# FlowQi – Flow Your Work, Fly Like a Hummingbird > FlowQi is the all-in-one platform for teams. CRM, project management, time tracking, and invoicing connected in one place. Free for your whole team on Basic, with modules only for the people who use them. ## Other languages - [NL](https://flowqi.com/nl/llms-full.txt) - [TR](https://flowqi.com/tr/llms-full.txt) -------------------------------------------------------------------------------- title: "Home" url: https://flowqi.com/ date: "2026-09-26" description: FlowQi is an all-in-one business software that combines CRM, project management, and time tracking to help teams deliver better work, faster. -------------------------------------------------------------------------------- FlowQi is an all-in-one business software that combines CRM, project management, and time tracking to help teams deliver better work, faster. -------------------------------------------------------------------------------- title: "What FlowQi does" url: https://flowqi.com/solutions/ date: "2026-05-18" description: CRM is the centre of FlowQi. Projects hang off a client or run internally, and you add hours and invoicing when you need them. -------------------------------------------------------------------------------- CRM is the centre of FlowQi. Projects hang off a client or run internally, and you add hours and invoicing when you need them. -------------------------------------------------------------------------------- title: "Capacity Planning Software for Agencies | FlowQi" url: https://flowqi.com/solutions/capacity-planning/ date: "2026-05-18" updated: "2026-09-15" description: Capacity planning that shows who has room, who's overloaded and where the next project should go, connected to projects and invoicing. -------------------------------------------------------------------------------- Capacity planning that shows who has room, who's overloaded and where the next project should go, connected to projects and invoicing. -------------------------------------------------------------------------------- title: "Resource Management Software for Agencies | FlowQi" url: https://flowqi.com/solutions/resource-management/ date: "2026-03-20" updated: "2026-09-15" description: Resource management that shows who has capacity, who's overloaded, and where the next project should go, connected to time tracking, projects and invoicing. -------------------------------------------------------------------------------- Resource management that shows who has capacity, who's overloaded, and where the next project should go, connected to time tracking, projects and invoicing. -------------------------------------------------------------------------------- title: "Time Tracking and Invoicing Software for Agencies | FlowQi" url: https://flowqi.com/solutions/time-tracking/ date: "2026-03-15" updated: "2026-09-25" description: Time tracking and invoicing software in one flow: timers, timesheets and project budgets, and invoice lines built from the hours you logged. -------------------------------------------------------------------------------- Time tracking and invoicing software in one flow: timers, timesheets and project budgets, and invoice lines built from the hours you logged. -------------------------------------------------------------------------------- title: "Timesheet Software for Teams | FlowQi" url: https://flowqi.com/solutions/timesheets/ date: "2026-03-14" updated: "2026-09-15" description: Timesheet software that turns weekly hours into approved, exportable reports, connected to projects, clients and invoicing in FlowQi. -------------------------------------------------------------------------------- Timesheet software that turns weekly hours into approved, exportable reports, connected to projects, clients and invoicing in FlowQi. -------------------------------------------------------------------------------- title: "CRM System & Client Management | FlowQi" url: https://flowqi.com/solutions/crm-system/ date: "2024-09-14" updated: "2026-09-15" description: A CRM built for client work: contacts, deals, projects and invoices in one platform, so nothing falls between the tools you already pay for. -------------------------------------------------------------------------------- A CRM built for client work: contacts, deals, projects and invoices in one platform, so nothing falls between the tools you already pay for. -------------------------------------------------------------------------------- title: "Invoicing Tool" url: https://flowqi.com/solutions/invoicing-tool/ date: "2024-09-14" updated: "2026-09-15" description: Automate invoice creation, sending, and payment follow-up. FlowQi's invoicing tool connects directly to your projects, time logs, and client records. -------------------------------------------------------------------------------- Automate invoice creation, sending, and payment follow-up. FlowQi's invoicing tool connects directly to your projects, time logs, and client records. -------------------------------------------------------------------------------- title: "Project Management Software for Agencies | FlowQi" url: https://flowqi.com/solutions/project-management/ date: "2024-09-14" updated: "2026-09-15" description: Project management software that keeps agency delivery on track, from kickoff to invoice. Milestones, tasks, time tracking and billing in one connected flow. -------------------------------------------------------------------------------- Project management software that keeps agency delivery on track, from kickoff to invoice. Milestones, tasks, time tracking and billing in one connected flow. -------------------------------------------------------------------------------- title: "Task Management Software for Teams | FlowQi" url: https://flowqi.com/solutions/task-management/ date: "2024-09-14" updated: "2026-09-15" description: Task management software that keeps every team moving, AI-assisted ownership, cross-module connections and live progress from first project to final invoice. -------------------------------------------------------------------------------- Task management software that keeps every team moving, AI-assisted ownership, cross-module connections and live progress from first project to final invoice. -------------------------------------------------------------------------------- title: "FlowQi Use Cases" url: https://flowqi.com/use-cases/ date: "2026-04-18" description: Discover how teams across industries use FlowQi to streamline operations, manage projects, and grow their business. -------------------------------------------------------------------------------- Discover how teams across industries use FlowQi to streamline operations, manage projects, and grow their business. -------------------------------------------------------------------------------- title: "Agency Management Platform for Digital Agencies | FlowQi" url: https://flowqi.com/use-cases/agency-management/ date: "2026-04-18" updated: "2026-09-26" description: Run your whole agency in one place: CRM, projects, time tracking and invoicing. The all-in-one management platform that replaces your agency's toolstack. -------------------------------------------------------------------------------- Run your whole agency in one place: CRM, projects, time tracking and invoicing. The all-in-one management platform that replaces your agency's toolstack. -------------------------------------------------------------------------------- title: "Small Business Platform — Projects, Hours & Invoicing | FlowQi" url: https://flowqi.com/use-cases/small-business-management/ date: "2026-04-14" description: One platform for small and medium businesses, projects, hours, clients and invoicing replace four tools and three spreadsheets. Free CRM and projects; Core from €25 per user. -------------------------------------------------------------------------------- One platform for small and medium businesses, projects, hours, clients and invoicing replace four tools and three spreadsheets. Free CRM and projects; Core from €25 per user. -------------------------------------------------------------------------------- title: "Consulting Platform for Advisory & Consultancy Firms | FlowQi" url: https://flowqi.com/use-cases/consulting-platform/ date: "2026-03-17" description: All-in-one platform for consultants and advisory firms, projects, time tracking and invoicing connected, so you never leave billable hours on the table. -------------------------------------------------------------------------------- All-in-one platform for consultants and advisory firms, projects, time tracking and invoicing connected, so you never leave billable hours on the table. -------------------------------------------------------------------------------- title: "FlowQi for Software Agencies — One Platform for App & Web Development Firms" url: https://flowqi.com/use-cases/software-agency-platform/ date: "2026-03-17" description: FlowQi for software agencies, projects, sprints, developer hours, budgets and client invoicing in one connected workspace. Free CRM and projects; Core from €25 per user. -------------------------------------------------------------------------------- FlowQi for software agencies, projects, sprints, developer hours, budgets and client invoicing in one connected workspace. Free CRM and projects; Core from €25 per user. -------------------------------------------------------------------------------- title: "Freelance Management Platform — Time, Projects & Invoicing | FlowQi" url: https://flowqi.com/use-cases/freelance-management/ date: "2026-03-17" description: Freelance management that brings time tracking, projects and invoicing into one tool, so every hour you deliver actually gets billed. Free to start; Core from €25 per user. -------------------------------------------------------------------------------- Freelance management that brings time tracking, projects and invoicing into one tool, so every hour you deliver actually gets billed. Free to start; Core from €25 per user. -------------------------------------------------------------------------------- title: "Professional Services Automation Software | FlowQi" url: https://flowqi.com/use-cases/psa-platform/ date: "2026-03-17" updated: "2026-09-15" description: Professional services automation software that connects CRM, projects, resource planning, time tracking and invoicing in one platform. Free CRM and projects; Core from €25 per user. -------------------------------------------------------------------------------- ## What is professional services automation software? Professional services automation software, usually shortened to PSA, is one platform that runs the whole delivery cycle of a services firm. > **PSA software connects five things that normally live in separate tools: your clients, your projects, your people's capacity, the hours they log, and the invoice that comes out of it.** The point is not the feature list. It is that the same record travels the whole way. A client becomes an engagement, the engagement gets a team and a budget, the hours land against that budget, and the invoice is built from those hours. Nobody retypes anything, and nobody discovers in month three that a project has been running at a loss. ## What a PSA platform actually has to do | | what it means in practice | |---|---| | **Client record** | Every contact, quote and conversation on the client, not in someone's inbox | | **Projects and tasks** | The work broken down the way you quoted it, so you can compare later | | **Resource planning** | Who has room next month, before you say yes to the work | | **Time tracking** | Hours logged against the project line, split billable and internal | | **Billing** | The invoice built from those hours, itemised per person and rate | Miss one of the five and the chain breaks. Time tracking without the project breakdown gives you a total but no [actuals versus quote](/glossary/utilization-rate-formula/). Projects without capacity planning means you sell work you cannot staff. Billing that is not fed by hours means somebody retypes a timesheet at month end, which is where the money goes missing. ## PSA, project management and time tracking are not the same thing This is where most comparisons go wrong, so it is worth being precise. **A project management tool** organises the work. Asana, [Monday](/compare/flowqi-vs-monday/), Trello. They are good at tasks and bad at money, because they were never built to know what an hour costs or what a client was quoted. **A time tracker** records the hours. Toggl, Harvest, Clockify. They tell you how long something took. They do not know whether that was within budget, because the budget lives somewhere else. **PSA software** is the layer that connects the two to the client and the invoice. That is the whole category. If your firm sells time and delivers projects, the gap between "what did we quote" and "what did it cost" is where your margin lives, and only the connected version can see it. ## Who it is for PSA is built for firms whose product is their people's time. Agencies, consultancies, engineering firms, accountancy and law practices, IT services, anyone billing hours against engagements. The signal that you need it is not company size. It is the moment you cannot answer one of these without opening three tools: - Which clients were profitable last quarter? - Who is over capacity next month? - How many hours have we logged against this retainer? - Which invoice line does this hour belong to? ## Where FlowQi sits Most PSA platforms were built for large firms and priced accordingly, with a minimum number of seats, a base licence and an implementation project before you see a screen. FlowQi is the same five parts without that. CRM and projects are free for your whole team. Time & Resources (€25 per user per month) is added only for the people who use it, even on Basic, and Billing (€25 per user per month) is added only for the people who invoice, also on Basic. Core (€25 per user per month) is optional. You can start on Basic with your whole team and add the rest when the work demands it. Compare it directly with [Scoro](/compare/flowqi-vs-scoro/), [Teamwork](/compare/flowqi-vs-teamwork/) or [Asana](/compare/flowqi-vs-asana/), or work out what your own rate needs to be with the [freelance rate calculator](/tools/freelance-rate-calculator/). -------------------------------------------------------------------------------- title: "FlowQi for Creative Teams: A Workspace for Creative Operations" url: https://flowqi.com/use-cases/creative-teams/ date: "2026-03-16" description: Manage briefs, review assets, track revisions and deliver campaigns without the chaos, one workspace for studios, in-house creatives and design teams. -------------------------------------------------------------------------------- Manage briefs, review assets, track revisions and deliver campaigns without the chaos, one workspace for studios, in-house creatives and design teams. -------------------------------------------------------------------------------- title: "Marketing Project Management — Plan Every Campaign in One Platform | FlowQi" url: https://flowqi.com/use-cases/marketing-project-management/ date: "2026-03-16" description: A marketing project management platform that runs campaigns end-to-end — briefs, tasks, content calendar, capacity, time tracking and stakeholder reporting. -------------------------------------------------------------------------------- A marketing project management platform that runs campaigns end-to-end — briefs, tasks, content calendar, capacity, time tracking and stakeholder reporting. -------------------------------------------------------------------------------- title: "Home" url: -------------------------------------------------------------------------------- -------------------------------------------------------------------------------- title: "Hummy: FlowQi's AI Agent for Agencies" url: https://flowqi.com/ai/ date: "2026-03-18" updated: "2026-09-23" description: Hummy is FlowQi's AI agent for agencies: it watches capacity, margin and planning, proposes the fix and executes it once you approve. Included in Core. -------------------------------------------------------------------------------- Hummy is FlowQi's AI agent for agencies: it watches capacity, margin and planning, proposes the fix and executes it once you approve. Included in Core. -------------------------------------------------------------------------------- title: "Pricing: free Basic, modules only for the people who use them" url: https://flowqi.com/pricing/ date: "2025-01-01" updated: "2026-09-18" description: Basic is free for your whole team, with CRM, projects and tasks. Core is €25 per user per month. Time & Resources and Billing are charged only for the people who use them. -------------------------------------------------------------------------------- Basic is free for your whole team, with CRM, projects and tasks. Core is €25 per user per month. Time & Resources and Billing are charged only for the people who use them. -------------------------------------------------------------------------------- title: "Contact FlowQi" url: https://flowqi.com/contact/ date: "2025-01-01" updated: "2026-09-11" description: Get in touch with the FlowQi team. Whether you have a question, want a demo, need support, or want to work together. We're here. -------------------------------------------------------------------------------- Get in touch with the FlowQi team. Whether you have a question, want a demo, need support, or want to work together. We're here. -------------------------------------------------------------------------------- title: "FlowQi vs Competitors" url: https://flowqi.com/compare/ date: "2026-09-26" description: See how FlowQi compares to other business software. Honest, side-by-side comparisons to help you choose the right tool. -------------------------------------------------------------------------------- See how FlowQi compares to other business software. Honest, side-by-side comparisons to help you choose the right tool. -------------------------------------------------------------------------------- title: "The 8 best marketing agency software tools in 2026, compared on the same job" url: https://flowqi.com/compare/best-marketing-agency-software/ date: "2026-09-26" prices_verified: "2026-09-26" description: Productive, Teamwork.com, Scoro, monday.com, Asana, HubSpot, Bonsai and FlowQi: what an agency of 10 pays for pipeline, projects, hours and invoices. -------------------------------------------------------------------------------- Productive is the value pick: $100 a month for ten people covers pipeline, projects, time, budgets and invoicing, billed yearly with a three-seat minimum. Bonsai does the same job for $250 with a client portal built in and suits agencies under ten people. Teamwork.com at $249.90 and Scoro at $570 are the heavier platforms, with five-seat minimums and, at Teamwork.com, no CRM. monday.com needs two products to cover the job, $310 together. Asana and HubSpot each do half of it well and none of the rest. FlowQi is €250, because the CRM and projects are free for everyone and Time & Resources is charged per person who logs hours. Price per month for an agency of 10 that runs a client pipeline, projects and time tracking for everyone, and invoices sent by two people. - FlowQi. Best for: Pipeline, projects, hours and invoices, paid per module. Agency of 10: €250 (Time & Resources for 10). Minimum: None. Free plan: Yes, Basic. Choose FlowQi if you want the chain from client to invoice in one system without paying the full platform price for people who only need the CRM and the projects. Basic is free for the whole team. Time & Resources is €25 per person who logs hours or is scheduled, and it covers time budgets, capacity and utilisation. For ten people who all log hours that is €250. Invoicing is a separate module, €25 per person who sends invoices. Less suited if everyone on the team logs hours and invoices, because then Productive does the same job for less. FlowQi also has no marketing automation, so campaigns and email sequences stay in a marketing tool, and it has few public reviews so far. Strong at: CRM, projects and tasks free for the whole team. Hours, time budgets, capacity and utilisation in one module. Approved hours become invoice lines on the client. No seat minimum and no setup fee. Weaker at: Priced above Productive when everyone logs hours and invoices. No marketing automation. Young product with few public reviews. Prices: Basic: free, unlimited users. Time & Resources: €25 per user (€20 billed yearly). Invoicing: €25 per user (€20 billed yearly). Core: €25 per user for the whole team (€20 billed yearly). - Productive. Best for: The whole chain at the lowest price. Agency of 10: $100 (Essential, billed yearly). Minimum: 3. Free plan: No, 14-day trial. Choose Productive if you want pipeline, projects, time tracking, budgets, resource planning and invoicing in one plan and everyone on the team will use it. Essential at $10 a seat billed yearly covers all of that, which nothing else on this list does at that price. Professional at $25 adds rate cards, billable time approvals, recurring budgets and accounting integrations. Less suited if you want to pay monthly at that price, or only a few people need the paid parts. All plans need three seats, everyone in the workspace is a paid seat, and revenue forecasting sits on Ultimate, which is priced on request. Strong at: Deals, budgets, resource planning, time and invoicing in the entry plan. Profitability per project and per client. Clients can be invited free. Weaker at: Three-seat minimum. Approvals and rate cards only on Professional. Forecasting only on Ultimate, priced on request. Prices: Essential: $10 per seat billed yearly, minimum 3. Professional: $25 per seat billed yearly. Ultimate: on request. - Bonsai. Best for: Built for small agencies and freelancers. Agency of 10: $250 (Essentials, $190 billed yearly). Minimum: None. Free plan: No, 7-day trial. Choose Bonsai if you are a small agency or a freelancer with help, and you want CRM, proposals, projects, time tracking and invoicing without a platform to configure. Basic at $15 a seat covers time tracking, tasks, projects and the CRM; Essentials at $25 adds the client portal, scheduling and expense tracking. Yearly billing takes it to $9 and $19. Less suited if you need resource planning across a team or reporting that goes past the basics. Capacity is not part of the product, reporting sits on Premium at $39, and the team-management tier, Elite at $59, is where the three-user minimum starts. It is built for the small end of the market and shows it as you grow. Strong at: CRM, proposals, projects, time and invoicing in one simple product. Client portal from the Essentials plan. No seat minimum on the first three plans. Weaker at: No resource or capacity planning. Reporting only from Premium. Outgrown by agencies past ten people. Prices: Basic: $15 per user ($9 billed yearly). Essentials: $25 per user ($19 billed yearly). Premium: $39 per user ($29 billed yearly). Elite: $59 per user ($49 billed yearly), minimum 3 users. - Teamwork.com. Best for: Projects, time and invoicing, no CRM. Agency of 10: $249.90 (Accelerate, billed yearly). Minimum: 5. Free plan: Yes, 5 users, 5 projects. Choose Teamwork.com if project delivery is the centre of the agency and the pipeline lives in a CRM you already have. Accelerate at $24.99 a seat billed yearly adds intake forms, workload and capacity planning, time budgets, retainers and invoices from logged time to a strong project tool, and the AI teammates that come with the paid plans are ahead of what most of this list offers. Less suited if you want the client record in the same system. Teamwork.com has no CRM; on Optimize it connects to Salesforce and HubSpot to turn a pipeline into projects, and Optimize is priced on request. Everyone on the workspace pays the Accelerate rate, and Teamwork Desk for support is a separate subscription. Strong at: Capacity planning, time budgets and retainers on Accelerate. Invoices from logged time. AI teammates on the paid plans. Weaker at: No built-in CRM. Five-seat minimum on Accelerate. AI moves to usage-based credits from September 2026. Prices: Free: up to 5 users and 5 projects. Basics: $9.99 per user billed yearly, minimum 3. Accelerate: $24.99 per user billed yearly, minimum 5. Optimize and Enterprise: on request. - Scoro. Best for: The finance-first platform, priced to match. Agency of 10: $570 (End-to-end). Minimum: 5. Free plan: No, 14-day trial. Choose Scoro if you want quotes, projects, resources, time, invoicing and financial reporting in one system and you have the size to use it. Scoro is built from eight apps you combine; combinations start at $17 a user, and End-to-end at $57 is the one that covers the whole agency job. Its utilisation and revenue forecasting are the deepest here. Less suited if you are under ten people or want to start simple. Every combination needs five users, the entry combinations leave out either the projects or the finance side, and the packaging takes working out before you know what you will pay. Strong at: Quotes, projects, time, invoicing and finance in one system. Utilisation and revenue forecasting. Reporting depth. Weaker at: Five-user minimum. The full job sits on the $57 combination. Packaging takes working out. Prices: Combinations from $17 per user, minimum 5. Projects & Resources or Quote to Cash: $29 per user. End-to-end: $57 per user. - monday.com. Best for: Two products to cover the job. Agency of 10: $310 (Pro plus monday CRM, billed yearly). Minimum: 3. Free plan: Yes, 2 seats. Choose monday.com if you like building your own workflows and your agency already thinks in boards. Work management Pro at $19 a seat billed yearly is where time tracking appears, and monday CRM from $12 a seat adds the pipeline, quotes and invoices as a second product on the same account. Less suited if you want one product with the chain built in. Time tracking only starts on Pro, the CRM is bought separately, capacity planning sits on Enterprise, and seats are sold in blocks after the three-seat minimum, so a team of six may pay for ten. Prices are set by billing country. Strong at: Flexible boards and automations. Free plan for two seats. Large template library. Weaker at: Time tracking only on Pro. CRM is a separate paid product. Seats sold in blocks. Prices: Work management: Basic $9, Standard $12, Pro $19 per seat billed yearly, minimum 3. monday CRM: from $12 per seat billed yearly, minimum 3. Enterprise: on request. - Asana. Best for: Projects and workload, nothing after the timesheet. Agency of 10: $304.90 (Advanced, $249.90 billed yearly). Minimum: None. Free plan: Yes, Personal. Choose Asana if you want the best-known project tool with unlimited free guests for clients, and you run the pipeline and the invoices somewhere else. Starter at $13.49 a seat covers projects and timelines; Advanced at $30.49 adds time tracking, workload and capacity views. Less suited if the hours have to end up on an invoice. Asana has no CRM, no rates and no invoicing, so what the project cost and what it earned is answered in another tool. Time tracking and workload only appear on Advanced, and the AI features are metered per request on top. Strong at: Unlimited free guests. Time tracking and workload on Advanced. Wide integration library. Weaker at: No CRM, rates or invoicing. Time tracking only on Advanced. AI requests billed on top. Prices: Personal: free, 2 seats. Starter: $13.49 per user ($10.99 billed yearly). Advanced: $30.49 per user ($24.99 billed yearly). Enterprise: on request. - HubSpot. Best for: The pipeline and the marketing, not the delivery. Agency of 10: $200 (Starter Customer Platform, regular price). Minimum: None. Free plan: Yes, 2 users. Choose HubSpot if the question is winning clients rather than delivering the work. The free CRM covers two users and 1,000 contacts, and the Starter Customer Platform at $20 a seat brings marketing, sales, service and content together with quotes and payments. For campaigns, forms and email sequences nothing else on this list comes close. Less suited if you need to know what the work cost. HubSpot has no time tracking, no project budgets and no invoicing from hours, so delivery lives in another tool. Starter is often promoted below its regular price for new customers; Professional starts at $1,300 a month for six seats. Strong at: Free CRM to start. Marketing automation, forms and sequences. Quotes and payments on Starter. Weaker at: No time tracking or project budgets. No invoicing from hours. Professional jumps to $1,300 a month. Prices: Free tools: 2 users, 1,000 contacts. Starter Customer Platform: $20 per seat, regular price; promotions apply to new subscriptions. Professional Customer Platform: from $1,300 per month, 6 seats included. What to check before you buy - Decide which jobs the software has to do: Every list of agency software mixes categories. Asana runs projects and stops at the timesheet. HubSpot runs the pipeline and stops at the quote. Bonsai, Productive, Scoro and Teamwork.com try to cover the chain from lead to invoice, and the price difference between them is mostly how much of that chain is in the entry plan. Write down which of pipeline, projects, hours, capacity and invoices you need before you compare prices. At FlowQi: CRM, projects and tasks are free for everyone. Hours and capacity are one module, invoicing is another, each added per person, so the chain is there and you only pay for the links you use. - Seat minimums move the real entry price: Productive and monday.com start at three seats, Scoro and Teamwork.com Accelerate at five, and monday.com sells seats in blocks after that. For an agency of four, the cheapest platform is not the one with the lowest per-seat price but the one whose minimum you actually fill. At FlowQi: No minimum. One person can be on Time & Resources for €25 and the other nine work free on Basic. - You pay for everyone in the workspace: Most platforms charge every user the same plan price, including the account manager who never logs an hour and the founder who only reads reports. Ten people on Teamwork.com Accelerate pay for ten Accelerate seats even if two of them invoice and four track time. At FlowQi: Everyone works free on Basic. Time & Resources is charged only for the people who log hours or are scheduled, invoicing only for the people who send invoices. - Hours have to reach the invoice: A project tool with time tracking tells you what happened; it does not bill it. A CRM with quotes tells you what was sold; it does not know the hours. If those live in two products, someone reconciles them every month, and the difference between them is the write-off nobody planned. At FlowQi: The client, the project, the logged hours and the invoice are one chain: approved hours become invoice lines on the client they belong to. Productive, Teamwork.com, Scoro, monday.com, Asana, HubSpot, Bonsai and FlowQi: what an agency of 10 pays for pipeline, projects, hours and invoices. Q: What is marketing agency software? A: Any software an agency uses to run the business rather than the campaigns: the pipeline of new clients, the projects for existing ones, the hours the team spends, who has capacity, and the invoices that follow. Campaign tools such as ad platforms, SEO suites and email tools are a different category. This page covers the first kind, because that is where an agency's margin is decided. Q: What software is best for agency management? A: For the whole chain from pipeline to invoice at the lowest price, Productive: $10 a seat billed yearly with a three-seat minimum. For agencies under ten people, Bonsai does the same job more simply, with a client portal. For agencies that want to pay only for the people who log hours or invoice, FlowQi, with a free CRM and projects for everyone. Teamwork.com and Scoro suit larger, delivery- or finance-heavy agencies and start at five seats. Q: What is the best CRM for marketing agencies? A: It depends on whether the CRM has to know the hours. If it only has to win clients, HubSpot's free CRM and Starter platform are the strongest on marketing automation. If the client record should carry the project, the hours and the invoice as well, look at Productive, Bonsai or FlowQi, where the CRM is part of the same system and, at FlowQi, free for the whole team. Q: What are the top 5 marketing software tools? A: That question is usually about running campaigns rather than the agency: HubSpot, Mailchimp, Semrush, Google Analytics and a social scheduler come up in most lists. None of them tracks the hours your team spends or sends the invoice. The eight tools on this page are about the agency's own operation, and the two categories sit next to each other rather than replacing one another. Q: What does agency management software cost for a team of 10? A: On each vendor's own published prices, for pipeline, projects, hours and invoices: Productive $100 a month billed yearly, HubSpot Starter $200 without the delivery side, Teamwork.com $249.90 billed yearly without the CRM, Bonsai $250, Asana Advanced $304.90 without CRM or invoicing, monday.com $310 across two products billed yearly, and Scoro $570. FlowQi is €250 for ten people on Time & Resources, with invoicing as a separate €25 module per person who sends invoices. Prices checked in September 2026. Q: Is there free software for marketing agencies? A: For parts of the job, yes. HubSpot's free CRM covers two users and 1,000 contacts, Asana Personal is free for two seats, monday.com's free plan covers two seats, and Teamwork.com Free covers five users and five projects. FlowQi Basic is free for unlimited users with CRM, projects and tasks, and the paid modules for hours and invoicing are added per person. None of the free plans invoices from logged hours. Q: What is the best project management software for marketing agencies? A: Asana and monday.com are the most widely used project tools in agencies, and both handle campaigns, approvals and client guests well; Teamwork.com adds time budgets and capacity on Accelerate. The question to ask first is what happens after the project: if the hours have to become an invoice, a project tool alone leaves that to a second product, which is where Productive, Bonsai and FlowQi come in. Q: Do marketing agencies need PSA software? A: Professional services automation is the enterprise name for what most of this page does: pipeline, projects, resources, time and billing in one system. Agencies of 20 or more with retainers and utilisation targets benefit from it; smaller agencies usually get the same outcome from Productive, Bonsai or FlowQi without the implementation. Our comparison of PSA software covers the larger platforms. -------------------------------------------------------------------------------- title: "The 7 best resource management tools for agencies and consultancies in 2026" url: https://flowqi.com/compare/best-resource-management-software/ date: "2026-09-20" prices_verified: "2026-09-20" description: Resource Guru, Float, Runn, Productive, Teamwork.com, Scoro and FlowQi compared: what a team of 10 pays to schedule people and see planned against actual hours. -------------------------------------------------------------------------------- If all you need is a shared schedule, Resource Guru does it for $80 a month for ten people with timesheets included, and nothing on this list is simpler. Float is the polished scheduler at $120. Productive costs the same and adds budgets and profitability, which makes it the best value once money enters the picture. Runn plans furthest ahead, but its plans start at 20 seats, so a team of 10 pays $220. Teamwork.com and Scoro are full platforms with five-seat minimums. FlowQi is €250 when all ten people are scheduled and €150 when six are, because everyone else keeps working free with the CRM and projects the schedule is built on. Price per month for a team of 10 where everyone is scheduled and logs hours, so planned and actual can be compared. - FlowQi. Best for: Schedule, hours and clients in one. Team of 10: €250 (€150 when 6 are scheduled). Minimum: None. Free plan: Yes, Basic. Choose FlowQi if the schedule should sit on top of the clients and projects you already run. In FlowQi you see capacity, planned and logged hours and utilisation per person, per project, next to the time budget those hours count against. Everyone works free on Basic with CRM, projects and tasks, and Time & Resources is €25 per user for the people who are scheduled or log hours. Schedule six of your ten and it is €150 a month. Less suited if you want a dedicated scheduler and nothing around it. When all ten people are scheduled, Resource Guru and Float do that job for a third to a half of the price, and Runn goes deeper on tentative projects and saved scenarios. FlowQi also has few public reviews so far. Strong at: CRM, projects and tasks free for the whole team. Capacity, planned, logged and utilisation in one view. Time budgets per project, with hours counted against them. No seat minimum and no setup fee. Weaker at: Priced above dedicated schedulers if everyone is scheduled. Less scenario planning than Runn. Young product with few public reviews. Prices: Basic: free, unlimited users. Time & Resources: €25 per user (€20 billed yearly). Invoicing: €25 per user (€20 billed yearly). Core: €25 per user for the whole team (€20 billed yearly). - Resource Guru. Best for: The simple shared schedule. Team of 10: $80 ($50 without timesheets). Minimum: None. Free plan: No, 30-day trial. Choose Resource Guru if you want everyone to see who is booked, without buying a platform. Blackbelt at $8 a person includes timesheets and customisable reports; Grasshopper at $5 does the schedule alone. It also books things that are not people, such as rooms and equipment, at half the per-person rate, which almost nothing else here does. Less suited if money is part of the question. There are no project budgets, no rates and no invoicing, so whether the plan was profitable is answered somewhere else. Approval workflows sit on Master at $12 a person. Strong at: The easiest schedule on this list to pick up. Timesheets and reports from $8 a person. Books rooms and equipment as well as people. Weaker at: No budgets, rates or invoicing. Approval workflow only on Master. Prices: Grasshopper: $5 per person ($4.16 billed yearly). Blackbelt: $8 per person ($6.67 billed yearly). Master: $12 per person ($10 billed yearly). Enterprise: on request. - Float. Best for: The polished scheduler, fair on seats. Team of 10: $120 ($70 without time tracking). Minimum: None. Free plan: No, 30-day trial. Choose Float if scheduling is the job and you want it done well. Pro at $12 per scheduled person adds time tracking, project cost estimates and margin tracking to the schedule; Starter at $7 is the schedule alone. Float only charges for people who are actually scheduled, and guests can view the plan for free, which is the fairest seat model among the schedulers. Less suited if you need the invoice or the client record in the same place. Float estimates cost and margin but does not invoice, and it is not where your CRM lives. Annual billing is cheaper, but Float does not print the yearly price on its pricing page. Strong at: Charges per scheduled person, guests free. Time tracking and margin tracking on Pro. Widely used by agencies, polished to use. Weaker at: No invoicing. Time tracking only on Pro. Prices: Starter: $7 per scheduled person. Pro: $12 per scheduled person. Enterprise: on request. - Productive. Best for: Scheduling plus budgets and profit. Team of 10: $120 (Budgets included). Minimum: 3. Free plan: No, 14-day trial. Choose Productive if you want to know not just who is booked but whether the work makes money. Essential at $12 a user, or $10 billed yearly, includes resource planning, time tracking and budgeting on the first paid plan, for the same money Float charges for scheduling and time alone. Less suited if you are under three people, or you need invoicing, which starts on the Professional plan. Every plan needs three paid seats, and Productive prices by country, so check the pricing page from where you are. Strong at: Resource planning, time and budgets on the first plan. Profitability per project, client and person. Support that reviewers rate highly. Weaker at: Three-seat minimum. Invoicing only on Professional. Prices: Essential: $12 per user ($10 billed yearly). Professional: adds invoicing and rate cards. Ultimate: on request. - Runn. Best for: Plans furthest ahead, from 20 seats. Team of 10: $220 (20-seat minimum applies). Minimum: 20. Free plan: No, 30-day trial. Choose Runn if you plan in quarters rather than weeks. Runn is built around the question of whether the pipeline fits the people: tentative projects, placeholders for hires you have not made, saved scenarios, and capacity and utilisation charts on every plan. Standard at $11 a seat adds timesheets. Less suited if you are a small team. Runn's plans start at 20 resource seats, so ten people pay for twenty: $220 a month on Standard, or $140 on Lite without timesheets. That makes it the most expensive dedicated scheduler here for a team this size, and the best value at forty. Strong at: Tentative projects, placeholders and saved scenarios. Project financials on every plan. Capacity and utilisation charts throughout. Weaker at: 20-seat minimum. Timesheets only from Standard. Prices: Lite: $7 per resource seat, minimum 20. Standard: $11 per resource seat, minimum 20. Advanced: on request. - Teamwork.com. Best for: Client delivery with capacity built in. Team of 10: $249.90 (Billed yearly). Minimum: 5. Free plan: Yes, 5 users, 5 projects. Choose Teamwork.com if you run client projects and want workload, time budgets and invoicing in the tool the team already works in. Accelerate at $24.99 a user billed yearly includes workload and live capacity planning, time budgets, retainers and client invoices built from logged time. Less suited if capacity planning is all you are after. It first appears on Accelerate, which needs five seats, and scheduling by role or skill waits for Optimize, priced on request. Monthly billing costs more than the yearly figure shown, and Teamwork.com prices by country. Strong at: Workload, time budgets and invoicing on one plan. Free plan for up to 5 users and 5 projects. Built for client work. Weaker at: Capacity planning only from Accelerate. Five-seat minimum on that plan. Prices: Free: $0, up to 5 users and 5 projects. Basics: $9.99 per user billed yearly, minimum 3. Accelerate: $24.99 per user billed yearly, minimum 5. Optimize and Enterprise: on request. - Scoro. Best for: Deepest on finance, priced to match. Team of 10: $290 (Projects & Resources). Minimum: 5. Free plan: No, 14-day trial. Choose Scoro if resource planning is one part of running the whole firm on one system. Projects & Resources at $29 a user combines the planner with projects and time tracking, and Scoro is the tool reviewers pick for forecasting utilisation against revenue. Less suited if you want to start small or keep it simple. Every package needs five users, resource planning is not in the $17 entry package, and invoicing takes you to a different combination or to the top package. Annual billing brings 13 to 17 percent off. Strong at: Utilisation and revenue forecasting. Financial reporting depth. One system for the whole firm. Weaker at: Five-user minimum. Resource planning not in the entry package. Packages take working out. Prices: Time-billing: $17 per user, minimum 5. Projects & Resources: $29 per user, minimum 5. Quote to Cash: $29 per user, minimum 5. End-to-end: $57 per user, minimum 5. What to check before you buy - Seat minimums hit small teams hardest: The per-seat price means little until you know the minimum. Runn's plans start at 20 resource seats, so ten people pay for twenty. Scoro and Teamwork.com Accelerate start at five, Productive at three. For a team of 10 that is the difference between $110 and $220 at Runn. At FlowQi: No minimum. One person can be scheduled for €25, and the other nine work free on Basic. - A schedule without timesheets is half the picture: Planning who does what is only useful if you later see what actually happened. Resource Guru's entry plan, Float Starter and Runn Lite all schedule people but leave timesheets to the tier above, so comparing planned against actual costs $3 to $5 more per person than the headline. At FlowQi: Scheduling and hours live in the same module at the same price, so planned against logged is one view rather than an upgrade. - You pay for people who are never scheduled: Most platforms charge for every user in the workspace, including the account manager who only looks at the plan. Float is the honest exception among the schedulers: it charges per scheduled person and lets guests look for free. At FlowQi: Everyone works free on Basic with CRM, projects and tasks. Time & Resources is charged only for the people who are scheduled or log hours. - A scheduler does not know your clients: Resource Guru, Float and Runn are built to do one thing well, which means the client, the project budget and the invoice live somewhere else. Every connection between them is an integration to maintain, and every difference between them is a meeting. At FlowQi: The schedule sits on the same client and project records as the CRM and the hours, so a won deal becomes a project people can be planned on without retyping it. Resource Guru, Float, Runn, Productive, Teamwork.com, Scoro and FlowQi compared: what a team of 10 pays to schedule people and see planned against actual hours. Q: What is resource management software? A: Software that shows who is working on what, who has room, and whether upcoming work fits the people you have. In a services firm the resource is people's time, so the core is a schedule of people against projects, with capacity, time off and utilisation on top. The better tools also record the hours actually worked, so you can compare the plan with what happened. Q: What are the top 10 resource management software tools? A: The seven compared here are Resource Guru, Float, Runn, Productive, Teamwork.com, Scoro and FlowQi, chosen because they publish prices and suit agencies and consultancies. The names that complete most top-ten lists are Kantata, Smartsheet, monday.com, Celoxis, Saviom and Microsoft Project, which lean towards larger organisations and mostly quote on request. Q: What does resource management software cost for a team of 10? A: With scheduling and timesheets together, on each vendor's own published prices: Resource Guru $80 a month, Float $120, Productive $120, Runn $220 because its plans start at 20 seats, Teamwork.com $249.90 billed yearly, and Scoro $290. FlowQi is €250 when all ten are scheduled and €150 when six are, since unscheduled colleagues work free. Prices checked in September 2026. Q: Which resource management software is best for a small business? A: Look at seat minimums first. Resource Guru and Float have none, which makes them the natural start for a small team. Productive needs three seats, Scoro and Teamwork.com Accelerate five, and Runn's plans start at 20. FlowQi has no minimum and a free plan for the whole team, with scheduling charged per person who is scheduled. Q: Is there free resource management software? A: None of the dedicated schedulers has a free plan; Resource Guru, Float and Runn offer 30-day trials. Teamwork.com has a free plan for 5 users and 5 projects, but capacity planning starts on its paid Accelerate plan. FlowQi Basic is free for unlimited users with CRM, projects and tasks, and scheduling is added per person. Most small teams that want free end up in a spreadsheet, which works until two people edit it at once. Q: Can Jira be used for resource management? A: Partly. Jira tracks work, and capacity planning across teams sits in its Plans feature on the Premium tier, with marketplace apps such as Tempo filling the gaps. It is built around sprints and software teams rather than around scheduling billable people against client projects, so services firms usually pair it with a scheduler rather than replace one. Q: What is the best software for human resource management? A: That is a different category. Human resource management software handles hiring, contracts, payroll and leave. Resource management software, the subject of this page, schedules people's time across projects. The two meet at time off: a good scheduler knows when someone is on leave, but it does not run your payroll. Q: Does Office 365 have a project management tool? A: Yes. Microsoft Planner comes with Microsoft 365 for task planning, and resource management features such as capacity and utilisation views sit in Microsoft's paid project plans on top of it. It suits organisations already standardised on Microsoft; agencies usually find the dedicated tools on this page quicker to adopt. -------------------------------------------------------------------------------- title: "The 8 best time tracking tools for consultants and agencies in 2026" url: https://flowqi.com/compare/best-time-tracking-software/ date: "2026-09-20" prices_verified: "2026-09-20" description: Clockify, Toggl, Harvest, My Hours, TimeCamp, Paymo, Timely and FlowQi compared on the same job: logging hours, invoicing them and planning who is booked next. -------------------------------------------------------------------------------- Compare like for like and the field splits in two. TimeCamp and Clockify do all three jobs for around $100 a month for ten people, which is remarkable value if you can live with a plainer product. Above that you are paying for polish or for depth: Harvest at $172.50 once you add Forecast, Timely at $200 for tracking that runs without anyone starting a timer, Paymo at $239 for real scheduling, Toggl at $240 and still no invoicing. FlowQi is $275 because the hours sit on the client and project you already manage, and drops to $100 when only three of the ten log hours, because the other seven keep working free. Price per month for a team of 10 that logs hours, invoices them and plans its capacity, with one person sending the invoices. - FlowQi. Best for: Hours, planning and clients in one. Team of 10: $275 ($100 when 3 log hours). Minimum: None. Free plan: Yes, Basic. Choose FlowQi if the hours are the start of something rather than the end. A logged hour in FlowQi sits on a client and a project you already manage in the same place, counts against a time budget, shows up in the capacity view, and becomes an invoice line. Everyone works free on Basic with CRM, projects and tasks; Time & Resources is $25 per user for the people who log hours or get scheduled, and Invoicing is $25 per user for the people who invoice. On a team of 10 where 3 log hours and 1 invoices, that is $100 a month. Less suited if you want a timer and nothing else. When all ten people log hours, FlowQi sits at the top of this list, and TimeCamp or Clockify cover the same three jobs for around a third of that. FlowQi also has no automatic background tracking, and few public reviews so far. Strong at: CRM, projects and tasks free for the whole team. Hours, capacity planning and utilisation in one module. Time budgets per project, with hours counted against them. Invoices built from logged hours, on the free plan too. No seat minimum and no setup fee. Weaker at: Priced above the field if everyone logs hours. No automatic background tracking. Young product with few public reviews. Prices: Basic: free, unlimited users. Time & Resources: $25 per user ($20 billed yearly). Invoicing: $25 per user ($20 billed yearly). Core: $25 per user for the whole team ($20 billed yearly). - My Hours. Best for: Cheapest, but the planning is thin. Team of 10: $90 (Target hours, not real planning). Minimum: None. Free plan: Yes, up to 5 users. Choose My Hours if you want one paid plan that does the job without a feature matrix. Pro at $9 a seat includes invoicing, timesheet approval and target hours per person, which several competitors split across two tiers. The free plan covers five people. Less suited if planning ahead is part of why you are buying. Target hours per person is a number to measure against, not a view of who is booked on what next month, so this is the one price on the list that is cheap partly because it does less. My Hours is also the smallest vendor here, with a narrower set of integrations. Strong at: Invoicing and approval on the same plan. Straightforward to set up. Free for up to five people. Weaker at: Target hours instead of real scheduling. Fewer integrations than the bigger names. Prices: Free: $0, up to 5 active users. Basic: $5 per user ($4 billed yearly). Pro: $9 per user ($8 billed yearly). Enterprise: on request. - Clockify. Best for: The default free timer, cheap when you pay. Team of 10: $99.90 ($69.90 without scheduling). Minimum: None. Free plan: Yes, up to 5 users. Choose Clockify if you want the tool most people have already used. Pro at $9.99 a seat covers invoicing, timesheet approval and scheduling together. If you can do without planning, Standard at $6.99 keeps invoicing and approval, and the free plan covers five people with timers and timesheets. Less suited if you expect the free plan to carry a team. It stops at five users, and invoicing, approval and scheduling are all paid. Clockify is a time tracker with billing attached rather than a place where your client and project work lives. Strong at: All three jobs for $9.99 a seat. Free for up to five people. Very widely used and reviewed. Weaker at: Free plan capped at five users. Client and project work lives elsewhere. Prices: Free: $0, up to 5 users. Basic: $4.99 per user ($3.99 billed yearly). Standard: $6.99 per user ($5.49 billed yearly). Pro: $9.99 per user ($7.99 billed yearly). Enterprise: $14.99 per user ($11.99 billed yearly). - TimeCamp. Best for: Same money as Clockify, better free plan. Team of 10: $99.90 ($54.90 without the planner). Minimum: None. Free plan: Yes, unlimited users. Choose TimeCamp if you want the lowest bill and you are not fussy about polish. TimeCamp is the only tool here whose free plan takes unlimited users and still includes invoicing. Premium at $9.99 adds the resource planner, and if you can skip planning, Starter at $5.49 is the cheapest paid seat on this page. Less suited if you need timesheet approval, which sits on Ultimate at $13.99 a seat and would take a team of 10 to $139.90. The interface is the least modern of the eight and reviewers regularly mention the desktop app being awkward. Strong at: Free plan with unlimited users and invoicing. Cheapest paid seat on this list. Automatic tracking of apps and websites. Weaker at: Timesheet approval only on the top plan. Dated interface. Prices: Free: $0, unlimited users. Starter: $5.49 per user ($3.99 billed yearly). Premium: $9.99 per user ($6.99 billed yearly). Ultimate: $13.99 per user ($9.99 billed yearly). - Harvest. Best for: The consultant's invoice from hours. Team of 10: $172.50 ($110 plus Forecast at $6.25). Minimum: None. Free plan: Yes, 1 seat. Choose Harvest if billing clients from hours is the whole point. Harvest has done this longer than anyone here and it shows in the invoicing, the reminders and the accounting integrations. Teams is $11 a seat with unlimited seats and projects. Less suited if you want one bill. Capacity planning is Forecast, a separate product at $6.25 a person that you subscribe to alongside Harvest, which is what takes a team of 10 from $110 to $172.50. Timesheet approval and profitability reporting start on Enterprise at $17.50 a seat, and Harvest bills additional invoices, projects, clients and tasks on top of the seat price as you use more. Strong at: Invoicing on every paid plan, including the free seat. Strong accounting and payment integrations. Very well reviewed over many years. Weaker at: Planning is a separate subscription. Approval and profitability only on Enterprise. Usage-based charges on top of the seat price. Prices: Free: $0, 1 seat, 2 projects. Teams: $11 per seat ($9 billed yearly). Enterprise: $17.50 per seat ($14 billed yearly). Forecast, for planning: $6.25 per person ($5 billed yearly). - Timely. Best for: Tracks in the background, no timer. Team of 10: $200 (Starter caps at 5 users). Minimum: None. Free plan: No, trial only. Choose Timely if the problem is not which tool but that nobody logs anything. Timely records what happens on the machine and in the calendar, then proposes the entries, so the work is to confirm rather than to remember. Premium at $20 a seat includes invoicing and capacity planning. Less suited if you are ten people on a budget. Starter at $11 is capped at five users, so a team of 10 pays Premium at $20, and there is no free plan to try it on. Background tracking also needs a conversation with your team before you switch it on. Strong at: Captures time without anyone starting a timer. Invoicing and capacity planning on the same plan. Built for consultancies and agencies. Weaker at: No free plan. Starter unusable above five people. Background tracking needs consent. Prices: Starter: $11 per user ($9 billed yearly), max 5 users. Premium: $20 per user ($16 billed yearly), max 50 users. Unlimited: $28 per user ($22 billed yearly). Enterprise: on request. - Paymo. Best for: Hours plus real scheduling for agencies. Team of 10: $239 ($159 without scheduling). Minimum: None. Free plan: Yes, 1 user. Choose Paymo if you want time tracking inside a small project tool rather than beside one. Pro at $23.90 a seat covers invoicing, employee scheduling, workload, Gantt and timesheet approval together, which is the most complete single plan on this page after FlowQi. Plus at $15.90 keeps invoicing and profitability but drops the scheduling. Less suited if the advertised price is what you budgeted. The $10.90 and $16.90 shown on the pricing page are an introductory rate for the first three months, after which Plus is $15.90 and Pro is $23.90. The free plan is one user with one client and two projects. Strong at: Scheduling, workload and approval all on Pro. Project profitability from Plus. Invoicing on every plan, free included. Weaker at: Headline price is a three-month introductory rate. Everything you want sits on the top plan. Free plan is a single user. Prices: Free: $0, 1 user, 1 client, 2 projects. Solo: $9.90, 1 user. Plus: $15.90 per user. Pro: $23.90 per user. - Toggl Track. Best for: The nicest timer, and it never invoices. Team of 10: $240 (And still no invoicing). Minimum: None. Free plan: Yes, up to 3 users. Choose Toggl Track if starting and stopping the timer has to be effortless. Toggl is the one reviewers praise for getting out of the way, across desktop, mobile and browser, and Premium at $24 a seat adds timesheet approval, capacity monitoring and utilisation reporting. Less suited if you want the hours to become an invoice. Toggl does not invoice at any tier, so you export or integrate, which makes it the most expensive tool here for a job it does not finish. The free plan also stops at three users for teams, the tightest cap on this page. Strong at: The timer people actually keep using. Utilisation reporting on Premium. Works everywhere your team does. Weaker at: No invoicing at all. Premium doubles the Starter price. Free plan stops at three users. Prices: Free: $0, up to 3 users. Starter: $12 per user ($9 billed yearly). Premium: $24 per user ($16 billed yearly). Enterprise: on request. What to check before you buy - The advertised price is not the plan you need: Every tool here leads with its cheapest seat, then puts invoicing, timesheet approval or planning a tier up. Clockify goes from $6.99 to $9.99 once you want scheduling, TimeCamp from $5.49 to $9.99, Paymo from $15.90 to $23.90, Toggl from $12 to $24. The entry price buys a timer, not a system. At FlowQi: One module, one price. Time & Resources is $25 per user and covers hours, time budgets, capacity planning and utilisation together, with no tier above it to unlock them. - Planning is often a separate product: Harvest is the clearest case: time tracking is $11 a seat and capacity planning is Forecast, a different product at $6.25 a person, billed separately. My Hours offers target hours per person, which is a number to compare against rather than a view of who is booked. At FlowQi: What you planned and what people logged are two views of the same numbers, in the same module, so you never reconcile two tools. - You pay for everyone in the workspace: Per-seat pricing counts every person in the account, including the colleague who never starts a timer and only looks at a report. On a team of 10 where 3 people are billable, you are paying for 7 spectators. At FlowQi: Everyone works free on Basic with CRM, projects and tasks. Time & Resources is charged only for the people who log hours or get scheduled, which is why the same team can cost $100 instead of $275. - Introductory rates and usage-based extras: Two things do not show up in a price comparison. Paymo's visible price is a discount for the first three months, after which Plus goes from $10.90 to $15.90 and Pro from $16.90 to $23.90. Harvest bills additional invoices, projects, clients and tasks on top of the seat price as you grow. At FlowQi: One price per user per module, no setup fee, no seat minimum and no usage meter running in the background. Clockify, Toggl, Harvest, My Hours, TimeCamp, Paymo, Timely and FlowQi compared on the same job: logging hours, invoicing them and planning who is booked next. Q: What is the best time tracker for consultants? A: Harvest, if billing the client is the point: invoicing sits on every paid plan at $11 a seat and the accounting integrations are the most complete here, though planning costs $6.25 a person more. TimeCamp and Clockify cover hours, invoicing and planning for around $10 a seat if you can live with a plainer product. If the hours also need to sit next to the client, the project and the capacity plan in one place, a platform such as FlowQi covers the chain instead of the step, at $25 per user who logs hours. Q: What is the best time tracking software for professional services? A: Professional services firms need three things beyond a timer: hours counted against a project budget, a view of who is booked in the coming weeks, and an invoice built from approved hours. Paymo Pro at $23.90 and Timely Premium at $20 cover all three in one plan. Harvest covers billing best but sells planning as a separate subscription. FlowQi puts hours, time budgets and capacity in one module at $25 per user and charges only for the people who use it. Q: What is the best time tracker for freelancers? A: For one person, look at the free plans. TimeCamp Free has no user cap and includes invoicing. Harvest Free gives one seat with invoicing but only two projects. Paymo Free is one user with one client and two projects. Clockify Free covers five users, so it grows with you if you take on help. Toggl Free is a clean timer but never invoices. Q: Is Clockify truly free? A: Yes, for up to five users, and the free plan is genuinely usable: unlimited time tracking, projects and reports, with no trial clock. What it does not include is invoicing, timesheet approval or scheduling. Those start on Standard at $6.99 per user per month, and scheduling on Pro at $9.99. So it is free to track time, and paid to bill and plan around it. Q: What does time tracking software cost for a team of 10? A: For a team of 10 that logs hours, invoices them and plans its capacity, on monthly billing: My Hours $90 though its planning is only target hours, Clockify Pro $99.90, TimeCamp Premium $99.90, Harvest $172.50 including Forecast, Timely Premium $200, Paymo Pro $239, Toggl Premium $240 and still no invoicing, and FlowQi $275. If only three of the ten log hours, FlowQi is $100 and the rest of the team keeps working on the free plan. Prices checked in September 2026. Q: Which time tracking tools include invoicing? A: TimeCamp, Harvest and Paymo include invoicing on every plan, free tiers included. My Hours includes it from Pro and Clockify from Standard. Timely includes it on all plans but has no free tier. Toggl Track does not invoice at all at any price. FlowQi bills it as a module at $25 per user who sends invoices, which works on the free Basic plan. Q: Is there free time tracking software? A: TimeCamp Free is the most generous: unlimited users and invoicing included. Clockify Free covers five users, My Hours Free five users, Harvest Free one seat and two projects, Paymo Free one user, Toggl Free three users. FlowQi Basic is free for unlimited users with CRM, projects and tasks, and time tracking is $25 per user who logs hours. Timely has no free plan. Q: What is the difference between time tracking and capacity planning? A: Time tracking records what already happened, so you can bill it and see where the hours went. Capacity planning is the other direction: who is available in the coming weeks and whether the work fits. Most tools on this list do the first well and treat the second as a higher tier or, at Harvest, a separate product. You need both to answer whether a project is still on track while you can do something about it, which is why this comparison prices them together. -------------------------------------------------------------------------------- title: "The 6 best Productive alternatives in 2026" url: https://flowqi.com/compare/productive-alternatives/ date: "2026-09-18" prices_verified: "2026-09-18" description: FlowQi, Scoro, Teamwork.com, Function Point, Accelo and Kantata compared against Productive: what a team of 10 pays and who each one suits. -------------------------------------------------------------------------------- Productive is a strong agency platform and reviewers rate it highly, so most people leave over the terms rather than the product. Below three seats, or when only part of your team tracks time, FlowQi has no minimum and a free plan. Scoro goes deeper on finance. Teamwork.com suits client delivery billed from logged hours. Function Point is built for agencies and publishes a price. Accelo and Kantata quote per company, so expect a sales conversation before you see a number. Price per month for a team of 10 where 3 people track time and 1 sends invoices. - FlowQi. Best for: Free start, pay per module. Team of 10: €100 (€75 without invoicing). Minimum: None. Free plan: Yes, Basic. Choose FlowQi if you are below three seats, or only part of your team tracks time. Everyone works free on Basic with CRM, projects and tasks. Time & Resources, which covers hours, time budgets, capacity planning and utilisation, is €25 per user for the people who use it, and Invoicing is €25 per user for the people who invoice. For a team of 10 where 3 track time and 1 invoices, that is €100 a month. Less suited if you want reporting as deep as Productive's. Profitability per project, per client and per person is what reviewers praise Productive for most, and that is where a younger product shows its age. Roles and permissions, private projects and reporting sit in Core, at €25 per user for the whole team. FlowQi also has few public reviews. Strong at: CRM, projects and tasks free for the whole team. Hours and capacity planning in one module. Invoices built from logged hours, on the free plan too. Prices in euros, with no seat minimum. Weaker at: Less reporting depth than an established platform. Young product with few public reviews. Prices: Basic: free, unlimited users. Time & Resources: €25 per user (€20 billed yearly). Invoicing: €25 per user (€20 billed yearly). Core: €25 per user for the whole team (€20 billed yearly). - Scoro. Best for: Agency suite with deep finance. Team of 10: $170 ($570 on End-to-end). Minimum: 5. Free plan: No, 14-day trial. Choose Scoro if finance is the reason you are switching. Scoro covers quotes, projects, time, resourcing, budgets, invoices and financial reporting, with multiple currencies and a mature reporting layer. Time-billing, which is time tracking plus invoicing, is $17 per user per month, and all eight apps together are $57. Less suited if your team is smaller than five, because that is the minimum on every combination. You always buy at least two of the eight apps, time tracking with planning and invoicing together only arrive on the $57 package, and the contract renews automatically unless you give 30 days' notice. Strong at: Quotes, projects, time, resourcing and finance in one platform. Mature financial reporting and multiple currencies. Publishes every currency side by side. Weaker at: Five-user minimum and no free plan. Time, planning and invoicing together only on the full package. Prices: Time-billing: $17 per user, time and invoices. Projects & Resources or Quote to Cash: $29. End-to-end: $57, all eight apps. - Teamwork.com. Best for: Client projects billed from hours. Team of 10: $249.90 (Accelerate, billed yearly). Minimum: 5 on Accelerate. Free plan: Yes, up to 5 users. Choose Teamwork.com if your work is client projects and you bill from the hours your team logs. Basics starts at $9.99 per user per month billed yearly, with a minimum of 3 users. Invoicing from logged time sits on Accelerate, at $24.99 per user billed yearly, with a minimum of 5. Less suited if you want quotes and a sales pipeline in the same place. Quotes sit on Optimize, which is priced on request, and the free plan stops at 5 users and 5 projects. Strong at: Free plan for up to 5 users and 5 projects. Invoicing from logged time on Accelerate. Built around client work and billable hours. Weaker at: Quotes only on Optimize, priced on request. Minimum of 5 users on Accelerate. Prices: Free: up to 5 users and 5 projects. Basics: $9.99 per user billed yearly, minimum 3. Accelerate: $24.99 per user billed yearly, minimum 5. Optimize and Enterprise: on request. - Function Point. Best for: Built for agencies, price published. Team of 10: $580 (plus onboarding fee). Minimum: Not published. Free plan: None listed. Choose Function Point if you want a system built specifically for agencies, with estimates, jobs, time and financials in one place, and a named success manager. Standardize is $58 per user per month, or $53 billed yearly, and includes estimating and invoicing on both plans. Less suited if you are cost-sensitive or want to start small. It is the most expensive published price in this list, a one-off onboarding fee applies, and no minimum team size or free plan is published. Strong at: Estimates, jobs, time and financials built for agencies. Estimating and invoicing on both plans. Named success manager. Weaker at: Highest published price per user here. One-off onboarding fee on top. Prices: Standardize: $58 per user ($53 billed yearly). Optimize: on request. Onboarding fee: quoted per company. - Accelo. Best for: PSA with a guided rollout. Team of 10: On request. Minimum: Not published. Free plan: None listed. Choose Accelo if you run retainers and service tickets alongside projects, and you want the vendor to guide the rollout rather than hand you a trial. Accelo covers sales, quotes, projects, retainers, tickets, time and billing, and lists integrations with Xero, QuickBooks Online and Sage Intacct. Less suited if you want to compare prices before you talk to anyone. Accelo publishes no price, no minimum team size and no free plan, so the first number arrives through a sales conversation. Strong at: Retainers and service tickets alongside projects. Accounting integrations listed. Guided implementation. Weaker at: No published price. No free plan or self-serve start. Prices: All plans: quoted per company. - Kantata. Best for: Resource forecasting for larger firms. Team of 10: On request. Minimum: Not published. Free plan: None listed. Choose Kantata if resourcing is the thing you are trying to solve at scale. Kantata is built around it: skills, utilisation, demand against supply, and forecasting which roles you will be short of, across a portfolio rather than a handful of projects. Less suited if you are a small agency. Kantata targets mid-market and enterprise services firms, publishes no price and no free plan, and the depth it adds is depth a small team will not use. Strong at: Skills inventory and resource forecasting. Supply and demand planning across a portfolio. Built for larger services organisations. Weaker at: No published price. Heavy for a small agency. Prices: All plans: quoted per company. - Productive. Best for: All-in-one platform for agencies. Team of 10: $120 ($290 with invoicing). Minimum: 3. Free plan: No, 14-day trial. Choose Productive if you want budgeting, resource planning, time tracking and profitability reporting in one platform, and you are willing to work the way it is designed. Essential is $12 per user per month, or $10 billed yearly. Less suited if you need invoicing, rate cards or time approvals, which start on Professional at $29 per user. Every plan needs at least three paid seats, contractors count as seats, and above 50 users the Professional price is replaced by a sales conversation. Strong at: Budgeting, resource planning and time tracking on the first plan. Profitability reporting per project, client and person. Support that reviewers rate highly. Weaker at: Three-seat minimum and no free plan. Invoicing and rate cards only on Professional. Why teams look at something else - Three paid seats minimum, and contractors count: Every plan starts at three paid seats, and a freelancer who tracks time is charged the same as an employee. There is no free plan, only a 14-day trial. Until mid-2025 the minimum was one user. At FlowQi: Basic is free for unlimited users, with CRM, projects and tasks. No minimum, and no trial that runs out. - Invoicing and approvals sit a plan up: Essential covers budgeting, resource planning and time tracking. Invoicing integrations, rate cards, billable time approvals, task dependencies and custom roles all start on Professional, which is more than twice the price. At FlowQi: Hours, time budgets, capacity planning and utilisation sit together in one module at €25 per user. Invoicing is a second module at €25, for the people who invoice. - Dollars unless you buy from one of five countries: Euro prices are shown only to visitors from Germany, the Netherlands, Croatia, Spain and France. Everyone else, including the UK, Ireland, Belgium, Australia and the US, is quoted in US dollars. At FlowQi: FlowQi prices in euros: €25 per user per month per module, or €20 each on annual billing. - It renews on its own, at the price of the day: Subscriptions renew automatically. Cancel early and nothing is refunded; you still owe the rest of the term. Renewals are billed at whatever the list price is at that moment, and every plan went up by a dollar per user in February 2026. At FlowQi: What you pay is on the pricing page: Basic free, and €25 per user per month for each module, only for the people who use it. FlowQi, Scoro, Teamwork.com, Function Point, Accelo and Kantata compared against Productive: what a team of 10 pays and who each one suits. Q: What is the best Productive alternative for a small agency? A: Below Productive's three-seat minimum, FlowQi is the one with no minimum: Basic is free for unlimited users, and you add Time & Resources or Invoicing at €25 per user only for the people who use them. If finance is the reason you are switching, Scoro goes deeper, from $17 per user with a five-user minimum. For client work billed from logged hours, Teamwork.com has a free plan up to 5 users. Q: Does Productive have a free plan? A: No. Productive offers a 14-day trial, and every plan requires at least three paid seats. Contractors and freelancers who track time are charged the same as employees. Until mid-2025 the minimum was one user. Among the alternatives, FlowQi Basic is free for unlimited users with no end date, and Teamwork.com has a free plan for up to 5 users and 5 projects. Q: What does Productive cost for a team of 10? A: Essential is $12 per user per month, or $10 billed yearly, so $120 a month for 10 people. Invoicing, rate cards and billable time approvals start on Professional at $29 per user, so $290 for that team. Above 50 users the Professional price is replaced by a sales conversation. Prices checked on 18 September 2026. Q: Why does Productive show me euros instead of dollars? A: Productive shows euro prices only to visitors from Germany, the Netherlands, Croatia, Spain and France. Everyone else, including the UK, Ireland, Belgium, Australia and the US, is quoted in US dollars: $12 per user per month for Essential and $29 for Professional, or $10 and $25 on annual billing. So the price you see depends on where you are buying from. Q: Why do teams leave Productive? A: Usually the terms rather than the product, because reviewers rate the platform highly. The three-seat minimum with contractors counted, invoicing and approvals sitting a plan up, automatic renewal at whatever the list price is that day, and a mobile app rated well below the platform itself. On setup, the recurring comment is that it takes time to learn and that you work the way Productive is designed to work. Q: Which Productive alternatives publish their prices? A: FlowQi, Scoro, Teamwork.com and Function Point publish prices. Accelo and Kantata do not: both quote per company based on your size and needs, so the first number comes out of a sales conversation. Q: Can I move from Productive to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over. No spreadsheets. Decide beforehand which other Productive data you need to keep, such as invoices, budgets or time entries, because those are not part of that import. -------------------------------------------------------------------------------- title: "The 7 best PSA software platforms in 2026" url: https://flowqi.com/compare/best-psa-software/ date: "2026-09-18" prices_verified: "2026-09-18" description: FlowQi, Productive, Scoro, Teamwork.com, Function Point, Accelo and Kantata compared: what a team of 10 pays and which one fits your firm. -------------------------------------------------------------------------------- If only part of your team tracks time, FlowQi charges for those people and leaves the rest on a free plan. Productive is the best-reviewed all-rounder and publishes its price. Scoro goes deepest on finance. Teamwork.com suits client delivery billed from logged hours, and has a free plan up to five people. Function Point is built for agencies and publishes a price. Accelo and Kantata quote per company, so budget for a sales conversation before you see a number. Price per month for a team of 10 where 3 people track time and 1 sends invoices. - FlowQi. Best for: Free start, pay per module. Team of 10: €100 (€75 without invoicing). Minimum: None. Free plan: Yes, Basic. Choose FlowQi if not everyone in your firm needs the whole chain. Everyone works free on Basic with CRM, projects and tasks. Time & Resources, which covers hours, time budgets, capacity planning and utilisation, is €25 per user for the people who use it, and Invoicing is €25 per user for the people who invoice. For a team of 10 where 3 track time and 1 invoices, that is €100 a month. Less suited if you want the financial depth of an established platform. Profitability reporting per project, client and person is where the older tools on this list are strongest. Roles and permissions, private projects and reporting sit in Core, at €25 per user for the whole team, and FlowQi has few public reviews so far. Strong at: CRM, projects and tasks free for the whole team. Hours and capacity planning in one module. Invoices built from logged hours, on the free plan too. No seat minimum and no setup fee. Weaker at: Less reporting depth than the established platforms. Young product with few public reviews. Prices: Basic: free, unlimited users. Time & Resources: €25 per user (€20 billed yearly). Invoicing: €25 per user (€20 billed yearly). Core: €25 per user for the whole team (€20 billed yearly). - Productive. Best for: All-in-one platform for agencies. Team of 10: $120 ($290 with invoicing). Minimum: 3. Free plan: No, 14-day trial. Choose Productive if you want budgeting, resource planning, time tracking and profitability reporting on the first paid plan, from a platform reviewers rate highly. Essential is $12 per user per month, or $10 billed yearly. Profitability per project, client and person is what users praise most. Less suited if you need invoicing, rate cards or billable time approvals, which start on Professional at $29 per user. Every plan needs three paid seats and contractors count as seats. Above 50 users the Professional price is replaced by a sales conversation, and the mobile app is rated well below the platform itself. Strong at: Budgeting, resourcing and time tracking on the first plan. Profitability reporting per project, client and person. Support that reviewers rate highly. Weaker at: Invoicing and rate cards only on Professional. Three-seat minimum, contractors included. Prices: Essential: $12 per user ($10 billed yearly). Professional: $29 per user ($25 billed yearly). Ultimate: on request. - Scoro. Best for: Deepest on finance. Team of 10: $170 ($570 on End-to-end). Minimum: 5. Free plan: No, 14-day trial. Choose Scoro if finance is the reason you are buying. Scoro covers quotes, projects, time, resourcing, budgets, invoices and financial reporting, with multiple currencies and a mature reporting layer. Time-billing, which is time tracking plus invoicing, is $17 per user per month, and all eight apps together are $57. Less suited if your team is smaller than five, or you want one thing rather than a platform. Every combination starts at five users, you always buy at least two of the eight apps, and time tracking with planning and invoicing together only arrive on the $57 package. Scoro says getting fully up and running takes a few days to a few months. Strong at: Quotes, projects, time, resourcing and finance in one platform. Mature financial reporting and multiple currencies. Publishes every currency side by side. Weaker at: Five-user minimum and no free plan. The full chain only on the top package. Prices: Time-billing: $17 per user, time and invoices. Projects & Resources or Quote to Cash: $29. End-to-end: $57, all eight apps. - Teamwork.com. Best for: Client projects billed from hours. Team of 10: $249.90 (Accelerate, billed yearly). Minimum: 5 on Accelerate. Free plan: Yes, up to 5 users. Choose Teamwork.com if your work is client projects and you bill from the hours your team logs. It is also the only platform here with a real free plan for a small team: up to 5 users and 5 projects. Basics starts at $9.99 per user per month billed yearly, and invoicing from logged time sits on Accelerate at $24.99. Less suited if you want quotes and a sales pipeline in the same place. Quotes sit on Optimize, which is priced on request, and Accelerate has a five-user minimum, so a team of six pays more per head than the tier below. Strong at: Free plan for up to 5 users and 5 projects. Invoicing from logged time on Accelerate. Built around client work and billable hours. Weaker at: Quotes only on Optimize, priced on request. Minimum of 5 users on Accelerate. Prices: Free: up to 5 users and 5 projects. Basics: $9.99 per user billed yearly, minimum 3. Accelerate: $24.99 per user billed yearly, minimum 5. Optimize and Enterprise: on request. - Function Point. Best for: Built for agencies, price published. Team of 10: $580 (plus onboarding fee). Minimum: Not published. Free plan: None listed. Choose Function Point if you want a system built specifically for agencies, with estimates, jobs, time and financials in one place, and a named success manager rather than a help centre. Standardize is $58 per user per month, or $53 billed yearly, and includes estimating and invoicing on both plans. Less suited if you are cost-sensitive or want to start small. It is the most expensive published price here, a one-off onboarding fee applies on top, and no minimum team size or free plan is published. Strong at: Estimates, jobs, time and financials built for agencies. Estimating and invoicing on both plans. Named success manager. Weaker at: Highest published price per user here. One-off onboarding fee on top. Prices: Standardize: $58 per user ($53 billed yearly). Optimize: on request. Onboarding fee: quoted per company. - Accelo. Best for: Retainers and tickets alongside projects. Team of 10: On request. Minimum: Not published. Free plan: None listed. Choose Accelo if your revenue is not only projects. Accelo handles retainers and service tickets alongside project work, which most platforms here treat as an afterthought, and lists integrations with Xero, QuickBooks Online and Sage Intacct. Less suited if you want to compare prices before you talk to anyone. Accelo publishes no price, no minimum team size and no free plan, so the first number arrives through a sales conversation. Strong at: Retainers and service tickets alongside projects. Accounting integrations listed. Guided implementation. Weaker at: No published price. No free plan or self-serve start. Prices: All plans: quoted per company. - Kantata. Best for: Resource forecasting at scale. Team of 10: On request. Minimum: Not published. Free plan: None listed. Choose Kantata if staffing is the problem you are buying software to solve, across a portfolio rather than a handful of projects. Kantata is built around it: skills, utilisation, demand against supply, and forecasting which roles you will be short of. Less suited if you are a small agency. Kantata targets mid-market and enterprise services firms, publishes no price and no free plan, and the depth it adds is depth a small team will not use. Strong at: Skills inventory and resource forecasting. Supply and demand planning across a portfolio. Built for larger services organisations. Weaker at: No published price. Heavy for a small agency. Prices: All plans: quoted per company. What to check before you buy - You pay for everyone, not for the people who use it: Most PSA platforms charge per seat for your whole workspace, and several set a minimum: three seats, or five. A colleague who only looks at a project costs the same as the person tracking time on it. At FlowQi: Everyone works free on Basic with CRM, projects and tasks. You add a module only for the people who use it, at €25 per user, with no minimum. - The chain breaks between packages: The point of PSA is one chain from quote to invoice, but the packages cut it up. Time and invoicing in one plan, time and resource planning in another, all three only in the top tier. At FlowQi: Hours, time budgets, capacity planning and utilisation sit together in one module. Invoicing is a second module, for the people who invoice. - Half the market will not show you a price: Several established platforms publish no price at all, and one replaces its published price with a sales conversation above 50 users. You cannot compare what you cannot see, and the first number arrives after a demo. At FlowQi: The price is on the pricing page. No base licence, no setup fee, no quote needed to find out what it costs. - What happens after the first year: Check the terms, not just the tier. Onboarding fees are quoted per company, contracts renew on their own, and renewals are often billed at whatever the list price is that day rather than the one you signed. At FlowQi: Basic stays free, and a module is €25 per user per month, or €20 on annual billing. FlowQi, Productive, Scoro, Teamwork.com, Function Point, Accelo and Kantata compared: what a team of 10 pays and which one fits your firm. Q: What is PSA software? A: PSA stands for professional services automation. It is software that runs the chain a services firm sells: the quote, the project, the hours people log against it, who is booked in the coming weeks, and the invoice at the end. The point is that those steps share one set of data, so the hours on a project are the same hours on the invoice and in the margin you report. If you are still working out whether you need one, start with [what PSA software is](/glossary/professional-services-automation/). Q: What is the difference between PSA software and project management software? A: Project management software answers what needs doing and by when. PSA answers what the work is worth: whether the project is inside budget, who is available to staff the next one, which hours are billable, and what you can invoice. A project tool tracks tasks; PSA connects those tasks to money and capacity. Q: What does PSA software cost? A: For a team of 10 where 3 people track time and 1 sends invoices: FlowQi is €100 a month, Productive Essential $120, Scoro Time-billing $170, Teamwork.com Accelerate $249.90 billed yearly, and Function Point Standardize $580 plus an onboarding fee. Accelo and Kantata quote per company. Add invoicing at Productive and it becomes $290. Prices checked in September 2026. Q: Which PSA platform is best for a small agency? A: Below five people, the seat minimums decide it. Scoro starts at five users and Productive at three, with contractors counted as seats. FlowQi has no minimum and a free plan for the whole team, with modules charged per person who uses them. Teamwork.com is free up to 5 users and 5 projects if billing from logged hours is all you need. Q: Which PSA tools publish their pricing? A: FlowQi, Productive, Scoro, Teamwork.com and Function Point publish prices. Accelo and Kantata do not, and both quote per company based on your size and needs. Productive also stops showing a Professional price above 50 users. Q: Do I need PSA software if I already have a project tool and an accountant? A: Not always. If your hours, your budgets and your invoices already line up without anyone retyping them, you have what PSA gives you. The reason firms switch is usually that they cannot see whether a project is still profitable until after it is finished, or that they cannot tell who is free next month without asking around. Q: Is there free PSA software? A: There is no full PSA platform that is free. FlowQi Basic is free for unlimited users with CRM, projects and tasks, and you pay per person only for time tracking or invoicing. Teamwork.com has a free plan for up to 5 users and 5 projects. Everything else on this list is a trial of 14 days or a sales conversation. -------------------------------------------------------------------------------- title: "ClickUp alternatives: 7 options compared for agencies and service teams" url: https://flowqi.com/compare/clickup-alternatives/ date: "2026-09-13" updated: "2026-09-15" prices_verified: "2026-09-13" description: Seven ClickUp alternatives compared on price, minimum seats and time tracking. ClickUp Unlimited costs $10 per user monthly; FlowQi Basic is free. -------------------------------------------------------------------------------- For agencies that bill hours, FlowQi connects CRM, time and invoices, free on Basic, €75 a month for a team of 10 where 3 people track time, or €100 with invoicing. Teamwork.com is the closest established option, at $24.99 per user billed yearly. Asana and monday.com suit general work management, Notion suits docs-first teams and Trello is the simplest board. Price per month for 10 users with time tracking, monthly billing unless noted, excluding tax, in the currency each vendor lists. - FlowQi. Best for: Service teams that want CRM, projects, hours and invoices connected. Starting price: Free (Basic), Core €25 per user per month. Minimum: No minimum. Free plan: Yes, no end date. Per month: €75 (€100 with invoicing). Time tracking: Yes. Invoicing: +€25 - Trello. Best for: Simple kanban boards on a small budget. Starting price: Standard $5 per user per month billed yearly ($6 monthly). Minimum: No minimum stated. Free plan: Yes, up to 10 collaborators per Workspace. Per month: $60. Time tracking: No. Invoicing: No - Notion. Best for: Docs, wikis and light project tracking in one place. Starting price: Plus €9.50 per member per month billed yearly (€11.50 monthly). Minimum: No minimum stated. Free plan: Yes, with a block limit for shared workspaces. Per month: €115. Time tracking: No. Invoicing: No - Asana. Best for: Cross-team projects and recurring workflows. Starting price: Starter $10.99 per user per month billed yearly ($13.49 monthly). Minimum: 2 seats, sold in steps of 5 above 5 users. Free plan: Yes, up to 2 users. Per month: $134.90. Time tracking: Yes. Invoicing: No - Teamwork.com. Best for: Client projects billed from logged time. Starting price: Basics $9.99 per user per month billed yearly ($13.99 monthly). Minimum: 3 users on Basics, 5 on Accelerate. Free plan: Yes, up to 5 users and 5 projects. Per month: $139.90. Time tracking: Yes. Invoicing: +$160 - monday.com. Best for: Visual boards and dashboards for non-technical teams. Starting price: Basic €9 per seat per month billed yearly. Minimum: 3 seats, sold in seat buckets. Free plan: Yes, up to 2 seats. Per month: €190 (billed yearly). Time tracking: Yes. Invoicing: No - Wrike. Best for: Larger teams running many structured projects. Starting price: Team $10 per user per month billed yearly. Minimum: 2 users on Team, 5 on Business. Free plan: Yes. Per month: $250 (billed yearly). Time tracking: Yes. Invoicing: No - ClickUp. Best for: An all-in-one workspace you configure yourself. Starting price: Unlimited $7 per user per month billed yearly ($10 monthly). Minimum: No minimum stated. Free plan: Yes, 60 MB storage. Per month: $100. Time tracking: Yes. Invoicing: No This page is for agencies, consultancies and other service teams that use ClickUp or are evaluating it, and want to know what else is available. We compared seven alternatives on starting price, minimum seats, free plan, time tracking and invoicing, and worked out what a team of 10 pays. FlowQi is our own product, so it is listed first, with its downsides. Every competitor price comes from the vendor's own pricing page or help center. Pricing checked on 13 September 2026. ## Why teams look for a ClickUp alternative ClickUp is a flexible workspace. Spaces, statuses, views and fields can all be shaped to your process. That flexibility is the reason many teams choose it, and it also means someone has to design and maintain the setup. The pricing facts that come up most often: - On Free Forever, time tracking is a trial feature and storage is 60 MB. Native time tracking and unlimited storage start on Unlimited, at $7 per user per month billed yearly or $10 billed monthly. - Business costs $12 per user per month billed yearly or $19 billed monthly. - ClickUp Brain AI is sold separately at $9 per user per month. - The pricing page lists no invoicing, so teams that bill clients from hours need a second tool. None of this makes ClickUp a bad choice. It does mean that teams who want a ready-made client workflow, or who want invoicing in the same place as their hours, often compare other tools. ## The alternatives ### FlowQi FlowQi is a work platform for service businesses. CRM, projects, tasks, time tracking, capacity planning, quotes and invoices sit in one place, so a client record leads to a project, hours and an invoice. Basic is free for the whole team with no end date and includes CRM, projects, tasks, list, board and calendar views and 500 MB of storage. Core adds roles and permissions, private projects, guest users, Hummy AI, reporting and team dashboards and 100 GB of storage. FlowQi Basic is free with no minimum seats, Core costs €25 per user per month (€20 billed yearly), Time & Resources costs €25 per user per month only for the people who track time, and Billing costs €25 per user per month only for the people who invoice. Both modules also work on the free Basic plan. **Best for:** agencies and service teams that want CRM, projects, hours and invoices connected, without paying for every module on every seat. **Watch out:** FlowQi has no accounting integration and no verified integration list yet. It is a young platform with few public reviews. Hummy AI and roles and permissions are only in Core. It is built for service businesses, so teams that want a generic project tool to shape any way they like may find it narrower than ClickUp. Read the full [FlowQi vs ClickUp comparison](/compare/flowqi-vs-clickup/). ### Asana Asana is a work management tool used for cross-team projects and recurring workflows. Time tracking is included from Starter. Timesheets, user rates and project budgets come with a separate add-on, and the pricing page lists no invoicing. Asana Starter costs $10.99 per user per month billed yearly or $13.49 billed monthly, Advanced costs $24.99 yearly or $30.49 monthly, paid plans start at 2 seats, and the Timesheets & Budgets add-on costs $5.99 per user per month billed yearly. **Best for:** internal and cross-department projects where clear ownership of tasks matters more than billing. **Watch out:** the free Personal plan is limited to 2 users. Portfolio workload starts on Advanced, and capacity planning is Enterprise only. ### monday.com monday.com Work Management is built around boards and dashboards that non-technical colleagues tend to pick up quickly. CRM, Service and Dev are separate monday.com products with their own seat prices. monday.com Work Management starts at €9 per seat per month billed yearly on Basic, time tracking requires Pro at €19 per seat per month billed yearly, and paid plans start at 3 seats sold in seat buckets. **Best for:** teams that want a visual, easy-to-adopt tool for tracking work and status. **Watch out:** time tracking is only on Pro and above, and resource management is on Enterprise. Seat buckets can mean paying for seats nobody uses. monday.com shows prices in local currency; the euro prices above are what its pricing page showed us. ### Notion Notion combines documents, wikis and databases, and many teams build lightweight project trackers on top of them. The Business plan includes Notion Agent, AI Meeting Notes and Enterprise Search. The pricing page lists no built-in time tracking or invoicing. Notion Plus is listed at €9.50 per member per month billed yearly or €11.50 billed monthly, Business at €19.50 billed yearly or €23.50 monthly, and no minimum seats are stated. **Best for:** teams whose work lives in documents and knowledge bases, with project tracking as a second need. **Watch out:** on the Free plan, workspaces with several members get a limited number of blocks. Full AI features start on Business. Any project workflow is something you build and maintain yourself. ### Wrike Wrike is a project management platform for structured projects and portfolios, from small teams to enterprises. According to Wrike's help center, time tracking is available on Business, Pinnacle and Apex. Advanced resource and capacity planning and budgeting are part of Pinnacle, which is priced on request. Wrike Team costs $10 per user per month for 2 to 15 users and Business costs $25 per user per month for 5 to 200 users, both billed yearly, and Business is only sold as a yearly subscription. **Best for:** larger teams running many parallel projects that need structure and reporting. **Watch out:** there is no time tracking on Free or Team. Budgeting needs Pinnacle, and the pricing page lists no invoicing. ### Teamwork.com Teamwork.com is project management built for client work. Time tracking is included on every paid plan. Client invoicing from logged time, time budgets, retainers, capacity planning and HubSpot and QuickBooks integrations start on Accelerate. Quotes are on Optimize, which is priced on request. Teamwork.com Basics costs $9.99 per user per month billed yearly or $13.99 billed monthly, and Accelerate costs $24.99 yearly or $29.99 monthly, with a minimum of 3 users on Basics and 5 on Accelerate. **Best for:** client-service teams that want project delivery and invoicing from hours in one established tool. **Watch out:** yearly billing saves up to 29% compared with monthly billing. The free plan is capped at 5 users and 5 projects. TeamworkAI is included for an introductory period, with usage-based AI credits launching in September 2026. ### Trello Trello is a kanban board tool. Cards move across lists, and the paid plans add more views and admin controls. Its pricing page lists no built-in time tracking. Trello Standard costs $5 per user per month billed yearly or $6 billed monthly, Premium costs $10 yearly or $12.50 monthly, and the Free plan covers up to 10 collaborators per Workspace. **Best for:** small teams that need simple, visual task boards and little else. **Watch out:** there is no built-in time tracking, CRM or invoicing. The Free plan is limited to 10 boards per Workspace. ## What a team of 10 pays The example team has 10 people. 