Modernizing Project Intake
SmartSuite standardizes how new work enters the organization—from intake and evaluation to approvals and prioritization. Capture requests consistently, score them against value and feasibility, and route approvals through transparent workflows so PMOs and leaders can make faster, more confident investment decisions.
One Platform for Connected Project Intake and Demand Management
SmartSuite centralizes project intake, evaluation, and approvals into one connected workspace—bringing consistency to how work enters the organization. Standardize intake processes, score requests against common criteria, and link approved demand directly to portfolios and execution.
Demand Intake
Capture standardized project requests with structured intake forms.
Approval Routing
Route requests through review and approval workflows automatically.
Decision Traceability
Maintain complete records of decisions, rationale, and outcomes.
Execution Handoff
Convert approved requests into projects with preserved context.
Core Capabilities of the Project Intake Suite
SmartSuite provides connected capabilities to capture demand, evaluate it consistently, route approvals, and convert approved requests into actionable work—without losing transparency or decision history.
Standardize demand intake and approvals with clarity and traceable decisions.
Centralize project requests, scoring, and approval workflows in one connected workspace. SmartSuite links demand to portfolios, resources, and execution—providing faster decisions, consistent governance, and better investment alignment.
Standardize Intake Across the Organization
Capture requests consistently so teams submit the right information from the start.
Highlights:
- Structured intake forms for different request types
- Required fields for scope, impact, urgency, and benefits
- Central queue for unified visibility across demand
Evaluate Demand Using Consistent Scoring
Make prioritization repeatable and transparent across departments and stakeholders.
Highlights:
- Scoring frameworks for value, cost, risk, and effort
- Weighted prioritization models tied to strategy
- Clear evaluation history and scoring change logs
Route Reviews and Approvals Automatically
Eliminate email-based approvals with structured routing and documented decisions.
Highlights:
- Multi-step approvals across PMO, Finance, Security, and business owners
- SLA-style notifications and escalation rules
- Audit-ready approval trails and decision records
Turn Approved Requests into Executable Work
Move from approval to execution without losing context, artifacts, or accountability.
Highlights:
- Convert approved requests to projects/programs with templates
- Auto-create initial tasks, milestones, and owners
- Link request intent to execution records for traceability
Track Intake Health with Dashboards and Reporting
See what’s coming in, where bottlenecks exist, and how decisions are being made.
Highlights:
- Dashboards for cycle time, backlog volume, and approval rates
- Visibility into bottlenecks by reviewer, team, or category
- Executive-ready views for governance and steering reviews
Built For Modern Demand Management Teams
SmartSuite brings enterprise-grade project intake and approvals with consumer-grade usability. Choose the rollout path that fits your governance needs today—and expand as demand volume, stakeholders, and prioritization requirements grow.
Adopt a Single Solution
Begin with Request Intake Forms, Prioritization Scoring, or Approval Routing—prove value fast and expand from there.
Roll Out a Full Category
Enable intake and approvals end-to-end—connecting demand queues, evaluation workflows, decision trails, and portfolio alignment in one system.
Deploy the Entire Intake & Approvals Suite
Standardize demand governance with linked portfolios, resources, and execution handoffs—delivering transparent decisions, faster approvals, and confident investment prioritization across the organization.
See How SmartSuite Standardizes Project Intake
Experience structured intake workflows that capture demand consistently, route approvals automatically, and provide transparency across every request.
The Connected Value of SmartSuite Project Intake
Quantifiable improvements achieved when organizations centralize project intake, evaluation, approvals, and prioritization in SmartSuite.
Source: Gartner Demand Management Benchmark, 2023 — structured intake systems reduced approval cycle times by 30–35%.
Faster Intake-to-Decision Cycles
Standardized forms, automated routing, and clear evaluation workflows reduce delays and speed approvals.
Source: Forrester Workflow Efficiency Study, 2023 — centralized request workflows reduced manual coordination by 28–32%.
Reduction in Manual Coordination and Status-Chasing
Shared request records replace email threads and spreadsheets, improving transparency across stakeholders.
Source: McKinsey Portfolio Decision Quality Study, 2022 — standardized evaluation improved decision consistency by ~32%.
