For teams outgrowing spreadsheets and generic task boards

A calm cockpit for complex delivery work.

Caspia helps professional-services and operations teams manage accounts, engagements, service lines, workstreams, tasks, workload, delegation, financial reporting and risk without relying on fragile spreadsheets.

Try the demo workspace See how it works

The spreadsheet ceiling

Spreadsheets are flexible — until delivery gets complicated.

Spreadsheets are easy to start with, but they become fragile when multiple teams, service lines, regions, reviewers and deadlines are involved.

Ownership gets blurred

Account owners, engagement owners, reviewers and delivery teams all need context, but spreadsheets rarely show who is accountable now.

Status goes stale

A green cell from last week can hide an overdue task, a blocked workstream or a missing client response.

Risk is spread everywhere

Deadlines, blockers, comments and review notes live across tabs, emails, chats and meetings.

Workload is invisible

Task counts do not show who is overloaded, who is waiting and where capacity is about to break.

Delegation gets lost

Work is handed from one person to another, but the handoff trail is rarely visible when something slips.

Reporting is manual

Managers rebuild active portfolio, financial year, service-line and generated-fee reporting instead of acting on the risks behind it.

What Caspia provides

Caspia turns delivery work into a live operational cockpit.

Caspia gives delivery leads and managers a structured way to see what is moving, what is blocked, who owns it and where attention is needed.

Engagement Portfolio

Track every engagement by account, service line, owner, financial year, deadlines, risk and outstanding tasks.

Financial reporting

Review active portfolio value, agreed values and generated fees across financial years, accounts and service lines.

Ownership model

Separate account relationship ownership from engagement delivery ownership, review responsibility and task execution.

Risk and blockers

Surface critical engagements, overdue tasks, blocked workstreams and items waiting on clients or stakeholders.

Workload and capacity

See who is carrying too much work and where delivery pressure is building across teams.

Delegation and handoffs

Track who delegated work, who owns it now and which handoffs have gone stale.

Leadership visibility

Give partners, directors and practice leads a concise view of risk, escalation and delivery capacity.

Scoped organisation views

Support service-line, team and regional visibility so users see the work relevant to their role.

Ask Caspia

Chat with a read-only assistant that uses permission-filtered Caspia data and safe tool traces.

Ask Caspia

A governed assistant for visible delivery data.

Ask Caspia lets users ask operational questions against the same scoped Caspia data they can already access. Provider keys stay in the backend, the assistant stays read-only, and admins can see whether the connection is configured without exposing secrets.

Read-only MCP-backed tools

Permission-filtered answers

Server-side provider gateway

Safe tool trace and telemetry

Ask Caspia

Read-only assistant

Connected

You

Which engagements need attention before the weekly review?

Ask Caspia

I found critical delivery risk, overdue review work and two overloaded owners in your visible portfolio.

Dashboard summary

Risk explanation

Workload context

How Caspia works

A simple structure for complex delivery.

Caspia separates who the work is for from the work being delivered. One account can have multiple engagements running at the same time, each with its own service line, financial year context, workstreams, deadlines, owners and risk.

Account / Client / Business Unit / Applicant

contains

Engagement / Initiative / Matter / Review

contains

Service Line / Practice Area / Offering

contains

Workstream / Phase

contains

Task

has owners, reviewers, delegators, dates and risk signals

Core product views

The views delivery teams need before the meeting starts.

Product previews shown here reflect Caspia's current app surfaces using the same account, engagement, service-line and financial reporting model.

Engagement Portfolio

3 risks

Apex ManufacturingCriticalTechnical reviewBlocked

Northstar AdvisoryOn trackEvidence requestWaiting

Ridgeway GroupWatchPartner reviewDue soon

Dashboard

Start with a live view of delivery risk, active portfolio value, overdue work, blockers and over-capacity people.

Engagement Portfolio

Use the engagement matrix to scan delivery status across accounts, service lines, workstreams and owners.

Financial dashboard

Compare financial years, active portfolio status, generated fees and account or service-line value.

Tasks

Filter operational work by account, engagement, workstream, owner, reviewer, delegator, status, priority and due date.

People and capacity

See who is overloaded, which tasks are overdue and where workload is fragmented across engagements.

Delegation

Follow delegated work and stale handoffs so responsibilities do not disappear between people.

Gantt and Kanban

Switch between timeline planning and status-board execution without losing account and engagement context.

Graph

Explore relationships between accounts, engagements, workstreams, tasks and people to find bottlenecks.

Admin and scope

Configure hierarchy, financial years, service lines, roles and regional visibility so teams see the work relevant to them.

Ask Caspia

Ask operational questions against visible Caspia data through a server-side, read-only LLM gateway.

Use cases

Built for teams where delivery spans accounts, people, value and deadlines.

Caspia keeps the core model consistent while allowing controlled terminology for domains that call accounts, engagements or workstreams by different names.

Professional services

Track account relationships, engagements, service lines, reviewers, financial years and delivery deadlines.

Tax, audit and compliance

Manage evidence, technical review, cost analysis, client queries, partner review, financial year and submission work.

Consulting and advisory

Coordinate multiple client engagements while keeping ownership, blockers and review points visible.

Implementation and onboarding

Follow customer implementations across workstreams, technical owners and go-live deadlines.