3 of them track time, and 1 sends invoices. | Tool | Plan used | Monthly cost | Time tracking and invoicing | |---|---|---|---| | FlowQi, without invoicing | Basic for 10, Time & Resources for 3 | €75 | Time tracking only | | FlowQi, with invoicing | Basic for 10, Time & Resources for 3, Billing for 1 | €100 | Both included | | Asana | Starter, 10 users, monthly billing | $134.90 | Time tracking, no invoicing | | monday.com | Pro, 10 seats, yearly billing | €190 | Time tracking, no invoicing | | Notion | Plus, 10 members, monthly billing | €115 | Neither built in | | Wrike | Business, 10 users, yearly billing | $250 | Time tracking, no invoicing listed | | Teamwork.com, without invoicing | Basics, 10 users, monthly billing | $139.90 | Time tracking only | | Teamwork.com, with invoicing | Accelerate, 10 users, monthly billing | $299.90 | Both included | | Trello | Standard, 10 users, monthly billing | $60 | Neither built in | | ClickUp | Unlimited, 10 users, monthly billing | $100 | Time tracking, no invoicing | Assumptions: list prices at monthly billing where the vendor publishes them, otherwise yearly billing as marked, excluding taxes and add-ons, checked on 13 September 2026. Without invoicing, the same team on FlowQi Basic pays €75 per month for Time & Resources for 3 people. Outside the EU, FlowQi shows the same amounts in dollars. ## How to choose - **You bill clients for hours and want CRM, projects, time and invoices in one place:** FlowQi, especially if only part of the team tracks time or invoices. - **You want an established client-work tool with invoicing from logged time and a QuickBooks integration:** Teamwork.com Accelerate. - **You run internal or cross-department projects and invoice elsewhere:** Asana or monday.com. - **Your team works mainly in documents and wikis:** Notion. - **You manage many parallel projects in a larger organisation:** Wrike. - **You only need simple boards on a small budget:** Trello. You can [start free on FlowQi Basic](/get-started/), or try Core and each module free for 14 days. Q: What is the best free ClickUp alternative? A: FlowQi Basic is free for unlimited users with no end date and includes CRM, projects and tasks. Other free plans are smaller: Teamwork.com Free allows 5 users and 5 projects, Trello Free allows 10 collaborators per Workspace, and Asana Personal and monday.com Free allow 2 users or seats. Time tracking is usually not part of a free plan, and on ClickUp Free Forever it is a trial feature. Q: Which ClickUp alternative includes time tracking and invoicing? A: FlowQi and Teamwork.com both do. In FlowQi, Time & Resources costs €25 per user per month for the people who track time and Billing costs €25 per user per month for the people who invoice, and both work on the free Basic plan. Teamwork.com includes invoicing from logged time on Accelerate, at $24.99 per user per month billed yearly with a minimum of 5 users. ClickUp's pricing page lists time tracking from Unlimited but no invoicing. Q: Which ClickUp alternative is best for agencies? A: For a small or mid-sized agency that bills hours, FlowQi connects the client record, project, hours and invoice, and charges modules only for the people who use them. Teamwork.com is the more established choice for client project delivery and adds HubSpot and QuickBooks integrations on Accelerate. Asana and monday.com work well for agencies that invoice from a separate tool. Q: Is there a cheaper alternative to ClickUp? A: ClickUp Unlimited costs $100 per month for 10 users at monthly billing. Trello Standard costs $60 per month for 10 users but has no built-in time tracking. On FlowQi Basic, a team of 10 where 3 people track time pays €75 per month for Time & Resources, and everyone else uses CRM, projects and tasks for free. Q: Can I migrate from ClickUp to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over. No spreadsheets. Decide beforehand which other ClickUp data you need to keep, such as task comments or custom fields, because those are not part of that import. Q: Does ClickUp include invoicing? A: ClickUp's pricing page lists native time tracking from the Unlimited plan, but no invoicing feature on any plan. Teams that bill clients from tracked hours usually add a separate invoicing or accounting tool. Q: How much does ClickUp AI cost? A: ClickUp sells Brain AI as an add-on at $9 per user per month, on top of the plan price. For comparison, FlowQi includes its assistant Hummy in Core at €25 per user per month, and Notion includes Notion Agent in Business. -------------------------------------------------------------------------------- title: "monday.com alternatives: 7 options compared for agencies and service teams" url: https://flowqi.com/compare/monday-alternatives/ date: "2026-09-13" updated: "2026-09-15" prices_verified: "2026-09-13" description: Seven monday.com alternatives compared on price, seat minimums and time tracking. monday.com Pro costs €19 per seat billed yearly; FlowQi Basic is free. -------------------------------------------------------------------------------- If you bill clients for hours, FlowQi connects CRM, time and invoices with no seat minimum, at €75 a month for a team of 10 where 3 people track time, or €100 with invoicing. ClickUp adds time tracking from $7 per user billed yearly. Asana and Wrike suit structured project work, Smartsheet suits spreadsheet thinkers and Notion suits docs-first teams. Price per month for 10 users with time tracking, monthly billing unless noted, excluding tax, in the currency each vendor lists. - FlowQi. Best for: Service teams that want CRM, projects, hours and invoices connected. Starting price: Free (Basic), Core €25 per user per month. Minimum: No minimum. Free plan: Yes, no end date. Per month: €75 (€100 with invoicing). Time tracking: Yes. Invoicing: +€25 - Teamwork.com. Best for: Client projects billed from logged time. Starting price: Basics $9.99 per user per month billed yearly. Minimum: 3 users on Basics, 5 on Accelerate. Free plan: Yes, up to 5 users and 5 projects. Per month: $99.90 (billed yearly). Time tracking: Yes. Invoicing: +$150 - ClickUp. Best for: An all-in-one workspace you configure yourself. Starting price: Unlimited $7 per user per month billed yearly ($10 monthly). Minimum: No minimum stated. Free plan: Yes, 60 MB storage. Per month: $100. Time tracking: Yes. Invoicing: No - Notion. Best for: Docs, wikis and light project tracking in one place. Starting price: Plus €9.50 per member per month billed yearly (€11.50 monthly). Minimum: No minimum stated. Free plan: Yes, with a block limit for shared workspaces. Per month: €115. Time tracking: No. Invoicing: No - Smartsheet. Best for: Spreadsheet-style project plans. Starting price: Pro $9 per member per month billed yearly ($12 monthly). Minimum: Pro 1 to 10 members, Business 3 members. Free plan: No, 30-day free trial. Per month: $120. Time tracking: No. Invoicing: No - Asana. Best for: Cross-team projects and recurring workflows. Starting price: Starter $10.99 per user per month billed yearly ($13.49 monthly). Minimum: No minimum stated. Free plan: Yes, up to 2 users. Per month: $134.90. Time tracking: Yes. Invoicing: No - Wrike. Best for: Larger teams running many structured projects. Starting price: Team $10 per user per month billed yearly. Minimum: 2 users on Team, 5 on Business. Free plan: Yes. Per month: $250 (billed yearly). Time tracking: Yes. Invoicing: No - monday.com. Best for: Visual boards and dashboards for non-technical teams. Starting price: Basic €9 per seat per month billed yearly. Minimum: 3 seats, sold in seat buckets. Free plan: Yes, up to 2 seats. Per month: €240. Time tracking: Yes. Invoicing: No This page is for agencies, consultancies and other service teams that use monday.com or are evaluating it, and want to see what else is available. We compared seven alternatives on starting price, seat minimums, free plan, time tracking and invoicing, and worked out what a team of 10 pays. FlowQi is our own product, so it is listed first, with its downsides. Every competitor price comes from the vendor's own pricing page or help center. Pricing checked on 13 September 2026. ## Why teams look for a monday.com alternative monday.com is easy to start with. Boards, dashboards and colour-coded statuses make work visible quickly, which is why many teams choose it. The reasons teams compare other tools are mostly about plans and pricing: - Paid plans start at 3 seats and are sold in seat buckets, so a team can pay for seats nobody uses. - Time tracking is only included from Pro, at €19 per seat per month billed yearly. Basic at €9 and Standard at €12 do not include it. - Resource management is on Enterprise, which is priced on request. - The free plan is limited to 2 seats and 3 boards. - CRM, Service and Dev are separate products with their own seat prices, and the Work Management pricing page lists no invoicing. For teams that mainly need a visual work tracker, none of these are a problem. For service teams that want hours, capacity and invoices together, they add up. ## The alternatives ### FlowQi FlowQi is a work platform for service businesses. CRM, projects, tasks, time tracking, capacity planning, quotes and invoices sit in one place, so a client record leads to a project, hours and an invoice. Basic is free for the whole team with no end date and includes CRM, projects, tasks, list, board and calendar views and 500 MB of storage. Core adds roles and permissions, private projects, guest users, Hummy AI, reporting and team dashboards and 100 GB of storage. FlowQi Basic is free with no minimum seats, Core costs €25 per user per month (€20 billed yearly), Time & Resources costs €25 per user per month only for the people who track time, and Billing costs €25 per user per month only for the people who invoice. Both modules also work on the free Basic plan. **Best for:** agencies and service teams that want CRM, projects, hours and invoices connected, without seat buckets or paying for every module on every seat. **Watch out:** FlowQi has no accounting integration and no verified integration list yet. It is a young platform with few public reviews. Hummy AI and roles and permissions are only in Core. It is built for service businesses, so teams that want a general work tracker for every department may find it narrower than monday.com. Read the full [FlowQi vs monday.com comparison](/compare/flowqi-vs-monday/). ### ClickUp ClickUp is an all-in-one workspace with tasks, docs and many views, which teams configure to their own process. Native time tracking and unlimited storage start on Unlimited. The pricing page lists no invoicing, and Brain AI is a separate add-on. ClickUp Unlimited costs $7 per user per month billed yearly or $10 billed monthly, Business costs $12 yearly or $19 monthly, no minimum seats are stated, and Brain AI costs $9 per user per month extra. **Best for:** teams that want to design their own system and are willing to invest the setup time. **Watch out:** on Free Forever, time tracking is only a trial and storage is 60 MB. The flexibility means someone has to own and maintain the setup. ### Asana Asana is a work management tool used for cross-team projects and recurring workflows. Time tracking is included from Starter. Timesheets, user rates and project budgets come with a separate add-on, and the pricing page lists no invoicing. Asana Starter costs $10.99 per user per month billed yearly or $13.49 billed monthly, Advanced costs $24.99 yearly or $30.49 monthly, no minimum seats are stated, and the Timesheets & Budgets add-on costs $5.99 per user per month billed yearly. **Best for:** internal and cross-department projects where clear task ownership matters more than billing. **Watch out:** the free Personal plan is limited to 2 users. Portfolio workload starts on Advanced, and capacity planning is Enterprise only. ### Wrike Wrike is a project management platform for structured projects and portfolios, from small teams to enterprises. According to Wrike's help center, time tracking is available on Business, Pinnacle and Apex. Advanced resource and capacity planning and budgeting are part of Pinnacle, which is priced on request. Wrike Team costs $10 per user per month for 2 to 15 users and Business costs $25 per user per month for 5 to 200 users, both billed yearly, and Business is only sold as a yearly subscription. **Best for:** larger teams running many parallel projects that need structure and reporting. **Watch out:** there is no time tracking on Free or Team. Budgeting needs Pinnacle, and the pricing page lists no invoicing. ### Smartsheet Smartsheet organises projects in spreadsheet-style sheets, which suits teams that already plan in Excel. Resource Management is available as an add-on for Business and Enterprise, and its price is not published on the pricing page. Smartsheet Pro costs $9 per member per month billed yearly or $12 billed monthly for 1 to 10 members, and Business costs $19 yearly or $24 monthly with a minimum of 3 members. **Best for:** teams that think in rows and columns and want project plans that feel like a spreadsheet. **Watch out:** there is no free plan, only a 30-day trial. Pro is capped at 10 members. Time tracking is not listed in the plan comparison, and the Resource Management add-on is priced through sales. ### Notion Notion combines documents, wikis and databases, and many teams build lightweight project trackers on top of them. The Business plan includes Notion Agent, AI Meeting Notes and Enterprise Search. The pricing page lists no built-in time tracking or invoicing. Notion Plus costs €9.50 per member per month billed yearly or €11.50 billed monthly, Business costs €19.50 yearly or €23.50 monthly, and no minimum seats are stated. **Best for:** teams whose work lives in documents and knowledge bases, with project tracking as a second need. **Watch out:** on the Free plan, workspaces with several members get a limited number of blocks. Full AI features start on Business. Any project workflow is something you build and maintain yourself. ### Teamwork.com Teamwork.com is project management built for client work. Time tracking is included on every paid plan. Client invoicing from logged time, time budgets, retainers, capacity planning and HubSpot and QuickBooks integrations start on Accelerate. Quotes are on Optimize, which is priced on request. Teamwork.com Basics costs $9.99 per user per month and Accelerate costs $24.99 per user per month, both billed yearly, with a minimum of 3 users on Basics and 5 on Accelerate. **Best for:** client-service teams that want project delivery and invoicing from hours in one established tool. **Watch out:** monthly-billing prices are not shown on the pricing page, where yearly billing is said to save about 29%. The free plan is capped at 5 users and 5 projects. TeamworkAI is included for an introductory period, with usage-based AI credits launching in September 2026. ## What a team of 10 pays The example team has 10 people. 3 of them track time, and 1 sends invoices. | Tool | Plan used | Monthly cost | Time tracking and invoicing | |---|---|---|---| | FlowQi, without invoicing | Basic for 10, Time & Resources for 3 | €75 | Time tracking only | | FlowQi, with invoicing | Basic for 10, Time & Resources for 3, Billing for 1 | €100 | Both included | | ClickUp | Unlimited, 10 users, monthly billing | $100 | Time tracking, no invoicing | | Asana | Starter, 10 users, monthly billing | $134.90 | Time tracking, no invoicing | | Wrike | Business, 10 users, yearly billing | $250 | Time tracking, no invoicing listed | | Smartsheet | Pro, 10 members, monthly billing | $120 | Neither listed | | Notion | Plus, 10 members, monthly billing | €115 | Neither built in | | Teamwork.com, without invoicing | Basics, 10 users, yearly billing | $99.90 | Time tracking only | | Teamwork.com, with invoicing | Accelerate, 10 users, yearly billing | $249.90 | Both included | | monday.com | Pro, 10-seat bucket, monthly billing | €240 | Time tracking, no invoicing | Assumptions: list prices at monthly billing where the vendor publishes them, otherwise yearly billing as marked, excluding taxes and add-ons, checked on 13 September 2026. Without invoicing, the same team on FlowQi Basic pays €75 per month for Time & Resources for 3 people. Outside the EU, FlowQi shows the same amounts in dollars. ## How to choose - **You bill clients for hours and want CRM, projects, time and invoices in one place:** FlowQi, especially if only part of the team tracks time or invoices. - **You want an established client-work tool with invoicing from logged time:** Teamwork.com Accelerate. - **You want time tracking at a low per-user price and like configuring your own setup:** ClickUp. - **You run structured internal projects across departments:** Asana, or Wrike for larger organisations. - **Your team plans in spreadsheets:** Smartsheet. - **Your team works mainly in documents and wikis:** Notion. You can [start free on FlowQi Basic](/get-started/), or try Core and each module free for 14 days. Q: What is the best free monday.com alternative? A: FlowQi Basic is free for unlimited users with no end date and includes CRM, projects and tasks. ClickUp Free Forever also allows unlimited members, with 60 MB of storage. monday.com Free is limited to 2 seats and 3 boards, Asana Personal to 2 users and Teamwork.com Free to 5 users and 5 projects. Q: Which monday.com alternative has time tracking on a cheaper plan? A: monday.com includes time tracking from Pro, at €19 per seat per month billed yearly. ClickUp includes it from Unlimited at $7 per user billed yearly, Asana from Starter at $10.99 billed yearly, and Teamwork.com from Basics at $9.99 billed yearly with a 3-user minimum. On FlowQi, Time & Resources costs €25 per user per month only for the people who track time, and works on the free Basic plan. Q: Which monday.com alternative includes invoicing? A: FlowQi includes quotes and invoices in its Billing module, at €25 per user per month for the people who invoice, and it works on the free Basic plan. Teamwork.com includes client invoicing from logged time on Accelerate, at $24.99 per user per month billed yearly with a minimum of 5 users. monday.com Work Management's pricing page lists no invoicing. Q: Is there a monday.com alternative without a seat minimum? A: Yes. FlowQi has no minimum, and ClickUp, Asana and Notion state no minimum on their pricing pages. Smartsheet Pro starts at 1 member, and Wrike Team starts at 2 users. monday.com paid plans start at 3 seats and are sold in seat buckets. Q: Which monday.com alternative is best for agencies? A: For agencies that bill hours, FlowQi and Teamwork.com both connect time to invoices. FlowQi charges modules only for the people who use them and has a free plan for the whole team. Teamwork.com is more established for client project delivery and adds HubSpot and QuickBooks integrations on Accelerate. Q: Can I migrate from monday.com to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over. No spreadsheets. Decide beforehand which other monday.com data you need to keep, such as updates or board automations, because those are not part of that import. Q: Does monday.com include resource management? A: monday.com lists resource management, including workload balancing and capacity, on its Enterprise plan, which is priced on request. FlowQi includes capacity and resource planning in Time & Resources at €25 per user per month, and Teamwork.com includes capacity planning from Accelerate. -------------------------------------------------------------------------------- title: "Teamwork.com alternatives: 7 options compared for agencies and service teams" url: https://flowqi.com/compare/teamwork-alternatives/ date: "2026-09-13" updated: "2026-09-15" prices_verified: "2026-09-13" description: Seven Teamwork.com alternatives for client work, compared on price and minimums. Teamwork Accelerate is $24.99 per user yearly; FlowQi Basic is free. -------------------------------------------------------------------------------- For small and mid-sized agencies, FlowQi covers CRM, time and invoices with no seat minimum, at €100 a month for a team of 10 where 3 people track time and 1 sends invoices, or €75 without invoicing. Productive is the closest all-in-one agency tool, from $10 per user with a 3-seat minimum. Scoro suits established agencies that want finance depth, and Accelo suits firms that want a guided PSA rollout. Price per month for 10 users with invoicing, monthly billing unless noted, excluding tax, in the currency each vendor lists. - FlowQi. Best for: Service teams that want CRM, projects, hours and invoices connected. Starting price: Free (Basic), Core €25 per user per month. Minimum: No minimum. Free plan: Yes, no end date. Per month: €100 (€75 without invoicing). Invoicing: Yes. Time tracking: Yes - monday.com. Best for: Visual boards and dashboards for non-technical teams. Starting price: Basic €9 per seat per month billed yearly. Minimum: 3 seats, sold in seat buckets. Free plan: Yes, up to 2 seats. Per month: €90 (billed yearly). Invoicing: No. Time tracking: +€100 - Productive. Best for: Agencies that want budgets, resourcing and invoicing from the first plan. Starting price: Essential $10 per user per month. Minimum: 3 paid seats. Free plan: No, 14-day free trial. Per month: $100. Invoicing: Yes. Time tracking: Yes - Wrike. Best for: Larger teams running many structured projects. Starting price: Team $10 per user per month billed yearly. Minimum: 2 users on Team, 5 on Business. Free plan: Yes. Per month: $100 (billed yearly). Invoicing: No. Time tracking: +$150 - ClickUp. Best for: An all-in-one workspace you configure yourself. Starting price: Unlimited $7 per user per month billed yearly ($10 monthly). Minimum: No minimum stated. Free plan: Yes, 60 MB storage. Per month: $100. Invoicing: No. Time tracking: Yes - Scoro. Best for: Established agencies that want quotes, budgets and finance in one suite. Starting price: Time-billing $17 per user per month. Minimum: 5 users. Free plan: No, 14-day free trial. Per month: $170. Invoicing: Yes. Time tracking: Yes - Accelo. Best for: Professional services firms that want a guided PSA rollout. Starting price: Custom pricing. Minimum: Not published. Free plan: None listed. Per month: – (custom pricing). Invoicing: . Time tracking: - Teamwork.com. Best for: Client projects billed from logged time. Starting price: Basics $9.99 per user per month billed yearly. Minimum: 3 users on Basics, 5 on Accelerate. Free plan: Yes, up to 5 users and 5 projects. Per month: $249.90 (billed yearly). Invoicing: Yes. Time tracking: Yes This page is for agencies, consultancies and other client-service teams that use Teamwork.com or are evaluating it, and want to see what else is available. We compared seven alternatives on starting price, user minimums, free plan, time tracking and invoicing, and worked out what a team of 10 pays. FlowQi is our own product, so it is listed first, with its downsides. Every competitor price comes from the vendor's own pricing page or help center. Pricing checked on 13 September 2026. ## Why teams look for a Teamwork.com alternative Teamwork.com is built for client work, and it does that well: time tracking on every paid plan, invoicing from logged time, retainers and capacity planning. The reasons teams compare other tools are mostly about where features sit in the plans: - Invoicing from logged time, time budgets and capacity planning start on Accelerate, at $24.99 per user per month billed yearly, with a minimum of 5 users. - Quotes, resource scheduling by role or skill and profitability insights are on Optimize, which is priced on request. - Basics has a minimum of 3 users, and the free plan is capped at 5 users and 5 projects. - Monthly-billing prices are not shown on the pricing page. Yearly billing is said to save about 29%. - TeamworkAI is included for an introductory period, with usage-based AI credits launching in September 2026. For a team of 5 or more that uses Accelerate fully, these are reasonable terms. Smaller teams, and teams where only a few people track time or invoice, often look at other pricing models. ## The alternatives ### FlowQi FlowQi is a work platform for service businesses. CRM, projects, tasks, time tracking, capacity planning, quotes and invoices sit in one place, so a client record leads to a project, hours and an invoice. Basic is free for the whole team with no end date and includes CRM, projects, tasks, list, board and calendar views and 500 MB of storage. Core adds roles and permissions, private projects, guest users, Hummy AI, reporting and team dashboards and 100 GB of storage. FlowQi Basic is free with no minimum seats, Core costs €25 per user per month (€20 billed yearly), Time & Resources costs €25 per user per month only for the people who track time, and Billing costs €25 per user per month only for the people who invoice. Both modules also work on the free Basic plan. **Best for:** small and mid-sized agencies that want CRM, projects, hours and invoices connected, without a user minimum or paying every module for every seat. **Watch out:** FlowQi has no accounting integration and no verified integration list yet, where Teamwork.com connects to HubSpot and QuickBooks on Accelerate. It is a young platform with few public reviews. Hummy AI and roles and permissions are only in Core. It is built for service businesses rather than as a generic project management tool. Read the full [FlowQi vs Teamwork.com comparison](/compare/flowqi-vs-teamwork/). ### Productive Productive is an operations platform for agencies and professional services. Its Essential plan already lists time tracking, budgeting, resource planning, invoicing and an AI assistant. Professional adds rate cards, skills, advanced reports and HRIS and invoicing integrations. Productive lists Essential at $10 per user per month and Professional at $25, yearly billing saves up to 17%, a minimum of 3 paid seats applies, and there is a 14-day free trial. **Best for:** agencies that want budgets, resourcing and invoicing on the first paid plan. **Watch out:** there is no free plan. Invoicing integrations are only listed from Professional, and Ultimate is priced on request. ### Scoro Scoro is a work management platform for professional services, founded in Estonia, that combines quotes, projects, time tracking, resource planning, budgets and invoicing. You buy packages per user. Time-billing covers time tracking and invoicing, Projects & Resources adds resource planning, Quote to Cash adds quotes and budgets, and End-to-end combines them. Scoro AI is included with plan-dependent credits. Scoro costs $17 per user per month for Time-billing, $29 for Projects & Resources or Quote to Cash and $57 for End-to-end, billed monthly with a minimum of 5 users, and yearly billing is 13 to 17% cheaper. **Best for:** established agencies that want quotes, budgets and financial reporting in one suite. **Watch out:** every package has a 5-user minimum, and there is no free plan. Getting resource planning, quotes and invoicing together means End-to-end at $57 per user per month. ### Accelo Accelo is PSA software for professional services firms in consulting, accounting, engineering, architecture, agencies and IT services. It covers project management, resourcing and capacity planning, project financials and business intelligence. It lists integrations with HubSpot, Salesforce, Xero, QuickBooks Online and Sage Intacct, among others. Accelo does not publish prices: pricing is based on team size and growth goals, plans include implementation guidance and onboarding support, and you request a quote or book a demo. **Best for:** established firms that want accounting and CRM integrations and a guided implementation. **Watch out:** without public pricing, you cannot estimate cost before a sales conversation. Its pricing page mentions no free trial. ### Wrike Wrike is a project management platform for structured projects and portfolios, from small teams to enterprises. According to Wrike's help center, time tracking is available on Business, Pinnacle and Apex. Advanced resource and capacity planning and budgeting are part of Pinnacle, which is priced on request. Wrike Team costs $10 per user per month for 2 to 15 users and Business costs $25 per user per month for 5 to 200 users, both billed yearly, and Business is only sold as a yearly subscription. **Best for:** larger teams running many parallel projects that need structure and reporting. **Watch out:** there is no time tracking on Free or Team. Budgeting needs Pinnacle, and the pricing page lists no invoicing, which matters if you invoice from Teamwork.com today. ### ClickUp ClickUp is an all-in-one workspace with tasks, docs and many views, which teams configure to their own process. Native time tracking and unlimited storage start on Unlimited. The pricing page lists no invoicing, so agencies moving from Teamwork.com would need a separate invoicing tool. ClickUp Unlimited costs $7 per user per month billed yearly or $10 billed monthly, Business costs $12 yearly or $19 monthly, no minimum seats are stated, and Brain AI costs $9 per user per month extra. **Best for:** teams that want a low per-user price and are willing to build their own client workflow. **Watch out:** there is no invoicing. On Free Forever, time tracking is only a trial and storage is 60 MB. ### monday.com monday.com Work Management is built around boards and dashboards that non-technical colleagues tend to pick up quickly. CRM, Service and Dev are separate monday.com products with their own seat prices. monday.com Work Management starts at €9 per seat per month billed yearly on Basic, time tracking requires Pro at €19 per seat per month billed yearly, and paid plans start at 3 seats sold in seat buckets. **Best for:** agencies that want a visual work tracker and invoice from their accounting software. **Watch out:** time tracking is only on Pro and above, resource management is on Enterprise, and the Work Management pricing page lists no invoicing. monday.com shows prices in local currency; the euro prices above are what its pricing page showed us. ## What a team of 10 pays The example team has 10 people. 3 of them track time, and 1 sends invoices. | Tool | Plan used | Monthly cost | Time tracking and invoicing | |---|---|---|---| | FlowQi, without invoicing | Basic for 10, Time & Resources for 3 | €75 | Time tracking only | | FlowQi, with invoicing | Basic for 10, Time & Resources for 3, Billing for 1 | €100 | Both included | | Productive | Essential, 10 users | $100 | Both listed | | Scoro | Time-billing, 10 users, monthly billing | $170 ($570 on End-to-end) | Both included | | Accelo | On request | Custom pricing | Not published | | Wrike | Team, 10 users, yearly billing | $100 ($250 on Business) | Time tracking from Business, no invoicing listed | | ClickUp | Unlimited, 10 users, monthly billing | $100 | Time tracking, no invoicing | | monday.com | Basic, 10 seats, yearly billing | €90 (€190 on Pro) | Time tracking from Pro, no invoicing | | Teamwork.com | Accelerate, 10 users, yearly billing | $249.90 | Both included | Assumptions: list prices at monthly billing where the vendor publishes them, otherwise yearly billing as marked, excluding taxes and add-ons, checked on 13 September 2026. Without invoicing, the same team on FlowQi Basic pays €75 per month for Time & Resources for 3 people. Outside the EU, FlowQi shows the same amounts in dollars. ## How to choose - **You are a small or mid-sized agency and only part of the team tracks time or invoices:** FlowQi. - **You want budgeting, resource planning and invoicing on the first paid plan and have at least 3 users:** Productive. - **You are an established agency with 5 or more users that wants quotes, budgets and finance reporting:** Scoro. - **You need accounting and CRM integrations and want a guided rollout:** Accelo. - **You mainly need structured project delivery in a larger organisation:** Wrike. - **You want a low per-user price and invoice from another tool:** ClickUp or monday.com. You can [start free on FlowQi Basic](/get-started/), or try Core and each module free for 14 days. Q: What is the best free Teamwork.com alternative? A: FlowQi Basic is free for unlimited users with no end date and includes CRM, projects and tasks. ClickUp Free Forever also allows unlimited members, with 60 MB of storage, and Wrike has a free plan. Teamwork.com Free is limited to 5 users and 5 projects, and monday.com Free to 2 seats. Q: Which Teamwork.com alternative includes time tracking and invoicing? A: FlowQi, Productive and Scoro all include both. FlowQi charges €25 per user per month for Time & Resources and €25 per user per month for Billing, only for the people who use them, and both work on the free Basic plan. Productive lists time tracking and invoicing on Essential, from $10 per user per month with a 3-seat minimum. Scoro's Time-billing package covers both at $17 per user per month with a 5-user minimum. Q: Which Teamwork.com alternative is best for agencies? A: It depends on size and depth. FlowQi fits small and mid-sized agencies that want a free starting point and pay modules per person. Productive fits agencies that want budgeting, resource planning and invoicing on the first paid plan. Scoro fits established agencies that want quotes, budgets and finance reporting in one suite, with a 5-user minimum. Q: Is there a Teamwork.com alternative without a user minimum? A: Yes. FlowQi has no minimum, and ClickUp states none on its pricing page. Teamwork.com requires 3 users on Basics and 5 on Accelerate. Productive requires 3 paid seats, Scoro 5 users, monday.com 3 seats and Wrike Business 5 users. Q: Is there a cheaper alternative to Teamwork.com Accelerate? A: For a team of 10, Teamwork.com Accelerate costs $249.90 per month billed yearly. Productive Essential lists time tracking, budgeting, resource planning and invoicing at $10 per user, or $100 per month for 10 users. FlowQi costs €100 per month for that team on Basic, with Time & Resources for the 3 people who track time and Billing for the 1 who invoices, or €75 per month if nobody invoices from FlowQi. Q: Can I migrate from Teamwork.com to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over. No spreadsheets. Decide beforehand which other Teamwork.com data you need to keep, such as task history or logged time, because those are not part of that import. Q: Does Teamwork.com charge for AI? A: Teamwork.com's pricing page says TeamworkAI is included on paid plans for an introductory period, with usage-based AI credits launching in September 2026. FlowQi includes its assistant Hummy in Core at €25 per user per month. -------------------------------------------------------------------------------- title: "The 6 best Scoro alternatives in 2026" url: https://flowqi.com/compare/scoro-alternatives/ date: "2026-09-13" updated: "2026-09-18" prices_verified: "2026-09-18" description: FlowQi, Productive, Teamwork.com, Function Point, Accelo and Kantata compared against Scoro: what a team of 10 pays and who each one suits. -------------------------------------------------------------------------------- Below Scoro's five-user minimum, FlowQi is the one with no minimum and a free plan: €100 a month for a team of 10 where 3 track time and 1 invoices. Productive is the closest like-for-like suite and publishes its price. Teamwork.com suits client delivery billed from logged hours. Function Point is built for agencies and publishes a price. Accelo and Kantata both quote per company, so budget for a sales conversation before you see a number. Price per month for a team of 10 where 3 people track time and 1 sends invoices. - FlowQi. Best for: Free start, pay per module. Team of 10: €100 (€75 without invoicing). Minimum: None. Free plan: Yes, Basic. Choose FlowQi if you are below five users, or only part of your team tracks time. Everyone works free on Basic with CRM, projects and tasks. Time & Resources, which covers time tracking and capacity planning, is €25 per user for the people who use it, and Billing is €25 per user for the people who invoice. For a team of 10 where 3 track time and 1 invoices, that is €100 a month. Less suited if you need deep financial reporting or multiple currencies today. Roles and permissions, private projects and reporting sit in Core, at €25 per user for the whole team. FlowQi is also young, with few public reviews, where Scoro has years of them. Strong at: CRM, projects and tasks free for the whole team. Time tracking and capacity planning in one module. Invoices built from logged hours, on the free plan too. You talk to the people who build it. Weaker at: Young product with few public reviews. Less financial depth than an established suite. Prices: Basic: free, unlimited users. Time & Resources: €25 per user (€20 billed yearly). Billing: €25 per user (€20 billed yearly). Core: €25 per user for the whole team (€20 billed yearly). - Productive. Best for: Budgets and resourcing from the first plan. Team of 10: $120 ($100 billed yearly). Minimum: 3. Free plan: No, 14-day trial. Choose Productive if you want the same kind of suite as Scoro without the five-user minimum. Essential is $12 per user per month, or $10 billed yearly, and already covers budgeting, resource planning, time tracking, expenses and reporting. For a team of 10 that is $120 a month. Less suited if you need invoicing, rate cards or billable time approvals. Those start on Professional at $29 per user per month, which more than doubles the bill. There is no free plan. Strong at: Budgets and resource planning already on Essential. Reporting on project profitability. Mobile and desktop apps on every plan. Weaker at: Invoicing and rate cards only on Professional. No free plan. Prices: Essential: $12 per user ($10 billed yearly). Professional: $29 per user ($25 billed yearly). Ultimate: on request. - Teamwork.com. Best for: Client projects billed from hours. Team of 10: $249.90 (Accelerate, billed yearly). Minimum: 5 on Accelerate. Free plan: Yes, up to 5 users. Choose Teamwork.com if your work is client projects and you bill from the hours your team logs. Basics starts at $9.99 per user per month billed yearly, with a minimum of 3 users. Invoicing from logged time sits on Accelerate, at $24.99 per user billed yearly, with a minimum of 5. Less suited if you want quotes and a sales pipeline in the same place. Quotes sit on Optimize, which is priced on request, and the free plan stops at 5 users and 5 projects. Strong at: Free plan for up to 5 users and 5 projects. Invoicing from logged time on Accelerate. Built around client work and billable hours. Weaker at: Quotes only on Optimize, priced on request. Minimum of 5 users on Accelerate. Prices: Free: up to 5 users and 5 projects. Basics: $9.99 per user billed yearly, minimum 3. Accelerate: $24.99 per user billed yearly, minimum 5. Optimize and Enterprise: on request. - Function Point. Best for: Built for agencies, price published. Team of 10: $580 (plus onboarding fee). Minimum: Not published. Free plan: None listed. Choose Function Point if you want a system built specifically for agencies, with estimates, jobs, time and financials in one place, and a named success manager. Standardize is $58 per user per month, or $53 billed yearly, and includes estimating and invoicing. Less suited if you are cost-sensitive or want to start small. It is the most expensive published price in this list, a one-off onboarding fee applies, and no minimum team size or free plan is published. Strong at: Estimates, jobs, time and financials built for agencies. Estimating and invoicing on both plans. Named success manager. Weaker at: Highest published price per user here. One-off onboarding fee on top. Prices: Standardize: $58 per user ($53 billed yearly). Optimize: on request. Onboarding fee: quoted per company. - Accelo. Best for: PSA with a guided rollout. Team of 10: On request. Minimum: Not published. Free plan: None listed. Choose Accelo if you run a professional services firm and want the vendor to guide the rollout rather than hand you a trial. Accelo covers sales, quotes, projects, retainers, tickets, time and billing, and lists integrations with Xero, QuickBooks Online and Sage Intacct. Less suited if you want to compare prices before you talk to anyone. Accelo publishes no price, no minimum team size and no free plan, so the first number arrives through a sales conversation. Strong at: Retainers and service tickets alongside projects. Accounting integrations listed. Guided implementation. Weaker at: No published price. No free plan or self-serve start. Prices: All plans: quoted per company. - Kantata. Best for: Resource forecasting for larger firms. Team of 10: On request. Minimum: Not published. Free plan: None listed. Choose Kantata if you are past the point where a spreadsheet of who is free still works. Kantata is built around resource management: skills, utilisation, demand against supply, and forecasting which roles you will be short of. Less suited if you are a small agency. Kantata targets mid-market and enterprise services firms, publishes no price and no free plan, and the depth it adds is depth a small team will not use. Strong at: Skills inventory and resource forecasting. Supply and demand planning. Built for larger services organisations. Weaker at: No published price. Heavy for a small agency. Prices: All plans: quoted per company. - Scoro. Best for: Agency suite with deep finance. Team of 10: $170 ($570 on End-to-end). Minimum: 5. Free plan: No, 14-day trial. Choose Scoro if you want quotes, projects, time, resourcing, budgets, invoices and financial reporting in one platform, and you have the time to set it up properly. Time-billing, which covers time tracking and invoicing, is $17 per user per month. Time tracking with resource planning is $29, and all eight apps together are $57. Less suited if your team is smaller than five, because that is the minimum on every combination. You always buy at least two apps, time tracking with planning and invoicing together only arrive on the $57 package, and the contract renews automatically unless you give 30 days' notice. Strong at: Quotes, projects, time, resourcing and finance in one platform. Mature financial reporting. Multiple currencies. Weaker at: Five-user minimum and no free plan. Time, planning and invoicing together only on the full package. Why teams look at something else - Five users minimum, and no free plan: Every Scoro combination is priced from five users, so a team of three pays for five. There is a 14-day trial, but no free plan. At FlowQi: Basic is free for unlimited users, with CRM, projects and tasks. No minimum and no trial clock. - You always buy at least two apps: Scoro is eight apps. Time tracking sits in Track, resource planning in Resource, quotes in Estimate and invoices in Invoice, and the platform always contains at least two of them. At FlowQi: Time and capacity planning sit together in one module at €25 per user, and invoicing is a second module at €25. You pay per person for the module that person uses. - Time, planning and invoicing sit in different packages: Time and invoices together cost €15 per user. Time and resource planning together cost €25. All three in one lands on the €52 package, or a combination you assemble yourself. At FlowQi: Anyone who only looks at projects and tasks stays free on Basic. You add a module for the people who track time or invoice, not for the whole team. - Getting set up takes a while: Scoro says running fully takes anywhere from a few days to a few weeks or months. You can set it up yourself up to 15 people; above that Scoro runs the onboarding. At FlowQi: You start on Basic with the whole team and switch modules on when you are ready. You talk to the people who build it. FlowQi, Productive, Teamwork.com, Function Point, Accelo and Kantata compared against Scoro: what a team of 10 pays and who each one suits. Q: What is the best Scoro alternative for a small agency? A: Below Scoro's five-user minimum, FlowQi is the one with no minimum: Basic is free for unlimited users, and you add Time & Resources or Billing at €25 per user only for the people who use them. Productive is the closest like-for-like suite, from 3 seats at $12 per user per month, with budgeting, resource planning and time tracking on its first plan. Q: Does Scoro have a free plan? A: No. Scoro offers a 14-day trial, and every combination is priced from five users. Among the alternatives, FlowQi Basic is free for unlimited users with no end date, and Teamwork.com has a free plan for up to 5 users and 5 projects. Productive, Function Point, Accelo and Kantata publish no free plan. Q: Which Scoro alternative is cheapest for a team of 10? A: For a team of 10 where 3 people track time and 1 sends invoices, FlowQi costs €100 a month, or €75 if nobody invoices from FlowQi. Productive Essential is $120 at monthly billing, or $100 billed yearly, but invoicing there needs Professional. Teamwork.com Accelerate is $249.90 billed yearly and Function Point Standardize is $580. Scoro Time-billing is $170 for that team. Q: Which Scoro alternatives publish their prices? A: FlowQi, Productive, Teamwork.com and Function Point publish prices. Accelo and Kantata do not: both quote per company based on your size and needs, so the first number comes out of a sales conversation. Q: Why do teams leave Scoro? A: Usually the entry terms rather than the product. Every combination starts at five users with no free plan, you always buy at least two of the eight apps, and time tracking with resource planning and invoicing together only arrive on the $57 package. Scoro also says getting fully up and running takes anywhere from a few days to a few weeks or months. On the product itself, reviewers rate it highly. Q: What does Scoro cost for a team of 10? A: Time-billing, which covers time tracking and invoicing, is $17 per user per month, so $170 for 10 people. Time tracking with resource planning is $29 per user, and all eight apps together are $57 per user, so $570 for 10. Every combination has a minimum of five users. Prices checked on 18 September 2026. Q: Can I move from Scoro to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over. No spreadsheets. Decide beforehand which other Scoro data you need to keep, such as invoices, quotes or time entries, because those are not part of that import. -------------------------------------------------------------------------------- title: "FlowQi vs Asana" url: https://flowqi.com/compare/flowqi-vs-asana/ date: "2026-04-01" updated: "2026-09-15" prices_verified: "2026-09-13" description: Asana aligns teams on work. FlowQi ties that work to hours and invoices. An honest comparison, including where Asana is the better choice. -------------------------------------------------------------------------------- Choose FlowQi if hours must become invoices: Basic is free, and a team of 10 with 3 people logging hours and 1 sending invoices pays €100 a month. Choose Asana if you mainly need task and project management across departments: Starter is $10.99 per user per month billed annually, with time tracking but no CRM or invoicing. ## Asana aligns teams on work. FlowQi aligns service businesses on money. Asana is one of the best task and project management tools out there. Teams stay aligned. Work moves forward. It's great: right up until the invoice needs to match the hours, and someone has to reconcile Asana with Harvest, with QuickBooks, with a spreadsheet that lives on one person's laptop. That's the stack FlowQi removes. CRM, projects, time tracking and invoicing in one workflow, so the hours you log become the invoice you send. ## Key differences ### Scope of the platform Asana is a project and task management tool. It does one thing well: it has time tracking from Starter, but no CRM and no invoicing, so you need separate tools for those workflows. FlowQi brings client records, projects, hours and invoices together in one platform. ### Built for project delivery vs task management Asana excels at organizing tasks, tracking progress, and collaborating within teams. FlowQi goes beyond task management: it connects client relationships (CRM) to project delivery to billing, which is the workflow agencies and consultancies need most. ### Time tracking Asana added native time tracking, available from the Starter plan. What it does not have is the step after it: there is no invoicing, so the hours never become a bill without a second tool. In FlowQi, time tracking sits in the Time & Resources module, and the Billing module turns logged hours into invoices. ### Pricing Asana Starter is $10.99 per user per month billed annually, and Advanced is $24.99. Timesheets and budgets are a separate add-on at $5.99 per user on top of either. FlowQi Basic is free for your whole team, Core is €25 per user per month, and Time & Resources (+€25) and Billing (+€25) are added only for the people who use them, even on Basic. ## Feature comparison Both platforms manage projects and tasks, and both track time. Listing that side by side takes half a screen to say you are the same. Below is only where the amount or the condition differs. | | FlowQi | Asana | |---|---|---| | Free plan | Basic: CRM, projects and tasks, unlimited users | Personal, 2 users maximum | | Entry price | €0, or €25 per user per month | $10.99 per user per month, billed annually | | CRM | Included, even on Basic | Not available | | Time tracking | Time & Resources module, +€25 per user | Native from Starter; timesheets and budgets are a $5.99 add-on, and hours never become an invoice | | Invoicing | Billing module, +€25 per user | Not available | | AI assistant | Hummy, included in Core | AI features from Starter | | **Work management at scale** | **Built for agencies** | **Proven across thousands of employees** | The last row is not an oversight. Asana wins there, and you should know that before you choose. Asana pricing and plan names checked on 13 September 2026 at asana.com/pricing. Starter is $10.99 per user per month billed annually and Advanced $24.99. Time tracking is included from Starter; timesheets and budgets are a $5.99 per user add-on; the free Personal plan allows up to 2 users; there is no invoicing and no native CRM. ## Who should choose FlowQi? FlowQi is the better fit if you need more than project management. If your team tracks billable hours, manages client relationships, and sends invoices, FlowQi replaces Asana plus 3-4 other tools. ## Who should choose Asana? Asana is an excellent choice for teams whose primary problem is alignment, not billing, internal product teams, larger organisations where work moves across departments, or service teams that already have accounting and billing handled elsewhere. Its collaboration features, project views and cross-team visibility are genuinely best-in-class. Paired with Harvest for time and QuickBooks for invoicing, it works, if you don't mind maintaining the stack. Q: How does FlowQi pricing compare to Asana? A: FlowQi Basic is free for your whole team: CRM, projects and tasks. Core is €25 per user per month and adds Hummy AI, roles and permissions, and reporting. Time & Resources (+€25 per user) and Billing (+€25 per user) both work on Basic or Core, and both are charged only for the people who use them. Asana starts at $10.99 per user per month for Starter and includes time tracking there, but it has no CRM and no invoicing. Q: Can I migrate from Asana to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over, and we help you set things up. Since Asana does not include CRM or invoicing, the migration mainly involves project data, and you gain CRM and billing capabilities you did not have before. Q: What does FlowQi include that Asana does not? A: FlowQi includes a built-in CRM with sales pipeline, and with the Time & Resources and Billing modules you turn tracked hours into invoices. Asana focuses on task and project management; it has time tracking from Starter, but those hours never become an invoice. Q: Is FlowQi better for agencies than Asana? A: For agencies that need to manage clients, track billable hours, and send invoices, FlowQi is the better fit. It connects the full workflow from CRM to project to timesheet to invoice. Asana has no CRM and no invoicing, so those steps need third-party tools. Q: Does FlowQi have project views like Asana? A: Yes. FlowQi offers list, board and calendar views. With the Billing module you can also invoice the hours logged on a project, which Asana does not do. Q: Does FlowQi offer European data hosting like Asana? A: It depends on the FlowQi entity you contract with: your data is hosted in the EU or in the US. FlowQi is built in the Netherlands with GDPR-first design. Asana is a US-based company that offers EU data hosting on certain enterprise plans. -------------------------------------------------------------------------------- title: "FlowQi vs ClickUp" url: https://flowqi.com/compare/flowqi-vs-clickup/ date: "2026-04-01" updated: "2026-09-15" prices_verified: "2026-09-13" description: ClickUp lets you design any workflow. FlowQi ships CRM, projects, time and invoicing already connected. Honest comparison, including where ClickUp wins. -------------------------------------------------------------------------------- Choose ClickUp if you want to design your own system at a low price: Unlimited is $7 per user per month billed annually, with a generous free plan. Choose FlowQi if CRM, time and invoicing must already be connected: free on Basic, and €100 a month for a team of 10 with 3 people logging hours and 1 sending invoices. ## ClickUp lets you build anything. FlowQi ships the thing already built. ClickUp's strength is also its cost: every team configures its own views, statuses, automations. That flexibility is real, but setting it up takes time before work actually flows. FlowQi ships with CRM, projects, time tracking and invoicing already wired together: one workflow from client record to invoice line. You adapt it to your operation. You don't assemble it from parts. Both aim to replace multiple tools. They start from opposite ends. ## Key differences ### Focus and complexity ClickUp offers hundreds of features across project management, docs, whiteboards, chat, and more. That breadth asks for more setup. FlowQi focuses on the workflows agencies actually need: CRM, project delivery, time tracking and invoicing, with a clean and focused interface. ### CRM and invoicing ClickUp has added CRM-like features through custom views and automations, but it is not a dedicated CRM. It has no native invoicing. FlowQi includes a purpose-built CRM with sales pipeline, contact management, and deal tracking, plus native invoicing that generates invoices from tracked time. ### Time-to-billing workflow For agencies that bill by the hour, FlowQi connects the entire chain: client (CRM) to project to timesheet to invoice. ClickUp can track time, but converting tracked hours into invoices requires third-party tools. ### Data and privacy ClickUp is a US-based company. FlowQi is built in the Netherlands with GDPR-first design and native Dutch-language support. Your data is hosted in the EU or the US, depending on the FlowQi entity you contract with. ## Feature comparison Both platforms manage projects and tasks, and both track time. Listing that side by side takes half a screen to say you are the same. Below is only where the amount or the condition differs. | | FlowQi | ClickUp | |---|---|---| | Free plan | Basic: CRM, projects and tasks, unlimited users | Free Forever, unlimited users | | Entry price | €0, or €25 per user per month | $7 per user per month (Unlimited) | | Invoicing | Billing module, +€25 per user | Not available | | Quoting | Included | Not available | | AI assistant | Hummy, included in Core | ClickUp Brain, sold separately | | **Breadth of features** | **Deliberately limited to client work** | **Considerably broader** | The last row is not an oversight. ClickUp wins there, and you should know that before you choose. ClickUp pricing checked on 13 September 2026 at clickup.com/pricing. Unlimited is $7 per user per month billed annually or $10 monthly, and Business is $12 annually or $19 monthly. Time tracking and resource management arrive on Unlimited. ClickUp Brain is a paid add-on. There is no native invoicing and no dedicated CRM. ## Who should choose FlowQi? FlowQi is the better fit for agencies and service businesses that need CRM, project management, and invoicing tightly connected. If you value a focused, clean interface over feature breadth, and your team bills clients for time, FlowQi is built for your workflow. ## Who should choose ClickUp? ClickUp is the right call if you enjoy designing your own system: unique workflows, custom statuses per department, automations you wire up yourself. The same flexibility that takes longer to set up is what makes it powerful once you've configured it. Its free tier is genuinely generous for smaller teams that only need task management, and its customization depth is unmatched for teams willing to invest the setup time. Q: How does FlowQi pricing compare to ClickUp? A: FlowQi Basic is free for your whole team: CRM, projects and tasks. Core is €25 per user per month and adds Hummy AI, roles and permissions, and reporting. Time & Resources (+€25 per user) and Billing (+€25 per user) both work on Basic or Core, and both are charged only for the people who use them. ClickUp offers a free tier with limited features and paid plans from $7 per user per month billed annually, but it lacks native CRM and invoicing, so you need additional tools that add to the total cost. Q: Can I migrate from ClickUp to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over, and we help you set things up, including the CRM and invoicing workflows you may not have had in ClickUp. Q: What is the main difference between FlowQi and ClickUp? A: FlowQi is purpose-built for agencies with a connected CRM-to-invoice workflow. ClickUp is a broad productivity platform with hundreds of features but no dedicated CRM or native invoicing. Q: Is FlowQi easier to use than ClickUp? A: FlowQi has a focused interface built around agency workflows: CRM, projects, time tracking, and invoicing. ClickUp offers far more features, and that breadth asks for more setup. Q: Does FlowQi offer better data privacy than ClickUp? A: FlowQi is built in the Netherlands with GDPR-first design. Your data is hosted in the EU or the US, depending on the FlowQi entity you contract with. ClickUp is US-based and offers compliance options but is not European by default. Q: Does ClickUp have CRM and invoicing like FlowQi? A: ClickUp has CRM-like capabilities through custom views and automations, but it is not a purpose-built CRM. It has no native invoicing. FlowQi includes both as dedicated, fully integrated modules. -------------------------------------------------------------------------------- title: "FlowQi vs Gripp (Exact)" url: https://flowqi.com/compare/flowqi-vs-gripp/ date: "2026-04-01" updated: "2026-09-14" prices_verified: "2026-09-13" description: Gripp has been part of Exact since 2021. What does that mean for your price, contract and data? An honest comparison, including where Gripp wins. -------------------------------------------------------------------------------- Choose Exact Gripp if your accounting runs in Exact or you want a platform on the market since 2012: Starter is €162 a month with 3 users included, plus €19 per extra user. Choose FlowQi if you want to start free and pay per user without a base package: two people on Core pay €50 a month. ## FlowQi vs Gripp (Exact): Which Dutch platform fits your agency? Gripp, now part of Exact as "Exact Gripp", is a well-known project management and CRM platform in the Netherlands, particularly popular among agencies. FlowQi is a newer Dutch all-in-one platform with a modular approach. Here is an honest comparison. ## Key differences ### Independence vs corporate ecosystem Gripp was acquired by Exact in April 2021 and is now part of a larger corporate software ecosystem. This brings advantages (enterprise stability, Exact integrations) and disadvantages (less agility, corporate pricing). FlowQi is independent, founder-led, and builds features based on direct user feedback. ### Pricing model Exact Gripp starts at €162/month for Starter whether or not you fill those 3 included seats. Professional is €210 and Premium €261, with each extra user €19 to €30 per month depending on the plan. FlowQi has a free plan for unlimited users, and above that a per-user model of €25/user/month with no base fee, no minimum users, and no lock-in contract. ### Modern technology FlowQi is built with modern technology and includes an AI assistant, Hummy, in Core. Gripp is an established platform (since 2012) that has been progressively modernized under the Exact umbrella. ### CRM and sales Both platforms include CRM with deal tracking, contact management, and sales pipeline. Gripp integrates with the broader Exact ecosystem for accounting and finance. FlowQi keeps everything in one platform, CRM, projects, time tracking, and invoicing, without requiring external Exact products. ### FlowQi charges per user who needs the module Your whole team uses CRM, projects and tasks for free on Basic. Only three people need time tracking and resource planning? Then you switch on Time & Resources for those three. Core is optional. ## Feature comparison CRM, project management, time tracking, quoting and invoicing are on both platforms. Listing them side by side takes half a screen to say you are the same. Below is only where the amount or the condition differs. | | FlowQi | Exact Gripp | |---|--------|-------------| | Free plan | Basic: CRM, projects and tasks, unlimited users | None | | Entry price | €0, or €25 per user per month | €162 per month (Starter) | | What a team of two pays | €50 per month | €162 per month, because 3 users are fixed in the plan | | Additional user | €25 per month | €19 to €30 per month, depending on plan | | Capacity planning | Time & Resources module, +€25 per user | Not in Starter. From Professional, €210 per month | | Advanced reporting | Reporting included in Core | Premium only, €261 per month | | Accounting integration | Not yet; you create the invoice in FlowQi | Free on Professional and Premium, €10 per month on Starter | | Permission profiles | Roles and permissions in Core | Starter: 3 maximum | | AI assistant | Hummy, in Core | Support Agent in Exact AI Assistant, no AI in the workflow itself | | **Exact ecosystem** | **No** | **Native, same parent company** | | **On the market since** | **2026** | **2012** | The last two rows are not an oversight. If you already run Exact, Gripp wins that comparison, and more than ten years on the market is something we do not have. Exact Gripp pricing and plan contents checked on 13 September 2026 at exact.com/nl/producten/exact-gripp/features-en-prijzen. Starter is €162 per month including 3 users, with €19 per extra user; Professional is €210 with €25 per extra user; Premium is €261 with €30 per extra user. Capacity planning starts on Professional, advanced reporting is Premium only. On 14 September 2026 the integrations page (exact.com/nl/producten/exact-gripp/koppelingen) listed the accounting link as free on Professional and Premium and €10 per month on Starter; the pricing table lists €11 per month. ## Who should choose FlowQi? FlowQi is the better fit for agencies that want transparent per-user pricing, no lock-in contract, and an independent platform with an AI assistant in Core. If you prefer a lean, modular approach without being tied to the Exact ecosystem, FlowQi gives you more freedom. ## Who should choose Gripp (Exact)? Gripp is a solid choice for agencies already in the Exact ecosystem, or established firms that value the stability of a large software company. If you use Exact for accounting and want native integration with your project management tool, Gripp provides that connection. Q: How does FlowQi pricing compare to Gripp? A: FlowQi starts at €0 with Basic, and Core is €25 per user per month with no base fee, no minimum users, and no lock-in contract. Exact Gripp starts at €162 per month for Starter, which includes 3 users. Each additional user costs €19 per month on Starter, €25 on Professional and €30 on Premium. Q: Are both FlowQi and Gripp Dutch platforms? A: Yes, both are Dutch-made. Gripp was founded in Tilburg in 2012 and is now part of Exact (acquired in April 2021). FlowQi is an independent, founder-led Dutch company that builds features based on direct user feedback. Q: Can I migrate from Gripp to FlowQi? A: Yes. Since both platforms cover CRM, projects, time tracking, and invoicing, the concepts map well. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over, and we help you set things up. Q: What is the main difference between FlowQi and Gripp? A: FlowQi is independent and modular, while Gripp is now part of the Exact corporate ecosystem. FlowQi has no lock-in and no base fee; at Exact Gripp you pay a fixed plan price with 3 users included. Q: Does FlowQi have AI features like Gripp? A: FlowQi includes Hummy, an AI assistant, in Core. Exact Gripp's plan overview lists the Support Agent in Exact AI Assistant, which answers support questions. There is no AI assistant in the workflow itself. Q: Does FlowQi work with Exact, like Gripp? A: No, not today. Gripp is part of Exact and connects natively with Exact Online. In FlowQi you create the invoice from the logged hours and then process it in your accounting package; there is no automatic Exact integration yet. If your books are in Exact and you need that link, Gripp is the better choice on this point. Q: Who is FlowQi best suited for compared to Gripp? A: FlowQi suits agencies and freelancers of any size who want flexibility, no lock-in, and modern technology. Gripp is a good fit for agencies that prefer the stability and integrations of the Exact ecosystem. -------------------------------------------------------------------------------- title: "FlowQi vs HubSpot" url: https://flowqi.com/compare/flowqi-vs-hubspot/ date: "2026-04-01" updated: "2026-09-15" prices_verified: "2026-09-13" description: HubSpot is strong in marketing automation. FlowQi in projects, hours and invoicing after the deal. An honest comparison, including where HubSpot wins. -------------------------------------------------------------------------------- Choose HubSpot if marketing automation drives your business: Sales Hub Starter is $7 per seat per month, Professional $90 per seat plus a required $1,500 onboarding fee. Choose FlowQi if you run client projects and bill hours: free on Basic, and €100 a month for a team of 10 with 3 people logging hours and 1 sending invoices. ## HubSpot vs FlowQi: same starting line, different destinations. HubSpot starts as a free CRM and scales into Marketing, Sales, Service and Operations Hubs: each a separate subscription, each with its own tier. The more hubs and seats you add, the bigger the bill. FlowQi starts with CRM and adds project management, time tracking and invoicing: all in one platform, free on Basic, no hubs. Both are legitimate choices. The question is what you're actually buying over the next three years. ## Key differences ### Pricing model HubSpot uses a hub-based pricing model. The free CRM is limited, and adding Marketing Hub, Sales Hub, or Operations Hub quickly scales up costs. Sales Hub Professional is $90 per seat per month plus a $1,500 one-off onboarding fee, Enterprise $150 per seat plus $3,500. FlowQi is free for unlimited users on Basic, and €25 per user per month for Core. No separate hubs; time and billing modules are added only for the people who use them. ### Built for agencies vs built for everyone HubSpot serves millions of businesses across every industry. FlowQi is purpose-built for project-based service teams: agencies, consultancies, and studios. This focus means tighter integration between CRM, project delivery, and time tracking. ### Time tracking and invoicing HubSpot has invoices in Commerce Hub, but they are not built from tracked hours, and time tracking itself needs a third-party integration. FlowQi includes time tracking, timesheets, and invoicing as modules connected to projects and CRM records, so approved hours become the invoice. ### Data residency FlowQi is built in the Netherlands with GDPR-first design. Where your data is hosted depends on the FlowQi entity you contract with: the EU or the US. HubSpot offers EU data hosting on any paid plan. ## Feature comparison Both platforms have a CRM with a free plan. Listing that side by side takes half a screen to say you are the same. Below is only where the amount or the condition differs. | | FlowQi | HubSpot | |---|---|---| | Free plan | Basic: CRM, projects and tasks, unlimited users | Free CRM, limited in features | | Entry price | €0, or €25 per user per month | $7 per seat per month (Sales Starter) | | Next step up | Core stays €25; Time & Resources (+€25) and Billing (+€25) only for the people who use them | $90 per seat per month (Professional) | | Mandatory onboarding fee | None | $1,500 one-off on Professional, $3,500 on Enterprise | | Time tracking | Time & Resources module, +€25 per user | Not available | | Invoicing | Billing module, +€25 per user | Invoices via Commerce Hub, not built from tracked hours | | Project management | Included, even on Basic | Basic Projects tool in Marketing Hub, no delivery or time link | | **Marketing automation** | **No** | **Extensive, separate hub** | The last row is not an oversight. HubSpot wins there, and you should know that before you choose. HubSpot Sales Hub pricing checked on 13 September 2026 at hubspot.com/pricing/sales. Starter is $7 per seat per month billed annually, Professional $90 and Enterprise $150, and the one-time onboarding fees of $1,500 and $3,500 are required, not optional. ## Who should choose FlowQi? FlowQi is the better fit if you run an agency or service business and need CRM, project management, time tracking, and invoicing in one place, without managing multiple hub subscriptions. ## Who should choose HubSpot? HubSpot is a strong choice for marketing-led organisations where inbound marketing, content management and advanced marketing automation are core to the business, and where you have the budget to run Marketing Hub properly. The Marketing Hub itself is genuinely best-in-class, the integrations ecosystem is enormous, and the community and training resources are unmatched. If your business does not track billable hours or manage client projects, HubSpot's ecosystem may fit better than FlowQi. Q: How does FlowQi pricing compare to HubSpot? A: FlowQi Basic is free for your whole team: CRM, projects and tasks. Core is €25 per user per month and adds Hummy AI, roles and permissions, and reporting. Time & Resources (+€25 per user) and Billing (+€25 per user) both work on Basic or Core, and both are charged only for the people who use them. HubSpot's free CRM is limited, and Sales Hub Professional is $90 per seat per month plus a $1,500 one-off onboarding fee, and Enterprise is $150 per seat plus $3,500. FlowQi has one free plan, one paid plan and two modules, and no hubs to stack. Q: Can I migrate from HubSpot to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over, and we help you set things up. You also gain projects, and with Time & Resources and Billing the hours you log become an invoice. Q: What does FlowQi include that HubSpot does not? A: FlowQi includes native project management, time tracking, timesheets, and invoicing, all connected to CRM. HubSpot has invoices in Commerce Hub and a basic Projects tool in Marketing Hub, but neither is tied to delivery or tracked hours, and time tracking needs a third-party integration. Q: Is FlowQi better for agencies than HubSpot? A: For agencies that need project delivery, billable time tracking, and invoicing alongside CRM, FlowQi is purpose-built. HubSpot excels at marketing automation and sales for larger organizations but lacks agency-specific workflows. Q: Does FlowQi have marketing automation like HubSpot? A: No. FlowQi focuses on client work: CRM, projects, time and invoicing. For advanced marketing automation like email campaigns and lead scoring, HubSpot's Marketing Hub is more specialized. Q: Does FlowQi offer European data hosting? A: It depends on the FlowQi entity you contract with: your data is hosted in the EU or in the US. FlowQi is built in the Netherlands with GDPR-first design. HubSpot offers EU data hosting on any paid plan. -------------------------------------------------------------------------------- title: "FlowQi vs Scoro" url: https://flowqi.com/compare/flowqi-vs-scoro/ date: "2026-04-01" updated: "2026-09-13" prices_verified: "2026-09-13" description: Scoro sells fixed combinations of apps. FlowQi is modular: pay only for who uses a module. An honest comparison, including where Scoro is the better fit. -------------------------------------------------------------------------------- Choose Scoro if 10 or more people use every module daily and you need multiple currencies: combinations start at $17 per user per month with a 5-user minimum, and multi-currency sits in End-to-end at $57. Choose FlowQi if your team is smaller or uses modules unevenly: no minimum, free on Basic, and €75 a month when 3 people log hours. ## Two all-in-one platforms. Two philosophies. Scoro and FlowQi both cover the same ground: CRM, project management, time tracking and invoicing for agencies and professional services. They get there differently. Scoro sells fixed combinations of apps. You pay for the combination for everyone and use what you use. FlowQi is modular: Basic is free, Core is per user, and modules are charged only for the people who use them. If your team is 10+ and uses every module daily, Scoro's bundle can come out cheaper. If your team is smaller, or uses modules unevenly, FlowQi's pay-per-module model is built for that. Below: an honest side-by-side, not a pitch. ## Key differences ### Pricing and minimum commitment Scoro starts at $17/user/month (Time-billing). Resource planning arrives in Projects & Resources at $29 per user per month, and project budgets and multiple currencies only in End-to-end at $57. Every combination requires at least 5 users. FlowQi starts at €0 with Basic, and Core is €25 per user per month with no minimum users and no platform fee. A solo freelancer can use FlowQi; Scoro requires a team of at least 5. ### Modular vs bundled Scoro sells fixed combinations of apps, with one price per user for the whole combination. You get everything in your combination whether you need it or not. FlowQi is modular: Basic is free, Core is per user, and Time & Resources and Billing are added only for the people who use them. A consultant who only logs hours can get Time & Resources on Basic, while the rest of the team stays free. ### European heritage Both platforms are European. Scoro was founded in Estonia, FlowQi in the Netherlands. Both fall under the GDPR. At FlowQi, the entity you contract with decides whether your data is hosted in the EU or the US. FlowQi offers native Dutch-language support. ### AI Scoro includes its AI assistant, ELI, in every combination. FlowQi includes its AI assistant, Hummy, in Core. ## Feature comparison Both platforms cover the basics: CRM, projects, time and invoicing. Listing those side by side takes half a screen to say you are the same. Below is only where the amount or the condition differs. | | FlowQi | Scoro | |---|---|---| | Free plan | Basic: CRM, projects and tasks, unlimited users | None, 14-day trial only | | Entry price | €0, or €25 per user per month | $17 per user per month (Time-billing), minimum 5 users | | Time tracking | Time & Resources module, +€25 per user | From Time-billing, $17 per user | | Resource planning | Time & Resources module, +€25 per user | From Projects & Resources, $29 per user | | Project budgets | Time & Resources module | Only in End-to-end, $57 per user | | AI assistant | Hummy, in Core | ELI, in every combination | | **Multiple currencies** | **No** | **In End-to-end** | The last row is not an oversight. Scoro wins there, and you should know that before you choose. Scoro pricing checked on 13 September 2026 at scoro.com/pricing. Scoro now sells combinations of apps instead of the Core, Growth and Performance plans: Time-billing $17, Projects & Resources $29, Quote to Cash $29 and End-to-end $57 per user per month, each with a minimum of 5 users. Annual billing gives a 13 to 17% discount. ## Who should choose FlowQi? FlowQi is the better fit for smaller agencies and growing teams that want modular pricing without minimum user requirements. If you also want an AI assistant in the same platform, FlowQi includes Hummy in Core. ## Who should choose Scoro? Scoro is a strong choice for established 10+ person agencies that use every module heavily and prefer a single bundled price over modular pay-per-use. Its financial reporting and resource planning are mature, and the all-included pricing can come out cheaper at high utilisation across the team. Q: How does FlowQi pricing compare to Scoro? A: FlowQi starts at €0 with Basic, and Core is €25 per user per month with no minimum users and no base fee. Time & Resources and Billing are charged only for the people who use them. Scoro starts at $17 per user per month for the Time-billing combination, with a minimum of 5 users. Resource planning arrives in Projects & Resources at $29 per user per month, and project budgets and multiple currencies only in End-to-end at $57. Q: Can I migrate from Scoro to FlowQi? A: Yes. Both platforms cover CRM, projects, time tracking, and invoicing, so the concepts map well. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over, and we help you set things up. Q: What is the main difference between FlowQi and Scoro? A: FlowQi is modular: Basic is free, Core is per user, and Time & Resources and Billing are added only for the people who use them. Scoro sells fixed combinations of apps, with one price per user for the whole combination. FlowQi also has no minimum user requirement. Q: Is FlowQi suitable for freelancers, unlike Scoro? A: Yes. FlowQi has no minimum user requirement, so a solo freelancer can start free on Basic. Scoro requires at least 5 users in every combination, so even the cheapest one costs at least $85 per month, making it impractical for very small teams. Q: Does FlowQi have AI features like Scoro? A: Yes. FlowQi includes Hummy, an AI assistant, in Core. Scoro includes its own AI assistant, ELI, in every combination. Q: Are both FlowQi and Scoro European companies? A: Yes. Scoro is based in Estonia and FlowQi is based in the Netherlands. Both fall under the GDPR. At FlowQi, your data is hosted in the EU or the US, depending on the FlowQi entity you contract with. FlowQi additionally provides native Dutch-language support. -------------------------------------------------------------------------------- title: "FlowQi vs Simplicate" url: https://flowqi.com/compare/flowqi-vs-simplicate/ date: "2026-04-01" updated: "2026-09-13" prices_verified: "2026-09-13" description: Simplicate is the established Dutch agency platform. FlowQi is modular with no minimum users. An honest comparison, including where Simplicate wins. -------------------------------------------------------------------------------- Choose Simplicate if you are an established Dutch agency that wants HRM included and a large local ecosystem: Organize is a €136 base licence plus €24.50 per user with a 5-user minimum, so €258.50 a month. Choose FlowQi if your team is smaller or wants no base licence: free on Basic, and two people on Core pay €50 a month. ## FlowQi vs Simplicate: Two Dutch platforms, different approaches Simplicate and FlowQi are both Dutch all-in-one business platforms built for agencies and professional services firms. They share the same ambition, replace disconnected tools with one integrated workspace, but take different approaches. Here is an honest comparison. ## Key differences ### Modularity and pricing Simplicate charges a €136 base licence per month on top of €24.50 per user, with a minimum of 5 users, so Organize comes to €258.50 per month. Capacity planning and the accounting link are separate add-ons on top of that. FlowQi starts at €0 with Basic, and Core is €25 per user per month with no minimum users and no platform fee. FlowQi is modular: Time & Resources and Billing are charged only for the people who use them. ### AI and automation FlowQi includes an AI assistant, Hummy, in Core. Simplicate has an AI-Connector that links your own AI tools. That is a different thing from an assistant that lives inside the product and is there without configuration. ### CRM approach Both platforms include CRM as a core module. Simplicate has a well-established CRM with deal tracking, pipeline management, and relationship linking. FlowQi offers a similar CRM with sales pipeline and contact management, with the added benefit of cross-module data flow. ### Time tracking and invoicing Both connect time to projects and turn it into invoices. The difference is what it costs: at Simplicate capacity planning is an add-on on top of the base licence, at FlowQi it sits in the Time & Resources module, billed only for the people who actually log hours. Simplicate has a slight edge in maturity, while FlowQi offers more flexibility in how modules connect. ### Target market Both target Dutch agencies and professional services. Simplicate has a larger installed base in the Netherlands. FlowQi is newer, with a broader international focus and trilingual (NL/EN/TR) support from day one. ## Feature comparison Both platforms cover the basics: CRM, projects, time and invoicing. Listing those side by side takes half a screen to say you are the same. Below is only where the amount or the condition differs. | | FlowQi | Simplicate | |---|---|---| | Free plan | Basic: CRM, projects and tasks, unlimited users | None, 14-day trial only | | Entry price | €0, or €25 per user per month | €258.50 per month (Organize, 5 users) | | Base licence | None | €136 per month, on top of the per-user fee | | What a team of two pays | €50 per month | €258.50 per month, because the minimum is 5 users | | Capacity planning | Time & Resources module, +€25 per user | Add-on, purchased separately | | Accounting integration | Not yet; you create the invoice in FlowQi | Add-on, purchased separately | | AI assistant | Hummy, in Core | AI-Connector links your own AI tools | | **HRM** | **No** | **Included in every plan** | The last row is not an oversight. Simplicate wins there, and you should know that before you choose. Simplicate pricing checked on 13 September 2026 at simplicate.com/nl/tarieven. Organize is €258.50 per month: a €136 base licence plus 5 users at €24.50, with 5 users as the minimum. Rise is €310 and Optimize €435, both with 5 users. Capacity planning is an add-on at €3 per user, and the accounting link €15 per month per administration. ## Who should choose FlowQi? FlowQi is the better fit for smaller teams and solo consultants who want modular pricing without minimum user requirements. If you value AI-powered automation and want a platform that grows with your team, FlowQi offers more flexibility. ## Who should choose Simplicate? Simplicate is a strong choice for established Dutch agencies with 10+ team members who want a proven platform with a large local ecosystem. Its longer track record in the Netherlands and extensive integration partners may appeal to teams that prefer established solutions. Q: How does FlowQi pricing compare to Simplicate? A: FlowQi starts at €0 with Basic, and Core is €25 per user per month with no minimum users and no platform fee. Simplicate charges a €136 base licence on top of €24.50 per user, with a minimum of 5 users, so Organize is €258.50 per month, and capacity planning is a separate add-on on top. At FlowQi, Time & Resources and Billing are charged only for the people who use them. Q: Are both FlowQi and Simplicate Dutch companies? A: Yes, both are Dutch-made platforms built for the Dutch and European market. Both offer native Dutch-language support, GDPR compliance, and understand the needs of Dutch agencies and professional services firms. Q: Can I switch from Simplicate to FlowQi? A: Yes. Because both platforms cover similar modules such as CRM, projects, time tracking and invoicing, the concepts map well. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over, and we help you set things up. Q: What does FlowQi offer that Simplicate does not? A: FlowQi includes an AI assistant, Hummy, in Core, and a modular pricing model where the time and billing modules are added only for the people who use them. FlowQi also has no minimum user requirement. Q: Which platform is better for small agencies? A: FlowQi is more accessible for small teams because there is no minimum user requirement and no platform fee. A solo freelancer or a two-person agency can use FlowQi affordably, while Simplicate requires at least 5 users. Q: How do CRM features compare between FlowQi and Simplicate? A: Both platforms include a full CRM with deal tracking, pipeline management, and contact management. Simplicate has a more mature CRM, while FlowQi offers stronger cross-module data flow between CRM, projects, and invoicing. -------------------------------------------------------------------------------- title: "FlowQi vs Teamwork" url: https://flowqi.com/compare/flowqi-vs-teamwork/ date: "2026-04-01" updated: "2026-09-25" prices_verified: "2026-09-25" description: Teamwork.com is strong in projects and time tracking but has no built-in CRM. FlowQi brings CRM and invoicing along. Honest, including where Teamwork wins. -------------------------------------------------------------------------------- Choose Teamwork if project delivery with strong time tracking is enough: Free covers 5 users and 5 projects, Basics is $9.99 per user per month, and invoicing starts on Accelerate at $24.99. Choose FlowQi if you need a CRM alongside projects, time and invoicing: free on Basic for unlimited users, Core €25 per user per month. ## FlowQi vs Teamwork: Which is better for agency work? Teamwork is a project management platform popular with agencies. FlowQi is an all-in-one business platform that includes CRM, projects, time tracking, and invoicing. Both are built for client work, here is how they compare. ## Key differences ### One platform vs multiple products Teamwork runs projects, time and invoicing in Teamwork.com, with support in Teamwork Desk as a separate subscription, and has no CRM built in. FlowQi brings CRM, project management, time tracking and invoicing together in one platform: Basic is free, Core is per user, and Time & Resources and Billing are modules for the people who use them. ### Pricing model Teamwork Basics starts at $9.99 per user per month for project management and time tracking. Capacity planning, time budgets and invoicing arrive on Accelerate at $24.99. Teamwork Desk, for support, is a separate subscription. FlowQi starts at €0 with Basic, Core is €25 per user per month, and Time & Resources (+€25) and Billing (+€25) are added only for the people who use them, even on Basic. ### Client billing workflow Both platforms track time, and both can turn it into invoices: Teamwork from Accelerate, FlowQi with the Billing module. The difference is the client record. In FlowQi a client in CRM is linked to a project, time is tracked against the project, and invoices are generated from tracked time, all without leaving the platform. Teamwork.com has no built-in CRM, so client records live in another tool. ### Target market Teamwork is used by agencies worldwide and is well-established. FlowQi is newer, built in the Netherlands, with a focus on European agencies and GDPR-first design. ## Feature comparison Both platforms manage projects, track time and can invoice. Listing that side by side takes half a screen to say you are the same. Below is only where the amount or the condition differs. | | FlowQi | Teamwork.com | |---|---|---| | Free plan | Basic: CRM, projects and tasks, unlimited users | Free, up to 5 users and 5 projects | | Entry price | €0, or €25 per user per month | $9.99 per user per month, billed annually | | Invoicing | Billing module, +€25 per user | Only from Accelerate, $24.99 per user | | Capacity planning | Time & Resources module, +€25 per user | Only from Accelerate, $24.99 per user | | Retainers and time budgets | Time & Resources module | Only from Accelerate | | CRM | Included, even on Basic | Not built into Teamwork.com | | **AI teammates** | **One assistant, Hummy** | **Several, each with its own role** | The last row is not an oversight. Teamwork.com wins there, and you should know that before you choose. ## Teamwork pricing in 2026: every plan, with the minimums Teamwork.com has five plans. The prices below are per user per month with yearly billing, as shown on teamwork.com/pricing on 25 September 2026. Monthly billing is available on the paid plans and costs about 29% more, according to Teamwork's own billing toggle. | Plan | Price per user per month | Users | What you get | |---|---|---|---| | Free | $0 | Up to 5 | 5 projects, list, board, Gantt and table views, time logging, 100 automations, US or EU hosting | | Basics | $9.99 | Minimum 3 | Unlimited projects and templates, billable time tracking and reporting | | Accelerate | $24.99 | Minimum 5 | Everything in Basics, plus intake forms, 20,000 automations, workload and capacity planning, time budgets and retainers, client invoices from logged time | | Optimize | On request | On request | Quotes, resource scheduling by role or skill, financial budgets, profitability reports, Salesforce and NetSuite connections | | Enterprise | On request | On request | Dedicated infrastructure, advanced security and access policies | Three things the headline price does not show: - **The minimums set the real entry price.** Basics for three people is $29.97 per month; Accelerate for five is $124.95 per month, both with yearly billing. - **Invoicing and capacity planning sit on Accelerate, for everyone.** The plan applies to the whole workspace, so the people who never send an invoice pay the Accelerate rate too. - **Two lines can change.