What is Plutio and how everything connects

Why Plutio exists

Freelancers, consultants, and small agencies typically end up paying for a stack of separate tools: one for project management, one for invoicing, one for proposals, one for contracts, one for scheduling, one for chat, one for files. Each tool charges its own subscription, stores data in its own silo, and presents its own brand to clients. The result is fragmented data, duplicated work, and clients who get confused by different logins and different-looking links for the same engagement.

Plutio was built around a simple belief: every part of running a service business should live in one place, under one brand, with data that flows between features automatically.

The all-in-one approach

Your workspace holds projects, tasks, contacts, invoices, subscriptions, transactions, proposals, contracts, timesheets, a calendar, files, conversations, channels, forms, schedulers, a wiki, custom pages, automations, and an AI assistant. Everything carries your brand. Clients sign in to the same workspace as your team but see a tailored view based on their role.

Every feature in your workspace

Work management

• Tasks - every task has an assignee, due date, status, subtasks, dependencies, comments, file attachments, and a timesheet tab. The main Tasks page shows every task across your workspace with built-in filter views (All tasks, My tasks, Delegated, Following, Today). Task sets are standalone boards for lightweight work that doesn't need a full project. Task boards inside projects add a Kanban view on top of the standard Table, List, Timeline, and Calendar views.
• Projects - a project is a container that holds tasks, a calendar, a timesheet, transactions, invoices, subscriptions, proposals, contracts, conversations, forms, files, a wiki, activities, settings, and optionally a custom page tab. You can switch between Table, Cards, and Timeline views on the Projects page. Each project has its own status, members, budget, billing rate, dates, and cover image.
• Timesheets - start and stop a timer against any task, or log hours manually. Time entries have a billable/non-billable toggle, billing and cost rates, and categories. Tracked time can be pulled directly into an invoice as line items. The timer auto-stops after 24 hours.
• Custom pages - interactive pages you build with draggable blocks: charts (bar, line, pie, polar, scatter, calendar heatmap), metric text, metric list, calendar, notes, image, content, and HTML embed. Data pulls from tasks, invoices, transactions, proposals, projects, contacts, contracts, forms, time entries, and form responses. Custom pages can serve as dashboards, client portals, project home pages, or team hubs.
• Custom fields - add your own fields to tasks, projects, contacts, companies, invoices, subscriptions, proposals, contracts, forms, schedulers, conversations, files, transactions, and the workspace itself. Field types: text, text area, rich text, number, currency, date, date range, dropdown (select), multi-select, checkbox, boolean (yes/no), slider, range, rating, link, contact, and people.

Client work

• Contacts - every person and company lives in your central directory, split into People and Companies tabs (both with Table and Cards views). Each contact links to their projects, invoices, proposals, contracts, conversations, timesheets, calendar, notes, and files. When a form is submitted, a client is invited, or an email arrives, a contact can be created automatically. Custom fields let you track any data that matters to your business.
• Proposals - a proposal is a document you send to a client before starting work, built with a drag-and-drop block editor. It can include text, line items with pricing, images, tables, embeds, and a signature block. When the client approves and signs, you can auto-generate an invoice from the pricing, auto-create a project from a template, and auto-invite the client to your workspace. Proposals can also have an attached scheduler (so the client books a call after signing) and a messenger widget (so the client can ask questions while reviewing). You can switch between Table, Cards, and Timeline views.
• Contracts - a contract is a document that one or more parties sign electronically. Contracts can be linked to a proposal so that signing the proposal auto-signs the contract in one step (using combined signature). Multiple signees each get their own signing link. You can switch between Table and Cards views.
• Forms - a form is a public page you share to collect information. Field types: text input, text area, dropdown (select), choice, picture choice, file upload, email, phone, full name, address, country, number, slider, date, link, and signature. Forms can require a payment before submission (via Stripe, PayPal, or Square), auto-create tasks from responses, auto-create contacts, and trigger automations. You can switch between Table and Cards views.
• Schedulers - a scheduler is a public booking page where clients choose a time based on your availability. You set durations, buffer times, minimum notice, and booking window limits. Payments can be collected at booking (via Stripe, PayPal, or Square). If you've connected Google Meet or Zoom, a video meeting link is generated automatically for each booking. Confirmation, reminder, cancellation, and starting-soon notifications go out on their own.

Money

• Invoices - fully customizable with line items, text blocks, images, tables, discounts, and taxes. Payment methods: Stripe, PayPal, Square, or bank transfer. Invoice statuses: Draft, Pending, Viewed, Partial, Paid, Overdue, Cancelled, Refunded. Split payments and deposits let you collect in stages. You can switch between Table, Cards, and Timeline views.
• Subscriptions - a subscription is a recurring invoice. Two types: recurring invoice (the client pays manually each cycle) and recurring billing (the client's card is charged automatically). Subscription statuses: Draft, Active, Past due, Failed, Cancelled, Paused.
• Transactions - individual payment records. A transaction can be linked to an invoice or stand alone to track payments that don't have an invoice.

