Every module. One loop.
Complete visibility.
Every feature in ACOS connects to the next. From the first client conversation to the paid invoice — and the margin number that tells you whether to take that client again.
CRM built for agencies, not sales floors
Your pipeline connected to everything that follows.
Most CRMs are built for sales teams that hand off to operations. ACOS is for agencies where the same people who close the deal also deliver it. When you win, converting to a project takes one click — client, budget, and scope transfer automatically. No re-entry, no lost context.
- Kanban pipeline with custom stages and colors
- Deal value, probability, and expected close date
- Contact timeline: calls, notes, meetings, emails
- Deal → Project conversion in one click
- Multiple pipelines for different service lines
- Rule-based lead scoring: A/B/C/D updated nightly
- Proposal generation from deal line items
- Pipeline analytics: conversion rate, velocity, win rate by source
- CSV import: bulk-load contacts and deals from a spreadsheet
- Duplicate detection on import — skips existing records automatically
- Custom fields on Deals and Contacts — define your own labels, edit values per-record
Lead
Al-Noor Tech
C$9,200
Qualified
Nexus Digital
B$22,000
Proposal
Vertex Labs
A$15,500
Won
Orbit Agency
A$31,000
Send proposals. Get signed. Start projects automatically.
Professional proposals in minutes, legally signed in seconds.
Build proposals directly from your deal and service rate card. Line items pull from your defined services — no copy-pasting from spreadsheets. Share a public link — clients read, sign, and accept in one flow, no login required. On acceptance, the deal converts to a project automatically and a signed PDF is generated and stored.
- Proposal builder from deal line items
- Service rate card integration
- Versioned proposals — track every revision
- Branded PDF generation
- Public accept link — clients sign without an account
- E-signature canvas — clients draw or type their signature directly in the browser
- Signature hash (SHA-256) recorded for audit trail
- Signed PDF generated and stored automatically after acceptance
- Signed PDF viewable and downloadable from the Proposal Builder
- Status tracking: Draft → Sent → Accepted / Declined
- One-click deal conversion on acceptance
- Accepted by name, IP address, and timestamp recorded on proposal
- E-signature available on Growth+ plans; plain click-to-accept on Starter
PRO-2026-003 — Orbit Agency
Web Platform Rebuild · v2
Project management with built-in profitability and a timeline
Every project knows its budget from day one. Every deadline is visible.
When a deal converts to a project, the client, budget, and agreed scope come with it. The project starts from accurate numbers so the margin calculation is accurate throughout — not just at billing time. Project templates let you start from a pre-built task structure. The interactive Gantt chart shows your full timeline, lets you drag tasks to reschedule, and calculates the critical path automatically.
- Kanban task board: Todo / In Progress / Review / Done
- Subtask support for complex deliverables
- Per-person billing rates on project members
- Real-time budget consumed bar on every project card
- Margin % always visible — not just on invoicing
- Project phases for milestone-based engagements
- Project templates — save any project as a reusable template
- Launch from template: tasks, hours, and priorities pre-filled
- Task comments with edit and delete for authors
- Task dependencies — block tasks on others; BFS cycle detection prevents circular deps
- File attachments on tasks — drag and drop, 25 MB per file, up to 10 per task
- Interactive Gantt chart — zoom Day / Week / Month / Quarter / Year
- Drag-to-reschedule tasks directly on the timeline
- Critical path calculation with dependency arrows overlay
- Baseline snapshots — compare current schedule against the original plan
- Per-assignee workload heatmap on the timeline
- Export Gantt to PDF or share as a read-only public link
- Milestone diamonds and today marker
Orbit Agency — Web Platform
Budget: $31,000 · Used: 68% · Margin: 34%
Todo
API integration spec
In Progress
Dashboard components
Auth flow refactor
In Review
Mobile responsive pass
Done
DB schema migration
Time tracking that people actually use
Log time in under 10 seconds. Or just use the timer.
High compliance requires zero friction. Start a timer from the task you're working on, stop it when done — hours are attributed automatically to the right project. Or log past work manually. Either way, everything flows directly to invoicing without any extra steps.
- One-click timer from any task or the topbar
- Manual entry for past work — any date
- Billable / non-billable toggle per entry
- Weekly time grid with daily bar chart
- Billable hours summary with week-over-week comparison
- Time entries locked after 7 days (manager override available)
- Unbilled hours auto-populated into invoices
- Team capacity view: who's over-allocated next week
Invoice from your logged hours — see margin immediately
From billable hours and hard costs to sent invoice in under a minute.
Select the project, pull all unbilled billable hours and expenses, and send a branded PDF invoice in under a minute. Clients pay directly from the invoice via Stripe. Automatic payment reminders chase overdue invoices at 3 days before, due date, and 7/14/21 days overdue — so you do not have to. Expense tracking captures every hard cost so your margin reflects reality, not just time.
