the stageproject system

StageProject streamlines contract management and billing for multi-stage, multi-party projects i.e. those with sub-consultants, subcontractors, and/or clients.

It's a hands-on tool for project managers giving them the whole financial picture, while guiding them through sub-consultant invoice approval, and client billing workflows. However, It's also cross-departmental and role-based providing transparency, clarity, and oversight for leadership, accounting, the contracts team, and sub-consultants.

For contract administrators/managers/officers StageProject serves as a contract repository and a place to break down the contracts for everyone else.

The key to setting up new projects is breaking down agreements into project stages and $ amounts as shown in the graphic below.

project stages & amounts

StageProject makes it easier to approve subcontractor invoices (even if they will be passed to the client):

  1. Ideally, sub-consultants and subcontractors would submit their invoices for payment through StageProject; it's a good idea to make this a requirement because internally it saves a lot of time.
  2. Sub-consultant invoices would then be aligned with project stages and shown in context.
  3. StageProject enforces contractual compliance and robust change procedures (Design Change Requests).
  4. Pre-approved invoices simplify the work of the accounting team as well.

StageProject supports client billing by:

  1. reminding project managers when it's time to bill the client,
  2. providing financial data (including calculations based on staff hours),
  3. helping to generate templated monthly reports and
  4. reducing missed billing opportunities (through contractual rigour and change management).

Financial snapshots provide project managers, contract administrators, leadership, and others at-a-glance, near real-time insight into each project's financial performance.


StageProject is a cross-departmental platform for sharing mission-critical project data across the whole team:

  1. Project managers are guided by StageProject's contractual framework providing confidence and predictability.
  2. Sub-consultants and subcontractors get to align their invoices to agreed project stages and amounts, reducing followups and friction with your team.
  3. Project managers approve those incoming invoices for the accounting team, so they no longer have to query the PM.
  4. Project managers assemble client bills and monthly reports (only they have all the information). Leadership gets oversight.
  5. Time-entry* by project staff contributes to the 360° financial metrics.
  6. Reminders, notifications, and feedback keep everyone informed.

If your organization executes projects with multiple stages and outsourced work, StageProject will increase your organization's project handling capacity. It will accomplish that by:

  1. providing contractual intelligence and clarity to everyone involved,
  2. systematizing the routine (but time-consuming) tasks of contract management and billing,
  3. reducing avoidable errors and missed billing opportunities, and
  4. redefining and decentralizing key tasks and roles (to enable scale).

Get in touch, Request a Demo, or try it for your next project.

/  Further Reading  /

"Our PMs don't have much to do with billing"
Project team in a meeting

Telltale signs of a sub-optimal contract management workflow.

Rethinking contract management
Typical contractual information flows

Is your company's contract management and project billing workflow homegrown?

Do you recognize these challenges?
Subcontractor invoice approval

Wishing you could spend more time working on the things you love, instead of routine billing and contractual details? You'll recognize some of the challenges highlighted here.

Contract Intelligence™ Framework
Reimagined in Edmonton

Optimizing the intersection between project management and contract management could be a source of significant untapped potential.

Reimagined in Edmonton
Reimagined in Edmonton

How, Why and Where : the brainchild of an award-winning Edmonton architectural firm.

NOT ANOTHER DOCUMENT WORKFLOW SYSTEM
Document Workflow System

Who thinks that the hard part of contract management is document storage, document sharing, and electronic signatures?

INTRODUCING STAGEPROJECT™
Introducing StageProject

StageProject® launched for public consumption in January 2021.

Supporting unlimited users and priced per active project, it's lean and will grow with you. Try it on your next project and see how it revolutionizes your contracts and billing workflows.

CONTRACT MANAGEMENT DEMYSTIFIED
Contract management demystified

Undertaking complex projects involving multiple stages, contractors, clients, or all of the above, contract management is the task of negotiating and managing the terms of each relationship favourably.

For success, agreements between parties require exceptional clarity about deliverables, deadlines, rewards, and penalties.

INVOICE INBOX ZERO
Contract management demystified

In a medium-sized firm where I once worked, senior partners would meet with their bookkeeper to process the incoming pile of invoices that had arrived in the preceding month.

STAY ON TOP OF PROJECT BILLING
Stay on top of project billing

Invoicing clients and approving invoices from subcontractors is essential but routine, detail- oriented, and time-consuming. Challenges include incoming invoices that do not align properly with contractual milestones. For client invoicing, issues include billing on time, including contractor bills, missed billing opportunities, and compiling good- looking progress reports.

STAGEPROJECT™ DEEP DIVE
the stageproject system

StageProject streamlines contract management and billing for projects with multiple stages and subcontractors. It's primarily a tool for project managers to approve invoices and bill an external client if applicable.