What is Mavenlink - And How to Make Projects Easier (2023)

How to Make ProjectsEasier

Since you’ve found your way to this post, I can assume one of two things. You either are already using a project management tool, or you want to find a way to manage an upcoming project in the best way possible.
Project management tools allow us to do just this. Project management tools make projects go more smoothly, as well as provide useful data about how a project is going. This helps an organization to better understand and take strategic action on their projects.

What is MavenLink?

MavenLink is a project management tool that is built to help services organizations. In their early days, they saw that service businesses were tough to operate, the way people work together was changing, and the right software was absent. Nearly 80% of the US economy is service-based, so they knew that their software could provide great value to tons of people.

The founders decided to capitalize on this need for service businesses and the end result was MavenLink. The service helps service businesses by hosting projects, financials, collaboration, resource management, and business intelligence in a single environment. This creates a way for services projects to thrive.

What is Mavenlink - And How to Make Projects Easier (1)

MavenLink aims to help services-based business run more smoothly.


MavenLink project management helps teams deliver projects on time and on budget, all while ensuring customers are always satisfied. MavenLink uses Gantt charts to do this.

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Gantt charts are charts that display a series of horizontal lines that show the amount of work donein certain periods of time. It helps make your project visual and time-oriented.

MavenLink’s online Gantt tool lets you drag and drop tasks onto a timeline. This chart lets you create dependencies between tasks as well. Dependencies let you say, “don’t let this task begin until this other task is already completed.” Dependencies are super useful in creating an order to your project’s progression.

MavenLink Gantt charts are made up of two parts: the “tasks” section and the “schedule” section.

MavenLink’s tasks section is basically a table that lets users outline every task in a project. Some of the columns commonly seen on the task section would be things like “start time,” “end time,” “budget,” “budgeted time,” and “percent complete.”

What is Mavenlink - And How to Make Projects Easier (2)

MavenLink tasks tracker and schedules come together for a great Gantt experience.

(Video) Mavenlink Review: In-Depth Look At How It Works

Tasks made in the tasks tracker will translate over to your visual task schedule. The schedule takes all of your tasks made in the task tracker and presents them in a way that lets users know what’s going on in their project.

Similarly, any changes made in the schedule translate back over to the tasks tracker. For example, if a task’s timeline is made longer or shorter in the schedule, those changes are also made in the tasks tracker’s start and end time columns.

Resource Management

Another great part of MavenLink project management is their resource management features. These features let users manage their resource needs from project planning to project execution.
MavenLink resource management focuses on four stages:

  • Estimating
  • Planning
  • Executing
  • Analyzing and optimizing

Rinse and repeat.


The estimating stage of MavenLink resource management gives users project templates that draft high-level project plans. These templates outline resource needs, hours, and budgets. Down the road, users can convert and deploy this estimate as a MavenLink project.


The planning stage gives users a snapshot of all active projects and the user’s resource pool. Planning lets users see what employees are open as well as each employee’s skillset. Merging available resources with active projects streamlines the process of giving tasks to the best-suited employees and partners.


The execution stage fixes any changes in the project timeline by looking at the resource schedule and making appropriate adjustments. This quickly resolves any changes in the project timeline.

Analyzing & Optimizing

The analyzing and optimizing stage lets users look at their projects and see trends and accurately forecast resource needs. This makes the process of strategically hiring and selling much easier, as you are able to see what your project will need well ahead of time.


Another area where MavenLink provides a lot of value to users is their accounting tools that users can use to budget projects. MavenLink links your team’s expenses and invoices to the tasks they impact in real-time.

What is Mavenlink - And How to Make Projects Easier (3)

Time and Expense

The accounting feature provides timesheets and expense reports. Timesheets let you create time entries across all projects and expense reports track expenses for projects, filter by category, and see project receipts.

Expense reports are super useful as they let you see exactly where your money is being spent. These reports tell you what the expense was, when it occurred, how much was spent, where it was spent, and the status of the expense.

