From the first sales conversation to the final invoice — every workflow your practice needs is built into Sales2Paid.
Professional services businesses share a set of common operational problems — regardless of their discipline. Sales2Paid was built to solve all of them.
Professional services businesses must prospect continuously — work doesn't walk in the door. Most teams rely on ad-hoc emails, spreadsheets, or disconnected CRM tools that don't connect to delivery.
Sales2Paid gives you a full CRM: suspect lists, company enrichment via Apollo.io or web research, outreach campaigns with merge-field templates, and a configurable lead pipeline — all connected to your delivery workflow.
Most teams use one tool for CRM, another for project management, another for time tracking, and another for invoicing. Context gets lost at every handoff. Work falls through the gaps.
Sales2Paid covers the entire journey in one platform: lead pipeline → one-click project creation → kanban board → time and expense capture → manager approval → Xero invoice. No context switches.
Managing five clients at once means five sets of status updates, five project boards, and five invoicing cycles. Without a single view across all work, things slip.
Sales2Paid's company-based CRM and multi-project board give your team a single source of truth. Cross-project T&E views, project dashboards, and budget vs actuals reporting keep every engagement visible.
Work expands. Without time logged against specific deliverables, it's impossible to know where your hours actually go — or to invoice clients accurately for the work done.
Every hour and expense is logged directly against a card. Manager approval locks entries before invoicing. Budget vs actuals reports show exactly where scope is blowing out, in real time.
Chasing timesheet submissions, formatting invoice line items, updating status in three different tools — this is unpaid overhead that scales with client count.
Sales2Paid automates the admin: T&E entries flow directly to invoice batching, card moves update project status automatically, and IMAP email triage routes inbound client messages to the right project thread.
Every new project starts from scratch. Onboarding new clients, running discovery phases, structuring delivery — without a repeatable system, quality is inconsistent and ramp-up is slow.
Projects are pre-seeded with eight Kanban lanes on creation. Lead stage gates enforce a consistent sales process. Role-based approval workflows ensure quality control before work reaches the client.
Small and mid-sized practices often lack the internal infrastructure larger firms take for granted: a knowledge base, secure internal messaging, document management, and audit trails.
Sales2Paid includes a versioned knowledge base, AES-256-GCM encrypted internal messaging, card-level document storage, and a full visit and activity log — enterprise-grade infrastructure at professional services scale.
Track suspects, contacts, and companies from first touch to won deal. Add companies with rich profiles, enrich data via Apollo.io or web search, and manage contacts with preferred channels and communication history. Run bulk outreach campaigns via email and SMS with merge-field templates. Inbound replies thread back to the campaign automatically. Leads move through New → Qualified → Proposal Sent → Negotiation → Won/Lost with activity logging at every stage. One-click convert a won lead into a client company and a fully-seeded project.
A configurable Kanban board with eight pre-seeded swim lanes matching your delivery workflow — Backlog, Doing, Awaiting Deployment, Done, On Hold, In Test, In Production, and more. Cards support multiple types: Feature, Issue, Bug, Task, Idea, Event, Document Holder, and Retainer. FeatureGroup parent cards group related work. Drag-and-drop and keyboard shortcuts move cards between lanes. Confidential cards restrict visibility to Managers and Owners for sensitive work.
Log hours and out-of-pocket costs directly from a card or the mobile-optimised T&E entry page. Quick-select values speed up common entries. Each entry captures local currency for cost and billing currency for invoicing — essential for multi-currency practices. Retainer work uses a master card (the term) with monthly child cards that track each period independently. Submitted entries await Manager approval before they can be invoiced.
Batch approved, billable T&E entries into a Xero ACCREC invoice with a single action. Line items are constructed from card and project references. Entries are marked invoiced with a timestamp and locked from further editing. The invoice reference is stored in Sales2Paid; Xero remains the authoritative source for accounting. Full invoice history is maintained per project. Card documents are stored AES-256-GCM encrypted in the database.
Project and card-level email threads stored in-app. Inbound mail is matched to the right thread by reply-to header or [ProjectRef] subject prefix — via the built-in IMAP poller. Card notes support @mention notifications that alert team members without leaving the platform. Secure AES-256-GCM encrypted internal user messaging ensures sensitive communications stay private.
Capture and publish internal knowledge as versioned documents. The full lifecycle — Draft → Published → Archived — is managed with role gating: Practitioners can read published articles, Managers draft, Owners and Admins publish and archive. Version history is maintained so no knowledge is ever lost. Ideal for onboarding documentation, process guides, and client-facing reference material.
Four-tier role hierarchy: Owner, Manager, Practitioner, and Admin. Owners have full visibility and invoicing rights. Managers create and manage projects, approve T&E, and mark cards confidential. Practitioners work through assigned cards and log time. Admins manage platform configuration, users, security, email/SMS providers, and encryption keys. Role-based approval gates enforce accountability before work reaches the client or the invoice.
My Dashboard shows each team member their active cards and daily time targets. Project dashboards display budget vs actuals and invoice history. Timesheet reports can be generated per project or per person — useful for payroll, purchase orders, or client status reviews. CSV export is available from any T&E view. Cross-project visibility gives Owners a real-time picture of every engagement's financial position.
Sales2Paid is purpose-built for a specific type of business. These questions will help you decide.
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