WaymarqFeatures
Everything to run project work and the business around it
Waymarq covers the whole arc — someone enquires, you pitch, you win, you deliver, you get paid — in one tightly integrated place. Nothing here needs AI switched on.
Plan and track the work
Every view reads the same phases and tasks, so nothing drifts out of sync.
Import from anywhere
Bring a board across from Trello, Asana, Jira, Monday or a spreadsheet. Upload the CSV, check how it was read before anything is created, and confirm which column is which — we guess from the column names. Imported tasks are ordinary tasks: real references, real activity history, nothing second-class.
My work
Everything assigned to you across every project, so nobody has to open five boards to find out what they are meant to be doing. Grouped by project but ordered by what needs you soonest — a single overdue task in a quiet project sits above a big one that isn't due for a month, and projects with nothing pressing collapse to a line.
A list of your own
Not everything you have to do belongs to a project. My list is a private to-do list — type it, press Enter, and it is on there, with an optional due date, how long it will take and what it relates to. It groups itself into overdue, today and the next seven days, so what today looks like is the first thing you see. Nobody else in the organisation can see it, whatever their role.
Save a project shape and reuse it
Most studios run the same process on every job. Plan one properly, save it as a template, and start the next one from it — your stages, the work inside them and how long each piece takes, laid out from a start date you pick. Or keep just the stages and let AI write the tasks from that job’s brief.
Plans that follow on
Type the tasks in order and the dates line themselves up: each one starts the working day after the last, a number of days sets the due date, and moving a start keeps the length. Weekends and your holidays are skipped. Reorder by dragging and Waymarq offers to move the dates to match.
Waiting on the client
Mark the parts of a plan that are someone else's — the client reviewing a proof, a printer's turnaround. They stay in the sequence and on the timeline, but they are not your time: left out of effort and workload, marked out on the Gantt and the calendars, and shown to the client as “with you until…”. When the date passes and nothing has moved, you get a quiet note — they never do, and it sits in its own band on your dashboard rather than counting as work you are late on.
Kanban board
Drag-and-drop status columns with per-column reordering, watchers, checklists and comments on every card.
Team board
One Kanban across every project rather than one board per job — the question a studio running four things at once actually asks. Cards name the client and project, so a board that spans projects still reads; adding a task asks which project it belongs to first. Finished work leaves the board and stays on its own project.
Gantt timeline
A hand-built timeline with dependency arrows, phase sequencing, drag-to-reschedule that warns before it breaks an order, working-day and holiday shading, and a progress line. Dates are worked out from your estimates — except the ones you pin, like a client deadline or a site visit, which the scheduler works around instead of recalculating.
Team Gantt
One timeline across every project you're managing, not just one — who's on what, where a person is double-booked, and where the gaps are. Pick your own date range, group by person or by project, and export the picture to Excel or a landscape PDF to take into a resourcing conversation.
Roadmap
A top-to-bottom flowchart of phases and what unblocks what, with subtasks in place and a marker showing how far along you actually are.
Tasks with real depth
Subtasks, checklists, prerequisites, size estimates, attachments, outsourcing to a supplier, and a full activity trail per task.
Living documentation
Explain how a feature works once, linked to the work that built it. Waymarq tells you when that work moves on and the explanation stops being true — and an AI coding agent can keep the whole library current through the API, so you stop answering the same question twice.
Calendar
A month view of tasks and events per project, plus an organisation-wide calendar coloured by assignee, by status or by project. Every entry names the client above the task, so a month spanning several jobs still says whose each one is.
Only the parts you need
Budgets, time tracking, expenses, calendar and AI can each be switched off per project, so a simple job stays simple.
Run the business
The CRM-to-cash side the big project tools leave out.
Clients & opportunities
Several opportunities per client moving through a pipeline board, with notes, follow-up reminders and briefs attached before the work is even won.
Quotes you can prove
Line-item quotes with an expiry and a client-facing accept link that needs no login. Accepting wins the opportunity and creates the project — and records who accepted, when, and from where.
Budgets & pricing
Fixed-fee or hourly per project, cost-so-far from logged time, tax handling, and structured payment schedules tied to phases or dates.
Know what you are owed
Mark each scheduled payment as received, with the amount and a reference, and see what is outstanding and what is overdue at a glance.
Scope creep, priced and tracked
When a client asks for something outside the original spec, record it as a work order with what it was agreed to cost. Agree it and its tasks join the board like any others. Work you absorb is recorded too, with what it would have been worth and the hours it really took.
Statements of account
Gather finished work, billable time and expenses into a statement, issue it, and record what came back — including part payments. Download it as a PDF. Nothing can be billed twice.
Time tracking
Jira-style time entry against tasks, with an account-wide time-log report split by billable, internal and non-billable.
Client support requests
An optional intake link per client — they report an issue with no account, attach the screenshots that actually show it, and it arrives already attributed to them. It becomes a real task only once you accept it, and their files come across with it, still in their name.
Client onboarding, without the email trail
Track what a project is waiting on from its client — access, assets, decisions — with a starting list that knows the difference between a kitchen, a website and an app. They send it all through one link, no account. Files and answers are kept with the project; anything that is genuinely a secret is encrypted, read once and destroyed. Held briefly rather than kept: not a password manager, and it does not pretend to be one.
Quote the work, then build it
Break a job down with hours per line before there is a project. It becomes the quote, and if you win, it becomes the plan — same wording, same hours, written out once.
