Template pack · Professional services

Agency & consultancy

Agencies, IT consultancies and professional services: a deal pipeline, service rate items, projects with budgets and timesheets, recurring retainer invoices, withholding tax and profit per project.

13: capabilities set up
16: accounts & items set up
10: roles, boards & fields set up
11: automation rules set up

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What it carries a record through

1Deal
2Proposal
3Won
4Project & budget
5Time & expenses
6Invoice
7Payment
8Profitability

What your trade expects, and where it lives here

Built to the standard of the best systems in this trade

We worked out what a professional services business expects from a top-tier system on day one, and set this pack up to do that work. Everything below runs in Rytrix today.

Winning work

Deal pipeline
Deals move from Brief received to Won with a probability per stage, a weighted forecast and a reason recorded when lost.
CRM
Proposals priced by service
Strategy, design, development and retainers are priced as service items by the hour, the day or the month, on your letterhead.
Sales
Proposal to project
A won deal becomes a quotation, and the project carries the same client, budget and billing type.
Projects

Delivery

Projects with boards and timelines
Every engagement gets a task board with table, kanban, calendar and timeline views.
Projects
Billing type per project
Fixed fee, time and materials, retainer or non-billable, with the hourly rate on the project.
Projects
Timesheets
Hours logged against the project and task, billable or not, with a rate and an approval status.
Projects
Budget against actual
The project page shows spend and hours against the budget, amber at 80% and red when over.
Projects
Client requests as tickets
Change requests and support land in the helpdesk with a response target, linked to the client.
Helpdesk

Money

Retainer invoices on schedule
Monthly retainers raise themselves as recurring invoices.
Sales
Rebillable expenses
Third-party and media costs are captured as billable expenses against the project.
Finance
Withholding tax on fees
Clients who deduct 5% are flagged on their record, and what you withhold from freelancers is tracked as certificates.
Purchases
Project profitability
Invoiced against expenses and timesheet cost, per project and per client.
Reports
Permission sets that hide the numbers
A Team member role logs time and moves tasks without seeing fees, costs or the ledger.
Settings

Before you log in

What is already there on day one

Pick this pack at signup and all of this is created with your workspace. Nothing is locked: rename it, add to it or delete what you do not use.

It calls things

customer Client

Apps switched on

Assistant
CRM
Sales
Purchases
Finance
HR & Payroll
Projects
Helpdesk
Reports
Documents
Automations

Enquiry pipeline6

Brief received
Discovery call
Proposal sent
Negotiation & LPO
Won — engaged
Lost

Items that post to the right account8

Strategy & advisory→ Fee Income — Projects
Design & creative→ Fee Income — Projects
Development & technical→ Fee Income — Projects
Project management→ Fee Income — Projects
Training & workshops→ Fee Income — Projects
Monthly retainer→ Fee Income — Retainers
Media & advertising spend (rebilled)→ Rebillable Costs Recovered
Printing & production (rebilled)→ Rebillable Costs Recovered

Seeded without prices — you set your own rates.

Catalogue structure12

Professional fees — Strategy & advisory · Design & creative · Development & technical · Project management · Training & workshops
Retainers
Rebillable costs — Media & advertising spend · Printing & production · Software & licences · Travel & accommodation

Ledger accounts added to the Kenyan chart8

4210Fee Income — Projects
4220Fee Income — Retainers
4230Rebillable Costs Recovered
5310Freelancers & Subcontractors
5320Media & Third-party Costs
1230Unbilled Work in Progress
2410Retainers Received in Advance
6860Software Subscriptions

Roles, ready to hand out4

Account managerOwns clients, proposals and invoices for their accounts. No payroll, no ledger.
Project managerRuns projects, approves time and watches the budget.
Team memberTasks and their own time. Fees, costs and the ledger stay out of sight.
FinanceInvoices, receipts, supplier bills, withholding tax and the books.

On top of Owner, Administrator, Manager, Staff and Viewer.

Board: Studio workload

Who is on what this week, across every client — the view that stops a designer being booked twice.

Briefed
In progress
Internal review
With client
Approved
Blocked

Columns: Owner · Due · Priority · Client · Estimate (h) · Billing

Fields your trade needs on the record5

Client record: LPO required before work starts · Accounts payable contact
Project: Client LPO / PO number · Engagement type
Enquiry: Decision maker

Automation rules11

Follow up a new enquiry within a dayOn
Turn a won lead into a quotationOn
Log why you lost the jobOn
Confirm the order when a quote is acceptedOn
Chase quotations that go staleOn
Email the invoice to the customerReady
Chase overdue invoices on WhatsAppReady
Tell the owner when money landsOn
Approve staff expense claimsOn
Answer a new ticket the same dayOn
Ring the customer before you closeOn

Internal alerts and tasks start switched on. Anything that messages your customers waits until you have connected SMS or WhatsApp and read the wording.

Units, price lists, stores, departments

Price lists: Standard rate card · Retainer clients · NGO & non-profit
Units added: Half day · Week
Departments: Client Service · Creative & Delivery

Wording on your documents

quotation: Fees are quoted in Kenya Shillings, exclusive of VAT, and valid for 14 days. Work begins on receipt of a signed acceptance or LPO and the agreed deposit. Third-party costs are billed at cost unless stated. Changes to the agreed scope are quoted separately before work proceeds.
invoice: Payment is due within the agreed terms. Where withholding tax is deducted, please send the KRA withholding certificate so the payment can be allocated in full.

A starting point — every word is editable under Settings → Print templates.

The numbers this trade runs on

Reports that are already wired

Each of these is a screen in the product, computed from the same records the business runs on — not a spreadsheet to keep in step.

Project margin
(Invoiced − expenses − timesheet cost) ÷ invoiced, per project.
Billable share of hours
Billable hours ÷ all hours logged, by person and project.
Weighted pipeline
Deal value × stage probability, summed across open deals.
Proposal win rate
Proposals confirmed ÷ proposals sent.
Revenue by client
Invoiced and outstanding per client — concentration risk at a glance.
Withholding tax certificates
Withheld, certificate received and still pending, by month.

Start with the Agency & consultancy pack.

First month free · no card needed · everything above is there when you log in.

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