(Video) Mavenlink Project Management Demo

The nice thing about MavenLink is how everything in a project is connected. There are a few steps to creating a new expense report. You first go to the expense section from the menu and select “New Expense Report.” From here, you select one of your already-existing projects and outline what this new expense report will be about.

This is where MavenLink’s connectedness comes in handy. Instead of having to log new expenses, you can look at what expenses have already been logged for that project, and choose which ones you want to include in this expense report. This mitigates the process of re-entering expenses that have already been noted before.

What is Mavenlink - And How to Make Projects Easier (4)

MavenLink also gives users the option of making invoices that link with your project’s tasks and milestones. Linking project tasks with a template for making an invoice can make the billing process a lot easier.

When creating an invoice, MavenLink lets you look at how much time was spent or how many resources were used when doing a task or project. These can be put into a function that spits out the amount you need to bill for the tasks or projects.

The invoicing feature also uses weighted milestones to figure out how much you can charge clients at different stages in the project’s process. This lets you collect over the lifetime of the project, instead of all at once.
MavenLink invoicing includes a number of other minor features that make the billing process easier, like calculating sales tax and having multi-currency support.

What is Mavenlink - And How to Make Projects Easier (5)


Part of the seamless invoicing process is the integration of MavenLink’s rate cards. Rate cards let you project revenue and margins by setting the expense rate and revenue rate per hour for work done by each emplpoyee.

Here’s an example of how MavenLink’s linking of all project aspects comes together to make things easier for you:
Say you are a software dev company that gives tasks to individual employees. MavenLink lets you set the expense and revenue rate for work done by that employee…say we’ll pay this developer $40/hour and charge our client $60/hour for work done. We now know that for every hour of work done by this employee, we’ll have a gross margin of $20.

This gross margin links with the hours logged by that employee to get a final gross margin for the task. Link this info up with MavenLink invoicing and the process of billing clients and paying employees has been streamlined.

Business Intelligence

One of MavenLinks most valuable and powerful features is their analytical toolkit, MavenLink business intelligence. MavenLink business intelligence is only offered in their two highest pricing plans, but it can really materialize into a valuable tool for enterprise-sized businesses.

MavenLink business intelligence has four areas: finances, projects, performance, and reports.


Business intelligence’s finances feature offers a number of tools that help service businesses better understand their finances. The tools include checking the status of the tasks in your project, better understanding profit margins, checking how well-utilized all of your resources are, and watching bills, expenses, works-in-progress and invoices.


Business intelligence’s projects feature aims to convert data into decisions. MavenLink Insights provides expert-built reports that help users find trends that impact business outcomes and forecast company performance.

The nice thing about MavenLink Insights is that you have the option to use one of MavenLink’s expert-built templates or create your own reporting template to fit your team’s needs.


MavenLink Insights lets users get topline performance indicators at a glance. Insights offers 37 reports and visuals that unveil performance metrics for your business.

(Video) Mavenlink Review: Top Features, Pros & Cons, and Alternatives

Some of the focus-area’s of Insight’s performance features include utilization and planning performance, fees, margins, time analysis, and project details.


MavenLink’s business intelligence merges all of this data into report dashboards. These dashboards can be custom-built to meet your team’s needs.

Reporting bridges a great drag and drop UI with powerful project analytics to create a great resource to find important insights about your service-based business.


MavenLink caters toward medium to enterprise-sized companies, so this is something to keep in mind. They have four pricing plans: “Teams,” “Professional,” “Premier,” and “Enterprise.”


Teams is the most basic pricing plan that MavenLink offers. It is the cheapest option, but it offers the least number of features of the four plans.

With Teams, project teams will get 5 users billed at $19/month per user. Do the math and that comes out to $95/month for the whole team.

The Teams plan only gives access to collaboration, task management, and most of the features offered in MavenLink project management. Some important features that are left out are financials, resource planning, and time tracking.