** Teamwork AI is included in the paid plans for an introductory period, and Teamwork says usage-based AI credits launch in September 2026. Teamwork Desk, for support tickets, is a separate subscription on top. ### What the same team pays in FlowQi Take an agency of eight people, of whom five track time and one sends the invoices. On Teamwork, that needs Accelerate for all eight: $199.92 per month with yearly billing. In FlowQi, CRM and projects are free on Basic for all eight, Time & Resources is €25 for each of the five who track time, and Billing is €25 for the one who invoices: €150 per month. If everyone needs roles and permissions, Core adds €25 per user. When all five people on a five-person team track time and invoice, the picture flips: Teamwork Accelerate is $124.95 and FlowQi is €250. The difference is not the rate but who pays it. Teamwork charges per seat on the workspace; FlowQi charges per module for the people who use it, and keeps the CRM free for everyone else. ## Who should choose FlowQi? FlowQi is the better fit if you want all your tools in one platform. If you are tired of managing separate subscriptions for CRM, projects, and support, or tired of integrating them, FlowQi simplifies your stack. ## Who should choose Teamwork? Teamwork is a solid choice if you primarily need project management with strong time tracking, and you are happy with your current CRM and invoicing tools. Its longer track record and larger user base may also appeal to teams that prefer established platforms. Q: How does FlowQi pricing compare to Teamwork? A: It depends on what you need. Teamwork Basics is $9.99 per user per month for projects and time; Accelerate is $24.99 and adds capacity planning, time budgets and invoicing for everyone on the workspace. FlowQi Basic includes CRM for free, Core is €25 per user per month, and the modules for time and billing are added per person, so a team where only a few people track hours or send invoices pays for only those people. Where FlowQi is plainly different is the free plan: unlimited users, against Teamwork Free at five users and five projects. Q: How much does Teamwork cost per month? A: With yearly billing, Basics is $9.99 per user per month with a minimum of three users, so $29.97 per month, and Accelerate is $24.99 per user per month with a minimum of five, so $124.95 per month. Monthly billing costs about 29% more. Optimize and Enterprise are priced on request. Prices checked on teamwork.com/pricing on 25 September 2026. Q: Is Teamwork free to use? A: Yes, there is a Free plan for up to five users and five projects, with time logging and 100 automations. Beyond that you move to Basics. FlowQi Basic is also free, with no user limit: CRM, projects and tasks for the whole team. Q: Can I migrate from Teamwork to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over, and we help you set things up. You also gain a CRM, which Teamwork.com does not include. Q: What is the main difference between FlowQi and Teamwork? A: FlowQi has a CRM and Teamwork.com does not have one built in. Teamwork.com covers projects, time and, on the higher plans, invoicing; support lives in Teamwork Desk as a separate subscription. If your client records matter as much as your project records, that is the difference: with Teamwork you keep them somewhere else. Q: Is FlowQi better for agencies than Teamwork? A: Both platforms serve agencies well. FlowQi's advantage is the fully connected workflow from client to project to timesheet to invoice in one platform. With Teamwork, you need a separate tool for the CRM. Q: Does FlowQi have invoicing built in, unlike Teamwork? A: Both do, but on different terms. Teamwork includes invoicing from the Accelerate plan at $24.99 per user per month, and everyone on the workspace pays that rate. In FlowQi, the Billing module costs €25 per user per month, works on the free Basic plan, and you add it only for the people who actually send invoices. Q: Does FlowQi offer European data hosting? A: It depends on the FlowQi entity you contract with: your data is hosted in the EU or in the US. FlowQi is built in the Netherlands with GDPR-first design. Teamwork is Ireland-based and also offers GDPR compliance. -------------------------------------------------------------------------------- title: "FlowQi vs Wrike" url: https://flowqi.com/compare/flowqi-vs-wrike/ date: "2026-04-01" updated: "2026-09-15" prices_verified: "2026-09-13" description: Wrike is enterprise work management. FlowQi is built for agencies: CRM, projects, time and invoicing in one. Honest, including where Wrike is better. -------------------------------------------------------------------------------- Choose Wrike if you run work management at enterprise scale: Team is $10 per user per month for 2 to 15 users, Business $25, and resource planning sits in Pinnacle, priced through sales. Choose FlowQi if you are an agency that needs CRM, hours and invoices in one platform with visible prices: free on Basic, Core €25 per user per month. ## FlowQi vs Wrike: All-in-one simplicity vs enterprise complexity Wrike is a powerful enterprise work management platform used by large teams and corporations worldwide. FlowQi is a Dutch all-in-one business platform designed specifically for agencies and professional services firms. Both help teams manage work, but their approach and target audience differ significantly. ## Key differences ### Built for agencies vs built for enterprises Wrike is designed for enterprise-scale organizations with complex workflows, cross-departmental collaboration, and advanced resource management needs. FlowQi is purpose-built for agencies, consultancies, and professional services: with CRM, project management, time tracking, and invoicing tightly integrated from the start. ### All-in-one vs work management focus FlowQi combines CRM, sales pipeline, project management, time tracking and invoicing in one platform. Wrike focuses primarily on project and work management: it has native time tracking, but for CRM and invoicing you typically need additional tools or integrations, so hours never become an invoice. ### Pricing and accessibility Wrike offers a free plan for small teams, but its business features start at $25/user/month (Business plan), and resource and capacity planning only at Pinnacle, price on request. Enterprise pricing requires custom quotes. FlowQi starts at €0 with Basic, and Core is €25 per user per month with no minimum users, no base fee, and no lock-in contract. Time and billing modules are added only for the people who use them. ### Complexity and onboarding Wrike is a feature-rich platform, and that breadth asks for more setup. FlowQi is designed to be intuitive from day one, so teams can get started quickly without extensive training. ### AI capabilities FlowQi includes an AI assistant, Hummy, in Core. Wrike includes AI Essentials on its Free and Team plans, and AI Elite actions from Business upward. ## Feature comparison Both platforms manage projects and tasks, and both track time. Listing that side by side takes half a screen to say you are the same. Below is only where the amount or the condition differs. | | FlowQi | Wrike | |---|---|---| | Free plan | Basic: CRM, projects and tasks, unlimited users | Free, essential task management | | Entry price | €0, or €25 per user per month | $10 per user per month (Team, 2 to 15 users) | | Resource and capacity planning | Time & Resources module, +€25 per user | Only from Pinnacle, price on request | | Budgeting and financials | Time & Resources module, +€25 per user | Only from Pinnacle, price on request | | Invoicing | Billing module, +€25 per user | Not available | | Price visible up front | Yes, in full | From Pinnacle, through sales only | | **Enterprise scale** | **Built for agencies** | **Proven at large organisations** | The last row is not an oversight. Wrike wins there, and you should know that before you choose. Wrike pricing checked on 13 September 2026 at wrike.com/price. Team is $10 per user per month and capped at 15 users; Business is $25 and runs from 5 to 200 users; resource and capacity planning and budgeting only arrive on Pinnacle, which is price on request. ## Who should choose FlowQi? FlowQi is the better fit for agencies and professional services firms that want CRM, projects, time tracking, and invoicing in one platform without enterprise complexity. If you need a tool your whole team can use from day one, from sales to delivery to billing, FlowQi keeps it simple and integrated. ## Who should choose Wrike? Wrike is a strong choice for larger organizations and enterprise teams that need advanced work management, cross-departmental visibility, and granular permission controls. If your focus is project execution at scale and you already have separate CRM and invoicing tools, Wrike provides deep project management capabilities. Q: How does FlowQi pricing compare to Wrike? A: FlowQi starts at €0 with Basic, and Core is €25 per user per month and no minimum users. Wrike's Business plan starts at $25 per user per month, and resource and capacity planning only arrive in Pinnacle, whose price is available through sales only. Time and billing modules are added only for the people who use them. Q: Can I migrate from Wrike to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over, and we help you set things up. You also gain built-in CRM, invoicing, and sales pipeline that Wrike does not include. Q: What is the main difference between FlowQi and Wrike? A: FlowQi is an all-in-one platform with CRM, projects, time tracking, and invoicing designed for agencies. Wrike is an enterprise work management tool focused on project collaboration that requires additional tools for CRM and invoicing. Q: Is FlowQi easier to set up than Wrike? A: FlowQi is designed to be intuitive from day one, teams can get started without extensive training. Wrike offers far more features for large organisations, and that breadth asks for more setup. Q: Does FlowQi have CRM and invoicing that Wrike lacks? A: Yes. FlowQi includes a purpose-built CRM with sales pipeline and native invoicing that generates bills from tracked hours. Wrike does not include CRM or invoicing: you need separate tools. Q: Does FlowQi offer European data hosting? A: It depends on the FlowQi entity you contract with: your data is hosted in the EU or in the US. FlowQi is built in the Netherlands with GDPR-first design. Wrike is US-based (owned by Symphony Technology Group since 2023) and offers compliance options but is not European by default. -------------------------------------------------------------------------------- title: "FlowQi vs Monday.com" url: https://flowqi.com/compare/flowqi-vs-monday/ date: "2026-03-01" updated: "2026-09-15" prices_verified: "2026-09-13" description: Monday.com is broad and flexible for any team. FlowQi connects CRM, projects, time and invoicing for service work. Honest, including where Monday wins. -------------------------------------------------------------------------------- Choose monday.com if every department wants to build its own workflows: Basic is €9 per seat per month billed annually with a 3-seat minimum, and time tracking starts on Pro at €19. Choose FlowQi if client records, hours and invoices belong in one platform: free on Basic, Core €25 per user per month, and modules only for those who use them. ## Monday is broad. FlowQi is deep where it counts for service businesses. Monday.com grew from a project tool into a work OS: dashboards for every team's taste, plus add-on products for Sales CRM, marketing and dev. If breadth is what you want and every department picks its own setup, Monday is hard to beat. FlowQi solves a different problem: the single spine service businesses actually need. Client record, project, time and invoice, already connected, without add-on products or separate subscriptions. ## Key differences ### All-in-one vs add-ons FlowQi brings CRM, project management, time tracking and invoicing together in one platform; time and billing modules are added only for the people who use them. Monday.com requires separate products (Monday Sales CRM, Monday Work Management) with separate pricing for each. ### Built for European businesses FlowQi is built in the Netherlands, with GDPR compliance and Dutch-language support. Your data is hosted in the EU or the US, depending on the FlowQi entity you contract with. Monday.com is a US-based company with European data hosting available as an option. ### Pricing transparency FlowQi offers straightforward pricing: CRM and projects are free for your whole team. Time & Resources (€25 per user per month) is added only for the people who use it, even on Basic, and Billing (€25 per user per month) is added only for the people who invoice, also on Basic. Core (€25 per user per month) is optional. Monday.com's pricing can increase significantly when adding CRM and other products. ## Feature comparison Both platforms manage projects and tasks, and both track time. Listing that side by side takes half a screen to say you are the same. Below is only where the amount or the condition differs. | | FlowQi | monday.com | |---|---|---| | Free plan | Basic: CRM, projects and tasks, unlimited users | Free, 2 seats maximum | | Entry price | €0, or €25 per user per month | €9 per seat per month (Basic), billed annually, 3 seats minimum | | Invoicing | Billing module, +€25 per user | Not available | | Time tracking | Time & Resources module, +€25 per user | From Pro, €19 per seat | | AI assistant | Hummy, included in Core | Runs on AI credits per plan | | **Customisability** | **Fixed structure for client work** | **Build your own workflows** | The last row is not an oversight. monday.com wins there, and you should know that before you choose. monday.com pricing checked on 13 September 2026 at monday.com/pricing. Work Management runs from €9 per seat on Basic to €19 on Pro, and every paid plan there has a minimum of 3 seats. Time tracking arrives on Pro. Sales CRM is a separate product from €12 per seat with its own 3-seat minimum, so covering both means two subscriptions. ## Who should choose FlowQi? FlowQi is ideal for small to medium businesses that want one platform for all their operations. If you need CRM, project management, and invoicing without managing multiple subscriptions, FlowQi is the simpler choice. ## Who should choose Monday.com? Monday.com is a strong fit for organisations where each department wants its own views, boards and dashboards: sales, marketing, HR, dev, ops all doing things their own way. The dashboard flexibility and automation library are industry-leading, and the Sales CRM and other products make Monday a credible work OS across a broader organisation than just service delivery. Q: How does FlowQi pricing compare to Monday.com? A: FlowQi Basic is free for your whole team: CRM, projects and tasks. Core is €25 per user per month and adds Hummy AI, roles and permissions, and reporting. Time & Resources (+€25 per user) and Billing (+€25 per user) both work on Basic or Core, and both are charged only for the people who use them. Monday.com starts lower for basic project management but costs significantly more once you add Monday Sales CRM and other products as separate subscriptions. Q: Can I migrate from Monday.com to FlowQi? A: Yes. An AI assistant such as Claude or ChatGPT, connected to FlowQi, moves your contacts, organisations and projects over, and we help you set things up. Q: What is the main difference between FlowQi and Monday.com? A: FlowQi is one platform for CRM, projects, time tracking, and invoicing: Basic is free, Core is per user, and time and billing are modules for the people who use them. Monday.com splits these into separate products (Monday Work Management, Monday Sales CRM) each with its own pricing. Q: Is FlowQi better for agencies than Monday.com? A: FlowQi is purpose-built for agencies and professional services with a connected workflow from client (CRM) to project to timesheet to invoice. Monday.com is a more general project management tool that serves many industries. Q: Does FlowQi integrate with the same tools as Monday.com? A: No, not at the same scale. FlowQi keeps CRM, projects, time tracking and invoicing in one platform, but it does not yet offer monday.com's integration ecosystem. Q: Does FlowQi offer GDPR-compliant data hosting like Monday.com? A: FlowQi is built in the Netherlands with GDPR-first design. Your data is hosted in the EU or the US, depending on the FlowQi entity you contract with. Monday.com is US-based and offers European hosting as an option on certain plans. -------------------------------------------------------------------------------- title: "Blog Posts" url: https://flowqi.com/blog/ date: "2026-03-27" description: Explore the FlowQi blog for practical tips on agency management, time tracking, project delivery, and running a smarter service business. -------------------------------------------------------------------------------- Explore the FlowQi blog for practical tips on agency management, time tracking, project delivery, and running a smarter service business. -------------------------------------------------------------------------------- title: "Why we created FlowQi" url: https://flowqi.com/blog/why-flowqi/ date: "2026-03-27" description: FlowQi wasn't built to be another tool. It was built to fix how work actually works. The founder story behind the platform, the SaaS model we rejected, and the shift from passive to active software. -------------------------------------------------------------------------------- {{< intro >}} FlowQi was not created to be another tool. It was created to fix how work actually works. {{< /intro >}} ## FlowQi didn't start as an idea. It started as a pattern. Across different companies, teams and industries, we kept seeing the same thing happen. As organisations grow, their way of working becomes more complex — not because the work itself is more complicated, but because the systems around it are. [CRM](/solutions/crm-system/) lives in one tool. [Projects](/solutions/project-management/) in another. [Planning](/solutions/resource-management/) somewhere else. [Financials](/solutions/invoicing-tool/) disconnected from everything. What starts as a stack of useful tools slowly turns into a fragmented operation. Information gets duplicated. Context gets lost. And teams spend more time managing systems than doing the work itself. ## The problem goes deeper At first glance, this looks like a tooling problem. It isn't. It's a structural issue in how software has been designed for the past decades. Most software is built to store and display information — not to execute work. And most SaaS models are still based on per-seat pricing and feature packages that don't reflect how modern organisations actually operate. As a result: - Work gets split across systems - Processes rely on manual input - And efficiency depends on people keeping everything in sync That model no longer holds. ## A shift is happening We believe we are at the beginning of a fundamental shift. Software is moving from passive systems to active systems. From tools you use… to systems that work with you. Not through isolated automations, but through workflows where software becomes part of the operation itself. ## What we set out to build FlowQi is our answer to that shift. We didn't want to build another tool. We wanted to build a foundation. A platform where the full operation comes together — from client to project to planning to invoicing — in one continuous flow. Where information doesn't need to be copied between systems, because it already exists in the right place. ## Where AI changes everything The real breakthrough comes when software doesn't just organise work — but starts doing it. Within FlowQi, [AI agents](/ai/) operate inside the workflow. They process information, keep processes up to date and take over repetitive tasks. Not as an add-on. But as part of how the system works. The goal is simple: remove the work that doesn't require human thinking. So people can focus on what actually matters. ## What this means for teams When systems stop getting in the way, something changes. Teams move faster. Decisions become clearer. And work starts to feel… lighter. Not because there is less to do — but because less energy is wasted on things that shouldn't require it. ## Why we built it this way We built FlowQi without external pressure. No investors pushing for speed over quality. No shortcuts to fit existing categories. Just the conviction that work can be organised better — and that companies deserve systems that actually support how they operate. ## This is just the beginning FlowQi is not a finished product. It's the start of a different way of working. We'll continue to build, refine and expand — together with the companies that are ready to move away from fragmented systems and towards a more integrated, intelligent way of operating. -------------------------------------------------------------------------------- title: "6 Tips for Getting More Customers With CRM" url: https://flowqi.com/blog/get-more-customers-crm/ date: "2025-07-24" description: Every entrepreneur wants to get more customers. Here you can read how CRM (Customer Relationship Management) can help you achieve this. -------------------------------------------------------------------------------- {{< intro >}} Want to **get more customers**? Start by taking a fresh look at your existing ones. It's often easier to sell more to current customers than to find new ones. That said, new customers are always welcome! In this article, you'll discover how to use CRM to strengthen your relationships with existing customers and attract new ones more effectively. {{< /intro >}} {{< toc >}} ## CRM: What is it and what do you use it for? Customer Relationship Management (CRM) allows you to keep track of who your customers and contacts are and who you last had contact with. You keep track of which leads are the 'hottest', i.e. most willing to buy, so that you know exactly what actions to take with whom. To make CRM more efficient, you use a CRM tool, such as [**FlowQi CRM**](/solutions/crm-system/). Here you can keep track of things such as: * Contact details (name, email, phone number, organization, etc.) * Communication history (emails, phone calls, appointments) * Sales opportunities or donation amounts * Completed forms, downloads, newsletter subscriptions * Interests, behavior, and click behavior on your website or newsletter * Tasks and follow-ups for you or your team Want to see how it works in practice? [Try FlowQi for free](/try/) and try our CRM software, and all our other software, completely free of charge! ## 6 Tips to get more customers with CRM You use CRM to get more customers in the following ways. ### 1. Develop a buyer persona with data from your CRM tool According to research firm Aberdeen Group, [73% of companies](https://www.aberdeen.com/cmo-essentials/stop-trying-find-easy-way-build-buyer-persona/) with well-developed buyer personas achieve higher conversions than companies without buyer personas. A buyer persona is a description of your ideal customer, which helps you communicate in a more targeted way. You then know how best to reach and convince someone. Instead of guessing who your ideal customer is, look at the data in your CRM tool. Who buys from you? Where do they come from? How big is their company? What products or services do they purchase? What is their average order value? Next: * Segment your customers based on characteristics such as industry, job title, revenue, region, purchase history, or interaction behavior. * Look at your best customers (loyal, high order value, little support needed). * Add insights such as: what content do they read? Which emails do they open? Which campaigns do they click on? Based on that data, you can create buyer personas. Do this in as much detail as possible, including full first name, last name, place of residence, hobbies, pain points, etc. Now that you have a comprehensive buyer persona, you can tailor your content to it. The more specific you are, the greater the chance that someone will buy from you, and that is exactly what a CRM tool is for. ### 2. Use forms to collect leads According to a study by CampaignCreators, gated content (such as forms for white papers) generates an average of [34% more leads](https://www.campaigncreators.com/blog/the-power-of-gated-content-for-lead-generation-success) than ungated content (such as blog posts). Forms on your website, such as forms for lead magnets or registration forms for your newsletter, turn anonymous visitors into known leads. You link these forms to your CRM tool. This is how it works: * Someone downloads an ebook or registers for a webinar. * The form is linked to your CRM (such as FlowQi CRM). * All the information entered (such as name, company, position, interests) goes directly into your CRM. * You can automatically activate workflows based on that data (for example, a follow-up email or a call from sales). ### 3. Use your CRM data to create targeted ads With the data from your CRM, you can also advertise specifically on platforms such as Facebook, Instagram, and LinkedIn. Here's how to do it: * Export a list of your best customers or leads from your CRM. * Upload that list to Facebook, for example, as a custom audience. * Show ads to people with similar characteristics (lookalike audience). * Or: use your CRM data to retarget previous website visitors or newsletter readers with targeted offers. * You can also use your lead score from the CRM to show retargeting only to warm leads. ### 4. Improve your content based on your CRM data Your CRM shows you what your customers are interested in. Which emails are opened most often? Which blogs are forwarded? Where do leads drop out of your funnel? Use these insights to improve your content: * Write more about topics that get a lot of clicks. * Optimize old content that is often read but does not convert. * Create new content based on frequently asked questions that your sales or support team notes in the CRM. * Automate content flows: for example, an email series that starts automatically when someone shows interest in a particular topic. According to the Digital Marketing Institute, personalized content [increases conversion rates by an average of 80%](https://digitalmarketinginstitute.com/blog/understand-effectiveness-guide-content-marketing-metrics). And personalization starts with... that's right: the data in your CRM. ### 5. Use lead scoring to spend your time on warm leads Companies that use lead scoring [increase their conversion rate by an average of 77%](https://kubaru.io/blog/lead-scoring/). With lead scoring, you assign points to actions taken by a lead. For example: * +10 for opening an email * +20 for downloading a brochure * +30 for requesting a quote This allows you to immediately see who is interested and ready to become a customer. Focus your energy on these warm leads instead of spreading it evenly across everyone. ### 6. Automatically follow up on abandoned leads Not every lead becomes a customer right away; sometimes they need a little more time. With your CRM tool, you can automatically set up follow-ups for leads who: * Do not accept a quote within two weeks * Sign up but never buy anything * Only download a free ebook After a certain period of time, send a friendly email with extra tips, discounts or articles, a case study or an invitation for a free call. Companies that continue to follow up on leads in a structured manner are also more successful than companies that do not. ## CRM is crucial for getting more customers Customer Relationship Management is crucial for every organization, both for selling to existing customers and attracting new ones. CRM software makes things a lot easier for you and your team. Discover what FlowQi CRM can do for your organization, and [try our software now completely free of charge](/try/)! -------------------------------------------------------------------------------- title: "We Run Our Website and Content as Code!" url: https://flowqi.com/blog/content-as-code/ date: "2025-07-23" description: Exploring the innovative approach of managing content and websites as code, leveraging AI agents for automation, and the future of content management. -------------------------------------------------------------------------------- {{< intro >}} Imagine managing your website with the same precision and control as your code. It's possible! In the world of digital content management, traditional CMS platforms have long been the go-to solution. But after working with giants like WordPress, I've experienced firsthand the frustrations of repetitive tasks and poor change management. It's time for a change! {{< /intro >}} {{< toc >}} ## Content as Code: Evolving Beyond Developers Content as Code (CaC) isn't a new concept; it's been a staple in the developer community for years. But with the rise of AI agents, this approach is now accessible to content creators and managers too. AI tools are bridging the gap, allowing non-developers to enjoy the benefits of CaC, like version control, automation, and streamlined workflows. This evolution empowers a broader range of professionals to manage content with the same precision and flexibility that developers have enjoyed for years, effectively bridging the gap between developers, content creators, and marketers, making collaboration more seamless. --- ## The Shift to Content as Code (CaC) **Enter Content as Code (CaC).** By treating content like code, we can manage it with the same precision and flexibility. [Markdown](https://en.wikipedia.org/wiki/Markdown) (a simple way to write formatted text using plain text) became the natural choice, offering simplicity and compatibility. This approach not only streamlines content updates but also integrates seamlessly with version control systems like Git, ensuring robust change management. --- ## Modern Content Management with CMS as Code The concept of **CMS as Code** takes content management to the next level. Instead of relying on traditional database-driven CMS platforms or builders like Wordpress, we define our entire content structure and management system as code. This means our content, its structure, and even its presentation are version-controlled, testable, and reproducible. This modern approach brings several advantages: - **Version Control:** Every content change is tracked and reversible - **Environment Parity:** Development, staging, and production environments are identical - **Automated Workflows:** Content updates can be tested and deployed automatically - **Enhanced Security:** No database vulnerabilities or admin panel risks - **Better Performance:** Static site generation means faster loading times With the integration of **AI tools**, these systems become even more powerful. AI can assist with content optimization, suggest improvements, and automate routine tasks, making the content creation and management process more efficient and intelligent. --- ## Automating Content Workflows with AI **Automation is the key to efficiency,** and AI agents are at the forefront of this revolution. While developers have tools like Cursor, Copilot, and even ChatGPT with code capabilities, content creators and other professionals have been left behind, until now. AI agents can automate repetitive tasks, suggest improvements, and even generate content, freeing up time for more creative endeavors. Tools like **Cursor** and **Copilot** have already transformed coding by providing intelligent code suggestions and automating routine tasks. Similarly, **ChatGPT** and **Claude** are making strides in content creation, offering capabilities that extend beyond simple text generation to include code and complex problem-solving. These AI tools are not just for developers anymore; they are becoming indispensable for content creators, marketers, and other professionals looking to streamline their workflows and enhance productivity. --- ## The Future of Content Management As we continue to innovate, the integration of AI and code-based content management will redefine how we create and manage digital content. This approach not only enhances productivity but also opens new possibilities for collaboration and creativity. Join us on this journey as we explore the future of content management, where code and AI work hand in hand to transform the way we work. --- ## How to Manage Your Content as Code Managing your content as code involves leveraging tools and practices that treat your website's content and structure as code. Here's a step-by-step guide to achieve this: ### Step 1: Choose Your Static Site Generator (SSG) Static Site Generators allow you to write content in Markdown and generate static HTML files. Popular SSGs include: - **Hugo:** Known for its speed and flexibility, Hugo supports Markdown for content creation. - **Jekyll:** Extensively uses Markdown, especially for blogs and documentation sites. - **Gatsby:** Processes Markdown using plugins like `gatsby-transformer-remark`. - **Next.js:** Supports Markdown through various plugins and libraries. - **Nuxt.js:** Can handle Markdown with the help of modules and plugins. - **Eleventy:** Supports Markdown and allows for flexible templating. ### Step 2: Create Content in Markdown Write your content in Markdown or a similar format using text editors like VS Code or Cursor. These editors can be enhanced with plugins to support Markdown syntax and preview, making content creation more efficient and enjoyable. ### Step 3: Implement Version Control Use version control systems like Git, GitLab, or GitHub to manage changes to your website's code and content: - **Versioning:** Keep track of changes and revert to previous versions if needed. - **Collaboration:** Work with others on the same codebase. - **Continuous Integration/Deployment (CI/CD):** Automate the process of building and deploying your website whenever changes are made. ### Step 4: Automate and Deploy Once your content is ready and versioned, automate the deployment process: - **Build and Deploy:** Use CI/CD pipelines to automatically build and deploy your website whenever changes are pushed to the repository. - **Preview Changes:** Set up preview environments for content review before it goes live. - **Automated Testing:** Ensure your content meets quality standards through automated checks. By treating your content as code, you gain greater control, flexibility, and efficiency in managing your content and structure. This approach not only streamlines the development process but also ensures consistency and reliability across your website. --- If you’re interested in Content as Code or want to know how this approach could work for your business, feel free to contact me or my team via our [contact page](/contact/). -------------------------------------------------------------------------------- title: "Optimise Your Social Media Strategy With a CRM Tool (5 Tips)" url: https://flowqi.com/blog/social-media-strategy-crm/ date: "2025-07-22" description: Your social media strategy involves more than just sharing creative content. With a CRM tool, you can reach (potential) customers even more effectively. -------------------------------------------------------------------------------- {{< intro >}} Still letting an intern or junior run your **social media strategy**? That's no longer enough. Social media can be a powerful driver of growth, but you need more than creative content alone. To get real results, you need to use a CRM tool. In this article, we'll show you how a CRM can take your social media strategy to the next level. {{< /intro >}} {{< toc >}} ## What is CRM and what is a CRM tool? ### What is CRM? CRM stands for Customer Relationship Management. It's a way to organize and manage all your interactions with (potential) customers. The goal of CRM is to build strong customer relationships. With the data in your [CRM tool](/solutions/crm-system/), you can communicate better, sell more, and offer a more personalized service. ### What is a CRM tool? A CRM tool is software that helps you do this. It allows you to store all your customer data: from names and email addresses to notes about previous contacts, purchases, preferences, interactions via social media, and much more. With a good CRM tool, such as [FlowQi CRM](/solutions/crm-system/), you can, among other things: * manage your contacts (customers, leads, sponsors, stakeholders, partners) * automate follow-up actions (such as reminders or emails) * track sales opportunities * create reports on your marketing or sales * integrate your social media or newsletter Want to see how it works in practice? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ## Why is CRM important for your social media strategy? A CRM system gives you a complete picture of who your customers are and what they need. Combine this information with your social media channels and you can communicate in an even more targeted way. This is important because social media is all about connection. And connection happens faster when you share recognizable, authentic content that responds to the wishes and needs of your target audience. CRM helps you do this; you know what chord to strike. ## Benefits of CRM for your social media strategy * Better segmentation and personalization. You know who your customers are and what interests them. Use personalized ads or content that specifically appeals to certain customer groups. * Better timing of your posts. With CRM data, you can see when your customers are active or when they previously made a purchase. * Higher customer loyalty. By using social media for interaction, you build long-term relationships. With a CRM system, you can better organize those contact moments. * Better ROI from your campaigns. With the insights from your CRM, you can use your ads and content in a much more targeted way. This allows you to spend your marketing budget much more effectively. * Insight into customer behavior across multiple channels. You combine data from your newsletter, website, and social media in one place. This gives you a better idea of which channels are working well and where you can make adjustments. ## 5 Tips to optimize your social media strategy with CRM Okay, so how do you optimize your social media strategy with CRM? Here are 5 tips to help you do just that. ### 1. Create segments and tailor your content accordingly Use your CRM to divide your target group into segments: loyal customers, new leads, people who drop out... Each segment has different needs. Tailor your content accordingly. This makes your message feel more personal and increases the chance of interaction. ### 2. Use CRM data for remarketing Target your social media ads to your CRM segments. For example, customers who left something in their shopping cart or people who haven't been heard from in months. With a targeted campaign, you can re-engage them. ### 3. Measure your social media leads in your CRM Are you getting leads through your Instagram or a Facebook ad? Add them automatically to your CRM. That way, you'll know exactly which posts or campaigns are delivering the best results. ### 4. Automate your follow-up via social media and email Does your CRM tool show that someone has interacted on social media and subscribed to your newsletter? Then set up a workflow to follow up with this person with valuable content via email, Messenger, or even WhatsApp. ### 5. Link feedback and questions to your CRM Do you receive questions via your social channels? Register them in your CRM. This will give you insight into frequently asked questions, allowing you to adapt your content accordingly, and improve your customer service. ## Best practices for combining CRM and social media * Respect the privacy of your followers. Always follow all relevant international privacy rules and be transparent about how you collect and use data, and ensure you have permission to process personal data. * Use CRM as an active part of your marketing strategy. Use your CRM data for your content planning and advertising budgets. * Keep testing and optimizing. What works for one target group does not always work for another. Use the insights from your CRM to test which content, tone of voice, or timing works best. ## Your social media strategy deserves a CRM tool Ready to significantly improve your social media strategy? [Try FlowQi for free](/try/) and discover what a CRM tool can do for your social media and business. -------------------------------------------------------------------------------- title: "How to Use CRM for Storytelling" url: https://flowqi.com/blog/crm-storytelling/ date: "2025-07-21" description: Storytelling is a crucial tool for marketers, especially in today's world. Read on to find out how to use CRM for storytelling. -------------------------------------------------------------------------------- {{< intro >}} CRM can be used for many purposes, including **storytelling**. And that's more relevant than ever, because if you want to sell something today, you need to connect with people on an emotional level. That's where emotional storytelling comes in. In this article, we'll show you how to use valuable data from your [CRM tool](/solutions/crm-system/) to make that connection. {{< /intro >}} {{< toc >}} ## What is storytelling? Storytelling is the use of stories to influence, inspire, or motivate people to take action. Marketers use storytelling to package a message in a story that resonates with the target audience. Let's take the example of Dove. Dove is a Unilever brand that became famous for its Real Beauty campaign. Instead of just selling their beauty products, they put out a "story." That story is about how beauty should be a source of happiness for all women––not fear. Their models are 'normal' women of all shapes, colors, and sizes who previously struggled with their appearance. They share how they learned that authenticity is more beautiful than perfection. And that appeals to their target audience. "By putting real women and stories at the heart of our storytelling, we've been able to stay relevant, delivering campaigns that resonate and, ultimately, products that our consumers love," says [Pau Bartoli, Dove Masterbrand Director](https://www.unilever.com/news/news-search/2024/20-years-on-dove-and-the-future-of-real-beauty/). ## Why is storytelling important? Stories stick. Stories create connections. And that's what you need if you want to sell something, especially in this day and age where we are bombarded with content, advertisements, and information. You want to build trust with the reader, and you do that through storytelling. ## What makes a good story? A good story: * **grabs attention and holds it**. The first few sentences should make the reader curious. Then you have to maintain the pace and emotion. * **is tailored to the customer**. Your story is not about you or your product, but about the customer: their dreams, problems, and desires. You or your brand is, at most, the guide in the story. * **engages the reader**. By sketching recognizable situations or asking questions, the reader feels part of the story. * **encourages action**. A good story in marketing doesn't end with "and they lived happily ever after," but with a call to action: an invitation to do or buy something. ## How do you grab attention? Nowadays, people have an attention span of about 3 seconds. And that's being generous. They scroll or click away quickly, as there is plenty of other interesting content available. So you have to grab their attention within a few seconds. * Use emotions and make people curious. But deliver on your promise, otherwise they won't come back. Clickbait, an exaggerated or misleading headline to entice people to click, is not a good idea in storytelling. It creates false expectations. An example of clickbait is "This tip will change your life forever!" You see this a lot on YouTube. And although some videos score well, it has to be a really solid tip. In storytelling, you want to build trust, and if your story doesn't deliver what it promises, you'll get the opposite effect. It's better to choose titles and stories that arouse curiosity without exaggerating, and that actually offer something valuable. ## How do you use CRM for storytelling? To get inspiration for those titles and stories, use your CRM. Your CRM system is full of valuable data that you can use to make your stories more personal, relevant, and effective. Your CRM system stores all the data, interests, hobbies, places of residence, etc. of your leads, customers, and stakeholders. People used to do this in Excel, but nowadays we use software such as **FlowQi CRM**. Want to try out how FlowQi CRM works? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. Okay, so how do you use the data from your CRM tool for your storytelling? You do this in the following ways: ### 1. Segmentation: tell the right story to the right group Use your CRM to distinguish and segment customers (new leads, returning customers, loyal fans). Each group is in a different phase and therefore needs a different story. Let's say you sell project management software (hey, that's us!). A new lead is someone who has just signed up for your newsletter but is not yet familiar with your product. This is what you tell your new leads: "When Mark, owner of a small marketing agency, noticed that his team had lost track of things, he went looking for a simple tool. He didn't want a complicated system, but something that worked right away. After one week with FlowQi, he saw that deadlines were being met again and the team was calm." But to a loyal customer who has been using your software for a year and has never upgraded, you say this: "Many of our customers start with FlowQi CRM and only later discover how much time they save with our additional modules. Studio Flux, which has been using our tool for years, now saves 4 hours a week thanks to our invoicing tool." By using data from your CRM tool, you can tailor each story to the right person, and that's exactly what makes CRM so valuable. ### 2. Insights into behavior and needs Your CRM tool also shows which products someone has viewed, which emails people do or do not open, and what they click on. This gives you insight into the interests and needs of your (potential) customers. Based on this, you can write stories that respond to that desire or frustration. ### 3. Personalize where possible With a CRM tool, you can personalize emails and content by name and context. For example, refer to a previous purchase or interaction. This increases engagement. The more data you have about your visitors, the more effective your storytelling can be. So don't just use simple newsletter forms on your website, but also use quizzes and interactive lead magnets. This way, you collect more data than just an email address. ## Use FlowQi CRM and make your storytelling irresistible Want to take your storytelling to the next level? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Project Planning Tools: How to Use Them Effectively" url: https://flowqi.com/blog/project-planning-tools/ date: "2025-07-20" description: Project planning tools are essential for boosting the chances of a successful project. Discover how to use them effectively here. -------------------------------------------------------------------------------- {{< intro >}} **Project planning tools** are designed to help make your project a success. And they're more necessary than ever—70% of projects fail to go according to plan or fall short of their goals. In this article, you'll learn how to use these tools effectively to set your project up for success. {{< /intro >}} {{< toc >}} ## What are project planning tools? Project planning tools consist of software programs that allow you to manage projects in a structured way. One example is [**FlowQi CRM**](/solutions/crm-system/), our online CRM tool that is linked to our project management and task management tools. This allows you to: * organize tasks and deadlines, * enable teams to work together, * manage resources (such as time, budget, or people), * and keep track of the progress of the project. Other examples of project planning tools are Trello and [Asana](/compare/flowqi-vs-asana/), two free online tools. These are great if you want a straightforward way to organize tasks and projects, whether you’re working solo or with a team. If you need features like integration with your CRM, these tools have limitations. **FlowQi CRM**, on the other hand, can be used by any type of organization, from freelancers to large organizations, and is suitable for any budget. Want to see how it works in practice? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ## Why are project planning tools important? Projects often experience delays or fail due to poor communication. That costs money, time, and energy. Of all mega-sized projects, only 0.5% turn out well. With the right project planning tools, you can significantly increase your chances of success. The benefits of these tools are that you can: * communicate clearly about who does what and when, * align expectations and deadlines, * identify bottlenecks at an early stage, and * maintain an overview, even with multiple ongoing projects. ## Why CRM, project management, and task management in one tool? FlowQi CRM is linked to project management and task management by default. We did this because a project planning tool works even better when combined with a CRM system and a task management tool. This allows sales, support, implementation, and management to work in a single environment, which significantly increases the chances of success. Among other things, this gives you the following benefits: * **CRM + project management**. Linking customer data, quotes, and appointments directly to your projects ensures you'll always know where agreements were made. * **Project management + task management**. Large plans require a clear division of tasks. By breaking your project down into manageable tasks and steps (and assigning them), you prevent projects from getting stuck in the planning phase. * **CRM + task management**. Does a customer have a question? Then you can immediately convert it into a task. This way, communication does not get stuck in emails, but real action is taken. ## 5 Project management mistakes and how to avoid them Project planning tools are useful for the success of your project, but it's just as important to know which mistakes are common in project management and how you can avoid them. Here are some common mistakes. ### 1. Lack of clear goals and expectations Clear objectives form the basis of your project. If you don't have them, it can lead to everyone having a different idea of the desired end result. This can lead to miscommunication, delays, frustration, and work done twice. Therefore, start each project with a short and clear project briefing. Document what the goal is, what is needed to achieve it, who is responsible for what, and when the project will be considered successful. ### 2. No clear division of tasks If everyone is only slightly responsible, no one knows exactly what they have to do. Tasks are forgotten, duplicated, or only tackled when it is too late. Such a waste! To prevent that from happening, use a project planning tool with task management, such as FlowQi. Break the project down into concrete tasks, assign them to the right people, and set deadlines. And check regularly to see if everything is on schedule. ### 3. Poor communication during the project Do you often communicate via email? Or WhatsApp? If so, how often do you have to search for information? If you communicate using separate tools, everything becomes fragmented. People may miss crucial updates or think that something has already been taken care of. Instead, choose one tool and one central place for all communication about the project. Set fixed times when you get together, such as a daily/weekly short call or stand-up meeting. ### 4. No room for changes or problems This is a common mistake seen in large organizations that have not yet implemented Agile methodologies. Their project is set in stone. When something changes, no one knows how to deal with it. People panic and the project grinds to a halt. So work with a flexible schedule that allows for adjustments. Discuss risks in advance and build margins into your time and budget. Your project and schedule can also be easily adjusted in a digital tool such as FlowQi. ### 5. No evaluation afterwards Mistakes are bound to be made in projects. And that's fine, because we can learn from mistakes. However, if you don't evaluate afterwards, it may not be clear to everyone what went well and what could have been better. You may end up making the same mistakes again in the next project! Therefore, always schedule an evaluation after completing the project. Write a short report and save it with your project in your project planning tool. ## Project planning tools give your project a chance at life Give your projects the life they deserve and choose the right project planning tools. [Try FlowQi for free](/try/) and discover for yourself (for free!) what FlowQi can do for your project management. -------------------------------------------------------------------------------- title: "Smart Ways to Increase Your Turnover Quickly (6 Tips)" url: https://flowqi.com/blog/increase-turnover/ date: "2025-07-10" description: Want to increase your turnover quickly? Find out how automating your business processes can help you achieve rapid growth. -------------------------------------------------------------------------------- {{< intro >}} Want to **increase your turnover quickly**? Start by [automating your business processes](/). Already taken the first steps? This article offers additional automation tips for both beginners and experienced entrepreneurs. {{< /intro >}} {{< toc >}} ## Can you increase turnover without working extra hours? The common belief is that more turnover requires working harder, putting in late nights, sacrificing weekends, and going into monk mode until you burn out. But what if there's another way? Instead of working harder, you can work smarter. **Automate your business processes**. Charge more for your products or services. So yes, we firmly believe that increasing your revenue doesn't have to mean working longer hours. The [key lies in technology](https://www.forbes.com/councils/forbesbusinesscouncil/2025/03/17/the-power-of-automation-how-businesses-can-work-smarter-not-harder/) and strategic choices. ## 6 tips to increase your turnover in the short term ### 1. Automate your lead management Even as a small business, you can automate many processes. A great starting point is lead management. Automate your sales process: * **Lead nurturing**: [Use a CRM system](/solutions/crm-system/) to automatically add new leads to a funnel with relevant content and offers. * **Chatbots & automated responses**: Ensure potential customers get instant replies, even outside working hours. * **Automated quote requests**: Let customers request an instant quote via your website, triggering an automatic follow-up email or call. * **Personalized offers**: Set up automated newsletters and special offers tailored to your customers' preferences. By implementing these automations, you can engage potential customers more effectively, without adding extra hours to your workload. ### 2. Treat your customers like VIPs (automatically) Want to increase your turnover? **Strengthening customer loyalty is key**. Satisfied customers return, spend more, and recommend your business to others. A happy customer is more likely to think: I'll just buy this from Pete as well. It saves me time. For Pete, that means a **higher lifetime value (LTV) per customer**, without extra acquisition costs. So, deliver great products or services and make sure your customers (and leads) feel valued in all your communications. At the very least, address them by name, nobody likes receiving impersonal, generic emails anymore. But does that mean writing a personal letter for every customer? Of course not. That's where **marketing automation** comes in. Automate customer communication: * **Automated check-ins**: A few months after a purchase, send an email asking how they liked the product or service. * **Birthday emails**: Customers appreciate a personalized message on their birthday, especially with a discount or exclusive offer. * **Segmentation**: Use a CRM system to categorize customers based on their needs. Cold leads receive different emails than warm leads, ensuring more relevant communication. ### 3. Raise your rates Prices rise every year, and inflation is inevitable, so why not adjust your rates accordingly? A standard annual price increase (even as little as 5%) ensures your business keeps up. There's no need to apologize to your customers. Instead, communicate it in a friendly email, and even offer a deal for existing customers. For example: *From \[date\], I'll be adjusting my rates to continue improving my services. Because you're a valued customer, you can still lock in the current rate until \[date\]. Interested? Let me know\!* ### 4. Make your offer scalable As a small business, having a scalable offer is key to increasing revenue without working extra hours. This means creating products or services that you develop once but can sell indefinitely. Here are a few examples: Digital products to create: * **E-books**: Write a book on your expertise that you can sell repeatedly. * **Templates & tools**: Invoice templates, content calendars, or social media templates. * **Online courses**: Video training programs where you teach people a skill. * **Webinars** (live or on-demand): Host a masterclass live, then sell the recording. * **Membership groups**: Provide exclusive content, coaching, or networking opportunities. * **Subscription content**: Offer exclusive, new content to members every month. * **Service packages**: Bundle your services instead of selling individual hours. * **Print-on-demand products**: Sell books, t-shirts, mugs, or planners with unique designs, without handling inventory. ### 5. Get paid faster Faster payments mean more cash flow to reinvest in your business, whether in marketing, better tools, or expanding your offerings. Instead of waiting weeks (or months\!) for invoices to be paid, streamline your payment process with these strategies: Improve your invoicing process: * Set shorter payment terms: instead of 30 days, try 7 or 14 days. * Request a deposit for larger projects to secure upfront revenue. * [**Use an invoicing tool**](/solutions/invoicing-tool/) to send invoices automatically after delivering a product or service. * Make payments easy by offering multiple methods like iDEAL, credit card, or PayPal. * Automate reminders: set up an invoicing tool to send reminders when payments are overdue. With FlowQi's CRM-integrated invoicing tool, you can generate, send, and track invoices automatically, all from your customer management system. Want to see it in action? [**Try FlowQi for free**](/try/) and **test our powerful business software for free**. ### 6. Run automatic retargeting campaigns Reach the right people with automatic retargeting campaigns, encouraging people to take an action they missed during their first visit, such as making a purchase or downloading something. You can achieve this through emails or ads. For example, if someone visited your website but didn't make a purchase, you can show them an ad on social media or other websites they visit afterward. This works through cookies that track site visitors. While it may seem intrusive, it's actually a **highly effective strategy**. Rather than spending money on ads targeting people who have never encountered your brand, focus on warm leads who have already shown interest. This approach **increases the chances of conversion** and is guaranteed to boost your sales. -------------------------------------------------------------------------------- title: "Reducing Workload With Software: Here's How" url: https://flowqi.com/blog/reduce-workload/ date: "2025-07-09" description: Reducing workload can save companies millions in absenteeism costs annually. Discover how the right software makes a difference. -------------------------------------------------------------------------------- {{< intro >}} More and more companies are **struggling with excessive work pressure**. In fact, work stress is one of the biggest occupational risks, leading to [billions of dollars in absenteeism costs](https://getmarlee.com/blog/absenteeism-workplace-stress) each year. Fortunately, there are effective ways to **reduce work pressure**: one of which is using software. {{< /intro >}} {{< toc >}} ## What is excessive workload? A healthy level of workload can be motivating, but when there's too little time to complete tasks, stress can quickly build up. Signs of an overwhelming workload: * You are consistently overworked and struggle to complete tasks. * You are constantly behind schedule and lack a clear overview. * You have less and less time for breaks and relaxation. * You feel like you are always 'on'. * Your productivity declines because you have too much on your plate. Does this sound familiar? Then it's time to work smarter, not harder. Luckily, there are effective ways to organize your work and reduce your workload. One of them is using software. And it's not just for big companies, whether you run a small business or work as a self-employed professional, the right software can take over many tasks, making your work (and life) much easier. ## What causes excessive workload? Common causes of work overload: * Too many tasks and too little time * Unclear expectations and goals * Lack of structure and planning * Constant interruptions from emails, phone calls, and notifications * No boundaries and difficulty saying 'no' * Inefficient work processes and unnecessary manual tasks * Perfectionism and setting the bar too high * Insufficient resources or support * Too few breaks and rest periods * An overwhelming to-do list without clear priorities ## How does software help reduce your workload? ### 1. Manage customer relationships more efficiently Storing customer data in Excel files or scattered notes is a thing of the past. Today, both large and small businesses rely on a [**CRM system**](/solutions/crm-system/). CRM (Customer Relationship Management) is essential for any business, including freelancers, to streamline customer interactions. Why is this important? Because retaining and nurturing existing customers is more valuable than constantly chasing new ones. That's why effective customer communication should always be a priority. Here's how a CRM system helps reduce your workload: * All customer data in one place – Store customer details, past interactions, and appointments in a centralized system, saving you time searching for information. * Automated follow-ups – Keep in touch with potential and existing customers without manually tracking every interaction. * Email automation – Send personalized emails, such as welcome messages, exclusive discounts, or reminders, ensuring consistent engagement with minimal effort. **Try FlowQi's CRM system for free**! [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ### 2. Improve collaboration and task management Managing communication and tasks between team members, or between self-employed professionals and freelancers, takes up a significant amount of time. Both large and small businesses experience this challenge. A project management tool helps add structure, instantly reducing your workload. * Use FlowQi's Project and Task Management (integrated with our CRM system by default) to organize tasks and track deadlines. * Automated task distribution ensures that no tasks are forgotten and that everyone knows their responsibilities. * Centralized files and communication prevent endless searches through emails and WhatsApp messages. * Daily or weekly checklists in your project management tool provide a clear overview of priorities. ### 3. Spend less time on administration How many hours per week do you spend on manual administrative tasks like creating invoices, preparing quotes, and following up on overdue payments? Digitizing and automating these processes can save you a lot of time. An [**invoicing tool**](/solutions/invoicing-tool/) automates invoice creation, sending, and payment reminders. **Tip**: Link your bank account to the tool for a real-time overview of your income and expenses. ### 4. Track time and boost productivity Time management tips: * Use tools like Toggl to measure how much time you spend on specific tasks. This feature will also be available in FlowQi. * Boost productivity with apps like [Timestream](https://my.timestream.app/), which helps you work in 25-minute focus sessions (using the Pomodoro technique). * Set up automatic reminders in FlowQi's Project and Task Management to ensure you never miss an important deadline. ### 5. Customer service without the overload Customer service automation: * Automated replies via a chatbot or FAQ page save time and provide customers with immediate answers. * Email templates for frequently asked questions allow you to respond quickly without retyping the same information. * Scheduling tools like Calendly let customers book appointments themselves, eliminating the need for back-and-forth emails. * A chatbot on your website can handle simple questions or redirect customers to the right page. ## Extra tips to reduce work stress Reducing workload and stress starts with how you organize your work. A well-structured workspace, both physical and digital, helps create a sense of calm. Additional tips for reducing workload: * Use a good document management system so every file lives in one place. * Organize files with clear names and structured folders (e.g., 2025_Invoices or Project_X_Documents). * Set specific times to check your inbox to avoid constant distractions. * Optimize your workspace. A second screen or ergonomic desk chair can improve comfort and reduce stress. * Start your day with a clear schedule focused on your most important tasks. * Minimize distractions by turning off notifications from email and social media. * Identify tasks you can outsource or automate. * Take regular breaks. Short breaks boost productivity and reduce stress. ## Make software your best friend Don't let excessive workload and stress take over. With [**FlowQi's smart software**](/pricing/), you can create more peace, space, and freedom in your work, and your life. -------------------------------------------------------------------------------- title: "How Do You Attract More Visitors to Your Website?" url: https://flowqi.com/blog/website-visitors/ date: "2025-07-09" description: You can increase your website visitors in several ways. Find out the best tips to increase traffic to your website. -------------------------------------------------------------------------------- {{< intro >}} Your website is ready, and now you want **more website visitors**. After all, you've put a lot of effort into creating a beautiful site, with a great design, rich content, and a unique logo. Now, you want eyes on it! In this article, you'll discover the best tips for increasing traffic to your website. {{< /intro >}} {{< toc >}} ## First things first: is your site indexed? You can publish as much content as you want, but if your website isn't indexed by search engines, it won't show up in search results. We'll focus on Google, as it's the largest search engine, [handling 92% of all searches](https://www.searchenginejournal.com/seo/meet-search-engines/). **Indexing means that Google stores your web pages in its database** (the "index") so they can appear in search results. When Google crawls your website, it evaluates the content, structure, and relevance of your pages. However, not all pages are automatically indexed. Factors like your website's technical health, internal links, and the use of a **robots.txt file** or **noindex tags** can impact whether a page is included in Google's index. - **Want to check if a page is indexed?** Enter: site:[yourwebsite]/[page] in the Google search bar. For example: site:flowqi.com/software. - If the page appears in the search results, it has been indexed. If not, you may need to submit the URL in [Google Search Console](https://search.google.com/search-console/about). ## How do you attract more visitors to your website? Below, you'll find tips on how to **organically increase your website traffic**. Of course, you can also run ads or promote your site on social media, but these methods often cost more than they bring in. ### 1. Create content your target audience really wants to read People come to your website because they are looking for something: **a solution, information, or inspiration**. The better your content meets their needs, the more often they will come back. Blogs, guides, checklists, videos, and case studies showcase your expertise, building rapport with your visitors. To make your content as valuable and targeted as possible, look at these things: - What questions do your customers often ask? - What problems can you solve for them? - What topics are highly searched for in your industry? Use tools such as [Google Trends](https://trends.google.com/trends/), AnswerThePublic and Ubersuggest to discover what your target audience is searching for. ### 2. Treat your website visitors like kings Visitors who get their questions answered quickly stay on your website longer and are more likely to become customers. With a live chat, a chatbot or a helpdesk tool, you can communicate directly with visitors. Why is this important? - **Higher customer satisfaction**. People appreciate quick and personalized help. - **Lower bounce rate**. When visitors get quick answers, they are less likely to click away. - **More conversions**. A well-answered question can provide just that push to proceed to purchase or sign up. - **Better SEO**. Google looks at user experience. The longer people stay on your site and the more interaction they have, the better this is for your ranking. So quick support is not only good for increasing your website traffic, but it also boosts your SEO and online visibility. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ### 3. Optimize your website for SEO **Search engine optimization (SEO)** is necessary if you want more organic traffic. This means setting up your website so that Google (and other search engines) understands what your pages are about and ranks them higher in search results. **SEO is not a quick fix.** It's a long-term strategy, and it sometimes takes several months before you see results. But it's worth it because you can benefit from it for years. Basically, it's investing in digital real estate (your website = your real estate). A few key SEO tips: - Ensure fast load times and a mobile-friendly website. - Use relevant keywords in your titles, headlines and text. - Write meta descriptions that invite clicking through. - Link to other valuable content on your website (internal links). - Collect backlinks from reliable websites in your industry. ### 4. Be social on social media Social media is another way to attract traffic to your website. But being present on social media is about more than sharing a post or link to your website. It's called "social" for a reason. **Want social media to work for you?** Engage in conversations. Respond to other people's posts, share comments, follow relevant accounts. Social media is not something you just do on the side or have an intern manage (even though that is still done a lot). Tips for better promotion on social media: - Share your latest blog posts and products with an engaging introduction. - Use visual content such as infographics, carousels, and short videos. - Ask questions, respond to comments, and engage with your followers. - Collaborate with others by doing guest blogs or shoutouts. - Use ads to attract targeted visitors. ### 5. Build an email list and send valuable newsletters **Email marketing is one of the best ways to keep visitors coming back**. People who sign up for your newsletter are already interested in what you have to offer. This makes them more likely to come back and eventually become customers. How do you build an email list? - Offer a free giveaway, such as an ebook, webinar, or exclusive discount. - Make it easy to sign up on your website. - Send regular valuable emails with tips, updates and offers. - Avoid spam; focus on building trust. Your email marketing tool handles the sending; FlowQi CRM holds the customer data it needs. For example, you can set up automated workflows, such as a welcome email for new customers. ## Try FlowQi for free and increase your website traffic. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "AI for Small Businesses: The 10 Best AI Tools of 2026" url: https://flowqi.com/blog/best-ai-tools/ date: "2025-07-07" updated: "2026-09-19" description: Which AI tools do small businesses actually use in 2026? Ten tools by task, how they are priced, and how to choose between ChatGPT, Copilot, Gemini and Claude. -------------------------------------------------------------------------------- {{< intro >}} **AI for a small business** comes down to four kinds of tools in 2026: an AI assistant for the whole team, a tool that takes meeting notes, a platform that connects your apps, and a tool that translates and rewrites. Everything else is a nice extra for most companies. On this page: * What AI actually does for a small business, and what it doesn't * The ten best AI tools, by task, with how each one is priced * How to choose between ChatGPT, Copilot, Gemini and Claude * What to check before you put client data in {{< /intro >}} {{< toc >}} ## What can AI do for a small business? AI mostly takes over work made of text: writing, summarising, researching, translating and taking notes. In most businesses that adds up to more time than people expect. Drafting a proposal, answering a long email, writing up a meeting, reading a contract for the points that matter: in each case the assistant does the first pass and you check it. The second use is connecting things. An automation platform moves data from one app to another automatically, and can add an AI step along the way, such as summarising an incoming enquiry before it lands in your CRM. What AI does badly is hand you numbers and facts you can rely on without checking. An assistant always sounds certain, even when it is wrong. Let it prepare the work, and check amounts, names and commitments yourself. ## Where do you start with AI? 1. **Pick one assistant for the whole team.** Not everyone on their own free account, but one business plan, so you know where your data lives. 2. **Name three tasks that come back every week.** For example the notes from the Monday meeting, the first draft of a proposal and answers to standard questions. Measure how long they take now. 3. **Only then add separate tools**, for a task the assistant doesn't cover well, such as meeting notes or connecting apps. ## The 10 best AI tools for small businesses | Tool | What it's for | Pricing | Free tier | | --- | --- | --- | --- | | ChatGPT | General assistant | Business plan per user per month, local currency | Yes | | Microsoft 365 Copilot | Assistant inside Word, Excel, Outlook and Teams | Add-on per user per month to Microsoft 365, local currency | Limited | | Gemini in Google Workspace | Assistant in Gmail, Docs and Meet | Included in Workspace plans, per user per month, local currency | No | | Claude | General assistant, strong with long documents | From $20 per user per month (Team, annual) | Yes | | Perplexity | Research with sources | From $17 per month (Pro) | Yes | | Fireflies.ai | Meeting notes and summaries | From $10 per user per month (Pro, annual) | Yes | | Zapier | Connecting and automating apps | From $19.99 per month (Professional) | Yes | | Make | Connecting and automating apps, visually | From $9 per month (Core) | Yes | | DeepL | Translation and rewriting | Per user per month, local currency | Yes | | Canva | Design with AI | Per person per year, local currency | Yes | Prices checked on 19 September 2026 on each vendor's own pricing page. Five of these vendors show everyone the same dollar prices, so those are listed. The other five charge in the visitor's local currency and adjust the amount by country, so instead of a figure that may not match yours, the table describes how they charge. Annual billing is cheaper with almost every tool. ### 1. ChatGPT The best-known AI assistant and, for most businesses, the obvious place to start. It writes, summarises, analyses files and researches for you. The business plan gives your team a shared workspace, separate from personal accounts. * **Pricing**: free for personal use. The Business plan is charged per user per month, from two users, with a discount for annual billing. [See ChatGPT pricing](https://chatgpt.com/pricing/). * **Good fit for**: teams that aren't tied to Microsoft or Google. ### 2. Microsoft 365 Copilot Copilot works inside the software you already use: it summarises a long email thread in Outlook, drafts in Word, builds an overview in Excel and writes up a Teams meeting. * **Pricing**: an add-on per user per month to an existing Microsoft 365 business plan, with an annual commitment. Microsoft also sells bundles of Microsoft 365 with Copilot included. * **Good fit for**: businesses already on Microsoft 365. ### 3. Gemini in Google Workspace If you work in Gmail and Google Docs, Gemini is already there. In the cheapest plan it works in Gmail and the separate Gemini app; from Business Standard it also works in Docs and Meet. * **Pricing**: included in the Workspace Business plans, which are charged per user per month and include email, storage and the rest of Workspace. * **Good fit for**: businesses already on Google Workspace. For them it's the cheapest route to an AI assistant. ### 4. Claude A general assistant that is especially good with long documents and careful writing: reading a contract, drafting a detailed proposal, summarising a report. The Team plan gives a shared workspace. * **Pricing**: Pro is $17 per month billed annually or $20 monthly. Team is $20 per user per month billed annually or $25 monthly. * **Good fit for**: teams that work with long texts. ### 5. Perplexity An AI search engine that shows where each answer comes from. Useful for researching a market, a competitor or a regulation, because you can check the sources straight away. * **Pricing**: free tier available. Pro is $17 per month. * **Good fit for**: anyone who researches a lot and wants to verify the source. ### 6. Fireflies.ai Fireflies records online meetings, transcribes them, writes a summary and lists the action points. After every client call you have notes without anyone taking them. * **Pricing**: free tier with limited summaries. Pro is $10 per user per month billed annually or $18 monthly; Business is $19 billed annually or $29 monthly. * **Good fit for**: teams with many client calls on Teams, Meet or Zoom. Always ask participants before you record. ### 7. Zapier Zapier connects thousands of apps without code: when a form comes in, Zapier adds it to your CRM, creates a task and posts a message in Slack. You can add AI steps in between, such as summarising or classifying an enquiry. * **Pricing**: free tier available. Professional from $19.99 per month, Team from $69 per month. * **Good fit for**: getting started with automation quickly. ### 8. Make Does the same job as Zapier, but you build the steps visually on a canvas. With many actions per month, Make is usually cheaper. * **Pricing**: free up to 1,000 credits a month. Core from $9 per month for 10,000 credits, Pro from $16 and Teams from $29. Annual billing is cheaper. * **Good fit for**: anyone running many automations who wants to see the logic. ### 9. DeepL The best-known translation tool, with DeepL Write to improve your own writing. Useful if you have clients or suppliers in other languages. * **Pricing**: free tier available. Paid plans are charged per user per month, with a discount for annual billing. * **Good fit for**: businesses that regularly write in another language. ### 10. Canva Design for social media, presentations and print, with AI features to generate images and adapt designs. * **Pricing**: free tier available. Pro and Business are charged per person per year, or monthly. * **Good fit for**: businesses without an in-house designer. ## ChatGPT, Copilot, Gemini or Claude? Don't choose on which one is smartest, because that changes every few months. Choose on where your team already works: | Your team works in | Choose | Why | | --- | --- | --- | | Microsoft 365 | Copilot | Works inside your own Word, Excel, Outlook and Teams | | Google Workspace | Gemini | Already part of your plan | | Neither | ChatGPT or Claude | A separate business workspace, independent of your office software | Paying for two assistants side by side is rarely worth it. One well-set-up assistant that everyone uses delivers more than three that nobody knows well. ## What to check before using client data AI tools process whatever you put into them. If you work with data about clients or employees, check three things before you start: * **Use a business plan**, never a free or personal account. * **Read the terms** to see whether the vendor uses your input to train its models, and where the data is stored. * **Sign a data processing agreement** where your privacy law requires one, as the GDPR does when someone else processes personal data for you. ## AI in FlowQi FlowQi isn't on the list, because it isn't a standalone AI tool. It's software for your clients, projects and hours, with AI built in: * **Hummy**, the AI agent in Core, watches your projects and capacity. It flags, for example, that someone is double-booked or that a budget is running out too fast, and proposes a fix that you approve first. Hummy works only inside FlowQi and is included in Core at no extra charge. * **Connect your own assistant** on the free Basic plan. Over MCP (1,000 calls per month), ChatGPT or Claude can use the clients and projects stored in FlowQi. Read more about Hummy on the [AI page](/ai/), and see the plans on the [pricing page](/pricing/). -------------------------------------------------------------------------------- title: "Top 10 Invoicing Mistakes Freelancers and SMEs Make" url: https://flowqi.com/blog/invoice-creation-mistakes/ date: "2025-07-05" description: Need to create an invoice? Check out these top 10 most common invoicing mistakes so you can make sure you get it right. -------------------------------------------------------------------------------- {{< intro >}} As a freelancer or SME owner, you already have **plenty on your plate**: finding clients, meeting deadlines, keeping your inbox under control… and on top of all that, you need to ensure you get paid. Invoicing may not be the most exciting task, but it is one of the most crucial. And the last thing you want is to make mistakes on your invoice. In this article, we highlight the **10 most common invoicing mistakes** made by freelancers and small businesses, and how to avoid them. {{< /intro >}} {{< toc >}} ## Top 10 invoicing mistakes freelancers and SMEs make ### 1. Sending invoices too late It's the last week of the month. You have a few more projects to wrap up, and it feels like the whole world is demanding your attention. By the end of the week, you've managed to finish everything, finally, time for the weekend\! Oh, wait. You still need to create and send your invoices. And not just one, six\! You don't feel like dealing with that now, so you put it off until halfway through the next month. But do you realize how much this delay is costing you? Neither do we. But we do know that it's hurting your cash flow. Here's why: * **Delayed payments.** The payment term only starts from the invoice date. The later you send the invoice, the later you'll receive your money. * **Lost late fees.** If you charge a 15% late fee for overdue payments, you want that term to start as soon as possible. * **Clients get used to it.** If customers notice that you always invoice late, they may start treating late payments as the norm. The sooner you get paid, the healthier your cash flow will be. Want to make sure you never forget to send an invoice again? Use [**FlowQi's Invoicing Tool**](/solutions/invoicing-tool/) to automatically generate and send invoices as soon as a project is completed. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ### 2. Not using invoicing software Surprisingly, many business owners still don't use invoicing tools or software. Instead, they struggle with Word or Excel. When there are much easier solutions available. Using invoicing software can save you **time, frustration, and energy**. Make things easier for yourself and take the step toward digitizing your business. It's not difficult, it's not expensive, and it's certainly not impersonal. In fact, by automating your invoicing, you free up more time to focus on **building customer relationships and loyalty**. ### 3. Not following up on late payments You've sent the invoice, but the payment isn't coming in. Now what? As mentioned in point 1, you can send a reminder email to your customer. In that email, you can also specify that a **15% late fee** will be applied if the payment isn't received by a certain date. Do you find it difficult to track and send reminders manually? Not sure how to phrase them? With our **Invoicing Tool**, you can schedule automated reminders and follow-ups, so you never have to chase payments again and get paid faster. ### 4. Not using a unique invoice number Every invoice must have a **unique invoice number**: not just for your own records, but also to comply with tax regulations. It also makes life easier for your customers. Use a logical numbering system, such as 2025001, 2025002, 2025003, etc., to keep things organized. ### 5. Incorrect or missing details Always ensure your invoice includes the correct **company details, VAT number, and Chamber of Commerce number**. If any of these are missing, your customer might reject the invoice, delaying your payment. Want to make sure every invoice is complete and error-free? Use **FlowQi's digital invoicing tools** to automatically include all necessary details. ### 6. No clear description of services By law, an invoice must include a **clear description of the services provided**. Vague descriptions can cause confusion and lead to payment delays. Be specific, list the **type of work, quantity, number of hours**, and **rates** to ensure transparency for both you and your client. This is an example of an invoice from a graphic designer (note that it includes the word "invoice"): **INVOICE** Sender: [Name] [Company name] [Address] [Zip code & city] [E-mail address] [Phone number] [Chamber of Commerce number] [Tax ID] **Invoice details**: Invoice number: 2025-001 Invoice date: February 1, 2025 Payment term: 14 days (by February 15, 2025) **Recipient**: [Customer name] [Customer company name] [Address] [Zip code & city] | **Description** | **Hours** | **Rate ($)** | **Total ($)** | | :-----------------------------------: | :-----------: | :--------------: | :---------------: | | Logo design (concept + revisions) | 6 | 75 | 450 | | Design business cards | 3 | 75 | 225 | | Social media templates | 4 | 75 | 300 | | | | | --------------- | | | | **Subtotal** | $ 975.00 | | | | Sales Tax (8.5%) | $ 82.88 | | | | **Total amount** | $ 1,057.88 | **Payment details**: Please transfer the total amount to: Bank name: [Your bank name] Account number: [Your account number] Routing number: [Your routing number] In the name of: [Your company name] Reference: Invoice number [2025-001] ### 7. Incorrect tax calculation Tax mistakes are common on invoices, whether you're dealing with VAT in Europe or sales tax in the US. It's important to know which tax applies to your business and your clients, and to calculate it correctly. **In the US, this means sales tax.** Here are some common mistakes: * Charging the wrong sales tax rate for your state or city * Forgetting to add sales tax when required * Not showing the sales tax amount separately on the invoice * Charging sales tax to clients who are tax-exempt Always check the current sales tax rate for your location and your client's location, and make sure to display the sales tax amount and total amount (including tax) clearly on your invoice, just like in the example above. ### 8. No payment term Without a clear payment term (e.g., 14 or 30 days), your customer won't know when payment is expected, or when you can charge a reminder fee. Be sure to include a payment deadline on your invoice. Here are a few examples: * Payment term: 14 days. Please pay by [date].* * I'm using a payment term of 14 days. Thank you for paying on time!* * Payment is due within 14 days of the invoice date. Feel free to contact me with any questions.* ### 9. Forgetting to send the invoice How does that happen? Well, it happens more often than you think. An invoice left in a draft folder or sent to the wrong person, oops\! But this results in delays in your cash flow. Once again, automation is the key to preventing this. ### 10. Not backing up your invoices If your records are only saved on your laptop and it crashes, you could lose everything. Store your invoices securely with FlowQi's invoicing tool. This way, all your invoices are automatically saved, and you can always find them when you need them. ## Prevent invoicing mistakes with FlowQi [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Creating Invoices Online: How to Invoice Automatically and Digitally" url: https://flowqi.com/blog/creating-invoices/ date: "2025-07-05" description: How can you automatically send and create invoices online? Learn how to digitize your invoicing process in this article. -------------------------------------------------------------------------------- {{< intro >}} Can you create invoices automatically? Yes, you can! With a [digital invoicing tool](/solutions/invoicing-tool/) or invoicing software, you can automate the entire process. More and more companies are digitizing their business operations, and automating invoice creation is one of the first steps. In this article, you'll learn how to get started. {{< /intro >}} {{< toc >}} ## What is online invoicing? Online invoicing refers to the process of generating, managing, and sending invoices digitally. You log into a platform or invoicing tool, create an invoice, fill in the details, and send it via email. Compared to traditional manual invoicing, using paper and such, this approach saves a tremendous amount of time. And it can be even more efficient when done automatically. ## How can you create invoices automatically? With software like [FlowQi's Invoicing Tool](/solutions/invoicing-tool/), the entire process is largely automated, so neither you nor your employees have to spend time creating invoices. Of course, you need to set up the necessary data once, such as customer information, products or services, prices, and the preferred billing schedule. After that, the invoicing tool automatically generates invoices at the right times and sends them directly to your customers. ## 5 Benefits of digital and automated invoicing 1. **Save a ton of time (and time is money)** Some businesses send more than 30,000 invoices per year. If you have to create, check, and send all these invoices manually, it can take up a significant amount of time. Automating this process can save you up to 40 hours a week, or more! 2. **Get real-time insight into paid and unpaid invoices** With an invoicing tool like FlowQi, you'll always have a clear overview. You can link the tool to your accounting software or bank to track payments. Thanks to real-time data, you'll know immediately if there are any outstanding invoices, so you can quickly follow up with a payment reminder. 3. **No more worrying about creating invoices** FlowQi's Invoicing Tool integrates with your CRM, project management, and task management tools. This means invoices are automatically sent as soon as the project management tool marks a project as complete. This ensures that all invoices go out on time, without the need to manually switch between different tools. 4. **Set up recurring invoices for subscriptions** Do you run a SaaS business, gym, or any other type of business that involves subscriptions and recurring invoices? With an invoicing tool, you can easily generate and send the same invoice automatically every month, without lifting a finger. Want to set a different frequency, like quarterly? It's all possible. 5. **Automatically transfer all data** Another advantage of online invoicing with FlowQi is that, thanks to integration with the CRM system and product management, your invoices are automatically linked to customer, product, and contact data. This significantly reduces the risk of errors. ## What's legally required on an invoice? When sending out invoices, [the US tax authorities](https://www.usa.gov/agencies/internal-revenue-service) require that certain details be included. An invoicing tool automatically checks for these elements, ensuring you don't forget anything. Required information for a professional invoice: * **Business name and address** * **Client name and address** * **Project address (if different from the business address)** * **Invoice number** * **Invoice date** * **Payment terms and due date** * **Description of services provided or products delivered** * **Quantity of products or services (e.g., hours worked)** * **Amount due in USD** * **Applicable sales tax** ## Is a digital invoice legally valid? **Absolutely**! In the US, the Netherlands (and throughout the EU), a digital invoice is just as valid as a paper invoice. The only thing you need to ensure is that digital invoices are stored properly. According to the tax authorities, you must keep invoices for at least seven years, and digital storage is allowed, as long as the invoices remain intact. Avoid making changes to the files; instead, store the original PDFs or scans. - **Tip**: By creating your invoices with an invoicing tool, your invoices are securely stored, so you never have to search your inbox for lost files again. ## Why is it smart to integrate your invoicing tool with your CRM? By integrating FlowQi's invoicing tool with a CRM system, project management, and task management, you enjoy a range of fantastic benefits: * **You can retrieve customer data directly from your CRM**, so you never have to manually enter address or contact information again. * **You can link invoices to specific projects**. If you work with different clients and projects, the invoicing tool ensures the right invoices are matched to the right projects. * **You can keep track of tasks and deadlines**. If you have an outstanding invoice, your task management tool will remind you to email the client or check payment status. These integrations streamline your workflow, meaning you no longer have to juggle separate systems that don't communicate with each other, all your tools are in one place. ## Conclusion **Digitally creating invoices and automatically** sending them saves you time and reduces stress. You won't have to worry about mistakes or misplaced files anymore, and everything will be sent at the right time. Try it yourself! [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. Learn to work smarter, not harder! -------------------------------------------------------------------------------- title: "How to Choose the Best Small Business Software?" url: https://flowqi.com/blog/small-business-software/ date: "2025-07-03" description: What should you pay attention to when choosing the best small business software? In this article, we give you five things to consider. -------------------------------------------------------------------------------- {{< intro >}} Which **small business software** is right for you? How do you find the best automation tools for your business? With so many options available, it's easy to feel overwhelmed. One tool might fail to deliver on its promises, while another eats up your budget with features you'll never use. What you really want is software that's simple, intuitive, affordable, and flexible enough to grow alongside your business. Sounds about right? **Hi, we're FlowQi**. We offer everything you're looking for in automation software, and more. In this article, we'll help answer your questions. {{< /intro >}} {{< toc >}} ## What exactly is **small business software**? Small business software includes **tools and programs designed to handle essential business tasks** like administration, accounting, product management, task management, customer relationships, and marketing. These tools help **automate processes**, boost productivity, and improve communication across teams, customers, managers, and departments. Whether you're looking to streamline operations or scale your business, small business software is an indispensable ally. For example, these are the tools FlowQi offers: * CRM * Project management * Task management * [Time tracking](/solutions/time-tracking/), timesheets and [capacity planning](/solutions/capacity-planning/) (Time & Resources) * Invoicing (Billing) * Hummy, the AI assistant included in Core The great thing about FlowQi is that **all the tools you need are available on one platform**. But here's the best part: you can also use tools individually. This keeps everything accessible, simple, logical, and focused on what matters most to your business. ## Why use software for small businesses? The main reason small businesses turn to this type of software is simple: to **save time and work more efficiently**. Have you ever experienced teams duplicating tasks due to miscommunication? Or important customer feedback getting lost in the shuffle? That's exactly what our software is designed to prevent. ## What qualifies as a small business? Small businesses range from sole proprietorships to medium-sized companies. Let's break it down: - **Small businesses**: Examples include a local bakery, a hair salon, or a web design agency with 10 employees. - **Medium-sized companies**: Think of a construction firm with 100 employees, a regional hospitality chain, or a consultancy firm. - **Micro-businesses**: These are often solo entrepreneurs or small teams, like a flower shop with three employees or a freelance copywriter. Whether you're running a one-person operation or managing a growing team, small business software helps you streamline tasks, save time, and improve productivity. ## What is the difference between small business software and software for large companies? **Small business software** is specifically designed for smaller companies, making it **simpler, more affordable, and less technically complex**. Large companies often require more elaborate systems, while small and medium-sized businesses prefer less complexity. ## How do I know which software I need? The software you need depends on the problems you're trying to solve. Curious about the options? CRM and projects are free for your whole team on Basic; Core, Time & Resources and Billing come on top. [See the pricing](/pricing/). Having trouble keeping records? Our [Invoicing Tool](/solutions/invoicing-tool/) can help. Need a better way to manage projects? Try our [Project Management Tool](/solutions/project-management/). Want to improve customer relations? That's where our [CRM system](/solutions/crm-system/) comes in. Still unsure which software you need? [Contact us for more information](/contact/). ## Is free software a good idea? In our experience, free tools usually have **limited functionality or capabilities**. Paid software offers more features and better support, making it a worthwhile investment in the long run. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ## How to choose the best software for your business? What should you consider when selecting the best software for your business? Here's a handy checklist to guide you: - The software should be simple and intuitive to use. - You should only pay for what you use. - Flexible packages should be available. - The software should integrate with your existing systems. - Reliable customer service should be easily accessible. ### 1. The software should be simple and intuitive to use You're already busy enough, so you don't have time to learn a complex system or program. Good small business software is intuitive and easy to use, requiring no technical expertise. This simplicity benefits both you and your employees. The easier the software is to use, the faster you can get started, saving time, money, and frustration. ### 2. You should only pay for what you use A common pitfall with many software systems is paying for features you don't use. Often, companies end up using only a portion of the program while paying for the entire package, a waste of resources. Even if a tool looks impressive, make sure you're only paying for features you actually need. Watch out for hidden costs, such as additional licenses or extra modules that might be required later. Remember, the cheapest package isn't always the best choice. It's better to invest in software that truly meets your needs and delivers value. ### 3. Flexible packages Most companies aim to grow, and to support that growth, it's crucial to choose software with flexible packages or subscriptions. This ensures the software can scale alongside your business. Check if the software allows you to add multiple users as needed and expand its features over time. Flexibility is key to accommodating your future needs. ### 4. Integration with other systems One common challenge in the SaaS industry is that not all software is compatible with one another. Yet, integrating your tools, like a CRM system with email marketing software, can save hours of manual work and improve efficiency. Always verify whether the software integrates seamlessly with your existing systems. This will help you avoid unnecessary hassle and reduce repetitive tasks. ### 5. Reliable customer service Even the best software can occasionally encounter issues. Whether it's a technical glitch or a usage limit, you'll want prompt and helpful support to resolve problems quickly. Check how customer service is structured. Is there a clear way to reach the company? Do they have a physical location? Pay attention to online reviews, frequent complaints about slow responses or unhelpful service are red flags. ## Summary: How to choose the best small business software To select the best software for small businesses, focus on these five key aspects: **usability, value for money, scalability, integration with other systems, and reliable customer service**. At FlowQi, we're confident we meet all these criteria! But don't just take our word for it, **try it yourself**. