Vanvora

You are paying for five tools that refuse to talk to each other.

Indian agencies stitch together a Google Sheets tracker, a timesheet nobody fills in, WhatsApp approvals, and Zoho Books or Tally for invoicing. The gaps between them are where the margin goes, and TDS deducted at source makes the reconciliation worse.

Book an auditAudit your operations

Where it comes from today

  • A Google Sheets project tracker
  • A separate timesheet, filled in weekly at best
  • WhatsApp for approvals and client updates
  • Zoho Books or Tally for invoicing
  • Razorpay or UPI for collection

One project record

one record
Status
tracked
Owner
tracked
What is owed
tracked

What happens without you

  • Project margin visible during the project, not after it
  • Retainer overruns caught in week two instead of at month end
  • Client sign-off with a timestamp and a name against it

What this actually looks like day to day

If more than one of these lands, the tools have become the constraint rather than the help.

  1. Nobody knows if a project is profitable until it ends

    Hours sit in one tool and the fee sits in another. By the time anyone compares them the project is delivered and the lesson is too late to act on.

  2. Retainers are burned through invisibly

    A retainer's remaining hours are worked out on request, by hand. Scope creep is discovered at the end of the month rather than at the moment it happens.

  3. Approvals live in chat and cannot be proved

    Sign-off is a message in a thread. When a client says they never approved it, there is no record with a timestamp and a name attached.

  4. Invoicing is a re-keying exercise

    Someone reads the timesheet, works out the billable total, and types it into the invoicing tool. It is slow, it happens late, and it is where billing errors come from.

  5. TDS makes every receipt a reconciliation puzzle

    Clients deduct tax at source, so what arrives never matches what was invoiced. Somebody works out the difference per client per quarter by hand, and chases Form 16A separately.

What we build for agencies and consultancies

Specific pieces of work, each quoted separately, so you can start with one and add the rest when it has paid for itself.

Live project profitability

Time and cost joined to the fee on every project, visible while there is still time to change course. One screen, no month-end exercise.

Retainer burn-down clients can see

Hours used against hours bought, updated as work is logged, shown to the client in their own portal. Scope conversations happen early and with numbers.

Approvals with a record

Deliverables go out for review with a real approve action, a timestamp and a named person. The audit trail exists without anyone maintaining it.

Invoices raised from the actual work

Billable time and fixed fees flow into a draft invoice for review, then out to the client. Nothing is re-keyed and nothing is missed.

Invoices, receipts and TDS that reconcile themselves

GST invoices raised from real logged time, with tax deducted at source tracked against each one, so the gap between invoiced and received is explained on a screen rather than reconstructed each quarter.

What is different afterwards

  • Project margin visible during the project, not after it
  • Retainer overruns caught in week two instead of at month end
  • Client sign-off with a timestamp and a name against it
  • Invoices drafted from real logged work with no re-keying

The services this usually involves

Tell us how your agency actually runs.

Forty-five minutes, no preparation, no obligation. You get a written summary of what we would fix first and roughly what it involves.

Book an auditScore your operations

Other sectors we build for