Without the right PSA, you’re stuck chasing data instead of planning ahead
Choosing a PSA isn’t just about picking a tool — it’s about making a strategic investment in your business. Without a smart approach, you risk misalignment, poor adoption, and, worst of all, wasted time and money.
Cut through the noise and avoid common pitfalls
Escape the chaos with a phased approach.
Phase 01
Mobilize your PSA software strategy
Recognize the warning signs
Ask yourself:
- Are we struggling to track project profitability?
- Are our teams constantly over/underbooked?
- Do Invoice headaches slow down cash flow?
- Is scattered data blocking real - time visibility ?
If you nodded so hard you almost sprained your neck—it’s time for a PSA software!
Assemble your “Dream Team”
Executive Sponsor
Secures buy-in and resources
Finance & Accounting
Ensure seamless billing and compliance
Finance & Accounting
Ensure seamless billing and compliance
Project Managers
Understand workflows and challenges
IT
Evaluate integration and security requirements
Phase 02
Evaluate and compare PSA solutions
Define your ‘north star’ by setting clear objectives
- Boost project profitability and efficiency
- Optimize resource utilization
- Automate billing and invoicing
- Improve client communication
- Scale operations with confidence
Vet vendors like a pro
Not all PSA tools are created equal. Here’s how to filter the noise:
Read the fine print
Pricing, contracts & support terms matter
Go beyond the demo
Ask for real-world use case walkthroughs
Leverage analyst reports
Check Gartner and Forrester evaluation
Talk to current users
Get unfiltered insights
Phase 03
Execute for long-term success
Implementing a PSA is a journey, not a destination
Minimize risk and maximize ROI with these best practices:
- Take small bites. Build a phased roadmap with clear milestones & resource allocation
- Invest in training to drive seamless adoption
- Gather continuous feedback & refine as you go
Overcome resistance & drive adoption
Not all PSA tools are created equal. Here’s how to filter the noise:
Communicate the ‘why’
Show how PSA improves daily workflows
Showcase early wins
Highlight immediate benefits to build momentum
Create excitement
Foster an innovation-first culture
Avoid these common pitfalls in the PSA buying process
- Lack of buy-in → Involve key stakeholders early
- Competing priorities → Secure executive sponsorship
- Funding gaps → Plan a realistic budget, explore financing options
- Past implementation failures → Learn from mistakes, prioritize adoption
Ready to future-proof your firm? Get the complete PSA Buyers Guide now!
Unlock your full potential with Kantata’s next-gen PSA
Kantata redefines what’s possible in professional services with purpose-built technology designed for modern firms. Get predictive visibility into projects, resources, and finances so you can:
- Make smarter, more proactive decisions
- Seamlessly optimize operations for maximum performance
- Adapt, pivot and stay ahead with confidence
- Elevate client and employee experiences
In case you need a bit more convincing…
According to the 2025 SPI Professional Services Maturity Benchmark Report, almost all key metrics improve with PSA adoption including higher revenue and profit:
117%
increase in EBITDA
8%
increase in billable utilization
11%
increase in project margins
Get the full guide for deep insights & an actionable checklist!
“Kantata has transformed our professional services operational efficiency and has delivered big gains to us as a fast-growing business.”
Chris Rauch
Chief Customer Officer at Sage People
“Our forecast metrics are so accurate that sometimes I feel like a fortune teller.”
Mandee Miles
Director of Client Finance at Hero Digital
“The real game changer of Kantata is the windshield view of our plans - Kantata gives us an accurate, up-to-date, living and breathing plan.”
Kevin Ochs
Professional Services Business Management Director at Esri
“Kantata has transformed our professional services operational efficiency and has delivered big gains to us as a fast-growing business.”
Chris Rauch
Chief Customer Officer at Sage People
“Our forecast metrics are so accurate that sometimes I feel like a fortune teller.”
Mandee Miles
Director of Client Finance at Hero Digital