Nova is the AI operating system agencies and consultancies run on. Your team, your clients and AI coworkers work inside the same process, so proposals are checked by the people who will deliver them, every client stakeholder approves from their own agenda, and every decision and hour lands on the record.
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Coordination work never shows up as a line item, so it never gets managed. It quietly comes out of your margin, your calendar and eventually your best people, and it usually hides in these six places.
Sales commits to scope, dates and a number in the client meeting, and the team that has to deliver it finds out what was promised once the contract is already signed.
See how Nova fixes itFeedback arrives by email, in calls and as comments on the wrong version, and the work sits still until whoever replies last finally gets round to it.
See how Nova fixes itStatus calls, chasing, rework and waiting for the next slot when everyone is free all come out of a fixed fee, and you only see the cost when the account closes.
See how Nova fixes itNew hires learn by shadowing whoever has time that week, and every change in the team resets how the account runs and what the client was told.
See how Nova fixes itHours get reconstructed at the end of the month, if they get tracked at all, so the next proposal is priced from a feeling rather than from what the last one took.
See how Nova fixes itAI lives in personal browser tabs, so each person gets a little quicker while the team gains no capacity and the work still waits on the same people.
See how Nova fixes itAI is everywhere in your agency — but only in individual tabs. Everyone has ChatGPT open, each person is a bit faster, and the agency isn't. Individual AI doesn't compound into company AI on its own.
Nova is the operating layer where it does. It coordinates your people, your clients and your AI coworkers inside the same process across sales, strategy and delivery, so the work keeps moving between teams without anyone chasing it.
Here's what it actually does:
Type it or say it the way you would brief a colleague, with no template and no blank page to fill in.
Sessions, owners, dates, client touchpoints, rituals and the steps AI coworkers can take, all set up for you. Tab through what your team and your client each see.
Delivery, engineering and finance add their notes before the proposal reaches the client, so sales knows what is feasible and what it should cost.
The handoff is a step with an owner and a date, and the decisions behind the proposal travel with it.
The Automatic Client Agenda shows each person on the client side only what they need to review or approve, with a due date and their own reminders.
Discussions open with a deadline instead of a meeting slot, so people add notes when it suits them and the step still closes on time. Teams get 20–60% of their calendar back.
Your team moves without asking, and a scope reopened in month five becomes a change order instead of a write-off.
Assign AI coworkers to steps like competitor scans and first drafts. They work from what the team already decided, without being prompted.
Billable and non-billable hours are logged against each client as the work happens, so the next proposal is priced from real numbers.
New hires, freelancers and people from other teams see the decisions already made and what is expected of them, and get billable 40–80% faster.
Retros, check-ins and team pulse surveys run on a cadence, so nobody has to remember to book them.
When a project ends, Nova AI adapts the process to the next client’s scope, team and stakeholders.
The unpaid hours a leadership team burns every week on client status and coordination. Nova gives them back.
Async Nova sessions get clients to approve and comment without waiting for the next available meeting.
What survives is the conversations that needed a room. The rest becomes billable time.
"We went from being stuck — with me having to be everywhere and overworking — to I'm working part-time and we opened a new office. What Nova gave me is time back to think, to grow, to achieve."
"It made my team proactive. They could start a project, move to next steps, and not wait for me. We also use it to gather feedback from clients async — it's helped us move things faster and given the team confidence to take ownership and initiative."
A 30-minute call with one of our operators. We find where your team is losing the most time coordinating, and show you exactly how Nova closes it — no slide deck.
One client is where most agencies start. The same thing works for how you sell, hire, plan and run the leadership week — each one with owners, dates and a cadence that doesn't rely on anyone remembering.
| Process | Department | Cadence | Collaboration | |
|---|---|---|---|---|
| Sales Pipeline | Sales · New business | Quarterly | DSAssignees | View process |
| Client Onboarding → Handoff | Sales · Delivery | Per client | DSAssignees | View process |
| OKRs & Cadence | Management | On hook | JAMCross-functional | View process |
| Management Sync | Management | Monthly | CRManagement | View process |
| Hiring | HR · Management | On hook | JEMCross-functional | View process |
| Team Onboarding | HR · Management | On hook | DSAssignees | View process |
| Strategy Clarity | Management | Annual | CRManagement | View process |
Open one, assign the people it needs, and run it this week. No setup project, no rollout plan.
