Platform overview
Scope, delivery, approval and billing on one record
Projexio is built on a single premise: in client work, the plan and the commercial commitment are the same object. Once you model them that way, most of the friction in professional services delivery has somewhere to go.
The lifecycle
What happens, in the order it happens
Before work starts
Scope becomes structure
The statement of work is translated into milestones with dates, owners, budgets and acceptance criteria written in plain language. This is the step most teams skip, and it is the one that prevents the arguments.
- Milestones carry acceptance criteria that could settle a disagreement
- Exclusions recorded alongside inclusions
- One named approver per milestone
- Budget set in hours or in the currency you bill that client in
Milestone 3 — Responsive page designs
Acceptance criteria agreed 4 May
- Five templates, desktop and mobile
- Delivered as a shared design file
- One revision round included
Recorded with approver, timestamp and comments
During delivery
One plan, two audiences
Your team works the full plan. The client sees a narrow, current view of progress, shared deliverables and the decisions waiting on them. Neither view is a copy of the other, which is why neither goes stale.
- Every task, comment and file is internal or shared, defaulting to internal
- Boards and timelines are two views of the same data
- Dependencies push downstream dates and flag milestones at risk
- Client collaborators never consume a paid seat
Scoped
In progress
In review
Approved
As effort accrues
Margin stays visible
Time logged against tasks is compared to the estimate continuously, so a project going over shows up in week two rather than at invoicing. Thresholds you set trigger the conversation while it can still change the outcome.
- Estimate against actual at task and milestone level
- Budget burn with alerts at thresholds you choose
- Billable and non-billable effort separated
- Estimate accuracy by project type feeds your next quote
At the end of each phase
Approval is evidence, not a memory
The client approves against the criteria agreed at the start. The decision is stored with an identity, a timestamp and any comments, and a billable milestone moves into the invoicing queue with that record attached.
- Timestamped, attributed approvals retained for the life of the project
- Out-of-scope requests become priced change requests
- Approved and billable milestones queue for invoicing automatically
- Portfolio reporting shows revenue waiting on approval
Schedule variance
-1.5 days
Budget consumed
68%
Awaiting approval
2 milestones
Billable utilisation, last seven weeks
Capability map
Everything the platform covers
Each area has a page of its own with the specifics.
Project tracking
Boards, timelines and workload in a single project record, so the status you report is the status that exists.
Read moreMilestones & approvals
Turn scope into named milestones with acceptance criteria, then capture approval as a timestamped record instead of a buried email.
Read moreClient collaboration
Give clients a clean, permissioned view of their project — progress, files, decisions and questions — without exposing your internal workings.
Read moreTime & resourcing
Log time against tasks, compare it to the estimate, and see budget burn per milestone before the overrun becomes a write-off.
Read moreReporting & analytics
Portfolio dashboards for the numbers that decide whether the business works: on-time delivery, utilisation, budget variance and revenue at risk.
Read moreIntegrations & API
Connect chat, storage, calendars, repositories and accounting, or build directly against a documented REST API with webhooks.
Read moreDesign principles
The decisions behind how it behaves
These are the trade-offs we have already made, so you can judge whether they match how you want to work.
Calculated status, not typed status
A status field somebody updates by hand is a description of intent. Project health here is derived from dates, dependencies, logged effort and approvals, so what you report is what exists.
The client is in the model
Approval is a step in the critical path with an owner and a date. External collaborators are free. Visibility is enforced per item. None of that is achievable by bolting a portal onto an internal tool.
No second system
If a tool forces you to keep an internal board and a client-facing version, it has created permanent administrative work. One plan with per-item visibility removes it.
Reporting that changes a decision
Activity counts look like insight and change nothing. We report schedule variance, budget variance, utilisation, unapproved revenue and estimate accuracy, because each one maps to an action.
Foundations
What is true on every plan
Scope that survives contact with the client
Break an engagement into milestones with written acceptance criteria, so done is defined before work starts rather than argued about after.
One record per project
Plan, files, decisions, time and approvals live on the same object. No reconciling a board against a spreadsheet against an inbox.
Clients included, not exposed
Shared views show progress and open decisions. Internal notes, margins and resourcing stay on your side of the wall.
Delivery connected to money
Estimates, logged time and approved milestones feed budget burn and invoicing, so profitability is visible while you can still change it.
Built for distributed work
Time zone aware dates, asynchronous approvals and multi-currency project budgets for teams working across Asia-Pacific and the Americas.
Sensible defaults for client data
Encryption in transit and at rest, role-based access, granular sharing and an exportable audit trail on every plan.
Security specifics, including encryption, tenancy and our honest position on certification, are on the security page.
Ready to run client work with less friction?
Start a 14-day trial on a real project. No card required, no feature restrictions, and unlimited free client collaborators from the first day.
Questions first? Email support@projexio.org and a person will reply.