From idea to a ready software project — with AI
Several development teams, a full backlog and a board or client asking whether the release will land on time — how do you answer with confidence rather than gut feeling? Projektiassistent brings development, integration and deployment projects into one workspace: a plan with sprints, dependencies, budget, risks and owners is ready in minutes, and the CTO or delivery manager sees the whole portfolio in one view — for in-house development and client projects alike.
A backlog shows tasks, not where the project stands
Development teams have a tool for tickets. But budget, risks, dependencies, the roadmap and the board report often live elsewhere — in spreadsheets, slides and people's heads. Projektiassistent brings them under one project.
The picture is fragmented
Tasks in the ticketing tool, budget in Excel, architecture decisions in a chat channel and the roadmap on slides. Nobody sees the whole.
Estimates and reality drift apart
Sprint after sprint the work takes longer than planned, and the same key people are on three projects at once.
Dependencies surface mid-sprint
The client's interface isn't ready, another team is late or the security review was never planned — and the release date slips.
Reporting eats development time
The product or delivery manager assembles the weekly status for the board or client by hand, even though the data already exists.
Before the first sprint: is the project really ready?
A full backlog and a decision-ready project are not the same thing. Before launch, goal, scope, team, budget, schedule and critical dependencies have to be consistent. Approval checkpoints, the budget warning, the critical path and attention signals show what is still missing.
- Approval checkpoints before launch
Record critical assumptions — such as access to the client's system or a security review — 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.
- Contradictions made visible
If costs exceed the budget, the budget block shows a warning; the critical path shows the projected end and whether the release date fits between dependencies — before you commit, not after.
- Workload before commitment
Resource planning in the Business plan shows each person's workload percentage and whether the same key developers are already busy on other projects — before a new deadline is agreed.
What IT teams use Projektiassistent for
You get a plan built for the specific project, not an empty template. The AI accounts for the field's specifics — scope, development cycles, testing, deployment, dependencies on other systems and teams, and the workload of key people.
Software development & MVP
Scope, epics, sprints and releases — from idea to a working product with clear structure.
Client projects
Bespoke work for a client — scope, milestones, scope amendments in the decision log and Viewer access for the client.
Integrations & interfaces
Interfaces with existing systems — agreements, test environments and dependencies on other parties in one plan.
System replacement & migration
Replacing a legacy system — data migration, a parallel run, user training and decommissioning.
Deployment & DevOps
Deployment stages, checkpoints, maintenance windows and risks — a well-planned path to production.
Infrastructure & cloud migration
Moving environments — sequence, dependencies, rollback plan and owners.
Testing & quality
Testing phases and quality control linked to tasks, milestones and the release date.
Security work & audit findings
Security fixes and audit findings turned into activities — owners, priorities and deadlines.
Product roadmap & versions
A quarterly roadmap turned into releases — milestones and dependencies across product lines or teams.
How an IT project moves from idea to report
Example: a software company is building a self-service portal MVP for a client. The same project goes through every stage in one workspace — nobody has to copy information from tool to tool.
Idea
“We need a self-service portal for our customers, MVP in three months.” You describe the project in a couple of sentences and the AI turns it into a draft plan: goals, stages, schedule, budget and risks.
Scope and estimate
The MVP scope is broken into epics and tasks, dependencies on existing systems are mapped and every piece of work gets a time estimate.
Decision
The CTO or board sees whether three months is realistic, what it costs and who on the team is already busy. Until the assumptions are approved, the project stays in Draft status — you decide when to launch.
Sprints
Scrum or Kanban — the Kanban board, Gantt and summary read the same data. On the Business plan, notifications of major project events reach Slack or Teams.
Release
Testing, deployment and milestones on the schedule. When a sprint slips, the impact on the release date is visible immediately.
Reporting
Progress, budget use, risks and decisions made — an AI status summary and a PDF or DOCX project document for the board or the client from the same data.
