01
Client project management
Each engagement with its scope, budget, rate card, milestones and change requests, visible to the client where you choose to share it.
03People & work · PSA
Professional services automation software development.
Professional services automation runs a business that sells its people's time: the projects, who is on them, the hours, the invoices and whether each engagement made money.
We build it to order, around the way you work, or extend and connect the one you already have.
01What it is
In plain words.
Professional services automation runs a business that sells its people's time: the projects, who is on them, the hours, the invoices and whether each engagement made money.
A services firm can be busy and unprofitable at once. Hours go unrecorded, invoices go out late, the best people are triple-booked while others wait for work, and nobody knows a project lost money until it is over.
PSA joins the pieces: the engagement as sold, the people assigned, the time they log, the invoice raised from it and the margin left. It is the ERP of a company whose stock is hours.
02What it includes
Every part, explained.
6 parts. Each can be built by itself; together they are one system.
02
Resource allocation
Staffing by skill, seniority, cost and availability, with the pipeline of expected work shown against capacity so hiring and bench time are planned.
03
Time tracking
Timesheets quick enough that people fill them in: by project and task, on phone or desktop, with reminders, approvals and rules for billable and non-billable time.
04
Billing
Invoices generated from approved time and expenses, for time-and-materials, fixed-price, milestone and retainer engagements, with unbilled work visible before month-end.
05
Utilisation management
Billable against available hours by person, team and practice, with targets, so over-use and under-use are seen in time to act.
06
Project profitability analytics
Revenue, cost and margin per project, client and service line, including the write-offs and overruns that a simple revenue report hides.
Buy, extend or build?
Buy a PSA product if you bill hours in a standard way. Build when your commercial models are mixed or unusual, when resourcing rules are your own, or when PSA has to run as one with your CRM, HR and accounts and the products available split them apart.
Where intelligence fits
Intelligence in PSA is built to estimate effort for a new engagement from similar past ones, suggest staffing, forecast revenue from the pipeline, and prompt for the time entries people forgot. Estimates carry their range and the projects they were drawn from.
03What it works with
Never on an island.
A system is worth most when it shares its records with the ones beside it.
- Project and work management systemsWork management software shows who is doing what, by when, and what is in the way.
- Customer relationship managementA CRM is the one place a company keeps everything it knows about the people it sells to: who they are, what was said, what was offered and what happens next.
- Accounting and financial management systemsFinancial management software records every amount that comes in and goes out, and turns the record into reports a business can be run on.
- Human resource management and human capital managementAn HRMS is the system of record for everyone who works at a company: who they are, what they are paid, when they worked and how they are doing.
Part of a family
People and work: Who is here, what they are working on, and what they need to do it.
04How we build it
Five steps, in the open.
- 01
Listen
You describe the work and where it hurts. We look at the systems and the data you have now.
- 02
Specify
A written specification: what the system does, what it does not, what it connects to and how we will know it works. A clear quote before any work starts.
- 03
Build in stages
A working piece at each stage, on real data, so you steer early. The part that matters most comes first.
- 04
Move the data
Existing records mapped, cleaned of duplicates and reconciled against the old system before anything is switched off.
- 05
Hand over
Training, documentation and the keys. Your team can run it, and we keep it working for as long as you want us to.
One set of records underneath
Customers, products, suppliers, people and stock are each defined once. A second system joins the first; it does not start a competing copy.
Runs where you decide
Your own servers, a private cloud or a cloud account that belongs to you. Customer, employee and financial data stays on infrastructure you control.
Yours to keep
You own the code, the data, the configuration and the documentation. There is no licence fee to us and nothing stopping another team from taking it on.
05Questions
Before you ask.
Questions about PSA
Who is PSA software for?
Any business that sells expertise by the hour, day or project: consultancies, agencies, engineering and architecture firms, IT services, legal and accounting practices.
How is PSA different from project management software?
Project software tracks the work. PSA adds the commercial side: rates, budgets, time, billing, utilisation and margin. It answers whether the project was delivered and whether it was worth doing.
Can invoices be produced automatically from timesheets?
Yes. Approved time and expenses become draft invoices under each engagement's terms, for finance to review and send.
Guides
Plain-language guides on the problems this work solves.
- CRM, ERP, HRMS, CDP, PIM, WMS and the rest: thirty business systems explained in plain wordsBusiness systems · 8 min
- Custom software or off-the-shelf: how to decide whether to build, buy or extendBuild or buy · 3 min
- Custom CRM or off-the-shelf CRM: which does your sales team need?CRM · 3 min
- When does a company need a custom ERP?ERP · 3 min
- All 16 guides on this →
Rather talk it through? Tell us the problem in a few lines and a person will answer it.
Ask us →Tell us how the work runs today.
How the work runs today, what the system must do and what it has to connect to. A person reads it and replies honestly about whether to buy, extend or build.
Contact
Hire the
swarm.
Tell us what you want the swarm to do. We'll tell you honestly whether it can — and what it would take.
hello@quantumbeetle.ai