BillFlow · Time, Timesheets & Invoicing
Turn logged hours into professional revenue.
BillFlow helps agencies and professional service teams track time, approve timesheets, generate branded invoices, and manage revenue from one intelligent platform.
Enterprise-grade · investor-ready
Billing shouldn't be the most painful week of the month.
Most agencies and consultancies still run billing on spreadsheets and Word documents. BillFlow replaces that with a connected revenue engine.
Slow, leaky, unprofessional
- Hours scribbled in notebooks and recalled at month-end
- Spreadsheets for rates, approvals lost in email
- Invoices manually retyped in Word and PDF'd
- No idea which clients are profitable
- Approvals chased over WhatsApp
- Billing periods reopened to fix mistakes
- Revenue forecasting based on gut feel
Tracked, approved, invoiced — automatically
- Live timers and weekly timesheets per team member
- Submit → approve → lock workflow per period
- One-click branded PDF invoices from approved hours
- Tiered rate engine with project-level overrides
- Revenue, utilization and project profitability dashboards
- Multi-company tenants with role-based permissions
- Audit-ready trail of every entry, approval and invoice
Everything between tracked time and paid invoices.
Time tracking, approvals, invoicing and analytics — built as one connected workflow.
Start, stop and edit time on the fly. CSV imports for bulk entries and offline catch-up.
Per-team grids, per-project rollups. Lock billing periods with a single click.
Submit → review → approve or reject. Reviewer comments and locked-period guarantees.
Rates per role, per project, per client. Project overrides cascade automatically into invoices.
Generate professional PDF invoices from approved hours. Your logo, your colours, your terms.
Track Draft → Sent → Paid status. Email reminders and a per-client payment history.
Live KPI dashboards: revenue forecasts, utilization %, project profitability, top clients.
Run multiple companies from one login. Tenant isolation enforced at the database layer.
Owner, Manager, Team Member, Client View — granular control over every screen and action.
From first logged hour to paid invoice.
One continuous workflow. Every step audited, every figure defensible.
Hours roll up. Branded invoices roll out.
Configure your tiers once. Project-level overrides cascade automatically into line items, totals and the branded PDF.
Acme Studios · Strategy retainer
| Role | Base rate | Project override |
|---|---|---|
| Junior | R 650 | R 700 |
| Mid | R 950 | R 1,050 |
| Senior | R 1,450 | R 1,600 |
| Principal | R 1,950 | R 2,200 |
Overrides cascade per project, per client or per user. The rate engine recalculates line items every time an approved entry hits the invoice draft.
| Line item | Hrs | Rate | Total |
|---|---|---|---|
| Senior consulting · Strategy phase | 24 | R 1 600 | R 38 400 |
| Mid consulting · Implementation | 36 | R 1 050 | R 37 800 |
| Junior support · QA & rollout | 18 | R 700 | R 12 600 |
| Subtotal | R 88 800 | ||
| VAT (15%) | R 13 320 | ||
| Total due | R 102 120 | ||
Try it. Track, approve, invoice.
Switch between Owner, Manager, Team Member and Client View. Start the timer, submit hours, approve them and generate a branded invoice — all live.
Time Tracker
Live timer, manual entries — every minute lands on the timesheet.
Demo data only — nothing is persisted. Use the Reset button to start over.
Know your business in real time.
Live revenue, utilization, profitability and top-client insights — recomputed every time an entry is approved or an invoice is sent.
- Acme StudiosR 92 500
- Northwind CoR 78 250
- Ridgeback LegalR 64 900
- Halo EngineeringR 41 200
How BillFlow stacks up against what you use today.
| Capability | BillFlow | Spreadsheets | Basic time trackers |
|---|---|---|---|
| Automated invoicing from approved hours | |||
| Tiered billing with project overrides | |||
| Submit / approve / reject timesheet workflow | |||
| Multi-company tenant support | |||
| Revenue, utilization & profitability analytics | |||
| Enterprise SaaS security (RLS, RBAC, audit) | |||
| Branded PDF invoices | |||
| Live timer & manual entries |
Built for professional service teams.
