plans | Low to medium | Check current pricing |
| Apollo (optional) | Prospecting data and contact sourcing | Free and paid tiers | Medium | Compare plans |
Detailed tool sections
Pipedrive
Pipedrive anchors the stack by making weekly pipeline reviews and follow-up status clear. It is often the highest-leverage first subscription for small agencies.
Best for: Core CRM and pipeline visibility
Not ideal for: Teams needing advanced multi-department suites
Price guide: Budget-friendly for small operators
Setup friction: Low
Pros
- Fast setup and immediate visibility
- Good fit for lean sales workflows
- Lower management overhead
Cons
- Limited depth for large enterprise use cases
- Advanced automation may need higher tiers
- Reporting depth can require add-ons
Instantly
Instantly covers outbound sequencing without a large implementation burden, making it a practical choice when headcount is limited.
Best for: Outbound campaign execution
Not ideal for: Teams needing heavy custom infrastructure
Price guide: Accessible starting tiers
Setup friction: Low
Pros
- Quick campaign launch
- Lower operational overhead
- Good for iterative messaging tests
Cons
- Less granular than some advanced tools
- Not all edge workflows are native
- Scaling may require stricter process controls
TidyCal
TidyCal keeps meeting booking functional without adding much cost, which helps preserve budget for revenue-critical tools.
Best for: Simple scheduling at low recurring cost
Not ideal for: Complex routing and qualification architectures
Price guide: Low recurring spend
Setup friction: Low
Pros
- Low cost
- Easy onboarding
- Covers essential scheduling needs
Cons
- Fewer advanced workflow features
- Smaller ecosystem
- Less suitable for complex team routing
Better Proposals
Better Proposals helps close the loop from discovery to signature with less manual formatting work, which is valuable when founders own both sales and delivery.
Best for: Turning qualified calls into proposals quickly
Not ideal for: Teams requiring complex procurement-style docs
Price guide: Moderate for small-team usage
Setup friction: Low to medium
Pros
- Quick proposal assembly
- Cleaner follow-up process
- Good fit for standard service offers
Cons
- Limited for highly complex contract scenarios
- Customization may require paid tiers
- Needs template discipline for consistency
Apollo (optional add-on)
Apollo can be layered in when list quality or volume becomes a bottleneck. Treat it as optional until outbound process consistency is established.
Best for: Building prospect lists before scaling outbound
Not ideal for: Teams already using specialized data vendors
Price guide: Free entry with paid scale options
Setup friction: Medium
Pros
- Data plus sequencing in one platform
- Useful for early list building
- Flexible entry point
Cons
- Data still needs validation
- Adds operational complexity
- Can be unnecessary in earliest stage
How we evaluated
- Ability to run full acquisition workflow with minimal subscriptions
- Total monthly cost control for teams under 10 people
- Operational simplicity so tools do not become a maintenance burden
FAQ
Can a serious agency really run under $200 per month in software?
In early stages, often yes, if the offer and workflow are focused. Complexity and team size usually drive cost upward later, not necessarily better outcomes.
Which tool should be purchased first?
Start with CRM. Without pipeline visibility, outbound and proposal tools have less leverage because follow-up execution becomes inconsistent.
When should I add optional tools like Apollo?
Add optional layers only after the core process is consistent and you can point to a specific bottleneck like lead quality or list volume.
How often should I review stack costs?
Monthly is usually enough for small teams. Review active seats, overlapping features, and whether each subscription contributes to measurable pipeline outcomes.
Build the lean stack in priority order
Start with CRM, then outbound, then scheduling, then proposals. Sequence matters more than tool count when your team is small and budget-sensitive.
Check current pricing