- Invoice generated from unbilled time entries + billable expenses
- Stripe payment links — clients pay online with one click
- Automatic payment reminders: 3 days before, due date, 7 / 14 / 21 days overdue
- Per-invoice reminder toggle + manual send + full reminder history
- Invoice branding: logo, brand colour, footer note, bank details
- Expense categories: Software, Contractor, Travel, Hardware, Marketing, Other
- Billable expense toggle — pass costs through to client invoice
- Global expenses view across all projects
- Branded PDF export — sent by email with one click
- Invoice statuses: Draft / Sent / Viewed / Paid / Overdue / Partial
- Partial payment recording with payment history
- Auto-numbering: INV-YYYY-NNN per org
- True margin: revenue minus time cost minus hard expenses
- Mark paid: time entries automatically flagged as invoiced
- Append-only financial audit log — every invoice and expense event recorded with timestamp
$29,600
$14,000
38%
INV-2026-004
Orbit Agency
INV-2026-005
Nexus Digital
INV-2026-006
Vertex Labs
INV-2026-007
Al-Noor Tech
Monthly retainers without the spreadsheet math
Track hours, roll over unused time, invoice in one click.
Retainer clients are your most predictable revenue — but they're also the easiest to under-deliver or over-service without realizing it. ACOS tracks monthly hours used vs. budgeted in real time, handles rollover, and generates the monthly invoice automatically.
- Retainer periods created automatically on the 1st of each month
- Hours used vs. budgeted shown on every project card
- Rollover hours: unused time carries to next period
- One-click invoice generation from the current retainer period
- Month-by-month history for every retainer
- Alerts when a client is approaching their monthly limit
- Auto-invoicing: enable per retainer to generate a draft invoice on a set day each month
Orbit Agency
$4,800/moNexus Digital
$2,200/moVertex Labs
$7,500/moSee who's overloaded before it becomes a problem
Team capacity visible at a glance.
Over-allocation is invisible until it's too late. ACOS maps every team member's upcoming task load against their weekly capacity, flags anyone above 100%, and shows you the numbers before you commit to new work. When creating a project, you see current availability for every potential assignee.
- Weekly capacity grid: hours committed per person per day
- Color-coded cells: green <80%, amber 80–100%, red >100%
- Overallocation warning banner on the project list
- Availability preview when creating or staffing a new project
- Monthly utilization: billable vs. non-billable split per person
- Capacity settings per team member (default: 40h/week)
Give clients visibility without giving them access
A read-only window into their engagement.
Clients want to know what's happening. They don't want to be added to your project management tool and trained on it. The ACOS client portal is a shareable link — no login, no account required. It shows their projects, task progress, and invoices, and nothing else. You control the link, you revoke it when the engagement ends.
- Shareable portal link — no client login required
- Project status, progress bar, and team names (no rates)
- Invoice list with PDF download
- Invoice viewed: auto-tracked when client opens it
- Full audit trail of every portal visit
- Revoke access instantly from the contact record
Web Platform Rebuild
In Progress64% complete · 3 team members
INV-2026-004
Paid$12,400
The numbers you actually need to run the business
Revenue, profitability, pipeline, and utilization in one place.
Four reporting modules that answer the questions agency founders ask every week: How much did we make? Which clients are worth keeping? What does next quarter's pipeline look like? Who's burning out? All charts are filterable by date range — this month, last quarter, custom.
- Revenue chart: monthly revenue vs. cost, gross margin
- Project profitability table — sortable by margin %
- Client profitability: aggregated across all projects
- Pipeline forecast: expected revenue from open deals by close month
- Team utilization: billable vs. non-billable split per person
- Date range picker: this month, last quarter, last year, custom
$152K
Total Revenue
$59K
Gross Profit
39%
Avg Margin
Connect the tools your team already uses
Slack, calendars, and accounting — all wired in.
ACOS doesn't replace your communication and accounting tools — it connects to them. Slack notifications mean your team hears about budget risks and invoice events without leaving chat. Calendar sync puts client deadlines alongside everything else in your day. Xero and QuickBooks integrations mean invoices go to your books automatically — no copy-paste, no double-entry.
- Slack: project alerts, invoice events, and smart alert notifications
- Customize which event types post to Slack — or mute individual channels
- Google Calendar: task due dates synced as calendar events per user
- Outlook Calendar: same sync for Microsoft 365 and Outlook.com accounts
- Xero: invoices pushed automatically when status reaches Sent
- QuickBooks Online: same auto-push for QBO users
- Manual re-sync button on every invoice — push updates any time
- Accounting sync badge on invoice detail: Synced to Xero ✓ / Synced to QuickBooks ✓
- Calendar integrations are per-user; Slack and accounting are per-org
- All five integrations available on Growth and Scale plans
Slack
#operations · 3 event types active
Google Calendar
Syncing 8 upcoming tasks
Xero
Last sync: 2 invoices · just now
Outlook Calendar
Not connected
Keep your team aligned — no Slack required.
Real-time alerts for assignments, mentions, and deadlines.
Every task assignment, @mention in a task comment, and approaching deadline generates a notification scoped to your team. The bell icon in the topbar shows the unread count at a glance. Open it to see what needs your attention. Type @ in any task comment to bring up a dropdown of team members — selected members get notified immediately. All notifications stay within ACOS so your work context doesn't scatter across tools.
