//Industry · Creative & media
IntellaQ Flow is an ERP built for how creative companies actually work — estimates and scopes, retainers and milestones, freelancers and media buys, all tied to the one number that decides whether an agency makes money: billable utilisation. ZATCA-ready, Arabic-first, built in Saudi Arabia.
Keep the creative tools your team already lives in. IntellaQ Flow sits underneath them and handles the commercial side.
Integration availability depends on your plan and each vendor's API.
//Capabilities
Generic ERPs model factories and warehouses. Creative companies sell time, ideas and pass-through media — so the commercial model has to be different.
Build an estimate from rate cards and hours, turn the approved version into the job budget, and log every scope change against it. When a client asks for a third round, it becomes a change order instead of quiet margin loss.
Timesheets that people will actually fill in, rolled straight into utilisation by person, team and discipline — plus forward capacity, so you know whether next month's pitch is even deliverable.
Run monthly retainers, fixed-fee projects and time-and-materials work side by side. Retainer hours drawn down and carried over, milestone billing on delivery, and revenue recognised on the right basis for each.
Book freelancers and production suppliers against the job they belong to, and handle pass-through media with its own markup and VAT treatment — so gross billings never get mistaken for revenue.
//Operations
The work that quietly eats an agency's margin is administrative. This is the part the system takes over.
Estimates, purchase orders, freelancer bookings and invoices route to the right approver with a full audit trail — on mobile, so a producer on set is never the bottleneck.
Cleared tax invoices raised from the job or retainer, with the QR and cryptographic stamp handled for you.
Fees in, cost of delivery out, margin per job — visible while you can still do something about it, not at year end.
Salaries through the WPS file, GOSI contributions, and staff cost allocated to the jobs they actually worked on.
The brief becomes an estimate, the estimate becomes a job, the job carries its hours and costs, and the invoice is raised from the same numbers. No re-keying between the spreadsheet, the timesheet and the accounts.
//What changes
Not promises — these are simply the questions the system is built to answer, which most agencies currently answer from memory or a spreadsheet.
Fees against real delivery cost — staff time at cost, freelancers, production and media — per job, per client, per month.
Utilisation and forward capacity by discipline, so resourcing conversations start from data rather than volume of complaint.
Delivered hours and costs not yet invoiced, surfaced continuously instead of discovered during the month-end scramble.
Retainer scope versus hours actually consumed, so the accounts running at a loss become visible before renewal.
//Implementation
We configure around your rate cards, disciplines and billing models rather than asking your studio to work the way the software prefers.
Your rate cards, disciplines, retainer structures and billing models — documented before anything is configured.
Jobs, cost codes, approval routes and the ZATCA invoicing chain, set up against how your agency actually quotes.
Live clients, open jobs and balances brought across, then a pilot on one team before the whole studio moves.
Training for producers, finance and creatives, then ongoing tuning as new disciplines or offices come on.
//Pricing
Every agency's structure differs — disciplines, offices, retainer complexity and how much production runs through you. We scope it, then quote it.
Independent studios and small agencies
Full-service agencies with production
Multi-office and multi-entity groups
No public price list: a studio of 12 and a network agency of 200 are different builds. Every engagement is quoted after scoping.
//FAQ
No. Creative tools and day-to-day project boards stay where they are — your team should keep working in what they know. IntellaQ Flow owns the commercial layer underneath: estimates, hours, costs, billing and the financials. Where a supported integration exists we sync the two so the same job does not get maintained twice.
Pass-through media is recorded against the job with its own markup and VAT treatment, and reported separately from fee income. That keeps gross billings from being mistaken for revenue — an important distinction when you are looking at agency margin or reporting to a group.
Yes, and most agencies need both. Retainers draw down an agreed monthly value with rules for unused hours; projects bill on milestones, on completion percentage, or on time and materials. Each is recognised on the appropriate basis, and both roll into the same profitability view.
Yes. Invoices are issued as ZATCA Phase 2 cleared tax invoices with the QR code and cryptographic stamp, and the system is Arabic-first with Hijri and Gregorian calendars. Payroll runs through the WPS file with GOSI contributions handled.
No — it is the normal case for creative work. Freelancers and production suppliers are booked against the job they serve, with their cost landing on that job's margin. Their invoices are matched against the booking rather than dropped into a general expense account.
It depends on how many disciplines and billing models you run, and how much history you migrate. A single studio is materially faster than a multi-office group. We give you a timeline after the scoping session rather than quoting a number before we have seen your setup.
Bring one live job and one retainer to the session. We will walk them through the system end to end — estimate, hours, costs, invoice — so you can judge it on your own work rather than a demo dataset.