ClientFlow OS replaces Slack, Zoom, ClickUp and spreadsheets with one AI-powered platform built specifically for agency pod delivery.
Seven swaps
Most agencies run on a patchwork of tools that don't talk to each other. ClientFlow OS replaces all of it.
Slack for chat
01 / 07Every conversation is attached to the client and project it belongs to, so a decision sits where the work is rather than 400 messages up a channel. Someone joining the pod in month six can read how you got here.
Tom W · 09:14
Client signed off the homepage copy this morning.
Elena P · 09:21
Briefing the designer today — build starts Thursday.
DecisionDecisions end up buried in a channel, and the context dies with the thread.
ChatZoom for calls
02 / 07Meetings run inside the platform. The transcript becomes a structured summary — decisions, key points, action items — and those action items become real tasks on real people. A project manager reviews it before anything reaches the client.
AI summary · action items
Awaiting PM review before it reaches the client.
Whatever nobody wrote down afterwards is simply gone.
MeetingsClickUp for tasks
03 / 07Work is grouped by pod and by person, so you can see who is at capacity today. New tasks get assigned on real availability instead of a guess, and the daily limit stops one person quietly absorbing everything.
Marcus is at the daily limit — assign elsewhere.
Nobody can see who is actually at capacity today.
WorkboardSpreadsheets for clients
04 / 07One record per client: contacts, services, projects, files, invoices, the whole history. Clients get a branded portal where they can watch progress, approve work and message the pod, instead of emailing to ask how it is going.
One file per client, each a slightly different shape, none of them current.
Client portalManual reports
05 / 07Each report is written from what actually happened that week — tasks completed, results moved, meetings held. It is a draft, not a send: a person reviews and edits first, and nothing reaches a client unread.
14 tasks completed across SEO and social
Organic sessions up on the previous week
Two design approvals outstanding
Someone rebuilds by hand, every week, what the system already knows.
ReportsChasing payments by hand
06 / 07An overdue invoice starts its own polite, escalating follow-up sequence. Outstanding money and cashflow sit on one screen, so chasing stops depending on somebody remembering to check.
Sent automatically, in your tone of voice.
Money sits uncollected until somebody remembers to look.
FinanceNo visibility across pods
07 / 07Client health is scored continuously, so a client going quiet surfaces as a risk rather than a resignation email. Growth opportunities, wasted ad spend and team burnout are flagged the same way.
Northside flagged — going quiet for three weeks
You find out a client is unhappy when they tell you.
Client health scoreBeyond the seven swaps
01 · Clients
A public request form captures goals, audience, services, timeline and assets, then creates the client, the project and an AI-written brief automatically.
Company
Services
Goal
Budget
Client, project and AI brief created — waiting on PM review
02 · Delivery
Each project holds its AI-written brief, a generated task plan ordered by delivery dependency, files, meetings and the message thread with the client. Progress updates itself as tasks complete.
Harbour Dental — Website build
Pod Aurora · due 31/10/2026
Task plan
Files
Brand guidelines.pdf
Sitemap v2.png
Client thread · Priya S.
Love the homepage — approved from our side.
03 · Clients
Give it a topic, an audience and a month. Get a full calendar of posts with captions, hashtags and suggested posting times, ready for the client to approve.
12 posts with captions and times — sent to the client to approve
04 · Intelligence
Monitors Google, Trustpilot and Facebook, drafts a considered response with AI, and lets the client approve it in their portal before it is posted.
James R. · Google
Great dentist, but waited 40 minutes on Saturday.
Drafted reply
Approved by the client in their portal
Posted05 · Clients
Track every lead your work generates through to whether it became a paying customer, so you can prove the value you created in pounds — not impressions.
Enquiry
Mrs Ellis — implants
via Google Ads
Call booked
Proposal
Won
Revenue your work created this month
£12,400
06 · Clients
Build an email sequence once and every captured lead gets followed up on schedule — one of the easiest services to sell on top of what you already do.
New patient sequence
Runs on every captured lead
Day 0
Thanks for your enquiry
Day 2
Here is what a first visit looks like
Day 5
Book your Saturday slot
Mrs Ellis replied — booked for Saturday 14/11/2026
07 · Intelligence
Tracks whether your clients appear in ChatGPT, Perplexity and AI Overviews for the questions their customers ask — the search surface nobody else is reporting on yet.
The question their customers ask
“Best family dentist open on Saturdays near Leeds?”
08 · Business
Active clients, what is on track, what is at risk, pod capacity, client health, opportunities and the finance position — the view that tells you where to look today.
Active clients
34
On track
29
At risk
3
Outstanding
£8,450
Pod capacity
6 active clients = full
Look here today: Pod Summit is full, and Meridian Law has gone quiet.
