Beeplan / SaaS MVP with AI built in

A CRM for creatives with an AI project manager built in

Beeplan brings clients, projects, tasks, calendar and invoicing together for creatives and studios, with Beevo, an AI assistant that handles the admin. We built it on Ruby on Rails, made AI part of the core product and are developing its Flutter apps for iOS and Android.

Visit Beeplan See how Beevo works

Beeplan web app on a laptop-sized window with sticky notes, pending tasks and the week ahead, next to the Beeplan mobile app showing the task list, under the headline “Your studio, in order”

The problem

Creatives lose their week to admin instead of creative work

Beeplan is a CRM for creatives and small studios. Its premise is simple: creative people would rather spend their time on the work than inside a CRM, so the product has to do the admin for them, from recurring invoices to weekly task planning.

Designers, photographers and other creatives juggle separate tools for clients, tasks, calendars and billing, then repeat the same invoices every month. Beeplan needed to replace that patchwork without becoming another tool that demands constant upkeep.

One workspace for the whole studio

Clients, team, projects, tasks, calendar, whiteboards, invoices and bookkeeping live in one place. When an invoice is due, Beeplan drafts it from the project and its rates; the creative reviews it and sends it in one click.

The product is bilingual from the start, in English and Spanish, and works in a phone's browser while the native apps are in development.

What creatives get

Five connected modules on one Rails backend

We built Beeplan as a Ruby on Rails application on Heroku, with file storage on AWS and Cloudflare in front. The same backend serves the web app today and the iPhone and Android apps in development.

Stacked Beeplan screens for tasks, projects and calendar in perspective, under the headline “All your work, at a glance” — Tasks, projects and calendar stay connected: a change in one shows up in the others.

Clients

Contacts, projects and what each client owes on one card, with Beevo summarizing how the relationship is going.

Team

Bring collaborators into the studio’s workspace and hand out tasks, with role-based permissions for each person.

Projects and tasks

Plan projects on a drag-and-drop board, track pending and overdue work, and set recurring tasks such as weekly client calls.

Calendar and whiteboards

A calendar next to tasks and projects with two-way Google Calendar sync, Meet links per appointment and whiteboards for planning.

Invoices and bookkeeping

Invoices drafted from projects and rates when they are due, with taxes calculated per line, sent in one click and tracked until paid.

Inside Beeplan

Details that save a creative's week

Each of these screens removes a small piece of admin from a creative's day. The whole product is available in English and Spanish.

Beeplan invoice editor with line items, tax per line and withholding on the total, plus notes explaining that invoices add themselves up and always show whether they were issued, sent or paid — Invoices calculate tax per line and withholding on the total, and show whether each one was issued, sent or paid

Beeplan weekly calendar with appointments and tasks, with notes on Meet links and guests per event, a band for what is due that day and dragging an event to reschedule it — A calendar where each appointment carries its Meet link and guests, and dragging an event reschedules it

Beeplan task board with To do, In progress, In review and Done columns, showing a task being dragged from To do to In progress — A task board where moving work forward is a drag and drop

Beeplan project calendar for a client’s monthly content plan next to a phone preview showing how the client will see the posts — A client’s monthly content plan, previewed the way the client will see it on their phone

AI integration

An assistant that works on the studio's real data

Beevo, the built-in AI project manager, is part of the product rather than an add-on. It reads the studio's projects, tasks, clients, calendar and documents to build plans, hand out tasks and prepare invoices.

The integration is designed around trust. People stay in control of what the assistant creates, and the AI provider receives only what Beevo needs to answer, without financial data.

01
Ask in plain languageQuestions like “How’s Onne going?” or requests like “Prepare Yourlay’s invoice” go to Beevo from the top of any screen.
02
Review what Beevo proposesDirect requests are carried out. Anything inferred, such as a project plan pulled from a PDF or an invoice, arrives as a proposal to approve.
03
Approve or undoEvery change Beevo makes can be undone in one click, and the rest of Beeplan works fully without the assistant.

Product at a glance

A paid SaaS product from the first release

Live on the web with a 14-day free trial, monthly and yearly billing, and a one-time Lifetime plan.

Backend and web application: Rails
AI project manager included in every plan: Beevo AI
Solo, Teams and Lifetime plans: Stripe
iOS and Android apps in development: Flutter

Integrations and infrastructure

The parts a SaaS MVP needs to earn trust

Beyond the core features, a product people pay for needs billing, sign-in, notifications, calendar sync and clear data handling. We connected Beeplan to proven services for each of them.

Subscriptions and trials

Stripe handles the Solo, Teams and Lifetime plans and a 14-day trial with no card. RevenueCat manages App Store and Google Play subscriptions for the apps.

Sign-in and notifications

Google Calendar sync

Events sync both ways and stay private to their owner. Access keys are stored encrypted, following Google’s Limited Use requirements.

Privacy by design

Role-based permissions in each workspace, no financial data sent to the AI provider and no customer content used for training, under Colombian data law and GDPR.

Cross-platform mobile app

iPhone and Android apps on the same backend

We are developing Beeplan's mobile apps in Flutter, so one codebase covers iOS and Android. They sync with the web app through the same Rails backend, with in-app subscriptions and push notifications already part of the architecture.

Built for the full release cycle

The apps are planned through build, App Store and Google Play review, publication and ongoing releases. Until they launch, Beeplan works in any phone's browser.

Three phones running the Beeplan mobile app in development, showing the home screen with pending tasks, the task list and the monthly calendar, under the headline “In your pocket, too” — The Flutter app in development: home, tasks and calendar on the phone.

Product ownership

Shipping the MVP was the beginning

Long-term Rails ownership

A subscription product keeps changing after launch. We continue developing the Rails application, keeping billing, integrations and data models healthy as new features and the mobile apps ship.

AI that keeps up with the product

Each new module has to be readable by Beevo. Building both the product and its AI integration means the assistant evolves together with the features it works on.

Experience we bring to your MVP

Building Beeplan meant combining scope, subscriptions, third-party integrations, AI and mobile in one product. That experience helps us plan a first version that can grow into a business.

Build with WideFix

Planning a SaaS MVP with AI built in?

Tell us who the product is for, which integrations it depends on and the budget you have in mind. We can help define a focused first version, build the Rails application and its AI features, and keep it maintained after launch.

Discuss your MVP Explore MVP development Plan ongoing Rails maintenance