Documentation

Signup to first scored lead in under 10 minutes. Here's how.

Every inbound inquiry lands here. Move leads through statuses as you qualify and convert them — or let AI do the first pass.

Lead statuses

List view and kanban board

Switch between two views using the toggle at the top of the Leads page:

• List view — a sortable, filterable table of all leads with score, status, source, and tags visible at a glance
• Kanban board — columns for each status (New, Enriched, Qualified, Contacted, Won, Lost). Drag a card from one column to another to update the lead's status instantly.

Lead scoring

Every lead is automatically scored 0–100 based on 11 signals across three categories:

• Lead info: budget (regex-parsed), timeline urgency, service fit, company info, contact completeness
• AI-assessed: inquiry quality (1–5), lead-agency fit score (1–5)
• Context: email domain (business vs free vs disposable), source channel (referral/ad > form > unknown), historical match against past won leads, red flag penalties

Scores are colour-coded — Hot (70+), Warm (40–69), Cold (<40).

Tags

Add freeform labels to any lead to organise and filter your pipeline.

• Add a tag: Open a lead → type in the tag field → press Enter
• Remove a tag: Click the × on the tag badge on the lead detail page
• Filter by tag: Use the Tag filter on the Leads page to show only leads with a specific tag

Tags are lower-cased and hyphenated automatically (e.g. "Website Redesign" → "website-redesign").

Intake form

Your intake form is a public page where prospects submit their details. It collects: name, email, phone, company, website, and a message. Every submission automatically creates a lead and queues AI-enriched scoring.

Get your shareable link and embed code at Settings → Intake Form.

Your agency logo is shown at the top of the form. On the Agency plan with white label enabled, "Powered by AgenciesFlow" is hidden.

Active contact limits

• Free — 500 active contacts
• Growth — 5,000 active contacts
• Pro — Unlimited
• Agency — Unlimited

CSV import & export

Import: Go to Leads → Import and upload a CSV. Required column: contact_name. Optional columns: contact_email, contact_phone, company_name, company_website, message, source.

Export: Click Export in the Leads section to download a full CSV with all lead fields.

Activity log

Every action on a lead is logged automatically — status changes, scoring, tag updates, and team actions. View the full history on any lead's detail page, or browse all workspace activity from the Activity section in the sidebar.

Organize your leads into multiple pipelines with custom stages. Available on Growth plan and above.

Managing pipelines

A default pipeline is automatically created for every org. To add more, go to the Pipelines page and click New Pipeline. Each pipeline has:

• Custom stages with names and colors
• Drag-to-reorder stages
• Leads assigned to a specific pipeline

Pipeline limits

• Free — 1 pipeline
• Growth — 5 pipelines
• Pro / Agency — Unlimited

Create professional proposals with templates, variable substitution, and e-signature tracking. Proposals can be tied to specific leads for automatic client info population.

Creating a proposal

1. Go to Proposals in the sidebar.
2. Click New Proposal.
3. Enter a title, optionally select a template, and fill in client details.
4. The proposal is created with default sections: Scope of Work, Pricing, and Timeline.

You can also create a proposal directly from a lead's detail page — click Create Proposal in the Next Action section and client info is pre-populated.

Templates

Create reusable templates to standardize your proposals. Go to Proposals → Templates tab to manage them. Templates include sections like Scope of Work, Pricing, Timeline, and Terms & Conditions. When creating a new proposal, select a template to pre-fill its content.

Proposal statuses

Sending a proposal

Click the send icon on any draft proposal to mark it as sent. The proposal status updates to "Sent" with a timestamp.

Tracking proposal status

After sending, use the status buttons to track progress:

• Mark Viewed — available on sent proposals. Indicates the client has opened it.
• Mark Signed — available on sent or viewed proposals. Records client acceptance.
• Mark Declined — available on sent or viewed proposals. Records client rejection.

Print & export

Click Print in the expanded proposal view to generate a clean, print-friendly version with all sections, line items, and totals.

E-signature

When a proposal is sent or viewed, click Sign to open the signature pad. The client (or admin on their behalf) draws a signature, enters their name, and clicks "Sign & Accept". The signature is saved as a PNG with a timestamp and the proposal status changes to "Signed".

Branded templatesPro+

Pro and Agency plans can add branding to proposal templates: logo URL, accent color, cover image, and custom header/footer HTML. These are applied when generating proposals from the template.

Permissions

Creating, editing, sending, deleting proposals, and managing templates requires the Owner or Admin role. All team members can view proposals.

Create invoices from scratch or generate them from won deals in one click. Track statuses, set up recurring billing, and export for accounting.

Creating an invoice

1. Go to Invoices in the sidebar.
2. Click New Invoice.
3. Enter client name, email, line items (description, quantity, unit price), tax rate, and due date.
4. Click Create Invoice.

One-click invoice from a won deal

When viewing a won lead, click Create Invoice in the Next Action section. The client's name and email are auto-populated from the lead. Add your line items and the invoice is ready to send.

Invoice statuses

Sending an invoice

Click Send Invoice on any draft invoice. The status updates to "Sent" with a timestamp. Once sent, the invoice can still be marked as paid but cannot be edited.

Managing invoices

• Edit — modify client info, line items, tax, and notes (draft and sent invoices only, not paid)
• Duplicate — clone an invoice to create a new one with the same line items
• Mark Paid — record payment received
• Delete — permanently remove an invoice (cannot delete paid invoices)
• Print — open a clean print-friendly view with all line items and totals
• Export CSV — download all invoices as a CSV file

Recurring invoicesPro+

Pro and Agency plans can create recurring invoices. When creating an invoice, check Recurring invoice and select an interval (weekly, monthly, quarterly, yearly). The system auto-generates new invoices on schedule and sends payment reminders — 3 days before the due date and 7 days after if overdue.

Monthly limits

Free plan: 10 invoices/month. Growth, Pro, and Agency: unlimited.

