The evening admin
An adviser does the work at the client’s table. The recording happens afterwards: typing up the report in the evening while the conversation is still fresh, and at the end of the month reconstructing the hours, travel time and mileage from the calendar. Anyone who has to account for their time to a client or a grant body loses several extra days on top of that, because those figures live in a different file from the reports — and the two rarely match up.
That work doesn’t disappear on its own. But it can be done there and then, on the client’s doorstep, instead of at the laptop in the evening.
Capturing it in three steps
- Capture it on the move. In the mobile app you pick the contact and record the conversation, or type a short note. The audio is uploaded in chunks and the upload is resumable, so an hour-long conversation still arrives even if you drive through a signal gap on the way. What you capture appears as an activity on the client’s timeline — the same timeline as on the web, not a separate mobile corner.
- AI drafts it, you approve it. The recording comes back as a summary, and for advisory engagements three lists as well: which issues your contact raised, which advice you gave, and what still needs looking into. These pre-fill the activity form. You read it over, correct it and save it; nothing goes to the client or the commissioning body automatically.
- Hours and costs in the same action. During that same visit you log hours worked, travel time, mileage and expenses, together with a time-entry type — intake, advice, reporting, meeting. An entry moves from draft to submitted and then to approved or rejected, and whoever approves it never does so for their own entries.
A submitted or approved entry is locked and can no longer be changed; otherwise “approved” would be a statement about something that could still change afterwards. A rejected entry goes back to draft together with a reason, because that is exactly what rejecting means: revise and resubmit.
Engagements and accountability
When the work for a client spans several visits — a coaching engagement, a scheme, a grant — you attach those visits to an engagement: a case file at the client with a name, the scheme it falls under and the consultant responsible. What happened in that case file then sits together in one place, including the hours and mileage spent on it.
For your own records you export a period as CSV: one line per visit, client, engagement, consultant, time, mileage and cost. By default only what’s approved, everything if you prefer. The file is built to be read straight into whichever time-processing or accounting package you already use, without edits — it doesn’t matter which one that is.
What happens to a recording
Recording a conversation is something you do with your contact’s knowledge. That’s an agreement you make at the table, not a setting in the software — and it’s why we’re explicit about it here.
What the platform does handle: everything runs on our own infrastructure in European data centres, with no mandatory routing via the United States. The summary stays attached to the activity; the raw transcript only if your environment chooses to keep one, with a self-configured retention period in days. The audio stays in place for seven days by default so you can check the write-up against what was actually said, and is then deleted automatically. The consultant features are off by default and switched on per environment; that change is logged.
Who it’s for
Consultancies and engineering firms that bill by the hour and account per assignment. Advisory and coaching organisations that work with a grant or scheme and need to show what was done per engagement — energy coaches, supported-housing advisers, business support services. Occupational-health, HR and absence advisers who sit down with employers and want to keep their visits properly on record. And any organisation with advisers in the field that currently keeps two sets of records: one with reports and one with hours.
The apps around it
CRM is the foundation: the customer record, the timeline, the engagements, the entries and the export all live there. With LSQApp you capture things on the move, Agenda holds the visits, and with Bonnen you photograph a parking receipt or a lunch so the amount and VAT are read off automatically. You use Time Tracker for hours that aren’t tied to a client visit — preparation, office days, internal projects.
Alongside that: CRM Documenten turns a report into a PDF from a template, Klantenportaal shares it securely with the client or has it signed, Subsidies keeps track of applications and accountability for anyone working with a scheme, and AI Mail keeps correspondence with clients in one place. You only activate what you use. The screens are available in Dutch, English, French and German.
Want to see how this fits the way you work? Get in touch for a demo, or create an account.
