Birdviewpsa Client Workspace Setup (Onboarding)

Birdviewpsa Client Workspace Setup (Onboarding)

1. 01

   Create the client space and set billing defaults

   In the Birdviewpsa company profile, lock in the agency's default billing rates and user roles before any client work is entered. Rate changes made after time entries exist force a reconciliation pass, so settle them at the account level first.

2. 02

   Build the project from the AI Project Plan Assistant

   Enter the client project name and let the AI Project Plan Assistant generate a work breakdown structure. Refine the generated tasks manually against the signed scope, then save the result as a reusable template so the next retainer client does not start from a blank workspace.

3. 03

   Assign resources by role, skills, and availability

   Use the resource scheduling view to match team members to tasks by role and current availability rather than by habit. Confirm the workload view shows no one above capacity before the kickoff date, since over-allocation here is what later breaks delivery dates.

4. 04

   Configure time tracking and expense categories

   Set up billable and non-billable time categories plus expense categories that mirror the client's contract. Every hour logged against the wrong category becomes a manual fix at invoice time, so validate the categories with one test entry before the team starts logging.

5. 05

   Open the client portal for approvals

   Invite the client into the Birdviewpsa client portal for collaboration and approvals. Tell the client plainly that the portal carries Birdviewpsa branding, because agencies cannot present a fully white-labeled experience and surprises at first login damage the relationship.

6. 06

   Connect the invoicing handoff to QuickBooks

   Link the workspace to QuickBooks so approved time and expenses flow into invoices without re-keying. Run one draft invoice end to end and check that line items match the contract before the first real billing cycle closes.

7. 07

   Wire intake and notifications into the agency stack

   Connect HubSpot or Salesforce so new client requests arrive as project intake rather than email threads, and route status notifications through Slack. This is the step that keeps the retainer visible to account managers without a weekly manual report.

8. 08

   Run a two-week review against the forecast

   Compare the machine-learning completion forecast against actual progress at the two-week mark. If the forecast has slipped, rebalance assignments in the resource view now rather than at the delivery deadline.