Case study
Agency Operations Platform
Scoped quoting, collaborative client sign-off, and project-tied billing — the system we run LokaTech on
More about this system
Replace spreadsheet quotes, email proposal loops, and disconnected invoices with one project workspace: catalog-driven scope, magic-link client review, and a locked baseline your team can bill against.
- Next.js App Router
- React
- PostgreSQL
- Prisma
- Server Actions
- Magic-link portals
Replace spreadsheet quotes, email proposal loops, and disconnected invoices with one project workspace: catalog-driven scope, magic-link client review, and a locked baseline your team can bill against.
- Next.js App Router
- React
- PostgreSQL
- Prisma
- Server Actions
- Magic-link portals
The business problem
Digital service teams outgrow spreadsheets long before they need enterprise ERP — and the cracks show up in quoting, sign-off, and cash flow.
1Inconsistent quoting
Pricing rules differ by project type. Manual math leads to under-pricing, rework, and awkward conversations.
2Email scope loops
Proposals bounce as PDFs and threads. Nobody can see what changed, what the client agreed, or what is still open.
3Slow client sign-off
Without a structured review, projects stall before development starts — or start without a clear baseline.
4Billing disconnected
Invoices are rebuilt from memory. Contract value vs invoiced amount is hard to see across active projects.
- 1
Inconsistent quoting
Pricing rules differ by project type. Manual math leads to under-pricing, rework, and awkward conversations.
- 2
Email scope loops
Proposals bounce as PDFs and threads. Nobody can see what changed, what the client agreed, or what is still open.
- 3
Slow client sign-off
Without a structured review, projects stall before development starts — or start without a clear baseline.
- 4
Billing disconnected
Invoices are rebuilt from memory. Contract value vs invoiced amount is hard to see across active projects.
The LokaTech solution
An internal operations platform we dogfood daily — project-centric, auditable, and client-friendly without forcing accounts.
- Catalog-driven scope and rules-based pricing live on the project, not in a private worksheet.
- Admins publish review rounds; clients open a magic link to tick lines, comment, and accept.
- Accepted baselines lock the agreed scope so change becomes visible instead of verbal.
- Billing ties back to projects — invoices and overdue attention sit next to the work that was sold.
- Catalog-driven scope and rules-based pricing live on the project, not in a private worksheet.
- Admins publish review rounds; clients open a magic link to tick lines, comment, and accept.
- Accepted baselines lock the agreed scope so change becomes visible instead of verbal.
- Billing ties back to projects — invoices and overdue attention sit next to the work that was sold.
Interactive walkthrough
Follow the Scope Review loop in about two minutes — the module clients feel most: publish, review on a portal, accept, and lock the baseline. Frontend demo state only.
Step 1/4·Publish review
Interactive demoInteractive demo · frontend state only
Publish Scope Review
Project (fictional)
Harbor Dental (fiction) · Corporate Website
Corporate website · RM 8,800 setup · RM 450 / mo maint (illustrative)
Foundation
5-page corporate site structure
Home, About, Services, Contact, and one content page.
IncludedContent
CMS for services & blog updates
Client-editable sections without developer releases.
RM 1,200Growth
SEO-ready metadata & sitemap
Technical SEO baseline for launch.
RM 600Conversion
WhatsApp enquiry CTAs
Primary conversion path on mobile.
Included
More details
Key features
What this case study highlights from the live ops platform.
Key features
What this case study highlights from the live ops platform.
Scope review rounds
Publish a structured review instead of emailing another PDF version.
Magic-link client portal
Clients review without creating accounts — tick lines, comment, and accept.
Locked baseline on accept
Acceptance freezes the agreed scope so later changes are explicit.
Project-type pricing engine
Portfolio, landing, corporate, and custom-system formulas with transparent breakdowns.
Scope catalog
Reusable pricing building blocks for custom system quotes.
Project-tied billing
Invoices and overdue visibility connected to each engagement.
Business outcome
Qualitative impact from running LokaTech on this platform — not invented metrics.
Business outcome
Qualitative impact from running LokaTech on this platform — not invented metrics.
- Quotes follow consistent rules instead of one-off spreadsheet math
- Clients can formally accept scope without another email PDF loop
- Agreed baselines reduce “but we thought…” disputes after kickoff
- Billing visibility sits next to the projects that generate revenue
- Leadership sees what needs attention — open reviews and overdue invoices — in one place
Original system scope
The production platform covers more than the Scope Review demo shown here.
Original system scope
The production platform covers more than the Scope Review demo shown here.
- Four project-type pricing calculators and catalog-driven custom scope
- Invoice CRUD, overdue detection, and branded PDF export
- Modules requirements notebook and Mermaid UML editor with version snapshots
- Read-only client docs portal and tech share links
- Dashboard attention feed for unread comments, open reviews, and overdue invoices
Technology and responsibilities
Built and used as LokaTech’s own operations stack.
Technology and responsibilities
Built and used as LokaTech’s own operations stack.
Next.js App Router, React, PostgreSQL, Prisma, authenticated admin server actions, and tokenized client portals without forcing user accounts.
Role: Full-stack product delivery for LokaTech’s own agency operations — design through production use.
- Full-stack delivery of admin hubs, project workspace, and portal experiences
- Rules-based pricing and collaborative scope review with baseline lock
- Document generation for proposals and invoices alongside day-to-day ops
Key features
What this case study highlights from the live ops platform.
Scope review rounds
Publish a structured review instead of emailing another PDF version.
Magic-link client portal
Clients review without creating accounts — tick lines, comment, and accept.
Locked baseline on accept
Acceptance freezes the agreed scope so later changes are explicit.
Project-type pricing engine
Portfolio, landing, corporate, and custom-system formulas with transparent breakdowns.
Scope catalog
Reusable pricing building blocks for custom system quotes.
Project-tied billing
Invoices and overdue visibility connected to each engagement.
Business outcome
Qualitative impact from running LokaTech on this platform — not invented metrics.
- Quotes follow consistent rules instead of one-off spreadsheet math
- Clients can formally accept scope without another email PDF loop
- Agreed baselines reduce “but we thought…” disputes after kickoff
- Billing visibility sits next to the projects that generate revenue
- Leadership sees what needs attention — open reviews and overdue invoices — in one place
Original system scope
The production platform covers more than the Scope Review demo shown here.
- Four project-type pricing calculators and catalog-driven custom scope
- Invoice CRUD, overdue detection, and branded PDF export
- Modules requirements notebook and Mermaid UML editor with version snapshots
- Read-only client docs portal and tech share links
- Dashboard attention feed for unread comments, open reviews, and overdue invoices
Technology and responsibilities
Built and used as LokaTech’s own operations stack.
Next.js App Router, React, PostgreSQL, Prisma, authenticated admin server actions, and tokenized client portals without forcing user accounts.
Role: Full-stack product delivery for LokaTech’s own agency operations — design through production use.
- Full-stack delivery of admin hubs, project workspace, and portal experiences
- Rules-based pricing and collaborative scope review with baseline lock
- Document generation for proposals and invoices alongside day-to-day ops
Want an ops system shaped around how your team actually sells and delivers?
LokaTech builds custom operational platforms — and we run ours in production. Let’s talk about your quoting, sign-off, and billing workflow.