Several teams, several products — every project in one view
Projektiassistent isn't just for running a single project. In the Business plan, product development, client projects, integrations and infrastructure work come together in a portfolio where every project carries a health score and cross-project dependencies are mapped.
The CTO, product lead or delivery manager gets the answers at a glance:
- Which releases are on schedule and which are slipping?
- Where are the same key people on several projects at once?
- Which project is waiting on another team or the client?
- Where is there a risk of overspending or an open critical risk?
- Which projects need my decision right now?
What happens when the project doesn't go to plan?
Something always shifts in an IT project: the client adds requirements, an external party is late or a key developer is suddenly away. The what-if simulation in the Business plan shows the impact on the project end before a new date is given to the client or the board.
The client adds scope
The critical path shows which tasks determine the release date and how much slack each task has; the baseline flags “Scope increased” when the scope expands — before you say “yes”.
An external dependency is late
Pick the client interface or partner delivery task, enter a delay in days and see how far it pushes the project end. Simulations are kept in the history.
A key developer drops out
Resource planning shows each person's open tasks, hours and workload percentage — so you see who on the team actually has the time to take over.
From product vision to sprint — and back to the board
A roadmap delivers nothing unless it reaches a concrete epic, sprint, budget and owner. In Projektiassistent that chain lives in one place — so when someone asks “what has been done towards this goal, and when will it ship?”, the answer is there.
- Product vision
- Roadmap
- Project
- Epic
- Sprint
- Tasks
- Release
- Hours and budget
- Board report
- Summary for the board or 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.
- Technical decision log
Architecture and scope decisions are saved with rationale, decision-maker, status and date — six months later you still know why it was done that way.
- Version history
In the Business plan, the audit log records major changes with who and when, and earlier versions can be restored. You can see how scope and schedule evolved, and why.
Development and innovation funding — an application from the same plan
The AI gathers your 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.
Prototron
Funding for prototypes and early-stage products — an application from the project plan, not a blank page.
EIS (formerly EAS)
Estonian Business and Innovation Agency grants for product development, digitalisation and innovation.
Horizon Europe / EIC
Applications for international research and innovation funding — an English version 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 can check compliance before submitting. Final eligibility is always decided by the funder or implementing agency.
Tickets in Jira, budget in Excel — so where is the project?
A ticketing tool is built for a developer's day-to-day work. The product lead and the board need a picture that tickets don't give — and it often gets pieced together in Excel. Here's where a spreadsheet stops being enough.
| Projektiassistent | Excel | |
|---|---|---|
| Project status | A live project that updates as work happens | A static table updated by hand |
| Dependencies | Between tasks and projects, with impact on what follows | Limited or none |
| Estimate vs actual | Planned and actual hours side by side | A separate sheet, if someone fills it in |
| Reporting | AI status summary from the same data | Slides pieced together by hand |
| Decisions | Decision log with rationale and decision-maker | In chat channels and meeting notes |
| Risks | Risk register with risk scores, high risks highlighted | A separate sheet that goes stale |
| Multiple projects | Portfolio view across all teams (Business) | One file at a time |
Connect to your systems — without handing out access
Before adopting a tool, an IT team asks two things: how data flows to other systems and who can get to it. Access is checked on every request. Permission levels and the decision log come with every plan; the API, webhooks, audit log and workspaces are in the Business plan.
Scoped API tokens
Personal API tokens (Bearer) for reading or writing projects, tasks and risks. Each token gets only the permissions it needs and an expiry date; an unneeded token can be revoked at once.
Project webhooks
Chosen project events are sent to a target URL with a secret token the receiver can use to verify authenticity. The delivery history shows response codes; a failed delivery can be retried.
Role-based permissions
Three permission levels: Viewer, Editor and Admin. The client or the board can be a Viewer — they see and comment but can't change anything.
Workspaces
Clients, product lines or units in separate workspaces; a role profile sets which modules (e.g. AI, export, webhooks) a user can see or edit.
