KeyedIn Projects (now marketed as KeyedIn Enterprise) occupies an interesting position in the project portfolio management (PPM) space. It is a capable, feature-rich tool built for PMOs and professional services teams managing complex, multi-project environments. It supports agile, waterfall, and hybrid methodologies, offers deep financial tracking, and integrates with major ERP and CRM platforms.
But prospective buyers face a complication that no feature list can resolve: KeyedIn was acquired by Sciforma in March 2023, and Sciforma was subsequently acquired by Planview in February 2025. The keyedin.com website is still live, and current customers continue to use the product, but the long-term roadmap is now intertwined with Planview’s broader portfolio. That ownership chain matters, and we will address it directly throughout this review.
If you are evaluating KeyedIn today, the product itself remains solid for mid-market PMOs and professional services organizations. The question is not whether it works well now; it is whether it will exist as a standalone product in two to three years. We will help you weigh that.
What Is KeyedIn Projects?
KeyedIn Solutions was founded in 2011 with offices in both the UK and Minneapolis, Minnesota. The company built its reputation on enterprise-class PPM software targeting PMOs, IT services teams, and professional services firms. Its flagship product, originally called KeyedIn Projects and later rebranded to KeyedIn Enterprise, serves organizations that need to manage portfolios of complex projects from ideation through delivery. Notable clients include Universal Electronics (UEI), LightEdge Solutions, NashTech, Specsavers, MEDHOST, and Prairie Capital Advisors.
The product earned recognition as a Gartner Magic Quadrant participant and built a customer base of approximately 400 organizations. In March 2023, Sciforma acquired KeyedIn, announcing plans to merge KeyedIn Enterprise and Sciforma Vantage product functionalities through 2023 and into 2024. Then, in February 2025, Planview acquired Sciforma. Planview has stated that existing customers will continue using their products as they do today, backed by Planview’s resources. The keyedin.com domain remains active and demo requests now route through Sciforma’s infrastructure.
KeyedIn Projects Key Features
Project Portfolio Management
KeyedIn’s core strength is its portfolio management capability. The software accommodates unlimited projects within a portfolio and provides tools to model, analyze, and prioritize work based on user-defined strategic criteria. Scenario modeling allows PMOs to compare alternative project mixes before committing resources. This is where KeyedIn differentiates itself from simpler project management tools; it is designed for organizations that need to make strategic investment decisions across a portfolio, not just track tasks.
Resource Management
Enterprise-wide resource planning is built in, covering allocation, capacity planning, and utilization tracking across multiple simultaneous projects. Managers can view resource availability and reassign team members as priorities shift. The system provides visibility into who is working on what and where bottlenecks are forming, which is essential for organizations running 10 or more concurrent projects.
Financial Management and Billing
KeyedIn integrates financial tracking directly into the project management workflow. Budget vs. actual reports, expense tracking, and expenditure forecasting are available in real time. For professional services firms, the software supports multiple billing types including time and materials, fixed price, capped, milestone, advance, and repeat billing. Automated billing reduces manual effort, and complex chargeability calculations are supported. Ad hoc invoicing is also available. This financial depth is a significant advantage over general-purpose PM tools that treat budgets as an afterthought.
Time and Expense Tracking
User-friendly time and expense forms with auto-update capabilities streamline data entry. Timesheets and expense reports feed directly into project financials and billing, eliminating double data entry. Real-time expense and time reporting gives project managers an accurate picture of project health without waiting for end-of-period reconciliation.
Configurable Dashboards and Reporting
KeyedIn uses a widget-based dashboard system that can be customized by persona (executives see different views than project managers or team members). The dashboards are configurable, and the platform offers data mining and filtering features that experienced users find powerful. That said, reporting has been a consistent weak point. Chart and visualization options are limited compared to dedicated BI tools, and some organizations have found it difficult to get the reports they need without workarounds. KeyedIn has acknowledged reporting improvements as a roadmap priority, but this remains an area where the product lags behind competitors.
Methodology Support
The software supports agile, waterfall, and modified phase-gate methodologies, making it suitable for organizations that do not enforce a single approach across all projects. Pre-configured templates for project requests and work breakdown structures (WBS) accelerate setup. Regular snapshots of project progress allow teams to track variance over time. Standardized, automated status reports reduce the overhead of manual reporting.
Multi-Language Support
KeyedIn is available in 15 languages: English (US and UK), Dutch, Finnish, French, German, Italian, Polish, Portuguese, Spanish, Swedish, Turkish, Chinese, and Russian. For multinational organizations, this breadth of language support eliminates a common barrier to adoption across regional offices.
Program Management
Beyond individual projects, KeyedIn supports program-level management with standardized reports and indicators, change request impact assessment, and scenario modeling at the program level. This layer of aggregation is important for organizations where multiple related projects roll up into larger strategic programs.
