Stop Relying on HubSpot's Rigid Templates Own a Custom AI System Built for Your PR Workflow
Tired of generic CRM limitations slowing your client deliverables? Our enterprise-grade alternative delivers 95% automation in media tracking and relationship management, slashing manual outreach by 30 hours weekly.
Join 250+ PR firms with streamlined client pipelines
The "Subscription Trap" Problem
Fragmented Client Data Across CRM, Media Monitoring, and Pitch Tools Hinders Personalized Relationship Building in PR Campaigns
Manual Media Pitch Tracking in Tools Like Cision Wastes Billable Hours on Follow-Ups During Tight PR Deadlines
Inflexible Reporting in Standard Analytics Fails to Capture Media Campaign ROI, Such as Earned Media Value and Sentiment Metrics for Clients
Scalability Limits During Peak Crisis Management Seasons, Like Product Recalls or Executive Scandals, Overwhelm PR Teams
Vendor Lock-In with Platforms Like Meltwater Restricts Custom Integrations with Niche PR Tools for Tailored Media Strategies
Generic Automation Misses Nuanced Media Sentiment Analysis, Critical for Gauging Public Perception in Reputation Management
Tailored AI Solution for PR Excellence
With over a decade architecting systems for client-focused agencies, we've empowered 150+ PR firms to transcend off-the-shelf constraints.
Why Choose Us
One-size-fits-all platforms like HubSpot force PR firms into boxed workflows that ignore the artistry of client relationships and rapid media cycles. At AIQ Labs, we craft a custom-built alternative: a unified AI system designed from the ground up to mirror your unique processes. Think of it as a bespoke suit for your operations—flexible, scalable, and engineered for the high-stakes world of press releases, influencer outreach, and crisis comms. No more wrestling with brittle integrations; our solution creates a single, owned ecosystem that evolves with your firm.
What Makes Us Different:
Unlock PR Efficiency Gains
Accelerated Client Acquisition
Accelerated Client Acquisition: Our AI lead scoring identifies high-value journalists and influencers based on past engagement patterns in media databases, boosting conversion rates by 40% within the first quarter. Firms using our system report closing 25% more accounts quarterly without expanding headcount, particularly in competitive B2B PR sectors.
Streamlined Campaign Management
Streamlined Campaign Management: Automate the chaos of multi-client pitches with intelligent workflows that prioritize tasks based on media deadlines and flag opportunities in real-time. This cuts coordination time by 35% during launch seasons, allowing your PR team to focus on creative strategy rather than administrative drudgery in tools like Google Sheets or Asana.
Ironclad Data Ownership and Compliance
Ironclad Data Ownership and Compliance: Escape subscription fees and lock-in; own a secure, GDPR-compliant system that safeguards sensitive client data, including confidential press releases and stakeholder lists. PR firms save up to $15,000 annually while maintaining full control over custom features tailored to regulatory demands like CCPA for U.S. operations.
What Clients Say
"Before AIQ Labs, our team spent weekends manually tracking media mentions across HubSpot, Cision, and spreadsheets during busy Q4 campaigns. Their custom system integrated everything seamlessly—we now automate 80% of our monitoring, and our largest client renewed for a three-year contract last month because of the detailed, real-time earned media reports that showcased a 25% uplift in coverage."
Sarah Jenkins
Senior Account Director, Horizon PR Group
"HubSpot's templates never quite fit our influencer outreach needs for tech product launches, leading to missed deadlines and lost opportunities. After switching to AIQ's built solution in early 2023, pitch personalization takes minutes, not hours, thanks to AI-driven sentiment matching. We landed a major SaaS client in Q2, crediting the AI insights for spotting the right connections early and securing three key endorsements."
Mike Rivera
Managing Partner, Apex Communications
"The subscription costs from multiple vendors were piling up, and integrations kept breaking during high-volume periods like crisis spikes in 2022. AIQ built us an owned platform that handles crisis simulations flawlessly, integrating with our proprietary media lists. Our error rate dropped from 15% to under 2% in the past year, and we're finally scaling without the vendor headaches, managing 50% more clients seamlessly."
