An AI project manager for agencies and consulting firms.

Connect an email inbox and a WhatsApp number to each client project. When a client writes, Lycia AI Office understands the request, finishes it or gives it to the right person, follows up until it is done and sends the files the client may receive.

Book a demoSee how it works

Project management

Every client message becomes work. Every task gets done.

Add each client as a project with the brief, the proposal and the brand files, and connect an email inbox and a WhatsApp number to it. When the client writes, the AI teammate understands the request, finishes it itself or gives it to the right person, and follows up until the work is delivered and checked.

  1. The client writes to the project

    A brief, a change request or a question arrives in the project’s own email inbox or on its WhatsApp number. The AI teammate reads it with the proposal and the brand files and works out what the client needs.

  2. Small jobs done, the rest assigned

    A change it may make on its own, such as new text on a page, is done end to end. Everything else goes to the right team member or freelancer, chosen by skill and availability, with the request and a due date.

  3. It follows up until the work is done

    A reminder before each due date, a check-in when work is late, and every delivery checked against the brief before it reaches you.

  4. The client stays in the loop

    An answer on the channel they wrote from, the files they may receive, a progress update every week, and the decisions only you can make sent to you with the context.

Also on every project

  • Onboard a new freelancer with the brief, the brand files and access to their own tasks only
  • Turn calls and meeting notes into tasks with owners and due dates
  • Collect client feedback and approvals in one place, with every version kept
  • Reassign work when someone is ill, busy or out of hours
  • Match freelancer hours and invoices to the tasks they delivered
  • Spot projects running late or over budget before the client does

Where clients reach the projectEmailWhatsApp

Where your team worksSlackEmailLycia AI task board

Customer story

HeyPager!

“Lycia AI made communication, project management and task tracking easy for us. Our clients write to their project by email or WhatsApp, and the AI understands what they need: it makes the small changes itself and gives the rest to the right one of our 20+ freelance developers, then follows up until every task is done. Running an agency this way feels like entering a new age.”

The HeyPager! teamWeb agency, London

  • 20+freelance web developers, managed with Lycia AI
  • Every requestfrom clients by email or WhatsApp, done or assigned by an AI teammate
  • Every taskfollowed up until it is done, on Slack, email and the Lycia AI task board

Task board

Every freelancer, every deadline, one board.

People and AI teammates share one task board. Each card has an owner, a project and a due date, and the AI teammate keeps it moving: reminders before deadlines, check-ins when work stalls and a note on every card it finishes.

  • Freelancers, staff and AI teammates on the same cards
  • Client emails and WhatsApp messages land on the board as tasks
  • Reminders before each due date, check-ins when work stalls
  • Deliveries checked against the brief before they reach you
  • Work reassigned when someone is unavailable
  • Scheduled tasks that run on their own, like the Friday client update
  • Each freelancer sees only their own tasks and files

Consulting and client work

Documents, proposals and reports, handled.

Clients get the files they ask for straight from their project, within the access limits you set. Consultants and account managers hand over the first draft and get back work built from your past projects and your sources.

Client documentsThe file a client asks for, sent from their project.

When a client asks by email or WhatsApp for the final report, the signed proposal or the workshop slides, the AI teammate finds it in their project and sends it, only if it is marked as shareable for that client.

What it takes over

  • Find the right file and the latest version in the client’s project
  • Check it is marked as shareable for that client
  • Send it on the channel the client used
  • Pass internal files and judgment calls to the partner with a draft reply
PDF

Lumen Energy asked by email“Can you send the final market study and your budget model?”

  • market-entry-study-final.pdfFound in the project
  • Shareable with Lumen EnergyYes, marked by the partner
  • Sent by emailSame thread, 09:42
  • budget-model.xlsxInternal: passed to Elif K.

Reply and file logged in the project

ProposalsProposals built from your past work.

Proposals and statements of work drafted from your best past proposals, your rate card and what the client asked for.

What it takes over

  • Pull the client’s goals and scope from the brief and the call notes
  • Reuse the sections that won before: approach, team and case studies
  • Price it from your rate card and flag estimates that look low
  • List every assumption the client should confirm
DOCX

Northwind Ltd., online store proposalFrom 3 past proposals, 14 pages

  • Scope and deliverablesFrom the call notes
  • Approach and timelineFrom the Kite Foods proposal
  • Team and case studiesYour standard set
  • PriceFrom your rate card
  • Payment providerOpen: not in the brief
  • Product migrationOpen: 400 or 1,200 products?

Sent to the account manager with 2 open points

Client reportsStatus reports built from the work itself.

Weekly updates and monthly reviews built from the task board, time logs and connected tools, in your template.

What it takes over

  • Summarise what was delivered, what is next and what is blocked
  • Show the hours used against the budget for each workstream
  • Add results from the connected analytics and ad tools
  • Send it on schedule, in the client’s language
PDF

ACME Inc., weekly updateWeek 46, sent Friday at 16:00

  • DesignDone
  • Build60%
  • Copy80%
  • Launch prep20%
  • Hours used112 of 160
  • Waiting for ACME Inc.Homepage sign-off by 21 Nov

Sent to ACME Inc., with a copy to Mert A.

More of the client work, handed over

  • Market research

    Decks on markets and competitors, with every source cited.

  • Meeting briefings

    A one-page brief on the client, the project and the agenda before every meeting.

  • Workshops

    Agendas, exercises and a summary with next steps for every client workshop.

  • Benchmarks

    The client’s results compared with the market and with their own past figures.

  • Case studies

    Finished projects written up from the brief, the work and the results.

  • Invoicing

    Invoices drafted from the delivered work and the rates agreed in the proposal.

