Use cases · Applications — CRM, service desk, approvals, onboarding, collections. Applications built with the platform's building blocks.

Tap the application: what it replaces, how it works and the ready-made flow. They all run on the same project, with the same permissions and the same log.

CRM

Sales funnel with a weighted forecast, built-in WhatsApp and salesperson round-robin.

Today: CRM separate from customer service and operations. Inflated forecast. Cold leads for the salesperson.

Funnel with a weight per step: the forecast is worth what has really closed
Leads from the website and WhatsApp come in on their own, with the ad source
Qualification by an AI agent before reaching the salesperson
A signed contract becomes the same project in finance

Weighted funnel
WhatsApp
AI agent
Round-robin
Project in multiple funnels

Example flow

New lead
Qualification
Proposal
Negotiation
Contract
Won

What it replaces

Traditional CRM · Pipeline spreadsheet · WhatsApp on the salesperson's phone

Schedule a meeting Try with this template Read in detail

suaempresa.olie.aiIllustrative exampleALBRCS

CRM · Funnel

← Back | Funnel

SearchCtrl K3

KanbanList6 steps

New leadR$ 0,00 • 2 projects

Ana

P-471Padaria Estrela

StatusIn Progress

today2 D

Bruno

P-846Clínica Vida

StatusIn Progress

2 D

+ Options

QualificationR$ 0,00 • 2 projects

BrunoAI: score 8

P-321Construtora Alfa

StatusIn Progress

tomorrow2 D

Carla

P-430Escola Aurora

StatusIn Progress

1 D

+ Options

ProposalR$ 0,00 • 2 projects

Carla3 days stalled

P-229Hotel Mirante

StatusIn Progress

2 d5 D

Diego

P-328Ótica Central

StatusIn Progress

4 D

+ Options

NegotiationR$ 0,00 • 2 projects

Diego

P-380Transportes Rio

StatusIn Progress

5 d1 D

Ana

P-663Studio Nove

StatusIn Progress

4 D

+ Options

Funnel with a weight per step: the forecast is w…

Conversational

Multiple WhatsApp numbers, each in its own funnel, with an AI agent answering and a person taking over when needed.

Today: Conversations on everyone's own phone. Customers without an answer. Nobody knows which ad brought in the lead.

Three ways to connect: Meta's official API, Evolution or a QR code hosted by Olie
A message becomes a project in the right funnel
An AI agent asks the first questions and fills in the form
Whoever answers doesn't choose which number the reply comes from

Multi‑number WhatsApp
Ad source
Step assistant
Content-based automation
Recovered history

Example flow

Message received
AI triage
With an agent
Waiting on customer
Resolved

What it replaces

WhatsApp tool · Generic chatbot · Separate contact center

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Onboarding

From signed contract to the customer (or employee) up and running, with a checklist, video and deadline at every step.

Today: The new customer waits for someone to remember the next step. The new employee takes weeks to know what to do.

Template project: every onboarding starts the same, with the right checklist
Mandatory video in the step, with a record of who watched it
Every checklist item has an owner and a reminder
Average onboarding time visible

Template project
Checklist with owners
Video in the step
Deadline that chases
Standalone form

Example flow

Welcome
Paperwork
Setup
Training
Active

What it replaces

List in Word · Welcome email · Tracking spreadsheet

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Internal requests

Request catalog by role: each person sees only what they can request, and the request lands in the right department's funnel.

Today: Reimbursements by email, time off by message, purchases by phone. The requester doesn't know where things stand.

Salesperson requests a reimbursement; director requests a trip; nobody sees the other department's funnel
The request is created with the required fields filled in
The requester sees the status and the average time of the step
Approval in order, by rule

Requests by role
Mandatory form
Restrictions
Step metrics
Status by funnel

Example flow

Requested
Under review
Approved
Done
Completed

What it replaces

Internal email · Company WhatsApp group · Loose form

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Service desk

Internal and external tickets with triage, SLA and a service catalog, on the same engine as the rest of the operation.

Today: Tickets through any door. No SLA. The senior technician becomes a bottleneck.

A public form or internal catalog creates the ticket
An AI agent classifies and assigns the technician
Stalled past the deadline: alert to the technician, then to the manager
Closing with a checklist and a survey by link

Public form
Triage agent
Deadline that chases
Checklist
Standalone form with link

Example flow

Open
Triage
In service
Waiting on requester
Closed

What it replaces

Separate help desk · Ticket spreadsheet · Support email

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Purchasing and approvals

Request, quote and approval in order, by value range, with the approver replying on WhatsApp.

Today: Approval by email. The director approves without seeing the quote. Nobody knows what's stalled.

A value rule decides who approves
It doesn't advance without the right approval, not even through a shortcut
The approver receives and replies on WhatsApp
Average approval time per step

Value-based restrictions
Approval on WhatsApp
Requests by role
Deadline that chases
Full history

Example flow

Request
Quote
Approval
Order issued
Received

What it replaces

Approval email · Purchasing spreadsheet · Paper signature

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Project management

Projects up to 4 levels deep, with the parent closing only when the children finish, timesheet and forecast with a counter.

