Management, strategy and specialist consultancies

The CRM for consulting firms.

GuardenerAI for consulting firms is a CRM that takes a consultancy from first conversation to signed statement of work and paid invoice. It is for independent consultants and small firms who want discovery calls, proposals, engagements and invoices on one record per client.

Consulting runs on relationships that take months to turn into work, then on engagements that need scoping, signing and billing. GuardenerAI keeps the long tail of conversations visible and the active engagements tidy.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

A pipeline you can forecast from

Every proposal is an opportunity with a stage, a value, a probability and an expected close date, so next quarter’s work is a board, not a guess.

Discovery calls booked in one click

Share a booking link that only offers times you are free on your Google or Microsoft calendar. The booking links to the person when the email matches one on file.

Statements of work signed fast

Send the statement of work from the client contact’s record. They sign on any device, and a partner countersigns if you need it.

Retainers on the pipeline

Recurring line items carry service dates and monthly value, so retainer revenue shows as MRR and ARR on each engagement.

The modules this runs on

Deep dives for consulting firms

How you set it up

Shaped around how consulting firms actually work.

Start from the Professional Services starter template in Settings, then adjust anything. Everything a template adds stays editable.

From the starter template

Matters

One record per live engagement. Rename it Engagements and change the practice areas to your service lines.

  • Matter Number
  • Client
  • Practice Area
  • Status
  • Responsible Partner
  • Opened
  • Hourly Rate
Built in

Opportunities with line items

Each proposal, with project fees as one-time lines and retainers as recurring lines.

  • Title
  • Stage
  • Value
  • Probability
  • Expected Close Date
  • Line items (one-time or recurring)
  • MRR
  • ARR
You create it

Workshops

A custom object you add if workshops or sprints are a product in their own right.

  • Title
  • Client (lookup to Company)
  • Date
  • Format (select)
  • Attendees (number)
  • Facilitator
  • Outcome notes

Suggested stages on Opportunities (Professional Services template)

  1. Prospect
  2. Conflict Check
  3. Qualification
  4. Proposal
  5. Negotiation
  6. Engagement Letter
  7. Closed Won
  8. Closed Lost
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Booking link

Discovery call

  1. A 30-minute link with your working hours, a buffer either side and a day’s minimum notice
  2. Two questions on the form: what prompted the call, and the budget range
  3. The prospect confirms by email, and the meeting syncs to your calendar
Action plan

Proposal follow-up

  1. Send the proposal, high priority, due the day the plan starts
  2. Follow-up call, due day 4
  3. Second follow-up with a case study, due day 10
  4. Decide: revise or close as lost, due day 21
Slash command

Weekly pipeline review

  1. An admin writes a /pipeline command once
  2. Anyone runs it in chat to list open proposals by stage and expected close date
  3. The assistant creates follow-up tasks for the ones you confirm

Client work stays confidential.

Your data lives in its own isolated, encrypted space with an audit trail of every change. The AI assistant works inside your workspace under your own permissions, so it can summarise a client document you attach with the same access rules as the rest of your data.

Read the security details →
FAQ

Questions from teams like yours.

Does it work for a one-person consultancy?
Yes. The free plan works for one person, and paid plans are priced per workspace rather than per user, so the bill does not change when you bring in an associate.
Can I track retainers as well as projects?
Yes. Add recurring line items to an opportunity with service dates, and it shows monthly and annual recurring revenue. GuardenerAI does not raise recurring invoices automatically; you invoice each period.
Does it track time?
Tasks have a built-in timer and manual time entries, which suits tracking effort on follow-ups and admin. It is not a timesheet or project-accounting tool.
Can clients book time with me directly?
Yes. Booking links offer only the times you are free, sync with Google or Microsoft calendars, and let the client reschedule or cancel from the confirmation email.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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