From idea to a ready client project — with AI
Ten clients, each with their own deadlines and expectations — and the same five people doing all the work. How do you know which client needs attention before they pick up the phone? Projektiassistent keeps every client project with its plan, budget, risks and agreements in one workspace: the plan is ready in minutes, client data can be kept apart in workspaces, and the partner or managing director sees every project's status in one view.
Client projects shouldn't live in ten spreadsheets and inboxes
Every client comes with their own files, emails and agreements. With ten at once, nobody has the full picture. Projektiassistent brings each client's work under one project and every project into one portfolio.
Every client in a separate file
Plan in Excel, agreements in emails, meeting notes in a notebook. The partner can't see which client is actually at risk.
Scope creeps quietly
“Just one more small thing” gets added without a decision. Later nobody remembers who agreed to what — and fixed-price work goes over budget.
The same people on several clients
One overloaded consultant means a deadline slips for three clients at once — and you only find out when the client asks.
Client reports take hours
The weekly or monthly status gets pieced together by hand, even though the information already exists — just in different places.
Before work starts: is the client project really agreed?
A signed proposal and a project ready for work are not the same thing. Before launch, scope, deliverables, owners, budget, team workload and client inputs have to be consistent. Approval checkpoints, the budget warning and attention signals show what is still missing.
- Approval checkpoints before launch
Record critical assumptions — such as the client's source data or sign-off — as milestones for an approver to confirm; the system saves who approved and when. The project stays in Draft status until you decide to launch it.
- Hours and budget side by side
Planned and actual hours side by side, cost lines in net and VAT, the available balance and a warning when costs exceed the budget — you see early when fixed-price work is heading over.
- Workload before you promise
Resource planning in the Business plan shows each person's workload percentage and whether the team really has time for a new client — before a deadline goes into the proposal.
What consultants and agencies use Projektiassistent for
You get a plan built for each client, not an empty template. The AI accounts for the field's specifics — scope and deliverables, client inputs and sign-offs, team hours, deadlines and funder requirements.
Strategy & analysis
From brief to recommendations — interviews, analysis, report and client reviews in one plan.
Transformation & implementation projects
Process redesign or rolling out a new system at the client — stages, training and owners on both sides.
Funding applications for clients
EIS, KIK, PRIA and EU programmes — a structured application from the client's project plan, not a blank page.
Managing grant projects
After the funding decision — activities, costs in net and VAT, and reporting to the funder throughout the period.
Marketing campaigns
Campaign plan, creative work, channels and client approvals — deadlines and budget in one view.
Content production
Editorial calendar and publishing workflow on a Kanban board — who writes, who approves and when it goes out.
Web & brand
A brand refresh or website build — stages, client feedback rounds and milestones.
Training & development programmes
Multi-month programmes for the client's team — modules, preparation, facilitators and deadlines.
Retainer work
Monthly client work as a Kanban flow — deadlines and team workload visible even when the project has no end.
How a client project moves from idea to report
Example: an advisory firm helps a manufacturer apply for a digitalisation grant and then deliver the project. The same project goes through every stage in one workspace — nobody has to copy information from file to file.
Idea
“We want to digitalise production planning.” The AI builds a draft plan for the client project; on the Business plan it also extracts tasks, decisions and risks from the first meeting's notes.
Scope and proposal
Goals, deliverables, activities, budget and team hours are thought through before the proposal goes to the client.
Client decision
The client gets Viewer access to see and comment on the plan. While their source data or sign-off is missing, the project stays in Draft status — you decide when to launch.
Application
From the same plan, the AI prepares a structured application for the chosen programme — you and the client review the text and submit.
Delivery
Gantt, Kanban, owners and risk register. Every scope amendment goes into the decision log with rationale, decision-maker and date.
Reporting
An AI status summary and the project document for the client as PDF or DOCX, and the budget block's cost lines as the basis for the funder's interim or final report — from the same data.
Many clients, one team — every project in one view
In the Business plan, client projects, retainers and the firm's internal projects come together in a portfolio where every project carries a health score, progress and deadline. Overdue tasks and risks show up as signals straight away.
