Project Management System — built for billing, not demos
A custom PM tool that replaces Asana, Trello and Jira, wired into your CRM, invoicing and ERP. Gantt, Kanban and list views in one, capacity planning per person, time tracking with real billable accuracy and a client portal — no per-seat monthly fees.
What the project management system includes
Professional services automation for teams running 50+ tasks per week. Every module kills status meetings and makes margin visible in real time.
Projects and tasks with hierarchy
Epics, stories, subtasks, checklists and custom workflow states for design, dev, QA and client review.
Gantt, Kanban and list views
One project, three views. PM owns dependencies in Gantt, the team pulls Kanban cards, the lead reads the list — no duplicate data.
Capacity planning per person
Weekly load heatmap, overbooking alerts, pre-book suggestions. See who is free before committing a date.
Time tracking tied to invoicing
Task timers, manual logs and auto-detection from calendar or Git commits. Billable hours flow into draft invoices at month-end.
Milestones and dependencies
Sprint planning for product teams, phase milestones for agencies. Critical path recalculates the moment a task moves.
Documents and comments
Notion-style docs, threaded @mentions and file versions. Conversation stays on the task, not in Slack.
Read-only client portal
Clients see progress and approve deliverables — no access to internal tasks, costs or margins.
Pro-services reports
Billable utilisation, project margin, realisation rate and two-month forecast. Numbers Asana never gives you.
Who this project management system is for
An agency PM tool and product-team workspace in one. Custom variants for three profiles that outgrow generic SaaS.
Digital and marketing agencies
50+ active tasks per week, 10-30 live clients, retainers and project-based work in parallel. You need utilisation, billable accuracy and a client portal — Asana will not link time to an invoice, Monday charges per seat without margin reports.
Software product teams
Sprint cycles, backlog grooming, sprint planning, release notes. Jira is heavy and slow; Linear lacks custom workflows and client visibility. We support sprints, story points, burndown charts and GitHub / Linear sync with no per-user cap.
In-house PMOs at mid-size firms
Cross-functional projects across marketing, IT, ops and finance. You need a centralised view with budget tracking, exec dashboard and portfolio reporting — features SaaS PMs gate behind their €40+ enterprise tier.
How we build the project management software
API-first architecture and a proven stack — connectable to whatever your team already uses. Code and database stay yours.
Technology stack
Frontend: Next.js 15 and React — keyboard shortcuts, optimistic updates, offline comment drafts.
Database: PostgreSQL with full-text search and materialised views.
Real-time: WebSocket layer — Kanban cards move live, no F5.
API-first: REST + GraphQL with OpenAPI docs, webhooks and SDK.
Built-in integrations
Slack: two-way — task comment posts to a channel, Slack reply writes back.
Google Calendar: deadlines and milestones sync; capacity planner sees personal events.
GitHub and Linear: commits, PRs, issues attach; statuses write back — no duplicate tracking.
CRM, ERP and invoicing: a CRM deal opens a project, time logs flow into a draft invoice, ERP sees margin live.
Why Saitami for a project management system
Three numbers from real deployments over the last 18 months — not marketing claims.
Billing accuracy via time tracking
Captures hours otherwise lost in Slack threads, emails and untracked review cycles.
Status meetings
Client portal and exec dashboard make progress visible — weekly calls become biweekly or disappear.
Starting investment
Fixed-price MVP — projects, tasks, Kanban / Gantt, time tracking and portal. No per-seat fees.
Frequently Asked Questions
Why custom instead of Asana, Monday or Jira?
Generic PM tools charge €15-€40 per user monthly and still will not connect to your CRM, ERP or invoicing. A 25-person team over three years pays €13,500-€36,000 in subscriptions without real professional services automation. A custom system from €4,800 delivers your exact workflow, margin reports and client portal, and pays back inside twelve months.
Is there a read-only client portal?
Yes — the client portal is standard, not a paid add-on. Clients log in with email and password, see milestones, deliverables to approve, shared documents and progress. They do not see internal tasks, costs, margins or who logged hours. It cuts status meetings by about 44% on average across our agency deployments.
Is it connected to invoicing?
Yes — this is the core difference from Asana or Trello. Time-tracking logs automatically group by client, project and rate at month-end and become a draft invoice in your quoting and invoicing system or accounting software. The PM reviews, sends and payment status flows back. Billable accuracy climbs by over 30%.
How much does a project management system cost?
The starter package is from €4,800 one-off — projects, tasks, Kanban and Gantt, time tracking, portal and core reports, live in five to seven weeks. A full build with capacity planner, sprint planning, Slack / Calendar / GitHub and CRM / invoicing wiring runs €9,000-€16,000. Pricing is fixed after discovery, not hourly, and includes training and three months of support.
Ready for a PM tool your team actually uses?
A 90-minute discovery workshop — we review your current process, locate where hours leak and propose concrete scope and price. Related pages: CRM for consulting, service tickets software, software development, API integrations and CRM system development.
Book a discovery workshop →