Today: A task board where the task is the card and someone has to remember to chase it.

Parent, child, grandchild, great-grandchild hierarchy
Hierarchy restriction: the delivery only advances when the parts are done
Timesheet per step becomes cost
A date postponed several times raises the alert

4-level hierarchy
Hierarchy restriction
Timesheet
Forecast with counter
Calendar

Example flow

Planned
In progress
In review
Delivered

What it replaces

Trello, ClickUp, Asana · Schedule spreadsheet

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Collections

Collection cadence by time stalled, with the same project that came from sales.

Today: Collections run late and nobody notices. Finance chases the salesperson to find out what was sold.

A sale becomes a receivable with contract and amount already filled in
3 days overdue: automatic WhatsApp to the customer
At 10 days: alert to the manager and step change
Amounts visible only to those with permission

Project in multiple funnels
Time-based automation
WhatsApp
Cost and revenue with double lock
Export to spreadsheet

Example flow

To invoice
Invoiced
Awaiting payment
Overdue
Paid

What it replaces

Receivables spreadsheet · Manual collection over WhatsApp

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Recruiting

Résumés scored by an AI agent, interviews with a checklist and the approved candidate becoming a hire in the same project.

Today: Résumés by email, manual screening, candidates without an answer.

An AI agent reads the résumé and records the score
Below the minimum score: tag and notice to the candidate
Interview with a question checklist
Approved becomes a hire, with onboarding

Step assistant
Answer saved to a field
Checklist
Public form
Project in multiple funnels

Example flow

Application
AI triage
Interview
Proposal
Hiring

What it replaces

Candidate spreadsheet · HR email

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Compliance and audit

Versioned forms, an occurrence counter and a record of everything, to prove the process was followed.

Today: Paper checklists, scattered evidence, audits that take weeks to put together.

Weekly checklist with saved versions
Required field: no evidence, no progress
Nonconformity counter
Log of who did what and when

Form versions
Required fields
Counter
Full history
Export to spreadsheet

Example flow

Scheduled
Under verification
Nonconformity
Corrective action
Closed

What it replaces

Paper checklist · Control spreadsheet

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Sales operations

Quote, order and invoicing as a single project, moving across sales, production and finance.

Today: Six quotes for the same customer inflate the pipeline. The order is retyped in every department.

Customer → project → quote → order hierarchy
The pipeline counts the latest quote, not all of them
The order becomes production and billing without retyping
ERP fed through the API at the right moment

Hierarchy
Project in multiple funnels
Open API
Webhook via automation
Funnel metrics

Example flow

Quote
Order
Production
Invoicing
Delivered

What it replaces

Quote spreadsheet · Retyping between systems

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Indicators, KPIs and OKRs

Goals per person and per team, metrics per step and thresholds that trigger action.

Today: The dashboard shows the goal was blown. Then what? A meeting.

6 goal types, target or threshold, in cycles of 1 to 365 days
The team goal adds up each person's goal
A breached threshold triggers an automation
Average time per step shows where things get stuck

Goals and OKRs
Composite goal
Goal that triggers action
Step metrics
Impact scale

Example flow

Goal set
Tracking
Deviation
Action
Result

What it replaces

Separate BI dashboard · Goals spreadsheet

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Does Olie replace the CRM, the service desk and the project tool?

Yes, when what you need is a process with rules: each application is a funnel with steps, forms, automations and AI agents, built with the platform's building blocks. The CRM, the service desk and approvals become funnels in the same place, linked to the same project, with the same permissions by role and by funnel.

Updated on 09/24/2026 · Source: Olie Flow AI technical base · Guide to the 77 features

The ready-made application. The rules are yours.

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Project details

← Back | Funnels › PD-2847

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PD-2847Order 2847 · Construtora Alfa

StatusIn Progress

CustomerConstrutora Alfa

FunnelsSales · Documentation · Production · Shipping · Installation · After-sales

TagsApprovedBeing installed

SummaryChecklistNotebookFormsFilesContentFunnelLinksRunsStage history

Configure summary

Project funnels time spent in the stage · time in the current stage so far

Sales···

First contact53 secSite visit1 dQuote3 hNegotiation2 dProposal accepted21 dLost

Documentation···

Contract signed23 minERP registration3 hTax check13 secApproved19 dRejected

Production···

Scheduling3 hCutting2 dAssembly4 dPainting1 dQuality control3 hReleased9 dRework

Shipping···

Picking2 hInvoice14 minLoading1 hIn transit2 dDelivered5 dReturn

Installation···

Schedule crew1 dInstallation6 hCustomer inspection2 dAcceptance formAdjustments

After-sales···

Satisfaction surveyWarrantyReferralDone