Team workload & capacity
See who is available at what utilization across active projects—allocated hours versus real availability, not board clutter.
For agencies of 10 to 50 people
The all-in-one agency tool built for small teams.
Clients, projects, team capacity, time off, and profitability — connected in one place. Built by an agency that couldn’t find a tool that worked for their size.
Up and running in under a day30-day free trial
The real problem isn’t too many tools — it’s the wrong tools not talking to each other
Most small agencies don’t have a software problem. They have a disconnection problem. The project tracker doesn’t know about the capacity plan. The capacity plan doesn’t know about approved time off. The time-off tool has no idea who’s staffed on which project. And nothing — not a single tool in the stack — tells you in real time whether a client is actually profitable.
So you patch it together. You export to a spreadsheet. You send a Slack message to check capacity. You update three things every time one thing changes. And every week, a few hours disappear into the gap between tools that should have been connected.
“Looked at Float, Runn, ResourceGuru, Kantata. They have all the capabilities but seem too bloated/complex for a small agency.”
You find out someone’s overbooked after it’s too late
By the time you realize a team member is underwater, the project is already behind. Capacity should be visible before the commitment, not after the complaint.
Workload guide →You find out a project wasn’t profitable after it closes
Most agencies discover their margin problem at the end of the month, when nothing can be done about it. Project profitability should be visible while the project is happening.
Your time-off tracker has no idea who’s in the project plan
Someone goes on holiday. A deliverable slips. The capacity model was never updated. Time off and project staffing have to live in the same system to prevent this.
Vacation tracker →“Asana, Jira, ClickUp are affordable and easy to start, but too general for an agency juggling multiple clients, projects, staff and budgets. You have to spend a lot of time customising.”
The two options small agencies are stuck between — and why neither works
If you’ve searched for a better solution, you’ve hit the same wall. There are really only two types of tools available:
Enterprise PSA platforms
Scoro, Productive, Workamajig, Function Point. These connect everything — projects, clients, invoicing, resource planning, financials. They’re genuinely powerful. They’re also built for teams with dedicated ops managers, months of implementation time, and the patience to fill in timesheets every week. For a 15-person agency where the founder is also the account director, they’re overkill.
Generic task managers
ClickUp, Asana, Monday. Affordable, flexible, easy to start. Also built for every industry, every team size, every workflow — which means they’re built for no agency specifically. Making them work for client work, capacity planning, and profitability requires weeks of custom fields and automations that break every few months.
The gap: A tool that genuinely connects the things a small agency needs to run — clients, projects, capacity, time off, and financials — without the implementation overhead of a PSA and without the blank-canvas frustration of a generic task manager. That’s what Supervisible was built to fill.
What “all in one” should actually mean for a small agency
The term gets overloaded. For a 10 to 30 person agency, the things that need to be connected are more specific:
01
Clients — who you’re working for
A central client list with project history, AI-enriched profiles, and the company structure behind every engagement. Not a full CRM with a sales pipeline — a clean client management layer that connects to everything else.
02
Projects — what you’re doing for them
Active projects with timelines, staffing, actual hours tracked against plans, and a status feed that keeps the team and stakeholders aligned. Not a task manager with a hundred views — a project layer that knows your team’s capacity and your project’s financial health.
PM guide →03
People — who has capacity and when
A workload grid that shows every team member’s allocation across weeks, forward availability for resource planning, and the ability to check capacity before saying yes to a new project — not after. Skill and role matching so the right work goes to the right people.
Capacity guide →04
Time off — connected to the project plan
A leave management system that’s not separate from your project planning. When a vacation is approved, that person’s availability drops in the workload view automatically. No manual update. No Slack message to the PM. No capacity hole nobody noticed until the deadline slipped.
05
Financials — margin, revenue, and invoices
Project profitability calculated in real time from hours, roles, and rates. A monthly summary view across all clients. Invoice creation tied directly to project work. Not a full accounting platform — a financial layer that gives you the numbers you need without logging a timesheet or opening a spreadsheet.
All five, connected. No timesheets. Up and running in under a day.