Run new business as a process: the questions that tell you whether this is the right client, what to gather to write the proposal, and what the team needs to build a plan that holds.
Start with this processSet objectives with owners, connect them to the work that moves them, and run the check-ins on a cadence that doesn't depend on anyone remembering to book it.
Start with this processThe monthly where the leadership team sets priorities across accounts and departments — and leaves with owners and dates instead of a page of notes.
Start with this processScorecard, interview loop and the decision itself — so you hire against what the role actually needs and the whole panel is judging the same thing.
Start with this processGet new hires billable faster without borrowing your senior people's weeks — culture, tools, how you work here, and their 30, 60 and 90-day plan with progress you can see.
Start with this processThe stretch where margin leaks. Kickoff, client onboarding, internal work, client touchpoints, approvals and the handoff to delivery — adapted per client, in one process.
Start with this processTurn the strategy in your head into something the whole agency can act on: what you're betting on, what you're saying no to, and what changes on Monday.
Start with this processRun a client or internal stakeholder meeting where every voice is heard — live or async. Structured so decisions get made, ownership is clear, and nobody leaves unsure what happens next.
Start with this processNova is where the work between teams actually happens. It holds the processes your agency runs on — how a client gets onboarded, how a decision gets made and who gets to make it, how strategy hands work to delivery, how the week opens and closes — plus the rituals that keep those processes breathing.
Three things make it work. AI drafts the first version in seconds, so nobody has to sit down and document anything. The team shapes it as they go, so it tracks reality instead of going stale in a folder. And everyone the work touches is inside it — the client who approves, the partner who supplies a piece, the stakeholder whose sign-off gates the next stage.
What Nova is not:
Nova is an AI operating system for agencies — an operating layer, not another tool beside the ones you have. Task managers hold what your team produces. Wikis hold what your team writes down. Nova holds how your agency actually operates: the processes, decisions, handoffs, approvals, rituals and habits that turn a signed contract into delivered work.
The part that makes it an operating system rather than a process tool is who runs inside it. Your team, your clients, your partners and your AI coworkers all work in the same process, each seeing their own part of it. Most agencies keep their existing task and document tools and add Nova above them.
Yes — it's called the Automatic Client Agenda. It's a branded, self-serve view generated automatically from the process itself, so there's no second workspace to keep in sync.
Each client sees exactly what they need to approve, comment on or be aware of — with none of your internal steps, resourcing, margin or team-only discussion. The same process runs your internal work and the client-facing view at the same time, which is why moving approvals async makes them roughly 3x faster instead of just moving the chasing somewhere else.
When the client is several people, each stakeholder gets their own agenda and reminders, so approvals stop waiting on whoever replies last.
Yes, and it is one of the first things most agencies set up. The proposal becomes a session in your sales process where delivery, engineering and finance each add notes on scope, timeline and price before anything reaches the client, so sales walks into the meeting knowing what is feasible and what it should cost.
Those notes and decisions then travel with the handoff to delivery, which means the team that does the work starts from what was agreed rather than discovering the gaps after the contract is signed.
Add them to the process at any point. From the first day they see the decisions already made, who owns what, what is expected of them and how the team works with that client, without a handover meeting or weeks of shadowing.
The same works for freelancers, partners and people moving across from another account, which is what keeps team changes from resetting how a client is run.
All kinds, across very different industries — engineering consultancies, marketing and branding agencies, product and design studios, change management firms, strategy consultancies, and executive coaching practices.
The industry matters less than the shape of the work. If your projects cross departments, depend on client input and approvals to keep moving, and carry decisions that need to hold months later, Nova fits — whatever it says on your website.
Nova is the process operating system for agencies and consultancies of roughly 20 to 800+ people, with the clearest fit between 75 and 250. What matters more than the headcount is the shape: three or more functions that have to work together to ship anything, and clients or partners who have to be inside the work. We also work with scaling startups, pharma companies, banks and universities. Some run it across the whole company; others start where it hurts most — usually the stretch from signature to delivery.