Per-partner rate tiers, month-end approvals, branded invoices to client portfolios.
Project profitability, utilization tracking, retainer + hourly billing in one workflow.
Phase-based rate overrides, milestone invoicing, real-time revenue forecasts.
Matter-level time entries, trust-account-ready invoices, locked billing periods.
Discipline-based rates, project cost recovery, multi-company group billing.
Ticket-to-invoice flows, SLA tracking, recurring + ad-hoc billing under one roof.
Live timer, branded PDF invoices, payment tracking — without the agency overhead.
Revenue data you can trust.
Built on a production-grade SaaS architecture with the controls finance teams and auditors expect.
Database-enforced isolation. A company's billing data is only ever visible to that company.
Run multiple companies, multiple brands, multiple billing entities from one platform.
Owner, Manager, Team Member, Client View — granular, screen-by-screen access control.
Data encrypted at rest and in transit. Password breach checks on every credential change.
Every entry, edit, approval and invoice action is logged with actor, IP and timestamp.
SAML and SCIM available on Enterprise. Centralised provisioning and offboarding.
- Approved by
- Naledi K. · Manager
- Locked at
- 2026-06-01 09:12 SAST
- Entries
- 184 · 642.5 hrs
- Invoice
- INV-2026-0241 · Sent
Plans that scale with your service business.
Transparent enterprise pricing. Pick the tier that matches your team and billing volume.
- 1 seat · 1 company
- Live timer & manual entries
- Branded PDF invoices
- Payment tracking
- Email support
- Up to 10 seats
- Up to 3 companies
- Approval workflows
- Tiered rate engine
- Analytics dashboard
- Up to 50 seats
- Unlimited companies
- Custom invoice branding
- Client portal access
- Priority support
- API access
- Unlimited seats
- SSO + SCIM
- Dedicated success manager
- SLA & DPA
- Custom integrations
Questions about BillFlow.
How does the tiered rate engine work?+
Define base rates per role (Junior / Mid / Senior / Principal), then layer client- or project-level overrides on top. Approved hours roll up into invoice line items at the right rate automatically — no spreadsheets, no manual recalculation.
How does the timesheet approval workflow work?+
Team members log hours via the live timer or manual entries, then submit their week. Managers and Owners can approve, reject with comments, or request edits. Once a billing period is locked, entries cannot be edited — preserving an audit-ready trail.
Are the PDF invoices really branded?+
Yes. Your logo, colour palette, custom domain (Agency and Enterprise), bank details and terms appear on every invoice. You can email them directly from BillFlow with read-receipts and payment reminders.
How does multi-tenant isolation work?+
Each company runs in an isolated workspace enforced by PostgreSQL Row-Level Security. Users invited to one tenant cannot see another tenant's clients, entries or invoices — even if they share the same Owner login across companies.
Which integrations are available?+
Public REST API on Agency and Enterprise plans, plus webhook events for entry-approved, invoice-sent and invoice-paid. Native integrations with Stripe, Yoco and PayFast for payment capture, and CSV import/export everywhere.
What does pricing look like?+
Four tiers: Solo (freelancers), Studio (small teams), Agency (growing service businesses), and Enterprise (multi-entity groups with SSO and SLA). Contact us for transparent per-seat pricing.
Turn hours into revenue.
Smart time tracking, automated invoicing, and business analytics built into one secure SaaS platform.
Explore more workflow systems.
Every Flow Studio system is designed to plug into the rest. Mix and match the workflows your South African business needs.
AccountingFlow
Accounting workflow automation for SA firms
View AccountingFlow solutionLawFlow
Legal workflow software for South African law firms
View LawFlow solutionInventFlow
Inventory management systems for SA businesses
View InventFlow solutionDraftFlow
Document drafting automation for engineering & legal
View DraftFlow solution