Invoice numbers

Invoice numbers are auto-generated sequentially (INV-0001, INV-0002, etc.) per organization. All amounts are stored in cents for precision. Negative amounts are not allowed.

Permissions

Creating, editing, sending, deleting, and marking invoices as paid requires the Owner or Admin role. All team members can view, print, and export invoices.

Built-in meeting scheduling with calendar view, booking pages, and Calendly integration.

Calendar View

The calendar page shows all meetings in a month grid view with color-coded status (scheduled, completed, cancelled, no-show). Click any meeting to see details, mark as completed with an outcome, or cancel.

Booking Pages

Each user can create a personal booking page at /book/your-slug. Configure:

• Working hours — set available hours per day of the week
• Timezone — your local timezone for slot generation
• Default duration — 15, 30, 45, 60, or 90 minutes
• Buffer time — gap between meetings (0–30 minutes)
• Page title & bio — customize the booking page appearance

Share your booking link with leads. When they book a slot, a meeting is created and confirmation emails are sent to both parties.

Calendly Integration

Connect Calendly in Settings → Integrations. Calendly webhook events automatically create meetings linked to existing leads by email. Lead status updates to "contacted" when a meeting is booked.

Meeting Reminders

Automatic reminder emails are sent to both host and guest 30 minutes before each scheduled meeting.

Send one-time blasts or multi-step drip sequences to your contacts. Filter by lead status or source. Track opens, clicks, and bounces.

Creating a campaign

1. Go to Campaigns in the sidebar.
2. Click New Campaign.
3. Enter a name, email subject, and body (HTML supported).
4. Choose campaign type: One-time send or Drip sequence.
5. Optionally filter recipients by lead status or source.

Campaign types

• One-time — Send a single email to all matching contacts immediately.
• Drip sequence — Define a series of emails with configurable delays between steps. Each contact progresses through the sequence automatically.

Analytics

Click the stats icon on any sent campaign to view delivery metrics: total contacts, sent, opened, clicked, bounced, and pending.

Recipient filtering

When creating a campaign, you can filter which contacts receive it based on their lead status (new, qualified, contacted, won) and source. Only contacts with an email address are included.

Edit lock

Once a campaign has been sent, it cannot be edited. Only draft and scheduled campaigns can be modified. This prevents accidental changes to campaigns that have already reached recipients.

Permissions

Creating, editing, sending, and deleting campaigns requires the Owner or Admin role. All team members can view campaigns and their stats.

Send targeted SMS messages to your leads via Twilio. Available on Growth plan and above.

Creating an SMS campaign

Go to SMS in the sidebar. Click New SMS Campaign to create one. Each campaign has:

• Name — internal label for your campaign
• Message — the SMS text (max 1,600 characters)
• Filters — target leads by status, source, or priority

Sending

Click Send on a draft campaign. The system dispatches messages via your Twilio integration in the background. Leads tagged as "unsubscribed" or "sms_optout" are automatically skipped.

Monthly limits

• Growth — 150 SMS/month
• Pro — 750 SMS/month
• Agency — 3,000 SMS/month

Build and publish lead capture pages with a block-based editor. Available on Growth plan and above.

Creating a page

Go to Pages in the sidebar. Click New Page. Each page has a title and a URL slug. Add blocks to build your layout:

• Hero — headline, subheadline, CTA button, background image
• Text — heading + body content
• Form — lead capture form with custom heading
• CTA — call-to-action with button
• Testimonial — quote, author, role
• Image — image with caption
• Features — grid of feature items

A/B testing (Agency)

Agency plan users can duplicate a page to create a variant B. Each variant tracks visits and conversions separately so you can compare performance.

Page limits

• Growth — 3 landing pages
• Pro — 10 landing pages + form builder
• Agency — Unlimited + A/B testing

Embeddable chat widget that captures leads from your website with AI qualification.

Setup

Go to Settings → Live Chat to get your embed code. Add the script tag to your website's HTML:

<!-- AgenciesFlow Live Chat -->
<script src="https://api.agenciesflow.com/static/chat-widget.js"
  data-token="YOUR_WEBHOOK_TOKEN"
  data-api="https://api.agenciesflow.com"
  async>
</script>

AI Qualification

The AI chatbot handles initial conversations, collecting name, email, company, budget, and interest level. High-interest leads are automatically handed off to a human agent. All chat transcripts are saved to the lead timeline.

Customization

Customize in org settings: greeting message, accent color, position (bottom-left/right), qualifying questions, and offline message.

Mark a lead Won and AgenciesFlow creates an onboarding flow automatically. No manual handoff. Open it from the Onboarding section to manage tasks and track progress.

Flow limits by plan

• Free — 2 onboarding flows
• Growth — 10 onboarding flows
• Pro & Agency — unlimited

Checklist items

Each flow is a checklist of tasks. For every item you can:

• Add a title and description
• Assign to a specific team member
• Set a due date
• Mark as complete as work progresses

Flow statuses

Client status pageGrowth+

On Growth, Pro, and Agency plans, every onboarding flow has a public client portal. Share the link with your client — they can see their checklist and track progress without needing an AgenciesFlow account.

The page shows your agency name and logo. On the Agency plan with white label enabled, "Powered by AgenciesFlow" is hidden.

Find the link on any onboarding flow detail page.

Gantt chart viewPro+

On any onboarding flow detail page, use the Checklist / Gantt toggle to switch between list view and a visual timeline. The Gantt chart shows task bars based on due dates and estimated hours, dependency arrows between tasks, and milestone markers.

Asset requests

From any onboarding flow, click Send Asset Request. AgenciesFlow uses the lead's category to automatically generate a tailored list of assets you need from the client — logos, copy, credentials, brand guidelines, etc.

An email is sent to the client with the full list. AgenciesFlow tracks which items have been received so you can follow up on what's outstanding.

