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\u002Fblog\u002F","20","\u002Fblog\u002F","\u002Fblog\u002Fpage\u002F, \u002Fblog\u002Fcategory\u002F","global","ai-summary-button","global\u002Fai-summary-button",null,-50,[],false,489331641,"0d9a7987-4973-46e5-a6d1-d0158a1db64b","2026-01-08T14:35:55.899Z","default","ai-summary-button\u002F",[],{"name":68,"created_at":69,"published_at":70,"updated_at":71,"id":72,"uuid":73,"content":74,"slug":1567,"full_slug":1568,"sort_by_date":57,"position":1569,"tag_list":1570,"is_startpage":60,"parent_id":1572,"meta_data":57,"group_id":1573,"first_published_at":1574,"release_id":57,"lang":64,"path":57,"alternates":1575,"default_full_slug":57,"translated_slugs":57},"The business case for switching to a PSA: a five-step payback test","2026-11-09T11:11:40.060Z","2026-11-09T15:10:25.443Z","2026-11-09T15:10:25.466Z",239751577960622,"98d35269-1ffe-4c96-bbc0-1be91b8a3d5c",{"seo":75,"_uid":81,"body":82,"image":1323,"title":68,"author":1328,"sidebar":1489,"category":1542,"postBody":1564,"component":1565,"contentCopy":80,"readingTime":1566},{"_uid":76,"title":77,"plugin":78,"description":79,"og_image_type":80},"seo-meta","The business case for switching to a PSA: a payback test","seo_metatags","The business case for switching to a PSA: price staying, price the switch, test a downside case, and approve only if that downside still pays back in a year.","","e3423d96-bf41-40bb-84e3-a5292583d141",{"type":83,"attrs":84,"content":85},"doc",{"backgroundColor":57},[86,144,149,154,170,192,197,209,214,252,266,271,290,305,317,322,393,398,417,433,445,450,455,460,629,634,639,644,649,654,659,694,699,704,716,728,733,738,823,828,861,873,878,939,944,963,975,980,1040,1045,1057,1059,1068,1073,1075,1098,1106,1130,1138,1176,1184,1201,1206,1218,1230],{"type":87,"attrs":88},"blok",{"id":89,"body":90},"2815496f-1d21-4c6d-93a0-80c7933db1a4",[91],{"_uid":92,"title":93,"content":94,"component":143},"i-5c07daf0-b95c-4d36-9c57-ffba8b725031","The business case for switching to a PSA: Summary & Key Takeaways",{"type":83,"content":95},[96],{"type":97,"content":98},"bullet_list",[99,113,123,133],{"type":100,"content":101},"list_item",[102],{"type":103,"content":104},"paragraph",[105,111],{"text":106,"type":107,"marks":108},"What the case must prove:","text",[109],{"type":110},"bold",{"text":112,"type":107}," Switching pays back on your own numbers even if adoption goes half as well as planned.",{"type":100,"content":114},[115],{"type":103,"content":116},[117,121],{"text":118,"type":107,"marks":119},"What most cases leave out:",[120],{"type":110},{"text":122,"type":107}," The cost of the switch itself, including parallel running and the dip in billable hours while people learn new habits.",{"type":100,"content":124},[125],{"type":103,"content":126},[127,131],{"text":128,"type":107,"marks":129},"The decision rule:",[130],{"type":110},{"text":132,"type":107}," Approve the switch when the downside case pays back in under 12 months, and pilot first when only the base case does.",{"type":100,"content":134},[135],{"type":103,"content":136},[137,141],{"text":138,"type":107,"marks":139},"How to settle it:",[140],{"type":110},{"text":142,"type":107}," A 60-day paid pilot on two or three live projects turns the gap between the two cases into measured results.","storyKeyTakeaways",{"type":103,"attrs":145,"content":146},{"textAlign":57},[147],{"text":148,"type":107},"The business case for switching to a PSA comes down to three of your own numbers: what staying costs, what switching costs and how fast it pays back. Approve the switch if it still pays back in under 12 months when adoption goes half as well as planned, and pilot first if it doesn't.",{"type":103,"attrs":150,"content":151},{"textAlign":57},[152],{"text":153,"type":107},"I work at Teamwork.com now, but in my agency roles clients asked for more inside the same retainer, and nobody priced it, so staying always looked free. The five steps below build each number, with one worked example and a clear signal for when to wait.",{"type":155,"attrs":156,"content":158},"heading",{"level":157,"textAlign":57},2,[159],{"text":160,"type":107,"marks":161},"Why the return is the easy half of the case",[162,165,169],{"type":163,"attrs":164},"textStyle",{"color":80},{"type":166,"attrs":167},"anchor",{"id":168},"why-the-return-is-the-easy-half-of-the-case",{"type":110},{"type":103,"attrs":171,"content":172},{"textAlign":57},[173,175,190],{"text":174,"type":107},"Most PSA business cases build only one of those three numbers, the return, and stop there. A PSA, or professional services automation platform, connects projects, resources and financials, so you see time, cost and margin on every project as it's delivered. Our guide to ",{"text":176,"type":107,"marks":177},"calculating PSA ROI and payback",[178],{"type":179,"attrs":180},"link",{"href":181,"uuid":182,"anchor":57,"target":57,"linktype":183,"story":184},"\u002Fpsa-software-guide\u002Fbenefits-and-roi-of-psa-software\u002F","0290707f-4b92-4237-bd5c-5e0d381314d3","story",{"name":185,"id":186,"uuid":182,"slug":187,"url":188,"full_slug":188,"_stopResolving":189},"Benefits & ROI of PSA software",196246285919605,"benefits-and-roi-of-psa-software","psa-software-guide\u002Fbenefits-and-roi-of-psa-software",true,{"text":191,"type":107}," covers the return math, so treat it here as one input.",{"type":103,"attrs":193,"content":194},{"textAlign":57},[195],{"text":196,"type":107},"Founders and CFOs have seen enough vendor ROI slides to discount them. Their real questions sit around the return: what will the move cost, what breaks during it, and what if the team won't use it? A case that answers those with numbers gets approved, and one that offers reassurance gets sent back, while the current setup keeps costing margin.",{"type":155,"attrs":198,"content":199},{"level":157,"textAlign":57},[200],{"text":201,"type":107,"marks":202},"Put a monthly price on staying where you are",[203,205,208],{"type":163,"attrs":204},{"color":80},{"type":166,"attrs":206},{"id":207},"put-a-monthly-price-on-staying-where-you-are",{"type":110},{"type":103,"attrs":210,"content":211},{"textAlign":57},[212],{"text":213,"type":107},"The first number is what your current setup costs each month, built from your own last three months instead of an industry average. Rebuilding that history by hand is tedious, and plenty of founders put the whole case off for that reason. Three lines carry the baseline; count each only