Project Management for Agencies
Get total visibility over each client's profitability. Integrated platform for task delegation, time tracking, and invoicing tailor-made for creative agencies and professional services.
What a custom project management system is
A custom project management system brings tasks, hours and invoicing into one place, so each client profitability is visible during the project and not only after it ends.
What sets it apart from a task tool is linking recorded time to contracted value: without that link you know what is done, but not whether it made money.
What makes it useful
- Frictionless team hour logging (Timesheets)
- Instant profitability analysis (Fee vs Internal costs)
- Capacity management and resource forecasting
- Client deliverable structured approval workflows
The Profitability Puzzle
Service companies deliver well but often fail margins. Without strictly logging time invested versus flat fees charged, over-servicing destroys profit margins invisibly.
Signs margin is disappearing unseen
- Client profitability only becomes clear once the project is over.
- Hours are logged from memory on Friday, when they are logged at all.
- There is out-of-scope work nobody invoiced because nobody recorded it.
- Allocating people to next month is a conversation, not a number.
What it integrates with
The link between hours and invoicing is what separates this from a task board.
- Invoicing certified by the Portuguese tax authority
- Team calendars, for real availability
- Existing task tools, when the team does not want to drop them
- Payroll, for real cost per person and per hour
- Accounting, for close by cost centre
How the project runs
Four phases. Scope, timeline and price are fixed at the end of the second, and from there on there is no budget revision halfway through.
- 01
Assessment
30 minutesWe understand the operation, the systems in use and where the manual work sits. Free and with no commitment to proceed.
- 02
Discovery and proposal
2 weeksWe map the real process, design the architecture and list the integrations. Scope, timeline and price close here.
- 03
Build
8 to 12 weeksTwo-week cycles with a demo at the end of each one. You validate every delivery before we move to the next.
- 04
Go live
1 to 2 weeksData migration, team training and documentation. Three months of support included after delivery.
What it costs
We publish the numbers so you can decide before talking to us. These are real ranges from projects we run, not a price list. The exact figure closes in the proposal and does not change halfway through.
Hours and projects
€12,000 to €22,000
Time tracking, projects, tasks and profitability per client.
Agency management
€22,000 to €38,000
Adds invoicing, deliverable approvals and capacity planning.
Services platform
from €38,000
Several offices, retainer contracts and revenue forecasting.
Frequently asked
Want to know what this would do in your operation?
Free diagnosis, no commitment. We look at your process and come back with a plan covering scope, timeline and investment. Reply within 48 business hours, NDA included by default.
- 100% free diagnosis
- No commitment to proceed
- Reply within 48 business hours
- NDA included by default
Request free diagnosis
Two minutes to tell us the essentials. We reply within 48 business hours with a first read on your case and, if it makes sense, a proposed session.
Explore other solutions
Every vertical has its own challenges. See how we approach other sectors where we have proven experience.