Connections

Works with the tools your agency already uses.

Email inboxes and WhatsApp numbers connect to each client project. Slack, document storage, code repositories, your website’s CMS and accounting connect once, for the whole agency. The work stays where it is, and the AI teammate works from it.

  • Email inboxes
  • WhatsApp numbers
  • Slack
  • Document storage
  • Code repositories
  • Website CMS
  • Time tracking
  • Billing and accounting
  • Project management over MCP
See all integrations

MCPModel Context Protocol

Already use a project management tool?

If it offers an MCP server, connect it. MCP is the open standard for connecting AI to outside tools, so your project management tool, your CRM or one of your own systems becomes a tool your AI teammates can use, within the permissions you set.

Each client in its own room.

Agencies hold work for many clients at once, and freelancers come and go. Lycia AI keeps every file where it belongs.

Read how Lycia AI handles security

  • Each client’s project is its own room

    Its inbox, WhatsApp number, files and tasks stay inside it. People and AI teammates see only the projects their role allows.

  • Freelancers see only their own work

    The brief, the files and the tasks given to them, and nothing from other clients or projects. Access ends when their work does.

  • Clients receive only what you share

    Files and updates go to a client only when they are marked as shareable for that client, on the email or WhatsApp they wrote from.

  • Every action is logged

    Each task assigned, message sent and file shared is recorded in the project, with who asked.

  • Hosted in your region

    Lycia AI runs entirely on AWS infrastructure, audited for SOC 2 Type II and certified to ISO 27001. Client data is hosted under GDPR in your own AWS region.

  • Models that don’t keep your files

    Inference runs on Amazon Bedrock in your region by default, where model providers do not receive or keep your data. An agency can be limited to Bedrock only.

Questions

What agencies and consultancies ask us.

What is an AI project manager?

An AI project manager is an AI teammate that runs the day-to-day of a project: it turns the brief and every client message into tasks, gives each task to the right person, follows up until the work is done and keeps the client updated. In Lycia AI Office it works on the same task board as your team, within the permissions you set.

Can clients write to the AI teammate directly?

Yes. Connect an email inbox and a WhatsApp number to each client project. When the client writes, for example to ask for a change on a page of their website, the AI teammate understands the request, makes the change itself if it is a job you allow it to finish on its own, or gives it to the right team member with the request attached, and replies to the client on the same channel.

Can AI assign tasks to freelancers?

Yes. Lycia AI gives each task to a team member, a freelancer or an AI teammate by skill and availability, and sends it with the brief and the due date on Slack, by email or on the Lycia AI task board. You decide which projects and tasks it may assign.

How does Lycia AI follow up on deadlines?

It sends a reminder before each due date and checks in when work is late. When a freelancer replies with a new date, it updates the task, moves the work that depends on it and tells the client if the delivery date changes. Deliveries are checked against the brief before they reach you.

Does Lycia AI replace project managers?

No. It takes over the chasing, the status updates and the admin around projects. Project managers keep the client relationship, the priorities and the judgment calls, with an AI teammate that has the whole project in front of it.

What do freelancers see?

Only the brief, the files and the tasks given to them. They work where they already do, on Slack or by email, or open their tasks on the Lycia AI task board. Nothing from other clients or projects is visible to them.

Can our clients see how their project is going?

Yes, if you want them to. The AI teammate sends each client a progress update on the schedule you choose and answers their questions from their own project, sharing only what you marked as shareable.

What can AI do for a consulting firm?

It sends clients the documents they ask for from their own project, drafts proposals from your past work, builds research decks with every source cited, prepares a briefing before each client meeting, turns meeting notes into tasks and writes the weekly status report from the work itself. Each client’s work stays in its own project.

Can Lycia AI send documents to our clients?

Yes, within the access limits you set. When a client asks for the final report, the signed proposal or the workshop slides, the AI teammate finds the file in that client’s project and sends it only if it is marked as shareable for that client. Internal files, budgets and other clients’ work go to a person on your team instead.

How is Lycia AI different from ChatGPT for agencies?

A chat assistant answers one person in one window. Lycia AI is connected to your Slack, email, WhatsApp, documents and task board, knows each client’s project, answers your clients and works with the whole team, freelancers included, assigning and following up on work 24/7 within the permissions you set.

Which tools does Lycia AI work with?

Each client project can have its own email inbox and WhatsApp number. Slack, calendar, document storage, code repositories, your website’s CMS, time tracking and accounting connect once, for the whole agency. If your project management tool or CRM offers an MCP server, Lycia AI connects to it too. MCP (Model Context Protocol) is the open standard for connecting AI to outside tools.

Which agencies use Lycia AI?

HeyPager!, a web agency in London, runs its 20+ freelance web developers with Lycia AI. Its clients write to their project by email or WhatsApp; an AI teammate understands each request, makes small changes itself or assigns the work to the right developer, follows up until it is done and handles the communication on Slack, by email and on the Lycia AI task board.

Is client data safe with Lycia AI?

Each client’s project is visible only to the people and AI teammates whose role allows it, freelancers see only their own work, and every action is logged. Lycia AI runs entirely on AWS infrastructure, audited for SOC 2 Type II and certified to ISO 27001, and client data is hosted under GDPR in your own AWS region.

How do we get started?

Book a demo. Our team replies within 24 hours to set up a call: we show you Lycia AI and listen to how your agency works. Setup starts with your client projects, your team and freelancers, and the tools you connect.

For agencies and consulting firms

Give your agency an AI teammate that runs every project.

Tell us how your agency works. Our team replies within 24 hours to set up a call: we show you Lycia AI and listen to what you need.

Book a demo

A short form, no sales deck. We reply within 24 hours.