Industry: Product Development Consulting
Firm Size: 51–200 Employees
Main Use Cases: Utilization Rate Improvement, Resource Allocation, Invoicing, Timekeeping, QuickBooks Integration

Overview

Priority Designs is a multidisciplinary product development consultancy serving major consumer brands through a combination of engineering, design, and innovation. With an average of 500–600 projects per year, its operations demanded access to a holistic overview of projects, billing, and resource planning that didn’t involve a time consuming review process.

However, their handmade legacy infrastructure had become a significant bottleneck. The manual processes to gauge project performance led to inefficiencies, lost revenue, and frustration among staff. With the top priorities for a PSA software being ease of use, comprehensive project visibility with minimal effort, and the ability to integrate with other softwares used by the firm, CFO Todd ultimately chose BigTime to modernize his firm’s operations. 

The results were transformative: improved cash flow, recovered revenue, and hundreds of hours returned to the team—hours they now spend doing what they do best: building exceptional products.

Challenges Before BigTime Delivery & Foresight

Fragmented and outdated systems: The firm relied on a homegrown platform and multiple disconnected tools (FileMaker, QuickBooks, separate timekeeping/expense apps), making it difficult to gather even basic project data.

High administrative burden: Staff spent significant time reconciling data across systems—up to 8 hours monthly for performance reviews—just to access billed hours, budgets, and expenses.

No centralized resource planning: Without a unified system, project managers used individual spreadsheets and Gantt charts, resulting in limited visibility into staff allocation and utilization.

Revenue loss from billing inefficiencies: Delayed or inaccurate time entries, along with missed billing opportunities, led to an estimated $5,000–$10,000 in lost revenue each month.

The BigTime Solution

Comprehensive, integrated platform: BigTime’s PSA solution streamlined operations by replacing redundant systems, integrating with QuickBooks, and making real-time project data easily accessible across teams.

Enhanced project visibility and control: With Foresight dashboards and reporting, the firm can now catch scope creep early, monitor workload balance, and optimize resource allocation to boost billable output.

Actionable utilization insights: Managers now have visibility into staff utilization, enabling quick course corrections and ensuring smoother, more efficient project delivery.

Empowered project management and strategic focus: Project managers are self-sufficient with real-time dashboards, reducing reliance on leadership for day-to-day oversight and allowing Todd to focus on high-level financial strategy.

Results 

Implementing BigTime Delivery and Foresight led to measurable improvements across Priority Designs’ financial and operational performance:

• Recovered Revenue: Todd estimates that BigTime recovers missing revenue of $35,000–$50,000 annually due to delayed or forgotten invoicing
• Time Savings: BigTime saves the firm over 210 hours per year. With hourly rates factored in, that equates to more than $44,000 in recaptured productivity. 
• Improved Cash Flow: The firm’s invoicing time was cut in half thanks to QuickBooks integration and real-time data syncing. As a result, Priority Designs saw a 10% increase in cash flow speed—a meaningful shift in working capital management.
• Operational Efficiency: What previously required two people to manage invoicing is now handled by one—and could easily require a full-time administrator without BigTime. Even Todd can manage billing seamlessly alongside his CFO responsibilities.
• Better Resource Allocation: For the first time, utilization metrics are clearly visible. Underutilized staff can now be identified and reassigned to high-demand projects, keeping workloads balanced and improving morale. Visibility has not only improved planning—it’s helped staff feel seen and supported.

Company Overview

Gainsight’s customer retention platform combines AI-powered solutions for success, product, education, and community—helping businesses reduce churn and grow faster. Their services team is responsible for managing Statements of Work (SOWs) efficiently to support their professional services engagements.

The Challenge

Prior to implementing WorkRails, Gainsight’s services deal desk team created SOWs manually, using Excel spreadsheets and a master document template. This process was time-consuming, often requiring two to three days for turnaround, leading to delays and inefficiencies. Standardization was lacking, and the growing number of custom service requests further complicated the workflow.

The Solution

Gainsight adopted WorkRails to streamline and automate their SOW creation process. Initially, the tool was introduced to standardize offerings and reduce the volume of manual requests. The Professional Services team was given direct access to WorkRails, allowing them to generate standardized SOWs without going through the deal desk team, significantly reducing the workload.

