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Frequently Asked Questions

Common questions about using Vantage for your agency.

General

What is Vantage?

Vantage is a Professional Services Automation (PSA) platform built for agencies. It combines CRM, project management, time tracking, invoicing, and financial intelligence in one tool—replacing the 3-5 separate tools most agencies cobble together.

Who is Vantage for?

Vantage is designed for:

How is Vantage different from [other tool]?

vs. ToolVantage Advantage
HarvestFull PSA with CRM, projects, invoicing—not just time
AsanaBuilt-in time tracking and billing
QuickBooksProject management and time tracking integrated
AcceloModern UX, faster performance, better pricing
ConnectWiseAgency-focused (not IT-focused), no bloat

Is there a free trial?

Yes! Start a 14-day free trial at govantage.co. No credit card required. Your trial workspace includes sample data to explore features.

Pricing & Plans

How much does Vantage cost?

Pricing is per-user per-month. Visit govantage.co/pricing for current rates.

Are there free seats for portal users?

Portal access is free. Company contacts can view their projects, tickets, and invoices without counting against your seats.

What’s included in each plan?

All plans include core features (time tracking, projects, invoicing). Higher tiers add:

Can I change plans later?

Yes, upgrade or downgrade anytime. Changes take effect on your next billing cycle.

Getting Started

How long does setup take?

Most teams are up and running in under an hour:

Can I import data from my current tools?

Yes! Vantage imports from:

See our Migration Guide.

Do I need to install anything?

No. Vantage is web-based—works in any modern browser. We also have mobile apps for iOS and Android for on-the-go time tracking.

Time Tracking

How do timers work?

Click start, work, click stop. The timer runs in your browser (visible in the tab) and persists across sessions. Keyboard shortcut: T.

Can I track time offline?

The mobile app supports offline time tracking. Entries sync when you’re back online.

What happens if I forget to stop my timer?

Timers running over 12 hours trigger a prompt. You can adjust the end time, split the entry, or discard the extra time.

Can managers edit team time?

Yes, users with the Manager role (or higher) can edit their team’s time entries. All edits are logged in the audit trail.

Invoicing

Can I customize invoice templates?

Yes. Add your logo, colors, and custom footer. Enterprise plans support fully custom templates.

How do I send invoices?

Click Send on any invoice. Vantage emails a PDF to the company’s billing contact. You can also download PDFs to send manually.

Does Vantage integrate with QuickBooks?

Yes! Invoices sync to QuickBooks Online. Payments recorded in either system sync automatically.

Can companies pay online?

Yes. Stripe integration is available for online payments directly from emailed invoices.

Retainers

How do retainer hours roll over?

Configure rollover per agreement. Unused hours carry forward (up to your cap). Rollover resets if the company exceeds their hours.

What happens when a company uses all their hours?

You’re notified at 90% usage. Time logged beyond the allowance is billed as overage at your configured rate.

Can I have multiple retainers per company?

Yes. A company might have a “Support Retainer” and a “Development Retainer” with different terms.

Projects

What’s the difference between projects and tickets?

Projects are containers for related work with a budget, timeline, and team. Tickets are individual tasks or issues within a project (or standalone).

Can I use Vantage without projects?

Yes, but projects help organize work. You can log time directly to companies without projects if preferred.

How do project budgets work?

Set a budget (hours or dollars). Vantage tracks consumption and alerts at 75%, 90%, and 100% thresholds.

Team

How do permissions work?

Users have roles (Owner, Admin, Manager, Member, Viewer). Each role has predefined permissions. Admins can customize individual permissions.

Can contractors access Vantage?

Yes. Invite contractors with the “Contractor” role. They only see projects they’re assigned to.

What happens when someone leaves?

Deactivate their account. Their historical data (time, tickets) is preserved. The license is freed for another user.

Data & Security

Where is my data stored?

Vantage data is stored in secure AWS data centers in the United States. Enterprise customers can request data residency options.

Is my data backed up?

Yes. Continuous backups with point-in-time recovery. We retain 30 days of backups.

Can I export my data?

Yes. Export any data to CSV from the reporting screens. Full data export available in Settings for account portability.

Is Vantage SOC 2 compliant?

We’re in the SOC 2 certification process. Contact us for our current security documentation.

Do you support SSO?

Yes, on Business and Enterprise plans. We support Google, Microsoft Entra ID, Okta, and custom SAML.

API & Integrations

Is there an API?

Yes! Full REST API for all functionality. See our API documentation.

What integrations are available?

Currently:

Stripe, HubSpot, and Xero integrations are on the roadmap.

Can I build custom integrations?

Yes. Use our API to build anything you need. Webhooks notify your systems of events in real-time.

Support

How do I get help?

Do you offer training?

Yes. We provide:

Is there a community?

Join our community Slack to connect with other Vantage users.

Mobile

Is there a mobile app?

Yes! iOS and Android apps for:

Can I use Vantage on tablet?

The web app works great on tablets. The mobile apps also support iPad and Android tablets.

Still Have Questions?