Onboarding28 Sept 2026
Many service businesses work with a toolbox that has grown over the years: a mailbox or helpdesk for requests, a project tool, an app for time tracking, a program for quotes and invoices, and a spreadsheet that holds it all together. Each tool works on its own. The problem sits in between. Hours get entered twice, information gets lost when copying, and at the end of the month someone has to gather the billable time.
Xcellerate OPS is a service platform that starts with the service desk and grows with your business: projects, budgets, quotes, time registration and invoices. It is developed and operated in the EU and built for service teams across Europe, from IT service providers and system integrators to agencies, consultancies and technical service companies.
1. All requests in one service desk
Your customers get in touch the way that suits them. In OPS, these channels land in the same service desk and become tickets:
- Email via Microsoft 365, Google Workspace or any SMTP/IMAP mailbox;
- Microsoft Teams, WhatsApp and the website chat;
- Telephony: you connect your phone system.
Every ticket has a status, priority, customer, assignee and SLA deadlines. The AI assistance pre-sorts requests, drafts replies, summarises long threads and checks quality. You decide per action how independently the AI may work.
The guide Connect your mailbox, Teams, WhatsApp and chat to Xcellerate OPS shows how to connect each channel.
2. Projects, quotes and contracts
Not all work is a ticket. For larger jobs you plan projects with tasks and budgets. In sales you manage a sales pipeline, create quotes and close contracts. You can share a quote as a link. Your customer accepts it online with a drawn or typed signature, with proof of consent.
You only switch on the modules you need. Everything else stays out of the menu until you activate it.
3. Time registration without double work
Time is recorded where the work happens: with the timer right on the ticket or on the project task, or afterwards in the timesheet.
- The weekly overview per team shows total time and the billable share side by side for each person.
- Timesheets go to the team lead for approval before billing. If you want, you bill only approved time.
- With a lock date, entries can no longer be changed after the payroll or billing run, not even by administrators.
- For working time there is also start and end of the working day, breaks, an unalterable change log and an export for payroll.
More on this: Time tracking, timesheets and approval in Xcellerate OPS.
4. From recorded time to invoice
Recorded and approved hours flow into invoicing, without anyone retyping numbers from a spreadsheet. For online payments you can connect payment providers such as Mollie, Stripe and PayPal.
Before you switch, check with us which accounting and e-invoicing connections you need. We will tell you openly what OPS can and cannot do today.
5. One team, many languages
The interface for team members is available in 25 languages. Each person works in their own language, with their own date format and time zone. This helps teams with offices in several countries and colleagues whose first language isn't English.
6. Data in Europe, access under control
- OPS is developed and hosted in the EU by RMM Labs, a European software company.
- Each workspace has its own isolated database.
- Sign-in with Microsoft or Google (single sign-on) and multi-factor authentication.
- Teams and permissions define who sees and edits what.
Clarify your company's data protection obligations with your data protection advisor. OPS gives you the tools for it.
7. How to make the switch
Most teams don't switch in a single day. This is what the switch can look like:
- Create a free workspace. The setup wizard asks a few questions about your business and switches on the right modules. The first steps are described in Your first hour in Xcellerate OPS.
- Bring your data over. You import customers and contacts via CSV. For time data from Clockify there is a guide: Import customers via CSV and move to a PSA. If your data comes from another system, we handle the import for you. We offer imports from more than 20 platforms.
- Start with one team. Begin with one team or one channel, for example the support mailbox, and expand from there.
- Free setup call. In a video call we set up OPS together with you and answer your questions.
