# Fluxomate

> Fluxomate builds internal tools and AI agents for agencies, on the agency's own stack. The blog has written guides to the automations and systems from our YouTube channel, each with free templates.

- [Free resources](https://fluxomate.com/resources.html): every template, blueprint and sheet from the channel
- [Blog](https://fluxomate.com/blog/): all guides

## Automation templates

- [How to Get Alerts When Client Ads Stop Spending](https://fluxomate.com/blog/how-to-get-alerts-when-client-ads-stop-spending.html): Set up a daily alert that tells your team which client ad accounts spent nothing yesterday, using a reporting tool, Google Sheets, Make.com and Slack.
- [How to Analyse Client Calls with AI to Spot Churn Early](https://fluxomate.com/blog/ai-call-analysis-the-agency-retention-cheat-code.html): Build a Make.com automation that reads every client call transcript with AI, sends feedback to your CSM, escalates problems and logs each call in Google Sheets.
- [How to Automate Facebook Ad Reporting for Agency Clients](https://fluxomate.com/blog/how-to-automate-facebook-ad-reporting.html): Pull Facebook ad data into Google Sheets, group it by client and month, then use Make.com to email each active client a monthly report automatically.
- [How to Automate Slack Canvases for Client Channels](https://fluxomate.com/blog/better-way-to-set-up-client-channels-on-slack.html): Add a Slack canvas to every client channel to hold resources, status and onboarding steps, and automate its creation with two Slack API calls in Make.com.
- [How to Collect More Testimonials From Agency Clients](https://fluxomate.com/blog/easier-way-to-collect-testimonials-in-your-agency.html): Map your client journey, spot the wins, ask for testimonials at the right moment and use three simple automations to track them in a Google Sheet.
- [How to Automate Payroll in Your Agency With Make.com](https://fluxomate.com/blog/how-to-automate-payroll-in-your-agency.html): Automate agency payroll with two Make.com scenarios: a monthly summary sent to an admin in Slack, then approved salaries paid automatically through Wise.
- [How to Automate Daily To Do Lists for Agency Staff](https://fluxomate.com/blog/automate-daily-to-do-lists-in-7-figure-agencies.html): Build two Make.com automations that read your task tool, store overdue and due today tasks in a Google Sheet, and send each person a Slack message each morning.
- [24 Make.com Automations Every Agency Can Use](https://fluxomate.com/blog/24-essential-make-com-automations-for-agencies.html): Twenty four Make.com automation ideas for agencies, grouped by onboarding, payments, sales, reporting, lead magnets, fulfilment, referrals and client updates.
- [How to Automate Daily Tasks in Your Agency, Step by Step](https://fluxomate.com/blog/automate-daily-tasks-in-your-agency.html): Find which agency tasks to automate with a 7 day tracker, map and optimise them, then build a first Make.com automation that creates and shares Drive folders.
- [How to Build an Automated Referral System for Your Agency](https://fluxomate.com/blog/automated-referral-system.html): Plan a client referral programme for your agency, build an Airtable tracker and three Make.com automations, and learn seven ways to improve it.
- [Make.com Client Onboarding Automation for Agencies](https://fluxomate.com/blog/make-com-onboarding-automation.html): Build a Make.com onboarding automation that creates a Slack channel, Drive folders, CRM updates, a project, tasks and two personalised emails for new clients.
- [What to Send Leads Before a Sales Call: Automated Warm Up](https://fluxomate.com/blog/send-leads-this-before-a-sales-call.html): Set up two automations that email booked leads a form, send a personalised AI document and automatically cancel calls with unqualified leads.
- [How to Automate Anything with Browser Automation (axiom.ai)](https://fluxomate.com/blog/how-to-automate-anything.html): When Zapier or Make cannot reach an app, a browser bot can. Learn the pros and cons and build an axiom.ai bot that posts from a Google Sheet to X.
- [How to Automate Agency Proposals with AI and Zapier](https://fluxomate.com/blog/automate-agency-proposals-with-ai.html): Build a proposal system that turns a closer's post call form into a Google Slides proposal using Airtable, Zapier, Slack and AI prompts. Step by step.
- [How to Automate Done for You Fulfilment in Your Agency](https://fluxomate.com/blog/automated-dfy-fulfilment.html): Turn a done for you offer into a program, break it into stages and tasks, track projects in a platform, and automate each stage with triggers in Make.com.
- [How to Build a Custom Slack App for Client Onboarding](https://fluxomate.com/blog/custom-slack-app-for-client-onboarding.html): Build a custom Slack app and two Make.com automations so new clients can onboard themselves by pressing buttons in Slack, with Airtable tracking each project.
- [How to Automate Urgent Client Support in Your Agency](https://fluxomate.com/blog/automate-customer-support-in-your-agency.html): Build three Make.com automations that turn an emergency client form into a task, alert your team, confirm to the client and notify them when the work is done.
- [How to Automate Sales Call Research With AI in Zapier](https://fluxomate.com/blog/automate-sales-call-research-with-ai.html): Set up a Zap that researches each new lead with Perplexity when a call is booked, then posts a short summary to Slack so your closers can prepare.
- [How to Automate Your Post Meeting Workflow with AI](https://fluxomate.com/blog/automate-post-meeting-workflow-with-ai.html): Use Fireflies and Zapier to log every meeting, email clients a summary, create action items, and send sales call feedback to closers and team leaders.
- [How to Automate a Skool Community with Zapier and AI](https://fluxomate.com/blog/advanced-skool-automation.html): Two Zapier automations for a Skool community: personalised AI welcome emails from membership answers, then an automated lead magnet and qualified lead alerts.
- [How to Automate Slack Client Onboarding with Make.com](https://fluxomate.com/blog/automated-slack-onboarding.html): Build a Make.com scenario that creates a Slack channel for each new client, sets the topic, adds your team, posts a welcome message and alerts your team.
- [How to Automate End of Day Reports for Your Agency Team](https://fluxomate.com/blog/automated-eod-reporting-system.html): Build an automated end of day reporting system with three Make.com scenarios: reminders, form storage and a daily summary sent to team leaders and admins.

