A consulting firm sells time, yet the hours spent on each project are reconstructed at month end from memory into spreadsheets. When the day budget in the proposal is exceeded nobody notices, and hours that never reach an invoice turn into lost profit. In the system we build every project is tied to an hour budget with its phases and tasks. Consultants enter daily time from their phones, the project manager is alerted when a budget threshold is crossed, approved hours turn directly into invoices and project profitability is visible live.
Problems at consulting firms
- Timesheets filled in late and incompletely
- Budget overruns noticed only when the project ends
- Working hours that are never invoiced
- Consultant utilisation that cannot be planned
Modules
Projects and phases
Scope, phases, tasks, owners and delivery dates.
Timesheets
Daily hours entry on mobile and web, with an approval flow.
Budget control
Hour and expense budgets, threshold alerts and forecast completion.
Resource plan
Consultant utilisation, skills and project assignment.
Invoicing
Time-based, fixed-fee or milestone invoices, with expense recharging.
Profitability report
Revenue and cost analysis by project, client and consultant.
How it works day to day
- 1
When a proposal is accepted the project is opened with phases and an hour budget.
- 2
Consultants are assigned to tasks and enter their daily hours.
- 3
The project manager approves hours and monitors the budget.
- 4
At period end an invoice is prepared from approved hours and expenses.
- 5
At project close the profitability and variance report is reviewed.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For firms with few consultants that do fixed-fee work, off-the-shelf time tracking tools are enough.
When custom software pays off
For firms that bill by the hour, run many parallel projects and have their own approval and budget rules, a custom system makes unbilled hours and budget overruns visible.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 17 screens and 8 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €350 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can consultants enter time from their phones?
Yes. On the mobile screen they pick a project and task and enter the time, or use a start-stop timer.
Can clients see project progress?
An optional client portal shares phases, deliverables and summaries of approved hours.
Does it connect to our existing accounting software?
Invoices and ledger entries are passed to accounting through an integration or a file export.
Can old project data be imported?
Projects, clients and time records in Excel are imported so past profitability can be reported too.
