How can Flowtly ​​help you?

Time tracking & productivity

• Easy time logging with approval workflows
• Link time entries to projects and clients
• Custom rates and billing classifications
• Real-time FTE, productivity and project reporting
• Task lists, recurring tasks and templates per project

Tasks & projects

• Organize work into task lists grouped by project or department
• Four priority levels: low, normal, high and urgent
• Recurring tasks with daily, weekly and monthly frequency rules
• Threaded comments, watchers and multi-assignee collaboration
• Configurable per-project statuses and reusable task templates
• Project templates with phases and relative datesDescribe a repeatable project once: phases, task lists and tasks, each timed in days from the start. Pick a start date, preview the dated plan and create the whole structure in one step. Unlike recurring tasks or task templates, it sets up an entire project; the template holds structure and timing only, so no client, team, rates or budget are copied.Read the guide
• Every project on trackSee at a glance whether each project is on schedule, within budget, and properly staffed, so you spot slippage before it costs you a client.Read the guide
• Action Center keeps ops cleanOne hub that surfaces and fixes data gaps, from unassigned hours to incomplete records, and reassigns hours when people move teams.Read the guide

Resourcing: who works on which project, and when

Open the demo as a project manager

• Staffing plan from project to role to personEach project opens into the roles it needs and the people booked on them, week by week. Say how many people a role needs, and an unfilled role shows as a gap from the week it opens. Filter to open roles for a ready hiring or reassignment list.Read the guide
• Availability that accounts for leave and part-timeThe People view measures everyone against their own contracted week and work schedule. Approved leave comes out of capacity, so someone on holiday or on a part-time contract never looks free when they are not.Read the guide
• Bench and draft bookingsThe bench lists who still has room in the period, most free first. Drag someone onto a role to sketch a draft booking. Drafts never count as coverage until a Resourcing Approver confirms them, so you can compare staffing options safely.Read the guide
• Staffing requests with a capacity checkProject managers request a person for a role, with the share, period and a note. The approver sees whether approving would push anyone over capacity, then approves, approves at a suggested lower share, or declines.Read the guide
• Actuals: planned versus reported hoursCompare each person's planned hours with the time they reported, week by week, with billable utilization and a breakdown of where the hours went. With resourcing financial permissions, the Money view adds revenue, cost and margin per person, drilled down by project.Read the guide
• What you need before you planThe planner sits behind one role: Resourcing Manager opens it and all four of its views. Confirming a draft, and declaring or withdrawing demand, need Resourcing Approver. Revenue, cost and margin in Actuals need the resourcing financials permission. Planning needs a desktop; Actuals also works on a phone, and the small-screen message is a device limit, not a refused permission.
• Demand, requests and approval, for the teams that use themTeams that plan through intake can declare a need on a role, and a project manager then requests a person at a share for a period. The approver sees Pending and Conflicts, and approves as requested, approves at a lower share, or declines with a reason. Allocations read Open, Draft or Confirmed, and Actuals compares planned against reported hours.

Invoicing & clients

• Auto-generate invoices from logged hours
• Multi-currency, VAT and tax rule support
• Built-in client and contract database
• Payment tracking with bank data reconciliation
• Bulk invoice generation from timesheets and projects
• Overdue reminders drafted for you, sent by youOnce switched on, a daily check drafts a reminder for every overdue sales invoice that is not fully paid, stating only the outstanding remainder after a part payment. You review each draft, edit the message or add CC and approve it to send; nothing goes out automatically, and sent, dismissed and failed reminders stay in History.Read the guide
• Set-offs with one counterparty, started from remindersFrom the payment reminders queue, declare a set-off with one counterparty: tick your invoices that have a reminder waiting and their cost documents, enter amounts that balance exactly, and record the date the declaration reached them. What remains due drops by the amount set off, and reminders for invoices now settled in full are dismissed. You deliver the declaration yourself; Flowtly records it.Read the guide
• Client-specific wording on invoice linesSave the sentences a counterparty expects, such as a contract reference or site address, with the billing month or quarter filled in for you. Pick one while writing a line and preview it as it will print. It only fills the description: amounts, VAT and invoices already sent stay untouched.Read the guide
• Suppliers and clients, auto-enrichedKeep one registry of every client, supplier, and partner with tax IDs and payment terms, automatically enriched with public business data, with duplicate detection and merge to keep it clean.Read the guide

