Proposal builder
Templates, service library, team bios and your branding. Drag sections in, price it up and send a link.
Consultant software: proposals, e-signing & project tracking
Consultants: proposals that sign themselves. Bill more hours, chase fewer.
Proposals rebuilt in Word, scopes argued about at invoice time, signatures chased for weeks and timesheets filled in from memory on a Friday. We build proposal, project and billing systems for consultants that run from first call to final invoice, then we host them and look after them.
Looking for proposal software for consultants that also runs the work after the yes?
Most consultancies run on a Word template that's been saved over a hundred times, a pipeline in someone's inbox, a spreadsheet for projects and Xero for the money. Every new engagement means copying the last proposal, hunting for the client name you forgot to change and waiting weeks for a signature. Then the scope gets fuzzy, the hours blow out and nobody can say exactly what was agreed.
Wollopit builds custom consultancy software around the way you sell and deliver. Proposals come from your own templates and rate cards, clients pick options and sign online, the accepted scope becomes the project plan and milestones raise their own invoices in Xero or MYOB. We connect the tools you already like, replace the ones getting in the way and look after the lot on our own servers.
01The problems
What we hear from consultants
Does your consultancy have these problems? Here's how we'd fix them.
Consultants are paid for their thinking, yet a surprising chunk of the week goes on formatting, chasing and retyping. Here's where the hours usually leak.
- The problemProposals rebuilt in Word every timeCopy the last proposal, find and replace the client name, miss the one on page seven and spend half a day fixing the formatting.How we fix itA proposal builder with your templates, service library and case-style blurbs. A polished proposal in minutes, in your branding.
- The problemScope creep eats the margin"Can you just also look at..." The scope was vague, so the argument starts when the invoice lands.How we fix itStructured scope sections for inclusions, exclusions, assumptions and deliverables. Change requests priced and approved before the extra work starts.
- The problemSignatures chased for weeksThe PDF sits in an inbox, the follow-up email gets buried and the start date slides.How we fix itOnline acceptance with e-signature, a deposit by card and polite automatic reminders if it hasn't been opened.
- The problemNo idea if they even read itYou send a proposal and hear nothing. Is it with the board, in spam or dead?How we fix itView tracking that shows when it was opened, who opened it and which sections got the most attention.
- The problemPricing lives in someone's headDay rates, discounts and package prices differ depending on who wrote the proposal.How we fix itRate cards and packages built in, with optional extras that update the total as the client ticks them.
- The problemProjects tracked in a spreadsheetMilestones, owners and due dates in a sheet that's out of date by Tuesday.How we fix itThe accepted proposal becomes a project board with milestones, tasks and due dates already filled in.
- The problemTimesheets from memoryHours get logged on Friday afternoon as best guesses. Budgets blow out without anyone noticing.How we fix itQuick time entry on phone or desktop against each project and milestone, with budget burn alerts before you go over.
- The problemInvoicing retyped into XeroSomeone reads the proposal, works out what's due and types it into Xero by hand. Milestones get missed.How we fix itMilestone, retainer and time-based invoices raised automatically into Xero or MYOB the moment the work is signed off.
- The problemClient comms lost in email chainsReport_v7_FINAL_reallyfinal.docx and a thread with 40 replies. Nobody knows which version the client approved.How we fix itA client portal with project updates, files, approvals and invoices in one place, all logged.
- The problemLeads forgotten in the inboxAn enquiry comes in, you mean to follow up and three weeks later they've hired someone else.How we fix itA simple pipeline from enquiry to proposal to signed, with follow-up reminders and a link to HubSpot if you use it.
- The problemAssociates and subbies on the sideSpecialist associates work on the job, but their hours, tasks and invoices live in separate emails.How we fix itAssociate logins to see their tasks, log time and submit invoices against the right project.
02What we build
Solutions
What we build for consultants. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Rate cards & packages
Day rates, fixed fees, packages and optional extras so every proposal prices the same way.
Scope sections
Inclusions, exclusions, assumptions, deliverables and timelines laid out clearly for sign-off.
Online acceptance & e-signing
Clients pick options, sign online and pay a deposit by card in one go.
Proposal view tracking
See when a proposal is opened and get nudged to follow up at the right time.
Sales pipeline
Enquiries, discovery calls, proposals out and won or lost, with reminders so nothing goes cold.
Change request register
Extra work quoted, approved online and added to the project and the invoice automatically.
Project & milestone board
Accepted scopes turned into milestones and tasks with owners and due dates.
Timesheets & budgets
Time logged against projects and milestones with budget burn and utilisation reports.
Milestone & retainer invoicing
Invoices raised on sign-off or on schedule, straight into Xero or MYOB.
Client portal
Updates, files, approvals, meeting notes and invoices in one secure login.
Associate portal
Tasks, time and invoices for contractors and specialists working on your jobs.
Discovery & booking forms
Calendly or custom booking with intake questions so you walk into the first call prepared.
A website that wins work
Hand-built, quick on mobile, with your services and enquiry forms that feed the pipeline.
03The systems
The big ones
Your whole consultancy, from pitch to paid.
These are the systems consultants ask us about most. Each one works on its own. Joined up, the signed proposal runs the project and the billing for you.
Proposal builder
A sharp proposal in minutes, not a lost afternoon.
