Built for project-based service firms of 5 to 100 people.

Whether one founder wears every hat in Simple Mode or 75 specialists collaborate across six roles, Stafio keeps scope, hours, margin, and invoicing in one place.

By Practice Area

Three beachhead segments with pre-loaded SOW templates.

IT, Cloud, Salesforce & ERP Partners

5 to 50 people · Fixed-fee & T&M

Stop giving away unbilled integration and data-migration hours. Estimate milestones by role, lock the SOW baseline on signature, issue Change Orders when scope expands, and sync delivery tasks with Jira or Asana.

Engineering, Environmental & Utility Firms10 to 75 people · Milestone & T&M

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

Boutique Advisory, Data & Fractional Firms

5 to 30 people · Retainers & Sprints

Use Simple Mode so a single managing partner can approve SOWs and timesheets in one click, track monthly retainer drawdown, and push invoices to QuickBooks Online or Xero.

By Role

Six built-in roles—plus Simple Mode when one owner wears every hat.

Firm owner · firm_admin

Run the firm without chasing it

Toggle Simple Mode for 1-click SOW approval in 5–20 person firms
All status, hours, utilization, and live gross margin in one view
One overdue list for late status, pending approvals, unsigned SOWs, and unpaid invoices
Users, roles, hierarchy levels, and per-person financial visibility
SSO and MFA policy, sessions, audit log, and full data export

Account manager · account_manager

Win and protect fixed-bid & T&M work

SOWs from 3 pre-built industry templates, fixed bid, T&M, or retainer
Estimate lines with basis, planned margin, and versioned Change Orders
Approve your accounts' SOWs and send through a secure client link
Automatic budget-burn alerts and reminders on unsigned SOWs
Live account margin, when approved for financial visibility

Delivery lead · delivery_lead

Deliver to the baseline

Plan milestones, allocations, and tasks (with Jira & Asana sync)
Roll-up of weekly status from everyone on your projects
Approve timesheets and expenses per person per week
Set schedule, budget, and scope health indicators
No billing rates or margin shown unless granted by a firm admin

Consultant · consultant

Two minutes on Friday

My Week: one mobile-friendly form for hours, timers, and status
Log hours and expenses against tasks and milestones
See your own status and hours only—never rates or margin
Quiet-hour-aware nudges via Slack, Microsoft Teams, or email

Contractor · contractor

Scoped to the engagement

Same fast Friday check-in and time entry as a consultant
Strictly isolated to assigned projects only
Internal cost and bill rates are stripped at the API layer

Finance · finance

Invoices and margin that match the books

Generate T&M, milestone, and retainer invoices in one click
Sync invoices and payments with QuickBooks Online and Xero
Cost and bill rates, AR aging, margin report, and CSV exports

Client · secure link & portal

Your clients review SOWs and invoices without logins or leaked internal rates

Client contacts open an expiring link or Client Portal view to see the SOW and invoices exactly as approved: scope, milestones, dates, and client-facing fees. They never receive internal cost rates, margin, risk ratings, or estimate lineage.

How client links work

Run your next weekly cycle in Stafio.

Start a 30-day free trial with 3 pre-built SOW templates and a 1-click sample project.

Start 30-day free trial Reserve $9.99 Founding Rate