For agencies, consultancies, A/E firms and staffing firms
From closed deal to paid invoice without retyping it three times.
The deal closes in HubSpot. Then someone builds the project in BigTime, the folder in SharePoint, the board in Asana and the customer in QuickBooks, and invoices wait on whoever forgot a timesheet. We connect the tools you bill through so a new client is set up from the deal and approved time becomes a draft invoice your controller signs off.
Example workflow · Sheet PS-01
Sound familiar?
Where billable firms lose non-billable hours.
These turn up in agencies, engineering offices and staffing desks alike, under different names.
- Every closed deal gets typed again into the project tool and QuickBooks.
- Partners see last month's utilization after it's too late to change it.
- Invoices sit until Friday's round of chasing missing timesheets is done.
- Resumes and project sheets get rebuilt for every RFP and SF330.
What we build
Before and after, from pursuit to payment.
We keep your PSA, CRM and accounting system. The work is the connections and reports between them.
| Job | Today | After |
|---|---|---|
| Project setup | The same client created by hand in four tools after the deal closes | Client, project, time codes, SharePoint folder and Teams channel created from the Closed Won deal |
| Invoicing | Time exported, invoice assembled and PO matched by hand | A draft invoice built from approved time for the controller to review and send |
| Missing time | Friday emails and Slack pings | Reminders to the person and a flag to the project manager before billing day |
| Utilization | A monthly Excel file built from time exports | A Power BI dashboard by person, team and client that refreshes daily |
| Staffing pay and bill | Approved Bullhorn timesheets keyed into payroll and billing | Approved hours handed to your payroll and billing systems, while your team still runs payroll and owns I-9 and E-Verify |
| Proposal library | Resumes and project sheets copied from old Word files for each pursuit | An app that drops current resumes and project sheets into your proposal template, built as a staged project |
Typical prices for professional services firms
Know the number before we start.
These are our published ranges. The audit fee is credited toward the project.
Quote-to-cash and time-to-invoice mapped, with every retyping step priced.
HubSpot or Salesforce to QuickBooks, or BigTime and Harvest to accounting.
Utilization, realization, budget burn and AR by client.
20 hours a month of senior engineering for firms with a steady backlog.
Professional services FAQ
Questions from managing partners and controllers.
Can HubSpot create a QuickBooks invoice when a deal closes?
Yes. On a Professional or Enterprise HubSpot plan in the US, HubSpot's own QuickBooks Online workflow actions can create an invoice when a deal reaches a stage, and if that covers your billing, use it.
We add a custom step when it doesn't: billing schedules, milestone and retainer terms, PO numbers, time from BigTime or Harvest, or a check for an existing customer so QuickBooks never gets a duplicate. Nothing posts until your controller approves the draft.
Do we have to replace our PSA or accounting system?
No. We connect what you run now, whether that's Ajera, BQE Core, BigTime or Harvest alongside QuickBooks, and the audit confirms what each one's API and your plan allow. If a tool can't do the job, the audit says so plainly, and your current process keeps running until your team is comfortable with the new one.
Do you have SOC 2?
No, we don't have a SOC 2 report. What we offer instead: we sign your NDA and our master services agreement, carry professional and cyber liability insurance with $1 million in coverage, complete your vendor security questionnaire, and work in named accounts you create with only the access a workflow needs.
When the project ends we turn off our access. If we stay on for support, credentials live in a business password manager such as 1Password.
How much does professional services automation cost?
An audit is $500–$2,500, and a single automation such as missing-timesheet reminders is $750–$1,500. Connecting two systems is $2,500–$7,500, and a utilization dashboard is $3,000–$8,000.
A client portal is $5,000–$15,000. Bigger builds that replace licensed software or tie several systems together run $15,000–$40,000+, delivered in gated stages. Every build gets a written price first.
What happens when an integration breaks at month-end?
A named person on your team gets an alert the moment a run fails, so it doesn't wait for a client to notice a wrong invoice.
We won't leave you stranded. We can't promise 100% uptime when a vendor changes its app, but we commit to fixing it: small fixes are covered on a Care plan, and bigger changes get a written quote.
A note from Dean
I studied software engineering (B.S., WGU), hold ITIL 4, and have shipped production software since 2020. Firms that bill by the hour know what a vague estimate costs, so you'll get a scoped, written price from me before any build, and a plain no when something isn't worth doing.
Dean Whitten
Start here
Tell us how many tools a new client gets typed into.
You'll hear back within two business days with a useful next step, even if that step is a setting you haven't turned on yet. Rather call or text? (478) 954-7760