  • Collaboration
  • Management
  • Project management features


  • No MavenLink accounting, resource planning, or business intelligence


  • $95/month for 5 users


Professional is the next step up from the Teams plan. It offers all the features of Teams plus some more project management features and accounting features.

What sets Professional apart from Teams is the accounting features users receive. As outlined above, MavenLink accounting can really empower your team to automate the invoicing process. The downside of this is the cost; this plan is more than twice as expensive as Teams at $39/month per user.

One thing to note with the Professional plan’s accounting features is that this plan doesn’t include rate cards usage. This means that automatic gross margin calculations are out of the picture. Still, this plan offers the important budgeting and expense tracking features.


  • Collaboration
  • Task management
  • Most project management features
  • Most accounting features


  • Accounting excludes the use of rate cards
  • No resource planning or business intelligence
  • Twice as expensive as the Teams plan


  • $39/month per user


Premier is different from the first two price tiers for a number of reasons. First, there is no set price for Premier plans. You have to reach out to MavenLink to get a quote for their Premier plan. Premier does introduce a number of features that make it more attractive than the other two.

While the Professional pricing plan had a few down sides in its lack of full accounting features as well as no resource planning or business analytics, MavenLink Premier resolves all of these issues.

MavenLink Premier gives users not only full accounting features, but also full resource planning as well as limited business intelligence features. This lets users to always know what resources they can use, as well as see important project analytics.

(Video) Mavenlink: Overview


  • Collaboration
  • Task management
  • Project management
  • Accounting
  • Resource management
  • Real-time analytics


  • No established price plan
  • Lacking most business intelligence features


  • Must contact MavenLink for pricing


MavenLink’s Enterprise plan is their highest-tier pricing plan. With Enterprise, users will get all of MavenLink’s features. Most notably, Enterprise lets users leverage business intelligence features to amp up their projects.

Business intelligence offers a number of tools to help users get the information they need to get the results they want. These tools include project statuses, profit margins, utilization analytics, and time and expense analytics.

Business intelligence takes all of this data into account to generate analytics reports so that users can perfect the art of service-based project management.


  • All of MavenLink’s features, including…
  • Collaboration
  • Task management
  • Project management
  • Accounting
  • Resource management
  • Business intelligence


  • MavenLink’s most expensive plan
  • No established price plan


  • Must contact MavenLink for pricing


So, what is MavenLink? MavenLink is one of the most powerful service-oriented project management tools out there. It is a tool that links data to make your business as effective as possible.
I hope you enjoyed and learned a lot from this read. Feel free to reach out to us with any project management questions!

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  • (Video) Teams Plan - Getting Started in Mavenlink

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What is Mavenlink used for? ›

Mavenlink allows companies of all types and sizes to manage the entire lifecycle of project-based relationships, including project and team management, messaging and conversations, time and expenses, invoicing and online payments, file management, and financial reporting.

What is Mavenlink project management software? ›

Mavenlink is a professional services software that businesses can use to optimize resources and boost operational performance. Unlike other project management software, Mavenlink is a purpose-built cloud software with features explicitly catered towards professional services teams.

What are the features of Mavenlink product? ›

These features include Gantt charts, progress dashboards, task lists, and calendars to track a project to completion. Resource management: Mavenlink's planning tools make tracking and managing resources easier than ever.

How do I join a Mavenlink project? ›

Accepting an Invitation

Click on the link to join the project. If you have never had a user account in Mavenlink before, you will be asked to enter your Mavenlink password. We recommend you to choose a unique password and to store it in a safe place.

How much is Mavenlink per user? ›

The Mavenlink Professional plan costs $39 per user per month. Unlike the Teams plan, users can access features geared more toward accounting, such as expense and time tracking, invoicing templates and QuickBooks integration.

Is Mavenlink native to Salesforce? ›

Kantata OX is built on an open architecture and integrates natively with Salesforce.