Nova might not be the right fit if:
If that's you today — bookmark us. When the work between teams becomes the thing slowing you down, that's when we should talk.
Every other tool gives AI to a person. Nova gives AI a seat in the process — the same kind of seat a colleague has. Five things follow from that:
Typical agency work: competitor and category scans before a pitch, the first draft of a brief, turning a session into a deliverable, the prep that has to exist before anyone can decide.
No — keep them. Those tools hold what your team produces. Nova holds what makes the producing happen.
Nova has no documents and is not a task tracker. Tickets stay in Jira, files stay in Drive or Notion, production tasks stay wherever your delivery team tracks them. What none of those tools hold is the layer above: how a process runs across sales, strategy, delivery and the client, who leads each step, where the approvals sit, and what was decided. Right now that layer lives in your head, in Slack threads, and in recurring calls.
Now, if what you're really asking is whether Nova reduces your stack:
In some cases, yes. Teams often find they no longer need a separate task management tool outside their project management one, and that smaller point tools stop earning their place — time tracking is a common one, since it's built into Nova. Some also drop the tools they were using for client approvals, meeting notes, or chasing sign-offs, because those are steps in the process now.
We wouldn't lead with that, though. The reason to bring in Nova is the layer nothing else covers — dropping a couple of subscriptions is a nice side effect, not the case for it.
It died for two structural reasons, and Nova removes both.
First, one person owned it — usually whoever had the patience — and it was finished the day it was written. In Nova, everyone edits and extends it as the work teaches them something new, so a process is never finished. That's exactly why it never goes stale.
Second, writing it down was a project, and projects nobody enjoys don't get finished. In Nova you say what you're trying to run and AI drafts the process in seconds — the steps, the people, what each owes, and when. The blank page is gone.
And unlike a document, a process in Nova actually runs: it routes the request, asks the right person for the right input, and records what was decided. A page can be read once and forgotten. A process that runs can't be.
You start running the agency instead of the accounts. When the process carries the coordination your leadership team does by hand, an ordinary week looks different in nine places.
Use the OKRs & Cadence process for company and department objectives. It includes a whiteboard that guides your leadership team through the discussion — what you are aiming at, what the key results are, and who owns each one — and then sets the cadence that keeps track of progress, so the objectives don't dissolve thirty days later.
Open the OKRs & Cadence process →
If you work in quarterly priorities or rocks, there's a separate template for that: it turns a quarter's ambition into a handful of priorities, each with a measurable target and one owner, plus the who-what-when list and the meeting rhythm that keep them on track.
Yes. You can brand the space with your logo, your website and a short introduction, so what your client opens looks like it came from your agency.
You also have full control over what each client sees in their agenda. Internal work and client-facing work live in the same process but stay clearly separated — so you don't need duplicate copies, parallel folders or a sanitised version of the plan to share.
Yes. Nova includes a simple time tracking feature where your team logs billable and non-billable hours, and you can add your own categories on top of those.
Most agencies start with Client Onboarding → Handoff, because that's the stretch where margin leaks and where the silos hurt most. Others start by moving client reviews async, or by setting up new business first. We usually recommend defining your agency engine first: the recurring processes each department runs, and what success looks like for each — Nova AI turns those into live processes in seconds.
Our team has multiple plans available. We integrate fast, operate at your level, and deliver outcomes that hold up at scale. Whether you need onboarding support, hands-on implementation, or ongoing coaching, we've got you covered — and you get an account manager who defines the operational engine with you.
Our pricing is available at app.novatools.org/pricing. We also have enterprise packages and support, plus a set of packages that include training, support, and the platform — some of which are available at novatools.org/our-services.
We recommend talking to one of our experts, as we can adapt our packages and support based on your complexity. From fractured systems to siloed teams, we identify what's not working, build operational infrastructure that scales, and lead the execution to make it real. We don't just advise — we implement.
Book a 30-minute call with one of our operators. We map Nova to one cross-functional process you already care about — no rollout, no slide deck — and you keep it whether or not you go further.
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