## Claude Code builds

- [How to Build an AI Ad Research Tool With Claude Code](https://fluxomate.com/blog/build-an-ai-that-steals-competitors-best-ads.html): Build an ad research tool with Claude Code that scrapes competitor ads from the Meta Ads Library, analyses each video frame by frame and writes a script.
- [How to Build an AI Client Onboarding Portal with Claude Code](https://fluxomate.com/blog/build-an-ai-onboarding-portal.html): A step by step guide to building a self serve client onboarding portal with Claude Code, from the first prompt to API keys, testing and the fixes.
- [How to Build an Instagram Scraper With Claude Code](https://fluxomate.com/blog/build-an-instagram-scraper.html): Build an Instagram research tool with Claude Code that ranks a competitor's reels by engagement and breaks down each top reel frame by frame, step by step.
- [How to Build an AI SOP Library for Your Agency (Claude Code)](https://fluxomate.com/blog/build-an-sop-tool-for-my-agency.html): Build an AI SOP library with Claude Code: store SOPs as books by department, ask questions in plain English and see exactly which SOP each answer came from.
- [How to Build an AI Meeting Coach with Claude Code](https://fluxomate.com/blog/how-to-build-an-ai-meeting-coach-with-claude-code.html): Build an AI meeting coach with Claude Code that grades team calls against your own frameworks and pushes action items into Notion. Steps, setup and pitfalls.
- [How to Build a Live AI Sales Coach with Claude Code](https://fluxomate.com/blog/build-a-sales-coach.html): Build a live AI sales coach with Claude Code that listens to your calls, tracks your script and prompts you in a small overlay. Setup, tests and fixes.
- [Claude Code Modes and Usage Limits Explained for Agencies](https://fluxomate.com/blog/claude-code-modes-and-usage-limits-explained.html): Plan mode, accept edits, auto mode and bypass permissions explained, plus how session and weekly limits work and how to get a better plan from Claude Code.
- [How to Build an AI Ad Generator With Claude Code](https://fluxomate.com/blog/build-an-ad-generator.html): Build an internal AI ad generator with Claude Code: client brand memory, reference images, feedback loops, variations and exports, with no coding needed.
- [How to Improve AI Generated Image Ads With Feedback](https://fluxomate.com/blog/how-to-improve-ai-generated-image-ads.html): How we took an AI ad generator from weak first outputs to usable creatives: the right image model, two kinds of reference, better prompts and feedback loops.
- [How to Build an AI Media Buyer With Claude Code](https://fluxomate.com/blog/build-a-media-buyer.html): Build an AI media buyer that connects to your Meta ad account and creates campaigns, ad sets and ads, using Claude Code in Antigravity with no coding.
- [How to Get Meta Ads API Credentials for an AI Agent](https://fluxomate.com/blog/how-to-get-meta-ads-api-credentials-for-an-ai-agent.html): Create a Meta app, find your ad account ID, app secret and access token, then test an AI agent against your ad account without writing any code.
- [How to Set Up Claude Code in Antigravity for Beginners](https://fluxomate.com/blog/how-to-set-up-claude-code-in-antigravity.html): Install Antigravity, add the Claude Code extension, organise your project folders and use plan mode so you can build internal agency tools without writing code.

