How Overpass Studio replaced 8 tools with Bonsai

Overpass is a design studio based in the UK that specializes in building websites for startups. As a fast-growing agency working with dynamic startup clients who often need projects completed on tight timelines, Overpass required robust project management and operational tools to handle their reactive, high-volume workload efficiently.

We spoke with their founder, Maximilian Brown, about their decision to switch to Bonsai.

The challenge: A fragmented tool ecosystem

Before implementing Bonsai, Overpass faced significant operational challenges stemming from a fragmented technology stack and inefficient processes.

Tool proliferation

Overpass had attempted to piece together multiple tools including Trello, Airtable, Notion, Linear, Toggle, Google Docs, and Adobe Creative Suite.

"We tried to stitch together tools in the past but nothing was working perfectly."

— Maximilian Brown, Founder of Overpass

Limited functionality with Linear

The studio was primarily using Linear for project management, but it had very limited functionality, no ability to copy project information when setting up new projects, and lacked proper scheduling and resource planning capabilities.

Manual resource planning

The team was manually creating resource plans in Figma as visual diagrams, which meant they could never pull any data from it or make last minute changes.

Why Overpass chose Bonsai

Comprehensive integration: Bonsai offered the ability to consolidate multiple tools into one platform, eliminating duplicate data entry.

Agency-focused design: Unlike generic project management tools, Bonsai was built specifically for creative agencies.

Simplicity and user experience: The team valued Bonsai's intuitive interface that wouldn't require extensive training.

Scalability: With plans to grow significantly, Overpass needed a platform that could scale with their business.

The solution: Streamlined operations with Bonsai

Since implementing Bonsai, Overpass has transformed their operational efficiency by consolidating their entire workflow into a single, comprehensive platform.

Unified project management

Bonsai now serves as Overpass's central hub for all project-related activities:

• Multiple view options: Teams can view projects as Kanban boards, lists, Gantt charts, or tables

• Task templates: Standardized workflows for common project types

• Custom fields: Ability to add project-specific information like Figma links directly to tasks

• Real-time budget tracking: Budget visibility across all project views prevents cost overruns

Automated resource planning

The manual Figma-based resource planning process has been completely eliminated:

• Visual resource management: Clear overview of team capacity and project allocation

• Automated scheduling: Easy drag-and-drop resource allocation across projects

• Data-driven insights: Actual resource utilization data for better planning

Integrated time tracking

Multiple time tracking options ensure accurate project billing:

• Flexible time entry: Stopwatch functionality, manual entry, or mobile app tracking

• Task-level tracking: Time can be tracked at project, task, or subtask levels

• Automated timesheets: No more manual timesheet compilation at month-end

Financial management integration

Bonsai's built-in financial tools have reduced the administrative burden on leadership:

• Automated invoicing: Direct integration between time tracking and billing

• Profitability reporting: Real-time insights into project and client profitability

• Financial forecasting: Better visibility into cash flow and business health

Results: Operational improvements

The implementation of Bonsai has delivered significant operational improvements for Overpass:

From 8 tools to 1

Overpass successfully consolidated their entire operational stack into Bonsai, eliminating the complexity and inefficiencies of managing multiple platforms.

Collaborative customer experience

"We have been able to give feedback, speak with customer support and the product team to share ideas and feedback - to then see our feedback and asks actioned quickly and be kept in the loop was an awesome experience and made us feel valued."

— Maximilian Brown, Founder of Overpass

Better business insights

With all operational data in one system, Overpass now has real-time project profitability visibility, accurate resource utilization metrics, and comprehensive project health reporting for data-driven decision-making.

Looking forward

As Overpass continues to grow, Bonsai provides the scalable foundation they need without requiring another lengthy tool evaluation process. For design studios facing similar challenges with fragmented tool ecosystems, Overpass's experience demonstrates the transformative power of choosing a comprehensive platform designed specifically for creative agencies.

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