What is Optivation?

Optivation brings the five jobs agencies run every week into one workspace: forms, databases, pages, time tracking and invoicing. You run the whole client lifecycle in one system, working from the same data at every step, not across five separate tools.

When a client fills in your intake form, their answers land straight in your database as a record. Each record opens into a full page, where the notes, files and sub-tasks for that client sit alongside a built-in timer. The hours you log there go onto an invoice generated from that same record, so the work and the billing stay in one place from first contact to payment.

The same records show up however you need them: a table for scanning, a board for tracking progress, a calendar for deadlines. Clients can book time with you through a booking page in the same workspace, and pages can be shared with a client when they need to see where things are at. AI Advisor opens against any record and draws out a summary and the action items, so a long brief turns into a list you can work from.

Optivation is made for independent consultants and small agency studios who bill hourly or on retainer. You can start on the free plan and move up when you need to. Solo is $19 a month. Studio is $49 a month and covers up to 3 seats, with each extra seat at $19 a month. Paid plans include a 30-day free trial, so you can set up a real client and run it end to end before you decide.

Pricing

Price Starts At:
$19/month
Price Overview:
Optivation uses flat pricing — no per-seat cost for solo operators.

Forms Free — $0
Client intake and lead-capture forms. Up to 3 active forms and 50 submissions per month, viewed in-app and exported to CSV. Docs and community support.

Solo — $19/month ($190/year, two months free)
Everything needed to run client work from first task to paid invoice: Inbox, Pages, Databases, Contacts, time tracking, branded invoicing, Forms and Dashboards, AI Advisor and Assistant, full API and MCP access, and Gmail/Outlook integration. One seat, 1M AI tokens per month. Email support.

Studio — $49/month ($490/year, two months free)
Everything in Solo, plus team roles and permissions, real-time co-editing, team chat, access groups, a 7-year compliance-grade audit log, and 5M AI tokens shared across seats. Up to 3 seats included; additional seats are $19/seat per month. Priority email support.

Free trial: 30 days, no credit card required, with all Solo features unlocked. If you do not upgrade, the account moves to the Forms Free plan and your data is retained. Annual billing saves two months on Solo and Studio.
Free Version:
Free Version available.
Free Trial Offered?:
Yes

Screenshots and Video

Ascend is an all-in-one "inbox to invoice" workspace for agencies and freelancers. This overview shows an issue database with a record open in the detail panel — full description, steps to reproduce, and a Priority/Status/Assignee sidebar — alongside the left-hand navigation for Inbox, Databases, Pages, Time & Billing and more.

Ascend is an all-in-one "inbox to invoice" workspace for agencies and freelancers. This overview shows an issue database with a record open in the detail panel — full description, steps to reproduce, and a Priority/Status/Assignee sidebar — alongside the left-hand navigation for Inbox, Databases, Pages, Time & Billing and more.

Company Facts

Company Name:
Optivation
Company Location:
New Zealand
Company Website:
www.optivation.io
Edit This Page

Product Details

Deployment
SaaS
iPhone
Android
Training Options
Documentation Hub
Video Library
Support
Web-Based Support

Product Details

Target Company Sizes
Individual
1-10
11-50
51-200
201-500
501-1000
1001-5000
5001-10000
10001+
Target Organization Types
Mid Size Business
Small Business
Enterprise
Freelance
Nonprofit
Government
Startup
Supported Languages
English

Optivation Categories and Features

Project Management Software

Agile Methodologies
Client Portal
Customizable Templates
Kanban Board
Milestone Tracking
Time & Expense Tracking