Webisoft x Antimodular
Operational Visibility, Financial Control, and Proposal Workflow
Context
From our conversation, it is clear that the objective is not simply to improve one tool — it is to get operational visibility across a fragmented stack. Today, critical information lives across QuickBooks, HubSpot, Notion, Coda, Dryrun, Google Sheets, and Slack. Each tool holds a piece of the picture, but none of them talk to each other in a way that gives leadership a single, reliable view of where things stand.
With a team of 19 people across production, design, exhibitions and communications, and admin and finance, the need for clarity is not theoretical — it is operational. Decisions about hiring, project scoping, pricing, and cash management are being made without complete data, and the cost of that gap compounds every month.
Key Priorities
Most important areas:
Additional needs:
Option 1: Custom Dashboard
Custom Project Budget Tracking Dashboard
What's included
- Centralized project budget dashboard pulling from QuickBooks, HubSpot, and Notion
- Real-time expense tracking per project with receipt categorization
- Cash flow forecasting based on actual revenue and committed costs
- CRM pipeline summary with stage, value, and close probability
- Month-by-month financial breakdown by project and department
- USD/CAD handling for mixed-currency deals and expenses
- SR&ED expense tagging for eligible R&D costs
- Multi-scenario forecasting (optimistic, conservative, worst-case)
- Role-based access for leadership, finance, and project leads
- Automated data sync from connected tools (no manual re-entry)
- Hosted and maintained — no ongoing infrastructure management required
Likely integrations
Why it's valuable
This gives leadership a single source of truth for financial and project health — without replacing any existing tool. It sits on top of the current stack and makes what already exists more useful by connecting it.
Considerations
This approach works best when the underlying tools are being used consistently. If data entry is inconsistent across QuickBooks or Notion, the dashboard will reflect those gaps. It solves visibility, but does not address workflow fragmentation at the source.
Option 2: Custom Proposal Tool
Custom Proposal Tool
What's included
- Branded proposal builder with reusable templates and sections
- Dynamic pricing tables with per-line cost, margin, and total calculations
- Version history and approval workflow for internal review
- Client-facing proposal links with view tracking and e-signature
- CRM integration to auto-populate client details from HubSpot
- PDF export with consistent branding and formatting
- Analytics on proposal views, time spent, and conversion rates
Why it's valuable
Proposals are the entry point to every project. A dedicated tool eliminates copy-paste errors, enforces consistent pricing, and gives leadership visibility into what is being quoted, when, and to whom — before the project even starts.
Considerations
This solves a real workflow pain point but is narrower in scope. It does not address financial visibility, expense tracking, or cash flow — those would still depend on the existing tool stack or a separate initiative.
Strategic Path: Odoo ERP
Odoo ERP + Integrations
Why it stands out
Why it may be the right long-term fit
Odoo consolidates CRM, project management, finance, expenses, time tracking, and approvals into a single platform. Instead of building bridges between seven disconnected tools, the data lives in one place from the start. For a team of 19 managing complex multi-department operations, this removes the root cause of fragmentation rather than patching over it.
Important considerations
Odoo requires a real implementation effort — data migration, workflow configuration, and team training. It is not a quick win. The investment is lower in dollars but higher in organizational change. It is best suited for teams ready to commit to a single operational backbone rather than layering more tools on top of the current stack.
Our Perspective
Choose the dashboard
If financial visibility is the most urgent need — knowing where money is going per project, forecasting cash flow, and giving leadership a consolidated view — the custom dashboard delivers that without disrupting any existing workflows.
Choose the proposal tool
If client-facing workflow is the first priority — standardizing how proposals are created, priced, reviewed, and tracked — the proposal tool solves a specific, high-frequency pain point and pays for itself quickly.
Consider Odoo
If the long-term goal is operational simplification — one system for CRM, project management, finance, and approvals — Odoo replaces the need for most of the current stack and eliminates the fragmentation at its root. It requires more upfront commitment but delivers the most durable result.
Next Steps
The next step is straightforward: a short engagement letter with a small deposit to lock in scope and timing. Before committing to a direction, we recommend a focused workshop to review all three paths side by side:
That session will give your team the clarity to make a confident decision — with full context on cost, timeline, and trade-offs for each path. From there, we move directly into execution.
Ready to move forward?
Reach out to schedule the workshop or discuss any of the three paths in more detail.
WBSFT®
Prepared for Antimodular · April 2026