FlowQi

FlowQi is a service-work platform that brings client records, projects, tasks and operational tools into one workspace. It is best suited to digital agencies coordinating client delivery and capacity. Choose it for connected workflows, but compare the cost of paid modules with the CRM email-sync gap.

Overview

FlowQi combines CRM, project management, time tracking, resource planning and invoicing. Client records can carry custom fields, notes, projects, tasks and follow-up reminders; projects can be linked to clients or used for internal work, with tasks shared across the team. Keeping account context close to delivery work is a practical advantage for agencies managing multiple client engagements.

The product’s breadth is divided among plans, so the free tier does not include every operational tool. CRM email synchronization for the activity timeline is still on the roadmap, which matters for teams that expect email correspondence to become part of the client record.

Key features

Client and project records: FlowQi connects client details and follow-up reminders with project work, while still accommodating internal projects. That structure fits service teams that need to coordinate accounts and delivery in the same workspace.

Time and capacity controls: The Time & Resources plan adds timesheets, resource and capacity planning, utilization dashboards, over-allocation alerts and project time budgets. These tools can help teams see workload pressure and budget project time, but they are a separate per-user purchase.

Invoicing: The Billing plan covers invoice creation and sending, payment tracking and reminders, VAT and tax management, and financial reporting. It is relevant to teams that want billing operations alongside project work; it also adds another per-user charge.

AI assistance and connections: Hummy is described as an AI agent that monitors work, flags risks and proposes actions for approval. Users can connect Claude, ChatGPT or Cursor through MCP, with monthly call allowances varying by plan. Deeper workflow automation is planned, so teams seeking that automation today should not treat it as included functionality.

Security and data location: FlowQi’s DPA describes encryption in transit and at rest, access controls, multi-factor authentication options, logging and monitoring, backups and regular testing. EU customers contracting with its Dutch or international entities have data hosted in the EU/EEA; US entity customers use a US cluster. Its terms include processor terms that apply automatically.

Pricing

FlowQi is freemium, with a 14-day trial and paid plans from $25/user/mo. The plan prices below use the listed EUR amounts; the advertised starting price is in USD, so compare the applicable billing terms before choosing.

Basic — free: Unlimited users, contacts and organisations, projects and tasks, plus one Circle, 500 MB storage and 1,000 MCP calls per month. This is a substantial starting point for teams that can work within the storage and AI-call caps, but it does not include the paid plans’ Hummy AI, priority support, billing or time-and-resource tools.

Core — €25 a month: Billed monthly, per user, for the whole workspace; annual billing saves 20%. It adds 100 GB storage, 10,000 MCP calls per month, Hummy AI and priority support. This fits teams seeking those capabilities, but costs scale with every user. FlowQi says customers can get support from the people who built it.

Billing — €25 a month per user: Adds invoicing, payment tracking and reminders, tax management and financial reporting. It suits teams that want billing in the same system, though the separate per-user price makes it an additional commitment.

Time & Resources — €25 a month per user: Adds time tracking, timesheets, capacity planning, utilization dashboards, over-allocation alerts and project time budgets. Teams that need workload visibility may find it useful; those needing only client and task coordination can avoid this extra module.

Platforms

FlowQi is available on the web and through an API.

Who it's for

FlowQi’s first phase focuses on digital agencies, with an intended expansion to other service-led organisations. It makes most sense for teams that benefit from keeping client records, project delivery and operational work close together. Teams centered on email-based CRM activity, or those needing only a dedicated campaign or creative-review tool, should compare more focused options.

Campaign planning, content calendars, approval workflows, creative proofing and resource planning are supported, while guest access is limited. That combination can serve agency workflows, but limited guest access may constrain teams that rely on broad external collaboration.

Pros and cons

Pro: Client records can connect notes, reminders and delivery work, reducing separation between account context and projects.

Pro: Basic allows unlimited users, contacts, organisations, projects and tasks, making it possible to start with a broad collaboration base without a seat cap.

Pro: Paid operational options cover invoicing and resource planning, and the DPA and security measures address common data-handling controls.

Con: Billing and Time & Resources are each €25 a month per user, so teams wanting both face multiple per-user module costs.

Con: Basic storage is capped at 500 MB and MCP at 1,000 calls per month; Core raises those limits but is priced per user.

Con: CRM email synchronization for the activity timeline remains on the roadmap, and guest access is limited.

Alternatives

For a social-marketing-centered workflow, CoSchedule is a freemium alternative with a free plan and web, mobile and browser-extension platforms; its Starter plan is $29 a month when billed annually, with a monthly option at $39/month, one user seat and three social profiles. Atheer has a free plan with a 30-day term, one client, three seats and 1 GB storage, and a Starter plan at 99 SAR a month; consider it when those client and seat terms suit your needs. Planable offers a free plan capped at 50 total posts and a Basic plan at $33 a month with annual billing and 60 posts per workspace per month; it is an option when post-volume terms fit your planning work.

Workzone is a paid project-management alternative with a free trial, mobile and web platforms, and a Starter plan for 1–25 users and 100 active projects at custom pricing. FunctionFox is a paid alternative with a free trial; its Classic plan is $12.75 a month, with a three-user minimum and unlimited clients and projects. QuickProof is a free web tool for temporary image reviews, but shared links are public and files, comments and links are deleted after seven days. Wonderful has a free plan with unlimited workspaces and teams, 50 GB storage per team, one feed and one inspiration board per team, and 50 ads launched. Workamajig is a paid option with API, desktop, web and self-hosted platforms; its In-house 10+ plan is $49 a month for 10 or more users.

For category browsing, see Marketing Project Management Software and Creative Project Management Software.

Verdict

FlowQi is a strong fit for digital agencies that want client records, project delivery and optional billing or capacity tools in one workspace. Its unlimited-user free tier is a useful way to coordinate basic work, while paid modules add meaningful operational coverage. Look elsewhere if CRM email synchronization is essential or if per-user charges for multiple modules outweigh the benefit of consolidation.