The partner, managing director or account lead gets the answers at a glance:
- Which client's project is behind schedule?
- Where is there a risk of going over budget?
- Who on the team is overloaded — and because of which projects?
- Which project is waiting on client input or sign-off?
- Which client should I call myself today?
What happens when the client alters the plan?
Something always shifts in a client project: the client adds requests, their input is late or a big new engagement lands. The what-if simulation in the Business plan shows the impact on the project end before you say “yes” to the client.
The client adds scope
The critical path shows which tasks determine the deadline and how much slack each has; the baseline flags “Scope increased” when the scope expands — and the decision goes into the log.
Client input is late
Pick the source data or feedback task, enter a delay in days and see how far it pushes the project end. Simulations are kept in the history.
A big new client comes on board
Resource planning shows each person's open tasks, hours and workload percentage — so you see who is already over capacity before the same people take on the new work.
From the client's goal to results — and a report the client trusts
Clients don't pay for activities, they pay for results. In Projektiassistent the chain from the client's goal to the report lives in one place — so when someone asks “what are we paying for, and where are we now?”, the answer is there.
- Client goal
- Brief
- Scope and deliverables
- Project
- Activities
- Owners
- Hours and budget
- Milestones
- Client report
- Summary for the client
The AI status summary gives the project's current state in moments. The project document exports as PDF or DOCX in one of five design templates, with a preview first.
- Decision log
Every scope amendment and agreement is saved with rationale, decision-maker, status and date — so “who agreed to that?” has an answer.
- Version history
In the Business plan, the audit log records major changes with who and when, and earlier versions can be restored. You can show the client how the scope evolved and why.
A client's funding application from the same project plan
If you write funding applications for clients, not every application has to start from a blank page. The AI gathers the client project's goals, action plan, budget, risks and team into a structured application for the chosen funding programme. Create several applications per project — 3 a month on Standard, unlimited on Business.
EIS (formerly EAS)
Grants for business development, innovation, digitalisation and export — business logic, results and co-financing clearly set out.
KIK and PRIA
Environmental, energy-efficiency, agricultural and rural projects, including LEADER — measurable impact and investment rationale from the plan.
EU programmes
Horizon Europe, Interreg, Erasmus+ and more — work packages, indicators and an English application from the same plan.
You can enter the programme's web address when drafting the plan and the AI takes its content into account, so you and the client can check compliance before submitting. Final eligibility is always decided by the funder or implementing agency.
Excel is fine for a proposal table. Ten clients need a system.
Excel isn't a bad tool — it just wasn't built to manage several clients, a shared team and shifting scope. Here's where it stops being enough.
| Projektiassistent | Excel | |
|---|---|---|
| Project status | A live project that updates as work happens | A static table updated by hand |
| Scope amendments | Decision log with rationale and decision-maker | In emails and meeting notes |
| Team workload | Resource planning across projects (Business) | A separate sheet or in someone's head |
| Hours | Planned and actual hours side by side | A separate sheet, if someone fills it in |
| Client report | AI status summary, document as PDF or DOCX | Written up by hand |
| Client access | Viewer access to their own project only | A copy of the file by email that goes stale |
| Multiple clients | Portfolio view of every project (Business) | One file per client |
Every client sees only their own project
A consultant sees clients' budgets, strategies and plans that aren't public yet. The client needs to be sure none of it reaches the client next door — and that major changes are traceable. Permission levels and the decision log come with every plan; workspaces, role profiles and the audit log are in the Business plan.
Clients separated in workspaces
Each client or group of clients in a separate workspace. Switch the active workspace in one click, and the project header shows which workspace a project belongs to.
Viewer access for the client
Three permission levels: Viewer, Editor and Admin. As a Viewer, the client follows and comments on their project but can't change anything.
Roles for the team
A role profile sets each module's level (none, view, manage) — e.g. risks, export and AI — so a junior consultant doesn't see everything.
Data isolation
All traffic over HTTPS with HSTS; every request checks that the data belongs to an environment the user has access to. Changing an identifier won't reach another client's data.
