Reusable plan templates
Save a plan once (for example a $500/mo / 50h retainer, or an included-support-only plan) and apply it to any project from its Site Care tab.
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Care Plans
Maintenance and retainers that run themselves
Turn ongoing maintenance into a productized care plan. Clients get a monthly bucket of included hours and submit change requests right from their portal. You quote, they approve and pay in one tap, and ProjEvo schedules it, tracks the time, bills any overage and closes it out automatically. Add optional after-hours rush fees for work that cannot wait.
Replaces
Manual retainers spreadsheets email change requests
L
Submitted Update homepage hero image
Care Hours · Maple & Co
1 Submitted
2 Quoted
3 Scheduled
4 In progress
5 Completed
Thanks! We’re reviewing this and will send an estimate shortly — you can approve once it’s quoted.
No back-and-forth emails. The status updates here in real time.
Estimate
0.5 hrs
Scheduled
Jun 22, 9:45a
Est. done
10:15a
Approve — covered by your plan
Need it sooner? Get it done after-hours · $45
Approved & scheduled for Jun 22, 9:45 AM
Added to the calendar · a tracked task was created automatically
Your team is on it now
Time tracking · 00:18:24 of 0.5 hrs
Completed — 0.5h drawn from Care Hours
Request closed automatically · you were notified
Powered by ProjEvo
Care Plans
Buckets of included time
Each plan gives the client a monthly bucket of hours (Care Hours, Edit Hours, anything you sell). Requests draw it down and it resets every cycle, so they always know what they have left.
Care plans
Care Hours
active 0h of 2h used this period 2h left
Overage
$45.00/h
After-hours
$45/req
Resets
Day 28
Edit Hours
active 0h of 2h used this period 2h left
Overage
$45.00/h
After-hours
$45/req
Resets
Day 28
Included hours are free · overage and after-hours bill automatically.
Care Plans
Quote, approve and get paid
You quote each request; the client approves and pays in a single tap. Covered work is free, overages invoice instantly, and the job only unlocks for the team once it is paid.
Approve & pay
Update homepage hero image Included
Covered by your plan — approve to confirm and we’ll schedule it. No charge.
Approve
Rebuild pricing page
$67.50 1.5h over your included hours
Overage invoices instantly. Approve & pay to send it to the team.
Approve & pay · $67.50
Team queue
Rebuild pricing page
Awaiting payment — hidden until paid
Update homepage hero image
Paid & approved — ready to start
Covered work approves in one tap.
Care Plans
After-hours rush fees
Let clients pay a flat after-hours fee to jump the queue and get it done out of hours. The work time still draws from their plan — the fee is purely the rush premium, and you set both the fee and the turnaround.
When do you need it?
0.5 hrs of workStandard
Next business slot · ETA Jun 22, 9:45 AM
After-hours rush
Done within ~1.5h · tonight
The 0.5h of work still draws from the plan — the $45 is only the rush premium for out-of-hours turnaround.
After-hours is optional per plan — turn it on and set your own fee and turnaround.
Care Plans
Scheduled, tracked and billed automatically
On approval it lands on the calendar, spins up a time-tracking task billed to the plan, and runs overages through the billing engine — no manual setup per request.
On approval, ProjEvo handles the rest
Request approved
Update homepage hero image · Care Hours
Added to the calendar
Jun 22, 9:45 AM · 0.5 hrs
Tracked task created
Timer ready · billed to the care plan
Overage invoiced
Only if it runs past included hours
Client notified · request closed
Marked complete automatically
Scheduling, time tracking and billing — all automatic, every request.
And more
Everything care plans should do
Closes itself out
When the task is finished the client is notified and the request is marked complete on its own — no chasing, no manual follow-up.
Enable per project
Site Care is a per-project integration. Flip it on for a project to add a Site Care tab where you set the plan and change requests come in.
Clients request from their portal
Clients submit change requests against a plan — or as project-rate work — right from their branded portal or dashboard, with title, details and priority.
Quote, AI-estimate or set a %
Price a request yourself, pull an AI estimate, or mark it partially complete with a percentage — your call, per request, plus decline and delete.
Scheduling you control
Set a buffer before each job and your business hours; the first slot and every client-facing ETA follow your rules automatically.
A comment thread per request
Client and team keep the conversation on the request itself, in real time, instead of scattered across email.
Recurring plan fee, automatic
A monthly fee above $0 auto-generates a recurring invoice; set it to $0 for included-support-only retainers that only bill overages.
Lands on the calendar
Approved care work shows on the shared calendar alongside projects, invoices and meetings, so the whole team sees what is scheduled.
Real-time status notifications
Clients are notified the moment a request is quoted, scheduled and completed — the status page updates live, nothing needs chasing.
Frequently asked
- What are care plans for?
- Productizing ongoing maintenance and retainers. Clients get a bucket of included hours and submit change requests from their portal; you quote, they approve, and ProjEvo handles scheduling, time tracking and billing automatically.
- How do the time buckets work?
- Each plan includes a set number of hours per cycle (for example 2h of Care Hours). Requests draw the bucket down, you can see how much is left at a glance, and it resets every period. Anything beyond the included hours bills at the plan overage rate.
- How do after-hours rush fees work?
- If you enable after-hours on a plan, clients can pay a flat fee to have a request done outside business hours — typically within the turnaround you set. The work time still comes from their plan; the fee is just the rush premium.
- When does the team start the work?
- Only after it is approved and paid. Overages invoice immediately on approval, and the request does not show as approved to the people doing the work until payment clears — so you never do unpaid overage work.
- What happens automatically when a request is approved?
- ProjEvo adds it to the calendar, creates a task to track the time against the care plan, invoices any overage, and — once the task is finished — notifies the client and closes the request as completed.
- How do I turn Site Care on?
- It is a per-project integration. Enable Site Care on a project to add a Site Care tab where you set the plan and receive change requests; clients see their plans and submit requests from their portal.
Explore more of the platform
Projects & delivery
Tasks, deliverables, milestones, sprints, approvals, time tracking with a built-in timer, a per-project Brand Kit and switch-on integrations — the whole delivery workflow in one workspace.
Billing & money
Branded contracts and proposals, invoices, recurring subscriptions and a client wallet that pays you automatically — Stripe and PayPal built in.
Support desk
A full ticket desk with SLAs, live chat backed by custom AI agents, and a knowledge base — all white-labeled inside your client portal.