Case study Agentflow
Growth that charged them per agent, and stopped
A student recruitment business ran its agency network on a CRM with a per-seat portal. Every new agency meant another paid subscription. and many agents were not even using it. They were paying for growth twice: once in licences, once in leads nobody worked.
Services Custom portal engineering & CRM integration
Category Multi-agency recruitment platform
Client AgentFlow
Stack Next.js · Supabase · Zoho CRM · Serverless functions
The problem
The pricing model punished the growth strategy.
A per-agent subscription is fine at ten agents. At an expanding international network it becomes the reason not to expand.
✓A separate paid subscription for every new agency ✓Low portal adoption, so the seats were often wasted ✓Leads sitting in the CRM, not reaching the agents ✓Costs rising faster than the network produced ✓No way to grow the network without growing the bill
What it was costing
✓Expansion decisions driven by licence cost, not opportunity ✓Leads going cold inside a tool nobody opened ✓Conversion capped by access, not by demand ✓A platform the business could never own
Our approach
Rebuild the portal they already knew, without the per-seat meter
Familiar enough that agents notice nothing except that it works better, integrated bidirectionally so the CRM stays the operational record.
✓Custom agent portal replicating the workflows agents already used ✓Bidirectional synchronisation with the existing CRM ✓Role-based access across multiple agencies and their agents ✓Lead management and student application tracking ✓Communication tools inside the same surface ✓Unlimited agencies at no incremental licence cost
Core capabilities
What it does now
Unlimited network growth with the CRM still in charge of the data.
✓Per-agent subscription costs eliminated ✓Real-time sync with the CRM in both directions ✓Multi-agency role and permission model ✓Lead and application tracking agents actually open ✓Higher engagement, and better conversion behind it ✓Room to add agencies without a procurement conversation