An RFP to choose the right PSA software for your business

Further reading

The business landscape is rapidly changing. If you don’t stay current with the latest technology, your business might get left behind amidst the many other competitors in the market.

The solution?

A sophisticated Professional Services Automation (PSA) tool.

PSA tools have become a vital cogwheel in the mechanism of successful businesses. They empower businesses with an integrated suite of functionalities such as project management, time tracking, resource management, project billing, and more.

As a valuable addition to your enterprise toolbox, choosing the right PSA could be the difference between mediocre and stellar operational efficiency. 

But there are a lot of PSA tools out there. How does one make an informed decision on which PSA tool is the perfect match for their business?

If you've arrived at this blog, it's likely you've conducted preliminary research and identified the next strategic step: obtaining an RFP. 

In this blog, we offer you a free downloadable RFP template to get you started on your evaluation process, complete with a list of considerations to guide you in selecting the perfect PSA tool for your business. 


Why do you need a dedicated PSA tool to manage client projects?

A robust PSA tool is pivotal in facilitating the efficient management of customer projects and team resources for your firm, simultaneously minimizing operational inefficiencies.

Beyond project and resource management, it is a valuable instrument for evaluating project execution, offering insightful data to enhance overall performance. An optimal PSA tool is designed to enable a concentrated effort to deliver top-notch services to clients. 

It streamlines processes by automating administrative tasks, consequently reducing time spent on non-core activities. 

Check out our free RFP template for the full list of features to look out for

Benefits of using purpose-built PSA software

Effective project delivery is crucial for the success of any organization, especially when dealing with client projects. 

PSA software is a comprehensive solution that streamlines various aspects of project delivery, helping businesses optimize their workflows, enhance collaboration, and ensure the successful delivery of client projects. 

It provides a centralized platform for managing project-related tasks, resources, and communication, offering a range of tools and features designed to boost efficiency and effectiveness in project execution.

Here are some benefits of using PSA software to manage your client projects.

Streamlined project management

A robust PSA software allows you to efficiently manage client projects from start to finish. It centralizes all project-related information, tasks, and deadlines in one place, helping you stay organized and prioritize work.

Enhanced collaboration

With a dedicated PSA tool, you can easily collaborate with your team and clients, fostering effective communication and ensuring everyone is on the same page. This improves project transparency, minimizes miscommunication, and promotes seamless collaboration.

Rocketlane PSA offers built-in client portals for smooth client communication and collaboration, and a partner central to help work with external partners and contractors.

A well-oiled project governance engine

A PSA tool with robust project governance empowers your business with enhanced visibility, effective resource management, and risk mitigation. This fosters collaboration and enables data-driven decisions for successful project outcomes and sustained growth.

Rocketlane Automations lets you put your project processes and governance on autopilot. Learn more

Optimized resource allocation

The right PSA software enables you to optimize resource allocation by providing visibility into team members' availability. This ensures that you allocate resources effectively, avoiding overbooking and maximizing productivity.

Rocketlane’s resource management capabilities help you keep your project plans and resources in sync, offering accurate insights and full control over your project delivery

Nuanced project performance insights

An insightful PSA tool offers robust reporting and analytics capabilities, allowing you to track project performance metrics in real-time. This enables you to identify bottlenecks, analyze project profitability, and make data-driven decisions to improve future project outcomes.

Get real-time, detailed,  performance and progress insights across all your projects. Stay in the know, always

Improved client satisfaction

By utilizing PSA software, you can deliver projects on time, within budget, and with superior quality. This increases client satisfaction, fosters long-term relationships, and improves your business reputation in the market.

How Rocketlane helps Growth Molecules accelerate their project delivery time


A robust PSA tool enables businesses to effortlessly adapt to changing demands, expand their operations, and efficiently manage growing project portfolios for sustained success. This ensures that your organization can meet evolving business requirements with ease.


A good PSA tool boosts your efficiency by streamlining processes and promoting overall operational effectiveness for businesses. With enhanced visibility and centralized project and resource management, businesses can make informed decisions, leading to increased profitability.


