Scopes and change requests buried in email
01Agreed scope and later changes live in email threads, so delivery teams overrun and finance can't bill for the extra work.
PROFESSIONAL SERVICES SOFTWARE DEVELOPMENTMake delivery, billing and client communication traceable.
We build client portals, resource planning and time-to-invoice workflows that connect your CRM, PSA and accounting systems, so scope, effort and billing stay aligned from proposal to payment.
Consultancies, accounting firms, agencies and specialist service organizations
THE OPERATIONAL GAP
Delivery margins depend on scope, time and approvals.
Services firms lose margin in small, repeated gaps between sales, delivery and finance.
Resource plans that don't match real workloads
02Plans in spreadsheets don't reflect actual time or leave, leading to burnout on some teams and idle time on others.
Time and expenses reconciled repeatedly
03Time entries, expenses and invoices are checked by hand across systems before every billing cycle.
Clients lack visibility into delivery and approvals
04Clients ask for status by email and approvals are scattered, slowing sign-off and payment.
Scopes and change requests buried in email
01Agreed scope and later changes live in email threads, so delivery teams overrun and finance can't bill for the extra work.
Resource plans that don't match real workloads
02Plans in spreadsheets don't reflect actual time or leave, leading to burnout on some teams and idle time on others.
Time and expenses reconciled repeatedly
03Time entries, expenses and invoices are checked by hand across systems before every billing cycle.
Clients lack visibility into delivery and approvals
04Clients ask for status by email and approvals are scattered, slowing sign-off and payment.
WHAT WE BUILD
Professional services software we design and build.
We connect your existing CRM, PSA and accounting tools and build the workflows they handle poorly.
01
Client and project delivery portals
Shared milestones, deliverables, approvals and status for clients, linked to your internal project records.
02
Resource and workload planning
Skills, availability and allocation across projects, updated from actual time entries.
03
Time tracking and billing workflows
Time and expense capture, approval and invoice preparation for fixed-fee, time-and-materials and retainer work.
04
Proposal and document management
Proposal templates, approvals and engagement documents connected to the resulting project.
01
Client and project delivery portals
Shared milestones, deliverables, approvals and status for clients, linked to your internal project records.
02
Resource and workload planning
Skills, availability and allocation across projects, updated from actual time entries.
03
Time tracking and billing workflows
Time and expense capture, approval and invoice preparation for fixed-fee, time-and-materials and retainer work.
04
Proposal and document management
Proposal templates, approvals and engagement documents connected to the resulting project.
WORKFLOW EXAMPLE
From approved scope to issued invoice.
An example delivery flow. Billing rules, approval limits and client visibility are agreed with your partners and finance team.
Client approves project scope
InputSigned proposal or statement of work
OutputProject with scope, budget, rates and billing type
01Milestones created and owners assigned
InputApproved scope and resource availability
OutputMilestones, tasks and allocated team members
02Effort and deliverables captured
InputTime entries, expenses and deliverable uploads
OutputApproved time and deliverables against milestones
03Change requests approved
InputScope change raised by team or client
OutputClient- and partner-approved change with budget impact recorded
Review required
04Invoice issued and status reported
InputApproved time, milestones and changes
OutputInvoice in your accounting system and client status report
05
SYSTEM DESIGN
The architecture behind the workflow.
A reference design that connects sales, delivery and finance data around one project record.
- CRM and proposal store
- Project and resource service
- Timesheet and approval workflow
- Billing and accounting connector
- Client reporting portal
- Change requests approved
- CRM and proposal store to Project and resource service
- Project and resource service to Timesheet and approval workflow
- Timesheet and approval workflow to Billing and accounting connector
- Billing and accounting connector to Client reporting portal
- Timesheet and approval workflow to Change requests approved
- Change requests approved to Billing and accounting connector
CRM and proposal store -> Project and resource service -> Timesheet and approval workflow -> Billing and accounting connector -> Client reporting portal
01
CRM and proposal store
Holds opportunities, proposals and signed engagements that create projects.
02
Project and resource service
Manages projects, milestones, skills and allocations.
03
Timesheet and approval workflow
Captures time and expenses and routes them for approval by project and role.
04
Billing and accounting connector
Sends approved invoice data to your accounting system and receives payment status.
05
Client reporting portal
Shows clients milestones, deliverables, approvals and invoices for their projects only.
Technology
Chosen for the systems above.
These tools are already in published projects with a similar shape of work. The set for your release is confirmed once the interfaces and review points are known.
- CRM APIs (HubSpot, Salesforce)
- Accounting APIs (QuickBooks, Xero, NetSuite)
- PSA integrations
- E-signature APIs
- Client portal frameworks
Frontend
ReactNext.jsBootstrapReactNext.jsBootstrapProgramming Language
TypeScriptTypeScriptUI Styling
Tailwind CSSTailwind CSSState Management
ReduxReduxBackend
Node.jsExpress.jsNode.jsExpress.jsBackend Framework
Express.jsExpress.jsDatabase
MySQLMySQLDatabases
MySQLMongoDBMySQLMongoDBAI Integration
OpenAIOpenAI
DESIGN TRADE-OFFS
Decisions that change cost, reliability and scope.
Most firms already own several tools, so the question is usually what to integrate versus build.
Custom PSA versus extending an existing PSA
Replacing a PSA is disruptive; integrating and extending it is often faster. Custom builds make sense when your delivery model doesn't fit standard tools.