See how it works →Supervisible: agency operations in one place
Every feature below was built by Meaningful — a 25-person growth marketing agency — because they needed it and couldn’t find it connected anywhere else. Supervisible is what they built for themselves, now used by 50+ agencies.
Client management
A clean client list with project history and AI-enriched profiles — logos, categories, and website metadata pulled automatically. Know every client relationship at a glance without maintaining it manually.
Project management
Active projects with timelines, staffing assignments, and actual hours tracked against plans. A status feed per project, threaded comments, document links, and an hours request workflow — so team members can flag when they need more time before it becomes a deadline problem.
Workload and capacity
A team workload grid showing every person’s allocation across weeks. Forward availability for resource planning. A capacity compass for org-wide health. Skill and capability tags so you staff the right person, not just any available one.
Resource planning guide →Time off — connected to capacity
Submit, approve, or reject leave requests. Multiple leave types with configurable policies and eligibility rules. Approved time off automatically updates project availability — no manual sync. A yearly view, a timeline view, and weekly digest notifications so nothing catches the team off guard.
Vacation tracker →Project financials and invoicing
Revenue, cost, and margin per project — calculated from hours, roles, and rates in real time. Monthly financial summaries across all clients. Invoice creation with sequences and payment tracking, tied directly to project work.
No timesheets. No implementation week.
Capacity and profitability are derived from how work is staffed — allocation percentages and project hours — not from time logs. Your team doesn’t fill in timesheets. And the whole thing is up and running in under a day, not after a six-week onboarding.
Integrations that connect Supervisible to the tools you’ll keep
Supervisible doesn’t try to replace everything. It slots into the tools your team already uses:
Slack— approvals, notifications, slash commandsGoogle Calendar— time-off and availability syncLinear— inbound project webhooksClickUp— inbound project webhooksREST API— connect anything else
What Supervisible covers — and what it works alongside
We believe the most useful thing we can tell you is exactly what Supervisible does and doesn’t do. The right buyer for this tool is someone who needs their agency operations connected. If you need something broader, we’d rather you know now.
What Supervisible covers
- Client management — list, history, AI-enriched profiles
- Project management — staffing, timelines, actual hours
- Team workload and capacity — grid, drill-down, compass
- Resource planning — forward availability, skill matching
- Time off — requests, approvals, connected to capacity
- Project financials — margin, revenue, cost per project
- Invoicing — creation, sequences, payment tracking
- Insights dashboard — org-wide profitability signals
- Integrations — Slack, Google Calendar, Linear, ClickUp, API
What Supervisible works alongside (not replaces)
- —Full CRM with sales pipeline and lead tracking
- —Accounting software — Xero, QuickBooks, Sage
- —Dedicated HR or payroll platform
- —Client portal for external project sharing
- —Creative proofing and approval tools
- —Social media scheduling or SEO tools
If you need a complete PSA with accounting and CRM, tools like Scoro or Productive serve that need. Supervisible is the ops layer — everything in that first column, without enterprise complexity.
Built by an agency. Running agencies.
Meaningful built Supervisible because they needed it. A 25-person growth marketing agency that couldn’t find a tool that connected their projects, capacity, time off, and profitability without either enterprise complexity or a timesheet mandate. So they built one.
“Since we started using Supervisible to track project profitability, we’ve improved our margins by about 40%. We used to guess — now we know exactly which projects make money and which don’t.”
Orlando Osorio
CEO — Meaningful, growth marketing agency (the team that built Supervisible)
“Supervisible has become my go-to tool for assessing my team’s capacity to take on new projects. It provides valuable insights into our workload and helps me make informed decisions about project assignments.”
Francisco Hernandez
COO — Moonshot Partners, software development agency
“What I love about this is that it gives me an incredible overview in real time. I was already doing this manually — now I can see exactly where I need to go and what’s happening.”
Ron Custodio
Co-founder & COO — Base Agency, global creative agency
50+
agencies use Supervisible
40%
profitability improvement
< 1 day
average setup time
One operational layer. Every surface connected.
Staffing, time off, clients, margin, and billing share the same truth—so the plan you see is the plan the whole team is working from.
Capability cards scroll slowly in two rows. Motion can be reduced in your system settings.
