# The agency loop

> From the discovery call to an accepted scope of work, delivered milestones and paid invoices, without retyping anything.

Source: https://sydbar.app/docs/agency-loop

The loop lives on each client's page, under **Project**.

## 1. Bring in the call

Open **Project → Calls**:

- **Import from Google Meet** lists your Meet calls from the last three months, with who was on each (from the calendar invite that carried the Meet link) and the client they match. Pick the discovery call, or press **Import all** to file every transcribed call that matches this client. On the Clients page, **Bring in Meet calls** does the same for every client at once; calls whose invite names nobody you know stay in the picker for you to place. A call has a transcript only when transcription was turned on in Meet.
- **Paste a transcript** from any tool (Zoom, Otter, Fireflies, your notes), or upload a .txt, .md or .vtt file. Transcripts are 40 to 200,000 characters.
- When an existing client books through a Sydbar [booking page](/docs/booking-pages) with a Meet link, the transcript arrives on its own a few minutes after the call.

> **Note: Meet transcripts need three things**
> Transcripts turned on in the meeting, a Google Workspace plan that includes them, and Google connected in Sydbar with Meet access. If Sydbar asks you to reconnect, do it once in Settings → Connections.
## 2. Draft the scope of work

Choose **Draft scope of work**. Sydbar reads the documents in your mail with the client (the proposal, scope or contract the work runs on), the calls and the client's emails, and drafts the title, summary, milestones (up to 12) with deliverables and shares, fee, payment terms, timeline, what's out of scope and what to confirm with the client. The fee and terms are filled in only if someone said them.

Edit anything. Before you can confirm, Sydbar lists what's missing: a fee, at least one milestone, and shares that add up to 100%.

## 3. Confirm

Confirming makes the scope the client's agreement. Milestone invoices, "still to invoice" and the deal stage use it, and it's saved as `scope-of-work.md` in the client's context. To change it later, draft a new version; the old one stays in the history.

## 4. Send for signature

Choose **Send for signature**. Sydbar drafts the email, with the client's private portal link, in a new thread; you read it and press Send. The client reads the scope in their portal and signs it with their name, or asks for changes. See [The client portal](/docs/client-portal).

When they sign, the thread comes back to the top of **Needs you** with the next steps: **Draft the kickoff email**, **Set up** GitHub or Linear from the scope, and invoice the deposit if the terms call for one. The deal stage moves from Proposal to Active.

## 5. Deliver and invoice

Mark each milestone in progress or delivered, or let [GitHub and Linear](/docs/github-linear) suggest it. Then invoice the milestone from the client's conversation. The portal shows each step as it happens.