Grow the agency without
growing the overhead.
Nova is the AI operating system agencies and consultancies run on. Your team, your clients, your partners and AI coworkers all work inside the same process — with an owner on every step, approvals that happen async, and every decision on the record.
30-minute call, no slide deck · Free plan available · 200+ teams over 8 years
| 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 |
Teams running on Nova
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.
Meet Nova AI: Your 24/7 Head of Delivery Operations
AI 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, your partners and your AI coworkers — setting the processes and the rails that guide execution across sales, strategy and delivery. Describe what needs to happen and Nova AI drafts the whole process in seconds: every step, every owner, every deadline. Then your team shapes it as the work teaches them something new.
Here's what it actually does:
Builds the process your delivery actually needs
Kickoff, scoping, creative review, client approval, handoff — laid out with owners and dates, so what was sold is what gets briefed.
Brings clients into the work — async
Each client gets a branded agenda: the approvals waiting on them, the feedback rounds open, the work sessions coming up. They respond on their own time.
Eliminates the status call
People are brought in when it's their turn to decide or to do the work — not for another 60-minute update nobody could bill.
Keeps a log of every decision
What the client agreed, what your team agreed, by whom and when. When a scope conversation reopens in month five, you open the log instead of arguing from memory.
Breaks the silos between departments
Sales, strategy, creative, delivery and account management work inside one process — not four separate views of the same account that only reconcile in week eleven.
Increase velocity 2–8x
When approvals land, handoffs route, and AI handles the research and first drafts — the same team moves 2 to 8 times faster on the work you actually invoice.
Grow revenue without growing overhead
The process does the coordinating an account manager used to do. Volume grows faster than payroll — revenue up, and margin up with it.
Stop being the escalation path
Approval gates sit where the risk is — pricing, scope changes, anything client-facing with your name on it. The rest moves without you.
How Nova makes delivery predictable.
The process gets built here — and run here, with the client in it.
This is what you get
A client project — live, on one canvas.
The same process holds your team, your client and Nova AI. Tab through what your agency and your client each see.
Every client runs on your best process. Not on whoever picked them up.
Who does what, by when, and where the client comes in. Improve it once and the next client gets the better version.
Nothing lands on your desk because nobody knew it was theirs.
Every session, deliverable and approval has a lead and a next step. Your team moves without asking, and clients hit their dates because their part has one.
Get 20–60% of your calendar back.
Your team and your clients review, feed back and sign off async. The calls that survive are the ones worth having — the rest becomes billable time.
What you sold is what gets delivered.
Every handoff between sales, strategy and delivery is a step with an owner and a date. No more discovering the gap in week three and absorbing it.
Stop chasing clients. Stop rebuilding work for free.
Clients approve from their own branded agenda, on their time. Every decision is logged with a name and a date — so when someone reopens it in month five, you raise a change order instead of eating a write-off.
Your tenth hire is as good as your fifth.
Day one they run the same process everyone else does, instead of shadowing your account directors for a quarter. Billable 40–80% faster, at the same quality.
Add capacity without adding headcount.
Nova AI holds real steps: competitor scans, first drafts, the prep before a decision. No prompting — it works from what the team already decided, then hands off to whoever is next.
The discipline holds without you enforcing it.
Management syncs, OKR check-ins, account reviews and 1:1s just happen, on schedule. No one has to remember to book them.
Run the agency, not the accounts.
Here's what actually changes.
When the process carries the coordination your leadership team does by hand, the ordinary week looks different.
What happens when the founder stops being the escalation path
"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."
See what this looks like on one of your accounts.
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.
Pick something you already work on — and run it better.
Open one, assign the people it needs, and run it this week. No setup project, no rollout plan.
Sales Pipeline
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 processOKRs & Cadence
Set 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 processManagement Sync
The 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 processHiring
Scorecard, 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 processTeam Onboarding
Get 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 processClient Onboarding → Handoff
The 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 processStrategy Clarity
Turn 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 processStakeholder Meeting
Run 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 processQuestions, answered.
Nova 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:
- Not a task manager. Tasks may exist inside a process, but no project ever slipped because the to-do list was badly sorted. Development tickets stay in Jira.
- Not a document or wiki tool. Nova has no documents. Deliverables stay where they already live. Nova holds the decisions, inputs and approvals that produce them.
- Not a meeting tool. It doesn't make meetings better — it removes the reason most of them were scheduled.
- Not a personal AI assistant. AI in Nova has a role on the team and its work is visible to everyone, not a private tab one person babysits.
- Not a consulting engagement. No binder, no framework handover. The system keeps running after anyone leaves — including us.
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.
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:
- You're under 20 people — at that size, coordination still fits in people's heads.
- You want a simple task list or project tracker — Nova is an execution system, not a to-do app, and it doesn't manage development tickets.
- Your departments rarely hand work to each other, or to clients and partners.
- Your team isn't comfortable working outside spreadsheets and docs yet.
- You're looking for a tool to automate emails or activities between multiple tools.
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:
- It gets assigned, like anyone else. A role, a scope, the moment it's expected to act, and what it owes when it does. Its turn arrives because the process says it's its turn — not because someone remembered to open a tab.
- The process is the rail. The process already describes how your agency works — the standards, the client context, what "done" means here — so nobody re-explains the account to it every morning.
- It collaborates in real time. It runs the research nobody had time for, drafts the deliverable, captures what a discussion concluded, pulls the missing input from the right person. Visible to the team, in the moment.
- Its work carries its name. A document produced by AI shows up as produced by AI. Nobody wonders where it came from, and nobody passes AI output off as their own.
- A named human owns the final version. The process names who reviews AI's work and who signs it off. That person's version is the one that counts, and the chain is part of the record.
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.
- Structure and clarity — everyone knows what needs to happen, who owns it, and what comes next.
- Fewer status calls — teams typically cut meetings by 20% to 80%, and those hours go back into billable work.
- Faster delivery — execution roughly doubles for most teams, and we've seen departments move several times faster within six months.
- Margin that holds — the process does the coordinating an account manager used to do, so volume grows faster than payroll.
- Confident new hires — they know how things are done here in half the time, without eating a senior person's month.
- Decisions that hold — every call logged with owner, date and context, client-side and internal, so scope conversations don't reopen for free.
- No more silos — sales, strategy, creative and delivery stop being four views of the same account. Cross-department work is built into the process.
- AI as a real team member — it works with the team, follows how your company works, and doesn't have to be prompted.
- Better client experience — collaborating with clients, gathering information, and getting proposals approved is now seamless. When your client is more than one person, everyone has a clear agenda and reminders — branded with your company logo.
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.
Every quarter you wait, the same handoffs get missed and the same approvals get chased.
That ends now.
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.
30-minute call · No slide deck · Free plan available · No credit card
Make the changes our CTO requested and move forward — no need to wait on me. Loop in marketing for the plan.