## AI

- [12 Internal Tools Your Agency Can Build for Your Team](https://fluxomate.com/blog/internal-tools-every-agency-should-build.html): What an internal tool is for an agency, twelve examples from media buying to project management, and how to pick one and build it this week.
- [How to Build SOPs with AI From a Screen Recording](https://fluxomate.com/blog/how-to-build-sops-with-ai-in-2025.html): Record yourself doing a task, copy the transcript, and use a GPT to turn it into an SOP with steps, cadence and checklist. Here is the full method.
- [9 AI Assistants to Build Inside Your Agency](https://fluxomate.com/blog/9-ai-assistants.html): Nine AI assistant ideas for agencies, split into chat, automation and function assistants, plus a quick way to write their instructions using a custom GPT.

## Internal platforms

- [How to Build a White Label Client Portal for Your Agency](https://fluxomate.com/blog/agency-client-portal.html): Build a client portal on a no code app builder: user roles, databases, project, task, meeting and payment pages, and permissions that lock clients to their own data.
- [How to Build an Automated Sales Pipeline for Your Agency](https://fluxomate.com/blog/automated-sales-pipeline.html): Build a custom CRM on Noloco, then add four Make.com automations that log booked calls, prompt closers to update leads, send follow ups and start onboarding.
- [How to Build a Recruitment System for Your Agency](https://fluxomate.com/blog/build-an-agency-recruitment-system.html): Build a custom recruitment tracker for your agency in Noloco: five databases, a public application form, a pipeline board and interviewer logins.
- [How to Build a Custom Project Management System in Noloco](https://fluxomate.com/blog/internal-project-management-system.html): Build an internal project management app for your agency in Noloco: databases, admin and employee views, access rules, data cleaners and automation buttons.