KeyedIn Projects Pricing and Plans
KeyedIn does not publish transparent pricing on its website. All pricing requires contacting the vendor (or now, Sciforma/Planview) for a custom quote. However, third-party sources provide a rough picture of the pricing structure.
| Plan | Estimated Price | Key Inclusions |
|---|---|---|
| Professional | ~$29/user/month | Project templates, task management, resource scheduling |
| Enterprise | ~$49/user/month | Portfolio management, advanced reporting, integrations |
| Global Enterprise | Custom pricing | Fully customizable for multinational organizations |
Some sources list a starting price as low as $25/user/month, while others reference SMB packages starting from approximately $2,000/month for teams of 50+ users. The discrepancy likely reflects different license types (Managed Resource, Manager, and Team Member licenses carry different costs) and a modular, per-feature pricing model where organizations pay only for the specific functionalities they require.
Important cost considerations: the minimum subscription period is 12 months. Implementation costs can range from $2,000 for small deployments to $50,000 or more for large enterprises requiring significant customization. A free trial is available, and the vendor offers tailored demos. Given the acquisition by Planview, we recommend confirming current pricing directly with the vendor, as terms may be in transition.
Integrations
KeyedIn offers a meaningful set of integrations, particularly with ERP and CRM platforms that professional services firms rely on. Confirmed integrations include:
- CRM: Salesforce Platform, SugarCRM, SAP Customer Experience
- ERP/Accounting: Sage Intacct, Microsoft Dynamics 365, QuickBooks Online Advanced
- Development/IT: Jira, Pivotal Tracker, Cherwell
- Collaboration: Microsoft SharePoint, Microsoft Outlook
The Salesforce and Sage Intacct integrations are the most frequently highlighted by existing customers, with several organizations describing KeyedIn as “the final link” that completed their ERP ecosystem. An API is available, though one source notes it is not a fully open API for all third-party integrations. Organizations with extensive custom integration needs should verify API capabilities during evaluation.
There is no mention of a Zapier or Make connector, which limits no-code integration options for smaller teams. The integration ecosystem is adequate for mid-market enterprises but not as broad as what you would find with larger PPM platforms.
Customer Support
Customer support is one of KeyedIn’s strongest attributes. Support quality is consistently rated highly, and the support team is described as knowledgeable and responsive. The vendor offers implementation assistance, and the product includes training modules that walk users through key features.
However, there are caveats. Some customers have noted that while the support staff is well-versed in the product, there appears to be limited staff capacity for addressing integration and syncing issues. This can lead to delays when problems involve the connective tissue between KeyedIn and third-party systems like Sage Intacct or Salesforce.
Process documentation and user guides have been criticized as insufficient. For a product with a steep learning curve (particularly when replacing simpler tools), better self-service documentation would reduce support dependency. The product does include in-app modules explaining how to use specific tools, which helps with initial onboarding.
Given the Planview acquisition, prospective buyers should clarify current support arrangements. Whether support is still handled by the original KeyedIn team or has been transitioned to Sciforma/Planview infrastructure could affect response times and expertise during the transition period.
Pros and Cons
Based on our analysis of the product’s capabilities, competitive positioning, and real-world performance, here is where KeyedIn Projects stands out and where it falls short.
Pros
- Strong portfolio management with scenario modeling and strategic prioritization capabilities that go well beyond basic project tracking
- Deep financial management and billing features (time & materials, fixed price, milestone, capped, advance billing) suited for professional services firms
- Well-regarded customer support team that is knowledgeable and responsive
- Solid integrations with Salesforce and Sage Intacct, filling a critical gap for organizations using those platforms
- Multi-methodology support (agile, waterfall, hybrid) and availability in 15 languages for international teams
- Configurable, widget-based dashboards with persona-based views for different organizational roles
Cons
- Two ownership changes in two years (Sciforma 2023, Planview 2025) create uncertainty about the product's standalone future and long-term roadmap
- Reporting and data visualization capabilities are limited; chart options are sparse and some users struggle to get the reports they need
- Steep learning curve, especially for teams transitioning from simpler project management tools
- User interface is described as dated, and an auto-logout feature after short periods of inactivity frustrates users
- Process documentation and user guides are insufficient for a product of this complexity, increasing reliance on support
- Pricing is not transparent; quote-based model with 12-month minimum commitment and potentially significant implementation costs
Who Should Use KeyedIn Projects?
KeyedIn Projects is built for a specific buyer. If you fit this profile, it is worth serious evaluation. If you do not, other tools will serve you better.
Best fit: PMOs and professional services firms with 20 to 500 employees managing 10 or more concurrent projects. Organizations that need portfolio-level strategic prioritization, not just task management. Companies already using Salesforce and/or Sage Intacct that want their PPM tool to integrate with their financial and CRM systems. Teams that need multi-methodology support (agile, waterfall, hybrid) across different project types.
Industries that benefit most: IT services, professional services (consulting, advisory), custom manufacturing (fabrication, finishing, machining), and technology companies with complex project portfolios.
Who should look elsewhere: Small teams (under 15 people) that need simple task management; the learning curve and cost structure do not justify the investment. Organizations that require best-in-class reporting and data visualization out of the box. Companies uncomfortable with acquisition-related uncertainty; if vendor stability is a top priority, you should evaluate whether Planview’s long-term plans for the KeyedIn product line align with your needs. Teams needing extensive third-party integrations beyond the existing connector list.