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "How to Automate Business Processes: 6 Steps and 10 Examples" url: https://flowqi.com/blog/automation-processes/ date: "2025-07-02" updated: "2026-09-21" description: Automating a process means letting software do recurring work. Which process to pick first, ten examples by department, and six steps to get started. -------------------------------------------------------------------------------- {{< intro >}} Automating business processes sounds big, but it starts small: one task you do by hand every week that software can do as well. Get that first one right and you win back **hours per week** and make fewer mistakes. This article covers **which process to automate first**, ten examples by department, and how to get started in six steps. It also covers what you are better off doing by hand. {{< /intro >}} {{< toc >}} ## What does it mean to automate a process? Automating a process means letting software carry out recurring work, so that a person no longer does it by hand. It concerns tasks with fixed steps: copying data, sending a message, preparing a document, raising a flag when something is off. It is different from digitising. An invoice in Word instead of on paper is digitised. An invoice that builds itself from the hours your team logged is automated. You can only automate what is already digital, so digitising comes first. For the full definition and the benefits, see our explainer on the [automation of business processes](/glossary/automation-of-business-processes/). ## Why it matters for small businesses too "**No industry or government can carry out its business processes effectively and efficiently without automation**," says [Prof. Dr. Hans Mulder](https://heliview.com/hyperautomation/interview-hans-mulder/) of the Antwerp Management School (interview in Dutch). He is talking about banks, insurers and online stores with millions of transactions. For an agency of twelve people, the issue is a different one: lack of time. Every invoice someone retypes and every schedule someone updates by hand is time that does not go to clients. In a tight labour market, that is the cheapest capacity you can free up. It tends to go wrong when companies start too big. [Mulder's research on project-free working](https://www.researchgate.net/publication/352889073_Projectloos_Flow_Tijdperk) shows that it does go well for organisations that build in small steps and keep adjusting. That is the thread running through this article. ## Which processes do you automate first? Not everything is worth the effort. A process is a good candidate when it has four traits: - **It comes back often.** Weekly or more. Something you do twice a year never earns back the setup. - **It runs the same way every time.** Fixed steps, few exceptions. - **Mistakes cost money.** A forgotten invoice, a double-booked colleague, a lead nobody follows up. - **It needs no judgment.** Copying, sending and flagging are things software can do. Weighing things up is not. ## Ten examples by department | Department | By hand | Automated | |---|---|---| | Sales | Retyping a lead from a web form | The lead lands in your CRM straight away, with its source | | Sales | Remembering to call back | A follow-up task appears when a deal changes stage | | Projects | Updating the schedule in a spreadsheet | The capacity overview updates itself from the projects | | Projects | Discovering an overbooking when it is too late | A warning as soon as someone goes over their weekly capacity | | Hours | Retyping hours into the invoice afterwards | Approved hours become invoice lines | | Invoicing | Rebuilding the same invoice every month | The recurring invoice is ready and waiting | | Invoicing | Calling about unpaid invoices | A reminder goes out after a fixed number of days | | Accounting | Typing over receipts | Scan and import into your accounting package | | HR | Requesting leave by email | Request and approval in your HR tool | | Customer service | Answering the same question again and again | A knowledge base or chatbot for frequent questions | Where FlowQi fits: it is built for the rows about projects, hours and invoicing. Clients, projects, tasks and logged hours live in one system, and the modules for [time tracking](/solutions/time-tracking/), [capacity planning](/solutions/capacity-planning/) and [invoicing](/solutions/invoicing-tool/) build on that. Accounting and HR stay in the packages you already use. ## How to automate a process: the 6 steps of the automation journey ### Step 1: List your recurring tasks What do you do again every day, week or month? Sending invoices, answering the same questions, updating the schedule, checking hours. Write everything down, however small it seems. A freelance designer ends up with invoices and proposals. An agency with hours, scheduling and invoicing. ### Step 2: Find the tasks that eat time Next to each task, note how much time it costs per month and what it brings in. The tasks that cost a lot and bring in little go to the top. ### Step 3: Choose one process Not three. Pick the process that is easy to set up and shows results quickly. For most service businesses that is the road from hours to invoice: it holds the most retyping, and mistakes there cost revenue directly. ### Step 4: Set it up Three building blocks keep coming back: - **Triggers.** An event that sets something else in motion. Someone fills in a form, and the lead is in your CRM. - **Templates.** For proposals, invoices and recurring projects, so you stop entering the same details. - **Rules.** "If X happens, then Y." An invoice is seven days overdue, so a reminder goes out. ### Step 5: Test and adjust Automating is not set and forget. Watch along for the first weeks: is the invoice right, does the reminder arrive at the right moment, does the client understand what they receive? A chatbot that gives wrong answers costs more than it saves. ### Step 6: Expand Once the first process has run for a month without you looking after it, take the next one from your list. In a year you build more that way than with one big project that stalls halfway. ## What you are better off not automating - **The first contact with a new client.** An automatic confirmation is fine, but the conversation itself is yours. - **Bad news.** A delay or a higher invoice is something you tell a client in person, not by template. - **A process that is broken.** Automate a messy process and you get mess, faster. Fix the process first, then automate it. ## Separate connections or one platform? There are two routes. The first: you keep your separate tools and tie them together with a connector platform. That is flexible, but someone has to build and maintain the connections, and any change in one of the tools can break something. The second: software in which the steps are already connected. There is nothing to build, because client, project, hours and invoice belong together. FlowQi is of that second kind. Read more in our article on [workflow automation](/glossary/workflow-automation/). ## Conclusion Anyone can learn to automate processes, and you do not need to be technical. Start with one task that comes back often and runs the same way every time, set it up well, and only expand once it runs by itself. Want to start with projects, hours and invoices? [Start free with Basic](/pricing/): CRM and projects for your whole team, with no end date. -------------------------------------------------------------------------------- title: "Improving Customer Loyalty Management with AI: Trends and Tips" url: https://flowqi.com/blog/customer-loyalty/ date: "2025-07-01" description: How can you improve customer loyalty management with AI? And why is customer experience more important than ever? Find out here. -------------------------------------------------------------------------------- {{< intro >}} What's the fastest way to boost your sales? By improving your **customer loyalty management** and **customer experience**. Did you know that you're [60-70% more likely](https://www.semrush.com/blog/customer-retention-stats/) to sell to an existing customer than to a new one? With automation and [smart business software](/), you can serve your customers better and keep them coming back. In this blog, we’ll share practical tips on how to **radically improve customer retention with AI**. {{< /intro >}} {{< toc >}} ## What is customer loyalty management? When customers keep returning to your business, that's customer loyalty. **Customer loyalty management** focuses on strengthening your relationship with customers so they continue to buy from you. Ways to build customer loyalty: * Providing excellent customer service. * Sending personalized emails, offers, or content. * Offering loyalty programs (discounts, points, exclusive perks). * Sharing high-quality content. * Building a community (e.g., a Facebook group or forum). ## What is customer experience (CX)? **Customer experience (CX)** refers to how customers perceive your brand based on their interactions, service, communication, and overall ease of use. Key factors for customer loyalty: * A user-friendly website. * Personal, friendly customer service. * Consistent, personalized communication. * High-quality products/services. * Strong after-sales support. ## Why CX is crucial to customer loyalty management Customer loyalty management and customer experience (CX) go hand in hand. The better your customers' experience with your company, the longer they will stay. But one negative experience? That's all it takes for them to switch to a competitor. According to [PWC, 32% of customers](https://www.pwc.com/us/en/services/consulting/library/consumer-intelligence-series/future-of-customer-experience.html) would stop doing business with their favorite brand after just one bad experience. And CX isn't just important. It's a deciding factor; [73% of customers ](https://www.pwc.com/us/en/services/consulting/library/consumer-intelligence-series/future-of-customer-experience.html)say that customer experience influences their purchasing decisions. They're even willing to pay more for a better experience: Key customer loyalty statistics: * 43% would pay more for greater convenience. * 42% would pay more for a friendly customer experience. * 65% find a positive brand experience more important than good advertising. ## Improve personal interaction with AI Human interaction matters. [Over 70% of consumers](https://www.pwc.com/us/en/services/consulting/library/consumer-intelligence-series/future-of-customer-experience.html) want companies to improve it in the future, as 60% feel brands have become too impersonal. It might seem like AI and automation are part of the problem, but they can also be the solution. When used the right way, AI can make the customer experience more personal and engaging, rather than less. ## The 5 stages of generative AI According to [**CX expert Steven van Belleghem**](https://www.stevenvanbelleghem.com/), generative AI evolves through five stages: 1. **AI Level 1** – Conversational AI and chatbots. 2. **AI Level 2** – Human-level reasoning and problem-solving. 3. **AI Level 3** – Systems that can take independent actions. 4. **AI Level 4** – AI-driven innovation and invention. 5. **AI Level 5** – Fully autonomous organizations capable of running themselves. As of early 2025, we are still in Stage 1, but moving toward Stage 2. According to Van Belleghem, Stage 3 will start emerging next year. ## The role of AI in customer experience Van Belleghem argues that authenticity and human interaction are becoming less important in CX, what matters most is making the customer experience as easy as possible. However, this perspective contrasts with PWC's research, which shows that human connection still plays a vital role in customer satisfaction. One thing is clear: AI should be used to simplify and enhance the customer experience. ## How to use AI for better CX and customer loyalty By **combining AI with a powerful CRM system**, you unlock the golden key to customer retention. With [FlowQi's software](/try/) for small businesses, you can deploy AI-driven automations to create a seamless and personalized customer journey, keeping your customers engaged and loyal. ### 1. Personalized customer communication With [FlowQi CRM](/solutions/crm-system/) as the source of customer data and your email marketing tool for sending, you can automate personalized emails based on customer behavior. If a customer views a product but doesn't complete the purchase, AI can send a gentle reminder with an extra incentive to encourage them to buy. ### 2. Lightning-fast customer service AI in a helpdesk tool can categorize customer inquiries and assign them to the right team member automatically. This ensures faster response times and leaves customers feeling heard and valued. ### 3. More sales by targeting the right leads With [FlowQi CRM](/solutions/crm-system/), you can identify high-potential leads and focus on those most likely to convert. Instead of wasting time on cold calls, you can directly engage with customers who are genuinely interested. ### 4. Automated billing and subscriptions FlowQi's [Invoicing Tool](/solutions/invoicing-tool/) handles invoices and subscriptions automatically, so customers never have to worry about payments, and neither do you. No more chasing payments or dealing with overdue invoices. ### 5. No customer question goes unanswered Our project and task management tools within FlowQi CRM ensure your team works together efficiently, making sure every customer inquiry is addressed. This builds trust and keeps customers coming back. ## Start free with Basic We've developed many more tools, especially for SMEs. [**Try FlowQi for free**](/try/) and test them completely free of charge. -------------------------------------------------------------------------------- title: "Customer Relationship Management (CRM) for Startups" url: https://flowqi.com/blog/customer-relations-management-for-startups/ date: "2025-06-28" description: Customer Relationship Management (CRM) is essential for startups. Discover why it's so important and how CRM can benefit your business. -------------------------------------------------------------------------------- {{< intro >}} **Customer Relationship Management (CRM) is absolutely essential for startups**. We know how much work it takes: setting up your business, finding customers, building relationships, and keeping people coming back. A CRM system makes all of this much easier. In this article, you'll discover how a good CRM system can support your startup. {{< /intro >}} {{< toc >}} ## Why Customer Relationship Management (CRM) is key for startups Customer Relationship Management, or CRM, is more than just a method of organizing customer data. It fosters a customer-centric mindset within your company, something crucial for the success of any business. According to author and researcher Steven van Belleghem, [a lack of customer focus can be disastrous for companies](https://www.unizo.be/berichten/nieuws/interview-steven-van-belleghem-over-klantenervaring): > "Customers usually don't leave a company because of a big mistake. You can correct those. Gradually deteriorating customer service is the big problem. Constant pressure, rapid growth, or financial difficulties often cause companies to unknowingly lower their service levels. This leads to minor frustrations among customers, who eventually start looking for alternatives." With a CRM system, you can better understand your customers' needs and personalize your interactions, leading to stronger relationships and higher customer satisfaction. ## How to choose the best CRM system for your startup We could provide you with a long checklist of features to consider when selecting a CRM tool for your startup, but we'll cut to the chase: the best choice is **FlowQi CRM**. Why? Because being a startup ourselves, we understand exactly what startups need. We've identified the gaps in traditional CRM tools and created a solution that fills them seamlessly. Here are a handful of reasons **why FlowQi is perfect for your startup**: - **Comprehensive lead management**. With FlowQi CRM, you can manage all your contacts, leads, and communications in one central place. This ensures your team always knows which leads to follow up on, streamlining your sales process and avoiding missed opportunities. - **Integrated task and project management**. FlowQi CRM comes with built-in [task management](/solutions/task-management/) and [project management](/solutions/project-management/) features, allowing you to automate workflows and assign tasks effortlessly. This makes your team more efficient and ensures nothing slips through the cracks. - **One client timeline**. Keep notes, contacts, projects and tasks together in one client timeline. Email sync is on our roadmap. - **Flexibility and affordability**. Designed specifically for SMEs, startups, and freelancers, FlowQi is both flexible and budget-friendly. Start small and expand as your needs grow, without paying for features you don't use. - [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. [Try FlowQi for free](/try/) and see for yourself why FlowQi is the best for startups. ## Automation in Customer Relationship Management FlowQi wouldn’t be FlowQi without the ability to automate. As a startup, you want to save time where you can. How do we do that in today’s world? By **automating as many processes as possible, especially in Customer Relationship Management or CRM**. With an integrated CRM tool that connects seamlessly with task and project management, and even other tools if needed, you can automate processes like these: ### 1. Contact management and lead tracking When a new lead comes in through your website, FlowQi automatically routes it to the appropriate sales representative based on industry or region, saving you the hassle of manual sorting. After two days, the system sends a follow-up email automatically: “Hi Pete, thanks for your interest\! Have you taken a look at our latest products yet?” This keeps you top of mind with leads without constant manual reminders. Oh, and the best part? Everything syncs automatically with your email and marketing tools, ensuring your team always works with the most up-to-date information. How convenient is that? ### 2. Sales workflows No more hunting for that one template for quotes. Your CRM tool generates them automatically as soon as a customer says, “Yes, just send a proposal.” Every step in your sales pipeline is updated automatically. For example, when a customer agrees, the deal is moved to “negotiation,” and your team is notified. If a deal stays in the pipeline too long, you or your employees receive a friendly reminder: “Hey, aren't you forgetting to follow up on this deal?” You can set all this up with handy triggers. Once it’s configured, you’re good to go. ### 3. Task management and project management Have you ever forgotten a task because no one remembered to assign it? With FlowQi, that won’t happen anymore. For every new deal or support request, the system automatically creates a task, such as: “Create a quote for customer X” or “Answer ticket #12345.” Tasks can also be assigned directly to the right team member, based on availability or relevant skills. ### 4. Reporting and analysis Want insights into your sales, support, or project progress? Your CRM tool generates reports effortlessly. If something goes wrong, like a target not being met, you’ll get an instant notification, so you can act quickly. ### 5. Workflow automation A new lead comes in → the system adds the lead to the sales pipeline → a task is created for your salesperson → the project team is notified as soon as the deal is closed. This entire process happens automatically, without anyone needing to manage it manually. Once a project is completed, all associated tasks are closed, and everyone receives a notification, it’s time to celebrate\! ## Start free with Basic Automation has never been easier, or more enjoyable! Start streamlining the processes within your startup today. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "3 Project Management Tools Worth Comparing" url: https://flowqi.com/blog/best-software-project-manager/ date: "2025-06-27" description: Project management made easier: here are 3 essential tools every project manager needs. Save time, reduce stress, and boost team efficiency. -------------------------------------------------------------------------------- {{< intro >}} A project manager's job becomes a lot easier with the right software. And it's not just their own work that benefits, good tools also make life easier for the entire team. Without proper software, miscommunication can creep in, progress slows down, and stress levels rise. The right tools help keep everyone aligned, informed, and moving forward. But what [software](/) does a project manager need? In this article, we list 3 of the most important tools. {{< /intro >}} {{< toc >}} ## 1. CRM (Customer Relationship Management) system For a project manager, a [CRM system](/solutions/crm-system/) is a powerful addition to your project management. Especially if you work with customers, stakeholders, or collaborate with multiple teams. A project manager is the link between internal teams and external parties such as customers, suppliers, or stakeholders. A CRM system helps keep track of all communications in one central place. A CRM system keeps track of: * Which agreements have been made * Which deadlines have been communicated externally * What is the status of each contact or customer This allows you to better manage expectations and communicate proactively if something changes in the schedule. In addition, a CRM system connects sales, marketing, and project management. For a project manager of a commercial company, that means knowing exactly what the customer wants, what was promised, and when to deliver. FlowQi CRM is designed specifically for teams that need simplicity, overview, and structure, without the complexity of large CRM packages. It's user-friendly, lightweight, and built with project-based work in mind. Some benefits of FlowQi CRM for project management: * **Customer and project files**: You can link customer profiles to projects, tasks, and communications. Everything belonging to one customer or task sits neatly in one overview. * **Automated follow-up**: FlowQi lets you set up automatic reminders and follow-ups. So as a project manager, you don't have to keep track of everything manually; FlowQi automatically sends you a signal. * **Simple task distribution**: You can link tasks to customers or projects, with deadlines and responsibilities. * **Quick visual overview**: Many CRM systems are packed with functions you never use. FlowQi focuses on simplicity and overview. * **Links to other tools**: FlowQi integrates with other tools, so you no longer have to combine separate systems. This saves time and prevents things from falling between the cracks. ## 2. Project planning and task management As a project manager, you want to be able to see immediately who is working on what, what the deadlines are, and where you are behind. Good project planning software is essential. You can use free software for that, such as Trello. Or you can choose FlowQi, where FlowQi CRM is integrated with FlowQi project management and task management by default. The advantages of Trello are: * Visual and intuitive, just like FlowQi. Trello works with a [Kanban system](https://en.wikipedia.org/wiki/Kanban_board) (like post-its on a wall). This makes it easy to use, even for beginners. * Flexible to use. You can use Trello for almost anything: content planning, to-do's, project phases, event planning. * The free version gets many freelancers pretty far. * Collaboration in real time. You can assign tasks, post comments, create checklists, and add files. But the drawbacks of Trello are: * No CRM. Trello is not a CRM. It doesn't keep track of customer data, has no follow-up reminders, and doesn't provide a central place for customer communications or sales processes. * Little structure as you grow. As your projects get more complex, Trello gets messy quickly. There is no hierarchy (such as sub-projects or team-level overview). * Limited reporting and insight. Trello offers little insight into statistics, progress by team members, or project performance without external plug-ins. * Stand-alone system. Trello stands alone. If you work with clients, you'll still need an external CRM system - and you'll fragment your overview. Would you rather work with an easy-to-use CRM integrated with task and project management? Then choose FlowQi. This also allows you to automate your workflows. Think of automatic follow-up, reminders, phases per project type, and status updates. Comes in handy if you have repetitive processes such as onboarding, quotes, or sprints. ## 3. Communication and collaboration Misunderstandings often arise from inadequate communication. Therefore, it's smart to use a clear communication tool in addition to email. Of course, this is also available in FlowQi, so you can always maintain direct lines of communication with your teams. Other communication tools are: * Slack. For real-time messaging, channels by project, and links to other tools. * Microsoft Teams. Useful if you're already working with Microsoft 365. * Google Chat. Works with Google Workspace. * Whatsapp. Suitable for freelancers and small business owners. But instead of using endless emails, different systems, or separate WhatsApps, FlowQi lets you add comments to tasks, projects, and client files, so everything stays together. ## Summary: Best software for project managers It can quickly become overwhelming with all the software out there for project managers. But our advice is: start small. Choose one tool and slowly expand your system. Plus, keep everything under one roof so you avoid switching between systems and fragmented data. A good project manager doesn't necessarily have the most expensive software, but knows how to use smart tools to keep a good overview. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "How To Choose the Best Contact Management Software" url: https://flowqi.com/blog/contact-management/ date: "2025-06-26" description: Nowadays, contact management software is vital. Both for SMEs and freelancers. How to find the best tool? Find out here. -------------------------------------------------------------------------------- {{< intro >}} You can find the **best contact management software** by looking at what suits your business. Do you need a clear overview of your existing customers and leads? Are you looking for a way to track your communications, automate follow-ups, and generate more sales? Then you need a [CRM system](/solutions/crm-system/). But how do you choose the right software? You'll find out in this article. {{< /intro >}} {{< toc >}} ## What is contact management? Contact management is the process of **organizing contacts**, such as customers, leads, partners, or suppliers. This can be done manually (using Excel) or with contact management **software, such as a [CRM system](/solutions/crm-system/)**. CRM stands for **Customer Relationship Management**. With effective contact management, you can: - store contact data centrally (such as name, email, company, and previous interactions), - track communications, - set reminders for follow-ups; - and build and maintain relationships. ## Why you need a CRM system But I don't even have a big team, why would I need a CRM system? You could manage your contacts with a spreadsheet or even a paper planner. But since you've landed on this article, you're probably looking for a better solution. Even if you're self-employed and don't have a team, a good CRM system can still be incredibly valuable, especially now that the [world is becoming increasingly digital](https://www.oecd.org/en/publications/the-digitalisation-of-science-technology-and-innovation_b9e4a2c0-en.html) and automated. If you want to stay competitive, you need a CRM system for your contact management. This helps you: - Keep track of who your customers are and when you last spoke to them. - Automate follow-ups so that no lead slips through the cracks. - Collaborate efficiently if you work with freelancers or a small team. - Generate more sales by reaching out to the right people at the right time. - Reduce chaos and stress by keeping all important information in one place, so you no longer have to search through old emails or notes. ## How do you choose the right contact management software? When selecting the best software for your contact management, the key is to focus on your own needs. What do you require to manage your clients and projects with ease? Consider these questions: - **How many contacts do you have?** A freelancer with five clients may only need a CRM system with task and project management. A small to medium-sized company with hundreds of contacts might also benefit from additional modules, such as Time & Resources and Billing. - **What features are essential?** Do you only need a CRM system, or do you also want automated [invoicing](/solutions/invoicing-tool/)? At FlowQi, both are possible. - **How user-friendly should it be?** A tool can have endless features, but it needs to be easy to use. For us, intuitive design always comes first. - **Do you need integrations?** Would you like to link your CRM system to other tools so you no longer have to switch between multiple platforms? With FlowQi, that's possible. - **What's your budget?** There are CRM systems for every budget, but are you looking for an affordable option that includes exactly the features you need? ## FlowQi CRM: for small and medium-sized businesses [FlowQi CRM](/solutions/crm-system/) is designed for small to medium-sized businesses, including freelancers. It's affordable, intuitive to use, and does **more than just contact management**. By combining contact management with task and project management, FlowQi CRM allows you to see at a glance which tasks, appointments, and projects are linked to a customer. This offers several key advantages: - A central overview of customer data, tasks, and projects. - Automatic task creation, reducing duplicate work. - Faster and more personalized customer follow-up. - Fewer administrative tasks and fewer errors. - Clear priorities through integrated deadlines and reminders. > "Focus on being productive instead of busy." ~ Tim Ferriss With contact management software, you **work smarter instead of harder**. How? Because the software automates essential tasks, such as sending follow-up emails, updating contact information, and scheduling appointments based on customer interactions. - You no longer have to manually check which leads need attention or who you should follow up with, the software takes care of it for you. - Integrations with other tools help you avoid mistakes, save time, and maintain an up-to-date overview of your customer relationships. - A CRM system also allows you to communicate more strategically. By knowing exactly where your customers are in their journey, you can tailor your messages and offers to meet their needs at the right time. ## Why CRM and task management in one is convenient Many business owners use separate tools: a CRM system for contact management, a to-do app for tasks, and a project management tool for ongoing jobs. This often leads to constant switching between platforms and duplicate administrative work. By integrating everything into one system, you can **work more efficiently and avoid mistakes**. Let's say you're a freelance marketer with a client starting a new campaign. With FlowQi CRM, you can: - Maintain contact information and track previous communications in the CRM system. - Create a project for the campaign. - Assign tasks to yourself or colleagues. - Set automatic reminders for deadlines and meetings. This allows you to work in a structured way and deliver a better service. ## FlowQi CRM: the best software for contact management Want to give it a try? With the right contact management software, you can grow your business in a way that fits your needs. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Top 10 CRM Software for Small Businesses and Freelancers in 2026" url: https://flowqi.com/blog/top-10-crm-software/ date: "2025-06-25" updated: "2026-09-21" description: Ten CRM tools in one table: price, free plan and who each one fits, plus what a team of 10 pays. Pros and cons included, ours too. Checked September 2026. -------------------------------------------------------------------------------- {{< intro >}} **The ten CRM systems small businesses compare most often**, set side by side on price, free plan and who each one is built for. With the drawbacks of each, our own included. On this page: * All ten in one table, with prices checked in September 2026 * What a team of 10 pays on each * Pros and cons per system * What to look for if you sell time rather than products {{< /intro >}} This list is compiled by FlowQi; we put our own product first because we know it best. Judge it against your own needs. {{< toc >}} ## Top 10 CRM software solutions for SMEs and freelancers | CRM | Best for | Free plan | Paid from | | --- | --- | --- | --- | | FlowQi | Freelancers and small firms that want client, project and hours together | Yes, unlimited users | 25 per user per module, in euros in the EU and dollars elsewhere | | HubSpot | Teams that run on marketing and inbound | Yes, limited features | Per seat, set by country | | Pipedrive | Sales teams following up leads | No, 14-day trial | Four tiers, set by country | | Zoho CRM | Small budgets, or teams already on the Zoho suite | Yes, up to 3 users | Set by country | | Salesforce | Large organisations with their own administrator | No | $25 | | Salesflare | Small B2B teams that do not want to type data in | No, 30-day trial | $29, billed annually | | Freshsales | Sales and lead tracking | Yes | $9, billed annually | | Teamleader | European small businesses that want CRM, projects and invoicing in one | No, 14-day trial | €50 for one user | | monday.com | Teams that want to manage work first, clients second | Yes, up to 2 seats | $9, billed annually | | Insightly | Teams that want a won deal to become a project | No, 14-day trial | $29, billed annually | Prices are per user per month, checked on the vendors' own pricing pages in September 2026 and quoted in the currency those pages show a reader in the United States. Several vendors set the currency and the amount by the country you buy from, so the page may quote you something else. Where we could not confirm what an English-speaking reader is shown, we describe the pricing model instead of naming a figure. One name on this list, Salesforce, is not built for small businesses. It is here because it is the largest in the world and any CRM you pick will be measured against it. Its section explains why it rarely fits a team of ten. ### 1. FlowQi CRM \~ Less stress, more flow The simpler life is, the better. At least, that's what we believe. That's why we developed FlowQi CRM: to make your work easier and more efficient, not more complicated. We put ourselves at the top because this is our list, not because a jury said so. So judge for yourself. This is why we think FlowQi fits small and medium-sized businesses: Key benefits of FlowQi CRM: * **You only pay for what you need.** Stick to the basics or expand with additional tools as your business grows. Paying for features you don't use? Nope, not our thing. * **Integrated with [project and task management](/solutions/project-management/).** We know how crucial these tools are for any entrepreneur. With FlowQi CRM, you can effortlessly manage your contacts, projects, tasks, and communications, all in one place. * **Ready on day one.** There is no implementation project and no administrator to hire: you create an account and add your first client. * **One platform for the whole chain**. FlowQi CRM works with the Time & Resources and Billing modules, so hours and invoices sit next to the client record. Oh, and here's something to keep in mind: free versions of other CRM software (like [HubSpot](/compare/flowqi-vs-hubspot/)) can get very expensive as soon as you need additional features. That's not the case with us. Our pricing is transparent: Basic is free for your whole team, and you pay for a module only for the people who use it. Want to see for yourself? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. #### Cons of FlowQi CRM Are there any drawbacks? Sure, we're not as well-known as the big players in the market (yet). This means there aren't as many user groups available. However, the upside is that we're able to provide personal support when you need it. Got a question? Just reach out, we're happy to help. ### 2. HubSpot CRM HubSpot offers a free CRM solution focused on sales, marketing, and customer service. Paid plans are priced per seat, and what you pay depends on the country you buy from, so check their pricing page for your own. HubSpot CRM advantages: * **Free basic version.** Perfect for getting started without any upfront investment. HubSpot CRM disadvantages: * **Limited free version.** Key features like marketing automation and email/chat support are only available in the paid plans. Additionally, the free version includes HubSpot branding on everything. * **Rapidly rising costs.** Costs add up as you add modules or users. Paid plans are priced *per seat*, so every extra user costs the full seat price again. * **High costs for marketing contacts.** Marketing plans include a first tier of contacts, and every block of extra contacts is charged on top, at a rate that changes per tier. A list of a few thousand contacts can cost several times the headline seat price, so price the contact tiers before you commit, not after. ### 3. Pipedrive Pipedrive is a CRM system geared toward sales-oriented businesses, with a focus on lead and sales management. It sells four paid tiers per user per month, from a basic plan to an enterprise one, and sets both the currency and the amount by the country you buy from, so check the tier you need on their own pricing page. Pipedrive advantages: * **User-friendly.** Easy to navigate for sales teams. * **Sales-focused tools.** Ideal for businesses prioritizing lead and sales management. Pipedrive disadvantages: * **Limited functionality outside sales.** Not suitable for businesses needing robust marketing or customer support tools. * **No free plan.** You get a 14-day trial, after which you pay per user. * **The advertised price is the annual one.** If you want to be able to cancel month to month, you pay more than the headline figure. ### 4. Zoho CRM Zoho CRM, ranked number four in this top 10 of CRM software, is part of the comprehensive Zoho suite. It has a free edition for up to three users and four paid editions per user per month, priced in your local currency, so check their pricing page for the amount that applies to you. Zoho CRM advantages: * **Free edition for up to three users**, with no end date. * **Affordable.** Compared to more premium options like Salesforce, Zoho CRM is budget-friendly for small businesses. Zoho CRM disadvantages: * **Steep learning curve.** Its many features can make it overwhelming for new users, especially those unfamiliar with CRMs. * **A lot of screens and settings.** Zoho CRM is one app in a suite of dozens, and it shows in the number of options. ### 5. Salesforce CRM Salesforce is one of the most comprehensive and widely recognized CRM software. It provides tools for sales management, marketing automation, customer service, and more. Pricing starts at $25 per user per month for Starter Suite. Salesforce advantages: * **Highly comprehensive.** If you need a CRM system with a vast range of features *and have the budget to match*, Salesforce offers just about everything you could ask for. Salesforce disadvantages: * **Too complex.** With so many features, Salesforce can be overwhelming and difficult to learn, especially for beginners. * **Expensive.** Even the entry plan is a lot for a small business, and the features most teams end up wanting sit higher up: Pro Suite is $100 per user per month and the Core edition $195, with the top two editions at $395 and $550. * **Long setup time.** Properly configuring Salesforce and integrating it with other tools can take a significant amount of time. * **Overkill for small businesses.** Freelancers and smaller businesses may find most of the features unnecessary. ### 6. Salesflare Salesflare is a CRM for small B2B teams built on one promise: you do not have to fill it in yourself. It gathers contact and company details from your emails, signatures and social profiles, and logs meetings and phone calls for you. Growth is $29 per user per month billed annually, or $39 month to month; Pro is $49 and $64. Salesflare advantages: * **It fills itself in.** The thing that kills most CRMs, nobody keeping them up to date, is dealt with at the source. * **No minimum number of users** on Growth and Pro, so it works for a one-person business too. * **30-day trial**, the longest on this list, with no credit card. Salesflare disadvantages: * **No free plan.** After the trial you pay at least $29 per user. * **Sales only.** Projects, hours and invoices are not part of it; you need a second system for those. * **Enterprise needs at least 5 users**, at $99 per user billed annually. ### 7. Freshsales CRM Freshsales is a CRM system designed primarily for sales and lead tracking. Paid plans run from $9 per user per month for Growth to $39 for Pro and $59 for Enterprise, billed annually, and there's also a free version available. Freshsales advantages: * **Free version available.** Great for businesses looking to test the waters without committing to a paid plan. * **Affordable pricing.** It's more budget-friendly than the big names such as Salesforce. Freshsales disadvantages: * **Limited functionality.** It lacks advanced marketing and customer support tools, which might be a dealbreaker for some businesses. * **Support is a recurring complaint** in the [reviews on GetApp](https://www.getapp.com/customer-management-software/a/freshsales/reviews/). * **The listed prices are annual.** Growth at $9 only holds when you pay for the year up front. ### 8. Teamleader Teamleader is a CRM system from Belgium that combines CRM, project management, and invoicing in one platform. Pricing starts at €50 per month for a single user. Teamleader advantages: * **More than just a CRM.** Combines CRM with invoicing and project management, making it a multi-functional tool. Teamleader disadvantages: * **Limited flexibility.** The platform offers fewer options for customization compared to other CRM software. * **High cost.** For smaller teams, the pricing can be relatively expensive. * **Not ideal for freelancers.** Teamleader is designed more for companies with multiple users, making it less suited to solo entrepreneurs. * **No free plan.** There is a 14-day trial. * **Priced in euros and built for the European market**, which matters if your accounting and invoicing rules are elsewhere. ### 9. Monday.com [Monday.com](/compare/flowqi-vs-monday/) is a work management tool that includes CRM functionalities. Pricing starts at $9 per seat per month on an annual plan, but the features in the cheaper plans are limited. Monday.com advantages: * **Free for up to 2 seats**, with no end date. * **User-friendly**. The interface is intuitive and includes drag-and-drop functionality, making it easy to navigate. Monday.com disadvantages: * **Too general**. It's not a dedicated CRM system, so it may include features that aren't necessary for your business. * **Quickly gets expensive**. Adding more advanced features or extra users can drive up the cost significantly. * **Limited analytics**. The platform doesn't offer as many options for in-depth reporting and analytics. ### 10. Insightly Number 10 is Insightly, a CRM that does something most of this list leaves to a second tool: it turns a won opportunity into a project, with the record data carried over, and tracks that project in the same place. Plus is $29 per user per month, Professional $49 and Enterprise $99, all billed annually. Insightly advantages: * **Won deals become projects.** The handover from sales to delivery happens inside the CRM instead of by email. * **Native project management**, so client history and delivery sit on one record. Insightly disadvantages: * **No free plan.** There is a 14-day trial, then $29 per user at the least. * **Annual billing only on the pricing page.** The monthly price is not published. * **No time tracking or invoicing built in**, so the chain stops at the project and the hours and the invoice still live elsewhere. ## Which CRM for a 10-person sales team? The honest answer depends on what those ten people do after the deal is signed. If they sell and hand over, a purpose-built sales CRM fits best: **Pipedrive**, **HubSpot Sales Hub** or **Freshsales**. They are built around the pipeline view, and that is what a sales team looks at all day. If the same ten people also deliver the work, the deal is only the first step, and a CRM that stops there sends you to a second tool for projects and a third for hours. That is where **Insightly**, **Teamleader** and **FlowQi** come in. What ten users cost on the vendors that publish a dollar price: | CRM and plan | 10 users per month | Note | | --- | --- | --- | | FlowQi Basic | $0 | CRM, projects and tasks for the whole team; modules are extra, per person who uses them | | Freshsales Growth | $90 | Billed annually | | monday.com Basic | $90 | Billed annually | | Salesforce Starter Suite | $250 | | | Insightly Plus | $290 | Billed annually | | Salesflare Growth | $290 | Billed annually; $390 month to month | | Salesforce Pro Suite | $1,000 | | HubSpot, Pipedrive and Zoho set their price by country, so check their pricing pages from where you are. Teamleader prices its entry plan for one or two users and adds users on top. ## CRM for professional services and agencies If you sell time rather than products, most of the list above solves half your problem. A CRM keeps the deal; the work that follows lives somewhere else, and the hours never make it back to the invoice. What to look for: * **Client, project, hours and invoice in one record**, so a won deal becomes a project without re-typing, and logged hours become invoice lines. * **Pricing per person who uses it**, not per company. A ten-person agency where four people log time should not pay ten [time-tracking](/solutions/time-tracking/) licences. * **Capacity before you say yes**: can you see who has room next month from the same place you track the pipeline? FlowQi is built for exactly this chain; HubSpot, Pipedrive and Zoho need a second tool for delivery and billing. See the pages for [agencies](/use-cases/agency-management/) and [professional services](/use-cases/psa-platform/). -------------------------------------------------------------------------------- title: "Future-Proof Tips + Best Tools for Project Management" url: https://flowqi.com/blog/best-tools-tips-project-management/ date: "2025-06-24" description: What makes successful project management? Discover essential tips + the best tools for project management in the digital age. -------------------------------------------------------------------------------- {{< intro >}} The way we manage projects has fundamentally changed with the rise of AI and digitalization. Traditional, rigid project management approaches are no longer effective. Just ask the Dutch government, which spends an estimated [€5 to €6 billion](https://www.accountant.nl/nieuws/2023/1/grote-it-projecten-kosten-overheid-al-13-miljard-meer-dan-gepland/) annually on failed IT projects. If you want to manage your projects successfully, you'll need to embrace change yourself. In this article, we explore **future-proof tips** and the **best tools for sustainable and effective project management**. {{< /intro >}} {{< toc >}} ## (Financial) consequences of failed project management The **consequences of poor project management** vary across industries but often lead to the same problems: * delays, * budget overruns, * missed opportunities, * reputational damage, * lost sales, * damaged customer relationships, * or legal claims. For freelancers and small businesses, it can mean a project becomes unprofitable, or worse, that the financial blow forces the business to shut down. And the larger the project or organization, the more severe the impact, and the higher the cost to fix it. That's why investing in smart, future-ready project management is so important. ## Future-proof tips for successful project management ### 1. Adapt to your people: not the other way around According to top manager and author [Saskia Van Uffelen](https://en.wikipedia.org/wiki/Saskia_Van_Uffelen), it's not employees who should adjust to companies, but companies that must adapt to their people, especially the new generation. Younger professionals tend to work flexibly, independently, and often for multiple employers at once. Their vision of work differs radically from previous generations. If organizations want to attract and retain this talent, they'll need to evolve with them. "Controlling leadership no longer works. It needs to become trusting leadership," [says Van Uffelen](https://www.bloovi.be/artikels/insights/2019/digital-champion-saskia-van-uffelen-pleit-in-nieuwe-boek-voor-radicaal-andere-bedrijfswereld-we-moeten-het-verlammende-kortetermijndenken-doorbreken). "That applies to CEOs, but also to party leaders, prime ministers, university rectors, and beyond." Modern leadership is about facilitation, creating space for responsibility, autonomy, and meaning. Give people that, and they'll give you commitment in return. ### 2. Embrace AI and digital tools One reason many government IT projects in the Netherlands fail is outdated technology. As [IT mediator Prof. Hans Mulder](https://www.computable.nl/2024/06/13/bijzondere-mensen-die-bestuurders-van-de-nederlandse-overheid/) puts it: "Going back to a hard drive at home [..] is a step backward if you want to perform at a high level. I see employees at the tax office who are ashamed, and that's unacceptable." Digital tools are not a luxury. They're a necessity. Especially when working with younger employees who refuse to struggle with clunky, outdated systems. Modern project management tools and AI help your team work faster, spot patterns, and predict issues before they arise. They also create more transparency, structure, and shared ownership across your team. If you want to stay relevant and effective, you can't do without them. ### 3. Focus on emotional intelligence You can have the most detailed project plan in the world, but if the team dynamics aren't right or frustrations remain unspoken, everything grinds to a halt. A project manager with high emotional intelligence picks up on tensions, communicates with empathy, and ensures that everyone feels heard and supported. Project management rarely runs without hiccups. That's why it's crucial for a project manager to stay calm under pressure, make clear priorities when things get tough, and reassure the team when challenges arise. These qualities are what make a leader truly dependable. ### 4. Data-driven decision-making Data analysis helps you quickly identify where a project is going off track and where adjustments are needed. You base decisions on facts rather than assumptions, which leads to more effective and transparent project outcomes. And with the right tools, you can easily visualize that data, making it accessible even to colleagues without a technical background. Tools like [FlowQi Project Management](/solutions/project-management/) automatically generate visual reports on [time tracking](/solutions/time-tracking/), progress, and budget, so you stay informed and in control. ### 5. Sustainability and ESG (Environmental, Social, Governance) **Successful project management** isn't just about what you deliver. It's about **how you deliver it**. What's the impact on your team, your organization, the environment, and society at large? Every project leaves a footprint, through energy use, waste, transport, workload, or social dynamics. By consciously managing these factors, you contribute to a healthier work environment, a more resilient organization, and a more sustainable planet. ## Best tools for project management, all in one platform When you start a project, there's a lot to think about. You need to build a project team, create a detailed project plan, identify stakeholders, and set up a solid communication strategy, plus a hundred other things. What we don't recommend? Managing your project with notebooks and post-its. It may sound obvious, but the biggest downside to using paper is that you're the only one who can access the information. And that's exactly what you don't want in project management. That's why **we're strong advocates for using online tools**. With the right tools, you can manage your team, tasks, and goals clearly, so that everyone always has access to the most up-to-date information. For successful project management, these three digital tools are essential: * **a CRM system** to manage customer relationships and stakeholders, * **a project management tool** to organize your project's structure and timelines, * **and a task management tool** to track and assign tasks automatically. At FlowQi, these three tools are fully integrated into one streamlined platform. When you choose FlowQi, you get access to [our smart CRM system](/solutions/crm-system/), along with [FlowQi Project Management](/solutions/project-management/) and [FlowQi Task Management](/solutions/task-management/), so you can manage every aspect of your project in one place. Curious to try it out? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "How to Boost Your Conversion Rate With CRM" url: https://flowqi.com/blog/increase-conversion-crm/ date: "2025-06-21" description: Want to boost your conversion rate? Discover how a CRM system can help you convert more leads into customers. Read on to learn more. -------------------------------------------------------------------------------- {{< intro >}} **How to boost your conversion rate**? Start by gaining insight. Insight into where potential customers drop off and why they do so. You can gain that insight with a [good CRM system](/solutions/crm-system/). In this article, you'll learn how to use a CRM system to turn more visitors and followers into customers. {{< /intro >}} {{< toc >}} ## What is a CRM system? A CRM (Customer Relationship Management) system is a tool that allows you to **track all your customer data and interactions in one place**. This helps you understand exactly who your customers are, what they need, and when it's best to contact them. While you can create a CRM system in a simple Excel sheet, most modern businesses use a CRM tool, such as [**FlowQi CRM**](/solutions/crm-system/). This tool is designed specifically for small to medium-sized businesses, including freelancers. **Want to try it out for free?** [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ## How a CRM system helps boost your conversion rate ### 1. A CRM system gives you better insight into customer behavior A CRM system tracks all customer interactions, such as: - Pages visited on your website - Opened emails and click behavior - Purchase history - Contact moments (emails, phone calls, chats) - Completed forms or downloads With this information, you can see **which products or services are most interesting to a particular target audience**. You can then send that target group special offers or campaigns aimed at those products/services. In doing so, you increase your chances of conversion. ### 2. A CRM system can automatically apply lead scoring A CRM system can **automatically apply lead scoring**, where leads are given a score based on their behavior. This score can be determined in various ways, such as based on actions like clicking on links, filling out forms, or requesting a demo. This helps increase your conversion rate in several ways: - **Lead scoring allows you to identify the most promising leads.** By focusing on those with the highest scores, you can direct your efforts toward the leads most likely to convert. - **Warm leads – those with the highest score – can be followed up more quickly**, for example, with a personal conversation or a targeted offer. Since these leads have already shown interest, they are more likely to make a purchase decision faster. - **Cold leads – those with a lower score – can still become valuable customers**, but they may take longer to convert. Instead of approaching them immediately with a sales offer, continue to nurture them with valuable content like blogs, e-books, or newsletters. ### 3. A CRM system strengthens relationships with your customers and leads The days of sending generic emails to your entire email list are over. **More than 80% of consumers say personalization** [**influences their buying behavior**](https://useinsider.com/personalized-marketing). Personalization is crucial for boosting your conversion rate. But how can you personalize your approach without burning yourself out or becoming best friends with every lead? With a CRM system, you can make your marketing much more personal because you know exactly who your customers are and what they need. A CRM tool allows you to: - **Automatically send targeted emails based on behavior.** For example, send a special offer when someone frequently visits a specific page. - **Automatically send a follow-up** when someone downloads a free e-book or abandons a shopping cart. - **Automatically create lists** of customers based on interests, purchase history, or interactions. For example, send specific content to webshop owners and different content to bloggers. - **Automatically send personalized offers.** Offer your subscribers a discount on their birthday or give loyal customers an exclusive discount or gift. ### 4. A CRM system helps improve your sales strategy With a CRM tool, you can see exactly how many leads are at each stage of your sales process. It gives you **valuable insight into your sales funnel**, allowing you to analyze where most leads drop off. For example, are you noticing leads dropping out after receiving an offer? This could indicate that your offer or pricing doesn't align with their needs. Alternatively, if customers show interest but don't make a purchase, it might be due to poor follow-up or a complicated buying process. **Ask your abandoning leads why they don't follow through.** You can do this manually (via email or a survey) or by installing a tool on your website that asks people what's holding them back. Here are a few ideas: - **A pop-up form** with: "Are you missing any information? Let us know." - **A chat window** that automatically sends a message if someone stays on a page for too long. - **A widget or button** that allows visitors to indicate, with one click, why they are unsure. For example, "What else are you missing to contact us?" (with choices or an open field). - **A/B testing**. If visitors aren't clicking through on your contact page, test whether a different text works better. For example, "Schedule a free consultation" might sound more inviting than "Contact us." ### 5. A CRM system makes upselling a lot easier Because a CRM system tracks the products or services a customer has purchased, it **makes upselling much easier**. Here are a few examples: - Offer relevant complementary products or upgrades. - Capitalize on patterns in repeat purchases. For example, if a customer bought a basic subscription, you can suggest an upgrade to a premium plan after a certain period. - Send an offer for a more expensive alternative if someone frequently buys a particular product. - Offer an additional service or warranty immediately after a purchase. - Remind customers of a complementary product, such as a case for a phone or an SEO audit after they've completed an SEO course. ## Start free with Basic [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "How do you set up a CRM system? (Start with these 6 steps)" url: https://flowqi.com/blog/crm-system/ date: "2025-06-19" description: A CRM system helps business owners manage their customers and increase sales. Here's how to set it up in 6 simple steps. -------------------------------------------------------------------------------- {{< key-takeaways >}} - **90% of leads** are not being captured at many companies due to fragmented data - Start your CRM setup by **mapping the customer journey** and defining clear goals - Keep it simple: begin with basic contact info, interactions, and status - **Automate follow-ups and reminders** to save time and increase sales {{< /key-takeaways >}} {{< intro >}} Do you have a clear overview of your customer interactions? Do you know which leads are the warmest and which (potential) customers are the most profitable for your business? If not, you're missing out on a lot of opportunities, and sales. **A CRM system helps you get this overview** and set up a structure for optimal customer engagement. In this article, you'll learn what exactly a CRM system is, why it's essential, even for freelancers and SMEs, and how to get started with setting one up. {{< /intro >}} {{< toc >}} ## What is a CRM System? CRM stands for **Customer Relationship Management**. A CRM system allows you to track your customers' contact information, background details, their stage in the customer journey (optional), interactions, deals made, and the products they're interested in. - **Tip**: If you're just starting out, keep it simple. Begin by tracking basic contact information and expand as your needs grow. ### The danger of fragmented data How many leads do you think you're missing? Nine out of ten? It turns out that [90% of leads are not being captured at many companies](https://www.linkedin.com/pulse/why-80-90-leads-lost-1st-phase-sales-process-amber-pember/). This often happens because **marketing, customer service, and sales aren't well aligned**: a common issue in medium to large organizations. For instance, customer information might not be shared between marketing and customer service, or vice versa. Why? Because they use different systems. One for CRM, one for sales, and another for customer service. The result: **fragmented data and missed opportunities**. {{< stat value="90%" label="of leads are not captured at many companies" source="LinkedIn Research" url="https://www.linkedin.com/pulse/why-80-90-leads-lost-1st-phase-sales-process-amber-pember/" >}} ### The solution? A fully integrated CRM system Unless... you use a **CRM tool that connects marketing, sales, customer service, project management, and task management**. This integration offers several key benefits: - Leads are automatically routed to the sales team. - Customer service can view all previous communications with a single click. - Teams have access to the same, up-to-date customer information. Sounds perfect, right? **With [FlowQi Software](/), this can be your reality**. Want to test it? Try FlowQi for free and discover how our powerful business software can transform your operations. ## Setting up a CRM system in 6 steps (for SMEs and freelancers) ### 1. Choose the right tool for your CRM system First things first. Your CRM tool. Are you a freelancer or running a small to medium-sized business? FlowQi CRM is designed with your needs in mind. Our [CRM system](/solutions/crm-system/) comes with standard integrations for [task management](/solutions/task-management/) and [project management](/solutions/project-management/) and can be expanded with the [Time & Resources](/solutions/resource-management/) and [Billing](/solutions/invoicing-tool/) modules. What makes our tools special? - **Flexible**: You only pay for what you use, no unnecessary costs, just features that are valuable to you. - **User-friendly**: No technical expertise required. Anyone on your team can use it with ease. - **Affordable**: A solution that helps grow your business without straining your budget. ### 2. Map your customer journey What is the process someone goes through from first contact with your brand to the moment they become a customer? This is known as the customer journey. Why is it important to understand? Because by knowing the phase your customer or prospect is in, you can tailor your communication accordingly. There are four phases in the customer journey: - Awareness - Consideration - Purchase - Aftercare In your CRM system, you can set up automatic follow-ups after an introduction (awareness phase) or reminders for the sales process (consideration phase). This ensures you don't lose track of any leads. ### 3. Define your goals What do you want to achieve with your CRM system? Yes, generating more sales is the obvious goal, but let's dig a little deeper, every entrepreneur has unique needs. A freelancer, for instance, may have less complex goals than a medium-sized business. For example, a copywriter can use a CRM tool to track clients who frequently place new orders, enabling them to prioritize these clients. A marketing agency, on the other hand, can use a CRM system to organize leads at different stages of the sales process and identify deals that are close to closing. To define your goals, ask yourself the following questions: - What do you want to improve in your customer relationships? - Where in the sales or marketing process are you losing customers or leads? - What processes do you want to automate? - What information do you need to make better decisions? - Which teams or employees need to collaborate more effectively? These questions will give you a clear picture of your main challenges. Once you identify your goals for the CRM system, they will become more tangible, such as: - Improving customer satisfaction through personalized communication. - Increasing the number of leads that are successfully followed up on. - Reducing wasted time through automation. ### 4. Keep it organized It can be tempting to input everything at once, but we recommend keeping it as clear and concise as possible. Start by adding the most important information, such as: - **Contact information**: Name, email, phone number - **Interactions**: Emails, phone calls, appointments - **Status**: Are they a (warm) lead, customer, former customer, or ambassador? - **Tasks**: What actions should you take? Call back, send an offer, schedule a follow-up? - **Tip**: Use labels or categories such as "potential customer," "regular customer," or "ambassador." This makes filtering and prioritizing much easier. ### 5. Automate where possible A CRM system truly becomes valuable when used for automation. Consider automating the following: - **Automatic follow-up reminders**: You'll receive a notification if you haven't had contact with a customer in a while. - **Automatic follow-up reminders**: You’ll receive a notification if you haven’t had contact with a customer in a while. - **Automated emails**: Send a thank-you email after a purchase, or offer a discount code on a customer’s birthday. You can also set automatic reminders to reach out to a customer three months after completing a project. ### 6. Add all relevant contacts to your CRM system Ensure all relevant contacts are added to your CRM system, including current customers, newsletter subscribers, people you've previously interacted with who haven’t made a purchase yet, and former customers. Look through your WhatsApp and email to gather any past contacts. Even if you haven’t communicated in a while, you can always re-engage. Don’t forget that you can also gain new contacts through your existing network. For example, as a freelancer, you can ask for referrals. ## Frequently Asked Questions {{< faq question="How long does it take to set up a CRM system?" >}} A basic CRM setup can be done in a few hours to a few days. Start with essential contacts and expand over time. With FlowQi, you can be up and running the same day. {{< /faq >}} {{< faq question="What data should I put in my CRM?" >}} Start with contact information (name, email, phone), interaction history, customer status (lead, customer, ambassador), and pending tasks. Add more fields as your needs grow. {{< /faq >}} {{< faq question="Do I need a CRM as a freelancer?" >}} Yes. Even freelancers benefit from organized client data, automated follow-ups, and clear task tracking. A CRM prevents leads from falling through the cracks and helps you maintain professional relationships. {{< /faq >}} ## Conclusion A CRM system helps you manage your contacts, improve communication, and ultimately increase sales. It’s an essential tool for sole traders, SMEs, and enterprises. Start with the basics and keep your CRM system simple and organized. [**Try FlowQi for free**](/try/) to benefit from our fully integrated CRM tool. -------------------------------------------------------------------------------- title: "Automate Lead Management With Software: 5 Best Practices" url: https://flowqi.com/blog/lead-management-software/ date: "2025-06-04" description: Want to automate your lead management with software? Good choice! Here are 5 best practices to help you optimize your strategy. -------------------------------------------------------------------------------- {{< intro >}} Do you ever lose valuable leads? Are leads slipping through the cracks or not being followed up on at the right time? Poor **lead management** can cost you both time and money. In this article, we'll share 5 best practices for successful lead management, along with tips on using [**smart software**](/) to automatically give your leads the right attention at the right moment. {{< /intro >}} {{< toc >}} ## What is lead management? Lead management involves collecting, organizing, and following up with **potential customers**: your "**leads**." It ensures you always have a clear overview of your leads, tracking details such as who showed interest in what, and when it's the best time to contact them. ## Why is lead management important? Effective lead management is crucial because it allows you to **automate many related tasks**, such as follow-up reminders, lead scoring, and segmentation. This reduces chaos and stress, helping you stay focused and achieve greater success. ## Who can automate lead management? **Any business**, big or small, **can automate its lead management with software**. Whether you're running a SaaS company, an e-commerce store, a real estate agency, a consultancy, or even working as a freelancer, smart lead management is key. No matter the industry, automation can help you manage and nurture leads more efficiently. ## From reader to fan with lead management software A reader visits your website and finds an article that answers their question, making their first connection with your brand. The article resonates with them, what valuable tips! Naturally, you offer a free ebook, whitepaper, or another lead magnet, filled with even more valuable information. **They provide their details**, and, voilà! You've just **gained a new lead**. But wouldn't it be even better if **this lead were automatically qualified**: meaning you could determine how interested they are and how likely they are to make a purchase? Imagine **following up at just the right moments**, turning them from a one-time reader into a **loyal customer**: and ultimately, a hardcore fan! ## Software that automatically turns leads into fans To help you convert readers into loyal fans and automate your lead management, we recommend [FlowQi CRM](/solutions/crm-system/). It keeps notes, contacts, projects and tasks together per lead, so the whole process, from lead generation to timely follow-ups, stays clear and organized in one place. ## 5 best practices for automating lead management ### 1. Set goals and metrics Without defined goals, you won't know what results you're aiming for. By setting clear objectives, whether it's higher conversion rates, more qualified leads, improved communication between marketing and sales, or better lead nurturing, you can tailor your automation to achieve those goals. Next, identify your key metrics, such as open rates, click-through rates, and conversion rates. These will allow you to analyze the effectiveness of your automation and adjust your strategy as needed. ### 2. Automatically segment and rank leads Segmentation allows you to tailor your communication and automate workflows for each lead group. For instance, you can automatically tag leads who come through a '10 Tips for Beginning Copywriters' form as 'beginners' and send them educational content. Meanwhile, more advanced leads can receive different, more relevant campaigns. It's also valuable to track lead engagement. If someone downloaded an ebook but hasn't opened an email since, they might not be a hot lead. However, a lead who consistently opens your emails and clicks through is showing clear interest. By [segmenting and ranking leads](https://in.indeed.com/career-advice/career-development/what-is-lead-management) based on their engagement, you can prioritize follow-ups with the most promising prospects. **With a marketing automation tool, you can automatically assign points to leads** based on their behavior, such as downloading an e-book or completing a contact form. This makes it easy to send relevant, targeted content, helping leads progress through the funnel faster and boosting your sales figures. **Tip:** Use 'smart' forms that auto-populate information you already have. For example, if a lead has filled out a form before, their name and email address will automatically be populated. This way, the next form only requests the missing information, like a phone number or company name. This reduces the data entry burden, leading to fewer abandoned forms and more completed leads. ### 3. Set up lead nurturing workflows Automating lead management ensures that leads receive relevant information tailored to their behavior and interests. With lead nurturing workflows (the 'follow-up phase'), you can automatically share targeted content, gradually warming up leads and encouraging repeat purchases from existing customers. These workflows help maintain consistent engagement, making sure your leads stay on track and continue moving down the sales funnel. ### 4. Automate follow-ups and tasks Imagine a lead visits your website and views a services page, indicating interest in your offerings. If they've already registered and received several campaigns, they may now be ready for an introductory or advisory call. This behavior can automatically trigger an email inviting them for a free consultation the next day. Automation ensures that you follow up with leads at the perfect moment, with no manual effort required. Lead scoring and page-visit alerts live in your marketing automation tool; in FlowQi CRM, the follow-up becomes a task with an owner and a due date. This helps your team prioritize leads who are most likely to convert. You can also automatically create tasks in the sales staff's calendars, making it easy for them to act on the lead's interest right away. ### 5. Integrate CRM with lead management software Why is synchronizing your lead management with your CRM so important? Because it fosters better collaboration between marketing and sales teams, an essential factor for success. When your lead management software is integrated with your CRM, all data and interactions related to a lead are accessible to both teams. This visibility allows your sales team to personalize conversations and offers based on the lead's specific interests, background, and needs, significantly increasing the likelihood of conversion. ## Sign up now to try FlowQi FlowQi is designed to be user-friendly, making it simple to set up workflows and automate processes. Everything you need is integrated into one platform, combining CRM, task management, and project management to make lead management more efficient and transparent than ever. Ready to optimize your lead process and achieve better results? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "CRM Software for Customer Relationship Management: Tips & Tricks" url: https://flowqi.com/blog/crm-software-for-customer-relationship-management/ date: "2025-05-19" description: CRM software for Customer Relationship Management is a tool that is indispensable in any business, small or large. -------------------------------------------------------------------------------- {{< intro >}} You've written it down somewhere. You're sure of it. *What exactly did I agree on with that customer? And what was he interested in again?* Retrieving information can sometimes be tricky, especially if it's scattered across loose pieces of paper. Paper can easily get lost, and when that happens, you risk missing out on important opportunities. The solution? **CRM software for Customer Relationship Management**. With CRM software, you can keep all your customer data organized in one place, ensuring nothing gets misplaced. Plus, it saves you valuable time by automating repetitive tasks. It's an indispensable tool for strengthening customer relationships and streamlining your business operations. But which CRM tool is the right fit for your business, needs, and budget? And how can you maximize its potential? We'll cover all of that in this article. {{< /intro >}} {{< toc >}} ## The impact of CRM on your business **Customer Relationship Management is about strengthening the relationships with your customers**. CRM is a strategy that directly impacts your company's profitability. [Loyal customers tend to buy more frequently and contribute to consistent growth](https://www.researchgate.net/publication/266444579_CUSTOMER_RELATIONSHIP_MANAGEMENT_AND_FINANCIAL_SERVICES_THE_EFFECTS_OF_CRM_PRACTICES_AND_MULTIPLE_CHANNELS_ON_LOYALTY). Research shows that [retaining existing customers costs five times less than acquiring new ones](https://www.researchgate.net/publication/328226819_The_Impact_of_CRM_Strategy_on_Customer_Loyalty_in_SMEs). That's why investing in customer retention is key to long-term success. And CRM software is the ideal tool to help you achieve this. **With a CRM tool, you can effortlessly anticipate your customers' needs and preferences**, fostering lasting and meaningful relationships. The result? Satisfied customers who keep coming back to your business, time and time again. ## How to choose the best CRM software for Customer Relationship Management Choosing the best CRM software for your Customer Relationship Management starts with understanding **what your business truly needs**. Are you looking to organize customer data, streamline sales processes, or personalize marketing campaigns? While your budget is important, it's even more critical to assess the value you get for your investment. **Does the software offer the right features? How flexible is it? Can it integrate with other tools**: now and as your business grows? ## FlowQi CRM: The Perfect Solution for Your Customer Relationship Management **With FlowQi CRM, you get all that, and more**. Designed specifically for marketers, freelancers, and SMEs, FlowQi CRM is a flexible and affordable solution. Its seamless integration with task and project management tools means you can manage customer data and project execution effortlessly within one platform. FlowQi also offers advanced automation features, such as automatically scheduling tasks and scoring leads, ensuring your processes run as smoothly and efficiently as possible. And you know what? [**You can sign up now as a tester**](/try/) to try our business software completely free! ## 5 Tips and Best Practices for Using CRM Software ### 1. Train yourself (and your team) Once you've found the [**best CRM software for your Customer Relationship Management**](/solutions/crm-system/), the next step is to learn how to use it effectively. Invest time in training yourself and your team. Watch tutorials, organize internal training sessions, and keep exploring new features. CRM systems are constantly evolving, with updates and enhancements that can improve your workflow. Staying up to date ensures you're using the tool to its fullest potential. Got questions about our CRM software? Don't hesitate to reach out. We're always happy to help! ### 2. Make it personal While CRM software helps you track and analyze data, it's important to remember that the data represents real people and the relationships you build with them. Our advice is to go beyond logging contact details, interactions, and deals. Use your CRM to capture personal information that can deepen your customer relationships. For example, note anything a customer mentions during a phone call or email. Did they mention being unwell, taking a child to school, or celebrating a birthday? Record these details in your CRM. This allows you to send thoughtful birthday emails, create targeted messages based on customer profiles, and use your CRM as a tool to initiate genuine, personalized conversations. By doing this, you'll maximize the value of your CRM software while creating stronger connections with your customers. ### 3. Integrate your CRM software with other business tools FlowQi CRM comes pre-integrated with task and project management tools, essential components for a smooth workflow. These integrations ensure you can seamlessly manage both customer data and ongoing tasks within one platform. Want to boost your CRM's functionality even further? Add the Time & Resources and Billing modules. Hours and invoices then sit next to the client record, giving you a more comprehensive view of your business operations. If you're just starting out, keep things simple. Begin with the basics so you don't feel overwhelmed. A CRM system is only effective if you're comfortable using it. Take your time to learn the platform, and expand its capabilities as you gain confidence. ### 4. Make use of reports Your CRM software is a goldmine of data, offering insights into what's working in your business, and what isn't. But to unlock these insights, you need to actively use the reporting features. Here are a few key ways reports can help: - **Analyze trends**: Identify which campaigns are performing well and which need improvement. - **Track your sales pipeline**: Monitor where leads are in the sales process to spot bottlenecks or opportunities. - **Optimize based on data**: Use insights to make informed decisions and improve your strategies. Reports don't have to be complex to be useful. Start with simple analyses and grow from there. As the saying goes: you learn by doing! ### 5. Automate tasks with AI CRM tools have come a long way. What began 50 years ago as a simple spreadsheet has evolved into a powerful system that, thanks to AI and integrations with other tools, can now handle tasks automatically. Don't let terms like "automation" and "AI" intimidate you. While they might sound impersonal, automation actually makes it easier to connect with customers on a personal level. For example: feed the customer data from your CRM into your email marketing tool, and you can automatically send personalized emails for special occasions. Imagine this: a customer receives an email on their birthday saying, "Hi Ben, happy birthday! Here's a discount code to make your day extra special." All you need to do is create the email template once (using a first-name tag for personalization). After that, every customer on your list will get a unique, heartfelt message on their birthday, without you lifting a finger. AI can also help automate other tasks in your CRM, such as: - **Lead Scoring**: AI analyzes data in your CRM to identify patterns based on purchases, behaviors, and interactions. It helps you determine which leads are the most valuable. - **Reminders**: Set up notifications to follow up on tasks. For example, if you want to reconnect with a cold lead in two weeks, the CRM will remind you so you never forget. ## Conclusion CRM software for Customer Relationship Management is an indispensable tool for every business owner. With FlowQi CRM, you get exactly what you need, paying only for the features you use. You can expand your tools whenever you're ready, giving you the flexibility to scale your CRM as your business grows. [**Try FlowQi for free**](/try/) today! -------------------------------------------------------------------------------- title: "Create a CRM Strategy in 7 Simple Steps (For SMEs and Freelancers)" url: https://flowqi.com/blog/crm-strategy/ date: "2025-04-23" description: Learn how to create a CRM strategy in 7 simple steps to get the most out of your CRM tools and improve customer relationships, efficiency, and growth. -------------------------------------------------------------------------------- {{< key-takeaways >}} - A CRM strategy gives you **focus and direction**: without one, you'll underuse your CRM - Start with **clear goals**: improve satisfaction, attract customers, or save time - **Segment customers** into groups for targeted communication - **Automate repetitive tasks** like follow-ups, reminders, and birthday messages {{< /key-takeaways >}} {{< intro >}} Did you know that the Netherlands leads the EU in digital transformation? As a small business or freelancer, you can be part of this, and do it effectively too. A great way to start is by implementing a [smart CRM system](/solutions/crm-system/). In this article, you'll learn how to create a CRM strategy in 7 super simple steps. {{< /intro >}} {{< toc >}} ## Why CRM? CRM, or Customer Relationship Management, has become essential for businesses of all sizes. [Your customers are the heart of your business](https://customerthink.com/is-customer-support-a-necessary-evil-or-a-core-differentiator/), and the stronger your relationships with them, the more successful you'll be. A CRM system helps you gain insights into your customers' behavior, preferences, and data, all in one place. A [**good CRM tool** ](/solutions/crm-system/)also allows you to maintain automatic yet personalized contact with your customers. For example, imagine you run a consultancy firm. A client has an appointment for a strategy session. All the relevant information, from appointment details to previous advice and notes, is neatly stored in your CRM system. You've also set up an automatic reminder, so your client receives an email a day before the meeting. This keeps your business professional and client-focused, while making sure you never miss a follow-up or important appointment. ## Why do you need a CRM strategy? CRM can be as simple or complex as you make it. That's why it's important to think ahead about how you plan to use your CRM system. Without a strategy, you might choose a powerful tool but feel so overwhelmed by its features that you barely use it. The goal of a CRM strategy is to bring more structure and organization to your business, not less. A clear CRM strategy gives you focus and direction, helping you get the best results with minimal effort. ## How to make a CRM strategy in 7 super simple steps ### 1. Start with a clear goal Before installing your CRM system or entering any data, it's important to define what you want to achieve with it. Clear goals provide direction and help you focus on the right priorities. Every business is unique, so your goals should reflect what matters most to you. For example: * If you run an IT services company, you might want to boost the number of clients who renew their support contracts. * If you manage a digital agency, converting more leads into paying clients could be your priority. Determine which goals are most important to you: * Do I want to improve customer relationships and satisfaction? * Do I need to attract more new customers? * Should I focus on increasing repeat business? * Is my goal to boost the average spend per customer? * Do I want to promote repeat purchases? * Should I work on building a better brand image? * Do I need to refine my product or service offerings? * Or is it about saving time by streamlining administration? By clarifying your goals, you'll set the foundation for a CRM strategy that works for your business. ### 2. Choose a CRM tool that suits you Which CRM tool is the best fit for your business? Well, [FlowQi CRM](/solutions/crm-system/), of course! :) Here's why: FlowQi CRM is specifically designed for small to medium-sized businesses that want to work smarter, more affordably, and with maximum flexibility. It's intuitive and comes pre-integrated with task and project management tools, making it a one-stop solution for your business needs. Need more? Add the Time & Resources and Billing modules. Start simple and add more functionality as your business grows, because flexibility is at the heart of FlowQi CRM. **Want to try it out?** [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ### 3. Collect relevant data What kind of information do you need to achieve your CRM goals? For example: * If your goal is to improve customer satisfaction or build better relationships, collecting your customers' birthdays can be a great start. You can then send them a personalized birthday card or offer a special discount. * If you're looking to improve a product or service, feedback and complaints are essential data points you can store in your CRM system. Think carefully about the information you need to achieve your CRM strategy goals. Whether it's contact information, previous interactions, purchase history, or personal preferences, the more you know about your customers, the better you can serve them. ### 4. Segment your customers Dividing your customers into specific groups (e.g., "existing customers," "new customers," "warm leads," etc.) allows you to communicate in a more targeted and effective way. You can even design separate customer journeys for each group. A CRM tool provides valuable insights, such as identifying customers who need multiple touchpoints before making a purchase and those who only require a well-timed offer to convert. ### 5. Automate repetitive tasks Don't forget to incorporate automation into your CRM strategy. As a freelancer or the owner of a small business, you're probably handling a lot on your own. Automation can save you a huge amount of time and energy, while ensuring that your customers always hear from you when needed. Let's take the consultancy example: For example, a CRM tool can automate these tasks: * **Automatic confirmations**: Once a client books a meeting, the CRM tool sends an automatic confirmation email or message. * **Reminders**: A day (or a few days) before the meeting, the client automatically receives a reminder via email or text message. * **Birthday messages**: Send clients a personalized birthday greeting, possibly with a special offer. * **Follow-up messages**: After a session, you can automatically send a thank-you email with a summary or suggestion for a follow-up meeting. * **Promotions and offers**: Automate campaigns to keep clients engaged, such as, "Book your next session within 8 weeks and receive a discount." * **Client behavior insights**: Use your CRM to analyze which services are most popular, which clients return most frequently, and which offers work best. By automating these tasks, you ensure that your clients receive timely, relevant communication, while you free up valuable time to focus on growing your business. ### 6. Keep fine-tuning and expanding As you implement your CRM strategy, you'll likely notice certain patterns, perhaps clients love a personalized message, or a particular campaign isn't generating as many leads as you'd hoped. By regularly reviewing the data and insights provided by your CRM system, you can identify areas for improvement and make the necessary adjustments. Your CRM strategy should evolve as your business grows, so don't hesitate to refine and expand it to keep up with new challenges and opportunities. ### 7. Make it as personal as possible While automation and digitalization are key to CRM, they shouldn't make your communication feel impersonal. In fact, **CRM is about making your communication more personal and human**, so you can strengthen your customer relationships. With automation and a well-structured CRM strategy, it's much easier to provide personalized communication. It will feel to your customers as though you've specifically thought about their needs, even though smart technology is doing the heavy lifting behind the scenes. ## Frequently Asked Questions {{< faq question="What is a CRM strategy?" >}} A CRM strategy is a plan for how you'll use your CRM system to achieve business goals like improving customer relationships, increasing sales, and saving time through automation. It defines what data to collect, how to segment customers, and which processes to automate. {{< /faq >}} {{< faq question="How do I create a CRM strategy for a small business?" >}} Follow 7 steps: 1) Set clear goals, 2) Choose a CRM tool that fits your needs, 3) Collect relevant customer data, 4) Segment your customers, 5) Automate repetitive tasks, 6) Continuously refine your approach, 7) Keep communication personal. {{< /faq >}} {{< faq question="Why is customer segmentation important in CRM?" >}} Customer segmentation lets you communicate more effectively by tailoring messages to specific groups. For example, new leads need different communication than loyal customers. A CRM tool helps you identify which customers need multiple touchpoints and which convert quickly. {{< /faq >}} **Ready to try it yourself?