When most web designers think about managing a few dozen client sites, they picture late nights, support tickets, surprise emergencies, and never enough coffee. Now, imagine juggling 150 direct clients, plus serving as backup support for agencies with another 400+ websites. It sounds impossible, unless you’re Philip Levine, owner of South Florida Web Advisors.
Philip joined the hosts on WP Agency Tracks to spill his secrets on running a high-volume solo agency, scaling sustainably, and actually enjoying it. Here’s what we learned.
Focus on a Single Platform (And Keep Learning)
Philip began building sites in the FrontPage and static HTML days. His pivot to WordPress happened around 2011, not because it was trendy, but because updating static files on the road became a hassle. He needed something clients and he could both easily access and edit.
“Focusing on one platform has really allowed me to grow the business, especially as a single person.”
But he didn’t stop there. Every six months, Philip audits his tools and systems, always searching for better options as the ecosystem evolves. Whether it’s hosting, backup platforms, or plugins, he’s not afraid to make changes for efficiency and client satisfaction.
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Automate Wisely—But Don’t Be Hands-Off
With hundreds of sites in his care, automation is the only route to sanity. Philip uses site management tools like MainWP and ManageWP for centralized backups and plugin updates—but with a twist.
“I do not…have anything set to automated. I go in on a daily basis and click the updates…because it’s too easy for things to break.”
He sorts plugins by popularity across sites, checks release notes, and updates in batches so problems don’t cascade across every client.
Standardize (As Much As Reasonable)
While site handovers can mean inheriting odd plugins, Philip finds balance. He’s standardized around a core set of plugins for most sites, but isn’t dogmatic about making new clients conform.
“If I’ve got to take over a site, I’ll start with what they have, and then I can build it in time.”
This flexible approach lets him onboard clients quickly while gradually moving them toward maintenance-friendly setups.
Build Local Relationships
How does Philip find clients for such a large portfolio? Old-fashioned networking. Over 90% of his direct business comes from local networking groups, chambers of commerce, and referrals.
“A lot of these folks are ones I see when I go food shopping or to the mall. That’s really my bread and butter.”
Care Plans: Simplicity Wins
For direct clients, care plans are all-inclusive and billed quarterly in advance—a model that minimizes billing friction. Agencies, on the other hand, pay flat fees based on their requirements.
“If somebody pushes back over a $5 a month increase, they were going to leave me at some point anyway.”
Pricing simply and predictably helps Philip focus on service, not spreadsheets.
Keep Support Simple
A ticketing system? Not for Philip. Years of experience have taught him that his email inbox is enough. Most clients rarely contact him, and having comprehensive backup redundancies means he can recover quickly from site issues when they rarely (but inevitably) occur.
Set Boundaries & Avoid Burnout
With such a vast roster, how does he avoid burning out? Philip sets clear boundaries, schedules downtime, and reminds himself—and clients—that most issues can wait until business hours.
“None of my sites are that mission critical…if there’s a photo to swap out, it can wait till Monday.”
Final Advice for Aspiring Agency Owners
- Templates save time: From proposals to emails, having templates at the ready creates consistency.
- Don’t fear trial and error: Try client sources, tools, and workflows—even if some fizzle.
- Find your passion: Serving clients or industries you genuinely enjoy makes even the busiest days worthwhile.
For anyone looking to scale their agency—without scaling their stress—taking a page from Philip’s playbook might be the wisest investment of all.
