Case study · HyperScale Ai Platform
One platform for the whole agency, and we run our own business on it.
The HyperScale Ai Platform puts clients, projects, time, invoicing, team chat, email and the client portal in one system, with four AI assistants inside it. It is our own product: we built it, and HyperScale runs on it every day.
- CRM, projects, invoicing, chat, email and portal in one system
- 6 → 1
- Concurrent users in our own load test on one server
- 700–900
- Free trial on the top plan, no card
- 15 days
01The problem
An agency runs on six tools that do not share a record
The CRM, the project tool, the invoicing app, chat, email and the client portal each hold part of the picture, so status updates are written by hand and late payers are chased from a spreadsheet.
02What we built
One platform for the whole agency
Clients, projects, time, money, conversations and the portal on one record, with four assistants: Aria on the website, Nova for the team, Luna for clients and Ivy for support.
03What changed
The follow-up happens on schedule
Late payers are reminded on the agency’s own schedule, retainers are invoiced on their cadence, overdue tasks are flagged to their owner, and clients get a weekly digest.
A Monday at an agency
What used to need someone, and what happens now
An illustrative Monday, built only from what the platform does on its own.
The week begins
Now: Each client’s weekly digest lands in their portal and inbox.
BeforeA status email written by hand, if at all.
Logging in
Now: Nova’s briefing shows what changed, and the demo Aria booked over the weekend.
BeforeCatching up in every tool, one by one.
Overdue work
Now: Each assignee is emailed about their overdue tasks.
BeforeFound in the weekly meeting.
Late payments
Now: Each late payer gets the next reminder on the agency’s schedule, and the retainers are invoiced.
BeforeA spreadsheet and an awkward phone call.
A quote is accepted
Now: The client accepts in the portal, Nova flags it, and it becomes an invoice in one click.
BeforeAn email, then the quote retyped as an invoice.
A visitor wants a demo
Now: Aria checks the calendar and books it; the team is emailed.
BeforeA contact form answered tomorrow.
Before and after
Who used to do it, and what happens now
Every part of the agency runs in the same system. Choose an area to see what changes.
Clients and CRM
Every client, their projects, payments and conversations on one record.
| The job | Before | Now |
|---|---|---|
| Knowing which clients are at risk | A gut call | A health score from projects, payments, engagement and onboarding |
| Duplicate client records | Cleaned up by hand | Merged in one step |
| Bringing clients over | Typed in one by one | Imported in bulk |
One client
- ClientAdded
- Projects and paymentsTracked
- Health scoreCalculated
People stay in charge
Every action an assistant takes is checked against the role of the person asking and the company it belongs to, so one client never sees another’s records. A daily spending ceiling stops the AI outright if it is ever reached.
Where the money is saved
One subscription for the whole agency
One subscription
One login and one bill in place of six separate tools.
Unlimited clients and projects
On every plan; you pay for seats, not for growth.
Follow-up without the hours
Reminders, digests and recurring invoices go out on schedule.
From $499
a month for 10 seats; 10% off when paid yearly.
The assistants
Four AI assistants, each with one job
Aria
On the website
Answers visitors, checks the calendar and books the call; the team is emailed.
Nova
For the team
Answers from the agency’s own data, drafts invoices for confirmation and briefs you at login.
Luna
For clients
In the portal, shows each client their own projects, invoices and quotes, and requests meetings.
Ivy
For support
Answers from the help centre, resends invites and resets passwords, and hands over to a person when needed.
Under the hood, for your technical teamShow details
Runs on Kubernetes, with every request checked against written access policies and every company’s records kept apart. The assistants run on xAI’s models behind one daily spending ceiling.
Want to run your agency on one system?
Book a call and we will show you around the platform we run our own business on.
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