Fintech Enterprise Cloud Analytics

AgencyDesk — Job, Time & Finance Management for Creative Agencies

Centralised job management, time tracking and automated invoicing with real-time scheduling and Xero sync.

~45%+

Admin time saved

~25%+

Increase in on-time payments

~90%

Reduction in Billing Errors

~75%

Faster Invoice Turnaround

Executive Summary

The client is a mid-market creative agency struggling with fragmented job management, manual timesheets and slow invoicing that caused delayed cash flow and high admin overhead. We built AgencyDesk, a single-pane web app that centralises job planning, time capture, expense tracking and billing, plus real-time calendars and dashboards.

Key integrations included Xero for accounting sync and Pusher for live updates. Post-launch the client reported a ~45%+ reduction in admin time per project, faster invoice turnaround and a ~25%+ improvement in on-time payments — freeing staff to focus on billable work and improving cash flow.

The solution used an iterative delivery model with continuous client feedback, delivered across a 12-month roadmap with product releases and post-launch support.

The Challenge

The agency relied on spreadsheets, siloed tools and ad-hoc processes: projects were tracked across email, spreadsheets and a basic calendar, timesheets were entered inconsistently, and invoices often required manual reconciliation. This led to:

High Admin Overhead

Significant non-billable hours spent on manual data entry and missed billing opportunities due to fragmented tracking.

Cash Flow Issues

Slow invoice cycles and manual reconciliation delayed payments and hurt the agency's financial health.

Poor Visibility

Lack of real-time visibility into project health, profitability, and resource utilization for account managers and leadership.

The problem was urgent: the agency needed a unified platform that supported team scheduling, seamless time capture, accurate billing, and integration with their accounting system to speed invoicing. They selected our team for our experience in building agency workflows and strong UI/UX capability.

Our Solution

We delivered AgencyDesk, a purpose-built SaaS app for agencies with three design principles: unify workflows, minimise data entry, and surface the right metrics.

What makes it special is the combination of domain-focused UX (designed around agency billing cycles), real-time collaboration, and accounting-grade integrations that reduce reconciliation time. The app emphasizes low-friction time capture and automated finance flows so agency staff spend more hours on billable work.

Key Features

Centralised Job Board

One unified view for jobs, tasks and milestones that replaces spreadsheets and email chains. Teams can track progress in real-time and manage project health effortlessly.

Real-time Scheduling & Calendar

Live calendar with drag-and-drop scheduling and instant updates to all users. Powered by FullCalendar and Pusher to ensure everyone is on the same page.

Automated Invoices & Xero Sync

Generate invoices from approved time/expenses and sync to Xero to eliminate manual reconciliation. Reduces double-entry and speeds up cash flow significantly.

Time Capture & Reporting

Timers, manual entry and visual dashboards to improve time tracking accuracy and reporting. Gain insights into employee utilisation and project profitability.

Client Feedback

[Testimonial placeholder] — Please supply a client quote for publication. "AgencyDesk has completely transformed how we manage our projects and finances. The Xero integration alone has saved us countless hours of manual work."

[Name] — [Title], [Company]

Technology Stack

Frontend

Vue 2.7
PrimeVue
FullCalendar
Chart.js
Vuedraggable

Backend

Node.js
Express
PostgreSQL
JWT Authentication

Cloud & Infrastructure

AWS (EC2 / S3)
GitHub Actions CI/CD
Pusher Channels
Sentry Error Tracing

Integrations

Xero Accounting API
AWS S3 File Storage
Pusher Real-time

Implementation Timeline

Phase	Duration	What We Delivered
Discovery & Planning	4 weeks	Workflows, prototypes, acceptance criteria
Development Phase 1	14 weeks	Core job/task board, time capture, calendar
Development Phase 2	12 weeks	Billing flows, Xero integration, dashboards
Testing & QA	4 weeks	UAT, bug fixes, performance tuning
Deployment & Training	2 weeks	Production rollout, staff training
Post-Launch Support	3 months	Bug fixes, small feature improvements

Results & Metrics

Quantifiable impact on agency operations and financial health

Before 8–10 hrs/wk

↓

After 4–6 hrs/wk

Admin time per project

~45% improvement

Before ~14 days

↓

After 3–5 days

Invoice Turnaround

~70% faster

Before ~60%

↑

After ~85%

On-time Payments

~25% increase

Before Frequent

↓

After Rare

Billing Errors

~90% reduction