Bizflow

For marketing and events agencies

From the brief to the invoice, margin intact.

Briefs, quotations, project budgets, supplier orders, crew payments, and client invoices, every cost checked against what you quoted.

Book a demoSee how it runs
Account lead presenting a client brief to her agency team around a meeting table
  • PRJ-0214 · Savanna Motors SUV launchMargin 36.8%, as quoted
  • Branding installation · budget used upKES 30,000 extra sent for approval
  • BP-0074 · brand ambassadors40 paid by M-PESA, one approval

Trusted by growing businesses across Kenya

businesses
50+
businesses
in transactions
KES 150M+
in transactions

Everything an agency runs on Bizflow

From the client's brief to the final invoice.

One system for account leads, producers, finance, and the crew at the event. Start with briefs and projects, and add the rest when you're ready.

How a project runs on Bizflow

One brief, priced, run, and billed.

An illustrative SUV launch for a car dealer, from the brief to the invoice. Each step starts from the one before it, so every cost traces back to the quotation the client approved.

Checked here: Budget and dates from the client

Briefs and estimates

Built for the event, not just the office.

Producers and crew leads work from their phones at the venue. Finance and directors see every project's budget and margin, live.

At the event

  • Work through the project's tasks and milestones
  • Ask for cash from the event float
  • Snap receipts for transport and small buys
  • See the margin from anywhere

In the office

  • Every project's margin, live
  • Budget lines that need attention
  • Client changes priced before they are done
  • Supplier bills matched to POs
  • Ambassadors paid in one batch
  • What each client owes
  • Who changed what, on every record

See which projects and clients pay.

Every project's margin and budget in one list, and profit by client, so you know which work to chase and how to price the next job.

SMActive

Savanna Motors SUV Launch

Savanna Motors Ltd

Client price
KES 1,518,000
Margin
36.8%
Budget used69%
KBPlanning

Kilima Breweries Trade Expo

Kilima Breweries

Client price
KES 2,240,000
Margin
41.2%
Budget used12%
BIActive

Home Fibre Radio Campaign

Bluewave Internet

Client price
KES 3,100,000
Margin
28.4%
Budget used54%
NGAt risk

Nyali Hotel Gala Dinner

Nyali Beach Hotel

Client price
KES 864,000
Margin
14.6%
Budget used97%

Profit by client · this year

24 projects · KES 38.6M billed
ClientProjectsBilledCostMargin
Kilima Breweries69,840,0005,610,00043%
Savanna Motors Ltd46,120,0003,980,00035%
Bluewave Internet37,450,0005,290,00029%
Nyali Beach Hotel54,380,0003,640,00016.9%

What agencies ask us about most.

Agency team planning a project around a table

Client changes that keep your margin

Scope grows on every project. Bizflow stops extra spend until it has a budget, and shows what to add to the client's price.

  • ✓Spend blocked when a line is used up
  • ✓Supplementary budget with a reason
  • ✓Client price updated at the same margin
  • ✓Approval on record
See projects
Account lead holding a tablet in the agency office

Ambassadors and freelancers paid in one go

Pay forty brand ambassadors after the event without forty M-PESA payments from someone's phone.

  • ✓Upload a list or reuse the last one
  • ✓Short numbers and repeats caught first
  • ✓Charged to the project's staffing line
  • ✓Failed lines fixed and resent
See bulk payments
Agency directors reviewing figures on laptops

Know which clients make money

See margin by project and profit by client, so you know which work to chase and how to price the next brief.

  • ✓Margin on every project
  • ✓Profit by client this year
  • ✓What each client owes, and how late
  • ✓Quoted against actual on every line
See reconciliation

KRA-certified eTIMS integrator

eTIMS on client invoices and supplier bills.

Agencies buy from many small suppliers and bill clients in large amounts. Bizflow keeps both sides right with KRA.

How Bizflow handles eTIMS

  • Client invoices through eTIMS

    Every client invoice is signed by KRA eTIMS when it is sent, with VAT at 16%.

  • Supplier invoices straight from KRA

    eTIMS invoices your venues, printers, and AV suppliers issue to your KRA PIN come into Bizflow as purchases. Match them to the PO and delivery, and only valid invoices count toward input VAT.

  • Supplier and freelancer documents

    KRA PINs, tax compliance certificates, and contracts kept on each supplier, with reminders before they expire.

  • A receipt for every ambassador

    Every brand ambassador and freelancer paid by M-PESA has a receipt code, posted to the project and the right account.

  • Buyer-initiated invoices

    Hiring a small supplier for props, decor, or transport who can't issue eTIMS invoices? Raise the invoice for them. They accept it, KRA signs it, and the spend is backed by an eTIMS invoice.

  • One VAT summary before the 20th

    Your eTIMS sales and purchases feed one VAT summary: output VAT, input VAT, and what you will pay, with every invoice behind each figure.

Your books

Books that keep up with every project.

Client invoices, supplier bills, and event spend reach your books without retyping. Sync to your accounting system, or keep the whole ledger in Bizflow.

Sync to QuickBooks Online or Zoho Books

  • Connect once with your QuickBooks or Zoho sign-in
  • Your chart of accounts, tax rates, suppliers, and customers come across
  • Expenses, petty cash, bills, invoices, and customer payments go back
  • Petty cash can post the moment it is approved or paid
  • Stock issues, receipts, and adjustments post as journals in QuickBooks

Bizflow accounting

Or keep your books in Bizflow

  • Chart of accounts, with journals you can post and reverse
  • Bank and M-PESA statements reconciled
  • Trial balance, profit and loss, balance sheet, and cash flow
  • Receivables and payables ageing
  • Close and lock each month, with year-end close
Posted to the right account:Client invoices and paymentsVenue, print, and AV billsEvent floats and crew expenses

Illustrative example

One launch, start to finish.

