Resource planning for agencies and consultancies
Plan who works on what, then bill every hour of it
rubiflow gives agencies and consultancies one place to plan assignments, track real effective capacity, and turn the plan into accurate invoices. It syncs with BambooHR, so every utilization and billing number reflects who is actually available.
100%
Utilization visibility
Zero
Double-bookings
Minutes
To generate invoices
12 mo
Revenue projections
01 — The problem
Sound familiar?
These four gaps cost agencies and consultancies thousands in unbilled and misplanned hours every month.
Bench time blindness
Not knowing who is available and when means missed opportunities and lost revenue.
Double-booking chaos
Assigning the same person to two projects without realising they are overcommitted.
Spreadsheet invoicing
Manual billing that takes hours to assemble and still gets the hours wrong.
Utilization blindness
No real-time view of who is underutilized or overbooked across the team.
02 — The platform
Everything you need to plan with confidence
rubiflow replaces spreadsheets, manual tracking, and guesswork with a single source of truth.
Assignment planning
Assign people to projects across flexible date ranges and capacity patterns, on a custom Gantt and calendar. The planner blocks days people cannot work.
Conflict detection
Automatic alerts when people are double-booked or planned over their effective capacity. Never overcommit again.
Capacity and utilization
See utilization against real effective capacity, not just calendar days, with a 12-month outlook and clear visibility into who is on the bench.
Invoicing that matches reality
Generate invoices straight from the plan, with per-day entries, corrections, discounts, and extra line items. Rates always bill at the correct effective rate.
What-if simulations
Model future scenarios before committing. See how a new deal would move utilization and revenue.
BambooHR integration
Sync employees, time off, holidays, and terminations straight from BambooHR. Always up to date.
Clients and rate cards
Customers, per-role rate cards, and currencies as first-class data, so every new assignment prefills the right rate the first time.
Employee self-service portal
A separate portal where employees file requests through an approval workflow and record the certifications they have earned.
AI case-study capture
An AI-led interview collects reusable project knowledge, challenges, decisions, results, and quotes, and turns it into draft case studies.
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See rubiflow in action
Book a 30-minute walkthrough and see how rubiflow would fit the way your firm already plans.
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