Every workflow your business needs, with built-in AI to draft, summarise, and speed up the admin — whether you run a professional services practice, a trades or home-services crew, or a manufacturing shop floor.
Professional services firms, trades crews, and manufacturing shops all share the same set of common operational problems — regardless of discipline. Sales2Paid was built to solve all of them.
Professional services businesses must prospect continuously — work doesn't walk in the door. Most teams rely on ad-hoc emails, spreadsheets, or disconnected CRM tools that don't connect to delivery.
Sales2Paid gives you a full CRM: suspect lists, company enrichment via Apollo.io or web research, outreach campaigns with merge-field templates, and a configurable lead pipeline — all connected to your delivery workflow.
Most teams use one tool for CRM, another for project management, another for time tracking, and another for invoicing. Context gets lost at every handoff. Work falls through the gaps.
Sales2Paid covers the entire journey in one platform: lead pipeline → one-click project creation → kanban board → time and expense capture → manager approval → Xero invoice. No context switches.
Managing five clients at once means five sets of status updates, five project boards, and five invoicing cycles. Without a single view across all work, things slip.
Sales2Paid's company-based CRM and multi-project board give your team a single source of truth. Cross-project T&E views, project dashboards, and budget vs actuals reporting keep every engagement visible.
Work expands. Without time logged against specific deliverables, it's impossible to know where your hours actually go — or to invoice clients accurately for the work done.
Every hour and expense is logged directly against a card. Manager approval locks entries before invoicing. Budget vs actuals reports show exactly where scope is blowing out, in real time.
Chasing timesheet submissions, formatting invoice line items, updating status in three different tools — this is unpaid overhead that scales with client count.
Sales2Paid automates the admin: T&E entries flow directly to invoice batching, card moves update project status automatically, and IMAP email triage routes inbound client messages to the right project thread.
Every new project starts from scratch. Onboarding new clients, running discovery phases, structuring delivery — without a repeatable system, quality is inconsistent and ramp-up is slow.
Projects are pre-seeded with eight Kanban lanes on creation. Lead stage gates enforce a consistent sales process. Role-based approval workflows ensure quality control before work reaches the client.
Small and mid-sized practices often lack the internal infrastructure larger firms take for granted: a knowledge base, secure internal messaging, document management, and audit trails.
Sales2Paid includes a versioned knowledge base, AES-256-GCM encrypted internal messaging, card-level document storage, and a full visit and activity log — enterprise-grade infrastructure at professional services scale.
Writing client replies, thread summaries, status updates, and card descriptions from scratch is repetitive and often gets skipped when things get busy — at the cost of client communication quality.
Built-in AI drafts email replies and thread summaries in the Comms Hub, suggests T&E descriptions and card checklists, generates weekly client status updates from board activity, and writes invoice narrative paragraphs — every draft is reviewed by your team before it's sent or saved. Choose your own AI provider (or the included shared service) per workspace.
Built-in AI across the whole lifecycle — not a bolt-on chatbot. Drafts client replies and thread summaries in the Comms Hub, suggests T&E descriptions and card checklists, generates project kickoff cards from won-lead history, writes weekly client status updates and invoice narrative paragraphs, and flags scope creep before you invoice. Every draft is reviewed by a human before it's sent or saved. Pick your own provider (Anthropic, DeepSeek, self-hosted Ollama) or use the shared service included in your plan.
Dispatch board with 7-day columns of scheduled visits, drag-and-drop rescheduling, and per-day slot budgets. Recurring visits (weekly, fortnightly, monthly) auto-spawn onto the board. A price book of labour rates and materials speeds up quoting. My Day gives each crew member a mobile-first run sheet with one-tap time logging.
A shop-floor board with columns for actual work centres — Saw, Lathe, Mill, Weld, QC — showing every operation queued across every open order, colour-coded by customer. Routing templates capture "how we make this part" once; applying one creates the whole correctly-sequenced job in a single action. Operations auto-advance to Ready as predecessors complete.
Track suspects, contacts, and companies from first touch to won deal. Add companies with rich profiles, enrich data via Apollo.io or web search, and manage contacts with preferred channels and communication history. Run bulk outreach campaigns via email and SMS with merge-field templates. Inbound replies thread back to the campaign automatically. Leads move through New → Qualified → Proposal Sent → Negotiation → Won/Lost with activity logging at every stage. One-click convert a won lead into a client company and a fully-seeded project.
A configurable Kanban board with eight pre-seeded swim lanes matching your delivery workflow — Backlog, Doing, Awaiting Deployment, Done, On Hold, In Test, In Production, and more. Cards support multiple types: Feature, Issue, Bug, Task, Idea, Event, Document Holder, and Retainer. FeatureGroup parent cards group related work. Drag-and-drop and keyboard shortcuts move cards between lanes. Confidential cards restrict visibility to Managers and Owners for sensitive work.
Log hours and out-of-pocket costs directly from a card or the mobile-optimised T&E entry page. Quick-select values speed up common entries. Each entry captures local currency for cost and billing currency for invoicing — essential for multi-currency practices. Retainer work uses a master card (the term) with monthly child cards that track each period independently. Submitted entries await Manager approval before they can be invoiced.
