FlowQi

FlowQi is a service-work platform for teams that want client records alongside project delivery, time, resource and billing workflows. Digital agencies are its clearest fit. Its broad free tier makes it easy to start, but important operating tools are separate paid plans and CRM email synchronization remains a gap.

Overview

FlowQi brings CRM, projects, tasks, time tracking, resource planning and invoicing into one platform. Client records can hold custom fields, notes, linked work and follow-up reminders; projects can serve clients or internal teams, with tasks shared across the team. That connected structure is useful when account context and delivery work need to stay close. Teams primarily seeking a focused content calendar or creative proofing tool may find its service-operations emphasis less suitable.

One notable CRM limitation is that email synchronization for the activity timeline is still on the roadmap. Teams that rely on an email-based client activity record should account for that before choosing FlowQi.

Key features

• CRM and project coordination: Client records can connect notes and reminders with projects and tasks, while shared tasks support team delivery. This suits agencies coordinating client work, though the CRM email-sync gap matters for teams that need email activity captured in the timeline.
• Time and resource planning: The separate Time & Resources plan adds timesheets, capacity planning, utilization dashboards, over-allocation alerts and project time budgets. These tools can help service teams manage workload and project limits, but they are not included in Core.
• Billing: The Billing plan includes invoice creation and sending, payment tracking and reminders, VAT and tax management, and financial reporting. It is a useful addition for teams that want financial workflows in the same platform, but its per-user price is on top of the workspace Core plan if both are needed.
• AI and integrations: Core includes Hummy, which FlowQi describes as an agent that monitors work, flags risks and proposes actions for approval. Users can also connect Claude, ChatGPT or Cursor through MCP, with 1,000 calls per month on Basic and 10,000 on Core. FlowQi says deeper workflow automation is planned; the current integration emphasis is connecting users’ own AI tools.
• Security and data location: FlowQi’s measures include 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, and it publishes a GDPR Article 28 data processing agreement.

Pricing

FlowQi has a free Basic plan and paid plans priced in euros. The Basic plan costs nothing and includes unlimited users, contacts and organisations, projects and tasks, one Circle, 500 MB of storage and 1,000 MCP calls per month. Unlimited users and work items make it a substantial starting tier for small teams, but the storage and MCP caps may constrain heavier use.

Core costs €25 a month, billed monthly, per user for the whole workspace. Annual billing saves 20%. It raises storage to 100 GB, provides 10,000 MCP calls per month, and adds Hummy AI and priority support. Core is the relevant upgrade for teams wanting the AI assistant, higher quotas or priority support; its per-user pricing means total cost grows with the team.

Billing costs €25 a month per user and adds invoicing, payment tracking, tax management and financial reporting. Time & Resources also costs €25 a month per user and adds time and capacity controls. Teams needing either module should budget for it separately; choosing both alongside Core makes the platform’s per-user cost materially higher than the entry price. FlowQi offers a 14-day trial. Guest access is limited.

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 is a strong fit for teams that want client records, shared project work and operational planning together, especially when they can make use of its paid billing or resource modules. It is less suitable for teams that require CRM email synchronization now or want time, resource and billing tools included in the basic paid workspace price.

Pros and cons

• Pro: Broad free workspace. Basic supports unlimited users, contacts, projects and tasks, giving teams room to organize work without a per-user entry charge.
• Pro: Connected client and delivery context. Records can tie client notes and reminders to projects and tasks, while projects can also cover internal work.
• Pro: Published security and data-location commitments. Encryption, access controls, backups and EU/EEA hosting for qualifying EU customers help teams assess operational and regional requirements.
• Con: Core is not the whole operating suite. Billing and Time & Resources each cost €25 a month per user, so teams needing the full set of capabilities face add-on costs.
• Con: Basic has bounded capacity. Its 500 MB storage and 1,000 monthly MCP calls may be limiting for teams with larger files or frequent AI-tool use.
• Con: CRM email sync is not yet available. The activity timeline does not currently cover a workflow that email-dependent teams may consider essential.

Alternatives

For a more marketing-oriented project workflow, compare Marketing Project Management Software and Creative Project Management Software. Choose CoSchedule instead if you want a freemium tool with Android, iOS, web and extension access; its Starter plan is $29 a month when billed annually, with a monthly option at $39/month and one user seat. Planable is another freemium choice, with a free plan capped at 50 total posts and a Basic plan at $33 a month on annual billing, displaying two months free.

Atheer offers a free 30-day plan for one client and three seats, with content plans, a brand hub and client review links, so it may suit teams focused on client-facing content review. 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 of storage per team, one feed and one inspiration board per team, and 50 ads launched; consider it for that ad-focused workflow. WorkTogethr has a free web plan for three active clients and 15 active projects, with 2 GB of storage and 50 AI actions per month, making it a more bounded free option for client-project work. Orangescrum offers a free web plan for one user and one project with 500 MB storage, a narrower free starting point than FlowQi’s unlimited users and projects. Varum has a free web plan with core features that does not expire.

Verdict

Choose FlowQi if you are a digital agency or service-led team that wants client records and project operations in one workspace, with the option to add billing or capacity controls as needed. Its free Basic plan is unusually open on users and work items, and Core adds AI and support. Look elsewhere if you need CRM email synchronization today or expect invoicing and resource planning to come bundled rather than adding €25 a month per user for each module.