Agencies & studios
Run a portfolio of client projects without losing the margin
Standardise how projects are set up, see delivery health and utilisation across the whole book, and catch overruns while they are still cheap.
The hard part is the portfolio, not any single project
Most agencies can deliver one project well. The difficulty appears at eight or fifteen concurrent engagements, where each project manager has their own conventions, and the only view of the whole book is a spreadsheet somebody updates on Monday from memory.
That gap is expensive in a specific way. Overruns are found at invoicing rather than in week two. Utilisation is a feeling rather than a number, so hiring is guesswork. And approved work sits uninvoiced because no one owns the hand-off between delivery and finance.
What closes it is consistency: the same project structure every time, the same definition of at risk, and one place where the portfolio's schedule, budget and utilisation position is calculated rather than assembled.
Before and after
What changes in practice
On the left, what tends to go wrong. On the right, the mechanism that addresses it.
Where it breaks down
Every project manager has their own system
Inconsistent structure makes portfolio reporting impossible and turns hand-overs into archaeology.
Overruns discovered at invoicing
By the time the write-off is visible in the accounts, every decision that caused it has already been made.
Utilisation nobody can state precisely
Without billable share per person, hiring and pipeline decisions are made on instinct.
Approved work that never got invoiced
Revenue sitting between delivery and finance is the most avoidable cash flow problem in a services business.
What you get instead
One setup, reused
Project templates carry your stages, standard milestones and acceptance criteria, so every engagement starts consistent and reports consistently.
At-risk projects surface themselves
Schedule and budget variance are calculated from live data and sorted to the top of the portfolio view.
Utilisation as a number
Billable share per person and period, so you can see whether the next hire is affordable before you commit to it.
A clean delivery-to-billing hand-off
Approved milestones marked billable move into an invoicing queue with the approval attached as evidence.
The parts you will use most
Capabilities that carry the weight here
Reporting & analytics
Portfolio dashboards for the numbers that decide whether the business works: on-time delivery, utilisation, budget variance and revenue at risk.
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 moreProject tracking
Boards, timelines and workload in a single project record, so the status you report is the status that exists.
Read moreRecommended plan
Pro
Pro adds portfolio reporting, utilisation, project templates and budget threshold alerts, which is where multi-project teams get their return.
Other perspectives
If this is not quite you
Independents & freelancers
Professional client-facing delivery without the admin overhead of a full agency stack.
In-house teams
One plan spanning internal teams and external vendors, with permissioned access and a documented approval trail.
Clients commissioning work
Current progress, the decisions waiting on you, and a written record of everything you approved.
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.