Project portfolio and resource management software

Projects, people and finance in one plan, optimized by AI

Epicflow forecasts your whole portfolio from the people you actually have, and puts a price on every date. Our AI searches millions of combinations for the plan that delivers the most of what you value. You decide.

  • Finance. What each project is worth, what every date costs or brings in, and when cash is expected.
  • People. A forecast of what your teams can really deliver, with the bottleneck in view across the portfolio.
  • AI optimization. You set the target: cash flow for one company, downforce for a Formula 1 team, or whatever KPI you choose. Our AI finds the plan that delivers the most of it.
  • What-If Analysis. The AI's plan arrives beside your live plan, and you test your own moves there too: a new project, a hire, a date. Nothing live changes.
  • AI agents as a resource. Plan agents like people and put them at your bottleneck, where an hour saved earns the most.
Book a demo with your own data See how it works
  • Ministry of Defence
  • Universal
  • QinetiQ
  • BIC
  • TKF
  • Wiener Linien
  • Gutami
  • ADK
  • Pilz
  • Strukton
18% → 80%

KPN: on-time delivery in less than a year

10% more revenue, identified

UK defense company: room for more projects with its current staff, found in Epicflow's analysis

20 years

of flow method behind every forecast, validated in peer-reviewed PhD research

Bottleneck management

See the bottleneck behind your project delays

Every project looks fine. The portfolio is still late.

  • One or two shared teams set the pace of every project.
  • Project reports never show that queue; the dashboard turns red too late.
  • Epicflow shows the queue months ahead, what it costs, and the few moves that clear it.
  • One overview: projects ranked by time pressure, teams by load, down to the task.
Epicflow Load Analysis on a demo portfolio
Epicflow Load Analysis on a demo portfolio. The projects above are ranked by time pressure, the resource groups at the left by load. Construction carries 3.5 FTE of work against a capacity of 2.5 from mid-June to early August.
15 FTE

of hidden overload, found in a 60-engineer group at the Dutch Ministry of Defence.

  1. 1

    Find the team everything waits for

    Future Load shows which team is overloaded, and which projects put it there.

  2. 2

    Know the cost of delay

    What each week in that queue costs in dates, penalties and margin.

  3. 3

    Test the fix

    Re-sequence, pause what can wait, move people, hire where it counts or add AI capacity. Try each in a What-If before the live plan changes.

  4. 4

    Commit and run

    The chosen plan becomes every team's priority list, and progress flows back into the forecast.

See the What-If Analysis
Enterprise AI agents as a resource

Everyone has AI agents. Only at your bottleneck do they pay

Speeding up work nobody was waiting for changes nothing. Point agents at everything, and your token usage goes through the roof while the agents produce more work than any human can handle. The work worth giving to AI is the work your other projects are queuing behind, at the bottleneck. Epicflow finds that work, prices the delay it causes, and shows what an agent there does to your delivery dates and your cash. The same forecast that prices every date in your plan prices the agent's hours.

  1. 1

    Where does an hour earn the most?

    Epicflow finds the work your other projects are waiting on, at the bottleneck, and puts a figure on each week of delay. Most work fails this test.

  2. 2

    Give that work to an agent.

    The agent joins your resource pool like a person, with capacity, a rate and dates. A person signs off its output.

  3. 3

    See what it bought.

    The forecast updates, so you know which agent moved a delivery date, and what that date is worth: invoices earlier, penalties avoided, cash sooner.

For example: free 10% of your bottleneck's time with first-pass reviews, and you deliver up to 10% more with the same people. Epicflow shows what that is worth in cash before you invest; we simulate what it earns.

An agent drafts the first-pass test report, an engineer checks it, the next task starts.

An agent is a resource in Epicflow

Epicflow plans an agent like any other resource, with capacity, a rate and dates, and shows where it earns the most. A person signs off its output.

How agents work as a resource
AI that plans

Most AI in project software answers questions about your plan. Ours improves the plan.