once:",{"type":215,"attrs":216,"content":218},"ordered_list",{"order":217},1,[219,230,241],{"type":100,"content":220},[221],{"type":103,"attrs":222,"content":223},{"textAlign":57},[224,228],{"text":225,"type":107,"marks":226},"Unbilled scope and write-offs:",[227],{"type":110},{"text":229,"type":107}," change requests delivered but never invoiced, plus hours written off at billing, pulled from timesheets, change logs and invoices.",{"type":100,"content":231},[232],{"type":103,"attrs":233,"content":234},{"textAlign":57},[235,239],{"text":236,"type":107,"marks":237},"Admin and reporting time:",[238],{"type":110},{"text":240,"type":107}," hours leads spend rebuilding status reports, budgets and resourcing plans by hand, priced at cost rate unless someone resells them.",{"type":100,"content":242},[243],{"type":103,"attrs":244,"content":245},{"textAlign":57},[246,250],{"text":247,"type":107,"marks":248},"Billable capacity you can't see:",[249],{"type":110},{"text":251,"type":107}," open hours nobody saw when work was turned away, priced at bill rate for utilization you can realistically recover.",{"type":103,"attrs":253,"content":254},{"textAlign":57},[255,257,264],{"text":256,"type":107},"Expect those inputs to be scattered. Teamwork.com's ",{"text":258,"type":107,"marks":259},"The Sprint to AI report",[260],{"type":179,"attrs":261},{"href":262,"uuid":263,"anchor":57,"target":57,"linktype":183},"\u002Fthe-sprint-to-ai\u002F","0aa514ef-cb30-4851-a4ec-649345636b06",{"text":265,"type":107}," found that 92% of respondents say their current tech is falling short. Only 1% can manage data, projects, profits and resources in one tool. So allow a week to rebuild the first baseline, and say so in the document.",{"type":103,"attrs":267,"content":268},{"textAlign":57},[269],{"text":270,"type":107},"I don't blame spreadsheets for that week. The real gap is that no single record holds time, cost and billing together, so each leader in the meeting argues from a different copy.",{"type":103,"attrs":272,"content":273},{"textAlign":57},[274,276,288],{"text":275,"type":107},"Once each line has a monthly figure, you have the cost of doing nothing in a form a finance lead will accept. To sense-check the capacity line, the free ",{"text":277,"type":107,"marks":278},"utilization rate calculator",[279],{"type":179,"attrs":280},{"href":281,"uuid":282,"anchor":57,"target":57,"linktype":183,"story":283},"\u002Fresources\u002Fcalculators\u002Fbillable-utilization-rate\u002F","931a7a08-9356-40b1-85ac-d0b408a91fb5",{"name":284,"id":285,"uuid":282,"slug":286,"url":287,"full_slug":287,"_stopResolving":189},"Billable Utilization Rate Calculator",686119504,"billable-utilization-rate","resources\u002Fcalculators\u002Fbillable-utilization-rate",{"text":289,"type":107}," turns available and billable hours into a rate.",{"type":87,"attrs":291},{"id":292,"body":293},"5746ecfc-5cdf-494a-8341-c96b8d551e75",[294],{"_uid":295,"text":296,"title":297,"ctaLink":298,"padding":80,"ctaLabel":302,"component":303,"thumbnail":304,"openInNewTab":60},"i-f15e2e26-37b0-4e64-a226-a604ee4b83f7","See what a few extra points of billable time are worth in revenue for a firm your size.","Turn spare capacity into a revenue figure",{"id":80,"url":299,"linktype":300,"fieldtype":301,"cached_url":299},"\u002Fresources\u002Fcalculators\u002Frevenue-gain\u002F","url","multilink","Try the revenue gain calculator","storyResourceBannerCta",{},{"type":155,"attrs":306,"content":307},{"level":157,"textAlign":57},[308],{"text":309,"type":107,"marks":310},"Cost the switch itself, beyond the subscription",[311,313,316],{"type":163,"attrs":312},{"color":80},{"type":166,"attrs":314},{"id":315},"cost-the-switch-itself-beyond-the-subscription",{"type":110},{"type":103,"attrs":318,"content":319},{"textAlign":57},[320],{"text":321,"type":107},"With staying priced, the other side of the trade is the year-one cost of switching, and most of it isn't the subscription. A board that finds one missing cost discounts every other number, so price all five lines openly:",{"type":97,"content":323},[324,349,360,371,382],{"type":100,"content":325},[326],{"type":103,"attrs":327,"content":328},{"textAlign":57},[329,333,335,347],{"text":330,"type":107,"marks":331},"Software:",[332],{"type":110},{"text":334,"type":107}," year-one seats on a plan that covers your billing models, compared on equal scope using our breakdown of ",{"text":336,"type":107,"marks":337},"what PSA software really costs",[338],{"type":179,"attrs":339},{"href":340,"uuid":341,"anchor":57,"target":57,"linktype":183,"story":342},"\u002Fblog\u002Fpsa-software-pricing\u002F","aabdce32-e877-44b4-a79f-70427036d207",{"name":343,"id":344,"uuid":341,"slug":345,"url":346,"full_slug":346,"_stopResolving":189},"PSA software pricing: what the seat price never tells you",216397416109229,"psa-software-pricing","blog\u002Fpsa-software-pricing",{"text":348,"type":107},".",{"type":100,"content":350},[351],{"type":103,"attrs":352,"content":353},{"textAlign":57},[354,358],{"text":355,"type":107,"marks":356},"Implementation and migration help:",[357],{"type":110},{"text":359,"type":107}," setup, data mapping and any outside services.",{"type":100,"content":361},[362],{"type":103,"attrs":363,"content":364},{"textAlign":57},[365,369],{"text":366,"type":107,"marks":367},"Internal hours:",[368],{"type":110},{"text":370,"type":107}," the rollout owner, a few champions and everyone else's training time, priced at cost rate.",{"type":100,"content":372},[373],{"type":103,"attrs":374,"content":375},{"textAlign":57},[376,380],{"text":377,"type":107,"marks":378},"Parallel running:",[379],{"type":110},{"text":381,"type":107}," the old tools you keep paying for while both systems run.",{"type":100,"content":383},[384],{"type":103,"attrs":385,"content":386},{"textAlign":57},[387,391],{"text":388,"type":107,"marks":389},"Adoption dip:",[390],{"type":110},{"text":392,"type":107}," billable hours lost while people build new habits for logging time and updating budgets.",{"type":103,"attrs":394,"content":395},{"textAlign":57},[396],{"text":397,"type":107},"The adoption dip is the line most cases leave out, and it's often the largest. Its size depends on your team and how much changes for them. Use a small, stated assumption, such as 2% of billable hours for eight weeks, and let the pilot test it. Adoption is where traditional PSAs tend to fall down: teams resist them, so unreliable data goes in and unreliable numbers come out, making time capture the pilot's first gate.",{"type":103,"attrs":399,"content":400},{"textAlign":57},[401,403,415],{"text":402,"type":107},"Replacing