Financial clarity for agencies and consulting firms
Track project profitability, manage contractor costs, and know your true cash position across every client engagement. RunwayCal connects milestone revenue, contractor spend, and collection timing so business owners see cash reality instead of invoice totals.
- Milestone deal tracking
- Contractor cost visibility
- Per-client collection speed
- True Cash Position
The challenge
Agencies and consulting firms grow revenue while cash timing creates constant pressure. These three patterns cause the most damage.
Revenue arrives in milestones, not monthly subscriptions
You close a $120K project but cash comes in three installments over six months. Your bank balance says $200K but $80K of that is already committed to contractors. The revenue looks strong on paper while payroll is due in eight days. Without milestone tracking tied to actual collections, every financial decision is based on a number that overstates what you can spend.
Contractor costs fluctuate wildly
One month you have five contractors, the next month twelve. Payroll changes faster than any spreadsheet can track. A sudden project ramp means three new contractors at $8K each, but the client payment for that phase does not arrive for 45 days. Your burn rate from last month is meaningless for planning this month.
Multiple clients mean multiple payment timelines
Client A pays Net 15, Client B pays Net 45, Client C is 60 days overdue. Which cash is actually available? When three clients owe you money on different schedules, your receivables total looks healthy but your bank account tells a different story. You need visibility per client, not a single lump sum on an aging report.
How RunwayCal helps
Deal tracking with milestone-based payment schedules
Each client engagement is a deal with defined milestones, payment amounts, and due dates. Track which milestones are invoiced, which are collected, and which are overdue. RunwayCal shows committed revenue separately from collected cash so your runway reflects money you actually have, not money you expect.
Contractor cost tracking through payroll integrations
Full-time team and contractor costs flow into burn rate automatically. Contractor commitments appear as scheduled outflows with contract end dates. When you model adding contractors for a new project, you see the runway impact before you send offer letters.
Collection speed monitoring per client
RunwayCal calculates average days to payment for each client based on historical receipts. Clients who consistently pay late surface in your dashboard. You see which engagements are creating cash pressure before payroll is at risk.
Cash position that accounts for committed work
True Cash Position subtracts contractor obligations, tax payments, and committed payroll from your treasury balance. Expected collections from outstanding invoices add back in with realistic timing. The result is a number you can plan around, not a bank balance that includes money already spoken for.
Features that matter for agencies
Project profitability by engagement
See revenue, direct costs, and margin per client project. Identify which engagements grow the business and which consume cash while waiting for payment.
Scenario modeling for hiring decisions
Model adding contractors or full-time staff against your current pipeline. See runway impact before you commit to new headcount.
Multi-client dashboard
Fractional CFOs and agency owners managing multiple client books can run separate instances with consolidated visibility on Growth plans.
Board-ready exports
Generate financial summaries for partners or investors from live data. No Friday spreadsheet rebuilds before stakeholder meetings.
A digital agency that nearly missed payroll twice
A 15-person digital agency was growing revenue 40% year-over-year but nearly missed payroll twice. The problem was not revenue, it was timing. $180K in outstanding invoices looked great on paper but cash in the bank was $45K with $52K in payroll due in eight days.
After connecting accounting data and setting up deal tracking in RunwayCal, the business owner could see the gap 45 days in advance and adjust collection follow-ups accordingly. Milestone payments mapped to contractor obligations made the cash shortfall visible before it became a crisis. Payroll stress dropped from twice a quarter to zero.
Metrics agency owners actually track
Collection Speed
Average days from invoice to payment, tracked per client
Contractor Burn %
Contractor costs as share of total monthly burn
Milestone Collection Rate
Percentage of invoiced milestones collected on time
Client Concentration
Revenue share of your largest client relative to total
True Cash Runway
Months of runway based on available cash after obligations
Project Margin
Revenue minus direct delivery costs per engagement
Stop guessing when client payments will arrive
Free to start. No credit card required.