Documentation

Get from signup to your first live lead in under 10 minutes.

Every inbound inquiry lands in your Leads section. Move leads through statuses as you qualify and convert them.

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 Pro & Agency

Every lead is automatically scored 0–100 based on 7 factors: budget signals, timeline urgency, service fit, company info, message quality, contact completeness, and red flag penalties. Scores are colour-coded — Hot (80+), Warm (50–79), Cold (<50).

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 scoring and enrichment.

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 AgencyFlow" is hidden.

Active lead limits

• Solo — 500 active leads
• Pro — 5,000 active leads
• 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.

When you mark a lead as Won, AgencyFlow automatically creates an onboarding flow for that client. Open it from the Onboarding section to manage and track their progress.

Flow limits by plan

• Solo — up to 3 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 page

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 AgencyFlow account.

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

Find the link on any onboarding flow detail page.

Asset requests

From any onboarding flow, click Send Asset Request. AgencyFlow 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. AgencyFlow 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 AgencyFlow" 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.

Connect AgencyFlow to other tools via Zapier. Available on Pro and Agency plans.

Setting up Zapier

1. In your external tool (e.g. Make, Zapier, or any webhook-capable app), create a new webhook and copy the webhook URL it gives you.
2. In AgencyFlow, go to Settings → Integrations → Zapier.
3. Paste the webhook URL into the Webhook URL field.
4. Select which triggers should fire the webhook.
5. Click Save.

Available triggers

Webhook payload

Every trigger sends a JSON payload to your webhook URL in this format:

{
  "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"
  }
}

Common use cases

• New lead created → send a Slack message to your team channel
• Lead won → create a project in ClickUp, Notion, or Asana
• Lead status changed → update a row in Google Sheets
• Onboarding completed → trigger a client invoice in your billing tool

The Analytics section shows how your pipeline and onboarding are performing. Available on Pro and Agency plans. Solo plan users have access to the main dashboard summary only.

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.

The AgencyFlow API lets you read your data programmatically. Useful for external dashboards, custom automations, or tools that don't connect via Zapier.Agency

Generating an API key

1. Go to Settings → API.
2. Click Generate API Key.
3. Copy the key immediately — it won't be shown in full again.
4. To revoke a key, click Delete next to it in the list.

Authentication

Pass your API key as a Bearer token on every request:

Authorization: Bearer af_your_api_key_here

Available endpoints

Seat limits by plan

• Solo — 1 seat (just you)
• Pro — up to 5 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.

Upgrading or changing your plan

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

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.