What chasing work costs you
Log the hours that go into scoping and quoting, then see them split by what happened — won, lost, still in play. Most tools treat pre-sales as admin; it is the work you are least likely to be paid for.
Expenses
Record project costs, incurred or planned, and see them alongside the budget.
See where things stand
Answers without chasing anyone for an update.
Dashboards
Per-project and account-wide progress, overdue work, upcoming deadlines and recent activity.
Was it worth doing?
What a job actually earned per hour once unbilled time and real costs are counted — usually less than your headline rate. Set a target and see which work clears it.
Bring a plan you already have
Upload a spreadsheet — a Gantt you built by hand, a task list, an exported schedule — and it is read as a plan rather than as a brief. Your sections, your tasks and your dates, kept as you set them, with the dates pinned so rescheduling works around them. Review it before anything is created, then let AI fill in the detail a spreadsheet has no room for.
How big is this job?
The total effort in a plan, in working days, on the project overview next to the delivery date — and per phase, so you can see which stage is the expensive one. It never shows a total without telling you what it excludes: how many tasks have no estimate yet, how many figures are still AI's rather than a person's, and how many people the schedule assumes.
Estimate accuracy
How long work really took against what you estimated, per project and per client. Measured from logged time, so the next quote is better informed than the last.
Reports
Time log split by billable, internal and non-billable; workload per person; budget across every project; and AI spend if you use it.
Getting better or worse?
Every other report is a snapshot. This one is month by month — hours split by billable, what you billed against what actually arrived, and your effective hourly rate over time.
Pipeline reporting
Win rate, what is in play by stage, why deals were lost, what is expected to close when, and your average deal size — from the deals you are already tracking.
Find anything
One search across projects, tasks, clients, files, suppliers and quotes — by name or by reference, since task and phase codes are unique across your whole account.
Integrations
Send events to your own systems, Zapier, Make or n8n as they happen, with signed payloads and a full delivery log. Plus a REST API over everything.
Built for a team
Roles, access to the whole organisation or a single project, invites, a view-only role, comments, watchers and an activity log.
Client gateway
Share a live project view with a client through a private link — progress and timeline, never your costs, rates or internal notes. They can send requests from the same page.
Email in, no mailbox sync
Every client has an address: BCC it and the email is on their timeline. Every project has one too: forward a client's email to it and it comes back as separated, matched requests. No account to connect, nothing to re-authorise.
Client requests, sorted
A client sends one message with four things in it. Waymarq separates them, matches each to the task it is about, spots what they already asked, and waits for you to decide: attach it, quote it, answer it, or set it aside. Their page shows what happened to every one.
Clarifications
Put rounds of questions to a client through a link with no login, and see the answers land against the work they relate to.
There is more than one way to use it
Most tools assume you will work the way they work. Waymarq is usable on its own, with nothing switched on and nothing connected — and then meets you wherever you already are. Every option below is optional, and they stack: turn on the ones that fit and ignore the rest.
Just use it
Boards, timelines, clients, quotes, budgets and reports, with nothing switched on and nothing connected. Every other option on this page is optional — this is the product, and it works on its own.
- Best for
- Anyone. Start here.
- Needs
- An account.
Give it your spec
Upload what the client sent you and Waymarq turns it into phases and tasks, each with a written specification somebody could actually build from. It asks you clarifying questions first, and you review everything before it lands.
- Best for
- Starting a project from a document rather than a blank board.
- Needs
- An AI provider key in your settings, or the free trial credit.
Let your commits do it
Connect a repository and put a task reference in a commit message or branch name. Work shows up against the task on its own, and — if you switch it on — "fixes W-127" or a merged pull request moves it along. Nothing to remember, and it works whoever or whatever wrote the commit.
- Best for
- Teams who already write good commit messages and would rather not update two things.
- Needs
- A webhook in GitHub or Bitbucket.
Connect your AI assistant
An MCP server, so Claude, Cursor or ChatGPT can read your plan and keep it updated while you work — no window switching, no copying task numbers about. Nine tools shaped around what people actually ask for, not one per database table.
- Best for
- Anyone already working alongside an AI assistant.
- Needs
- A URL and a token. Nothing to install.
Building something against Waymarq? The developers area compares these alongside the command-line client and the REST API.
Go deeper on a workflow
The lists above are the short version. These walk through how the pieces actually fit together.
See your work, any way that suits you
Kanban, Gantt, roadmap, calendar and the task view itself — one set of tasks, four ways to look at it.
From enquiry to paid
Opportunities, quotes, budgets, scope creep and statements of account — the money side most trackers leave out.
AI-assisted planning
A spec becomes a real phased plan, and you can bring your own AI key — or your own agent — to run it.
AI that actually plans your project
Turn on a provider per organisation and a spec becomes a phased, task-by-task plan in minutes, not a wall of text you untangle by hand:
- Spec in, plan out. Upload a spec and get a phased task breakdown to review and adjust, each task carrying a written specification you can edit. It can also draft clarifying questions — answer them yourself or send them to the client through a no-login link.
- Bring your own key. Anthropic, OpenAI or Google — Waymarq never marks it up or resells it, you pay your provider directly. The same key also works from the outside: point a tool like Claude Code at Waymarq's documented REST API and it can build a whole project from a spec, keep task status updated as it builds, and pull back reports.
Optional, and it stays that way — every part of Waymarq works the same with no provider configured.
Usable from day one with no setup. See it for yourself.