** [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "What Is the Best CRM System for a Small Business?" url: https://flowqi.com/blog/best-crm-system/ date: "2025-04-09" description: Looking for the best CRM system for a small business? In this article, we'll tell you what FlowQi CRM can do for SMEs. -------------------------------------------------------------------------------- {{< key-takeaways >}} - The best CRM for small businesses **integrates CRM with task and project management** - FlowQi CRM is designed specifically for **SMEs and freelancers** - A good CRM strengthens customer loyalty, improves efficiency, and **automates sales** - You should only pay for features you actually use {{< /key-takeaways >}} {{< intro >}} Choosing the **best CRM system for a small business** can be tricky, with so many options available! Do you run a small or medium-sized organization, or are you a freelancer? If so, keep reading. In this article, we'll show you what [FlowQi CRM](/solutions/crm-system/) can do for SMEs, helping you make the best choice for your needs. {{< /intro >}} {{< toc >}} ## Why combine CRM with task management and project management? **FlowQi CRM comes with task management and project management** integrated by default, and there's a good reason for that. Contact management, tasks, and projects are all closely linked. If your CRM isn't integrated with task and project management, there can be chaos. We often see this in mid-sized and large organizations: - Teams working in silos - Data becoming fragmented - Deadlines (and revenue!) being missed But even solo entrepreneurs and freelancers are not immune to chaos. Disorganized workflows and the time spent on manual, repetitive tasks can cost you dearly. An integrated CRM system helps prevent these issues. How? Find out below. ## How to determine the best CRM system for a small business? The best CRM system for a small business **depends entirely on your specific needs**. It's not about one system being better than another. It's about knowing which features you need and understanding your budget. If you're looking for a CRM system that's **intuitive and affordable**, [FlowQi](/) is the solution. All of our software is designed with SMBs in mind. This means you can start with a functional base: our CRM system, integrated with tools for project management and task management. Need additional tools, like Email Marketing or Invoicing? No problem. The choice is yours, so **you only pay for what you use**. ## What can FlowQi CRM do for SMBs? ### 1. Strengthen customer loyalty People expect fast, personalized service, but when you run a small business or a sole proprietorship, it's easy to lose track of who needs follow-up or extra attention. - With FlowQi CRM, **all your customer data and interactions are stored in one place**, so you never miss a beat. - With task management integration, you can **automatically assign tasks** to the right person (if you work with a team) or set reminders for yourself. - This ensures you stay in touch with your customers at the right times, even if they haven't made a purchase in a while. By reaching out regularly with personalized offers, you'll **increase the likelihood they'll return in the future**. ### 2. Work more efficiently Many SMBs waste time in unnecessary meetings and by constantly searching for information. **FlowQi CRM helps your team collaborate more effectively** by giving everyone instant access to the information they need and automatically assigning tasks to the right person. Additionally, you can track the time spent on projects, giving you insights into tasks that are taking too long and areas where you can **work more efficiently**. ### 3. Manage and follow up on leads Do you still track contact information in separate Excel files, emails, or notes? And occasionally lose track of some? Be honest... ;) **With FlowQi CRM, you won't have that problem**. You'll also avoid sending the wrong information to the wrong person. This is especially important when working with teams, where gaps can arise between marketing and sales: marketing generates leads, but sales doesn't always know which ones are most valuable. A CRM helps you identify which leads are "hot" and ready to buy, and which ones need more nurturing. This ensures no time is wasted on leads that aren't ready yet, allowing you to **apply the right strategy for each stage of the customer journey**. ### 4. Create more sales with automation Structure and automation, two things every small and medium-sized business can benefit from. **Automating your business processes** (including marketing automation) can [significantly boost your revenue](https://hbr.org/1989/01/automation-to-boost-sales-and-marketing). For instance, with FlowQi CRM alongside your email marketing tool, you can set up automated messages for leads and existing customers: - **Send reminders** about exclusive offers - **Launch campaigns** based on their actions on your website or in response to your emails - **Encourage repeat purchases** by automatically offering relevant upsells or new offers Once set up, these automations run on their own, saving you time and increasing your sales. ### 5. Improve your cash flow Did you know that **cash flow is more important than profits**? You can be profitable on paper, but if you don't have enough money coming in, you could still face serious trouble. After all, rent, salaries, suppliers, and other expenses still need to be paid. A stable cash flow keeps your business healthy and enables continued growth. One of the **biggest cash flow challenges for SMEs is late payments from customers**. You can address this by **linking FlowQi CRM to FlowQi's [Invoicing](/solutions/invoicing-tool/) tool**, allowing you to automatically send payment reminders at scheduled intervals. This helps ensure customers pay on time, without you needing to chase them down every time. ## Frequently Asked Questions {{< faq question="What is the best CRM for a small business?" >}} The best CRM for a small business is one that's simple to use, affordable, and grows with your business. FlowQi CRM is designed specifically for SMEs and freelancers, with built-in project and task management. {{< /faq >}} {{< faq question="How much does CRM software cost for small businesses?" >}} CRM costs vary widely. Enterprise solutions can cost hundreds per user per month, while SME-focused tools like FlowQi let you start with a basic package and only pay for the features you need. {{< /faq >}} {{< faq question="Can I use CRM as a freelancer?" >}} Absolutely. Freelancers benefit greatly from CRM software to track clients, manage follow-ups, and automate invoicing. FlowQi CRM is designed to be simple enough for solo entrepreneurs while powerful enough for growing teams. {{< /faq >}} ## Want to try FlowQi's CRM system for free? We believe that everything mentioned above shows why our CRM is the best CRM system for a small business. But there's so much more you can do with our software! [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "5 Crucial Project Management Tools for Small Business" url: https://flowqi.com/blog/project-management-tools-for-small-business/ date: "2025-03-28" description: Which project management tools will save you the most time (and money)? We list 5 crucial tools for small business. -------------------------------------------------------------------------------- {{< key-takeaways >}} - The 5 crucial PM tools: **Gantt charts, Kanban boards, calendars, task lists, templates** - Most PM software fails because it's **too complex, too rigid, or works in isolation** - Free tools work initially but lack **integration and scalability** - FlowQi combines all essential PM tools with CRM and invoicing in one platform {{< /key-takeaways >}} {{< intro >}} Which **project management tools** are best for your business? With so many options, it's easy to feel overwhelmed. If you're experiencing choice overload, you're not alone! And even after choosing one, how can you be sure you're not overpaying for features you won't use—or worse, missing a feature that's essential for your business? That's exactly what we considered when designing **FlowQi**. Our platform is **simple, targeted, and clear**: you get exactly what you need and pay only for what you use. Let's explore what project management tools are and how they can benefit your business. {{< /intro >}} {{< toc >}} ## What are project management tools? Project management tools are **software solutions designed to help you or your team keep projects organized and on track**. They: * **Keep track of tasks**: Easily see who is responsible for what and when tasks are due. * **Enhance communication**: Enable seamless collaboration without endless email chains or updates. * **Improve planning**: Help you create schedules with deadlines, so you know what needs to be prioritized. * **Streamline file sharing**: Allow you to store and access all necessary files, like photos, documents, or videos, in one place. These tools ensure nothing is overlooked, everyone stays on the same page, and teamwork becomes effortless. Think of them as a digital agenda, to-do list, and chat group rolled into one. ## 5 crucial project management tools for small business ### 1. Gantt chart [A Gantt chart](https://en.wikipedia.org/wiki/Gantt_chart) is a visual timeline for your project that clearly outlines how long each task will take and when it should start or end. It provides an instant overview of what needs to be done and when, allowing you to see how everything is interconnected. It's incredibly useful for maintaining an organized view and meeting deadlines effectively. ### 2. Kanban board A Kanban board helps you visually organize your work by dividing tasks into columns like 'To Do', 'In Progress', and 'Done'. You can move tasks through these phases, giving you a clear picture of progress and reducing chaos. With a Kanban board, it's easy to know who is working on what and which tasks are still pending. ### 3. Project calendar A project calendar allows you to track important dates and deadlines for your project. It's an excellent tool for ensuring everything is completed on time, as you can quickly see what needs to be done and when. Staying on schedule becomes effortless, and it provides peace of mind knowing that nothing is overlooked. ### 4. Task lists Task lists help you outline everything that needs to be done, complete with deadlines and priorities. They boost your focus and allow you to work systematically toward your goal, ensuring that no task is forgotten or overlooked. ### 5. Templates for project management Templates make starting new projects quick and hassle-free. They often include pre-designed checklists, workflows, and structures that you can customize to suit your project. This saves time and ensures consistency in project management. ## Flaws in most project management software After years in the software industry, we've gained a deep understanding of what makes project management tools succeed—and what holds them back. With FlowQi, we've tackled these common shortcomings head-on, ensuring a better user experience. ### Most tools are too complex Many tools are overloaded with features and difficult to navigate. Users want something simple and intuitive that they can start using right away, without wading through a 50-page manual. ### Most tools are too rigid A good tool should adapt to your workflow, not force you to change how you work. Unfortunately, many tools lack the flexibility to accommodate your unique needs and processes. ### Most tools operate in isolation Wouldn't it be great if all your tools worked seamlessly together? For example, integrating your project management tool with your [invoicing system](/solutions/invoicing-tool/). (With FlowQi, this is a reality\!) Sadly, many tools don't offer integration options, leading to duplicated work and wasted time. ### Most tools lack clarity How is your project progressing? Who is falling behind? What's the next step? Many tools make it unnecessarily difficult to find these answers quickly. What you need is a clean, intuitive dashboard where everything is clear at a glance. By addressing these flaws, **FlowQi offers a solution that is simple, flexible, integrative, and clear**—designed to truly work for you. ## Can you use a free project management tool? If you're just starting out or working on a very small project, free project management tools like Trello or [Asana](/compare/flowqi-vs-asana/) can be a good starting point. However, these tools often lack the ability to integrate seamlessly with other systems—a crucial feature as your business grows. This is where FlowQi stands out. Unlike free tools, **FlowQi offers seamless integration with other essential project management tools for small businesses**. By combining systems, you eliminate the need to juggle multiple platforms or manually transfer data between tools. FlowQi also helps automate your business processes, saving time and reducing the risk of errors. While free tools can be helpful at first, there comes a time when you'll need more—whether it's additional features, expanded storage, or multi-user access. ## Frequently Asked Questions {{< faq question="What are the best project management tools for small businesses?" >}} The essential tools are Gantt charts for timeline planning, Kanban boards for visual workflow, project calendars for deadlines, task lists for daily work, and templates for consistency. FlowQi includes all of these in one integrated platform. {{< /faq >}} {{< faq question="Is free project management software good enough?" >}} Free tools like Trello or Asana work for very small projects, but they typically lack integration with [CRM](/solutions/crm-system/), [invoicing](/solutions/invoicing-tool/), and other business tools. As your business grows, you'll need a more integrated solution. {{< /faq >}} {{< faq question="What makes FlowQi different from other project management tools?" >}} FlowQi is designed specifically for SMEs with simplicity, flexibility, and integration at its core. Unlike complex enterprise tools, FlowQi combines project management with CRM, task management, and invoicing — so you only need one platform. {{< /faq >}} ## FlowQi: Your all-in-one solution for small business tools With **all the essential tools under one roof**, FlowQi simplifies your business processes and boosts efficiency. Our intuitive software is designed to optimize your project management, streamline workflows, and enhance productivity. Ready to experience the difference? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "CRM Software: 3 Tips for a Smooth Implementation" url: https://flowqi.com/blog/crm-software/ date: "2025-03-06" description: Half of CRM implementations fail. Discover 3 golden tips to ensure CRM software is properly implemented in your organization. -------------------------------------------------------------------------------- {{< key-takeaways >}} - About **50% of CRM implementations fail** within two years - Start with basic functionalities: don't try to do everything at once - Focus on **employee adoption** before adding advanced features - Listen to your team's feedback to find quick wins {{< /key-takeaways >}} {{< intro >}} **More and more companies are using CRM software to improve their customer relationships**. But did you know that about 50% of all CRM projects fail due to poor implementation? That's what we aim to help you avoid. In this article, we'll share 3 crucial tips for a smooth implementation. {{< /intro >}} {{< toc >}} ## What is the purpose of CRM software? **CRM (Customer Relationship Management) software** helps you centralize and enhance customer information with the goal of strengthening long-term customer loyalty and increasing sales. With a CRM system like [**FlowQi CRM**](/solutions/crm-system/), you can not only manage all your customer data conveniently, but also gain **better insight into your sales pipeline**. Additionally, a CRM tool allows you to **automate processes and leverage AI**, making everything run more efficiently and smoothly. ## The rapid growth of CRM tools in modern business The CRM software market is growing rapidly, demonstrating the increasing importance of CRM tools in modern business. {{< stat value="$53.27B" label="projected CRM market revenue in North America by 2025" source="Statista" url="https://www.statista.com/outlook/tmo/solutions/enterprise-software/customer-relationship-management-software/north-america" >}} Yet, many organizations face challenges when implementing CRM software. According to research, about [50% of CRM implementations fail within two years](https://www.bridgerev.com/blog/why-crm-implementations-fail). Why is that? You'd expect employees to welcome CRM tools with open arms. After all, they no longer have to endlessly sift through emails to find important information. All customer data is organized in one place, collaboration with other teams is smoother, and repetitive tasks can be automated, allowing them to focus on more enjoyable work. ## Is CRM software that difficult to use? No. At least with our CRM tool, you don't need any technical knowledge. But within many organizations, it's often made unnecessarily complicated. Managers choose CRM software because they want it to do *everything*. They create a long list of tasks they expect employees to manage using the software. The implementation often takes over a year, and in 50% of cases, it results in nothing. A huge waste of time, money, and energy. ## Why CRM implementations fail Here are some other reasons why CRM implementations fail: * **Unclear goals**: Many companies dive into CRM too quickly without knowing exactly what they want to achieve. * **Resistance to change**: If employees don't see the value in the system or find it difficult to use, they won't adopt it. * **Outdated data**: If the data in your CRM is inaccurate or outdated, the system won't work properly. Incorrect or incomplete information can lead to poor decisions, making your CRM unreliable. * **Inadequate integration**: If the system isn't properly integrated with other tools, you end up with fragmented data that's hard to use. * **Too many functions at once**: Trying to introduce too many features at once can overwhelm your team and make it harder for them to accept the system. The solution? Simplicity. Start with the basics: a minimum viable product and a system that can grow with your business. **With this approach, we developed FlowQi CRM**, focusing on flexibility, usability, and affordability. Our CRM software comes integrated by default with tools for project and task management. Want to add more tools later? No problem. You can do that at any time. See for yourself what you think of our software: [try FlowQi for free](/try/) and discover what it can do for your business. ## 3 Golden tips for a smooth CRM software implementation ### 1. Start simple and small We get it. You want to move forward, grow quickly, and roll out your CRM software as soon as possible. But employees can be hesitant about new technology, especially if they think it will complicate their work. That's why it's smart to start small with the basic functionalities. This way, the system won't become too complex, and your team won't feel overwhelmed. By starting with the basics, you can get the system up and running faster. This means your employees will start experiencing the benefits sooner, and you'll see value more quickly too. It speeds up the acceptance process and ensures you see a positive ROI sooner. ### 2. Focus on your employees Instead of focusing solely on the end results, it's more important to focus on the people who will be using the software. Show them how CRM makes their jobs easier, not harder. Start with basic training that lasts just a few hours, and make it easy for them to master the software. Since CRM affects several departments, such as marketing, sales, and customer service, make sure these teams feel involved and collaborate on the implementation. ### 3. Initiate a conversation Simply ask your employees what challenges they're facing. What's making it difficult? Where are the roadblocks? How can we make it easier? This will give you quick insight into where the biggest opportunities lie. Look for the solution that requires the least effort for the greatest impact. By genuinely listening to your team and adapting your CRM strategy accordingly, you'll make it much easier for them to use the software. This boosts their satisfaction, strengthens teamwork, and reduces resistance. ## Frequently Asked Questions {{< faq question="Why do CRM implementations fail?" >}} The most common reasons are unclear goals, employee resistance to change, outdated data, inadequate integration with other tools, and trying to introduce too many features at once. Starting simple and focusing on adoption solves most of these issues. {{< /faq >}} {{< faq question="How long does a CRM implementation take?" >}} A well-planned CRM implementation can take as little as a few weeks when you start with basic features. Complex, full-scale implementations can take 6-12 months, but this approach has a higher failure rate. {{< /faq >}} {{< faq question="What is the best CRM for small businesses?" >}} The best CRM for small businesses is one that is simple to use, affordable, and grows with your business. FlowQi CRM is designed specifically for SMEs with built-in project management and task automation. {{< /faq >}} ## Start free with Basic Put these tips into practice with FlowQi CRM: the **most intuitive and flexible CRM software on the market**, designed specifically for small and medium-sized businesses. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Glossary" url: https://flowqi.com/glossary/ date: "2026-09-26" description: Browse the FlowQi glossary for clear definitions of key terms in project management, time tracking, invoicing, and agency operations. -------------------------------------------------------------------------------- Browse the FlowQi glossary for clear definitions of key terms in project management, time tracking, invoicing, and agency operations. -------------------------------------------------------------------------------- title: "Billable Hours Chart: Minutes to Tenths, Quarters and Decimal Hours" url: https://flowqi.com/glossary/billable-hours-chart/ date: "2026-09-26" description: A billable hours chart converts minutes into tenths or quarters of an hour. Three tables: six-minute increments, quarter hours, and every minute as a decimal. -------------------------------------------------------------------------------- {{< intro >}} **A billable hours chart converts the minutes you worked into the increment you invoice.** Law firms bill in tenths of an hour, agencies and freelancers mostly in quarters, and payroll converts minutes to decimals. The three tables below cover all of them, with the rounding rule that goes with each. What billable hours are and what a healthy share looks like is on the [billable hours](/glossary/billable-hours/) page. {{< /intro >}} {{< toc >}} ## Billable hours chart in tenths (six-minute increments) **One tenth of an hour is six minutes.** Time is rounded up to the next block, which is the common convention in US law firms and in most consultancies that bill in tenths. | Minutes worked | Tenths of an hour | |---|---| | 1 to 6 | 0.1 | | 7 to 12 | 0.2 | | 13 to 18 | 0.3 | | 19 to 24 | 0.4 | | 25 to 30 | 0.5 | | 31 to 36 | 0.6 | | 37 to 42 | 0.7 | | 43 to 48 | 0.8 | | 49 to 54 | 0.9 | | 55 to 60 | 1.0 | A 4-minute email is 0.1, a 25-minute call is 0.5, a 50-minute meeting is 0.9. At $250 an hour those are $25, $125 and $225. ## Billable hours chart in quarters (fifteen-minute increments) **Quarters are the increment most agencies, designers and developers use.** The blocks are bigger, so the rounding matters more: a 16-minute task bills as half an hour. | Minutes worked | Quarters of an hour | |---|---| | 1 to 15 | 0.25 | | 16 to 30 | 0.50 | | 31 to 45 | 0.75 | | 46 to 60 | 1.00 | The same 25-minute call is 0.5 in quarters, the same as in tenths, but a 20-minute call is 0.5 in quarters and 0.4 in tenths. At $200 an hour that is $100 against $80, which is why the increment belongs in the contract. ## Decimal hours chart: every minute from 1 to 60 **For payroll, timesheets and spreadsheets you need the exact decimal, not an increment.** Divide the minutes by 60. The table gives every value rounded to two decimals. | Minutes | Decimal hours | Minutes | Decimal hours | |---|---|---|---| | 1 min | 0.02 | 31 min | 0.52 | | 2 min | 0.03 | 32 min | 0.53 | | 3 min | 0.05 | 33 min | 0.55 | | 4 min | 0.07 | 34 min | 0.57 | | 5 min | 0.08 | 35 min | 0.58 | | 6 min | 0.10 | 36 min | 0.60 | | 7 min | 0.12 | 37 min | 0.62 | | 8 min | 0.13 | 38 min | 0.63 | | 9 min | 0.15 | 39 min | 0.65 | | 10 min | 0.17 | 40 min | 0.67 | | 11 min | 0.18 | 41 min | 0.68 | | 12 min | 0.20 | 42 min | 0.70 | | 13 min | 0.22 | 43 min | 0.72 | | 14 min | 0.23 | 44 min | 0.73 | | 15 min | 0.25 | 45 min | 0.75 | | 16 min | 0.27 | 46 min | 0.77 | | 17 min | 0.28 | 47 min | 0.78 | | 18 min | 0.30 | 48 min | 0.80 | | 19 min | 0.32 | 49 min | 0.82 | | 20 min | 0.33 | 50 min | 0.83 | | 21 min | 0.35 | 51 min | 0.85 | | 22 min | 0.37 | 52 min | 0.87 | | 23 min | 0.38 | 53 min | 0.88 | | 24 min | 0.40 | 54 min | 0.90 | | 25 min | 0.42 | 55 min | 0.92 | | 26 min | 0.43 | 56 min | 0.93 | | 27 min | 0.45 | 57 min | 0.95 | | 28 min | 0.47 | 58 min | 0.97 | | 29 min | 0.48 | 59 min | 0.98 | | 30 min | 0.50 | 60 min | 1.00 | Use this table when hours are added up before they are billed: a week of 37 hours and 20 minutes is 37.33 hours, and 37.33 × $95 is $3,546.35. Apply the billing increment afterwards, per task, not on the weekly total. ## Rounding rules: up, nearest, or none **The chart is only half the agreement. The other half is the rounding rule.** - **Round up to the next increment.** The default in legal billing: 7 minutes is 0.2. Simple, and it always favours the firm, which is why some clients push back. - **Round to the nearest increment.** 7 minutes is 0.1, 10 minutes is 0.2. Fairer over a month, slightly more work to explain. - **No rounding, bill the decimal.** 7 minutes is 0.12 hours. Common in software and consulting work that is tracked with a timer and invoiced from the timesheet. Whichever you choose, three things keep it clean: write the rule into the engagement letter, apply it per task and not per day, and make sure the time tracker rounds the same way the invoice does. Where those two disagree, the difference shows up as write-offs. ## From the chart to the invoice **A chart works for one person and a handful of clients.** With a team, the conversion has to happen automatically, at the moment the hours are approved. In FlowQi, time is logged against the client and the project, and approved hours become invoice lines, so the increment you agreed is applied once and the same way for every client. See [time tracking](/solutions/time-tracking/) for how that fits with projects and invoicing, and the [billable hours](/glossary/billable-hours/) page for what a healthy billable share looks like. -------------------------------------------------------------------------------- title: "What Is PSA Software? Professional Services Automation Explained" url: https://flowqi.com/glossary/professional-services-automation/ date: "2026-09-20" description: What PSA software is, the five things it does, how it differs from project management software, a CRM and an ERP, and when a services firm actually needs one. -------------------------------------------------------------------------------- {{< intro >}} **PSA software**, short for professional services automation, is one system for the chain a services firm sells: the project, the people booked on it, the hours they log, the budget those hours consume, and the invoice at the end. On this page: * What PSA software actually does, in five parts * Who uses it, and who does not need it * How it differs from project management software, a CRM and an ERP * The two symptoms that mean you have outgrown your current tools * What it costs, and the platforms people compare {{< /intro >}} {{< toc >}} ## What is PSA software? Professional services automation is software for businesses whose product is their people's time: agencies, consultancies, IT service providers, engineering firms, law and accounting practices. Those firms all run the same chain. Work is sold, someone has to deliver it, that person books hours against it, the hours eat a budget, and at the end of the month something has to be invoiced. Every step in that chain can be done in a separate tool, and in most firms it is. PSA software is what you call it when the steps share one set of records instead. That is the whole idea, and it is worth being precise about it, because the feature list of a PSA platform looks like the feature list of four ordinary tools stacked on top of each other. The difference is not the features. It is that the hours on a project are the same hours on the invoice and the same hours in the margin you report, without anyone copying them across. ## What does PSA software do? | Part | What it answers | | --- | --- | | Projects | What was agreed, what the phases are, what is still open | | Resource allocation | Who is booked on what, and who has room next month | | Time tracking | What people actually spent, per client and per project | | Budgets and billing | What the work was worth, what is billable, what goes on the invoice | | Reporting | Whether the project made money, and how much of the team's time was billable | Two of these carry most of the weight. **Resource allocation** is the one firms underestimate. Knowing what happened last month is bookkeeping. Knowing whether next month's work fits in the hours you have is the thing that stops you either turning down revenue or promising a date you cannot hold. If scheduling is the only part you are missing, a dedicated tool may be enough: see our comparison of [resource management software](/compare/best-resource-management-software/). **Utilisation** is the number that connects the rest. It is the share of available hours that is billable, and it is the clearest single measure of whether a services business is healthy. The mechanics are in [the utilization rate formula](/glossary/utilization-rate-formula/). ## Who uses PSA software? * **Agencies**, where the same client runs through campaigns, hours and monthly invoices. * **Consultancies**, where utilisation and rate per consultant decide the year. * **IT service providers and MSPs**, often with tickets and contracts attached, which is why some PSA tools carry a helpdesk. * **Engineering, architecture and legal firms**, where billable hours are the unit of sale and budgets are fixed by contract. Who does not need it: firms that sell products rather than hours, and small teams where one person keeps the whole picture in their head. A freelancer with four clients needs [time tracking](/solutions/time-tracking/) and an invoice, not a platform. ## PSA vs project management software Project management software answers **what needs doing and by when**. It is built for the people doing the work: tasks, boards, dependencies, deadlines. PSA answers **what the work is worth**. It is built for the people running the firm: is this project inside budget, who is available to staff the next one, which hours are billable, and what can we invoice. The two overlap on projects and tasks, which is why project tools sell time tracking add-ons and PSA platforms ship a task board. The dividing line is money and capacity. A project tool can tell you a task is late. It cannot usually tell you that being late costs you the margin, or that the person who should fix it is fully booked for three weeks. ## PSA vs CRM A CRM manages the relationship **before** the work: contacts, opportunities, what you quoted and at what price. PSA manages what happens **after** it is sold. They meet at one point, the handover from a won deal to a started project, and that handover is where most of the retyping in a services firm happens. That is why several PSA platforms include a CRM, and why the two terms get mixed up. The distinction that matters in practice: a CRM can tell you a client is worth 80,000 a year. Only the PSA side can tell you whether delivering that 80,000 cost you 70,000 in hours. ## PSA vs ERP ERP is built around goods: purchasing, inventory, production, and the finance that follows them. PSA is built around billable time. Large firms sometimes run PSA as a module inside an ERP, which is why you see ERP vendors selling PSA. For a services firm under a few hundred people, an ERP is a heavier answer than the question deserves. ## When do you need PSA software? Two symptoms, and they usually arrive together: 1. **You find out whether a project was profitable after it has finished.** The hours are somewhere, the budget is somewhere else, and the comparison is a spreadsheet someone builds at the end of the quarter. 2. **You cannot tell who is free next month without asking around.** Planning happens in a shared calendar, a whiteboard or somebody's memory, and it is not connected to what people actually log. Both have the same cause: the hours, the budget and the schedule live in different tools. That is a problem you can survive with five people and rarely survive with twenty. A third signal, less obvious: you are quoting new work on gut feel because you do not trust your own numbers on what similar work took last time. ## What does PSA software cost? Platforms that publish a price generally sit somewhere between 10 and 30 per user per month. Three things move the real bill well above the headline: * **Seat minimums.** Three to five paid seats is common, and contractors often count as seats. * **The tier that includes invoicing.** Time tracking and resourcing are frequently on the first paid plan while invoicing and rate cards sit a tier up. * **Onboarding fees.** Several vendors charge a one-off implementation fee, sometimes into the thousands. The enterprise platforms do not publish prices at all and quote per company after a sales call. We worked the arithmetic out for a team of 10 on each platform's own published prices in [the best PSA software comparison](/compare/best-psa-software/), including which plan you actually need before you can send an invoice. ## Which PSA platforms do people compare? The names that come up most often, and what each is generally chosen for: * **Scoro**, for financial depth in agencies and consultancies. * **Productive**, as the all-rounder that publishes its price. * **Kantata** and **Certinia**, for larger firms staffing many projects at once. * **Accelo**, for quote-to-cash automation, priced per company. * **BigTime** and **Teamwork.com**, for firms billing from logged hours. * **FlowQi**, as the lighter option with a free plan. The honest summary is that they differ less on features than the marketing suggests, and more on who they are priced for. That is why our [comparison](/compare/best-psa-software/) is built around what a team of 10 pays rather than a feature grid. ## PSA in FlowQi FlowQi covers the chain without charging the whole team for it: * **Everyone works free on Basic**, with CRM, projects and tasks for unlimited users. * **Time & Resources**, at 25 per user per month, covers hours, time budgets, capacity planning and utilisation in one module. You add it only for the people who log hours or get scheduled. * **Invoicing**, also 25 per user, turns approved hours into an invoice, for the people who send them. * **Core**, at 25 per user, adds roles and permissions and private projects when you need them. Where FlowQi is lighter than the established platforms is financial reporting depth, and it has few public reviews so far. Where it is different is the pricing: no seat minimum, no setup fee, and nothing charged for the colleague who only looks at a project. See [capacity planning](/solutions/capacity-planning/) and [time tracking](/solutions/time-tracking/), or [try FlowQi free](/?modal=try). -------------------------------------------------------------------------------- title: "What Is Capacity Planning? Definition, Types, Steps, Formula and Example" url: https://flowqi.com/glossary/capacity-planning/ date: "2026-05-18" updated: "2026-09-26" description: Capacity planning matches the work coming in to the people and hours you have. Definition, three types, three strategies, five steps, formula and an example. -------------------------------------------------------------------------------- {{< intro >}} **Capacity planning is matching the work that is coming in to the people, hours and skills you actually have, before you commit to it.** Sounds simple. It isn't. Without it you double-book your team, miss deadlines and quietly leak margin. This page gives the definition, the three types and three strategies, the five steps, the formula with a worked example, and a template you can copy into a sheet. {{< /intro >}} {{< toc >}} ## What is capacity planning? **Capacity planning is the process of checking whether the demand for work fits the capacity you have, and deciding what to do when it does not.** In operations management that capacity is machines and floor space. In a service business it is people and their hours, which is what this page is about. It answers three questions every week: 1. **How much work** is coming in, and how many hours does it need? 2. **How much capacity** do we have, per person and per skill? 3. **Do they match?** And if not, what changes: the plan, the team or the promise to the client? For an agency that means knowing who has 32 hours available next week and who has 12, which projects are running and how many hours they still need, which skills those hours require, and when you can take on a new client without burning anyone out. It is not filling a calendar. It is **checking if there is room first**, before you commit. Filling the calendar comes after, and is called [resource allocation](/glossary/resource-allocation/). ## The three types of capacity planning **Most sources split capacity planning by time horizon.** The questions differ per level, and so does the person who answers them. | Type | Horizon | The question | Who decides | |------|---------|--------------|-------------| | **Strategic (long-term)** | 1 to 3 years | Which services do we sell, and how many people do we need for that? | Owner, management | | **Tactical (medium-term)** | Next quarter | Which projects do we take on, and do we hire or subcontract? | Operations, sales | | **Operational (short-term)** | This week, next week | Who does what, and who is overbooked? | Project or resource manager | You will also see a split by what is being planned: workforce capacity (people), product capacity (units a line can make) and tool capacity (machines, licences, rooms). For a business that sells hours, the horizon split is the one you work with. The weekly level is where the money is won or lost, and it is where the rest of this page focuses. ## Capacity planning strategies: lead, lag or match **Three classic strategies for adding capacity, from operations management, and all three apply to hiring.** - **Lead strategy**: add capacity ahead of expected demand. You hire before the deal is signed. Risky, but the only way to grow fast without turning work away. - **Lag strategy**: add capacity only when demand is proven. Safer for cash, but you miss opportunities and overload the team while you wait. - **Match strategy**: add capacity in small steps as demand moves. For agencies this usually works best, because client demand shifts quarter to quarter. Most agencies run a match strategy with the occasional lead moment: a senior hired for a pipeline that is likely, not certain. Whichever you choose, the weekly capacity plan is what tells you when the strategy is due. ## Why capacity planning matters Because you sell time, and time is finite. Take on too much and you burn the team out. Take on too little and you leave revenue on the table. Capacity planning finds the middle, and bases it **on numbers, not on gut feel**. ### The three failure modes when you skip it **1. Overbooking.** You said yes to a project without seeing that Mark is already at 50 hours next week. Mark works the weekend, misses the deadline, or eventually quits. **2. Underutilization.** Lisa has 12 free hours this week, but nobody saw it. Those hours are gone; yesterday's free capacity cannot be billed tomorrow. **3. Skills mismatch.** A senior on a task a junior could do, or a generalist on work that needed deep expertise. Either way, money or quality leaks. None of the three shows up on an invoice, which is why they go unnoticed for months. ## Capacity planning vs project planning vs resource management These terms get used interchangeably. Quick reference: | Term | The question it answers | |------|-------------------------| | **[Project planning](/glossary/project-plan/)** | What happens when? | | **Capacity planning** (this page, and the [module](/solutions/capacity-planning/)) | Can we actually do this? | | **[Resource management](/glossary/resource-management/)** | Who specifically gets each task? | | **[Workload management](/glossary/workload-management/)** | Who is overloaded this week, and who has room? | | **Workforce planning** (the [strategic type](#the-three-types-of-capacity-planning) above) | Do we need to hire? | | **[Utilization rate](/glossary/utilization-rate-formula/)** | What share of available hours is being used? | In an agency you need all of them. A good platform handles them in one view. ## The capacity planning formula **Two numbers and the difference between them.** Everything else on this page is about getting those two numbers right. ``` Available capacity = people × contract hours × (1 − leave and sick share) × target utilization Required capacity = Σ hours the planned work needs in the same period Capacity gap = available − required (negative = overbooked) ``` And the check you run afterwards: ``` Capacity utilization = booked hours ÷ available hours × 100 ``` **Worked example, one week.** A team of six on 40-hour contracts: | Step | Calculation | Hours | |------|-------------|-------| | Contract hours | 6 × 40 | 240 | | Minus leave and sick days (12%) | 240 × 0.88 | 211 | | Bookable at 80% target utilization | 211 × 0.80 | 169 | | Required by the planned projects | 60 + 45 + 40 + 40 | 185 | | **Capacity gap** | 169 − 185 | **−16** | The team is overbooked by 16 hours, about 9 percent, and that is with the buffer already spent. The options are the usual four: move 16 hours to next week, bring in a freelancer, push a deadline, or say no to the smallest job. What you cannot do is plan against the 240 and hope. Why 80 percent and not 100: the remaining 20 percent goes to internal meetings, admin, training and the revisions nobody planned. Plan to **75 to 85 percent** and protect the rest. It looks like waste; it prevents the weekend work. ## Capacity planning example: an agency week **Here is the same idea per person, which is how a resource manager actually looks at it.** Available hours are contract hours minus leave, times the 80 percent target. | Person | Contract | Leave | Available | Booked | Free (or over) | Utilization | |--------|----------|-------|-----------|--------|----------------|-------------| | Lisa, designer | 40 | 0 | 32 | 36 | −4 | 113% | | Mark, developer | 40 | 8 | 26 | 26 | 0 | 100% | | Sara, developer | 32 | 0 | 26 | 14 | 12 | 54% | | Tom, strategist | 40 | 0 | 32 | 30 | 2 | 94% | | **Team** | **152** | **8** | **116** | **106** | **10** | **91%** | The team total looks fine at 91 percent. The rows do not: Lisa is over, Sara has 12 hours nobody is using, and Mark has zero room for anything that goes wrong. If Sara can take the design revisions, the week works; if she cannot, because the work needs a designer, the team total was hiding a real problem. That is the skills part of capacity planning, and it is why planning by hours alone is not enough. ## The capacity planning process in 5 steps **The process is the same whether you run it in a sheet or in software.** 1. **Establish real availability per person.** Contract hours minus leave, public holidays, sick-day average and recurring internal time. Nobody has 40 productive hours; a full-timer has roughly 28 to 32 hours of bookable client time per week. 2. **List the demand.** Every running and sold project with the hours it still needs, by week and by skill. Include the likely pipeline at a percentage, not at zero or at 100. 3. **Compare, per week and per skill.** This is where the gaps and the overbookings appear. Look at rows, not just the team total, as the example above shows. 4. **Decide what closes the gap.** Move work, change a deadline, bring in a freelancer, hire, or say no. Write the decision down with the plan, so next week you know why it looks the way it does. 5. **Review weekly.** A capacity plan that is updated monthly is documentation. Logged hours from last week tell you whether the estimates were right, and that feedback is what makes the next plan better. ## The 5 essentials of good capacity planning ### 1. Realistic availability Vacation, sick days, internal meetings, training, admin: all capacity that is unavailable for client work. Plan for 40 and you will hit walls. ### 2. Skills, not just hours A UI designer is not a copywriter, even if both have time. Good capacity planning matches work by hours **and** by skills. ### 3. Buffer for the unexpected A team booked at 100 percent has no room for revisions, urgent requests or a sick colleague. The 75 to 85 percent target is the buffer. ### 4. Team-wide visibility A plan only the PM can see does not work. Everyone needs to see what is booked, or someone schedules a sales call in the middle of heads-down project time. ### 5. Connection to billing Capacity disconnected from rates and invoicing is a schedule, not a management tool. Only when you see per project *"40 hours booked, 32 logged, $4,000 invoiced"* do you have margin control. That link is what separates a planner from a [resource management](/glossary/resource-management/) platform. ## A capacity planning template you can copy **For a team of two to ten people, a sheet works, as long as it has the right columns.** One row per person, one block per week: | Column | What goes in it | |--------|-----------------| | Person, role or skill | So you can filter the plan by skill | | Contract hours | From the contract, not from memory | | Leave and holidays | Hours, this week | | Available hours | (Contract − leave) × 0.8 | | One column per project | Hours booked on that project this week | | Booked total | Sum of the project columns | | Free or over | Available − booked; negative means overbooked | | Utilization | Booked ÷ available | Add a conditional format that turns negative "free" cells red and you have a working capacity plan. It stops working at about ten people or fifteen projects, when every change means editing three sheets and nobody trusts the numbers anymore. At that point look at the tools: our comparison of [resource management software](/compare/best-resource-management-software/) puts seven of them side by side, seat minimums included, and the [FlowQi capacity planning module](/solutions/capacity-planning/) does the same plan next to the logged hours and the invoice, so the plan and the reality live in one place. ## The role of AI in capacity planning AI does not make the plan. It watches it and flags things on time: "Lisa is at 45 hours next week", "Project X is 8 hours over budget", "Sara has 12 free hours that match the design backlog". Good AI in capacity planning suggests a reassignment and asks for confirmation; it never moves people on its own. In FlowQi that job belongs to Hummy, the AI teammate: watching, flagging, suggesting, while you decide. ## Capacity planning in short - It matches **incoming work to the people, hours and skills you have**, before you commit - Three types by horizon: **strategic, tactical, operational**; three strategies for adding capacity: **lead, lag, match** - The formula: **available = people × hours × (1 − leave) × target utilization**, compared with the hours the work needs - **Realistic availability is 28 to 32 hours** per full-timer, and the target is **75 to 85 percent** of that, not 100 - Look at **rows, not the team total**, and at skills, not just hours - **Review weekly**, with last week's logged hours as the check on the estimates - A sheet works to about ten people; after that the plan has to sit next to the hours and the invoice Capacity planning is not a luxury. It is how you stop your team burning out **and** stop leaving revenue on the table. -------------------------------------------------------------------------------- title: "What Is Workload Management? How to Balance Work Across Agency Teams" url: https://flowqi.com/glossary/workload-management/ date: "2026-05-13" description: What is workload management? Definition, distribution methods, signs of overload, common mistakes, and how it differs from resource management. -------------------------------------------------------------------------------- {{< intro >}} **Workload management is the practice of balancing work across a team so nobody is overloaded and nobody is idle.** It's the day-to-day operating layer that sits inside [resource management](/glossary/resource-management/). Done well, it keeps your top performers from burning out and your juniors from sitting on the bench. Done poorly, it's the quiet cause of every "I can't believe Lisa quit" moment in an agency. {{< /intro >}} {{< toc >}} ## What is workload management? **Workload management is the discipline of distributing tasks across team members so total work matches actual capacity, at the level of the week, the day, sometimes the hour.** [Gallup workplace research](https://www.gallup.com/workplace/393497/world-trillion-workplace-cost-quiet-quitting.aspx) consistently shows workload imbalance is one of the top three predictors of employee disengagement and attrition. If a designer has 32 available hours this week and you've assigned her 28, her workload is healthy. If you've assigned 44, her workload is broken. If you've assigned 12, hers is broken in a different way, bench time you're paying for without revenue. Workload management is what turns abstract resource plans into livable schedules. It's where the spreadsheet meets the human. ## What is the difference between workload management and resource management? **They're related but different.** Most people use the terms interchangeably, and shouldn't. | Concept | Scope | Time horizon | |---------|-------|--------------| | **Resource management** | The whole system, planning, allocating, tracking, optimizing, forecasting | Weeks to quarters | | **Workload management** | The day-to-day balance of work across people | This week, today | | **[Capacity planning](/glossary/capacity-planning/)** | Can we take this on? | Months ahead | | **[Resource allocation](/glossary/resource-allocation/)** | Assigning resources to specific work | Per project / sprint | Workload management is the layer where resource management becomes real. You can have a perfect six-month resource plan and still ruin the week by overloading three people on Tuesday. Workload management catches that. ## Why does workload management matter for agencies? **In a service business, your team is the product, and workload imbalance shows up as three concrete costs.** **1. Burnout and attrition.** When the same two top performers absorb every new project, one of them quits within 18 months. Replacement cost for a senior agency role is typically 50-200% of annual salary. **2. Hidden idle time.** While seniors are at 110%, juniors might be at 45%. You're paying for capacity that produces no revenue, and missing the chance to grow people. **3. Client experience inconsistency.** Overloaded teams ship late. Late shipping breeds client churn. Churn breeds new business pressure. The cycle accelerates. A well-balanced team at 70-75% utilization across the board outperforms an imbalanced team averaging the same 70-75% across spikes and gaps. The math is the same; the outcome isn't. ## What are the signs of a workload problem? **Three telltale patterns tell you workload management is broken before any metric does.** ### 1. The same names always miss deadlines Not random people. The same two or three. Investigate. They're almost always the ones absorbing extra work that never gets formally allocated. ### 2. Overtime is normalized for some, never for others If you ask "who worked over 45 hours last month" and the same names come up every month, you have a workload management problem, not a productivity problem. ### 3. Junior people complain about boredom This sounds like a different problem. It's the same one, work isn't being distributed to them because it's faster to give it to the senior. Short-term efficiency. Long-term capacity destruction. If two or three of these are true on your team, workload management is your highest-impact fix. ## How do you measure workload? **Workload should be measured against *available* hours, not against scheduled hours.** Available = scheduled minus PTO, holidays, sick days. ``` Workload % = Allocated hours ÷ Available hours ``` A senior designer with 36 available hours and 30 allocated has a workload of 30 ÷ 36 = **83%**. That's healthy. The same designer with 30 available hours (one day PTO) and 40 still allocated has 40 ÷ 30 = **133%**. That's broken. Either reallocate or push deadlines. **Healthy ranges by role:** | Role | Healthy workload | |------|------------------| | Senior delivery (consultant, dev, designer) | 65-80% | | Junior delivery | 75-90% | | Project manager | 55-75% | | Account manager | 50-70% | | Lead / department head | 30-55% | Above 100% is overload. Below 50%, for billable roles, is bench. Both are signals. ## What are the five workload distribution methods? **Five common methods, ordered from worst to best for agencies.** ### 1. First available wins Whoever's free Monday gets the new task. Fast, but ignores skill and creates rotating overload patterns. ### 2. Always the strongest The most skilled person gets every important task. Output is best per task, but the same people burn out and juniors don't grow. ### 3. Equal distribution Everyone gets roughly equal hours. Fair in theory; ignores skill, seniority and project requirements. Produces mediocre output across the board. ### 4. Skill-first Match each task to the right skill, then check availability. The default for healthy agencies. Slower to allocate but better outcomes per project. ### 5. Skill + growth Match for skill, then ask: who needs the stretch? Pair a junior with a senior on something they're not yet ready to lead alone. Slowest method. Highest long-term return. Most healthy agencies use **#4 by default and #5 deliberately**: choosing growth assignments when the project allows it. ## What are the most common workload management mistakes? **Six mistakes account for almost every workload problem in agencies.** ### 1. Allocating at the manager level instead of the task level "Sarah is on the Retail project" tells you nothing. Is she at 5 hours/week on it or 25? Allocate hours-per-task, not people-per-project. ### 2. Treating "this week" as the only horizon A team that looks balanced this week might be wildly off next week. Look at the next 4 weeks at minimum. ### 3. No buffer Plan to 100% and the first surprise, a sick day, a scope change, an urgent client call, creates instant overload. Leave **15-25% buffer per person**. ### 4. Silent reassignment Moving 8 hours of work from Lisa to Marc without telling either of them creates the same problem twice. Reallocation is a conversation, not a calendar edit. ### 5. Mixing billable and non-billable in the same number "Marc is at 90%", but 30% of that is internal work. His billable load is 60%. Reporting these together hides the picture. ### 6. Ignoring meetings Standups, retros, client calls. They're work too. If you allocate 32 hours of project tasks to someone with 6 hours of standing meetings, you've created a 38-hour load on a 32-hour week. ## How does workload management work in multi-client agencies? **Single-project workload management is simple. Multi-client is where it gets hard.** [McKinsey research on professional services](https://www.mckinsey.com/capabilities/operations/our-insights) identifies multi-client capacity balancing as the top operational pain point for mid-size agencies. Three realities agencies deal with: **1. Parallel projects.** Each person works on 2-5 active projects in a given week. Workload isn't one number. It's a stack. **2. Variable urgency.** A client crisis on Tuesday changes the workload picture for the week. Static weekly plans break; you need to rebalance fast. **3. Skill scarcity.** The senior copywriter is the only senior copywriter. When she's overloaded, the only fix is reallocating her work to someone less qualified or pushing deadlines. This is why workload management can't be a separate tool from projects, [time tracking](/solutions/time-tracking/) and CRM. The picture has to update when the work changes, not at the end of the week. ## How do you run a weekly workload review? **The single highest-impact agency habit. Takes 30 minutes once a week.** **1. Open the workload view.** Every person, this week, with allocations and capacity side by side. **2. Spot overloads.** Anyone above 100%? That's the first fix. **3. Spot under-loads.** Anyone below 50%? Either they need work, they have hidden internal commitments, or you have a sales problem. **4. Look at the next 3 weeks.** Trends matter. Same overload three weeks running = system problem. **5. Reallocate.** Move what can move. Push deadlines on what can't. Talk to the people involved. Document the change. **6. Sanity check skill match.** Did you reallocate based on hours but ignore skill? Common mistake. Most agencies skip step 5. They identify the problem and don't act. That's not workload management. That's workload observation. ## Workload management in short - **Workload management** = balancing work across a team in real time - Sits inside the broader [resource management](/glossary/resource-management/) system - Measure against **available hours**, not scheduled hours - **Healthy load:** 65-80% for senior delivery, 75-90% for juniors - Match work on **skills first**, then availability - Plan to **75-85% workload** per person, never 100% - Review **weekly**: overload reads as a pattern, not a moment - Reallocation is a conversation, not a calendar edit - Top performers burning out + juniors bored = workload management failure - For agencies, workload has to live inside the same system as projects, hours and CRM ## Balance workload before someone quits FlowQi shows real-time workload per person across all active projects, with allocation suggestions when someone tips into overload. See the [resource management module](/solutions/resource-management/) or [book a free demo](/contact/) to see it on your own team data. -------------------------------------------------------------------------------- title: "What Is the Utilization Rate Formula? How to Calculate It (With Examples)" url: https://flowqi.com/glossary/utilization-rate-formula/ date: "2026-05-06" description: What is the utilization rate formula? Three variants, a worked example, benchmarks per role, and the six calculation mistakes that distort the number. -------------------------------------------------------------------------------- {{< intro >}} **The utilization rate formula is: Utilization rate = (Billable hours ÷ Available hours) × 100.** It's the cleanest way to measure how much of your team's time is generating revenue versus how much is going to internal overhead. Most agencies measure it wrong. They include PTO in available hours, ignore non-billable work, or chase 100% as a target. This guide is the practical version: formula, variants, a worked example, benchmarks, and the calculation mistakes that distort the number. {{< /intro >}} {{< toc >}} ## What is the utilization rate? **The utilization rate is the percentage of someone's available working hours that get spent on billable, client-paying work.** [Deloitte's professional services benchmarks](https://www2.deloitte.com/us/en/insights/industry/financial-services/professional-services-industry-outlook.html) consistently identify utilization rate as one of the top three KPIs that predict service-firm profitability. If a developer has 40 available hours in a week and logs 30 of them against client projects, the utilization rate is 30 ÷ 40 = **75%**. The other 10 hours went to meetings, training, admin, or other internal work. In a service business, utilization rate is one of the three numbers that decide profitability, alongside [billable hours](/glossary/billable-hours/) and average hourly rate. Get utilization wrong by 5 percentage points and the P&L follows. ## What is the utilization rate formula? **The standard formula is: Utilization rate = (Billable hours ÷ Available hours) × 100.** But "billable hours" and "available hours" can each be defined two ways, which means there are really three formulas in common use. They answer different questions. ### 1. Basic utilization ``` Basic utilization = (Logged hours ÷ Available hours) × 100 ``` Measures *how much of available time was spent working at all*, billable or not. Used to spot people who are clocking out early or stretched too thin. ### 2. Billable utilization ``` Billable utilization = (Billable hours ÷ Available hours) × 100 ``` Measures *how much of available time generated revenue*. This is the one that matters for agency margin. **Default for service businesses.** ### 3. Capacity utilization ``` Capacity utilization = (Logged hours ÷ Total capacity) × 100 ``` Where Total capacity = scheduled hours including PTO, holidays and sick days. Used by ops teams to compare different periods or different team sizes apples-to-apples. When someone says "our utilization is 74%" without specifying, they almost always mean billable utilization. That's the one you'll see on a CFO's dashboard. ## How do you calculate the utilization rate? (Worked example) **A senior designer named Lisa, one week in May:** | Metric | Value | |--------|-------| | Scheduled hours | 40 | | PTO this week | 0 | | **Available hours** | **40** | | Hours logged to client projects (billable) | 28 | | Hours logged to internal projects (non-billable) | 4 | | Total logged hours | 32 | | Hourly rate | €95 | Three utilization rates for Lisa this week: - **Basic utilization:** 32 ÷ 40 = **80%** - **Billable utilization:** 28 ÷ 40 = **70%** - **Capacity utilization:** 32 ÷ 40 = **80%** (no PTO this week, so same as basic) Lisa's revenue this week: 28 × €95 = **€2,660**. The interesting number is the gap between basic (80%) and billable (70%). That 10-point gap is the cost of internal work, meetings, retros, learning. Worth doing, but it's not free. ## What is a good utilization rate? **The honest answer: it depends on the role and the business model. But here are the benchmarks for client-facing service roles.** | Utilization rate | What it means | |------------------|---------------| | **Below 50%** | Unsustainable, overhead or sales pipeline problem | | **50-65%** | Below benchmark, margin leaking | | **65-75%** | Healthy zone, buffer for non-billable, profitable enough | | **75-85%** | High, only with deliberate lean overhead | | **Above 85%** | Burnout zone, top people leave within a year | **By role:** | Role | Target billable utilization | |------|----------------------------| | Senior consultant / developer | 65-75% | | Junior consultant / developer | 75-85% | | Project manager | 50-65% | | Account manager | 40-60% | | Designer / specialist | 65-75% | | Department lead | 30-50% | Juniors run higher because they have fewer internal commitments. Senior roles run lower because mentoring, sales support and strategy work eat hours. A team-wide target of "85% for everyone" is a target nobody hits and nobody trusts. ## Why is 100% utilization bad? **Because it leaves no buffer for the work that actually keeps a business running.** [Harvard Business Review research](https://hbr.org/2017/05/your-best-employees-need-time-off-too) finds sustained 95%+ utilization correlates strongly with attrition among top performers. A 40-hour scheduled week realistically contains: | Hours per week | Where they go | |----------------|---------------| | 40 | Scheduled | | -4 to -6 | Internal meetings, retros | | -2 to -3 | Admin, expense reports, timesheet entry | | -2 to -3 | Training, learning, context switching | | **28-32** | **Actually available for billable work** | So even at 100% theoretical efficiency, billable utilization caps at roughly **75-80%** for a healthy 40-hour scheduled employee. Planning to 100% means the first surprise, a sick day, a scope change, an urgent sales call, blows up the schedule. Healthy [resource management](/glossary/resource-management/) plans to **75-85% deliberate utilization** of *available* hours, leaving a 15-25% buffer that absorbs reality. The number to target isn't the highest possible. It's the highest sustainable. ## How do you calculate utilization rate for a team? **For one person, the formula is straightforward. For a team, you have to pick how to aggregate.** ### Method 1: Simple average ``` Team utilization = average of individual utilization rates ``` Quick, but weights everyone equally. A 30-hour part-timer at 100% pulls the average up the same as a 40-hour full-timer at 70%. ### Method 2: Weighted by available hours ``` Team utilization = Σ billable hours ÷ Σ available hours ``` Treats one billable hour the same regardless of which person logged it. **This is the right method for revenue forecasting.** ### Method 3: Weighted by cost or rate ``` Weighted utilization = Σ (billable hours × rate) ÷ Σ (available hours × rate) ``` Used for senior-heavy teams where one expensive consultant's 5 unused hours hurt more than five juniors' 5 unused hours. **The right method for margin analysis.** A 12-person team, one week: | Person | Available | Billable | Util % | |--------|-----------|----------|--------| | Sarah (senior) | 40 | 24 | 60% | | Marc (mid) | 40 | 32 | 80% | | Jen (junior) | 40 | 34 | 85% | | ... | ... | ... | ... | | **Total (12)** | **480** | **340** |, | - Simple average: 71% - Weighted by hours: 340 ÷ 480 = **71%** - Weighted by rate (assuming senior rates 2× juniors): often 65-68% When the three methods diverge, you have a senior-junior imbalance worth investigating. ## What are the most common utilization rate calculation mistakes? **Six mistakes distort the number in almost every agency.** ### 1. Counting PTO in "available hours" Someone takes Monday off. Their available hours that week are 32, not 40. Counting PTO inflates the denominator and makes utilization look worse than it is. Always subtract approved time off from available. ### 2. Treating overtime as extra utilization (>100%) Someone works 50 hours and logs 45 billable. Their utilization "looks like" 45 ÷ 40 = 112%. That's not real. It's burnout in disguise. Cap individual utilization at 100% in reporting; surface overtime separately. ### 3. Mislabeling non-billable as billable An internal training project tagged as a "client project" because it has the client's name on it. Or a sales pitch logged as "client meeting." Garbage in, garbage out. Audit the project list quarterly. Which tool you log in matters here too: our comparison of [time tracking software](/compare/best-time-tracking-software/) puts eight of them side by side with what a team of 10 pays. ### 4. Mixing time periods Comparing this week's utilization (74%) to last quarter's (68%) without normalizing. A holiday week reads lower because available hours dropped. Normalize against available hours, not against scheduled hours. ### 5. Forgetting contractors You have 8 employees and 3 contractors who all log time. If you exclude contractors from the denominator but include their billable hours in the numerator, utilization looks great, and fictitious. Decide who's in the calculation and stick to it. ### 6. No gap between target and actual "Our target is 80% and we're at 80%" sounds healthy. But target = actual every week means the target is being managed, not the work. Track variance, not just the level. ## Utilization rate vs related metrics **These get confused all the time.** | Metric | What it measures | |--------|------------------| | **Utilization rate** | % of available hours spent on billable work | | **Productivity** | Output produced per hour | | **Realization rate** | % of billed hours that actually get paid (after write-offs) | | **Effective rate** | Realized revenue ÷ hours logged | | **Capacity utilization** | % of *total* capacity used (including PTO) | | **Efficiency** | Time taken vs time estimated | Utilization and productivity are not the same. Someone at 90% utilization who delivers slow, low-quality work is utilized but not productive. Someone at 60% utilization who delivers exceptional work is productive but underutilized. Healthy businesses track both. Utilization alone tells you nothing about quality. Productivity alone tells you nothing about whether you're making money on it. ## How does utilization rate work in an agency context? **For multi-client agencies, one team-wide utilization number isn't enough. You need to slice it.** **Per role:** are seniors carrying too much? Are juniors underutilized? **Per client:** is one client absorbing 40% of someone's capacity? That's a concentration risk. **Per project:** is the project running at the utilization implied in the proposal? **Over time:** is utilization trending up, down, or jagged? Jagged usually means weak [resource planning](/solutions/capacity-planning/), not weak salespeople. Connecting utilization back to [billable hours](/glossary/billable-hours/), [resource management](/glossary/resource-management/) and [capacity planning](/glossary/capacity-planning/) is where the formula stops being a spreadsheet exercise and starts being an operating system. ## Utilization rate formula in short - **The standard formula:** `(Billable hours ÷ Available hours) × 100` - **Three variants:** basic, billable, capacity, billable is the default for service businesses - **Healthy range:** 65-75% for most agency roles - **Subtract PTO** from available hours, always - **Cap at 100%** in reporting: overtime is burnout, not utilization - **Plan to 75-85% deliberate utilization**, never 100% - **Aggregate by weighted hours**, not by simple average, for accurate team rates - **Targets vary by role**: juniors higher, senior leaders lower - **Utilization ≠ productivity**: track both, they answer different questions ## See your real utilization in real time FlowQi calculates utilization automatically from [time tracking](/solutions/time-tracking/), with live breakdowns per person, role, project and client. See the [resource management module](/solutions/resource-management/) or [book a free demo](/contact/) to see your own numbers. -------------------------------------------------------------------------------- title: "What Are Billable Hours? Meaning, Chart, Calculation and a Healthy Ratio" url: https://flowqi.com/glossary/billable-hours/ date: "2026-03-31" updated: "2026-09-26" description: Billable hours are the hours you can charge to a client. What counts, the six-minute chart, how many fit in a year, the formula and a healthy ratio. -------------------------------------------------------------------------------- {{< intro >}} **Billable hours are the hours a service business can invoice to a client.** Not every hour worked is billable, internal meetings, admin, sales and training all eat real time without generating revenue. The ratio between billable and non-billable hours decides whether an agency is profitable or quietly losing money. Most service businesses underestimate this number, and overstate their actual capacity. This page covers what counts, the six-minute chart, how many billable hours fit in a year, the formula and a healthy ratio. {{< /intro >}} {{< toc >}} ## What are billable hours? **Billable hours are the hours a person works that can be charged to a client at an agreed hourly rate.** [Harvard Business Review research](https://hbr.org/2014/01/the-trouble-with-billing-by-the-hour) consistently shows billable hours remain the dominant pricing model across professional services, and the single biggest driver of agency margin. If a designer spends 6 hours building a client's landing page at €95/hour, those 6 hours are billable. They convert to €570 in revenue on the next invoice. If the same designer then spends 2 hours in an internal team meeting, those 2 hours are **non-billable**. The company still pays the designer's salary for that time, but no client invoice gets generated. In a service business, agency, consultancy, law firm, IT services, design studio, billable hours are the closest thing to a single number that explains profit or loss. ## What is the difference between billable and non-billable hours? **Every hour someone on your team works falls into one of two buckets.** | Type | Description | Examples | |------|-------------|----------| | **Billable** | Hours that link directly to a client project and can be invoiced | Design work, development, copywriting, client meetings, project management on a paid engagement | | **Non-billable** | Hours your business pays for but cannot charge to a client | Internal meetings, training, sales pitches, admin, holidays, sick days, proposals, tool setup | Both types are real and necessary. You can't run an agency on 100% billable hours. There's always overhead. But you also can't run one on 40% billable hours either. You'd be paying people to do work nobody pays you for. The job of resource management isn't to push billable hours to 100%. It's to find the right ratio for your business and protect it. ## How do you calculate billable hours? **The math is simple. The hard part is tracking honestly.** **1. Track every hour worked**: split between billable (tagged to a client project) and non-billable (internal). **2. Sum billable hours weekly per person:** ``` Billable hours = Σ (hours tagged to a client project) ``` **3. Calculate the billable ratio:** ``` Billable ratio = Billable hours ÷ Available hours ``` **4. Calculate revenue per person:** ``` Weekly revenue = Billable hours × Hourly rate ``` **Worked example:** A senior developer has 38 available hours in a week. 28 of those are tagged to client projects at €110/hour. 10 go to internal work (sprint planning, code review on internal tools, a training session). - Billable hours: **28** - Billable ratio: 28 ÷ 38 = **74%** - Weekly revenue: 28 × €110 = **€3,080** Multiply that by 46 working weeks and you have your annual revenue per developer at this billable rate: **€141,680**. ## Billable hours chart: minutes to tenths and quarters **Most firms do not bill in minutes. They bill in increments.** US law firms and many consultancies use tenths of an hour (six-minute blocks); agencies and freelancers more often use quarters (fifteen-minute blocks). A billable hours chart converts what you worked into what goes on the invoice. | Minutes worked | Tenths of an hour | |---|---| | 1 to 6 | 0.1 | | 7 to 12 | 0.2 | | 13 to 18 | 0.3 | | 19 to 24 | 0.4 | | 25 to 30 | 0.5 | | 31 to 36 | 0.6 | | 37 to 42 | 0.7 | | 43 to 48 | 0.8 | | 49 to 54 | 0.9 | | 55 to 60 | 1.0 | | Minutes worked | Quarters of an hour | |---|---| | 1 to 15 | 0.25 | | 16 to 30 | 0.5 | | 31 to 45 | 0.75 | | 46 to 60 | 1.0 | Both tables round up to the next increment, which is the common convention; some contracts round to the nearest instead. A 20-minute call is 0.4 hours in tenths and 0.5 in quarters, so at $200 an hour the same call is $80 or $100. Agree the increment and the rounding rule in the engagement letter, not on the invoice. The full tables, including every minute from 1 to 60 as a decimal, are on the [billable hours chart](/glossary/billable-hours-chart/) page. ## How many billable hours in a year? **Start from the hours that exist, then subtract.** A full-time contract of 40 hours over 52 weeks is 2,080 hours. Nobody bills those. | Step | Hours per year | |---|---| | Contract hours (40 × 52) | 2,080 | | Minus holidays, public holidays and sick days (about 6 weeks) | 1,840 available | | At 65% billable | 1,196 | | At 75% billable | 1,380 | | At 85% billable (burnout zone) | 1,564 | So a realistic full-timer in an agency or consultancy bills **1,200 to 1,400 hours a year**. US law firms set higher targets: "average, target or minimum stated billables typically range between 1,700 and 2,300", according to [Yale Law School's career office](https://law.yale.edu/sites/default/files/area/department/cdo/document/billable_hour.pdf), and those targets only work with 55 to 60 hours actually worked per week. **Billable hours vs actual hours** is the gap in that table. Actual hours are what someone worked, billable hours are the part a client pays for, and billed hours are what survived the write-offs. Track all three, because the distance between them is where margin disappears. ## What counts as billable (and what doesn't)? **This sounds obvious. In practice, the line is fuzzier than people think.** **Clearly billable:** - Work product delivered to the client (designs, code, copy, strategy) - Client meetings during an active engagement - Revisions and feedback rounds within scope - Project management on a paid project - Travel to a client site (if your contract allows) **Clearly non-billable:** - Internal team meetings - Company-wide stand-ups, retros, all-hands - Training and learning - Admin, expense reports, timesheet entry itself - Holidays, sick days, parental leave - Sales calls and proposal writing - Tool setup, IT issues, onboarding **The fuzzy middle:** - Project setup before kickoff: billable if your contract says so, non-billable if it doesn't - Scope creep: billable only if you renegotiate; otherwise it eats margin - Travel time: depends on contract - "Quick favors" for old clients: almost always written off as non-billable The cleanest agencies decide these edge cases upfront in the contract. The messy ones decide them invoice-by-invoice, which means arguments and write-offs. ## What is a good billable ratio? **The honest answer: it depends on your business. But here are the benchmarks.** | Billable ratio | What it means | |----------------|---------------| | **Below 50%** | Unsustainable, overhead is eating you, or you have a sales pipeline problem | | **50-65%** | Below benchmark, most agencies here are leaving margin on the table | | **65-75%** | Healthy zone, enough buffer for non-billable work, enough billable to be profitable | | **75-85%** | High, only sustainable with deliberate effort and lean overhead | | **Above 85%** | Burnout zone, people will leave within a year | Most established agencies target somewhere between **65 and 75 percent**. That's roughly 26-30 billable hours from a 40-hour week, leaving the other 10-14 hours for the meetings, admin, and training that keep the business running. A 5-percentage-point improvement (say 65% to 70%) on a 20-person team can mean **€500,000+ in extra annual revenue** at the same cost base. That's why this number is worth measuring weekly. ## Why is the realistic-hours problem so hard? **Here's the trap. A full-time employee is paid for 40 hours a week. So you build your capacity plan around 40 hours. That math is wrong twice over.** **First subtraction, non-billable work:** - Internal meetings: 4-6 hours/week - Admin and overhead: 2-3 hours/week - Training, breaks, context-switching: 2-3 hours/week That leaves roughly **28-32 hours** of *available* billable capacity per full-timer per week. **Second subtraction, utilization buffer:** Even those 28-32 hours can't all be allocated. Sick days, holidays, sales support, client gaps between projects, all happen. Plan to **75-85% [utilization](/glossary/utilization-rate-formula/)** of available capacity, never 100%. Final realistic billable capacity per full-timer: ``` 28-32 hours available × 75-85% utilization = ~22-27 billable hours/week ``` Agencies that plan against the full 40 hours and don't track the gap are the same ones wondering why projects miss deadlines and people quit. ## How do you track billable hours? **There are three levels of maturity. Most agencies are stuck at level one.** ### Level 1: Spreadsheets Each person fills in a weekly timesheet at the end of the week (or, in reality, at the end of the month, from memory). **Problems:** numbers are guessed, not measured. No live link to projects. No way to know on Wednesday whether the project is on track. Invoicing is a manual reconciliation nightmare. ### Level 2: Standalone time tracker Tools like Harvest, Toggl, Clockify. Hours get logged daily, tagged to projects, exported to billing. What each of these costs and which plan you need before you can invoice is in our comparison of [time tracking software](/compare/best-time-tracking-software/). **Problems:** the tracker doesn't know about your CRM pipeline or your invoicing system. Numbers drift between systems. You can answer "how many hours did Lisa work this week" but not "how many billable hours will we have available in week 28 if we win Retail." ### Level 3: Connected platform [Time tracking](/solutions/time-tracking/) lives inside the same system as projects, [resource planning](/solutions/capacity-planning/), CRM and invoicing. When Lisa logs 4 hours against the Retail website project: - The project's burn-down updates instantly - Her billable ratio updates this week - The hours flow straight to the next Retail invoice - The resource plan reflects her remaining capacity for other work This is the level FlowQi is built for. See [resource management](/glossary/resource-management/) for the full system around it. ## What are the most common billable hours mistakes? **Six mistakes cause almost every billable hours problem in agencies.** ### 1. Counting hours worked, not hours billed Someone works 50 hours and "feels productive." But only 22 hours were billable. The other 28 were meetings, revisions out of scope, and admin. Hours worked is a vanity metric. Hours billable is the one that matters. ### 2. Forgetting scope creep A client asks for "one more small revision." Three weeks later that revision has eaten 15 hours that nobody billed. Scope creep is invisible until you measure it. Track billable hours per project against the original budget, religiously. ### 3. Letting people self-report at month-end By Friday, people don't remember Monday. Self-reporting at month-end produces fiction. Track daily, or use auto-tracking. Either works. Memory doesn't. ### 4. Treating travel time as automatic Some clients pay for travel. Most don't. If your contract is silent, assume non-billable. Then negotiate explicitly on the next deal. ### 5. Not separating internal projects from client projects "Internal R&D" feels productive. But if 30% of your team's hours go to internal projects, your billable ratio is 70%, and you didn't notice. Tag internal projects clearly and review the share every month. ### 6. Ignoring write-offs You billed 30 hours but the client negotiated down to 25. Those 5 hours still cost you. Write-offs are the quietest margin killer in service businesses. Measure them per client per quarter. ## How do billable hours change by pricing model? **How you price changes how billable hours work.** **Time and materials (hourly billing):** every hour is invoiced at an agreed rate. Billable hours map 1:1 to revenue. **Fixed price:** you quote a project for €15,000 regardless of hours. Billable hours still matter. They tell you whether the project was profitable. If you priced for 100 hours and it took 160, your effective hourly rate just dropped 38%. **Retainer:** the client pays a fixed monthly amount for a capped number of hours. Billable hours are tracked against the cap. Going over means write-off. Coming in under should free up capacity for other work, not a refund. **Value-based pricing:** you charge for the outcome, not the hours. But internally you still track hours to know if you're profitable. Billable hours are now a *cost* metric, not a revenue metric. In every pricing model, tracking billable hours is the only way to know if a project actually made money. The pricing is the bet. The hours are the result. ## How do billable hours work in an agency context? **For multi-client, multi-project agencies, billable hours are not a tracking exercise. They're the whole operating model.** You need to know, in real time: - **Per person:** what's their billable ratio this week, this month, this quarter? - **Per project:** how many billable hours are left in the budget? - **Per client:** are we writing off hours? How much per quarter? - **Per pipeline deal:** if we win this, do we have billable capacity to deliver? That last question is the one that ties billable hours to [capacity planning](/glossary/capacity-planning/) and [resource management](/glossary/resource-management/). The hours you can invoice next month depend on the deals you closed last month and the team you actually have. ## Billable hours in short - **Billable hours** = hours that can be invoiced to a client - **Non-billable hours** = hours your business pays for but can't charge out - **Healthy ratio:** 65-75% billable for most agencies - **Realistic capacity:** 28-32 available hours/week per full-timer, not 40 - **Plan to 75-85% utilization** of that: never 100% - **Track daily**, not at month-end: memory is fiction - **Tag every hour** to a project or to internal overhead - **Write-offs are the quietest margin killer**: measure them per client - A 5-point improvement in billable ratio is worth more than most agencies realise ## Track billable hours the right way Spreadsheet tracking breaks the moment people get busy. FlowQi connects time tracking, projects, CRM and invoicing in one workspace, so billable hours flow from the timesheet to the invoice without a second tool. Explore the [resource management module](/solutions/resource-management/) or [book a free demo](/contact/) to see it live. -------------------------------------------------------------------------------- title: "What Is Resource Management? Definition, Functions, and Best Practices" url: https://flowqi.com/glossary/resource-management/ date: "2026-02-25" description: What is resource management? Definition, the five core functions, lifecycle, common mistakes, and how to get it right in an agency setting. -------------------------------------------------------------------------------- {{< intro >}} **Resource management is the practice of planning, allocating and tracking the people, time and tools you need to deliver work.** It's the system that decides who works on what, when, and how it gets billed, and the ongoing process of adjusting as reality shifts. Done well, resource management keeps margins healthy and teams from burning out. Done poorly, it quietly costs agencies 15-20% of profit every year. {{< /intro >}} {{< toc >}} ## What is resource management? **Resource management is the discipline of getting the right people on the right work at the right time, and keeping that working as conditions change.** [The Project Management Institute](https://www.pmi.org/learning/library) defines it as the efficient and effective deployment of an organization's resources when they're needed. The resources being managed are: - **People**: your team members, with their skills, seniority and availability - **Time**: the hours each person can realistically deliver per week - **Tools**: software seats, equipment, licenses, meeting rooms - **Budget**: the financial limits behind each piece of work In a service business, agency, consultancy, IT firm, design studio, these resources are what you sell. Manage them well and you ship profitable work. Manage them poorly and you end up with one of three outcomes: burnt-out top performers, idle bench time you can't bill, or projects that quietly bleed margin. Resource management is sometimes called *resourcing*, *[resource planning](/solutions/capacity-planning/)*, or simply *capacity*. The labels vary; the practice is the same. ## Why does resource management matter? **Because resources are finite, and in a service business, they're also your main cost and your only revenue source.** How you manage them shows up directly on the P&L. ### Margin Senior people on senior work, junior people on junior work. When that gets reversed, even slightly, costs climb without compensating revenue. ### Team health Predictable allocation prevents predictable burnout. Without it, the same two reliable people get every new project until one of them quits. ### Client outcomes Right person, right project, right time means deadlines hit and quality stays high. Wrong combination and projects slip, clients notice within weeks. ### Forecasting Resource management answers "can we take on the Retail deal in six weeks?" without guessing. Without it, you find out by signing first and then panicking. Industry research consistently shows agencies lose **15 to 20 percent of margin** to poor resource management. Not from external causes, from internal inefficiency that compounds week over week. ## Resource management vs related concepts **These terms overlap, but each means something specific.** | Term | What it actually is | |------|---------------------| | **Resource management** | The full practice, planning, allocating, tracking, forecasting, reporting | | **[Resource allocation](/glossary/resource-allocation/)** | The act of assigning specific resources to specific work | | **[Capacity planning](/glossary/capacity-planning/)** | Deciding whether you can take on work in a given period | | **[Workload management](/glossary/workload-management/)** | Balancing how much each person is doing right now | | **Resource forecasting** | Predicting future resource needs 4-12 weeks ahead | | **Resource scheduling** | Plotting allocated work onto a calendar | | **Workforce planning** | Hiring, growth and team-composition planning | Think of resource management as the umbrella. Allocation, capacity planning, forecasting and scheduling are the activities under it. ## What are the five core functions of resource management? **Five functions form a loop that runs weekly in well-managed agencies.** Each one feeds the next. ### 1. Planning Map out the work coming in and the resources you have. Forecast what's likely over the next 4-12 weeks. This is where you spot gaps before they become emergencies. ### 2. Allocating Assign specific people to specific work based on skills, availability and project priorities. This is the part most people picture when they think "resource management", but it's only one function. ### 3. Tracking Compare what you planned against what's actually happening. Are people working the hours you allocated? Are projects burning through their budgets? Tracking is where reality meets the plan. ### 4. Optimizing Adjust as things shift. Someone gets sick, a project scopes up, a deal closes, reallocate. Resource management that doesn't adjust is just documentation. ### 5. Forecasting Predict resource needs further out. Are we short on senior developers in Q3? Will winning two pipeline deals require hiring? Forecasting is where resource management becomes strategic instead of reactive. Together, these five functions form a loop. Plan → allocate → track → optimize → forecast → plan again. ## How does the resource management lifecycle work in an agency? **In an agency, resource management moves a project through five stages.** ### Stage 1: Pipeline forecasting A pipeline deal in CRM signals a future resource need. Resource management asks: do we have capacity in six weeks? ### Stage 2: Initial allocation Deal closes. Project gets created. People are allocated to specific tasks with hour budgets. ### Stage 3: Active tracking Work happens. Hours get logged. The plan meets reality, and reality wins more often than not. ### Stage 4: Mid-project adjustment Half-way through, you realize someone is at 110% capacity. Reallocate. Push deadlines if needed. Talk to the client before the wall. ### Stage 5: Post-project review What did the project actually cost in hours? Was margin healthy? Use the data to plan better next time. Most agencies skip Stages 1 and 5. They go straight from "we got the deal" to "we're shipping", and never review afterwards. Resource management is the practice of doing all five. ## What are the most common resource management mistakes? **Six mistakes account for almost every resource management failure.** ### 1. Planning at 100% utilization The math says you have 40 productive hours per person. The reality is 28-32. Plan to **75-85% [utilization](/glossary/utilization-rate-formula/)** and protect the buffer. ### 2. Treating allocation as a one-time event You allocate on Monday. Reality changes on Tuesday. If your resource plan doesn't update with reality, by Friday it's fiction. ### 3. Ignoring skill match "Mark has 12 hours free" doesn't mean Mark should do this task. Always match on skills *and* hours, never just hours. ### 4. Forgetting non-billable work Internal meetings, training, admin, sales support, all eat hours. If you allocate 40 hours of client work to someone who has 15 hours of internal commitments, you've created a 55-hour week. ### 5. No forecasting You only look at this week's allocations. The deal that closes in six weeks will collide with the project already booked. Resource management without forecasting is firefighting. ### 6. Tools that don't talk Resource planning in one tool, [time tracking](/solutions/time-tracking/) in another, invoicing in a third. Data doesn't sync. Numbers drift. Reality is a guess. What the dedicated schedulers and the all-in-one platforms each cost for a team of 10 is in our comparison of [resource management software](/compare/best-resource-management-software/). ## How does resource management work in an agency context? **Agencies face three resource management realities that simpler businesses don't.** **1. Multi-client parallelism.** You're not managing resources for one project. You're managing them across 8 to 15 active projects with different clients, deadlines and priorities. **2. Skills heterogeneity.** Designers, developers, copywriters, strategists, project managers, each with seniority levels, specialties and rates. Resource management has to respect all of those. **3. Billable accountability.** Every hour allocated should map back to a [billable client project](/glossary/billable-hours/), or be clearly tagged as internal. Otherwise you can't invoice accurately, and you can't measure utilization. This is why agency-specific resource management platforms integrate four things in one workspace: - **CRM**: to see pipeline deals that affect future capacity - **Projects**: where allocations live, with budgets and milestones - **Time tracking**: so allocated hours can be compared to worked hours - **Invoicing**: so billable work flows directly into revenue Without that integration, you have a stack. With it, you have a system. ## What role does AI play in resource management? **AI is changing what's possible in resource management, not by replacing managers, but by surfacing the right signals at the right moment.** [McKinsey research](https://www.mckinsey.com/capabilities/operations/our-insights) shows AI-augmented resource planning can improve forecasting accuracy by 20-50% in service businesses. What modern AI does well in resource management: - **Alerts to overload** before it happens ("Lisa is at 45 hours next week") - **Suggests reallocations** based on real-time skills + availability data - **Detects margin risk** ("Project Retail is 8 hours over budget") - **Forecasts impact** of pipeline deals ("Winning two more deals means hiring or shifting timelines") FlowQi runs Hummy, an AI agent that watches resource patterns and flags issues. It proposes; you decide. AI doesn't take resource management out of human hands. It just makes the hands faster. ## Resource management in short - The **full practice** of planning, allocating, tracking, optimizing and forecasting resources - Broader than [resource allocation](/glossary/resource-allocation/) (one step) and different from [capacity planning](/glossary/capacity-planning/) (one input) - Agencies lose **15-20% of margin** to poor resource management - Five functions form a loop: plan → allocate → track → optimize → forecast - **Realistic capacity:** 28-32 billable hours per full-timer - **Plan to 75-85% utilization**, never 100% - Match on **skills first**, then hours - Review **weekly**: not when problems hit - For agencies, resource management has to **connect to billing** to be useful ## Try FlowQi resource management free Good resource management is invisible when it works. FlowQi's [resource management module](/solutions/resource-management/) connects planning, allocation, time tracking and invoicing in one workspace, built for multi-client, multi-skill, billable-hours reality. [Book a free demo](/contact/) and see it on your own team data. -------------------------------------------------------------------------------- title: "What Is Resource Allocation? Methods, Process, and Common Mistakes" url: https://flowqi.com/glossary/resource-allocation/ date: "2026-02-04" description: What is resource allocation? Definition, four allocation methods, the five-step process, common mistakes, and how to get it right in an agency setting. -------------------------------------------------------------------------------- {{< intro >}} **Resource allocation is the act of assigning the right people, time and tools to the right work.** It's the single most repeated decision in agency operations, multiplied by every task, every project, every week. Done well, it keeps margin healthy and teams stable. Done poorly, it's the silent cause of late deliveries, burnt-out seniors and idle juniors. {{< /intro >}} {{< toc >}} ## What is resource allocation? **Resource allocation is the practice of matching specific people, hours and tools to specific pieces of work.** In a service business, agency, consultancy, design studio, IT firm, every task answers four questions: who does it, when, for how many hours, and with what skill. Get those four answers right and projects ship on time at healthy margin. Get any one wrong and the project starts leaking. The resources being allocated are: - **People**: team members with their skills, seniority and availability - **Time**: the hours each person can realistically deliver - **Tools**: software seats, licenses, equipment, meeting rooms - **Budget**: the financial limits behind each task This sits inside the broader practice of [resource management](/glossary/resource-management/). Allocation is the *act*; management is the *system*. ## Why does resource allocation matter? **Because in a service business, your team is your product, and how you allocate them decides whether you ship work profitably.** Research from the [Project Management Institute](https://www.pmi.org/learning/library) consistently identifies poor resource allocation among the top reasons projects fail to meet objectives. Three concrete consequences when allocation breaks: **1. Margin compression.** A senior on junior work, or a junior on senior work, distorts both quality and cost. Both directions hurt the P&L. **2. Predictable burnout.** When the same two reliable people get every new project, one of them quits within a year. Replacement cost is typically 50-200% of annual salary. **3. Idle capacity.** While stars are at 110%, juniors might be at 45%. You're paying for hours that produce no revenue. Industry research suggests agencies lose **15-20% of margin** to resource allocation problems, not from external causes, but from internal misalignment that compounds week over week. ## What are the four resource allocation methods? **There are four primary methods, and choosing between them is itself a strategic decision.** Most agencies default to one and use the others tactically. ### 1. Skill-based allocation Match work to the right skill first, then check availability. The default for healthy agencies. Output quality is highest; allocation takes longer. ### 2. Time-based allocation Whoever is free Monday gets the new task. Fast, but ignores skill and creates rotating overload patterns where the same people absorb every gap. ### 3. Priority-based allocation Top-priority work gets the best available person, regardless of utilization. Reserved for client emergencies and strategic accounts. ### 4. Cost-based allocation Match work to the lowest-cost qualified person to protect margin. Useful for fixed-price projects where hours overrun directly hits profit. The smart move is **defaulting to skill-based and switching tactically.