an existing PSA changes the mix: contract overlap and history mapping replace habit change, and the dip is smaller because people already log time. Our ",{"text":404,"type":107,"marks":405},"step-by-step tool migration plan",[406],{"type":179,"attrs":407},{"href":408,"uuid":409,"anchor":57,"target":57,"linktype":183,"story":410},"\u002Fblog\u002Fpm-tool-migration\u002F","05c23276-2b7c-4922-aa4b-1981f9698dc9",{"name":411,"id":412,"uuid":409,"slug":413,"url":414,"full_slug":414,"_stopResolving":189},"PM tool migration: How to switch project management tools without losing data",187816819838375,"pm-tool-migration","blog\u002Fpm-tool-migration",{"text":416,"type":107}," covers the move itself.",{"type":103,"attrs":418,"content":419},{"textAlign":57},[420,428],{"text":421,"type":107,"marks":422},"Pro tip: ",[423,424],{"type":110},{"type":425,"attrs":426},"styled",{"class":427},"highlight-box",{"text":429,"type":107,"marks":430},"Schedule the parallel run for a quiet delivery month, clear of fiscal year-end close, so finance never reconciles two systems in its busiest weeks.",[431],{"type":425,"attrs":432},{"class":427},{"type":155,"attrs":434,"content":435},{"level":157,"textAlign":57},[436],{"text":437,"type":107,"marks":438},"Run the numbers twice: a base case and a downside case",[439,441,444],{"type":163,"attrs":440},{"color":80},{"type":166,"attrs":442},{"id":443},"run-the-numbers-twice-a-base-case-and-a-downside-case",{"type":110},{"type":103,"attrs":446,"content":447},{"textAlign":57},[448],{"text":449,"type":107},"Both sides now go into one payback calculation, which you then run again assuming the switch recovers only half of what you planned. Take an illustrative 150-person firm with 120 billable people and $20 million in annual revenue. It has a $150 blended bill rate, a $75 blended cost rate and 1,600 available hours per billable person a year. These are assumptions, not customer results, so swap in your own.",{"type":103,"attrs":451,"content":452},{"textAlign":57},[453],{"text":454,"type":107},"Its step-one baseline comes to $753,600 a year, or $62,800 a month. Unbilled scope at 1.5% of revenue is $300,000. Reporting time for 12 project leads at four hours a week over 46 weeks is 2,208 hours, worth $165,600 at cost. Recovering one utilization point across 192,000 available hours adds 1,920 billable hours, worth $288,000 at bill rate.",{"type":103,"attrs":456,"content":457},{"textAlign":57},[458],{"text":459,"type":107},"On the switching side, the firm assumes $40 a seat a month for 150 seats, a three-month rollout and recovered value from month four. 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value",{"id":80,"url":80,"linktype":183,"fieldtype":301,"cached_url":80},"pb-0","TwComparisonSection",[484],{"_uid":485,"rows":486,"text":80,"title":80,"component":628},"i-deea0a5a-d00e-4027-95f1-08c85d25cd27",[487,506,521,536,551,566,581,596,612],{"_uid":488,"cols":489,"header":500,"component":505},"i-5ca2ae9c-35c3-4445-b5a3-f88ea126f448",[490,494,497],{"_uid":491,"icon":80,"text":492,"component":493},"i-b6d6133c-0b3d-4b74-8a95-a39b2a26a29b","Step-one baseline; downside recovers half","TwComparisonColItem",{"_uid":495,"icon":80,"text":496,"component":493},"i-aa775854-4e97-4a2c-8342-f2e938dbf610","$62,800",{"_uid":498,"icon":80,"text":499,"component":493},"i-8c23e5b5-7de1-48e3-9f02-221c5a7795b0","$31,400",[501],{"_uid":502,"title":503,"tooltip":80,"component":504},"i-c1e6259f-ddc2-419e-a0b6-f0919d7abb37","Monthly recovered 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cost",{"_uid":522,"cols":523,"header":532,"component":505},"i-23f954e6-0b69-414e-93a1-c4b14d294190",[524,527,530],{"_uid":525,"icon":80,"text":526,"component":493},"i-900eaf62-8e99-4af0-b78f-3bcf87d353a0","One-off",{"_uid":528,"icon":80,"text":529,"component":493},"i-7d4378b5-487f-418f-bbed-6ccbd51b1a72","$40,000",{"_uid":531,"icon":80,"text":529,"component":493},"i-74aff7c1-dc3f-4981-a938-cf666b4c1d3b",[533],{"_uid":534,"title":535,"tooltip":80,"component":504},"i-1b431f94-0745-41d3-858f-90f85fe22a0e","Implementation and migration help",{"_uid":537,"cols":538,"header":547,"component":505},"i-200e0258-ddc7-4373-888e-b9a04bde438a",[539,542,545],{"_uid":540,"icon":80,"text":541,"component":493},"i-2c14e600-06a9-466e-a3a2-3f0042743abe","800 hours at $75 cost rate",{"_uid":543,"icon":80,"text":544,"component":493},"i-b8bcd65c-9332-4adb-b3c6-5477e07beefc","$60,000",{"_uid":546,"icon":80,"text":544,"component":493},"i-ee778a90-4cbd-4f59-908b-4d856f269dc5",[548],{"_uid":549,"title":550,"tooltip":80,"component":504},"i-e1126945-79c2-4595-a3bd-0c725957d905","Internal hours",{"_uid":552,"cols":553,"header":562,"component":505},"i-4e37495b-97f4-43b4-890d-e08541591e18",[554,557,560],{"_uid":555,"icon":80,"text":556,"component":493},"i-46c0edd8-1222-41ec-b30e-b61be3292c2d","Two months of old tools",{"_uid":558,"icon":80,"text":559,"component":493},"i-26d39c08-b974-42ca-a9b5-46122ab95fc0","$5,000",{"_uid":561,"icon":80,"text":559,"component":493},"i-c4008c92-9f14-4f1f-8551-f418d2492c04",[563],{"_uid":564,"title":565,"tooltip":80,"component":504},"i-c88c7db2-5e55-4d50-ae73-92ac4654dabb","Parallel running",{"_uid":567,"cols":568,"header":577,"component":505},"i-5bf7d9f1-400c-41da-93b7-529982500487",[569,572,575],{"_uid":570,"icon":80,"text":571,"component":493},"i-895dcac0-4d5a-4561-9b52-f61e3fa994e0","2% of 38,400 available hours over 8 weeks, at $150",{"_uid":573,"icon":80,"text":574,"component":493},"i-5b0d7152-b038-4937-8940-3ddcfa8dfe91","$115,200",{"_uid":576,"icon":80,"text":574,"component":493},"i-e87ab5ca-0840-43e2-a227-899ba1085836",[578],{"_uid":579,"title":580,"tooltip":80,"component":504},"i-953ce6be-1742-43b1-aec1-469f7dc14f37","Adoption dip",{"_uid":582,"cols":583,"header":592,"component":505},"i-d428ba6e-5724-4f0a-b524-7a4ba581e144",[584,587,590],{"_uid":585,"icon":80,"text":586,"component":493},"i-e617723a-2e14-4000-868e-d400d5381d95","One-off lines plus 3 months of software",{"_uid":588,"icon":80,"text":589,"component":493},"i-74c8d0de-b3b2-4a5e-859d-f0b99abf8539","$238,200",{"_uid":591,"icon":80,"text":589,"component":493},"i-e2e0dc39-ade2-446d-ae24-9d6aea8fe1a0",[593],{"_uid":594,"title":595,"tooltip":80,"component":504},"i-1c4d8171-3804-43fb-ad5e-d30c66ae1b93","Upfront cost",{"_uid":597,"cols":598,"header":608,"component":505},"i-7c0c73a2-2ae5-4755-a2e9-3a07ce63bf6f",[599,602,605],{"_uid":600,"icon":80,"text":601,"component":493},"i-cbb335ac-4d89-44c0-ae43-749e1bf9793a","Formula