The whole job, start to finish.
Not four steps on a slide. Here’s everything Bitrack does for an agency, in the order it happens, and who sees what along the way.
Stage 1 · Set up
Your workspace, ready in an afternoon.
A short setup asks the few things that matter, then gets out of the way. Everything can be changed later in Settings.
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1
Create your workspace
Ask for your workspace on the website, open the link we send, and name your agency. No credit card.
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2
Tell Bitrack how you work
Pick the services you sell, your time zone and currency, and your brand colours and logo.
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3
Invite your team
Send invitations by e-mail and choose each person’s role. Roles decide what they can do and which numbers they see.
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4
Move in
Bring clients, contacts, projects, tasks, leads and past invoices from CSV, or move straight in from Trello, Asana or ClickUp.
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5
Connect your calendar
Each person can connect Google Calendar or Outlook. Bitrack events go to their own calendar, and their busy times show in Bitrack.
Stage 2 · Win the work
From a first hello to a signed agreement.
Every enquiry has a home, every price has a reason, and nothing is retyped between steps.
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1
Capture every lead
Your website form and any channel you connect by webhook land leads in one pipeline, each with an owner.
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2
Never let one go quiet
Follow-ups and reminders keep each deal moving, and stale ones are flagged before they’re lost.
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3
Price it with your team
The people who’ll do the work estimate the hours. You see cost against price, and margin, before anything is sent.
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4
Send a proposal they’ll enjoy reading
On-brand, in English, Arabic or both, with packages and options the client can choose. They open it as a link and accept it online.
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5
Sign the agreement
The accepted proposal becomes the agreement, with scope, price and payment schedule. The client signs in the browser, you countersign, and a certificate records who signed and when.
Stage 3 · Deliver
One project holds the whole job.
Tasks, time, files, messages and dates live together, so everyone works from the same picture.
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1
Start the project
Milestones, budget and team in one place. An automation can start it the moment the agreement is signed.
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2
Plan the work on boards
Each team gets its own board, with lists, checklists, templates and recurring work that creates itself on schedule.
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3
Track time as you go
One-click timers on any task, timesheets, and approval before hours count against the budget.
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4
Talk where the work is
A channel for every project and direct messages. Any message can become a task.
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5
Keep every file in one library
Files sit on the project and the client, previewed in place and scanned for viruses.
Stage 4 · Work with the client
A portal your clients actually use.
Clients get their own space under your brand. No passwords to forget: they sign in with a code sent to their e-mail.
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1
Show progress
Clients follow milestones and what’s happening, without status e-mails or calls.
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2
Approve the work
They review and approve deliverables, or ask for changes, right in the portal.
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3
Sign and pay
Agreements to sign and invoices to pay wait for them in one place.
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4
Ask for a meeting
They request a time, and it lands on your calendar once you accept.
Stage 5 · Support
After launch, the relationship keeps going.
Requests get an owner and a response target, retainers keep their own score, and client passwords stay safe.
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1
Tickets with targets
Clients raise tickets from the portal. Each one gets an owner, a team, a priority and a first-reply target, with a warning before it’s missed.
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2
Turn tickets into work
Link a ticket to tasks on any board. When the work is done, the ticket can resolve itself, and the client is asked how it went.
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3
Run retainers
Sell hour bundles and monthly support plans. Hours roll over, your team is alerted at 75%, 90% and 100%, and a report is ready each month.
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4
Keep client passwords safe
An encrypted vault, shared only when an Owner allows it, with live two-step codes and every reveal recorded.
Stage 6 · Get paid and improve
Money in, and a clear view of the business.
Invoices follow what was agreed, reminders do the chasing, and the numbers tell you where to look.
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1
Invoice on schedule
The agreement’s payment schedule raises the invoices. Recurring retainers bill themselves.
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2
Chase without chasing
Polite reminders go out to late payers on the days you choose. Partial payments and receipts are handled for you.
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3
Start each day with what matters
The dashboard shows what needs you today, the week ahead and your team’s workload.
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4
Read the numbers
Revenue, delivery, team and clients, with exports and insights you can share.
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5
Automate the routine
Build “when this happens, do that” rules: hand work over, notify people, start projects, resolve tickets.
Who sees what
Everyone in one place. Each with their own view.
Roles decide what each person can do, down to each action. Rates, costs and budgets simply aren’t there for people who shouldn’t see them.
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Owners and Admins
Run the workspace
- Settings, teams and who sees what
- Revenue, margins and reports
- Billing: the Owner, and anyone they allow
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Project leads
Keep projects on track
- Their projects, tasks and milestones
- Review time, share work for client approval
- Budgets, if their role allows
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Team members
Do the work
- Their tasks, timers and messages
- Files and calendar
- No rates or costs unless allowed
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Your clients
Stay in the loop
- Progress, approvals and tickets
- Agreements to sign, invoices to pay
- Never your internal notes
Want the detail on any step? The help centre explains every screen.
Questions about getting started
How long does it take to set up Bitrack?
Creating the workspace takes a few minutes: name it, pick your services, add your brand and invite your team. Moving your data in takes as long as what you bring, from CSV files or straight from Trello, Asana or ClickUp.
Do our clients need an account or a password?
No. Clients sign in to their portal with a one-time code sent to their e-mail. They see their projects, approvals, agreements, tickets and invoices, never your internal notes.
Can each team have its own board?
Yes. Each team (development, design, support and so on) gets its own boards and columns, and every board maps to the same four stages so dashboards and reports read them all the same way.
Does Bitrack work with Google Calendar and Outlook?
Yes. Each person can connect their own Google or Outlook calendar. Bitrack events go to a separate calendar in their account, and their own events show as busy times in Bitrack.
Can Bitrack automate routine steps?
Yes. Ready-made automations and your own “when this happens, do that” rules can hand work over, notify people, start projects when agreements are signed and resolve tickets when their work is done.
Can people see only what they need?
Yes. Roles set permissions down to each action and which projects each person sees. Rates, costs and budgets are left out entirely for people who shouldn’t see them.
More answers: the help centre.
Bring your team
into one place.
Free to start · No credit card · Set up within 2 working days