Professional services firms run on data that lives in five different systems and talks to none of them.
CRM, project management, time tracking, billing, and client communication — professional services firms run all of them, and the manual reconciliation between them is the silent tax on every engagement. A custom integration API moves data between your systems automatically, eliminating the double-entry and the reconciliation errors. Fixed scope, fixed price.
Your professional services firm's time-to-invoice cycle involves pulling hours from a time tracking system, cross-referencing against the project scope in the project management tool, checking the billing rate in the CRM, and building the invoice in QuickBooks — all manually, every month.
Professional services billing is more complex than product billing: hours are tracked against project phases, rates vary by team member seniority and role, and the invoice needs to reflect the work done at the right detail level for the client while protecting work that's out of scope. The manual assembly of this information from multiple systems — Harvest or Toggl for time tracking, Asana or ClickUp for project management, HubSpot or Salesforce for client relationships, QuickBooks or Xero for billing — takes 4–8 hours per billing cycle per project manager at firms that don't automate the process.
The reconciliation risk is the more serious problem: when time tracking data and project management data are reconciled manually, errors slip through. Hours get allocated to the wrong project. Out-of-scope work gets billed at in-scope rates. Unbillable internal time gets included in client invoices. The reverse errors also happen: billable time gets left off invoices because the PM didn't pull the time report correctly.
The client communication data problem: email-based client communication for deliverable review and approval creates a communication record that isn't accessible to anyone except the people in the email thread. When a client disputes a scope interpretation 6 months after the project closed, the relevant context is buried in an email chain that may or may not be accessible. A structured communication layer with deliverable approval workflows and comment history creates a defensible record.
A custom API integration layer that automates the data flow between your CRM, project management, time tracking, and billing systems — eliminating the manual reconciliation and reducing the time-to-invoice cycle.
Time-tracking-to-billing pipeline
Harvest, Toggl, or Clockify API integration that pulls approved hours, applies billing rates from the rate card (stored centrally, not in each system separately), and creates draft invoices in QuickBooks or Xero. Invoice review step before final submission. Retainer burn-down tracking.
Project management integration
Asana, ClickUp, or Basecamp API integration that syncs project milestones and deliverable status to the billing pipeline. Project completion triggers invoice generation. Out-of-scope work flags for partner review before billing.
CRM data synchronization
HubSpot or Salesforce integration that keeps client billing information, contract terms, and billing rate tables synchronized with the billing system. Client contact changes in the CRM propagate to invoices automatically.
Client portal data delivery
Project status, deliverable review, and invoice access in a client-facing portal — populated automatically from the project management and billing systems, without manual updates by the account manager.
Utilization and profitability reporting
Team member utilization rates, project profitability by engagement, and billing realization rate (billed vs. worked) — assembled automatically from time tracking and billing data.
One honest number to start.
Fixed-scope, fixed-price. The number below is the starting point — final scope is built from your brief.
A custom API integration layer that automates the data flow between your CRM, project management, time tracking, and billing systems — eliminating the manual reconciliation and reducing the time-to-invoice cycle.
Three steps, every time.
The same repeatable engagement on every project. No surprises, no mystery, no billable ambiguity.
Brief & discovery.
We send you questions, then get on a call. Output: a written scope with every step, feature, and integration listed.
Build & ship.
Fixed schedule, weekly reviews. No scope creep unless you change the scope — and if you do, we reprice it transparently.
Warranty & retainer.
30-day warranty on every launch. Most clients stay on a monthly retainer for ongoing features and maintenance.
Why Fixed-Price Matters Here
Professional services firms invoice their clients on the project model. It's natural to apply the same model to technology development.
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Read moreQuestions, answered.
The integration design starts with the systems you're currently using. Most professional services tools (Harvest, Toggl, Asana, ClickUp, HubSpot, Salesforce, QuickBooks, Xero, Freshbooks) have well-documented REST APIs. The integration layer is designed around your specific stack.
Billing rate tables are modelled in the integration layer with the hierarchy your firm uses: standard rates by role, client-specific overrides, and project-specific overrides. The correct rate is applied to each time entry based on the project and team member, without requiring manual rate lookup.
Expense capture integration (Expensify, Ramp, or credit card transaction import) with project allocation is a standard addition. Approved expenses flow to the billing pipeline alongside time entries.
Two-system integration (e.g., time tracking + billing): $18k–$28k. Full operations integration hub: $28k–$50k. Fixed-price.
Tell Ryel about your project.
Describe what you’re building and what outcome you need. You’ll have a written, fixed-price scope within the week.