Audit log
Major changes, decisions, risks and approvals on one timeline, with who and when.
When the engagement ends
The client's share can be removed immediately and the project document kept as PDF or DOCX; “Export my data” downloads a copy of personal data and “Delete my account” removes the account (GDPR).
If your clients ask about data protection or information security before working with you, write to us — we'll answer question by question. Contact →
The right methodology for a client project
Simple project with minimal overhead for shorter engagements, a Kanban flow for retainer work, Waterfall or hybrid with milestones for multi-stage transformation or grant projects. Switching methodology never alters the project's substance.
Start with one client project, not the whole firm
A new tool doesn't have to be rolled out to the whole team and every client at once. The fastest way to see the value is to take one new engagement or current client and run it through Projektiassistent.
One client project
Pick a new engagement or a current client project and build its plan. The trial lasts 14 days (up to 3 projects) and no credit card is required.
Pilot with the team
Invite your colleagues and one client with Viewer access. The first status summary for the client shows whether it saves time.
Whole firm
If the pilot works, bring the remaining client projects into the portfolio on the Business plan, separate clients into workspaces and give the team role profiles.
Frequently asked questions from consultants and agencies
Is Projektiassistent suitable for a small agency or an independent consultant?
Yes. You can start with one client project on your own or with a couple of colleagues — the Standard plan includes Gantt, Kanban, risks, budget and AI for up to 20 active projects. As clients and team members grow, the Business plan adds the portfolio view, workspaces to keep clients apart, role profiles, workflow forms and up to 100 active projects.
How do we see every client's project and the team's workload at once?
The Business plan's portfolio view shows all client projects on one screen: each carries a health score (on track, monitoring, at risk, blocked), progress and deadline, and overdue tasks and risks show up as signals. Resource planning shows who on the team is over capacity and on which projects they have open tasks — before a deadline slips.
Can a client get access to their own project?
Yes. The client gets Viewer access, which shows their project's plan and status and lets them comment without changing anything. The AI status summary also gives the current state in moments, and the project document can be sent to the client as PDF or DOCX.
How is client data kept separate and protected?
In the Business plan each client or group of clients has its own workspace, team members get role profiles that set each module's level (none, view, manage), and the audit log records changes with who and when. Every request checks that the data belongs to an environment the user has access to, and all traffic runs over HTTPS with HSTS. When an engagement ends, the client's share can be removed immediately; data processing is described in detail in the privacy policy.
How do we manage scope changes on fixed-price work?
Every scope amendment is saved in the decision log with rationale, decision-maker, status and date. The baseline locks the original dates and hours and flags “Scope increased” when the scope expands; the critical path shows whether extra work still fits the deadline. On the Business plan, the what-if simulation shows a delay's impact on the project end and earlier versions can be restored. Planned and actual hours sit side by side, so an overrun shows up early.
Can we write funding applications for clients and then manage the grant project?
Yes. The AI prepares a structured application from the client's project plan for the chosen programme — for example EIS, KIK, PRIA or EU programmes — and you can create several applications per project (3 a month on Standard, unlimited on Business). After the funding decision, VAT is calculated separately for every cost line and the budget block shows the reserved, used and available amounts as the basis for reporting. Final eligibility is always decided by the funder or implementing agency.
Does Projektiassistent replace accounting, invoicing or a CRM?
No. It is a workspace for planning and managing client projects — plan, schedule, budget, hours, risks, decisions and reports. It doesn't handle invoices, a sales pipeline or bookkeeping; on the Business plan it connects to existing systems through API tokens and webhooks, sends notifications to Slack or Teams and puts deadlines in your calendar via a calendar feed.
Can we start with a single client project?
Yes — and that's the most sensible way, for example with your next new engagement. The trial lasts 14 days, includes up to 3 projects and 20 AI requests and requires no credit card. Business plan features (portfolio, what-if, workspaces) are not part of the trial — if you'd like to see them and your own client project first, request a demo through the contact page.
Let's make your next client project decision-ready
Try 14 days free — 3 projects and 20 AI requests, no credit card required. Want to see how it looks with your own project first? Request a demo.