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Contract Management

Project billing and budgets, all in one place

Turn every agreement into contract lines with their own billing model, budget, and rates. Mix billing types within one project, and catch over-servicing before it costs margin. 

PSOhub’s agentic AI sets up new projects from the signed agreement once you approve, and notifies you the moment a budget starts to drift.

Book a discovery call Give it a try

Rated by services teams on G2

  • G2 Momentum Leader, Professional Services Automation
  • G2 High Performer, Project Cost Management
  • G2 Best Estimated ROI, Mid-Market
Want a closer look? ·
“PSOhub offers a comprehensive lifecycle that covers everything from contracts to quotes and projects, all the way through to planning and resource management, all within a single platform. This integration brings sales and project management together, allowing the sales team to monitor the overall health of a project while other teams gain a clear understanding of project progress and expenditures.”
Mansoor, ITSEC Asia
The Problem

The client agreement is signed.
Then it's forgotten.

When a signed contract ends up as a PDF, the hours in a time tracker and the rates in a spreadsheet, nobody sees the full picture. Delivery teams work without knowing how much budget is left, and finance pieces the numbers together by hand at month-end. By then, it's hard to say what the project is really earning.

  • Extra work slips through

    When hours aren't checked against the contract, your team keeps delivering work that was never sold or billed.

  • Growth outpaces the way contracts are set up

    When the team grows, new people set up contracts their own way, or everything waits for the one person who knows how.

  • Billing drifts from the deal

    When billing terms sit in a document, installments, retainers and rates get missed or charged at the wrong amount.

  • You can’t tell which work pays off

    When costs and rates aren’t linked to each contract line, you can’t see which projects or contract lines are making or losing money.

Features

Contract Management features

  • contract templates

    Contract Templates

    Set up your contract structure once and reuse it on every project, with billing types and budgets already in place. Or turn a delivered project straight into a template.

  • flexible billing models

    Flexible Billing Models

    Mix fixed fee, hourly, retainer, product and expense lines in one contract, with installments and retainer schedules set up front. Every line bills exactly the way you agreed.

  • multi-currency contracts

    Multi-Currency Contracts

    Run each contract in your client's currency, with rates that match it. View any contract in your company currency at any time, so finance sees all international work on one basis.

  • rates and budgets

    Rates and Budgets

    Set selling and cost rates per role, with project-specific prices where a client needs them. Then plan hours per role and see revenue, cost and margin on every line before work starts.

  • budget alerts and limits

    Budget Alerts and Limits

    Get notified when a line reaches the threshold you set, and lock it once the budget is used. Nobody keeps working on a budget that's already spent without your say.

  • real time profitability

    Real-Time Profitability

    Compare estimated and actual margin on every line as hours come in, and see revenue earned against work completed. Month-end holds no surprises.

How It Works

From a signed client agreement to protected margin, step by step

Here's how a contract works in PSOhub, from the first line to the last invoice. Finance and delivery work from the same numbers, so billing stays in line with what was agreed, and every margin stays in view.

  1. Step 1

    Set up the contract.

    Start with a template or upload a signed contract. Then set the billing model, budget, and invoicing schedule for each line in your client’s currency.

    What you do

    • Start with a contract template or let Agentic AI Actions set it up from the signed agreement, with your approval
    • Choose fixed fee, time and materials, retainer, product, or expense per line
    • Set installments and retainer schedules up front

    What you get

    A contract that matches exactly what you sold.

    • Contract templates
    • Billing model per line
  2. Step 2

    Set the rates and plan the budget.

    Plan the hours per role and see the expected margin on every line before the work begins.

    What you do

    • Set selling and cost rates per role, with project-specific rates where a client needs them
    • Build the budget by role in the budget grid
    • Push the budget to the contract and resource planning

    What you get

    You know what each line should earn before anyone logs an hour.

    • Project-specific rates
    • Margin per line
  3. Step 3

    Catch budget overruns before they happen.

    As time and expenses come in, every line shows what's used against what was agreed.

