One real case, ours, and examples of how companies like yours would use FLUXO PRO. The examples are illustrative: the new version hasn't opened yet.
GeometricFever, technology company, Portugal
Before
Proposals, meetings, decisions and research scattered across documents. Every new job started by explaining the context all over again.
With FLUXO PRO
Everything the company knows in one place, with an AI working on it every day. Meetings turn into decisions, proposals build on earlier ones, and nothing gets lost.
Fleet management software company, 12 people
Before
Every larger client sends a security and data protection questionnaire with dozens of questions, and the co-founder spends days looking for answers already given to other clients.
With FLUXO PRO
The co-founder reviews answers instead of hunting for them.
What the co-founder asks
“Answer this questionnaire with our policies and the questionnaires we've already sent. Anything that isn't written down anywhere, leave blank and flag it.”
What they get
A draft in Excel with each answer linked to the document it came from, and the questions without a source flagged for the team to decide. Nothing goes to the client without approval.
Vineyard sensor startup, 3 people
Before
Every month, the co-founder pieces together what the team did from emails, notes and mentor meetings, to write the report the grant depends on.
With FLUXO PRO
The report is no longer written from memory the day before the deadline.
What the co-founder asks
“On the 25th of every month, prepare the report in the programme's template, with what we did and what we agreed with the mentor.”
What they get
A draft in the programme's template, with each activity linked to the document or meeting it came from, and a list of what still needs evidence. The mentor, invited to the space, comments before she exports the PDF.
Shared cargo-bike startup, 11 people
Before
The investor update should go out every month, but it goes out whenever the founder finds a free afternoon, with numbers copied by hand from the metrics sheet.
With FLUXO PRO
The update goes out every month, the hard months included.
What the founder asks
“On the first day of every month, prepare the investor update with the numbers from the metrics sheet, what we achieved and what we need from them.”
What they get
A draft with the month's numbers linked to the sheet they came from, the milestones taken from the month's documents and a concrete ask at the end. It's only sent after he approves it.
HR consultancy, 7 people
Before
Every proposal starts with someone digging through old folders for the last similar one and copying the methodology and CVs by hand.
With FLUXO PRO
The partner reviews and decides instead of building the proposal from scratch.
What the managing partner asks
“Prepare the diagnostic proposal for a 60-person distributor, based on the proposals we won for similar companies and the CVs of the people on the project.”
What they get
A first version in the consultancy's template, with each section linked to the proposal it came from and the changes as suggestions, for the partner to accept or reject.
EU funding consultancy, 5 people
Before
The call deadlines and the validity of each client's certificates sit in a sheet that someone checks when they remember.
With FLUXO PRO
No deadline depends on someone remembering to open the sheet.
What the applications manager asks
“On the 1st and the 15th of every month, check the applications sheet and the client folders and tell me what's due in the next three weeks and which documents are missing.”
What they get
A list per client with the upcoming deadlines, the documents missing from the folder and the certificates older than four months, plus an email to each client that only goes out after you approve it.
Communications agency, 14 people
Before
The request arrives spread across three emails and a call, and the creative team starts without a defined goal or audience.
With FLUXO PRO
The creative team starts with a brief the client has already confirmed.
What the account director asks
“Gather this week's emails from the brand and the recording of yesterday's call, write the brief in our template and tell me what we still need to ask the client.”
What they get
The brief in the agency's template, with each line linked to the email or the moment in the call it came from, and the open questions, which the client, invited to the space, answers in the same document.
Design and branding studio, 5 people
Before
Requests outside the agreed scope trickle in by email and on calls, and they're almost never billed.
With FLUXO PRO
The partner decides what to bill before the work is done.
What the partner asks
“Every Friday, compare what the client asked for this week with the approved proposal and tell me what fell outside it.”
What they get
A list of each request, where it was made and the part of the proposal it goes beyond, plus an email proposing an additional quote, which only goes out with your approval.
Referral networking group, 3 people in the leadership
Before
After each weekly meeting, the vice-president writes an email to each visitor by hand and, in the busiest weeks, some only hear back days later.
With FLUXO PRO
No visitor goes without a reply, and the vice-president only reviews and approves.
What the vice-president asks
“Every Wednesday morning, prepare an email for each visitor from yesterday's meeting, based on the visitor sheet and my notes.”
What they get
A draft per visitor, with their name, line of business and what they said at the meeting, waiting for your approval, and a week later a second follow-up for anyone who hasn't replied.
Regional network of networking groups, 4 people on the board
Before
Before each renewal conversation, the director gathers attendance, referrals and notes by hand from several sheets and folders.
With FLUXO PRO
The renewal conversation starts from each member's facts.
What the regional director asks
“Every month, on the 20th, check who renews in the next 60 days and prepare a summary of the last year for each member: attendance, referrals given and received, and one-to-one meetings.”
What they get
A summary per member, where each number shows the sheet or minutes it came from, and an alert when the date agreed for a conversation passes without it happening.
Wedding planning studio, 3 people
Before
Each wedding involves more than ten suppliers, and the confirmation, tasting and delivery dates are spread across emails, contracts and a spreadsheet.
With FLUXO PRO
No forgotten confirmation makes it to the week of the wedding.
What the planner asks
“Every Monday morning, check the weddings in the next 60 days and tell me which suppliers haven't confirmed yet, with an email ready for each one.”
What they get
A list per wedding with what's confirmed and what's missing, with the email or contract each piece of information came from, and a draft for each late supplier, which only goes out with your approval.
Conference agency, 8 people
Before
In the last week before the conference, registrations keep changing, and the coordinator compares the registration platform's export by hand with the lists already sent to the hotel and the transfers.
With FLUXO PRO
Last-minute changes reach suppliers the same day.
What the logistics coordinator asks
“Every morning this week, compare the registration export we saved in the conference folder with yesterday's and prepare the changes for the hotel and the transfers.”
What they get
A change file per supplier, with arrivals, departures and date changes, and the email for each one, ready to go once approved. The original sheet isn't changed.