Use cases · Departments — Sales, HR, Finance, Operations, Purchasing, Legal. Each department in its own funnel, on the same project.

Tap the department: today's pain, what changes and how it connects to the others through the project hierarchy and tags.

Sales

Olie for sales

Today: The salesperson keeps the pipeline in their head and on their personal WhatsApp. The revenue forecast adds everything up as if it were already closed. When they leave, the contacts go with them.

Sales funnel with a forecast weighted by each step
Leads from WhatsApp and the website dropping straight into the funnel, with the ad source
A proposal only leaves the step with amount and deadline filled in
Automatic salesperson round-robin for new leads

Funnel with step weights
WhatsApp with ad source
Qualification agent
Owner round-robin
Deadline that chases
Project in multiple funnels

Example flow

New lead
Qualification
Proposal
Negotiation
Contract
Won / Lost

See a real scene

A lead comes in from Instagram, the AI agent qualifies it and records the score. High score, a salesperson is assigned. Proposal stalled for 3 days: the manager is alerted. Contract signed: the same project moves to finance.

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Sales · 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

Sales funnel with a forecast weighted by each st…

Pre‑sales

Olie for pre‑sales

Today: Lots of leads, few qualified. The SDR asks the same question 200 times a day and the salesperson gets cold leads.

An AI agent asks the first questions on WhatsApp and fills in the qualification
Only leads with the minimum score reach the salesperson
Average response time visible per step
A base of 19 thousand contacts imported and organized by inactivity range

Step assistant
Conditional form
Automation by time stalled
Step metrics
Spreadsheet import

Example flow

Contact received
AI qualification
Qualified
Scheduled
Handed to sales

See a real scene

A customer stalled for 15 days gets an automatic WhatsApp. At 30, 45 and 65 days they move up a column until they're blocked. The SDR only steps in when the customer replies.

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Customer service

Olie for customer service

Today: Tickets arrive by WhatsApp, email and phone. Nobody knows how many are open, or for how long. The customer asks "any news?" and the answer is "I'll check".

Each WhatsApp number with its own funnel, conversations recorded in the company
A ticket stalled for 24 hours alerts the supervisor
Ticket status visible to the requester
Average handling time per step

Multi‑number WhatsApp
Triage agent
Deadline that chases
Status by funnel
Standalone form with link

Example flow

New ticket
In triage
In service
Waiting on customer
Resolved

See a real scene

The customer sends a message, the project is created, the agent classifies the subject and assigns the agent on duty. No answer in 24 hours, the supervisor gets an alert. Once resolved, the customer answers the survey by link.

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Specialists and technicians

Olie for specialists and technicians

Today: The technical team gets requests through any door. The senior specialist becomes a bottleneck because only they know the process.

Request catalog: the requester doesn't need to know how it works inside
Mandatory video in the step for the new technician
Completion checklist with an owner per item
Timesheet per step that becomes the cost of the service

Requests by role
Video in the step
Move checklist
Timesheet
Hierarchy restriction

Example flow

Request
Analysis
Execution
Validation
Completed

See a real scene

Engineering receives the request through the catalog, with the required fields filled in. The technician presses Play in the step and the time becomes cost. It can only be completed once the checklist is done.

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Legal

Olie for legal

Today: Contracts circulate by email in five versions. Nobody knows which one is final or who hasn't approved yet.

Approval in order, with a restriction: it doesn't advance without the right signature
An AI agent reads the contract and fills in the points of attention
Notebook with document versions in the project itself
Log of who changed what and when

Step restrictions
Agent with reference documents
Notebook with versions
Approval on WhatsApp
Full history

Example flow

Draft
Legal review
Executive approval
Signature
Archived

See a real scene

Sales requests the contract through the catalog. The agent checks the clauses against the company standard and records the assessment. The executives approve on WhatsApp. Without the signature, the project doesn't go to finance.

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Finance

Olie for finance

Today: The closed sale arrives by email, with no contract and no amount. Finance chases the salesperson to invoice. Collections run late and nobody notices.

The sale arrives as the same project, with contract and amount already filled in
It only enters Invoicing with the invoice and contract attached
Collection cadence by time stalled
Cost and revenue visible only to those allowed

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

Example flow

To invoice
Invoiced
Awaiting payment
Overdue
Paid

See a real scene

A contract signed in legal becomes a receivable in finance with the same #4812. 3 days overdue, the customer gets an automatic WhatsApp. At 10 days, the manager is alerted.