CRM

• Central client and contact database
• Track deals through your sales pipeline
• Capture and qualify inbound leads
• Sales dashboard with weighted pipeline and funnel drop-off
• Turn a prospect into a customer and a deal in one stepConvert a prospect into a new or existing customer: its contacts are copied across, a deal opens in the first pipeline stage with Prospect as its origin, and the prospecting timeline stays where it was.Read the guide
• Close deals as won or lost, with reasons you can countDrop a deal on Won or Lost below the pipeline board, with Undo right after. Lost asks why from a fixed list of reasons, plus an optional note. Closed deals move to the List tab, where you filter by status and reopen one that comes back.Read the guide

HR & employee management

• Central employee records and contracts
• Track salaries, benefits, roles, and access
• Review cycles, feedback and soft HR tools
• Alerts for contract expirations and updates
• Work schedules, shift templates and rotating patterns
• Meeting scheduling with agenda and calendar sync
• Capacity and burnout at a glanceUtilization, overtime, and leave across the whole team. Know when you can take on more work and who is overloaded before it breaks.Read the guide
• Benefits, simplifiedDefine and assign benefits like medical care, sport cards, meals, and insurance with coverage and pricing tiers, history kept clean.Read the guide
• Reviews and feedbackRun structured performance reviews and 360 feedback in one place, tied to each person profile and their growth over time.Read the guide
• Goals that ladder up (OKR & KPI)Set objectives at company, department and individual level and track weighted Key Results. Link an objective to a review cycle and its Key Result outcomes flow into each person's performance review, so goals and reviews tell the same story.Read the guide
• Clear responsibilities and role profilesMap duties to positions, group them into standardized role profiles, and see accountability across teams — so scope is explicit and you can plan hiring and restructuring with confidence.Read the guide
• Recruitment: candidates, CVs and hiring stagesOpen a recruitment for each role with its requirements, owners and salary range, and keep every candidate's CV, notes and skills on one profile. Drag candidates across the recruitment's stages: applied, best selected or rejected. Needs the Candidates Manager role.Read the guide
• A job-offer page anyone can apply throughOpen a recruitment and share its job-offer page. Anyone with the link can apply and attach a CV — no Flowtly account needed. Each application lands on the recruitment with its CV, notes and skills on one profile, and you move candidates across the stages: applied, best selected or rejected. Flowtly does not score or rank them.Read the guide
• Interview times as a booking link you sharePropose interview times on a candidate's profile and Flowtly turns them into a booking link, which it emails to the candidate; the recruiter can copy it too. The candidate opens it and picks one of the times without creating an account, and you choose how long the link stays valid — from one hour up to 30 days. Proposing times needs an HR manager role; holding the link lets the candidate read those times and book one, and nothing else in your workspace. Once a time is booked, Flowtly emails a confirmation to both sides. Booking an interview is not hiring — the employee record is created separately.Read the guide
• Company policies with dated versionsAdministrators publish each policy as dated versions that cannot be edited or deleted; a correction is published as a new version. A rule that changes next month can be published now with that start date: today's wording stays in force until then, and choosing an earlier date in the history shows the wording that applied on that day. Every employee can read every policy.Read the guide