Audit and API log
The audit log records major changes with who and when; API usage and limits and the webhook delivery history are visible separately — so integrations can be monitored and problems diagnosed.
Encrypted connection and isolation
All traffic over HTTPS with HSTS; every request checks that the data belongs to an environment the user has access to.
If your information security or vendor assessment questionnaire needs answers before adoption, write to us — we'll answer question by question. Contact →
The right methodology for an IT project
Scrum with sprints for product development, Kanban with a continuous flow for support and maintenance, Waterfall or hybrid for a fixed-scope client project or rollout. Switching methodology never alters the project's substance — an IT development project stays an IT development project; only the way work is organised is different.
Start with one real project, not the whole IT department
A new tool doesn't have to be rolled out to every team at once. The fastest way to see the value is to take one current or planned development project and run it through Projektiassistent.
One project
Pick your next MVP, integration or rollout and build its plan. The trial lasts 14 days (up to 3 projects) and no credit card is required.
Pilot with the team
Invite the product lead, developers and CTO — each with their own permissions. The first status summary shows whether it saves time.
Whole organisation
If the pilot works, bring the remaining projects into the portfolio on the Business plan, separate clients or product lines into workspaces, route notifications to Slack or Teams and connect the API and webhooks to your systems.
Frequently asked questions from IT leaders and software companies
Is Projektiassistent suitable for a small development team or a start-up?
Yes. You can start with one project and a couple of users — the Standard plan includes Gantt, Kanban, the risk register, budget and AI for up to 20 active projects. When there are more teams, clients or product lines, the Business plan adds the portfolio view, workspaces, role profiles, workflow forms, integrations and up to 100 active projects.
Does Projektiassistent replace Jira or another ticketing tool?
No, and that isn't the goal. The ticketing tool stays for developers' day-to-day work, bug reports and code-linked workflows; Projektiassistent covers what tickets don't show — the plan, budget, risks, dependencies, portfolio and the report for the board or client. They can be used side by side; on the Business plan, data can be exchanged with other systems through API tokens and webhooks.
Does it work with Scrum and Kanban?
Yes. You can choose from six methodologies — Waterfall, Scrum, Kanban, Hybrid, PRINCE2 and Simple project; the methodology is chosen per project and switching it never changes the project's substance. The Kanban board (To do, In progress, In review, Done), Gantt and status summary read the same data, so moving a card to done also updates progress and the summary.
Can we run projects for several teams and products in the same workspace?
Yes. The Business plan's portfolio view shows every project on one screen with a health score (on track, monitoring, at risk, blocked), overdue tasks and risks show up as signals and cross-project dependencies are mapped. Resource planning shows where the same key people are busy on several projects at once.
Can the board or a client see project status without learning the system?
Yes. The board or client can be given Viewer access — they see the project and its status and can comment, but can't change anything. The AI status summary gives the current state in moments, and the project document can be shared as PDF or DOCX.
Can subcontractors and client representatives have different permissions?
Yes. Sharing a project has three permission levels: Viewer, Editor and Admin. Invitations go out by email and a share can be removed at any time. The Business plan lets you separate clients or product lines into workspaces and create role profiles that set each module's level (none, view, manage), for example for AI, export and webhooks.
How is data protected and how are integrations kept under control?
All traffic is encrypted (HTTPS and HSTS), access is checked on every request and passwords are stored only as bcrypt hashes. On the Business plan, the audit log records changes with who and when, API tokens get chosen scopes and an expiry, and webhooks are sent with a secret token. Users can download a copy of their personal data via “Export my data” and delete their account; data processing is described in detail in the privacy policy.
Can we start with a single project?
Yes — and that's the most sensible way, for example with your next MVP, integration or rollout. 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, integrations) are not part of the trial — if you'd like to see them and your own project first, request a demo through the contact page.
Let's make your next development 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.