Priority deal focus
Surface the deals that need motion this week—not the ones already stalled.
Proposal-to-cash software for agencies, consultants, contractors & studios
Turn leads into signed, paid,
kicked-off projects — in one place.
It starts the moment a lead lands from your website form. TotalDeal is the all-in-one system service businesses use to capture every lead, keep it moving through your stages, then send the proposal, get it signed, collect the deposit, and kick off the project — without stitching together a CRM, DocuSign, QuickBooks, and Calendly.
Free to start. No credit card. Pro $199/mo · Unlimited users.
Command Center — live pipeline & priorities
Sound familiar?
Running a service business shouldn't feel like this.
If you're juggling more than two tools to manage client work, something is already slipping.
Leads fall through the cracks
You follow up with some contacts, forget others. There's no single view of what's warm, what's stalled, and what needs action today.
Proposals live in a different universe from the work
The client approves—then nothing moves because the proposal PDF is in email, the project is in a different app, and invoicing is in a third place.
Approvals turn into email chains
"Did they approve the latest version?" You're digging through threads to figure out what was agreed before you can move forward.
Invoices go out late—and payments come in later
Billing gets handled after everything else. By the time you send the invoice, the context is gone and following up feels awkward.
The proposal-to-cash workflow
One system. Proposal to signed to paid to kicked-off.
The win isn't any single feature — it's that every step connects. Capture the lead from your website form, move it through your stages so none slip, send the proposal, get the signature, collect the deposit, and start the project on the same record — with the next step always teed up for you.
1
Capture
Website forms create leads
2
Follow up
Move leads through stages
3
Proposal
Scope and send
4
Sign
Review and e-sign
5
Deposit
Invoice and collect
6
Project
Kick off and deliver
7
Paid ✓
Bill the rest, get paid
Lead capture & cockpit
Capture every lead — then see every open deal in one view that tells you the next move.
It starts at the top of the funnel. TotalDeal captures leads straight from your website forms, drops them into your pipeline, and makes sure every one gets followed up. From there the same cockpit shows what's sent, what's signed, what's stalled, and surfaces the next move so deals keep heading toward paid. It's the engine that feeds proposal-to-cash.
- Website forms capture new leads automatically — straight into your pipeline, no copy-paste
- Move leads through your own sales stages so none slip through the cracks
- Pipeline view shows every deal by stage, owner, and days since last activity
- AI Deal Doctor flags stalled proposals and suggests what to do next
- Send proposals, reminders, and follow-ups from the same record — and yes, it replaces your CRM too
Never lose track of work
Win the deal. Don't lose the work in the handoff.
The moment a deal is won, most tools go silent. In TotalDeal, winning a deal starts the project—same client, same context, same record. Nothing needs to be rebuilt from scratch in another app.
- Won deals become projects with one click—context, files, and notes all carry over
- Project views show tasks, milestones, owners, and delivery status
- The client portal keeps clients updated without you chasing them with status emails
Get approvals without chasing
Stop digging through email to find out if something got approved.
Approval chaos is a workflow problem, not a client problem. When review, comments, revisions, and sign-off happen in one place—everyone can see what's approved, what's pending, and what's blocked.
- Clients review and comment directly on documents inside the portal—not in email
- Approval status is visible to the whole team in real time
- Revision requests stay attached to the work, not scattered across threads
Get paid without friction
Invoice the moment work is done. Collect before it gets awkward.
Billing delays cost small teams real money. When your invoice tool is disconnected from your delivery workflow, billing always gets pushed to "later." In TotalDeal, invoicing is right where the work already lives.
- Create invoices from the project record—no re-entering scope or client details
- Send pay links and collect payments online through Stripe
- Invoice status (sent, viewed, overdue, paid) is visible across the whole team
In the product
Real screens. Real workflows.
Demo-environment screenshots—not mockups. See how the pieces stay connected across the full lifecycle.
Documents + approvals in one place
Proposals, contracts, and client files stay tied to the deal—not floating in Google Drive.
Activity and calendar
Tasks, follow-ups, and events all connected to the deals and clients they belong to.
Why not just use…
HubSpot, Pipedrive, or spreadsheets are great—until the work starts.
Every tool has its place. But if you do client work, the problem isn't the CRM. It's what happens after the deal closes.
vs. HubSpot
Powerful, but built for sales teams—not service delivery.
HubSpot is excellent at contact management and pipeline. But proposals, approvals, project delivery, and invoicing all require add-ons, integrations, or workarounds.
- Proposal workflows need separate tools
- Post-sale delivery is out of scope
- Billing requires another integration
- Gets expensive fast as you add features
vs. Pipedrive
Clean pipeline. No delivery. No billing. Stops at the close.
Pipedrive keeps deals organized well. But once the deal closes, delivery happens somewhere else. Invoicing happens somewhere else. Context evaporates.
- Strong pipeline, but ends at "won"
- No built-in project or approval workflow
- Billing requires a third-party tool
- Handoff gaps create revenue delays
vs. Spreadsheets
You can build anything in a spreadsheet. That's the problem.
