All-in-one tools missed essential resourcing data, so APAX Software switched to ĸ
Key results
- Gained visibility into the data needed to plan projects and manage resources with confidence
- Leadership now uses resource insights from ĸ to guide operational decisions
- Improved budget tracking prevents cost overruns and protects project margins
At APAX Software, every project starts with a big idea and a team of 20+ people determined to make it real. Over the past decade, they’ve helped more than 300 clients launch digital products that power everything from patient care to commercial operations.
Using ĸ, the agency sharpened its visibility into resourcing, giving its team the clarity to plan smarter and deliver client work profitably.
The challenge: all-in-one tools obscured the visibility needed to plan profitably
Like many growing agencies, APAX Software initially managed its resources in spreadsheets. As client work increased, they realised they needed to move to resourcing software.
All-in-one platforms seemed like the solution. They brought projects, files, and collaboration into a single place. They first tried Basecamp before moving to Teamwork.
But Nick Such, President of APAX Software, and his project managers, like Caleb King, struggled to get visibility into essential data in both tools. They couldn’t easily see who was overbooked, how scheduled hours compared to time logged, or when budgets were at risk of being exhausted. Without that context, resourcing decisions became guesswork.
We needed a way to calculate the availability of our resources. We needed to see if we were moving too quickly on budgets and where we would run out… but we didn’t have that in our previous all-in-one tool. - Nick Such, President of APAX Software
It became clear to Nick that software like Basecamp and Teamwork obscured the data they needed to forecast and deliver profitable client projects. They now knew a dedicated tool was essential—one built to provide the clarity their all-in-ones never could.
I am moving towards preferring well-integrated specialized tools rather than the one tool to rule them all solution. - Caleb King, Software Project Manager at APAX Software
The solution: a resource management tool that’s purpose-built for planning client work
The APAX Software team first adopted ĸ for scheduling, running it alongside Teamwork to see if it could handle the demands of their workflow, as they suspected it would. “We moved over to the scheduling side of ĸ first, because we kept our time logging in Teamwork for a little bit,” Such explained. ĸ delivered, and with full confidence in its capabilities, they phased Teamwork out for good.
As an agency that bills by the hour, project managers needed complete clarity on where the team spends their time. Forecasting projects, invoicing clients correcosctly, and making the right hiring decisions all depended on accurate resourcing data.
ĸ is now the main source of data for building out monthly and quarterly projections. - Nick Such, President of APAX Software
With ĸ, APAX Software has finally found the missing link to profitable resourcing: purpose-built software for the complex demands of planning at scale.
The results: APAX Software plans 6 months ahead with confidence
The biggest shift since adopting ĸ? Predictability.
Today, APAX Software can confidently plan three to six months ahead, knowing exactly who’s working on what, when, and for how long. That foresight means they can make smarter hiring decisions, prioritize the right projects, and keep delivery aligned with budgets.
That visibility also powers the agency’s Entrepreneurial Operating System® scorecard—the internal dashboard used by leadership to track business health and guide weekly decisions. Seeing metrics like scheduled vs. available hours, and drilling into how much of that time is billable, helps them make smarter calls on staffing and new work.
The resourcing data in ĸ helps APAX Software avoid profit-draining scenarios, like overservicing capped projects or burning too fast through budgets. With live insight into project costs, they can now course-correct and avoid eating into their profits.
We’ve made some significant improvements in knowing what the team is working on… for six months ahead. Having better predictability is huge for us. - Nick Such, President of APAX Software
Ultimately, ĸ gives the APAX Software team what spreadsheets and all-in-ones couldn’t: clear, essential data on resourcing, forecasts, and costs to keep their people and projects on track.
