Services & Agencies Features – How They Help Your Services or Agency Company
This guide describes each services and agencies-related capability in simple language. No technical knowledge required.
Proposals, Orders & Invoices
One Flow from Quote to Bill to Payment
- One flow from quote to bill to payment: no re-typing when the client says yes; convert proposal to order or invoice so scope and price stay consistent
- Each proposal gets a unique number you can match to orders and invoices for a clear paper trail
- Client sees a single, professional quote; when they agree, you move to order and then invoice without losing scope or amount
- Reduces errors and saves time so you spend less on admin and more on delivery and winning work
- Operations and finance use the same data so what you quoted is what you billed and what you track for payment
Why it matters
One seamless flow from quote to bill to payment eliminates re-typing and errors. When a client approves a proposal, convert it to an order or invoice in one step, keeping scope and pricing consistent. This saves time on admin work so you can focus on delivery and winning new business.
Services & Products
A Catalog of Services and Products for Consistent Billing
- Support hourly, project, or retainer billing: define each service or product once (e.g. "Consulting – hourly", "Website build – project", "Retainer – monthly") and use it across quotes and invoices
- One catalog so every proposal and invoice uses the same names and prices; no "Service A" on one doc and "Service A – revised" on another
- Change a rate or description in the catalog and choose whether to update only new documents or leave existing ones as they were
- Categories let you filter and report by type (e.g. by service line or engagement type) for margin and volume analysis
- New staff can quote and bill quickly because the offering is defined in one place
Why it matters
A single catalog of services and products ensures consistency across all proposals and invoices. Define each offering once—whether hourly, project-based, or retainer—and reuse it everywhere. This eliminates pricing discrepancies and makes it easy for new staff to quote and bill correctly from day one.
Clients, Client Ledger & Sales by Client
Complete Client Management and Financial Tracking
- Collections: client ledger shows what was billed, what was paid, and what's overdue so you know who to chase and for how much
- Client profitability: sales by client shows revenue per customer so you can see which clients drive the most revenue and tie that to margin and payment behaviour
- One record per client; open the ledger from the client so you never hunt for "how much does this client owe?" or "did they pay invoice X?"
- Ageing (e.g. 30, 60, 90 days overdue) helps prioritise collections and cash flow
- Use the same data for account management (relationship, scope, renewals) and finance (receivables, collections)
Why it matters
The client ledger gives you instant visibility into what each client owes, what they've paid, and what's overdue. Sales-by-client reports show which clients drive the most revenue and help you prioritize collections based on ageing. One record per client means you never have to hunt for payment history or outstanding balances.
Contracts & Campaigns
Manage Retainer and Project Terms with Clear Tracking
- Retainer and project terms in one place: store who it's with, start/end dates, value, and type (e.g. retainer, project); attach the signed contract
- Link invoices to a contract so you see total billed vs contract value and stay within scope and agreed limits
- Record renewal date and terms; use with reminders so you're alerted before contracts expire and can plan renewals or renegotiations
- Campaigns give you a place to track scope and spend (e.g. by campaign or initiative) so you can report on what was delivered and what it cost
- Supports scope control: show what was agreed (contract) and what was billed (invoices) so scope creep is visible and manageable
Why it matters
Contracts and campaigns become the single source of truth for retainer and project terms. Link invoices to contracts to track billed amount vs contract value and stay within agreed limits. Set renewal reminders so you never miss contract expirations. Campaigns help you track scope and spend by initiative, making scope creep visible and manageable.
Credit Notes & Debit Notes
Handle Scope Changes and Adjustments with Clear Audit Trail
- Scope changes and adjustments: when scope is reduced or you need to refund, issue a credit note so the balance is correct without losing the link to the original invoice
- When you add scope or bill something you missed, issue a debit note so the client owes the right amount and the audit trail is clear
- Disputes and renewals: both parties can see what was billed, what was adjusted, and what's due; supports clean reconciliation and contract discussions
- Client ledger and reports include credit and debit notes so the balance you see is always the true amount the client owes
- Keeps sales and accounts in sync so scope changes and one-off adjustments don't break the link between contract, invoice, and payment
Why it matters
Credit and debit notes handle scope changes and adjustments while maintaining a clear audit trail. Issue credit notes for refunds or scope reductions, and debit notes for additional work or missed items. The client ledger always shows the true amount owed, keeping sales and accounts in sync even when scope changes.
Automated Reminders
Payment Follow-ups and Renewal Alerts Without Manual Chasing
- Payment follow-ups: reminders for overdue invoices so you get paid faster without "have you paid?" calls and emails for every invoice
- Renewal follow-ups: get alerted before contracts expire so you can plan renewals, renegotiations, or handovers and avoid missed renewals
- Reminders use your branding and can include a link to view or pay the invoice if you use online payment
- You can still see which invoices are overdue and follow up in person when needed; reminders handle the routine so you focus on exceptions and relationship
- Reduces time on admin and often speeds up collections so cash flow and client communication stay professional
Why it matters
Automated reminders handle routine payment follow-ups and contract renewals, so you get paid faster without manual chasing. Set up a series of reminders for overdue invoices and get alerts before contracts expire. This reduces admin time and speeds up collections while keeping client communication professional.
Streamline your services and agency operations.
Manage proposals, orders, invoices, clients, contracts, and reports all in one place.