Improved Prioritization Consistency and Governance
Scoring models ensure requests are evaluated with common criteria across departments and teams.
Source: BCG Strategic Intake Governance Study, 2023 — connected demand systems improved alignment by 30–36%.
Better Alignment Between Strategy, Capacity, and Demand
Linking intake to portfolios, resources, and OKRs reduces misalignment and improves investment focus.
Key Benefits of the Project Intake Suite
Organizations need a consistent way to capture demand, evaluate it, and move approved work into delivery without losing context. SmartSuite standardizes intake and approvals while maintaining transparency and auditability.
Intake Standardization, Visibility & Request Clarity
Capture requests through consistent forms and workflows across IT, Operations, Finance, and business units.
Ensure each request includes scope, impact, urgency, benefits, constraints, and dependencies.
Maintain a single queue of incoming work for visibility and governance.
Requestors and reviewers see the same status, ownership, and next steps—reducing follow-up.
Organize demand by department, initiative type, risk profile, or strategic objective.
Ensure every request has a defined owner responsible for progression and outcomes.
Scoring, Evaluation & Approval Governance
Evaluate requests consistently using value, cost, risk, effort, and alignment criteria.
Route requests to the right reviewers (PMO, Finance, Security, Legal, business sponsors) with audit trails.
Standardize review stages (New → Triage → Scoring → Review → Approved/Deferred/Rejected).
Capture why decisions were made with comments, scoring history, and approval logs.
Use AI Assist to summarize requests, produce evaluation briefs, and draft recommendations.
Apply intake rules and approval standards uniformly across all request types.
Portfolio Alignment & Execution Readiness
Turn approvals into executable work with templates, initial plans, and assigned owners.
Ensure approved work supports strategic goals and measurable outcomes.
Flag demand that exceeds available capacity and support better trade-off decisions.
Monitor backlog volume, cycle times, approval rates, and bottlenecks.
Support departmental intake or enterprise-wide intake with configurable workflows.
Preserve business context, assumptions, and decisions as work moves into execution.
Prioritize the Right Work With Faster, Cleaner Demand Intake
SmartSuite eliminates email-driven requests and scattered spreadsheets—standardizing intake, scoring, approvals, and governance in one connected system.
How the SmartSuite Platform Powers Project Intake
SmartSuite connects request intake, scoring, approvals, and execution handoffs—turning demand management into a structured, governed system.
Customize request types, scoring models, intake stages, approval paths, and dashboards without engineering.
Automate triage routing, reviewer assignments, reminders, escalations, and status updates.
Generate request summaries, evaluation briefs, scoring recommendations, and stakeholder updates instantly.
Connect demand, business cases, approvals, portfolios, projects, benefits, and KPIs for end-to-end traceability.
Track intake volume, cycle times, approval rates, backlog health, and bottlenecks in real time.
Protect sensitive requests and decisions with role-based access and audit-ready history.
Standardize Demand Across Teams
SmartSuite creates a consistent intake model across departments so requests are comparable, visible, and governed.
Streamline Reviews and Approvals
Automated routing and decision tracking reduce delays, improve accountability, and maintain complete audit history.
Connect Intake to Portfolios and Delivery
Approved requests become executable projects and programs with traceability back to business case assumptions and strategy.
AI Assist & Governance Strengthen Decision Quality
AI accelerates evaluation while governance ensures decisions are documented, consistent, and defensible.
The SmartSuite Platform:
Powered by Eight Interconnected Frameworks
The SmartSuite Platform consists of eight interconnected frameworks that provide a foundation for designing, automating, analyzing, and governing connected workflows.
Build structured, relational data models using tables, fields, and records that ensure consistency and scalability across workflows.
Design and tailor workflows visually with structured data models, clear progression, and intuitive interfaces for every step.
Streamline work with triggers, conditions, and multi-step actions that eliminate manual effort and orchestrate end-to-end processes.
Embed intelligence into workflows with AI that analyzes data, supports decisions, and automates complex steps securely.
Platform
Enable contextual collaboration with comments, file sharing, notifications, and external access—all governed by SmartSuite permissions.
Visualize and analyze data using dashboards, charts, and real-time reports that update instantly across your workspace.