Epicflow Portfolio Optimizer

Find a better portfolio plan before you commit

Picking the right projects is half the answer. The other half is the order the work runs in when projects share people. Our AI searches millions of combinations within your limits, and keeps only the plans your people can actually deliver. The best portfolio plan arrives as a What-If beside your live plan: your bottleneck and the three to five moves that pay.
How the Portfolio Optimizer works

PMO as a Service

We run the optimization for you, on your own instance, and bring you the moves, each with a decision and an owner. Nothing changes in the live plan without your sign-off.

See it on a sample portfolio: a $330,000 loss became nearly $1.3 million of profit, with every project on time

Predictive analytics

Forecast load, output and delivery dates per team, including projects not yet started. See which commitments are at risk while there is time to act.

Priorities that follow the bottleneck

Priority becomes real when two projects need the same person at once. Epicflow re-ranks work across the portfolio as reality changes, weighing urgency against business value. When options are too close to call, people decide.

Resource Allocation Advisor

Suggests the best group or person for each piece of work from your task history, so you don't have to maintain a competence matrix. A person confirms every assignment.

Built for the people who answer for the portfolio

One plan. Every decision that depends on it

Manage projects as investments

Run your whole portfolio as one investment. The money runs on the same forecast as the work, so you see what a plan earns before you commit people to it.

  • What is each project worth? Contract value, milestone payments, bonus and penalty clauses, on the projects they belong to.
  • When does the money come in? Invoice Forecast and Cash Flow from the live schedule, not your bank balance. Slip two weeks and break-even moves the same day.
  • Is it still worth finishing? What each project returns on what is left to spend, as one multiple next to ROI. Sunk cost stops steering.
  • Put a price on every week of delay. Lost revenue, later cash and penalties move with the forecast date, while there is time to change it.

Developed with Stephen Devaux, whose drag cost method is now part of PMI's PMBOK Guide.

Manage projects as investments

What changes when the portfolio fits real capacity

Four organizations that plan against their bottleneck: what the analysis found at the Ministry of Defence, and what it did to delivery at KPN, TKF and Arnold AG

Dutch Ministry of Defence · Government

In an experiment on an initial batch of projects in a $1B+ program, the analysis indicated lead times could fall by more than 30% without extra headcount

Problem: 316 days of aggregate delay across the portfolio, individuals allocated 1,200+ hours, a hidden 15-FTE overload in a 60-person engineering group, and launches decided on budget rather than capacity.
Approach: Load the initial batch into Epicflow, find the bottleneck, stagger the projects against it. Findings shared before full implementation.

Read the story

KPN · Telecom

Lead time halved and late orders down 80%, in less than a year

On-time delivery rose from 18% to 80%, and team efficiency by 21%.
Problem: About 150 projects sold for every 70 delivered. Work in progress grew into the thousands and delivery times doubled.
Approach: Focus on the bottleneck, balance the load, cut the number of projects in flight.

"On-time delivery is not a myth. We're now able to deliver on time and improve our service in a faster and more efficient way."
Edwin Kuiper, Partner Manager, KPN Read the story

TKF · R&D

Projects delivered per year from 25 to 76, lead time from 12-18 months to 3-4, with fewer engineers

Problem: 18 engineers carrying 75 active projects, planned in Excel. Most projects late.
Approach: One multi-project schedule across all teams, built on real capacity.

"We increased our output by 200% and reduced lead time by 50% in 2 years. We are also able to give our customers realistic commitments."
Hans de Boer, R&D Director, TKF Read the story

Arnold AG · Manufacturing

Accurate estimates in three months, and more throughput with no extra labor cost

Problem: Long, unpredictable lead times, and no reliable way to set a due date or judge what one more project would do.
Approach: One portfolio view with load graphs, realistic estimates and capacity, and a time buffer.

Read the story

Your industry:

See all customer stories

Jira users don't have to switch

Neither do MS Project or Primavera teams. Epicflow adds the portfolio layer above the tools they already use

Ready-made integrations with Jira, Microsoft Project and Oracle Primavera.
HR systems, API and data import. Availability from your HR system, plus API, CSV and custom integrations for everything else.
One portfolio model: every project and every shared resource, without changing how teams work.
Portfolio-level view in weeks, built from the data you already hold.

CSV import API
Jira integration See all integrations
Jira Software
Microsoft Project
Oracle Primavera
Microsoft Dynamics, CA Technologies, Trimergo

Keep your data where your security team wants it

Built for defense, aerospace and regulated industries, with data secured according to the EU GDPR.