Must-have features in a PSA tool

Choosing the right PSA tool is a critical decision for businesses looking to manage their projects, resources, and overall operations effectively. With numerous options available in the market, it is important to carefully consider the features of a PSA tool before making a decision. 

Evaluating important features can help businesses ensure they select a PSA tool that aligns with their specific needs and enhances their overall productivity and efficiency.

Here are some features to look for when picking a PSA software.

CRM integration

Integrating your PSA software with your Customer Relationship Management (CRM) system allows you to get visibility into your project pipeline, streamlines account management, and accelerates time-to-value by reducing the manual intervention required right from project creation to delivery. 

Resource management

A built-in resource management system offers resource allocation capabilities that can help you find the right people for every project. It also provides a realistic view of incoming demand and enables capacity planning.

A resource management system also helps you understand where you're short-staffed and plan for hiring in advance. This helps you accurately plan project timelines, track deviations, plug revenue leaks, and guarantee timely delivery.

With a built-in resource management system, Rocketlane helps you ensure that the right resources are always available for high-value projects with capacity and demand management features. 

Project portfolio management

An ideal PSA tool should help you stay on top of the progress of all your projects. It should offer effortless data visualizationanddashboards for  project health indicators. for complete visibility into all your projects. This will empower you to make accurate, informed decisions.

From managing multiple customer projects simultaneously to prioritizing tasks, your PSA tool will help you deliver projects on time and within budget.

Rocketlane has unique project management capabilities with a dedicated customer portal that helps everyone - your team and customers - stay on top of their projects and activities.


A PSA tool with a clean and intuitive interface makes it easier for team members to adopt and use the tool effectively, maximizing productivity.


Customizability is a vital feature of PSA software. An intuitive PSA tool allows your organization to tailor the tool to your unique workflows and processes. This adaptability streamlines operations, enhancing overall efficiency.

Document and file sharing

This helps provide a centralized housing for storing and organizing all of your firm's documents and files, improving collaboration with your team.

Document and file sharing makes locating relevant documents seamless and reduces the risk of losing or misfiling information.

Customer collaboration

A dedicated customer portal can help your clients collaborate with you easily. This portal is a centralized hub where clients can access relevant information, communicate their requirements, provide feedback, and access project updates.

The customer portal should ideally be easy to use since you don’t want to overwhelm your clients with a complex tool.  

Mobile access

A dedicated PSA tool offers mobile access, empowering remote workers and field staff to access and update information seamlessly. This fosters improved collaboration and responsiveness.

Time tracking

This feature helps you track the time that is being spent on each client project, allowing you to improve your billable utilization rate.

With the time-tracking feature, you get a keen understanding on how much time each task takes to complete. This will help you allocate your resources efficiently and avoid bottlenecks in the workflow.

Project performance measurement

Tracking projects and creating reports manually is a cumbersome task that takes up much of an individual’s time. 

Reporting functionality provides you with the data you need to measure and improve key business processes, helping you achieve better results and make more informed decisions.

Integration capabilities

A robust PSA tool seamlessly integrates with various systems and tools used within your organization, including CRM, project management software, and accounting software. This ensures a cohesive workflow, minimizes manual tasks, and enhances overall efficiency.

Dedicated chat functionality

Having chat functionality enabled in each project, task, and document helps keep information contextual and easily accessible. 

Team members can communicate directly within the relevant project or task, eliminating the need to search for conversations that would otherwise be scattered across different channels or platforms.

Partner/contractor collaboration

A robust PSA tool includes a partner portal, providing a dedicated space for collaboration and communication with external partners, clients, or stakeholders. This enables efficient information sharing, real-time updates, and streamlined interactions, fostering stronger relationships and enhancing overall project transparency and success.

Templates (for documents, forms, projects, status updates) 

A PSA tool that allows you to pre-build templates for various types of documents, forms, projects, and status updates can tremendously benefit your workflow. 

This capability empowers you to save time and increase efficiency in several ways. With templates, you can easily replicate the structure, tasks, and milestones of past successful projects, reducing the time spent on planning and initiation. Templates also act as a forcing function for your delivery teams to adhere to your processes and playbooks. 

