How it works
Agency management software that does the work, not just the tracking.
Three parts do the work: eyes on everything that happens, a heartbeat that checks in, and a brain that turns what it sees into a plan of concrete, reversible actions.
Eyes
Every event in the agency reaches the operator the moment it happens: a lead lands, a file arrives, a payment clears, a client emails.
Heartbeat
Every fifteen minutes it asks one question: what needs attention? Stalled approvals, unpaid invoices, footage that never showed up.
Brain
It writes a plan from a fixed list of actions it is allowed to take, never free-typed, and shows you that plan in plain language first.
The operator
It watches, it decides, it asks, and then it acts.
Neoflow is not a dashboard you fill in. It is an operator with three parts, and it runs whether or not you are looking.
- Every action is previewed in plain language before it runs.
- Money and outbound email always ask first.
- Everything it does is logged, and everything is reversible.
- One switch pauses the whole thing.
One day, twelve steps
The whole job, end to end.
Neoflow exists to run one day well: the day a lead becomes a paid, delivered, invoiced project. Every feature serves a step below. If it does not map here, we do not build it.
- 01
New lead
Captured from your form or your inbox, with the details already pulled out.
- 02
Qualify
Budget, timeline and fit, scored, with the reasoning shown rather than hidden.
- 03
Send proposal
Drafted from the brief and your past work. You approve it, then it goes.
- 04
Client pays
A deposit link inside the proposal. The payment clears and the project starts.
- 05
Create workspace
Project, folders, permissions and a client-facing view, all created for you.
- 06
Assign editor
Matched on who is free and what kind of work it is, then briefed automatically.
- 07
Receive footage
Large files land, get checked and get sorted. Nobody renames anything by hand.
- 08
Edit
Versions, notes and timecodes in one thread instead of five different ones.
- 09
Client approves
One link, no login for them, and reminders that keep going until it is signed off.
- 10
Deliver
Final masters, in the formats the client actually asked for, where they expect them.
- 11
Send invoice
Raised on delivery, chased on a schedule, reconciled the moment it is paid.
- 12
Ask for testimonial
At the exact moment they are happiest, which is never the moment you remember.
Integrations
18 apps, and one rule that covers all of them.
Neoflow connects to the tools your agency already runs on. You connect an app once, name the clients it may read for, and NeoAI works inside it — reading what it is designated to read, and asking before it writes anything anybody else will see.
- Gmail
- Outlook
- Google Calendar
- Calendly
- Google Meet
- Slack
- Notion
- Google Docs
- Google Drive
- Google Sheets
- HubSpot
- YouTube
- Google Analytics
- Google Maps
Composio carries the connection
We do not ask for your password, and we do not store a Google or Meta credential of our own. Connections are brokered by Composio, an integration provider that holds the OAuth token and hands us a scoped, revocable handle to it. Pressing Disconnect in Neoflow revokes the handle; revoking Neoflow in Google or Slack ends it from the other side. Either one is enough.
Connected is not the same as readable
Connecting Gmail does not give NeoAI your inbox. It gives it the client addresses you have designated, and nothing else — the same rule for all of them, enforced on our side of the connection rather than promised in a policy.
Marked apps need the provider’s own app review before they will serve a production account at scale. We say so on the card rather than letting you find out at the first API call.
Control
You decide how much it does.
Autonomy is a dial per kind of action, not a switch for the whole product. Move one up when it has earned it, and move it back down the moment it has not.
Watch
It notices and records, and it never acts. Useful for the first week.
Suggest
It prepares the action, shows you exactly what will happen, and waits for you.
Auto
It runs the action itself and reports what it did, with an undo attached.
Guarantees
Four rules the operator cannot break.
A fixed list of actions
It can only choose from actions we wrote and tested. It cannot invent a new one, and it cannot write to your database directly.
A preview in plain language
Before anything runs you see the sentence describing it: who it emails, what it charges, what it changes.
An audit log
Every action, every plan, every decision it made and why, written down and readable later.
An undo
Every side effect is reversible. If it does the wrong thing, that is a click, not a support ticket.
Where we are
Honest about what is live.
Neoflow is being built in public, phase by phase. This is what exists today and what is next, with no roadmap theatre.
- Accounts, Google sign-in and enforceable two-factor
- Row-level security on every table
- Leads, proposals, projects, tasks and the client portal
- Invoicing, subscriptions and the billing portal
- The operator: eyes, heartbeat, brain and the twelve-step day
- Client email, read against each client’s profile — replies ask first
- Slack and WhatsApp, under the same client-scoped rule
- Campaigns, and an eye that can judge the creative itself
- Speed, and the last of the polish
What agencies ask about handing work to software
What does the operator do on its own, out of the box?
Watching and suggesting. It reads what arrives, works out which step of the day it belongs to, and prepares the action — and then waits for you. Autonomy is a dial per kind of action rather than a switch for the product, so you move one up when it has earned it and back down the moment it has not.
Can it write to my systems, or only read?
It can write, and only through actions we wrote and tested. It chooses from a fixed registry — send this proposal, draft this invoice, book this call — and it cannot invent a new one or write to the database directly. NeoAI decides which action and with what arguments; it never decides what an action is.
What happens when it gets something wrong?
Every side effect is reversible, so it is a click rather than a support ticket. Before that: every action is previewed as a plain sentence naming who it emails and what it changes, and every plan, decision and reason is written to an audit log you can read later or export.
Does it work with the apps we already use?
Yes — mail, calendars, files, messaging, payments and ads, connected one at a time. Each connection is scoped to the clients you designate rather than to your whole account, the tokens are held by a broker rather than by us, and disconnecting deletes the copy.
How long before it is useful?
One real job. The free start covers lead capture, projects, invoices and the operator’s suggestions, which is enough to run an enquiry through to a paid invoice and judge it on your own work rather than on a demo.