360° operations for agencies
Projects, client portals and financein one system.
Managers, teammates and clients stay connected: briefs become projects, approvals leave WhatsApp, and Gaia helps validate scope and deadlines. Click the cards — the demo walks the board on its own.
A brief becomes a project with an owner and deadline.
0
Linked roles
0
Single source of truth
0
Trial days
Projects
Brief → production → delivery
The problem
Status, brief and approval in the same group chat
While operations live on WhatsApp, nobody owns the deadline — and the client asks again.
Agency · Operations
12 participants · online
Today · everything in the same group
0:47 · Client audio with campaign scope
09:12
Anyone save that audio? I can't find the task…
09:18
Saw the ad — need a quote for 3 stores. Reply today?
10:41
Where's the carousel art? The client asked again in the group.
11:03
I approve v2 if you change the CTA color. Send PDF here.
11:27
Lead + brief + approval in the same chat…
11:28
Brief · lead · status · approval — competing in chat
Brief in a voice note
Project with owner, deadline and checklist
Status in the group
A board managers, team and clients all see
PDF approval in chat
Portal with versions and history
Connected operations
Manager, teammate and client on the same thread
Switch the role — the demo changes the screen. What one does updates the others.
A view of the whole operation
Projects, deadlines, team load, finance and permissions in one panel. Compare briefs, spot delays and decide without asking in the group.
- Project dashboard and throughput
- Permissions by role and team
- Finance tied to every delivery
Operations · manager view
Load, deadlines and finance in one panel
12
On time
2
At risk
1
Late
Brief → client · commercial
The brief already creates the clientand Gaia validates the scope.
Click the steps — the demo runs alone: form → client link → comparison with similar jobs.
Structured brief — scope, deadline and references in the system.
Brief · Norte rebrand
Gaia AI
Qualifies, acts in the funneland escalates.
You can let Gaia handle 24/7, apply tags and call the human team only when the conversation needs closing.
← Edit Agent
Training
BasicYou are Gaia, the company specialist. Qualify the lead on WhatsApp.
<instruções>
— ALWAYS qualify segment and team size
— Apply tags with CRM tools
— Escalate to a human when they ask for pricing
Action Analyzer
Sub-agentIdentifies and runs actions (tag, stage, handoff) with clear operating rules.
Panel 1 · Time tracking
Team presencetied to the project.
Click each person — the demo highlights who is online, at lunch or off. Commercially: you know who is delivering without asking in the group.
Time clock panel
Attendance tied to the project · today
Panel 2 · Results
Throughput and delaysin real time.
Click projects — bars and delivery rate animate. Managers sell predictability with numbers, not WhatsApp screenshots.
Results panel
Throughput · delays · delivery rate
Panel 3 · Finance
Contract, expense and billingon the same job.
Click the rows — the demo walks contract, expenses and receivables. Margin and installments tied to the delivery the client portal sees.
Finance · Norte rebrand
Contract, expense and billing on the project
R$ 12,4k
Contract
R$ 1,18k
Expenses
90%
Margin
Selected: Contract — tied to the same project as the board and client portal.
End-to-end flow
From brief to finance
One thread: request → project → approval → billing.
01
Brief comes in
Request becomes scope with owner and client.
02
Becomes a project
Tasks, deadlines and dependencies on the board.
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Client approves
Portal review with version history.
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Finance closes
Expense and billing follow the delivery.
Who already runs on it
Agencies that left WhatsApp as their system
“We centralized briefs and projects. The team stopped chasing status on WhatsApp and clients got their own portal.”
Carla Mendes
Partner · Agência Norte
“WhatsApp, Instagram and email in the same inbox. Response time halved without hiring anyone.”
Rafael Souza
Head of Sales · GrowthLab
“Gaia moves leads in the funnel, applies tags and escalates to humans. Not a chatbot — it closes the sales loop.”
Juliana Costa
Service Manager · Digital Hub
“Prospector validates WhatsApp and drops leads into CRM Inbox. In two weeks the operation was already selling.”
Pedro Almeida
Founder · LeadOps
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Organize briefs, team, client portal and finance in one place. Seven days, no card.
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