IDENT:IT is a small branding and design consultancy. They work with a number of small businesses – mainly in the IT sector – on brand development and marketing communications. Because cost and speed are sensitive factors for their clients, IDENT:IT need to carefully manage projects to ensure on-time and on-budget delivery.
Prior to implementing ProjectPartner, activity was recorded in a simple spreadsheet which then had to be written up on job sheets, attached to quotes and other correspondence, and forwarded to a third party for billing. This was a very time-consuming process which left plenty of room for error at every stage, and gave no performance metrics against which profitability or forecasting could be measured.
Since converting to ProjectPartner at the end of 2008, IDENT:IT has seen a marked increase in its responsiveness to customers’ needs. The On Demand availability means that they could start using ProjectPartner immediately, with no software to install or access to configure. And because it’s browser-based, there were no issues around compatibility with their existing Mac systems.
“The Budget Health status, Alerts, Charge Leveling and Bulk-Entry Timesheet have been the most useful features for us,” says Bruce Carley, Creative Director at IDENT:IT. “The vast majority of our larger branding Projects are quoted in advance, so we can use that to define a Budget, on which the Project’s charging structure is based. Those Budgets then allow us to define Alerts so we’re notified in advance if we’re spending too much time on one aspect or if a deadline for one incomplete portion is looming.
“Other work is open-ended contracts at an agreed hourly rate, which is performed on an ad hoc basis to meet Clients’ varying needs. So those activities are measured against Rate Cards defined for that Client or type of work, and time can be entered in the Bulk Entry Timesheet – such as ‘20 hours this week’, rather than ‘from 10:00 to 3:00 on Monday, from 11:15 to 12:00 and 4:30 to 8:00 on Tuesday’, and so on, which is still used for more tightly-controlled activity.”
When monthly progress billing or milestone billing is due, it’s a quick and easy process to review and confirm time spent and disbursements incurred. “ProjectPartner produces invoices for contract work, plus any expenses, using the appropriate Rate Card for each customer,” Carley says. “Then quoted work can be automatically adjusted up or down to match relevant Budgets defined before it, too, is invoiced using ProjectPartner’s customisable invoice layouts. I don’t have to keep track of how much of the quote was billed last month and how much budgeted work is outstanding, because ProjectPartner manages all of that for me and gives me the opportunity to override it before I commit it to a customer’s bill.”
At any time, IDENT:IT can chart trending for individual Clients, related Projects or overall profitability instantly. “There’s even the ability to compares apples with oranges, so to speak, in that I can easily see the effect of different customers’ Rate Cards against the business’ overall performance. To be able to see the impact of low- or no-charge work for community organizations on profitability from big-ticket commercial activities is extremely helpful. I can even plot likely revenue for ongoing Projects and ensure I don’t over-commit to upcoming work which would negatively impact [our ability to provide] the personal Client focus on which we pride ourselves.”
IDENT:IT is looking forward to making use of the optional Contract Management and Claims Validation features introduced in v6.1.8 and v6.1.9. “Because we’re a small agency, we do need to subcontract work such as signwriting or high-end photography to third parties from time to time. Having those costs confirmed in advance – and automatically approving subcontractors’ invoices against the agreed cost schedule – will provide greater confidence when quoting to customers and less nail-biting when doing our monthly accounts.
“Without a doubt, I’d still be stumbling around in the dark if it wasn’t for the ease of time accountability and cost recovery that ProjectPartner provides. The monthly subscription pays for itself on the very first day of every month!”
