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For project-based service firms of 5 to 100 people

From signed SOW to paid invoice—with live margin in between.

Stafio is the operations hub for consulting, engineering, and advisory firms that sell scoped or fixed-fee work. Lock your SOW baseline and change orders, collect Friday hours and status in two minutes, watch live project margin, and push approved invoices straight to QuickBooks or Xero.

Start 30-day free trial Watch 42-sec product tour
  • $9.99/user Founding Customer lock (first 30 firms)
  • $0 self-serve setup · No credit card required
  • Simple Mode 1-click SOW approval for small firms
StafioFri 2:00 PM

Friday check-in · 2 minutes

11 of 12 submitted on phone or Slack. 1 gentle nudge sent.

SOW #104 · Cloud & ERP Migration

  • Milestone 1 — Discovery & Fit-Gap$24,000
  • Milestone 2 — Build & Cutover$64,000
  • Change Order #1 (+40h approved)+$7,400

Northbridge Financial · Live Burn & Billing

36.4% gross margin

$18,500 ready to invoice · 1-click sync to QuickBooks & Xero

Built for scoped service delivery

Designed for firms where scope creep and unbilled hours eat your margin.

Whether you have 6 people with one owner wearing every hat or 75 specialists across delivery pods, Stafio adapts to how your firm actually runs.

IT, Cloud, Salesforce & ERP Partners

5 to 50 people · Fixed-fee & T&M

Stop losing $15,000 a quarter to untracked scope changes. Price milestones by role, lock your SOW baseline on signature, generate change orders in two clicks, and sync delivery tasks with Jira or Asana.

  • Pre-loaded Salesforce / ERP rollout SOW template
  • Automatic budget-burn alerts at 70%, 85%, and 100%
Engineering, Environmental & Utility Firms

10 to 75 people · Milestone & T&M

Built for multi-phase studies, CIS/AMI rollouts, and regulatory programs where procurement teams require an auditable estimate trail, SHA-256 baseline lock, and US-only data residency.

  • Pre-loaded Engineering & Utility Program SOW template
  • Append-only audit log and client-specific vendor templates
Boutique Advisory, Data & Fractional Firms

5 to 30 people · Retainers & Sprints

Turn on Simple Mode so a single founder or partner can approve SOWs and timesheets in one click—while contractors log hours on their phone without ever seeing your internal rates or margin.

  • Pre-loaded Advisory & Fractional Retainer SOW template
  • Recurring retainers with automatic drawdown & invoicing

42-second product walkthrough

See the entire loop: SOW approval, Friday hours, live margin, and invoicing.

No slides or mockups—this is the live Stafio workspace running at app.stafio.link.

Friday, 4:47 pm

The end of the week, before and after Stafio.

Before

  • Fourteen “quick status?” emails, three still unanswered
  • SOW_v3_final_FINAL.docx and nobody sure which version the client signed
  • Extra client requests absorbed for free because creating a change order takes too long
  • Last month’s margin and client invoices rebuilt by hand in spreadsheets on Sunday night

After

  • Status and hours in by Friday afternoon—with automatic Slack, Teams, or email nudges
  • One SOW with every version, locked with a SHA-256 hash upon approval and client signature
  • Scope changes captured as a versioned Change Order with automatic hour and fee delta
  • Approved hours and milestones turn into client invoices and sync to QuickBooks or Xero in one click

A week in Stafio

Five days, one record, from scope to cash.

Every role does one small thing at the right time. In a 5–20 person firm, Simple Mode lets one owner run the whole flow without red tape.

  1. MonApprove hours & invoice

    One click locks rate snapshots, updates margin, and drafts your T&M or milestone invoices for QuickBooks / Xero.

  2. TueScope SOWs & change orders

    Start from 3 built-in industry templates. Price milestones by role with planned margin calculated live.

  3. WedSend via secure client link

    Clients review scope, milestones, and invoices with no login—and never see internal cost rates or margin.

  4. ThuTrack hours, timers & burn

    Consultants log hours against milestones from phone or laptop. Budget-burn alerts fire before overruns happen.

  5. FriTwo-minute Friday status

    Done, next, and blockers per project. Late stragglers get nudged automatically; you get a clean roll-up.

One workspace

Every SOW shows who approved it, where each number came from, and how much budget is left.

Transparent Pricing

Lock in $9.99/user as a Founding Customer. Free self-serve setup.

Our standard plans are Team ($15/user/mo) and Firm ($25/user/mo). Our first 30 Founding Customers get the complete Firm plan—including SOWs, Change Orders, Invoicing, QuickBooks/Xero sync, and Executive Margin Forecasting—locked at $9.99 per user/month for 24 months. Client portal viewers are always free.

$149.85per month on Founding Customer lock ($375/mo Firm list)

$0 self-serve setup (instant templates + sample project). Optional $499 white-glove setup where we migrate your first 3 SOWs & rate card. Compare plans →

Why Stafio exists

I run consulting teams across the US and India. For years my Fridays went to chasing status by email, my month-ends went to rebuilding margin and invoices in spreadsheets, and every SOW lived in a folder of versions nobody trusted.

Enterprise PSAs demand a full-time administrator and months of setup. Simple timers don’t know what you promised in the SOW. Stafio is the tool I wanted: fast enough for an 8-person firm to set up in 15 minutes, strict enough that nothing reaches a client without approval, and clear enough that you see margin and cash flow live.

We run our own firms on it every day. Start a free self-serve trial or claim one of our 30 Founding Customer spots below.

SurendraFounder, Stafio

Zero-friction onboarding

Up and running in 15 minutes—not 6 weeks.

01

Explore a sample project

New trial workspaces include 3 approved industry SOW templates and a 1-click sample project so you can test margin and invoicing immediately.

02

Simple Mode for small teams

One principal wearing every hat? Toggle Simple Mode to approve SOWs in one click while keeping a full SHA-256 audit trail.

03

Works on phone, Slack & Teams

Consultants submit Friday status and hours in two minutes on mobile, with quiet-hour-aware nudges in Slack, Teams, or email.

04

Your data, exportable anytime

Download CSV reports or a complete JSON archive of your firm at any time. No lock-in contracts.

US-only AWS hostingDatabases, encrypted backups, logs, and email hosted in AWS us-east-1.
Per-tenant RLS isolationPostgreSQL row-level security enforced on every table and verified in CI.
Immutable SHA-256 audit logAppend-only audit trail for every SOW, rate, approval, invoice, and sign-in.
Transparent complianceAutomated CI security suite on every release; SOC 2 Type I planned at Gate G5.

Get started today

Start a free trial or lock in the $9.99 Founding Customer rate

Want to jump right in? Launch an instant 30-day self-serve workspace with pre-loaded SOW templates and a sample project—no credit card required. Or submit the quick 4-field form to lock in the $9.99/user Founding Customer rate (and optional white-glove SOW migration).

Launch instant free trial →
  • $9.99/user/month Founding Customer lock for 24 months (normally $25/user Firm plan)
  • $0 self-serve setup with 3 industry SOW templates & 1-click sample project
  • Optional $499 white-glove setup (we load your people, rate card, and first 3 SOWs)
  • US-hosted in AWS us-east-1 · Export your data anytime
Founding Customer subscription$149.85 / monthfor 15 users (saves $225/mo vs. Firm plan)
Reserve Founding Customer Rate ($9.99/user lock)

Or start trial now