A business-management workflow for Saudi consultancies and agencies

A consultancy or agency needs one connected path from customer enquiry to delivered work and collected invoice. When the proposal, project plan, expenses and invoice are managed separately, scope changes and unbilled work are easy to miss. A shared workflow gives sales, delivery and finance the same customer context.

Capture and qualify the enquiry

Create one customer or prospect record, note the business need, decision makers, target date and source of the enquiry. Qualify whether the requested work fits your expertise and capacity. Record the next action so the relationship is not dependent on one employee’s inbox.

Turn discovery into a clear proposal

A proposal should define deliverables, exclusions, responsibilities, assumptions, price, VAT treatment, payment terms and change process. Use a quotation for the commercial summary and keep detailed scope approval with the customer record. Avoid starting delivery from an informal message when the scope is still uncertain.

Create the project from the accepted scope

Break the work into milestones and tasks. Assign an owner and due date, then identify customer inputs that could block progress. Link the project to the same customer used for the quotation so delivery staff can see the commercial context without searching through messages.

Control changes before doing extra work

1. Record the requested change.
2. Assess effort, cost and schedule impact.
3. Clarify whether it is inside the agreed scope.
4. Prepare a revised quotation or written approval when needed.
5. Update project tasks only after the decision.
6. Preserve the approval with the customer and project records.

Track project expenses and profitability

Assign subcontractor, travel, license and project-specific costs when they occur. Review estimated versus actual effort before the end of delivery. Use the project-profitability guide to separate direct margin from cash collection.

Invoice from verified commercial terms

Issue the correct invoice at the agreed milestone or billing date. Confirm customer legal and VAT details, scope reference, amounts and payment terms. Connect the invoice with the project rather than recreating information manually. Follow the applicable Saudi e-invoicing requirements for the transaction.

Close delivery and collect payment

Obtain acceptance evidence, archive final deliverables and record remaining actions. Confirm that every approved variation was billed. Then use an aging view and scheduled follow-up until payment is received. Keep delivery disputes separate from routine collection.

Use a weekly management view

• New opportunities and proposals awaiting a decision.
• Projects with late tasks or customer dependencies.
• Unapproved scope changes.
• Costs exceeding the project estimate.
• Completed milestones that are not invoiced.
• Invoices due and overdue.

Connect the workflow in Kafy

Kafy includes customer management, quotations and invoicing, projects and tasks, expenses, team chat and reports. Test one representative client engagement during the 30-day trial and confirm the invoicing setup for your legal entity.

Frequently asked questions

Can one system replace every specialist tool?

Not necessarily. Use the ERP as the shared business record and connect or retain specialist delivery tools where they add value.

When should a service project be invoiced?

Follow the contract and applicable accounting and tax rules. Common arrangements include deposits, milestones, monthly billing or completion.

What should management review first?

Focus on blocked delivery, unapproved scope, unbilled completed work and overdue invoices because they directly affect customer outcomes and cash.