AKB Systems runs client work from first quote to final invoice in one system

The company

AKB Systems is a professional-services company in Tallinn. Its work arrives as client assignments: a request turns into a set of defined actions, the actions take time, and the time becomes billable work. The service itself is only part of the job — every request also has to be recorded, organised, completed and invoiced.

When client details, documents, project notes and working hours sit in different places, even a straightforward assignment creates administration. It gets harder to see what the client asked for, what has been done, how long it took, and whether all of it made it onto the invoice. AKB Systems wanted one practical system for the whole process — without a lengthy implementation project, and without adding admin in order to remove it.

Working in 30 minutes

The first surprise was how little setup it took. In roughly half an hour the team opened an account, created its first client, prepared and emailed a quote, and set up a project for that client to log time against.

There was no configuration phase and no workflow stitched together from separate apps. The structure the business needed was there from the start: the client, the commercial offer, the project, and the work done for that client.

One client record

Each client has one record, and the history stays attached to it. The client's page holds the quotes and invoices issued to them, the projects linked to them, and an Attachments tab for the documents that belong to the relationship — contracts, signed quotes, correspondence.

That record stays useful for as long as the relationship lasts: when preparing the first quote, looking back at earlier work, picking up a new request or confirming what was delivered. Nobody has to dig through email threads or a folder tree to find it.

Every request mapped

Project management quickly became one of the most valuable parts of the setup. Each project is a board linked to its client, and each request becomes a card on it — added when the client asks, moved along while the work is under way, and moved to a done column when it's finished. A card holds the request's description, its files, a comment thread and the time spent on it.

The result is a working history of the project: what the client asked for, what was done about it, how long it took and what is still open. That matters most when a project grows through many small requests rather than one large deliverable — the board stays structured even when the work changes from day to day.

The hours are already on the cards

Time is logged where the work is. As each request is handled, the hours and minutes spent go onto its card, and ERPFlow adds them up — per project on the project list, and across all of a client's projects on the client's page.

So when it's time to invoice, nobody rebuilds the hours from calendars, messages or memory. The completed cards and the time on them are the basis for the hourly bill, which goes onto the invoice as a line. The invoice is issued to the same client record and can be linked to the project it bills — with confidence that the work done has actually been captured.

A live financial view

Quotes and invoices no longer live as isolated files. An accepted quote converts into a draft invoice in one step, and every issued invoice feeds the dashboard — the month's revenue, what is outstanding and what is overdue — as well as the revenue and outstanding totals on each client's own Analytics tab.

AKB Systems knows where it stands without waiting for a spreadsheet to be updated. The operational work and the financial picture move together, and the numbers are there whenever they're needed.

One system for the whole loop

Client request → project card → logged time → completed work → invoice

With ERPFlow in daily use, AKB Systems keeps its documents in order, maps its projects properly and has a traceable record of requested, ongoing and completed work. Time is recorded while the work is being done, invoices go out on time, and the financial picture is there without extra reporting.

For the company, the main benefit isn't simply having more information in one place. It's knowing that every client request has a place, every completed action has a record, every hour spent can be traced and every invoice can go out without unnecessary admin — a structure that took about 30 minutes to set up, and stayed simple enough to use every day.