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10 bus. days
To start
From a signed scope
100%
Code and data
Yours from the first commit
Every sprint
A working build
On a preview URL, not a deck
Fixed scope
Agreed before we build
No surprise change orders
What we build
What we build for business-services firms
The common thread across most of these is the same: replacing a manual step or a mismatched off-the-shelf tool with something built around how your firm specifically runs client work.
Client portals
A scoped, branded view where a client can check status, see deliverables, and message your team, without a status-update email thread that eventually loses track of which version is current.
CRM and pipeline tracking
Built around your actual sales and account stages — not the twelve generic ones a mass-market CRM ships with — so the pipeline reflects how a deal or an account genuinely moves through your firm.
Booking and scheduling systems
Client-facing scheduling that respects the real constraints — staff availability, service duration, buffer time between appointments — rather than a generic calendar widget bolted onto a website.
Proposal and quoting tools
Turning a scope conversation into a consistent, fast-to-produce proposal, with the numbers behind it tracked somewhere durable instead of scattered across email drafts and a template someone keeps re-editing.
Billing and invoicing integration
Connecting client work to QuickBooks, Xero, or Stripe so invoicing reflects actual project or retainer status, instead of being re-entered by hand from a separate system every billing cycle.
Reporting dashboards for account teams
A real-time view of account health, project status, and utilization for the people managing client relationships — replacing a manually assembled weekly deck nobody has time to keep current.
The honest starting point
Replacing the spreadsheet-and-email stack
Almost every firm we talk to in this space runs some version of the same three workarounds. None of them are wrong to have started with — they're just what growth eventually outgrows.
The client tracker that lives in one person's spreadsheet
It works until that person is out sick during a deadline, or two people update it at the same time and one version wins silently. A real system with one source of truth and an audit trail removes the single point of failure, not just the inconvenience.
Proposals drafted fresh in email or a document, every time
Consistency drifts, pricing logic lives in someone's head, and there's no record of what was actually promised versus what shipped. A proposal tool doesn't just save time — it gives you a paper trail when a client's memory of the scope differs from yours.
Scheduling handled by phone and calendar invite
Fine at low volume, and a real bottleneck once client-facing appointments scale past what one coordinator can juggle by hand. The cost shows up as double-bookings and missed handoffs, not as a line item anyone budgeted for.
Off-the-shelf CRM, bent to fit
A generic CRM gets your firm most of the way there and then fights you on the twenty percent that's actually specific to how you work — custom stages, unusual account structures, a workflow the tool's rules engine wasn't built to express. Custom software costs more up front and stops costing you in workarounds later.
When the off-the-shelf tool is still the right call
Not every firm has outgrown its CRM or scheduling tool, and replacing one that's working is a waste of a budget. The honest test is whether your team is building workarounds around the tool's limitations on a regular basis — if that's not happening yet, a custom build isn't the next step.
What it costs
Business-services software engagements
Cost is driven by how many client-facing roles and permission levels the system needs, and how many other tools it has to stay in sync with — not by feature count alone.
| Engagement | Commitment | Timeline | What's included |
|---|---|---|---|
| Client portal build | Fixed scope | 6 – 10 weeks | A branded, permissioned portal for status, deliverables, and messaging, integrated with your existing project or delivery system. |
| CRM or pipeline system | Fixed scope | 6 – 12 weeks | Pipeline stages, account data, and reporting built around your actual sales and account-management process, with a migration plan off your current tool. |
| Booking and scheduling platform | Fixed scope | 4 – 8 weeks | Client-facing scheduling with real staff and service constraints, plus the admin tools to manage availability. |
| Billing and invoicing integration | Fixed scope | 3 – 6 weeks | Connecting client and project data to QuickBooks, Xero, or Stripe so invoicing reflects real status without manual re-entry. |
| Ongoing support retainer | Ongoing retainer | Ongoing | Bug fixes, dependency updates, and incremental feature work after launch, sized to how actively the system keeps changing. |
Ranges assume US-based senior engineers and include a data-migration plan off whatever spreadsheet or tool the system replaces, rather than treating migration as a separate surprise cost. A quote well under these bands is often missing that migration work entirely.
