# AI specialists for creative agencies

Retainer hours, client approvals, freelancer capacity, new business, and the invoices that follow, kept by specialists that flag what needs you and draft the follow-ups.

## Every hour billed, every approval chased.

### Retainers billed to the hour.

The Billing Coordinator drafts each cycle's invoices from time and retainers and warns before a client runs over, so the overage conversation happens early.

### Approvals that keep moving.

The Project Coordinator lists what is overdue or waiting on a client each morning, with the chaser drafted.

### Drafts, never decisions.

Nudges, overage notes, and invoices come back as drafts. No specialist approves work, signs, pays, or contacts a client.

## Specialists

- [Billing Coordinator](https://www.generalinput.com/templates/specialists/billing-coordinator.md): Makes sure you bill for all the work you did. Each billing cycle it drafts invoices from time entries, retainers, contracts, and usage, checks them against rates and terms, and flags unbilled hours and expenses. Each week it warns when a retainer or project budget is close to running out, so the conversation happens before the overage.
- [Project Coordinator](https://www.generalinput.com/templates/specialists/project-coordinator.md): Keeps your projects from stalling. Each day it reads your project tool, such as Asana, monday.com, Procore, Smartsheet, or a spreadsheet, and lists what is overdue, blocked, or waiting on an approval or answer, with chasers drafted. Each week it drafts the internal status and flags timelines at risk.
- [Capacity Planner](https://www.generalinput.com/templates/specialists/capacity-planner.md): Shows you who has time and who's drowning. Each week it compares scheduled and logged hours to capacity from your time and scheduling tools, flags people over or under booked, reports utilization against target, and lists missing timesheets with reminders drafted. It also looks ahead for weeks where the work outruns the team.
- [Proposal Writer](https://www.generalinput.com/templates/specialists/proposal-writer.md): Writes first drafts of proposals, quotes, bids, and RFP answers. It reads the call notes and the request, reuses the best of your past proposals, and drafts the scope, approach, timeline, and pricing in your format, with every assumption listed. It also tracks open RFPs and bids so no deadline or question window is missed.
- [Collections Coordinator](https://www.generalinput.com/templates/specialists/collections-coordinator.md): Helps you get paid on time. Each week it ages every open invoice and failed payment from QuickBooks, Xero, or Stripe, drafts reminders that start friendly and get firmer, and flags accounts worth a phone call. Rent, retainers, invoices, and subscriptions all work the same way. You send each one.
- [Client Update Writer](https://www.generalinput.com/templates/specialists/client-update-writer.md): Writes the updates your clients expect. Each week it reads where the work lives, such as your project tool, case or loan system, or CRM, and drafts a short status update for each client: what happened, what's next, and what you need from them. Each month it drafts the client report in your format.
- [Account Manager](https://www.generalinput.com/templates/specialists/account-manager.md): Watches your client accounts so none slip. Each week it reads usage, support tickets, payments, and the last time anyone talked to each client, and flags the accounts that need attention. Before a client review it drafts the agenda and the story of the past quarter, and it raises renewals and chances to grow early.
- [Meeting Follow-Up Coordinator](https://www.generalinput.com/templates/specialists/meeting-follow-up-coordinator.md): Turns every recorded meeting into follow-through. When a transcript from Granola, Fathom, Fireflies, or Zoom is ready, it pulls out the action items with owners and dates, adds them to your task tool, drafts the follow-up email, and keeps a running log of what was decided. You review the email before anyone sees it.
- [Renewals Tracker](https://www.generalinput.com/templates/specialists/renewals-tracker.md): Keeps every contract deadline in sight. It reads your contracts, leases, insurance policies, and vendor agreements, keeps a register of each one's renewal and notice dates, and each week lists what is coming up in the next 90 days, with the renewal or cancellation notice drafted. Auto-renewals with short notice windows are flagged early.
- [Client Onboarding Coordinator](https://www.generalinput.com/templates/specialists/client-onboarding-coordinator.md): Gets new clients set up without the back-and-forth. When a client signs, it drafts the welcome email and builds their checklist of documents, access, and forms. It chases what's missing each day with reminders drafted, and writes a kickoff brief so your team starts with everything the sales conversation learned.
- [Sales Follow-Up Writer](https://www.generalinput.com/templates/specialists/sales-follow-up-writer.md): Writes the follow-ups that win deals. After each sales call it drafts the recap with next steps. It watches open proposals and drafts a nudge when a buyer goes quiet. Once a month it finds lost deals worth reopening, such as a new budget year or a new person in the role, with a note drafted for each.
- [Prospect Researcher](https://www.generalinput.com/templates/specialists/prospect-researcher.md): Finds who to call this week and why now. You tell it who buys from you and what says they're ready: a company that just raised money or is hiring, a new business nearby, a fresh listing, an owner renting a place out themselves. Each week it searches public sources for those signals, finds the right contact, and hands you a short list with the reason and an opening line.

## Questions

### Do they contact clients or freelancers?

No. They draft notes, nudges, and requests for your team to review and send.

### Which systems do they need?

Only the ones you choose. Each specialist starts by asking which tools you use and connects those if you want. Without a connection, it works from what you paste, upload, or forward.

### Can we change how a specialist works?

Yes. Each specialist keeps a memory of your standing preferences, such as your voice, your rules, and what always needs a person, and you can change its setup in a conversation with it.