In an IT services company, your revenue is your people's time. Every hour a developer or consultant spends on a client project is either billed or it's gone. Most IT firms use a project tool, a separate timesheet app and a third system for invoicing — then someone manually stitches all three together at the end of the month to get a client bill out the door.
The result is invoices going out late, hours getting missed and no clear picture of which projects are actually making money versus which are burning through salary cost.
Vendra connects projects, timesheets and invoicing in one place. Every hour logged on a client task flows directly into the invoice. And you can see what each developer costs you against the revenue their work brings in.
What IT services software needs to handle
IT companies have billing and project requirements that generic accounting or project tools handle separately:
- Track tasks and milestones per client project with deadline and progress visibility
- Log billable and non-billable hours per task, per developer, per project
- Convert approved timesheets directly to client invoices without manual reentry
- Manage recurring retainer contracts that invoice automatically each month
- Raise purchase orders for hardware and software being resold to clients
- See project profitability — revenue invoiced versus developer cost — per engagement
- Invoice international clients in their currency with multi-currency accounting
- Reimburse developer travel, equipment, and software expense claims
- Run monthly payroll for developers and support staff including tech salary structures
How Vendra handles IT services operations
Client projects with tasks and milestones
Each client engagement is a project in Vendra's Project module. Projects contain tasks organized in a kanban board — New, In Progress, In Review, Done — or a Gantt chart for milestone-driven work. Each task has an assigned developer, a deadline, priority, and a time tracking field where planned and actual hours are recorded. Managers see the full project at a glance, not just individual task lists.
For fixed-price engagements, milestones are defined on the sales order and invoices are triggered when each milestone is reached. For time-and-materials work, invoices are generated from the accumulated approved timesheets at any billing interval you choose.
Timesheet billing — hours to invoice
Developers log hours directly on tasks in Vendra. Each timesheet entry is marked billable or non-billable. At the end of a billing period, the project manager reviews and approves hours. Vendra then generates a draft invoice pulling all approved billable hours for that client, with the task name and description appearing as line items on the invoice. No spreadsheet extraction, no copy-paste — the approved hours become the invoice.
The project profitability view shows total invoiced revenue on one side and the cost of time logged (calculated from each developer's hourly cost rate) on the other. You see gross margin per project, per client, and per time period — so you know which engagements are profitable and which are being delivered at a loss.
Retainer recurring invoices
Managed services clients on monthly retainers are handled through Vendra's recurring invoice feature. You configure the retainer amount, billing interval, and start date once. Vendra generates the invoice draft automatically on the billing date, ready for review and sending. If billable hours beyond the retainer threshold are incurred that month, they are added as additional lines on the same invoice before it goes out.
Hardware and software resale
When a client project includes hardware supply — servers, networking equipment, laptops, licensed software — the procurement flows through Vendra's Purchase module. You raise a purchase order to the supplier, receive the goods into inventory on arrival, and include the hardware as a product line on the client's sales order or invoice. Cost is tracked against the project and margin on resale is visible in your project profitability report.
Project tasks and milestones
Manage client work in a kanban board or Gantt chart. Set milestones for fixed-price projects. Task progress and billing are in the same system.
Timesheet to invoice
Developers log hours on tasks. At billing time, approved billable hours become invoice lines automatically. No copying from a spreadsheet.
Recurring retainer billing
Set up a retainer once. Vendra generates the invoice on the billing date automatically. Review, adjust if needed and send — nothing to create from scratch.
Project profitability
See what each project invoiced against what it cost in developer time. You can spot which clients are profitable and which need a pricing conversation.
Multi-currency invoicing
Invoice international clients in USD, EUR or any currency. Your accounts stay in your base currency. Exchange rate differences are handled automatically.
Expense reimbursements
Developers submit travel, software and equipment expenses for approval. Finance pays once approved. Each claim is linked to the project it relates to.
Developer payroll
IT companies often have complex salary structures — base salary, performance bonuses, project allowances, and statutory deductions that vary by country. Vendra's Payroll module handles these through configurable salary structures. You define the rules once: basic salary, house allowance, transport, tax deductions, social contributions. Each month, payslips are generated in batch across all employees. Payslips are distributed by email directly from Vendra without needing a separate payroll tool.
The Employees module stores each developer's profile, working schedule, skills, and employment type. For companies with contractors alongside full-time staff, both can be managed in the same system with different payroll structures applied to each.
Which plan covers an IT services firm?
Most IT services companies run on the Pro plan at $27/month, which covers Projects (tasks, timesheets, billing), Sales (quotations and invoicing), Accounting (multi-currency, receivables, payables), Purchase (hardware procurement), Expenses (developer claims), and Payroll. Multi-entity firms or those managing very large project portfolios may benefit from Pro Plus at $50/month.