AI-generated notes

Two AI tools are available on every onboarding flow:

• Kickoff notes — generates a structured summary of the project scope and goals. Share with your team at the start of the engagement to make sure everyone is aligned.
• Handoff summary — generates a completion summary when the engagement wraps up. Useful for internal records and client sign-off.

Both are generated by AI based on the lead's details and are saved directly on the flow.

White label & branding Agency

On the Agency plan, go to Settings → White Label and enable white label mode. This removes "Powered by AgenciesFlow" from both the intake form and the client status page — your clients only see your brand.

Upload your logo in Settings → Agency Profile. It will appear on both public-facing pages.

Create reusable onboarding checklists that can be applied to new client projects. Browse templates by category and apply them with one click.

Creating a template

Go to Templates in the sidebar. Click New Template and add:

• Name — e.g., "Web Design Onboarding"
• Category — Web Design, Branding, Social Media, SEO, Marketing, Development, Custom
• Checklist items — the tasks that make up the onboarding flow

Using templates

When creating a new onboarding flow, you can select a template to pre-populate the checklist items. Templates save time on repetitive project types.

Track billable hours with a live timer or manual entries. Tie time to specific clients for per-project billing and revenue reports.

Timer

The timer is always visible at the top of the Time page. Enter a description and click Start Timer. Only one timer can run at a time per user. Click Stop to save the entry — duration is calculated automatically.

Manual entries

Click Manual Entry to log time after the fact. Enter description, duration in minutes, date, and optionally mark as billable with an hourly rate.

Billable tracking

Mark entries as billable and set an hourly rate (in dollars). The summary dashboard calculates total billable time and revenue automatically.

Client/lead assignment

Optionally assign each time entry to a specific client or lead using the Client/Lead ID field. This enables per-client time reports and billing.

Summary dashboard

Four metrics shown at the top of the Time page:

• Total Time — all tracked time across entries
• Billable — time marked as billable
• Revenue — calculated from billable time × hourly rate
• Entries — total number of time entries

Date filtering & export

Filter entries by date range using the From/To date fields. Entries are grouped by date with daily totals. Click Export CSV to download all time entries for accounting or invoicing.

Inline editing

Click the edit icon on any entry to modify the description, duration, hourly rate, or billable status directly in the list. All team members can edit and delete their own time entries.

Billable rates reportPro+

Go to /time-tracking/billable-report for a detailed revenue breakdown by client and team member. Filter by date range to see billable hours, total revenue, and entry counts. Available on Pro and Agency plans.

Browser-based calling powered by Twilio. Click-to-call from any lead profile.

Setup

Go to Settings → Integrations → Twilio. You'll need:

• Account SID and Auth Token from Twilio Console
• Phone number — your Twilio phone number for caller ID
• TwiML App SID — for browser-based calling (optional)

Features

• Click-to-call from lead profile cards
• Call recording with dual-channel support
• Calls logged to lead timeline automatically
• Call analytics: total calls, connect rate

See where your leads are coming from, which ones convert, and where deals are stalling — all in one AI-powered dashboard.

Lead quality trend

Compares the average lead score over the last 30 days vs the previous 30 days. Shows whether your lead quality is improving, declining, or stable.

Conversion rate

Your 30-day conversion rate: the percentage of leads that moved to "Won" status out of all leads created in the last 30 days.

Best follow-up times

Analyzes the hour-of-day distribution of your won deals to identify when follow-ups are most likely to convert. Shown as a ranked list of the top 3 hours.

Top converting sources

Ranks your lead sources by conversion rate — showing total leads, won leads, and the win percentage for each source.

AI churn predictionAgency

Agency plan orgs get daily churn risk scoring (0–100) for won clients. The score is based on activity drop-off, engagement frequency decline, lead quality, and missing contact info. Clients with scores above 50 appear in the "Churn Risk" section with visual risk bars. Click any client to view their lead detail.

At-risk deals

Leads in active statuses (new, qualified, contacted) that haven't had any activity in 7+ days. Sorted by score so you can prioritize the highest-value stale leads first. Click any at-risk deal to go directly to its detail page.

Category distribution

Shows how your leads are distributed across AI-classified categories (SEO, paid media, web dev, etc.) with percentage breakdowns.

AI tools that do the prep work your team doesn't have time for. Available on Pro and Agency plans.

AI Proposal GenerationPro+

Click "Generate Proposal" on any qualified lead. AI pulls the lead's data, chat history, and requirements to generate a full proposal with executive summary, scope, timeline, and 3-tier pricing.

AI Pricing SuggestionsPro+

Get data-driven pricing recommendations based on similar won deals. Shows suggested range (low/mid/high), confidence level, and win probability.

AI Meeting PrepPro+

Automatically generated 30 minutes before any meeting. Includes lead background, previous interactions recap, talking points, potential objections with responses, and recommended next steps.

Win/Loss AnalysisPro+

90-day analysis of won vs lost deals by source, priority, and score. AI generates actionable recommendations like "Leads from LinkedIn close 40% faster — invest more there."

Pipeline ForecastingPro+

AI-calculated close probability per deal (not just stage-based). Shows pessimistic, realistic, and optimistic revenue scenarios. Flags at-risk deals that are stalling with follow-up suggestions.

See what's converting, where leads are coming from, and how fast your team responds. Full analytics on Pro and Agency plans. Growth includes the dashboard summary.

Dashboard

The main dashboard is visible to all plans and shows:

• Total leads, hot leads, average score, and overall conversion rate
• Lead breakdown by status (new, enriched, qualified, contacted, won, lost)
• Onboarding summary (active, pending, completed in last 30 days, stalled)
• Recent leads list
• Recent team activity feed

Analytics page Pro & Agency

Go to Analytics in the sidebar for detailed breakdowns:

• Conversion rate by lead source
• Average lead score by source
• Response time — average hours from lead arrival to first status change
• Onboarding completion stats — total completed, in progress, average days to complete

Export

Click Export CSV on the Analytics page to download the full dataset for use in spreadsheets or external tools.