below",{"_uid":603,"icon":80,"text":604,"component":493},"i-00a5d432-d33d-4fca-8ba4-7ff8d69359b5","7.2",{"_uid":606,"icon":80,"text":607,"component":493},"i-b04072c4-960a-4969-8620-2686f01c8e0e","12.4",[609],{"_uid":610,"title":611,"tooltip":80,"component":504},"i-5ca687b9-49ef-46ee-9a48-fe3c8849985e","Payback from decision (months)",{"_uid":613,"cols":614,"header":624,"component":505},"i-dfe2adc1-15af-4dc2-ab88-7c167b3a3cbe",[615,618,621],{"_uid":616,"icon":80,"text":617,"component":493},"i-0518ad2d-6c54-4057-9825-e3594ae6f7f6","9 months recovered minus year-one costs of $292,200",{"_uid":619,"icon":80,"text":620,"component":493},"i-e48e7f39-d376-4436-a016-0af3fbb0cc7b","$273,000",{"_uid":622,"icon":80,"text":623,"component":493},"i-1439fc96-48ee-4061-8577-812b5d018303","-$9,600",[625],{"_uid":626,"title":627,"tooltip":80,"component":504},"i-f737dd16-25d9-4572-b54f-8c554a20d4e0","Year-one net value","TwComparisonCollapsable",{"type":103,"attrs":630,"content":631},{"textAlign":57},[632],{"text":633,"type":107},"Payback counts the rollout months, then how long the net monthly gain takes to cover the upfront cost:",{"type":103,"attrs":635,"content":636},{"textAlign":57},[637],{"text":638,"type":107},"$$\\text{Payback (months)} = \\text{Rollout months} + \\frac{\\text{Upfront cost}}{\\text{Monthly recovered value} - \\text{Monthly software cost}}$$",{"type":103,"attrs":640,"content":641},{"textAlign":57},[642],{"text":643,"type":107},"The base case adds three rollout months to 238,200 divided by 56,800. The downside case recovers the same upfront cost at a net 25,400 a month:",{"type":103,"attrs":645,"content":646},{"textAlign":57},[647],{"text":648,"type":107},"$$3 + \\frac{238{,}200}{62{,}800 - 6{,}000} = 3 + 4.2 = 7.2$$",{"type":103,"attrs":650,"content":651},{"textAlign":57},[652],{"text":653,"type":107},"$$3 + \\frac{238{,}200}{31{,}400 - 6{,}000} = 3 + 9.4 = 12.4$$",{"type":103,"attrs":655,"content":656},{"textAlign":57},[657],{"text":658,"type":107},"Set three thresholds before you run your own numbers, so the result can't bend them:",{"type":97,"content":660},[661,672,683],{"type":100,"content":662},[663],{"type":103,"attrs":664,"content":665},{"textAlign":57},[666,670],{"text":667,"type":107,"marks":668},"Switch now",[669],{"type":110},{"text":671,"type":107}," if the downside case pays back in under 12 months from the decision.",{"type":100,"content":673},[674],{"type":103,"attrs":675,"content":676},{"textAlign":57},[677,681],{"text":678,"type":107,"marks":679},"Pilot first",[680],{"type":110},{"text":682,"type":107}," if the base case pays back in under 12 months but the downside case doesn't.",{"type":100,"content":684},[685],{"type":103,"attrs":686,"content":687},{"textAlign":57},[688,692],{"text":689,"type":107,"marks":690},"Wait",[691],{"type":110},{"text":693,"type":107}," if even the base case takes longer than 18 months.",{"type":103,"attrs":695,"content":696},{"textAlign":57},[697],{"text":698,"type":107},"The example firm's downside case lands just past the 12-month line, with year-one net value of -$9,600, so the right call is a pilot before any full rollout. The downside case is the one I'd put on the first page, because it answers the skeptic's question before anyone asks it.",{"type":103,"attrs":700,"content":701},{"textAlign":57},[702],{"text":703,"type":107},"Utilization carries the most weight here: $288,000 of the $753,600 baseline, close to 40%, so the pilot should test it hardest. Whenever one line is more than a third of the total, treat it as the assumption the whole case rests on.",{"type":87,"attrs":705},{"id":706,"body":707},"6cf84acf-a355-4204-b8da-2ae8c089b83b",[708],{"_uid":709,"text":710,"title":711,"ctaLink":712,"padding":80,"ctaLabel":714,"component":303,"thumbnail":715,"openInNewTab":60},"i-604a29b2-a05e-497d-bc67-0ca475a1da23","Book a demo to see budget burn and utilization on projects like the ones you'd pilot.","Walk through your own two cases",{"id":80,"url":713,"linktype":300,"fieldtype":301,"cached_url":713},"\u002Fcontact\u002Fsales\u002F","Book a demo",{},{"type":155,"attrs":717,"content":718},{"level":157,"textAlign":57},[719],{"text":720,"type":107,"marks":721},"Let a paid pilot settle the gap between the two cases",[722,724,727],{"type":163,"attrs":723},{"color":80},{"type":166,"attrs":725},{"id":726},"let-a-paid-pilot-settle-the-gap-between-the-two-cases",{"type":110},{"type":103,"attrs":729,"content":730},{"textAlign":57},[731],{"text":732,"type":107},"A pilot turns the gap between your two cases into a measured result instead of a debate. Run it for 60 days on two or three live projects, ideally one fixed fee and one retainer or time and materials engagement, with 10 to 15 people. Pay for it properly, so the team treats it as real delivery.",{"type":103,"attrs":734,"content":735},{"textAlign":57},[736],{"text":737,"type":107},"Pick pilot projects with a written scope and a named owner. Without a shared intake process, my agency teams re-decided scope and ownership on every project. A pilot on projects like that measures the confusion rather than the platform. Five gates decide whether yours passes:",{"type":87,"attrs":739},{"id":740,"body":741},"d8ee2b8a-583a-4f09-b377-0b611ef6b02e",[742],{"_uid":743,"title":744,"header":745,"padding":481,"component":482,"categories":754,"withHeaderPrice":60},"i-30667503-830e-43f2-a8e9-4491c531469e","Gate",[746,750],{"_uid":747,"price":80,"title":748,"ctaLink":749,"ctaLabel":80,"subtitle":80,"component":472,"highlighted":60},"i-a30c9892-1285-466e-ab07-e06f492739d5","What to measure",{"id":80,"url":80,"linktype":183,"fieldtype":301,"cached_url":80},{"_uid":751,"price":80,"title":752,"ctaLink":753,"ctaLabel":80,"subtitle":80,"component":472,"highlighted":60},"i-94a9cdcc-62b3-4adb-8f9b-d5b13a14b0a6","Pass threshold",{"id":80,"url":80,"linktype":183,"fieldtype":301,"cached_url":80},[755],{"_uid":756,"rows":757,"text":80,"title":80,"component":628},"i-a53d3502-4e68-48eb-aa6d-104576607772",[758,771,784,797,810],{"_uid":759,"cols":760,"header":767,"component":505},"i-7e55d9da-abb8-460d-bd50-4cc0b4370c17",[761,764],{"_uid":762,"icon":80,"text":763,"component":493},"i-f7397152-dee1-4340-bbde-77dd6f020ffd","Share of the pilot team logging time within 48 hours",{"_uid":765,"icon":80,"text":766,"component":493},"i-05ca22f8-f026-4a88-996f-e2404aa920c7","90% or more for four weeks in a row",[768],{"_uid":769,"title":770,"tooltip":80,"component":504},"i-6624cecb-cb0f-4b1f-99a9-d3027a14ef22","1. Time