Productive Customer Story: How Capptoo Centralized Four Businesses
Company Overview
Capptoo is a Switzerland-based 360° agency offering a wide range of digital solutions —from strategy and consulting to design, development, and digital marketing.
With operations spanning four distinct business segments (including an AI feedback management platform, a digital agency, a pharma-focused services arm, and an oncology content platform), Capptoo serves clients across Europe and is expanding into the U.S.
Results With Productive
Before
- Juggling multiple tools and spreadsheets for projects and resource planning.
- Manual exports to calculate profitability and utilization.
- Financial reports built manually for every project and client.
- Project managers losing hours in Excel to track budgets.
After
- All-in-one project management, time-tracking, budgeting, resourcing, and reporting.
- Real-time visibility into budgets, utilization, and profit margins.
- Automated reporting = 50% less time spent on reporting.
- Integrated project + financial management in one tool.
We saw that the time saved on reporting alone was huge. I’d estimate a 50% reduction in time spent on some reporting tasks.
Paying The Cost Of A Patchwork System
Early on, Capptoo relied on Google Sheets, Trello, and later Jira for their project management, resource planning, and forecasting needs. The system worked for a time, but as the company grew and started handling more projects, it created mounting administrative overhead—without delivering the insights they needed.
This fragmented setup created the same set of problems over and over:
- Project managers were wasting hours reconciling budgets and time logs.
- Profitability insights were always delayed or incomplete.
- Leadership lacked a real-time overview of how each business unit was performing.
How Capptoo Got Its Time Back
By switching to Productive to replace their multitude of tools, Capptoo now manages everything—projects, time tracking, resourcing, budgeting, and reporting—in one place.
, Capptoo now manages everything—projects, time tracking, resourcing, budgeting, and reporting—in one place.
Life has gotten easier—both for project managers and leadership. They no longer have to waste time in Excel calculating budgets or manually compiling reports. Reports are not only faster but also more accurate, and with so many projects, clients, and internal initiatives across different business units, it’s a feature used regularly.
The biggest wins included:
- Real-Time Profitability Tracking: The team no longer digs through spreadsheets or checks rate cards manually. Profit margins are instantly visible across dozens of projects.
- Resource Planning That Scales: Resource planning is now integrated into daily workflows, giving leadership a clear picture of who’s available and where the bottlenecks are.
- 50% Faster Reporting: What used to take hours in Excel now takes minutes in Productive. Streamlined reports cut reporting time in half while improving accuracy.
- Multi-Company Support: Even with four distinct business segments, Productive provided the structure Capptoo needed to keep operations running smoothly.
Productive has brought structure and clarity to our operations, and I can’t imagine working without it now.
How Productive Works
- An all-in-one platform purpose-built for agencies, consultancies, and other professional services businesses.
- Provides real-time visibility of project costs, revenue, and margins.
- Makes time-tracking effortless—with timers, timesheets, or automatic suggestions.
- Enables effective resource planning: balancing workloads, forecasting capacity, and managing time-off, all in one view.
- Allows companies to forecast revenue, utilization, profit margins, and cash flow.
Making The Switch Paid Off For Capptoo
For Capptoo, the biggest shift wasn’t just business efficiency. With Productive, they reduced their mental overhead, and gained something invaluable—peace of mind.
Project managers can now focus more on client work instead of spreadsheets. Leadership makes decisions with more confidence, based on real-time data. And across four business segments, there is just one platform keeping operations aligned.
Key Takeaways
- By consolidating multiple tools into Productive, Capptoo cut reporting time by 50%
- Real-time profitability and utilization insights replaced delayed, manual exports
- Resource planning became scalable and embedded into daily workflows
- Multi-company support ensured smooth operations across four business segments
- The ultimate payoff: less admin work, more focus on clients, and peace of mind for leadership