Leave management

• Country-specific holiday calendars
• Request, approve, and log time off
• Track leave balance in real time
• Sync absences to shared calendars
• Leave and holidays, managedHoliday types, requests with one or several approvers, balances and public holidays in one place. Managers can record an absence straight away, and admins and HR managers can file a request on someone's behalf that goes to that person's approvers. No leave spreadsheet.Read the guide
• A leave request's impact, before it is sentPick a type and dates and the request shows the working days it costs, with weekends, public holidays and the person's own schedule taken out, the balance now and after, what is left by year end, and any overlap with an absence already booked. It names the approver and says when a document is required; taking leave ahead of accrual is possible only where your organisation allows it.Read the guide
• Leave balances that explain themselvesEveryone sees what is available now and what they will have by year end, and the annual leave tab shows how the figure was reached: the full-time limit, the contract's FTE share, days accrued so far, carry-over, lapsed and used days. A part-time entitlement is prorated once, by Flowtly, from the contract.Read the guide

Finance & profitability

• Track all costs per employee, client or project
• Forecast expected expenses and recurring spend
• Set budgets with daily alerts for overspend and margin at risk
• Budget approvals integrated with finance workflows
• Profitability analytics by team, client or business unit
• Track actuals before you plan, then add monthly plans with growth rules
• Budgets and P&L you controlSet budgets per project, client, or team and track real spend against them. Catch overruns early and see profit and loss without building a spreadsheet.Read the guide
• Your cash position, liveInflows and outflows in one real-time dashboard, by bank account and refreshed on demand. No exporting to chase the number that matters.Read the guide
• Bank sync and reconciliationConnect your banks, auto-import transactions, and match payments to invoices automatically. Real-time cash with no statement uploads.Read the guide
• Cost control with approvalsCategorize every cost, link it to a project or budget, and route spend through approval workflows so nothing slips past unauthorized.Read the guide
• Cash Out: every payment coming dueUpcoming and overdue payments in one forward-looking view, about two weeks back to three months ahead: supplier invoices already on the books plus expected obligations not yet invoiced, shown muted. Switch between a chart by week or month, a per-day calendar and a list sorted by date, amount or counterparty.Read the guide
• Split one supplier invoice across projects by attributeRecord a number once, such as a building's share of a site or a tenant's floor area, and fill an invoice's split in one click, flat or as a building-then-tenant cascade. The shares always add up to the invoice total, a tenant you strike stays recorded as excluded, and each project's related costs show the full invoice next to its own share.Read the guide
• Daily budget alerts, before the period closesEvery morning Flowtly checks each planned budget and notifies its recipients in the bell and by push when costs run more than 10% over plan or the margin falls below target or is already at risk. Each alert shows actual against plan, the date its figures are current to and a link to the budget, and it never changes the budget for you.Read the guide
• Budgets that include tomorrow's projectsCover all projects except the ones you exclude, or every contract of the projects a budget covers. The choice is saved as a rule, so a project or contract created next month is inside the budget without reopening it. Start by observing actuals, then add a monthly plan with percentage, fixed or per-unit growth.Read the guide
• Supplier invoice approval, routed to the right personTurn on the approval workflow and each incoming invoice goes to the owner of its cost-category tag, then to the owner of the linked cost, and otherwise to everyone with an invoices permission. Approvers work from their own Waiting on me tab, a rejection carries a note, and every invoice keeps its decision history.Read the guide
• Pay a batch of supplier invoices with one bank fileThe Unpaid tab is your payment queue, with or without approval. Tick the invoices to pay and export a SEPA pain.001 XML file to upload to your bank's bulk-payment import instead of keying each transfer; invoices whose supplier has no bank details are left out and flagged.Read the guide
• Import straight into your ERPHand off ready-to-import files for Comarch Optima, enova365, Symfonia and Wapro by month or date range: invoices and costs for all four, plus employee leave and absence data in the Optima export.Read the guide
• Accountant questions on the recordQuestions about a specific bank transaction or cost invoice are asked and answered right on that record, in one thread between the accountant and the team. A Questions inbox and an unresolved badge show what is still open at month-end, and resolved threads stay in the record's history, ready to reopen.Read the guide
• A period's invoices as one PDF archiveAsk your connected AI assistant for every invoice issued in a month and get one ZIP of PDFs: sent or KSeF-accepted invoices and corrections, never drafts, dated by sale date like the accountancy exports. The documents an accountant asks for, next to the ERP import files.Read the guide

