AI workflows for marketing agency teams
Koya places trained AI automation developers into businesses full-time to build internal tools, automate manual workflows, and help your team move faster without adding more headcount.
Our developers build around your actual tools, team, and workflows. The examples below show the kinds of projects they could take on.
Examples of systems our AI automation developers could build
These are example builds for marketing agency teams. Your developer would scope the real version around the tools, data, and approval steps you already use.
Client reports ready for review with performance commentary already drafted
This system pulls each client's campaign, analytics, CRM, and spreadsheet data into one reporting workflow. It drafts the performance summary, flags data issues, and gives account managers a report they can review instead of rebuilding from scratch.
- 01 The workflow pulls client data from ad platforms, analytics tools, CRM records, project tools, and reporting spreadsheets on a set schedule.
- 02 The system maps each client to the right KPI model: spend, leads, CAC, ROAS, pipeline, conversion rate, organic sessions, deliverables completed, and open issues.
- 03 It checks for missing data, broken tracking, attribution mismatches, platform errors, and client-specific reporting rules before preparing the report.
- 04 AI drafts the plain-English commentary: what changed, what the team should review, and what the client needs to know.
- 05 The account manager reviews the report, edits the commentary, and sends the dashboard, deck, or email update.
Reporting moves from manual data assembly to an account-manager review queue. The team spends more of its reporting time on insight, client context, and next steps instead of copying numbers between tools.
Campaign pacing and tracking issues surfaced before client status calls
This system watches active campaigns for the issues that usually become client questions later: spend pacing, broken UTMs, disapproved ads, missing conversion events, landing-page problems, low lead quality, creative fatigue, and sudden CPL or CPA changes.
- 01 The workflow pulls daily spend, performance, conversion, landing-page, and CRM lead data for each active client.
- 02 The system checks tracking setup, UTM structure, conversion tags, CRM lead flow, landing-page status, ad approvals, and budget pacing.
- 03 It compares performance against the client budget, period target, recent baseline, and account-manager rules.
- 04 It logs each issue with the client, account, likely cause, recommended check, and urgency level.
- 05 The right person gets a Slack alert or project task, with escalation if the issue stays unresolved.
The team catches campaign problems before they turn into awkward status-call surprises. Account managers get a clear fix queue instead of finding pacing, tracking, or lead-quality issues by clicking through each account manually.
New client kickoff without the setup scramble across CRM, folders, and PM tools
This system turns a closed-won deal or signed SOW into a clean client setup. It creates the project space, folders, intake forms, kickoff brief, access checklist, and first tasks so the account team starts with the same operating baseline every time.
- 01 The workflow starts when a deal moves to closed-won in the CRM or a signed SOW lands in the contract tool.
- 02 The workflow pulls client name, service scope, package, dates, stakeholders, deliverables, and handoff notes from the CRM and agreement.
- 03 The system creates the client folder, project workspace, template tasks, owners, due dates, intake form, kickoff agenda, and access checklist.
- 04 It drafts the welcome and intake email, then follows up on missing access, late forms, or incomplete kickoff details.
- 05 The delivery team gets an internal kickoff brief with the client context, scope, first milestones, and links to the right workspace.
New clients stop depending on one account manager remembering every setup step. Kickoffs start faster, the system chases missing details without manual tracking, and delivery teams inherit cleaner context before work begins.
Creative requests turned into assigned tasks, review queues, and approval follow-ups
This system keeps creative requests, briefs, source assets, comments, deadlines, and approval status in one queue. It works best for agencies where assets get stuck across email, Slack, project comments, Drive folders, Figma links, client portals, and review calls.
- 01 The workflow captures creative requests from forms, Slack, email, project tasks, client portals, and internal notes.
- 02 The system pulls the brand guide, campaign goal, required formats, due date, channel specs, existing assets, and last client comments.
- 03 It creates tasks and subtasks for copy, design, review, revision, and launch handoff, then assigns owners based on service line and urgency.
- 04 It flags missing inputs, version conflicts, overdue internal reviews, and waiting-on-client approvals in one queue.
- 05 The system sends reminders, prepares daily status updates, and shows what is blocked, ready for review, ready for client approval, or ready to launch.
Account and creative teams get one place to see what needs movement. Fewer assets disappear between channels, client approvals get followed up without manual chasing, and the team spends less time asking where things stand.
What clients say about Koya developers
Joshua quickly became a key part of our team. He handles complex automation tasks across several client projects, freeing us up to focus on strategy. The process was smooth, and Joshua's skills and communication have been spot on. We're excited to bring on more developers like him as the business grows.
Koya made the process easy to get started. We were paired with an AI automation developer whose experience and past projects we reviewed in his portfolio. He has now been on our team for 9 months, and I'd definitely recommend Koya to any business looking to improve its operations.
Start with one workflow, built on the house
You see the work before any commitment. We handle recruiting, payroll, compliance, and coaching.
- 01 You pick a workflow, or we help choose one on the call
- 02 We scope the first build around your tools and process
- 03 A Koya developer builds that workflow on the house
- 04 If you want to bring them on full-time to build more, the placement starts with a 30-day trial window
- 05 If it's a fit, the developer continues as full-time automation capacity for your team
Ready to see what this could look like inside your business?
On the call we pick one workflow, scope it around your tools, and a Koya developer builds it for free. You decide what happens next.