Your team worked 45 hours. You billed 36.
Service businesses lose an average of 20% of billable hours to poor tracking. FlowQi captures every minute — connected directly to your projects, clients, and invoices. So every hour you work shows up where it should: on an invoice.
FlowQi Time & Resources module. Active timer 01:47:22 (green live dot) tracking "Acme Corp — Q2 Campaign — Strategy review" with BILLABLE badge. Below: 4 time entries — Whello Design sprint 2h30m €237, Proje Dev review 1h45m €175, Savvy Planning call 0h45m €71, Endeavour UX review 1h00m €95. Footer: Today total 6h20m | Billable €950 | Budget bar 76% purple | "Create invoice →" button full-width purple. White card, top corners rounded, no bottom radius (bleeds into next section).
Based on FlowQi customer data
You're busy. But are you profitable?
"I think we logged about 40 hours on that project... the invoice says 32."
"Can we start next week? Let me check with the team first."
"Month-end is tomorrow. I'm going to need the whole afternoon."
Most service businesses are working at full capacity and still leaving money on the table. The hours are being worked. They're just not being captured — or connected to anything that matters.
It all starts with the budget
Set up the deal, allocate your team, and know exactly how much room you have — before a single hour gets tracked.
FlowQi project budget setup screen. Top: client "Whello Agency", project "Brand Refresh Q2". Deal type selector showing three options: Retainer (selected, purple), Fixed Fee, Time & Materials. Below: budget breakdown — Design 40h, Development 60h, Strategy 20h. Total budget: 120h / €14,400. Team allocation panel: Emma → Design (32h), Daan → Development (48h), Sophie → Strategy (16h), with capacity indicators showing green (available). "Start project" button purple at bottom.
Capture every billable minute
Your team works in 15-minute chunks — quick calls, small fixes, spontaneous reviews. Those hours disappear. FlowQi makes it effortless to log them, from any project or task, in seconds.
Start free trial"We recovered €2,400 in a single month when we turned on time tracking. Hours we were doing — but never billing."
MV Marc V. — Whello
FlowQi Time Tracking tab, date filter "Today". Live timer 02:14:33 (green dot) actively running for Whello — "Homepage redesign — Wireframes" with BILLABLE badge. Below: 4 time entries with colored project dots — Acme Corp Strategy call 1h00m €95, Proje Dev review 1h45m €193, Savvy Planning call 0h30m €47, Bright Digital Consult 0h45m €83. Footer: Today total 5h30m | Billable €822 (purple) | Budget bar 62% filled purple. Top corners rounded, no bottom radius.
Know who has bandwidth before you commit
A client asks if you can start next week. Instead of guessing, you open FlowQi. Real capacity per person, over-allocation flagged automatically — make commitments you can actually keep.
See resource planning"I used to say yes to clients and figure it out later. Now I open FlowQi first — and I can tell them exactly when we can start."
LK Lisa K. — Endeavour
FlowQi Resource Planner screen, header "Team capacity — This week". 5 rows with avatar initials, name, horizontal utilization bar, and percentage: Emma 80% (purple bar), Daan 45% (blue, low — purple text), Sophie 95% (amber bar, amber text = warning), Roel 115% (red bar, red text = over capacity), Mia 30% (green bar, purple text). Bottom alert strip (light red bg): warning icon + "1 team member over capacity — review allocations" in red. Top corners rounded, no bottom radius.
From timesheet to invoice in 60 seconds
No more rebuilding the month in a spreadsheet. FlowQi connects tracked hours directly to project budgets — and generates accurate invoices automatically.
See invoicing"Month-end used to take half a day. Now it's 20 minutes. I click, review, send. That's it."
