Scale.gg Projectbaser: Kanban Boards for the Work After the Sale

Key takeaways

• Projectbaser manages the work after the sale with visual Kanban boards, part of Scale Plus
• One board per project; cards move across as work progresses
• Built next to PipeLead CRM, so a won deal can open the onboarding card and assign an owner
• 27 triggers, including card moves, comments, due dates, booked meetings and webhooks
• Workflows can branch, wait, create and move cards and assign teammates in a round robin
• Tell the client by email or text through MailBaser, and book kick-offs in CalendarBug
• Test runs use real cards with every write switched off; failing workflows pause themselves
• On Pro Max, the agent shows exactly what will change and waits for your approval

Disclosure: Prodify Digital offers a bonus bundle and may earn a commission if you buy through our links. That does not change our assessment.

Winning the deal feels like the finish line. Then someone has to retype the client’s details into a project tool, chase the sales notes and work out who is actually starting the job. That gap between sales and delivery is where good first impressions quietly go wrong.

In our latest video on the Prodify Digital channel we look at Scale.gg Projectbaser, Kanban boards for the work after the sale. This article explains what it does, how it connects to the rest of Scale.gg and how to set up a first board with workflows you can trust.

What is Scale.gg Projectbaser?

Projectbaser is the visual project management app in Scale Plus, part of the Scale.gg membership, built for the work that follows a sale. Our video shows it as included in the Pro plan. Think client onboarding, delivery, reviews and sign-off, rather than general to-do lists.

Its big difference is location. It sits beside the CRM and messaging tools in the same platform, so the details from the sale can flow straight into the work. If you are new to the platform, Scale.gg: The Agent-Native All-in-One AI Marketing Platform for Beginners gives the overview.

Why does the hand-off between sales and delivery break?

Because the information lives in one tool and the work lives in another. As we put it in the video, you win the deal, then someone has to retype it all to start the actual work. Details get lost, the client waits and nobody is quite sure who owns the next step.

Our guide on how to hand off a new client from sales to delivery without retyping covers what that hand-off card should contain.

How do Kanban boards work in Projectbaser?

A Kanban board shows work as cards moving across columns, from left to right, as it progresses. Each column is a stage, such as “Onboarding”, “In progress”, “Review” and “Done”. You can see at a glance what is waiting, what is moving and what is stuck.

In Projectbaser you run a board for each project. Our video shows that everything about the job lives on one card: details, comments, due dates and owner. You can also book the kick-off meeting in CalendarBug straight from the card. See Scale.gg CalendarBug: Turn Your Booking Calendar Into a Sales Tool for how that booking app works.

How does a won deal in PipeLead CRM start the project?

Projectbaser is built next to PipeLead CRM, so a won deal can trigger the start of the work. As shown in our video, one won deal can:

• Open the onboarding card on the right board
• Assign an owner for the next step
• Tell the team that new work has arrived

That removes the retyping step entirely. For the sales side of the pipeline, read Scale.gg PipeLead CRM: See Every Deal and Know Your Next Step.

What can Projectbaser workflows do?

Workflows react to events on the board and then take actions for you. Our video shows 27 triggers that can start a workflow, including:

• A card moving to a new column
• A new comment
• A due date arriving
• A booked meeting
• A webhook, which is a message sent in from another app

Once started, a workflow can branch on checks (do one thing or another depending on a condition), wait days or weeks, or wait until a due date. It can then create cards, move them, add comments or assign the next teammate in a round robin, which shares new work evenly across a team.

You can also tell the client with an email or text through MailBaser, so they know their project has started or reached a new stage. For more on connecting MailBaser across apps, see How to Connect MailBaser Triggers Across the Scale.gg Stack.

How do you test a workflow without breaking anything?

Use a test run, which tries the workflow on real cards with every write switched off. “Writes” are the actions that change something, such as moving a card or sending an email. In a test run you see what would happen without it actually happening.

• Read every run step by step to see exactly what the workflow did
• Retry from the failed step instead of starting again
• A workflow that keeps failing pauses itself, so it cannot spam clients or move cards wrongly

This matters most for anything that messages clients. We cover a similar routine for sales automation in How to Test a Deal Follow-Up Workflow Before You Switch It On.

What does the Pro Max agent add?

On the Pro Max plan, an AI agent can answer questions about your boards and propose changes, but nothing happens until you approve. Our video shows three uses:

• Ask what is overdue and get the matching cards back as links
• Ask it to create or move a card, and it shows exactly what will change before you press approve
• Describe what should happen when a card reaches review, and it drafts the workflow for you, switched off until you check it

That approval step is the right design. The agent saves the typing; you keep the decision.

What does the video not confirm?

Our video is a short overview, so several practical details are not covered. Check these before you move client work into Projectbaser:

• Shown in our video: one board per project; cards with all job details; PipeLead CRM link; 27 triggers; branches and waits; create, move, comment and round-robin actions; MailBaser email and text; test runs with writes off; step-by-step run history; retry and auto-pause; CalendarBug booking from a card; Pro Max agent with approval
• Check before you buy: which features are on Pro and which need Pro Max, plus any messaging costs

How do you set up your first Projectbaser board?

1. Pick one repeatable service, such as onboarding a new client
2. Write the stages it goes through, then turn them into five or six columns
3. Decide what “done” means for each column
4. Create a template card listing everything the job needs
5. Connect the won-deal step from PipeLead CRM to open the card and assign an owner
6. Add one client message through MailBaser, such as a welcome email
7. Run a test with writes switched off, read each step, then switch it on

Who is Projectbaser right for?

In our view, it suits you if:

• You deliver repeatable client work after a sale, such as services, setups or coaching programmes
• You already use, or plan to use, PipeLead CRM and MailBaser
• You want automation with test runs and approval built in
• You are on, or considering, the Scale.gg Pro or Pro Max plan

It matters less if you sell only digital products with no delivery work, or if your team is settled on a project tool that already connects to your CRM. Moving tools has a cost, so be clear what problem you are solving first.

Frequently asked questions

The bottom line

Scale.gg Projectbaser picks up where the sale ends: a won deal in PipeLead CRM can open the right card, assign an owner and tell the team, and workflows keep the work and the client updates moving. Test runs, retries, auto-pausing and approval on the Pro Max agent keep you in control. Start with one repeatable service, five or six clear columns and one tested workflow, then build from there.

Related posts

• Scale.gg PipeLead CRM: See Every Deal and Know Your Next Step
• Scale.gg CalendarBug: Turn Your Booking Calendar Into a Sales Tool
• How to Test a Deal Follow-Up Workflow Before You Switch It On

Garry Knight

I'm Garry Knight, the person behind Prodify Digital. I write about email list building, email marketing, SEO, AI search and the tools that connect them. My aim is to make online marketing easier to understand, so creators and small business owners can make informed decisions about building an audience and keeping people engaged. Here you'll find straightforward guides and product reviews that explain what something does, where it fits and which limitations matter. The focus is on clear explanations and useful next steps—not hype, shortcuts or promises of easy earnings.

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