Productive

Overview

Productive.io is a cloud‑based agency management platform crafted for consultancies, creative studios, and professional services firms. Instead of juggling separate tools for CRM, time tracking, project delivery, and billing, use one unified system that connects every step—from lead to invoice. Track projects, schedule resources, monitor budgets, and forecast revenue—all with real‑time visibility. Designed by agency experts and refined since 2014, Productive.io helps teams streamline workflows, reduce manual tasks, and grow profitably.

Key Features

Sales pipeline: Visual CRM to manage leads, follow‑ups, and convert opportunities into projects seamlessly.
Project management: Organize tasks, timelines, and task dependencies across team members with task boards, Gantt views, and real‑time collaboration.
Time tracking & timesheets: Simple timer tools, auto‑time suggestions, and client‑accessible logs for greater accountability and billing accuracy.
Profitability dashboards: Live insights into costs, margins, revenue and client performance—see profitability even before project closeout.
Resource planning & forecasting: Schedule team availability, avoid burnout, and plan use; forecast cash flow and revenues for growth planning.
Billing & invoicing: Generate invoices from tracked hours, link to budgets, mark payments, push to Xero or QuickBooks, and monitor due invoices.
Reporting & analytics: Customizable dashboards on use, margins, overtime, revenue trends—tailored to your agency’s KPIs.
Integrations & API: Connect with tools like Xero, QuickBooks, Slack, Jira, Google Calendar, Outlook, or build custom integrations via open API.

Pros

All‑in‑one visibility: Consolidates CRM, PM, time tracking, finance, and reporting into a single platform.
Real‑time financial insight: Monitor project margins, forecast profit, and control spending live.
Exceptional support & onboarding: Fast, responsive customer service and guided setup from agency experts.
Tailored for agencies: Developed by former agency owners who understand agency workflows.

Cons

Learning curve for new users: Rich feature set can feel overwhelming initially
Customization limits: Some users find fewer customization options compared to niche tools.
Occasional integration issues: For example, Xero workflows may require tweaks to sync correctly.

Use Cases

Growing agencies scaling operations: Ensure visibility into sales, resourcing, and profitability as team size increases.
Consultancies needing full business workflows: From proposals to project delivery and invoicing in one tool.
Finance or operations teams requiring data‑driven oversight: Automate reporting and budget tracking.
Project managers and team leads balancing multiple projects: Manage capacity, avoid bottlenecks, and ensure delivery on time.

Frequently Asked Questions

What’s the difference between time entry submission and time approval?

For time entries to be approved, employees must formally submit their timesheets. If time approval is enabled, unsubmitted entries will remain as drafts until they are submitted. However, if submission is disabled, entries are sent directly for approval once they are logged. Please note that the submission feature is only available with the Ultimate plan.

Can employees submit timesheets for past or future dates?

Yes. Timesheets can be submitted for past or future periods as long as the date range isn't locked. Once submitted, you must un-submit (only if not yet approved) to make changes.

How do I handle a submitted or approved timesheet that needs editing?

You can un-submit a timesheet if it hasn't been approved yet. However, once approved, entries are locked and must be unapproved before editing can happen. Managers can perform these actions on behalf of employees.

What causes high overhead costs in reports?

High overhead often results from low client-billable hours or a significant amount of time tracked against internal projects. Increasing client-facing hours or recalibrating historical data can reduce per-hour overhead.

How should I set the overhead averaging period and calculation date?

Choose an averaging period that reflects accurate time tracking—for example, start from the first month everyone tracked properly. The calculation date must be a current or future date; you can’t set it to a past date.