Lead chaos
Inquiries from website, LinkedIn, Telegram, conferences. All scattered across chats and Notion.
CRM FOR IT AGENCIES
Planfix for IT agencies and outsourcing teams
Leads, projects, time-tracking, invoicing, margin control — all in one place.
Free consultation
5 pain points of an IT agency
Time tracking
Devs forget to log hours → client invoice is inaccurate → margin eaten.
Margin control
Project price 10 000$ — cost 9 800$. Find out only at the end.
Invoicing
Manual invoicing in Excel/Numbers. 1-2 weeks of delay after month-end.
Onboarding
Each new manager needs 2 weeks to figure out where everything is.
How Planfix + n8n solves it
Lead pipeline
LinkedIn + site + Telegram → automatically in Planfix via n8n. No lead is lost.
Time tracking
TimeDoctor / Hubstaff / Toggl integration. Time auto-linked to project.
Live margin
Manager dashboard: price, cost, margin per project. Red/yellow/green.
Auto-invoicing
End of month → n8n generates PDF invoice with logged hours → emails client.
Documentation
Project structure, knowledge base, manuals — in Planfix. New manager onboard in 1 day.
What exactly we set up for an agency
An agency earns on team time, so the key question is not "where is the lead" but "how many hours went into this client and did we make money on them".
The project as the unit of account
Client, budget, stages, tasks, hours spent, documents and communication in one card instead of three spreadsheets and a chat.
Time tracking without hatred
The tracker lives inside the task rather than being a Friday ritual. That is the only way to get honest numbers instead of approximate recollections.
Live project margin
Budget minus hours spent at team rates. You see a project eating the profit while it is still running.
Team workload
Who is overloaded, who is idle, how many hours are already sold for next month — the basis for hiring decisions.
Client approvals
Stages, revisions and sign-off with history, so "but we agreed this" stops being a debate.
Retainers
Monthly hour packages: how much is used, what is left, when to invoice.
Invoicing
Invoices built from actual hours or contract terms. Less manual work at month end means less forgotten money.
New business pipeline
Leads, briefs, proposals and statuses with history, so you never ask a client the same question twice.
Contractors and freelancers
Scope, rate, delivered and paid — inside the project rather than in a file on someone's laptop.
How the implementation goes
1. Audit
How projects run today, whether time is tracked, how profitability is calculated and by whom.
2. Project model
Work types, stages, rates, roles and time-tracking rules, agreed in writing before configuration.
3. Setup and migration
Projects, clients, task templates, margin and workload reports.
4. Launch and habit
The hardest stage is not technical: the team has to start logging time. We stay close during the first weeks.
IT agency
- Lead and project pipelines
- Time-tracking and invoicing
- Margin dashboard
- Basic n8n scenarios
- 30 days of support
Frequently asked questions
The team hates time tracking. How do we launch this?
The key is that logging takes seconds and lives where people already work, rather than being a separate evening procedure. And that the numbers are used to price projects, not to police people: the moment the tracker becomes a punishment tool, the data is ruined for good.
Can profitability be measured per project?
Yes, and it is usually the main discovery: projects believed to be profitable turn out to be loss-making because of endless revisions. You see it during the work, not after closing.
Part of our work goes to contractors. Is that counted?
Yes: scope, rate and payment live in the same project, so margin is calculated on full cost rather than in-house hours only.
We run both projects and retainers. Can both live here?
Yes, as different types with different rules: a retainer cares about the remaining hours in the package, a project about budget and stages. Both feed the same workload report.
How long until results?
Base setup takes two to three weeks, but useful numbers appear after about a month of real tracking — earlier the sample is too small to draw conclusions from.
Related case studies
Case: Building Transparent HR Processes in an IT Company on monday.com
How visualizing and automating recruitment and onboarding processes on monday.com helped reduce the hiring cycle by 30% and improve the candidate experience.
Read more →Case: Transparent Financial Accounting for a Creative Agency on Finmap
How setting up Finmap and integrating it with CRM helped to see the profitability of each project in real time and increase net profit by 25%.
Read more →