Project Delivery Audit & Optimization
DarkBird already mines your PSA and builds your starter card library automatically. Concierge is the senior estimator who pressure-tests what the AI produced. Our team has spent 15+ years inside MSP and AV integration shops, analyzing why projects miss their estimates, where margin leaks, and what the data in your PSA is telling you that nobody is reading. The audit brings that judgment directly to your organization — on top of what the platform builds on its own.
Built by people who've worked inside your world
Our team has held roles across MSPs, AV integrators, and technical services firms, not as consultants parachuting in, but as engineers, project managers, and operations leads who built estimates, ran projects, and reviewed the actuals afterward.
We've seen the same patterns repeat across shops of every size: the senior engineer whose knowledge never gets captured, the template that was built in 2018 and never recalibrated, the PSA full of actuals data nobody analyzed. DarkBird was built specifically to close those gaps, and the audit is how we make sure it does.
This isn't a software onboarding walkthrough. It's a structured engagement that treats your project delivery process as the starting point, then configures the platform around what your data actually shows.
15+ years
analyzing project delivery across MSP and AV integration shops
Multiple shops
hands-on experience in organizations from $2M to $30M ARR
PSA-native
deep working knowledge of ConnectWise Manage and HaloPSA, not just integration docs
Vertical-first
experience spanning AV integration, low-voltage, security, and MSP service delivery
What we've seen: across every shop we've worked in
These patterns show up in almost every MSP and integrator we've worked with or analyzed. The audit identifies which ones apply to your shop and quantifies the margin impact.
Tribal knowledge walking out the door
One senior engineer carries the real labor estimates in their head. When they leave, or when they're not on the call, quotes drift. The org has no systematic way to capture and reuse what they know.
Templates that were never calibrated
The spreadsheet or the PSA template was built years ago by whoever was around then. It's never been compared against what projects actually took. The systematic error has compounded for years.
Catalog data that doesn't map to labor
The product catalog is a product list, not a project library. Nobody has connected SKUs to installation effort. Every estimate starts from scratch rather than from proven baselines.
SOWs that take longer than the estimate
Scoping is half the work on a typical presales cycle. SOWs get rewritten for every customer because there's no institutional voice or style reference, and proposals get delayed waiting for the one person who writes well.
PSA data that no one analyzes
Every time entry from every project is sitting in ConnectWise or HaloPSA. Nobody is comparing it to what was estimated. The signal that would make future estimates smarter is being ignored completely.
Margin leak that looks like execution failure
When projects go over budget, the instinct is to blame the tech or the scope creep. Often it's the estimate: the original number was never grounded in real historical data. Execution is fine; quoting is the problem.
The engagement: seven structured steps
Each step has a specific input, a specific output, and a specific reason it comes in this order. We've run this process enough times to know which shortcuts produce bad results.
Project Delivery Audit
We review 5–10 of your recently completed projects: what was estimated, what actually shipped, where the hours went. This surfaces your specific patterns: not generic industry benchmarks, but your systematic gaps.
Deliverable
Written audit report: gap analysis, root causes, and a prioritized list of cards most likely to improve your margin.
Estimation Pattern Analysis
We identify which project types, phases, and task categories consistently over- or under-run. We calculate your actual vs. estimated variance by card type so calibration starts from real data, not guesswork.
Deliverable
Variance map by project type and phase, the input that shapes your first round of card calibration multipliers.
Install Card Review Workshop
DarkBird already generated a starter card library from your PSA catalog and actuals. In this workshop we sit with a senior estimator and pressure-test it: which AI-built cards hold up, which behavioral modes are wrong, where quantity ranges need real-world judgment, and what ticket-level tasks the catalog alone could never surface. We refine the machine-built library into one your team trusts.
Deliverable
Your AI-built card library, reviewed and refined card-by-card against a senior estimator's judgment and your historical hour data.
Catalog Quality Review
Before the Intelligent Catalog Pipeline runs, your product catalog needs to be clean, categorized, and structured for embedding. We review and organize your catalog so the AI has accurate inputs from day one.
Deliverable
Cleaned, categorized product catalog ready for the Intelligent Catalog Pipeline, no garbage-in on the first run.
PSA Integration Setup & Verification
We handle ConnectWise Manage or HaloPSA credential configuration, sync verification, and end-to-end WBS push and actuals pull testing. Your integration is live and confirmed before we leave.
Deliverable
Verified PSA integration: push and pull both tested with real project data, not just a "connected" status indicator.
"Loved" SOW Seeding
We review your 3–5 best historical Scopes of Work, identify what makes them work, and load them as style references. The SOW generator learns your house voice before you've written a single new one.
Deliverable
Seeded style references so day-one SOW generation already sounds like your team, not a generic AI template.
Calibration Check-ins (30 / 60 / 90 days)
We schedule structured check-ins at 30, 60, and 90 days post-launch to review how the feedback loop is performing. We examine the Install Card Accuracy table with you, interpret the Smart Recommendations, and make adjustments before patterns calcify.
Deliverable
Three structured reviews with written recommendations, so the loop starts paying off in your first quarter, not your second year.
What you get at the end
Tangible deliverables, not slide decks.
Written audit report with gap analysis and root cause breakdown
Variance map: estimated vs. actual by project type and phase
AI-built Install Card library, reviewed and refined with a senior estimator
Cleaned, categorized product catalog ready for the AI pipeline
Verified PSA integration (WBS push + actuals pull, both confirmed)
Seeded SOW style references (your house voice from day one)
Quarterly calibration reviews with written recommendations
Pricing
Free during our founding period. We're deliberately limiting capacity while we refine the engagement. This pricing will not stay open indefinitely.
Concierge
Included with EnterpriseAdd-on to Starter or Pro · included with Enterprise · founding-period offer
- Project delivery audit (10+ projects)
- Estimation pattern analysis
- Install Card design workshop (remote)
- Catalog quality review
- PSA integration setup & verification
- Senior engineer knowledge interview → Learned Question Bank
- Automatic Bundle Discovery configuration
- AI-built card library reviewed & refined with a senior estimator
- Written audit report with variance map and root cause analysis
- 30 / 60 / 90-day calibration check-ins
- Quarterly reviews for year one
Platform subscription (Starter, Pro, or Enterprise) required. Concierge is an add-on service, not a standalone product.
Your PSA already has the data. Let's use it.
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45-day trial · Full Pro access · Concierge available from day one