Feature · Project Workflow Software

Project workflow software your delivery team runs on, not around.

Project workflow software is the layer that turns a project board into a system of record for the handoffs, approvals, and status updates that keep delivery moving. Strkr Projects pairs with Flows automation in the same workspace, so the workflow runs on the project data instead of beside it.

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The workflow surface area

What a project workflow actually spans.

A project workflow is wider than the Kanban. The sections below describe the pieces Strkr Projects + Flows covers so a delivery team is not stitching five tools to run a single project motion.

Intake and triage

A new request lands with the right fields.

Intake is captured through a Strkr Form or a CRM-triggered flow (deal closed-won). The intake carries the account, the deliverable, the rough value, the proposed lead, and the deadline. The project lead triages weekly against the live Intake column.

Scoping and approval

Scope packages route for sign-off.

A completed scoping package routes for internal approval before the team books the work. The approval chain depends on project size (under $25k = project lead, over = department head). The approval history lives on the project record.

Resourcing and assignment

Who picks it up, with capacity math.

The assignment step routes the project to the team or lead with available capacity. The capacity read reflects current WIP, points committed in the sprint, and OOO dates. The flow surfaces the first team with headroom, not the first team who answers in Slack.

Execution and status

The team runs, status updates write themselves.

During execution, the project card tracks sprints, points, and milestones. Stage changes trigger status updates to the account owner. The client-side readout is generated from the project record, not a status-deck remake.

Review and acceptance

QA then client sign-off.

The project moves to QA then Delivered. The QA stage captures internal review. The Delivered stage captures client sign-off. Both are typed state changes that fire downstream flows (invoice, renewal, retro).

Retro and reporting

The margin and the lesson land on the record.

A Delivered project records actual hours vs quoted scope and attaches a retro note. The lessons roll up to a quarterly retro view sortable by project type. The margin feeds the finance monthly report. The project record is the single artifact for the whole lifecycle.

The automations that pay off

The project-workflow flows a team ships first.

The sections below describe the project workflow automations Strkr customers typically ship inside the first two weeks of adoption. Each one replaces a manual pass that costs real hours per week.

Closed-won to project auto-create

The sale creates the project.

Trigger: deal moved to Closed-Won. Actions: create project at Intake with account, deliverables, deal value, and proposed lead; create standard milestone tasks; schedule kickoff. The CS and delivery team start day one, no handoff doc assembly.

Scoping approval

A completed scoping package routes for sign-off.

Trigger: project moved to Scoping with scope package attached. Actions: route to the approver chain based on project size, notify the approver, log approval history. The scoping bottleneck turns from "we need the director to sign" into a tracked flow.

Milestone-slip escalation

A missed milestone pings the manager.

Trigger: milestone past due by three days. Actions: notify project lead's manager, flag the project on the leadership dashboard, create a replan task. The flow prevents a slip from aging silently for a month before the exec sees it.

Blocker aging escalation

A blocker over five days escalates.

Trigger: blocker flagged for five or more days. Actions: notify manager + exec sponsor, surface the blocker on the leadership dashboard. The flow forces a conversation on a stuck project before the team loses two more weeks of calendar.

Weekly client-side readout

The client gets a status update automatically.

Trigger: Friday morning schedule. Actions: generate the client-side readout from each live project record, email the account owner for review, send to the client contact. The weekly readout is standardized, not an ad-hoc write-up.

Delivered to invoice + renewal

Acceptance writes the finance and sales triggers.

Trigger: project moved to Delivered. Actions: notify finance to invoice, write the margin record, open the renewal opportunity on the account. The flow closes the loop from delivery back to revenue without a manual handoff.

Templates and configuration

How Strkr makes new project types ship fast.

A delivery business adds new project types regularly: new service lines, new client motions, new internal programs. The sections below describe how Strkr Projects + Flows handles that, so a new type ships in days instead of a quarter.

Project type template

A new type carries its own fields, stages, and flows.

A project type template captures the stage set, the required fields, the standard milestone tasks, and the attached flows. Adding a new project type means configuring the template once; every subsequent project of the type inherits the configuration.

Fork a shared workflow

A project type can override the shared flow.

Shared workflows (e.g., the standard scoping approval) ship to every project type by default. A project type can fork and override. "Research projects skip the scoping approval but add an ethics review" is one example. The fork is explicit and tracked.

Field-level configuration

Each type picks the fields it needs.

A new project type picks its field set from the shared field library. Common fields (account, lead, deal value) carry across types. Type-specific fields (research protocol, event date) exist only on the matching type. The configuration is additive, not a schema fork.

Icon and color

Visual identity on the board.

Each project type has an icon and a color swatch. The board shows mixed types in the same column with visual separation. The delivery lead can scan the board and see at a glance which types are concentrated where.