09 · Business
Every module can be shown or hidden per department from one editable matrix — so a designer sees their work and a director sees the money.
Who sees what
One editable matrix
Every module, per department
10 · Business
Each agency gets a fully isolated workspace. Your clients, projects, team and settings are never visible to another agency on the platform.
Workspace
Trickle Up
Isolated — no other agency can see it
The intelligence layer
Read continuously · Ad Guardian · 01 of 06
01 / 06
Ad Guardian
Catch wasted ad spend while it is still small.
Flagged this morning — pause the campaign
02 / 06
Results Intelligence
Connect the work you do to real results in pounds.
03 / 06
Growth Radar
Surface growth opportunities before clients ask.
2 signals
Ranking for terms you don't sell yet
04 / 06
Competitor Watch
Weekly monitoring, written up for the client.
05 / 06
Team Intelligence
Spot burnout and assign the right person every time.
Designer at 5 of 5 today — reassign
06 / 06
WhatsApp Integration
Reach clients where they actually are.
Your weekly report is ready to view.
Delivered · read 09:12
The intelligence layer
Every other platform stops at recording what happened. This one reads the record as it fills — and tells you what it means while there is still time to act on it.
Everything the platform already records
Read continuously — not once a month, and not by someone remembering to look
Ad Guardian
Catch wasted ad spend while it is still small.
Flagged this morning — pause the campaign
Results Intelligence
Connect the work you do to real results in pounds.
Growth Radar
Surface growth opportunities before clients ask.
2 signals
Ranking for terms you don't sell yet
Competitor Watch
Weekly monitoring, written up for the client.
Team Intelligence
Spot burnout and assign the right person every time.
Designer at 5 of 5 today — reassign
WhatsApp Integration
Reach clients where they actually are.
Your weekly report is ready to view.
Delivered · read 09:12
Readings shown are illustrative.
Customer zero
We built ClientFlow OS to run Trickle Up — five pods and sixty people on one system. Now we're opening it up to other agencies.
Pod 1
Pod 2
Pod 3
Pod 4
Pod 5
Before · six places
Every plan includes the full platform. Upgrade as you grow.
For small agencies getting organised.
£149/month
For growing agencies that want it all.
£249/month
For established agencies at scale.
£449/month
Built, not bolted together
app/
api/
(public)/
components/
lib/
claude.ts
routing-engine.ts
prisma/
1export async function runRoutingEngine(projectId) {
2 const pods = await prisma.pod.findMany()
3 const scores = pods.map(pod => score(pod))
4 // capacity · delivery · deadlines · load
5 const best = scores.filter(s => s.canAccept)
6 .sort((a, b) => b.total - a.total)[0]
7 await assign(projectId, best.podId)
8 await notifyPodPM(best.podId)
9 // Pod Aurora · 82/100 ✓
10}
Revenue · Sep
£28,700
Pod capacity
Client health
81
Healthy ↑
Today
Technical audit
Landing page
Ad copy
Weekly report
Fri 09:00 · for review
Routing
Harbour Dental →
Pod Aurora
82 / 100
November content
Leads → revenue
£17,200
Signals
Meridian Law quiet 19d
£212 wasted ad spend
Invoices
INV-0141Paid
INV-0142Sent
Built, not bolted together
app/
api/
(public)/
components/
lib/
claude.ts
routing-engine.ts
prisma/
1export async function runRoutingEngine(projectId) {
2 const pods = await prisma.pod.findMany()
3 const scores = pods.map(pod => score(pod))
4 // capacity · delivery · deadlines · load
5 const best = scores.filter(s => s.canAccept)
6 .sort((a, b) => b.total - a.total)[0]
7 await assign(projectId, best.podId)
8 await notifyPodPM(best.podId)
9 // Pod Aurora · 82/100 ✓
10}
Revenue · Sep
£28,700
Pod capacity
Client health
81
Healthy ↑
Today
Technical audit
Landing page
Ad copy
Weekly report
Fri 09:00 · for review
Routing
Harbour Dental →
Pod Aurora
82 / 100
November content
FAQ
The things agencies ask us before they start. If yours isn't here, a person will answer it — not a bot.
No. Our onboarding wizard configures everything for you in under 10 minutes — no code, no consultants.
Yes. Add your pods, team members and clients during onboarding, or bring them in anytime from the dashboard.
Choose a plan to keep going. Your data is safe and nothing is deleted — you simply pick Starter, Professional or Enterprise.
Your data lives in an isolated workspace with role-based access. We never share it, and you can export or delete it anytime.
Yes — cancel in one click. Your access continues until the end of your billing period, no questions asked.
Larger agencies get Enterprise pricing with white-label branding and a dedicated manager. Talk to us for volume deals.
Ready when you are
Set up your pods, bring in your clients and see the whole agency on one screen — in about ten minutes.