DataGuard

Keep your project data on your own premises while Epicflow runs as a cloud service. In use with defense organizations in several European countries.
Learn about DataGuard

  • ISO 27001

    Hosted on ISO 27001-certified infrastructure

  • JOSCAR registered

    UK defense supply chain

    Registered on JOSCAR, the supplier register of the UK defense and aerospace industry.

  • Penetration tested

    The platform is penetration tested regularly by one of our UK defense clients as part of that client's own Ministry of Defence approval process.

  • Dutch Ministry of Defence

    Dutch Ministry of Defence

    Used by the Dutch Ministry of Defence

  • ISO 9001:2015

    GLOW Management Nederland B.V., the company behind Epicflow, holds ISO 9001:2015 certification.

  • Deployment options

    Managed cloud, a dedicated regional deployment, or installation in your own environment

  • Permissions & change log

    Decide who sees what. Every change is on the record.

See what your portfolio can deliver, and what it means for cash

Send us your project list. We build a model of your own portfolio and show you, in one session:

  • The team that holds your portfolio back
  • Two or three ways to change the plan
  • What each one does to dates and expected cash
Book a demo with your own data See a demo for your role

All we need: one row per department and one row per project. A spreadsheet is enough

Frequently asked questions

Still have a question? Talk to us

What is Epicflow?
Epicflow is AI-based project portfolio and resource management software that puts projects, people and finance in one plan for organizations where many projects share scarce specialists. It forecasts what teams can really deliver, puts a price on delay and finds the portfolio plan that delivers the most of what you value.
How is Epicflow different from other PPM software?
Epicflow models the order work runs in when projects share the same people, not only which projects to run. That is why it can show what your bottleneck costs and which few moves recover the most.
How does Epicflow use AI?
Epicflow uses AI to improve the portfolio plan, not just to answer questions about it. Our AI searches millions of combinations to find the most valuable portfolio plan, and we run it for you as PMO as a Service; predictive analytics forecast load, output and delivery dates; Resource Allocation Advisor suggests who should take each piece of work; and AI agents can be planned as resources. AI recommends and forecasts. People decide.
What are AI agents as a resource?
An AI resource is an agent planned in Epicflow's resource pool like a person, with capacity, a rate and dates. Epicflow shows where it adds the most value. A person signs off the agent's output.
Which AI models and agent platforms does Epicflow work with?
Epicflow connects to the large language model you choose: OpenAI (GPT), Azure OpenAI, Anthropic (Claude), Google (Gemini), Mistral, Meta Llama, or a model inside your own environment. The Dutch Ministry of Defence runs our agents on its internal model, DefGPT. Epicflow has its own agents, such as the one that sets up a project from a template, and works with EpicStaff as a partner platform for governed agents. If you already run agents on Microsoft Copilot Studio, Salesforce Agentforce, ServiceNow AI Agents, Google Vertex AI Agent Builder, Amazon Bedrock Agents, OpenAI's Agents SDK, LangChain, CrewAI or n8n, Epicflow plans them as resources just the same: capacity, a rate, dates, and a person who signs off the output. Each connection runs under your own permissions.
What are drag cost and RRI?
Drag cost is what a delay costs: how much a project or portfolio loses for each week a piece of work holds up the finish. The term comes from Stephen Devaux, and critical path drag and drag cost are both in PMI's PMBOK Guide, 8th Edition. RRI, Epicflow's implementation of Devaux's DIPP, shows whether finishing a project is still worth what is left to spend, as a multiple of the remaining investment. Epicflow shows it next to ROI.
Do we have to replace Jira, MS Project or Primavera?
No. Epicflow works as the portfolio layer above them through ready-made integrations, and teams keep working in their own tools.

AI-Based Multi-Project and Resource Management Software

  • Deliver more projects on time with your available resources without extra costs, and increase the profitability of your company.
  • Use real-time data and predictive analytics to make informed project decisions and allocate your resources accordingly.
  • Bridge demand and supply by finding the right talent based on competencies, experience, and availability.
  • Examine your teams’ historical performance and workload and use this data for lessons learned to improve project flow in the future.
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