Project management for small business, where every job has an owner.
A project management system for small business gives every job one owner, a due date and a status anyone can see. We set it up in the tool you already use, add templates for repeat work, and turn on the updates and reminders that do the chasing for you.
Work only moves when someone chases it.
In most small businesses, that someone is the owner. A job sits because an estimate is waiting on a photo, or an invoice is waiting on a sign-off, and nobody knows unless they ask. So the owner asks, again, every day.
A project system ends that. Every job has one owner, a due date and a status anyone can see. Repeat work starts from a template, so steps don’t get forgotten. Handoffs between people are clear. Updates and reminders go out on their own, so nobody has to chase by hand.
A signed quote, followed to a closed job.
Sample workflow for a fictional company: Corbel Roofing.
From the customer signing to the invoice going out.
- Machines run it: Project created
A signed quote starts a job from the roofing template.
- People keep it: Owner assigned
The office manager names one person to run the job.
- Machines run it: Kickoff scheduled
An invite goes to the customer and the crew.
- People keep it: Work done
The crew does the job and updates the card.
- Machines run it: Updates sent
The customer gets a short note each time the status changes.
- People keep it: Customer sign-off
The customer confirms the work is finished.
- Machines run it: Invoice triggered
A draft invoice appears in QuickBooks for someone to review and send.
Sample automations.
What triggers each one, what it does, and what a person still checks.
| Automation | Trigger | What it does | A person checks |
|---|---|---|---|
| New job from a template | A quote is marked signed in the CRM (the customer database) | Creates the job with its checklist, dates and owner | The owner named on the job |
| Kickoff invite | A new job is created | Sends the customer a kickoff invite from the owner’s calendar | The date, before it sends |
| Due-date reminder | A task is two days from due | Messages the person who owns it | Whether a late task is stuck or just moved |
| Customer status update | A job moves to a new column | Sends a short, plain email to the customer | Any reply from the customer |
| Invoice draft | The customer signs off | Creates a draft invoice in QuickBooks | Every invoice, before it is sent |
Built in the tool your team will open.
Zapier or Make connects it to your CRM, email and accounting. You own every account.
- ClickUp
- Asana
- monday.com
- Microsoft Planner
- Notion
- Zapier
- Make
What this isn’t.
Plain answers to the things owners worry about most.
Questions about project management.
What is a project management system for a small business?
It is one place where every job lives, with an owner, a due date and a status. Templates start repeat work the same way each time, and automatic reminders and updates keep jobs moving without someone chasing.
Which project management tool is best?
The one your team will actually open. ClickUp, Asana, monday.com, Microsoft Planner and Notion all work. We choose with you during the Review, based on what you already use.
Can we do project tracking for a small business in a spreadsheet?
You can start there. It stops working when nobody updates it. A project tool with owners, due dates and reminders does the nudging for you.
What does project management setup include?
The board, the templates for repeat work, the handoff steps, and the automatic updates and reminders, plus a short written guide for your team. A Build is a set project, usually 4 to 10 weeks, priced before it starts.
Is this project management consulting?
Partly. Consulting often ends with advice. We set the system up in your tools, write down how it works, and stay to run it if you want. The Review is a fixed fee, quoted before we start.
Start with a two-week review.
Fixed price. At the end, you get a ranked plan: what to fix first, what it saves you, and what it protects.
Prefer email? Write to hello@satsumahq.com