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Product tour

See how KPilot runs a services firm. From the first quote to the last payment.

Follow Mesabrook Advisory, our demo consulting firm in Austin, through one quarter: a quote, a project plan, timesheets, a margin overrun, and an invoice that gets paid.

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Income statementLive
Lone Star Rail & Transit AuthorityFixed priceNet of tax, in USDRecalculated 2 minutes ago
Revenue FY$265,000issued invoices only
Direct costs$259,700direct charge plus expenses+$0
Gross margin$5,3002.00% of revenue
Operating income−$26,300-9.9% of revenue
1.1 Issued invoices$265,000
2.1 Direct charge$251,300
2.2 Purchases and expenses$8,400
3.1 Indirect charge, structure share$31,600
Operating income−$26,300
Regional transit maintenance operating model overhaul. Mesabrook Advisory LLC, KPilot’s US demo company.
TimesheetsBy personTo approve3

The entries of the last 8 weeks waiting for your approval, by activity, the oldest first.

ActivityMan-daysOldest entry
ACT-2025-H01Lone Star Rail & Transit · 18 entries, 4 people9.5Oct 27ApproveOpened
ACT-2026-H02Brazos Valley Bancorp · 11 entries, 3 people6.0Oct 29Approve
ACT-2026-H04Thamesford Capital Partners · 6 entries, 2 people3.0Nov 2Approve
01QuotesPrice a quote from your rate card02PlanningPlan the work and spot late tasks03Time trackingCost each hour as it is logged04Margin GuardCatch an overrun while you can still fix it05InvoicingGet approved invoices into QuickBooks

One quarter at Mesabrook

Each step uses the data from the step before, so nobody enters the same number twice.

01Quotes

Price a quote from your rate card

Mesabrook quotes Rocky Mountain Fiduciary Bancorp $245,000 for 270 days of work. When the deal is won, the quote becomes the project budget and its lines become the plan.

  • Lines by role and number of days
  • Status synced from your accounting
  • Weighted into the forecast while it is open
Explore sales and quoting
Quote Q-2026-041Mesabrook Advisory LLC
Rocky Mountain Fiduciary Bancorp · For Branch network operational excellence program · Dated Oct 22 · Valid until Nov 21
Engagement Director20 days × $1,450$29,000
Engagement Manager60 days × $1,150$69,000
Senior Consultant120 days × $850$102,000
Consultant70 days × $650$45,500
Volume discount−$500
Total before taxNo sales tax on services, TX$245,000
Transaction statusAs the accounting tool saysPendingAccepted
Day rates from Mesabrook’s rate card. The deal takes its value from the quote.
02Planning

Plan the work and spot late tasks

The Lone Star plan is synced from its Jira board. Tasks that push out the end date are listed first, with the action to take.

  • Timeline and board views
  • Filters for late, at-risk and unassigned tasks
  • One-click reminders to silent assignees
Explore delivery and time
The plan
What needs you
Regional workshops is 6 days past its end date, still at 75%Reschedule
Hugo Delgado has logged no approved time since Oct 28Chase
KPI dashboards has no ownerAssign
Planned endNov 196 tasks · 300 md
Tasks2 done2 running · 1 needs an owner · 1 not started
Effort284 of 300 md16 md of the plan is unstaffed
Mirrored from the LSR board · names, status, progress and assignees come from the linked boardSync now
JulAugSepOctNovDec
LSR-12Maintenance diagnosticHannah62 / 60 md
LSR-18Depot operating modelAnthony44 / 45 md
LSR-24Regional workshopsHugo6 d late71 / 52 md
LSR-31Work order redesignMadelinebehind pace22 / 40 md
LSR-37KPI dashboardsUnassignedno owner0 / 18 md
LSR-40Transition and handoverCedric0 / 20 md
Today
DoneBehind its windowPast its end dateNot started
To do 2
KPI dashboardsUnassigned
Transition and handoverCedric
In progress 1
Work order redesignMadeline
Done 2
Maintenance diagnosticHannah
Depot operating modelAnthony
Overdue 1
Regional workshopsHugo
03Time tracking

Cost each hour as it is logged

Hannah logs 7.5 hours on Lone Star. KPilot costs them at $88.67 an hour and updates the project P&L within seconds.

  • Hourly cost from pay and overhead
  • Updated when a contract changes
  • Jira worklogs imported on a schedule
Explore project profitability
Log timeEach hour at its loaded cost
Hannah GoldsteinSenior Consultant
ActivityLone Star · Operating model overhaul
DateTue, Nov 3Hours7.5
Log timeLogged
04Margin Guard

Catch an overrun while you can still fix it

Lone Star was sold at a 28.0% margin and is now forecast at −9.7%. Margin Guard drafts a $58,400 change order for a partner to review.

  • Margin at completion, updated daily
  • The calculation behind every amount
  • Sent only after a person approves
Explore Margin Guard
Draft a change orderMargin at risk
Margin at completion below the sold marginLone Star Rail & Transit AuthorityFixed price · $265,000 · 395 of 300 planned days logged
Sold margin28.0%At completion−9.7%With the change order10.1%
Change order
Raise$58,400
More units72 days
WhyFour change requests and eight regional workshops, outside the fixed price
DocumentsCR-2026-031 to 038 · Workshop schedule
Create the change requestCreated · Proposed by KPilot · Waiting for approval
05Invoicing

Get approved invoices into QuickBooks

Margin Guard found $41,300 of delivered work not yet billed to Brazos Valley Bancorp. Lucy approved the request, and KPilot created INV-2026-071 in QuickBooks.

  • Approval before anything reaches QuickBooks
  • Approve from Outlook
  • Payment dates predicted from each client’s history
Explore invoicing and cash flow
RequestsInvoice
Brazos Valley BancorpCloud resilience · planned from the findingProposed by KPilot$41,300
To reviewCreated · INV-2026-071Lucy Hargrove, Finance

A weekly brief for every partner

Each Monday, partners get a short summary of what Margin Guard found in their part of the firm, with a link to each record.

This week’s briefSent
Your Monday brief of week 45, as it was composed for you
Eleanor Vance-SterlingManaging Partner · Monday 7:00Margin Guard found $63,950 this week in what you may see.
Revenue to recover
Brazos Valley Bancorp · delivered, not invoiced$41,300
Northshore Boreal Logistics · planned Oct 20, not requested$13,050
Sierra Vista Health Network · retainer served beyond its fee$9,600
Margin at risk
Lone Star Rail & Transit · margin at completion −9.7%, sold at 28.0%Open
Data gaps
Platform Engineering & Operations · 64 hours not logged, 4 peopleOpen
Every line opens its finding.
Sorted by amountThe largest findings come first.
Scoped to each readerPartners only see what their access allows.
Linked to the sourceEvery line opens the record behind it.
Try it free for 14 daysOn Growth’s features. A work e-mail needs no card.
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Questions

Is Mesabrook a real company?

No. Mesabrook Advisory is KPilot’s US demo company: an Austin consulting firm with a subsidiary in Guadalajara. Its data comes with the trial.

Can I see it on my own data?

Yes. Start the trial and connect QuickBooks, or book a demo and we set it up with you.

How long does setup take?

Connect QuickBooks and your payroll, and the P&L fills from your books. KPilot suggests matches for clients and people, and you confirm them.

Works with the rest of KPilot

Project profitabilityWhat every engagement earnsMargin GuardThe work you haven’t billedInvoicing and cash flowBill on time, see cash ahead

Try KPilot on your own projects.

Start with the Mesabrook demo, or connect your own data.

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