Key Benefits & Results

1. Reduced Turnaround Time.
   
   • Before WorkRails: SOW turnaround took approximately 2-3 days.
   • After WorkRails: Standardized SOWs are generated in less than 30 minutes, with most completed in just a few clicks.
   • This efficiency allows the team to dedicate more time to handling custom service requests.
2. Increased Standardization & Scalability.
   • Standardized offerings now include built-in flexibility, allowing for customer-specific customization while maintaining efficiency.
   • The self-service capability allows the services sales team to update and adjust scope on SOWs directly through WorkRails while also maintaining accuracy.
   • Over time, Gainsight has increased its use of WorkRails from handling 45% of requests initially to approximately 65% today.
3. Seamless Integration with Salesforce & Kantata.
   • Full integration with Salesforce and Kantata provides earlier visibility into project creation and resource forecasting.
   • Gainsight can now track resource needs with greater accuracy, improving planning and capacity management.
4. Enhanced Partner Management.
   • WorkRails facilitates subcontracting by enabling partner SOWs to be processed seamlessly.
   • This ensures accurate contracting of partners for supplemental staffing, improving efficiency in service delivery

Conclusion

By implementing WorkRails, Gainsight has transformed its SOW management process,
achieving faster turnaround times and greater standardization. The automation and integration
capabilities of WorkRails continues to drive efficiency and scalability, allowing Gainsight to focus
on delivering exceptional service to its customers.

Fragmented data on allocations, time-consuming reporting and limited tracking capabilities – these issues prevented itCraft from perfecting its resource management and profiting from it. Fortunately, with Foresight Connect, the schedule accuracy was improved, boosting itCraft’s performance in the process. 

About itCraft

itCraft is a global software development company with over a decade of experience in web and mobile development. Operating from six international branches in the US and Europe, itCraft has delivered over 250 projects across diverse industries such as healthcare, telecommunications, transport & logistics, enterprise solutions, and m-commerce, delivering exceptional results to international clients such as Rossmann, Deloitte, Roche, and DHL. 

Today, itCraft remains dedicated to the quality and security of its services. Certified with ISO 9001 and ISO 27001 and recognized with multiple awards from Clutch, Tech Reviewer, and The Manifest, itCraft continues to set benchmarks in delivering innovative and reliable solutions.

• Industry: Software Development
• Size: ~110 employees
• Use cases: 

Overview

With hundreds of successful projects and over 100 specialists on board, itCraft was determined to keep its planning and monitoring processes as simple as possible. Still, without sufficient tools, achieving this goal was only possible with time-consuming meetings—a solution that wasn’t sustainable in a growing software development company. 

Fortunately, that changed with the implementation of Foresight Connect. As the tool was introduced to itCraft’s managers, they gained a complete overview of all the key processes and simplified their planning while achieving maximum capacity rates. Simultaneously, they also improved their long-term plans and quickly reacted to any arising issues, boosting success rates across all the projects. 

Challenges Before Foresight Connect

As the company grew, itCraft had to master resource management to ensure the quality of its projects. However, with employees simultaneously working on many projects, keeping track of key allocation data was challenging. 

This issue was particularly pressing for Agnieszka Uznańska, Head of Delivery at itCraft. While she tirelessly worked towards high utilization rates, a lack of schedule conflicts, and timely project delivery, her hands were tied by insufficient tools incapable of offering her a bigger picture of all key operations. Therefore, to make precise scheduling decisions, she spent hours planning meetings—often to no avail. 

Still, inefficient planning was just a part of the problem. With limited tracking capabilities, both for projects and employees, Agnieszka also struggled to compare plans and actuals, react to unforeseen obstacles, and monitor project finances in different currencies. As a result, her work often consisted of numerous attempts to collect that data instead of making the most of it. 

Issues itCraft faced before implementing Foresight Connect included: 

• Inefficient tools with no bigger picture of data. Existing solutions like Excel and Harvest couldn’t provide a comprehensive long-term project overview, financial forecasting, or accurate employee utilization reports, leaving managers with little to no data for making better decisions. 
• Time-consuming meetings. Weekly scheduling discussions were lengthy, inefficient, and based on potentially outdated data, creating confusion and delays and preventing the company from scaling. 
• Limited tracking capabilities. The tools couldn’t monitor employee utilization track their working hours, compare plans to reality, or manage different currencies and settlement models effectively, limiting Agnieszka’s overview of key processes. 

