Automate Your Agency’s Internal Operations with Custom AI

Many design agencies rely on project management tool templates in Asana or ClickUp to standardize project creation. While useful, these templates are static. A “Website Redesign” template does not account for unique scope items like a 3D product viewer or a custom analytics dashboard discussed in the sales call. The project manager must manually read the SOW and call notes, then create dozens of custom tasks, risking missed requirements and scope creep.

Integrations between a CRM like HubSpot and a PM tool can create a new project when a deal is marked 'Won', but they only pass over basic contact information. They cannot read the SOW to extract deliverables, assign the correct designer based on skills mentioned in the scope, or set realistic task durations based on complexity. This data transfer is superficial and leaves 90% of the setup work to be done by hand.

Consider a 15-person agency closing a new branding project. The PM spends two hours cross-referencing the 10-page SOW and Slack messages from the sales team to manually build out the project plan in Asana. They overlook a clause for 'b-roll video production for social media', which was a late addition. Four weeks into the project, the client asks about the video, causing a fire drill that requires pulling designers off other billable work.

The structural failure is that PM tools are built for human input. Their APIs are designed to receive structured commands like 'Create Task' or 'Set Due Date', not to interpret unstructured documents. They lack an AI layer that can understand the context within an SOW and translate a sentence like 'Client provides feedback within 48 hours' into an automated dependency and timeline adjustment in the project plan.

The engagement starts by mapping your 'deal-won-to-project-kickoff' workflow. Syntora reviews your SOW templates, your standard task structures in Asana or ClickUp, and how you currently assign resources. This discovery audit identifies every manual step and decision point that an AI agent can handle, and you receive a full process diagram before any code is written.

Syntora has already built a JSON config-driven SOW generator that produces print-ready HTML documents. For an agency, we would build an AI system that ingests those final documents. A Claude API agent reads the SOW, extracts key deliverables, timelines, and personnel requirements into a structured JSON object. A FastAPI service then calls the Asana API to create a new project, populating the entire task list in under 15 seconds. This approach ensures every discussed item makes it into the final plan.

The delivered system is a secure API that your team can trigger from your CRM or a simple web interface. After a deal closes, you provide the SOW, and the system completes the project setup in Asana in about 30 seconds. You receive the full Python source code and a maintenance runbook in your company's GitHub. The system typically costs under $50/month to operate on AWS Lambda and eliminates the 3-4 hour post-production bottleneck for the 50-60 SOWs you produce each year.