A three-day SUV launch quoted at KES 1.52M, followed from the client's brief to the invoice.

Speaker on stage presenting at a launch event

  1. 18 Aug

    Brief from the client

    Savanna Motors: 3-day SUV launch, 25 to 30 Sep, budget around KES 1.5M.

  2. 22 Aug

    Quotation sent, KES 1,518,000

    EST-0438 from the rate card. Internal cost KES 960,000, margin 36.8%.

  3. 29 Aug

    Approved, project set up

    The quotation's 8 lines become PRJ-0214's budget, with client cost and internal cost on each.

  4. 10 Sep

    Suppliers booked

    POs for the venue, sound and lighting, and branding, each against its own line.

  5. 19 Sep

    Client adds 6 banners

    The branding line is used up, so a KES 30,000 supplementary budget and a KES 37,500 price change go for approval.

  6. 25 Sep

    Event float issued

    KES 50,000 to the crew lead for transport and small buys, every payment against the project.

  7. 1 Oct

    40 ambassadors paid

    BP-0074, KES 180,000, approved once and paid to M-PESA.

  8. Today

    Client invoice sent

    INV-3102 for KES 1,518,000 plus VAT, signed by eTIMS.

36.8%Margin, as quoted
KES 300,600Of the budget still unspent
1 approvalTo pay 40 ambassadors

Illustrative example built from Bizflow's demo data. The same project appears on the Projects page.

What does a small overrun really cost?

Agency margins rarely go in one big mistake. They go in extra banners nobody priced, a supplier who charged more, and transport nobody budgeted. Try it with your own numbers.

Margin you priced36.8%
Margin after overrun31.7%
Profit lostKES 76,800

A 8% overrun on cost takes this project from 36.8% to 31.7% margin. Bizflow checks every request and order against the budget before the money is committed.

Bizflow AI · connects Claude through MCP

Ask Bizflow AI about your projects.

Connect Claude to Bizflow and ask about clients, projects, suppliers, and margins in plain English. Answers come from your live Bizflow data.

How Bizflow AI works
Bizflow AI Connected to Claude

Which clients made us the most money this year?

Claude read from Bizflow · Projects · Profit by client

Kilima Breweries, at 43% margin on KES 9.8M billed. One client is well below the rest.

  1. Kilima Breweries6 projects43.0% margin
  2. Savanna Motors4 projects35.0% margin
  3. Nyali Beach Hotel5 projects16.9% margin

Frequently asked questions

Does it start from the brief?

Yes. Log the client's brief with their budget and dates, price it as a quotation from your rate card, and when the client approves, it becomes the project with its budget lines.

Can we see what each line costs us, not just what the client pays?

Yes. Every quotation and project line has the client price and your internal cost, so you see the margin on each line and on the whole project.

What happens when the client asks for more?

When a budget line is used up, new spend on it is blocked. Request a supplementary budget with the reason, and Bizflow shows what to add to the client's price to keep the margin. Once approved, the budget and price update.

How do we pay brand ambassadors and freelancers?

Upload the list or reuse the last one, check the numbers, approve once, and Bizflow pays everyone to M-PESA, charged to the project's staffing line. Failed lines can be fixed and resent on their own.

Can the crew spend at the event?

Yes. Give the crew lead an event float. They ask for transport and small buys from their phone, snap receipts, and every payment is charged to the project.

Can we run many clients and projects at once?

Yes. Each project has its own budget and approvals, and directors see every project's margin and profit by client in one place.

Does it handle eTIMS?

Yes. Bizflow is a KRA-certified eTIMS integrator. Client invoices are signed when they are sent, and supplier invoices are checked with KRA before you pay. You can also raise buyer-initiated invoices for suppliers who can't issue their own.

Can I start with one project?

Yes. Many agencies start with briefs and one live project, then add supplier POs, crew payments, and invoicing.

Does it work with our accounting system?

Yes. Bizflow syncs expenses, petty cash, bills, invoices, and customer payments to QuickBooks Online or Zoho Books, and brings your chart of accounts, tax rates, suppliers, and customers across. Or keep the whole ledger in Bizflow, with journals, bank reconciliation, trial balance, profit and loss, balance sheet, and cash flow.

The plan that fits an agency.

Agencies usually start on Growth, which includes projects with budgets and margin, purchase orders and bills, and bulk payments for crew and freelancers. Larger agencies with several approval levels move to Business.

Compare all plans

GrowthMost agencies

KES 12,000 a month

Or KES 10,800 a month, paid yearly

  • ✓Projects with budgets and margin
  • ✓Requisitions, purchase orders, and bills
  • ✓Bulk payments for crew and freelancers
  • ✓Payment reconciliation
  • ✓10 users and 3 branches

Business

KES 27,000 a month

Or KES 24,300 a month, paid yearly

  • ✓Everything in Growth
  • ✓eTIMS purchases, imports, and VAT summary
  • ✓Multi-level approval workflows
  • ✓Full audit trail
  • ✓25 users, unlimited branches

Protect the margin on every brief.

See your own clients in Bizflow: briefs, quotations, project budgets, suppliers, crew payments, and invoices in one place.

Get started Book a demo