Transparent Processes Powered By Foresight Connect

After the implementation of Foresight Connect, numerous tools were consolidated into a single source of truth, which brought a number of benefits for both managers and employees. 

At first, flexible allocations with notifications on low capacity or overbooking translated into shorter scheduling meetings, allowing Agnieszka to focus only on critical decisions. The change also improved employee experience, as now they tracked time and monitored their assignments in a single system. 

Then, the single source of data was translated into enhanced reporting and forecasting. With the ability to generate advanced reports and compare plans to reality, managers improved planning accuracy and perfected their forecasts. They also didn’t have to spend hours in meetings to do that, as all the information they needed was immediately available in Foresight Connect.

With BigTime, itCraft has: 

1. Comprehensive project planning in a single source of truth. itCraft uses BigTime Foresight to manage both billable and non-billable projects with full-time and part-time allocations. Such a long-term perspective with all the data in a single tool enabled the executives to optimize utilization and avoid schedule conflicts. 
2. Enhanced reporting and forecasting. BigTime Foresight provides detailed reports on utilization, capacity, and project finances, helping the Head of Delivery and project managers align financial forecasts with targets and improve planning accuracy.
3. Improved employee and PM experience. Managers can easily alter, and employees can quickly access schedules. Executives, on the other hand, benefit from a single source of truth for allocations, financial forecasts, and project statuses, enabling more efficient meetings and insights.

Results 

Implementing BigTime Foresight at itCraft transformed the company’s project and resource management processes. By unifying tools for time logging and people allocation into one comprehensive platform, BigTime Foresight streamlined workflows and introduced new processes, such as locking time logs for settled periods to maintain process integrity.

Since its introduction, BigTime Foresight provided a single source of truth for project managers and the Head of Delivery, ensuring that all decisions were based on accurate and up-to-date data, eliminating allocation errors and faulty reports. Its robust reporting capabilities delivered valuable insights that improved decision-making and approval processes, allowing for detailed and portfolio-level overviews. These advancements solidified BigTime Foresight as an indispensable tool for optimizing operations and achieving greater efficiency at itCraft.

Notch, a Croatian software development company, faced internal challenges as it grew, struggling with fragmented data systems and inefficient planning processes.  Fortunately, with BigTime Foresight at hand, the business solved its problems, improved its processes and began to flourish despite difficult market conditions. 

About Notch 

Notch is a Croatian software development company renowned for crafting impactful digital solutions for startups, enterprises, and tech leaders. Focusing on technical excellence, Agile practices, and client success, Notch delivers user-friendly, scalable products that drive growth across industries like fintech, healthcare, and energy. 

Trusted by companies like Strabag and Nexxiot, Notch combines innovation with a human-centric approach, ensuring seamless user experiences. Recognized by Deloitte for its technological achievements, Notch continues to expand its team and capabilities, solidifying its reputation as a leader in engineering excellence.

• Industry: Software Development 
• Size: 51-200 employees
• Use cases: Resource and finance management, Reporting, Project Management

Overview

With a customer-centric approach and a broad range of services, Notch remained committed to the quality of its services. However, they did not reflect the internal process challenges that plagued their managers. With an overview of profitability, utilization, and forecasts limited by insufficient tools and spreadsheets, their job was becoming increasingly difficult. To change that, Notch needed to reshape its digital environment to stay true to its principles and deliver exceptional services. 

To begin its transformation, Notch turned to BigTime Foresight for help. With its combination of finance and resource management and numerous integrations, Notch has created a bespoke set of tools tailored to its needs. As a result, it boosted its key performance indicator, simplified reporting, and enjoyed growing profitability. 

Notch’s Challenges Before BigTime Foresight

As Notch grew, so did its need for scalable processes and seamless information flow. This issue was particularly pressing for Notch’s Chief Operating Officer, Dragan Eldic, who faced the results of such shortcomings in his daily work. 

From Dragan’s perspective, the main concern was the lack of a single source of truth. With data on utilization, profitability, and plans scattered across various tools and spreadsheets, Dragan spent hours collecting critical information and converting it into useful insights and reports, losing focus on critical decisions for planning or project management in the process. 

