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From intro call to renewal.

VEXEN runs boutique consultancies and professional-services firms in one system: enquiries, engagements, milestones your clients sign off, and renewals that don't slip, with commission and profit per engagement.

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The VEXEN loop for consultancies: website chat, enquiry, signed, milestones, sign-off, commission, profit, and on to the renewal. 1 Website chat 2 Enquiry 3 Signed 4 Milestones 5 Sign-off 6 Commission 7 Profit
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Before & after

The tracker and the email chain. Or one screen.

The engagement tracker, the partners' chat, the old contacts list, the report-comments email chain and the shared drive, replaced by one connected system. Drag the handle to compare.

Left: a consultancy today, spread across an engagement spreadsheet, a partners group chat, an old contacts list, an email chain about report versions, a shared drive and sticky notes. Right: the same work on one VEXEN screen.

Drag the handle, or focus it and use the arrow keys.

The story of one engagement

Halvorsen Logistics wants an operations review.

Here's how a boutique consultancy runs the engagement in VEXEN, from the first enquiry to the renewal conversation. Seven steps, one system.

  1. 1Website chat

    It starts with an enquiry on your website.

    Ingrid, the COO at Halvorsen Logistics, asks a question in the chat on Meridian Advisory's site. The widget takes one line of code to add.

    • Live chat on your site
    • One line of code
    9:41
    MeridianBook an intro
    Operations, made simpler.
    CM
    Meridian AdvisoryClaire usually replies within the hour
    Hello, we're a 120-person logistics firm. Do you run operations reviews?
    We do. Shall we set up a 30-minute intro call?
    Yes, Tuesday works.
    Write a message…
    Example data
  2. 2Enquiry

    The chat becomes an enquiry, already assigned.

    VEXEN creates the enquiry in the pipeline with the conversation attached and hands it to a partner. The intro call is booked against it, and nothing lives in someone's inbox.

    • Auto-assigned
    • Pipeline in your firm's words
    9:42
    PipelineMeridian Advisory
    V
    New enquiry from website chatAssigned to Claire Moreau
    New enquiry5
    Intro call3
    Proposal sent2
    Signed4
    Halvorsen LogisticsOperations review · 120 staff
    New enquiry
    SourceWebsite chat
    Estimated value$36,000
    OwnerCMClaire Moreau
    NextIntro call · Tue 11:00
    Example data
  3. 3Signed

    Proposal sent. Engagement signed, with an upsell.

    After the intro call Claire sends the proposal. Halvorsen signs for the three-milestone review and adds implementation support, and the engagement moves to Signed.

    • Proposals
    • Upsells tracked
    16:05
    Halvorsen LogisticsOperations review
    Signed
    EnquiryIntro callProposalSigned
    Operations review, 3 milestones$36,000
    Implementation Upsell$8,000
    Total signed$44,000
    Engagement signedMilestones created for the team
    Example data
  4. 4Milestones

    The team delivers it milestone by milestone.

    The signed engagement becomes a plan of milestones and tasks. Consultants see their own work, and the partners see where every engagement stands.

    • Milestones
    • Tasks per consultant
    08:12
    EngagementsHalvorsen · Operations review
    M1 DiscoveryM2 DiagnosisM3 RecommendationsImplementation
    Milestone 2 of 3Week 5 of 10
    Stakeholder interviewsAN
    Process mappingBT
    Current-state reportCM
    Cost modelAN
    Recommendations workshopCM
    Example data
  5. 5Sign-off

    Ingrid signs off the milestone in her portal.

    She reads the deliverable, signs off the milestone or asks a question, shares files and messages the team. A sign-off is a click, not a “broadly fine” buried in an email. She only sees her own engagement.

    • Client portal
    • Milestone sign-off
    19:30
    Meridian Advisory · Client portalOperations review
    Current-state reportYour sign-off

    Milestone 2 deliverable, with Finance's comments included.

    Sign off milestoneAsk a question
    CM

    Thanks Ingrid. Once it's signed off we'll book the recommendations workshop.

    FilesInterview notes.pdf · 3 more
    Example data
  6. 6Commission

    Claire's commission is worked out for her.

    Claire brought the engagement in, so the moment it's signed VEXEN calculates her commission at her rate, upsell included. No end-of-quarter spreadsheet.

    • Commission per partner
    • Owner-only money views
    17:20
    CM
    Claire MoreauCommissions · October
    Halvorsen · Operations review
    $44,000 × 4%$1,760
    Halvorsen · Review + implementation$1,760
    Tallis Energy · Pricing study$560
    Keswick Foods · Renewal$600
    October so far$2,920
    Claire sees only her own commission
    Example data
  7. 7Profit

    You see what it made. Then the renewal.

    Fees, consultant time, specialists and commission come together into one number: the profit on the engagement. And when the advisory retainer is due for renewal, it's on the pipeline, not on a sticky note.

    • Profit per engagement
    • Renewals tracked
    18:00
    Profit per clientHalvorsen · Operations review
    Signed off
    Profit
    $14,840
    34% of $44,000
    Consultant time$23,800
    Specialists & travel$3,600
    Commission$1,760
    Profit$14,840
    Renewal due in 30 daysHalvorsen · quarterly advisory
    Example data

Savings

Add up what your firm pays today.