- Notification bell in topbar with live unread count badge
- @mention autocomplete in task comments — type @ to search team members
- Instant notification when someone @mentions you in a comment
- Notification when you are assigned to a task (or reassigned)
- Daily task due-tomorrow reminders for each team member
- /notifications/ page with All / Unread / Mentions / Tasks filters
- Mark individual notifications read on click; mark all read in one action
- 60-second polling — no page refresh needed
- All notifications scoped to your organization — no cross-team leakage
Ahmed assigned you to a task
API integration spec · Orbit Agency
Saad mentioned you in a comment
@omar can you review the mobile pass before EOD?
Task due tomorrow
DB schema migration · Nexus Digital
You were reassigned
Dashboard components → transferred from Alia K.
Operational intelligence that works on your actual data
Rule-based alerts, 20 data reports, on-demand AI, and free-text queries.
The Insights page has three layers. Alerts: 12 rule-based checks that flag budget overruns, overdue invoices, stale deals, and team overallocation automatically — no setup. Reports: 20 pre-built data queries in a card grid — pick a time period, run a report, see the result inline. Ask AI: type any free-form question about your business and get an AI answer based on your aggregated operational data, no client names or personal data sent.
- 12 rule-based alert types: budget risk, margin drop, overdue invoice, stale deal, overallocation, scope creep, payment risk, unbilled revenue, retainer risk, win rate drop, idle capacity, and more
- Alerts grouped by severity (Critical / Warning / Info) with live counts
- Each alert expands inline — body, pattern chart, AI explanation, entity link
- Reports tab — 20 predefined queries in a card grid, grouped by category
- Report categories: Profitability, Cash Flow, Team, Pipeline, Projects
- Per-report time period selector: This month / This quarter / This year / Last 12 months
- Results Redis-cached — instant response; re-run any card at any time
- On-demand AI deal coaching: AI-generated next-action suggestions when a high-value deal goes stale
- On-demand AI project health: AI narrative summarizing a project's status, risks, and remaining work
- Ask AI tab — type any free-form question, get an answer from your org's data
- All AI features PII-safe: only aggregated statistics sent to the AI, never client names or personal data
- AI call rate limits: 20 calls/day on Growth, 100 calls/day on Scale
- Growth+ plan required for all AI features
Orbit Agency is at risk
80% of budget used, only 51% of tasks complete. Margin on track to drop below 10%.
INV-2026-006 is 14 days overdue
Vertex Labs · $5,200 outstanding. Last contact: 21 days ago.
Fixed-price: 34% avg margin
Across 12 projects in the last 6 months. T&M average: 28%.
Invoices that look like you. Paid faster.
Your brand on every PDF. Stripe so clients pay with one click.
Upload your logo, set your brand colour, add bank details or a footer note — every PDF invoice reflects your identity, not a generic template. Connect Stripe and clients see a Pay Now button on every invoice and in the client portal. Automatic reminders do the chasing: 3 days before due, on the due date, then 7, 14, and 21 days overdue. You decide per invoice whether reminders are on.
- Logo upload (PNG/JPG/SVG, max 2 MB) — replaces org name in PDF header
- Brand colour picker — applied to table headers, total row, and section accents
- Footer note field — thank-you message or payment instructions on every PDF
- Bank / payment details — multi-line, renders correctly in PDF
- Stripe connect — generate payment links per invoice in one click
- Pay Now → button in the client portal links directly to Stripe Checkout
- Automatic reminders: 3 days before, due date, 7 / 14 / 21 days overdue
- Per-invoice reminder toggle — disable reminders for any single invoice
- Manual send — fire a reminder now from the invoice detail page
- Reminder history — every sent reminder logged with timestamp and email
- Default payment terms (Net 7/14/30, Due on Receipt) pre-filled on new invoices
- Branded PDF: coloured status badge, coloured header row, per-page footer
INVOICE
INV-2026-018
Issue Date
13 Jun 2026
Due Date
13 Jul 2026
Status
SENTEnterprise-grade security built in, not bolted on.
2FA, Google Sign-In, and full GDPR compliance — on every plan.
Security is not a premium feature. Every ACOS account gets two-factor authentication, Google OAuth, and GDPR-compliant data controls. Enable TOTP in Settings → Security and login requires both your password and your authenticator app. Lost your phone? Burn a backup code. Eight are generated when you enable 2FA.
- TOTP two-factor authentication — works with Google Authenticator, Authy, 1Password, or any TOTP app
- 8 backup codes generated on 2FA setup — one-time use, regenerable
- Google Sign-In (OAuth 2.0) — sign up or log in with your Google account
- Existing email/password accounts can link Google without creating a new account
- Mid-login 2FA step: token or backup code both accepted
- GDPR: export all org data as a ZIP from Settings → Profile
- GDPR: schedule account deletion — 14-day grace period before permanent removal
- Cancel scheduled deletion any time within the grace window
- Marketing email unsubscribe — one-click opt-out on every email
- All data scoped to your organization — zero cross-tenant data leakage by architecture
Two-Factor Authentication
Google Authenticator, Authy, or any TOTP app
Google Sign-In
[email protected] — linked
Backup Codes
6 remainingData & Privacy
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