Flowtask

Flowtask is an AI-powered operations manager designed specifically for agencies and service businesses. It automates the tedious process of reading client emails, extracting actionable tasks, and assigning them to the right team members automatically. Built as an all-in-one replacement for tools like Notion, Zapier, and n8n, Flowtask eliminates up to 15 hours per week of administrative busywork while maintaining a zero-retention policy for complete privacy.

1. Sign up for a free Flowtask account and connect your Gmail inbox using secure Google APIs
2. Configure your workspace by setting up boards and adding team members with their roles
3. Let the AI automatically read incoming client emails and extract tasks with relevant details
4. Review AI-drafted tasks in the approval queue or enable auto-approve mode once you trust the system
5. Watch as Smart Assign automatically routes tasks to the right team members based on content (e.g., "logo update" goes to Design, "API bug" goes to Dev)
6. Track progress on kanban boards and manage documentation all within the same unified platform

• Email-to-Task Automation: Automatically converts client emails into organized tasks without manual copy-pasting
• Smart Assign AI Routing: Intelligently routes tasks to the appropriate team members based on content analysis
• Generative Workspace: Create workspaces instantly using natural language prompts
• Gmail Integration: Seamlessly syncs with your inbox using official Google APIs with restricted scopes
• Zero-Retention Privacy: Processes tasks and discards email data instantly for 100% privacy
• Kanban Boards & Docs: Built-in project management with boards, pages, and documentation features
• Admin Approval Queue: Review and approve AI-drafted tasks before they go live on your boards

#1 Agency Project Management: Marketing and creative agencies can automate client email processing, turning messy email threads into organized project boards without manual effort.

#2 Freelancer Task Automation: Solo entrepreneurs and freelancers can eliminate administrative overhead by letting AI handle email triage and task creation automatically.

#3 Client Communication Management: Service businesses handling multiple clients can use Smart Assign to automatically route requests to appropriate team members based on content.

#4 Team Collaboration: Agencies with multiple departments can streamline workflows as tasks are automatically categorized and assigned to Design, Dev, or other teams.

#5 Operations Scaling: Growing businesses can scale their operations without adding administrative staff by automating the 15+ hours of weekly busywork.

Is it safe to connect my Gmail? Yes. Flowtask uses official Google APIs with restricted scopes. It only reads emails to extract tasks, doesn't store email body permanently, and never trains models on your private client data.

Will the AI make mistakes? Rarely, but you're always in control. FlowTask drafts tasks and suggests assignees, but nothing goes live on the board until you click "Approve" (or enable auto-approve once you trust it).

Do I still need Notion or Asana? No. FlowTask is a full replacement with kanban boards, docs, and database features you need. Using Asana alongside would mean paying double to do manual work.

What happens if I cancel? You own your data. You can export your entire workspace (tasks, docs, and history) to CSV or Markdown at any time instantly.