From spreadsheet chaos to total control

Colibryx built its own ERP to eliminate Excel and Obsidian: now partners and the team have a unified view of capacity, margins, and pipeline.

2026

8 months

Cliente	Colibryx S.r.l.
Industry	Software Agency / Digital Services
Anno	2026
Durata	8 months

Cosa abbiamo fatto

UX/UI design for differentiated roles
Full-stack web application development
Calendar integration and automations
KPI Dashboard and financial reporting
Notification system and audit trail

Il progetto

ColibryxOS is Colibryx's internal management software: a system that unifies time tracking, resource allocation, CRM, rate management, and cost control into a single platform. Every piece of data exists in only one place: the negotiation client becomes the project client, quoted hours become the budget, logs feed real-time profitability.

La sfida

Scattered data, blind decisions

With 10 people, 6 parallel projects, and 15 active negotiations, Colibryx managed everything on Excel and Obsidian. There was no real-time view of available hours, project margins, or invoice deadlines. Every report required hours of manual work.

3+ weekly hours lost in reports and spreadsheet alignments
Impossible to know when the team had capacity for a new project
Project profitability calculated retrospectively, often with errors
Sales pipeline and documents scattered across emails, drives, and notes

Our Approach

1
Discovery
Mapping of real workflows: how partners and developers worked, what data was needed, and where bottlenecks emerged. Definition of the Single Source of Truth principle.
2
Architecture
Modular design with linked data: quote → project → allocations → time tracking. Each entity feeds the next without redundancy.
3
Development
Phased implementation: first the core (time tracking, projects, CRM, rates), then calendar, capacity simulator, and advanced modules. Weekly iterations with partners.
4
Integration
Connection with Apple Calendar, API preparation for invoicing, HR flows. The system integrates with existing tools (ClickUp, GitLab) without replacing them.

The Solution

A single dashboard to govern the agency

ColibryxOS answers critical questions from partners at a glance: how much margin on each project, how many free hours the team has, when a new job can start, which negotiations are stalled. Developers only see what they need: hours to log, upcoming events, project documents.

Real-time profitability

Comparison of budgeted vs. actual hours for each project. Indirect costs automatically allocated. Burn rate and variance always up-to-date.

Capacity and simulator

View of available hours per department in the coming weeks. Simulation: "if this negotiation started, when would we have space?" Overbooking highlighted immediately.