Matt Zimak For studios and agencies
AI for studios and agencies: project money in one view.
Issued invoices live in the project tool, costs arrive by email, and nobody sees what a project earned until the month is closed. I connect them into one live view per project and per company, and take the admin around it off the team.
Where it hurts.
Costs arrive by email.
Supplier invoices, receipts and subscriptions land in inboxes and get retyped.
Revenue lives elsewhere.
Issued invoices sit in the project tool, so margin per project is a spreadsheet exercise.
Payments travel by chat.
Who may pay what, and what is already paid, lives in messages and memory.
What runs first.
- Invoices to live finance
- Received invoices read and filed per company, issued invoices pulled from your project tool, costs and revenue per project. See how it runs
- An invoicing plan
- Milestones from your contracts per project, so you see what is still to invoice and when.
- Client calls to tasks
- Every recorded call summarised into the project's channel, with the tasks that came out of it.
- CRM and projects in sync
- Leads and projects kept the same in your CRM and in the finance view.
A typical start.
Days 1 to 3
Interviews with the people who run the process, every input and output mapped.
Week 2
The written plan: the top three automations scoped with cost, timeline, owner and payoff. One decision meeting.
Weeks 3 to 6
The build. The top three ship, with logs, retries and a handover document.
After
Your team runs it. I stay on call monthly if you want that, or the fractional seat takes over.
Running today.
A design studio group with three companies runs the invoice system and the project view, live since summer 2026, with the time it saves measured per workflow.
How it is priced.
The audit is a fixed fee, credited to the build if you go ahead. Every build is scoped from the audit, never priced blind. A fractional seat is a monthly retainer with a three-month minimum. You hear the numbers on the intro call, before anything starts.
Who this is for.
Studios and agencies that want their own operations to run with less admin: finance, projects, client calls. This is for your own business. I do not deliver work to your clients under your name; a partner on a project is welcome, a middleman is not.
Not a fit: white-label delivery, a software product to build, or enterprise procurement.
Questions I get before the call.
Does it work with our project tool?
If it has an export or an API, yes. The studio group runs on its own project and invoicing system plus Notion; the audit maps yours.
We run several companies under one studio.
So does the studio group: three companies, each with its own books, seen together per project.
How much of our time does it take?
One person who knows the process, about an hour a week during the audit and the first build. After that, the review cadence we agree on. Everything is written down, so the knowledge stays with you.
Start with the audit.
Two weeks on the process that hurts most, a written plan you own, and the fee credited to the build. Or start with a fifteen-minute call.