One system to run your whole agency.
CoreOS™ replaces the stack of tools that never quite talk to each other (CRM, projects, finances, client portal, and reporting) with one connected platform, built around how your agency actually works, with a smart layer that watches the whole business.
Every build is shaped around your process and your brand.
What is CoreOS™?
CoreOS™ is an AI-powered agency operating system from NextGen SMB. It unifies a marketing agency's CRM, project and production workflows, finances, client portal, and reporting into one custom platform, then adds an AI layer that reads across everything and surfaces what needs attention before you ask. It is designed for marketing agencies and adapts to any service business that runs on clients, projects, and deadlines.
of agency time goes to non-billable admin work
saved per year (example 12-person agency)
typical payback
recovered per month
from kickoff to live
Your agency runs on too many tools
The CRM doesn't talk to the project tool. The project tool doesn't talk to QuickBooks. Reports get assembled by hand, the same client gets rekeyed into four systems, and every tool bills you monthly. You can't see the whole business in one place, because the business doesn't live in one place.
Scattered data
Client info, projects, and results live in different tools that do not sync.
Rising per seat costs
You pay for several overlapping tools, per person, every month.
Manual copying
Your team moves data between systems by hand, which is slow and error prone.
No clear picture
You cannot see capacity, profitability, or delivery in one place.
What does CoreOS™ replace?
| A stack of point tools | CoreOS™ | |
|---|---|---|
| Where your data lives | Split across a CRM, a PM tool, spreadsheets, and QuickBooks | One connected system, your data together |
| Client reporting | Rebuilt by hand every month | Live under your brand, always current |
| Profit visibility | Per quarter, after it's too late | Live margin per client and per job |
| Follow-up | Depends on someone remembering | Drafts itself when a deal goes quiet |
| Software cost | Several per-seat bills, climbing as you grow | Retire the tools you replace, for good |
| Onboarding a new hire | Learn five tools and your PM's memory | Run your playbook from day one |
| Seeing the whole business | No single view exists | One morning dashboard, AI flags what matters |
One platform, six jobs
Clients & Pipeline
Every contact, deal, and conversation in one record; proposal tracking shows who opened what; a won deal becomes a project, kickoff, and invoice on its own.
Deals stop dying of neglect; new inquiries get a first touch in minutes, not days.
Projects & Workflow
Your SOPs become templates so every project starts complete; reviews queue in order; a capacity view spots overload and suggests rebalancing.
Delivery stops depending on your best PM's memory.
Finance
Two-way QuickBooks sync keeps the books reconciled; milestone invoices draft themselves from project progress; scope creep is flagged with a change order drafted for review.
You catch the account that slipped to 14% margin in week one, not at quarter close.
Client Portal
Live project progress under your brand; one-click approvals route to the team; reports and documents on demand, always current.
Status meetings shrink and approvals stop stalling.
Insights
Ask your business a question in plain language and get a real answer; alerts find you when a number moves that shouldn't; scheduled reports assemble and send themselves.
Decisions stop waiting for someone to build the spreadsheet.
Automations
Cross-system automations from intake to invoice, with monitored runs, automatic retries, and every automation documented.
The rekeying, reminders, and handoffs between tools just happen, and you can see exactly what ran.
See CoreOS in action
Concept screens from the platform. Every build carries your modules, your process, and your brand.
Do we have to rip out our current tools?
For every part of your stack there are two paths, and most agencies do a mix. The Blueprint tells us which is right, function by function.
Build
We build it natively into CoreOS™ and you retire the tool.
- The subscription goes away for good
- Your data is yours, in one place
- Shaped exactly to your process
Connect
You keep a tool you love and we wire it in properly.
- Data mapped and synced both ways
- Work routes automatically
- We monitor the connection so it never drifts
What is the ROI of CoreOS™?
Replaced tools stop billing you every month, but the bigger win is time. On conservative assumptions (4 hours saved per person per week at a $45 blended rate), a typical 12-person agency nets ahead fast. We run your real numbers before you commit.
saved per year ($18.6k retired licenses + $103.7k recovered time)
full payback
net ahead by end of year three
of agency revenue goes to tool costs, and the pile keeps growing
How long does CoreOS™ take to launch?
Blueprint
2 weeks, $7,500, half credited to your build
We audit your stack, workflows, and SaaS spend, then hand you a plan and a fixed price.
Build
8 to 12 weeks, $40,000 to $75,000 typical
We build and connect module by module, migrate your data, and train your team. Billed as equal monthly payments, not milestones.
Run
Ongoing, from $2,500/month
We host it, watch it, and keep improving it, with hours each month to extend the platform.
Who This Is For
This is built for marketing, creative, and digital agencies that have outgrown a patchwork of tools. If you juggle a CRM, a project tool, spreadsheets, dashboards, and a separate client portal, and none of them talk to each other, this is for you.
Scaling agencies
Full service and specialized agencies growing past the founder.
Per seat tool sprawl
Agencies paying per seat for several overlapping tools.
Manual data work
Teams that lose time copying data between systems.
No clear read
Owners who cannot see capacity, profitability, or delivery in one place.
What CoreOS™ Includes
We map how your agency delivers work, then build that into one system. It replaces the tools you would otherwise buy separately.
One system replaces your separate CRM, project and production tools, dashboards, and client portal.
Client Onboarding
Intake, kickoff, and setup run in one place, so every new client starts the same clean way.
Production Workflows
Your delivery process, built in, with clear ownership and status from brief to done.
Client CRM and Pipeline
Leads, accounts, and renewals tracked in the same system as delivery.
Client Reporting and Portal
Live client reporting and a branded portal, pulled from real data, not rebuilt by hand.
Dashboards and AI Insights
One view of capacity, profitability, and delivery, with an AI layer you can ask questions.
How the AI Layer Works
The AI layer sits on top of your agency data. Instead of digging through spreadsheets, you ask plain questions and get real answers.
Ask Your Agency Anything
- Which clients are most profitable this quarter
- Where are projects stalling right now
- Who on the team is over or under capacity
- Which accounts are at risk before renewal
You stay in control. The AI reads your data to surface answers and flags. People make the calls.
Outcomes We Design For
Every agency is different, so we set targets in the Blueprint. These are example targets, not guarantees.
Fewer tools
Replace several per seat subscriptions with one system.
Hours back each week
Cut the manual copying between tools.
Faster onboarding
Start every client the same clean way.
Clear profitability
See margin by client and project in one place.
How We Build It
Map
We document how your agency delivers work today.
Design
We design one system around your real workflow.
Implement
We build, test, and roll it out in phases, training your team as we go.
Optimize
We refine and expand the system as your agency grows.
Built for agencies, adaptable to any business
CoreOS™ is designed around how marketing and creative agencies run on clients, projects, and deadlines. The same connected-system approach fits any service business that juggles a CRM, delivery workflows, invoicing, and client reporting.
A national AI systems consultancy. We build the system around your agency, not a locked template.
Frequently Asked Questions
See your agency on one system.
The Blueprint is where every engagement starts. Two weeks, your whole operation mapped, a fixed price to build it, and the math run on your real numbers.