With Rocketlane’s powerful templating capabilities, you can set up a project without a hassle. Integrate your CRM with Rocketlane, and future projects will be automatically created from a template whenever a new deal is closed. 

Customer sentiment tracking

This allows you to track feedback from your clients and measure customer sentiment at the end of every project phase, helping you improve your customer satisfaction levels and retain more customers.

Robust training and support

When looking for a good PSA tool, also check if the vendor offers adequate training and ongoing support. This ensures successful implementation and address any issues that may arise during usage. Remember, a business is only as good as its people.

Project automation

A PSA tool with a robust automation feature simplifies repetitive tasks and streamlines project management. It allows you to update task statuses, reminders, notify stakeholders if a deadline is missed, automate project creation, and more, thus enhancing productivity and improving your overall project management efficiency.

Streamline your work with Rocketlane’s automations 

Reporting and analytics

An intuitive PSA tool has robust reporting and analytics capabilities. It can generate comprehensive reports and analyze data providing valuable insights into resource allocation, project profitability, and overall performance.


An credible PSA tool vendor takes data security very seriously. With security measures such as encryption, access controls, and data backups, it strives to protect your sensitive information.

Rocketlane achieves SOC1 Type 2 compliance 


A superior PSA tool is cost-effective, taking into account factors such as licensing fees, implementation costs, maintenance charges, and additional expenses tied to customization or ongoing support.

Get your free RFP for PSA software

Finding the perfect PSA tool can be a grueling process. You must identify your company goals and ensure your PSA tool helps you achieve them faster.

With this free RFP, you can check off all the capabilities you need in your PSA software and make an informed decision.

Why Rocketlane PSA is the tool you’ve been looking for all along

Elevate your firm's efficiency with Rocketlane’s cutting-edge PSA tool designed to revolutionize your workflow and project delivery.

Experience the seamless coordination facilitated by unique project management features and a dedicated client portal, ensuring everyone stays on top of projects. 

The built-in resource management system guarantees optimal allocation for high-value projects coupled with capacity planning. Track planned versus actual effort with time tracking for precise estimations and deeper insights into your team's productivity.

Unlock unparalleled simplicity in project setup with Rocketlane’s templates. You can also integrate effortlessly with your CRM to automatically generate projects from templates upon deal closure. 

Say goodbye to mundane administrative tasks with templates for documents, forms, and status updates. Rocketlane provides a dynamic work environment, empowering your team to effortlessly create, manage, and automate diverse processes in customer-facing projects. 

You don't have to take our word for it. Try Rocketlane today and see for yourself. Click here to book a demo!


1. What is a PSA tool?

A Professional Services Automation (PSA) tool is software designed to help manage and streamline various aspects of a professional services business, including project management, resource allocation, time tracking, and invoicing.

2. Why is it important to pick the right PSA tool for your business?

Picking the right PSA tool is crucial because it can significantly impact your business's productivity, efficiency, and profitability. Choosing the wrong tool can result in wasted time, mismanaged projects, and inaccurate invoicing.

3. What factors should I consider when selecting a PSA tool?

When selecting a PSA tool, consider your business's specific needs, scalability, ease of use, integration capabilities with other software systems, customization options, support and training availability, and cost.

4. How do I determine my business's specific needs in a PSA tool?

Answer: To determine your business's specific needs, evaluate your current processes and pain points. Identify the features and functionalities you require, such as project management, resource allocation, time tracking, financial reporting, and client collaboration.

5. Should I choose a cloud-based or on-premises PSA tool?

The decision between a cloud-based or on-premises PSA tool depends on your business's preferences and requirements. Cloud-based tools offer flexibility, scalability, and accessibility, while on-premises tools provide greater control and customization options.

6. How can I ensure the PSA tool integrates with my existing software systems?

Before selecting a PSA tool, check its integration capabilities with your existing software systems, such as CRM, accounting, or project management tools. Look for prebuilt integrations or APIs that allow seamless data transfer between systems.

7. How much does a PSA tool cost?

The cost of a PSA tool can vary depending on several factors, such as the number of users, features included, and deployment type. Some tools charge monthly subscriptions, while others offer one-time licensing fees. It is important to compare pricing models and evaluate the tool’s long-term value.