To make planning even more challenging, with more employees on board, Notch also had limited visibility of their skills and goals, making allocations cumbersome and time-consuming. In some cases, this led to a growing employee bench posing a risk of becoming a financial burden in the future. 

Issues Notch Faced Before Foresight’s Implementation:

1. Fragmented Data Systems: Critical information was spread across multiple spreadsheets and tools, leading to inconsistencies, avoidable mistakes, and difficulties in merging data and creating reports for insights like utilization and profitability.
2. Inefficient Planning and Monitoring: Slow, manual processes hindered long-term planning, utilization optimization, and profitability tracking, making it hard to react promptly to deviations or changes.
3. Limited Talent Visibility: The absence of a reliable overview of employee skills and availability complicated project assignments, bench management, and integration of talent insights into sales processes.
4. Time-Consuming Reporting: Reporting on timesheets, utilization, and profitability required extensive manual effort, leading to delays, inaccuracies, and inefficiencies in monitoring key performance indicators.

Solution: A Single Source of Truth By BigTime Foresight

Determined to improve its processes and boost its performance, Notch decided to implement BigTime Foresight. The reason for that was simple: Foresight was the only tool capable of adjusting to a medium-sized professional services company with suitable integrations. With extensive support from BigTime’s team, this promise has soon become a reality. 

Shortly after the implementation, Notch also began to see other benefits of its decision. The most impactful of them was simplified access to data guaranteed by seamless integration. With all the information in a single tool capable of creating automated reports, managers – including Dragan – were able to monitor the current state of projects, people, and the entire company, and react to any unforeseen obstacles. 

As a result of this change, other processes were also improved. Error-free planning with no risk of employee bench, precise budgeting with live updates or real-time reporting and flexible forecasting – those are just a few of the improvements seen in the company following the right choice of an integrated tool. 

With BigTime Foresight, Notch now has: 

1. Unified Data and Consistency: Primetric provided a single source of truth by integrating data across tools, eliminating inconsistencies, and automating calculations for accurate decision-making.
2. Improved Planning and Reporting: Real-time insights and automated reports streamlined planning, monitoring, and profitability tracking, saving time and enhancing precision.
3. Optimized Resource Management: Clear visibility into employee skills, availability, and utilization enabled efficient project assignments, talent development, and proactive decision-making.
4. Enhanced Financial Control: Comprehensive integration of time tracking and financial data allowed precise budgeting, expense forecasting, and profitability optimization.

Results 

Implementing BigTime Foresight brought significant benefits to Notch by enabling scalable and optimized processes that adapt to company growth and market dynamics. It provided comprehensive insights by combining utilization data with financials, giving a clear view of budgets, profitability, and employee productivity. 

BigTime Foresight also improved information flow by unifying and automating data management, ensuring consistent and accurate information without manual effort. Additionally, it streamlined reporting and planning, allowing managers to generate detailed reports quickly, seamlessly reflect company structures, and accelerate planning with fewer errors. Finally, the system enhanced talent management by aligning employee skills, experience, and goals with project and sales needs.

About Future Mind

Founded in 2008, Future Mind is a software development company offering a broad scope of services, ranging from mobile development to web development, from IoT to IT consulting. 

Since its inception, the company has delivered over 150 mobile applications, confirming its high standards and exceptional working ethics. This customer-centric approach resulted in exponential business growth, earning Future Mind its place on the Forbes Diamonds 2020 list of Poland’s most rapidly expanding companies and the annual Financial Times 1000 ranking listing Europe’s fastest-growing businesses.

• Industry: Software Development 
• Size: ~70 employees
• Use cases: Resource management

Overview

As the company grew, Future Mind was determined to adapt its processes to the rapidly growing headcount. Unfortunately, its tools, which could not facilitate the expanded processes, could not support the transition. 

With no financial forecasting, comparisons of plans and actuals, and advanced permissions, managers’ hands were effectively tied. Paul Josiek, Chief Operating Officer, felt the impact of their struggles firsthand, as he, too, was unable to delegate responsibilities or monitor projects live. He was also trapped in a vicious cycle of fruitless planning meetings that resulted in plans filled with mistakes and inaccuracies caused by oversimplified processes.

Fortunately for Future Mind, BigTime Foresight was able to salvage the data from the old system, convert it into more intuitive and accessible resources, and provide the company with a complete overview of all its processes – of course, subject to different access levels. 

