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Solution

Project management,
where teams already talk

WhatsApp conversation becomes structured tasks, statuses and dashboards — synced to the PM tool you already use, instead of replacing it.

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  • Task captured from chat Owner · due Friday · priority
  • Synced to Jira / MS Project Bidirectional · audit trail
  • Weekly digest ready Leadership channel · Friday

The problem

Most PM software is well designed and badly used. Teams agree decisions on WhatsApp, then someone is supposed to retype them into Jira, Asana or MS Project. They don't. The tool drifts out of sync with reality, and project visibility becomes a fiction maintained by status meetings.

The information is there. The structure is missing. Workflow Intelligence adds that structure on top of the groups your teams already talk in.

How it works

One chat decision,
traced end to end.

A project talks through whatever is closest to hand — a group chat, a voice note, a photo, a call. All four arrive the same way, and nothing below is retyped or chased by a human.

Source

  1. 01 Capture
  2. 02 Understand
  3. 03 Structure
  4. 04 Route
  5. 05 Measure
WhatsApp · Programme lead · P-114 MSG_0912 · 09:12

Four ways in, one queue Read without anyone opening it Extracted into your own fields Delivered to systems you already run Nobody chased the update

  • Group chat
  • Voice note
  • Site photo
  • Inbound call
Discussion in the project WhatsApp group
«we schuiven de oplevering van fase 2 naar vrijdag — Jan neemt de vergunning op zich»

Phase 2 handover moved to Friday — permit owned by Jan. Task created from the message; the plan updates downstream.

project
P-114 · ph 2
decision
date moved
task
permit_appl
owner
jan
evidence
MSG_0912
blocks
handover · fri
  • Jira task · assigned
  • MS Project milestone · fri
  • Digest leadership · 17:30
  • + whatever else owns this record

Message to task 37s

Any of the four openings above ends in the same five steps. Field names are your existing schema and the destinations are your existing systems — nothing changes for the team except what happens after the message. The trace above is illustrative.

Who this is built for

Built for the people
who keep operations moving.

What each role stops doing, and what takes its place.

Role

Today

With Workflow Intelligence

Project Managers The tool matches reality

Today

Decisions agreed in chat, retyped into Jira later — or never.

With Workflow Intelligence

Tasks appear with owner, due date and priority as agreed.

Programme Managers Dependencies stay visible

Today

Multi-team projects sprawl across disconnected groups.

With Workflow Intelligence

Groups orchestrated as one project with dependencies.

Operations Leaders Status without the meeting

Today

Visibility maintained by status meetings, not data.

With Workflow Intelligence

Daily digests written from what actually happened.

PMOs Portfolio data that is clean

Today

PM-tool data too dirty to steer a portfolio by.

With Workflow Intelligence

Structured tasks and milestones flow in bidirectionally.

Multi-site Teams One rhythm across sites

Today

Every site reports in its own format and channel.

With Workflow Intelligence

The same structured stream from every site's groups.

Cross-functional Leads Risks surface early

Today

Blockers repeat quietly until a deadline slips.

With Workflow Intelligence

Missed commitments and silent owners flagged in time.

Use cases

Real scenarios
in this industry.

  • Task creation from chat

    Tasks captured from WhatsApp with owner, due date and priority — synced to your PM tool.

  • Auto-status updates

    Daily and weekly status summaries written automatically from group activity.

  • Risk detection

    Recurring blockers, slipping dates and silent owners flagged before deadlines slip.

  • Cross-team coordination

    Multiple WhatsApp groups orchestrated as one project with structured dependencies.

  • Stakeholder reports

    Weekly PDF reports auto-generated for leadership and external stakeholders.

  • Milestone tracking

    Live visibility across phases, deliverables and gating decisions.

Outcomes

The PM tool stops drifting from reality.

  1. decision lands in chat
  2. task with owner & due date
  3. digest to leadership
  4. friday milestone report ready

With Workflow Intelligence between the group chats and the PM tool, tasks agreed in conversation appear as tasks with owners and due dates, dashboards reflect what actually happened, and the status meeting shrinks to the exceptions.

Book a 30-min walkthrough

Integrations

Plugs into the systems your projects already run

Structured tasks and statuses land where the project is managed.

Project tools

  • Jira
  • Asana
  • MS Project
  • Monday.com
  • ClickUp
  • Trello

Field & custom

  • Procore
  • Custom API

Frequently asked

Common questions

Which PM tools are supported?
Jira, Asana, MS Project, Monday.com, ClickUp, Trello, Procore — plus a generic API and webhook layer for any custom or in-house tool.
Will it replace our PM tool?
No. Workflow Intelligence makes your existing PM tool richer with cleaner data and better adoption. We do not compete with Jira or Asana — we feed them.
Is two-way sync supported?
Yes. Status changes in your PM tool can flow back into WhatsApp as targeted notifications to the right people in the right group.
Do teams need a new app?
No. Teams keep talking in the WhatsApp groups they already use. Workflow Intelligence runs invisibly on top — there is nothing to install.
How is project data protected?
GDPR-compliant EU hosting, role-based access control, audit logs, end-to-end encryption in transit and at rest, and per-project data isolation. We never use customer data to train shared models.
How long does deployment take?
A pilot on one project typically runs in 2 weeks. Full rollout is usually 4–8 weeks depending on integration depth.

Make the PM tool true again

A 30-minute working session on your own WhatsApp groups: we map one live project to tasks, digests and your PM tool.

Book a Demo
  • No new app for teams
  • EU data residency
  • GDPR-aligned
  • Pilot on one project in 2 weeks

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