Communication

• Inbox - every conversation lives here. The left panel has sections for bookmarked emails, direct messages, channels (multi-person conversations), project chats, email inboxes (connected Gmail, Outlook, or IMAP accounts), and messengers (embeddable live chat widgets). You can compose messages, internal notes (visible only to your team), and scheduled messages. Conversations can be delegated to specific team members, colour-tagged, snoozed, and pinned to the productivity bar.
• Calendar - shows your events, task due dates, invoice dates, and scheduler bookings all in one place. Switch between year, month, week, day, and agenda views. If you've connected Google Calendar or Outlook, those events appear here too. Events support invitations with RSVP, recurrence rules, reminders, and auto-generated video meeting links.

Knowledge and content

• Wiki - a knowledge base with categories and pages in a tree structure. Each page and category can have an icon and a color. Wikis can be published publicly on a custom domain, kept private for your team, or restricted to specific people or roles. This help centre is built with it.
• Files - all files from conversations, projects, and direct uploads appear in one place. You can also create rich-text documents directly in your workspace. Organize into folders, switch between Table and Cards views, preview inline, and add comments on files.
• Templates - reusable templates for tasks, projects, invoices, proposals, contracts, forms, schedulers, automations, custom pages, block groups, and receipts.
• Snippets - pre-saved content (text, images, tables) you can insert into conversations, comments, invoices, proposals, and contracts with one click.

Automation and AI

• Automations - a rule that runs when something happens. Six trigger types: created, edited, deleted, submitted, scheduled (based on date fields), and webhook. Conditions check field values before actions run. Thirteen action types: archive, delete, duplicate, update, create, send email, send in-app notification, add comment, move task, copy task, delay, API call, and Zapier call.
• Plutio Pal - the built-in AI assistant. Open it with the P shortcut or from the main menu. Pal can create and edit tasks, events, invoices, and contracts; send messages; log time; search your workspace; and summarize activities and conversations. Pal reads your workspace data so answers come from your actual projects, contacts, and documents.

Branding and access

• Branding and white label - your logo, brand colours (with separate default and dark palettes), custom login page, custom email templates, email signatures, favicon, and custom CSS. The white-label add-on removes all Plutio branding from the interface.
• Custom domain - connect your own domain (one per workspace) so your entire workspace runs on something like app.yourdomain.com. Emails can send from your domain too.
• Team and permissions - every person has a role: Owner, Co-owner, Team, Client, or a custom role you create. Roles control what someone can see and do. Permissions are set per role across every feature area (view, create, edit, delete). The main menu can be customized per role so each role sees only what's relevant to them.
• Working with clients - clients sign in to the same workspace as your team but see a restricted view. They don't see schedulers, forms, automations, or spotlight search. Everything they can access is controlled by permissions and the main menu editor.

Configuration and management

• Integrations - connect Stripe, PayPal, Square, Google Calendar, Outlook, Google Meet, Zoom, Gmail, Outlook email, IMAP/SMTP, Auth0 SSO, and Zapier. Build your own integrations with the API and webhooks (up to 3 webhook URLs per API client, 105 available event methods).
• Activity log - a feed of everything that happened in your workspace: created, edited, deleted, sent, opened, and completed actions across all features.
• Email log - every email sent from your workspace, with status tracking (sent, delivered, failed, bounced, complained, opened, clicked).
• Archive and trash - archived items are hidden but can be restored at any time. Deleted items sit in trash for 30 days before permanent deletion.

Real-world workflows

Here's how typical users actually use the connections above, from start to finish.

New client kickoff

A lead fills out a public form. A contact is created automatically. An automation sends a thank-you email and adds the contact to a CRM channel. You build a proposal from a template and send it. The client signs. A contract is auto-signed through combined signature. A project is created with tasks pulled from a project template. The client books a kickoff call through a scheduler that checks your working hours and connected calendar. Time is tracked against project tasks. An invoice is generated from the timesheet. The client pays through your connected payment processor (Stripe, PayPal, or Square) inside the same branded workspace.

Recurring retainer client

A subscription generates an invoice every month. An automation sends a reminder if it's unpaid after seven days. Ongoing work is tracked in the project's task board. A custom page tab in the project shows hours used vs hours allocated. The client sees the same custom page from their side.

Productised service

A public form captures the order details and collects payment upfront. A project is created from a template with the form responses written into custom fields. An automation kicks off the work. A fixed-price invoice is generated and sent automatically.

Internal team operations

Channels for team chat. Task boards per project. A workspace custom page as the owner's home page. Custom roles for designers, developers, and admins, each with their own permission set and customised main menu. Shared email inboxes for support@yourdomain.

Client-facing experience

The client signs in to your branded workspace at your custom domain. They see only their projects, files, invoices, and conversations. They sign a contract from inside the workspace. They pay an invoice from inside the workspace. They book the next call from your scheduler. They chat with you in their project conversation. Every page carries your brand.