Challenges

Increasing its headcount by at least a dozen full-time employees a year, Future Mind was determined to make the most of its time. The company needed flawless planning processes, customizable access levels, and instant reporting to do that. Unfortunately, Future Mind’s former tools could not provide either of those features. 

Paul Josiek, Chief Operating Officer, was particularly concerned about constant errors in planned projects. Without draft allocations or forecasting, he could not test different scenarios and choose the most optimal solution for his business while avoiding mistakes—and those problems were bound to worsen with the future expansion of his team. 

As a result of all these inefficiencies, Future Mind lacked a single source of truth that would support its processes and allow different departments to access important data and was struggling to facilitate further growth. 

Issues Future Mind faced before BigTime Foresight included:

• Inaccurate and time-consuming planning: Paul could not draft plans for the future and test different scenarios to choose the optimal path for his projects and teams. This put the company at risk for inaccurate planning – all while forcing the managers to spend hours managing the plans. 
• Reporting limitations: Future Mind couldn’t track project progress or individual work effectively. As a result, the team couldn’t compare their forecasts against the actual outcomes of their projects or improve their performance while the operations were still underway. 
• Lack of customizable access levels. Future Mind could not delegate responsibilities or share information with their employees due to a lack of customizable access levels, leaving the managers unaware of key processes they could improve with the right data at hand. 

BigTime Solution

Future Mind sought a tool capable of combining financials and resources from a long-term, company-wide perspective, and BigTime was happy to provide such an overview. 

The implementation of BigTime allowed Future Mind to delegate responsibilities in a blink of an eye. Then, the managers with newly granted permissions could dive into resource management, creating accurate allocations with smart filters and draft plans while remaining as accurate as possible. They could also simultaneously calculate the costs of work. 

Lastly, Paul could use the information from teams and projects to the company’s advantage. With data collected in a single system, he can generate advanced reports within seconds, quickly monitoring people, operations, and finances and make better business decisions. 

With BigTime Foresight, Future Mind now has:

• Advanced adjustable roles: Paul can now set different access levels for different employees to give them control and a chance to improve their operations while protecting sensitive data. 
• Precise and quick planning. For Future Mind managers, endless planning meetings are over. Now, they can check people’s availability, test various scenarios for future projects and task, calculate their costs, and choose the best option within a few minutes. 
• Instant reporting with a live overview: BigTime automatically collects and processes data on projects, plans, and financials from the entire company and converts them into reports, providing the managers with a complete overview and valuable insights. 

Results

BigTime’s capabilities drastically improved Future Mind’s processes, allowing them to scale regardless of the headcount and manage all the KPIs from a bird’s eye view. As a result, Future Mind greatly benefited from the change, saving countless hours wasted by planning errors and allowing its employees to proactively use key data to improve the future of their business. 

Results: 

• Thanks to precise planning, bench time was reduced by 3,500 hours, allowing the managers to utilize their employees’ time as efficiently as possible, resulting in thousands of dollars in savings. 
• Reduced time of planning meetings: With all the data in a single system, managers now need minutes, not hours, to create draft allocations, test different scenarios and make the best decisions for their teams and projects. 
• Accelerated decision making: Advanced on-demand reporting provides an instant overview of plans, projects, and finances, as well as essential data to make decisions and execute quickly. 

About Flobotics

Flobotics is an RPA development agency offering a broad scope of automation services, ranging from consulting to analytics, from automation to alterations, allowing it to cater to the needs of various industries, including healthcare, fintech, insurance, manufacturing, telecom, and more. 

With such a diversified target audience, Flobotics has its hands full. So far, it has completed over 100 successful implementations for many prominent customers, including Paramount Residential Group, Docplanner, and T Bank. Each project resulted in an average ROI increase of over 350%, earning Flobotics its place among the best businesses in its class.

• Industry: RPA development agency
• Size: <50 employees 
• Use cases: Resource and finance management

Overview

Flobotics is a small company with an enormous scope of automation services – and even greater ambitions. Unfortunately, its processes failed to share those qualities, as they were held back by oversimplified Excel spreadsheets and lacking tools. 

Chris Szwed, the Delivery Leader at Flobotics, observed the impact of those shortcomings from up close. Overseeing all the operations and their finances, he couldn’t help but notice the errors in long-term allocations, the lack of sufficient billing models for his projects, and burdensome invoicing. 

