AGENCIES & PROFESSIONAL SERVICES
Tooliva wires your project tool, time tracking and invoicing into one pipeline, so the Monday numbers assemble themselves. Built for agencies and professional-services firms with 10–50 people.
> report: compiled → reviewed → sent ✓ 6:00am
10 hrs
saved weekly across the AM team
$7,500
one-time build cost
11 wks
to full payback
from a 22-person agency build
ANATOMY OF THE MONDAY REPORT
The report structure from the 22-person agency build, numbers withheld under NDA. Each section names the tool it’s pulled from.
MONDAY REPORT · wk 42 · sent 6:00am
| Section | Pulled from | This week |
|---|---|---|
| Utilisation by teamtime tracking | time tracking | number withheld under NDA |
| Hours logged vs. billedtime tracking + invoicing | time tracking + invoicing | number withheld under NDA |
| Pipeline this monthCRM | CRM | number withheld under NDA |
| Invoices overdueQuickBooks / Xero | QuickBooks / Xero | number withheld under NDA |
| Projects over budgetproject tool | project tool | 2 flagged |
> checked against last week · anomalies flagged · sent to leadership ✓
> sources
→ the report, 6:00am
FROM SIGNED PROPOSAL TO KICKOFF
A signed proposal should start the project, not a checklist. Here’s an illustrative afternoon.
> new client · proposal signed 2:14pm
done6 of 6 · 2:20pm ✓
> you: signed it. the system: everything else.
THE MATH
The 22-person agency build cost $7,500 once and returned about 10 hours a week across the account-management team. Your number depends on how many hours the report eats today.
Drawn from the agency case’s metrics: one cost, one weekly return, one payback week. Nothing else is plotted.
If an automation won’t pay for itself inside 12 months, we’ll tell you not to build it — before you spend a dollar.
That’s their math. The free audit runs yours.
Book a free tool-stack auditPROOF · AGENCY
Names withheld under NDA — every metric below is from a signed-off client build. Ask us on the audit call and we’ll walk you through the actual systems.
> report: compiled → reviewed → sent ✓ 6:00am
PROFESSIONAL SERVICES · 22-PERSON AGENCY
Project data, time tracking, and invoicing now flow into one pipeline. The Monday leadership report writes itself; account managers got their mornings back.
The Monday report writes itself. My account managers got their mornings back, and the numbers are right every single time.
Founder, 22-person agency
> report: compiled → reviewed → sent ✓ 6:00am
HOW IT WORKS
The same four steps every time, fixed price agreed in writing before step three; the agency build above came in at $7,500.
We sit with your team, map how work actually moves through your business, and find where the hours leak out.
You get a ranked plan: what to automate first, what it returns, what it costs — and what isn’t worth building. Yours to keep, even if you walk.
Fixed price, agreed in writing before we start. Built and tested on your real data before anything touches your customers.
Full documentation, a training session for your team, and 30 days of tuning included. Then it’s yours — no dependency on us.
PRICING
A report pipeline or an onboarding flow on its own is a single-workflow build, from $3,500. Projects, time and invoicing wired into one pipeline runs from $7,500.
$499
flat, one time
From $7,500
scoped in writing first
$250–500
per month, optional
Not sure which you need? Book the free audit — we'll tell you straight, and the roadmap is yours either way. Single-workflow builds (one automation, two or three tools) start at $3,500. You’ll always see the full price before you pay anything.
QUESTIONS FROM FOUNDERS
Usually — the audit tells us. If project codes and time entries are inconsistent, the first build often starts with the wiring that keeps them clean: a signed proposal creates the project, the project creates the time codes. The report comes once the data is trustworthy.
Whatever you run: HubSpot or Salesforce for the pipeline, your time tracker, your project tool, QuickBooks or Xero for invoicing, Slack or email to deliver. Anything with an API — and we’ll tell you if something genuinely can’t do the job.
It can be wrong the way a spreadsheet can: if the data underneath is wrong. The build checks the numbers against each other, flags anything that moved more than it should and shows its sources, so the first person to read it knows what to trust.
The agency build above cost $7,500, saved about 10 hours a week across the account-management team, and paid for itself in 11 weeks. Yours depends on how many hours the report eats today — the free audit puts a number on it.
No — that’s the whole point. We wire up what you already pay for. If a tool genuinely can’t do the job, we’ll tell you exactly why and what the cheapest fix is. We take no commissions from software vendors.
You own the system and the docs, so your team can change it; most prefer to ask us. Small changes are covered by the 30 days of tuning after go-live and by the optional Care Plan after that.
KEEP READING
READY WHEN YOU ARE
A free 30-minute tool-stack audit — not a sales pitch. We’ll look at your project tool, your time tracking and your invoicing, scope the highest-ROI build and tell you straight whether it’s worth doing.
Prefer to reach out directly?hello@tooliva.com
