Turn billable hours and client projects into predictable profit.
Timesheets, resource allocation, milestone billing and project-level P&L managed in one connected system — so nothing slips between the work done and the revenue recognised.
Illustrative outcomes. Actual results depend on your processes.
From first proposal to recognised revenue.
Six stages that keep every client engagement on track — connected from scoping through to the general ledger.
Proposal & Scope
The engagement is scoped as a fixed-price, time-and-materials, or retainer contract. Deliverables, milestones and approval thresholds are defined before work begins.
Project governance & commercial controls.
Explore how billing rules, timesheet approvals, retainer caps, and scope controls work in real professional services engagements.
Retainer Quota & Capacity Monitoring
Continuously monitors consumed retainer hours in real time. Daily client tasks draw hours from the authorized retainer balance with live capacity tracking.
Monthly recurring capacity commitment is verified. Active project deliverables log billable hours against the pre-funded retainer pool.
Built for how services firms actually work.
Capabilities designed around the specific operational needs of project-based businesses — not generic ERP features adapted after the fact.
Resource Management & Capacity Planning
Match the right people to the right projects before committing. Track availability and skills so you can avoid over-allocation and bench time.
- Skill-based assignment and availability calendar
- Utilisation forecasts by team and individual
- Conflict alerts when a resource is double-booked
Timesheet & Expense Tracking
Capture billable hours and project expenses accurately, from any device, with daily or weekly submission flows that minimise chasing.
- Mobile-friendly daily and weekly timesheets
- Expense capture with receipt attachment
- Billable vs. non-billable split per entry
Milestone, Retainer & T&M Billing
Support multiple billing models within the same platform — so fixed-fee, hourly and retainer engagements can all be managed without workarounds.
- Milestone billing triggered by delivery sign-off
- Retainer cycles with roll-over balance tracking
- Time-and-materials invoicing from approved timesheets
Project Accounting & Budget Controls
Keep every project's finances visible against the original budget. Spot cost overruns early and maintain clean books without duplicate entry.
- Budget vs. actual tracking per project and phase
- Direct cost and overhead allocation to projects
- GL integration without manual journal entries
Client Collaboration & Approval Portal
Give clients a structured way to review deliverables, approve timesheets and sign off invoices — reducing back-and-forth and protecting revenue.
- Configurable client approval workflows
- Delivery milestones shared with client representatives
- Approval audit trail for every invoice and sign-off
Multi-currency & Withholding Tax Management
Configure tax rules, withholding rates and currency settings per client or jurisdiction. Supports the specific requirements of professional services contracts without hard-coding assumptions.
- Configurable withholding and sales tax rules per client
- Multi-currency invoicing with base-currency books
- Tax summary reports for each billing period
One system instead of several.
What typically changes when professional services firms replace disconnected spreadsheets and point tools with a connected PSA system.
| Area | Spreadsheets & disconnected tools | Solex Professional Services |
|---|---|---|
| Project profitability | Without Solex: Calculated at month-end, if at all | With Solex: Margin, burn rate and WIP visible throughout the engagement |
| Resource visibility | Without Solex: Separate tracker updated manually, often out of date | With Solex: Live utilisation and availability across all projects |
| Audit trail | Without Solex: Versions of spreadsheets with unclear ownership | With Solex: Timestamped records of every action and approval |
| Reporting | Without Solex: Periodic exports and pivot tables | With Solex: Live project and portfolio dashboards from operational data |
| Client approvals | Without Solex: Email chains with no structured trail | With Solex: Configurable approval workflows with audit log |
Blueprints for your sector.
How different types of professional services firms can structure delivery, billing and approval flows within Solex.
IT & Software Agencies
Sprint-based delivery, monthly retainers and change requests demand billing flexibility. Solex can keep each engagement type on its own commercial track without separate systems.
Retainer + T&M overages + fixed-fee sprints
- Sprint velocity compared against budget burn in real time
- Out-of-scope backlog tickets automatically route to change-request approvals
- Developer allocation alerts prevent dual booking across active sprints
Common questions.
Answers to what professional services firms most often ask about implementation, billing configuration and user access.
Onboarding scope can vary depending on the number of active projects, team size, billing complexity and data migration requirements. Simpler implementations can be operational within a few weeks; larger firms with complex workflows and historical data may take longer. A discovery session can help scope a realistic timeline for your situation.
Ready to see your projects in one system?
See how Solex can connect timesheets, billing and project accounting in one system — and what that could mean for your engagement margins.