capture",{"_uid":772,"cols":773,"header":780,"component":505},"i-cbb0ea48-1c01-4930-bcb6-8aeca56093c8",[774,777],{"_uid":775,"icon":80,"text":776,"component":493},"i-20623f12-8bc3-463a-bc5a-413fa4eb693d","Weekly budget burn on each pilot project",{"_uid":778,"icon":80,"text":779,"component":493},"i-573f91d9-d5e3-4e8e-9f4c-b682204569b5","Visible on every project without a side spreadsheet",[781],{"_uid":782,"title":783,"tooltip":80,"component":504},"i-f50dd244-338d-40ae-a4f5-e1ea4544890c","2. Budget visibility",{"_uid":785,"cols":786,"header":793,"component":505},"i-c652da0f-f349-4fd5-a132-529a6a1eafb9",[787,790],{"_uid":788,"icon":80,"text":789,"component":493},"i-48dedd3b-36f8-4921-a242-ffddf6c1ecbc","Unbilled changes or overruns spotted before invoicing",{"_uid":791,"icon":80,"text":792,"component":493},"i-d108bf46-616c-42c4-ba67-4b9a4dbe9cb6","At least one caught and acted on",[794],{"_uid":795,"title":796,"tooltip":80,"component":504},"i-8e92ef52-7497-48ec-aadf-d69e927a4146","3. Leak caught",{"_uid":798,"cols":799,"header":806,"component":505},"i-546d7470-5ec1-4418-821e-693fa76687d2",[800,803],{"_uid":801,"icon":80,"text":802,"component":493},"i-89f6c970-192e-423b-94b0-d6cd6b72444f","Pilot recovered value against the base-case monthly rate, pro rata",{"_uid":804,"icon":80,"text":805,"component":493},"i-ffa07ee8-973f-48ef-9eda-05e69a5b05b3","50% or more",[807],{"_uid":808,"title":809,"tooltip":80,"component":504},"i-2db917c7-cc34-488f-b4ae-4f1b97224e59","4. Recovered value",{"_uid":811,"cols":812,"header":819,"component":505},"i-8a0a5e98-7167-4ce6-9913-4f2d14e0d1b2",[813,816],{"_uid":814,"icon":80,"text":815,"component":493},"i-f33c2f01-d48d-421d-92cd-f4a319650bc3","Pilot invoices in your existing finance system",{"_uid":817,"icon":80,"text":818,"component":493},"i-59480f71-5198-4b2e-96e2-def18edf733f","Reconcile the first time",[820],{"_uid":821,"title":822,"tooltip":80,"component":504},"i-7102b3fe-ab11-4d66-b7d4-ada53ca8fb59","5. Finance fit",{"type":103,"attrs":824,"content":825},{"textAlign":57},[826],{"text":827,"type":107},"Approve the rollout when four of the five gates pass and gate 1 is one of them, because nothing else is measurable without time data. If gate 4 lands between 50% and 100%, roll out in phases by team. Below 50%, fix adoption or stop before spending more.",{"type":103,"attrs":829,"content":830},{"textAlign":57},[831,833,845,847,859],{"text":832,"type":107},"For a shorter vendor trial first, our buyer's guide includes a ",{"text":834,"type":107,"marks":835},"14-day pilot checklist",[836],{"type":179,"attrs":837},{"href":838,"uuid":839,"anchor":57,"target":57,"linktype":183,"story":840},"\u002Fblog\u002Fproject-management-software-buyers-guide\u002F","a9e26378-c295-4535-ab42-999c4ad2925b",{"name":841,"id":842,"uuid":839,"slug":843,"url":844,"full_slug":844,"_stopResolving":189},"How to choose project management software without wasting a year on the wrong stack",211392025583086,"project-management-software-buyers-guide","blog\u002Fproject-management-software-buyers-guide",{"text":846,"type":107},". Once the gates pass, follow a ",{"text":848,"type":107,"marks":849},"PSA implementation go-live plan",[850],{"type":179,"attrs":851},{"href":852,"uuid":853,"anchor":57,"target":57,"linktype":183,"story":854},"\u002Fblog\u002Fpsa-implementation\u002F","04ab5289-26ea-4e24-84df-f7edf4170c11",{"name":855,"id":856,"uuid":853,"slug":857,"url":858,"full_slug":858,"_stopResolving":189},"PSA implementation: the margin-safe go-live map for services teams",216063391801575,"psa-implementation","blog\u002Fpsa-implementation",{"text":860,"type":107}," with an owner and exit criteria for each phase.",{"type":155,"attrs":862,"content":863},{"level":157,"textAlign":57},[864],{"text":865,"type":107,"marks":866},"What the board will ask, and the one-page answer",[867,869,872],{"type":163,"attrs":868},{"color":80},{"type":166,"attrs":870},{"id":871},"what-the-board-will-ask-and-the-one-page-answer",{"type":110},{"type":103,"attrs":874,"content":875},{"textAlign":57},[876],{"text":877,"type":107},"Pilot results let you write the whole case on one page. Four blocks cover it:",{"type":215,"attrs":879,"content":880},{"order":217},[881,892,903,914],{"type":100,"content":882},[883],{"type":103,"attrs":884,"content":885},{"textAlign":57},[886,890],{"text":887,"type":107,"marks":888},"The decision:",[889],{"type":110},{"text":891,"type":107}," approve a pilot or a rollout, with the total year-one cost.",{"type":100,"content":893},[894],{"type":103,"attrs":895,"content":896},{"textAlign":57},[897,901],{"text":898,"type":107,"marks":899},"The three numbers:",[900],{"type":110},{"text":902,"type":107}," monthly cost of staying, year-one switching cost, and payback in both cases.",{"type":100,"content":904},[905],{"type":103,"attrs":906,"content":907},{"textAlign":57},[908,912],{"text":909,"type":107,"marks":910},"The risk and how it's contained:",[911],{"type":110},{"text":913,"type":107}," the five pilot gates and the stop rule.",{"type":100,"content":915},[916],{"type":103,"attrs":917,"content":918},{"textAlign":57},[919,923,925,937],{"text":920,"type":107,"marks":921},"What doesn't change:",[922],{"type":110},{"text":924,"type":107}," finance keeps the ledger and the CRM keeps the pipeline, as our guide to ",{"text":926,"type":107,"marks":927},"how a PSA differs from a CRM",[928],{"type":179,"attrs":929},{"href":930,"uuid":931,"anchor":57,"target":57,"linktype":183,"story":932},"\u002Fblog\u002Fpsa-vs-crm\u002F","794caca9-69a6-4540-956e-ce257a919a19",{"name":933,"id":934,"uuid":931,"slug":935,"url":936,"full_slug":936,"_stopResolving":189},"PSA vs CRM: which system owns what (and where your margin hides)",233087085942782,"psa-vs-crm","blog\u002Fpsa-vs-crm",{"text":938,"type":107}," explains.",{"type":103,"attrs":940,"content":941},{"textAlign":57},[942],{"text":943,"type":107},"Expect three objections, and answer each with a number. \"The ROI isn't clear\" gets the downside case, not a bigger base case. \"The switch costs too much\" gets year-one net value after every switching line. \"Let's pilot first\" gets a yes, with the five gates as its pass mark.",{"type":103,"attrs":945,"content":946},{"textAlign":57},[947,949,961],{"text":948,"type":107},"Beyond payback, the switch buys numbers the leadership team can trust. In ",{"text":950,"type":107,"marks":951},"SPI Research's 2026 Impact of AI on Professional Services