WaymarqWorkflow
From first enquiry to paid invoice
The commercial arc most project tools leave to a spreadsheet: opportunities, quotes, budgets, the extras that get agreed along the way, and statements for what you're owed — all reading the same client and project as the work itself.
Clients & opportunities
Before there's a project, there's a pipeline.
A client can have several opportunities moving through your pipeline at once — not just one deal per company. Each carries notes, follow-up reminders, and any brief the client has already sent, so nothing about the enquiry is lost by the time you're ready to quote.
Quotes you can prove
A quote is a commitment, so it should leave a record.
Line-item quotes with an expiry and a client-facing accept link that needs no login. Accepting it doesn't just say "yes" — it wins the opportunity and creates the project automatically, and records who accepted, when, and from where.
Budgets & payment schedules
Fixed-fee or hourly — set once, tracked automatically.
Set a project as fixed-fee or hourly, and Waymarq works out cost-so-far from logged time as the work happens. Structured payment schedules can tie a payment to a phase completing or a fixed date, and tax handling is built in rather than something you calculate separately.
Scope creep, priced and tracked
The client asked for one more thing. Now it has a record.
When a client asks for something outside the original spec, record it as a work order with what it was agreed to cost. Agree it and its tasks join the board like any others — no separate "extras" list to lose track of. Work you choose to absorb rather than bill is recorded too, with what it would have been worth and the hours it actually took, so the cost of saying yes is visible rather than just felt.
Statements of account
What has been billed, and what is still owed.
Gather finished work, billable time and expenses into a statement, issue it, and record what comes back — including part payments. Download it as a PDF. Nothing can be billed twice, because a statement claims its line items the moment it's issued.
Quote the work, then build it
The estimate and the plan are the same list. You write the job out once.
Break a job into what actually needs doing, with hours against each line, before there's a project to put it in. That breakdown becomes the quote — priced at your hourly rate — and if the client says yes it becomes the project plan, carrying your wording and your hours straight across.
Everywhere else the quote and the plan are separate documents, so the work gets written out twice and the second version quietly drifts from what the client agreed to.
What chasing work costs you
Half the jobs you scope never happen. Those hours were still real.
A client asks whether something is possible, you spend an afternoon working it out, you send a quote — and more often than not it goes nowhere. Log that time against the opportunity and Waymarq splits it by what actually happened: hours on work you won, hours on work that never landed, and hours still in play.
Most tools treat pre-sales as admin rather than as work, so those hours simply vanish. They are the hours you are least likely to be paid for, which makes them the ones worth counting.
Was it worth doing?
The question most trackers can't answer, because they were never told what you charged.
What a job actually earned per hour once unbilled time and real costs are counted — usually less than the headline rate — and how close your estimate was to what it actually took, per project and per client. Set a target rate and see which work clears it, so the next quote is informed by the last one instead of guessed at again.
