Your PMs should manage risk. Not write about it.
We design, build and run the automation layer for your delivery function — on top of the PM tool you already use. Status updates, task chasing, capacity checks and client reports run themselves, so your project managers spend their week on the calls only a human can make.
Your delivery team is drowning in delivery admin.
Every project runs on updates — and every hand-assembled update steals time from the work it describes. If your PMs end the week having written about the projects more than they've managed them, this is the page for you.
Status report treadmill
Every Friday, PMs copy task states out of the PM tool into a deck or doc for each client.
Cost · A half-day per PM per week producing reports that are stale before they're sent.
Chasing task owners
Half the standup is asking people to update tickets they've already finished.
Cost · The board never reflects reality, so nobody trusts it — and the chasing never ends.
Silent slippage
A dependency slips on Tuesday; the milestone conversation happens two weeks later.
Cost · By the time the RAID log catches it, the recovery options have already narrowed.
Capacity by gut feel
New work gets assigned on who seems free, not on actual WIP and availability.
Cost · Your best people are quietly overloaded while the plan says everything is fine.
Intake chaos
New requests arrive by email, Slack and calls — each one hand-built into a project.
Cost · Setup errors and missed steps before the work has even started.
Reporting after the fact
Burn-down and margin numbers get assembled at month end, from memory and spreadsheets.
Cost · You learn a project lost money after it's closed — too late to do anything about it.
From request to client report — without a PM relay.
This is the anatomy of the delivery layer we ship. Select a stage to see exactly what happens while your PMs get on with managing the work.
Request intake
Every new piece of work arrives structured.
What happens here
- Requests captured from email, forms, Slack and CRM deal closes — one front door
- AI extracts scope, deadline and client from the brief, however it's written
- Duplicates and out-of-scope asks flagged at the door, not mid-project
- Every request logged with its source and requester for the audit trail
In practice
A client emails 'can we add a landing page to the campaign?' at 09:12 — by 09:13 it's a structured request with scope, client and deadline, waiting for triage.
Strategy first. Then architecture. Then the build.
Delivery automation that sticks is a designed system, not a stack of board rules. We run the same disciplined path on every engagement.
- 01PHASE 1 / STRATEGY
Map how delivery actually runs
We sit with your PMs and delivery leads and map the real workflow — intake, planning, standups, reporting — including the spreadsheets and the workarounds. You get a prioritised map: which admin to automate first, what it costs manually, and the number each change should move.
- 02PHASE 2 / ARCHITECTURE
Design the delivery layer
Intake rules, project templates, assignment logic, risk thresholds, report formats and escalation paths — designed on paper and signed off by you before anything is built. Where AI drafts or flags, its limits are part of the design.
- 03PHASE 3 / BUILD
Build on your PM tool
We build the layer on top of Asana, ClickUp, Monday, Jira or Trello — wherever your work already lives — and test it against real past projects, including the messy ones, until it handles your actual delivery patterns, not the demo path.
- 04PHASE 4 / LAUNCH
Launch one project at a time
The layer runs on a pilot project first, alongside your existing process, so you can compare the automated reports and flags against what your PMs produce by hand. Then we roll it across the portfolio, project by project.
- 05PHASE 5 / OPERATE
Monitor and extend
We watch the flag accuracy, tune the thresholds, and extend the layer to the next piece of admin on the map. You get a monthly report in PM hours returned and slippage caught early — not vanity metrics.
Automation your delivery leads stay in charge of.
The point of automating delivery admin is trusting your project data more, not less. Every part of the layer is governed, observable and reversible.
You approve every rule
Templates, assignment logic, risk thresholds and report formats are written with you and signed off before launch. The system never improvises process.
Humans make the calls
The layer drafts, flags and suggests; your PMs decide. Reassignments, client messages and milestone changes always pass through a named person.
Every action auditable
Every status change, flag, assignment and report is logged with its reasoning. Any project decision can be traced in one lookup.
Your data stays yours
The layer runs against your PM tool with scoped credentials. No training on your project data, and data processing agreements as standard.
A delivery layer, not a bundle of board rules.
The difference between automations you babysit and a delivery function that runs itself is engineering: one source of truth for project state, risk thresholds you set explicitly, AI drafting bounded to your formats, and every flag traceable to the signal that raised it. That's the layer we build on top of your PM tool.
- Built on your existing PM tool's API — nothing migrates, nothing duplicates
- Task states inferred from real work signals, then confirmed — not guessed
- Risk flags driven by explicit thresholds: slippage days, WIP limits, burn rate
- AI drafts reports and summaries inside your formats — a human always sends
- Every flag and draft logged with its trigger: 'why did it say that?' is one query away
A running delivery layer — not a diagram.
The engagement ends with the layer live on your projects and your delivery team trained to own it.
Live delivery automation
Intake, planning, assignment, tracking and reporting running in production on your PM tool — drafting, flagging and updating without manual relays.
Integration layer
Robust connections to your PM tool, inboxes, chat, files and CRM, with scoped credentials and documented data contracts.
Delivery rulebook
The documented logic: your templates, assignment rules, risk thresholds, report formats — and who owns each escalation path.
Portfolio analytics & audit trail
A live view of portfolio health, capacity, burn-down and margin — with every flag and report traceable end to end.
What delivery looks like afterwards.
The point isn't a tidier board — it's a delivery function that sees problems early and reports without effort.
Fridays without the report grind
Client status reports arrive drafted from live data. PMs review and send in minutes.
Slippage caught the day it happens
Dependencies and milestones flag themselves — the RAID log fills in real time, not at the review.
Capacity you can actually see
Assignment runs on live WIP and availability. Your best people stop being the quiet bottleneck.
Standups without the chasing
The board reflects reality on its own, so standup is about decisions, not status collection.
Margin visible mid-project
Burn-down against plan, live per project — you course-correct while it still matters.
PMs managing, not administering
The hours that went to updates and chasing go back to clients, risk and the team.
Common questions about project management automation.
No — that's the point. We build the layer on top of the tool your team already uses: Asana, ClickUp, Monday, Jira or Trello. Your boards, projects and views stay exactly where they are; the layer works through the tool's API to keep them accurate and to draft the admin around them. Rip-and-replace is explicitly what this approach avoids.
They'll notice they arrive on time, every time, and reflect this week rather than last. The reports are drafted in your format and your voice from live project data, and a PM reviews every one before it's sent — so what clients see is a sharper version of your existing reporting, not a template with their name mail-merged in.
The layer watches where the work really happens — files delivered, approvals given, replies sent, commits merged — and reconciles that against the board. When the signals and the board disagree, it asks the owner with one click rather than guessing. That's what ends the chasing: the question goes out automatically, once, with context.
AI drafts and flags; it doesn't decide. It extracts scope from briefs, drafts reports and standup summaries, suggests assignees and raises risk flags — all inside explicit boundaries and thresholds you set. Reassignments, client communication and milestone changes always pass through a named human, and every draft and flag is logged with its reasoning.
Typically 3–6 weeks from strategy call to the layer running on a pilot project, depending on integrations. We deliberately start with one project and one painful piece of admin — usually the client reports — so you see proof on real work before it rolls across the portfolio.
There's a build engagement, then a monthly run-and-improve cost. In the strategy phase we cost your current delivery admin — PM hours on reports and chasing, the price of late-caught slippage — so the business case is explicit before you commit to the build. If the maths doesn't clear, we'll tell you.
Find out what delivery admin is costing your team.
A 30-minute call: we map where your PMs' week actually goes, show you what the automated version looks like on your PM tool, and give you a straight answer on whether the maths works. No obligation.