Four tools. Three spreadsheets. One missing invoice.
SMEs lose tens of thousands a year to scattered tools, late invoicing, and team hours that never make it to the client. FlowQi gives small businesses one workspace for projects, clients, team time, and invoicing — connected to the bookkeeping system you already use. Less admin overhead. More billable hours captured. Faster cash in.
You're running the business on five tools that don't talk to each other.
We use one tool for projects, another for time, a spreadsheet for clients, and email for everything else. Every Monday morning starts with reconciling four sources before I can even see what we delivered last week.
Three of my people forgot to log their hours last month. By the time we caught it the client invoice was already out — short by €4,200. We can't get those hours back.
I have no idea who on my team is overloaded and who has room. Capacity planning happens in my head, in a Slack thread, and on a whiteboard nobody has updated since February.
Every month-end my office manager spends two days rebuilding invoices in Word and copying the data into Moneybird. Half of that time is fixing typos from the manual copy.
I asked for a report on which clients are actually profitable. Three weeks later we're still pulling data from four systems and the answer keeps changing.
Small and medium businesses don't lose to bigger competitors on capability. They lose to operational drag — hours that vanish between tools, invoices that go out late and incomplete, and a team running on memory instead of a system.
One tool. Projects, team hours, clients, and invoices — all connected.
FlowQi is the operations platform built for small and medium businesses. Set up your projects and rates, let your team log hours as they work, generate fully itemized invoices in one click — and sync everything straight to your bookkeeping.
Stop reconciling four tools at month-end. Run the whole business from one.
Try FlowQi freeThe case for the operations director or business owner
For the SME leader who's been promising to fix the tool sprawl for six months.
Quick logging on every project task means hours don't get forgotten or guessed at month-end. Every minute the team works finds its way to the right project — and the right invoice.
Stop the two-day month-end ritual of rebuilding invoices in Word. FlowQi pulls every unbilled team entry into a draft — itemized, professional, and ready to send across all clients in under an hour.
Live view of billable hours, capacity per team member, project margins, and outstanding revenue. Make hiring, pricing, and project decisions on data — not gut feel at the end of the quarter.
PM tool, time tracker, CRM, invoice software. FlowQi replaces them all. One platform, one team login, one monthly bill — and everything actually integrates with your bookkeeping.
Set up the project. Let the team log. Invoice in one click.
Add the client and the project — set rate and team in 5 minutes
Create a client, spin up a project with a budget (hours or fixed fee), assign the team members and their rates per role. From that moment on, every hour any team member logs lands on the right project, with the right rate, on the right invoice line.
Your team logs hours as they work — managers see capacity live
Each team member logs time directly on tasks — timer or quick manual entry. Open any project to see hours used vs. budget across the whole team. Open the team view to see who's at capacity, who has room, and where non-billable time is going. Real-time. No spreadsheet.
Invoice in one click — synced to your accountant in seconds
At billing time, open a client and click 'Create invoice.' Every billable team entry becomes a line item — date, team member, task, hours, rate, total. Review, send from FlowQi, and the invoice syncs straight to Moneybird, Exact, Xero, or QuickBooks. Your accountant gets the clean number. You move on with your day.
SMEs that stopped losing hours between tools
Running 14 active client engagements across PM tool, time tracker, CRM, and a Word invoice template. Month-end took two full days of admin. Hours were consistently underreported because team members logged at end of week from memory.
- Month-end invoicing reduced from 2 days to 90 minutes
- Captured 14% more billable hours per team member
- Cancelled 3 SaaS subscriptions after consolidating onto FlowQi
We were losing nearly a day a week to admin reconciliation across our tools. With FlowQi the whole studio runs from one place — and our accountant gets clean numbers without us doing anything.
[Name], Managing Director · [Studio A]
Field crews on multiple sites, hours logged in WhatsApp messages and a paper book. Office staff transcribed everything into a spreadsheet weekly. Invoice disputes were common because hours had no documented trail back to the job.
- All field hours now logged on-site via mobile, tagged to the right job
- Invoice disputes dropped to near zero with itemized billing
- Operations director gets a live margin view per project — not a quarterly surprise
I used to find out a project was unprofitable three months after it ended. Now I see it the moment hours start running over. We've already renegotiated two long-running contracts based on what FlowQi showed us.