Plan your team's workload with 30/60/90 day capacity forecasts. Available on Pro and Agency plans.

How it works

The forecast uses your current pipeline, historical win rate, team size, and active onboarding flows to project future workload. It shows:

• Current utilization — hours tracked vs available capacity
• Predicted new clients — based on pipeline × win rate
• Projected utilization — forward-looking capacity needs
• Status indicator — healthy, at capacity, or over capacity

Reading the forecast

• Green (Healthy) — under 70% projected utilization
• Yellow (At Capacity) — 70-90% utilization, consider hiring
• Red (Over Capacity) — over 90%, team is stretched

AgenciesFlow connects natively to 29 tools including Slack, HubSpot, Pipedrive, ClickUp, Notion, Asana, Twilio (SMS & WhatsApp), Google Workspace, QuickBooks, Calendly, Zoom, Mailchimp, Google Analytics, FreshBooks, Trello, Microsoft Teams, Xero, Monday.com, Google Ads, Meta Ads, LinkedIn Ads, ActiveCampaign, Intercom, Typeform, Tally, JotForm, Basecamp, Wave, and Zapier. All integrations are configured in Settings → Integrations.

Browse the full integration catalog at Settings → Integrations → Browse all integrations. Filter by category (CRM, Communication, Project Management, Payments, Accounting, etc.) and see which integrations are active, available, or coming soon.

Slack — lead notifications

Get a formatted Slack message in your channel every time a new lead is enriched and scored. The message includes the lead's name, company, score, priority, AI category, budget, timeline, and a direct link to the lead.

1. In Slack, go to Apps → Incoming Webhooks and create a new webhook for your channel. Copy the webhook URL.
2. In AgenciesFlow, go to Settings → Integrations → Slack.
3. Paste the webhook URL and click Save.
4. Click Test to send a test message and verify the connection.

HubSpot — CRM sync

Automatically syncs leads to HubSpot as Contacts and Deals when their status changes to contacted, qualified, won, or lost. Deal stages are mapped automatically: contacted → appointmentscheduled, won → closedwon, lost → closedlost. Existing contacts are found by email to avoid duplicates.

1. In HubSpot, go to Settings → Integrations → Private Apps and create a new private app. Copy the access token.
2. In AgenciesFlow, go to Settings → Integrations → HubSpot.
3. Paste the API key and click Save.

Pipedrive — CRM sync

Syncs leads to Pipedrive as Persons and Deals when their status changes. Deal status maps directly: contacted/qualified → open, won → won, lost → lost. Existing persons are matched by email.

1. In Pipedrive, go to Settings → Personal preferences → API and copy your API token.
2. In AgenciesFlow, go to Settings → Integrations → Pipedrive.
3. Paste the API token and click Save.

ClickUp — project creation on win

When you mark a lead as Won, AgenciesFlow creates a ClickUp task in your configured list. The task includes the client's contact info, AI summary, budget, timeline, and a checklist of onboarding items.

1. In ClickUp, go to Settings → Apps → API and generate an API key. Also copy the List ID of the list you want tasks created in (found in the list URL).
2. In AgenciesFlow, go to Settings → Integrations → ClickUp.
3. Enter your API key and list ID, then click Save.
4. Click Test Connection to verify.

Notion — page creation on win

When a lead is marked Won, AgenciesFlow creates a Notion page in your database. The page includes contact info, deal details, AI summary, and an onboarding checklist as to-do blocks.

1. In Notion, go to Settings → Integrations and create a new internal integration. Copy the integration secret.
2. Share the target database with your integration in Notion (open the database → Share → Invite the integration).
3. Copy the database ID from the database URL (the 32-character string after the last slash, before the ?).
4. In AgenciesFlow, go to Settings → Integrations → Notion. Enter the integration secret and database ID, then click Save.

Asana — task creation on win

When a lead is marked Won, AgenciesFlow creates an Asana task in your project with the client details and onboarding items as subtasks.

1. In Asana, go to My Profile Settings → Apps → Manage Developer Apps and create a personal access token.
2. Copy the Project ID of the target project from the Asana URL.
3. In AgenciesFlow, go to Settings → Integrations → Asana. Enter the access token and project ID, then click Save.

Twilio — SMS & WhatsApp

Connect a Twilio number to send SMS messages to leads directly from AgenciesFlow, and capture inbound WhatsApp messages as new leads.

1. In AgenciesFlow, go to Settings → Integrations → Twilio. Enter your Account SID, Auth Token, and phone number, then click Save.
2. Click Test Connection in AgenciesFlow to verify credentials.

Sending SMS: Open any lead with a phone number and click Send SMS in the Next Action section. Type your message and send — it goes directly via your Twilio number.

SMS history: Click View SMS History on the lead detail page to see all sent messages with timestamps. SMS activity is also logged in the lead's activity timeline.

WhatsApp inbound: Configure your Twilio WhatsApp webhook to point at your AgenciesFlow webhook endpoint. Every inbound message creates a new lead with the sender's name, phone number, and message.

Typeform — form lead capture

Point your Typeform webhook to your AgenciesFlow inbound endpoint. Every form submission auto-creates a lead — fields are extracted by type (email, text, phone, choice), mapped to lead fields, and AI enrichment kicks off immediately.

1. In AgenciesFlow, go to Settings → Inbound → Webhook URLs and copy the Generic Webhook URL.
2. In Typeform, go to your form's Connect panel and add a Webhook.
3. Paste your AgenciesFlow webhook URL and save.

Tally — form lead capture

Same as Typeform — Tally submissions are auto-detected from the payload shape. Fields are extracted and mapped to lead fields, a lead is created, and AI enrichment runs immediately.

1. In AgenciesFlow, go to Settings → Inbound → Webhook URLs and copy the Generic Webhook URL.
2. In Tally, open your form's Integrations tab and add a Webhook.
3. Paste your AgenciesFlow webhook URL and save.