Project staffing & timelines
Staff projects, move assignments, and watch capacity update everywhere the same data is used—without a second spreadsheet.
Time off & approvals
Request, approve, and account for leave in one flow. Approved time off reduces available hours in workload and planning automatically.
Project financials & margin
Revenue, labor cost, and margin per project—live from staffing decisions so you see trouble before the project closes.
Client management
Clients, history, and context in one place so sales and delivery share the same record—not a siloed contact list.
Invoicing & payments
Create invoices, run sequences, and track what is paid—tied to the same projects and hours your team already plans against.
Integrations
Slack, Google Calendar, Linear, ClickUp, and an API so Supervisible sits in the tools your team already lives in.
Availability & cost periods
Model changing schedules and rates over time so utilization and margin reflect the week you are in—not a single static default.
Actual hours on projects
Capture what really happened on engagements so forecasts, margin, and retrospectives use the same numbers operations trusts.
In-app & email notifications
Time-off decisions, hours requests, comments, and assignments surface to the right people—without hunting through channels.
Cross-project visibility
One view of who is on what, which weeks are tight, and where work stacks up before you commit to another client or deadline.
Team & assignment context
Profiles, roles, and staffing history stay attached to people and projects so handoffs do not reset the story every time.
Live sync. Nothing extra to babysit.
Supervisible connects with Slack and Google Calendar—approvals, notifications, and time-off blocks flow into the same capacity and project views your team already trusts.
All-in-one agency tool FAQ
What is an all-in-one agency tool?
An all-in-one agency tool connects the core operational parts of running a client services business — clients, projects, team capacity, time off, and project financials — in a single system. The goal isn’t to replace every tool your agency uses, but to eliminate the gaps between the tools that have to work together. When your project plan, capacity view, and time-off tracker are connected, you stop spending hours every week syncing data manually.
Does Supervisible replace all my agency tools?
No — and it’s worth being specific about this. Supervisible replaces the disconnected stack of project management, workload tracking, capacity planning, time-off management, and basic financial tools. It does not replace a full CRM with sales pipeline tracking, full accounting software like Xero or QuickBooks, dedicated HR or payroll platforms, or client-facing project portals. It integrates with accounting tools and works alongside your existing communication stack.
How is Supervisible different from tools like Productive or Scoro?
Productive and Scoro are full PSA (Professional Services Automation) platforms. They cover CRM, invoicing, resource planning, project management, and financials comprehensively and with enterprise-grade depth. They’re also built for teams with dedicated ops managers and require weeks to implement properly, with timesheet logging as a dependency for most of their capacity and financial features. Supervisible covers the same operational core — clients, projects, capacity, time off, financials, invoicing — but is purpose-built for the 10–50 person agency, sets up in under a day, and requires no timesheets.
Does Supervisible require timesheets or time tracking?
No. Supervisible tracks actual hours against planned allocations — so you can see how work is progressing relative to your estimates. But this is not a blank timesheet your team fills in daily. Capacity and profitability are calculated from how work is staffed — roles, allocation percentages, and project hours — not from time logs. Your team doesn’t fill in a timesheet. Ever.
What tools does Supervisible integrate with?
Slack (approvals, notifications, and slash commands), Google Calendar (time-off and availability sync), Linear and ClickUp (inbound project webhooks), and a full public REST API for connecting anything else in your stack. Supervisible is designed to slot into the tools your team already uses — not to replace them all at once.
How long does it take to set up?
Under a day for most agencies. The agency structure is built in — clients, projects, team members, capacity, and financials are all native concepts, not custom fields you have to build. Most agencies are using Supervisible actively by the end of their first week, not at the end of a six-week implementation.
Who is Supervisible built for?
Agencies of 10 to 50 people running billable client work across multiple retainers and projects simultaneously. Digital marketing agencies, design agencies, development agencies, creative agencies, PR firms — any service business where the founder or ops lead needs to see projects, capacity, and profitability connected in one view, without timesheets and without enterprise software complexity.
Projects, people, and profitability —
finally connected.
Book a 15-minute demo and we’ll show you Supervisible running with a real agency’s data — clients, workload, capacity, and margin in one screen.
No timesheets required · Up and running in under a day · Cancel anytime