Artikuno OS: The AI-Run CRM Board
One Notion board where every lead and client lives. Calls, WhatsApp, email and calendar flow in on their own, and AI keeps track of the last contact, upsell ideas, red flags and next steps.
Board, pipeline and client portals in daily use; AI automations rolling out step by step.
TL;DR
- One card per company, from first Upwork message to long-term client.
- After every call, notes, recording and tasks go onto the card automatically.
- Red flags when a client goes quiet for 14+ days or their KPIs drop, plus upsell suggestions for single-service clients.
- Each client also gets their own portal showing their tasks, notes, knowledge base and invoices.
The problem
Client information was spread across WhatsApp, email, Google Chat, Upwork, Slack and people's heads. Nobody could answer simple questions at a glance: When did we last talk to this client? Are their numbers going down? Who's about to churn? Who could buy a second service? When someone was off sick, their clients went dark.
What the board is
One card per company, moving through the pipeline:
Pre-call → Lead (post-call) → Free lead magnet / audit → Paid lead magnet → Negotiation → Locked-in → Lost / Archived
Each card tracks: - Lead source: Upwork, cold email, LinkedIn, FB ads, referral, or the team member who brought it in. - Channels: email, WhatsApp, Google Chat, phone, Upwork. - Service: full setup, Klaviyo, audit, CS manager. Also monthly payment and owner. - 1st touch point and last touch point dates. - An internal Client Feed (only the team sees it: chat screenshots, call notes, decisions). - A linked Client OS portal, where the client sees their own tasks, notes, knowledge base and invoices. Freelancers and agents pick up tasks there directly.
What the AI does
| Automation | What happens |
|---|---|
| Call → notes | After every Google Calendar call, the Gemini meeting notes and recording are matched to the right card (by attendee email or company) and summarised into the Client Feed. |
| Call → tasks | Action items from the call become Tasks with an owner and due date. Internal and client-facing tasks are kept apart. |
| Every channel logged | Email, WhatsApp and Slack messages and weekly KPI reports are added to the card, so the newest information is always on top. |
| KPI red flags | Each week's report is compared with last week's. A drop beyond the threshold creates a task and a 🔴 flag. |
| Recency recap | A short recap of the last call and last contact. 🔴 if a Locked-in client hasn't had a call in 14+ days. |
| Upsell prompts | Clients using only one service (e.g. only Klaviyo) get a suggested next offer. |
| Health score | Last call + KPI trend + overdue tasks → 🟢🟡🔴. Referral asks only go to 🟢 clients. |
| Reactivation | Lost and archived leads get a personal email draft every 45–60 days, referencing relevant recent work. |
| Morning digest | Calls today, stale clients, overdue tasks and KPI flags, all in one message. |
| Pre-call brief | On the morning of a call: history, last KPIs, open tasks and website, so anyone on the team can take it. |
Under the hood
- Notion as the database: a Projects database with relations to Tasks, Notes, Client Feed and the Client OS portal. Formula properties drive the 14-day warning and health score.
- Connectors: Notion and Google Drive (Gemini notes are saved as Google Docs) are live. Calendar, Gmail and Klaviyo are next. WhatsApp has no direct connector, so messages go through WhatsApp Business API forwarding.
- Agents: scheduled Claude jobs read new calls and messages, match them to cards and write summaries and tasks. Anything that sends a message to a client stays a draft until a human approves it.
- Data hygiene first: every automation depends on cards having an email, last TP, source and owner, so the first job flags incomplete cards.
The Upwork connection
This is where the sales pipeline and the CRM meet: - Anyone who answers one of our auto-submitted proposals becomes a Pre-call card with Lead from = Upwork, deduplicated against existing cards. - Weekly pipeline report: cards per stage, what moved, and win rate by source. This shows which channel (Upwork, cold email, referrals, a specific team member) actually produces paying clients. - Finished client work flows back into the portfolio library that the cover letters and videos pull their proof from.
Status
The board, pipeline stages, Client Feed and client portals are live and used daily by the team. The AI automations are being rolled out in order: data cleanup and the 14-day warning → calls to notes and tasks → email and KPI flags → Upwork inbox import → weekly "what we did" newsletter.
Connected projects
- Leads from → Auto-apply, App marketplace review outreach
Images.
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