OVIOO AIThe brief changed in an email. Everyone found out differently.
Agency work is decided in correspondence: an approval, a change of scope, a deadline moved, a file that replaces the file sent yesterday. OVIOO keeps all of it on the project it belongs to, so the account manager, the producer and the person doing the work are reading the same thing.
- Adrián Soler09:41Delivery confirmation
- Castellane SA08:52Proforma — Halden rollout
- Ingrid HalvorsenYesterdayRequirements — 2 changes
- Castellane SAMonDelivery schedule received
- Confirm delivery windowDMToday
- Resend requirements list to VantageDMToday
- Signed contract from HaldenDMWaiting
- Final payment reminderCOFri
- IHIngrid HalvorsenProject lead
- ASAdrián SolerSupplier · delivery
- CSCastellane SASubcontractor
What a studio stops doing
Forwarding the thread to whoever needs it
Every message about a project sits on the project, whichever mailbox it arrived in. Somebody new on the account reads the record instead of asking three colleagues to forward things.
Guessing which version was approved
Files live on the project with the date each one was sent and to whom. The reply box offers the exact version the client already has, so nobody works from a superseded round.
Losing scope creep until the invoice
The email asking for the extra becomes a task on the project, dated, carrying the sentence it came from. What was agreed and what was added are two visible things rather than one argument.
Chasing approvals by memory
A checklist per project names each stage, what counts as done and how long it may take. It watches the mail for the approval instead of somebody remembering to ask again on Monday.
One project, from brief to invoiced
Clients stop asking where it is
A portal in your brand shows each client their own projects, the files you chose to share, what is waiting on them and what they owe — with your costs and your freelancer rates switched off.
Set once in the business profile. Every screen, button and dialog follows.
Here you can follow the status of your projects, access documents, view invoices and stay up to date.
| Ref. # | Project | Location | Dates | Value | Status | Actions |
|---|---|---|---|---|---|---|
| 742615 | Q4 rollout | Barcelona | 12 Oct 2026 → 16 Oct 2026 | €48,200 | Awaiting approval | View → |
| 742580 | Spring programme | Valencia | 3 Mar 2027 → 7 Mar 2027 | €61,400 | Confirmed | View → |
| 742691 | Depot refit | Madrid | 19 Apr 2027 → 23 Apr 2027 | €37,900 | In progress | View → |
| 742702 | Annual service | Seville | 10 May 2027 → 14 May 2027 | €22,650 | Documents required | View → |
| 742735 | Phase two fit-out | Valencia | 5 Jun 2027 → 9 Jun 2027 | €54,100 | Confirmed | View → |
- Q4 rollout◎ Barcelona · ▦ 12 Oct 2026 → 16 Oct 2026 · ⚇ 3 deliveries›
- Spring programme◎ Valencia · ▦ 3 Mar 2027 → 7 Mar 2027 · ⚇ 5 deliveries›
- Depot refit◎ Madrid · ▦ 19 Apr 2027 → 23 Apr 2027 · ⚇ 2 deliveries›
- ▣Upload signed orderQ4 rollout · 742615›
- ▣Confirm quotationSpring programme · 742580›
- ▣Payment dueDepot refit · 742691€1,840Due 15 Sep 2026›
- ▣Upload requirementsAnnual service · 742702›
- ▣Review insurance certificatePhase two fit-out · 742735›
What it replaces in a studio
Not your design tools. The spreadsheet, the folder tree and the memory that hold a project together between them.
Fair questions
It replaces the part of it that is really a record of correspondence — what was asked, what was sent, what was approved, what changed. It has no Gantt, no resource levelling and no story points, so a studio that plans in a dedicated tool can keep planning there.
No. There are no timesheets and no utilisation targets, deliberately. If billing by the hour is the centre of your operation you will still need a time tool beside this.
Yes, as members with the access you grant, or as external accounts through a portal if they should only see one project. External users count against your tier, so it is a deliberate decision per person.
Only if you choose to show it. A portal shows the job, its documents and its dates with costs and supplier prices switched off, and nothing reaches a portal unless somebody shared it.
See it on your own work.
Connect one shared mailbox and watch a real week organise itself. Fourteen days, no card.