Internal system for SMEs

Projects & tasks

Tasks and projects sit on one readable board, where everyone can see where things stand, who has the work at the moment and what happens next. Deadlines, owners and hours spent are tied to the customer record, so work does not get done twice and promises do not get forgotten.

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What it is for

What does it actually fix?

The deadline that lives in one head

Someone promised a date on the phone. It never reached a spreadsheet or a calendar, because there were eight other things that day. You find out when the customer asks, and by then you are already late.

The work nobody wrote down

A colleague spent three days on the project, and those hours were never recorded. On paper the project is profitable, but in reality you do not know, because one of the two numbers is missing.

The task that gets done twice

Two people started the same job, because neither could see that the other had already picked it up. This kind of loss never shows up as a figure anywhere. It shows up as less work finished by the end of the month.

Kanban board

See where things stand without asking around

A kanban board is a task board arranged in columns, where cards move forward step by step. You can create a board for a customer, an internal project or a team. A board has an owner and a manager, it can be linked to a customer, and it can be archived once the work is finished. You name the columns yourself, and there are as many of them as your work actually has steps.

Columns that follow your process

You can rename columns, reorder them and add new ones. If your work needs a “materials arrived” step between “ordered” and “on site”, then the board has one. You do not have to fit your process to somebody else's template.

The card carries the whole story

A card holds the task's name, a formatted description, the owner, the priority and the customer it belongs to. Below that are the hours logged, the attached files and the comments, so whoever opens it does not need to ask where the rest is.

Priorities you named yourself

Priorities get the names and colours you choose. If your team actually works with “today”, “this week” and “can wait”, then those are the three you use, instead of a five-point scale whose middle nobody ever touches.

Public and private comments

A public comment is visible to the team, and a private one only to you. That way you do not have to choose between sharing a half-formed thought and forgetting it.

Time tracking

Facts instead of guesswork

You can log time to the minute against any piece of work, whether it is a kanban task, a ticket (a reported issue or request) or a follow-up. It is not a separate record that has to be reconciled with the task list every week. The entry is made once, where the work actually happened.

The hour stays with the work

Nobody has to reconstruct it from memory in a spreadsheet on Friday afternoon. A week later nobody can say what took three hours on Tuesday, and the estimate always drifts in the more comfortable direction.

It reaches the customer too

If the task is linked to a customer, the time spent also appears on that customer's record. Nobody has to add it up, because the system has already done so.

The entry knows what kind of work it was

You can record the type of work, such as development, project management or time on site. The report then shows not only that a lot of time went somewhere, but also what it went on.

Reports with real filters

You can filter by customer, colleague, project, task, ticket or period. This is often the moment it turns out that the customer who asks for the most work is not the largest one.

A kanban board in IntrApp, with columns the team named itself, priority and owner on the cards, and overdue deadlines in red.

How it fits together

One system instead of several

You cannot read this off a feature list, yet it is the real difference between five subscriptions and one system. If you run five to ten separate applications today, that is not a system, because none of them knows about the others.

The same holds for the areas that now have their own page. In IntrApp the calendar and the to-do list, reminders and notes are not add-ons bolted on beside this. They show the same records from another side.

The task knows whose it is

A kanban card is linked to a customer, so the customer record shows what you are working on for them. Nobody has to gather that, because the link was made when the card was created.

Time lands where the work happened

There is no separate timesheet to reconcile with the task list. The entry is made once, and it appears in the same report from both the project side and the customer side.

A ticket becomes a task

A reported issue turns into a kanban task in a few clicks, and the link between the two is kept. Whoever works on it sees the original report, not somebody else's summary of it.

Who sees what

Who has access to what

Two levels decide who sees what, and each has a different purpose:

The role decides which areas you can open at all. Three roles come built in, and you can create your own.
Access to a board is decided by the project itself. A kanban board is visible to whoever created it, to the project owner and manager, and to anyone added as a participant. If you have not been added, the board does not appear for you at all.

One week

What this looks like in an ordinary week

A system is not good because it can do a lot. It is good because in an ordinary week there are three situations where fewer questions need to be asked.

Monday morning

The list view shows this week's deadlines, and the board shows whatever is stuck. Instead of going round asking who is working on what, you are left only with the questions that genuinely have no answer yet.

Wednesday afternoon

The hour is logged where the work is happening, on the task itself. Nobody puts it off until Friday, and nobody has to ask what to book it against.

End of the month

The report shows how many hours each project took and which customer took the most time. That tells you which work is worth taking on next time.

Frequently asked

What most people ask at this point

We did not make these questions up. They are the ones prospective customers ask us most often, and none of the answers is that you will get used to it eventually.

A spreadsheet is enough for us

While there are four of you, that is true. A spreadsheet stops working when two people open it at once, and when six months later nobody can tell who changed what. In IntrApp every change shows who made it and when.

The team will not use it anyway

This is a common question, and a fair one. That is why IntrApp has a manual and a built-in walkthrough, so anyone who gets stuck finds the answer where they got stuck. There is no lengthy training.

What happens to the data we already have?

Customer and task lists can be imported at the start, so day one does not begin with an empty system. Data can be exported at any time too, so starting does not lock you in.

How long before it is up and running?

Automated setup takes about half an hour, and there is no compulsory implementation fee. If you would like help, our specialists are glad to give it.

Where we stop

Specialist tools are deep, and that is the problem

A dedicated project tool does a great many things, and most of that depth is neither understood nor used by most people. So the value lies not in depth but in breadth and clarity. What we do when something is still missing is set out below.

What you will not find here

There is no resource planning, no Gantt chart (a schedule drawn along a timeline) and no chain of dependencies between tasks. If your work depends on those, you are better off with a specialist tool, and it is better to know that now than in month three.

Ask, and you may not have to pay for it

If a project feature is missing, write to us. If roughly three quarters of our customers would use it too, we build it for free and every customer receives it. Whether a request falls into that group is our decision, because we are the ones who see the whole customer base. We do not promise a delivery date, but we do promise that the request enters development. What is genuinely specific to you is built as paid custom development, and it keeps receiving the shared updates. Exactly where the line runs is set out on the custom development page.

Getting started without training

The built-in manual and walkthrough guide you through the first steps. Setup takes about half an hour, and there is no implementation fee. If you would like help, our specialists are glad to help you get started.

Take a look inside

In the demo you can explore the whole system with sample projects, sample customers and sample documents, without signing up or giving card details, and you cannot break anything, because it resets every night. You can try it with your own data and projects during the free trial.

No sign-up
No bank card
Full functionality

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