How it works
Work comes in. Work goes out. The system runs the middle.
Follow one client from the form they fill in to the report on Friday — then see the same loop from every seat in the agency.
Arriving
- Harbour Dental — SEO + Ads
- Stonebridge — Paid Meta
- Kerr & Co — Content
- Meridian Law — Website
Your agency
Leaving
- Brief approved · Oakfield Gym
- Invoice paid · £1,850
- Report sent · Harbour Dental
- Calendar approved · Kerr & Co
Stages
7
enquiry → invoice
Pod score
100
points, every pod
Reports
Fri
09:00, every week
PM review
2
hours before a client sees it
One client, all the way round
Seven steps. Most of them happen without you.
Scroll — each screen starts running when the line reaches it. The data is a demo agency.
- 01
Step 01
The client fills in one form
Goals, audience, services, budget and assets. The client and project are created from it — nobody retypes anything.
app.clientflow.os / intakeWaitingCompany
Services
Goal
Submitted — client and project created
- 02
Step 02
AI drafts the brief
A ten-part brief in British English, with anything unclear flagged rather than assumed. It waits for a project manager before anyone else sees it.
app.clientflow.os / briefWaitingDrafting in British English…
- 1. Executive summary
- 2. Client background
- 3. Project objective
- 4. Scope of work
- 5. Timeline — DD/MM/YYYY
- 10. Items needing clarification
Waiting on PM review — not sent
- 03
Step 03
The routing engine picks a pod
Every pod scored out of 100 — capacity, delivery rate, deadlines, team load and industry experience. Full pods are never picked.
app.clientflow.os / routingWaitingPod Aurora0/100Pod Vertex0/100Pod SummitFullPod Harbour0/100Assigned to Pod Aurora · PM notified
- 04
Step 04
The plan builds itself
Tasks are generated in delivery order and assigned to the right specialists, within the five-a-day limit.
app.clientflow.os / planWaiting- 01Keyword researchSEO
- 02Technical auditSEO
- 03Landing page designDesigner
- 04Ad copyWriter
- 05Campaign buildPM
- 05
Step 05
The pod does the work
The workboard shows who is on what, live. Progress updates as tasks close — no status meeting.
app.clientflow.os / workboardWaiting- Hannah B. · Technical auditWorking
- Marcus L. · Landing page designWorking
- Elena P. · Ad copyWorking
- 06
Step 06
Meetings write their own notes
The transcript becomes a summary and action items, which become real tasks. A PM has two hours to review before it reaches the client.
app.clientflow.os / meetingsWaitingTranscript
Priya: love the new page
Tom: ads go live Monday
Priya: can we add Saturday?
Action items
Launch ads — PM
Add Saturday slot — Designer
- 07
Step 07
Friday, the report goes out
Drafted at 09:00 from what actually happened that week, reviewed, then delivered to the client portal. Then the loop starts again.
app.clientflow.os / reportsWaitingWeekly report · Harbour Dental
Fri 09:00
DraftedPM reviewedIn client portal
From your seat
The same system, seen from every role.
01 · Signup
An agency signs itself up
A new workspace is created with its own isolated data and a 14-day trial. No provisioning call, no manual setup — the agency is running before you hear about it.
02 · SaaS admin
The whole estate on one screen
Every account, how many people and clients each has, monthly recurring revenue, and the waitlist. It is the only screen that reaches across tenants, and it is gated to the owner alone.
03 · Plans
Plans set the ceilings
Starter, Professional and Enterprise each cap pods, team members and clients. An account approaching a limit is a signal to talk to them, not a wall they hit silently.
04 · Isolation
Support without reading their work
Every query is scoped to the account that owns the record. You can see that an agency has nine clients; you cannot see who those clients are or read their briefs.
05 · Lifecycle
Trial, subscription, renewal
Each account carries its plan status and dates, so trials ending and subscriptions lapsing are visible in advance rather than discovered in the bank statement.
06 · Platform
One codebase serves everyone
A fix ships to every agency at once, and every schema change is a versioned migration — so the estate can always be rebuilt from source rather than from memory.
On a schedule
And this happens whether anyone logs in or not.
Client health rescored every night, invoices chased, reports drafted for Friday, opportunities surfaced on the first of the month.
Scheduled jobs that run, per day
Every day9 jobs
Client health scores
Every client re-scored on eight signals
Payment chaser
Overdue invoices chased, in the right tone
Meeting reminders
Before every call, to both sides
Ad Guardian
Wasted ad spend caught the day it starts
Review monitor
New reviews found and drafted a reply
Email sequences
Follow-ups that would otherwise be forgotten
Trial reminders
Before a trial quietly runs out
WhatsApp approvals
Sent, chased and recorded
WhatsApp reminders
Meeting nudges on the channel they read
1st of the month1 job
Growth Radar
Upsell opportunities, first of the month
Mondays3 jobs
Cashflow forecast
The month ahead, rebuilt on real invoices
Team intelligence
Workload and burnout risk across the pods
Competitor Watch
What your clients’ rivals changed
Fridays3 jobs
Weekly client reports
AI-drafted, for a person to review
Results sync
Analytics and Search Console pulled in
AI visibility
How clients show up in AI answers
See it close the loop
Put one client through and watch it run.
Fourteen days free, no card. Set up a pod, put one client through, and watch the whole loop close by itself.