E-invoicing: PEPPOL and Factur-X

• Send and receive structured e-invoices via EU PEPPOL and Factur-X — and via KSeF for Polish entities
• Automatic XML conversion and submission status tracking
• Inbound invoice sync with approval workflow routing
• Corrective invoices and corrections with full audit trail
• e-invoicing, handledSend and receive structured e-invoices automatically — EU PEPPOL and Factur-X out of the box, plus KSeF for Polish entities. Submission status is tracked, inbound invoices are matched, and corrections stay auditable.Read the guide

Agreements

• Full agreement versioning and history
• Store attachments with audit-proof access
• Assign terms (e.g. hours/week, compensation)
• Alerts for agreement review and renewals
• Five types: Employment, Annex, Termination, Letter of Intent and Work Experience
• Visual Work Schedule Planner with shifts, rotations and FTE coverage planning
• Contracts and work schedulesEmployment agreements in every variant, plus work schedules, as the backbone of your people data.Read the guide

Contracts & payment schedules

• Define supplier and client contracts with explicit payment schedule lines
• Link contracts to budgets for automatic planned expense contributions
• Generate recurring schedule lines by frequency, date range and amount
• Filter by direction, status or linked project
• Attach documents to contracts for audit-ready record-keeping
• Contracts read from the signed file, checked by youUpload signed contracts as PDF or image, one at a time or in a batch, and Flowtly reads the parties, dates, payment terms and prices into a review screen that suggests the matching counterparty. You correct and save; a rate-based lease keeps its rate and no invented total, and a file added to an existing contract only fills fields that are still empty.Read the guide

Document management

• Centralized storage linked to employees, agreements and projects
• Configurable document types to match your organization
• Expiration reminders and renewal alerts for time-sensitive files
• Audit-ready access history and entity-level document trails
• Sign documents nativelySend any PDF, PNG or JPEG for e-signature, not only a contract from its record. Each signer confirms a one-time code sent by email, with no Flowtly account needed, and you get a sealed PDF with an audit certificate. No DocuSign tab.Read the guide
• Every signature request in one listThe Signatures page shows every request, whether it started from an uploaded file or a contract, as sent, partially signed, completed, declined or expired, with each signer's progress. For an NDA: upload the PDF, place a signature field for each party, send, see who has signed, then download the sealed document and its evidence. Sending needs a Contracts or Budgets manager role.Read the guide
• Documents attached to every invoiceKeep receipts, contracts, and supporting files linked to the invoice or cost they belong to, so the books are document-complete and audit-ready.Read the guide

Resource booking

• Book rooms, vehicles, desks or equipment
• Calendar-based self-service reservations
• Avoid double bookings and conflicts
• Usage tracking and assignment history
• Asset meters and usage-based maintenance tracking
• Asset and equipment trackingTrack physical and operational assets with meters and readings, so maintenance and lifecycle cost stay under control.Read the guide
• Service rounds you can verifySchedule security patrol and cleaning rounds with expected times and a grace window. Staff scan the checkpoint QR codes, and the Service rounds view shows each round as done, late, partial or missed, with scan times and, where recorded, who did the round, for any date range.Read the guide
• Who holds each resourceThe asset list names the person or project holding every resource, including long-term equipment kept out of booking. Open-ended assignments never lapse on their own, and a booking that overlaps an existing one is refused.Read the guide
• Meter consumption on the client invoiceBill the meters on a project's booked assets on its invoice, one line per meter. Prorate a month across the readings either side of it, even when the month has no reading of its own, or bill exactly the difference between two readings you pick, then check each line in a preview before the draft is created.Read the guide
• Property and room bookingManage reservations and occupancy across properties and rooms, see availability at a glance, and avoid double-bookings.Read the guide
• Scan-to-act asset QR codesPrint a branded QR code for any asset so anyone nearby can report a problem, or log a security patrol or cleaning visit, in one scan. Issue reports can be public or sign-in-only, and every scan is tied to the exact asset.Read the guide

