Proposal · Executive Flow
Executive Flow gives an assistant one place to run the diary, the correspondence, the travel, the documents and the relationships — with AI doing the drafting and a human doing the deciding. Nothing leaves the building unapproved.
Diary in Outlook, notes in Word, receipts in a shoebox, guest lists in a spreadsheet. The assistant is the integration layer — and the single point of failure.
The reason a meeting exists, the last thing the principal promised, the 40-minute crawl across town — none of it lives where the decision gets made.
No system tells you it has been 143 days since the last conversation, or that her daughter started university. That silence costs deals.
A single workspace built around how an executive assistant actually works. It holds the principal's diary, correspondence, travel, spend, documents and relationships in one place, and applies AI where drafting is slow and judgement is cheap — briefings, replies, minutes, board packs, seating plans, reconnection notes.
The operating principle is propose, never send. AI produces a draft; the assistant reads it, edits it, and approves it. That is what makes the tool safe to put in front of a chief executive, and what keeps it inside the boundaries regulators expect of automated decision-making.
Gmail and Microsoft Outlook mail and calendar are linked during onboarding, with self-serve sign-in for each user on the roadmap. CRM records pull in from HubSpot, Salesforce, Pipedrive, Zoho or Attio — or via a Zapier webhook.
Executive Flow reads the diary, the relationship history and your travel-buffer policy, then surfaces conflicts before they bite — including travel-time clashes free/busy can't see.
Briefing packs, replies, meeting minutes, board packs, itineraries, seating plans and reconnection nudges are produced as drafts, referenced to real context.
Every draft is previewed, editable and explicitly approved by a human. Then it exports as branded PDF or DOCX, or goes out as an email you signed off.
Eighteen modules, all shipped and usable today.
Every change is proposed, never auto-sent. Meeting types carry their own travel-buffer policy: default minutes, traffic-aware uplift, return journeys and rematch on reschedule.
Proactive warnings when a route or policy change makes back-to-back meetings physically impossible, even when free/busy shows both slots clear.
Trial buffer settings against sample schedules and see the recommended leave-by and start times before committing them.
A briefing pack per meeting: who's in the room, why it matters, what was promised last time.
Tone-matched drafts for any recipient type, with a preview-and-approve step and a visible record of the AI source, inputs and permissions used.
Rules for post-meeting recaps and polite nudges — queued as drafts for review, never fired blind.
Dictate an instruction; the transcript appears in an editable confirmation dialog before anything is created.
Generated from your notes into a house style, with branded header, confidential footer and page numbering.
Every document downloads in the format the recipient expects — after a preview-and-approve gate.
Tasks and draft emails are extracted from the minutes and presented for review before they hit your inbox or task list.
Restaurants, cars and preferences held against the principal's known tastes.
Badge sorting by name or table, a seat-plan preview grid, and printable PDF/CSV seating orders with per-table seat numbers, blank seats and guest counts.
Flight, hotel and ground segments in one itinerary the principal can actually read.
Receipt capture, categorisation and CSV export ready for finance.
Profiles with roles, preferences and one-click CRM sync that merges the latest records into the panels.
Not a CRM. Days since last contact, personal facts, open promises, and a warmth signal per relationship — with AI-drafted reconnection nudges that reference what actually matters.
A priority inbox with snooze, so nothing owed to anyone is lost.
Overlap windows across the principal's time zones at a glance.
Passport, loyalty and ID details with masked fields.
A Monday-morning summary of the week ahead, generated on demand.
A status panel showing exactly which services are connected, blocked, and why.
Assistants handle the most sensitive data in a business. Executive Flow was built for that from the start, aligned to the UK and EU GDPR.
Native CRM connectors pull the latest contact, lead and account records from Salesforce, HubSpot, Pipedrive, Zoho and Attio. A one-click “Sync contacts” action merges those records into the VIP contact panels and feeds Relationship Intelligence — so days-since-last-contact, personal facts and open promises stay current without re-keying. The Zapier webhook lets any other CRM push records in the same way. Connection status — connected, blocked or why — is visible in-app on the Integrations page.
How contacts, meetings, tasks and expenses move between Executive Flow and Salesforce, HubSpot, Pipedrive, Zoho, Attio or any CRM connected over the Zapier webhook.
Sync runs on demand (Sync contacts), after an approved action, and on a scheduled refresh. Every write to a CRM is gated by human approval, recorded in the AI audit log, and reversible — nothing is pushed silently.
Figures below are indicative and set for discussion — adjust them before this proposal goes to a buyer. All prices exclude VAT and assume annual billing.
For an individual EA or founder running their own diary.
For assistant teams supporting several principals.
For organisations with procurement, security and legal review.
Two assistants, one principal each. Connect mail and calendar, load real diaries, run the approval workflow end to end. Success measured on hours saved and drafts approved without rework.
Extend to the wider assistant team, connect the CRM, agree the travel-buffer and retention policies, and sign the DPA. Training is a single 45-minute session.
Board pack production, relationship intelligence reviews and quarterly governance reporting. Add custom integrations as needed.
Working content is held locally in the assistant's browser in this build, with authentication and any hosted services in the UK/EU. Enterprise contracts can specify residency and a private deployment.
No. Every email, document and calendar change is a proposal until a human previews and approves it. The interface shows the model, the inputs used and the permissions granted before you confirm.
Only signed-in users with access to that workspace. Sensitive identifiers in the Vault are masked by default, and the audit log shows what was processed and when.
Export everything from the Privacy Centre as a structured file, then trigger erasure. No lock-in, no retention of your content beyond the window you configured.
A two-week pilot with one assistant and one principal is enough to prove the value. We connect the mail and calendar, load a real week, and you judge it on the drafts you approve without changing a word.
Tip: use “Download PDF” at the top of this page to send it as a branded document.
Your privacy, your choice
Executive Flow keeps your data in your own browser by default. Nothing leaves this device unless you use an AI feature — those requests are processed by our AI provider (Lovable AI Gateway / Claude by Anthropic) to generate the response, and are not used to train their models. Privacy notice · Cookies