Agencyflo for ai agencies

The operating system for AI agencies whose delivery cost moves faster than their pricing.

Overview

AgencyFlo is an AI-native operating system built for AI agencies shipping LLM apps, automations, RAG pipelines and agent builds. It replaces the usual stack (Linear or Notion, a time tracker, a CRM and a proposal tool) with one closed loop, so a signed scope becomes a live project and every hour plus every model-usage cost lands against margin in real time. FloAI drafts scoped proposals from a discovery call, watches token and inference spend against the budget you quoted and flags a build that is about to eat its fee. Pricing is flat: $50/month up to 25 people, $100/month above. For agencies where a single retraining run or a runaway evaluation loop can wipe a month of margin, seeing true cost while the build is live is the difference between a profitable engagement and a learning experience.

The challenge for ai agencies

You priced the build, not the usage

You quoted a fixed fee for a RAG assistant. Three weeks in, the evaluation loops, the re-embeddings and a chatty agent during testing have burned more in API spend than you budgeted for the whole project. Nobody is tracking inference cost against the quote, so the overage shows up on the provider invoice after delivery, not while you can still re-scope.

Scope that mutates every time the models do

A client signed off a spec built around last quarter's model. A new release lands mid-project and the client wants the new capability folded in for free. Without a single record of what was agreed against what is now being built, these requests become invisible scope and the senior engineer absorbs the rework on a Friday night.

Brilliant builders, no view of profitability

The team is strong on the engineering and weak on the operations. Hours go untracked, prototype time blends into delivery time and the founder cannot answer whether the last agent build actually made money. The work ships, the client is happy and the margin is a mystery.

How Agencyflo helps

True project cost, hours plus usage

Every logged hour and every recorded model-usage cost rolls into one margin figure per project, updated live. If an evaluation harness is burning through tokens, you see the project trending under water on day four, not when the provider bill arrives. You can cap the experiment, change the approach or open the scope conversation while it still changes the outcome.

FloAI scopes the build and watches the spend

Paste a discovery transcript and FloAI drafts a scoped proposal with phases, deliverables and a price that reflects both engineering time and expected usage cost. Through delivery it tracks burn against that budget and flags the build heading over, so re-scoping is a conversation you start, not a surprise you receive.

One record of what was agreed

The signed proposal, the contract, the project plan and the invoice share one data model. When a new model release tempts a client into a free upgrade, the scope of record is right there. You quote the change as a change, the relationship stays warm and the margin stays intact.

Features that matter

Projects + tasksList, Kanban, Gantt and calendar in one place.

Time trackingHours that update margin as they're logged.

Clients CRMA light CRM for pipeline and client records.

Proposals + contractsDocuments that turn into live projects.

InvoicesInvoicing that closes the loop on the books.

FloAIAI built into the operating system.

Pricing

Flat: $50/month for teams up to 25, $100/month for 26 to 249 (custom for 250+), or $500 one-time for lifetime access. Every feature is included with no per-seat charges, so adding an ML engineer or a prompt specialist never raises the bill. For a young AI shop watching every dollar of runway, a fixed operations cost that does not scale with headcount is one less variable to model.

See pricing Start for free

FAQ

Can AgencyFlo track model-usage and API costs against a project?+

Yes. Alongside logged hours you can record usage cost (inference, embeddings, fine-tuning, third-party API spend) against the project it belongs to. Margin is calculated on true cost, so a fixed-fee build with heavy token spend shows its real profitability live, not after the provider invoice lands. FloAI flags a project whose burn is trending past the quoted budget.

We sell fixed-fee AI builds but our delivery time keeps dropping. Does that work?+

It works in your favour. Margin is true cost (logged hours times loaded rate plus recorded usage) against the fee. When better tooling or a stronger model cuts a build from three weeks to one, that shows up as recovered margin rather than as an under-utilisation flag. You can also price by milestone or outcome and AgencyFlo tracks each the same way.

How does FloAI scope a proposal for something as open-ended as an agent build?+

Paste a discovery call transcript or a set of requirements and FloAI returns a structured proposal: phases such as discovery, prototyping, evaluation and hardening, with deliverables, an hour range and a usage-cost estimate. It is a first draft you edit, not a send button, but it turns the multi-hour scoping job into a review.

Does AgencyFlo replace Linear and our experiment-tracking tools?+

It replaces Linear or Notion for project and task management and the time tracker, CRM, proposal and invoicing tools around it. It does not replace your experiment-tracking or MLOps tooling, which stay where they are. The point is one operating system for the business of the agency, not for the modelling itself.