Background
Workilo's founding team had spent years in enterprise productivity software and saw a gap: existing tools bolted AI features onto traditional workflows as afterthoughts. They envisioned a platform built from the ground up around human-AI collaboration, where AI assistants are first-class participants in projects, meetings, and documents. Agency In A Box partnered with Workilo to design and build the platform, bringing product engineering expertise to complement the founders' deep domain knowledge in productivity and collaboration.
The Challenge
- Real-time collaboration features required sub-100ms latency for a responsive editing experience across distributed teams
- AI assistants needed to maintain context across conversations, documents, and projects — not just respond to isolated prompts
- The platform had to integrate with existing enterprise tools (Slack, Google Workspace, Microsoft 365) without creating data silos
- Pricing and infrastructure needed to support a freemium model where AI usage costs scale predictably
- Onboarding had to be frictionless — users needed to see value within minutes, not days
Our Approach
- Built the real-time collaboration engine on CRDTs (conflict-free replicated data types) to enable seamless multi-user editing with offline support
- Designed an AI context system that maintains a knowledge graph per workspace, giving assistants awareness of project history, team preferences, and document relationships
- Created a unified integration layer that syncs bidirectionally with Slack, Google Workspace, and Microsoft 365, keeping Workilo as the intelligent hub
- Implemented a metered AI usage system with per-workspace budgets, usage analytics, and automatic model tier optimization to manage costs
- Developed a guided onboarding flow with AI-powered workspace setup that pre-populates projects and templates based on team size and industry
The Impact
Workilo launched its public beta on a foundation built for scale. The platform handles real-time collaboration, multi-model AI orchestration, and enterprise integrations, and was production-ready on day one. Early users point to the integration layer — bringing specialized AI assistants together inside one structured workflow — as the core differentiator.
Technology Stack
What They Said
“We needed a team that could build at startup speed without cutting corners on architecture. Agency In A Box delivered both — the platform handles real-time collaboration, AI orchestration, and enterprise integrations without breaking a sweat. They're the reason we were production-ready for our launch.