** A pure cost-based agency wins on margin and loses on quality. A pure skill-based agency ships beautifully and goes broke on senior hours. ## How does the resource allocation process work? **A repeatable five-step process turns ad-hoc assignment into a system.** Most agencies do steps 1-4 inconsistently and skip step 5 entirely. ### Step 1: List the work Break each project into tasks with required skills and estimated hours. Vague tasks ("design work, ~1 week") produce vague allocations. ### Step 2: Map available capacity Not scheduled hours, *available* hours. For a 40-hour scheduled employee, available hours are typically 28-32 after meetings, admin, training and PTO. ### Step 3: Match skill, then availability The order matters. "Marc has 12 hours free" doesn't mean Marc should do this task. Always match skill first, then check hours. ### Step 4: Plan to 75-85% utilization Never 100%. The 15-25% buffer absorbs sick days, scope creep, sales support and context-switching. Without it, the first surprise blows up the schedule. ### Step 5: Review weekly and reallocate Allocation isn't a one-time decision. Reality shifts every Tuesday. A weekly review catches problems before they become emergencies. This is the step that separates good agencies from mediocre ones. ## What are the most common resource allocation mistakes? **Six mistakes account for almost every allocation problem in agencies.** Recognize them and the fix is usually fast. ### 1. Planning at 100% utilization The math says 40 hours. The reality is 28-32 billable hours after overhead. Plan to **75-85% of available capacity**, never 100%. ### 2. Matching on hours, not skills "Sarah has 8 hours free" doesn't mean Sarah should do this work. Skill mismatch costs more in revisions than it saves in hours. ### 3. Treating allocation as one-time You allocate Monday. Reality changes Tuesday. If your plan doesn't update with reality, by Friday it's fiction. ### 4. Forgetting non-billable work Internal meetings, training, sales support, all consume hours. Allocating 40 hours of client work to someone with 8 hours of internal commitments creates a 48-hour week. ### 5. Ignoring context-switching cost Asking one person to work on five projects in a week burns 15-25% of productive time to mental task-switching, [according to Harvard Business Review research](https://hbr.org/2022/10/why-is-it-so-hard-to-stop-task-switching). Better to cluster work. ### 6. Allocating in spreadsheets, billing in another system The two drift. Numbers stop matching. Reality becomes a guess. Allocation has to live where [time tracking](/solutions/time-tracking/) and billing live. ## How does resource allocation work in agencies? **Agencies face three allocation realities simpler businesses don't.** **1. Multi-client parallelism.** You're allocating across 8-15 active projects with different clients, deadlines and priorities, not one project at a time. **2. Skills heterogeneity.** Designers, developers, copywriters, strategists, PMs, each with seniority levels and rates. Allocation has to respect all of those. **3. Billable accountability.** Every hour allocated should map back to a billable client project, or be explicitly tagged as internal. Otherwise you can't invoice accurately, and you can't measure utilization. This is why agency-specific resource allocation has to integrate with CRM (to see pipeline deals), projects (where allocations live), time tracking (so allocated hours can be compared to actual) and invoicing (so billable work flows to revenue). Without that integration you have a stack of disconnected tools. With it, you have an operating system. ## Resource allocation vs related concepts **These terms get used interchangeably. They shouldn't be.** | Term | What it actually means | |------|------------------------| | **Resource allocation** | The act of assigning resources to specific work | | **[Resource management](/glossary/resource-management/)** | The full system around allocation | | **[Capacity planning](/glossary/capacity-planning/)** | Whether you can take work on | | **[Workload management](/glossary/workload-management/)** | Day-to-day balance across people | | **Resource scheduling** | Plotting allocated work onto a calendar | | **Resource forecasting** | Predicting future needs 4-12 weeks ahead | Think of allocation as the moment, scheduling as the calendar, [capacity planning](/solutions/capacity-planning/) as the question, and resource management as the umbrella. ## Resource allocation in short - **Resource allocation** = assigning specific people, hours and tools to specific work - **Four methods:** skill-based, time-based, priority-based, cost-based, agencies default to skill-based - **Five-step process:** list work → map capacity → match skill then hours → plan to 75-85% → review weekly - **Plan to 75-85% utilization**, never 100%, the buffer absorbs reality - **Realistic capacity:** 28-32 available [billable hours](/glossary/billable-hours/) per full-timer per week - **Match skill first**, then hours: never the other way around - **Allocation has to connect to billing** to be useful in an agency - Agencies lose **15-20% of margin** to poor allocation - The weekly review is the step that separates good from mediocre ## Get resource allocation working in your agency Spreadsheet allocation breaks the moment reality shifts. FlowQi's [resource management module](/solutions/resource-management/) connects allocations to live time tracking, CRM pipeline and invoicing, so the plan and reality stay in sync. [Book a free demo](/contact/) and see it on your own team data. -------------------------------------------------------------------------------- title: "Lead Generation Strategy: 10 Strategies to Attract Leads" url: https://flowqi.com/glossary/lead-generation-strategy/ date: "2025-07-27" description: The best lead generation strategy depends on your organization, needs, budget, and target audience. Check out 10 effective strategies here. -------------------------------------------------------------------------------- {{< intro >}} What is the **best strategy for lead generation**? There are so many! And you need one, because without leads, nothing happens. Lead generation is the engine behind your business. But how do you get (the right) leads? In this article, we'll share 10 strategies for every type of organization. {{< /intro >}} {{< toc >}} ## 10 lead generation strategies for SMEs, freelancers, and enterprises ### 1. Content marketing Content is still king. Before there has even been any contact between you and a potential customer, good content builds trust with the reader. Advertisements and cold pitches don't do that, which is why content is a good lead generation strategy. Instead of interrupting people (as with advertisements), they come to you themselves via Google or social media. They read a blog, watch a video, or download an ebook, which helps them get to know your organization better. And if you share practical or inspiring content, you will be seen as an expert. That trust ensures that they are more likely to contact you, sign up, or become a customer. In addition, a well-written blog post works for you while you sleep, especially if you write it SEO-proof ([Search Engine Optimized](https://en.wikipedia.org/wiki/Search_engine_optimization)). This can generate traffic and leads for years, without you having to invest again and again. So write valuable content and include a CTA (call to action). Ask readers to subscribe to your newsletter or let them download a free e-book in exchange for their email address. Of course, you also want answers to these questions: * Who downloaded which e-book? * Who opened which email? * Who clicked on your offer? That's great, because content marketing combines very well with CRM tools, such as [FlowQi CRM](/solutions/crm-system/). CRM stands for Customer Relationship Management, and with a CRM tool you can keep track of exactly what your leads are doing. Want to see how that works in practice? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. (See, that's an example of a CTA!) ### 2. Free giveaways (lead magnets) We already mentioned this above, but in addition to valuable content, you need a free offer to collect email addresses. This is called a lead magnet. For example, give people a checklist, a template, an e-book, a free training course, or a white paper. ### 3. Newsletter subscriptions In your newsletter, you can then keep your leads informed of developments, new products, events, and updates. You also do this to strengthen the bond with your customers and further increase their trust in you. Provide clear sign-up options for your newsletter on your website and convince your readers with the promise of free tips, discounts, or exclusive content. ### 4. SEO (search engine optimization) SEO stands for Search Engine Optimization. This means writing content with smart and well-placed keywords (including those that people search for frequently) so that your content can be found in search engines. There are hundreds of tips and tricks for this, but it's worth taking the time to learn more about it. It generates free and targeted traffic to your website, and with it, potential leads. If someone searches for "best CRM for SMEs" and you have written an SEO-driven blog post or landing page about this, you will attract the right leads. ### 5. Paid advertisements (SEA or social ads) Paid advertisements allow you to promote your blog post or landing page even more. Think of Google Ads, LinkedIn Ads, or Instagram campaigns in which you direct people to a landing page with a registration form (and a lead magnet). ### 6. Webinars or online workshops Another lead generation strategy is hosting webinars. Share your knowledge for free! Well, not all of your knowledge, but some of it. Organize a free webinar or online workshop full of relevant information that people can sign up for with their details. ### 7. Referral programs as a lead generation strategy Referral programs are a good way to get customers through others. Ask existing customers or users to bring in new leads in exchange for a discount, a gift, or a bonus. For example, you could say this in your newsletter, in a DM, or on a landing page: * "Do you know anyone who would benefit from [my service/product]? Share this link with them! If they become a customer, you will receive [a discount/a gift/€25 store credit/a free session]." ### 8. Pop-ups and exit intent modals Pop-ups still work well as a lead generation strategy. They grab attention, and with it, your visitors' data. Have a pop-up appear at a certain moment with an offer or lead magnet, for example when someone is about to leave your site. ### 9. Quiz or test Although a pop-up works well, it can also scare people away. Especially if you have a less commercial website. But people often enjoy filling out a quiz or test. Ask for their email address at the end of the quiz to send them the results or personal advice. ### 10. Live chat or chatbot with lead capture A chatbot has become an indispensable part of service-oriented websites. It's a simple way to quickly answer people's questions. Use a chatbot on your website that answers questions and collects email addresses for follow-up. ## Try FlowQi CRM for lead generation We cannot say what the very best lead generation strategy is, because that depends entirely on the type of organization and its products or services. Focus on what suits you, your team, and your target audience (and your budget!), and test it out. With a simple and effective CRM system like FlowQi CRM, you make it much easier for yourself. Want to see how our software works in practice? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Inbound Marketing: What Is It and How to Use It" url: https://flowqi.com/glossary/inbound-marketing/ date: "2025-07-26" description: Inbound marketing is the best way to attract potential customers. Read here to find out how to use it successfully. -------------------------------------------------------------------------------- {{< intro >}} If you're not doing **inbound marketing**, then what are you doing, traditional marketing? That's possible, of course. But keep in mind: the conversion rate for traditional marketing is much lower than that of inbound marketing. Not quite sure what we're talking about? Keep reading and discover the best strategy for attracting new customers or sponsors to your organization. {{< /intro >}} {{< toc >}} ## What is inbound marketing? Inbound marketing is a way of marketing that attracts people with helpful or inspiring content, such as blogs, videos, newsletters, and social media. When we talk about traditional marketing, we mean advertisements or commercials. Sponsored ads on social media also fall under traditional marketing in this case. Inbound marketing is about people finding the content themselves, via Google or social media. They're looking for a solution to their problem, and the content is tailored to provide that solution. ## Difference between inbound marketing and content marketing Does that mean that inbound marketing is the same as content marketing? No. Content marketing is part of it, but inbound marketing starts with the content, continues through to the purchase, and extends to after-sales care. Inbound marketing consists of several components, such as: * Content marketing (blogs, e-books, videos) * SEO (findability via Google) * Social media marketing * Marketing automation (such as email funnels) * Lead nurturing * CRM integration ## Why is inbound marketing important? Do you know anyone who likes traditional marketing? Who is genuinely interested in an advertisement, a cold call (when you receive a call from a stranger with a "great" offer) or a banner? No, neither do we. But when you search Google for a solution and find a good article or useful checklist, you feel very different, right? You want to read more and learn more about the organization or person. That is the power of inbound marketing. With inbound marketing, you attract the right people, build a relationship before any sales conversation takes place, and marketing becomes something that adds value. For small and large organizations, and even for government agencies and NGOs, there are significant advantages: * It has lower costs than traditional advertising. * It is sustainable; a good blog or e-book continues to work for you without you paying per click. * You attract people who are already interested, which gives you a head start in selling your service or product. * It is measurable and scalable. With tools such as Google Analytics and CRM systems, you can clearly see what works and what doesn't. * It gives you confidence and authority. You show that you know what you are talking about, and that works better than most sales pitches. ## The future of marketing: automation and personalization Artificial intelligence (AI) is bringing about a major change in the world of marketing. Automation plays a major role in this. You can send emails automatically based on behavior, you can use an AI agent for your customer support or customer service... everything to increase efficiency and accessibility. In addition, personalization is becoming increasingly important. People don't want to be helped by robots. They don't want to be addressed or treated like a number. And there's no need for that. Suppose you run an NGO and want to create a quiz about CO2 emissions. By using a CRM tool, such as [**FlowQi CRM**](/?modal=try), you can send visitors a personalized step-by-step plan and a series of emails with tips. You can then link your CRM tool to your email platform. Everything then runs automatically, but still feels personal to the visitor. Curious about how our user-friendly and intuitive CRM tool works in practice? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ## What is the difference between inbound, outbound, and account-based marketing? In addition to inbound marketing, there is also outbound and account-based marketing. It's good to know what all this entails, so you can choose which form best suits your organization. ### Outbound marketing With outbound marketing, you actively approach people with your offer. We are talking about cold emails, telephone acquisition, advertisements, and direct messages. Think, for example, of someone who sends you a message via LinkedIn with an offer for a free consultation. The advantage of this is that contact is made quickly, but a major disadvantage is that it can be perceived as intrusive. The conversion rate is therefore lower than with inbound marketing. ### Account-Based Marketing Then there is Account-Based Marketing (ABM). ABM focuses on attracting larger customers (accounts). You focus your marketing and sales on a select group of companies that you really want to attract. Think of a personalized proposal or a white paper that you create specifically for a potential large customer. The advantage of this is that it is targeted, personal, and often works well in B2B. But the disadvantage is that it takes a lot of time and preparation, and it only works if you choose the right companies. ## When should you choose inbound, outbound, or account-based marketing? Whether you should choose inbound, outbound, or account-based marketing depends on your target audience, your budget, and your product or service. A combination of these approaches can also work well. * **Inbound**: Choose inbound if you want to build long-term trust, organic traffic, and a sustainable stream of warm leads. * **Outbound**: Choose outbound if you want quick visibility and your target audience is difficult to find on its own. * **ABM**: Choose ABM if you know who your customers should be and you can approach them personally with customised solutions. ## A CRM tool is crucial for inbound marketing A CRM tool is the engine behind successful inbound marketing. You know who your leads are and where they are in the customer journey, so you can tailor your communication to their behavior and interests. [Try FlowQi for free](/?modal=try) and try our CRM tool for free–along with all our other software! -------------------------------------------------------------------------------- title: "Funnel: What Is It And How Do You Set Up A Funnel?" url: https://flowqi.com/glossary/funnel/ date: "2025-07-19" description: Learn how to set up a funnel in 7 simple steps. You don't need to be a technical wizard. You just need the right tools. -------------------------------------------------------------------------------- {{< intro >}} **Setting up a funnel** might sound complicated, like something that requires advanced technical skills. But don't worry. It's actually quite simple. In this article, we'll walk you through the process of creating a funnel in 7 steps, so you can attract the right customers and grow your sales, without constantly chasing leads. {{< /intro >}} {{< toc >}} ## What is a funnel? A funnel is a marketing concept that refers to an automated process designed to guide potential customers through different stages, from their first introduction to your brand all the way to making a purchase. Think of a funnel as a **sales funnel**: at the top, you attract a broad audience, and as they move down through the process, only the truly interested and motivated customers remain. ## Why is a funnel important? There are two main approaches to marketing: push and pull marketing. * **Push marketing** involves promoting something through paid advertising, essentially putting your product or service in front of people, even if they're not actively looking for it * **Pull marketing**, on the other hand, is about attracting people to you through content marketing. This involves creating free, valuable, and helpful content that draws potential customers in While pull marketing is powerful, it can feel overwhelming at first. Building a strong library of content and claiming your corner of the internet takes time. But here's the good news: it doesn't have to be complicated. With a simple funnel consisting of 7 steps, any small business or solo entrepreneur can effectively and **automatically attract new customers**. That's the magic of a well-structured funnel. It works for you, even while you sleep! ## Setting up an effective funnel in 7 steps Anyone can set up a funnel with the right tools. Here are the 7 steps that form the backbone of almost every successful funnel: ### 1. Awareness: the funnel's starting point How does someone first discover your business? In content marketing, this is often through a blog post, a video, or a social media post. Imagine you run a webshop selling supplements. A man in his thirties, let's call him Theo, feels fatigued and has heard that vitamin B and magnesium might help. Theo googles his problem and finds your website with an article about supplements that boost energy. * Your article is SEO-optimized, ranking high in Google's search results. You've also done your homework on the pain points and needs of your target audience, making your content not just informative, but exactly what Theo is looking for ### 2. Interest: keeping their attention Now that Theo has found you, it's time to capture his interest. How? By offering him an irresistible [Call to Action](https://en.wikipedia.org/wiki/Call_to_action_(marketing)) at the end of your article. For instance, you could provide a free mini e-book about supplements, a concise 5-8 page guide packed with answers to frequently asked questions. In exchange for this valuable resource, Theo leaves his email address. And just like that, you've taken the first step in building a strong email list. Your email marketing tool handles the list and the automated messages; FlowQi CRM keeps the record of who Theo is and what he asked for. * And here's the best part: CRM and projects are free for your whole team on Basic, with no end date. [See the pricing](/pricing/). ### 3. Consideration Great news. Theo has signed up for your email list and now receives your weekly newsletters. He hasn't made a purchase yet, but that's perfectly fine. Your newsletters are a way to build a relationship with him, establish trust, and show the value of your products. * In these newsletters, you can share success stories, customer reviews, useful tips, or personal anecdotes that resonate with your readers. This keeps your audience engaged and connected. At some point, you can introduce a free webinar or workshop, where you dive deeper into the benefits of supplements ### 4. Intention Theo is intrigued and doesn't want to miss your webinar, so he signs up. And here's a little secret: you don't have to host the webinar live every time. Record it in advance and simply join the live chat to answer questions in real time. * At the end of the webinar, you can offer Theo (and all attendees) a special discount on your supplements or other products. It's a limited-time offer he won't want to miss ### 5. Decision Theo decides to make a purchase. Now, it's crucial to ensure that your webshop runs smoothly and the checkout process is seamless, otherwise, he might abandon his cart. Here are a few strategies to increase the value of his purchase: * **Upselling**: Encourage him to upgrade to a higher-value product. "For just €10 more, you get the premium version" * **Cross-selling**: Suggest complementary products that pair well with what he's buying. "Combine these supplements for even better results" * **Bundling**: Offer a package deal with multiple products at an attractive price. "Buy two supplements and save 20%" ### 6. Retention Amazing. Your funnel worked, and Theo made a purchase! But your work doesn't stop here. It's much easier (and cheaper) to sell to an existing customer than to attract a new one, so retaining customers is essential for long-term success. Here's how you can keep Theo engaged: * Send a thank-you email after his purchase to show your appreciation * Ask for feedback to make him feel heard and valued * Continue providing valuable content in your newsletters, keeping your products top-of-mind * Offer occasional perks like special discounts, early access to new products, or even a birthday card ### 7. Ambassador As the cherry on top, you want Theo to be so satisfied with your products that he starts recommending them to everyone he knows. You want him to become an ambassador for your brand. * Ask him to write a review or share his experience with your products. You can also offer him a commission for every new customer he refers who makes a purchase ## Setting up a funnel with FlowQi Now that you understand how a funnel works, it's time to take action. With FlowQi's digital tools, you'll be up and running in no time. 1. [**Try FlowQi for free**](/?modal=try) 2. **Define your goal** What do you want to achieve with your funnel? More newsletter signups, more sales, or both? 3. **Create a workflow** Set up a series of actions/triggers. For example: if someone signs up for your newsletter, send a welcome email within 24 hours 4. **Integrate with your website** Set up signup forms and connect them to your site 5. **Measure your results** Use FlowQi's statistics to see which steps are working well and where improvements are needed ## Get started! With the right steps and digital tools, setting up a funnel is a breeze. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. Then start building your email list and sales funnel today! -------------------------------------------------------------------------------- title: "Cyberattack: What Is It and How To Prevent It?" url: https://flowqi.com/glossary/cyberattack/ date: "2025-07-19" description: Cyberattacks are becoming more common. What exactly is a cyberattack and how do you avoid being hacked? Find out here. -------------------------------------------------------------------------------- {{< intro >}} A **cyberattack is a digital assault on systems, data, or accounts**. These attacks are becoming increasingly common, for both small business owners and large organizations. That's why digital resilience is more important than ever. In this article, we'll explain what a cyberattack is and how you can protect your organization against one. {{< /intro >}} {{< toc >}} ## What is a cyberattack? A cyberattack occurs when cybercriminals, hostile regimes, or professional hacking groups **attempt to access sensitive information**. This could include stealing your passwords, financial records, business strategy, customer data, or even taking your entire website offline. ## The average cost of a cyberattack It's a nightmare scenario for any business or individual: a cyberattack can be incredibly costly. In the Netherlands, the average cost of an incident can reach up to €300,000. According to a report by KnowBe4 (a cybersecurity platform focused on human risk management), the global average cost of a data breach has now risen to [$4.88 million](https://www.knowbe4.com/hubfs/Insurance-Report-WhitePaper-2025-EN-US_F.pdf). The report states: > "In an ecosystem that is increasingly reliant on digital systems, a failure to recognize > the inherent risks of disruption or infiltration of the IT infrastructure puts any > enterprise, large or small, at risk of severe damage and in some cases even collapse." ## One in three small businesses underinvests in cybersecurity Despite the risks, many organizations, particularly small businesses, still underinvest in cybersecurity. They also tend to choose free SaaS tools, which aren't always the safest option. For instance, what happens to your data if you stop using a free app? Does the provider have the right to keep it? Can you still access or delete your information? These are questions you absolutely must consider. ## How to prevent a cyberattack when working in the cloud ### 1. Choose reliable SaaS vendors **Good SaaS providers** take cybersecurity seriously. They invest in strong digital protection like data encryption, regular backups, automatic updates, and robust firewalls. Since working in the cloud is now the norm, top SaaS vendors (like [**FlowQi**](/?modal=try)) focus heavily on keeping your data safe. ### 2. Choose a SaaS vendor in the EU (preferably the Netherlands) Thanks to the GDPR (known as AVG in Dutch), the EU has strict regulations around data privacy and security. European SaaS vendors are required to comply with these standards, which offers you more control and better protection. If you choose a provider outside the EU (like in the US), your data may be subject to different (less strict) laws, and the risks around access and privacy increase. ### 3. Ensure good security on your own side Even with the best software, you still need to take responsibility for your own digital safety, and that starts with strong passwords. Cybercriminals don't guess passwords manually. They use tools that automatically test millions of combinations. That's why weak or reused passwords are a huge risk. **Weak passwords:** * Anything shorter than 12 characters * Your own name, pet's name, or child's name with numbers * Birth years or info visible on your social media * Repetitive patterns like abc123abc123 **Strong passwords:** * Use a passphrase (a short sentence) instead of a single word * Aim for at least 12 characters * Combine uppercase, lowercase, numbers and symbols (e.g. EverySummerBikewe\\#23km\\!) * Turn on two-step verification (e.g. a login code via an app) And don't forget: use a different password for each account. That way, if one login gets compromised, the rest stay safe. ### 4. Keep your devices and local software up to date Hackers often exploit known vulnerabilities in outdated software or operating systems. That's why it's essential to: * Don't delay updates. Set your laptop, phone, and other software to update automatically. * Install only what you need. Regularly review the apps and programs you've installed. If you no longer use something, delete it. * Stay alert for phishing and scams. Always double-check the sender's email address and avoid clicking on links or downloading files you don't trust. ### 5. Train your team (and yourself) in cybersecurity Most **cyberattacks** don't start with a technical issue, **they start with human error**. Someone clicks the wrong link, shares a password, or downloads an unsafe file. That's why training is so important. With a bit of basic knowledge, you can prevent many common mistakes. Cybercriminals are getting smarter, and phishing emails are becoming harder to spot. Cybersecurity training helps you build a culture of awareness, and reduces the risk of financial or reputational damage if something does go wrong. Here's how you can train your team: * Watch short online training or videos on cybersecurity basics. * Hold short knowledge sessions regularly. Think 15 minutes during a team meeting or coffee break. * Use real-life examples or test emails to help your team recognize phishing attempts. * Make clear agreements about password management, installing updates, and using software. * Create a simple roadmap for data breaches or suspicious situations: who do you call, what steps do you take? ## Conclusion: invest in the right tools to prevent cyberattacks [**Secure software**](/) and a solid security strategy are no longer optional. They're essential. By investing in the right tools and training, you can prevent cyberattacks and keep your business running smoothly and safely. -------------------------------------------------------------------------------- title: "Conversion Rate Optimization: What It Is And 6 Ways To Improve" url: https://flowqi.com/glossary/conversion-rate-optimization/ date: "2025-07-17" description: What is conversion rate optimization? Use the 6 tips in this article to get more website visitors to take action. -------------------------------------------------------------------------------- {{< intro >}} **Optimizing your conversion rate (Conversion Rate Optimization)** means getting more results from your website visitors. You might be attracting visitors to your site, but are they converting? Do they subscribe to your newsletter, buy your products, or contact you? In this article, you'll learn **how to make that happen**. {{< /intro >}} {{< toc >}} ## What is conversion rate optimization? **Conversion happens when a visitor takes an action** that you consider important. This could be making a purchase, signing up for a newsletter, downloading an ebook, or filling out a contact form. The higher your conversion rate, the better your website performs. ## 6 tips to optimize your conversion rate Here are six ways to improve your conversion rate. ### 1. Optimize your product page If you sell products, your product page is the most important page for converting visitors into customers. Many websites fail to optimize this page, leading to abandoned visitors. Here are a few key elements to focus on: * Use clear and high-quality product images * Write a compelling product description that highlights the benefits * Display pricing and shipping information upfront * Add a strong call-to-action, such as "Order Now" or "Add to Cart" * Minimize distractions: less clutter increases the chance of conversion And most importantly, **make sure everything works smoothly**! Sometimes, the issue isn't the design of your product page but an inconvenient checkout process. Offer multiple payment options, such as iDEAL, credit card (Visa, Mastercard), PayPal, Apple Pay, and Klarna, to ensure a seamless purchasing experience. ### 2. Make your communication more targeted with a CRM system A CRM system, such as [**FlowQi CRM**](/solutions/crm-system/), helps you personalize and target your communication more effectively, and personalization matters. With a CRM, you can store valuable customer data, including contact details, purchase history, interactions, interests, preferences, and their stage in the customer journey (lead, prospect, or customer). By segmenting customers based on their interests or behavior, you can send them more relevant content and offers. Here's how you can use your CRM system to improve customer engagement: * Send personalized emails that include the recipient's first name * Share relevant content tailored to customer preferences * Set up automated follow-ups, such as a reminder after a download or an exclusive offer after a purchase * Provide case studies or testimonials that align with your customers' interests * Offer special discounts on important days, like birthdays * Automate reminders to reconnect with customers at the right time A CRM system is an invaluable tool for improving customer relationships, and ultimately boosting your conversion rate. > Want to try FlowQi CRM for free? > > [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ### 3. Use the psychology of loss aversion Loss aversion refers to **our tendency to avoid losses** rather than seek equivalent gains. In other words, people are more motivated to prevent loss than to achieve a win. This is because the fear of loss triggers a stronger emotional response than the joy of gain. You can use this psychological principle to optimize your conversion rate by: * Offering limited-time deals ("Only valid for 2 more days!") * Highlighting scarcity ("Only 3 left in stock") * Creating exclusivity ("Available to members only") By making your offer feel **scarce and urgent**, you encourage visitors to act quickly. ### 4. Use social proof People trust the experiences of others, which makes **social proof** a powerful tool for increasing conversions. The more evidence you provide that others are satisfied with your product or service, the easier it becomes for potential customers to take action. Effective forms of social proof include: * Customer reviews and ratings on product pages * Logos of well-known clients or partners to build credibility * Testimonials from satisfied customers sharing their experiences * Impressive numbers ("Join 10,000 happy customers who went before you") ### 5. Make sure you have a strong visual presentation Good content is important. But a strong visual presentation is just as important. We make decisions based on what we see. Good design and a clear layout make your website look trustworthy and professional. * Use an uncluttered layout with plenty of white space * Choose colors that match your brand and make the most important buttons stand out * Use clear and contrasting CTA buttons * Make sure your website is mobile responsive, as mobile traffic is often higher than desktop ### 6. Make your website as fast as possible The speed of your website is crucial for conversion rate optimization, perhaps even more important than its visual design. If your site takes more than a few seconds to load, visitors will leave quickly, reducing your chances of conversion. Tools like [**PageSpeed Insights**](https://pagespeed.web.dev/), **Pingdom**, or **WebPageTest** can help you analyze the speed of both the mobile and desktop versions of your site. However, these tools aren't always 100% accurate. The best way to test your website's performance is by checking it on different devices and gathering feedback from real users. * Compress your images and use WebP instead of JPEG/PNG * Enable browser caching so visitors can reload your site faster * Minimize your CSS code * Choose fast hosting, such as Siteground or Cloud86 ## Test FlowQi CRM + our other tools completely free of charge Ready to turn your visitors into action-takers? Discover the power of a CRM tool and how it can optimize your conversion rate. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Administrative Software For Smes: How To Choose The Best One?" url: https://flowqi.com/glossary/administrative-software/ date: "2025-07-17" description: How do you choose the best administrative software as a small or medium-sized business? We give you some points to consider. -------------------------------------------------------------------------------- {{< intro >}} **Administrative software keeps all your business documents, figures, and obligations organized**. While record-keeping may not be the most exciting part of your job as an entrepreneur (we agree!), it's essential. Fortunately, with the right software, you can make it a lot easier. We can't make it more fun, but we can make it simpler. In this article, you'll learn what administrative software can do for your business and **how to choose the best tool**. {{< /intro >}} {{< toc >}} ## What is administrative software? Administrative software, also known as "back-office software," **automates the administrative processes in your business**. With this software, you can automatically send invoices, track income and expenses, and generate reports. It helps you stay on top of your finances, reducing the risk of [falling into debt](https://www.oecd.org/en/publications/financing-smes-and-entrepreneurs-2024_fa521246-en.html). ## Who can use this software? Anyone can use administrative software for their accounts, **including medium-sized businesses and freelancers**. FlowQi's software offers benefits for all types of businesses: * **Large Companies**. Companies with multiple departments benefit from expanded features, such as integrations with other systems and advanced reporting. * **Medium-Sized Companies**. Medium-sized businesses enjoy scalable software for their administration needs. * **Small Businesses**. Smaller businesses benefit from user-friendly software that's easy to navigate. * **Freelancers**. Freelancers enjoy flexible administrative software at a competitive price. ## What can administrative software do for you? ### 1. Send invoices automatically Do you always find yourself preparing invoices on the last day of the month? With [**FlowQi's Invoicing Tool**](/solutions/invoicing-tool/), you'll never have to create invoices in Google Sheets, Excel, or Word again. Our software automates all important processes. As soon as a project or task is completed, **invoices are sent automatically, thanks to its integration with Project Management**. A reminder can even be automatically sent if a customer misses a payment deadline. Do you sell physical products through a webshop? With FlowQi, you can automatically send reminders to customers who haven't paid their invoices yet, helping you get paid faster. ### 2. Automatically capture customer data Let's say you're a freelance copywriter and have just completed an assignment for a client. Instead of manually entering client data into your invoicing system (such as Google Sheets or Excel), **the CRM integration ensures that all relevant details are already there**. The client's name, email address, and even job specifications, such as the article title or word count, are automatically added to your invoice. Additionally, you can link product or project information. For example, if you have multiple rates, such as €100 for a blog post or €250 for a comprehensive white paper, selecting the appropriate job in your CRM will automatically populate the invoice with the relevant rates and details. All that's left to do is a final check and click "send." ### 3. Track your income and hours You can also **link your accounting software or bank account to FlowQi's software**, making it easy to track payments and outstanding invoices. The CRM integration helps you quickly see which customers still owe you money, allowing you to follow up promptly and improve your cash flow. Additionally, it's a handy tool for [time tracking](/solutions/time-tracking/). Many entrepreneurs forget to log their hours. With FlowQi, you can avoid missing out on income. ### 4. Set up recurring invoices Let's say you're a freelance web developer offering monthly hosting services to your clients. For $50 per month, you maintain their website and provide regular updates. FlowQi allows you to **set up recurring invoices**. Once set, FlowQi automatically generates an invoice each month with the correct data and sends it directly to your customer. This eliminates the need to manually create an invoice every month. Are you working on long-term projects, such as building a webshop that takes several months to complete? You can also set up periodic invoices, such as billing a portion of the total project cost every month. This helps maintain a more stable cash flow. ### 5. Collaborate with your accountant Do you have an accountant? With FlowQi's software, you can **give your accountant access to your data**, so you don't have to email files back and forth. Your accountant will always have access to the most up-to-date figures. ## How to choose the best administrative software for SMEs | **Aspect** | **Details** | |--------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------| | **Functionalities** | Would you like to send invoices automatically or handle your VAT return as well? Pay attention to the features the software offers to ensure it meets your needs. | | **User-friendliness** | Choose software that is intuitive to use and doesn't include unnecessary functions you won't need. | | **Price and modules** | Consider what fits within your budget, but also keep in mind that good software often pays for itself in time and convenience. | | **Integrations** | Check whether the software can integrate with other tools, such as a CRM system, task management software, your bank, or other tools you use. | | **Customer service** | It's important to have access to support if you encounter issues. Choose a tool with excellent customer service. | | **Latest software** | Is the software built with the latest technologies? Good administration software should stay up to date with innovations, such as mobile compatibility and cloud-based functionality. | ## Conclusion With the right administrative software, you'll spend less time sending invoices and tracking income. [**Try FlowQi for free**](/?modal=try) and discover how simple (dare we say "fun"?) managing your administration can be. -------------------------------------------------------------------------------- title: "Digitalization: What Is It and How Do You Get Started?" url: https://flowqi.com/glossary/digitalization/ date: "2025-07-16" description: What is digitization, and how do you start it successfully? Get some practical tips to help your organization grow in the digital age. -------------------------------------------------------------------------------- {{< intro >}} About [94% of large organizations](https://www.valtech.com/whitepapers/leadership-priorities-in-tech/) in the United States and the United Kingdom have a strategy for digital transformation. In the Netherlands, 95% of SMEs have already implemented basic forms of digitization. But **what exactly is digitization**, and how do you get started as an organization or SME? Find out more below. {{< /intro >}} {{< toc >}} ## What is digitization? **Digitization** means moving from paper-based or manual processes to digital ones. In other words: less printing, more clicking. Think of scanning receipts instead of filing them in a shoebox, sending invoices automatically, or storing customer data in an online system rather than a notebook. You can do all of this using software—like [FlowQi](/). ## Practical examples of digitization Want to see what this looks like for different types of organizations? Here are some clear examples, categorized by type of organization: * **Government**: Applying for a DigiD, filing your taxes online, or registering a change of address via your municipality's website. * **NGOs**: Managing volunteers through an app, sending automated newsletters, or tracking donor details in a CRM system. * **Medium-sized businesses**: Creating quotes digitally, following up with automated emails, or tracking inventory with real-time data. * **Freelancers (solopreneurs)**: Letting clients book appointments online, sending invoices automatically, or signing documents digitally. ## How do you start digitization? If you want to **get started with digitization**—or deepen your digital transformation—begin with your biggest bottlenecks. What are your most frustrating tasks? There's a digital solution for all of them. To keep things manageable, focus first on the processes that cost your team the most time or lead to confusion. Ask yourself: * Why do we want to digitize? * Where are our biggest time-wasters or frustrations? * Which tasks are we still doing manually that could be automated? * Where are we losing oversight? * Where could we use more structure? * What possibilities will open up if we embrace digital transformation? ### 1. Start with a CRM system **A** [**CRM system**](/solutions/crm-system/) **is often the foundation of digitization for any organization**, large or small. CRM stands for Customer Relationship Management. It helps you manage relationships with customers and stakeholders, collaborate more effectively, and store important information in one central place. You can connect other tools to your CRM, allowing you to start automating processes from the start or later on. ### 2. Make sure everyone is on board Digitization only works if everyone is on board. It requires the active involvement of employees and stakeholders. Involve your team in both the planning and implementation of your digital transformation. That way, you're not only changing how people work—you're also supporting a shift in mindset. If you're running an organization with multiple team members, keep the following in mind: * **Clearly explain why you're digitizing**. What's in it for them? How will their work become easier, faster, or more enjoyable? * **Involve your team early on**. Let them contribute ideas or test new tools with you. * **Offer clear instructions and guidance**. Nobody likes using a system they don't understand. * **Make it manageable**. Take small steps and let people gradually get used to the new way of working. * **Prioritize accessibility**. Choose systems that are intuitive and user-friendly—especially for those who are less digitally skilled. Tools like FlowQi are designed with simplicity in mind, which makes onboarding much easier. ### 3. Avoid fragmentation Taking a phased approach to your digital transformation is smart, but watch out for fragmentation. If you start using too many disconnected tools (especially a mix of old and new systems), you'll create a **scattered digital environment**. This forces your team to constantly switch between platforms, which disrupts productivity and focus. To prevent this, choose tools that integrate easily with each other. FlowQi is designed to support seamless integration—both with its own modules and with external software. For example, if you start with [FlowQi CRM](/solutions/crm-system/), you can later add Time & Resources and Billing without losing consistency. FlowQi offers a complete suite of tools to digitize your business or organization. Great starting points include: * Centralize customer information with FlowQi CRM * Track tasks and projects using FlowQi Task Management and Project Management * Automate your [invoicing](/solutions/invoicing-tool/) with FlowQi Invoicing * Track hours and capacity with FlowQi Time & Resources ## Can you use free tools for digitalization? Yes, you can. There are several free tools that support digital transformation, such as Google Docs, Trello, or [Asana](/compare/flowqi-vs-asana/). But while they're helpful, free tools come with limitations. For example, you usually still need to switch between multiple platforms to manage different tasks. Free versions also tend to offer less storage space, limited security features, few or no automations, and watermarks or advertising in your documents. And with some free tools—especially social media platforms and email services—you pay not with money, but with your data. Your information might be used for advertising or analytics purposes. ## What are the benefits of digitalization? Digitizing your business brings many advantages: * You save time by reducing repetitive tasks * You can serve customers and stakeholders more effectively * Your work becomes clearer and more organized * You make fewer mistakes * Collaboration becomes easier, even remotely * Your business can scale more easily * You reduce waste and work more sustainably (less paper, less travel) ## Try FlowQi for free and accelerate your digital transformation Experience what FlowQi can do for your organization. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Product Management: What Is It + 3 Best Practices" url: https://flowqi.com/glossary/product-management/ date: "2025-07-15" description: What is product management and how do product managers make more impact with AI and digital tools? Find out here. -------------------------------------------------------------------------------- {{< intro >}} **What makes a product good**? It's not just the technology or the design. A good product solves a real problem and genuinely benefits people. That's the core of what product management is all about. As a product manager, you guide the creation, optimization, and eventual phasing out of a product. How do you do that in a smart, effective way? That's exactly what we'll explore in this article. {{< /intro >}} {{< toc >}} ## What is product management? Product management is the entire process from the first idea for a product to its launch, and beyond. It includes everything across the **product's life cycle**, including updates and, eventually, retirement. It generally consists of two key processes: * Creating the product * Optimizing and phasing out the product ## What does a product manager do? A product manager's role depends on the organization. In large commercial companies, product managers work closely with designers, developers, marketers, and customer support teams. They use customer feedback to fine-tune and improve the product. In government or non-governmental organizations, the role might have a different title or scope, such as: * Digital services policy advisor * Public service product owner * Digital innovation program lead * Digital transformation project manager These roles often involve similar responsibilities, but the focus is different. Instead of profit, it's about creating social value. Feedback comes from citizens and public servants rather than customers or business stakeholders. For example, a product manager at the tax authority might ensure that a mobile app is both user-friendly and legally compliant. At Doctors Without Borders, it could mean managing a logistics system that tracks medical supplies during emergencies. ## How is the work of product managers changing with AI? Product management is always subject to change, especially as AI and digital tools become more prevalent. Product managers are by [no means redundant](https://www.unite.ai/ai-in-product-management-leveraging-cutting-edge-tools-throughout-the-product-management-process/), but the type of work is changing from executive to **more strategic and creative**. Digital tools simply make some of it (the boring part) easier, allowing you as a product manager to focus on other things. ## 3 Best practices in product management ### 1. Collect ideas from customers using a public roadmap A **public roadmap** makes it easy to gather feedback from customers in an interactive and transparent way. A shared board or a public roadmap tool makes it easy for customers to share their ideas. Let them vote on ideas, too. This makes the process more engaging and shows that you're open to feedback and actively listening. It builds trust. When people see what you're working on, and why certain things are prioritized, they feel heard and taken seriously. This approach strengthens not just your product, but also your customer relationships. Plus, digital tools and AI can help you process large volumes of feedback, reviews, and behavioral data. Instead of reading through 1,000 user comments manually, let a tool summarize the top three user frustrations in under five minutes. ### 2. Don't create user stories in isolation A strong user story doesn't just describe what you're building. It highlights for whom and why. For example, let's say you're developing a [CRM system for modern managers](/solutions/crm-system/), including product managers (like we did). A user story could be: "As a product manager, I want to quickly find customer feedback in the CRM system so I can make more informed decisions for the product roadmap." In many teams, the product owner or product manager writes these stories alone. But involving your entire team can make a huge difference. Why? * Everyone understands the problem you're solving * You create shared responsibility * You gather valuable input from UI/UX, tech, and other specialists * You avoid miscommunication and siloed work ### 3. More is not always better It's tempting, especially when looking at your competitors, to load your product with features. The more features you release, the more productive your team appears. Stakeholders are pleased, and customers see constant updates.. But **is your product truly solving specific user problems**? Or are most features rarely used? Worse, do they make your product heavier, more expensive, harder to use, or confusing? Building features just because your competitors do, or because a few customers request them, often leads to mediocrity. You risk ending up with a product that's generic and fails to stand out. So **shift your focus from output to impact**. Instead of asking, what else can we build? Ask, what do our users really need? Sometimes the answer is a new feature, sometimes, it's less. ## What digital tools can you use for product management? FlowQi has no product management module. What it does cover is the work around the product: CRM for customer feedback, projects and tasks for the roadmap, Time & Resources for the capacity and hours of the people building it, and Billing where product work is invoiced. Here are some examples of digital tools that are especially useful for product management: * **Product management tool** (from a specialist vendor). Great for collecting ideas, prioritizing features, and creating roadmaps that align with your users' needs. * **CRM system**. Gives you insights into customer behavior and feedback, helping you make better-informed decisions. * **Task management tool**. Keeps your team aligned by showing who's doing what and when. Tasks are automatically assigned to the right people, reducing confusion and ensuring transparency. * **Project management tool.** Brings structure to larger projects by helping you track deadlines, manage dependencies, and monitor [team capacity](/solutions/capacity-planning/). It keeps you in control, even during complex product launches. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Email Marketing: How To Get Started As An SME Or Freelancer" url: https://flowqi.com/glossary/email-marketing/ date: "2025-07-15" description: How do you get started with email marketing as an SME or freelancer in a simple, effective way? Find out here. -------------------------------------------------------------------------------- {{< intro >}} **Email marketing is fun**! It's one of the most effective ways to maintain personal contact with your customers and leads while building strong relationships. Don't let technical challenges or unsubscribes discourage you. There's a solution for everything. But where do you start? What tools do you need? And what should you send to your subscribers? Find out in this article. {{< /intro >}} {{< toc >}} ## What is email marketing? Email marketing is the process of sharing valuable information with your audience via email. This can include updates, event announcements, new blog posts, personal stories, exclusive discounts, and more. People subscribe to your list, and you collect their email addresses with the goal of increasing engagement and driving sales. ## Why use email for your marketing? [Email remains one of the most powerful marketing tools](https://www.forbes.com/councils/forbesagencycouncil/2024/06/21/email-marketing-still-works-and-its-more-effective-than-ever/). Why? Because you have full control over your audience and platform. Unlike social media, you're not at the mercy of algorithms, paid ads, or declining organic reach. With email marketing, you have more autonomy and freedom, something we highly value! ## Getting started with automated email marketing in 6 steps ### 1. Choose an email marketing tool that suits you Before you can send emails, you need software to collect addresses and manage your list. The right tool makes it easy to create a signup form for your website. No website? No problem. Many email marketing tools offer standalone landing pages where you can collect email addresses. FlowQi focuses on the operational chain from CRM and projects to capacity, hours and [invoicing](/solutions/invoicing-tool/). For email campaigns it sits alongside a dedicated email marketing tool: pick one that is intuitive, affordable and allows for automation, and keep your customer data in [FlowQi CRM](/solutions/crm-system/) so every campaign starts from one client record. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ### 2. Build an email list with lead magnets No list, no email marketing. But people won't sign up without a reason. Here are a few ways to attract subscribers: * **Offer a free giveaway (lead magnet)** Think of an e-book, white paper, checklist, mini-course, or discount code * **Use a pop-up or signup form on your website** Pop-ups can be annoying, but when used strategically (e.g., appearing after 30 seconds or when someone is about to leave), they're highly effective * **Promote your lead magnet in your email signature and on social media** A small effort with a big impact ### 3. Send your first email (and avoid writer's block) Your first email doesn't need to be a literary masterpiece, keep it simple and authentic. Here are a few examples of emails you can send as soon as someone signs up: * Introduce yourself (who you are and why they're receiving this email) * Send your giveaway (if you've offered one) * Ask for a response (for example, "What challenges are you facing in this area?") Tip: Write as if you're emailing a friend. Speak in your own voice. It might take some practice, but remember: practice makes progress! ### 4. Create a content plan (to stay consistent with your emails) Consistency is key to success. Unfortunately, many entrepreneurs start strong but lose momentum. Why? Is it because they run out of time? We believe it's more about not having a strategy. Without a strategy, you're forced to come up with something to write each time, which can feel stressful, leading you to procrastinate or stop altogether. Make it easy on yourself by starting with a simple strategy: * **Determine your frequency** Will you email once a week, every two weeks, or once a month? There's no perfect frequency, choose what's sustainable for you * **Set recurring headings** For example, share an inspiring story, a helpful tip, a customer case study, or a behind-the-scenes look. Make a list of topics so you always have something to write about * **Work ahead** Schedule your emails in advance! Set aside an afternoon (or an entire day) to write four emails and schedule them ### 5. Automate your emails Automation allows you to send emails without constantly thinking about them. Here are a few ways to automate: * **Introduce yourself** Send a series of automated emails introducing you and your business to new subscribers * **Remind customers of abandoned carts** If you run an online shop, let your email marketing tool automatically send a reminder email to customers who've added items to their cart but haven't completed their purchase * **Send birthday discounts** Delight your customers with a special birthday offer sent automatically. (You'll need their date of birth, which you can easily track in our CRM system) ### 6. Check your statistics, but don't stress about it In the beginning, you may not have many subscribers. Then, after sending your first email, what happens? People unsubscribe! While this can feel discouraging, it's completely normal. A good unsubscribe rate is around 0.5%. So, don't worry too much about it, just keep an eye on your statistics. Which emails are getting opened? What's being clicked on? These numbers can help you learn and improve, making your future newsletters more successful. Additionally, it's important to avoid clickbait and minimize the use of AI-generated texts (like from ChatGPT), especially if you're aiming to build genuine relationships with your readers. Instead, focus on: * Building customer and brand loyalty by providing consistent, valuable information * Creating authentic two-way communication * Improving the quality of your content * Sharing stories that resonate with your target audience * Encouraging your readers to think and take action ## Starting with small steps Email marketing can start simple and small. It doesn't have to be complicated. The most important thing is to begin. Create a compelling lead magnet, pick an email marketing tool, keep your contacts in FlowQi CRM, collect email addresses, and turn your readers into loyal customers! -------------------------------------------------------------------------------- title: "Customer Journey Map: What Is It And How To Create One" url: https://flowqi.com/glossary/customer-journey-map/ date: "2025-07-14" description: A customer journey map helps you identify where potential customers drop off and how you can address those issues. Learn how to do that here. -------------------------------------------------------------------------------- {{< intro >}} A **customer journey map** is a visual representation of the customer journey. It helps you identify where potential customers drop off and how you can address those issues. With a tool like [**FlowQi CRM**](/solutions/crm-system/), you can clearly map out your customer journey. In this article, we'll explain how. {{< /intro >}} {{< toc >}} ## What is a customer journey map? A **customer journey map** outlines the steps a customer takes from their first interaction with your brand to the moment of purchase, and beyond. The goal is to **understand and enhance** the customer experience at every stage of the journey. ## What are the stages of a customer journey? * **Awareness**: The customer discovers your brand through content marketing, advertising, or recommendations * **Consideration**: The customer compares options and gathers information * **Decision**: The customer selects the product that best fits their needs * **Purchase**: The customer completes the transaction * **Aftercare**: The customer receives valuable follow-up information to maintain engagement * **Advocacy**: The customer becomes loyal and recommends your brand to others ## What information should you include in a customer journey map? A **customer journey map** typically includes the following elements: * **Stages of the customer journey** – The different phases a customer goes through * **Customer needs and emotions** – What does the customer want at each stage? How do they feel? * **Channels and touchpoints** – Where does the customer interact with your brand? Website, social media, email, customer service? * **Pain points and opportunities** – Where do customers face obstacles, and where can you improve their experience? ## The key question: how do customers navigate your content? A **customer journey map** helps you see where customers get stuck and where you might lose them. In other words: **how do they navigate through your content?** This applies to both your website and social media. Important touchpoints on your website include: * **Your blog** * **Your contact form** * **Your lead magnet** Interestingly, your **homepage is often not a primary touchpoint**: most visitors arrive via your blog or paid ads leading to a landing page. That said, your homepage still plays a crucial role. It should clearly communicate who you are and guide visitors toward their next step. Do you want them to contact you, sign up for your newsletter, or book an appointment? **Make it clear and actionable**. ## Keep it simple and engage your (potential) customers Creating a **customer journey map** doesn't require complicated jargon. Start simple and gradually expand with more details as you go. ## Want to know where customers get stuck? Ask them! Say you run a yoga studio but aren't sure why people aren't booking classes. You might assume it's due to pricing or your sales page, but is that really the issue? Maybe potential customers find the sign-up process confusing. Maybe it's the **visual layout** rather than the pricing or offerings that's holding them back. ## Validate your assumptions with real customer feedback Don't guess, **ask**. Reach out to: * Leads who showed interest but didn't convert * Visitors who added something to their cart but didn't complete the purchase * Email subscribers who haven't yet booked a class or service Ask simple questions: * **"What stopped you?"** * **"How can we improve your experience?"** The insights you gain will help you make **targeted improvements** that radically enhance your customer journey. ## Customer journey map: 3 examples There are several types of **customer journey maps** you can create. Below, we discuss three key examples. ### 1. The First Encounter The **first encounter** refers to a visitor's first interaction with your website. To optimize this stage, analyze your most important pages and identify areas for improvement. * Check [**Google Analytics**](https://analytics.google.com/) for the top 3 most-visited pages * Identify where visitors drop off * Ensure each page has a **clear call to action** and a logical next step * Verify that everything works: **contact forms, buttons, and links** ### 2. Buyer's Journey Map When does a visitor become a customer? What obstacles might prevent them from making a purchase? * Is your information **clear and accessible** for your target audience? * Are you providing **too little** or **too much** information? * Could your sales page be **overwhelming**? Review your content from the perspective of your audience. If the buying process feels complicated, they may leave before converting. ### 3. The Loyal Fan What happens after someone becomes a customer? How do you keep them engaged and encourage them to promote your brand? Consider actions like: * Sending follow-up emails * Sharing valuable content * Offering exclusive discounts * Personalizing your communication * Creating a loyalty program These steps help turn customers into **brand ambassadors** who return and recommend you to others. ## Test FlowQi CRM + our other tools completely free of charge **FlowQi CRM** helps you create an effective customer journey map by storing customer data, tracking key touchpoints, and ensuring communication is tailored to each stage of the journey. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "SAAS (Software as a Service): What Is It + Benefits" url: https://flowqi.com/glossary/saas/ date: "2025-07-12" description: SaaS stands for Software as a Service. What is SaaS and how does it benefit you and your organization? Find out here. -------------------------------------------------------------------------------- {{< intro >}} **SaaS stands for Software as a Service**, and it has fundamentally changed how we use software, and how we work. Thanks to the SaaS model, [software](/) has become far more accessible to people and organizations alike. In this article, we'll explain exactly what SaaS is and how it can help your organization move forward. {{< /intro >}} {{< toc >}} ## What is SaaS or Software as a Service? SaaS stands for Software as a Service. '**As a service**' means you don't need to buy or install software or storage yourself. Instead, you **access it via the internet**. A third party hosts and manages everything for you in the cloud. In the past, software had to be purchased outright or as a pricey license, and installed manually on each computer or server. Today, all you need is an internet connection. You log in and start working. More and more companies are switching to SaaS, but not all of them just yet. With SaaS, you always have access to the latest and most secure version of the software. And because it runs on a subscription or pay-as-you-go model, you only pay for what you actually use, making it a cost-effective choice for many. ## What software can you use as SaaS? There's a huge range of programs available as SaaS, whatever your task or type of organization, there's likely a tool for it. Some examples: * CRM and customer management: FlowQi CRM * Text, notes, and collaboration: Google Workspace, Notion * Project and task management: FlowQi Project Management, Trello * [Invoicing](/solutions/invoicing-tool/): FlowQi Invoicing * Accounting: Moneybird * Marketing and communication: HubSpot, Mailchimp, Gmail * Design and content creation: Canva, Adobe Creative Cloud * E-commerce: WooCommerce, Shopify * Video conferencing: Zoom, Google Meet ## What is the difference between IaaS, PaaS, and SaaS? In addition to the SaaS model, there are two other ways to work in the cloud: **IaaS and PaaS**. Below, we explain the key differences between these three cloud models: ### 1. IaaS – Infrastructure as a Service With IaaS, you rent IT infrastructure such as servers, storage, networks, and virtual machines. You manage the operating system, applications, and data yourself. This means you don't have to invest in physical hardware, but you're still responsible for software and system management. * **IaaS is great for**: developers, IT teams, or organizations that want full control over their systems. * **Examples**: Amazon Web Services (AWS EC2), Microsoft Azure, Google Compute Engine. ### 2. PaaS – Platform as a Service **PaaS** goes a step further: in addition to infrastructure, you get a ready-to-use platform to develop, test, and deploy applications. You don't have to worry about managing servers, storage, or network infrastructure. * **PaaS is great for**: developers who want to build and launch apps quickly without managing backend systems. * **Examples**: Heroku, Google App Engine, Microsoft Azure App Services. ### 3. SaaS – Software as a Service With SaaS, you use complete software applications via the internet. Everything, hosting, maintenance, updates, is handled by the provider, so you can simply log in and start working. * **SaaS is great for**: freelancers, teams, and organizations (from SMEs to governments and NGOs) that want easy access to tools like email, accounting, and CRM. * **Examples**: FlowQi, Google Workspace, Dropbox, Salesforce, Canva. ## Pros and cons of SaaS ### Cons of SaaS tools SaaS isn't always the perfect fit. If you need something highly customized, a PaaS (Platform as a Service) model might offer more flexibility. Another limitation is that most SaaS tools require an internet connection, although some offer limited offline functionality. So if your internet is unreliable, SaaS might be less suitable. ### Pros of SaaS tools One of the biggest advantages of SaaS is **convenience**. You don't need to install anything, worry about updates, or manage servers. As long as you have an internet connection, you can work from anywhere. This makes SaaS perfect for remote teams, freelancers, and digital nomads. You also benefit from built-in support, security, and maintenance, all taken care of by the provider. SaaS tools are easy to scale, whether you need to add users or downgrade your plan. That flexibility makes them a great fit for solo entrepreneurs, growing businesses, non-profits, and large organizations alike. ## Public, private and hybrid cloud There are three main types of cloud computing: * **Public cloud**: You share infrastructure with other users via the internet (like Google Drive or Microsoft 365). It's affordable and easy to use, but offers less control. * **Private cloud**: Dedicated to a single organization, offering more control, better security, and customization. Often used by governments or large enterprises. * **Hybrid cloud:** A mix of both. You decide what runs in the public cloud and what stays private, combining flexibility with control. ## What do SaaS tools like a CRM system cost? One of the biggest advantages of SaaS is its pricing. A traditional CRM system can cost anywhere from $8,000 to $50,000. In contrast, many cloud-based CRM tools start at just $17 per user per month. Prices can increase depending on the number of users, features, and any extra modules (like marketing automation or customer support). But there's a suitable cloud-based CRM system for every business size and budget. Our own [**SaaS CRM solution**](/solutions/crm-system/), for example, is designed for small to large businesses, self-employed professionals, NGOs, and even government organizations. ## Start free with Basic [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Cloud Computing: What Is It in Simple Terms?" url: https://flowqi.com/glossary/cloud-computing/ date: "2025-07-10" description: What is cloud computing in simple terms – and how does it benefit you and your company? Find out here. -------------------------------------------------------------------------------- {{< intro >}} **What is cloud computing in simple terms?** It might sound like a mysterious, unreachable place, perhaps even ruled by the late Steve Jobs watching over our digital lives, but in reality, cloud computing is much more down-to-earth. In this article, we'll explain what cloud computing is in simple terms, how it works, and why it's become essential for modern work and collaboration. {{< /intro >}} {{< toc >}} ## What is cloud computing in simple terms? **Cloud computing** refers to the use of **remote servers accessed via the internet** to store, manage, and process data, instead of using a local computer or physical server. In even simpler terms, the cloud is an online environment where you can store your files and access software from anywhere. This data can include everything from documents and presentations to music files, photos, videos, and contacts. All of it is securely stored on remote servers, ready for access whenever and wherever you need it. *Who manages those remote servers?* Great question. Major tech companies like **Google, Microsoft, Amazon, and Apple** operate massive data centers, huge buildings filled with servers that run 24/7. These data centers are located all over the world, including in the United States, Sweden, the Netherlands, Germany, and Ireland. ## Examples of cloud software Rather than installing software or saving files on your own computer, cloud computing allows you to use online apps and services through a web browser or mobile device. * **Popular examples include**: Google Drive, Amazon Web Services (AWS), Dropbox, Microsoft 365, Slack, and [our own FlowQi business software](/). With cloud computing, there's no need for local installations or bulky servers. You simply log in and start working, from anywhere with an internet connection. ## Why are organizations embracing the cloud? The shift to remote work during the COVID-19 pandemic significantly accelerated the use of cloud computing in the Netherlands, and around the world. As companies were forced to support remote teams, the cloud became not just useful but essential. That trend has only continued to grow. For small businesses and scaling teams, cloud computing also offers a flexible and cost-effective solution. It removes the need for large upfront investments in hardware or ongoing IT maintenance, making it easier to collaborate and grow. ## What business processes can you run in the cloud? Actually, almost all business processes can now be run in the cloud. Some common examples include: * customer relationship management (CRM) * project planning and task management * email marketing campaigns * accounting and invoicing * customer support and ticketing * document management * collaboration and internal chat * inventory management and sales tracking In other words, you can fully digitize your back office and run it in the cloud. On top of that, you can **automate many workflows**: like sending recurring invoices and reminders, launching email campaigns, assigning tasks, sending follow-ups, or rolling out automatic software updates. ## Pros and cons of working in the cloud Naturally, working in the cloud comes with both benefits and drawbacks. Whether the pros outweigh the cons depends on your needs, but in our experience, they do. ### Pros of working in the cloud * The obvious one: you can **work from anywhere** with an internet connection. You're no longer tied to a single location. * **Real-time collaboration becomes easy**: multiple team members can work on the same file or project simultaneously. * Cloud-based **software is always up to date**, with the latest features and security patches automatically installed. * You can **scale your subscriptions** or licenses based on your actual usage. No need to purchase expensive software suites that you barely use. * It's often **more cost-effective**. You usually pay per user and avoid major hardware or IT maintenance costs. ### Cons of working in the cloud * If you don't have internet access, you may not be able to work. That said, outages are rare, and there are plenty of backup options, like mobile data, a portable router, or offline access to certain cloud tools. * Free cloud services may come with limited security. To ensure your data is safe, opt for professional tools, like FlowQi, that prioritize secure infrastructure. * You have limited control over software updates. Most updates happen automatically to improve performance and security. For some, that's a downside; for others, it's one less thing to worry about. ## How to know if working in the cloud is right for you and your business? Working in the cloud isn't the perfect fit for every business just yet, but for most, it's a game changer. Answer the questions below to see if cloud-based tools are a good match for your way of working. Have you answered "yes" and want to give it a try? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. * **Do you work (partially) remotely or with a team spread across locations?** If you or your team members don't always work in the same place, cloud computing is essential. It lets you access your data anytime, anywhere, as long as you have an internet connection. * **Do you want to automate processes and save time?** Modern cloud software, like FlowQi, allows you to automate repetitive tasks: from sending invoices and follow-up emails to managing tasks and scheduling updates. * **Do you rely on collaboration with others?** Then yes, working in the cloud is a huge plus. [Tools like our Project Management module](/solutions/project-management/) support real-time collaboration, allowing teams to work efficiently together, even from different locations. * **Do you want to simplify your software and reduce maintenance?** If you're tired of manual backups and constant updates, the cloud offers a seamless alternative. Cloud-based tools update automatically and store your data securely, so you can focus on your work, not the tech behind it. -------------------------------------------------------------------------------- title: "Personalization: What Is It and How Can You Do It Automatically?" url: https://flowqi.com/glossary/personalization/ date: "2025-07-08" description: What is personalization? And how can you automatically apply personalization in your communications and marketing? Find out here. -------------------------------------------------------------------------------- {{< intro >}} With **personalization**, you make your content, products, or services more relevant to your customer or visitor. This leads to stronger relationships with your target audience and greater success. For example, a **personalized email is viewed almost twice as long** as a generic one. You can even automate this with a [CRM system](/solutions/crm-system/). We'll tell you how below. {{< /intro >}} {{< toc >}} ## What is personalization? Have you ever noticed ads on websites, Instagram, or Facebook that seem to know exactly what you're interested in? Maybe you Googled boots this morning, and now you're seeing boot ads everywhere. That's a form of personalization. Some people find that annoying, others less so. But what many people do appreciate are personalized emails and follow-ups. In fact, **people are six times more likely to click on a personalized email campaign**, which greatly increases your chances of conversion. **Other examples of personalization include:** * Dynamic content on your website (e.g., a shop recommending products based on browsing history). * Using first names in your communication. * Segmenting your audience based on behavior, interests, location, etc. * Email campaigns with tailored content. * Personalized follow-ups after a purchase, subscription, or question. * Personalized timing (e.g., sending a message on someone's birthday or a month after a purchase). ## Why is personalization important for organizations? According to a report by [McKinsey & Company](https://www.mckinsey.com/capabilities/growth-marketing-and-sales/our-insights/the-value-of-getting-personalization-right-or-wrong-is-multiplying), companies that excel at personalization generate **40% more revenue than their competitors**. Moreover, 71% of consumers expect personalized products and communication, and 76% get frustrated when they don't receive it. If that's not reason enough to invest in personalization, here are a few more advantages: * Higher customer satisfaction. Customers feel seen and understood. * More conversions. Personalized communication leads to more clicks, purchases, and sign-ups. * Stronger customer loyalty. When you show you care, people stick around. * More efficient marketing. You send only what's relevant, saving time and money. * A competitive edge. Today's consumers expect a personal touch. If you don't offer it, your competitors will. ## What software do you need for personalization? To keep your data organized, **you'll need at least a CRM system**. But depending on what you want to personalize, you may also need additional tools. Let's start with the most important one: ### 1. CRM (Customer Relationship Management) system This is your foundation. A CRM system collects and stores customer data, such as behavior, preferences, purchase history, location, and interests, and allows you to segment your audience and communicate in a targeted way. A good CRM also automates actions based on customer behavior. For example: * When someone downloads a lead magnet (like an e-book), the system can automatically send them a series of follow-up emails. * When a lead opens a quote, the system can notify you or your sales team to follow up. Around 71% of small businesses in the U.S. use a CRM system, and for good reason: **businesses** **using CRM software experience up to 300% more conversions**. Try our CRM system for free At FlowQi, you can try our [CRM system](/solutions/crm-system/) completely free. The best part? It comes bundled with two powerful extras: Project Management and Task Management tools, giving your business even more structure. Want to see it in practice? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ### 2. Email marketing software Email marketing software lets you **set up personalized campaigns** based on the data stored in your CRM system, such as first name, date of birth, or purchase history. It also allows you to **segment your email list**. You can group contacts based on behavior (e.g., who clicked on the previous email), interests (topics they care about), location, age, customer status, and more. For example, new leads might receive a welcome series introducing your offer, while existing customers get tips on how to make the most of your product. This way, you send relevant, targeted content instead of generic bulk emails. It may sound like extra work, but **with a CRM and integrated email marketing software, it's easy, and often fully automated**. ### 3. Chatbots with AI and personalization A chatbot can recognize returning visitors via email or cookies and deliver personalized responses or suggestions. It can also ask questions and adjust its answers based on the visitor's input. Thanks to artificial intelligence (AI), chatbots can automatically escalate complex queries to a human team member. Advanced chatbots can even connect with your CRM, webshop, or email marketing software. This allows them to "know" who the user is and what they've previously purchased, viewed, or downloaded. Even though a chatbot may seem impersonal, it actually **boosts customer satisfaction**. Your business becomes available 24/7, and most customer questions are answered immediately. If not, the chatbot informs the user that a team member will follow up shortly. Chatbots also reduce the workload for your team, as they resolve many queries independently, and they help you collect better data for your marketing and follow-ups. ## Conclusion: personalization is a wise investment Personalizing your communication, products, or services pays off. It strengthens customer loyalty and drives more sales. To collect and use data for automated personalization, a CRM system is essential. Want a free personalized demo? [Contact us to learn more](/contact/). -------------------------------------------------------------------------------- title: "Business Management Software: What It Is And What You Actually Need" url: https://flowqi.com/glossary/business-management-software/ date: "2025-07-03" updated: "2026-09-18" description: What business management software is, which tools match which process, the order to buy them in, and what it realistically costs per month. -------------------------------------------------------------------------------- {{< intro >}} **Business management software** is the umbrella term for the programs that keep your company running: your clients, your work, your hours, your invoices and your administration. It is not one product you buy. It is a series of choices you make over a few years. On this page: * Which software belongs to which business process * The order to buy them in, and what you can safely skip for now * When separate tools beat one platform, and when they do not * What it realistically costs per month {{< /intro >}} {{< toc >}} ## What is business management software? Business management software is any program that supports a business process rather than the craft itself. A design program is professional equipment. The system that records which client you designed for, how many hours it took and whether the invoice was paid is business management software. The term covers three layers, and it helps to keep them apart: * **Point tools** do one thing: a task list, a timesheet, an invoicing program. * **Platforms** bring a few related processes into one database, for example clients, projects and hours. * **ERP systems** try to capture the entire company, including purchasing, inventory and production. That is built for businesses that move goods. Most small and mid-sized companies, and almost all service businesses, sit in the middle layer or are growing towards it from the first. ## Which software belongs to which process? Start with your processes, not with the tools. This table walks through the processes almost every company has, from first contact to payment. | Business process | What the software does | When you need it | | --- | --- | --- | | Clients and contacts | Every detail, conversation and appointment per client in one place | As soon as you have more clients than you can remember | | Sales | Tracking which enquiries are open and what the next step is | As soon as you have several quotes out at once | | Work and projects | Breaking work into phases and tasks, each with an owner and a date | As soon as a job takes more than a few steps | | Tasks | The daily list of who does what, and when | From day one, even working alone | | Hours and capacity | Recording where time goes and seeing who has room | As soon as you bill by the hour or want to know what work costs | | Invoicing | Building invoices from the work delivered and following payments | From your first invoice | | Accounting | Ledger, VAT returns and annual accounts | From the start, this is a legal requirement | | HR | Contracts, leave, absence and payroll | From your first employee | | Email and marketing | Staying in structured contact with clients and prospects | Once you stop emailing everyone personally | Two of these you will almost always buy separately. **Accounting** belongs in an accounting package, because your tax authority and your accountant set requirements for it. **Payroll** belongs in a payroll package or with your bookkeeper, for the same reason. The rest can live in one system, and that is where most of the gain is. ## What order should you buy them in? The order below is not a rule. It follows the problems in the sequence they actually show up. ### You work alone or with one other person You need an accounting package and one place where your work and your clients live. Nothing more. The real risk at this stage is buying too much: every tool you add is another tool you have to maintain. A [CRM system](/solutions/crm-system/) with a task list in it is enough, and several vendors offer that for free. ### You have a team of three to ten This is where the first real pain appears: nobody is quite sure where the work stands. Time for [project management](/solutions/project-management/) alongside your client data, and for proper [task management](/solutions/task-management/). If you bill by the hour or work to a fixed price, add [time tracking](/solutions/time-tracking/) here too, because otherwise you finish a project without knowing whether you made anything on it. ### You have a team of ten to fifty At this size it stops being about visibility and starts being about steering. You want to look ahead with [capacity planning](/solutions/capacity-planning/), you want [billable hours](/glossary/billable-hours/) and costs sitting together per project, and you want to compare the estimate with the outcome once the work is done. This is where separate tools really start to hurt, because every question from a client or an accountant turns into a puzzle. ## Separate tools or one platform? This is the choice that absorbs the most time and money, and there is no universally right answer. There is a good rule of thumb. **Look at where the same data gets entered twice.** If information stays inside one process, a specialised tool is usually the better buy, because focused tools simply do more. If the same client or project travels through several processes, things break at the handovers. A typical example at a service business: the client sits in the CRM, the project in a project tool, the hours in a time tracker and the invoice in the accounting package. Four copies of the same client name, four copies of the same project, four places where they can drift apart. At month end somebody reconciles it by hand. | | Separate tools | One platform | | --- | --- | --- | | Depth per function | Usually deeper | Usually simpler | | Retyping between systems | A lot, or integrations to maintain | Not needed inside the platform | | Reporting across the whole | Manual work or separate exports | From one database | | Cost | Three to six subscriptions side by side | One subscription, sometimes with modules | | Switching | Tool by tool, small steps | A bigger project, all at once | Separate tools win when your processes have little to do with each other. One platform wins as soon as a chain forms: from enquiry to project to hours to invoice. ## What does business management software cost? Pricing is nearly always per user per month. For a service business the total usually lands between 40 and 100 euro per user per month, spread across a platform, an accounting package and possibly payroll. Three things decide the real price when you compare: * **Do you pay for everyone, or only for the people who use it?** A module you have to buy for the whole team when three people use it is expensive regardless of the per-user price. * **Is everything included, or are there tiers?** With vendors running lite, pro and enterprise editions, the feature you came for is often one step up. * **What does year two cost?** First-year discounts are common. Compare using the standard rate. At FlowQi, Basic is free for unlimited users, with CRM, projects and tasks. The Time & Resources and Billing modules cost €25 per user per month each, and you pay only for the people who use them, on Basic too. A team of ten where three people log hours and one person invoices pays €100 per month; the rest of the team stays free. Core (€25 per user per month, for the whole team) is for when you need roles and permissions or private projects. The full breakdown is on the [pricing page](/pricing/). ## Four mistakes that cost money 1. **Buying software for a problem you do not have yet.** Capacity planning for three people is a solution without a problem. Buy when you can name what you are missing. 2. **Choosing from the feature list.** Every vendor ticks the same boxes. Judge instead whether your own working week fits inside it, using a trial and real data. 3. **Stacking tools without thinking about the handovers.** Every tool you add is another place where the same data has to be entered again. 4. **Not assigning an owner.