report",[952],{"type":179,"attrs":953},{"href":954,"uuid":955,"anchor":57,"target":57,"linktype":183,"story":956},"\u002Fresources\u002Fspi-ai-benchmark\u002F","8ece9046-e5e2-4be0-8f55-dbd8956f9f1e",{"name":957,"id":958,"uuid":955,"slug":959,"url":960,"full_slug":960,"_stopResolving":189},"SPI AI benchmark",230213991154296,"spi-ai-benchmark","resources\u002Fspi-ai-benchmark",{"text":962,"type":107},", firms with highly ready data report project margins of 43.6%. Firms whose data is not ready or fragmented report 35.2%, a gap worth about $1.7mm in gross profit for a $20mm PS organization. At the example firm's size, that gap is about six times the year-one switching cost, so the board is approving a data decision too.",{"type":155,"attrs":964,"content":965},{"level":157,"textAlign":57},[966],{"text":967,"type":107,"marks":968},"When the honest answer is to wait",[969,971,974],{"type":163,"attrs":970},{"color":80},{"type":166,"attrs":972},{"id":973},"when-the-honest-answer-is-to-wait",{"type":110},{"type":103,"attrs":976,"content":977},{"textAlign":57},[978],{"text":979,"type":107},"The same numbers that approve a switch can tell you to wait, and a case that says so plainly earns more trust. Hold off in four situations:",{"type":97,"content":981},[982,993,1004,1015],{"type":100,"content":983},[984],{"type":103,"attrs":985,"content":986},{"textAlign":57},[987,991],{"text":988,"type":107,"marks":989},"The base case takes longer than 18 months:",[990],{"type":110},{"text":992,"type":107}," fix the biggest single cost line with your current tools, then rerun the numbers in two quarters.",{"type":100,"content":994},[995],{"type":103,"attrs":996,"content":997},{"textAlign":57},[998,1002],{"text":999,"type":107,"marks":1000},"Time isn't captured well enough for a baseline:",[1001],{"type":110},{"text":1003,"type":107}," run consistent time capture for a quarter first, then build the case on real data.",{"type":100,"content":1005},[1006],{"type":103,"attrs":1007,"content":1008},{"textAlign":57},[1009,1013],{"text":1010,"type":107,"marks":1011},"A major client renewal falls inside the rollout window:",[1012],{"type":110},{"text":1014,"type":107}," move the start date rather than squeezing the pilot.",{"type":100,"content":1016},[1017],{"type":103,"attrs":1018,"content":1019},{"textAlign":57},[1020,1024,1026,1038],{"text":1021,"type":107,"marks":1022},"One person can still see every project:",[1023],{"type":110},{"text":1025,"type":107}," tighten your current setup first; our comparison of ",{"text":1027,"type":107,"marks":1028},"PSA and project management software",[1029],{"type":179,"attrs":1030},{"href":1031,"uuid":1032,"anchor":57,"target":57,"linktype":183,"story":1033},"\u002Fpsa-software-guide\u002Fpsa-vs-project-management-software\u002F","9640b043-2587-4f76-9684-4095d6ef06dd",{"name":1034,"id":1035,"uuid":1032,"slug":1036,"url":1037,"full_slug":1037,"_stopResolving":189},"PSA vs. project management software: where the line actually sits",196246285944187,"psa-vs-project-management-software","psa-software-guide\u002Fpsa-vs-project-management-software",{"text":1039,"type":107}," shows where that line sits.",{"type":103,"attrs":1041,"content":1042},{"textAlign":57},[1043],{"text":1044,"type":107},"Waiting with a measured baseline still moves the decision forward, because the next case starts from real numbers.",{"type":155,"attrs":1046,"content":1047},{"level":157,"textAlign":57},[1048],{"text":1049,"type":107,"marks":1050},"How Teamwork.com carries the case from pilot to payback",[1051,1053,1056],{"type":163,"attrs":1052},{"color":80},{"type":166,"attrs":1054},{"id":1055},"how-teamwork-com-carries-the-case-from-pilot-to-payback",{"type":110},{"type":103,"attrs":1058},{"textAlign":57},{"type":103,"attrs":1060,"content":1061},{"textAlign":57},[1062],{"type":1063,"attrs":1064},"image",{"id":57,"alt":1065,"src":1066,"title":57,"source":57,"copyright":57,"meta_data":1067},"Teamwork.com client list view showing projects, progress, budget status and financial figures for each client","https:\u002F\u002Fa.storyblok.com\u002Ff\u002F99519\u002F0x0\u002Fef8a3eb4c6\u002Fclient-list-view-lm-1.png",{},{"type":103,"attrs":1069,"content":1070},{"textAlign":57},[1071],{"text":1072,"type":107},"Teamwork.com is the agentic PSA that measures your baseline, then runs the pilot and rollout on the same time, cost and billing data. Because Teamwork.com prices logged time at cost and billable rates as it's entered, the baseline, pilot gates and payback all come from one set of numbers.",{"type":103,"attrs":1074},{"textAlign":57},{"type":103,"attrs":1076,"content":1077},{"textAlign":57},[1078,1082,1084,1096],{"text":1079,"type":107,"marks":1080},"Measure the baseline on pilot projects as delivery happens.",[1081],{"type":110},{"text":1083,"type":107}," A baseline rebuilt by hand each month is too slow to settle a 60-day pilot. ",{"text":1085,"type":107,"marks":1086},"Budget Tracking",[1087],{"type":179,"attrs":1088},{"href":1089,"uuid":1090,"anchor":57,"target":57,"linktype":183,"story":1091},"\u002Fproduct\u002Fcost-profitability-management\u002Fbudgeting-profitability\u002F","7ea0d894-d42b-48dc-888e-54109544266b",{"name":1092,"id":1093,"uuid":1090,"slug":1094,"url":1095,"full_slug":1095,"_stopResolving":189},"Budgeting & Profitability",66769948573041,"budgeting-profitability","product\u002Fcost-profitability-management\u002Fbudgeting-profitability",{"text":1097,"type":107}," puts a fixed fee, time and materials or retainer budget on each pilot project and prices every logged hour at cost and billable rates. With threshold notifications flagging spend before the invoice goes out, you finish the pilot with gates 2 and 3 measured from live delivery data.",{"type":103,"attrs":1099,"content":1100},{"textAlign":57},[1101],{"type":1063,"attrs":1102},{"id":1103,"alt":80,"src":1104,"title":80,"source":80,"copyright":80,"meta_data":1105},239753837048529,"https:\u002F\u002Fa.storyblok.com\u002Ff\u002F99519\u002F0x0\u002Fce0fa89eae\u002Fbudget-insights-report.webp",{},{"type":103,"attrs":1107,"content":1108},{"textAlign":57},[1109,1113,1115,1128],{"text":1110,"type":107,"marks":1111},"Test the capacity number the case leans on.",[1112],{"type":110},{"text":1114,"type":107}," Utilization carried close to 40% of the example baseline, so a guessed figure puts the whole case at risk. The ",{"text":1116,"type":107,"marks":1117},"Utilization Report",[1118],{"type":179,"attrs":1119},{"href":1120,"uuid":1121,"anchor":57,"target":57,"linktype":183,"story":1122},"\u002Fproduct\u002Freporting\u002F","8619d0fd-e5b7-46c5-bbc6-dfdd0a0cf5f5",{"name":1123,"id":1124,"uuid":1121,"slug":1125,"url":1126,"full_slug":1127,"_stopResolving":189},"Reporting",79881757382978,"reporting","reporting\u002F","product\u002Freporting",{"text":1129,"type":107}," shows