Business Operation: Invoicing
Industry: Graphic design agency
About: Threerooms is a small graphic design agency based in Nottingham. The company’s employees primarily work on brand, logo and advertising designs, plus web development and product packaging.
Why the Switch to WorkflowMax:
Prior to implementing WorkflowMax, Threerooms relied on paper-based processes that needed to be manually inputted onto an A4 sheet to create each invoice. This method was both time consuming and left substantial room for error.
Additionally, a portion of Threerooms’ client base prefers to receive invoices incrementally, which created the challenge of keeping tabs on what was invoiced and when the invoice was sent.
How Threerooms Uses WorkflowMax for End-to-End Job Management:
Threerooms now uses WorkflowMax’s end-to-end agency management capabilities for its entire business workflow. The company:
1. Creates a quote that is sent out to the customer.
With WorkflowMax, Threerooms is able to send accurate, custom quotes that are fast and easy to generate. Within the quote manager, Threerooms can also monitor the status of quotes and make revisions to quotes, making follow up efficient and easy.
2. (Once the quote is accepted) activates the job within WorkflowMax at the touch of a button.
If the quote is accepted, Threerooms can turn the quote into a job with one click. This streamlined process helps speed up time-consuming account management processes, enabling employees to focus their time on completing client work (rather than administrative work.)
3. Assigns responsibilities to each team member.
WorkflowMax empowers Threerooms’ staff to manage projects by themselves—which frees up time for the agency’s owner. Employees can assign tasks within WorkflowMax, and monitor the progress of each project. This insight also helps Threerooms’ identify when it can take on additional client work, or if they should consider hiring new staff members.
4. Centralizes project communications via the platform.
The collaboration manager helps Threerooms stay organized by keeping track of communications among internal staff, clients and external vendors—all in one safe and secure location. With WorkflowMax, employees can track and store emails against a job—cutting down the time it takes to find an email or document.
5. Tracks time spent on each project.
WorkflowMax has multiple time tracking options to keep track of the time each staff member spends on different clients and projects. This insight helps Threerooms with staffing decisions, price adjustments, and client assessments.
6. Finally, generates invoices from information already in WorkflowMax and sends it to the client.
The time tracked by Threerooms’ staff can then be converted into an invoice that includes transparent details about where time was spent on each project. With WorkflowMax, Threerooms can create an invoice within two minutes—making online invoicing a piece of cake.
For those clients who prefer to be billed incrementally, Threerooms utilizes WorkflowMax and its Xero integration to track when and how much is invoiced to each client, and how much is still outstanding.
According to Threerooms, the features provided by WorkflowMax have given the company a return on investment of more than 10 times. The agency attributes this to the streamlined structure and convenient features of WorkflowMax.
How has WorkflowMax’s invoicing capabilities benefited your business’ profitability? Share your experiences in our comments section below.