Connect SmartSuite to your ecosystem using native integrations, iPaaS connectors, APIs, and webhooks for seamless data flow.
Protect data with role-based access, authentication controls, audit history, and enterprise-grade governance that scales organization-wide.
Security and Governance, Built for Enterprise Scale
SmartSuite provides fine-grained, role-based permissions that protect data without slowing innovation. Define access down to the record, field, or workflow level, enforce compliance with SSO, 2FA, and IP restrictions, and maintain a complete audit trail of every action. With SmartSuite, governance and agility work together — innovation moves fast, and your security moves with it.
Control visibility by user, role, or team.
SSO, 2FA, and IP restrictions built-in.
Track every change for 3+ years.
SOC 2, GDPR, and enterprise governance ready.
Work Seamlessly — Anytime, Anywhere, on Any Device
Stay connected and productive wherever you are. SmartSuite works flawlessly across web, tablet, and mobile, so your team can manage projects, collaborate, and automate workflows in real time — whether in the office, remote, or on the go.
The Platform That Connects Intake Decisions to Execution
SmartSuite links demand requests to portfolios, programs, resources, and outcomes—ensuring approvals become planned, trackable execution.
Role-Based Capabilities for Project Financial & Budgeting
SmartSuite supports requestors, reviewers, PMOs, finance leaders, and executives with a consistent intake process that improves transparency, prioritization, and decision quality.
Executive Leadership
Chief Operating Officer (COO)
Ensures operational activities align with organizational risk tolerances and resilience goals.
- Benefit Statement:
SmartSuite enables COOs to monitor operational risks and verify that remediation actions are effective.
- Benefit Source:
Real-time dashboards, KRIs, linked issues, and operational risk views.
Operational Risk Monitoring
Tracks risks affecting business operations, services, and processes.
Trend Analysis
Reviews risk patterns and emerging operational exposures over time.
Issue Oversight
Monitors remediation progress for risks impacting delivery and performance.
Executive Leadership
Head of PMO / PMO Director
Governs program standards, reporting, and executive cadence across portfolios.
- Benefit Statement:
SmartSuite standardizes governance, stage gates, and steering reporting from live data.
- Benefit Source:
Governance workflows, reporting templates, and automated rollups.
Governance cadence
Runs reviews and stage gates consistently.
Reporting consistency
Generates steering materials from dashboards.
Program oversight
Monitors cross-program risks and dependencies.
Review & Governance Roles
Portfolio Manager / Demand Manager
Manages the demand pipeline and supports prioritization decisions.
- Benefit Statement:
SmartSuite centralizes demand tracking and scoring for consistent prioritization and transparency.
- Benefit Source:
Demand queue, scoring views, and dashboards.
Intake triage
manages new requests and categorization.
Scoring
maintains prioritization models and comparisons.
Recommendations
prepares decision briefs for leadership.
Review & Governance Roles
Finance Partner / FP&A Reviewer
Reviews costs, benefits, and budget impact of proposed work.
- Benefit Statement:
SmartSuite ensures financial review is structured and traceable across requests.
- Benefit Source:
Business case fields, approval workflows, and audit trails.
Cost review
evaluates financial impact and assumptions.
Approval routing
signs off on funding and budget fit.
Tracking
monitors approved work against assumptions.
Review & Governance Roles
Security / Risk Reviewer
Evaluates risk, compliance, and security impact of requests.
- Benefit Statement:
SmartSuite provides structured review workflows for risk and security validation.
- Benefit Source:
Review tasks, decision logs, and evidence fields.
Risk evaluation
reviews impact and constraints.
Approval signoff
documents decisions with traceability.
Mitigation requirements
routes follow-ups and conditions.
Built for PMOs, Executives, and Requesting Teams
Whether you submit requests, evaluate demand, or govern investments, SmartSuite provides a transparent, structured intake experience for every stakeholder.
Flexible Pricing Designed for Every Organization
Whether you’re a growing team or a global enterprise, SmartSuite’s pricing adapts to how your business works.
Choose platform-wide access with user-based pricing or tailor licenses to your organization’s scale and structure with our solution-based model.
User-Based Pricing
provides access to the entire SmartSuite platform under one per-user license, perfect for connected workflows across teams and departments.