billable and non-billable time by person against target, while AI Utilization Summary suggests staffing changes that a resourcing lead reviews before anything moves. You see who's over capacity, under capacity or unassigned, and whether your base-case capacity is real, before the rollout is approved.",{"type":103,"attrs":1131,"content":1132},{"textAlign":57},[1133],{"type":1063,"attrs":1134},{"id":57,"alt":1135,"src":1136,"title":57,"source":57,"copyright":57,"meta_data":1137},"Teamwork.com AI Utilization Summary showing team workload and who is over or under capacity","https:\u002F\u002Fa.storyblok.com\u002Ff\u002F99519\u002F0x0\u002Fccdd8a2adc\u002Fai-utilization-summary.webp",{},{"type":103,"attrs":1139,"content":1140},{"textAlign":57},[1141,1145,1147,1160,1162,1174],{"text":1142,"type":107,"marks":1143},"Leave the ledger and the pipeline where they are.",[1144],{"type":110},{"text":1146,"type":107}," Migration risk grows with every system you replace at once. With the ",{"text":1148,"type":107,"marks":1149},"HubSpot integration",[1150],{"type":179,"attrs":1151},{"href":1152,"uuid":1153,"anchor":57,"target":57,"linktype":183,"story":1154},"\u002Fintegrations\u002Fhubspot\u002F","155aaa0c-eedf-4ac3-9544-49c23ef7b5e7",{"name":1155,"id":1156,"uuid":1153,"slug":1157,"url":1158,"full_slug":1159,"_stopResolving":189},"Teamwork.com for HubSpot",446492610,"hubspot","hubspot\u002F","integrations\u002Fhubspot",{"text":1161,"type":107},", a won deal becomes a client, project and budget in Teamwork.com, and invoices export to ",{"text":1163,"type":107,"marks":1164},"accounting tools such as QuickBooks and Xero",[1165],{"type":179,"attrs":1166},{"href":1167,"uuid":1168,"anchor":57,"target":57,"linktype":183,"story":1169},"\u002Fproduct\u002Fcost-profitability-management\u002F","31e66b9d-7116-452a-9b70-61eb562285b9",{"name":1170,"id":1171,"uuid":1168,"slug":1170,"url":1172,"full_slug":1173,"_stopResolving":189},"cost-profitability-management",62223835921191,"cost-profitability-management\u002F","product\u002Fcost-profitability-management",{"text":1175,"type":107},". Finance keeps its ledger and close as they are, and your switching cost covers one system instead of three, shrinking the internal-hours and parallel-running lines.",{"type":103,"attrs":1177,"content":1178},{"textAlign":57},[1179],{"type":1063,"attrs":1180},{"id":1181,"alt":80,"src":1182,"title":80,"source":80,"copyright":80,"meta_data":1183},15678913,"https:\u002F\u002Fa.storyblok.com\u002Ff\u002F99519\u002F1101x620\u002F527ab2c9aa\u002Fhubspot-get-project-data-workflow.png",{},{"type":103,"attrs":1185,"content":1186},{"textAlign":57},[1187,1199],{"text":1188,"type":107,"marks":1189},"Beyond the Chaos",[1190],{"type":179,"attrs":1191},{"href":1192,"uuid":1193,"anchor":57,"target":57,"linktype":183,"story":1194},"\u002Fcustomer-stories\u002Fbeyond-the-chaos\u002F","41fbbad2-3c41-42a8-b87c-668fd244c732",{"name":1188,"id":1195,"uuid":1193,"slug":1196,"url":1197,"full_slug":1198,"_stopResolving":189},502778018,"beyond-the-chaos","beyond-the-chaos\u002F","customer-stories\u002Fbeyond-the-chaos",{"text":1200,"type":107}," moved budgets, workloads and templates into Teamwork.com and now checks billable versus non-billable hours daily. The firm reports a 1,000% ROI, alongside 4x revenue growth and 6x headcount growth.",{"type":103,"attrs":1202,"content":1203},{"textAlign":57},[1204],{"text":1205,"type":107},"A case built to survive the downside is easier to approve when one platform measures the pilot and then carries the rollout.",{"type":87,"attrs":1207},{"id":1208,"body":1209},"3abe2af7-39b4-4b86-b3d4-dc53bd127f8c",[1210],{"_uid":1211,"text":1212,"ctaLink":1213,"ctaLabel":1215,"component":1216,"openInNewTab":60,"backgroundColor":1217},"i-b2e72254-f528-418b-bafd-d4fafa86a2db","Run your pilot on a live project and measure every gate in your own account.",{"id":80,"url":1214,"linktype":300,"fieldtype":301,"cached_url":1214},"\u002Fsignup\u002F","Start free","storyBannerCta","purple",{"type":155,"attrs":1219,"content":1220},{"level":157,"textAlign":57},[1221],{"text":1222,"type":107,"marks":1223},"FAQ",[1224,1226,1229],{"type":163,"attrs":1225},{"color":80},{"type":166,"attrs":1227},{"id":1228},"faq",{"type":110},{"type":87,"attrs":1231},{"id":1232,"body":1233},"d781ece0-e1a7-49c8-a0a9-240f28deed7b",[1234],{"_uid":1235,"items":1236,"component":1322},"i-5a71fa65-dd13-402d-8c7a-ecced090499d",[1237,1252,1280,1294,1308],{"_uid":1238,"open":60,"answer":1239,"question":1245,"component":1251},"i-722ba6b7-729e-4aff-8d34-16dc50e9daea",{"type":83,"content":1240},[1241],{"type":103,"content":1242},[1243],{"text":1244,"type":107},"Show the board a payback figure built from your own last three months of data that still works if adoption goes half as well as planned. If only the base case pays back within 12 months, ask for a paid pilot with named pass gates.",{"type":83,"content":1246},[1247],{"type":103,"content":1248},[1249],{"text":1250,"type":107},"How do I build the case for switching to a PSA platform to the board?","TwFAQItem",{"_uid":1253,"open":60,"answer":1254,"question":1274,"component":1251},"i-125c665d-62ef-4067-a8fa-95a91e59127d",{"type":83,"content":1255},[1256],{"type":103,"content":1257},[1258,1260,1272],{"text":1259,"type":107},"Published ROI figures vary widely, and many come from vendor case studies rather than independent research. Teamwork.com customers average a ",{"text":1261,"type":107,"marks":1262},"22% billable utilization gain in their first year",[1263],{"type":179,"attrs":1264},{"href":1265,"uuid":1266,"anchor":57,"target":57,"linktype":183,"story":1267},"\u002Fproduct\u002Fresource-management\u002Fteam-utilization\u002F","24ecc64e-06f7-4440-a913-83c6eb37ecbc",{"name":1268,"id":1269,"uuid":1266,"slug":1270,"url":1271,"full_slug":1271,"_stopResolving":189},"Team Utilization",73897278526196,"team-utilization","product\u002Fresource-management\u002Fteam-utilization",{"text":1273,"type":107}," (21.8% at 12 months), according to Teamwork.com customer data. Treat any figure, that one included, as an assumption your pilot should test.",{"type":83,"content":1275},[1276],{"type":103,"content":1277},[1278],{"text":1279,"type":107},"What ROI have agencies actually seen from switching to a PSA