Not an agency? See how consultants use Definable
FOR AGENCIESDeliver client work without losing control of scope.
Definable turns scattered requests into structured threads. Every client ask, every decision, every scope change — captured once, visible to everyone, updated together.
Stop renegotiating what was agreed. Keep shipping.
Best for agencies delivering ongoing client work.
How work actually arrives
Requests scatter across email, chat, and meetings
Clients ask in Slack. They mention it in a Zoom call. They add it to a Figma comment. Your team spends hours hunting for what was actually requested, when it was discussed, and what was decided.
What Definable changes: Every request lives in one place from the start. Email it in, share a link, capture it in a meeting — it all flows into the same thread.
Scope creep is gradual and hard to pinpoint
Monday's "quick tweak" becomes Wednesday's "can you also..." which becomes Friday's "I thought this was included." By the time you notice, you've done hours of unbilled work. Pointing it out feels defensive.
What Definable changes: Each change is visible as it happens. You can point to the original agreement and the new request, side by side. Boundaries stay clear.
PMs become human routers and conflict resolvers
Project managers spend their days forwarding context, explaining decisions made weeks ago, and mediating between clients who remember things differently and team members who weren't in that meeting.
What Definable changes: The context travels with the request. Everyone sees the same history. PMs focus on delivery, not archaeology.
What you get
- One place to capture a client request once — and keep it updated.
- A clear history of changes you can reference without drama.
- Fewer status meetings because the context is already there.
- Less time spent clarifying, forwarding, and defending decisions.
- Explicit scope boundaries that clients can see and understand.
- Handoffs that actually work — new team members see the full picture instantly.
A typical week, without the backtracking
A client asks for something "small"
Tuesday morning, they Slack: "Can we make the homepage hero text larger?" You add it to Definable with a quick note about why the current size was chosen.
Your team discusses tradeoffs
Design and dev review it together. They note that larger text affects mobile layout and suggest a responsive approach. The discussion stays attached to the request.
Client changes their mind after seeing a draft
Friday, they see the change and say: "Actually, can we try it at the current size but bold instead?" In Definable, you can see the original request, the team's discussion, and the new direction — all in one place.
Someone asks "wait, did we agree to this?"
Next week, a team member wonders if the bold text was approved. Instead of digging through Slack and email, they open the request and see: original ask, team discussion, client feedback, final decision — all there.
Decision timeline placeholder
A visual timeline showing how the hero text request evolved through discussion, feedback, and final decision.
Works with your current stack
Definable complements your existing project management tools. It's not a replacement — it's the shared source of context that connects clients and your internal team. Use it alongside your PM tools to keep scope conversations structured and decisions visible.
Reliability
Built for long-running projects. History stays intact. Your team can reference decisions made months ago without searching through archived channels or forgotten email threads.
Frequently asked questions
- Is this a project management replacement?
- No. Definable sits alongside your PM tools. It's where client requests and scope decisions live — not where you track tasks or sprint velocity.
- Will clients actually use it?
- Clients see the same threads you do. They don't need training — they just follow links you share. Most find it easier than email chains.
- How do we start without changing everything?
- Start with one project or one client. Capture new requests in Definable while keeping existing work where it is. Gradually expand as it proves useful.
Are you a consultant? See /for-consultants