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KNOW YOUR NUMBERS

Never Miss a Deal Due to Resource Constraints

Address staffing bottlenecks in advance. Have the right people available at the right time. Don't turn away lucrative projects because of poor resource projections and complicated "what if" deal pipeline uncertainty.

Construction. Media & Entertainment. Consultants. Agencies. Professional Services. Event Management. Architecture. Software Development.

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Scenario cards with different outcomes

STOP JUGGLING SPREADSHEETS

Model Multiple "What If" Scenarios - Visually

Eliminate spreadsheet drama. Compare 100s of best & worse case scenarios, schedule delays, and partial award outcomes. No more flipping through Excel tabs. Forecast every deal variant instantly and seamlessly plan for the unexpected.

CONNECT SALES AND OPS

Turn Sales Forecasts into Profitable Real-Time Capacity Planning

Say goodbye to blind spots. Automatically sync Hubspot data and see exactly when to hire or reassign resources - all in one platform. Optimize your utilization and margins - no guesswork, no last-minute panic.

Sales Forecast branching to capacity planning

Features that simplify project-based capacity planning.

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Seamless Hubspot Integration

Auto-syncs deal amounts, close probabilities, and dates into your capacity plan—no manual data entry required. 

Ensure real-time visibility into incoming work so you can pivot staffing decisions quickly.

Visual Multi-Scenario Modeling

Sort and filter between best, worst, or partial-award scenarios in one click, comparing staffing needs and revenue impacts side by side.

Simplify complex forecasting, enabling rapid decision-making without wrangling separate spreadsheets or tools.

Proactive Hiring & Resource Strategies

Identify staffing gaps weeks or months ahead of deadlines and suggests the optimal time to hire or reassign team members.

Track utilization and project actuals to rebalance and re-forecast resources needed.

Interactive Cause-and-Effect Presentations

Quickly create dynamic visuals in our decision-tree-like UI to show how changes in deal timelines, resource availability, or budgets ripple through each scenario.

Identify key risks with a few clicks, then convert those insights into polished, executive-friendly presentations.

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Prevent Lost Deals

Capture an extra $100K–$200K in annual revenue by proactively staffing for deals instead of turning them away due to uncertainty.

How: By modeling all “what if” scenarios, you can identify the need to hire or reallocate staff earlier, allowing you to confidently accept more projects.

Reduce Over- or Under-Hiring Costs

Save $50K–$100K a year on unnecessary hires and the associated onboarding/training, or avoiding emergency contractor fees.

How: Scenario modeling helps you scale your workforce precisely when you need it, rather than hiring too early or too late.

Shorten Onboarding & Ramp-Up Time

Reduce costly onboarding delays by 2–4 weeks, saving tens of thousands in idle overhead.

How: Early visibility into staffing gaps helps HR or Ops recruit and start training specialized staff before projects ramp up.

Avoiding Project Delays & Penalties

Prevent late-delivery penalties or client dissatisfaction, which can cost upwards of $25K+ in fines or lost repeat business.

How: Clear scenario planning means the right people are ready to hit deadlines, lowering the risk of timeline overruns.

Improved Resource Utilization

Boost average utilization by 5–10% across a 10-person specialized team—equivalent to another $60K–$120K in billable hours.

How: By centralizing all scenario analysis in a user-friendly decision tree, you eliminate manual data-crunching and repeated back-and-forth.

 

Faster Decision-Making for Leadership

Save managers dozens of hours each quarter that they’d otherwise spend juggling spreadsheets—easily worth $20K+ in manager time.

How: By centralizing all scenario analysis in a user-friendly decision tree, you eliminate manual data-crunching and repeated back-and-forth.

What Project Leaders are Saying About Us

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How would you have done this in a spreadsheet?

"Honestly... I wouldn't have even tried. We can do things in whatifi that are impossible to do in a spreadsheet."

Rob te Braake
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"With a team of 50 juggling VFX, animation, and VR projects, the ability to track bids, forecast resource needs, and model different award scenarios in real time is invaluable. It’s like having a crystal ball for our studio’s capacity planning.”

Tammy Sutton
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"I need to lower our likelihood of over or understaffing - both scenarios are death for a firm like ours."

George Heiler
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"It’s not just about tracking deal flow—it’s about running projections for revenue streams, equity, and long-term growth with precision. The ability to forecast resource needs for our coaching team and model advanced scenarios has given us a competitive edge in advising our clients and scaling our own operations.”

Diraj Goel
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"whatifi has been a game-changer for our studio. It’s not just about running revenue and resource projections—it’s about confidently exploring every ‘what if’ scenario. We’ve saved countless hours and uncovered insights that traditional tools couldn’t provide."

James Jacobs

Download the Guide!

Capacity Planning Concepts for Project-Based Industries

In this extensive guide, we summarize key concepts and strategies for effective capacity scenario planning. Learn how to better optimize your resource and staffing projections, maximize client satisfaction, and deliver projects - on time and on budget.

  • Monthly
  • Yearly
Tier 1

$500/month

Track up to 100 Hubspot deals. Perfect for a small business.
sign up
  • 2-year projections
  • Up to 1,000 Scenarios
  • 3 user accounts
  • Excel and CSV exports
  • Access to all basic whatifi Events
  • 7,500 AI Credits
Tier 2

$2,500/month

Track up to 1,000 Hubspot deals across multiple pipelines.
sign up
  • 4-year projections
  • Up to 10,000 Scenarios
  • Up to 10 user accounts
  • Excel and CSV exports
  • Access to all basic and PRO whatifi Events
  • 25,000 AI Credits
Enterprise

$5000+

For large organizations. Unlimited Hubspot deals and unlimited pipelines.
sign up
  • 7-year projections
  • Up to 50,000 Scenarios
  • Up to 25 user accounts
  • Excel and CSV exports
  • Access to all basic and PRO whatifi Events
  • Dedicated customer support and customizations
  • 100,000 AI Credits
Tier 1 Yearly

$5,000

Track up to 100 Hubspot deals. Perfect for a small business.
SIGN UP
  • 2-year projections
  • Up to 1,000 Scenarios
  • 3 user accounts
  • Excel and CSV exports
  • Access to all basic whatifi Events
  • 7,500 AI Credits
Tier 2 Yearly

$20,000

Track up to 1,000 Hubspot deals across multiple pipelines.
SIGN UP
  • 4-year projections
  • Up to 10,000 Scenarios
  • Up to 10 user accounts
  • Excel and CSV exports
  • Access to all basic and PRO whatifi Events
  • 25,000 AI Credits
Enterprise Yearly

Contact Us

For large organizations. Unlimited Hubspot deals and unlimited pipelines.
SIGN UP
  • 7-year projections
  • Up to 50,000 Scenarios
  • Up to 25 user accounts
  • Excel and CSV exports
  • Access to all basic and PRO whatifi Events
  • Dedicated customer support and customizations
  • 100,000 AI Credits