List current PSA limitations and check whether they're configurable.
AI proposal drafting versus approval
AI can draft proposals and statements of work from templates and past work, but pricing and commitments need partner approval.
Define review and sign-off rules before enabling drafting.
Fixed fee versus time-and-materials billing models
Each model needs different tracking: fixed fee needs milestone and margin tracking, time-and-materials needs rate and approval controls.
Map every billing model you use and how revenue is recognized.
Custom PSA versus extending an existing PSA
Replacing a PSA is disruptive; integrating and extending it is often faster. Custom builds make sense when your delivery model doesn't fit standard tools.
List current PSA limitations and check whether they're configurable.
AI proposal drafting versus approval
AI can draft proposals and statements of work from templates and past work, but pricing and commitments need partner approval.
Define review and sign-off rules before enabling drafting.
Fixed fee versus time-and-materials billing models
Each model needs different tracking: fixed fee needs milestone and margin tracking, time-and-materials needs rate and approval controls.
Map every billing model you use and how revenue is recognized.
SECURITY & COMPLIANCE
Controls appropriate to client data and billing.
Firms hold confidential client information and must show how fees were calculated.
Commercial terms, professional duties and confidentiality obligations vary by contract and discipline, for example for accounting firms under AICPA standards. Automated drafting is not professional advice.
Client data separation
Each client sees only their own projects, documents and invoices, and staff access follows project assignment.
Contract and change history
Every scope, rate and change approval is versioned and linked to the project.
Financial approval permissions
Rate overrides, write-offs and invoice approvals are limited to authorized roles with logged reasons.
Document retention and role-based access
Engagement documents are retained per policy, and sensitive files are restricted by role.
NIST Cybersecurity Framework 2.0NIST AI Risk Management Framework
NIST Cybersecurity Framework 2.0NIST AI Risk Management Framework
DELIVERY APPROACH
From real firm constraints to a verifiable release.
We start with one practice or billing model, then expand across the firm.
01
Review sales-to-delivery handoffs
Trace how a won deal becomes a project and an invoice today.
Signed process map with handoff gaps and system owners.
02
Define scope and billing objects
Model projects, milestones, rates, changes and billing types.
Approved data model and billing rules for the pilot practice.
03
Build milestone-to-invoice workflow
Deliver scope approval through invoicing for one practice.
Working workflow producing invoices from approved time and milestones.
04
Test changes and reconciliation
Test change requests, write-offs and accounting sync.
Reconciliation results showing invoices match approved time and changes.
05
Deploy with reporting ownership
Go live with utilization and margin reporting.
Reporting owners, monitoring and support procedures signed off.
Published work
Projects you can read in full.
Each card is a published project. The industry on the card is the one that work was built for.
SaaS, Project Management and Business Productivity
Clove
We developed a complete project management and team collaboration SaaS with frontend, backend, REST APIs and a structured database.
Read the project
Workforce Management and Education Technology
PeopleCore
Before development, we looked at the main problems employees and mentors faced in their daily work.
Read the project
From the journal
Reading that sits beside this work.
Recent notes from the team. Pieces that match this industry are shown first.
PROJECT PLANNING
What we need to define before development begins.
Your current CRM, PSA and accounting setup answers most of these.
- 01
Which CRM, PSA, time tracking and accounting systems do you use?
- 02
Which billing models do you offer, and how are changes approved?
- 03
How is resource planning done today, and who owns it?
- 04
What should clients be able to see and approve online?
- 05
Which outcome matters most: utilization, billing speed, write-offs or client satisfaction?
CRM, PSA and accounting API access
Sample projects and invoices
Finance and delivery owners
Client portal requirements
CRM, PSA and accounting API access
Sample projects and invoices
Finance and delivery owners
Client portal requirements
Professional services software FAQs.
Yes, through their APIs. Won deals create projects, approved work produces invoices in your accounting system and payment status flows back, without retyping.
Changes are raised in the system with budget and timeline impact, approved by the client and responsible partner, and linked to the project, so they are delivered and billed correctly.
Yes, from your templates, rates and past engagements. Drafts go to partners for review, and pricing and commitments are never sent without approval.
Yes. A client portal shows milestones and deliverables, records approvals with who and when, and can trigger invoicing for milestone-based billing.
Only if your delivery or billing model can't be supported by configuration and integration. We compare the cost and disruption of each option before recommending replacement.
You own the software and the client records it stores. CRM and accounting systems remain under your vendor accounts. We document which system is the source for a client, a project, and an invoice.
Yes. A client user sees the projects and files you publish to them. Staff see the clients their role allows, not the whole firm by default.
One firm workflow: proposal approval, time to invoice, or a client delivery that needs a sign-off. Replacing the PSA is a later choice.
A change is a record with the request, the person who approved it, and what it does to the timeline or fee. It is not only a comment in a chat thread.
Have a delivery, resourcing or billing workflow to fix?
Share your tools and billing models. We'll scope a first workflow that shortens time from work to invoice.
Tell us how the work runs today, which systems already hold the data, and what a useful first release would change. We use that to judge scope before anyone writes a proposal.
The form goes to a solutions architect at THE TISA. You get a direct reply on fit, approach, and what we would need from your team.
Share your scope
Tell us about the workflow or product. A solutions architect replies within one business day.