Quotes that get signed
Build a quote as a page in your own branding, send a link and see when your client looks at it.
Learn moreFor agencies and studios
Your whole agency in one system.
From quote to paid invoice: projects, planning, hours and client contact in one place. No more separate tools that don’t talk to each other.
Used every day at Rex Media, the agency that built Totaplan.
Less retyping. More overview.
Every separate tool is a place where work gets stuck. In Totaplan each step uses what the previous one already knew.
Without TotaplanWith Totaplan
Emailing PDF quotes back and forth
The client signs online and the project is ready
Piecing hours together afterwards
Timers run on the task and project
Building invoices from loose lists
Worked hours are already on the draft invoice
Clients calling to ask for an update
Clients follow along in their own portal
Tracking who still has to pay
Payments and reminders run by themselves
It’s all in there. And it all works together.
No integrations between six subscriptions: every part reads and fills the same data.
Projects and planning
Tasks, deadlines and a planning that shows who picks up what and how busy everyone is.
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Hours that add up
Start the timer on a task. Forgot? The timeline shows right away which time isn’t booked yet.
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Invoices that follow themselves up
The bank connection sees what’s been paid. If a payment doesn’t come in, the reminder goes out by itself.
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Client portal
Clients follow their projects, give approval, report tickets and pay invoices in one place.
Learn moreAn assistant that helps out
Eva creates tasks and looks things up, in the app and on WhatsApp. Anything that changes something only happens after your approval.
Learn moreExample from a demo environment. Names and amounts are made up.
One continuous line, from signature to payment.
- 1
Quote signed
Your client signs online and you hear right away.
- 2
Project is ready
Tasks are created from the quote.
- 3
Hours run along
Timers link your time to the right project.
- 4
Invoice goes out
Hours are already on the draft invoice.
- 5
Paid or reminded
The bank sees the payment. If it doesn’t come in, a reminder follows.
And everything else an agency needs.
Bookkeeping
Ledger, purchase invoices and credit notes run along.
Bank connection
Payments matched automatically.
Tickets
Reports by portal or email, answered from your inbox.
App for your phone
Timer, messages and notifications in your pocket.
Leave
Requests, balances and public holidays.
Expenses
Photograph a receipt and submit it.
Reports
Profitability per project and client.
Website monitoring
Uptime, SSL and domains of client sites.
Password vault
Client logins shared safely within the team.
Calendar
Appointments and a Google Calendar connection.
Office screen
Today’s planning on the TV.
Chat
Conversations on the task they’re about.
Your data, properly protected.
Client data is sensitive. That’s why protection is built into the base of the system.
Read the privacy statementOwn database per organisation
Your data is kept separate from that of other customers.
Two-factor authentication
An extra lock on employee accounts.
Permissions per role and person
Decide who sees what, down to amounts and hourly wages.
Stored encrypted
Contact details, client logins and integrations are encrypted.
Why Totaplan exists
We built Totaplan for our own agency, because ten separate tools wouldn’t work together. What you see in a demo is the system we use ourselves every day.
The team at Rex Media, makers of Totaplan
- Built in the daily practice of an agency
- Every feature used by us first
- Developed further together with users
- Dutch support and short lines
No price list, but a plan that fits.
Every agency works differently. So we first look together at what you need.
- 1
Get to know each other
You tell us how you work now and where it pinches. We show it using your situation as the example.
- 2
A plan that fits
Based on your team and way of working you get a proposal that fits, with a clear price.
- 3
Switch together
We set up your workspace and help move your clients and running projects across.
The questions every agency asks first.
Who is Totaplan for?
For agencies and studios that work with projects, hours and invoices, from marketing and design to development and maintenance.
What does it cost?
That depends on your team and what you need. So we discuss it in person and you get a proposal that fits. A conversation doesn’t commit you to anything.
How do we switch?
We set up your workspace and help move your clients and running projects across.
Does it work with our accounting?
Totaplan has its own bookkeeping built in and also exports to your accountant or package, including Exact and SEPA files.
What exactly does the AI assistant do?
Answering questions, creating tasks, finding invoices and summarising, in the app and on WhatsApp. Anything that changes or sends something only happens after your confirmation.
Let’s get acquainted.
Tell us briefly what you’re running into. We’ll get in touch and look together at what suits you.
- A no-obligation conversation, online
- With your own situation as the example
We only use your details to get in touch with you. No newsletters, nothing shared with third parties.