Calendly — booking lead capture

When someone books a call, Calendly fires a webhook. AgenciesFlow extracts the invitee's name and email, builds a message from the event name and Q&A responses, creates a lead, and kicks off AI enrichment.

1. In AgenciesFlow, go to Settings → Inbound → Webhook URLs and copy the Generic Webhook URL.
2. In Calendly, go to Integrations → Webhooks and subscribe to the invitee.created event.
3. Paste your AgenciesFlow webhook URL and save.

Facebook & Instagram Lead Ads — ad lead capture

Capture leads from Facebook Lead Ads and Instagram Lead Ads directly into AgenciesFlow. When someone fills out a lead form on your Facebook or Instagram ad, the submission is sent to AgenciesFlow via Meta Webhooks — a lead is created with name, email, phone, and company, and AI enrichment runs immediately.

1. In AgenciesFlow, go to Settings → Inbound → Webhook URLs and copy the Facebook & Instagram Lead Ads URL.
2. Go to the Meta Developer Console and open your app.
3. Go to Webhooks → Page → Subscribe to leadgen.
4. Paste your AgenciesFlow Meta webhook URL as the callback URL.
5. Use your AgenciesFlow webhook token as the verify token.
6. Save — every new lead ad submission will create a lead in AgenciesFlow.

Signature verification: For added security, set the META_APP_SECRET environment variable. AgenciesFlow will verify the X-Hub-Signature-256 header on every incoming webhook.

Tip: You need an active Meta Ads integration (Settings → Integrations) with a valid access token and page ID for AgenciesFlow to fetch full lead details from the Meta Graph API.

LinkedIn Lead Gen Forms — ad lead capture

LinkedIn ad form submissions (name, email, phone, company, job title, LinkedIn URL) flow directly into AgenciesFlow as leads and get AI-enriched immediately.

1. In AgenciesFlow, go to Settings → Inbound → Webhook URLs and copy the LinkedIn Lead Gen URL.
2. In LinkedIn Campaign Manager, configure your lead gen form to send submissions to your AgenciesFlow webhook URL.

Email Inbound — email lead capture

Emails sent to leads+{token}@mail.agenciesflow.com are parsed (supports Resend, Postmark, and Mailgun formats) and automatically create leads from the sender info and email body. AI enrichment runs immediately.

1. Go to Settings → Integrations → Email Inbound.
2. Copy your unique intake email address shown on the page.
3. Use it in contact forms, auto-forwards, or anywhere you want to capture leads via email.

Zapier — outbound webhooks Pro & Agency

Fire a webhook to any external tool when key events happen in AgenciesFlow. Use this to connect Google Sheets, Make, custom apps, or any tool not listed above.

1. In your external tool, create a new webhook and copy the URL.
2. In AgenciesFlow, go to Settings → Integrations → Zapier.
3. Paste the webhook URL, select which triggers should fire it, and click Save.

Available triggers:

Webhook payload

{
  "event": "lead_created",
  "lead": {
    "id": "3f2a91bc-...",
    "status": "new",
    "source": "intake_form",
    "contact_name": "Jane Smith",
    "contact_email": "jane@example.com",
    "contact_phone": "+1 555 000 0000",
    "company_name": "Smith Co",
    "company_website": "https://smithco.com",
    "message": "We need help with our SEO strategy.",
    "ai_category": "high_intent",
    "ai_summary": "...",
    "score": 74,
    "priority": "warm",
    "tags": ["seo", "q2"],
    "created_at": "2026-03-18T10:00:00Z",
    "updated_at": "2026-03-18T10:00:00Z"
  }
}

Google Workspace — contacts, calendar & drive

Sync contacts, calendar events, and drive files between AgenciesFlow and Google Workspace. New leads are synced as Google Contacts, meetings appear on Google Calendar, and proposal/invoice files can be stored in Google Drive.

1. In Google Cloud Console, create a new project and enable the Google Workspace APIs (People, Calendar, Drive).
2. Create OAuth 2.0 credentials and copy the Client ID and Client Secret.
3. In AgenciesFlow, go to Settings → Integrations → Google Workspace.
4. Click Connect and authorize the integration via Google OAuth.

Paddle — payments

Accept payments and manage subscriptions directly through AgenciesFlow. When an invoice is paid via Paddle, the lead's payment status is updated automatically. Supports one-time payments and recurring subscriptions.

1. Paddle is pre-configured as the billing provider — no API keys are needed from your side.
2. In AgenciesFlow, go to Settings → Billing to manage your subscription.
3. Checkout, upgrades, and payment method changes are handled via the Paddle overlay.
4. Webhook events (subscription changes, failed payments) are processed automatically.

QuickBooks — accounting sync

Sync contacts, push invoices, and pull payment status between AgenciesFlow and QuickBooks. Won leads are created as customers, and invoices generated in AgenciesFlow are pushed to QuickBooks automatically.

1. In AgenciesFlow, go to Settings → Integrations → QuickBooks.
2. Click Connect and sign in to your QuickBooks account to authorize the integration via OAuth.
3. Select which company file to connect and click Save.

Calendly — meeting scheduling

Connect Calendly to auto-log meetings on lead timelines. When someone books a call, the meeting is linked to the matching lead by email. Lead status updates to "contacted" automatically.

1. In AgenciesFlow, go to Settings → Integrations → Calendly.
2. Enter your Calendly API key or connect via OAuth.
3. Select which event types to sync and click Save.

Zoom — meetings & recordings

Auto-create Zoom meeting links for scheduled calls and pull recordings after meetings end. Meeting links are attached to the lead timeline, and recordings are saved for team reference.

1. In AgenciesFlow, go to Settings → Integrations → Zoom.
2. Click Connect and authorize via Zoom OAuth.
3. Meeting links will be auto-generated when scheduling calls from AgenciesFlow.

Mailchimp — audience sync

Sync leads to Mailchimp audiences with tags. New and won leads are added to your selected audience list, tagged by source, priority, and AI category for targeted email campaigns.