    What you do

    • Set alert thresholds per line or per group
    • Stop time from being booked once the budget runs out
    • Get notified by Agentic AI Insights the moment a budget starts to drift

    What you get

    Over-servicing is caught before it reaches the invoice.

    • Budget thresholds
    • AI drift alerts
  4. Step 4

    Bill and close the loop.

    Invoices follow the contract, and the numbers stay true to what was delivered.

    What you do

    • Let installments invoice on their due dates
    • Settle retainers with a balance invoice or credit note
    • Compare actual and estimated margin per line

    What you get

    Every invoice matches the contract, and you know what each project really earned.

    • Installment invoicing
    • Credit notes
Agentic AI

One source of truth,
Agentic AI on every contract

Because contracts, budgets, hours and invoices share one data model, AI sees exactly how each contract line is doing, not a PDF in one place and hours in another.

  • search-ai

    Agentic AI Insights: Check any contract.

    Ask in plain language with Claude or ChatGPT which contracts are over budget, how actual margin compares with the estimate, or which lines still have budget left. Get the answer as a chart, table or summary, plus alerts the moment a budget starts to drift.

  • lightbulb-ai

    Agentic AI Actions: Set up in one prompt.

    Upload a signed agreement and Agentic AI reads the terms to set up the contract for you. Or ask it to update the project, log time or draft the next invoice from a short prompt. You review every step and approve it before anything runs.

Seamless CRM Integration

Every contract starts from the deal

Connect HubSpot, Salesforce, Microsoft Dynamics 365 or Pipedrive, and every contract starts from the deal your sales team is working on. The client, the team and the contract structure are set in one step, so billing starts from what was agreed.

  • Contracts built on the deal

    Create the project from the deal and choose its contract template, so the contract reflects what sales agreed without anyone retyping it.

  • Team and rates from the start

    Add the team while you create the project from the deal, so their rates are ready for budgeting and billing straight away.

  • Sales and finance in sync

    Every project stays linked to the deal it came from, so sales and finance always work from the same customer.

The result of managing contracts this way

Margins you can see while the work happens with invoices that match every contract.

43%

lower project overrun. Budget alerts and limits on every contract line catch extra work before it eats into the margin.

13%

Stronger change control. When scope changes become new contract lines instead of unbilled extra work, every change gets priced and billed.

Zero

billing terms are re-entered at invoicing. Installments, retainers, and rates live on the contract, so every invoice follows what was agreed.

Integrates with the tools you already use

Contracts start from the deal in CRMs such as HubSpot, Salesforce, Dynamics 365 and Pipedrive, and invoices flow on to accounting tools such as QuickBooks, Xero, Exact Online and SAP Business One, with the right GL account on every line. An open API covers everything else.

See all integrations
Google
Pipedrive
sap-white-50px
Microsoft Dynamics 365
Salesforce
Claude
Xero
QuickBooks
Exact
ChatGPT
Microsoft Teams
HubSpot
FAQ

Frequently asked questions about contract management

Can we change the contract when the scope changes?

Yes. You can add new contract lines or update existing ones while the project runs, and new lines are ready for time, expenses and invoicing straight away. The billing type of a line can only change before anyone books time on it. 

Can we track internal or non-billable work too?

Yes, in two ways. For internal work like sales, training or admin, you create an internal project. Your team logs time on it like any other project, and none of it gets invoiced. For non-billable work on a client project, you book time on a line with no amount and mark expenses as non-billable. It’s never invoiced, but it still counts towards the project’s costs, so your margin stays accurate.

Who can see costs and margins?

Only people you give financial access to, such as admins, controllers and project managers with financial rights. Team members don’t need to see them. 

Can we report on contracts outside PSOhub?
Yes, in two ways. Contract and profitability data is available through PSOhub’s OData feed, so you can build reports in Power BI or a similar BI tool. Or use Agentic AI Insights and just ask your question in Claude or ChatGPT, like “Which fixed-price contracts are over budget this month?” Insights is included in every plan.