Features
Built for how agencies and consultancies actually work
Every feature in rubiflow solves a real problem faced by services businesses running distributed teams across many projects and clients at once.
01 — Feature
Dashboard and analytics
A bird's-eye view of the whole organisation. Utilization against real effective capacity, not just calendar days, plus revenue projections and capacity conflict alerts, all updated in real time.
- 12-month utilization forecast with colour-coded thresholds
- Per-role and per-person breakdowns, with clear visibility into who is on the bench
- Projected revenue by currency (EUR/USD) with trend visualisation
- One-click CSV export from any chart
02 — Feature
Assignment planning
Assign people to projects across flexible date ranges and capacity patterns, on a custom Gantt and calendar view. The planner blocks days people cannot work, so you never plan billable work that bills nothing.
- Interactive Gantt and calendar views for every assignment
- Capacity patterns: every workday, specific weekdays, or a hand-picked set of days
- Blocks weekends, company holidays, and approved time off automatically
- Dynamic assignment counts per day on project bars
03 — Feature
Invoicing that matches reality
Generate invoices straight from the plan, with per-day time entries, corrections, discounts, and additional line items. Rates always bill at the correct effective, post-discount rate.
- Per-day time entries and corrections editable on an interactive Gantt
- Discounts that bill at the correct effective (post-discount) rate
- Budget statement showing invoiced, planned, and forecast cost side by side
- Additional line items for non-time-entry charges
- Excel export with employee summary and hours matrix
04 — Feature
Clients and rate cards
Manage customers, per-role rate cards, and currencies as first-class data, so a new assignment prefills the right rate every time and every invoice starts from the correct number.
- Customers managed as first-class records
- Per-role rate cards that prefill new assignments automatically
- Multi-currency support (EUR/USD) on rates and invoices
- One rate source of truth across planning and billing
05 — Feature
Reporting suite
Reports that answer the questions a partner actually asks. Utilization, profitability, billing, and unassigned employee tracking.
- Utilization report with excluded role filtering
- P&L per employee with salary data upload
- Project billing with per-project CSV export
- Unassigned employees with gap tracking
06 — Feature
What-if simulations
Model future scenarios before committing resources. Create simulation projects, assign employees, and see the impact on utilization and revenue without touching real data.
- Isolated simulation projects and assignments
- Side-by-side real and simulated utilization charts
- Per-project toggle for chart inclusion
- One-click promotion from simulation to real project
07 — Feature
Employee self-service portal
A separate portal for the team. Employees file requests through an approval workflow and keep a record of the certifications they have earned, without touching the planning workspace.
- Self-service requests such as remote work and VPN access
- Multi-step approval workflow with a clear status trail
- Certification records employees maintain themselves
- Separate access, kept out of the planning workspace
08 — Feature
AI case-study capture
An AI-led interview collects reusable project knowledge, the challenges, decisions, results, and quotes, then turns it into draft case studies your team can polish and publish.
- AI-led interview that draws out the story behind each project
- Captures challenges, decisions, results, and quotes
- Produces draft case studies ready to edit
- Turns delivery work into reusable sales and marketing proof
09 — Feature
BambooHR integration
Keep resource data in sync with your HR system. Employees, time off, holidays, and termination dates flow automatically from BambooHR.
- One-click employee directory sync
- Time off and holiday integration
- Automatic termination date handling
- Employee photos and job titles from BambooHR
Ready to see it in action?
Book a demo and we will walk you through every feature on this page, using numbers that look like yours.
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