Is Mavenlink cloud based? ›

About Mavenlink

Mavenlink's purpose-built cloud software for professional services optimizes resources and elevates operational performance to build thriving businesses.

Does Mavenlink have an app? ›

Mobile app

Mavenlink has a HTML5 mobile application that can be accessed using Android, iOS, or any modern device. Through the mobile app, users can create, assign, view, and manage tasks.

What are the system requirements for Mavenlink? ›

Hardware & Software Requirements

Mavenlink is compatible with all modern web browsers. Mavenlink works best on computers with a screen resolution of at least 1440 pixels, as this best fits the dashboard. Mavenlink does not have a downloadable app.

How do I add resources to Mavenlink? ›

Select the Projects tab. Find your project in the Projects List, and click the arrow to the left of the name to expand it. Scroll down to the end of the project and click Add Unnamed Resource. As you start typing, a drop-down will appear below the field, populated with a list of available Account Roles.

Is Mavenlink a SaaS? ›

Mavenlink is designed to replace your legacy systems, siloed data and spreadsheets and, through this, create a single source of truth with a reduced risk of any error occuring.
Support24/7 (Live rep) Business Hours Online
5 more rows

How do I create a new project in Mavenlink? ›

To create a project in Mavenlink, hover over Projects on the left navigation and select Add New (“ ”). Alternatively, you can select Projects from the left navigation, and then click the Add Project button on the following Projects page.

How do you connect Projects? ›

You can insert a subproject anywhere in the task list of the master project. Click Project > Subproject. In the Insert Project box, select the subproject you want to insert. To insert multiple subprojects, hold down Ctrl and click the subprojects in the order that you want to insert them.

Does Mavenlink integrate with QuickBooks? ›

Mavenlink's integration with QuickBooks allows you to seamlessly synchronize invoice and payment information. In addition to automatically creating QuickBooks invoices when major milestones are completed, you can track time and expenses and see what payments have been made.

How many customers does Mavenlink have? ›

We have data on 1,064 companies that use Mavenlink.

How do I archive a task in mavenlink? ›

Right-click anywhere on the task row and select Archive from the resulting pop-up menu. Once a task (and its subtasks, if any) is archived, it is considered View Only and can only be accessed when View Archived Tasks is selected.

How do I unarchive a project in mavenlink? ›

Select the Unarchive icon (“ ”) from the top-right of the Task Details side panel. You can only unarchive one task at a time. Click OK to unarchive the task.

Where are archived Projects in mavenlink? ›

In the left navigation, click Projects. In the Project List tab on the Projects page, select the archived project. Note: If you don't see archived projects, click the Configure Columns drop-down menu and select Archived to make the Archived column appear in the table.

What is Kimble in Salesforce? ›

Kimble provides a professional services automation (PSA) solution known as Kimble PSA which is built on the Salesforce platform and recognized by Salesforce as a premier partner. The Kimble app automates pipeline forecasting, resource planning, delivery management and project accounting.

Does Asana talk to Salesforce? ›

Enabling Sales teams to collaborate with Support teams

Asana for Salesforce helps your Sales teams collaborate with other team members throughout the entire sales cycle: Allow Sales teams to request work (via Asana tasks) to Sales support teams without having to leave Salesforce.

What is the simplest project management software? ›

Easiest Project Management Software Shortlist
  • Paymo. ...
  • Trello. ...
  • ProjectManager.com. ...
  • Hive. ...
  • ActiveCollab. ...
  • TeamGantt. Intuitive tool with task color coding and progress bar per task. ...
  • GanttPRO. Intuitive interface that lets you build a chart in minutes. ...
  • ClickUp. Robust platform that's intuitive, easy to navigate, and interactive.
May 24, 2022

Which project management software is best for beginners? ›

What Are Some Specific Examples Of Project Management Software?
  • Wrike. Customizable, cloud-based project management software that has over 400 integrations and enterprise-level security. ...
  • monday.com. Visit Website.
  • Smartsheet. ...
  • Hub Planner. ...
  • Zoho Projects. ...
  • Confluence. ...
  • Freelo. ...
  • Microsoft Project.

