SERVICES & AGENCIES
Management software for services & agencies
Bill every hour you actually work, staff from live capacity, and close the month without assembling it by hand.
Agencies and professional-services firms run on people and time, yet most track both across a CRM, a project tool, a spreadsheet of timesheets, a separate invoicing app and a shared drive nobody trusts. Every handoff between those systems is a place where hours go unbilled and scope creeps unnoticed.
divisionAI replaces that stack with one system built around how your firm actually delivers: pipeline to project to timesheet to invoice, in a single record, with AI agents chasing the admin nobody wants to do.
What it costs you today
Unbilled hours
Time logged late — or not at all — because tracking lives outside the tool where work happens. On a 20-person team, a few unlogged hours a week is a five-figure annual leak.
Invisible scope creep
Nobody notices a retainer is 40% over until the month closes. By then the conversation with the client is a negotiation, not a heads-up.
Utilisation you can't see
Who is overloaded and who has capacity is a question answered by asking people, not by opening a dashboard. Staffing decisions get made on instinct.
Reporting as a second job
Account leads rebuild the same client status deck every month by copy-pasting between four tools.
WHAT BECOMES POSSIBLE
TAKE ON MORE CLIENTS,
NOT MORE ADMIN.
The ceiling on most agencies isn't demand — it's how much delivery the team can carry before coordination eats the margin. Every extra client adds status meetings, re-keyed timesheets and another spreadsheet to reconcile, so growth quietly costs more than it earns.
When pipeline, delivery, time and invoicing are one system, that overhead stops scaling with the client count. Utilisation is a screen, not a question. The monthly report writes itself from real project data. Account leads spend their week on the work clients pay for instead of assembling evidence that it happened.
"The same team, running more accounts — because the admin stopped growing with them."
One system, from pitch to paid
The modules below are the usual starting point for a services firm. Yours are shaped in discovery — you get the ones your delivery model needs, named the way your team already names them.
Pipeline & clients
Deals, proposals and every client conversation on one timeline — with the delivery history attached, so the person renewing the retainer can see what actually shipped.
Projects & tasks
Projects that inherit their scope and budget from the deal that created them. Burn against budget is live, not a month-end surprise.
Timesheets & utilisation
Time logged where work happens, in one click. Utilisation and capacity per person, per team, per client — visible without asking anyone.
Retainers & invoicing
Invoices generated from approved time and milestones. Recurring retainers bill themselves; overages are flagged while there's still time to talk about them.
AI agents
Agents chase missing timesheets, draft the monthly client report from real project data, and flag any account trending over budget before it closes.
What changes
What an agency notices first is the month-end close, which stops being a reconciliation exercise. What it notices later is that it took on more work without hiring for coordination.
Questions from agency owners
- We already use a project tool the team likes. Do we have to drop it?
- No. If a tool is genuinely working, we integrate it rather than replace it — the point is to remove the copy-paste between systems, not to force a migration for its own sake. Most firms end up consolidating anyway once the data lives in one place, but that's a decision you make after seeing it, not a precondition.
- How do you handle time tracking without the team revolting?
- Logging happens inside the task the person is already looking at, and the AI agent drafts the week from calendar and activity data for them to confirm rather than type from scratch. Adoption problems with timesheets are almost always friction problems.
- Can it handle both retainer and project-based billing?
- Yes — most agencies run both, plus some variant of value-based pricing. Billing rules are part of what we map in discovery, so the system reflects how you actually charge instead of forcing you into a generic template.
- What happens to our historical client data?
- It gets migrated. The data layer phase exists specifically for this: we clean, deduplicate and load your existing records so the new system launches with your history intact rather than empty.
NEXT STEP
See what this looks like for your business.
A 30-minute call, a map of your processes, and a straight answer on what a tailor-made system would cost you. No deck, no pressure.
OPERATIONS
- Operations: Global Remote
- European Hubs: Tirana / Cologne
- SLA: Reply < 24 Hours