Skip to main content
Sound

Management software for consulting firms

Every hour on its engagement. And on its invoice.

Your client signs the quote from a link, you turn it into a project in one click, your team logs their hours, and those hours become a draft invoice. No spreadsheets in between.

Start your 14-day trial Write to us at info@utilia.ai

14-day trial, no card required.

Signed from a link, no accountBillable hours per personInvoices with VAT or IGICOne price per company

The client signs Silvia Aragón signs the quote from the link, with no account, and it is approved.

It becomes a project “Convert to project”: one click and the engagement starts.

The hours add up The team logs its October hours on the engagement: 26 billable hours, €2,210.00.

Out comes the invoice “Generate draft invoice”: one professional services line with its VAT, ready to review and issue.

At a glance

UTILIA OS for consulting firms, on one page.

A one-minute read, like the proposals you sign.

Proposal

To
your firm
From
UTILIA OS
Valid for
14 days

Scope

UTILIA OS is management software for consulting and professional services firms in Spain: quotes signed from a link, billable hours on every engagement and invoices with VAT or IGIC built from those hours. It is priced per company, not per person.

Who it is for
From 1 person From the independent consultant to the firm with a team: anyone who bills by the hour, by phase or at a fixed price. Essential already includes 3 users.
What it solves
1 single place For the quote, the hours and the invoice, which today live in different programs and leave hours unbilled.
What it includes
19 modules Quotes with e-signature, engagements with billable hours, invoices, chat, transcribed meetings, calendar and files; each plan includes its own. On Professional, the client portal and card payments.
How it talks
Engagements phases and tasks With the “Consulting and services” profile, and billable hours connected to invoicing.
Price
49 € a month Essential, paid yearly; Professional, 99 €. Per company, excluding taxes. See the three plans.
Trial
14 days No card. If you do not save one, nothing is charged when it ends.
Where
Web Mac, Windows and mobile The same UTILIA OS in the browser, in the desktop app and in the mobile app for iPhone and Android.
Made in
Canary Islands By UTILIA SERVICIOS IA S. COOP. CAN., a cooperative based in Las Palmas de Gran Canaria.

Before, five tools

What you run in five places today, in one.

Every jump from one program to another is an hour that never gets billed or a client who asks twice.

  1. Today, Email: The quote, in a document that goes back and forth by email now, CRM: Your client signs it from a link, with no account
  2. Today, Spreadsheet: A spreadsheet for each consultant’s hours now, Project management: Billable hours, logged on each engagement and per person
  3. Today, Invoicing program: The invoice, put together by hand at month end now, Finance: The month’s hours, as a draft invoice in one click
  4. Today, Notes: Meeting notes scattered across laptops now, Meet: Client meetings recorded and transcribed
  5. Today, Shared folder: A shared folder per client, each one different now, File manager: Each client’s files together, with their versions
  6. Today, Email: Emails to send invoices and chase payments now, Client portal: The client portal: they see their invoices and pay by card

Work profile

It talks like your firm.

Choose the “Consulting and services” profile and project management stops talking about projects, sprints and issues: it talks about engagements, phases and tasks. And billable hours switch on, connected to quotes and invoices.

  • Engagements, phases and tasks
  • Billable hours in the time log
  • Each engagement can have its own profile

There are four profiles: Software / Development, Projects and tasks, Agency / Marketing and Consulting and services. Billable hours come with the last one.

Billable hours

No hour goes unbilled.

Each consultant logs their time on the task, billable or not. Billable hours wait in “To be invoiced” with their rate and amount, and one click turns them into a draft invoice.

  • Hours per person, per task and by date range
  • The rate, from the person or the engagement
  • One draft per client, with its VAT or IGIC

Connect your AI

Connect your ChatGPT or your Claude to your company.

Your AI doesn't know your company. Connect it to UTILIA OS and it works with your real data: clients, quotes, invoices, projects. Ask it for a quote and it leaves a draft in your CRM.

Each person, with their own account
Whoever uses it connects it with their own Claude or ChatGPT account, and disconnects it whenever they want.
The plan you need
A paid Claude plan (Pro, Max, Team or Enterprise) or a paid ChatGPT plan (Plus, Pro, Business, Enterprise or Edu).
Only the areas you want
CRM, Finance, Project management, Marketing, HR or Chat, each one if your plan includes it.
Start your 14-day trial How to connect it, step by step

Don't use either yet? UTILIA OS comes with its own AI, with an allowance included in every plan.

