Skip to content
Enjoy complimentary data migration when switching from your existing bookkeeper or CPA to Institution.
Institution
Agencies

Keep delivery, billing, and cash collection in sync.

Track scope, contractor costs, milestone billing, receivables, and reporting around the same client engagement, so finance follows the work instead of chasing it.

Get startedRequest demo
Illustrative workflow
  1. Scope
    Retained
  2. Contractors
    Documented
  3. Expenses
    Coded
  4. Milestone
    Approved
  5. Invoice
    Issued
  6. Receivable
    Open
  7. Collection
    Applied
  8. Reporting
    Assembled
Engagement record

One central record. Every downstream question resolves against it.

Active engagement
Client · Brand refresh, phased
Ready
Scope
Retained scope + versioned changes
Billing structure
Milestone with retainer
Contractor evidence
Documented and current
Expense support
Coded to engagement
Invoice status
Milestone two, ready
Receivables status
One open, one collected
Reporting classification
Retained on P&L context
Delivery evidence
Linked per milestone
Engagement activity
  • Client approved scope v1
    Opened
  • Institution reviewed contractor evidence
    Mid-cycle
  • Institution issued invoice
    Milestone one
  • AR recorded partial collection
    Applied
  • AR scheduled reminder
    Follow-up
Milestone billing

Delivery evidence becomes an invoice becomes a collection.

Focus
Milestone two · Ready for invoice
Approved delivery evidence has been retained. Billing runs on the standing cadence.
Approval
Step
Milestone approved by client
Invoice readiness
Step
Line items + evidence linked
Invoice issued
Step
Sent on cadence
Receivable
Step
Open on aging
Collection record
Step
Applied when received
Reconciliation
Step
Ledger update retained
Interruptions

Where an engagement stops moving, and who owns each pause.

  • Scope change requested
    Owner: Client lead
    Versioned on engagement
    Routed
  • Missing contractor record
    Owner: Institution · Ops
    Chased on request cadence
    Routed
  • Milestone not approved
    Owner: Client
    Delivery evidence in review
    Routed
  • Invoice dispute opened
    Owner: Institution · AR
    Review record opened
    Routed
  • Partial collection received
    Owner: AR
    Applied; balance remains open
    Routed
Project context

Keep delivery, cost, cash, and reporting tied to the same engagement.

Delivery stage
Milestone two, in review
Contractor costs
Coded to engagement
Billing status
One invoice open
Receivables
One collection applied
Reporting stays grounded in the engagement records on file, with project context tied back to the reviewed books.
Records retained

The records carried from engagement through collection.

Engagement financial record
Scope, billing, deliverables
Contractor-document checklist
Prepared for tax cycle
Billing schedule
Milestone cadence and status
Receivables review
Aging and open items
Project reporting
Engagement context in the pack
Connected services

Coverage that follows the engagement.

Bookkeeping & Close
Input
Engagement records
Handoff
Project-coded ledger
Output
Reviewed close
Review the close workspace
Accounts Receivable
Input
Invoice cadence
Handoff
Follow-up + disputes
Output
Cash applied
See receivables cadence
Accounts Payable
Input
Contractor + expense
Handoff
Approvals
Output
Ledger entry
See approvals
Financial Reporting
Input
Reviewed close
Handoff
Engagement context
Output
Reporting pack
Understand the reporting pack
Controller Support
Input
Reviewed close
Handoff
Standing agenda
Output
Sign-off record
See controller review
CFO Advisory
Input
Reviewed record
Handoff
Scenario framing
Output
Decision context
Explore advisory context

Questions from agency operators.

  • How is contractor documentation handled?
    Your team supplies contractor details and supporting records. Institution organizes the agreed records and coordinates the handoff to the preparer or filing provider within the engagement scope.
  • How are scope changes tracked?
    A scope change becomes a versioned record on the engagement, with the corresponding billing and delivery evidence updated. Prior versions are retained.
  • What triggers a milestone approval?
    Documented delivery evidence tied to the milestone. Billing and revenue recognition follow the contract terms and applicable accounting policy.
  • How are invoice disputes routed?
    A dispute opens a review record: reason, evidence requested, current owner, and conclusion. Any write-off goes through an explicit review.
  • How is partial collection recorded?
    The receivable retains its open balance with the collection applied against it. Follow-up continues on the standing cadence.
  • What does project reporting context mean?
    The reporting pack shows engagement-level detail alongside the P&L so leadership can see what is driving the numbers.
  • Does this work for marketing, creative and software development agencies?
    The scope can follow retainers, time-based work or milestones. Bring contracts, invoices, time and project records, contractor costs and reimbursable expenses. Agree project tags and cost allocation before expecting a useful client or project margin report.
  • What should an agency compare when choosing a bookkeeping plan?
    Compare support for deposits, unbilled work, contractor costs, pass-through spend, collections and project reporting. Finance Desk is $299/month or $2,799/year, plus state fees; complex accrual accounting or multiple entities may need Managed Accounting or a custom scope.
  • Are contractor payments, payroll filings and sales tax automatically included?
    No. Reconciling payroll and contractor records is distinct from running payroll, moving money or preparing every return. Identify payment approvals, payroll administration, contractor filings and jurisdiction-specific tax work in the engagement.