The CRM for professional services firms, from the RFQ to the paid invoice

The firm and the client below are made up; the steps are the product’s. Each step reaches you as a card on your phone: an email, a meeting or a document, with Send, Change and Skip. The plan that does each step is named beside it.

1. 1

   The RFQBook

   Tuesday, 9:40 AM. You are walking a site in Golden with a contractor. Dana, development manager at Fairmount Partners, writes through the form on your site: “We need structural engineering for a four-story mixed-use building in Denver. Can you send a fee proposal by next Friday?” The form offers her times to talk on the spot.

2. 2

   The replyBook

   She does not pick a time, so Tommo SDR drafts the reply in your voice: two questions about the architect’s schedule and the foundation report, and three open times from your calendar. The card: “Tommo SDR: Send Dana the reply?” You press Send from the truck.

3. 3

   The scoping callYou

   Thursday, 45 minutes on Google Meet. You talk; Tommo Closer reads the transcript.

4. 4

   The recapClose

   An hour later, the card with the recap: wood frame over a concrete podium, 52 units, the architect wants design development drawings by February, Dana and her CFO decide. You promised the fee by Friday. You fix one line and send.

5. 5

   The fee proposalClose

   Your estimate sheet says a lump sum of $68,000 through construction documents, construction administration hourly at your rates, 10% at signing and the rest by phase. Tommo Closer writes the fee proposal email with those numbers and no others. The card: “Tommo Closer: Send Dana the fee proposal?”

6. 6

   Their PSASign

   Dana says yes and sends Fairmount’s professional services agreement as a Word file. Tommo Legal reads it against your positions and finds four departures: a duty to defend the owner against any claim before anyone proves you negligent, a standard of care raised to “the highest”, no limit of liability, and payment only when the lender funds the draw. The card: the memo, and their PSA with your changes tracked. You strike all four and offer net 30. Tommo Closer sends the redline on your Send, with the scope and fee exhibit Tommo Legal drafted from your template.

7. 7

   The signatureSign

   Fairmount agrees. Tommo Legal proposes your signature with each departure from your templates listed on the card. You press Sign, and the copy signed by both sides lands in Fairmount's folder in your Drive.

8. 8

   The invoicesSign

   You mark the deal won. Tommo Closer reads the signed paper and proposes the schedule: $6,800 at signing, then $10,200 at schematic design (SD), $17,000 at design development (DD) and $34,000 at construction documents (CD). You accept it. Each time an amount comes due, a card proposes the invoice, and on your press it goes out through Mercury. Construction administration (CA) bills hourly on its own: Tommo Closer builds each CA invoice from the timesheets your project manager sent Dana for approval. When an invoice runs late, it drafts the reminder.

Sending on its own is off. After twelve approvals in a row of one kind of email with nothing to fix, a tommo asks for it. You switch it on per form, on a paid plan, and switch it off the same way. Invoices always wait for a person’s press. Tommo Legal writes only to Tommo Closer and to you, never to the client.

What Tommo SDR does · What Tommo Closer does · What Tommo Legal does

Your estimate is the part of the sale only you can do: the hours by phase, the rate, the risk you price in. Share the sheet or the doc by link, and Tommo Closer writes the fee proposal email from it. On Sign, Tommo Legal drafts the SOW, the engagement letter or the scope and fee exhibit from your template, with the scope, price, timeline and volume your estimate holds. When a number is missing, a card asks you for it.

Three other firms that sell this way, each from its own numbers (the figures are examples):

• A translation and localization agency. “The user manuals for three products into Spanish, French and German, about 180,000 words at $0.14 a word, one round of client review, delivered in six weeks, billed per language.”
• An event agency. “A 600-person sales kickoff in Scottsdale in March, a management fee of $48,000, a 30% deposit at signing, the balance in two payments before the event.”
• A research or training firm. “A customer study of 40 interviews and a report in ten weeks for $56,000, half at kickoff and half on the final readout.”

Need a mutual NDA before the client shares drawings or source files? Tommo Legal drafts it from your template too.

Large clients send their own paper: an MSA, a PSA, purchase order terms. On Tommo Legal’s page you write where your firm stands, in your own words. Tommo Legal reads each new contract against those positions and returns a memo, clause by clause, with the wording to send back. A Word file also comes back with your changes tracked in the client’s own document.

The clauses professional firms push back on most:

• Indemnity and the duty to defend. You indemnify for your own negligence and take on no duty to defend the client. Defense costs for claims nobody has proven against you often fall outside a professional liability policy.
• Standard of care. The care of a firm in your field and region, and no “highest” standard or fitness for purpose.
• Limit of liability. A cap tied to your fee or your insurance, and no consequential damages.
• Payment. Net 30, interest on late invoices, your right to stop work, and no pay-when-paid.
• Ownership of your work. The client uses the deliverables for this project; you keep your details, glossaries, translation memories and course materials.

Cancellation fees, acceptance of deliverables, insurance limits and governing law work the same way: write your position down, and Tommo Legal reads each contract against it.

Tommo Legal flags and drafts; it writes only to Tommo Closer and to you, never to the client. You decide each clause, and a person signs. The memo is research, not legal advice; for a large contract, send it to your attorney with the markup already done.

• Book, $299 a month. Tommo SDR answers each inquiry, offers times and books the scoping call. Pick it when RFQs sit unanswered for days.
• Close, $599 a month. Adds Tommo Closer: the recap, the fee proposal from your estimate, and follow-ups until the client decides. Pick it when the fee proposal waits for your weekend.
• Sign, $899 a month. Adds Tommo Legal: the client’s contract read against your positions, your SOW, engagement letter and NDA from your templates, and your signature. On a won deal, Tommo Closer invoices against the schedule through Mercury. Pick it when clients send their own paper and you bill by milestone.

No seats: your principals, project managers and office manager work in the same CRM at one price. Every plan counts 50 new leads a month (a new person a tommo starts to work) and includes the AI model, so you need no API key and get no second bill. A year is 20% off. After your first payment you have 30 days to get all of it back.

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