Stop reconstructing the week before every client call.
It's project management — except Willie does the managing. She reads the transcripts, threads, and documents from the past week and surfaces what changed. You walk into Monday knowing exactly where things stand.
You run the relationship. Willie runs the project.
Project work doesn't fall apart all at once. It drifts — slowly, quietly — because no one has time to do the maintenance.
Logging the decision from Tuesday's call. Updating the milestone that shifted. Catching the scope change buried in a client email. Briefing yourself before a call you almost forgot you had. That work exists whether you do it or not. The difference is who does it.
Five things quietly break — no matter which PM tool you're in.
“The detail that matters lives in an email, a transcript, and my head. Never in the PM tool.”
“I'm the only thing keeping the tracker current. Skip a week and it stops matching reality.”
“The status update goes out by email — so now it's fighting the inbox to be seen, and the whole conversation has moved out of the PM tool.”
“Three months later nobody remembers why we cut that scope — and I'm the one reconstructing it.”
“Every client costs another seat, so they stay outside the platform and email me instead — pushing the conversation right back into the inbox.”
Five problems. One root cause: the PM tool holds the work — someone still has to do it. That someone is Willie.
The same pattern, in every consultancy and small firm.
“I find myself constantly reopening old threads, trying to remember what was confirmed or what needs a follow-up. Last time I missed a context cue, I went into a client call underprepared and it showed.”
“The painful part is that context only feels 'missing' right before a call or follow-up, not when the information is first created.”
“Our project management consists of a chaotic mix of Slack messages and Google Sheets.”
This is what Willie does.
The PM inside the tool.
Willie is the project manager that lives in Groundskeeper. Not a chatbot, not a copilot — a working PM who reads what you hand her, drafts the plan, surfaces what changed, and prepares the updates your client sees.
Anyone can extract a task. Willie reads the temperature.
Willie doesn't just pull what was said. She notices what was repeated, what diverged, what didn't get answered — the patterns a thoughtful PM would catch on a careful reread, and that no dashboard surfaces.
“Honestly I just need this to stop bleeding. Every week we lose another two hours to reconciliation. The team is exhausted.”
“Six months from now I want our advisors looking at a single console. That's the win we're paying for.”
“There are real cracks in how Wealthbox and the new platform talk to each other. We see it on every reconciliation.”
“Right — and our 18-month roadmap depends on whichever stack we land on, so we shouldn't delay this.”
The two sponsors aren't aligned on what “done” looks like.
Marta talks in present-state pain. David talks in future-state outcomes. They've been pulling toward different “wins” for three weeks — worth surfacing before scope locks.
“Cracks” — Marta's third mention this month.
First flagged Apr 02 standup. Repeated Apr 09 and today. The agenda isn't catching it. Recommend a structured next-step on integration risk.
IT lead missed 2 of the last 3 Tuesday syncs.
Decision DEC-0044 has been waiting on them for 4 days. Recommend pulling the decision forward or reassigning the approver.
The PM you never hired. Doing the work.
Four things, in order. Willie doesn't help you manage the project — Willie does the parts of project management that are mostly admin, and hands you the parts that need judgment.
Reads everything you hand her.
Drop in a proposal, SOW, meeting transcript, client email, voice memo, or PDF. Willie reads it, understands it, and maps it to your project. You don't need to extract, reformat, or translate anything.
Builds and maintains the plan.
Tasks, owners, milestones, timeline — structured from your actual documents, not entered by hand. When something changes, Willie updates the plan. You review and approve; Willie handles the maintenance.
Surfaces what needs you.
Scope creep, open decisions, overdue items, client-side delays — Willie flags what needs your attention so it doesn't become a problem. You see what's drifting without going looking.
Briefs you. Doesn't pester you.
Willie doesn't ping you all day. You run a planning session — daily, weekly, whenever the project needs it — and Willie brings everything since last time. You make the calls. Willie executes.
No black box. No mystery moves.
Willie reads, synthesizes, drafts. You approve. Every status update, every plan change, every line in her notes shows exactly where it came from — the meeting, the email, the document. Nothing happens behind your back.
Yours to approve.
Status updates, plan changes, client messages — you review and approve. Nothing leaves your desk you didn't sign off on.
No black box.
Every insight she surfaces, every status line she drafts, every risk she flags — you can see exactly how she got there.
One click to source.
Click any item in the plan, the decision log, or the inbox — and the transcript line, email, or document it came from is right there.
Your clients deserve more than a status email.
With Groundskeeper, your clients get a portal that actually works. They see the live plan. They get automatic updates when milestones move. They can upload documents — a compliance form, a revised brief, a signed agreement — and Willie reads it and reflects it in the plan.
And when they have questions, they ask Willie. Not you.
Fewer status calls. Fewer “just checking in” emails. A client experience that makes your firm look like one twice your size.
Approve Q3 scope expansion (3 line items)
Three new workstreams surfaced from your product team. Each is priced separately so you can approve or pare individual items.
Who should own the analytics integration hand-off — IT, or your data team?
Every per-seat tool gives you better-formatted data. Willie gives you the answer.
Asana, Monday, ClickUp — these are organizers. They give you a place to put your work, surface it in dashboards, and charge by the head for the privilege. They still need a human to interpret what's there, decide what it means, and figure out what to do next.