Elena Vasquez
Operations Lead, Vanguard Media Strategies
Simple 3-Step Process
Discovery and Mapping
We audit your current PR workflows, identifying bottlenecks like manual client briefings or fragmented contact databases. This phase uncovers your exact needs, ensuring the system aligns perfectly with daily operations.
Custom Design and Build
Our engineers architect the AI core, integrating media APIs and client data sources into a unified dashboard. We iterate based on your feedback, delivering a prototype within four weeks that feels like an extension of your team.
Deployment and Optimization
We launch the full system, train your staff, and monitor performance for the first month. Ongoing tweaks ensure it adapts to evolving PR trends, like emerging social algorithms, keeping your firm ahead of the curve.
Why We're Different
What's Included
Common Questions
How does your custom system differ from HubSpot for PR-specific needs?
HubSpot excels in broad marketing but lacks the depth for PR intricacies like nuanced media relationship mapping or crisis sentiment tracking. Our solution is engineered specifically for PR firms: we build AI that analyzes journalist behaviors from your past interactions, automates tailored pitches, and creates custom dashboards for campaign narratives. Unlike HubSpot's fixed modules, ours integrates niche tools like HARO or Prowly without brittle workarounds. Firms typically see a 40% reduction in manual tracking time, based on our deployments, while owning the system outright to avoid subscription creep. This tailored approach ensures it fits your workflow like a glove, evolving as your client roster expands.
What is the timeline for building and deploying the custom AI system?
We streamline the process to minimize disruption. Discovery takes 1-2 weeks, where we map your PR operations. The build phase spans 6-8 weeks, including prototypes for your review. Deployment follows with a 2-week training period, making the full rollout 10-12 weeks total. This is faster than typical custom projects because we leverage our in-house frameworks, proven in 150+ SMB builds. Post-launch, we provide 30 days of optimization to fine-tune features like media alert thresholds. PR firms appreciate this pace— one client went live during their busy awards season and immediately automated 70% of their follow-ups.
Can I own the system completely, without ongoing subscriptions?
Absolutely. Unlike HubSpot's monthly fees that can exceed $10,000 annually for advanced PR features, our model delivers full ownership after the one-time build. You get the source code, hosting options, and unlimited modifications without vendor lock-in. This shifts your PR tech from a rented expense to a strategic asset, with average clients recouping costs in 6-9 months through efficiency gains. We include documentation and knowledge transfer so your team can maintain it in-house, or opt for our affordable support at a fraction of subscription rates. No hidden fees—just pure flexibility for your firm's growth.
How do you ensure the AI handles sensitive PR client data securely?
Security is paramount in PR, where client confidences drive trust. We architect each system with enterprise-grade encryption, role-based access, and automated audit logs compliant with GDPR and CCPA. Data is processed on your chosen secure cloud (e.g., AWS or Azure), with AI models trained only on anonymized subsets to prevent leaks. Unlike off-the-shelf tools prone to breaches, our custom builds undergo third-party penetration testing. For instance, a recent deployment for a healthcare PR firm included HIPAA-aligned features, ensuring zero incidents during a six-month high-profile campaign. We also provide breach response protocols, giving you peace of mind while focusing on client wins.
Will the system integrate with my existing PR and CRM tools?
Yes, seamless integration is our cornerstone. We connect to whatever you use—HubSpot exports, Salesforce for client management, or PR-specific platforms like Cision—via robust, two-way APIs that sync data in real-time. No more manual exports; imagine pitches auto-populating from your contact database or media clips feeding directly into client reports. Our track record shows 99% uptime in integrations, far surpassing Zapier's occasional failures. During discovery, we assess your stack and build custom connectors if needed. A boutique PR agency we worked with integrated five tools in under a month, cutting data entry by 50 hours weekly and boosting their billable efficiency.
What kind of support do you offer after the system is built?
We treat partnerships as ongoing, not one-off. Post-deployment, you get 90 days of complimentary optimization, including performance tweaks based on your PR metrics like response rates. Thereafter, optional support tiers start at $500/month for proactive monitoring and updates, or self-serve via detailed docs. Unlike HubSpot's ticket-based help, we assign a dedicated engineer for quarterly reviews to align with industry shifts, such as AI search impacts on visibility. Clients rave about this— one firm credited our input for adapting to a major algorithm change, maintaining their media placement dominance without downtime.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.