## Full breakdowns

- [Should You Build Your Own Software for Your Agency?](https://fluxomate.com/blog/should-you-build-your-own-software-for-your-agency.html): AI means an agency can build its own software, even a dialer. Here is when it is worth it, how to ship a first version fast, and when you should not.
- [How to Build AI Internal Tools Your Agency Team Will Use](https://fluxomate.com/blog/how-to-build-ai-internal-tools-your-team-will-use.html): A six step process for building internal AI tools that get used: find the constraint, choose the fix, build with Claude Code, launch V1, then refine.
- [Proactive vs Reactive Customer Success in an Agency](https://fluxomate.com/blog/proactive-vs-reactive-customer-success-in-an-agency.html): What proactive customer success looks like in an agency, why weekly reports are not enough, and how to track and prioritise clients by performance.
- [Why Agency Clients Leave and 8 Fixes to Keep Them](https://fluxomate.com/blog/why-agency-clients-leave-and-how-to-stop-it.html): A real client review of an agency, broken down into why the client left and eight fixes across sales, onboarding and fulfilment to keep yours.
- [The Traffic Light Playbook: Green, Yellow, Red Agency Clients](https://fluxomate.com/blog/traffic-light-playbook-for-agency-client-retention.html): Sort every agency client into green, yellow or red, then run a different playbook for each group to keep clients longer and catch problems before they cancel.
- [How to Use AI in Agency Fulfilment Without Cutting Staff](https://fluxomate.com/blog/how-to-use-ai-in-agency-fulfilment-without-cutting-staff.html): Use AI in agency fulfilment to raise output per person, not cut headcount. Three workflow examples and a four step method to map, prioritise and build.
- [How to Get Agency Clients to Actually Update Their CRM](https://fluxomate.com/blog/how-to-get-agency-clients-to-update-their-crm.html): Lead gen agency clients often ignore the CRM. Use four simple automations, clear expectations and a conditional results promise to get them updating it.
- [How Much Churn Costs Your Agency, and the Hidden Costs](https://fluxomate.com/blog/how-much-churn-costs-your-agency.html): Work out what a 20% and a 10% monthly churn rate mean for your agency, how the gap compounds over time, and five hidden costs of churn that are easy to miss.
- [How to Increase Client Lifetime Value in Your Agency](https://fluxomate.com/blog/how-to-increase-client-lifetime-value-in-your-agency.html): Learn how to calculate lifetime gross profit per client and three ways to raise it in your agency: better pricing, lower churn and smarter upsells.
- [Two Systems That Reduce Agency Churn: Onboarding and Risk Scoring](https://fluxomate.com/blog/two-systems-that-cut-agency-churn-to-5-in-2026.html): Two systems for tackling agency client churn: an automated onboarding flow to prevent it, and a weekly check, compare, execute routine to detect it.
- [Why Agencies Should Invest in Their Back End Systems](https://fluxomate.com/blog/why-you-should-invest-in-your-agency-systems.html): Learn the four metrics that show the value of agency systems (capacity, churn, lifetime value and profit), how to calculate each, and how to model your own ROI.
- [How to Calculate and Track Your Agency's Churn Rate](https://fluxomate.com/blog/how-to-calculate-your-churn-rate.html): Learn the churn rate formula, get a quick estimate from three questions, then track churn by date range, service and account manager in a spreadsheet.
- [How to Calculate Your Agency's Capacity in Three Steps](https://fluxomate.com/blog/how-to-calculate-your-agency-s-capacity.html): Work out the maximum number of clients your agency can handle by role, find the role holding you back, and see how to raise it without overworking your team.
- [5 Key Automations Every Agency Needs to Scale](https://fluxomate.com/blog/5-key-automations-every-agency-needs-to-scale.html): The five automations we see most often in agency back ends: onboarding, end of day forms, feedback, client reporting and billing, with how each one works.
- [How to Automate Client Merch to Improve Client Experience](https://fluxomate.com/blog/client-merch.html): How an agency can send branded merch to clients automatically with Make, Zapier and Printful, and four ways to use it in the client journey.
- [How to Build a Client Onboarding Form for Your Agency](https://fluxomate.com/blog/onboarding-form.html): What an agency onboarding form should collect, six ways to improve it, and how to use it as the trigger that starts your onboarding automation.
- [9 Ways to Decrease Client Churn in Your Agency](https://fluxomate.com/blog/9-ways-to-decrease-churn-with-proof.html): Nine practical methods to reduce agency client churn, from proactive service and onboarding to exit interviews, feedback loops and gamification.
- [How to Build a Client Health Score in Google Sheets](https://fluxomate.com/blog/predict-churn-using-health-score.html): Define a client health score, weight each KPI, score clients against benchmarks in Google Sheets, and automate the tracking so you can spot churn risk early.
- [15 Key Agency Numbers to Track, With Formulas](https://fluxomate.com/blog/15-key-agency-numbers.html): The 15 numbers agency owners should track, from customer acquisition cost and churn to show up rate and health score, each with a formula and a simple example.
- [How to Audit Your Agency Operations Step by Step](https://fluxomate.com/blog/free-agency-audit.html): Learn how to audit your agency operations: map six key processes on a whiteboard, ask the right questions at each stage, then improve before you automate.
- [3 Types of Agency Automation, With Real Examples](https://fluxomate.com/blog/3-types-of-automation-with-examples.html): Learn the three types of automation an agency needs: simple, complex and custom systems, with real examples for sales, support, onboarding and reporting.
- [How to Write the Perfect SOP for Your Agency](https://fluxomate.com/blog/the-perfect-sop-for-your-agency.html): Learn the four part method for writing agency SOPs that people actually follow: record it, list the steps, set the cadence, add a checklist. Plus three tools.
- [Agency Automation Guide: What to Automate and How to Start](https://fluxomate.com/blog/an-agency-s-guide-to-automation.html): A beginner guide to automation for agencies: why it matters, how to find what to automate, how to build it in Zapier or Make, and how to run it day to day.
- [The Sales Process System Every Agency Closer Needs](https://fluxomate.com/blog/perfect-sales-process.html): A four phase sales process for agencies with closers: eight systems to run before, after and around each call, plus follow up and a clean handover to onboarding.

## Full text

- [All guides in one file](https://fluxomate.com/llms-full.txt): every guide as Markdown
- Each guide is also available as Markdown at https://fluxomate.com/blog/<slug>.md