Integrations
Integrations business-services firms actually need
Almost no firm wants a system that stands alone. The real goal is connecting what you build to what you already run, so data lives in one place instead of three.
QuickBooks and Xero
The most common accounting integration by far — client and project data flowing into invoicing so nothing gets billed from a stale spreadsheet or entered twice.
Stripe and ACH billing
For firms billing clients directly through the software rather than through a separate invoicing step, including recurring retainer billing tied to account status.
Calendar and scheduling systems
Real staff availability synced with Google Calendar or Outlook, rather than a scheduling tool that doesn't know when someone's actually free.
E-signature (DocuSign, HelloSign)
Proposals and engagement letters that move from draft to signed without leaving the system, with the signed document attached to the client record automatically.
Migrating off a spreadsheet cleanly
The unglamorous but critical part of most of these projects — getting existing client and pipeline data out of a spreadsheet and into the new system without losing history or introducing errors in the process.
When to extend a platform instead of building fresh
Sometimes the right answer is a configuration or a plugin on a CRM or scheduling platform you already run, not a ground-up build. We'll say so when it's genuinely the faster path, and scope the custom work for the specific gap that platform can't close.
Scoping
What decides scope
Four factors move a business-services engagement more than anything else — worth being clear on before a project is quoted, not partway through it.
Number of client-facing roles and permission levels
A portal with one type of client user is a much smaller build than one serving clients, subcontractors, and internal reviewers with different visibility into the same records.
How many systems have to stay in sync
A CRM that only has to talk to your accounting software is simpler than one reconciling data across accounting, scheduling, and a separate proposal tool — each additional system is another place data can drift out of agreement.
Single-location versus multi-location or franchise
Firms operating across several locations or under a franchise structure typically need shared infrastructure with location-level reporting and permissions, which is a different scope than a single-office build.
Compliance and data-handling requirements
Firms handling regulated client data — financial records, health-adjacent information, anything under a specific compliance regime — need that built into the access model from the start, not layered on afterward.
Related
Related services
Other work business-services firms commonly pair with a portal or CRM build.
Questions
Common questions from business-services firms
What teams ask before a first call.
Consulting practices, staffing and recruiting firms, marketing and creative agencies, accounting and bookkeeping practices, and similar client-services businesses — any firm whose product is expertise or a service delivered to other businesses, run through a pipeline of accounts and engagements rather than physical inventory.
Yes, and for many firms that's exactly what this work is — not a system with no precedent, but a rebuild of pipeline and account tracking around stages and rules your current CRM can't express. We scope a migration plan for existing data as part of the project rather than as an afterthought.
Yes, this is one of the most common integrations we build for firms in this space — client and project data flowing into invoicing so nothing has to be entered twice or billed from data that's already stale.
A client portal is a permissioned, branded view that people outside your company log into — a client checking status, a subcontractor uploading a deliverable. An internal tool is for your own team and usually needs less design polish and more workflow depth. Many firms end up needing both, and they're often built on the same underlying data.
Yes. The repository and any database hosting live in your organization's accounts from the first commit, with us added as collaborators rather than owners. That's the only arrangement that doesn't lock you to us to export your own client data or move to another team later.
A scheduling or billing integration can ship in three to six weeks. A full CRM or client portal, including data migration off your current tool, more typically runs six to twelve weeks. A scoping call gives a real number once we've seen your current stack and how much data needs to move.
The initial build covers launch and a stabilization window; ongoing support — bug fixes, dependency updates, and incremental feature work — is a separate retainer sized to how actively the system keeps changing as your firm grows.
Yes. We build shared infrastructure with location-level reporting and permissions for firms operating across several offices or under a franchise structure, so each location sees its own data without duplicating the underlying system per location.