From booked consultation to paid invoice
A consultant’s week is full of small handovers: an enquiry to answer, a first meeting to agree, a quote to send, an invoice to chase. Each is easy. The practice loses money in the gaps between them.
The enquiry that sat in a contact form for four days. The first meeting agreed by email and never put in a diary. The engagement letter sent, agreed by phone, and invoiced a month late. None of these is a disaster. Together they are the difference between a full month and a thin one.
The enquiry lands where you will see it
Put the enquiry form on your own site’s contact page. Each submission arrives as a contact and an open deal on your pipeline, so it is on the same screen as every other piece of work in progress — not in an inbox someone checks on Fridays.
The first meeting books itself
Switch on bookings and add the kinds of consultation you offer, each with its length and price. The client picks a time on your booking page, pays in advance if you choose, and gets a reminder before the meeting. If the meeting is online, you send the call link yourself — the booking holds the time, the reminder and the client.
Charge for the first consultation, or take a deposit. A booked hour with money behind it is kept far more often than a free one.
The engagement is quoted, then invoiced
Write the engagement as a quote with its lines and its validity date. When the client agrees, mark it accepted and it becomes an invoice, paid by link. The quote stays on record beside it.
- One-off work: a quote, then an invoice with a payment link.
- Monthly bookkeeping or a standing advisory fee: a schedule that drafts the same invoice on its day, for you to send.
- A reminder for overdue invoices, if you switch it on, sent only to the client who owes.
The client sees their own paperwork
Each client has an account on setvos.com. In it they download their invoices, pay them, and send you questions with attachments as tickets. Fewer emails asking for “last March’s invoice again”, and the questions arrive with an owner and a first-response deadline.
Who sees what
Roles decide who may open a client’s notes and files; a role can be limited to the clients its holder is responsible for. One finance member is free, so the bookkeeper who reconciles invoices reads and exports the money without taking a paid seat — and without seeing anything else. Data is hosted in the EU and kept apart from every other workspace.
What it does not do
Setvos does not sign documents electronically, file reports or keep the books. It books the meeting, invoices the work, keeps the client record and puts the client’s questions in one queue. Filing and accounting stay in the tools you already use.