PJA Scales Confidently with Flexible Project Financials and Timesheet Management

PJA uses Milient's Project Flow, previously known as Rapport3.

In 2015, PJA recognised that its spreadsheet-based approach to timesheets and project financials could no longer support the pace or complexity of the business. As the practice experienced exponential growth, they needed a system that could manage varied project processes while remaining flexible enough to scale.

Having previously relied on spreadsheets, the team began researching project management systems capable of supporting their evolving needs. Project Flow quickly emerged as a strong contender, with several directors already familiar with the platform from previous roles.

As Nigel Millington, Joint Managing Director, explains: “We needed a system that was manageable, able to change and expand as we grew and developed. Project Flow is perfect for this - it is scalable and flexible as and when you need. We originally invested in just the compulsory modules, but saw the need for other features in time, so we could add these on when necessary”.

Choosing Milient

Scalability and adaptability were central to PJA’s decision. Project Flow offered the flexibility to start with core functionality and expand over time — allowing the business to grow without disruption or unnecessary complexity.

The ability to configure the system around PJA’s existing workflows ensured that adoption was smooth and aligned with how teams already worked across the practice.

The team also experienced a noticeable improvement in the speed and quality of detailed reporting, enabling them to transition from static figures to meaningful insights.

Benefits of Milient

With offices located across the country and a team of over 70 people, clear and consistent communication was crucial. Project Flow provided a centralised platform for managing and communicating across a large and diverse project portfolio.

Nigel notes: "Project Flow's intuitive interface is ideal for managing and communicating across a wide range of projects. We’re often working on up to 450 live projects at any one time, so this level of clarity is essential. Our projects also vary significantly in value, and Project Flow works just as effectively for a £500 project as it does for one worth £50,000.”

Project Flow’s financial reporting tools have also delivered significant value, particularly around billing accuracy and project oversight.

“The WIP reports are a highlight of Project Flow. The billing and forward-billing features are always accurate and informative, giving us a clear understanding of the status of every project.”

Integration and Support

PJA uses multiple integration modules to ensure data consistency across systems. Their accounting software, Sage, and email and document management system, Newforma, are seamlessly linked with Project Flow — reducing duplication and saving valuable time.

“It’s great how a new file structure and project will be created if there is one made in Newforma, saving time and resources which really add up.”

Support and responsiveness from the team have been equally important.

“Whenever we get in touch to ask questions, they always respond quickly - the support team in general are great, and always fixes any issues. Our invoice templates and data fields have been personalised to work exactly with how our team organises projects and client data, which is great. It feels like a very bespoke service.”

Ongoing communication, webinars, user groups and accessible resources ensure PJA always feels informed and supported.

Final Thoughts

Looking ahead, Project Flow continues to play a central role in supporting PJA’s growth and operational confidence.

“The ongoing communication is great, and we always feel in the loop when it comes to new updates or features in Project Flow. I can’t imagine going anywhere else in the future, and would always recommend it for other businesses.”