Proposals, projects, invoices, time tracking & client communications. All connected, all automated, all under your brand. Built specifically for how your business operates.
Based in Melbourne · Builds from $6,500 AUD · No White Oryx subscription
Built for teams copying data between systems, chasing approvals manually, or losing visibility between proposal & payment.
Managing proposals, projects, time and invoicing across multiple tools. We consolidate everything so delivery, billing & client communication flow automatically.
Quotes, jobs, updates and invoices scattered across apps and messages. We build a system that turns quotes into jobs, tracks progress & invoices at the right moment.
Juggling clients, delivery and billing manually. We create structured workflows that turn leads into projects and completed work into invoices, without rebuilding the process every time.
Most service businesses are not short on software; they are short on flow. Enquiries, proposals, jobs, invoices & client updates sit in separate systems, creating administrative work the team should not have to carry.
Each module is built around your actual workflow rather than a generic template.
Send branded proposals that convert into live projects the moment they're approved. No copy-paste, no manual setup.
Generate invoices from milestones, completions or time tracked, not from end-of-week admin sessions.
Track every job, stage, task and handover in one place, structured around how your team actually works.
Real-time dashboard across receivables, project pipeline, margin & payment status. Everything visible, nothing hidden.
Log billable work directly against projects. Calendar meetings auto-detected & converted to time entries.
A clean, professional login experience under your brand. Clients see what they need. Nothing more, nothing less.
AI runs quietly in the background, scanning your inbox, reading your calendar, drafting responses & keeping every piece of data exactly where it needs to be. Less switching. Less entry. Nothing slipping through.
New enquiries are automatically detected from your inbox, classified & turned into leads. No manual triage.
Contacts pulled from your Gmail threads and organised automatically. Names, companies, emails all in one place.
Meetings detected in Google Calendar are automatically converted to billable time entries against the right project.
Based on deadlines, tracked hours and capacity, the portal suggests where to focus so projects land on time.
Describe the scope in plain language & the portal drafts a full, structured proposal or client email, ready to review & send.
Every step triggers the next based on your rules. Nothing slips through, nothing needs chasing, nothing needs re-entering.
AI reads the inbox, routes the lead.
AI-drafted, ready in minutes.
One click triggers the next step.
Stages & tasks auto-built.
Calendar syncs automatically.
Billing follows your rules.
The books update without chasing.
80%
Less admin overhead. Hours freed every week from manual entry, inbox triage & chasing approvals
0
Missed invoices. Every completed milestone automatically triggers an invoice
1
Single source of truth. Contacts, proposals, timesheets, projects & financials in one place
100%
Your brand, everywhere. Every client touchpoint carries your identity
The problem isn't that they're bad. It's that they're built for every business, which means constant configuration, workarounds & monthly fees for features you don't use.
Generic SaaS tools
White Oryx custom portal
You pay once for a system built around your business. After that, you pay infrastructure costs directly to each provider: Vercel, Google & Anthropic. No White Oryx margin sitting in the middle.
Standard build
$6,500 – $10,000
AUD · one-time · most service businesses land here
Larger scope · Custom build
$10,000 – $18,000+
AUD · one-time · scoped after discovery call
Paid directly to each provider, not to White Oryx. These are standard third-party accounts you own & control. Costs vary by features scoped into your build.
Hosts the frontend and runs all serverless functions & cron jobs. Free tier covers most single-business portals. Pro at ~$31 AUD/mo if volume grows.
Sheets, Gmail & Calendar APIs are free within standard usage limits. Most clients already have Google Workspace. Only costs if you don't.
Only applies if AI features are scoped into your build. Usage-based; a typical service business sits well under $20/mo.
~$15–25/yr via your existing registrar. SSL certificates are handled automatically by Vercel at no extra cost.
Typical total monthly running cost: $5 – $65 AUD/month. Compare: HubSpot Starter + Monday Pro + Xero Business runs $350–$700/month for a small team. Your portal replaces all three for less than the cost of a single Xero seat & you own it outright.
Builds start from $6,500 AUD. Standard workflows sit between $6,500 and $10,000. Complex builds with deeper integrations are typically $10,000 to $18,000+. All scoped & agreed upfront. No surprises.
No White Oryx subscription. You pay infrastructure costs directly: Vercel ($0–$31/mo), Google APIs ($0–$12/mo if not already on Workspace) & Anthropic API ($0–$20/mo if AI features are included). Most clients run at $5–$65 AUD/month total.
Most portals are delivered in 4 to 8 weeks. We start with a discovery session to map your workflow, then scope, build, test & hand over with training. All included in the build price.
For most service businesses, yes. A White Oryx portal consolidates proposals, project management, time tracking, invoicing & client communications. If a specific integration is still needed, we scope that during discovery.
AI runs in the background using your connected Gmail & Google Calendar. It detects enquiries, syncs contacts, converts meetings to time entries, drafts proposals & emails, and surfaces scheduling suggestions, all within your portal. You review & approve, it does the groundwork.
A fully operational system built specifically for your business, running on infrastructure you control. You can use it indefinitely. The system is not licensed for resale or commercial distribution.
Portals are built to evolve. We offer ongoing support & can add modules or adjust automations as your business grows. Nothing is locked in.
Yes. We're Melbourne-based but work with service businesses across Australia entirely remotely. Discovery, scoping & handover are all done online.
If you're spending hours each week on inbox triage, manual data entry, disconnected handovers or invoice chasing, this is where it gets fixed. We'll map your workflow, show you what's worth automating & give you a clear picture of what your system could look like.
We only take on a limited number of builds at a time to protect quality & delivery.
Melbourne-based · Builds from $6,500 AUD · No White Oryx subscription · $5–$65/mo infrastructure
