Synergist's features and the flow of information

It’s easy to underestimate the volume of information that flows through a project. From estimating to invoicing, key pieces of information flow through roles and departments, guiding actions and decisions and ultimately controlling whether or not the project is successful and profitable. With multiple projects running simultaneously, that's a lot of crucial information flowing through your agency. 

The interactive illustration below shows how project information is interconnected and reused, often multiple times, throughout the project life-cycle.

Hover over each start areaPlace to clickto reveal its links. Or Click it to display, and click again to return to default. 
For mobile use, landscape view is ideal.

In Synergist, all project information is integrated. Every decision, every win or loss, every timesheet or scheduled hour or job update is automatically reflected across the system. As well as heavily reducing admin and the duplication of documentation, this ensures that everybody connected is led by correct, live data.

Financial reporting becomes instantaneous. No more digging around trying to piece together information and hoping it's up to date.

Real-life examples demonstrating the benefits of using one system

There are many practical examples of how integrated project information within Synergist is beneficial. Below we've outlined just two.

Example one: 

Jobs, estimates, quotes, capacity planning, tentative-scheduling. 

A mistake that’s often made is to only start tracking time per project once work begins. This means that any work invested pre-project such as pitch expenses and meeting time falls into a generic bracket of new business, and the true cost of the entire project or client win is never known. 

In Synergist, you raise an opportunity as soon as you receive a brief from a potential new client, so all time spent is captured. Your financial reports separate actual vs tentative work. You can indicate how likely you think the work is to land, and also filter it to show tentative work by role for sales target reporting.

You can set up an alert so when you reach a set percentage of a project's cost before it’s been confirmed you can decide whether or not to continue.

You can also schedule tentative work so you can see how much of your capacity is tentative, and is the job is it confirmed you’ve already planned for delivery.

Once you raise a job, you produce an estimate, which in Synergist can be done from scratch, or via a template to reduce admin, or taken directly from a previous similar project estimate.

You can then produce a quote directly from the estimate. Synergist looks at your rate card for each role and hours required per role as per your estimate, and lets you know what you should be charging for the job. No more quoting in the dark. 

A unified system helps the team maximise capacity and at the right price. You can see hours allocated and how many of those hours are paid for. You can also see which areas of the business/roles you’re selling the most of. 

Five flow diagrams

Example two: 

Gantt charts, scheduling, dashboards, project progress reporting and alerts.

Synergist's Gantt Chart function is a visual tool that uses your estimate to break your work down into a timeline, with phases and dependencies. It can be based on the structure of your jobs, phases and stages. If one phase runs over it affects the dependencies and work schedule, flagging work that needs re-scheduling. 

Working by phase lets you see patterns over multiple projects and pinpoint issues. 

Scheduling work and having it connected to the rest of the system, such as estimating, has multiple benefits. When scheduling, you can pull up the estimate using a split screen and drag-and-drop the hours listed into the schedule. You can also schedule from work requisitions using the same drag-and-drop approach.

You can specify a set number of available hours for individuals or roles per day. Synergist’s capacity management tool will flag breaches, using amber for under-loaded, green for perfect capacity and red for overloaded.

Integration means you can attach documents to the scheduled booking, plus it's easy to check the estimate when querying a job's status. And if someone finishes work early, they can see their next booking and documentation so they can get cracking. 

Nobody loves timesheets, but their power is immense for any time-based business. Synergist makes them as easy as possible. They can be created in a click from the schedule, so details and hours are pulled through.

It all flows into financial reporting, e.g. progress vs budget, so over-runs and over-servicing are easily identified.

Your dashboard view means fast transparency. And you can create alerts such as for when you’ve spent a set % of the budget or time.

This integration makes juggling projects far safer because things don’t slip through the net, and issues are spotted before they get bigger.

Explore all the key Synergist features below.

The Agency Works

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Providing on-site demonstrations, training, experience and consultation.