platform?",{"_uid":1281,"open":60,"answer":1282,"question":1288,"component":1251},"i-3c0372af-1902-4838-8f27-2eab306c3cec",{"type":83,"content":1283},[1284],{"type":103,"content":1285},[1286],{"text":1287,"type":107},"Switching mid-year carries modest risk when pilot projects go first and invoicing stays in your finance system. Keep the old system read-only during a short parallel run, so billing never depends on the new platform mid-move.",{"type":83,"content":1289},[1290],{"type":103,"content":1291},[1292],{"text":1293,"type":107},"How risky is it to switch PSA platforms mid-year?",{"_uid":1295,"open":60,"answer":1296,"question":1302,"component":1251},"i-08a16d7a-5a06-432d-a3cd-ab72a67fd19e",{"type":83,"content":1297},[1298],{"type":103,"content":1299},[1300],{"text":1301,"type":107},"PSA stands for professional services automation, software that runs projects, people, time, budgets and billing for firms that sell expertise by the project or the hour. A project management tool tracks tasks, while a PSA also tracks the money behind them.",{"type":83,"content":1303},[1304],{"type":103,"content":1305},[1306],{"text":1307,"type":107},"What does PSA mean in business?",{"_uid":1309,"open":60,"answer":1310,"question":1316,"component":1251},"i-2f3a2162-b587-4f26-83bc-8619584b7cc4",{"type":83,"content":1311},[1312],{"type":103,"content":1313},[1314],{"text":1315,"type":107},"No, Teamwork.com connects to the CRM and finance system you already use, so neither has to change. It handles delivery in the middle, and month-end close stays the same.",{"type":83,"content":1317},[1318],{"type":103,"content":1319},[1320],{"text":1321,"type":107},"Do we have to change our finance system or CRM to switch to Teamwork.com?","TwFAQ",{"id":1324,"alt":1325,"filename":1326,"fieldtype":1327},239751518302637,"Teamwork.com financial and utilization insights report comparing forecasted cost and revenue across clients","\u002F\u002Fa.storyblok.com\u002Ff\u002F99519\u002F0x0\u002F8105ceaa40\u002Fblog-hero-image-client-reporting.png","asset",{"name":1329,"created_at":1330,"published_at":1331,"updated_at":1332,"id":1333,"uuid":1334,"content":1335,"slug":1481,"full_slug":1482,"sort_by_date":57,"position":1483,"tag_list":1484,"is_startpage":60,"parent_id":1485,"meta_data":57,"group_id":1486,"first_published_at":1487,"release_id":57,"lang":64,"path":57,"alternates":1488,"default_full_slug":57,"translated_slugs":57,"_stopResolving":189},"Ben Brigden","2023-08-07T20:54:44.436Z","2026-03-16T15:28:04.143Z","2026-03-16T15:28:04.160Z",351765920,"7feda4fe-0d79-45ab-ba89-1e177b0005d9",{"bio":1336,"seo":1337,"_uid":1340,"body":1341,"name":1329,"role":1339,"picture":1471,"sidebar":1475,"linkedin":1476,"component":1478,"afterArticles":1479,"beforeArticles":1480},"Ben is a Content Marketing Manager at Teamwork.com. He’s spent the past 10 years writing for agencies and SaaS companies, mostly about tech, tools, and smarter ways to work. He loves breaking down trends, sharing hacks, and helping to make work life a bit less chaotic.",{"_uid":1338,"title":1339,"plugin":78,"og_image":80,"og_title":80,"description":1336,"og_image_type":80,"twitter_image":80,"twitter_title":80,"og_description":80,"twitter_description":80},"459d5f87-86b8-4a1d-a690-e3dd2f51c723","Content Marketing Manager","28f18d93-79f5-4a41-a7af-4f885059fed1",{"type":83,"content":1342},[1343,1350,1355,1360,1367,1372,1377,1382,1389,1394,1451],{"type":155,"attrs":1344,"content":1345},{"level":157,"textAlign":57},[1346],{"text":1347,"type":107,"marks":1348},"About Ben",[1349],{"type":110},{"type":103,"attrs":1351,"content":1352},{"textAlign":57},[1353],{"text":1354,"type":107},"Ben Brigden is a Content Marketing Manager at Teamwork.com, where he focuses on making sense of the often messy, always evolving world of project management and work tech. With around 10 years’ experience writing for agencies and SaaS companies, he specialises in turning complex ideas into practical, easy-to-follow content that helps teams work with more clarity (and a little less chaos).",{"type":103,"attrs":1356,"content":1357},{"textAlign":57},[1358],{"text":1359,"type":107},"Ben’s writing blends best-practice advice, workflow guidance, tool reviews, and explanatory guides for project-based and client-service teams. Whether he’s unpacking a project management methodology, comparing two tools that do almost-but-not-quite the same thing, or mapping out a resource-planning process, his goal is simple: help people understand their options, make confident decisions, and build better ways of working.",{"type":155,"attrs":1361,"content":1362},{"level":157,"textAlign":57},[1363],{"text":1364,"type":107,"marks":1365},"Experience",[1366],{"type":110},{"type":103,"attrs":1368,"content":1369},{"textAlign":57},[1370],{"text":1371,"type":107},"Ben started his career in corporate communications, working with clients across tech, finance, and retail. That early experience taught him how to simplify ideas, structure messages clearly, and write for people who don’t have time to wade through jargon.",{"type":103,"attrs":1373,"content":1374},{"textAlign":57},[1375],{"text":1376,"type":107},"He later moved into SaaS, where he developed full-funnel content programs across SEO, demand generation, webinars, and thought leadership. This is where he found his stride: writing content that helps real teams solve real problems — from improving workflows to choosing the right tools for the job.",{"type":103,"attrs":1378,"content":1379},{"textAlign":57},[1380],{"text":1381,"type":107},"At Teamwork.com, he brings all of that experience together. His work sits at the intersection of process, technology, and human behaviour, helping readers navigate everything from the fundamentals of project planning to the newest trends in AI-powered productivity.",{"type":155,"attrs":1383,"content":1384},{"level":157,"textAlign":57},[1385],{"text":1386,"type":107,"marks":1387},"What Ben writes about",[1388],{"type":110},{"type":103,"attrs":1390,"content":1391},{"textAlign":57},[1392],{"text":1393,"type":107},"Ben covers the challenges teams face when juggling clients, deadlines, tools, and competing priorities. His content spans a wide range of topics, including:",{"type":97,"content":1395},[1396,1407,1418,1429,1440],{"type":100,"content":1397},[1398],{"type":103,"attrs":1399,"content":1400},{"textAlign":57},[1401,1405],{"text":1402,"type":107,"marks":1403},"Project management methodologies and workflows: ",[1404],{"type":110},{"text":1406,"type":107},"Guides on the everyday processes that keep teams organized and happy. 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