- 01
Monday
Connect your work
Bring your clients, contacts and deals in from a CSV, or just start typing.
Import takes clients, contacts, deals, tasks, leads and invoices, with a template for each and a mapping step, so your column names don't have to match ours. Connect Gmail and Google Calendar in the same sitting. Up to 12 months of email come with you (or 3 or 6, if you choose to keep less): the latest 30 days arrive straight away, the rest in the background. Connect Stripe and clients can pay you by card, or by Direct Debit once it's switched on in your Stripe account. Then bring the team in: new people get a one-click sign-in link.
Settings → Import: bring clients, contacts, deals, tasks, leads and invoices over from a CSV. Existing records aren't touched. - 02
Every day
Run the day
Drag a deal to Won. Move a task across the board. Add a note. Each change lands on the record's timeline, so nothing gets lost in chat.
Winning a deal turns its company or contact into a client and, unless you switch it off, creates the project; give it a project type and it arrives with that type's milestones and tasks. Start a timer from anywhere, or log the hours on the task afterwards. Either way they count against the project's budget and retainer as they're logged. On Friday a digest nudges each person to submit their week: submitted hours lock, and approved ones are ready to invoice.
One project, carrying its own documents, chat, time, financials, emails and agreements - none of it in another tool. - 03
The 1st
Get paid
Approved hours become the invoice. The invoice gets paid into your own Stripe.
Add unbilled time lists every approved, billable hour not yet invoiced, by project and rate; pick them and they're marked billed when you save, so nothing goes out twice. Retainer fees can go out as recurring invoices on the date you set and, if you choose, collect themselves by card or Direct Debit. Clients pay from the invoice, the email or their portal, and the money goes straight to you, with no fee from us.
The 1st: a new invoice and the hours waiting to go on it. Approved, billable time only, split by rate, and marked billed so it can't go out twice.
One record
Nothing gets typed twice.
Every arrow below is a thing you would otherwise re-enter by hand, or reconcile at the end of the month. In the order it happens.
- 01
Proposal → Won
The client signs the proposal, and the deal can move to Won, a draft invoice can be raised from the line items and a project can start. You choose which happen on their own.
- 02
Deal won → Client + project
Winning a deal turns its company or contact into a client. A project is created too, with a project type's milestones and starting tasks if you give it one.
- 03
Time → Budget and retainer
Hours count against the project budget and the month's retainer bucket as they are logged, so overrun shows in week two rather than on the bill.
- 04
Hours → Invoice
Approved, billable hours are picked onto the invoice and marked billed, so they can't be invoiced twice.
- 05
Retainer → Recurring invoice
Set up the retainer's recurring invoice from the project, amount filled in. It then raises itself on the date you set, in your currency and numbering, and can collect itself by card or Direct Debit.
- 06
Invoice → Paid
Pay now on the invoice, in the email and in the portal. The payment records itself on the invoice, and once it's paid in full online, a receipt goes out from your mailbox.
The full list of what is in the workspace is on the product page.
Before Monday
Three things to have ready.
Have these to hand and the first afternoon is the whole setup.
01
A Google account. Email and calendar connect through Gmail and Google Calendar, the only providers for now.
02
A Stripe account, if you want clients to pay by card or Direct Debit. Payments go straight into it.
03
CSV exports from your current tools. Clients, contacts, deals, tasks, leads and invoices import. Projects don't: create them, from a project type if you want its milestones and tasks.