Integrations & automation

• Native integrations: Google Calendar, Kontomatik, Make
• Open API with OAuth for custom apps and BI
• Prebuilt no-code modules for time, cost, and leave
• Automate workflows: approvals, notifications, reports
• Accountancy exports for Comarch Optima, enova365, Symfonia and Wapro
• Ask your business anythingAsk plain-language questions and get answers grounded in your live Flowtly data, then take the next action right from your phone with Flowtly Assistant.
• All your clients in one placeRun the books for every client organization from one login, switch between workspaces, and keep your whole portfolio of clients organized.
• Tailor Flowtly to your dataDefine custom attributes on employees, projects, and other records, group them into sets with validation rules, and even drive billing rates from them — no core-system changes required.Read the guide
• Connect Claude or ChatGPT: ask, then actLink your AI assistant to Flowtly over the open Model Context Protocol. It answers plain-language questions from your live data and can carry out named actions: log work time, create or update tasks and contracts, upload a document to an invoice, close a prospect or deal, or add and invite a colleague. It never goes beyond your own permissions in the organization you connected.Read the guide
• Close deals and log work from a chatAsk your connected assistant to mark a deal won, close a prospect or deal as lost with a reason from your list, log the hours you just worked or update a task. Each is a named action that stays within what your own account may do.Read the guide
• Ask about cash, then record the paperworkAsk your connected assistant which invoices are overdue, what is on your main account or what you spent with a supplier last quarter, with answers from live data. Then have it create or update suppliers, contracts and bank accounts, or upload a document to a specific invoice.Read the guide
• Onboard a colleague in one requestAsk your connected assistant to add a new person, email them an invitation to sign in and assign their permission groups. Inviting needs the same permission as managing people in Flowtly, and the new colleague sets up their own sign-in.Read the guide
• Review invoice approvals by askingAsk Flowtly Assistant what is waiting on you, open the invoice it names, and decide whether to approve it or reject it with a reason. It prepares the decision and asks you to confirm it; you record it on your Waiting on me tab. Approval is a decision, not a payment.Read the guide

Security & compliance

• Role-based access at module and data level
• Encrypted at rest and in transit (TLS 1.2+, AES-256)
• GDPR-aligned with audit logs and data controls
• Tenant-isolated data architecture and daily backups
• A full audit trailA verifiable record of who changed what, from rates to invoices to agreements, ready for compliance reviews and diligence.Read the guide

Everyday work on any device

• Install Workspace on your phone or computerWork in the browser, or install Flowtly Workspace from it on iPhone, Android or desktop for its own window and home-screen icon, with no app store needed. Flowtly Workspace for Android is also on Google Play. It is the same workspace, with the same data and permissions.Read the guide
• Notifications that take you to the right placeAllow notifications on each device you use, and approvals, requests and reminders reach your browser, installed app or phone lock screen. Tapping one takes you to what it is about, and the bell menu keeps the same feed inside the workspace.Read the guide
• A whole working day from your phoneA notification reaches your lock screen; tap it and you land on the record it is about — an approval waiting, a request to review. From the same installed workspace you log the hours you just worked, or file a leave request that shows the working days it will cost before you send it. It is the same workspace as on your laptop, with the same data and the same permissions.Read the guide
• A home screen that puts your work firstAdministrators choose which dashboard widgets your organization shows and which lead. Each person can then arrange their own home screen, on a phone with simple move up and move down controls, and return to the organization's order at any time.Read the guide