TB Tom B. — Savvy
FlowQi Invoice screen. Header (light grey bg): client "Whello Agency", date "March 2026", green badge "READY TO SEND". Column headers: DESCRIPTION | HOURS | RATE | AMOUNT. 3 line items: Design sprint 12h €95 €1,140 | Development 18h €110 €1,980 | Strategy & planning 4h €130 €520. Totals section (lavender bg): Subtotal €3,640 | VAT (21%) €764 | Total €4,404 (bold, larger). Full-width purple button "Send invoice →" at bottom. Top corners rounded, no bottom radius.
From deal to invoice — one connected flow
Most teams juggle spreadsheets, Toggl, Float, and an invoice tool. In FlowQi, every step connects to the next — so nothing falls through the cracks.
ILLUSTRATION: A deal/contract icon with a euro sign and three small labels underneath: 'Retainer', 'Fixed', 'T&M'. Clean, minimal icon style. Purple accent.
Budget
Create a project budget — retainer, fixed fee, or time & materials. Set hour limits per role and define what's billable.
ILLUSTRATION: A team capacity bar chart with 3 person icons. One highlighted in purple with an arrow pointing to a project block. Clean, minimal icon style.
Allocate
Assign the right people based on real availability. Internal and client projects planned side by side — no overbooking.
ILLUSTRATION: Active timer widget showing a running clock (02:14:33) with a green live dot. Project name visible below the timer. Clean, minimal icon style. Purple accent on the timer digits.
Track
Log hours against the project. Budget progress updates live. Overruns flagged at 80% — before they become a problem.
ILLUSTRATION: A simplified invoice document icon showing 3 line items with hours and amounts, a bold total at the bottom, and a 'Send' button highlighted in purple. Clean, document-style illustration.
Invoice
Turn approved hours into an invoice in one click. No exporting, no copy-pasting. Done.
Only pay for the features you actually use.
Time & Resources is a per-user add-on. Only team members who actively track time need a license. Everyone else gets full access to the core platform — CRM, projects, contacts — at no extra cost. No per-seat surprises.
Every team member gets full access to the core platform.
- Organisations (CRM)
- Contacts
- Projects
- Tasks & Kanban boards
- File sharing
Only for team members who actively track time.
- Time Tracking (timer + manual entry)
- Timesheets & Approval workflow
- Time Estimates & Budget alerts
- Resource Planner
- Billable Hours Reports
- Profitability per project
Curious what FlowQi costs for your team? We'll put together a plan that fits.
Talk to us about pricingQuestions about Time & Resources
How is FlowQi different from Toggl or Clockify?
Toggl and Clockify are excellent standalone time trackers — but that's all they are. FlowQi connects your tracked time directly to the project it belongs to, the client it's billed to, and the invoice that captures it. You stop copying data between three tools and start running your business from one place.
Do all team members need a Time & Resources seat?
No. Only team members who actively log time need a paid seat. Everyone else — managers reviewing reports, team leads checking capacity, leadership tracking utilisation — gets read-only access at no extra cost. You pay for 4 people who track, not 10 people who happen to have an account.
What happens when a project goes over its time estimate?
FlowQi sends an automatic alert when a project reaches 80% of its time budget — giving you time to act before you've overrun. You can review scope, have the conversation with your client, or reallocate hours. You always find out early, not when the invoice is already out.
Can clients see the hours we log on their projects?
Only if you choose to share them. You can invite clients to a read-only project view that shows overall progress without exposing your internal time logs. If you want to show a detailed time breakdown on an invoice, you choose which entries to include.
We already use Toggl. How hard is it to switch?
FlowQi imports your historical data from most time tracking tools including Toggl, Clockify, and Harvest. Your team keeps the same logging habits — timer or manual entry — just inside a tool that connects to the rest of your work. Most teams are fully migrated in under a week.
Is resource planning included in Time & Resources?
Yes. The full resource planner — live capacity view, project allocations, overload alerts, and utilisation reports — is included in the Time & Resources add-on. And any user can view the capacity planner in read-only mode, even without a paid seat.
Every hour you work deserves to show up on an invoice.
Stop leaving revenue on the table. FlowQi captures every billable minute and connects it directly to the client, project, and invoice where it belongs.