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Most agencies have a standard routine. A creative finishes a set of ads in Asana, or a developer pushes code in GitHub. The work is done, but the billing process has barely started.
Currently, the workflow usually looks like this:
You are probably familiar with this to the core. Getting the job done isn't the end of the work; it’s just the beginning of the admin work. This manual reconstruction wastes hours on tasks that don't help you grow. Every hour spent digging through tools is an hour not spent winning new clients.
There are many tools designed to help with this, and they all have their place. However, they often solve only half of the puzzle.
Manual Time Trackers (Toggl, Harvest, Everhour) These are the industry standard for manual entry. They give you great data, but they still rely on your team remembering to press "start" and "stop." If a designer forgets to hit the timer during a "quick" client edit, that revenue is gone forever. These tools track time, but they don't capture the work itself.
Accounting Software (QuickBooks, Xero, FreshBooks) These are great for sending the final PDF and managing your books. But they aren't built to understand the "messy" reality of daily production. They are the destination for your data, not the engine that creates it.
The Staffing Agency Bill Rate Calculator Many agencies use a bill rate calculator to protect their margins. While these help you set the right price, they don't help you find the hours that were never logged. Even the best bill rate won't save your margin if 15% of your team's work is never captured.
Rinkta doesn't just track time; it bridges the long gap between "work done" and "invoice sent."
Real-Time Work Capture Instead of waiting for a team member to remember a log, Rinkta watches your project tools in real-time. You connect Rinkta to Asana, ClickUp, GitHub, Linear, Basecamp, or Fizzy, in under five minutes. The moment a task is completed, Rinkta sees it and creates an entry. You no longer need to chase your staff to fill out timesheets.
AI-Powered Time Estimation Unless your team tracks time perfectly, the hardest part of billing is guessing how long a task took after it is finished. Rinkta eliminates the guesswork by analyzing the task description and activity to estimate time based on actual work performed. You stop losing revenue from those "quick" edits that usually go untracked.
Automated Invoice Generation Rinkta turns captured data directly into a billable entry. It generates the invoice for you, removing the risk of typos or manual errors. It even handles complex parts like tax rates and exchange rates for international clients.
When you stop rebuilding your week from memory, the constant "admin noise" finally disappears. Instead of spending days chasing missing hours, your leadership team can actually focus on the work that matters. Rinkta turns billing into a quiet background process, so you can spend your energy on growing the agency instead of just managing paperwork.
Who is Rinkta for?
It is built for service businesses like advertising agencies who use digital project management tools.
Isn't tracking time just part of the game?
We hear this a lot: "It only takes 10 minutes a week." The reality is that it’s not the 10 minutes of data entry that hurts; it’s the cognitive load. Asking a developer or designer to switch from "maker mode" to "accountant mode" multiple times a day breaks their flow.
Does Rinkta replace my current project management tool?
Not necessarily. Rinkta works with your existing tools like Asana and ClickUp. It simply adds an automation layer to handle the billing part.
Is AI time estimation accurate?
Yes. Rinkta estimates time based on the actual scope and complexity of the tasks completed in your work tools.
If we stop tracking time manually, how do we know we’re actually profitable?
Most owners use time logs to hunt for "utilization rates" and "efficiency." But manual logs are often "performative", meaning, people log what they think they should have worked, not what they actually did. Rinkta shifts the focus from hours to outcomes by showing all your business "ins and outs" in a single dashboard.
This dashboard demystifies your revenue. It breaks down profit by client and project so you can see your real profit makers and catch "money-pit" projects that bleed cash. You get a clear view of your monthly revenue and margins in one place. No more digging through files or guessing; you simply open the dashboard and know exactly where your business stands.
I’ve already built a 'good enough' internal system. Why move?
Many agencies have a "Frankenstein" workflow: a mix of spreadsheets, manual exports, and various apps held together by sheer willpower. It works, but it requires a a person who knows the business inside-out (usually the owner or the head of ops) to be the final bottleneck who checks for errors and fixes broken links. Rinkta is designed to let you step out of the operator role so the system handles the reconciliation while you focus on high-level growth.
Can I still use my current accounting software?
Rinkta is designed to bridge the gap between "work done" and "invoice sent." It handles the capture and generation so your accounting becomes much cleaner.
Is there a free version?
You can start with a free 7-day trial (mo credit card required) to see how it connects to your specific workflow.
The traditional way of billing for agency work is broken because it relies on human memory. Until Rinkta, you had to choose between tedious manual tracking or losing money to unbilled hours. Now, you can let the work bill itself.
Here's the deal.Use it free for 7 days. If you don't save at least a couple hours or find work you should have billed, we'll refund everything. No questions, no hassle.
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