Internal initiatives

Run transformation and operational initiatives with clear ownership, workload and escalation visibility.

Grant and funding advisory

Track applications, evidence requests, review stages, deadlines and stakeholder responses with controlled terminology.

Why different

Not another task list.

Caspia is built around delivery accountability, not just flexible lists. It keeps portfolio risk, ownership, workload, financial context and scope in one operating model.

Area	Spreadsheets	Generic task tools	Caspia
Portfolio visibility	Manual tabs and status colours	Boards and lists, often project-by-project	Engagement-by-workstream portfolio matrix
Engagement structure	Usually recreated in each file	Flexible, but often configured from scratch	Account, engagement, service line, workstream and task model
Ownership and review	Often unclear or outdated	Assignee-focused	Account owner, engagement owner, reviewer and delegator context
Service-line reporting	Requires manual grouping and clean-up	Possible after custom field setup	Built into hierarchy, scope and portfolio views
Financial-year reporting	Maintained through separate worksheets	Usually needs custom dashboards	Financial years, active portfolio and generated-fee views
Delegation tracking	Usually lost in comments or messages	Assignment changes with limited handoff context	Delegation and stale handoff views
Workload/capacity	Difficult to aggregate	Available but often separated from delivery risk	Workload linked to engagements, risk and deadlines
Risk and blockers	Spread across tabs, notes and meetings	Tracked inside individual projects or boards	Visible across portfolio, workstreams and tasks
Leadership reporting	Prepared manually	Possible with setup and dashboards	Delivery, active portfolio and commercial context shaped for review
AI assistance	Usually disconnected from live delivery context	Often generic chat or workspace search	Read-only Ask Caspia assistant using permission-filtered data
Scoped visibility	Hard to control	Possible but often complex	Designed for service-line, team and regional scope
Auditability	Version history is fragmented	Activity trails vary by workspace setup	Delivery context kept with ownership and handoffs

Example workflow

From portfolio review to action in minutes.

Open dashboard

Start with delivery and commercial portfolio health: critical engagements, blockers, overdue tasks and over-capacity people.

Spot at-risk engagement

Filter by financial year, service line, team or region to focus on the scope you manage.

Drill into portfolio matrix

Use the portfolio matrix to see which account, service line or workstream is causing the risk.

Open task context

Open the relevant task, owner, reviewer and delegation context.

Ask Caspia

Use the read-only assistant to summarise visible risk, blockers or workload before the review.

Take action

Follow up, rebalance workload, update status or prepare the next delivery and commercial review.

Demo workspace

See Caspia with real delivery scenarios.

Explore a demo workspace with sample accounts, engagements, service lines, workstreams, tasks, risk signals, workload and financial reporting data. No setup required.

Try the demo workspace Request private pilot access

FAQ

Questions delivery teams usually ask.

Is Caspia a project-management tool?

Caspia includes task, Kanban, Gantt and portfolio views, but it is designed around delivery control rather than generic project tracking. It focuses on accounts, engagements, service lines, workstreams, workload, blockers, delegation, financial context and risk.

How is Caspia different from spreadsheets?

Spreadsheets can track lists, but they struggle with ownership, delegation, workload, financial years, service-line reporting, risk, audit trails and scoped visibility. Caspia turns delivery data into live operational views.

How is Caspia different from generic tools like Monday, Asana or ClickUp?

Generic tools are flexible, but teams often need to design their own delivery model. Caspia starts with a structured account, engagement, service-line and workstream model and gives delivery leaders portfolio, risk, workload and delegation views out of the box.

Is Caspia only for client work?

No. Caspia is strongest for client and account delivery, but controlled terminology can also support internal initiatives, implementations, matters, reviews and applications where work is split across workstreams and people.

Can Caspia support multiple engagements for the same account?

Yes. Caspia is designed around accounts with multiple engagements, each with its own service line, workstreams, owners, deadlines, financial year context and risk.

Does Caspia replace PSA, billing or CRM systems?

No. Caspia is not a billing, accounting, payment or CRM system. It focuses on delivery visibility, accountability and portfolio reporting, and can sit alongside finance, CRM and document systems.

Can teams control who sees what?

Caspia supports scoped visibility using organisation hierarchy, teams, financial permissions and optional regional structures so users see the work relevant to their role.

What is Ask Caspia?

Ask Caspia is the in-app read-only assistant. System Admins connect a server-side LLM provider, and users can ask operational questions against the Caspia data they are already allowed to see.

Does Ask Caspia expose API keys or bypass permissions?

No. Provider keys stay in the backend environment, the browser sees only redacted configuration status, and Ask Caspia uses backend permission checks before returning visible data.

Can I try it without setup?

Yes. The demo workspace lets you explore Caspia using sample delivery data.

Is Caspia ready for private pilots?

Caspia is available for controlled pilots with selected teams. A pilot is best suited to teams currently managing delivery through spreadsheets, email, meetings and generic task tools.

Find delivery risk

Which engagements are at risk, blocked or waiting today?

See ownership

Who owns the work now, who reviews it and who delegated it?

Review capacity

Where is workload pressure building before deadlines slip?

Report portfolio value

Use active portfolio, financial year and generated-fee views for reporting.