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
Project management software for small agencies.
More than tasks and deadlines. See whether your team can handle the work, whether the project will be profitable, and how one client’s staffing affects every other engagement — all connected from day one.
Discuss your workflow, evaluation options and setup
Why generic project management tools don’t work for agencies
ClickUp, Asana, and Monday are excellent tools. They’re also generic tools — built for any team, any industry, any workflow. Which means to make them work for an agency, you spend weeks building custom fields, automations, and workarounds that nobody else on your team understands or maintains.
And even after all that setup, three fundamental questions still don’t have answers:
Do we have capacity for this project?
Generic PM tools assign tasks to people. They don’t show whether those people have room — across all their other active work simultaneously. That answer requires messaging someone and hoping they’re honest.
Will this project be profitable?
Task and project tools offer different combinations of workload, budgets and reporting. Check the product plan and configuration against your agency’s staffing and financial requirements.
Is this the right software for my size?
Compare the capacity, budgeting and reporting features available on each product and plan. Test the configuration with your own schedules, rates, leave and project records.
If any of these sound familiar, Supervisible was built to fix all three.
See how it works →What project management software for a small agency actually needs to do
The bar for project management software is higher in an agency than anywhere else. Your business model — billable client work, multiple retainers, deliverable-driven revenue — requires features that most PM tools don’t natively support.
01
Manage work across multiple clients simultaneously
Agencies managing multiple clients need a consistent view of projects, commitments and delivery responsibilities.
02
Show who has capacity before you commit to new work
Before committing to a project, review available hours after existing assignments and approved leave. Supervisible connects those inputs so the staffing plan can inform the proposal.
Resource planning guide→03
Track project margin in real time, not after the invoice
Review planned hours, configured revenue and included project costs together. Compare recorded actuals where available; a staffing plan alone does not establish realized profit.
04
Account for time off so project plans don’t fall apart
Approved leave reduces available hours in the staffing plan. Review and adjust assignments when availability changes.
Vacation tracker→05
Work for agencies out of the box — no setup week required
Setup depends on your team records, active projects, rates and integrations. Request a demo to agree the initial workflow and rollout.
Supervisible: project management built for small agencies
Supervisible was built at Meaningful to connect agency staffing, available capacity and project financials in one operating workflow.
Multi-client project dashboard
Every active client and project in one view. See status, staffing, and capacity utilization across your entire portfolio without switching between boards or building a custom report. The overview that lets you run five retainers without losing track of any of them.
Capacity connected to every project
When you assign someone to a project, their capacity updates across the entire system in real time. See utilization by person and by team — and know before the proposal goes out whether the work can actually be done.
Workload guide→Labor margin per project
Revenue vs. labor cost, live and per project. See whether a project is on track to be profitable — or quietly consuming margin — before it closes. The financial view that most PM tools require a separate spreadsheet to approximate.
Time off built into the project plan
Approved leave reduces available hours in the staffing plan. Review and adjust assignments when availability changes.
Plan from staffing allocations
Plan capacity from allocated hours and available time. Projected financials use configured revenue and costs; compare recorded actuals where available.
Agree the initial setup
Setup depends on your team records, active projects, rates and integrations. Request a demo to agree the initial workflow and rollout.
How Supervisible compares to the tools you’ve probably already tried
Compare the capacity, budgeting and reporting features available on each product and plan. Test the configuration with your own schedules, rates, leave and project records.
| Tool | What it does well | The gap for small agencies | Key limitation |
|---|---|---|---|
| ClickUp | Highly customizable, strong task management, affordable | ClickUp Workload can measure estimated time against working schedules and capacity. It is not limited to counting tasks. ClickUp Formula Fields can work with numeric, currency and time values. An agency margin model needs revenue, rates, costs and field maintenance. | The customization trap — great when set up, expensive to set up correctly |
| Asana | Clean interface, excellent task and goal tracking | Asana Workload supports effort in hours, points or percentages. Portfolio workload is available on Advanced and higher plans; universal workload and broader capacity planning require Enterprise-level access. Asana’s Timesheets and Budgets add-on supports rates, estimated and actual costs, budgets and thresholds. Include its availability and cost when comparing financial workflows. | Stops at task management — everything else is an integration or a workaround |
| Monday.com | Visual dashboards, flexible for many team types | Not built for billable client work. Profitability and capacity views require manual configuration. | Generic platform — needs significant adaptation before it works for agencies |
| Teamwork | Built for client delivery, strong time tracking | Requires consistent time logging for capacity and financial features to work accurately. | Compare planned and recorded time inputs for the reports you need. |
| Scoro / Productive | Excellent profitability and resource visibility | Evaluate the features, product plan and configuration your team needs. | Check fit with your team’s workflow and reporting requirements. |
| Supervisible | Agency staffing, available capacity and project financials connected. | Purpose-built for 10–50. The gap between ClickUp’s simplicity and Scoro’s complexity. | — |
Ready to evaluate a change? Request a demo to discuss setup and your agency workflow.
Book a demo →Built by an agency. Trusted by agencies.
Supervisible was built at Meaningful to connect agency staffing, available capacity and project financials in one operating workflow.
“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
$129
monthly per organization
Plan
capacity and costs
Demo
discuss the initial setup
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 notifications and supported approvals, Google Calendar for approved full-day leave, and MCP for compatible AI assistants.
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.
Keep the team informed.
Supervisible connects with Slack and Google Calendar for notifications, supported approvals and approved full-day leave sent to the connected calendar.
Project management software FAQ
What is project management software for a small agency?
Agency project management software connects client delivery, timelines and assignments. Evaluate how each tool connects capacity planning, budgets and recorded actuals; compare the required product plan and configuration.
What’s the difference between generic PM software and agency project management software?
Compare the capacity, budgeting and reporting features available on each product and plan. Test the configuration with your own schedules, rates, leave and project records.
Is Supervisible a ClickUp alternative for agencies?
ClickUp supports configurable fields, views and automations. The setup and maintenance effort depends on the agency’s workflow and existing workspace.
Is Supervisible an Asana alternative for small agencies?
Asana Workload supports effort in hours, points or percentages. Portfolio workload is available on Advanced and higher plans; universal workload and broader capacity planning require Enterprise-level access. Asana’s Timesheets and Budgets add-on supports rates, estimated and actual costs, budgets and thresholds. Include its availability and cost when comparing financial workflows.
Does agency project management software require time tracking?
Plan capacity from allocated hours and available time. Projected financials use configured revenue and costs; compare recorded actuals where available.
What’s the best project management software for a 10–30 person agency?
Supervisible is built around agency staffing, available capacity and project financials. Test it with representative projects to evaluate fit for your team.
How does project management software connect to agency profitability?
Review planned hours, configured revenue and included project costs together. Compare recorded actuals where available; a staffing plan alone does not establish realized profit.
Manage your projects.
Know your capacity.
Grow profitably.
Request a demo. We will follow up to arrange a walkthrough of staffing, capacity and project financials.
Plan from allocations · Discuss your setup · Review pricing