[Name], Operations Director · [SME B]
You're already paying for four tools. Here's the alternative.
Most SMEs run on a stack of point tools that were never designed to work together. FlowQi replaces the stack — and connects to the one tool you keep (your accounting system).
| Feature | PM tool + Toggl + spreadsheet | Asana + Harvest + Moneybird | FlowQi |
|---|---|---|---|
| Team time tracking per project | Toggl per person, manual roll-up | Good tracking, separate tool | Built in — every team member, every task |
| Team capacity & utilization view | Spreadsheet only | Limited reports | Live — across all team members |
| Planned vs. actual hours per project | Hours only, no budget link | Harvest only | Live — budget vs. logged in real time |
| Hours → invoice in one click | Manual rebuild every month | Harvest yes, then re-enter in Moneybird | Every entry becomes a line item |
| Direct sync to accounting software | Manual export & re-entry | Two-step sync via integrations | One-click sync — Moneybird, Exact, Xero |
| Client & project CRM | Separate tool needed | Not included | Built in — clients, history, projects |
| Roles & approval workflows | No structured roles | Per-tool, fragmented | One role model across the platform |
| Number of subscriptions | 3–5 tools | 2–3 tools | One platform — everything included |
| Setup time across the team | Multi-tool onboarding per person | Two onboardings | Whole team running in under a week |
Built for small & medium businesses that outgrew spreadsheets
Client data, hours, and invoices encrypted in transit and at rest. Role-based access across the business. Never used to train external AI models.
Your team's projects, hours, and invoices are always available. No surprises on month-end. No 'system is down' on payday.
Fully exportable at any time. Time entries, invoices, client history — yours to take. No vendor lock-in. Easy migration in or out.
Team members log their own time and tasks. Managers see capacity and budgets. Owners see margins and outstanding revenue. Clients see only what you choose to share.
Connects with your business stack
FlowQi integrates with the bookkeeping, communication, and productivity tools your team already uses — so invoices flow straight to your accountant.
Questions SMEs ask before switching
What is the best all-in-one small business software?
The best small business software replaces the four or five separate tools most SMEs run on — a CRM, a project tool, a time tracker, a spreadsheet for budgets, and a separate invoicing tool. FlowQi brings CRM, projects, hours, clients and invoicing into one platform, priced per user without enterprise-level tiers. Small and medium businesses get everything they need to run client work, without paying for features built for 10× their size.
Can different team members have different rates?
Yes. Every team member or role can have its own billing rate — senior at €145/h, medior at €95/h, junior at €70/h. FlowQi tracks hours per person and applies the right rate when generating the invoice. The client invoice shows a clear breakdown per team member, task, and rate.
How does the team log time without it becoming an admin burden?
Each team member sees their own week and clicks any day to log hours per project. A timer is available for live tracking. Most teams adopt it within days because it's faster than the spreadsheet they were using before. Managers can review and approve weekly timesheets in one screen.
Does FlowQi handle vacation, sick days, and non-billable internal work?
Yes. Days off, sick days, and non-billable internal time all live in the same weekly view. Capacity planning, utilization reports, and HR overviews all reflect availability accurately — no separate leave tracker needed.
How does the invoice generation work across multiple clients?
At month-end, open the client (or run a batch across all clients with logged time) and click 'Create invoice.' FlowQi pulls all unbilled team entries, groups them per project and per team member, applies the right rates, and generates a fully itemized invoice draft. Review, adjust if needed, send — and sync straight to your accounting software.
Does FlowQi connect with our bookkeeping software?
Yes. FlowQi integrates with Moneybird, Exact Online, Xero, QuickBooks, and AFAS. Invoices sync directly the moment you send them — no double entry, no manual export, no fixing typos in two systems.
Can my managers see who's overloaded and who has capacity?
Yes. The team view shows live utilization across every team member — billable hours vs. total hours, hours by project, and current capacity. Make hiring decisions and rebalance workloads on real data — not on Slack threads.
Ready to run your business from one platform instead of five?
Try FlowQi free for 14 days — no credit card, no setup fee, no risk.