Spreadsheets are flexible, but they're owned by whoever built them, don't send reminders, can't manage files, and fall apart the moment two people need to work in the same place.
- No accountability—anyone can change anything
- Can't trigger follow-ups or approvals
- Files and comments live elsewhere
- Doesn't scale past the person who built it
What operators say
Teams who stopped losing things between the cracks.
★★★★★
We used to track proposals in a spreadsheet and invoices in FreshBooks. After a deal closed, half the context was gone. TotalDeal fixed that—everything lives in one place and invoicing happens the same day delivery wraps.
Owner, Creative Studio
★★★★★
AI Deal Doctor is the first feature I've used that actually changed my behavior. I check it in the morning, it tells me what's slipping, and I actually follow up. We closed 20% more deals this quarter because of it.
Sales Manager, Boutique Agency
★★★★★
Setup took a day. We replaced our CRM, Notion boards, and invoice tool. The thing that surprised me was how much faster we get paid—because invoicing is right there when you close the project, not something you remember two weeks later.
Independent Consultant
Pricing
Start free. Upgrade when the team grows.
Starter at $99 for small sales teams. Pro at $199 unlimited users for the full platform.
Free
Get started
$0
forever
- Up to 100 contacts
- 1 user
- Basic CRM and pipeline
- Activity tracking
Starter — Small teams
Sales & follow-up
$99
per month · up to 5 users
- Unlimited contacts
- Deals, pipeline & projects
- Email campaigns & drip
- 25GB storage
Pro — Full platform
Everything included
$199
per month · unlimited users
- Everything in Starter
- Documents, portal & approvals
- AI Deal Doctor
- Invoice & payment blocks
- 100GB storage included
- Many teams use QuickBooks too — your choice
Common questions
Straight answers.
Is TotalDeal just another CRM?
No. TotalDeal starts with a CRM but covers the entire client lifecycle: proposals, document approvals, project delivery, client portal, invoicing, and payment collection—all connected to one customer record. If you only need a contact list, there are simpler tools. If you need a CRM that supports how service work actually gets done, TotalDeal is built for that.
How long does setup take?
Most teams have their first live workflow in an afternoon. Add your pipeline stages, import contacts, set up a document template, and start using it. There's no months-long implementation required.
Does it replace our invoicing tool?
Not necessarily. Many teams keep QuickBooks for accounting and use TotalDeal for sales, deals, projects, and follow-up. Pro includes invoicing and pay links if you want billing inside the same system — especially useful for smaller shops without QuickBooks.
Is this right for a solo operator or small team?
Yes. Free works for solo eval. Starter ($99/mo, up to 5 users) fits a small sales team running deals, projects, and email campaigns. Pro ($199/mo) adds unlimited users plus documents, portal, AI, and invoicing.
Ready to simplify?
Run your entire client workflow in one place.
No more lost deals. No more approval loops. No more chasing payment. Set up in an afternoon—not a quarter.
Find the workflow page that matches your search
Specific buyer pages for the exact use case you're researching.
CRM for Small Business
Contacts, deals, follow-up, manager visibility, and forecasting.
Best CRM for Small Business
Practical comparison for buyers evaluating fit and workflow depth.
CRM with Proposals & Invoices
Lead-to-payment workflow when billing is central to delivery.
CRM with Client Portal
Client-facing approvals, updates, and payment visibility.
CRM for Service Businesses
Delivery, approvals, revisions, and invoices from one place.
CRM for Freelancers
Run client work without process chaos or tool sprawl.
CRM for Consultants
Leads, scoped work, delivery, invoices, and follow-through.
CRM for Agencies
Connect selling, approvals, delivery, and billing.
CRM with Invoicing
Billing, payment follow-up, and CRM together.
Lead-to-Payment Workflow
Step-by-step operating model from first inquiry to paid.
Deal Tracking Software
Owner clarity, stage visibility, and active follow-through.
Contact Management
Shared history, owners, tasks, and deal context connected.
Comparing alternatives?
Honest comparisons for buyers coming from familiar tools.
Replace HubSpot for Small Team
Less setup weight, more usable post-sale workflow.
Replace Pipedrive for Small Business
Pipeline + delivery + billing connected after the close.
Replace Zoho for Small Team
Faster time to value and clearer rep execution.
Replace Your Scattered Stack
One system for CRM, approvals, projects, portal, and billing.
Resources & trust
Rollout, security, education, and deep-dive workflow guides.
Product Tour
End-to-end: pipeline → delivery → approvals → billing.
All Features
Complete capability map across every workflow layer.
Pricing
Free vs Pro breakdown with storage and team access details.
Blog
Articles and guides on CRM, client work, and operations.
Resources Hub
Guides, rollout, glossary, and trust content.
Security Overview
Portal access, storage, permissions, and operational controls.
Why TotalDeal
The product case for consolidating around one client-work system.