AI and automation for agencies

How many hours go into intake, follow-up and reporting that no client ever sees?

How many hours go into intake, follow-up and reporting that no client ever sees?

At most agencies and service providers nobody knows exactly, because those hours never show up on an invoice or a retainer. WinSphere builds the automation that takes that work over, for owners of agencies and B2B service providers with 10 to 100 people: first we run the numbers on your own figures, then we build, then we keep it running. The professional work stays with your team. The onboarding phase of a new client engagement, the intake and the reporting do not.

How it works

No pitch. You get a written plan on your own numbers, and it is yours.

AI and automation for agencies

How many hours go into intake, follow-up and reporting that no client ever sees?

At most agencies and service providers nobody knows exactly, because those hours never show up on an invoice or a retainer. WinSphere builds the automation that takes that work over, for owners of agencies and B2B service providers with 10 to 100 people: first we run the numbers on your own figures, then we build, then we keep it running. The professional work stays with your team. The onboarding phase of a new client engagement, the intake and the reporting do not.

How it works

No pitch. You get a written plan on your own numbers, and it is yours.

Handled
Ready for your sign-off
Processed automatically
Work comes in

Sound familiar

At every agency there is work that starts over again and again.

Not because the team can't handle it, but because every client engagement starts from zero again. It is the work that falls between assignments, every month again, and that sits on no retainer.

The onboarding phase of a client engagement

Every new client starts with the same intake, and that intake gets retyped into your systems by hand time after time.

Follow-up

A lead or prospect replies, and nobody picks it up within a day, until the contact goes cold on its own.

Monthly reporting

Every month someone pulls the same figures together by hand from three systems, while nobody has the time for it.

Owner at the helm, 10 to 100 people, no automation engineer in house. Then you know exactly which pile we mean.

Connects with, among others
  • n8n
  • HubSpot
  • Slack
  • Gmail
  • Notion
  • Airtable
  • Make

Do the math

Intake, follow-up and reporting appear on no invoice. They still cost money.

The math works the same way in every industry. We have it sharpest for accountancy, which is why we show it there.

Example with assumptions

EUR 16,800

per year

An example from accountancy that shows the principle.

Average73 percent
Top quartile84 percent

At accounting firms the utilization rate, the share of hours that actually get billed, averages 73 percent, and 84 percent in the top quartile (Simplicate Accountancy Benchmark, third quarter 2025).

An employee who gains ten percentage points of time for work that does count yields roughly 16,800 euros per year at 1,600 workable hours and an hourly rate of 105 euros. Not because they work harder, but because the work nobody gets to is no longer done by people.

This is an example from another sector, not a number about your company. The principle is the same: in the plan we work it out with your own rate, hours and staffing, and we say so if it does not add up for you.

Waiting a year costs you that leak for another year, unnoticed, because it appears on no invoice.

What the leak does in a year

€0

12 x the monthly leak

example, assumptions above

The firm down the road: same revenue, fewer people

Or: more revenue, same team

The first step takes thirty minutes.

What's running

Working automation, not a demo.

An example of a flow like the ones we build.

The client signs. The intake sits in your systems, filled in.

Progress is tracked along the way. At the end of the month the report is ready, without anyone having gone looking for figures.

Pick your first automation

What would you hand over first?

Pick a task. You see straight away what is left lying around now, and what runs by itself on Monday morning.

Now

in the evening, by you

  • You search your mail for proposals still open
  • You chase every proposal yourself
  • A few proposals just sit there

Monday morning

runs by itself

  • Open proposals are lined up every morning
  • After a few days a message goes out in your tone
  • If someone replies, the call is in your calendar
Works with:TeamleaderSimplicateHubSpot

It only costs you half an hour. You see it work first, then you decide.

Examples, not custom work: in the call we look at your own process.

Who it's for

For owners who see work getting left.

For owners who see work getting left.

For owners who see work getting left.

A fit

An agency or service provider with 10 to 100 people.

Every client engagement starts with the same intake, and that costs time nobody bills.

You don't want to overhaul the way you work, but you do want to know what all that chasing and retyping costs you.

You actually want this: someone on your team gets genuinely excited about doing work differently with AI and automation.

Not a fit

You are looking for a demo or a standalone chatbot.

You want to overhaul your entire process first.

You already have an automation engineer in house who builds and watches over this.

If it is about one or two connections between tools that both have a clean integration, you will build that faster yourself in Zapier or Make.

Examples of where we see this: agencies, advisory practices and other B2B service providers with a recurring client engagement.

Questions

What people ask us most

An extra employee keeps doing the same manual work, at a fixed cost and without scaling with the workload. We take the manual work away: your team does more without growing, and every four weeks you see in the numbers what that delivers.

The thirty minutes and the plan cost you thirty minutes and your own numbers. What an engagement costs after that, you hear in the second call, before you decide anything: set against what the plan works out, per four-week cycle, and never as an hourly rate. We also say so if the math does not add up for you.

You can, and sometimes that is exactly right: for a simple connection a tool like Zapier or Make is often enough. Where it goes wrong is with workflows that have to keep working as you grow: nobody watches over them, error handling is missing, and the handiest person in the office becomes the only one who knows how it fits together. We build the way a developer builds: from a brief and a knowledge base, with code where that holds up better. n8n is one of our tools, and we are just as happy to build on your own n8n. That is usually our advice too, because then you own it, with logging and error handling underneath, and maintenance does not hang on one person.

Curious what the work your firm never gets to costs?

Curious what the work your firm never gets to costs?

Thirty minutes, no pitch. After that a written plan on your own numbers, and it is yours.

Rafael Matabadal.

Founder of WinSphere.

You talk to Rafael, the person who builds it. No sales team, no script.

What happens when you click

01

Thirty minutes looking over your shoulder. You tell us how a normal week runs, we ask the follow-up questions.

02

A written plan. Within a week: what can be automated and what that saves.

03

We go through it together. In a second call. The plan is yours.

04

Four-week cycles. Build, roll out, measure. Every four weeks you see what changed.

Curious what the work your firm never gets to costs?

Thirty minutes, no pitch. After that a written plan on your own numbers, and it is yours.

Rafael Matabadal.

Founder of WinSphere.

You talk to Rafael, the person who builds it. No sales team, no script.

What happens when you click

01

Thirty minutes looking over your shoulder. You tell us how a normal week runs, we ask the follow-up questions.

02

A written plan. Within a week: what can be automated and what that saves.

03

We go through it together. In a second call. The plan is yours.

04

Four-week cycles. Build, roll out, measure. Every four weeks you see what changed.

WinSphere

AI and automation for firms and agencies with 10 to 100 people. First costed out, then built, then kept running.

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