How we implemented Monday.com inside our outsourcing business

Insights

Through the integration of Monday.com we have, for the past two years, been able to build a flexible and secure environment where teams could:

see their tasks clearly
DO project specific time management
generate reliable data for billing and planning

We’ve been able to implement this through the following steps:

Step 1. Establishing information boards

We started with structured boards for specific tasks. Seeing the success of this, we then gradually rolled them out across all our teams.

This allowed for:

Planning of tasks, making them visible to every team member in real time
Built-in checklists, that helped with self-review
Time management being embedded into daily work and flows into our billing system
Data accuracy, which is now close to 100%
Multiple teams to work in one shared environment
Freelancers and clients to collaborate with us in a clean, user-friendly space

Step 2. Creating dashboards for management decisions

Next, we built dashboards that automatically aggregate:

actual time spent per project
number of completed tasks
workload and delivery trends

These dashboards are actively used by top management to make better informed operational and financial decisions.

Step 3. Organic internal growth

Teams from other departments began promoting the solution internally. Without any push from management, our teams saw the benefits of implementing Monday.com into their everyday workflows.

Where we are now

55 active seats today
started with 3 seats two years ago
continuous improvements in automation, integrations, and new workflows

Beyond project delivery, we now run key processes in monday.com:

HR: vacation approvals
Marketing: KPI tracking for campaigns
Legal & sales: negotiation and deal status tracking

Our insight

All configurations were done by the team themselves. No external IT specialists. No complex custom development. Just a well-designed and user-friendly platform.

One more fact that puts this into perspective: In 2025 alone, the department that initiated this implementation has already logged more than 10,000 billable hours in Monday.com.

This gives us a massive amount of high-quality operational and financial data to rely on for planning, forecasting, and decision-making.

If you’re considering scaling operations, improving transparency, or building a single operational environment for finance and delivery teams, this approach is ideal.

If you have questions, feel free to ask us.