1. In Mailchimp, go to Profile → Extras → API Keys and generate an API key.
2. In AgenciesFlow, go to Settings → Integrations → Mailchimp.
3. Paste the API key, select the target audience list, and click Save.

Google Analytics — lead attribution

Track lead source attribution via UTM parameters. AgenciesFlow captures UTM data from intake form submissions and maps it to Google Analytics campaigns, giving you end-to-end visibility from ad click to closed deal.

1. In AgenciesFlow, go to Settings → Integrations → Google Analytics.
2. Enter your GA4 Measurement ID (e.g., G-XXXXXXXXXX).
3. Click Save. UTM data from lead intake forms will be tracked automatically.

FreshBooks — invoices & time tracking

Sync invoices, time tracking entries, and client records between AgenciesFlow and FreshBooks. Won leads are created as FreshBooks clients, and time tracked in AgenciesFlow can be pushed to FreshBooks for billing.

1. In AgenciesFlow, go to Settings → Integrations → FreshBooks.
2. Click Connect and authorize via FreshBooks OAuth.
3. Select which data to sync (invoices, time entries, clients) and click Save.

Trello — onboarding boards

Create Trello boards from onboarding workflows when a lead is marked Won. Cards are created for each onboarding checklist item with descriptions, due dates, and assigned members.

1. In Trello, go to Power-Ups → API Key and generate an API key and token.
2. In AgenciesFlow, go to Settings → Integrations → Trello.
3. Enter your API key, token, and the target board ID, then click Save.

Microsoft Teams — notifications & alerts

Send lead notifications, alert rules, and bot lookups to Microsoft Teams channels. Works similarly to Slack — get formatted messages for new leads, status changes, and won deals.

1. In Microsoft Teams, set up an Incoming Webhook connector on your target channel and copy the webhook URL.
2. In AgenciesFlow, go to Settings → Integrations → Microsoft Teams.
3. Paste the webhook URL, select which events to notify on, and click Save.

Xero — accounting sync

Sync contacts, push invoices, and support multi-currency with Xero. Won leads become Xero contacts, and invoices generated in AgenciesFlow are pushed to Xero with line items and tax rates preserved.

1. In AgenciesFlow, go to Settings → Integrations → Xero.
2. Click Connect and authorize via Xero OAuth.
3. Select which Xero organization to connect and click Save.

Monday.com — project boards

Create boards and sync tasks from onboarding workflows when leads are won. Each onboarding checklist item becomes a Monday.com item with status tracking and assignees.

1. In Monday.com, go to Admin → API and generate an API token.
2. In AgenciesFlow, go to Settings → Integrations → Monday.com.
3. Paste your API token, select the target board, and click Save.

Google Ads — campaign data

Pull campaign data, cost per lead, and ROAS (Return on Ad Spend) from Google Ads into AgenciesFlow. See which campaigns are driving the highest quality leads by correlating ad spend with lead scores and conversion rates.

1. In AgenciesFlow, go to Settings → Integrations → Google Ads.
2. Click Connect and authorize via Google OAuth.
3. Select the Google Ads account and campaigns to track, then click Save.

Meta Ads — campaign sync

Sync campaign data, lead form integrations, and audience lists between Meta Ads (Facebook & Instagram) and AgenciesFlow. Lead form submissions create leads automatically, and audience lists can be synced for retargeting.

1. In AgenciesFlow, go to Settings → Integrations → Meta Ads.
2. Click Connect and authorize via Facebook OAuth.
3. Select the ad accounts and pages to sync, then click Save.

LinkedIn Ads — lead gen & attribution

Pull lead gen form submissions and campaign attribution data from LinkedIn Ads. Leads from LinkedIn ad forms are created automatically with full contact details and campaign source tracking.

1. In AgenciesFlow, go to Settings → Integrations → LinkedIn Ads.
2. Click Connect and authorize via LinkedIn OAuth.
3. Select which ad accounts and lead gen forms to sync, then click Save.

ActiveCampaign — marketing automation

Sync contacts and trigger automation workflows in ActiveCampaign based on lead events. New leads are added as contacts with tags, and status changes can trigger ActiveCampaign automations for nurture sequences.

1. In ActiveCampaign, go to Settings → Developer and copy your API URL and API Key.
2. In AgenciesFlow, go to Settings → Integrations → ActiveCampaign.
3. Paste the API URL and Key, then click Save.

Intercom — contact sync & conversations

Sync contact data and conversation history between AgenciesFlow and Intercom. Leads are matched by email, and Intercom conversation transcripts are pulled into the lead timeline for full context.

1. In Intercom, go to Settings → Integrations → Developer Hub and create a new app. Copy the Access Token.
2. In AgenciesFlow, go to Settings → Integrations → Intercom.
3. Paste the access token and click Save.

JotForm — form lead capture

JotForm submissions auto-create leads in AgenciesFlow. Fields are extracted and mapped to lead fields (name, email, phone, company, message), and AI enrichment runs immediately.

1. In AgenciesFlow, go to Settings → Inbound → Webhook URLs and copy the Generic Webhook URL.
2. In JotForm, go to your form's Settings → Integrations → Webhooks.
3. Paste your AgenciesFlow webhook URL and save.

Basecamp — project creation on win

Create Basecamp projects from won deals. The project includes the client's contact info, deal details, and a to-do list populated from your onboarding template.

1. In Basecamp, go to Adminland → Integrations and create a new integration. Copy the API credentials.
2. In AgenciesFlow, go to Settings → Integrations → Basecamp.
3. Enter your credentials and select the Basecamp account, then click Save.

Wave — free accounting sync

Sync invoices and contacts with Wave's free accounting software. Won leads are created as Wave customers, and invoices generated in AgenciesFlow can be pushed to Wave for bookkeeping.

1. In Wave, go to Settings → Integrations and generate an API token.
2. In AgenciesFlow, go to Settings → Integrations → Wave.
3. Paste the API token and click Save.