Willie doesn't organize your work. Willie does it.
Gives you a place to enter tasks
Reads your documents and creates the plan
Summarizes meeting transcripts
Extracts decisions and tracks who said what, when, and why
Shows you a dashboard
Tells you what changed and what needs your attention
Pings you in real time
Briefs you in a session when you're ready
Requires someone to maintain it
Updates from what you hand her — you supervise and approve
$25/seat — including every client face
$150/month flat · unlimited internal and external users
We don't punish you for inviting the people who need to be there.
Per-firm pricing. Unlimited internal and external users at every tier. Bring your team. Bring your client team. There's no seat math.
- Unlimited internal + external users
- Up to 5 projects
- Firm methodology layer
- Inbox, plan, decisions, parking lot, files
- Storage cap · TBD
- Unlimited internal + external users
- Unlimited projects
- Firm methodology layer
- Priority email support
- Storage cap · TBD
- Everything in Firm
- Quarterly methodology review
- Custom data export
- Early access to new features
- Highest storage cap · TBD
Project management. Not project admin.
Willie does the work you shouldn't have to.
"I'm a consultant. I've spent years being my own PM. Willie is the PM I never had to hire — and the reason I can grow without adding headcount cost." — James Cantwell, Founder, Groundskeeper
The strategy work is yours. The admin shouldn't be.
You're running two, four, six engagements at once. Each one has a sponsor, a steering committee, a decision log, a deliverable arc. Willie keeps each engagement's plan ready to share — so you don't lose Friday afternoons to status decks.
One operator. Multiple portfolios. One playbook.
You're embedded across a handful of portfolio companies and your methodology is your reputation. Willie carries the playbook into every engagement — same vocabulary, same rigor — and gives each board a portal that looks like a real PMO.
Your sessions deserve a system, not a notes app.
You meet with a client weekly. Goals shift, commitments accumulate, themes emerge. Willie reads your session notes, surfaces the patterns over time, and keeps your client's plan visible to them between sessions.
Strategy lives outside dashboards. So should the project.
Growth work runs on hypotheses, tests, and stakeholder alignment — not throughput. Willie compiles the experiment log from your notes and calls, captures what was decided and why, and frees you to focus on the next bet.
We built this for firms like ours. It might not be right for yours — at least not yet.
Buyers burned by all-in-one tools relax when a vendor names their boundaries. These are ours.
Jira, GitHub, Linear. We haven't integrated there yet, so Willie can't capture the issue-and-PR work she'd need to manage it. A different, sprint-driven model — and they do it well.
Zendesk, Front, Intercom. High-velocity ticket throughput needs SLAs and routing. Not our shape.
Mavenlink and Kantata are built around utilization. We aren't a billing system and won't pretend to be.
Content calendars, social scheduling, asset approval. Asana and category tools cover this better.
Procore. ServiceTitan. Physical dependencies, materials, dispatch — a different category entirely.
250-user orgs with mandatory SSO, granular RBAC, complex approval chains. Not yet — by design.
Questions, answered.
What is Groundskeeper?
Groundskeeper is a project management tool with Willie, an AI project manager, built in. Willie reads your documents, drafts the project plan, surfaces what changed, and prepares the updates your client sees through a portal — so consultants and PMs can focus on decisions instead of admin.
Who is Groundskeeper for?
Advisory work, not ticket work. Management consultants, fractional CXOs, coaches, and growth advisors who run client engagements without a dedicated PM. It's built for fixed-scope, client-facing work at small professional services firms — see who it's for and who it isn't.
How is Groundskeeper different from Asana, Monday, or ClickUp?
Those tools are organizers and charge by the head. They give you a place to enter work and a dashboard to view it, then bill you for every seat. Groundskeeper does the project management itself — it reads your documents to build the plan, extracts decisions from meetings, surfaces what needs your attention, and updates clients through a built-in portal. One flat price per firm, unlimited internal and external users.
What is the Groundskeeper client portal?
A live, client-facing view of the project. Clients see the plan, get automatic updates when milestones move, can upload documents that Willie reads and reflects in the plan, and ask Willie questions instead of emailing you for status.
Do you really not charge per user?
Really. Internal team, client team, sponsors, advisors, regulators — anyone you give access to is included. Pricing should make adding the right people the cheapest path to project health, not the most expensive.
How much does Groundskeeper cost?
Three tiers: Solo & small teams at $75/mo, Firm at $150/mo (or $1,500/yr), Studio at $300/mo (or $3,000/yr). Each tier comes with a monthly Willie-credit allowance and unlimited internal and external users. See the full pricing page for tier details, credit math, and add-ons.
What if I run a software team, a support queue, or a 50-person PMO?
Probably not us. Jira and Linear handle sprint-driven engineering work. Zendesk and Front handle ticket throughput. Enterprise PMOs need SSO, granular RBAC, and complex approval chains we haven't built. See who it's not for for the full list — we built this for firms like ours, and we'd rather say so up front when it's not the right fit.
How do I get access?
Request early access at the form below. We respond within a week.
Invite only — for now. We're in a hurry to get it right.
Groundskeeper is in early access. A small group of consultants and project managers are using it in production now. A paid plan is coming, and we'll open the door wider once it's there — the people who get in early help shape it.