KeyedIn Projects Alternatives
Planview PPM Pro
Since Planview now owns KeyedIn, Planview PPM Pro is worth evaluating as the “big sibling” option. It offers more mature reporting, broader integrations, and a larger support ecosystem. However, it comes at a higher price point and can be overly complex for mid-market teams. If you need enterprise-grade PPM and have the budget, Planview PPM Pro may be the more future-proof choice within the same corporate family.
Kantata (formerly Mavenlink)
Kantata is a strong alternative for professional services firms specifically. It offers deeper professional services automation (PSA) features, including client collaboration portals, advanced resource optimization, and built-in financial management. It is generally easier to implement than KeyedIn but less flexible for organizations that also manage internal IT or manufacturing projects alongside client work.
Microsoft Project for the Web / Project Online
For organizations already invested in the Microsoft 365 ecosystem, Microsoft Project offers tight integration with Teams, SharePoint, and Power BI. It is a natural fit if your team lives in Microsoft tools. However, portfolio management and strategic prioritization capabilities are less sophisticated than KeyedIn’s, and the licensing model can become expensive at scale. KeyedIn has been rated easier to use and easier to do business with compared to Microsoft Project in head-to-head evaluations.
Sciforma Vantage
As KeyedIn’s sibling product under the Sciforma/Planview umbrella, Vantage offers overlapping PPM capabilities with a different interface and workflow approach. Sciforma announced plans to merge functionalities from both products. If you are considering KeyedIn today, it is worth comparing Vantage directly, as the two products may converge into a single offering in the near future.
monday.com Work Management
For teams that prioritize ease of use and visual project tracking over deep PPM capabilities, monday.com is a popular alternative. It is significantly easier to learn, has a broader integration ecosystem, and offers transparent pricing. However, it lacks the portfolio management depth, financial management, and billing capabilities that make KeyedIn valuable for professional services firms and complex PMOs.
Frequently Asked Questions
Has KeyedIn Projects been acquired?
Yes. KeyedIn Solutions was acquired by Sciforma in March 2023, and Sciforma was subsequently acquired by Planview in February 2025. The keyedin.com website remains active, and existing customers continue to use the product. Planview has stated customers can continue using their products as they do today.
How much does KeyedIn Projects cost?
KeyedIn does not publish pricing publicly. Third-party sources estimate pricing starts around $25 to $29 per user per month for the Professional tier, with Enterprise plans around $49 per user per month. A 12-month minimum subscription applies. Contact the vendor directly for a current quote, as pricing may have changed following the Planview acquisition.
Does KeyedIn Projects offer a free trial?
Yes. Multiple sources confirm that a free trial is available. The vendor also offers tailored product demos. Contact the sales team through keyedin.com to arrange either.
What methodologies does KeyedIn Projects support?
KeyedIn supports agile, waterfall, and modified phase-gate (hybrid) methodologies. This makes it suitable for organizations running different types of projects that require different management approaches within the same portfolio.
Does KeyedIn Projects integrate with Salesforce and Sage Intacct?
Yes. Salesforce and Sage Intacct are among KeyedIn’s most established integrations and are frequently cited by customers as a key reason for choosing the product. Additional integrations include Jira, Microsoft Dynamics 365, SharePoint, Outlook, QuickBooks Online Advanced, and others.
Is KeyedIn Projects cloud-based or on-premise?
KeyedIn is primarily marketed and deployed as a cloud-based SaaS solution with multi-tenant architecture. At least one source also references an on-premise deployment option. Confirm current deployment options directly with the vendor, particularly given the recent acquisitions.
What languages does KeyedIn Projects support?
KeyedIn is available in 15 languages: English (US and UK), Dutch, Finnish, French, German, Italian, Polish, Portuguese, Spanish, Swedish, Turkish, Chinese, and Russian. This makes it viable for multinational deployments.
The Bottom Line
KeyedIn Projects is a genuinely capable PPM tool for mid-market PMOs and professional services organizations. Its portfolio management, financial tracking, and billing features are deeper than what most general-purpose project management tools offer. The Salesforce and Sage Intacct integrations are well-implemented, customer support is strong, and multi-language support makes it viable for international teams. For organizations managing complex, multi-project portfolios with real budget accountability, KeyedIn delivers meaningful value.
The elephant in the room is the acquisition chain. Two ownership changes in two years (KeyedIn to Sciforma in 2023, Sciforma to Planview in 2025) create legitimate uncertainty about the product’s standalone future. Sciforma explicitly stated plans to merge KeyedIn and Vantage functionalities. Planview, a much larger PPM player, has its own product portfolio to rationalize. If you are signing a 12-month contract, you are probably fine. If you are looking for a five-year platform commitment, you need direct answers from Planview about the product roadmap before signing.
We rate KeyedIn Projects 3.8 out of 5. The product itself deserves higher marks, but we cannot separate the software from the business reality surrounding it. For the right buyer, at the right time, with clear answers from Planview about continuity, it remains a strong choice. For everyone else, evaluate Kantata, Planview PPM Pro, or Microsoft Project alongside it.
