TaskFlow — Multi-Tenant Project Management SaaS
A role-based, multi-tenant project management SaaS built on Bubble for a remote creative agency — replacing a fragmented stack of Notion, Airtable, and Slack with one purpose-built tool their entire team actually uses.
2,400+
Daily active users
10 wks
From kickoff to launch
78%
Drop in missed deadlines
4×
Team velocity increase
The challenge
PixelForge Studio is a 35-person remote creative agency running brand campaigns, web builds, and video productions for e-commerce clients. When we first spoke with their ops lead, they were managing every active project across a patchwork of Notion pages, Airtable bases, and Slack channels — with no single source of truth. Project managers were spending two hours a day just reconciling status updates. Clients were emailing for progress reports that took another hour to compile manually.
They had already tried two off-the-shelf tools — Asana and Monday.com — but neither fit how their agency actually works: projects with multiple client stakeholders who need read-only visibility, billing tied to project milestones, and a timeline view that accounts for creative review cycles. They needed something built for them, not adapted from a generic PM template.
What we built
We built TaskFlow on Bubble in 10 weeks — a fully multi-tenant SaaS where each agency client gets their own isolated workspace. The data model separates users into three roles: Workspace Admins (agency leadership), Project Managers (internal team), and Client Viewers (read-only portals). Every feature maps to a real workflow the team already had, just productised.
- Multi-tenant workspace system with Admin, Manager, and Client Viewer roles — each with scoped data access
- Stripe billing with milestone-based invoicing — invoices auto-generated when a project phase is marked complete
- Real-time Kanban board with drag-and-drop priority management, assignee filtering, and due-date alerts
- Client-facing read-only dashboards — clients see project progress, deliverables, and approved files without logging into Slack
- Automated weekly summary emails via SendGrid — digest of completed tasks and upcoming milestones, no manual prep
The results
Within 8 weeks of launching TaskFlow internally, PixelForge onboarded all 35 team members and 60+ active client contacts. Missed deadlines dropped by 78% — measured by comparing the three months before launch against the three months after. The ops lead estimated they recovered roughly 12 hours of admin time per week across the team, which they reinvested in new business development.
Six months post-launch, the platform handles 2,400+ daily active sessions with zero downtime incidents. The CEO told us: "We tried to buy this tool for two years. Techvertics built it in 10 weeks and it works exactly how our team thinks."
