FAQ
Frequently Asked Questions
Straight answers to the questions we hear most.
Straight answers to the questions we hear most.
Take our free assessment to find out. It evaluates your agency across 6 operational areas and recommends a starting point. Most agencies start at Phase 1 (Foundation), because you can't automate what isn't organized. If your systems are already in good shape, you might skip ahead, but that's rare. The assessment takes about 10 minutes and gives you a clear picture of where you stand.
No. We handle the implementation. You don't need to know how to configure APIs, set up automations, or write workflows. That's our job. What you do need is an openness to change. The agencies that get the best results are the ones willing to let go of "the way we've always done it" when a better approach exists. If you can use email and a web browser, you have all the technical skill required.
It depends on the phase. Phase 1 (Foundation): 3-5 hours per week for 4-8 weeks, mostly in discovery meetings and reviewing what we build. Phases 2-3 (Brand Voice & Automation): 5-8 hours per week, as we need more of your input on voice, tone, and workflow decisions. Phases 4-5 (Autonomous & Scale): 2-4 hours per week, because by this point the systems are doing the heavy lifting. The time you invest upfront pays back many times over in hours saved.
No. Absolutely not. We integrate INTO your existing systems, not replace them. Your AMS is the backbone of your agency, and we treat it that way. Whether you're on HawkSoft, Applied Epic, AgencyBloc, AMS360, or something else, we build around it. Our job is to make your existing tools work harder and talk to each other, not to give you another system to learn. See our full integrations page for the platforms we work with.
Yes, and we encourage it. Most clients start with Phase 1 ($500-$2,000) to test the approach and see early results before committing to larger engagements. Each phase is designed as a natural stopping point. You can complete Phase 1, see the value, and decide whether to continue. There's no pressure to move to the next phase until you're ready. Some agencies stay in Phase 1 for months before moving on. Others move quickly through all five phases. It's your pace.
Pricing varies by phase and agency size. Here's the general range:
Visit our pricing page for detailed breakdowns of what's included in each phase.
Yes. We offer 3-6 month payment plans with no interest on all phases. We want cost to be a reason to start, not a reason to wait. For larger engagements (Phase 3+), we can structure payments around milestones so you're paying as you see results, not upfront for work that hasn't happened yet.
Yes. We offer a 30-day money-back guarantee on Phases 1 and 2. If you don't see value within the first 30 days, we'll refund your investment. For Phases 3 and 4, we offer a success guarantee: if we don't hit the agreed-upon metrics (hours saved, processes automated, etc.), we continue working at no additional cost until we do. We put our money where our mouth is because we're confident in the results.
Phase 1 alone typically saves 5-10 hours per week. If your time is worth $150 per hour (conservative for most producers), that's $36,000-$72,000 per year in reclaimed capacity, from a $500-$2,000 investment. That's a 18x-144x return. By Phase 3, agencies are typically saving 25-30 hours per week, which translates to $195,000-$234,000 in annual capacity. The investment pays for itself within the first few weeks of implementation.
Quick wins come in weeks 1-2. We focus on identifying the lowest-hanging fruit first, the tasks that are easiest to automate and will save the most time. Full Phase 1 results (organized systems, documented processes, initial automations) are typically visible within 4-8 weeks. Each subsequent phase builds on the last, with compounding returns as more systems come online.
This is more common than you'd think, and we plan for it. Our approach is to start with the agency owner only. You see the value first, understand the systems, and can speak to them from experience. Then we bring staff in gradually, starting with the changes that make their jobs easier, not harder. Nobody resists a tool that eliminates their least favorite task. We've found that staff members who were initially skeptical become the biggest advocates once they see how much busywork disappears from their day.
We integrate with HawkSoft, AgencyBloc, Applied Epic, AMS360, QQCatalyst, EZLynx, and more. If your AMS isn't on that list, there's a good chance we can still work with it. Most modern AMS platforms have API access or export capabilities that allow integration. Visit our integrations page for the full list, or book a call to discuss your specific setup.
Each phase has a natural stopping point. When a phase is complete, you have fully functional systems that deliver ongoing value, whether or not you continue to the next phase. There's no pressure to move forward immediately. Stay in any phase as long as you need to. Some agencies sit in Phase 1 for six months before they're ready for Phase 2. Others move through three phases in a quarter. It's your timeline, and we support whatever pace works for your agency.
Results compound as you progress through the phases:
These are conservative estimates based on client results. Individual outcomes vary based on agency size, current state, and staff engagement. Visit our results page for detailed case studies.
Support varies by tier. All clients get email support with 24-hour response times. Phase 2+ clients get access to our Slack community for faster, informal support. Phase 3+ clients receive monthly coaching calls to review performance and optimize systems. Phase 4+ clients get a dedicated account manager for priority support and proactive optimization. We also provide documentation and training for everything we build, so your team can handle day-to-day operations independently.
Yes. Life happens, and we get it. For Phases 1-2, you can pause for up to 90 days and resume where you left off. For Phases 3-5, the pause window is 60 days. Everything we've built continues to work while you're paused, so you don't lose any progress. When you're ready to resume, we schedule a brief re-orientation session to get back up to speed and pick up where we left off.
Book a free 30-minute call. We'll answer your specific questions and help you figure out if AgentFlow is the right fit for your agency.
Free 30-min call. No commitment required.970.800.1295 · [email protected] · Windsor, CO