A project management tool that truly works for services businesses.
Other Project Management tools frustrate clients and dump the grunt work back on your team. CoordinateHQ helps you run client projects with a platform they'll love — all while AI automates the tedious stuff for you.
Most project management tools make you the middleman.
Asana, Clickup, and every look-alike are built for internal teams, not client delivery.
Any attempt to follow a process is derailed and replaced by chaos, confusion, and misfires.
It's inefficient, exhausting, and you still need to duct tape together apps to make it work.
At last, a project system that works for everyone.
Teams love it, clients use it. Set the steps once, let AI keep work moving, and finish projects with less drama.
Speed
Finish projects faster
Quality
Make clients happier
Volume
Handle more business
Performance
Boost performance and morale
Reassurance
Always know what’s happening
A fully branded platform that clients will actually use.
Clients can log in without a username or password right from their email, and only see what’s relevant to them.No learning curve or ways to mess up.
"I sent it to a retired couple who had trouble using Zoom, and they got it right away..."
Build repeatable processes, run them with automation
Lock down your process, whether it’s a polished system or a rough idea. CoordinateHQ helps you build and evolve workflows from one control center with roles, steps, shifting dates, and built-in reminders.
AI that does work, knowing the ins and outs of every project
CoordinateHQ hands AI the full context of every client project so it doesn’t make things up. Shared prompts and built-in agents are embedded in your workflows to move work forward on its own.
The project record no one can argue with
From kickoff to handoff, every email, task, and note is logged and searchable from one view. Clients, teammates, and contractors all see the same screen—so facts are there when you need them and disputes don’t have a chance.
More ways to keep clients happy and priojects in line
Project-Based Permissions
Permissions at the project level keep sensitive work where it belongs.
Time Tracking
Built-in tracking makes billing and capacity planning painless.
Forms
Branded forms feed straight into your workflows. No copy-paste required.
Analytics
Clear visibility into workload, timelines, and client responsiveness.
Client Portal
Client facing portal that is simple for them to use, login from your website, no password required.
Client Communication
In-project chat keeps communication linked with specific tasks to stay organized.
Sync with the apps you already use
Prefer to learn Coordinate on your own?
It will only take 7 minutes!
Don’t just track tasks. Run client projects the right way.
CoordinateHQ charges per user on your internal team, starting at $25 per user per month for the Basic plan and $65 per user per month for the Pro plan. Enterprise pricing is custom and adds advanced features like white-labeling, SSO, onboarding training, and API access. Clients and collaborators are always free and unlimited. You only pay for your own team, not your clients. This means you can scale client projects without worrying about extra costs.
You can read more about our pricing here.
Most teams get up and running with CoordinateHQ in just a few hours. You can set up projects, invite your team, and start adding clients the same day you sign up. Because clients are free and unlimited, you don’t need to manage complex permissions or extra accounts—your team just sets up the workflows, and clients log in right away. Larger teams that want advanced customizations, integrations, or white-labeling may take a bit longer, but even enterprise rollouts are typically completed within a few weeks.
That’s not a problem. CoordinateHQ is designed to help you build and refine your processes as you go. You don’t need everything perfectly documented upfront—start with a simple workflow, and then adjust or expand it as your team and clients use the platform. Many customers actually use CoordinateHQ to create and standardize their processes, since it makes it easy to capture steps, assign tasks, and automate repeatable work. Over time, your workflows become more consistent and efficient without needing a heavy lift at the start.
Yes. CoordinateHQ is built with security as a top priority. All data is encrypted in transit and at rest, and the platform follows industry best practices for access control and data protection. By default, your clients don’t need to manage passwords—access is authenticated securely via email, making it simple and safe for them to join projects. The system is also highly configurable, so you can tailor security settings to match your specific requirements. For larger organizations, Enterprise plans add options like Single Sign-On (SSO), audit logs, and advanced compliance features.
Yes, we can help you set up CoordinateHQ through our Quick Start Package (requires an annual software commitment). It’s designed for busy companies that want to get up and running faster, with guided onboarding, configuration, and training so your team can start managing client projects right away.
You’ll just need to share whatever you already have—spreadsheets, Trello boards, screenshots, Loom videos, existing docs, or even rough workflows. We’ll use those to understand your current processes and goals.
The Quick Start process includes:
- Assigning a point person on your team to coordinate with us
- Kickoff call to review your materials, finalize the plan, and set timelines
- Review sessions to check progress, handle homework, and prep for launch
- Go-Live where you roll out CoordinateHQ with your first client
- Optional training to get your whole team confident
The final deliverable is simple: your team will be ready to use CoordinateHQ with your first client, with workflows and processes already in place.
CoordinateHQ works best for professional services businesses—any team that runs repeatable, client-facing projects. This includes industries like marketing agencies, design and creative firms, consulting, SEO and content services, SaaS onboarding, web development, legal services, accounting, relocation or logistics providers, and others.
If your work involves onboarding clients, managing deliverables, and keeping communication organized, CoordinateHQ helps by standardizing workflows, automating busywork, and giving clients a clear portal into the process.
Give it a shot, try our free trial:
Deliver a more perfect client experience.