Browse and install apps that extend AgenciesFlow. Available apps include advanced reporting, email templates, industry templates, and community-built tools.

Installing Apps

Go to the Marketplace page, browse by category or search, and click "Install" on any app. Installed apps appear in your workspace immediately. Uninstall anytime.

Developer Platform

Build your own apps and integrations. The developer platform provides:

• REST API with full documentation
• Webhook event subscriptions (15 event types)
• OAuth2 provider for "Connect with AgenciesFlow" flows
• 80/20 revenue share (developer gets 80%)

Earn 20% recurring commission for 12 months on every agency you refer. Sign up at /partners.

How it works

• Sign up and get a unique referral link
• Share your link — we track clicks, signups, and conversions
• Earn 20% of each referred customer's monthly payment for 12 months
• Payouts via Paddle (monthly, automatic)

Partner Tiers

• Bronze — 1–5 referrals (20% commission)
• Silver — 6–20 referrals (20% commission + priority support)
• Gold — 21+ referrals (20% commission + co-branded landing page + dedicated partner manager)

Partner Dashboard

Track your clicks, signups, conversions, earnings, and payout history in real-time from the partner dashboard.

The AgenciesFlow API lets you read and write your data programmatically. Useful for external dashboards, custom automations, or tools that don't connect via Zapier.Pro+

Base URL

https://api.agenciesflow.com

Generating an API key

1. Go to Settings → API.
2. Click Generate API Key.
3. Give it a name (e.g. "Dashboard", "Zapier").
4. Copy the key immediately — it won't be shown in full again. Keys start with af_.
5. To revoke a key, click Delete next to it in the list. Access is revoked immediately.

Authentication

Pass your API key as a Bearer token in the Authorization header on every request:

curl https://api.agenciesflow.com/api/v1/leads \
  -H "Authorization: Bearer af_your_api_key_here"

Available endpoints

Query parameters

Example response — List leads

GET /api/v1/leads?status=new&per_page=2

{
  "total": 42,
  "page": 1,
  "per_page": 2,
  "items": [
    {
      "id": "a1b2c3d4-...",
      "status": "new",
      "source": "typeform",
      "contact_name": "Sarah Mitchell",
      "contact_email": "sarah@growthco.com",
      "contact_phone": "+1 555-0123",
      "company_name": "GrowthCo",
      "company_website": "https://growthco.com",
      "score": 82,
      "priority": "high",
      "ai_category": "Marketing Agency",
      "ai_summary": "Looking for branding and paid ads help...",
      "created_at": "2026-03-20T14:30:00Z",
      "updated_at": "2026-03-20T15:12:00Z"
    }
  ]
}

Example response — Single lead

GET /api/v1/leads/{lead_id}

{
  "id": "a1b2c3d4-...",
  "status": "new",
  "source": "typeform",
  "contact_name": "Sarah Mitchell",
  "contact_email": "sarah@growthco.com",
  "contact_phone": "+1 555-0123",
  "company_name": "GrowthCo",
  "company_website": "https://growthco.com",
  "message": "We need help with our Q2 campaign...",
  "score": 82,
  "priority": "high",
  "ai_category": "Marketing Agency",
  "ai_summary": "Looking for branding and paid ads help...",
  "ai_extracted": { "budget": "$10k/mo", "timeline": "Q2 2026" },
  "created_at": "2026-03-20T14:30:00Z",
  "updated_at": "2026-03-20T15:12:00Z"
}

Example response — Onboarding flows

GET /api/v1/onboarding?status=active

{
  "total": 5,
  "page": 1,
  "per_page": 20,
  "items": [
    {
      "id": "e5f6g7h8-...",
      "lead_id": "a1b2c3d4-...",
      "status": "active",
      "client_name": "Sarah Mitchell",
      "client_email": "sarah@growthco.com",
      "kickoff_date": "2026-03-25",
      "completed_at": null,
      "created_at": "2026-03-21T10:00:00Z"
    }
  ]
}

Data export

Download all your organization data as a single JSON file. Includes leads, onboarding flows, team members, activity log (last 10,000 entries), and organization settings. Only available to workspace owners.

curl https://api.agenciesflow.com/api/data-export \
  -H "Authorization: Bearer af_your_api_key_here" \
  -o agenciesflow-export.json

Rate limits

API requests are rate-limited per API key to ensure fair usage:

When you exceed the limit, the API returns 429 Too Many Requests with X-RateLimit-Remaining and X-RateLimit-Limit headers.

Error handling

The API returns standard HTTP status codes:

Seat limits by plan

• Growth — 8 seats
• Pro — 25 seats
• Agency — unlimited

How to invite someone

1. Go to Settings → Team.
2. Click Invite Team Member.
3. Enter their email address and select a role.
4. Click Send Invite.
5. They receive an email with a join link — valid for 7 days.

Both active members and pending invites count toward your seat limit.

Roles

Removing a team member

Go to Settings → Team, find the member, and click Remove. Access is revoked immediately. All their leads, notes, and work are preserved and can be reassigned.

Create separate workspaces for your clients. Each sub-account has its own leads, onboarding flows, and settings. Free and Growth plans do not include sub-accounts. Pro plan includes 3; Agency plan includes 25.

Creating a sub-account

Go to the Sub-accounts page and click New Workspace. Give it a name (e.g., "Acme Corp"). A new organization is created under your agency's umbrella with Growth-level features.

Managing sub-accounts

• Each sub-account is a full workspace with separate data
• Billing is managed by the parent agency account
• Deactivating a sub-account preserves data but restricts access
• Pro: 3 sub-accounts. Agency: 25 sub-accounts.

Upload and manage files attached to leads, proposals, invoices, and onboarding flows. Storage limits vary by plan.

Uploading files

Use the POST /api/files endpoint to upload files. Each file can be linked to an entity (lead, proposal, invoice, or onboarding flow) via entity_type and entity_id parameters.