These problems constantly interfered with his work, limiting his ability to monitor and improve crucial operations while boosting the company’s profitability and productivity. From his perspective, “[Flobotics managers] were missing out on many opportunities in project management, as they mainly used Excel for that purpose.” This showed in stagnant KPIs and profits. 

To facilitate its further development, Flobotics was determined to upgrade its management solutions and perfect its processes—and BigTime was ready to help it do that. 

Challenges

Like many other small businesses, Flobotics started its management processes with Excel spreadsheets. However, after years of stable growth, it became apparent that the company had outgrown the tables – and so did its processes. 

Resource management was most affected by the unchangeability, both in short—and long-term perspectives. Chris Szwed stated the managers “had very little idea of how allocations would look like,” as the company’s tools could only support simple assignments. They were also forced to calculate the work costs manually, as their tools did not offer such solutions. As a result, Flobotic’s invoices were prone to errors and required hours of labor to be corrected. 

To make things worse, although Flobotics provides its services to companies worldwide, it lacks sufficient billing models and currency management tools, leading to another wave of error-prone spreadsheets and additional manual changes. 

Issues Flobotics faced before BigTime Foresight included:

• Oversimplified resource management: Flobotics’s former tools could only create simple allocations, incapable of reflecting the complexity of allocations in the company’s flexible teams in the short- and long-term, leading to numerous errors and suboptimal use of resources. 
• Separate plans and finances: As timesheets did not contain information on work costs, Flobotics’s managers spent hours preparing invoices—and they could never be certain of the accuracy of their calculations. Additionally, combining the information could take hours and did not guarantee data accuracy. 
• Lack of sufficient billing types and currencies: Despite having numerous international customers, Flobotics managed its billings without currencies and bespoke billing types, adding even more workload to the already burdensome invoicing process and potentially jeopardizing it even further. 

BigTime Solution

Having struggled with these problems for some time, Flobotics decided against using spreadsheets further and looked for a ready-to-implement, comprehensive PSA solution—and BigTime perfectly matched that description. 

After its implementation, BigTime successfully eliminated any unpleasant surprises in resource planning, allowing Flobotics to test different scenarios for both short- and long-term perspectives and add financials to the equation. As a result, Flobotics managers are now “aware of all the financial scenarios they might face, and they know the exact work costs for invoices” – regardless of the currency or billing type. 

Additionally, thanks to BigTime, all the data can be processed further in the system. With automated updates and advanced reports in place, Flobotics now has a complete overview of all the operations and can quickly gather and sort information to meet different business needs. 

With BigTime Foresight, Flobotics now has:

• Complete overview of all flexible allocations: Flobotics managers can now check employees’ availability, create drafts and standard allocations, and test different scenarios to choose what’s best for both people and the company. They also do not need time-consuming meetings to do that – in BigTime Foresight, it just takes a few minutes. 
• Build-in financial planning: BigTime Foresight automatically assigns financial data such as hourly rates or wages to new allocations and tracked time, creating an instant overview of project finances compliant with a chosen billing type and currency. This allows the managers to generate invoices in seconds—no errors included. 
• Valuable insights available to key decision makers: All types of data are now automatically collected, updated, and processed into advanced reports, helping the managers control key processes and make better decisions. 

Results

While Flobotics might be a small RPA development company, now it has everything a business needs on its way to greatness: scalable processes that grow with the business while responding to all its needs. 

As Chris stated, “Having the ready-to-use tool for project financial management, his work is much more natural than in Excel. It is much easier to understand and use the data.” The results of such a comprehensive overview can be seen throughout the business, as it can now boast about newly acquired accurate allocations, precise invoices, and hundreds of saved precious hours that would otherwise be wasted on managing Excel spreadsheets. 

Results: 

• Reduced allocation and scheduling errors: Managers can now efficiently manage their flexible teams regardless of the type of project and allocations and create error-free plans for any circumstances. 
• Quicker and more precise invoicing process: With all the financial information linked to the plans and allocations, managers can generate invoices in seconds and ensure their content is correct. 
• Reduction in manual effort: BigTime Foresight has automated most data management processes, leaving the managers with little to do in the process and freeing their capacity for decision-making.