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HR and people

Olie for hr and people

Today: Résumés arrive by email, hiring depends on a list in Word and the new employee takes weeks to know what to do.

An AI agent scores résumés and records the score
Hiring with a checklist and an owner per item
Mandatory video training inside the step
Time-off and reimbursement requests through the catalog, no email

Step assistant
Checklist with owners
Video in the step
Requests by role
Standalone form

Example flow

Application
AI triage
Interview
Proposal
Hiring
Onboarding

See a real scene

A résumé arrives, the agent scores it and records the score. Below 75, a rejection tag and a notice to the candidate. Approved, the project becomes a hire, with a document checklist and a welcome video in the step.

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Purchasing and supplies

Olie for purchasing and supplies

Today: Purchase requests arrive by message, approval goes by email and the director approves without seeing the quote.

A request is only created with the required fields: item, amount, cost center
Approval in order, by value range
The approver replies on WhatsApp
Average approval time visible to the requester

Requests by role
Value-based restrictions
Approval on WhatsApp
Deadline that chases
Step metrics

Example flow

Request
Quote
Manager approval
Executive approval
Order issued
Received

See a real scene

A request above R$ 5 thousand goes through the executives; below that, only through the manager. The rule decides, not the person. Stalled 2 days in approval, the approver gets an alert.

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Marketing and agencies

Olie for marketing and agencies

Today: The brief arrives as a voice message, the piece goes back and forth seven times and the client asks "how's my job going?" in the group.

An AI agent turns the voice message into a structured brief
Public form pinned in the client's group
Client approval on WhatsApp
Rework counter per job

Briefing agent
Public form
Approval on WhatsApp
Counter
Mandatory step

Example flow

Brief
Planned
In production
Client approval
Published

See a real scene

The client describes the campaign in a voice message. The agent fills in goal, deadline and pieces. The Planned step is mandatory and replaces the weekly meeting. The client approves by replying "ok".

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Operations and production

Olie for operations and production

Today: The production order starts in a spreadsheet and the status lives in the supervisor's head. The deadline is blown and sales finds out from the customer.

The order comes from sales as the same project
Hierarchy: order → production steps → tasks
The parent only closes when the children finish
Forecast with a postponement counter

4-level hierarchy
Hierarchy restriction
Forecast with counter
Timesheet
Calendar

Example flow

Queue
In production
Quality control
Shipping
Delivered

See a real scene

The parent job breaks down into script, shooting and editing. It only leaves In production when all three are done. A date postponed 4 times raises the alert before the client complains.

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IT and development

Olie for it and development

Today: Internal tickets by message, backlog on the board, deploys with no record. The owner asks "how's the project going?" and someone has to stop to answer.

Project number matches the branch name
Through MCP, the owner asks ChatGPT or Claude and gets the answer from Olie and Git together
Internal tickets through the catalog, with SLA
Open API to integrate the pipeline

MCP
Open API
Requests by role
Deadline that chases
Template project

Example flow

Backlog
In development
In review
In testing
In production

See a real scene

Project 412 has branch 412. The owner asks the assistant "how's 412 going?" and gets the status from Olie and the commits from Git. Stalled 1 day in review, the reviewer is mentioned.

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Executives

Olie for executives

Today: The report arrives on Monday telling what got stuck the week before. The meeting is for finding out where the operation stopped.

Average time per step for each department, on screen, right now
Team goal adding up each person's goal
A breached threshold triggers action, not just a number
Sees every funnel without needing an invite

Step metrics
Goals and OKRs
Goal that triggers action
Partner role
Impact scale

Example flow

Quarterly goals
Weekly tracking
Deviation identified
Action triggered
Result

See a real scene

More than 10 open tickets: the supervisor is alerted. The sales goal shows 27 of 40 proposals and who contributed. None of this requires a report.

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How do departments work on the same project?

A project can be in several funnels at the same time and have children per department (up to 4 levels). Sales opens the order; the "legal" tag takes the project to the legal funnel; finance receives a child with contract and amount already filled in; the parent only closes when the children finish. Each department sees only the funnels assigned to it, and the log keeps who did what.

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

Each department with its own rule. One single project.

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Project details

← Back | Funnels › PD-2847

SearchCtrl K3

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