What is the most difficult in project management? ›

Scope creep — the nightmare of every project manager. It can be frustrating to work with stakeholders who don't know what they want and who do not have a clear goal in mind. This can introduce huge risks, ultimately impacting all aspects of the project.

Where is mavenlink based? ›

Mavenlink is based in Irvine, CA, and has grown to reach more than half a million users since its founding, with consulting firms, creative agencies, and professional services teams in more than 100 countries running their businesses with Mavenlink.

Is Akamai a cloud computing? ›

(NASDAQ: AKAM), the cloud company that powers and protects life online, today launched Akamai Connected Cloud, a massively distributed edge and cloud platform for cloud computing, security, and content delivery that keeps applications and experiences closer and threats farther away.

Does mavenlink integrate with Xero? ›

This integration is available for purchase for Enterprise plans. The integration requires API access to Xero through a private application. To get started, speak with your Account Executive or Client Success Manager, or email support@mavenlink.com.
Xero Integration Overview.
MessageFull payment received via Xero
Apr 18, 2016

Does Google have a project management tool? ›

No, Google does not have a native software or app designed for project management. But it does have an alternative that you can use to create project plans and Gantt chart timelines. It's called Google Sheets. No coding experience is necessary: all you need to do is fill in your data, click Share and add your team.

What is a credential app? ›

The mobile credential application lets you use your iPhone as a credential to unlock doors instead of a prox card or key fob (works only on infinias – Intelli-M Access installations, a credential must be issued by the system administrator to the iPhone holder)

Is there a CMS app? ›

Strapi is an open-source headless CMS for iOS, Android, or Progressive Web Apps.

How do I add resources to mavenlink? ›

Select the Projects tab. Find your project in the Projects List, and click the arrow to the left of the name to expand it. Scroll down to the end of the project and click Add Unnamed Resource. As you start typing, a drop-down will appear below the field, populated with a list of available Account Roles.

How do I archive a project in mavenlink? ›

In the left navigation, select Projects. In the Project List on the Projects page, select your project. In the project workspace, click the Actions (“ ”) icon to the right of the status drop-down and then select Archive Project. The project is archived and the project changes to View Only for all team members.

Does QuickBooks have a project management tool? ›

QuickBooks has a built-in project management tool that allows you to track your employees' time spent on various projects. The tool is built to plan how long future projects will take and more accurately bid on future projects.

What browser is best for QuickBooks? ›

Intuit Recommends Google Chrome as the default web browser for QuickBooks Online. Other web browsers (Firefox, Internet Explorer, Safari, Opera) have similar capabilities, but may look different while performing the function.

What browser should I use for QuickBooks? ›

Connect with our internal browser

Internet Explorer 11 is the current browser for QuickBooks Desktop, but as of June 15, 2022, Microsoft will no longer support it. Read more about Microsoft's Lifecycle Policy.

Who bought Mavenlink? ›

and LONDON — December 15, 2021 – Mavenlink and Kimble Applications today announced the successful close of their merger led by Accel-KKR, a global technology-focused private equity firm.

Do teachers use SaaS? ›

Better tools

Both teachers and students can use SaaS tools to create beautiful presentations on Canva, easy-to-follow PDFs with Lumin, or even embed interactive elements like a fillable form or quiz.

Is payment gateway a SaaS? ›

A SaaS payment gateway is an online payment processing solution designed to enable merchants to accept credit card payments directly from their websites. It authorises online payments and establishes contact between a customer, a merchant and the other parties involved in transaction processing.


1. Mavenlink Review: Mavenlink review
2. Mavenlink Tutorial by Michelle
(Scott Bell)
3. Mavenlink Review - Project Management Tools
(Watch the Review)
4. Mavenlink and Kimble Have Joined Forces to Form Kantata
(Fara Mira)
6. Mavenlink tutorial
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