Interactive demonstration with five states, all illustrative sample data:
a cost reconciliation matching supplier invoices against agreed amounts and
raising two exceptions worth £590; a payment schedule showing reminders sent
and balances due; a margin report per client; a document generated from a job
record; and an after-hours enquiry answered automatically in 40 seconds.
Freelance crew£3,120.00£3,340.00Duplicate day charged£220.00
Courier & logistics£640.00£640.00
2 exceptions raised£590.00
Payment schedule
4 clients · balances due
Invoice raisedReminder sentBalance dueEscalated
Whitfield & Co£2,340.00Reminder sent
Okafor Partners£1,170.00Paid in full
Lindqvist Group£3,510.00Due in 8 days
Reyes Estates£1,170.00Due in 8 days
Nothing chased from memory · Illustrative. Sample data, not a client's.
Margin by client
Trailing 6
Retainer · Apex Legal24.1%
Project · Harbour Foods22.6%
Retainer · Meridian11.4%
Below target — unbilled revisions up 11%
Project · Calloway26.8%
Retainer · Northgate23.3%
Project · Elmfield25.5%
Per client, per job · Illustrative. Sample data, not a client's.
Proposal generated from the record
Ref SAMPLE-4128
StartMar 22Term6 moRate cardv3
ClientSample Ltd
StartMar 22
Term6 mo
Deliverables4
Rate cardv3
ScopeMar 22 · Discovery and audit
Phase 2Apr 05 · Build and review
Phase 3May 03 · Rollout
FeesFrom rate card v3, monthly
Illustrative. Sample data, not a client's.
After-hours enquiry
23:14
Sam Whitfield · 23:14Do you have capacity for a rebrand starting next month? We’d need scoping first.
Auto-reply · 23:14Yes — two things so the right person can pick this up properly: rough budget band, and is there an incumbent agency involved?
Sam Whitfield · 23:15Mid five figures. No incumbent — first time outsourcing this.
23:15Noted and logged. Someone picks this up first thing with the context already gathered.
Answered in 40 seconds · Illustrative. Sample data, not a client's.
Illustrative. Sample data, not a client’s.
Three leaks, in the order they happen.
You leak, you chase, and you can’t see it happening. Every agency version of this has the same shape; only the vocabulary changes.
01
The work you never billed
Industry research is unambiguous here. Ignition’s 2025 survey of 273 US agency owners and senior leaders found 57% of agencies lose $1,000–$5,000 a month to unbilled work — and only 1% successfully bill all out-of-scope work. That is the research, not my client data: this practice is new, and says so below.
Creative and professional services: the extra revision rounds absorbed without a change order.
Recruitment: the rate error between a contractor’s pay and the client invoice, quietly reducing gross profit.
Travel: the transfer a tour operator paid for and never recharged.
Estate: the fee a branch agreed on the phone and never wrote down.
02
The money you chase by hand
Timesheets, approvals, deposits, balances, retainers — gathered manually, from memory, by whoever remembers. And the failure cascades: a late timesheet delays approval, which delays payroll, which delays billing, which damages cash flow.
Professional services: timesheets chased at month end, again.
Recruitment: the timesheet-to-payroll-to-invoice chain, where one delay becomes four.
Travel: passenger deposits and balances tracked in someone’s head.
Estate: landlord fees and contractor invoices settled whenever they surface.
03
The margin you can’t see
A client profitable at onboarding drifts margin-negative by month six through accumulated unbilled scope, and nobody notices without a real cost-per-client view. Research on agency time-tracking finds nearly half of agencies estimate billable hours rather than track them. Everyone knows revenue. Almost nobody knows margin — per client, per placement, per departure.
What was the margin on your last client? If you’d have to guess, that’s the problem.
Five jobs that stop the three leaks.
Each one is a role you’d otherwise hire for. I build the system that does it, connect it to what you already run, and keep it running.
New business goes to whoever answers first, and enquiries don’t keep office hours. This is the leak upstream of all three: work you never got to bill at all.
What it handles. Website and message enquiries answered at once, qualifying questions asked, everything logged and handed to a person with context already gathered.
How long does an overnight enquiry wait?
Proposals, submissions, itineraries, tenancy packs — rebuilt by hand for every job, in a template someone copied three years ago.
What it handles. Branded documents generated from the job record, updated automatically when something changes, never rebuilt from scratch.
How many hours a week go into documents?
Leak two, on rails. Timesheets, approvals, deposits and balances chased on schedule and in your voice, escalated when they slip — not remembered at month end.
What it handles. Scheduled reminders on your dates, escalation when a payment slips, and a live view of who owes what — retainers, placements, balances, fees.
Who is watching the payment dates?
Leak one, caught before you pay it. Supplier invoices, contractor rates and subcontractor charges checked line by line against what was agreed — which nobody has time to do by hand.
What it handles. Every cost reconciled to its agreement. Overcharges, duplicates and missing credits raised as exceptions, each one showing exactly which line and why.
When did you last check an invoice line by line?
Leak three, made visible. Margin per client, per placement, per departure — live, not reconstructed in a spreadsheet nobody has updated since March.
What it handles. A live margin view by client and job, built from the same records the other roles keep clean, updated without anyone rebuilding anything.
What was the margin on your last job?
What is this costing you now?
Your numbers, not mine. I have no idea what your week looks like — but you do.
8 hours
130
£30 an hour
£15£80
Hours a year384
Annual cost£11,520
That is time, not money you get back. Some of it you would spend anyway.
This is arithmetic, not a promise. What an automation actually recovers depends on your systems and how much of the work needs judgement rather than repetition. That is what the first call is for.
No platform to migrate to. I build around what you already run.
Week one
I watch you work.
A session walking through one real job end to end — enquiry to invoice to costs paid. We find where the hours and the margin actually go, which is rarely where people expect.
Weeks two–three
I build one role.
Whichever costs you most. Built against your systems, your templates, your tone of voice. Live within about three weeks, not three months.
Ongoing
I run it and fix it.
It stays my problem. I monitor it, fix it when it breaks, and add the next role when the first has proved itself.
Who you’re dealing with.
I’m Osman. Six years in financial operations and data, across fast-paced startups through to FTSE-listed companies — three of them reconciling daily settlements at a FTSE-listed firm and supporting external audits.
Before that I delivered data platforms for enterprise clients as a consultant — pipelines, data quality, reporting. I have built the systems, and I have done the manual work they replace. Finding the case where two records disagree is the job I am trained for; the five roles above are that discipline, applied to an agency’s week.
This is a new practice. There are no client logos on this page because there are no clients to name yet — I’d rather say that here than have you discover it on a call.
BackgroundSix years, financial operations and data — startups to FTSE-listed
OperationsBack office analyst at a FTSE-listed firm: reconciling daily settlements, financial reporting, audit support
ConsultingEnterprise data platforms: pipelines, data quality, reporting
QualificationBSc Accounting and Finance
StructureUK-based sole trader, working with agencies in any time zone
Thirty minutes, and I’ll tell you straight.
Walk me through one job from enquiry to costs paid. If I can’t take real hours or real money out of it, I’ll say so on the call rather than send you a proposal.