** Software nobody maintains drifts away from reality within six months, and then the team works around it in spreadsheets. ## Business management in FlowQi FlowQi sits in that middle layer: one workspace for your clients, your work and your hours, instead of four tools tied together. * Your clients and every contact moment in the [CRM system](/solutions/crm-system/). * Your work in [project management](/solutions/project-management/), split into phases and tasks, with [task management](/solutions/task-management/) for the daily list. * Your [time tracking](/solutions/time-tracking/) on that same project, so you can see where you stand while the work is running. * Your [invoices](/solutions/invoicing-tool/) built from the hours written, without retyping amounts. Your bookkeeping stays in your own accounting package, where it belongs. [**Try FlowQi for free**](/?modal=try) and see whether your working week fits. -------------------------------------------------------------------------------- title: "How Does The Automation Of Business Processes Work?" url: https://flowqi.com/glossary/automation-of-business-processes/ date: "2025-07-02" description: The automation of business processes saves you a great deal of time, energy, and frustration. This article explains how it works. -------------------------------------------------------------------------------- {{< intro >}} How much time do you or your team spend correcting errors, sending invoices, or chasing leads? Probably more than you'd like. It's a real time drain, isn't it? Luckily, there's a way to **reclaim those precious hours: by automating your business processes**. {{< /intro >}} {{< toc >}} ## What is the automation of business processes? **Business process automation (BPA)** is all about letting software handle routine tasks that you'd otherwise do manually. These could be time-consuming, repetitive activities like automatically sending invoices after an order is placed or triggering a confirmation email immediately after a registration or download. Automation is a [must for entrepreneurs](https://www.linkedin.com/pulse/why-automation-must-entrepreneurs-john-okeno-by9vf/). ## Which business processes can be automated? **Any repetitive and predictable task** is a great candidate for automation. This includes: * Invoicing and accounting * Customer service * Email marketing * Data entry * Sales and lead management * Project management * Document preparation For example, instead of manually sending invoices to customers every month, automation software can handle it seamlessly. No manual input, no oversight needed. It's done for you, like clockwork. Sounds good, doesn't it? And the best part? All the time you save can go toward more important (or simply more enjoyable) things. ## Other business processes you can automate * **Customer Service**. Automate responses to common questions with chatbots or pre-programmed answers. You can also collect customer feedback and follow up automatically. * **Email Marketing**. Send newsletters, follow-ups, promotional emails, and entire campaigns without lifting a finger. * **Sales and Lead Management**. CRM systems can handle lead follow-ups, assign tasks to sales reps, and send personalized messages, all on autopilot. * **Invoicing and Accounting**. Automatically send invoices and payment reminders, and record payments without manual effort. * **Data Entry and Processing**. Retrieve data from forms, surveys, or systems and seamlessly transfer it to the correct database. * **Project Management and Task Assignment**. Assign tasks, set deadlines, and notify team members of updates automatically. * **Document Creation**. Generate signed contracts and store them securely, all automated for efficiency. ## How does automation work? How can software handle tasks that seem complex? The answer lies in **digital workflows** or scripts. These workflows act as a set of instructions, telling the software what to do and when to do it. For example, you can set a "trigger", like a new customer signing up. Once triggered, the software automatically sends a welcome email. By programming each step in a process, the software can independently execute tasks without the need for manual intervention. It's like having an extra pair of hands that works tirelessly and flawlessly. ## Steps to automate your business processes ### 1. Identify your business processes to automate Start by determining which tasks and steps you want to automate. Break down each process into specific actions and define the order in which they should be performed. ### 2. Choose the right software for each process Select software that fits your needs. With **FlowQi**, you have all the tools you need under one roof to automate key business processes effortlessly. Whether it's email marketing, customer service, or managing customer data, FlowQi offers intuitive and user-friendly solutions, **even for non-technical users**. [Check out an overview of our software tools](/) to see how we can streamline your workflows. ### 3. Configure triggers and workflows Once you've chosen a tool, it's time to set up triggers and workflows. This involves defining rules and conditions within the software. For example, when a customer fills out a form, it can automatically: * Be forwarded to the sales or marketing team as a lead * Create a support ticket * Assign a task to the project management team ### 4. Test and optimize your workflows Before fully deploying your automation, thoroughly test the workflows to ensure they function as intended. Adjust steps or triggers as needed. It's also a good idea to regularly monitor your automation using analytics and reports to confirm everything is running efficiently and make improvements where necessary. ## 6 Powerful benefits of automating business processes ### 1. Save significant time No more manually sending reminders for abandoned shopping carts or wasting hours untangling communication issues. Automation handles these tasks for you, freeing up time for more valuable work. ### 2. Minimize errors Automation drastically reduces the risk of human error, especially in tasks like data entry. For instance, a CRM system can automatically update customer information, ensuring data is always accurate and up-to-date. ### 3. Improve team collaboration With automation, everyone on your team has access to the same real-time information. This eliminates miscommunication and ensures everyone stays aligned and informed. ### 4. Enhance task delegation and ownership Automation clarifies task assignments, so team members know exactly what's expected of them. This clarity fosters a sense of ownership, boosting both engagement and productivity. ### 5. Respond to customers faster Chatbots can answer frequently asked questions 24/7, providing customers with immediate assistance without waiting for a team member. ### 6. Foster an Agile work culture Automation enables teams to respond quickly to changes and make adjustments on the fly. This supports a dynamic, Agile working culture that prioritizes flexibility and adaptability. ## FlowQi ~ Smooth collaboration with smart software At FlowQi, we believe **collaboration and clear communication are the backbone of innovation**. The best ideas emerge when teams and organizations operate with streamlined, efficient workflows. That's why we've created user-friendly software that's ready to use, no technical expertise required. ### What makes FlowQi unique? * **User-Friendly Design**. Easily set up, modify, and manage workflows without a steep learning curve. * **All-in-One Platform**. By combining CRM, task management, and project management, FlowQi empowers organizations to collaborate seamlessly and achieve better results. * **More Than Just Software**. FlowQi is built by mission-driven entrepreneurs who are passionate about helping people work smarter, not harder. ## Start free with Basic With FlowQi, you can automate your business processes in just a few steps, freeing your team to focus on innovation and growth. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Time Blocking: What Is It And How Do You Use It?" url: https://flowqi.com/glossary/time-blocking/ date: "2025-07-01" description: Time blocking is a powerful method for business owners to effectively manage their time, avoid distractions and avoid overtime. -------------------------------------------------------------------------------- {{< intro >}} Twenty-four hours is often not enough in a single day, at least, not for most entrepreneurs. Are you one of those people who runs from task to task, only to find that your to-do list is longer at the end of the day than when you started? Don't worry, **there's a solution: time blocking**. When paired with the right tools and software, time blocking can help you work in a more productive and organized way. In this article, we answer questions such as: * What is time blocking? * Why does it work so well? * What is an example of time blocking? * How can digital tools help increase your productivity? {{< /intro >}} {{< toc >}} ## What is time blocking? Time blocking is a simple yet powerful technique where you **divide your day into blocks of time**, each reserved for a specific task or activity. These tasks can include both work-related duties and personal activities like "running errands" or "eating lunch." Here's a simple example of a time blocking schedule for someone working from home: * 06:30 - 07:30: Wake up and shower * 07:30 - 08:00: Make coffee and eat breakfast * 08:00 - 09:00: Answer emails * 09:00 - 11:00: Work on Project A * 11:00 - 11:30: Break * 11:30 - 13:00: Prepare for meeting Freelancers, for example, can reserve their afternoons for their most creative work and their mornings for sending emails and handling administrative tasks. If you prefer to do your creative work in the morning, simply reserve that time for it. For SMEs and businesses with multiple employees, time blocking can help team members collaborate more effectively, focusing on specific tasks during designated time blocks. ## Why does time blocking work? Are you an entrepreneur who loves having 20 tabs open and juggling multiple tasks at once? That might work, until it doesn't. Multitasking is actually not very productive in the long run for most people. Constantly switching between tasks overloads the brain. This phenomenon, known as context switching, [leaves many people feeling fatigued and less productive](https://news.cornell.edu/stories/2014/03/context-switching-daily-life-stresses-us-study). It can also diminish creativity, satisfaction, and innovation. **With time blocking, you focus on one task for one time block**. This reduces distractions and context switching, helping you maintain better energy balance throughout the day. **Pro tip**: Work in 25- or 30-minute blocks and set a timer to go off at the end of each block. Place the timer out of reach, so you have to get up to turn it off. This not only prevents you from staying in the same position for too long, but also keeps your energy fresh and flowing. ## How digital tools help you with time blocking Although you can use paper for time blocking, we **recommend starting with digital tools**. This not only reduces chaos but also ensures you can access your calendar from anywhere and share it with others when needed. With [digital tools, like FlowQi's](/), you can even automate certain activities to save even more time. **Benefits of using digital tools for time blocking:** ### 1. Quick visual overview With a task management tool, you can plan your day with a clear timeline. It gives you a bird's-eye view of your day, week, or even month, allowing you to quickly identify your priorities, deadlines, and how your time is being spent. ### 2. Group tasks to stay in the right flow You can categorize tasks into projects, like "marketing," "mailing invoices," or "administration." Grouping similar tasks together helps you stay in the zone and work more efficiently. ### 3. Automatic reminders to stay focused Notifications and timers keep you on track by reminding you of what truly matters. This way, you stay focused and avoid getting lost in unimportant tasks for hours. ### 4. Easier collaboration with your team For businesses with multiple employees, a task management tool makes it simple to assign responsibilities. Everyone can see who's doing what, which prevents duplication of effort and ensures things are done properly. ### 5. Access your schedule anywhere and adjust easily With FlowQi, your schedule is always at your fingertips. Having an interesting conversation with another entrepreneur and want to make an appointment? Simply grab your phone, check your calendar, and easily adjust it if necessary. ## Example of time blocking for multitaskers As a freelancer or entrepreneur, you're probably a natural (or forced) multitasker. But for you, time blocking can be a game changer. Let's say you work as a copywriter. Your to-do list might look something like this: * Writing content for Client A * Writing content for Client B * Updating social media But how do you know if you can get all of that done in a single day? Maybe writing content for Client A takes much longer than you expected, and by the end of the day, you still haven't finished everything. This can leave you feeling dissatisfied and affect your self-image. Instead of tackling everything all at once or one task after another, assign a specific time block to each task. This will give you a more realistic view of what you can achieve in a day, and in a week. Instead of tackling tasks all at once, assign specific time blocks for each. This approach provides a realistic view of what can be achieved in a day. By using FlowQi for your planning, you can seamlessly integrate multiple tools. Our task management tool is automatically linked to our project management and CRM tools. This integration means you don't have to constantly switch between different systems, and it gives you the opportunity to automate processes, helping you work more efficiently. ## How to start time blocking in 4 steps 1. **Make a list of everything you need to do**. Once a week, write out all your tasks and categorize them by priority. 2. **Schedule your tasks based on your energy levels**. Are you a morning or evening person? Do you feel most creative in the afternoon or early in the day? Plan accordingly. 3. **Build in buffer blocks**. Reserve time for unexpected tasks or emergencies. This ensures your schedule won't fall apart when something unplanned arises. 4. **Reflect and improve**. At the end of the week, review your time blocks: What worked well? What could be improved? Adjust your planning for the following week. ## Ready to try our tools? Start optimizing your workday today. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Lead Nurturing: How To Quickly Convert Leads Into Customers" url: https://flowqi.com/glossary/lead-nurturing/ date: "2025-06-30" description: What is lead nurturing and what kind of lead nurturing strategy is best for your business? Read more in this article. -------------------------------------------------------------------------------- {{< intro >}} With a **strong lead nurturing strategy and a** [**smart CRM system**](/solutions/crm-system/), you can quickly convert leads into customers. In this article, you'll discover what lead nurturing is and which strategy works best for your company. {{< /intro >}} {{< toc >}} ## What is lead nurturing? A lead is someone who has shown interest in your products or services but hasn't made a purchase yet. Lead nurturing is the process of guiding the lead toward becoming a customer. This is done by **providing valuable content**, such as newsletters, tips, webinars, and videos. It's how you build rapport and earn trust. ## Why is lead nurturing important? Can't you just call your leads directly with an irresistible offer? Sure, you can. But 70% of leads aren't ready to buy after the first contact. There's a good chance your call will go unanswered, or worse, you'll lose the lead because they feel you're pushing too hard. That's why it's important to gradually build a relationship and "warm up" your leads. The more often they see you across different channels, the more likely they are to make a purchase. In marketing, it's commonly believed that most people need to encounter a company [at least 7 times before they decide to buy](https://www.b2bmarketing.net/the-marketing-rule-of-7-and-why-its-still-relevant-in-b2b/). ## Best strategy to quickly turn your leads into customers So, what's the best lead nurturing strategy to convert your leads into customers quickly, without spamming them? The key is gradually providing personalized, valuable, and relevant information. Not all leads are at the same stage of the customer journey. One person may have just discovered you, while another has been following you for a while and may only need a final push. That's why a good lead nurturing strategy starts with the following step: ### 1. Segment your leads before you start lead nurturing Before diving into lead nurturing, it's important to segment your leads into different groups. As we mentioned, not all leads are the same. Some are just beginning their journey, while others are further along. Additionally, you may be using different lead magnets to attract leads. For example, a copywriter teaching people to blog might offer a free mini-course for beginners and a separate one for advanced learners. These two groups need different types of information. Segmenting your leads is easy when your CRM holds the data and your email marketing tool does the sending. [**FlowQi CRM**](/solutions/crm-system/) gives you the client data to segment on. There are several ways to automatically segment your leads: * With behavior on your website (for example, clicking on a page for beginners or advanced users) * With downloads of free content, such as an e-book specifically aimed at beginners or advanced users * With open rates and click behavior in emails ### 2. Build a relationship using valuable content Next, you start creating content, because marketing without content is like fishing without bait. With valuable content, you attract your leads to you (this is called inbound marketing) and show them what your company stands for. Good content gives your target audience a reason to stick around longer. It could be an informative blog post, an inspiring social media post, or a comprehensive guide. It demonstrates that you offer value and that you know your stuff. ### 3. Invest in SEO So, how do you spread that content? You share it on social media. LinkedIn, YouTube, Instagram, Facebook. But do all your leads follow you on these channels? Probably not. Moreover, reach is much lower these days, meaning not everyone will see your posts. There's simply more content now than ever before, and algorithms change frequently, causing your posts to get buried in the feed quickly without yielding many results. You could pay to promote your content on social media, but there's a better alternative. By investing in SEO-optimized blog posts, you can get your content noticed organically. Blog posts also have a much longer lifespan than social media posts. While an Instagram or Facebook post often disappears from the feed within a few days, well-written blog posts remain discoverable via search engines for years. ### 4. Use the power of email marketing One downside of social media is that the platform doesn't belong to you. You have no control over it, and it could disappear at any time (like [TikTok did on January 18, 2025](https://edition.cnn.com/2025/01/18/business/trump-tiktok-ban/index.html)). It's better to invest in your own managed platform, such as your website and email marketing tool. By offering a lead magnet on your website, you collect your leads. By then, they're already somewhat "warm" because they've engaged with your content. By keeping in touch with them through email, your leads will see your content more often than if they just happened to follow you on social media. Socials can still add value, of course! You can use them to drive traffic to your lead magnet, and it increases the chances of people seeing you more often. * Send a series of welcome emails to your new leads * Offer exclusive tips, e-books, webinars, or how-to articles tailored to their interests * Share case studies or success stories to build trust ### 5. Employ monthly webinars to persuade your leads Webinars are an incredibly effective tool in your lead nurturing strategy. Why? Because they offer a unique opportunity to engage directly with your leads, answer their questions, and showcase your expertise. People don't just buy from anyone. They buy from someone they trust. During a webinar, you can share the latest, most relevant information, positioning yourself as an expert in your field. This boosts your credibility and shows that you're always up-to-date. ### 6. Call your leads A sales call is the most traditional form of lead nurturing. It's especially effective when your lead is already "warm," like after a webinar (if they haven't purchased anything yet). You get immediate insight into what's on their mind, helping you discover their needs and how to best respond. * A [**solid CRM system**](/solutions/crm-system/) makes lead nurturing a breeze. It tracks all the information about your leads, so you know exactly where they are in their customer journey. With task management, project management, and tools for sales and email marketing, you can stay organized and contact your leads on time, without missing anything [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "What Are Leads in Sales and Marketing? Definition, Types and Examples" url: https://flowqi.com/glossary/leads/ date: "2025-06-29" updated: "2026-09-25" description: A lead is a person or company that has shown interest in what you sell but has not bought yet. What counts as a lead, the cold, warm and hot types, examples. -------------------------------------------------------------------------------- {{< intro >}} **A lead is a person or company that has shown interest in what you sell but has not bought yet.** They left an email address for a download, asked for a quote, filled in a form or sent you a question. In sales and marketing, leads are where revenue starts: no leads, no customers. This article explains what counts as a lead, the three types (cold, warm and hot), where leads come from, and how to keep them from going stale. {{< /intro >}} {{< toc >}} ## What are leads? Leads are **people or companies that have shown interest in what you offer, but have not bought yet**. The interest is visible: they left an email address in exchange for a free download, requested a quote, filled in a contact form, or sent a message with a question. A name on a purchased list is not a lead; someone who reached out to you is. The word has other meanings (a clue in an investigation, a wire, the lead role in a play). On this page it means one thing: a potential customer in sales and marketing. ## Why are leads important for your sales? Leads drive your revenue because they represent **potential customers**. Without leads, you're constantly searching for new clients. The more high-quality leads you have, the greater your chances of increasing sales. For example, if you have 100 leads and 10% convert into customers, you gain 10 new buyers. That's a high conversion rate (the [average is around 1–5%](https://www.shopify.com/blog/ecommerce-conversion-rate)), but the key takeaway is this: **more leads = more sales**, as long as you follow up consistently. Later in this article, we'll explain how to automate your lead follow-up process. ## Three types of leads: cold, warm, and hot ### 1. What are cold leads? **Cold leads are people who have only just discovered you**. They may have visited your website once and left their email address, but they're not actively interested yet. You often reach them through ads or cold outreach, such as a LinkedIn post. With cold leads, you need to build a relationship before they consider buying. You can do this by engaging with them, sending emails, or offering valuable content. ### 2. What are warm leads? **Warm leads are more familiar with you**. They follow you on social media, have been receiving your emails for a while, or have met you at an event. They're interested but haven't made a purchase yet. Now, the key is to keep providing value and building trust. A free webinar, workshop, or masterclass can help move them closer to a sale. ### 3. What are hot leads? **Hot leads are ready to buy**. They've already reached out, checked your offer, or even placed a product in their cart. These are the leads you should actively follow up with, through a compelling offer or a personal conversation. ## How do you get leads? Generating leads can be done in several ways: * **Through your website:** Offer a free download, registration form, or chat feature * **Through social media:** Engage via DMs, post interactions, or lead forms on platforms like Facebook and LinkedIn * **Through ads:** Run paid campaigns with a strong call-to-action (e.g., a free training or webinar) * **Through email marketing:** Send newsletters with tips and invitations to connect * **Through networking:** A good conversation at an event or within a community can also generate valuable leads ## Generating leads through different channels ### 1. Leads on your website Your website is one of the best places for people to learn more about you and your offerings. Website leads often come through a blog post, a free giveaway (such as an ebook), or a contact form. The easier you make it for visitors to leave their information, the more leads you'll collect. ### 2. Leads on Facebook On Facebook, you can generate leads through posts, ads, or your community. People might engage with your posts, download something via a lead form, or send you a private message. Facebook groups can also be effective (especially if you're targeting older audiences), as they allow people to get to know you through valuable discussions. ### 3. Leads on Instagram DMs and stories are powerful tools for generating leads on Instagram. Try using interactive polls in your stories ("Would you like to learn more about this?") or posts with a clear call-to-action ("Send me a message if this resonates with you!"). Your link in bio is also crucial: it should direct people to something valuable, such as a free resource. ### 4. Leads on LinkedIn LinkedIn is ideal for attracting business leads. Opinion pieces and in-depth articles can help position you as an expert and draw in the right audience. Engaging in discussions and sharing insights can also boost credibility and visibility. ### 5. Leads on YouTube On YouTube, people actively search for solutions, making them highly engaged leads. If your videos provide valuable answers, viewers will stick around. Always include a link to a free resource or contact form in your video description and mention it in the video itself. YouTube leads are often already well nurtured, as they've spent time getting to know you through your content. ## What should you pay attention to when generating leads? What's the point of collecting leads if you do nothing with them? A long list of email addresses that never convert into customers won't help your business grow. That's why **lead nurturing is essential**. * You need to engage with your leads by offering valuable tips and stories that help solve their problems * Show them what you or your company stands for, something they can relate to * The more they recognize themselves in your message, the more they trust you, and the more likely they are to buy from you With the right approach, lead nurturing helps you get the most out of your leads. And **with a** [**CRM system**](/solutions/crm-system/), **you can even automate the follow-up**. ## Managing leads automatically with CRM software [**FlowQi CRM**](/solutions/crm-system/) takes a lot of work off your plate. Every lead gets one record with notes, contacts, projects and tasks, so you know exactly where each one stands. Follow-up tasks are created and assigned to the right team member automatically, reminders tell you when a lead has gone quiet, and labels such as "lead", "warm" or "client" show who needs attention. ## Experience the power of automated lead management Stop letting valuable leads slip through the cracks. Get more out of your leads. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Marketing Automation: What Is It And How Do You Get Started?" url: https://flowqi.com/glossary/marketing-automation/ date: "2025-06-29" description: What is marketing automation? It's a way to save time by automating repetitive tasks. Learn how to apply it to your SME. -------------------------------------------------------------------------------- {{< intro >}} **Marketing automation**, what is so great about it? Well, it can make your marketing efforts much easier. It allows you to automate emails, customer follow-ups, and campaigns so you can achieve better results with less effort. How does it work, and which marketing automation tool do you need? Find out below. {{< /intro >}} {{< toc >}} ## What is marketing automation? Marketing automation is the **process of automating various marketing tasks**, such as lead generation, lead nurturing, and onboarding. In other words, it helps attract potential customers, nurture leads until they're ready to buy, and guide new customers after their purchase. These **processes are automated using triggers** within the software you choose. ## What are triggers in marketing automation? Triggers in marketing automation are actions that set off an automated response based on a lead's or customer's behavior. Here are a few examples: * **New registration** → Automatically send a welcome email * **Abandoned shopping cart** → Send a reminder with a discount or additional information * **Lead opens an email but doesn't click** → Follow up with a different approach * **Customer makes a purchase** → Start an onboarding sequence with helpful tips ## Integrate marketing with a CRM system [**A CRM (Customer Relationship Management) system**](/solutions/crm-system/) is the foundation of effective marketing automation. Without a CRM, you lack the overview and data necessary to execute targeted, automated marketing actions. A CRM collects all interactions with your leads and customers: emails, website visits, purchases, and contact moments. It allows you to segment leads and customers into groups based on behavior, interests, or purchase history. This ensures that you send only relevant messages, avoiding the risk of bombarding everyone with the same content. A CRM also tracks actions like subscriptions, email clicks, or purchases. With this data, you can automatically send follow-up messages. ## Why automation is a smart choice Companies are focusing more on automating processes and tasks. * In just five years, a large portion of business processes will be automated * It's expected that by 2030, a third of work will still be done by humans, a third by humans and machines together, and a third by autonomous machines * Currently, 50% of B2B marketers are already using marketing automation **Want to stay competitive?** Start looking at which processes you can automate now. CRM and marketing automation are an easy first step. ## How to get started with CRM and marketing automation ### 1. Choose a CRM + marketing automation tool that fits your business Start by selecting software that allows you to track customer data and automate marketing actions. If you're looking for a CRM designed specifically for SMEs and freelancers, [**FlowQi CRM**](/?modal=try) is a great choice. ### 2. Collect leads and build your contact list The next step is to start collecting leads and storing them in your CRM system. You can generate leads through: * A sign-up form on your website * Free giveaways (e-books, checklists, mini-courses) * Pop-ups or exit-intent forms * Social media and ads with a clear call to action **Pro tip**: Link your website and registration forms directly to your CRM to ensure new leads are automatically added. ### 3. Segment your leads and customers Segmenting your leads and customers allows you to send more targeted, relevant messages. * Create lists or tags based on behavior (e.g., new leads, customers, interested parties) * Add filters like industry, location, or previous interactions * Use lead scoring to identify those most likely to convert into customers ### 4. Set up automated emails and workflows Now it's time to automate your marketing. Start with the simplest workflow: the welcome email. * Choose your email marketing tool, and keep your customer data in your CRM * Create a subscription form on your website for your newsletter or free giveaway * Set up an automatic email that new subscribers will receive right after signing up * Include a short, personalized message and maybe a link to a free download or useful tip Use triggers to automate actions, such as: * **Someone opens an email but doesn't click** → Send an alternative email * **Someone clicks on a link in the welcome email** → Send a follow-up email with more info on that topic ### 5. Analyze and adjust Now that everything is running smoothly, how do you make it work even better? * **Test your automations**: Are the emails and triggers functioning as planned? * **Analyze the results**: Which campaigns are generating the most conversions? * **Improve and automate further**: Add new workflows as your business grows ## Even if you start small, just start! Marketing automation can be as **simple or as complex** as you want it to be. You don't have to get it perfect right away. Start with a CRM, ensure you're collecting and following up on leads, and expand gradually. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. Track leads efficiently and save time with automated workflows. -------------------------------------------------------------------------------- title: "Scope: What Is a Project Management Scope?" url: https://flowqi.com/glossary/project-management-scope/ date: "2025-06-23" description: With a scope or project management scope, your project has an actual chance to succeed. But what is a scope and how do you determine it? -------------------------------------------------------------------------------- {{< intro >}} You start a new project full of enthusiasm. Everyone is motivated, ideas are flying around the table, and it seems like nothing can stop you. But halfway through, it turns out that the expectations don't match at all. The customer wants something completely different than you thought, you run over both schedule and budget, and no one knows anymore exactly what needs to be delivered. Sounds familiar? Chances are that the project scope was missing or wasn't well defined. {{< /intro >}} {{< toc >}} A clear scope is the foundation of every successful project. It ensures that you know what you will (and will not) do, what the goals are, who is responsible for what and within what boundaries you work. This way you avoid surprises, miscommunication and unrealistic expectations. ## What is a scope or project management scope? A scope or project management scope describes what the project involves and what it doesn't involve. The latter is just as important as the former. With the scope, we are talking about: * The objectives of the project * The expected deliverables (what you deliver) * The main tasks and deadlines * The boundary conditions (such as budget, people and time) With a clear scope, you can create realistic timelines, set an appropriate budget, and measure success. It's essential for anyone working with projects: self-employed, large organizations, SMEs, NGOs and government agencies. ## Why is scope so important? Without a clear scope, you set projects too broadly (at risk of scope creep––more and more work without extra time or budget). You miss your footing for decision-making and are likely to get dissatisfied customers or stakeholders because expectations were not clear. With a good scope: * You can prioritize more easily * Work more purposefully and efficiently * And make better estimates of costs and time ## Define your project scope in 5 steps Creating a good scope doesn't have to be complicated. Use smart software, like our Project Management software (linked to our CRM system), to make the process even easier. [Try FlowQi for free](/?modal=try). And follow these 5 practical steps: ### 1. Map out the goals What do you want to achieve with this project? Discuss the goals with everyone involved (client, colleagues, stakeholders). Keep asking until everyone has the same view of the end result. Is the goal to launch a new website? Or to increase customer satisfaction through a new AI agent? Make the goals specific, measurable and achievable, or [SMART](https://your.yale.edu/hit-mark-when-you-set-smart-goals). ### 2. Determine what you will deliver (deliverables) What concrete results should the project deliver? Consider a working app, a marketing campaign, a white paper or an improved process. Describe each deliverable as clearly as possible, so everyone knows what needs to be delivered and in what form. * Pro tip: use a list of what you don't deliver here, too. That way you avoid confusion and extra work. ### 3. Outline the preconditions How much time, money, and human resources are available? Are there important deadlines or dependencies (such as a product launch or another department that needs input)? And are there any risks that you can assess in advance? By including these prerequisites in your scope, you create realistic expectations and reduce the chance of delay or exceeding your budget. ### 4. Define roles and responsibilities Clarity prevents noise, duplication of effort and frustration. And you'll know more quickly who to turn to if something comes up. Who does what? Describe who is involved in the project, what their role is, and what responsibilities they have. Think of the project manager, client, developers, designers, or content creators. ### 5. Capture everything in a scope document Once you've worked out the above, capture it in a clear document. Use clear language, avoid jargon and make sure everyone understands it. This document forms the basis for all subsequent steps in your project. Finally, have it approved by all involved. ## Example of a project management scope Below we provide a brief example of a project scope for a new corporate website: **Project name: new corporate website for GreenTech Solutions** Objective: increase online visibility and conversion through a user-friendly, responsive website. Deliverables: * Design and development of a new WordPress website * SEO-friendly content for 10 pages * Integration with newsletter system * Basic training on how to use the CMS Not included: * Translation of content to other languages * Management or hosting after going live * Complex e-commerce functionalities Timeline: * Start: June 1 * Delivery: August 15 Budget: €7,500 Roles: * Project manager: Lisa (client side) * Design & development: Studio Blau * Content: provided by client * SEO advice: external agency With this document all parties involved have immediate clarity. And should discussions about new requests arise along the way ("can you also build a webshop?"), you can easily refer back to the scope: "That falls outside these project agreements, we can pick it up as a separate project if necessary." ## Conclusion: What is a project management scope? A scope defines what fits into your project and what doesn't. It describes responsibilities, stakeholders, and tasks. A project without a scope is like a journey without an itinerary. Fun and free, but you may end up somewhere you absolutely don't want to be. And it will probably cost you much more time, energy, and money than necessary. So, before you enthusiastically launch into your next project, put your scope on paper. It may seem like extra work at the beginning, but it's more than worth it. -------------------------------------------------------------------------------- title: "Smart Goals: Examples and Tips for SMEs and Non-profits" url: https://flowqi.com/glossary/smart-goals/ date: "2025-06-22" description: Discover 5 practical SMART goal examples tailored for SMEs and non-profits, plus tips to start applying them in your organization today. -------------------------------------------------------------------------------- {{< intro >}} You have a great idea: a campaign, a new product, a growth plan. But how do you make sure it doesn't remain just a good idea? How do you measure whether you're actually making progress? The answer: SMART goals. You'll find clear examples of SMART goals in this article. Plus, discover practical tips for SMEs and non-profit organizations, and learn how tools like [project management software and CRM systems](/?modal=try) can help you reach your goals more effectively. {{< /intro >}} {{< toc >}} ## What are SMART goals? SMART is an abbreviation that stands for: * Specific: What exactly do you want to achieve? * Measurable: How will you know if the goal was achieved? * Acceptable: Is the goal achievable and relevant to your team or organization? * Realistic: Is the goal achievable with available resources? * Time-bound: When should the goal be achieved? [A SMART goal forces you to be specific](https://www.shopify.com/blog/smart-goals). Instead of "We want more donors," it becomes, "We want to recruit 150 new donors through our newsletters in the first quarter of 2026." That clarity increases the likelihood that you will actually achieve your goal. So what are some other good examples of SMART goals? We'll discuss that next. ## Practical examples of SMART goals ### 1. Wish: Generate more newsletter subscriptions You want to generate more subscribers to your newsletter. An example of a SMART goal would be: SMART Goal: We want to generate 200 new newsletter signups from our homepage by August 31, 2025 through an improved pop-up and a rewritten call-to-action. * Goal: We want to increase the number of newsletter subscribers through our website. * Specific: We want to increase subscriptions through our website's homepage. * Measurable: The number of new subscribers should increase by 200 signups. * Acceptable: The marketing department is enthusiastic and available. * Realistic: With a pop-up and better call-to-actions, this is achievable. * Time-bound: The goal must be achieved by Aug. 31, 2025. ### 2. Wish: Improve our customer service You want to improve your customer service. An example of a relevant SMART goal then becomes: SMART Goal: We want to reduce our average response time to customer inquiries from 48 hours to a maximum of 24 hours within two months through better task distribution and the use of customer support software. * Goal: We want to increase customer satisfaction by responding faster to inquiries. * Specifics: We want to reduce customer service response time. * Measurable: The average response time should go down from 48 hours to no more than 24 hours. * Acceptable: The team agrees to the new way of working. * Realistic: We have sufficient staff and software to accomplish this. * Time-bound: This must be accomplished within two months. ### 3. Wish: Increase donations through email campaigns You want to increase your donations through an email campaign. Your SMART goal could be: SMART goal: We want to raise at least $2,500 in donations for our educational project with an email campaign from September 1 to 30, 2025. * Goal: We want to receive more donations for our educational project. * Specific: To raise donations for our project through a targeted email campaign. * Measurable: The campaign should raise a minimum of $2,500. * Acceptable: The communications team has set aside time for this. * Realistic: Previous campaigns generated an average of $2,000. * Time-bound: The campaign will run from September 1 to September 30, 2025. ### 4. Wish: Generate new leads via LinkedIn You want to generate new leads through LinkedIn. Then your SMART goal could be: SMART Goal: We want to generate at least 15 qualified B2B leads through LinkedIn between July 1 and July 31, 2025 by posting weekly content and running ads. * Goal: We want to expand our customer base through LinkedIn. * Specific: We want to generate leads via LinkedIn for our B2B service. * Measurable: At least 15 qualified leads in one month. * Acceptable: The sales manager and marketing person are working together on this action. * Realistic: With the current reach and our advertising budget, this is achievable. * Time-bound: The action runs from July 1 to July 31, 2025. ### 5. Wish: Recruit volunteers for an event You want to recruit volunteers for your event. An example of a SMART goal might be: SMART Goal: We want to recruit at least 25 volunteers for our summer festival by August 1, 2025 - through social media, local networks and our newsletter. * Goal: We want to get more volunteers involved in our annual event. * Specifics: We want to recruit a minimum of 25 volunteers to run our summer festival. * Measurable: There must be 25 applications. * Acceptable: The event team will coordinate. * Realistic: Last year we had 18 volunteers; with targeted recruitment, 25 should be achievable. * Time-bound: The deadline is August 1, 2025. ## Tips for setting and applying SMART goals * Start small, but think strategically. You don't have to change your entire annual plan right away. Start with one or two SMART goals per quarter that align with your larger mission or vision. * Involve your team. SMART goals work best when they have broad support. Organize a brainstorm with your team, set priorities together, and determine who is responsible for what. * Make use of data. When formulating goals, also look at your current figures: how many customers did you have last month, how many newsletter subscriptions, how many website visitors? * Evaluate regularly. Schedule set times to measure your progress. Are you falling behind? Then you can make adjustments. Are you running ahead? Then you may even be able to make your goal more ambitious. * Use support tools. Project management software and a CRM system are essential to the successful execution of your projects. ## How software helps you achieve your SMART goals A [CRM system](/solutions/crm-system/) is essential for tracking customer data, optimizing your sales funnel, and measuring campaign performance. It ensures your goals don't just live "somewhere on paper," but become an active part of your daily workflow. With a good CRM you can segment, analyze results, and make communication more personal. And that in turn increases the chance that your input has an effect. In addition, project management software provides an overview. You can divide your goals into concrete actions, assign tasks to team members, set reminders, and visualize progress. This keeps everyone involved and you know exactly who is doing what and when. Would you like to try our CRM system with linked project management and task management software for free? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ## Plenty of SMART goal examples: time to set your own! SMART goals help you get crystal clear and specific about what you truly want to achieve. Whether you run an SME, lead a non-profit, or manage a team, start setting your SMART goals today, and experience the clarity, focus, and peace of mind they bring. -------------------------------------------------------------------------------- title: "Customer Relationship: Meaning, Types, Examples and 20 Tips" url: https://flowqi.com/glossary/customer-relationship/ date: "2025-06-17" updated: "2026-10-02" description: What a customer relationship is, the six types from transactional to community, how it differs from customer service, examples, and 20 ways to build one. -------------------------------------------------------------------------------- {{< intro >}} A **customer relationship** is the ongoing connection between a business and a customer across every contact, from the first enquiry to the support request years later. In this article: what it means, the types, how it differs from customer relations and customer service, what a good one looks like in practice, and 20 ways to build one. {{< /intro >}} {{< toc >}} ## What is a customer relationship? A customer relationship is the bond between a business and a customer that builds up over every interaction: the sales call, the onboarding, the invoice, the complaint, the renewal. It is measured in trust. Does the customer come back, and do they recommend you? Two related terms are easy to mix up: * **Customer relations** is the work the company does: the methods, people and processes that build and maintain the connection. * **Customer relationship** is the result of that work: the bond the customer feels. You manage customer relations in order to build customer relationships. And just like any other relationship, it is about listening to what the customer has to say and continuing to invest after the sale. ## Types of customer relationships The Business Model Canvas describes six types of customer relationship. Most businesses run two or three of them side by side, depending on what a customer is worth and what they expect. | Type | What it looks like | Typical for | | --- | --- | --- | | Personal assistance | A real person helps the customer, by phone, email or chat | Agencies, consultancies, B2B services | | Dedicated personal assistance | One named account manager for one customer | Key accounts, retainers | | Self-service | The customer finds answers in a help center or knowledge base | Software, utilities | | Automated services | Recommendations, reminders and onboarding that run without a person | Online shops, subscriptions | | Communities | Customers help each other in a forum or user group | Software, hobbies | | Co-creation | Customers contribute content, reviews or product ideas | Marketplaces, media | Many guides compress this into four types: transactional (one purchase, no follow-up), long-term (repeated business over years), personal assistance and automated or self-service. The useful question is not which type is best, but which type each customer group expects. A retainer client expects a name and a phone number. A customer on a €9 plan expects a good help center. ## Customer relationship examples What a good customer relationship looks like is easiest to see next to a bad one. * **A design agency** logs every call and decision on the client record. When the account manager is on holiday, a colleague reads the history and picks up the thread. The client never notices the handover. That is a strong relationship. * **A software company** answers every ticket within a day, but the customer has to explain their setup again each time because nothing is recorded. Problems get solved. The relationship stays weak, and the first competitor with a better onboarding wins. * **A consultant** sends a short note three months after a project: "How is the new process holding up?" No sales pitch. Two of those notes a year turn one-off projects into a standing relationship. * **A B2B supplier** warns a customer about a delivery delay before the customer notices it. Proactive communication costs one email and buys months of trust. The pattern: good relationships are built on what happens between problems, not only on how problems are solved. ## Why is a sustainable customer relationship important? Investing in your customers pays off. According to [research by Genesys](https://www.genesys.com/company/newsroom/announcements/122891), 86% of consumers surveyed indicated that a good customer experience is just as important as the service or product itself. A third of the consumers walk away after a poor customer experience. Moreover, 73% of people prefer to choose an organization they trust, even if it is slightly more expensive ([according to a report by PwC](https://www.pwc.com/us/en/services/consulting/library/consumer-intelligence-series/future-of-customer-experience.html)). And companies with strong customer relationships are on average 60% more likely to receive repeat visits. ## Benefits of strong customer relationships A strong customer relationship leads to more sales, that's clear. But it does much more. If you have a good relationship with your customers, your business or organization will continue to benefit in the long run by: * More trust in your organization or service * Returning customers or donors * Satisfied citizens (in the case of government agencies) * Positive word-of-mouth advertising (the best marketing there is) * More engagement, because people feel seen and heard ## Customer relationship vs customer relations vs customer service While customer service certainly helps build your customer relationships, there is much more to it. Customer service is there to solve problems. For a good customer relationship, you also need to communicate at times when there are no problems. You can think of it this way: customer service is a kind of first aid, and customer relations is a healthy lifestyle. Ideally, you want to see as few people in the ER as possible, and help as many people as possible with a healthy lifestyle. | | Customer service | Customer relations | Customer relationship | | --- | --- | --- | --- | | What it is | Solving a question or problem | The methods and processes a company uses to build connections | The bond that results | | When | When something goes wrong | Before, during and after every contact | Ongoing | | Who owns it | Support team | The whole company | The customer, in the end | | Measured by | Response time, resolution rate | Follow-up rate, retention | Repeat business, referrals | In short: customer service is reactive. Customer relations is proactive. The customer relationship is what you get when both are done well. ## How does a CRM system help with customer relationships? CRM stands for Customer Relationship Management. A [CRM system](/solutions/crm-system/) is a tool to help you centralize all your customer data and use it for personalization and automation. With a good CRM system, you can: * Keep track of what has been discussed or agreed upon * Set reminders for follow-up * Analyze customer data (what works, what doesn't?) * Segment: who are your regular customers, who is new, who has dropped out? * Communicate in a more targeted way (no more "one-size-fits-all" emails) All this makes your customers feel recognized and valued. Wondering how a CRM system works? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. For the strategy behind it, see [how to create a CRM strategy](/blog/crm-strategy/). ## The 5 ways to build better customer relationships If you only do five things, do these: 1. **Respond fast, on the channel the customer chose.** Speed is the first thing a customer notices, before quality. 2. **Keep one record per customer.** Every call, agreement and project in one place, so nobody has to ask "who spoke to them last?" 3. **Follow up on the date you promised.** Most relationships are lost quietly, by a follow-up that never came. 4. **Personalize from history, not from a template.** Use what you know about the customer, and show it. 5. **Ask for feedback and act on it visibly.** A complaint that leads to a change is worth more than a complaint that never came. The twenty tips below work these out in detail. ## 20 Tips for building lasting customer relationships ### 1. Give prompt service on all channels No one likes being put on hold or waiting three days for an email response. Make sure your communication is fast and consistent, regardless of the channel. If you don't have the manpower to do this, use a CRM system that you can link to an AI agent, chatbot, or automatic response system. ### 2. Use customer feedback as a growth opportunity We'd rather not have complaints, yet they provide valuable insights. By listening to dissatisfied customers and then actually making improvements, you show that you take the customer seriously. ### 3. Set clear expectations Be transparent about what customers can expect, such as delivery times or service conditions. Clarity prevents misunderstandings and strengthens the reliability of your organization. ### 4. Personalize the customer experience Use your CRM system to tailor your communications and offers to the needs and characteristics of your customers. A personalized approach increases customer satisfaction and loyalty. How to do that at scale is covered in [personalization](/glossary/personalization/). ### 5. Be proactive in communication Inform customers timely about relevant updates or possible problems. Proactive communication shows commitment and prevents surprises. ### 6. Invest in empathy Show understanding of the customer's situation, especially in the case of complaints or problems. Empathy strengthens the emotional bond and can turn negative experiences into positive ones. ### 7. Train employees (and your chatbots) in customer orientation Make sure all team members have the right skills and knowledge to help customers. Are you working with an AI agent? Then set it up so that it immediately escalates to your employees as soon as questions become too complex. ### 8. Create a knowledge base or DIY tutorials Customers like to find answers quickly and independently. With a well-organized knowledge base, FAQ pages, or DIY videos you help them on their way, without them having to call or email. That saves your team time and makes your customer feel like they're in control. ### 9. Maintain long-term relationships Don't just focus on new customers. Value existing relationships. Regular check-ins and personalized offers or content strengthen loyalty. ### 10. Create a customer-centric culture Encourage a customer-centric mindset within the organization. Many organizations and freelancers focus more on their products or services, rather than on their customers. They think more in terms of "how can I find new customers?" rather than "how do I retain my current customers and make them even happier?" ### 11. Invest in software With the right tools, such as a CRM system or Support tool, you can manage customer data clearly and work more efficiently. Software is an investment that quickly pays off in satisfied customers (and revenue). ### 12. Use data, but stay human Data on behavior and preferences are valuable, but never forget the human behind the numbers. Use data to support, not to steer like a robot. ### 13. Provide a warm onboarding First impressions count. Whether it's a new customer, partner, donor, or citizen: a clear, friendly introduction makes someone feel welcome and more likely to stick around. Mapping those first weeks is what a [customer journey map](/glossary/customer-journey-map/) is for. ### 14. Solve problems all at once (whenever possible) Being customer-friendly doesn't just mean being nice. It means being efficient. If you handle a question right the first time, you save time and show that you have your act together. ### 15. Be present on the right channels Not every channel suits every target audience. Find out where your customers prefer to get in touch (phone, email, chat, WhatsApp?) and make sure you respond quickly there. ### 16. Keep your tone human and appropriate Use a tone that suits your target audience. Not too businesslike, not too loose, but clear, friendly and recognizable. That makes the contact approachable. ### 17. Make satisfaction measurable Tools such as customer satisfaction scores (CSAT) or Net Promoter Score (NPS) provide insight into how you are doing. Use the results to continuously improve your service. The section below lists the metrics that matter. ### 18. Strengthen internal collaboration A good customer relationship starts internally. Make sure your teams can easily share information and work together. When things run smoothly behind the scenes, customers notice it immediately. ### 19. Use success stories and testimonials Let others share why they enjoy working with you. Authentic stories build trust with new customers and strengthen existing relationships. ### 20. Be accessible, even when criticized If something goes wrong, don't be invisible. Give room for criticism, respond honestly, and offer a solution. Customers especially remember how you handle awkward moments. ## How to measure a customer relationship A relationship is a feeling, but it leaves tracks. These six numbers tell you whether it is getting stronger or weaker. | Metric | What it measures | How to read it | | --- | --- | --- | | Retention rate | Share of customers still with you after a period | The single best signal of relationship strength | | Churn rate | Share of customers who left | The mirror image of retention; watch the trend, not the number | | Repeat purchase rate | Share of customers who bought more than once | Separates transactional from long-term relationships | | Customer lifetime value (CLV) | Revenue a customer brings over the whole relationship | Shows what a lost relationship actually costs | | Net Promoter Score (NPS) | Would the customer recommend you, on a 0 to 10 scale | Referrals are the clearest sign of trust | | Customer satisfaction (CSAT) | How satisfied the customer was with one interaction | Good for service quality, weak for the relationship as a whole | Start with retention and NPS. Add the others once you have a year of data to compare against. ## Summary: Facilitate customer relationships with software A customer relationship is built between problems, in the follow-up that happens on time and the history that the next colleague can read. Software plays a huge role in that. Start with a CRM system, collect customer data, feedback, and suggestions, and make your customers feel recognized at every contact. Where those customers come from in the first place is covered in [what are leads](/glossary/leads/). -------------------------------------------------------------------------------- title: "How to Write a Project Plan: Explanation and Roadmap" url: https://flowqi.com/glossary/project-plan/ date: "2025-05-26" description: Do you need to write a project plan? We tell you through practical examples how to do it in 6 steps. -------------------------------------------------------------------------------- {{< intro >}} A **project plan is also called an action plan**. It provides a clear overview of what you're going to do, why, how, when, and with whom. **Need to write a project plan**? In this article, we explain exactly **how** to do it, including a practical roadmap and real-world examples. {{< /intro >}} {{< toc >}} ## What is a project plan? A project plan turns an idea into a concrete project with clear steps, deadlines, actions, risks, and responsibilities. Most projects go through several phases, initiation, planning, execution, adjustment, and completion. In your project plan, you describe what needs to be delivered in each phase, by whom, and when. ## Why write a project plan? Whether you're self-employed or part of a large organization, a project plan helps you avoid vague ideas and miscommunication. You'll know exactly: * who is responsible for what, * when something needs to be finished, * and how to measure success. Especially in teams involving multiple people or departments, a project plan keeps everyone aligned and accountable. It also helps you spot potential risks in advance, so you can prepare for challenges instead of being surprised by them. ## How to write a project plan? ### Step 1: Define your (SMART) goals Start by identifying what you want to achieve. Why is this project important? What specific goals are you working toward? Examples: * **External goals**: double your profits, increase market share, improve customer retention. * **Internal goals**: hire three new team members, automate your workflow, improve collaboration. Make sure [your goals are **SMART**](https://en.wikipedia.org/wiki/SMART_criteria): * **Specific** – clear and focused * **Measurable** – trackable with data or results * **Acceptable** – aligned with your team and values * **Realistic** – achievable given your time and resources * **Time-bound** – linked to a deadline Suppose a government organization wants to encourage residents to bike more often. A SMART goal for this might be: *The municipality aims to increase the number of residents who commute by bike daily by 20% within 12 months. To achieve this, we will build three new bike lanes, launch a local media campaign, and organize a monthly bike challenge via social media.* Why is this SMART? * Specific: The goal focuses on increasing daily bike commuting. * Measurable: The target is a 20% increase. * Acceptable: The goal is supported by all involved parties. * Realistic: The project fits within the available budget. * Time-bound: The deadline is 12 months. ### Step 2: Define the scope The scope of a project outlines what is included and, just as importantly, what is not. If you're launching a new website, creating new content might be within scope. But adding a webshop? That could fall outside the scope, something for a future phase. Having a clear scope is crucial, especially when things change along the way. If everyone knows what's not part of the project, you avoid misunderstandings and scope creep. Let's look at an example. **Unclear project scope:** *We want to do something with sustainability in the neighborhood.* Great idea, but far too vague. Everyone might interpret it differently, leading to confusion, mismatched expectations, and chaos. **Clear project scope:** *Within six months, we aim to build two green roofs on elementary schools in area X, as a pilot for our sustainable neighborhood program.* **What's within the scope:** * Construction of two green roofs * Only on elementary schools * Only in district X * As part of a pilot **What's outside the scope:** * Green roofs on other buildings (e.g., community centers or apartment blocks) * Educational programs or sustainability lesson plans * Projects in neighborhoods outside area X * A broader rollout of the project after the pilot * Structural maintenance after project completion (this will be handled separately) * Community meetings about climate adaptation in general ### Step 3: Establish indicators of success In addition to setting goals and defining the scope, it's important to determine how you'll measure whether your project has been successful. After all, **how do you know if a project really worked**? What determines whether it succeeded or failed? Some outcomes are easy to see and measure. Others are more subtle or long-term. Examples of measurable success indicators: * The project was delivered on time * The project stayed within budget * All agreed deliverables were completed as planned * Key goals were achieved (e.g., 20% revenue growth) * The final result is actually used * Internal or external users are satisfied * Customer satisfaction has improved * Stakeholders (such as managers, users, or customers) responded positively * Internal support was built for a new way of working * The project contributes to the organization's broader mission or vision Let's say an NGO like the Plastic Soup Foundation runs an awareness campaign about plastic use. The goal is to make people more conscious of how much plastic they consume. That's less visible than building a product, but still measurable. Possible indicators of success: * 10,000 people reached via social media * 1,200 participants signed up for the challenge * 85% of participants reported being more aware of their plastic usage * Strong cooperation with volunteers and partners * The campaign will be reused next year ### Step 4: Create a list of deliverables What are the **tangible results** you want to deliver at the end of the project? These are your deliverables, anything you hand over, complete, or produce. It could be a product, report, training, website, event, app… whatever the outcome is. Let's go back to the example of the municipality building two green roofs on elementary schools in area X. Possible deliverables might include: * A selection and intake report for the two schools * Two fully constructed green roofs * A photo report documenting the construction (for communication and reporting) * An evaluation report on the process and results * A proposal for a follow-up project (optional) Deliverables should be clearly defined, concrete, and agreed upon in advance. ### Step 5: Determine budget & resources To make your project a success, you need to know what resources you have and what you'll need. What tools, people, and funds will help you achieve the goals in your project plan? Think about the following: * **Manpower**: project managers, coordinators, team members, specialists, volunteers, external partners, suppliers, and how many hours or days each person is expected to be available * **Budget**: materials and services, freelance fees, promotional costs, travel and location expenses, printing, and more * **Materials (physical or digital)**: venues, laptops, beamers, cameras, [project management software](/solutions/project-management/), flyers, etc. ### Step 6: Factor in risks Every project comes with **uncertainties**. In your project plan, it's important to outline potential risks, how likely they are, and what you'll do to prevent or manage them. Think of anything that could affect the timeline, budget, or outcome of your project, such as: * Bad weather (for outdoor projects) * Suppliers who deliver too late * Illness or absence of a key team member * Costs that turn out higher than expected * Low engagement from your target audience * Dependency on external approval (e.g. permits from the municipality) By identifying risks early on, you increase your chances of staying in control, even if things don't go exactly as planned. ## Want to try our project management software? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Workflow Automation: What Is It And How Do You Apply It To Your Business?" url: https://flowqi.com/glossary/workflow-automation/ date: "2025-05-11" updated: "2026-09-15" description: What is workflow automation? And how do you benefit from it as a small business or freelancer? Find out in this article. -------------------------------------------------------------------------------- {{< intro >}} **Workflow automation** helps businesses streamline their activities by **reducing manual effort**. While it may sound like something complex, designed for large companies with intricate processes and dedicated IT teams, nothing could be further from the truth! Even small and medium-sized businesses, as well as self-employed professionals like marketers, copywriters, and graphic designers, can reap the benefits. In this article, we'll explain what workflow automation is and how you can implement it in your business. {{< /intro >}} {{< toc >}} ## What is workflow automation? Simply put, workflow automation involves **using software to handle repetitive tasks and processes in your business**, so you don't have to do them manually every time. For example, our software can automatically send an invoice to a customer or trigger an email when someone fills out a form on your website. [With FlowQi's tools](/), you can manage all this—and much more. By automating these processes, you can work more efficiently, free up time for creative projects, and accelerate your business growth. ## Why automate workflows? As a small business owner, you often wear many hats, handling everything from marketing and administration to customer service. Owners of medium-sized businesses may also juggle multiple responsibilities, which can lead to [stress and inefficiency](https://www.forbes.com/sites/allbusiness/2023/07/26/7-simple-ways-to-deal-with-the-stress-of-entrepreneurship/). Workflow automation reduces this burden, helping you **stay focused and productive**. As a result, your days quickly fill up with small, time-consuming tasks, even though you'd rather focus on other priorities—like creating new products or coaching your clients. With workflow automation, you can: * **Save time**: No more manual hassle with Google Sheets, Excel, or endless email chains * **Prevent errors**: Automated processes are far less prone to mistakes * **Increase focus**: Concentrate on what matters while the rest happens automatically * **Create peace of mind**: Less chaos means more clarity and control ## Start workflow automation in 3 easy steps Getting started with workflow automation is easier than you think. You don't need extensive technical skills—anyone can do it. Let's break it down step by step. ### Step 1: Analyze your workflow Begin by closely examining your daily tasks. What repetitive activities take up the most time? Consider tasks like: * Sending invoices * Answering customers' frequently asked questions * Sending follow-up emails to potential leads * Creating and scheduling tasks, actions, or deadlines * If you work with a team: sharing weekly updates Make a list of all your recurring tasks and identify which ones could be automated. Scroll down for ideas on tasks small or medium-sized businesses can easily automate. ### Step 2: Choose the right tools for workflow automation The next step is selecting the **right software** to support your workflow automation. There are tools available for nearly every task you can imagine. For example, **with FlowQi, you get project management, task management, and CRM** free on Basic. You can expand per user with Time & Resources and Billing, without moving to Core. Whether you run a small business or a large company, all the software is fully integrable and customizable, offering maximum flexibility for your needs. ### Step 3: Automate your workflows in small steps If you're new to workflow automation, it's best to start small. Focus on one or two processes to begin with, then gradually expand your automation as you become more comfortable. For example, you might start by automating confirmation emails. Later, you can add processes like follow-up communication, invoicing, or generating reports. ## Examples of workflow automation for SMBs Here are some simple processes that small and medium-sized businesses can easily automate: ### Project Management * Use FlowQi's project management tools to automatically **assign tasks and set deadlines for new projects** * **Appointment reminders**: Send automated email reminders to clients or team members about upcoming appointments ### CRM (Customer Relationship Management) * **Confirmation emails**: Automatically send confirmation emails as soon as someone submits an inquiry or places an order * **Customer follow-up**: Use FlowQi CRM to send automated follow-up emails to customers who haven't been in touch for a while * **[Invoicing](/solutions/invoicing-tool/)**: Automatically generate and send invoices with FlowQi Invoicing after a purchase or project completion. Add payment reminders for overdue invoices ### Marketing * **Email campaigns**: Create a series of automated emails (an email campaign) for new registrations, such as an e-minicourse * **Lead management**: Automate email address collection from your website and store leads directly in FlowQi CRM ### Customer Service * **Response messages**: Let your helpdesk tool send automatic notifications to customers, confirming their inquiry has been received and providing an expected response time * **Frequently Asked Questions (FAQ)**: Automate answers to common customer questions with a chatbot or triggered email responses ### E-Commerce * **Order processing**: Automatically update customers on their orders, including confirmations, shipping status, and tracking details * **Repeat purchases**: Send reminders for recurring orders, such as subscriptions or products that need regular replacement ### Reports and analysis * **Generate reports**: Automate the creation and delivery of monthly sales, marketing, or project reports * **Collect feedback**: Automatically request reviews or feedback from customers after a purchase or project is completed ## Tips for small businesses and freelancers * **Keep it simple**: You don't need to automate everything at once. Start with one process that takes up a lot of your time and gradually expand from there * **Experiment with tools**: FlowQi is specifically designed for SMEs, offering flexibility, configurability, and transparency. Try out different tools to find what works best for your business * **Learn from others**: Observe how other entrepreneurs in your industry use workflow automation. You might find workflows you can adapt and implement for your own business ## Conclusion **Workflow automation** isn't just for large corporations—**small and medium-sized businesses** can enjoy significant advantages too. By starting small, choosing the right tools, and automating gradually, you'll make your business smarter and more efficient. Curious about how easy and powerful workflow automation can be? [**Try FlowQi for free**](/?modal=try) and discover what FlowQi can do for your business. -------------------------------------------------------------------------------- title: "What Is Task Planning And How Do You Plan Tasks Effectively?" url: https://flowqi.com/glossary/task-planning/ date: "2025-04-29" updated: "2026-09-18" description: For people who plan more than they finish: what task planning is, and six methods that work. Clear priorities, the two-minute rule, time blocks, automation. -------------------------------------------------------------------------------- {{< intro >}} Do you find yourself **spending more time planning tasks than completing them**? Are you stuck endlessly updating to-do lists without making real progress? It might be time to rethink your approach to task planning. Effective task planning puts you in control of your workday, **reduces stress**, and **boosts** **productivity**. In this article, we'll explore: * What exactly task planning is. * Why it is important. * Practical tips to get the most out of your planning. {{< /intro >}} {{< toc >}} ## What is task planning? Task planning involves organizing, prioritizing, and scheduling your tasks to ensure they're completed efficiently and effectively, boosting your overall productivity. But task planning is more than just creating a to-do list. It ensures you: * **Structure**: Align tasks with specific goals * **Prioritize**: Focus on what's important and urgent * **Allocate Time**: Decide when to work on each task * **Evaluate**: Reflect on what went well and what can be improved ## Why is task planning important? Effective task planning keeps you and your team on track, preventing miscommunication, duplicated efforts, stress, and unnecessary costs. With a solid plan, you gain: * **Overview**: A clear picture of what needs to be done and when * **Focus**: Concentrate on what truly matters * **Efficiency**: Work smarter, not harder * **Stress Reduction**: A structured plan brings peace of mind * **Better Results**: Progress is targeted, driving you closer to your goals ## How to make task planning truly effective Want to master task planning and boost your productivity? Here are six actionable tips to help you plan smarter and get more done: ### 1. Set clear goals and priorities Start by defining your objectives. Tools like the [Eisenhower Matrix](https://www.forbes.com/sites/hillennevins/2023/01/05/how-to-get-stuff-done-the-eisenhower-matrix-aka-the-urgent-vs-the-important/) can help you prioritize tasks based on urgency and importance. Divide tasks into these four categories: * **Important & Urgent**: Do these immediately * **Important but Not Urgent**: Plan these tasks * **Urgent but Not Important**: Delegate to others * **Neither Important nor Urgent**: Eliminate entirely Example: Instead of adding a vague item like "improve marketing," break it into actionable steps such as "conduct competitor analysis" or "schedule social media posts." ### 2. Use the two-minute rule Small tasks can clutter your schedule. If something takes less than two minutes, do it right away. This keeps your to-do list manageable and helps you clear minor tasks quickly. Tip: Apply this rule to tasks like responding to short emails, filing documents, or making brief phone calls. ### 3. Work with time blocks Organize your day into focused time blocks. Alternate between periods of intense work and short breaks to maintain energy and productivity. Example: Dedicate 90 minutes each morning to your top priorities, leaving the afternoon for admin tasks or meetings. ### 4. Minimize and automate Cut down on repetitive tasks by using automation tools like FlowQi. This frees up time and energy for work that matters most. Example: Automate recurring tasks, such as scheduling weekly reports, so they're handled automatically without manual input. ### 5. Stay flexible Life is unpredictable, so leave room in your schedule for unexpected events. A flexible plan helps you adapt without stress and keeps your day running smoothly. ### 6. Evaluate and reflect End each day or week by reviewing your progress. Ask yourself: What worked well? What can be improved? Regular reflection helps you refine your planning process over time. Example: Suppose you're a project manager with a goal to finish a project on time. Your week might look like this: * Monday: Set goals and hold a team meeting * Tuesday: Delegate tasks and draft a progress report * Wednesday: Process feedback and make adjustments Using time blocks and automation tools like FlowQi ensures you work efficiently while keeping a clear overview. ## Conclusion Effective **task planning puts you in control of your day**, helping you stay focused, efficient, and stress-free. Whether you're managing a major project or streamlining your personal workflow, clear planning leads to improved results and a calmer mind. Ready to **elevate your task planning?** [**Try FlowQi**](/) and experience how it helps you manage tasks, automate workflows, and keep projects, clients and logged time in one place. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "7 Popular Methodologies In Project Management" url: https://flowqi.com/glossary/project-management-methodologies/ date: "2025-04-15" description: So many project management methodologies, so many choices. Which are the most popular and which ones suit you best? Find out here. -------------------------------------------------------------------------------- {{< intro >}} There are a huge number of [**project management methodologies**](/solutions/project-management/) for successfully bringing a project to fruition. The best choice for your organization depends on what you're looking for, your budget, what suits your company, and the types of projects you manage. In this article, we cover seven popular project management methodologies and explain how to choose the one that best fits your business. {{< /intro >}} {{< toc >}} ## What are project management methodologies? Project management methodologies are structured ways to organize a project and guide it step by step to a successful outcome. They act as a roadmap, helping you and your team maintain oversight, meet deadlines, and collaborate effectively toward shared goals. There are various methodologies, each with its own style. Most can be categorized into three main types: **traditional, Agile, and hybrid**. ## Traditional, Agile, and hybrid project management ### Traditional project management **Traditional project management** follows a fixed sequence: first planning, then execution, and finally delivery. Everything is defined and worked out in advance. This approach is best for projects with little uncertainty, such as construction or creating a manual. It's structured and predictable, but offers limited flexibility once the project is underway. Examples of traditional project management methodologies: * Waterfall Method * PRINCE2 * PMBOK (Project Management Body of Knowledge) * Critical Path Method (CPM) * Program Evaluation and Review Technique (PERT) * V-Model ### Agile project management **Agile project management** is known for its flexibility. Instead of defining everything upfront, you work in short phases (Sprints), delivering small parts of the project and testing them immediately. As the project progresses, you learn, make adjustments, and stay in close communication with the customer or end user. This way of working is especially popular in creative or tech-driven environments, such as app development, because it allows teams to respond quickly to changes. Examples of Agile project management methodologies: * Scrum * Kanban * Extreme Programming (XP) * Lean * SAFe (Scaled Agile Framework) * Crystal * DSDM (Dynamic Systems Development Method) ### Hybrid project management **Hybrid project management** combines the structure of traditional methods with the flexibility of Agile. For example, you might follow a clear overall schedule like in traditional project management, but incorporate Agile elements such as regular reviews, short sprints, or iterative feedback loops. This approach is ideal when you need a certain level of predictability while still staying adaptable. Examples of hybrid project management methodologies: * PRINCE2 Agile * Agile-Waterfall * Disciplined Agile Delivery (DAD) * Hybrid-Scrum * Water-Scrum-Fall * PMI Hybrid Approach * HSDM (Hybrid Software Development Model) ## 7 popular methodologies in project management ### 1. Waterfall Waterfall is a traditional, linear project management methodology where each phase follows the next in a fixed order, from planning to execution to delivery. You must complete one phase before moving on to the next. Key characteristics: * Fixed roadmap * Low flexibility * Ideal for predictable projects (e.g., construction, production) ### 2. Agile / Scrum Agile is a flexible methodology in which projects are divided into short sprints or iterations. It emphasizes collaboration, rapid feedback, and the ability to adapt to change. Key characteristics: * Strong customer collaboration * Focus on continuous improvement * Widely used in software development Examples of Agile methods: * **Scrum**: Uses fixed roles (Scrum Master, Product Owner), sprints, daily stand-ups, and retrospectives * **Kanban**: Visualizes work on a board with columns like "To Do," "Doing," and "Done" * **Extreme Programming (XP)**: Emphasizes code quality and teamwork ### 3. PRINCE2 (Projects IN Controlled Environments) PRINCE2 is a structured methodology developed in the UK, commonly used in large, formal organizations and government settings. Key characteristics: * Clear roles and responsibilities * Emphasis on documentation and checkpoints * Strong focus on control and accountability * Less emphasis on soft skills (e.g., managing difficult conversations) * Less suited to informal or flexible work cultures ### 4. Lean Originally developed in manufacturing (notably at Toyota), Lean can also be applied to project management. It focuses on reducing waste and maximizing value. Key characteristics: * Emphasis on efficiency and customer value * Continuous improvement (Kaizen) * Often combined with Agile for added flexibility ### 5. Six Sigma Six Sigma is a data-driven methodology focused on improving quality by reducing variation and errors. It's often combined with Lean to form Lean Six Sigma. Key characteristics: * Strong focus on data and measurement * Reduces variation and defects * Uses the DMAIC cycle: Define, Measure, Analyze, Improve, Control ### 6. Critical Path Method (CPM) CPM is a planning technique used to identify the most critical tasks in a project, the longest chain of dependent tasks that determines the shortest possible project duration. Key characteristics: * Emphasis on planning and time management * Visualized through network diagrams * Best for complex projects with strict deadlines ### 7. PMI/PMBOK (Project Management Institute / Body of Knowledge) PMBOK is not a single methodology, but a comprehensive framework of best practices developed by the Project Management Institute. It's widely used in formal project management and certification processes. Key characteristics: * Broad and versatile framework * Divided into knowledge areas (e.g., time, cost, risk) * Standard for PMP certification ## How do you choose the best project management methodology? Choosing the right methodology starts with your organization: how much time and budget is available, how large is your team, and how complex are your projects? * Traditional project management methods like PRINCE2 or PMBOK offer structure and control, but also demand extensive documentation, defined roles, and a significant investment of time and resources * For smaller teams or organizations with limited budgets, Agile methods such as Scrum or Kanban are often a better fit. They're more flexible, practical, and quicker to implement without major costs **Pairing your chosen method with a digital tool like** [**FlowQi Project Management**](/solutions/project-management/) helps you stay on top of tasks, deadlines, and team communication with ease. ## Start managing your projects better today! [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Eisenhower Matrix: Examples, Explanation And Template" url: https://flowqi.com/glossary/eisenhower-matrix/ date: "2025-04-03" description: What is the Eisenhower Matrix? Check out our examples, an explanation, and a template for completing your own Eisenhower Matrix. -------------------------------------------------------------------------------- {{< intro >}} Your calendar is packed with tasks, and you no longer know where to start. What takes priority? What should you tackle first? The **Eisenhower Matrix** helps you determine that. In this article, we'll provide examples, an explanation, and a handy template so you can get started right away. {{< /intro >}} {{< toc >}} ## What is the Eisenhower Matrix? The Eisenhower Matrix helps you identify which tasks should take priority. It's named after [Dwight D. Eisenhower](https://en.wikipedia.org/wiki/Dwight_D._Eisenhower), former U.S. president, who famously said: > "What is important is rarely urgent, and what is urgent is rarely important." The goal of the Eisenhower Matrix is to focus on tasks that are both urgent and important. It does this by dividing tasks into four quadrants: * **Important & urgent** → Do immediately * **Important & not urgent** → Schedule * **Not important & urgent** → Delegate * **Not important & not urgent** → Eliminate ## How do you use the Eisenhower Matrix? Now, let's dive deeper into each quadrant with practical examples. ### 1. Important & urgent → Do immediately This quadrant includes tasks that are both critical and time-sensitive because they have an immediate impact on your business. **Examples:** * You run an online store and suddenly receive a notification that your payment system isn't working. Panic! Well, don't panic, just fix it immediately, or you'll lose sales * You're a freelancer, and a client requests a rush job. Since urgent work often comes at a higher rate, this task takes priority, provided you have the time and capacity ### 2. Important & not urgent → Schedule These tasks don't require immediate action but are essential for long-term business growth. **For example:** * You run a marketing agency and want to develop a content strategy for the next six months. It doesn't need to be done today, but it's important. So, schedule it in! * You're a coach working on an online course. This could become a great long-term source of income, but since there's no immediate deadline, you have time to plan it properly How do you best schedule these Eisenhower Matrix tasks? With FlowQi's Task Management Tool. Why? Because it's seamlessly integrated with our intuitive CRM and Project Management Tool, giving you the most efficient way to manage your projects. Want a free preview of how our tools work? [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. ### 3. Not important & urgent → delegate If you work with a team, you're probably used to delegating tasks, unless you prefer to keep control over everything. In that case, the Eisenhower Matrix can help you let go and delegate tasks that aren't essential for you to handle yourself. Are you self-employed or a freelancer? Then consider outsourcing! It's often a worthwhile investment. **For example:** * You run a webshop and receive a flood of customer inquiries every day. A virtual assistant, customer service representative, or AI-powered tool could handle this for you. A dedicated helpdesk tool with automation saves you time, money, and energy * You need to schedule social media posts but don't have the time. Build a team, outsource content creation to a specialist, and use FlowQi to collaborate more efficiently ### 4. Not important & not urgent → eliminate You don't have to do everything! Identify tasks that are neither important nor urgent, and eliminate them. These are time-wasters that don't bring you closer to your goals. They can also be habits or distractions that eat up your time without you realizing it. Take an honest look at how much time you spend on social media (even if you call it "research"), how long you obsess over minor details, or how often you check your email. **For example:** * You constantly check social media for no apparent reason. Why? * You spend hours every week in meetings that achieve little * You check your email three times an hour, hoping for something exciting Time to change that! Try a method like **time blocking** to prevent distractions from taking over. Time blocking helps you stay focused by dividing your day into dedicated time slots for specific tasks. ## Template for the Eisenhower Matrix Use the template below to create your own Eisenhower Matrix. Simply replace the examples with your own tasks and start prioritizing effectively. | Important & urgent | Important & not urgent | |-------------------|------------------------| | Urgent deadlines, problems, IT failures **Do immediately** | Strategy, training, networking **Schedule** | | Not important & urgent | Not important & not urgent | |-----------------------|---------------------------| | Emails, phone calls, daily administration **Delegate** | Social media, unnecessary meetings **Eliminate** | ## Get started with FlowQi Task Management: for free! With our task management tool, you can easily organize and automate your workflow. On a busy workday, tasks can pile up quickly. You need to follow up with customers, send quotes, complete marketing tasks.. and the list goes on. A good task management tool helps you instantly see what takes priority. You can assign tasks, set deadlines, and track progress effortlessly, ensuring that nothing important gets overlooked. What makes FlowQi even more powerful is its integration with our **CRM system** and **project management tool**. This means all your client data, ongoing projects, and tasks are in one place. Need to send a quick follow-up to a client or schedule a task based on an ongoing project? With FlowQi, it's all seamless. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "Project Management Software: Getting A Grip On Your Work" url: https://flowqi.com/glossary/project-management-software/ date: "2025-04-03" description: Do you ever lose your notes or important emails? Project management software will make you a pro at project management. -------------------------------------------------------------------------------- {{< intro >}} **Project management software** helps you stay on top of your work. Whether you run a small business or a large corporation, chaos is always lurking. Maybe you're a creative jack-of-all-trades, bouncing from one idea to the next, or perhaps you're constantly taking on new projects as your name recognition continues to grow. That's exciting, but it can sometimes lead to stress and unfinished projects. To avoid this, it's helpful to **structure your workflow using project management tools**. In this article, we share tips from professional project managers, so you can discover the smartest way to apply these tools to your own work. {{< /intro >}} {{< toc >}} ## What is Project Management Software? Project management software is a tool you use to organize your work and collaborate with others. With this type of software, you'll always know exactly what needs to be done, the status of a project, and what your colleagues (or you) are working on. With [**FlowQi Project Management**](/solutions/project-management/), you can keep projects, tasks, and appointments organized. That means: no more loose to-do lists, no more endless emails back and forth with clients, and no more panic over forgotten deadlines. ## Why Use Project Management Tools? You might be thinking, "I can get by with my calendar and a few post-its." But do you ever feel like you're running after yourself—or others? If you can relate, project management software is for you. With project management tools, you can: * **Create structure**: Always have a clear overview of what needs to be done, by whom, and when * **Save time**: Spend less time organizing and more time actually getting work done * **Improve communication**: With everything in one place, there's less back-and-forth chatting or emailing * **Meet deadlines without stress**: Easily see what has priority, so you can stay on track ## Who Is Project Management Software Suitable For? Project management isn't just for large companies—medium-sized businesses and solo entrepreneurs also need to manage their projects. For example, if you're a freelance graphic designer, you're often juggling multiple projects and clients at once. With FlowQi Project Management, you can manage not only your projects but also your clients—all in one place. You'll have an instant overview of what's been invoiced, which payments have been received, what tasks are still open, upcoming deadlines, and what communication has already taken place. You can even grant clients access to their projects so they can leave feedback directly within the tool. This way, you'll **never lose an important email or attachment again**. ## 5 Tips for improving your project management ### 1. Put everything in one place Do you often take notes in different notebooks or separate apps? It's time to change that. The first step to professional project management is to use software like FlowQi, where you can store everything clearly: tasks, deadlines, and client data. ### 2. Break big projects into smaller steps Think about all the work you're currently handling, from your current assignments to personal projects like marketing or administration. Create a separate "space" for each project in your project management tool. Break down large projects into smaller tasks. Projects often feel overwhelming because they're broad and vague. For example, "build a website" is a huge task, but what if you break it down into smaller, clearer steps, such as: * Discuss design with the client * Create wireframes * Design the homepage * Process feedback You can then assign priority levels to these tasks in the project management tool, so you know exactly where to start. ### 3. Automate what you can Why send reminders manually or create every invoice yourself when you can automate those tasks? With FlowQi Project Management, you can extend its functionality with FlowQi [Invoicing](/solutions/invoicing-tool/). This allows you to automatically send invoices when a project is completed, as well as set up automated reminders. This will save you a lot of time and hassle. ### 4. Check your progress regularly Make it a habit to regularly check your progress. Which tasks are falling behind? Which projects are going smoothly? By reviewing your projects, you can make quick adjustments as needed. Are you working with a team? FlowQi Project Management allows you to set deadlines, assign tasks (to others or yourself), and track everyone's progress with ease. ### 5. Keep your team (or yourself) sharp Communication is key. Make sure everyone knows what needs to be done and when. If you're working solo, set reminders for yourself. This helps you stay calm, even when things get busy. Extra Tip: For larger projects, consider **working in sprints** and assigning tasks by the week. ## Difference between traditional tools and FlowQi Project Management The key difference between traditional project management tools and FlowQi Project Management is the **seamless integration with task management and CRM**. While tools like [Asana](/compare/flowqi-vs-asana/) or Trello focus solely on project management, they lack the ability to manage customer contacts. On the other hand, solutions like [HubSpot](/compare/flowqi-vs-hubspot/) are suitable for customer management but are often more expensive and unnecessarily complex. With FlowQi, you get the best of both worlds: effective, configurable, and affordable. You pay only for what you use, not more. Plus, you can easily integrate other tools, ensuring everything is connected and eliminating the problem of fragmented data from using separate tools. ## Conclusion Project management software helps businesses of all sizes—large, medium, or small, including freelancers—work more efficiently, find peace of mind, and save time and energy. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "What Is Task Management? Definition, Process, Skills and Techniques" url: https://flowqi.com/glossary/task-management/ date: "2025-03-19" updated: "2026-09-26" description: Task management is deciding what has to be done, by whom and when, and following it through. Definition, the six-step process, skills and techniques. -------------------------------------------------------------------------------- {{< intro >}} **Task management is deciding what has to be done, by whom and by when, and following every task through until it is finished.** For one person it is a list that gets reviewed every day. For a team it is a shared system where every task has an owner, a date and a status that everyone can see. This page gives the definition, the six-step process, the skills it takes, the techniques that work, and how it changes when the tasks belong to a client and a project. {{< /intro >}} {{< toc >}} ## What is task management? **Task management is the process of taking a piece of work from "someone should do this" to "done", with a known owner, a known deadline and a visible status in between.** [Wikipedia](https://en.wikipedia.org/wiki/Task_management) describes it as overseeing a task through its lifecycle: planning, tracking and reporting. In practice that lifecycle has six steps, covered below. It sits between two neighbours. [Time management](#task-management-time-management-and-project-management) is about the hours in your day; task management is about the work that has to fit in them. [Project management](/solutions/project-management/) is about the goal, the scope and the budget; task management is about the pieces the project is made of. You need all three, and most people who say they are bad at time management are actually missing a task list they trust. ## Task management, time management and project management **Three terms that get mixed up, one table to keep them apart.** | | The unit | The question | The tool | |---|---|---|---| | **Time management** | Your hours | When do I work on what? | A calendar | | **Task management** | A task | What has to be done, by whom, by when, and is it done? | A task list or board | | **Project management** | A project | Will the whole thing land on time, in scope and on budget? | A project plan with milestones and a budget | Every project is made of tasks, so project management contains task management. A to-do list on its own is not a project plan: it has no scope, no budget and no dependencies. The reverse mistake is more common in agencies: a beautiful project plan with milestones, and nobody knows what they are supposed to do on Tuesday. That gap is what [task planning](/glossary/task-planning/) closes. ## The task management process in six steps **The process is the same whether you run it on paper, in an app or in a platform.** What changes is how many people have to see it. 1. **Capture.** Everything that has to be done goes into one place: the request from the client, the idea from the meeting, the bug from the email. One list, not five. A task that lives only in someone's head is not managed. 2. **Clarify.** Turn each item into a task someone can start: a verb, an outcome, and the information needed. "Website" is not a task. "Draft the three homepage headlines for review on Thursday" is. 3. **Prioritise.** Decide what matters today and what can wait, using urgency and importance rather than the order things arrived in. The Eisenhower matrix below is the classic way to do it. 4. **Schedule and assign.** Give the task an owner and a date, and check that the owner has the hours. For a team this is where task management meets [workload management](/glossary/workload-management/): a task assigned to someone who is already full is a task that will be late. 5. **Do and track.** Work the task and keep its status current: to do, in progress, waiting, done. The status is for the people who would otherwise ask. 6. **Review and close.** Once a week, look at the list: what is done, what slipped, what should be dropped. Close tasks properly, with a note on what was delivered and what is still open. The review is where most systems fail, because it is the step nobody is asked for. ## Task management skills **The tools are easy to learn. These are the skills that decide whether the list stays true.** - **Prioritising**, which mostly means deciding what not to do today, and being able to say so. - **Estimating.** Knowing that "a quick fix" is two hours, because last time it was. Logged hours are the honest source for this. - **Breaking work down.** Turning "launch the campaign" into steps that each fit inside a day and have a clear finish. - **Delegating with a brief.** An owner, a date, the context, and what done looks like. A task handed over without those comes back as a question. - **Communicating status** before someone has to ask. A current status on the task saves a meeting. - **Closing.** Writing down what was done and what is still open, so the next task starts from facts. - **Reviewing weekly.** Keeping the list honest by removing what will never happen and re-dating what slipped. ## Task management techniques that work **Most techniques answer one of two questions: what first, and how to protect the time to do it.** The ones below are the ones that survive contact with a real week. ### The Eisenhower matrix: what first The [Eisenhower matrix](/glossary/eisenhower-matrix/) sorts tasks on two axes, urgent and important. Urgent and important: do it today. Important, not urgent: schedule it, this is where the real work lives. Urgent, not important: delegate it. Neither: drop it. It works because it forces the third and fourth boxes, which are where a to-do list quietly fills up. ### Time blocking: protect the hours [Time blocking](/glossary/time-blocking/) reserves a block in the calendar for one task and treat it as an appointment. "Answer email" from 9:00 to 9:30, the proposal from 9:30 to 11:00, calls after that. It turns a task list into a day that fits, and it shows early when the list does not fit. ### The 3-3-3 rule: a day that fits Three hours on your most important project, three shorter urgent tasks, three maintenance items such as email, admin or a meeting. The rule, from author Oliver Burkeman, caps the day at what is realistic instead of listing everything you would like to do. It is a personal technique, not a team system. ### The two-minute rule: clear the small stuff If a task takes less than two minutes, do it now. Thinking about it later costs more than doing it now, and a list full of two-minute items hides the three tasks that matter. ### Eat the frog: the hard one first Do the task you are most likely to postpone first, while the day is still empty. Everything after it feels lighter, and the task does not spend the day leaking attention. ### Kanban: make the status visible Columns for to do, in progress and done, with a limit on how much can be in progress at once. It is the simplest way to see where work is stuck, and for a team it replaces the status meeting. ### Weekly review: keep the list true Thirty minutes at the end of the week: close what is done, re-date what slipped, delete what will never happen, and pick the three that matter next week. Without this, every technique above degrades into a longer list. Two things that are not techniques but decide whether any of these work: single-tasking, because switching between tasks costs real time, and breaks, because a list is managed by a person with a finite amount of attention. ## Task management for teams **Everything above scales to a team with two additions: every task has one owner, and the status is shared.** - **One owner per task.** A task with two owners has none. If two people work on it, split it. - **A status everyone can see.** To do, in progress, waiting, done. The point is that nobody has to ask. - **Comments and files on the task**, not in email, so the context is where the work is. - **A limit on work in progress.** Ten open tasks per person is a list; three is a plan. - **Dependencies where they exist.** If the design cannot start before the copy, the task list should say so, or the designer finds out on the day. - **Load per person.** Assigning tasks without looking at who is already full is how deadlines are missed with everyone busy. That view is [workload management](/glossary/workload-management/), and the wider version, whether next month's work fits the team at all, is [capacity planning](/glossary/capacity-planning/). ## Task management when the tasks belong to a client **In an agency or consultancy, a task is rarely just a task. It is a piece of a project, for a client, that someone will bill.** That changes what the task has to carry: | A task in a to-do app | A task in a business that sells time | |---|---| | Title, owner, date | Plus the project and the client it belongs to | | Done or not done | Plus the hours it took, against the hours that were budgeted | | Lives in the app | Lives on the client record, next to the quote and the invoice | This is why agencies outgrow to-do apps: the tasks are fine, but the questions around them (did we stay in budget, what do we bill, who has room next week) live in other tools. In FlowQi a task belongs to a project, the project belongs to a client, and hours logged on the task count against the project's time budget, so the task list and the numbers are the same system. See the [task management tool](/solutions/task-management/) and, for the planning side, [project management](/solutions/project-management/). ## Task management tools: three kinds **Which tool fits depends on who has to see the list and what happens after a task is done.** - **A personal list.** Todoist, Google Tasks, Apple Reminders, or paper. Right for one person and for the tasks that are yours alone. Cheap, fast, and invisible to your colleagues. - **A shared board.** Trello, Asana, monday.com, ClickUp. Right for a team that needs owners, dates, statuses and comments in one place. Strong on the task, silent on what it cost. - **A platform where the task sits on the client and the project.** Right for businesses that sell their time, because the task, the hours and the invoice belong together. FlowQi is this kind; so are Productive, Teamwork.com and Scoro at a different price and size. Our comparison of [marketing agency software](/compare/best-marketing-agency-software/) prices them on the same job. Pick the smallest kind that answers your questions. A freelancer with three clients does not need a platform; an agency of ten with a spreadsheet for budgets already has one, spread across four tools. ## Task management in short - **Task management** is deciding what has to be done, by whom and by when, and following it through - It sits between **time management** (your hours) and **project management** (the goal, scope and budget) - The process: **capture, clarify, prioritise, schedule and assign, do and track, review and close** - The skills: prioritising, estimating, breaking work down, delegating with a brief, communicating status, closing, reviewing weekly - The techniques: **Eisenhower, time blocking, 3-3-3, two-minute rule, eat the frog, kanban, weekly review** - For a team: **one owner per task, a shared status, a limit on work in progress** - When the task belongs to a client: it has to carry the project, the hours and the budget too Ready to run tasks next to the clients and projects they belong to? [Start free with Basic](/pricing/): CRM, projects and tasks for your whole team, no end date. -------------------------------------------------------------------------------- title: "Project Management: What Is It And How Do You Do It Right?" url: https://flowqi.com/glossary/what-is-project-management/ date: "2025-03-14" description: What is project management? How does it work and what digital tools do you need for successful project management? Find out here. -------------------------------------------------------------------------------- {{< intro >}} **What is project management?** Simply put, it's the process of managing projects. For example, if an organization needs to implement new software, a project manager steps in to coordinate everything. Sounds simple, right? But it's not. In this article, we'll explain everything you need to know to successfully manage a project. {{< /intro >}} {{< toc >}} ## What is project management? **Project management** involves planning, organizing, executing, controlling, and completing temporary projects. These projects always have a specific goal and a desired outcome, which must be achieved within a defined timeframe and budget. ### The different phases of project management A typical project consists of five distinct phases: **initiation, planning, execution, monitoring, and closure**. In the initiation phase, the project idea is assessed for feasibility and value, and key goals and stakeholders are identified. Next comes the planning phase, where the details are worked out: who does what, when, with what resources, and within which budget. Once the plan is in place, the project moves into the execution phase: the team carries out the tasks and works toward the intended outcome. During execution, the fourth phase, monitoring and adjustment, often runs in parallel. In this phase, progress, costs, and quality are tracked to ensure the project stays on course. Finally, there is the closure phase: the project outcome is delivered, the team evaluates the process, and lessons learned are documented. ## What challenges do you face in project management? In practice, project management doesn't always run smoothly, especially when multiple teams, stakeholders, and interests are involved. Take, for example, an IT project in a large organization with over 400 employees who all need to learn how to use a new platform. That platform is built by developers, but the management team is working under a deadline and needs to report to the board. Meanwhile, the developers are missing deadlines due to software issues. And the IT manager? Caught in the middle, taking the heat from both sides. Oh, and then there are the employees who need to be convinced. They have to learn something new and step out of their comfort zone, which, in large organizations, often meets with a little (or a lot of) resistance. In summary, these are the most **common challenges in project management**: * Poor communication * Unclear goals and scope (what is and isn't part of the project?) * Scope creep (the project expanding beyond the original plan) * Unrealistic schedules or budgets * Risks and unexpected setbacks * Lack of stakeholder engagement * Resistance to change ## How do you overcome these challenges and successfully manage a project? One of the key factors that makes the difference between failed and successful project management is **communication**. When communication is clear, everyone understands each other. Expectations are aligned, information is easily accessible, and people trust one another. All the ingredients you need for smooth collaboration. Good communication ensures: * A clear division of tasks * Avoiding duplication of work * Faster decision-making * More involvement * A pleasant working atmosphere But when there's a kink in the communication cable, ambiguity arises, uncertainty about priorities, tasks, deadlines, responsibilities, and more. This significantly increases the risk of project failure. ## So how can you improve communication? For starters, clear communication requires good **listening**. It also demands clear structures, defined communication channels, accessible information points, and regular team meetings. **Digital tools** can give you quite a hand in this regard. ## How do digital tools help improve communication? Digital tools make information **more accessible, faster to retrieve, and better structured**. Especially in hybrid teams or growing organizations, they're essential to keeping everyone aligned. So, what kinds of digital tools are we talking about? There are many, but three of them form the foundation: * [**A customer relationship management (CRM) system**](/solutions/crm-system/) * **A task management tool** * **A project management tool** These three digital tools are essential for better communication and smoother collaboration. ## Real-life example of project management with digital tools Suppose an IT company is implementing a new customer portal for an insurance company. The project has several phases: analyzing customer needs, designing and building the interface, testing the software, and delivering the final product. Developers, UX designers, project managers, support, and sales teams all work together to make the project a success. External stakeholders are involved as well, such as the client, user groups, and IT consultants. **An integrated CRM system**, combined with task and project management tools, plays a **major role** in this collaboration. All communication with the client and stakeholders is recorded, from initial agreements and responsibilities to feedback during testing sessions. The CRM system tracks contacts, questions, requests, and project progress by client or department. Tasks and deadlines are linked, so teams always know exactly where things stand. Can you imagine managing a project without an integrated CRM system? Neither can we. ## Experience what FlowQi CRM can do for your project management We could explain it all in detail, but the best way is to experience it for yourself. [Start free with Basic](/pricing/): CRM and projects for your whole team, no end date. -------------------------------------------------------------------------------- title: "CRM (Customer Relationship Management): What Is It Exactly?" url: https://flowqi.com/glossary/crm/ date: "2025-03-02" updated: "2026-09-15" description: What is CRM? How do you use CRM to increase your sales and build customer loyalty? You can read about it in this article. -------------------------------------------------------------------------------- {{< intro >}} **CRM is a way of managing relationships with your customers**. The goal? To sell more and keep customers happy—so you can sell even more. After all, let's face it, that's what it's all about! A good CRM system helps you retain existing customers and find new ones. In this article, you'll learn how to use CRM to boost your business. {{< /intro >}} {{< toc >}} ## What is CRM? CRM stands for **Customer Relationship Management**. It refers to strategies and tools used to track interactions with customers. It helps you manage details like who you've spoken to (or emailed), when you last contacted them, what you discussed, and which products or services they're interested in. ## Why is CRM important? CRM is crucial because without customers, you don't have a business. A CRM system provides a **centralized place to organize all the data and key information about your customers**. With this, you can easily identify your loyal customers and spot opportunities to acquire new ones. A CRM system allows you to track: * Which customers are the most profitable * How to retain those customers * Which new customers you want to attract * Which products or services are most popular—and with whom * What interests or spending power your customers have * Customer communication preferences In short, **CRM helps you identify growth opportunities** and areas for improvement in your business. It enables you to know exactly who to reach out to, what to offer, and when (and how) to do it. By tailoring your communication to individual customers, CRM helps them feel special and valued, leading to longer-lasting relationships. ## Who can use a CRM system? **Anyone who works with customers** can benefit from a CRM system. Whether you're a sole trader, small or medium-sized business, or a large corporation—if you have contact with people, a CRM tool is right for you. For example, with a CRM system, you can track which customers attended your free webinar and who has shown interest in your paid course. You can also see which customers frequently visit your webshop and who may need a discount code reminder after three months. Whatever you want to track, a CRM system can make it possible. ## What exactly can you manage with CRM? * **Contacts**: All the information about your customers and leads in one place, including emails, phone calls, and notes * **Sales process**: See exactly where a potential customer is in the sales process. Have they shown interest? Are they waiting for an offer? Or are they almost ready to buy? * **Calendar and tasks**: Assign tasks to yourself or your team, such as "call customer X back" or "send contact information to Steef" * **Reports**: View statistics: How many leads did you approach this month? How many of them converted into customers? ## What's the difference between FlowQi and other CRM tools? One word: integration. [**FlowQi**](/?modal=try) **combines CRM, task management, and project management into one user-friendly platform**. While many organizations struggle with using multiple separate tools, FlowQi provides a solution that brings everything together seamlessly. Other CRM tools, such as [HubSpot](/compare/flowqi-vs-hubspot/) or Salesforce, typically focus only on customer relationship management. This means you need additional software for task and project management, which can lead to a lack of overview, constant switching between systems, increased risk of errors, and unnecessary frustration within your team. FlowQi takes a different approach. By integrating CRM with project and task management, you get a central hub that's accessible to everyone. This results in a more streamlined workflow, fewer errors, and more efficient collaboration. ## Benefits of CRM with FlowQi Here are just a few advantages of using FlowQi's CRM system: * **Integrated CRM system**: Manage all your contacts, leads, and communications in one central location * **Clear task management**: Automate workflows and assign tasks to employees automatically * **Powerful project management**: Plan and track project progress to ensure your team stays aligned * **Option for additional modules**: Need time tracking or invoicing? Add Time & Resources and Billing to Basic or Core, only for the people who use them ## Why is CRM indispensable when working with teams? A CRM system is especially valuable when you work with employees or teams. Here are several reasons why: ### 1. Everyone has access to the same information Everything is centralized in a CRM system: customer data, appointments, notes, and emails. No more scattered documents or outdated information. If one team member calls a customer and another takes over, they can easily see what was discussed and where the customer stands in the sales process. ### 2. Clear task management You can assign tasks to team members, such as "Pete sends a quote" or "Sanne schedules a follow-up appointment." Everyone can see which tasks have been completed and what still needs to be done. For example, the marketing department can send out a newsletter, and the sales team can track who responded to it and follow up promptly. ### 3. No more duplicate efforts With CRM, you prevent multiple team members from duplicating efforts. If an employee has already called a customer or answered a question, it will be recorded in the CRM. That way, you won't waste time following up on something that has already been handled. ### 4. Better communication within the team A CRM system improves internal collaboration. For example, you can note in the CRM, "Customer is interested, but wants two more days to think about it." This keeps everyone in the loop, so your team won't need to call again prematurely. ### 5. Insight into performance and collaboration Who brought in which customers? Where are bottlenecks in the process? With a CRM tool, you can easily track team performance. For example, if the sales team notices that leads often drop out after an offer, you can analyze why this is happening and refine the approach for better results. ### 6. Access anywhere and always up-to-date Our CRM system works in the cloud, allowing your team to log in from anywhere. If you're on an offline visit, you can add a note immediately after meeting with a customer. This ensures everyone in the office stays informed about what was discussed and no details are missed. ### 7. Customers receive better service > "A future-proof customer service hinges on providing a high-quality customer experience," according to the Customer Service Federation. Nothing is more frustrating for a customer than having to repeat their story multiple times to different employees—or worse, to a robot! A CRM system allows you to offer customers personalized, human service, which the Customer Service Federation deems essential for delivering exceptional customer care. ## Test FlowQi CRM + our other tools completely free of charge Experience FlowQi's tools for CRM, project and task management, and more. [**Try FlowQi for free**](/?modal=try) and discover how integrated business software can transform your operations. -------------------------------------------------------------------------------- title: "FlowQi's Journey" url: https://flowqi.com/news/ date: "2026-03-27" description: Stay up to date with the latest FlowQi news, product updates, company milestones, and what we're building next for agencies and service teams. -------------------------------------------------------------------------------- Stay up to date with the latest FlowQi news, product updates, company milestones, and what we're building next for agencies and service teams. -------------------------------------------------------------------------------- title: "FlowQi is live, and so is our office" url: https://flowqi.com/news/flowqi-launch/ date: "2026-03-27" description: On 27 March 2026 we opened our office in Utrecht and officially launched FlowQi. One day, two milestones, the start of a different way of working. -------------------------------------------------------------------------------- {{< intro >}} On 27 March 2026 we opened the doors of our Utrecht office and officially launched FlowQi. One afternoon, two milestones, and the start of a different way of working. {{< /intro >}} ## Watch the launch ## Two milestones in one day The office opening and the product launch were never meant to be separate events. We built FlowQi the same way we wanted the company itself to work, together, in one place, with the full picture in view. Opening the Utrecht office on the same day the platform went live felt right. It marks the point where an idea, years of building, and a team of people who believed in it became something real that other companies can now use. ## Why we built FlowQi FlowQi didn't start as an idea. It started as a pattern we kept seeing across companies, teams and industries. As organisations grow, their way of working becomes more fragmented, not because the work is more complex, but because the systems around it are. We believe software is shifting from passive systems that store information to active systems that do the work with you. FlowQi is our answer to that shift, one platform where client, project, planning and invoicing come together in one continuous flow, with AI that operates inside the workflow instead of bolted on the side. We wrote the full story behind that in a longer piece: [Why we created FlowQi](/blog/why-flowqi/). ## What's next We're building this bootstrapped, without outside pressure to fit existing categories or ship before we're proud of it. The launch isn't a finish line. It's the starting point. To everyone who has been part of getting us here: thank you. This is just the beginning. -------------------------------------------------------------------------------- title: "Careers at FlowQi" url: https://flowqi.com/career/ date: "2025-01-01" updated: "2026-09-11" description: FlowQi is a Dutch company with global ambitions. We build without borders, explore open roles and help us build something real. -------------------------------------------------------------------------------- FlowQi is a Dutch company with global ambitions. We build without borders, explore open roles and help us build something real. -------------------------------------------------------------------------------- title: "Product Lead" url: https://flowqi.com/career/product-lead/ date: "2026-05-19" description: Own a full product within FlowQi as if you were its founder. Strategy, security, scalability and execution. You shape it all. Utrecht-based, hybrid. -------------------------------------------------------------------------------- ## Not a PO. A builder. FlowQi is built from full products under one roof, AI, Time & Resources, CRM, Billing, and more. Right now the founders carry product leadership across all of them. As we grow, with more teams and more to build, we need someone who can step in and truly own it: know the product better than anyone, shape its strategy, work directly with engineers, talk to customers, and make real product decisions. We're looking for a builder. The role is hybrid. We want you in Utrecht regularly. Product decisions are better made face-to-face, and the team is here. ## What you own - **Strategy & roadmap**: for your product. What we build, why, and in what order. - **User stories and specs**: engineers can build straight from them, no ambiguity - **Customer conversations**: you talk to users, you understand their pain before they can describe it - **Technical trade-offs**: security, RBAC, permissions, scalability. These are on the table in every decision - **Cross-functional**: design, engineering, marketing, support - **KPIs**: you define what success looks like for your product and track it ## What we're looking for - You've owned a product or significant feature set before, not just supported - **Technical breadth**: you don't need to code yourself, but you understand what engineers run into, and you have real architecture conversations - **Security & permissions as a reflex**: you think about RBAC, permission models, and what could break before it breaks - **Scalable thinking**: decisions that work for 10 customers today need to work for 10,000 tomorrow. You weigh that. - **Entrepreneurial**: you don't wait for input, you go get it. You see what needs to happen and you do it. - Hands-on. Mockups, specs, customer calls, all of it. - Super agile: fast cycles, frequent change, shipping things that learn - You use AI to work faster. This matters. - Clear and direct: no waffle, no politics - Utrecht or nearby. Hybrid and presence matters. ## Strong plus - Background in B2B SaaS, agency tools, or professional services software - You've worked in a startup where you wore multiple hats - Experience with AI products or automation features - Prior experience with enterprise security, RBAC, or permission engines - Dutch language skills ## What you get - Hybrid: Utrecht office + remote flexibility - Direct line to the founders - Real product ownership from day one - Agile team that actually moves fast - Market-rate compensation, depending on life stage and experience. Strong technically but fewer years on the clock? Apply anyway. We'd rather look at mindset, technical depth and entrepreneurship than CV years. - **As a keystone hire, you grow with us.** FlowQi success = your success. If you really own this role, your package grows with the company. Salary and scope: it's all on the table when you deliver on what we hired you for. -------------------------------------------------------------------------------- title: "Full Stack Developer" url: https://flowqi.com/career/full-stack-developer/ date: "2026-04-15" description: Build the backbone of FlowQi. Full stack, AI-native, fully autonomous. If you think in systems and ship fast. We should talk. -------------------------------------------------------------------------------- ## You build. You ship. You own it. FlowQi is an all-in-one platform, CRM, project management, time tracking, invoicing, AI agents, all connected. We're a small, fast-moving team and we need engineers who can go from idea to production without hand-holding. We don't care whether you're medior or senior. We care whether you're sharp, autonomous, and genuinely good at what you do. A junior who moves like a senior and uses AI like a force multiplier? We want to talk. ## The stack - **Frontend:** Next.js, React: you'll live here a lot - **Backend:** NestJS (Node) and Python FastAPI, pick your weapon, know both - **Database:** PostgreSQL: always, non-negotiable - **Infra:** We're cloud-native, multi-region (EU + global), Kubernetes - **AI:** We build and run our own agents. You'll use Cursor and Claude daily ## What you'll actually do - Own features end-to-end: frontend, backend, data model, deployment - Work directly with the founders on core product decisions - Build AI-powered workflows that make FlowQi genuinely smarter - Write code that's meant to last: clean, tested, reviewable - Move fast without breaking things (our clients trust us with their business) ## What we need from you - **Medior minimum**: but talent beats seniority every time - You use AI agents (Cursor, Claude, etc.) as part of your daily workflow, not occasionally, daily - You're the conductor, not the passenger. You control the AI, not the other way around - You can read a business problem and translate it into the right data model and API - You work async, independently, and communicate clearly - You have opinions about architecture and aren't afraid to say when something is wrong ## Non-negotiables - Strong TypeScript / JavaScript (React + Node) - Solid Python or genuine willingness to become solid fast - PostgreSQL: you understand relations, indexes, query performance - Git, PRs, code review: you do this properly - AI-native workflow. This is a dealbreaker. ## Nice to have - Experience with NestJS or FastAPI in production - Kubernetes / Docker in real projects - Built or contributed to an AI agent or automation pipeline - Experience with multi-tenant SaaS ## What you get - Fully remote: we're digital cloud nomads - Flexible hours (we overlap CET working hours) - Direct line to the founders: no middlemen, no bureaucracy - Real ownership. Your code ships. - Compensation that reflects your impact: we pay well --- *We read every application personally. Share your GitHub, portfolio, or anything that shows how you work. Skip the CV if you want, tell us what you've built.* -------------------------------------------------------------------------------- title: "Growth Marketer" url: https://flowqi.com/career/growth-marketer/ date: "2026-04-15" description: Drive awareness and acquisition for FlowQi, data-first, AI-assisted, and fast. Own the full funnel: content, paid, SEO, and partnerships. Fully remote. -------------------------------------------------------------------------------- ## FlowQi is built. Now the world needs to know. We're looking for a marketer who doesn't wait for a brief. You see the opportunity and go. You'll own growth across channels: content, email, social, partnerships, and experiments we haven't tried yet. You work directly with the founders, with real budget and real freedom. No agencies. No layers. You own it. ## What you'll own - Growth strategy across acquisition channels - Content marketing: you brief it, sometimes you write it, always you ship it - Email campaigns and nurture flows - Campaign experiments: you test fast, cut fast, double down on what works - Analytics: you define the metrics that matter and report on them honestly - Partnerships and community plays ## What we're looking for - B2B SaaS marketing experience: you know how to market to businesses, not just consumers - You're data-first. Every campaign has a hypothesis, every result gets analysed. - You use AI tools to move faster: content research, A/B copy, campaign analysis - Strong English. Dutch is a serious plus. - Self-starter: you don't need hand-holding to know what to do next - Comfortable with ambiguity and fast iteration ## Strong plus - Experience marketing a platform or all-in-one tool - Familiarity with the agency / professional services market - Email marketing and lifecycle campaigns - Paid acquisition experience (even if not your primary skill) ## What you get - Fully remote: work from anywhere - Direct collaboration with the founders - Real budget to experiment with - Competitive compensation --- *Show us a campaign or piece of work you're genuinely proud of. Tell us what worked, what didn't, and what you'd do differently.* -------------------------------------------------------------------------------- title: "SEO & GEO Specialist" url: https://flowqi.com/career/seo-geo-specialist/ date: "2026-04-15" description: Own FlowQi's search visibility, in Google and in AI. Data-driven, technical, and always one step ahead of the algorithm. -------------------------------------------------------------------------------- ## Search is changing fast. We need someone who's already ahead. SEO isn't just about Google anymore. LLMs, AI search, and generative engines are reshaping how people discover software. At FlowQi, we treat Generative Engine Optimisation (GEO) as seriously as traditional SEO, and we need someone who gets both. You'll sit on a stack that includes Ahrefs, Google Search Console, and tools we've built ourselves. You'll work with real data, real traffic, and real business impact. ## What you'll own - Our organic search strategy across all markets - Technical SEO: crawlability, Core Web Vitals, structured data, indexing - Content strategy based on keyword and intent data (you brief, you don't always write) - GEO: optimising for how LLMs like ChatGPT, Gemini, and Perplexity answer questions about our space - Link building and digital PR: quality over quantity - Competitive analysis: we want to know what's working for everyone else - Reporting: you define the metrics that matter and track them weekly ## The stack - Ahrefs (power user level) - Google Search Console - Internal tooling we've built ourselves - You'll work with our content team and use AI tools to move faster ## What we're looking for - You live in data. Sessions, impressions, CTR, rankings. You track all of it obsessively - You understand technical SEO deeply: not just meta tags and headings - GEO is on your radar. You know what llms.txt is, you've thought about entity authority, you've tested what makes an LLM cite a source. - You use AI agents to research, scale content, and analyse patterns, not to write generic content - You work autonomously and deliver without being chased - You have opinions backed by data ## Strong plus - Experience in B2B SaaS SEO - Multilingual SEO (we operate in NL and EN markets) - Experience building or contributing to internal SEO tooling - Structured data / JSON-LD hands-on experience - You've run experiments and documented what you learned ## What you get - Fully remote - Access to serious tooling: we don't cheap out on data - Direct collaboration with founders who care deeply about search - Competitive compensation --- *Show us your work. A case study, a ranking you're proud of, a GEO experiment you ran, anything that proves you do what you say.* -------------------------------------------------------------------------------- title: "Terms of Service" url: https://flowqi.com/terms-of-service/ date: "2026-08-25" description: The terms that govern the use of FlowQi's services. -------------------------------------------------------------------------------- # FlowQi Terms of Service **Effective date:** 25 August 2026 · **Version:** 1.2 · **Language:** English (binding version) These Terms of Service (the "**Terms**") govern your access to and use of the FlowQi platform. Please read them carefully. By creating an account, signing an Order Form, starting a trial, activating a Free Plan, or otherwise using the Service, you agree to these Terms on behalf of the organisation you represent. If you do not agree to these Terms, do not create an account and do not use the Service. --- ## 1. Definitions 1.1 In these Terms the following words have the meaning given here. **"Affiliate"** means any entity that controls, is controlled by, or is under common control with a party, where "control" means ownership of more than 50% of the voting rights. **"Agreement"** means these Terms together with the applicable Order Form, the Schedules to these Terms, and the Privacy Notice, as described in Article 3. **"Customer", "you"** means the legal person or the natural person acting in the course of a profession or business that enters into the Agreement. **"Customer Data"** means all data, files, text, and other content that you or your Users upload to, generate in, or transmit through the Service. **"Documentation"** means the product documentation FlowQi makes generally available at flowqi.com and within the Service. **"FlowQi", "we", "us", "our"** means the contracting entity determined under Article 2. **"Free Plan"** means the free version of the Service that FlowQi makes available at no subscription fee, subject to any applicable usage, feature, storage, or other limitations. **"Order Form"** means the online sign-up flow, quotation, or written order that records your chosen plan, number of Users, term, and fees, where applicable. **"Paid Plan"** means a paid subscription to the Service. **"Service"** means the FlowQi software-as-a-service platform, including the web application, mobile applications, APIs, and any related support FlowQi provides. **"Subscription Term"** means the applicable subscription period of a Paid Plan, including the initial term stated in the Order Form and each renewal term thereafter. **"Trial Period"** means the fourteen (14) day evaluation period FlowQi offers to eligible customers before conversion to a Paid Plan or Free Plan, unless FlowQi states otherwise at the time of signup. **"User"** means an individual you authorise to use the Service under your account, including your employees, contractors, and agents. 1.2 Headings are for convenience only. "Including" means "including without limitation". References to days mean calendar days unless stated otherwise. --- ## 2. Who you are contracting with 2.1 **Contracting entity.** The FlowQi entity you contract with, the governing law, and the competent forum depend on where your organisation is established: | Where your organisation is established | You contract with | Governing law | Forum | | --- | --- | --- | --- | | The Netherlands | **FlowQi Nederland B.V.**, Australiëlaan 5, 3526 AB Utrecht, the Netherlands, Chamber of Commerce no. 92927513 | Dutch law | District Court of Midden-Nederland, location Utrecht | | A country in the European Union, the EEA, Switzerland, or the United Kingdom, other than the Netherlands | **FlowQi International B.V.**, Australiëlaan 5, 3526 AB Utrecht, the Netherlands, Chamber of Commerce no. 92927564 | Dutch law | District Court of Midden-Nederland, location Utrecht | | Türkiye | **FlowQi International B.V.** or **FlowQi, Inc.**, whichever you choose | Dutch law or Delaware law, following your choice | Utrecht or Delaware, following your choice | | Anywhere else in the world | **FlowQi, Inc.**, a Delaware corporation, 1 Sansome Street, Suite 1400, San Francisco, CA 94104, USA | Laws of the State of Delaware, USA | State and federal courts located in Delaware, USA | **Choice of entity for Türkiye.** If your organisation is established in Türkiye, you choose your contracting entity when you create your account. Choosing FlowQi International B.V. means Dutch law, the Utrecht forum, and Customer Data hosted in the EU/EEA. Choosing FlowQi, Inc. means Delaware law, the Delaware forum, and Customer Data hosted in the United States. Your choice is recorded in your account and, where one applies, in the Order Form, and it determines the entity referred to as FlowQi throughout these Terms. Schedule E applies in either case. 2.2 **One agreement per account.** Only one entity from the table above is your counterparty. References to "FlowQi" throughout these Terms mean that entity, and only that entity has obligations to you under the Agreement. The other entities named in these Terms are not parties to the Agreement. 2.3 **Intellectual property holder.** All intellectual property rights in the Service are held by **FlowQi B.V.**, Australiëlaan 5, 3526 AB Utrecht, the Netherlands, Chamber of Commerce no. 92923860, and are licensed to your contracting entity with the right to sublicense to you. Article 5 describes the licence you receive. 2.4 **Group companies.** FlowQi may use its Affiliates and subcontractors to perform the Agreement. FlowQi remains fully responsible to you for their performance. 2.5 **Business customers only.** The Service is offered exclusively to organisations and to natural persons acting in the course of a profession or business. It is not offered to consumers. By entering into the Agreement you confirm that you are acting in the course of a profession or business, and you accept that mandatory consumer protection rules, including any statutory right of withdrawal, do not apply to the Agreement to the extent permitted by applicable law. FlowQi may ask you to evidence this and may terminate the Agreement under Article 12.9 if you cannot. --- ## 3. The Agreement 3.1 Schedules A, B, C, D, and E form an integral part of these Terms. The Agreement consists of the following documents, which apply in this order of precedence in the event of a conflict: 1. Schedule E, solely to the extent Article E.5 applies; 2. the applicable Order Form; 3. these Terms and Schedules A to D; 4. the Privacy Notice at flowqi.com/privacy-notice/; 5. the Documentation. 3.2 Your general terms and conditions, purchasing conditions, or any other terms you propose do not apply, and are expressly rejected, even if FlowQi does not object to them in a specific case. 3.3 Any deviation from these Terms is binding only if FlowQi has agreed to it in writing. --- ## 4. Account, Users and security 4.1 **Registration.** To use the Service you must create an account and provide accurate, complete, and current registration information. You are responsible for keeping that information up to date. 4.2 **Age.** Users must be at least 16 years old. 4.3 **Named Users.** Access is licensed per named User. Login credentials may not be shared between individuals. You may reassign a User seat to a different individual when the original User no longer needs access. 4.4 **Your responsibility for Users.** You are responsible for all activity that takes place under your account, and for your Users' compliance with the Agreement, as if that conduct were your own. 4.5 **Credentials.** You must keep credentials confidential and use reasonable security measures, including multi-factor authentication where the Service offers it. You must notify FlowQi without undue delay, and no later than 24 hours after discovery, at security@flowqi.com if you suspect unauthorised access to your account. 4.6 **Administrators.** Users you designate as administrators can access, export, restrict, and delete the Customer Data of all Users in your account. You are responsible for who you appoint as an administrator. --- ## 5. The Service and your licence 5.1 **Licence.** For the applicable Trial Period, Free Plan period, or Subscription Term, FlowQi grants you a non-exclusive, non-transferable, non-sublicensable right for you and your Users to access and use the Service for your own internal business purposes, in accordance with the Agreement and the Documentation. 5.2 **Reservation of rights.** All rights not expressly granted are reserved. You receive a right of use only; no intellectual property rights in the Service are transferred to you. 5.3 **Restrictions.** You will not, and will not permit anyone else to: a. copy, modify, translate, or create derivative works of the Service; b. reverse engineer, decompile, or disassemble the Service, except to the extent this is permitted by mandatory law and only after you have asked FlowQi in writing for the information you need and FlowQi has not provided it within a reasonable period; c. rent, lease, resell, sublicense, or make the Service available to any third party as a service bureau, other than as expressly agreed in an Order Form; d. remove or obscure any proprietary notice; e. use the Service to build a competing product or to benchmark it for publication without FlowQi's prior written consent; or f. circumvent or exceed usage limits, or access the Service by any means other than the interfaces and APIs FlowQi provides. 5.4 **Feedback.** If you send FlowQi suggestions or ideas about the Service, FlowQi may use them without restriction and without owing you any compensation. FlowQi will not identify you as the source of such feedback without your consent. --- ## 6. Acceptable use 6.1 You and your Users must use the Service in accordance with the Acceptable Use Policy in **Schedule A**, which forms part of these Terms. 6.2 If FlowQi becomes aware of a breach of Schedule A, it may act under Article 14 (Suspension). Where FlowQi is legally required to remove or block content, or a court or competent authority orders it, FlowQi will do so and will inform you unless it is prohibited from doing so. --- ## 7. Customer Data 7.1 **Ownership.** As between you and FlowQi, you own all Customer Data and all intellectual property rights in it. FlowQi acquires no ownership of Customer Data. 7.2 **Licence to FlowQi.** You grant FlowQi a worldwide, royalty-free licence to host, copy, transmit, display, and process Customer Data to the extent necessary to provide, secure, maintain, and support the Service, and to comply with applicable law. This licence ends when the relevant Customer Data is deleted in accordance with Article 15, except to the extent retention is required by law. 7.3 **Your warranties.** You warrant that you have all rights, permissions, and lawful bases necessary for Customer Data to be processed through the Service, and that Customer Data does not infringe the rights of third parties. 7.4 **Backups on your side.** FlowQi makes backups as described in Schedule B, but those backups serve FlowQi's own continuity purposes. They do not replace your own record-keeping obligations. You remain responsible for retaining copies of records you are legally required to keep. 7.5 **Aggregated data.** FlowQi may generate statistical and aggregated information about how the Service is used, and may use that information to operate, secure, maintain, and improve the Service. Such information will not identify you, your Users, or any individual, and will not contain or reveal Customer Data. FlowQi does not use Customer Data to train generally available machine learning models. --- ## 8. Data protection 8.1 In providing the Service, FlowQi processes personal data on your behalf. In doing so you are the controller and FlowQi is the processor within the meaning of Regulation (EU) 2016/679 ("**GDPR**"), or under equivalent applicable data protection law. 8.2 The data processing terms in **Schedule C** apply to that processing and constitute the written agreement required by Article 28(3) GDPR. Where FlowQi has entered into a separate data processing agreement with you, that separate agreement prevails over Schedule C. 8.3 FlowQi processes personal data as a controller in its own right for account administration, billing, security, fraud prevention, service communications, and marketing, where applicable. The Privacy Notice at flowqi.com/privacy-notice/ describes that processing. 8.4 **Türkiye.** Where you are established in Türkiye, or where the processing of personal data is subject to the Turkish Personal Data Protection Law no. 6698 ("**KVKK**"), **Schedule E** applies in addition to Schedule C and prevails over Schedule C to the extent set out in Article E.5. 8.5 **Other jurisdictions.** Where Schedule C refers to the GDPR and the GDPR does not apply to the processing, those references are read as references to the equivalent provisions of the data protection law that does apply, and the equivalent obligations under that law apply. --- ## 9. Confidentiality 9.1 Each party may receive information from the other that is marked confidential or that a reasonable person would understand to be confidential ("**Confidential Information**"). Customer Data is your Confidential Information. The Service, the Documentation, and non-public pricing are FlowQi's Confidential Information. 9.2 The receiving party will use Confidential Information only to perform the Agreement, will protect it with at least the care it uses for its own confidential information and in any event with reasonable care, and will disclose it only to personnel and subcontractors who need it and who are bound by confidentiality obligations at least as protective as these. 9.3 These obligations do not apply to information that: a. is or becomes public without breach of the Agreement; b. the receiving party already lawfully held; c. is lawfully received from a third party without confidentiality obligations; or d. is independently developed without use of the other party's Confidential Information. If disclosure is required by law or by a competent authority, the receiving party may disclose the minimum required and will, where legally permitted, notify the other party in advance. 9.4 These confidentiality obligations continue for three years after the Agreement ends, and for trade secrets for as long as they remain trade secrets. --- ## 10. Third-party services 10.1 The Service can be connected to third-party products such as identity providers, accounting systems, payment providers, communication tools, and other third-party services. Your use of those products is governed by your agreement with the relevant provider, not by these Terms. 10.2 If you enable an integration, you instruct FlowQi to transfer Customer Data to that provider to the extent necessary for the integration. FlowQi is not responsible for the acts or omissions of third-party providers, for their availability, or for what they do with data you instruct FlowQi to send them, except to the extent required by applicable law. 10.3 A third-party provider may change or discontinue its interfaces. If that makes an integration impossible, FlowQi may discontinue the integration. FlowQi will provide as much advance notice as reasonably possible. --- ## 11. Availability, support and maintenance 11.1 FlowQi will provide the Service and support with reasonable skill and care, and in accordance with **Schedule B**. 11.2 FlowQi may perform scheduled maintenance as described in Schedule B, and may perform emergency maintenance at any time where reasonably necessary to protect the security, integrity, or availability of the Service. 11.3 **Changes to the Service.** FlowQi may change, improve, replace, add, or remove functionality of the Service from time to time. For customers using a Paid Plan, FlowQi will not materially degrade the core functionality of the Service during the then-current Subscription Term. The functionality, limits, storage allowances, integrations, and features included in a Free Plan may change from time to time; continued availability of a Free Plan does not guarantee that the same features or functionality remain included indefinitely. Article 19 applies to amendments of these Terms; it does not apply to changes of the Service as such, which are governed by this Article and by Article 16. --- ## 12. Trial, Free Plan, term, renewal and termination 12.1 **Commencement.** For customers using a Trial Period or a Free Plan, the Agreement starts on the date the account is created. For Paid Plans, the Agreement starts on the date you first accept these Terms or on the start date in the applicable Order Form, whichever is earlier. 12.2 **Fourteen-day trial.** Unless FlowQi states otherwise at the time of signup, FlowQi may provide an initial Trial Period of fourteen (14) consecutive days. The Trial Period is intended solely to allow you to evaluate the Service. FlowQi may impose reasonable usage, feature, storage, or User limitations during the Trial Period. Unless you convert to a Paid Plan or a Free Plan, the Trial Period ends automatically at the end of the fourteen-day period. 12.3 **Trial data after expiry.** When a Trial Period expires without conversion to a Paid Plan or a Free Plan: a. FlowQi may deactivate your account and restrict access to the Service; b. FlowQi will retain your Customer Data for thirty (30) days following the end of the Trial Period so that you can export it using the available export functionality; c. if you convert to a Paid Plan or a Free Plan during that thirty-day period, your account may be reactivated and the applicable plan continues without deletion of your Customer Data; d. if you do not convert or otherwise reactivate your account during that thirty-day period, FlowQi will delete the Customer Data from its production systems in accordance with Article 15; e. copies of Customer Data stored in backups are overwritten in the ordinary backup cycle and deleted no later than ninety (90) days after the end of the Trial Period, subject to legal retention requirements; and f. FlowQi may retain information it is legally required to retain, such as accounting, billing, fraud-prevention, or security records, for the legally required retention period. 12.4 **Trial termination.** FlowQi may modify, suspend, or discontinue a Trial Period at any time. Notwithstanding Article 16.1, a Trial Period is provided "as is", without any warranty except as required by mandatory law. FlowQi's liability in relation to a Trial Period is subject to Article 17. 12.5 **Paid Plan term.** The Subscription Term starts on the start date stated in the Order Form and continues for the agreed Subscription Term. 12.6 **Renewal.** Unless the Order Form says otherwise, a Paid Plan Subscription Term renews automatically for successive periods equal to the then-current term. 12.7 **Notice of non-renewal.** Either party may prevent renewal by giving notice at least thirty (30) days before the end of the then-current Subscription Term. For monthly subscriptions, notice given at any time before the end of the current month takes effect at the end of that month. 12.8 **No termination for convenience mid-term.** Except as stated in Articles 12.9, 12.10, and 19.3, neither party may terminate a Paid Plan Subscription Term early for convenience. Fees for the remainder of a Subscription Term remain payable. 12.9 **Termination for cause.** Either party may terminate the Agreement with immediate effect by written notice if the other party materially breaches the Agreement and, where the breach can be cured, fails to cure it within thirty (30) days after written notice describing the breach. Failure to pay undisputed invoices is a material breach if it continues for fourteen (14) days after a written reminder. 12.10 **Insolvency.** Either party may terminate the Agreement with immediate effect if the other party is declared bankrupt, is granted a suspension of payments, enters into an equivalent insolvency procedure, or ceases its business. 12.11 **Free Plan.** FlowQi may modify or discontinue the Free Plan at any time for customers who are not yet using it. If you are already using the Free Plan, you may continue to use a Free Plan while it remains available, subject to these Terms and to any change to its functionality, limits, storage allowances, integrations, or features made in accordance with Article 11.3. If FlowQi decides to discontinue the Free Plan entirely for existing users, FlowQi will give at least twelve (12) months' written notice and will keep the available export functionality accessible throughout that notice period. Notwithstanding Article 16.1, the Free Plan is provided "as is", without any warranty except as required by mandatory law. FlowQi's liability in relation to the Free Plan is subject to Article 17. 12.12 **Inactive Free Plan accounts.** If a Free Plan account has had no sign-in for twelve (12) consecutive months, FlowQi may close the account. FlowQi will first send a written warning to the email address associated with the account and will not close the account earlier than thirty (30) days after that warning. If you sign in within that thirty-day period, the account remains open. If FlowQi closes the account: a. FlowQi will deactivate the account; b. your Customer Data remains available for thirty (30) days for export; c. after that export period, FlowQi will delete Customer Data from its production systems in accordance with Article 15; and d. backups are overwritten in the ordinary backup cycle and deleted no later than ninety (90) days after account closure, subject to legal retention requirements. This Article does not apply to Paid Plans. 12.13 **Conversion between plans.** Where FlowQi permits you to convert from a Trial Period to a Free Plan or a Paid Plan, or from a Free Plan to a Paid Plan, the new plan becomes effective once the conversion is completed. Customer Data remains associated with the account unless deletion has already taken place in accordance with these Terms. 12.14 **Cancellation by the Customer.** You may cancel your Paid Plan through the cancellation process FlowQi makes available. Unless the applicable Order Form states otherwise, cancellation prevents renewal but does not end the then-current Subscription Term. --- ## 13. Fees, tax and payment 13.1 **Fees.** You pay the fees stated in the applicable Order Form. Unless stated otherwise, fees are payable in advance for each billing period and are non-refundable, except where these Terms expressly provide otherwise. 13.2 **Value added tax.** Fees are exclusive of VAT and other taxes. a. Customers established in the Netherlands are invoiced by FlowQi Nederland B.V. with Dutch VAT at the applicable rate. b. Business customers established in another EU member state are invoiced by FlowQi International B.V. with VAT reverse-charged under applicable EU VAT rules. You must provide a valid VAT identification number. If you do not, or if the number proves invalid, FlowQi may charge Dutch VAT and you must pay it. c. Customers established outside the EU are invoiced without EU VAT. You are responsible for any withholding tax, import tax, or reverse-charge obligation in your own country, and amounts payable to FlowQi are net of any such deduction. 13.3 **Payment method.** Payment is made by the method stated in the applicable Order Form. Card and direct debit payments may be processed by FlowQi's payment service provider. By providing payment details you authorise recurring charges for the applicable Subscription Term and each renewal. 13.4 **Payment term.** Invoices are payable within fourteen (14) days of the invoice date, without set-off, deduction, or suspension. 13.5 **Late payment.** If you do not pay an undisputed amount when due, you are in default without a notice of default being required, the payment term in Article 13.4 being a strict deadline. FlowQi may charge: a. for customers contracting with FlowQi Nederland B.V. or FlowQi International B.V., the statutory commercial interest under Article 6:119a of the Dutch Civil Code, and reasonable extrajudicial collection costs recoverable under Article 6:96 of the Dutch Civil Code. Because both parties act in the course of a profession or business, the parties set those collection costs at 15% of the outstanding amount with a minimum of EUR 150, without prejudice to FlowQi's right to claim its actual costs where these are higher; b. for customers contracting with FlowQi, Inc., interest at 1.5% per month or the highest rate permitted by applicable law, whichever is lower, together with reasonable collection costs, including attorneys' fees where recoverable. 13.6 **Disputed invoices.** If you dispute an invoice in good faith, you must notify FlowQi in writing within fourteen (14) days of the invoice date, stating your reasons, and pay the undisputed part on time. FlowQi will not apply Articles 13.5 or 14 to the genuinely disputed part while the dispute is being handled in good faith. 13.7 **Price changes.** FlowQi may change its fees with thirty (30) days' written notice, effective at the start of the next Subscription Term. If a fee increase for the same scope of Service exceeds the increase of the Dutch Consumer Price Index over the preceding twelve (12) months by more than five percentage points, you may terminate the Agreement with effect from the date the increase takes effect, by giving written notice within thirty (30) days after FlowQi's notice. 13.8 **Adding Users.** If you add Users during a Subscription Term, they are charged pro rata for the remainder of that term and in full from the next renewal. Reducing the number of Users takes effect at the next renewal unless otherwise agreed in writing. --- ## 14. Suspension 14.1 FlowQi may suspend your access to the Service, in whole or in part, if: a. you are in default of payment as described in Article 13.5 and have not paid within fourteen (14) days after a written reminder; b. FlowQi reasonably believes your use of the Service breaches Schedule A, or threatens the security, integrity, or availability of the Service or another customer's use of it; or c. FlowQi is required to suspend access by law or by order of a competent authority. 14.2 FlowQi will give you notice before suspending access, unless a delay would create a real risk of harm to the Service or to third parties, in which case FlowQi will notify you as soon as reasonably possible afterwards. 14.3 Suspension does not release you from your payment obligations. FlowQi will lift the suspension without undue delay once the reason for it has been removed. Suspension is limited in scope and duration to what is reasonably necessary, and does not by itself terminate the Agreement. --- ## 15. Effect of termination, export and deletion 15.1 On the date the Agreement ends, your right to use the Service ends and FlowQi may deactivate your account. 15.2 **Export window.** For thirty (30) days after the Agreement ends, FlowQi will keep Customer Data available so that you can export it through the export functionality of the Service. FlowQi may make this export window conditional on payment of undisputed outstanding invoices. 15.3 **Deletion.** After the applicable export window, FlowQi will delete Customer Data from its production systems. Copies stored in backups are overwritten in the ordinary backup cycle and deleted no later than ninety (90) days after the Agreement ends. During that period the deleted data remains subject to Schedule C and to the applicable security and confidentiality obligations. 15.4 **Earlier deletion.** If you ask FlowQi in writing to delete Customer Data before the end of the export window, FlowQi will do so within thirty (30) days of the request, unless it must retain the data by law. 15.5 **Legal retention.** FlowQi may retain data where a legal obligation requires it, for example invoicing and tax records, fraud-prevention records, or records necessary to establish, exercise, or defend legal claims. FlowQi will retain such data only for the required period and only for the applicable purpose. 15.6 **Trial-specific timing.** For an expired Trial Period, the thirty-day export period begins on the date the Trial Period ends. The deletion and backup timelines in this Article apply accordingly. 15.7 **Survival.** Articles 1, 5.2, 7.1, 9, 13 for amounts accrued, 15, 16, 17, 18, 24, 25, and 26 survive the end of the Agreement. --- ## 16. Warranties and disclaimers 16.1 **Paid Plans.** For Paid Plans, FlowQi warrants that it will provide the Service with reasonable skill and care, materially in accordance with the Documentation, and that it will not materially reduce the core functionality of the Service during the then-current Subscription Term. This Article 16.1 does not apply to a Trial Period or a Free Plan, which are governed by Articles 12.4 and 12.11. 16.2 If FlowQi breaches Article 16.1, your primary remedy is that FlowQi will use reasonable efforts to correct the non-conformity within a reasonable period after you report it in sufficient detail. This does not limit your other remedies under Article 17. 16.3 To the extent permitted by law, and without prejudice to Article 16.1, the Service is provided "as is". FlowQi does not warrant that: a. the Service will be uninterrupted or error-free; b. the Service will meet requirements FlowQi has not expressly accepted in writing; or c. the Service is suitable for any particular regulatory obligation of yours. You are responsible for determining whether the Service is suitable for your purposes. 16.4 FlowQi is not liable for any decision you or your Users take on the basis of output of the Service. Where the Service provides automated suggestions, insights, recommendations, or generated content, you remain responsible for reviewing and validating that output before acting on it. --- ## 17. Limitation of liability 17.1 **Cap.** The total aggregate liability of each party under or in connection with the Agreement, per contract year and for all events together, is limited to: a. for a Paid Plan, the fees paid or payable by you to FlowQi under the Agreement during the twelve (12) months immediately preceding the event giving rise to the liability; b. for a Trial Period or a Free Plan for which no fees have been paid, EUR 250, or the equivalent in the currency of the Agreement. A series of connected events counts as one event for the purposes of this Article. The limitations in this Article remain subject to Article 17.5. 17.2 **Excluded loss.** Neither party is liable for indirect or consequential loss, including loss of profit, loss of turnover, loss of anticipated savings, loss of goodwill, reputational damage, business interruption, or third-party claims, except as provided in Article 18. 17.3 **Loss of data.** FlowQi's liability for loss or corruption of Customer Data is limited to the reasonable cost of restoring it from the most recent backup FlowQi holds under Schedule B. 17.4 **Conditions for a claim.** Liability arises only if you notify FlowQi in writing of the damage and its cause as soon as reasonably possible and in any event within thirty (30) days after you discover it, and FlowQi is given a reasonable opportunity to remedy it. Any claim expires twelve (12) months after the event that caused the damage, to the extent permitted by applicable law. 17.5 **What is not limited.** Nothing in this Article limits either party's liability for: a. intent or deliberate recklessness of that party's own management; b. death or personal injury caused by negligence; c. your obligation to pay fees; d. the indemnities in Article 18; or e. any other liability that cannot be limited under mandatory applicable law. 17.6 **Scope.** This Article applies whether the claim is based on contract, tort, statute, or otherwise, and applies for the benefit of FlowQi's Affiliates and subcontractors as well as FlowQi itself. --- ## 18. Indemnities 18.1 **By FlowQi.** FlowQi will defend you against a third-party claim that the Service, when used in accordance with the Agreement, infringes that third party's intellectual property rights, and will pay damages and costs finally awarded against you or agreed in settlement. 18.2 **Remedies.** If such a claim is made or is likely, FlowQi may, at its own cost and choice: a. obtain the right for you to continue using the Service; b. modify or replace the Service so that it is no longer infringing while remaining materially equivalent; or c. if neither is reasonably possible, terminate the affected part of the Agreement and refund fees paid for the unused remainder of the Subscription Term. 18.3 **Exclusions.** Article 18.1 does not apply where the claim arises from: a. Customer Data; b. your use of the Service in breach of the Agreement; c. a modification of the Service that FlowQi did not make; or d. combining the Service with anything FlowQi did not supply, where the claim would not have arisen without that combination. 18.4 **By you.** You will indemnify FlowQi against third-party claims, including claims by your Users and by supervisory authorities, arising from Customer Data or from your use of the Service in breach of the Agreement, to the extent permitted by applicable law. 18.5 **Procedure.** The indemnified party must notify the other without undue delay, must not admit liability or settle without the indemnifying party's written consent, which may not be unreasonably withheld, and must give the indemnifying party control of the defence and reasonable cooperation at the indemnifying party's cost. --- ## 19. Changes to these Terms 19.1 FlowQi may amend these Terms and the Schedules. FlowQi will notify you of a material amendment at least thirty (30) days before it takes effect, by email to the administrative contact associated with your account or by a notice in the Service. 19.2 **When amendments take effect.** For customers using a Paid Plan, amended Terms take effect at the start of the next Subscription Term or, for subscriptions with a term of one month or less, thirty (30) days after notice. For customers using a Free Plan, amended Terms take effect thirty (30) days after notice, unless Article 19.4 applies. For customers in a Trial Period, amended Terms take effect upon notice, provided that mandatory rights under applicable law are not affected. 19.3 **Material adverse amendments.** If an amendment materially and adversely affects you, you may reject that amendment as follows. For a Paid Plan, you may terminate the Agreement with effect from the date the amendment takes effect, by giving written notice within thirty (30) days after FlowQi's notice; FlowQi will refund fees paid for the unused remainder of the applicable Subscription Term. For a Free Plan, you may stop using the Service and terminate your account before the amendment takes effect, in which case Article 15 applies to export and deletion. This Article is your contractual remedy for such an amendment, without prejudice to rights that cannot be waived or limited under mandatory applicable law. 19.4 Articles 19.1 to 19.3 do not apply to amendments FlowQi must make to comply with the law or an order of a competent authority, or to changes that do not adversely affect you. Such amendments take effect on the date FlowQi states. --- ## 20. Force majeure 20.1 Neither party is liable for a failure to perform caused by an event beyond its reasonable control, including natural disaster, war, terrorism, civil unrest, epidemic, strike, failure of internet infrastructure or of a public utility, government measures, and denial-of-service attacks. Force majeure does not excuse an obligation to pay amounts already due. 20.2 If force majeure continues for more than sixty (60) consecutive days, either party may terminate the Agreement by written notice, without either party owing the other compensation for the termination itself. FlowQi will refund fees paid for the unused remainder of the Subscription Term. --- ## 21. Name reference 21.1 FlowQi may name you as a customer and use your name and logo in its customer overview, on its website, and in sales materials, in a factual manner and in accordance with any brand guidelines you provide. 21.2 You may withdraw this permission at any time by writing to legal@flowqi.com. FlowQi will stop using your name and logo in new materials within thirty (30) days and will remove them from its website within the same period. 21.3 Any other public statement about the relationship, including a press release, case study, or quotation, requires the other party's prior written consent. --- ## 22. Assignment and subcontracting 22.1 You may not assign or transfer the Agreement, in whole or in part, without FlowQi's prior written consent, which will not be unreasonably withheld. 22.2 FlowQi may assign or transfer the Agreement to an Affiliate, or in connection with a merger, reorganisation, or sale of all or substantially all of its assets or of the business line to which the Agreement relates. FlowQi will notify you. 22.3 FlowQi may use subcontractors. For subprocessors of personal data, Schedule C applies. --- ## 23. Notices 23.1 Notices to FlowQi under the Agreement are given by email to legal@flowqi.com and, for the entity you contract with under Article 2, with a copy sent by post to that entity's registered address. 23.2 Notices to you are given by email to the administrative contact in your account, or through a notice in the Service. You are responsible for keeping that contact address current. 23.3 A notice by email is deemed received on the first business day after it is sent, unless the sender receives a delivery failure message. --- ## 24. Governing law and disputes 24.1 The Agreement, and any non-contractual obligation arising from it, is governed by the law stated for your contracting entity in Article 2.1. The United Nations Convention on Contracts for the International Sale of Goods does not apply. 24.2 The parties will first attempt to resolve any dispute through consultation between representatives with decision-making authority, within thirty (30) days after one party notifies the other of the dispute in writing. 24.3 If consultation does not resolve the dispute, the dispute will be submitted exclusively to the forum stated for your contracting entity in Article 2.1, subject to any mandatory jurisdictional rights that cannot lawfully be excluded and to any mandatory pre-action procedure that applicable law imposes. 24.4 Article 24.3 does not prevent either party from seeking interim or injunctive relief from any competent court, including to protect intellectual property rights or Confidential Information. 24.5 Each party brings claims only in its own capacity, and not as a plaintiff or class member in any purported class or representative proceeding, to the extent permitted by applicable law. --- ## 25. Language 25.1 The binding version of these Terms is the English version. 25.2 FlowQi may publish translations in Dutch and Turkish for convenience. In the event of a difference between a translation and the English version, the English version prevails, except where mandatory law in your country requires otherwise. --- ## 26. Miscellaneous 26.1 **Entire agreement.** The Agreement is the entire agreement between the parties on its subject matter and replaces all earlier proposals, discussions, and understandings about that subject matter. 26.2 **Severability.** If a provision of the Agreement is invalid or unenforceable, the remainder remains in force. The parties will replace the invalid or unenforceable provision with a valid provision that approximates its purpose as closely as legally possible. 26.3 **No waiver.** A party's failure to enforce a provision is not a waiver of its right to enforce it later. 26.4 **Independent parties.** Nothing in the Agreement creates a partnership, agency, joint venture, fiduciary relationship, or employment relationship between the parties. 26.5 **Export and sanctions.** You warrant that you are not established in, controlled from, or acting on behalf of a country or party subject to comprehensive EU or US sanctions, that you are not listed on an applicable sanctions list, and that you will not make the Service available to any such party in violation of applicable sanctions laws. 26.6 **Written form.** Where the Agreement requires writing, email satisfies that requirement unless these Terms expressly require a signed document. --- # Schedule A. Acceptable Use Policy This Schedule forms part of the Terms and applies to you and to every User of your account. **A.1 Prohibited content and conduct.** You will not use the Service to: a. break the law, or infringe the intellectual property, privacy, or other rights of anyone else; b. store or distribute malware, or content that is unlawful, defamatory, harassing, or that incites violence or hatred; c. store or distribute material that sexually exploits or endangers minors; d. send unsolicited commercial communications, or otherwise breach applicable rules on electronic marketing; or e. impersonate any person or organisation, or misrepresent your affiliation with one. **A.2 Platform integrity.** You will not: a. probe, scan, or test the vulnerability of the Service, or breach or circumvent its security or authentication measures, other than under a security testing programme FlowQi has agreed to in writing; b. interfere with the Service or with another customer's use of it, including through denial-of-service attacks or resource exhaustion; c. access the Service by automated means beyond the rate limits in Schedule B, or scrape data other than through the documented API; or d. use the Service to operate a bureau, resale, or white-label service for third parties, other than as expressly agreed in an Order Form. **A.3 Special categories of data.** Unless FlowQi has agreed otherwise in writing, you will not upload to the Service: a. special categories of personal data within the meaning of Article 9 GDPR, or personal data relating to criminal convictions and offences. For customers subject to the KVKK, this paragraph is read in accordance with Article E.7; b. payment card data subject to PCI DSS, other than in fields the Service specifically designates for that purpose; or c. data that requires a level of protection, certification, or regulatory approval that FlowQi has not expressly stated it provides. **A.4 Enforcement.** If you breach this Schedule, FlowQi may act under Article 14 (Suspension) and, for a material or repeated breach, under Article 12.9 (Termination for cause). Where the breach can reasonably be cured, FlowQi will ask you to cure it first, unless the breach creates an immediate risk to the Service, to another customer, or to any person. **A.5 Reporting.** Report suspected abuse to abuse@flowqi.com and suspected security vulnerabilities to security@flowqi.com. FlowQi will not pursue a claim against a security researcher who reports a vulnerability in good faith, does not access more data than necessary to demonstrate it, and does not disclose it publicly before FlowQi has had a reasonable opportunity to investigate and fix it. --- # Schedule B. Availability, support and maintenance **B.1 Availability target.** FlowQi aims for a monthly availability of the Service of 99.5%, measured per calendar month, excluding scheduled maintenance and force majeure. Where an Order Form includes a service level agreement with a different target or with service credits, that agreement prevails over this paragraph. **B.2 Scheduled maintenance.** Scheduled maintenance takes place where possible outside normal business hours in the Central European time zone. FlowQi will announce maintenance expected to cause an interruption at least forty-eight (48) hours in advance, by a notice in the Service where reasonably practicable. **B.3 Emergency maintenance.** FlowQi may perform emergency maintenance at any time where reasonably necessary to protect the security, integrity, or availability of the Service, and will notify you as soon as reasonably possible. **B.4 Support.** Support is available in Dutch and English by email at support@flowqi.com and through the in-product support channel, on business days from 09:00 to 17:30 Central European time, excluding Dutch public holidays. **B.5 Response targets.** FlowQi aims to respond within the following times during support hours. These are targets, not guarantees, unless an Order Form states otherwise. | Priority | Description | Target first response | | --- | --- | --- | | P1 | The Service is unavailable, or a core function is unusable for all your Users, with no workaround | 4 support hours | | P2 | A core function is seriously impaired, or a workaround exists but is burdensome | 1 business day | | P3 | Limited impact, question, or feature request | 3 business days | **B.6 Backups.** FlowQi makes daily backups of the production database and retains them for at least thirty (30) days. Backups are stored encrypted, in the same region as the cluster they were taken from. **B.7 Hosting location.** FlowQi operates separate EU and US data clusters. Which cluster holds your Customer Data follows the entity you contract with under Article 2.1: a. for customers contracting with FlowQi Nederland B.V. or FlowQi International B.V., Customer Data is hosted in the EU/EEA; b. for customers contracting with FlowQi, Inc., Customer Data is hosted in the United States. Limited processing activities may involve access to or processing of personal data from outside the region of your cluster, including through approved subprocessors and support or infrastructure providers. Any such processing or transfer takes place in accordance with Schedule C, including the transfer safeguards in Article C.9 and, for customers subject to the KVKK, Schedule E. FlowQi will not move your Customer Data to a different cluster without giving you at least thirty (30) days' prior written notice. **B.8 Rate limits.** Use of the API is subject to the rate limits published in the Documentation. FlowQi may apply fair-use limits to storage and API volume, will publish those limits in the Documentation, and will contact you before restricting use for exceeding them, except where immediate restriction is reasonably necessary to protect the Service or other customers. --- # Schedule C. Data processing terms These terms constitute the data processing agreement required by Article 28(3) GDPR between you as controller and FlowQi as processor. Where a separate data processing agreement has been signed, that agreement prevails. For customers subject to the KVKK, Schedule E supplements this Schedule. **C.1 Subject and duration.** FlowQi processes personal data to provide the Service during the applicable Trial Period, Free Plan period, and Subscription Term, and during the retention and export periods set out in Article 15. **C.2 Nature and purpose.** Hosting, storage, structuring, retrieval, transmission, backup, support, security, maintenance, and deletion of Customer Data in the course of providing, securing, and supporting the Service. **C.3 Categories of data subject.** Your employees, contractors, customers, suppliers, prospects, business contacts, Users, and any other individuals whose personal data you choose to place in the Service. **C.4 Categories of personal data.** Identification and contact data, employment and organisational data, communications and document content, account and usage data, technical and log data, and any other personal data you choose to place in the Service. **C.5 Instructions.** FlowQi processes personal data only on your documented instructions, which include the Agreement and your use of the Service's configuration options, unless EU, EEA member state, UK, or other applicable law requires otherwise. If FlowQi considers an instruction to breach applicable data protection law, it will inform you unless legally prohibited from doing so. **C.6 Confidentiality.** FlowQi ensures that persons authorised to process the personal data are bound by confidentiality obligations. **C.7 Security.** FlowQi implements appropriate technical and organisational measures under applicable data protection law, including measures appropriate under Article 32 GDPR. These measures include, where applicable: a. encryption in transit and at rest; b. role-based access control; c. logging and monitoring; d. segregation of environments; e. access restrictions; f. backup procedures; and g. regular security testing and review. FlowQi publishes a current description of the relevant security measures in the Documentation and may update them, provided the overall level of protection is not materially reduced. **C.8 Subprocessors.** You give FlowQi general authorisation to engage subprocessors. FlowQi maintains a current list of subprocessors, available on request at legal@flowqi.com, and will notify you at least thirty (30) days before adding or replacing a subprocessor that processes Customer Data. You may object on reasonable data protection grounds within that period. If the parties cannot resolve the objection, you may terminate the affected part of the Agreement without penalty and receive a refund of fees paid for the unused remainder of the applicable Subscription Term. FlowQi imposes on each subprocessor obligations equivalent to those in this Schedule and remains liable for its subprocessors as required under Article 28(4) GDPR or the equivalent provision of the applicable data protection law. **C.9 International transfers.** FlowQi processes Customer Data in the cluster identified in Article B.7. For Customer Data held in the EU cluster, that processing takes place within the European Economic Area where reasonably practicable. Where personal data is transferred to, accessed from, or otherwise processed in a country outside the European Economic Area, FlowQi ensures that an appropriate transfer mechanism is in place as required by applicable data protection law. For transfers subject to the GDPR, that mechanism is one of the following: a. an adequacy decision adopted by the European Commission; b. the European Commission's Standard Contractual Clauses; or c. another transfer mechanism permitted under Chapter V GDPR. In addition to the mechanism chosen, FlowQi applies supplementary technical, contractual, or organisational measures where the transfer requires them. Where another applicable data protection regime requires a different transfer mechanism, the transfer is subject to the mechanism required under that regime; for the KVKK, Schedule E applies. **C.10 Assistance.** Taking account of the nature of the processing, FlowQi provides reasonable assistance with: a. requests from data subjects; b. personal data breach notifications; c. data protection impact assessments; and d. prior consultations with supervisory authorities, in each case to the extent reasonably necessary and as required by applicable data protection law. FlowQi may charge for assistance that goes materially beyond the functionality of the Service, at its then-current rates, after informing you in advance. **C.11 Personal data breach.** FlowQi notifies you without undue delay, and in any event within forty-eight (48) hours after becoming aware of a personal data breach affecting Customer Data, and provides the information reasonably available to FlowQi that you need to meet your own notification obligations. For customers subject to the KVKK, Article E.6 confirms how this Article applies. **C.12 Deletion and return.** At the end of the Agreement, FlowQi deletes or returns personal data as set out in Article 15. **C.13 Audit.** FlowQi makes available the information reasonably necessary to demonstrate compliance with this Schedule, including relevant third-party audit reports and certifications it holds. You may audit no more than once per calendar year, and additionally after a personal data breach materially affecting your Customer Data. Audits are conducted: a. on thirty (30) days' written notice; b. during normal business hours; c. in a manner that does not materially disrupt FlowQi's operations; d. subject to confidentiality obligations; and e. at your own cost, unless applicable mandatory law provides otherwise. Where the proposed auditor is a competitor of FlowQi, FlowQi may require a different independent auditor. This Article does not limit the powers of a competent supervisory authority. **C.14 Contact.** Data protection questions may be sent to legal@flowqi.com and to dpo@flowqi.com. --- # Schedule D. Contracting entities | Entity | Registered office | Chamber of Commerce | VAT number | Role | | --- | --- | --- | --- | --- | | FlowQi Nederland B.V. | Australiëlaan 5, 3526 AB Utrecht, NL | 92927513 | NL866219754B01 | Contracts with and invoices customers established in the Netherlands, with Dutch VAT | | FlowQi International B.V. | Australiëlaan 5, 3526 AB Utrecht, NL | 92927564 | NL866219791B01 | Contracts with and invoices customers established in the EU, EEA, Switzerland and the UK outside the Netherlands, with VAT reverse-charged where applicable, and customers established in Türkiye who choose this entity | | FlowQi, Inc. | 1 Sansome Street, Suite 1400, San Francisco, CA 94104, USA | Delaware corporation | not applicable | Contracts with and invoices customers established in the rest of the world, and customers established in Türkiye who choose this entity | | FlowQi B.V. | Australiëlaan 5, 3526 AB Utrecht, NL | 92923860 | NL866218324B01 | Holder of the intellectual property rights in the Service | | FlowQi Group B.V. | Australiëlaan 5, 3526 AB Utrecht, NL | 92923666 | NL866218154B01 | Procurement and development company; not a contracting party | --- # Schedule E. Türkiye data transfer addendum This Schedule applies where you are established in Türkiye, or where the processing of personal data is subject to the Turkish Personal Data Protection Law no. 6698 ("**KVKK**"). **E.1 Relationship with Schedule C.** Schedule C continues to apply to the processing of personal data. Where Turkish law imposes additional or different requirements, this Schedule supplements Schedule C and prevails to the extent necessary to comply with mandatory Turkish data protection law. **E.2 International transfers from Türkiye.** Personal data subject to the KVKK is not transferred outside Türkiye solely on the basis of the European Commission's Standard Contractual Clauses. Where a transfer mechanism is required under Article 9 KVKK or its secondary legislation, FlowQi and you will use a transfer mechanism recognised under Turkish law, which may be: a. an adequacy decision issued by the Turkish Personal Data Protection Board (the "**Kurul**"); b. the applicable standard contract published or approved by the Kurul; c. binding corporate rules approved under Turkish data protection law; or d. another lawful transfer mechanism expressly permitted under the KVKK and its secondary legislation. **E.3 Standard contract notification.** Where the parties rely on a standard contract recognised under Turkish law, the parties may designate in that standard contract which party will fulfil the notification obligation to the Kurul. If the parties do not make such a designation, the data exporter is responsible for the notification. The responsible party will notify the Kurul within five (5) business days after the standard contract has been fully executed, in accordance with applicable Turkish law. Each party will provide the information and cooperation reasonably necessary to enable the responsible party to complete the notification on time. **E.4 Cooperation.** Each party provides the information and cooperation reasonably necessary for the other party to comply with the applicable KVKK international transfer requirements. Where a specific Turkish standard contract must be executed in addition to these Terms, the parties execute that document separately. **E.5 Conflict.** If there is a conflict between this Schedule, Schedule C, and another provision of the Agreement, this Schedule prevails, but only to the extent necessary to comply with mandatory Turkish data protection law. **E.6 Personal data breach.** FlowQi notifies you without undue delay and in any event within forty-eight (48) hours after becoming aware of a personal data breach affecting Customer Data, so that you can comply with any applicable notification obligations under the KVKK. **E.7 Special categories of data.** For the purposes of Article A.3(a), the special categories of personal data are those listed in Article 6 KVKK, which include personal data relating to membership of an association, foundation, or trade union, and personal data relating to criminal convictions and security measures. --- *Questions about these Terms: legal@flowqi.com · FlowQi, Australiëlaan 5, 3526 AB Utrecht, the Netherlands* -------------------------------------------------------------------------------- title: "About Us" url: https://flowqi.com/about/ date: "2025-01-01" updated: "2026-09-11" description: FlowQi started from operational pain: too many disconnected tools and too little control. 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