Streamtime connector

Use your Streamtime data for reporting, automation and AI.

Data Panda brings your Streamtime data together with the data from the rest of your studio. From one place, we turn it into dashboards, automations, AI workflows and custom apps your team uses every day.

Streamtime
 Data Panda Reporting Automation AI Apps
Streamtime
About Streamtime

The Sydney-born job platform for design and creative studios.

Streamtime started in Sydney in 2002 and now serves more than 1,200 creative teams across 51 countries from offices in Sydney, London, New York, Paris, Ottawa and Christchurch. The product is built for design-leaning studios: branding agencies, digital and motion shops, in-house creative teams and architects who price work as jobs rather than as products. One platform covers job setup with planned profit, drag-and-drop scheduling without classic timesheets, quoting, invoicing, expenses and reporting on staff load and job recovery.

Pulling Streamtime into a warehouse is not about replacing its boards. It is about the questions that span modules: realised job profit after cost-of-hours and freelancer spend, billable-rate use per creative role, retainer hours delivered against retainer hours sold, and the gap between the schedule on screen and the pipeline behind it. Those answers live across Streamtime's jobs, schedules and invoices; in a warehouse they sit next to your accounting, payments and new-business data.

What your Streamtime data is for

What you get once Streamtime is connected.

Studio-wide reporting

One picture of jobs, schedules, quotes and invoices instead of four boards in Streamtime.

  • Job profit after cost-of-hours, freelancer spend and expenses
  • Billable-rate use per creative role, rolling twelve weeks
  • Retainer hours delivered against retainer hours sold, per client

Studio-stack automation

Keep Streamtime aligned with the tools around it without the weekly export.

  • Invoices into Xero with the right contact and tax code
  • HubSpot closed-won deals into Streamtime job setup
  • Slack alerts when a job burns past its quoted budget

AI workflows

Use Streamtime history to forecast slip and flag scope drift before invoicing day.

  • Job-slip forecast on hours-burn against schedule
  • Scope-creep flag when delivered hours outrun quoted hours
  • Retainer-renewal risk score on usage trend per client

Custom apps on your data

Internal tools on Streamtime data for people who should not be opening Streamtime.

  • Account-manager workbench with retainer status per client
  • Studio capacity board with planned versus billable hours
  • Finance view of hours-not-yet-invoiced per job and customer
Use cases

Use cases we deliver with Streamtime data.

A list of concrete reports, automations and AI features we have built on Streamtime data. Pick the one that matches your situation.

Job profitHours at cost against invoiced revenue, freelancer spend and expenses, per job.
Retainer burnHours delivered against retainer hours sold, per client and month.
Billable-rate useBillable hours over total hours, per creative role and rolling twelve weeks.
Capacity versus pipelineScheduled hours plus signed work against planned capacity, per role.
Hours not yet invoicedBacklog of billable hours still outside any invoice, per client.
Quote-to-job velocityDays from accepted quote to first scheduled hour.
Scope-creep flagDelivered hours greater than quoted hours, before final invoice.
Revenue mixRetainer versus fixed-fee versus time-and-materials, per quarter.
Top clients by marginMargin ranking after cost-of-hours and discounts, twelve months.
Freelancer spendExternal hours and cost per job, against the quoted external budget.
Real business questions

Answers you will finally get.

Which jobs are quietly losing money before the first round goes out?

Hours delivered per job against quoted hours and a cost rate per role, with freelancer spend layered in. Surfaces the jobs where the senior team has already burned a third of the budget on internal craft, ranked by how much margin is at risk this quarter.

Where is our billable-rate use being lost across creative roles?

Billable hours over total hours per creative role and per person, broken down by what the non-billable hours went into: pitches, internal work, training or unbooked time. Tells the studio lead which role and which bucket to attack instead of asking everyone to be more billable.

Are our retainers still profitable after a year of scope drift?

Hours delivered to each retainer client against the hours their contract pays for, with cost-of-hours layered in. Surfaces the accounts that look healthy on revenue but cross the breakeven line on delivered time, ranked by how much margin is leaking this quarter.

Value for everyone in the organisation

Where each function gets value.

For finance leaders

Hours at cost against invoiced revenue per job, plus freelancer spend against quoted external budget. The month-end reconciliation between Streamtime and Xero stops being a spreadsheet and becomes one query.

For sales leaders

Quote win rate by client segment and job type, next to which signed quotes turned into delivered margin and which became scope-creep losses. The next pricing call stands on history, not gut feel.

