Workflow Automation & SOPs for Agencies

ScaleVirtual documents agency workflows and supports AI-enabled automation for repetitive operational steps. We pair the process with a human owner so the work can be checked, exceptions can be handled and the instructions stay usable.

What we can handle

• Documentation of recurring agency workflows
• SOPs with clear inputs, owners and completion checks
• Automation of repetitive steps within the agreed scope
• AI-assisted drafting, triage and summaries
• Operational reporting and exception follow-up

Who this support is for

This suits agencies repeating the same admin across clients: collecting intake details, setting up project tasks, routing requests or preparing updates. Start with a stable, repeatable process rather than automating a workflow the team has not yet agreed.

Document the process before automating it

Identify the trigger, required information, owner, steps and definition of done. Then decide which steps can run automatically and where a person needs to review or approve the output. This keeps the automation connected to the agency’s actual workflow.

An example onboarding workflow

An intake form can create a client record and a set of kickoff tasks. A human checks that the information is complete, assigns owners and handles missing or unusual details. The exact integrations depend on your tools and the scope agreed during discovery.

Ownership and handover

Your agency retains its data and pre-existing materials. Deliverables created specifically for you during a paid engagement, including documented SOPs, are yours to keep under our terms. The process should have an owner and an escalation route even when a repetitive step is automated.

Pricing and coverage

Operations support starts at US$1,299 per month. Team size, workload and agreed coverage determine the final price; the starting price is not a promise of unlimited work or 24/7 coverage for every engagement.

ScaleVirtual serves agencies in the US and Australia. Coverage is agreed for each agency and can extend up to 24/7; confirm your working hours and communication needs during the discovery call.

Start with a three-day trial

Every engagement starts with a 3-day free trial after the scope is agreed. No payment or payment details are required to start, and you only begin a paid engagement if you choose to continue. Paid engagements are billed monthly in advance at the agreed scope. There is no long-term lock-in; cancellation takes effect at the end of the current billing month.

Read the service terms and cancellation and refund policy before choosing to continue.

A practical starting point

Download the agency SOP template. This is an example to adapt to your agency, rather than a record of client work.