Build structured intake templates, leverage AI-powered tools, and convert approved briefs into Xero quotes automatically.
12 min read
Brief templates define the structure of information you collect for each project type. Navigate to Briefs → Templates to create a new template. The visual builder lets you add fields, organise them into sections, and set validation rules — all without writing code.
Choose from 30+ field types: rich text, dropdowns, multi-select, file uploads, date pickers, currency fields, sliders, and more. Mark critical fields as required so incomplete briefs cannot be submitted. Group related fields into collapsible sections with descriptive headers to keep long templates scannable.
Team members and clients create briefs by selecting a template and filling in the fields. Required fields are enforced before submission — the form highlights missing information and prevents submission until everything is complete.
Default values and prefills save time for fields that commonly have the same value. When a new brief is created, sensible defaults are pre-populated so the creator only needs to change what differs from the norm. Briefs can be saved as drafts and returned to later before final submission.
XeroFlow's AI assists at every stage of brief creation. Field suggestions appear as you type, recommending values based on context and past briefs. Completeness scoring rates each brief on required fields (40%), optional fields (20%), and content quality (40%), updating in real time as you edit.
AI Brief Generator
Provide a one-paragraph project description and AI populates every template field. Review each suggestion individually — accept, edit, or reject — to build a complete brief in minutes instead of hours.
When a brief is approved and its template has quoting enabled, a quote is automatically generated. The system extracts deliverables from brief field values and matches each to your rate card using fuzzy matching. Line items are created with quantities, rates, and descriptions pulled directly from the brief.
Push the quote to Xero as a DRAFT with one click — client contact matching, chart of accounts mapping, and tax treatment are handled automatically. Once the client accepts the quote in Xero, convert it to a DRAFT invoice with a single action. This completes the full cycle: brief → approval → quote → acceptance → invoice.
Multi-select briefs from the list view to perform bulk actions. A floating action bar appears at the bottom showing the selection count and available operations: status changes, reassignment, duplication, and CSV export.
Move 20 briefs from Draft to In Review in one action. Duplicate a set of briefs to create a new campaign batch. Export selected briefs to CSV with all field values, metadata, and timeline data for reporting or external sharing.
The brief analytics dashboard shows cycle time funnels, completion rates, template performance comparisons, and aggregate metrics. Visualize how long briefs spend in each stage and identify bottlenecks where they stall.
Compare templates against each other — which produce the highest quality briefs, which have the fastest turnaround, and which generate the most revisions. Use these insights to refine your templates over time, removing friction from your best-performing workflows.