From yes to invoice

What happens between the quote and the payment.

No copying data from one program to another. Every step knows where it comes from.

0accounts

your client has to create to sign the quote

SHA-256

the fingerprint of the signed document, with its PDF certificate

1click

from the approved quote to a project or an invoice

19

modules on one platform; each plan includes its own

VATor IGIC

on your invoices, with withholding when it applies

14days

of trial, no card

How invoicing works in UTILIA OS

Client meetings

What was said, in writing.

UTILIA OS’s own video calls, with a waiting room. You record the client meeting and the transcript writes itself while you talk.

  • Waiting room and moderation
  • Recording with your organization’s own key
  • Live transcription, and after the call

When the meeting ends, AI writes the summary in sections: you can export it as a PDF with your branding and, if the meeting is linked to the CRM, email it to the outside guests who stayed for the whole meeting.

And more

The rest of your firm, in the same place.

Team chat

Channels, threads and voice and video calls. Voice notes are transcribed automatically.

Files per client

Versions you can restore and virtual folders per client or project, without moving anything.

One calendar

Meetings, project milestones and invoice due dates on the calendar, with Spanish public holidays.

Professional

From signed quote to payment, on Professional.

Professional 99 € a month per company, paid yearly. Excl. taxes.

Quotes with e-signature, projects with billable hours and invoices already come with Essential. Professional adds the client portal, card payments and time tracking.

Start your 14-day trial Write to us at info@utilia.ai
  • Trial14 days, no card
  • Users included5 · +15 € per extra user
  • Paid yearlysave 360 € a year
  • Month to month129 € a month
Compare the three plans
FAQ

What consulting firms usually ask

One that brings together what you run separately today: clients, quotes, projects, each consultant’s hours and invoices. UTILIA OS puts it all on one platform built for Spanish companies, with invoices carrying Spanish VAT or IGIC and withholding, and it is priced per company, not per person.

Yes. The billable hours your team logs on each engagement generate a draft invoice in Finance, with one professional services line per engagement and rate. If you work at a fixed price or by phase, you generate the invoice from the approved quote, with its lines already filled in. Either way, you review the draft and issue it yourself.

No. They sign from a link, with no account, and several people can sign. The document carries its SHA-256 fingerprint and a signature certificate in PDF that can be verified.

Yes. With the “Consulting and services” work profile, project management talks about engagements, phases and tasks, and brings billable hours and a “Consulting hour” item in your quote catalog, which you set to your rate. There are four profiles: Software / Development, Projects and tasks, Agency / Marketing and Consulting and services.

If you work by engagement and bill your time, yes: that is how the “Consulting and services” profile works. Keep in mind that your clients’ accounting and taxes are not run from UTILIA OS: in Finance, accounting and taxes for your own company are coming soon.

Yes. It records and transcribes them, live as well, with UTILIA OS’s own video calls, and when the meeting ends, AI writes a summary organized into sections, with the decisions, the action items (who owns each one and by when, if anyone said so) and what is still pending. You can export it as a PDF with your company’s logo and color and, if the meeting is linked to the CRM, email it to the outside guests who stayed for the whole meeting. It runs when everyone has accepted the room’s recording notice, which mentions the summary, and each summary draws on your plan’s AI allowance.

Yes, and you do it yourself from Ajustes › Importar datos (Settings › Import data), guided step by step: bring over your clients, contacts, suppliers and tasks from Excel, a CSV file or the export from the program you use today and, on Professional and Advanced, your leads and opportunities too. You see what goes in first and, if you are not happy with it, you can undo the import for 7 days. Invoices, quotes and attachments are not imported.

From 49 € a month per company paid yearly (59 € month to month) on Essential, which already includes quotes with e-signature, projects with billable hours and invoices. The client portal and card payments come with Professional: 99 € a month paid yearly or 129 € month to month. Excluding taxes. You can try it for 14 days with no card.

Discover more

Book your 15-minute video call

Pick the day and time that work for you.