Build proposals from your own templates, service library and rate cards. Clients get a clean online proposal they can read on any device, choose options, sign and pay a deposit without printing a thing.
- Templates for each type of engagement
- Service library with reusable wording
- Team bios and credentials pulled in
- Rate cards, fixed fees and packages
- Optional extras that update the total
- Online acceptance and e-signature
- Deposits by card through Stripe
- View tracking and follow-up reminders
- Expiry dates on pricing
- Your branding, fonts and colours
Scopes & change control
Agree the scope once. Stop arguing about it later.
Every engagement gets a clear scope with inclusions, exclusions and assumptions the client signs. When the "just one more thing" requests arrive, they're quoted and approved online before anyone does the work.
- Inclusions and exclusions sections
- Assumptions and client responsibilities
- Deliverables with due dates
- Scope locked once signed
- Change requests priced from rate cards
- Client approves changes online
- Approved changes added to the project
- Change history on every engagement
- Variations flow through to invoicing
Projects & time
The signed proposal becomes the project plan.
When a client accepts, the milestones, tasks and budget are set up for you. The team logs time against them in seconds and you can see which jobs are on track and which are quietly blowing out.
- Projects created from accepted proposals
- Milestones, tasks and owners
- Time entry on phone or desktop
- Timers or quick manual entry
- Budget burn per milestone
- Over-budget alerts before it's too late
- Utilisation per consultant
- Associate time on the same project
- Shared calendar of deadlines
Billing
Invoices that raise themselves on sign-off.
Milestone, retainer and time-based invoices are worked out from the proposal and the timesheets, then pushed into Xero or MYOB. No more reading the contract to figure out what's due this month.
- Milestone invoices on sign-off
- Monthly retainers on schedule
- Time and materials from timesheets
- Approved variations included
- Straight into Xero or MYOB
- Card payments via Stripe
- Overdue reminders sent for you
- Work in progress and unbilled reports
- Associate invoices matched to jobs
Client portal
One place for the client. No more FINAL_v7.
Clients log in to see progress, grab the latest files, approve deliverables and pay invoices. Every approval is recorded, so there's never a question about what was signed off and when.
- Project progress at a glance
- Latest files with version history
- Deliverable approvals logged
- Meeting notes and actions
- Change requests to review
- Invoices and online payment
- Multiple contacts per client
- Secure logins, no shared links
04How it changes
Before and after
A new engagement, wolloped.
Here's how winning a new piece of work could change. Every consultancy sells and delivers differently, so we map yours first.
Before
- Copy last month's proposal in Word
- Fix the formatting and the wrong client name
- Email a PDF and hope
- Chase the signature for three weeks
- Set up the project in a spreadsheet
- Argue about the scope at invoice time
After
- Build the proposal from a template in minutes
- Client picks options and the total updates
- See the moment they open it
- Signed online with a deposit paid
- Project and milestones set up automatically
- Scope and changes clear, invoices raise themselves
05Services
Everything under one roof
Software, websites and systems for consultants.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for consultants
Built around how your consultancy actually runs: proposal builder, rate cards & packages and the admin in between, in one system you own.
Websites for consultants
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Consultancy system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for consultants
Scope sections and online acceptance & e-signing: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your consultancy, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your consultancy relies on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- QuickBooks
- Microsoft 365
- Microsoft Teams
- SharePoint
- Google Workspace
- DocuSign
- Adobe Acrobat Sign
- Calendly
- Stripe
- HubSpot
- Pipedrive
- Mailchimp
- Zoom
- Slack
- Harvest
- Toggl Track
- Asana
- Proposify
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your consultancy: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with you and the team to see how work is won, scoped, delivered and billed, then find where the hours are leaking.
- 02
Archi-tech
We plan it before writing code: your templates, rate cards, scopes, projects, time, invoicing, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the proposal builder first, so the next pitch goes out the new way.
- 04
Look after
We host it, maintain it and keep improving it. When something needs changing you call the people who built it.
08Questions
FAQ
Things consultants ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients choose between options in a proposal?
Yes. Proposals can include packages and optional extras that update the total as clients choose. The options they pick flow through to the scope, the project and the invoices.
Are online signatures good enough for client agreements?
Electronic signatures are widely used for Australian business agreements. We can use built-in online acceptance or connect DocuSign if you prefer it. If you have a specific contract type you're unsure about, run it past your lawyer.
Can it stop scope creep?
It can make it much harder to creep. Scopes have clear inclusions and exclusions that the client signs. Extra requests become change requests that are priced and approved before the work starts.
We already use Xero and HubSpot. Do we have to switch?
No. We build around what's working. Invoices go into Xero or MYOB, leads can sync with HubSpot and files can live in Microsoft 365 or Google Workspace. If something is holding you back we'll show you what replacing it involves first.
Can our associates and contractors use it?
Yes. Associates can get their own logins to see their tasks, log time and submit invoices against the right project without seeing anything they shouldn't.
How much does a consultancy system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
A proposal builder with online signing can be quick. Bigger systems with projects, time and billing are planned in stages so you get the first win early instead of waiting for everything at once.
Where is our client information kept?
On our own managed Australian-based servers with secure logins and backups. Clients only ever see their own portal.
Who looks after it once it's built?
We do. We host it, keep it updated and secure and make changes as your consultancy grows. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most consultants we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a consultancy problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.