For agencies
In agencies, change requests arrive by email, get copied into the project tool and lose their context on the way. In the evening everyone writes up their hours from memory. 5sDesk collects client emails and form requests in one shared inbox and keeps request, task, time and client on one record.
Agency life
"Can you make the logo bigger?" arrives by email, moves into the project tool and loses its history. Three months later nobody remembers why it was decided that way.
Friday afternoon goes on writing up the week. Small tasks are missing, and goodwill never gets recorded at all.
Four emails until a slot is agreed. And then it lands in the lunch break anyway.
How it runs
A client project as it happens every day, without a single thing copied across by hand. It starts with the form on your website or simply with an email.
A prospect fills in the form on your website and uploads two files, or simply sends an email to your projects mailbox. Either way, sender and company are matched to the customer record and files come along as attachments. The form creates the card straight on the project board in the "New requests" column; the email lands as a ticket in the inbox and becomes a card there with one click.
You send the link for "Intro call, 30 minutes". The prospect books a real gap in their own time zone. Teams link, calendar entry and reminder are created automatically.
After the call, the meeting notes, effort estimate and due date sit on the card, not in a separate minutes document.
While the work is done, the timer runs. Every entry is billable or not. The client's questions in between run as tickets in the inbox and are linked to the project through the customer record.
Choose period, company, billable. The basis for the invoice is there, every line linking back to the specific task.
The features behind it
Your projects@ or info@ mailbox is connected via Microsoft 365 or IMAP. Every client email becomes a ticket with a number, an owner and a status, and the sender is linked to their customer record. You reply from 5sDesk with your usual address, so the client notices no difference. That way, questions that come up during a project stay with the client instead of in someone's personal mailbox.
More about the shared inbox
A card is created from the ticket in the inbox, from the whole thread or from exactly one message. Card types such as concept, design, development, priority 1 to 10, due date and estimate. A recurring project starts as a copy of a board, with a new client and fresh owners.
More about tasks & Kanban
Timer on the ticket and the card, one running timer per person, billable yes or no. Reporting by client company resolves the company whether the time was on the ticket or on the task. The export opens straight in Excel with nothing to tidy up.
More about time tracking
Booking link in your signature, free slots from your own 5sDesk calendar and, when connected, from Outlook or Google. Teams or Google Meet link automatically, phone appointments even without an external account, reminder 24 hours before. For teams, a department pool with fair distribution.
More about appointment booking
Customers, companies and cards get the fields that define your business. A few examples from agencies:
Timer on the ticket and the card
Excel-ready export
Your own calendar, Outlook or Google
Every module in every plan
Hosted in Germany
Connect your mailbox or embed the form, set up a board, start the timer. Try it for 30 days.