Permission scoping

A type can hide from users without the role.

A project type can be scoped so only certain roles see projects of the type. Internal R&D projects can hide from client-facing roles. The permission is one setting on the type, enforced across every view and search.

Null-type auto-adopt

New types appear in reports automatically.

Reports and dashboards that aggregate across project types auto-adopt new types unless explicitly scoped. The capacity plan, the margin report, and the quarterly retro all include new types the day they are configured. No per-report maintenance when a type is added.

The reporting layer

How a delivery leader reads the workflow performance.

A workflow is only useful if its performance is readable. The sections below describe the reporting Strkr ships out of the box for project workflows.

Flow-level dashboard

Volume, latency, failure rate per flow.

The Flows dashboard shows each production flow's execution count, median latency, and failure rate. The admin reads it to find flows that are backing up or failing silently. The dashboard is live and includes drill-through to the individual execution log.

Project-stage dashboard

Aging, slip, blocker count per stage.

The project pipeline dashboard rolls up aging, slip, and blocker counts per stage. The delivery leader opens it before the weekly review and reads the stages that need attention. Each tile drills to the live project list.

Capacity report

Projected intake vs team capacity.

The capacity report reads projected intake against team capacity for the next quarter. The leader sees whether delivery will keep pace or fall behind. The report drives the hiring and the throughput conversations in the exec meeting.

Margin report

Actual hours vs quoted scope by type.

The margin report rolls up delivered projects with actual hours against quoted scope by project type and segment. The finance team reads the honest margin per type. The gap drives the next quarter's pricing book.

Retro aggregation

Lessons attached to delivered projects, aggregated.

Retro notes attached to delivered projects aggregate to a quarterly retro view sortable by type and lead. Patterns surface ("when scoping took under one week, delivery margin was 40 percent higher"). The pattern becomes the next quarter's SOP.

Scheduled executive readout

A Monday PDF to the leadership distribution list.

A scheduled report emails a PDF snapshot of the delivery dashboard to the leadership list on Monday morning. The exec team opens the inbox and reads the state of delivery before the Monday leadership call. The report is permission-scoped.

Project workflow software your delivery team will actually run.

Start a free trial, pick the Projects pipeline template and the Delivery flow pack, and run the next delivery review on live data. Multi-pipeline, Flows automation, dashboards, and reporting are included on every paid tier.

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Common questions

What buyers ask about this feature.

What is project workflow software?

Project workflow software is the automation layer on top of a project management surface. It handles intake, scoping approval, resource assignment, status updates, review, acceptance, and retro / reporting. Many stacks compose a project board (Asana, Jira, Monday) with a separate automation tool (Zapier, Workato) and a reporting layer. Strkr Projects + Flows ships the whole stack in one workspace so the workflow runs on the project data directly, not through sync jobs.

What are the first project workflow automations to ship?

The highest-leverage automations teams typically ship first are: closed-won to project auto-create (sales handoff), scoping approval routing (bottleneck removal), milestone-slip escalation (visibility), blocker aging escalation (unstuck mechanism), weekly client-side readout (status standardization), and delivered-to-invoice + renewal (loop closure). Each one replaces a manual pass that costs real hours. Strkr Flows templates ship for all six on the paid base tier.

Can Strkr support multiple project types with different workflows?

Yes. A project type template carries its own stage set, required fields, standard milestone tasks, and attached flows. A new project type ships in days by configuring the template. A type can fork a shared workflow and override it. "Research projects skip the scoping approval but add an ethics review" is one example. The fork is explicit and tracked, and reports auto-adopt new types unless scoped otherwise.

Does the project workflow link to the CRM?

Yes. Every project is parented to a CRM account. A deal reaching Closed-Won can trigger a flow that creates a project at Intake, pre-filled with the account, the deal value, and the deliverables. A delivered project can trigger a renewal or expansion opportunity back in the sales pipeline. The two pipelines share the account record, so the team moves between them without a tool switch.

What reports ship with Strkr's project workflow?

Flow-level dashboard (volume, latency, failure rate per flow), project-stage dashboard (aging, slip, blocker counts per stage), capacity report (projected intake vs team capacity), margin report (actual hours vs quoted scope by type), retro aggregation (lessons attached to delivered projects, by type and lead), and scheduled executive readout (Monday PDF snapshot). Every report reads live and supports CSV export.

How is this priced versus a separate automation tool?

Flows is included on every paid Projects tier at the same seat price as the project workspace. There is no per-execution meter, no separate automation SKU, and no document-generation add-on. Teams moving from a Zapier + Asana + DocuSign stack typically see a flat seat price replace three subscriptions plus the engineering cost of maintaining the sync jobs between them.

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