Storage limits

• Free — 1 GB
• Growth — 5 GB
• Pro — 20 GB
• Agency — 100 GB

Maximum single file size: 25 MB. Dangerous file types (.html, .svg, .exe) are blocked for security.

Checking usage

Use GET /api/files/usage to see current storage usage and remaining capacity.

Stay on top of important events with in-app notifications. A notification bell in the top bar shows your unread count in real time.

What triggers notifications

Notifications are automatically created for key events:

• New lead received (via intake form, webhook, or email)
• Lead marked as won
• Hot lead alert (score above 70)
• Onboarding flow completed

Managing notifications

Click the bell icon in the top bar to open the notification inbox. From there you can:

• Click a notification to navigate directly to the related lead, onboarding flow, or entity
• Mark as read — click the checkmark icon on individual notifications
• Mark all as read — use the link at the top of the dropdown
• Delete — remove individual notifications with the trash icon

Find anything in your workspace instantly with global search.

How to search

Press Cmd+K (Mac) or Ctrl+K (Windows) from any page, or click the search bar in the top bar. Start typing to see results grouped by category.

What you can search

• Leads — searches contact name, email, company name, message, and AI category
• Onboarding flows — searches client name, email, notes, and handoff summary
• Team members — searches name and email

Tips

• Results appear as you type (debounced 300ms)
• Click any result to navigate directly to that lead, flow, or member
• Press Escape to close the search panel

Upgrading or changing your plan

1. Go to Settings → Billing.
2. Click the plan you want to switch to.
3. Complete checkout via Paddle.

Upgrades take effect immediately. Downgrades take effect at the end of your current billing period.

Yearly vs monthly billing

Yearly billing saves you 2 months — billed as a single upfront payment. Switch anytime in Settings → Billing.

See our Refund Policy for details on refund eligibility.

Change your password, export your data, or delete your account. Your data is always yours.

Change password

Go to Settings → Security to change your password. Requirements:

• At least 8 characters
• At least one uppercase letter
• At least one lowercase letter
• At least one number

SSO / SAML (Agency plan)

Agency plan orgs can enable Single Sign-On for their team. Go to Settings → SSO & 2FA to configure:

• Provider: Google Workspace, Microsoft Entra ID, Okta, or custom SAML 2.0
• Email domain: Auto-redirect users with matching email domains to your SSO provider
• 2FA enforcement: Save your preference now — user-level enforcement will activate once Supabase MFA integration is complete

Audit log (Agency plan)

Agency plan orgs have access to a comprehensive audit trail. Go to Activity in the sidebar to view:

• All data changes (lead created, updated, deleted)
• Login events and API key usage
• Team member actions (invites, role changes)
• Settings changes (integrations, billing)

Agency plan retains audit logs for 365 days. Growth and Pro plans retain 90 days.

Data export (GDPR)

Go to Settings → Data → Download export to download all your organization data as a JSON file. The export includes:

• Organization profile and settings
• All team members
• All leads (up to 50,000)
• All onboarding flows (up to 10,000)
• Activity log (up to 10,000 entries)

Account deletion

Go to Settings → Danger zone → Delete account to permanently delete your organization and all associated data. This action:

• Cancels any active subscription
• Deactivates all team members
• Marks the organization for purge (data deleted after 30 days)

Quick fixes for common issues. If yours isn't listed, email support@agenciesflow.com — a real person will reply.

1. "Trial expired" but I just signed up

Your 14-day trial starts the moment you create your account — not when you first log in. If you signed up and waited before using the product, your trial may have expired. Choose a plan from Settings → Billing to continue. No data is lost.

2. Leads aren't appearing in my pipeline

• Check that your intake form URL or email forwarding address is correct in Settings → Intake Form.
• If using email forwarding, verify your mail provider is actually forwarding to the address shown.
• Check the Activity page for any incoming events.
• Ensure you haven't hit your active contact limit (Settings → Billing shows current usage).

3. AI enrichment shows "pending" and never completes

AI enrichment depends on a background worker. If it stays pending for more than 5 minutes, the worker may have restarted. Refresh the page — most enrichments complete on retry. If the issue persists, contact support.

4. I can't invite team members

• Growth plan includes 8 seats. Upgrade to Pro (25 seats) or Agency (unlimited) for larger teams.
• Pro plan allows up to 25 seats total. If you're at the limit, remove an existing member or upgrade.
• Pending invites count toward your seat limit.

5. Email notifications aren't arriving

• Check your spam/junk folder for emails from noreply@agenciesflow.com.
• Verify your notification email is correct in Settings → Notifications.
• Email notifications are sent for new leads and status changes only if enabled in settings.

6. "Active contact limit reached" error

Each plan has a limit on active contacts (Free: 500, Growth: 5,000, Pro: unlimited, Agency: unlimited). If you're on a limited plan, archive leads you're no longer working on or upgrade. Archived and won/lost leads don't count toward the limit.

7. Onboarding flow didn't auto-create when I marked a lead "Won"

Auto-creation triggers only when you move a lead to the Won status. If you created the lead directly as Won, the flow won't generate. Move it to a different status first, then back to Won.

8. Payment failed / subscription shows "past due"

• Go to Settings → Billing → Manage subscription to update your payment method.
• We retry failed payments automatically over several days.
• Your account stays active during the retry period — no data is lost.

9. Integrations aren't syncing (HubSpot, Pipedrive, ClickUp, etc.)

• Native integrations require the Growth plan or higher. Zapier and API access require Pro or Agency.
• Check that your API key or OAuth connection is still valid in Settings → Integrations.
• If using Zapier, verify your Zap is turned on and the trigger is set to the correct event.

10. Forgot password / can't log in

Use the Forgot password link on the login page. A reset link will be sent to your email. If you don't receive it within a few minutes, check your spam folder. If you still can't access your account, email support@agenciesflow.com from the email associated with your account.