ProjectFlow
Structured project execution for organisations that can't afford to improvise.
End-to-end project management designed for formal environments. Track projects and deliverables with structured workflows, manage documents with automatic virus scanning, coordinate teams with role-based access, and maintain complete audit trails — built for public sector, universities, and organisations with regulatory requirements.
At a Glance
The Problem
Managing projects across disconnected tools creates chaos. When deliverables, documents, and approvals live in separate systems, oversight becomes guesswork and accountability disappears.
Disconnected Tools
Projects tracked in spreadsheets, deliverables in shared folders, approvals via email chains. When nothing is connected, status updates require manual assembly, and oversight means chasing people for information.
No Document Control
Files scattered across drives and email attachments with no version tracking, no access control, and no way to verify that uploaded documents haven't been tampered with or contain malicious content.
Missing Accountability
Without structured workflows and audit trails, it's impossible to know who approved what, when deadlines were missed, or why deliverables were rejected. Compliance reporting becomes guesswork.
Project Management
Create, track, and manage projects from initiation to completion. Hierarchical organisation with full lifecycle tracking and team coordination.
Project Lifecycle
Define projects with start/end dates, budgets, priorities, and detailed descriptions. Track progress through configurable status workflows from planning to completion.
Sub-Project Hierarchy
Organise complex initiatives into parent and sub-projects. Each sub-project maintains its own deliverables, team, and timeline while rolling up to the parent for portfolio visibility.
Team Assignment
Assign project managers and team members with role-based permissions. Control who can view, edit, approve, or manage each project independently.
Dashboard & Reporting
Real-time project dashboards showing status, budget utilisation, deliverable progress, and upcoming deadlines. Filter and sort across your entire project portfolio.
Deliverable Tracking
Define, assign, and track every deliverable with structured workflows. From initial submission through review and approval — every step documented.
Structured Deliverables
Create deliverables with titles, descriptions, due dates, and assigned responsible parties. Link each deliverable to its parent project for end-to-end traceability.
Status Workflows
Track deliverables through configurable statuses: pending, in progress, submitted, under review, revision requested, approved, rejected. Every transition is timestamped and attributed.
Review & Feedback
Built-in commenting system for deliverable review. Reviewers can request revisions with specific feedback, and all review history is preserved for audit purposes.
Document Management
Secure document vault with automatic virus scanning, version tracking, and access control. Every file uploaded is verified safe before it enters your system.
Upload & Security
Virus-Scanned Document Vault
Every uploaded file is automatically scanned by ClamAV before being stored. Infected files are quarantined and flagged — ensuring your document repository remains clean and compliant.
- ClamAV integration for all uploads
- Automatic quarantine of infected files
- File type validation and size limits
- Secure storage with access logging
- Batch upload support
Organisation
Version Control & Categorisation
Documents are linked to projects and deliverables with full version history. Categorise by type, track who uploaded what, and maintain a complete audit trail of every document interaction.
- Automatic version numbering
- Document type categorisation
- Project and deliverable linking
- Upload history and attribution
- Download tracking and access logs
Workflow Templates
Pre-built and customisable workflow templates for common project types. Standardise your processes without sacrificing flexibility.
Define
Create workflow templates with predefined deliverables, milestones, and approval gates. Standardise processes across your organisation.
Assign
Apply templates to new projects instantly. Pre-populated deliverables with assigned roles, deadlines calculated from project start date.
Execute
Teams follow structured workflows with clear next steps. Automatic notifications at each stage keep everyone aligned.
Audit
Complete execution history for every workflow instance. Demonstrate compliance with process requirements to auditors and stakeholders.
Team & Contact Management
Manage internal team members and external contacts in one place. Role-based access ensures everyone sees exactly what they need.
User Profiles
Comprehensive profiles with contact details, department, role, and project assignments. Track each person's involvement across all active projects.
Role-Based Access
Granular permissions: Admin, Project Manager, Team Member, Reviewer, Observer. Each role defines what a user can view, create, edit, and approve.
External Contacts
Maintain a directory of external stakeholders, clients, and partners. Link contacts to projects without granting system access — perfect for client-facing project tracking.
Notifications & Activity
Stay informed without information overload. Targeted notifications for the events that matter to you.
Smart Notifications
Receive notifications for deliverable status changes, new comments, approaching deadlines, and document uploads. Configurable per user — choose what matters to you.
Activity Timeline
Complete activity feed for every project showing all actions in chronological order. Filter by type, user, or date range for quick review.
Deadline Alerts
Automatic alerts for approaching and overdue deadlines. Escalation notifications ensure nothing falls through the cracks, even when team members are unavailable.
Search & Navigation
Find anything instantly. Full-text search across projects, deliverables, documents, and contacts with advanced filtering.
Global Search
Search across all entities from a single search bar. Find projects by name, deliverables by status, documents by content, or contacts by any field. Results are permission-aware — users only see what they have access to.
Advanced Filtering
Filter projects by status, priority, date range, team member, or budget. Combine filters for precise results and save frequently used filter combinations for quick access.
Security & Access Control
Enterprise-grade security with role-based access control, complete audit trails, and file integrity verification.
Access Control
Role-Based Permissions
Granular access control at project, deliverable, and document level. Define who can view, create, edit, approve, and delete across every entity in the system.
- Five-tier role hierarchy
- Project-level permission overrides
- Session management and timeout
- Login attempt monitoring
- API authentication with JWT
Compliance
Complete Audit Trail
Every action in the system is logged with timestamp, user attribution, and context. From document uploads to status changes to login events — nothing happens without a record.
- Immutable audit log
- User action attribution
- Document access tracking
- Login and session logging
- Exportable audit reports
Technical Foundation
Built on a modern, production-ready stack. Type-safe from database to UI with automated security scanning.
Next.js
Full-Stack Framework
TypeScript
Type Safety
PostgreSQL
Database
Prisma
ORM Layer
ClamAV
Virus Scanning
Multi-Language Support
Built for international organisations. Full interface localisation with extensible language support.
Built-In Languages
Complete interface translations for English and Greek out of the box. Every label, button, notification, and system message is fully localised — not just the main navigation.
Extensible Framework
Add new languages through a structured translation system. JSON-based language files make it straightforward to add any language your organisation requires without code changes.
Deployment Options
Your data, your infrastructure. ProjectFlow is deployed per-client — not a shared SaaS platform.
Option A
Your Infrastructure
Deploy ProjectFlow on your own servers or VPS. Complete control over your data, direct database access, and integration with your existing infrastructure.
- Deploy on your own VPS
- Full control over all data
- Direct database access
- Integration with existing systems
- We provide installation support
Option B
Managed Hosting
We deploy and maintain everything. VPS provisioning, domain, SSL, backups, updates — fully managed so you can focus on your projects.
- VPS, domain, SSL included
- Automated backups
- Regular updates and maintenance
- Priority support
- We manage everything
Pricing Structure
ProjectFlow pricing is based on deployment model and user count. Each deployment is configured to your specific requirements — workflow templates, document storage limits, integration needs, and language packs.
- One-time setup fee (deployment, configuration, onboarding)
- Annual maintenance contract (updates, support, backups)
- Per-user licensing
- Optional: Managed hosting
- Optional: Custom workflow template development
Contact us for a custom quote tailored to your organisation.
Ready to bring structure to your projects?
Stop tracking projects in spreadsheets, deliverables in shared folders, and approvals via email chains. ProjectFlow brings everything together in one platform built for organisations that require formal workflows, document control, and complete accountability.