Agencyflo for scaling agencies

The operating system for agencies growing through 15-30 people, where the old spreadsheets have started to break.

Overview

AgencyFlo is an AI-native operating system built for agencies scaling through 15 to 30 people, where the founder-run spreadsheets that worked at five have started to crack under more clients, more staff and a new layer of managers. It replaces the usual stack (a project tool, a time tracker, a CRM and a proposal tool, plus the spreadsheets holding it all together) with one closed loop, so utilisation, margin and capacity are live across the whole agency instead of pieced together each month. FloAI watches margin per project and per client, flags the accounts and people heading off track and gives new account managers the numbers they need to run their book. Pricing is flat: $50/month up to 25 people, $100/month for 26 to 249. The risk at this stage is growing revenue while margin and visibility quietly fall behind. That is exactly the gap a single system closes.

The challenge for scaling agencies

The spreadsheets that ran the agency stop scaling

At five people a founder's spreadsheet tracked everything. At twenty it is a fragile web of tabs only one person understands, breaking every time someone edits the wrong cell. Capacity planning, utilisation and project margin all live in it, so as you add clients and staff it becomes both mission-critical and impossible to trust.

Managers who cannot see their own numbers

You have promoted account managers and team leads, but the data they need lives in the founder's head and the founder's files. So decisions still funnel upward, the founder stays the bottleneck and the new managers cannot actually own their accounts because they cannot see the margin, the burn or the capacity they are meant to be running.

Revenue up, margin a mystery

Growth hides problems. New clients and new hires mask the fact that some projects are losing money and some people are badly under-utilised. The top line looks great and nobody can say what the agency actually earns per project, so you scale the problems along with the wins and only notice when cash gets tight.

How Agencyflo helps

One source of truth that scales with you

Projects, time, CRM, proposals and invoicing share one data model, so utilisation, margin and capacity are live and consistent across the whole agency. The fragile founder spreadsheet retires. Adding clients and staff stops adding tabs and the numbers stay trustworthy as the headcount climbs.

Give your managers their own dashboards

Account managers and team leads see margin, burn and capacity for the accounts and people they own, in real time. The founder stops being the bottleneck because the data finally lives where the decisions are made. New managers can run their book on day one instead of waiting for a weekly readout.

FloAI watches the whole portfolio

FloAI tracks margin per project and per client and surfaces what needs attention: the account trending under water, the person at 130 percent utilisation, the proposal that has gone quiet. As the agency grows past the point any one person can hold it in their head, FloAI keeps the early-warning system working.

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, which is the point during a growth phase: hiring from 15 to 30 does not multiply your software bill. A per-seat stack at this size often runs $1,500 to $3,000 a month all-in, where AgencyFlo stays flat as the team doubles.

See pricing Start for free

FAQ

Our spreadsheets are creaking at 20 people. What does moving to AgencyFlo involve?+

You replace the web of tabs with one system where projects, time, CRM, proposals and invoicing connect. Most agencies are live within two weeks: import open projects and recent time, connect accounting, run in parallel for a billing cycle, then cut over. The fragile founder spreadsheet retires and capacity, utilisation and margin become live rather than rebuilt each month.

Can account managers and team leads have their own views?+

Yes. Managers see margin, burn, utilisation and capacity for the accounts and people they own, in real time. That removes the founder as the single point of truth and lets new managers actually run their book, which is usually the thing blocking an agency from scaling past the founder's bandwidth.

Why flat pricing instead of per seat as we grow?+

Because a growth phase is exactly when per-seat pricing punishes you. AgencyFlo is $50/month up to 25 people and $100/month for 26 to 249, with every feature included. Doubling your headcount does not double your software cost, so the tool stops being a tax on hiring just as you need to hire.

How does AgencyFlo stop margin slipping as revenue grows?+

Every logged hour updates margin per project and per client live, while FloAI flags the accounts trending under water and the people over or under-utilised. So the projects quietly losing money surface while you can still act, instead of being masked by top-line growth until cash gets tight.