Track Every Client Payment and Agency Expense in One Place

An agency’s numbers are never one number. Six clients, a dozen live projects, retainers that renew, one-off scopes that overrun, and a stack of tools billed monthly whether or not the work shipped. When all of that lands in a single bank statement, the only honest answer to “is this client profitable?” is a shrug. Rupaira fixes that by attaching a client to the transactions that belong to them, so revenue and cost can be read per relationship rather than per month.

Add each client once with their contact details, then log expected payments as work is agreed and expenses as they are incurred. The client list becomes the index of your business: open a client and you see what they have paid, what they still owe, and what servicing them has cost you.

Payment chasing that takes minutes, not mornings

Agencies rarely lose money on rates; they lose it on receivables. Every expected payment in Rupaira carries an amount and a due date, and anything past that date is surfaced as overdue. Before a Monday follow-up round, one screen tells you who to email, how much for, and how long it has been outstanding — no cross-referencing a spreadsheet against a mailbox.

Marking a payment received logs it as income against that client immediately, so your outstanding total is always the real one and nobody chases an invoice that was settled on Friday.

Budget per project, not just per month

Set category budgets for the things that quietly drain an agency: contractors, ad spend, software, travel. Because expenses are tagged as business and can be attributed to a client, you can see when a fixed-scope project has already eaten its margin in freelancer invoices — while there is still time to renegotiate rather than after the retro. Analytics compare periods so a creeping subscription bill shows up as a trend instead of a surprise.

Built for a team, with roles that hold

Rupaira workspaces let you invite the people who need the numbers. Admins manage the workspace, its members and their roles; managers read all workspace finances and handle clients and invoices; members record and see only their own entries. Those roles are enforced by database row-level security policies, not merely hidden in the interface, so an account manager cannot read a colleague’s personal spending.

You can invite a teammate by email or generate a shareable invite link from the Team page, and revoke a pending invitation at any time. Everything syncs across devices, so the person who bought the client lunch can log it from their phone on the way back and finance sees it the same afternoon — no bank login, no forwarded receipts, no month-end reconstruction.