You deliver expert work. Every hour should show on the invoice.
Professional services firms — law, accounting, HR, finance, marketing, engineering — lose significant revenue every month to unlogged hours, vague invoices, and client budgets that run over without warning. FlowQi connects every hour of expert work to the right client, the right engagement, and the right invoice line.
You deliver more than you bill.
We billed 60 hours on a matter but the team logged 78. The extra 18 hours were real work — we just couldn't trace them back to anything on the invoice.
A client questioned our invoice. We had no itemized breakdown, so the conversation became uncomfortable. We ended up writing off hours we'd actually worked.
We have five people on one retainer client. I have no idea whether we're over or under their monthly budget until the invoice is already late.
Our utilization rate is supposed to be 75%. Every quarter we measure it and it's lower than expected — but nobody knows where the hours are going.
I have to chase five people for their timesheets every month before I can invoice. It takes three days and the invoices always go out late.
Professional services firms don't lose clients over poor expertise. They lose revenue because the link between the work delivered and the invoice sent is broken — hours not logged, budgets not tracked, invoices not itemized.
Built for architecture firms that bill for design expertise.
One platform for your projects, your studio's time, and your invoices — from first sketch to final handover.
Kralingse Plaslaan 210
3062 DE Rotterdam
Ready to capture every billable hour your team delivers?
Try FlowQi freeThe business case in 60 seconds
For the managing partner or operations director who needs to decide.
Stop losing revenue to forgotten entries and end-of-month timesheet chases. FlowQi captures hours as they happen — so every invoice reflects what was actually delivered.
See billable vs. non-billable hours across your whole team in real time. Identify who is under-utilized and who is overloaded before it affects delivery or staff wellbeing.
Send fully itemized invoices with a breakdown by team member, task, and rate. Clients see exactly what they're paying for — disputes disappear and payments come faster.
No IT project. No consultant to implement it. Most professional services firms are fully running within days.
Set the engagement. Track the hours. Invoice what was delivered.
Set up the engagement — budget, team, and rates
Every client matter gets a planned hour budget, assigned team members, and billing rates per person or role. 60 hours across three associates at their own rates. Set it once — FlowQi tracks everything from there.
Log hours as you work — see planned vs. actual in real time
Team members log time directly on engagements. Open any matter and instantly see: 42 of 60 hours used, €6.300 of €9.000 consumed, 18 hours remaining. Budget warnings fire automatically before you go over — not after.
Invoice in one click — hours become itemized line items
FlowQi turns every logged billable entry into an invoice line: team member, task description, hours, rate, total. Fully itemized per person. Clients see exactly who worked on their matter and what they delivered.
Professional services firms that changed how they bill
Tracking time in a legacy system with no budget visibility per matter. Monthly invoicing took 3–4 days of admin work. Clients frequently questioned invoices because there was no per-task breakdown.
- Invoicing time reduced from 4 days to half a day per month
- Realized utilization rate increased from 68% to 79%
- Invoice disputes dropped significantly after switching to itemized billing
We were billing less than we were delivering — not because we were doing free work, but because hours weren't being logged consistently. FlowQi fixed that in the first month.
[Name], Managing Partner · [Law Firm A]
Running 15+ client engagements simultaneously with no real-time budget tracking. Engagements frequently ran over without warning. Retainer clients were consuming more hours than contracted with no visibility until invoice time.
- Budget overruns caught an average of 2 weeks before they happen
- Retainer clients now reviewed weekly — 4 underpriced retainers renegotiated
- All staff timesheets submitted on time (vs. 3-day chase every month before)
We finally know which engagements are profitable and which aren't. That information alone changed how we price new work.
[Name], Director · [Accounting Firm B]
You're probably already using something. Here's the difference.
Most professional services firms track time in one system and invoice in another — with a manual consolidation step in between that loses hours and creates invoice errors.
| Feature | Spreadsheet & billing tool | Toggl + invoicing app | FlowQi |
|---|---|---|---|
| Time tracking per engagement/matter | Manual, always late | Good tracking, no billing link | Per task, per person, per client |
| Planned hours vs. actual per engagement | Not possible | Hours only, no budget link | Live — budget vs. logged in real time |
| Hours → invoice lines | Manual rebuild every time | Export only, manual invoice | One click — entries become line items |
| Per-person billing rates | Single rate only | Requires workaround | Different rate per staff member/role |
| Retainer & monthly budget tracking | Manual in spreadsheet | Not supported | Retainer balance tracked automatically |
| Staff utilization reporting | End-of-month only | Hours only, no utilization view | Live utilization across all staff |
| Client & engagement management | Email and contacts only | Not included | Built in — matters, contacts, docs, history |
| Itemized invoice breakdown | Not possible in most tools | Basic, no rate per person | Per person, per task, per rate |
| Setup time | Instant, but scales badly | Fast, but two tools to maintain | Running in under a week |
Built for professional services firms that handle confidential work
Encrypted in transit and at rest. Role-based access per engagement. Never used to train external AI models — essential when handling confidential client matter data.
Your billing and client data is always available. No surprises at invoice time.
Fully exportable at any time. No vendor lock-in. You own every entry and every record.
Staff see their own timesheets and tasks. Partners see budgets and utilization. Clients see only what you choose to share.
Connects with your billing and productivity stack
FlowQi integrates with the tools professional services firms already use for communication and accounting.
Questions professional services firms ask us
What is professional services automation (PSA)?
Professional services automation — often called PSA software — is a platform that connects the full delivery workflow of a services firm: CRM, project management, resource planning, time tracking, budgets and invoicing. Instead of running separate tools for each stage, PSA software keeps the same data flowing from lead to invoice. FlowQi is PSA without the enterprise complexity — connected, transparent per-user pricing, and built for firms that deliver billable work.
Can different team members have different billing rates?
Yes. Every team member or role can have its own billing rate — senior associate at €195/h, junior associate at €110/h, partner at €295/h. FlowQi tracks hours per person and calculates the invoice accordingly. The client invoice shows a full breakdown per person and rate.
How does FlowQi handle retainer clients?
Each retainer client gets a monthly hour budget. FlowQi tracks logged hours against that budget in real time — so you always know how much of the retainer has been consumed and whether a client is running over. Over-hours can be flagged automatically for additional invoicing.
Does FlowQi support different billing models — hourly, fixed-fee, and retainer?
Yes. Every engagement can have its own billing model. Some clients on hourly rates, others on fixed-fee projects, others on monthly retainers — all managed in one platform. Time is tracked the same way regardless; the invoice is generated according to the model set for that client.
How does the invoice generation work?
At the end of a billing period, open the engagement in FlowQi and click 'Create invoice.' FlowQi pulls all unbilled time entries, groups them by team member and task, applies the correct rates, and generates a fully itemized invoice draft. Review, adjust if needed, and send — typically in under 5 minutes per client.
Can I track staff utilization across all clients?
Yes. FlowQi gives you a live utilization dashboard — billable hours vs. total hours for every team member, broken down by client and engagement. See who is at capacity, who has room, and where non-billable time is going — weekly, monthly, or per quarter.
Does FlowQi connect with our accounting software?
Yes. FlowQi integrates with Exact Online, Moneybird, QuickBooks, Xero, and AFAS. Invoices sync directly — no double entry, no manual export.
Ready to bill every hour your team delivers?
Try FlowQi free for 14 days — no credit card, no setup fee, no risk.