Use Case · Professional Services
Agencies, consultancies, and law firms live engagement to engagement. Every project has its own budget, its own mix of billable hours and expenses, its own approvals. BeanStack unifies the financial side — projects, agreements, invoices, and payments all linked in one ledger.
Most firms end up with a fragmented stack: time tracking in one tool, expenses in another, invoices in a third, and a ledger that tries to stitch it all together at month-end. Each system knows part of the truth, and nobody owns the assembly.
BeanStack unifies the financial layer. Projects, agreements, invoices, and payments link directly to each other. Engagement documents — SOWs, MSAs, proposals — store with their signed PDFs attached. The AI assistant answers questions like "what's outstanding on the Acme engagement" without anyone building a custom report.
For the work firms actually charge for — analysis, judgment, client relationships — the data gets out of the way. For the work they'd rather not be doing — matching invoices to the right engagement, chasing approvals, rebuilding project P&L — BeanStack does it.
Each project has its own budget, timeline, and team, and links directly to its client, agreement, and invoices.
MSAs, SOWs, proposals, and NDAs upload as agreements with the signed PDF attached. Document AI extracts key terms and links the agreement to the project it governs.
Invoices carry full line detail. Posting rules fire on status transitions to generate the journal entries — no separate spreadsheet workflow.
Approval rules gate invoice approval, credit memos, and financial events using field-level conditions — amount thresholds, project, client, and more.
Pull up a project's history, draft a client follow-up, summarize an agreement, or propose a journal entry for a complex engagement. Proposed changes flow through the inbox for review.
Each project links to its invoices, payments, and expenses. Per-project statements are filterable rather than assembled.
| Manual grind | With BeanStack |
|---|---|
| Re-entering contract terms into spreadsheets | Agreements stored with PDFs; document AI extracts key fields |
| Hunting through email for the latest SOW | Each agreement links to the uploaded signed document |
| Manually gating invoice approvals by size | Approval rules evaluate at request time on record fields |
| Building a project P&L from scratch each month | Project links to invoices, payments, expenses — live |
| Keeping engagement status in a separate tool | Status and timeline on the project, visible to everyone with access |
Every agreement, invoice, and payment in one ledger. One query to the AI — not three reports from three systems.
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