The ops person you haven’t hired yet.
At one to five people, you are the project manager, the bookkeeper and the drafter — between actual billable work. TrackerPlus does the ops job: quoting, tracking, chasing and invoicing run themselves so you can keep designing.
Working on Projects
Who's working on what right now
| Staff | Project | Est |
|---|---|---|
| A. Nguyen | Riverside HouseFixed fee | 12h |
| M. Okafor | Fitzroy WarehouseHourly | 6h |
| J. Fournier | Coastal PavilionFixed fee | 8h |
The small-studio juggle.
Project management happens at 9pm — updating the spreadsheet, chasing the invoice, remembering the deadline. That’s a second job with no fee attached.
A quoting doc, a time app, a task board, accounting and a shared drive. Every handoff between them is you, re-typing.
Without records of what jobs actually took, every new quote is a guess — and the guesses lean optimistic when the pipeline is thin.
Quote it once, run it from the quote.
Build the fee proposal in TrackerPlus and the job runs from those numbers: tasks, estimates and schedule appear the moment you win. Next quarter you quote from what jobs actually took — not from optimism.
- Professional fee proposals in minutes, from templates
- Winning turns the proposal into the job — no re-typing
- Every quote sharpens the next: real hours vs estimated
| Actions | Description | Scale | Plans | Elevations | Sections | Unit Price | Time (Hours) | Logged |
|---|---|---|---|---|---|---|---|---|
7.5 | ||||||||
9 | ||||||||
New | - | |||||||
9.5 |
Today, sorted.
Open the board, start the top task, work. The timer runs itself while the task is live, so logging the day is a click down the list instead of a memory test — and when a client calls about their job, the answer is on screen, not in a pile.
- One live task at a time — the day stays honest
- Tracked hours pre-fill the log, so nothing is reconstructed
- Deadlines and priorities in one list, not four apps
My Tasks
| Assigned | Task | Status | Tracked | Est | Logged | Progress |
|---|---|---|---|---|---|---|
| AN | Level 2 GA plan GA-201 | Working on Task | 0h 12m 15s | 12h | 7.5h | 62% |
| MO | Sections A–D GA-310 | Submitted for Review | — | 8h | 8.0h | 100% |
| LR | Stair details DT-40 | Not Started | — | 16h | 0.0h | 0% |
| SH | Elevations GA-420 | Completed | — | 10h | 9.5h | 100% |
Invoices out without the spreadsheet.
Uninvoiced fee computes itself as work completes, and Xero connects directly — what’s been paid, what’s due, what’s overdue, live. The month-end “what can I bill?” hunt becomes a glance.
- Uninvoiced fee surfaces per project, continuously
- Xero connected — statuses read live, never re-typed
- Nothing finishes unbilled because nothing hides
Create Invoice
Review and create an invoice in Xero for Aster Developments
Invoice Items
| Description | Amount |
|---|---|
| Riverside House - 37.0% of fixed fee billable, project at 82% completion | $88,800.00 |
| Coastal Pavilion - 19.0% of fixed fee billable, project at 47% completion | $18,240.00 |
| Total | $107,040.00 AUD |
Nothing is sent — created as a draft for you to authorise in Xero.
Look bigger than you are.
Every client gets their own portal — live progress, billing and published drawings. It’s the polish of a fifty-person firm, and it quietly answers the “just checking in” emails for you.
- A portal per client — progress to read, drawings to mark up
- Progress and invoices always current — no status emails
- Your costs, staff pay and margin never reach the portal
| Project | Stage | Status | Completion | Fee | Invoiced | Uninvoiced | Invoices |
|---|---|---|---|---|---|---|---|
Riverside House | Design Development | Active | 68% | $240,000 | $156,000 | $44,000 | |
Fitzroy Warehouse | Contract Documentation | Active | 54% | $150,000 | $72,000 | $18,000 | |
Coastal Pavilion | Concept Design | Upcoming | 8% | $96,000 | $0 | $6,000 | |
Garden Studio | Schematic Design | On Hold | 41% | $48,000 | $20,000 | $3,000 | |
Dock Chambers | Construction | Completed | 100% | $132,000 | $132,000 | $0 |
Keep designing. The ops run themselves.
One system for quoting, tracking, chasing and invoicing — set up in an afternoon, free to start, nothing charged on day one.