Consultancies often pay for a CRM, e-signature, a project tool and a client portal, then lose partner hours to chasing renewals and working out who gets credit for what. Put in your own numbers.

What you pay today

Every price is an estimate you can change

We've filled in rough typical prices, not quotes from any particular product. Type over them with what you actually pay, and switch off anything you don't use.

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  • hrs / mo ×$/ hr (est.)
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A rough guide for your own planning. Prices vary by product, plan and region, so your real numbers may be higher or lower.

Today, your estimate
$0per month

VEXEN billing
With VEXENVEXEN Complete
$249per month

You save per month
$0

Get early access

Estimate only. VEXEN prices are real; the rest are yours to change.

Set up for consultancies

Your practice, in your words.

VEXEN comes ready-made for boutique consultancies and professional-services firms: enquiries, engagements with milestones, client sign-off and renewals. Rename anything you like.

70+Not your trade? VEXEN is set up for 70+ kinds of businessSee the home page
  • Enquiries
    New enquiry→Intro call→Proposal sent→Signed
  • Engagements
    MilestonesTasks per consultantClient sign-off
  • Renewals
    Renewal dates on each clientBack on the pipeline
  • Commission
    Per partnerEach at their own rate
  • Profit
    Per engagementPer client

Control

The right people see the right things.

Your analysts don't need to see fees and margins. Your clients don't need to see your pipeline. VEXEN keeps it that way.

Roles & permissions

Choose who sees money and phone numbers.

Two-step sign-in

A code from an authenticator app, on top of the password.

Data kept separate

Each company's data is kept apart from every other company's.

Export any time

It's your data. Take all of it with you whenever you want.

Getting started

Live in one day.

Morning

Tell us how you work

Your stages, your milestones, your partners and who should see what.

Midday

We set up and import

Setup and data import are free. We bring across your spreadsheets.

Afternoon

Your team is working in it

Chat widget on your site, team invited, first client portal shared.

Built from the system we use to run our own publishing company.

Pricing

Buy one product, or the whole loop.

Users are included in every price; extra users are $8 a month each. Add products any time without losing anything. The savings calculator uses these same prices.

40% off for 12 monthsFounding offer for the first 25 companies.Claim a place →

Single products: buy only what you need

VEXEN CRMYour calculator pick

5 users included

  • Pipelines for your trade
  • Deals and contacts
  • Import from a spreadsheet
$49/moBilled monthly
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VEXEN LiveYour calculator pick

3 agents included

  • Chat on your website
  • Shared team inbox
  • Email alerts and replies
$29/moBilled monthly
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VEXEN Portal Add-on to CRMYour calculator pick

5 users included

  • Client updates and approvals
  • Messages and file sharing
$39/moBilled monthly
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Bundles: everything connected

Sales bundleYour calculator pick

10 users included

  • VEXEN CRM
  • VEXEN Live
  • Automations
$89/moBilled monthly
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VEXEN Complete The full loopYour calculator pick

15 users included

  • CRM, Live and Portal
  • Automations
  • Commissions and profit per client
$249/moBilled monthly
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VEXEN ScaleYour calculator pick

40 users included

  • Everything in Complete
  • White-label portal and chat (your logo, no VEXEN)
  • API
$499/moBilled monthly
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Free setup and data import. Cancel any time. Export your data any time. Prices in US dollars.

Early access

Start your own story.

We're taking a small group of early-access companies. Tell us about your consultancy or professional-services firm and we'll show you VEXEN set up for it.

  1. 01
    We email you within one business dayTo find a time that suits you.
  2. 02
    A demo in your trade's wordsYour stages, your team, your clients.
  3. 03
    Free setup and data importLive in one day, cancel any time.

We only use these details to contact you about VEXEN.

FAQ

Before you ask.

Can clients sign off milestones?

Yes. Each milestone deliverable goes to the client portal, where the client signs it off or asks a question. They only see their own engagement, and your team sees the sign-off straight away.

How are renewals tracked?

Each client can carry a renewal date. When it comes round, the renewal goes back on the pipeline with its owner, so the conversation happens before the engagement lapses.

Who sees fees and margins?

You decide. Roles and permissions control who sees money and phone numbers, so a consultant can see their tasks without seeing fees, and a partner sees only their own commission.

What does early access mean?

VEXEN is being built with a small group of companies. You get a working system, a direct line to the people building it, and 40% off for 12 months if you're one of the first 25 companies. It's built from the system we use to run our own publishing company.

What happens to my existing data?

Setup and data import are free, and we bring your leads, clients and spreadsheets across with you, so you can be live in one day. You can export your data any time, and cancel any time.

How does the website chat work?

You add one line of code to your site. Every chat becomes a lead in your pipeline and is assigned to a salesperson automatically.

Where do the calculator's prices come from?

They're rough typical figures we filled in as a starting point, not quotes from any particular product. Every one is editable, so replace them with what you actually pay. Staff time is counted as time, not a bill, and shown separately. The VEXEN prices are our real prices.

Is it priced per user?

No. Every product and bundle includes users: 5 with VEXEN CRM, 3 agents with VEXEN Live, 10 with the Sales bundle, 15 with VEXEN Complete and 40 with Scale. Extra users are $8 a month each. Annual billing gives you 2 months free.