One delivery hub for enterprise project delivery and client portals
An enterprise implementation partner runs its entire delivery practice in Airtable: project intake, sprint-based tracking, resource capacity, CRM pipeline management, and stage-gate approvals in one connected base. Agency operations, delivery, and client services teams replaced disconnected spreadsheets with a single hub that scales to as many as 500 users.
The problem
Delivery timelines were unpredictable because project intake, sprint tracking, resourcing, and client pipelines each lived in a different tool, so nobody could see a project was off schedule until it was already late. Manual status reporting and resource allocation created bottlenecks for developer capacity.
What they built
Agency operations, delivery, and client services built one Airtable base running project intake, automated task assignment, sprint tracking, capacity planning, and a CRM pipeline on shared client and project records. A risk register and portfolio roadmap sit alongside, with Salesforce and Slack connected.
The outcome
Delivery timelines became predictable, and margin control improved because resourcing and revenue attribution trace back to the same linked records instead of separate spreadsheets. Contractor onboarding sped up, executive leadership gained centralized portfolio visibility, and governance is standardized across engagements.
Inside the solution
Agency Project Delivery and Client Portal
Project & Portfolio Management
- Sprint-based project tracking and backlog management
- Resource capacity and allocation tracking
- Project intake and automated task assignment
- CRM pipeline management
- Stage-gate approvals and risk register monitoring
- Strategic portfolio roadmapping
- Managed services ticket routing
- Partner portal synchronization
- Unpredictable delivery timelines
- Manual resource allocation and capacity bottlenecks
- Siloed project trackers and disconnected spreadsheets
- Lack of executive visibility into portfolio health
- Predictable enterprise delivery and margin control
- Accurate revenue attribution
- Optimized developer capacity and streamlined resource allocation
- Centralized portfolio visibility for executive leadership
- Agency Operations
- Delivery
- Client Services
- Salesforce
- Slack
- Make
- Jira
- Monday.com
Agency Project Delivery & Client Portal
Run an entire agency delivery practice from one hub: intake new projects, plan sprints and backlogs, see every person's allocation against capacity, work the CRM pipeline, and hold stage-gate approvals and the risk register against the same client and project records. Automations create kickoff tasks at intake, activate clients when deals close, and route unassigned support tickets, while a weekly digest emails leadership every at-risk project and AI fields draft executive status summaries, deal talking points, and risk mitigation briefs.
From disconnected spreadsheets to one delivery hub
Copy the templates
Link intake to delivery
Wire the integrations
FAQ
Frequently asked questions
Every workflow, project intake, sprint tracking, resourcing, and approvals, links back to the same project and client records. A developer sees their sprint board, a partner sees their portal, and leadership sees the roadmap, all reading from the same source of truth.
A linked base where intake automatically assigns tasks, resourcing pulls from the same capacity table every project uses, and CRM pipeline data updates the same client record that delivery is working against.
Each stage gate is a linked record tied to the project and its risk register, so a sprint cannot close a milestone without the approval attached. Risk items surface on the same view leadership already checks.
Manual resource allocation created capacity bottlenecks because nobody could see commitments across projects at once. A shared table showing every person's allocation resolved that visibility gap without adding headcount.
Not for the core delivery workflows. The automated task assignment and routing use standard automations, and the structured project data here is exactly what AI-assisted reporting would build on next.