For operations

Capacity per creative role against scheduled work and weighted pipeline, plus timesheet completeness by week. Studio leads can see the senior designer who is about to sit underused before it hits payroll.

Ideas

What you can automate with Streamtime.

Pair with Xero

Push Streamtime invoices into Xero

Sent invoices in Streamtime land as sales transactions in Xero with the right contact, tax code and tracking category. Credit notes and payment status flow back, so the bookkeeper closes the month without exporting two files. The pairing is the typical AU agency stack: Streamtime for the job, Xero for the books.

Pair with Exact Online

Run Streamtime next to Exact Online without double entry

For studios in Belgium and the Netherlands whose accounting sits in Exact Online rather than Xero, sent Streamtime invoices map to Exact sales bookings with the right ledger and VAT regime, and incoming Exact payments mark the Streamtime invoice as settled. Account managers stop having to ask the bookkeeper which clients have paid.

Pair with HubSpot

Turn HubSpot closed-won deals into Streamtime job setup

When a HubSpot deal hits closed-won, a draft job and quote land in Streamtime with the right contact, company and deal value, ready for the producer to staff. Quote sent, signed and invoiced states flow back to the HubSpot deal, so new business sees which pitches end in delivered revenue instead of stopping at a signature.

Pair with Slack

Alert Slack when a Streamtime job burns past quoted hours

A channel ping fires when delivered hours on a job cross a threshold of the quoted budget, with the producer and account manager tagged and a one-click link to the Streamtime job. The conversation about scope-creep happens before the final invoice, not after the client pushes back.

Your existing tools

Your data lands in a warehouse. Your BI tools read from it.

You keep the reporting tool you already have. We connect it to the warehouse where your Streamtime data lives.

Power BI logo
Power BI Microsoft
Microsoft Fabric logo
Fabric Microsoft
Snowflake logo
Snowflake Data warehouse
Google BigQuery logo
BigQuery Google
Tableau logo
Tableau Visualisation
Microsoft Excel logo
Excel Sheets & pivots
Three steps

From Streamtime to answers in three steps.

01

Connect securely

OAuth authentication. Read-only by default. We sign a DPA and your admin keeps the keys.

02

Land in your warehouse

Data flows into your warehouse on your schedule. Near real time or nightly, your call. You own the data.

03

Reporting, automation, AI

We build the first dashboard, workflow or AI feature with you, then hand over the keys. Or we stay on for ongoing delivery.

Two ways to work with us

Pick the track that fits how you work.

Track 01

Self-serve

We set up the foundation. Your team builds on top.

  • Streamtime connector configured and running
  • Warehouse set up in your cloud account
  • Clean access for your Power BI, Fabric or Tableau team
  • Documentation on what's in the data model
  • Sync monitoring so you're warned before reports break

Best fit Teams that already have a BI analyst or data engineer and want to own the build.

Track 02

Done for you

We build the whole thing, end to end.

  • Everything in Self-serve
  • Dashboards built to the questions your team actually asks
  • Automations between your systems
  • AI workflows scoped to real tasks your team runs
  • Custom apps where a dashboard does not cut it
  • Ongoing delivery at a pace that fits your team

Best fit Teams without in-house BI or dev capacity. You tell us what you need and we deliver it.

Before you book

Frequently asked questions.

Who owns the data?

You do. It lands in your warehouse, on your cloud account. We don't resell or aggregate it. If you stop working with us, the warehouse stays yours and keeps running.

How fresh is the data?

Near real time for most operational systems. For heavier sources we schedule hourly or nightly. You pick based on what the reports need.

Do I need a warehouse already?

No. If you don't have one, we help you pick one and set it up as part of the first delivery. Common starting points are Snowflake, Microsoft Fabric, or a small Postgres start.

Streamtime does not use classic timesheets. Does the warehouse data still cover hours per person?

Yes. The drag-and-drop schedule and the to-do logs both write time entries against jobs, roles and people. The connector pulls those entries the same way it would pull timesheet rows from any other PSA, so billable-rate, capacity and job-burn reporting work the same as on a timesheet-based tool.

Does the connector replace the Streamtime to Xero or Exact Online sync?

No. Streamtime keeps its native accounting integrations for the operational write of an invoice. The warehouse pull sits one layer up: it reads job, schedule, quote and invoice data from Streamtime and joins it with the same data on the accounting side, so you can compare what was sold, what was delivered and what was paid in one query.

GDPR-compliant
Data stays in the EU
You own the warehouse

A first deliverable live in four to six weeks.

We review your Streamtime setup and the systems around it. Together we pick the first thing worth building.

Book a call See our other connectors