Solution-Based Pricing
is purpose-built for enterprises with thousands to tens of thousands of users, offering the flexibility to license only the specific SmartSuite Solutions needed for scale, compliance, and control.
User-Based Pricing: Simplify Access Across Every Team
Our Team, Pro, and Enterprise plans make it easy to scale access across your organization. Each licensed user
can access all SmartSuite solutions — with predictable pricing that grows as you do.
- One per-user license for all SmartSuite solutions.
- Ideal for organizations connecting workflows across departments.
- Seamlessly scalable across teams and business functions.
- Available in Team, Pro, and Enterprise plan tiers.
unified access.
- SmartSuite AI
- Min 3 Billable Users
- Unlimited Solutions
- 5,000 Records per Solution
- 50GB of File Storage
- 30 Days Recycle Bin
- SmartSuite AI
- Min 5 Billable Users
- Unlimited Solutions
- 100,000 Records per Solution
- 100GB of File Storage
- 45 Days Recycle Bin
- Folders
- Gmail and Outlook Integrations
- Advanced Permissions
- SmartSuite AI
- Min 10 Billable Users
- Unlimited Solutions
- 400,000 Records per Solution
- 500GB of File Storage
- 60 Days Recycle Bin
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- SCIM User Provisioning
- SCIM-Synced User Groups
- Audit Logs
- IP Address Restrictions
- Data Loss Prevention (DPL)
- European Data Residency
- Premium Support
Solution-Based Pricing: Purpose-Built for Enterprise Scale
For global organizations and regulated industries requiring complex governance or large-scale rollouts, SmartSuite offers a Solution-Based pricing model. This model allows enterprises to license specific SmartSuite Solutions — such as GRC, ITSM, or Procurement — for tens of thousands of users, tailored to their exact needs.
- Tailored Licensing — Structure licenses by department, region, or regulatory requirement.
- Purpose-Built for Scale — Designed for enterprises managing thousands of users.
- Customizable Agreements — Includes the ability to tailor terms and access levels to meet unique business needs.
- Enterprise Confidence — Built for large financial institutions, insurers, and global enterprises who require high-performance
and governance.
- Audit Management
- Issues Management
- Operational Resilience
- Business Impact Analysis (BIA)
- Incident Management
- Crisis Management
- Enterprise Risk Management:
- Third-Party Risk
- Vendor Portal
- Cyber Threat Management
- RCSA (Risk & Control Self-Assessment):
- Issues Management
- Business Structure
- Contract Management
- Policy Management
- Regulatory Change Management
- SOC 2 Compliance
- CRI Profile Compliance
- Control Framework & Regulatory Libraries
- Compliance Assessments & Testing
- ESG & Sustainability Management
Compare Our Pricing Models
Frequently Asked Questions
Answers to common questions about SmartSuite’s pricing models, plan options, and onboarding programs.
SmartSuite offers four plan types: Team, Pro, Enterprise, and Signature.
- Team, Pro, and Enterprise Plans use a per-user pricing model with feature and usage limits designed to scale as your organization grows.
- Signature Plan provides per-solution pricing for enterprises that need to license specific SmartSuite Solutions — such as GRC, ITSM, or Procurement — for large user populations with advanced governance and support requirements.
You can start by filling out the partner program registration form here.
By signing up to the Service Provider Partner Program you agree to our terms and conditions.
There is no cost. However, there are additional eligibility requirements to join.
First, you must be a customer of SmartSuite to be eligible to participate in the Service Provider Partner program. We believe it is important for all of our partners to be active SmartSuite users (minimum 5 active account members). It’s difficult to recommend a SaaS product that you do not see value in using yourself!
Additionally, you must have 15+ employees and $1.5M in annual revenue to join our network of solution partners.
You will be able to work leads through your sales process to a closed-won or closed-lost state.
You will be able to work leads through your sales process to a closed-won or closed-lost state.
Flexible Pricing for Demand Management Teams
Choose per-user or per-solution pricing that scales across departments, PMOs, and enterprise intake governance.
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Resources to Improve Project Intake and Governance
Explore templates, scoring frameworks, and governance best practices to standardize demand and improve investment clarity.