Agency CRM with project management, time tracking and invoicing in one system
CrmLeaf is an agency CRM with project management built in. It takes an agency or consultancy from lead capture to deal, estimate, e-signed contract, project, tracked time and invoice in a single account, so you do not stitch together a CRM, a project tool and an invoicing tool.
- Core modules, no add-on needed
- Free trial
- From $9/user/month
- What it is
- CRM and project management software for agencies and consultancies (a professional services automation, PSA, platform)
- Best for
- agencies, consultancies and service firms that sell projects and bill for time
- Core modules
- CRM, deals, estimates, proposals, contracts, projects, tasks, time tracking, invoicing, client portal
- Add-ons
- Budget Management, Resource Utilization Add-on
- Contracts
- reusable templates with client and company e-signature
- Billing
- invoices from estimates, milestones, billable time and expenses
- Pricing
- from $9/user/month; see pricing for plans
- Trial
- free trial available
How it works
How does lead-to-cash work in one agency system?
- 1
Capture
Web-to-lead form, manual entry or CSV import creates the contact and deal
- 2
Win
Pipeline stages, follow-ups, notes, calls and email on the deal
- 3
Quote & sign
Estimate or proposal, then a contract with client and company e-signatures
- 4
Deliver
Project, milestones, tasks and timesheets, with the client portal
- 5
Invoice
Bill approved time, expenses or milestones; collect payment
How does an agency CRM win and quote work?
The sales side runs on leads, configurable pipelines and a visual Kanban deal board. A public web-to-lead form (embeddable, with reCAPTCHA and de-duplication) or a CSV import creates the contact and a deal together. A lead agent owns each deal, with goals, and every stage move, note, file and follow-up is logged on a deal timeline.
Two-way email and RingCentral call history (a paid add-on) sit alongside the deal. The CRM dashboard surfaces open and won deals and overdue follow-ups, so nothing goes quiet.
Quoting follows in the same record. An estimate takes line items, discounts and taxes, expires on a date, and is accepted by public e-signature, which creates an unpaid invoice automatically. A proposal uses a proposal template plus a design template for a richer document.
What you get
- Web-to-lead form, CSV import, GDPR consent pages
- Pipelines and stages you configure (create, duplicate, reorder)
- Deal Kanban with per-stage value totals
- Follow-up engine with overdue surfacing
- Estimates and proposals accepted by public e-signature
- Products on deals feed value and quoting
Can I sign contracts and onboard the client in the same system?
Yes. Contracts are built from reusable templates, sent as a public signable link, and signed by the client and then countersigned by your company. Renewals preserve the original values, and each contract has threaded discussions and files.
A client is a real account in CrmLeaf with a company profile (address, tax and GST, e-invoicing fields), several contacts, documents and segmentation. Clients can log in to a client portal for their invoices, estimates, proposals and contracts, and signed public links let them view, sign and pay without a login.
When a prospect becomes a customer, you create the client record and the project. That step is manual today, but the deal history stays in the same account.
What you get
- Contract templates with client and company e-signature
- Renewals and threaded discussions
- Client company profile with multiple contacts
- Client portal login for documents
- Public signed links that need no login
Does the CRM connect to project management and time tracking?
The same account runs delivery. Projects have milestones, tasks with multiple assignees and subtasks, a Kanban taskboard, Gantt with dependencies and overdue tracking, and reusable project templates (including Excel import). Tasks can be marked billable and sent for approval.
Time tracking includes a timer, manual entries and weekly timesheets with approval. Billable time is calculated from an hourly rate, and approved billable time is what invoicing draws on.
Project budgeting with budget vs actual and Earned Value Management is the Budget Management add-on, and utilization views are the Resource Utilization add-on. Neither is required for the core lead-to-cash flow.
What you get
- Projects, milestones, tasks, subtasks and Kanban
- Gantt chart with dependencies and drift tracking
- Timer, manual time and weekly timesheet approval
- Billable flag on tasks, hourly rates on time
- Budget Management and Resource Utilization are add-ons
Can I invoice from tracked time without leaving the CRM?
Yes, CRM with invoicing is the point of the lead-to-cash design. An invoice can start from an accepted estimate, an order, a completed project milestone, or billable time logs and expenses. Billed items are stamped with the invoice so the same time cannot be billed twice.
Recurring invoices can automatically add each period's uninvoiced billable time and expenses. Clients pay on a branded public invoice page through supported gateways (Stripe, PayPal, Razorpay and others) or offline, and credit notes, installment plans and multi-currency and tax are available.
Invoice statuses run draft, unpaid, partial, paid and canceled, so receivables are visible next to the deal that started them.
What you get
- Invoice from estimate, milestone, time or expenses
- Recurring invoices with auto-added billable time
- Online payment gateways plus offline payments
- Credit notes and installment plans
- Reports for billable vs non-billable hours
Comparison
Is one system better than a separate CRM, project tool and invoicing tool?
For an agency, the cost of separate tools is re-entry and reconciliation. This table compares the approaches, not any named product.
| Job | Separate CRM + PM tool + invoicing tool | CrmLeaf (one system) |
|---|---|---|
| Client and deal record | Entered in the CRM, re-entered in the PM tool and the billing tool | One client record across deal, project and invoice |
| Quote to invoice | Copy line items from the quote into the invoice by hand | Accepted estimate creates an unpaid invoice automatically |
| Contracts and e-sign | Often a fourth tool or an integration | Contract templates with client and company e-signature built in |
| Hours to invoice | Export timesheets, re-key into invoicing | Approved billable time is pulled onto the invoice and stamped as billed |
| Client visibility | Separate logins or emailed PDFs | One client portal for invoices, estimates, proposals and contracts |
| Subscriptions and logins | Three or more vendors and user lists | One platform, priced from $9/user/month |
Built for service businesses
Who is this professional services CRM for?
Creative and digital agencies, consultancies and other service firms that sell scoped work, deliver it with a team and bill for time or milestones. If you also run support, HR or procurement, CrmLeaf offers those as modules in the same account.
See CRM & Sales- SellLeads, deals, estimates, proposals
- SignContracts with e-signature
- DeliverProjects, tasks, timesheets
- BillInvoices, payments, credit notes
FAQ
Common questions about agency CRM with project management
An agency CRM with project management is one system that handles the sales side (leads, deals, quotes, contracts) and the delivery side (projects, tasks, time, invoices) for a service business. CrmLeaf is built this way, so the client record, the work and the invoice stay connected instead of living in three tools.
Part of CRM & Sales
Explore the CRM & Sales and delivery features
This page is part of CRM & Sales. Each module below is available on its own page.
Run your agency from lead to cash in one place
Start a free trial and set up your pipeline, a first project and your first invoice in one account, or book a demo to see the flow with your own use case.