Implementation BlueprintExecution layer

Avaza Billing Consolidation Sprint (7-10 days)

A fixed-scope engagement that moves a client off separate project, timesheet, and invoicing subscriptions and onto one Avaza workspace with billable time flowing straight into invoices. Built for agencies whose clients bill by project or retainer and lose margin in the gaps between tools. Time: 7-10 days.

By InnovaAI ResearchPublished

Project Management Tools

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Blueprint

Avaza Billing Consolidation Sprint (7-10 days)

A fixed-scope engagement that moves a client off separate project, timesheet, and invoicing subscriptions and onto one Avaza workspace with billable time flowing straight into invoices. Built for agencies whose clients bill by project or retainer and lose margin in the gaps between tools.

Prerequisites
  • Client confirms current tool stack (project board, time tracker, invoicing) and which subscriptions are being retired
  • Billing model documented per client account: hourly, fixed-fee, or retainer, with tax rates and currency for each
  • Access to the client's payment processor (Stripe or Xero) for invoice payment integration
  • Named client admin who will hold the Admin/Finance seat after handover
  • Agreed user count split between Timesheet/Expense users and Admin/Finance users, since Avaza prices these seats separately
Execution Timeline
  • 1.Create the client's Avaza workspace and set company profile, default currency, and tax rates
  • 2.Map existing users to the two seat types: Timesheet/Expense access versus Admin/Finance access
  • 3.Confirm the plan tier against seat count and active project volume before any data entry
  • 1.Build project templates for the client's recurring engagement types (retainer, fixed-fee, hourly)
  • 2.Configure billing rates per project and per task so tracked hours carry the right rate
  • 3.Set up Kanban, Gantt, or list views to match how the client's team already reviews work
  • 1.Import active projects and open tasks, then archive completed work to stay inside the plan's active project limit
  • 2.Assign resource scheduling across the delivery team with the drag-and-drop scheduler
  • 3.Set milestones and dependencies on the two or three projects with the tightest deadlines
  • 1.Enable online timesheets with the approval workflow switched on for billable staff
  • 2.Configure one-click timers and manual entry rules, including what counts as billable versus internal
  • 3.Test the approval chain end to end with a sample week of hours
  • 1.Set up expense capture with receipt upload and category mapping
  • 2.Define which expense categories are rebillable to clients and how they attach to a project
  • 3.Run a test expense through approval to confirm it lands on the right project
  • 1.Build invoice templates matching the client's branding and payment terms
  • 2.Connect Stripe or Xero so invoices carry an online payment link
  • 3.Generate one draft invoice from tracked time plus rebillable expenses and reconcile the totals by hand
  • 1.Connect Google Workspace, Zapier, GitHub, and Dropbox where the client's delivery depends on them
  • 2.Set up recurring invoice schedules for retainer accounts
  • 3.Configure the client-facing project view so external stakeholders see status without a paid seat
  • 1.Run a parallel billing cycle: one live invoice issued from Avaza alongside the old process
  • 2.Reconcile the two outputs line by line and fix rate or rounding discrepancies
  • 3.Document the monthly close sequence: approve timesheets, review expenses, issue invoices
  • 1.Train the client admin on workspace settings, user roles, and plan limits
  • 2.Hand over a one-page runbook covering timesheet approval, expense review, and invoice issuance
  • 3.Confirm the retired subscriptions are cancelled and note the effective date
  • 1.Review first-cycle usage against the plan's invoice and active project allowances
  • 2.Adjust project structure or seat allocation if the client is tracking toward a limit
  • 3.Close out with a written recommendation on whether the current tier holds for the next quarter
$299 to $1,200 for the sprint itself, against client-side Avaza subscription cost of $0 on Free, $11.95/month on Startup, or $23.95/month on Basic, with add-on users at $7/month7-10 days
ROI Logic

The client's Avaza subscription is a rounding error next to the sprint fee, which is the point: the agency sells the consolidation work, not the software. At $23.95/month for Basic or $11.95/month for Startup, even a small account covers a year of Avaza for less than two billable hours, so the retainer attaches to managed reporting and monthly close rather than to license markup. Margin comes from retiring two or three subscriptions the client was paying for separately and from billing leakage the agency recovers in the first reconciled invoice.

Deliverables
  • Configured Avaza workspace with project templates, billing rates, and role assignments
  • Timesheet approval workflow and expense capture process documented in a client runbook
  • Invoice templates wired to Stripe or Xero with one reconciled test invoice
  • Integration map covering Google Workspace, Zapier, GitHub, and Dropbox connections
  • Subscription retirement schedule listing cancelled tools and their effective dates
Definition of Done

The client issues one live invoice generated entirely from Avaza-tracked time and approved expenses, reconciled against the prior billing cycle with zero unexplained variance.

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