Batch approved, billable T&E entries into a Xero ACCREC invoice with a single action. Line items are constructed from card and project references. Entries are marked invoiced with a timestamp and locked from further editing. The invoice reference is stored in Sales2Paid; Xero remains the authoritative source for accounting. Full invoice history is maintained per project. Card documents are stored AES-256-GCM encrypted in the database.
Project and card-level email threads stored in-app. Inbound mail is matched to the right thread by reply-to header or [ProjectRef] subject prefix — via the built-in IMAP poller. Card notes support @mention notifications that alert team members without leaving the platform. Secure AES-256-GCM encrypted internal user messaging ensures sensitive communications stay private.
Capture and publish internal knowledge as versioned documents. The full lifecycle — Draft → Published → Archived — is managed with role gating: Practitioners can read published articles, Managers draft, Owners and Admins publish and archive. Version history is maintained so no knowledge is ever lost. Ideal for onboarding documentation, process guides, and client-facing reference material.
Four-tier role hierarchy: Owner, Manager, Practitioner, and Admin. Owners have full visibility and invoicing rights. Managers create and manage projects, approve T&E, and mark cards confidential. Practitioners work through assigned cards and log time. Admins manage platform configuration, users, security, email/SMS providers, and encryption keys. Role-based approval gates enforce accountability before work reaches the client or the invoice.
My Dashboard shows each team member their active cards and daily time targets. Project dashboards display budget vs actuals and invoice history. Timesheet reports can be generated per project or per person — useful for payroll, purchase orders, or client status reviews. CSV export is available from any T&E view. Cross-project visibility gives Owners a real-time picture of every engagement's financial position.
Sales2Paid is designed for organisations that care where their data lives. Every deployment option gives you full isolation — choose the model that fits your size, compliance requirements, and risk tolerance.
Fully managed hosting for 1–5 users (Starter) or up to 20 users (Pro). Your organisation gets its own isolated PostgreSQL database — no shared tables, no commingled data. Choose your hosting region at signup: New Zealand, Australia, European Union, or United States.
A dedicated hosted environment for larger organisations — separate infrastructure, custom domain, and enterprise SLA. Fully managed by us in whichever region meets your compliance requirements. Ideal for practices that need managed hosting without shared-platform risk.
Run Sales2Paid entirely on your own infrastructure — your own servers or your own cloud account (AWS, Azure, GCP, or a local NZ/AU provider). No outbound data dependency whatsoever. Ideal for government, regulated industries, or organisations with strict data residency requirements.
Run Sales2Paid as a managed service for your own clients — branded under your name, provisioned and billed through you. Each client organisation gets full data isolation. Suitable for IT service providers, accountants, and professional services networks offering the platform under their own brand.
Sales2Paid is purpose-built for a specific type of business. These questions will help you decide.
Get in touch — we review every enquiry personally and respond within 2 business days.
Nine integrated modules. One workspace. No context switching.
Your entire pipeline in one place. Companies move through a clear status progression: Suspect → Prospect → Client. Leads track active opportunities with stage, value, and source. Contacts link to companies and appear across leads, conversations, and invoices.
Roles: Manager, Owner, Admin can create and convert leads. Practitioners can view.
Targeted email and SMS sequences to named prospect lists. Designed for professional, compliance-aware outreach — not bulk spam. Test mode routes all messages to a safe address until you're ready to go live.
Roles: Manager, Owner, Admin. Practitioners can view.
A full Kanban delivery board created automatically when a lead is won. Cards have unique references (e.g. ACM-001-C042), configurable lane types, checklists, file attachments, notes, T&E entries, and conversations — all on the same screen.
Roles: All roles can view and add cards. Soft-delete requires Manager or above.
Log hours and costs directly on cards. Every entry has a billable flag, staff member, date, and description. At billing time, one click collects all uninvoiced entries into a T&E batch invoice — a complete audit trail from logged work to invoice line.
Roles: All roles can log entries. Batch invoicing requires Manager or above.
Two invoice types — T&E Batch and Manual — sharing the same approval and payment workflow. Clients receive a branded, no-login-required share link. Xero push keeps your accounting system in sync automatically.
Roles: Manager+ create invoices. Owner/Admin approve and record payments.
Structured email threads linked to a project or company. Your team replies from inside Sales2Paid; client replies land automatically in the thread via IMAP routing. No more hunting through email inboxes for client communications.
Roles: All roles.
Internal documentation with a publishing workflow and version history. Articles can be grouped into structured Books with a sticky table-of-contents sidebar, previous/next chapter navigation, and print support.
Roles: All roles can read. Admin/Owner create and publish.
Private, end-to-end encrypted team messaging. Message bodies are stored AES-256-GCM encrypted using your workspace's master key — not readable without it. Built for sharing sensitive client context without using a third-party chat tool.
Roles: All roles.
Everything to configure and maintain your workspace. User invitations, role management, per-tenant SMTP, Xero connection, feature flags, bulk data cleanse, and encryption key management — all in one admin area.
Roles: Admin only (Organisation settings: Admin/Owner).
Apply for a free 14-day trial. No credit card required.
Apply for Early Access