TL;DR - At a glance

  • check icon Full visibility of utilisation and capacity.
  • check icon Timesheet compliance improved significantly.
  • check icon Dropped spreadsheets and Monday.com for one platform.
  • check icon Simple, self-led onboarding with day-one adoption.
  • check icon Clear resourcing view by person, skill set and engagement.

On this page

About Ilaria
The challenge
The solution
The impact
The result
Why it matters

About Ilaria

Ilaria is a digital transformation and technology implementation consultancy that helps businesses modernise operations and deliver better customer experiences. Its team of business and technical consultants support clients across multiple industries - from planning to implementation.

Like many growing service organisations, Ilaria needed a way to see capacity and time data in one place, without the manual work of spreadsheets and separate tools.

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The challenge -
too many tools,
not enough visibility

Before Ponyrider, Ilaria used Monday.com and Xero alongside manual spreadsheets to track time and consultant allocation. This mix created gaps in reporting and planning, such as:

  • Hard to spot under- or over-utilisation in real time.
  • Forecasting required manual updates each week.
  • Data was scattered across multiple systems.

As the business scaled, operations leaders wanted a simple, accurate way to see availability, capacity and project demand - without adding complex software or extra admin.

The solution - one

platform for time and

resourcing

After trialling Ponyrider, Ilaria found a system that fit its operating rhythm perfectly:

  • Timesheets that take seconds to complete - quick for staff, easy to chase for managers.
  • Resource dashboard showing allocations by person, skill set and engagement.
  • Simple onboarding - migration from Monday.com was smooth with minimal training.
  • Single source of truth for time, forecasting and billing.

Implementation was handled internally using Ponyrider’s setup guide. Team members were tracking time on day one of the trial.




"Ponyrider gave us a timesheet and resource management solution that’s quick to complete and easy to chase, with a clear view of who’s allocated and for how long."
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The impact - improved accuracy
and consultant experience


Ponyrider immediately improved NW3’s operational rhythm, with:

  • check icon Far fewer timesheet errors.
  • check icon Higher satisfaction from consultants with visibility of their client assignments.
  • check icon Better forward planning using real-time resourcing insight.
  • check icon Better forward planning using real-time resourcing insight.

Consultants feel more in control of their workload and leaders have the data they need to plan confidently.

The results

 

Metric Before Ponyrider After Ponyrider
Timesheet completion Inconsistent, manual chasing Majority on-time submissions
Utilisation visibility Fragmented across tools Unified resource dashboard
Forecasting accuracy Reactive Proactive and data-driven
Operational tools Monday.com + spreadsheets Consolidated in Ponyrider

Why it matters - clarity that scales

For Ilaria, Ponyrider delivered exactly what was needed - not flashy features, but a simple, connected platform that works the way real operations teams do.

“It’s not flashy; it just works the way an operations team needs it to.”

Ponyrider has become the foundation for better forecasting and staffing decisions - giving leaders the clarity to plan ahead and deliver with confidence.

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From learning to doing - start with clarity.

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Just momentum from day one.

Time tracking and project visibility software for service-based teams. Simple to use and quick to implement.  Ponyrider brings clarity to the chaos - so every hour, project and person moves in sync.

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