Implementation BlueprintExecution layer

ActiveCollab Client Onboarding Sprint (5-7 days)

A 5-7 day engagement that configures ActiveCollab for a client's service workflows, integrating time tracking, invoicing, and client collaboration to replace their patchwork of tools. Time: 5-7 days.

By InnovaAI ResearchPublished Updated

Project Management Tools

How do you implement it?

Blueprint

ActiveCollab Client Onboarding Sprint (5-7 days)

A 5-7 day engagement that configures ActiveCollab for a client's service workflows, integrating time tracking, invoicing, and client collaboration to replace their patchwork of tools.

Prerequisites
  • Client has identified a core service workflow to manage in ActiveCollab
  • Agency has an ActiveCollab Pro or Pro+ account with admin access
  • Client provides branding assets and user list for workspace setup
  • Stripe or PayPal account details for payment gateway integration
  • Access to client's existing project templates or process documentation
Execution Timeline
  • 1.Create agency-level ActiveCollab workspace and configure core settings like timezone and currency
  • 2.Set up client branding in the workspace (logo, colors, company name)
  • 3.Define user roles and permissions for client team members
  • 1.Build a template project from the client's core service workflow, including tasks, milestones, and dependencies
  • 2.Enable time tracking with stopwatch and manual entry options for the template
  • 3.Configure project templates for recurring client work types
  • 1.Integrate Stripe or PayPal payment gateway to enable invoicing and payment collection
  • 2.Set up estimate-to-invoice flow with custom fields for client-specific billing
  • 3.Test the estimate creation and invoice generation process
  • 1.Configure workload and capacity planning views to monitor team availability
  • 2.Set up expense tracking categories relevant to client's projects
  • 3.Create custom reports for time, expenses, and project progress
  • 1.Enable client collaboration features: comments, discussions, and file sharing on tasks
  • 2.Set up client portal access with limited permissions for external stakeholders
  • 3.Train client team on task management, time tracking, and collaboration
  • 1.Integrate with Google Workspace, Dropbox, Slack, or Zapier as per client needs
  • 2.Configure webhooks for automated notifications or external system sync
  • 3.Run a pilot project with client team to validate workflow
  • 1.Finalize workspace settings, user permissions, and template refinements
  • 2.Deliver training documentation and quick-reference guides
  • 3.Hand off with a walkthrough of reporting and invoicing features
$1,150 - $1,500 (setup fee) plus $10-$15 per user/month subscription5-7 days
ROI Logic

At a $1,150 setup fee and 10 hours of effort, the agency earns roughly $115 per hour, while the client's subscription cost is only $10-$15 per user per month. This leaves a healthy margin for the agency, especially if the client retains the agency for ongoing management or training.

Deliverables
  • Configured ActiveCollab workspace with client branding and user roles
  • Project template library tailored to client's service workflows
  • Integrated payment gateway (Stripe/PayPal) with estimate-to-invoice flow
  • Custom reports for time, expenses, and project progress
  • Training documentation and quick-reference guides for client team
Definition of Done

Client team is actively using ActiveCollab for a pilot project, with time tracking and invoicing operational and at least one invoice generated and paid through the platform.

ActiveCollab decision recordBrowse the Academy

More on ActiveCollab

More for Project Management Tools