Full Sail Partners Blog | CRM

As we kick off 2026, it's the ideal time to reflect on enhancements in operational efficiency for project-based firms through Deltek Vantagepoint. Ful Sail Partners has identified the most viewed blogs over the past year to highlight trends and insights that our clients found most valuable. This recap aims to provide you with strategies to optimize your processes and overcome common challenges, ultimately setting the tone for a productive year ahead.

1. Solve Common Problems with Deltek Vantagepoint AP Voucher Lookup

In her insightful blog, Senior Consultant Rhiannon Schaumburg highlights the essential function of the Accounts Payable (AP) voucher in tracking supplier invoices. Many accounting professionals frequently encounter challenges, such as duplicate entries and incorrect amounts, leading to multiple vouchers for a single invoice. To mitigate these issues, Deltek Vantagepoint’s Voucher Lookup feature allows users to edit existing vouchers, thus correcting errors without the need to recreate them. This feature simplifies vendor reviews and streamlines payment processing, making accounts payable far more efficient.

For a deeper dive into this topic, check out Rhiannon’s blog: Solve Common Problems with Deltek Vantagepoint AP Voucher Lookup.

2. Understanding Project Budgets in Deltek Vantagepoint

Principal Consultant Matt McCauley offers a detailed overview of updates to the Deltek Vantagepoint Project Budgeting tool in his blog. The tool has been moved to the Project Hub as a standalone menu item, with a new look that maintains core functionalities. Matt emphasizes the importance of a more streamlined drop-down menu for cost and billing options, along with customizable Grid Settings for personalization.

The Project Budget itself is crucial, serving as the manager's estimate for total spending that encompasses labor, expenses, and consultants, which underscores the importance of regular budget updates. The enhanced capabilities of the Project Planning and Resource Management module are also discussed, facilitating improved financial tracking and strategic staffing insights.

For full insights, read Matt’s blog: Understanding Project Budgets in Deltek Vantagepoint.

3. The Ultimate Checklist for a Smooth Vision to Vantagepoint Upgrade

In her informative blog, Relationship Manager Cate Phillips stresses the significance of proper preparation for firms making the transition from Deltek Vision to Vantagepoint. The blog provides a comprehensive checklist aimed at ensuring a seamless upgrade. Key steps include exploring resources available on Full Sail Partners’ website, scheduling consultations, obtaining personalized readiness reports, and reviewing necessary system requirements.

Cate emphasizes critical actions such as data cleansing, backing up the current system, testing in a sandbox environment, and training teams on the new system. Leveraging expert support during the live upgrade and adhering to best practices afterward are also recommended for maximizing operational efficiency.

Check out Cate’s insights: The Ultimate Checklist for a Smooth Vision to Vantagepoint Upgrade.

4. Underused Accounting Features of Deltek Vantagepoint

Senior Consultant Jenny Labranche elaborates on several underutilized applications within Deltek Vantagepoint in her blog. Key features such as Labor Cross Charge, Consultant Accruals, and Overhead Allocation can significantly fortify project health assessments and enhance overall firm performance.

Jenny explains how Consultant Accruals account for the discrepancies between what firms bill clients and what subconsultants invoice. Meanwhile, Overhead Allocation helps assign indirect costs to revenue-generating projects, allowing for more accurate profitability measurement. Understanding these features is critical for maximizing investment in Vantagepoint.

Explore Jenny's perspective here: Underused Accounting Features of Deltek Vantagepoint.

5. Deltek Vantagepoint’s Versatile Billing System: Streamlined Invoicing Solutions

In her engaging blog, Senior Consultant Cynthia Fuoco emphasizes the importance of efficient project billing for project-based firms. She outlines the adaptable billing system within Deltek Vantagepoint, which facilitates multiple billing formats without necessitating numerous invoice templates. This flexibility includes formats such as Fixed Fee, Percentage of Completion, and Hourly billing consolidated into a single invoice.

Cynthia discusses the potential pitfalls of this flexibility, such as lengthy and complex invoices, and presents a streamlined invoice format developed by Full Sail Partners that combines various billing types into a single block. Ultimately, this approach enhances efficiency and readability while maintaining necessary billing details.

Read more about this innovative approach in Cynthia’s blog: Deltek Vantagepoint’s Versatile Billing System: Streamlined Invoicing Solutions.

6. How These Microsoft Office Integrations Make Deltek Vantagepoint Even More Powerful

In her insightful blog, Senior CRM Consultant Stephanie Socha explores how integrations between Deltek Vantagepoint and Microsoft Office—especially Outlook and Teams—can enhance project management. She introduces the Vantagepoint Connect Add-in for Outlook, which streamlines tasks such as adding contacts, logging emails as activities, and scheduling meetings directly from the inbox.

Furthermore, Stephanie discusses Teams integration, which facilitates real-time communication and collaboration by enabling users to initiate chats directly from the records they’re working on in Vantagepoint. These integrations not only save time and reduce email clutter but also ensure data integrity by documenting all project interactions within Vantagepoint.

Discover these powerful integrations in Stephanie’s blog: How These Microsoft Office Integrations Make Deltek Vantagepoint Even More Powerful.

7. 5 Ways Deltek Vantagepoint Simplifies Billing, Time, Expense, and Transaction Entries

Principal Consultant Lisa Ahearn investigates various process efficiencies offered by Deltek Vantagepoint in her blog. She highlights features such as a user-friendly time entry system that allows flexibility through multiple submission methods. The enhanced expense entry process utilizes Intelligent Character Recognition (ICR) for quicker submissions, and automated Accounts Payable invoice approvals help alleviate paper shuffling.

Lisa also discusses how the Accounts Receivable process can accelerate billing and cash flow by generating draft invoices and streamlining communication with clients. She encourages the utilization of tools like ICR and Vantagepoint Connect to automate data entry and enhance efficiency across workflows.

For further insights, check out Lisa’s blog: 5 Ways Deltek Vantagepoint Simplifies Billing, Time, Expense, and Transaction Entries.

8. The Ultimate Vantagepoint Efficiency Toolkit: 15 Features You’re Probably Not Using—But Should Be

In her blog, Principal Consultant Lisa Ahearn also discusses how Deltek Vantagepoint can significantly enhance efficiency for project-based firms by highlighting 15 essential features designed to streamline workflows and automate repetitive tasks. She emphasizes tools such as the Outlook Add-in, bulk updates for multiple records, auto-population of timesheets, and the AI assistant Dela, which makes project data management easier.

Lisa also addresses the significance of dashboards for real-time insights, urging users to dive into these features to reclaim valuable time in their daily operations. She even invites readers to attend her on-demand webinar to witness these functionalities and learn tips for maximizing Vantagepoint’s utility.

For a comprehensive review, read Lisa’s blog: The Ultimate Vantagepoint Efficiency Toolkit: 15 Features You’re Probably Not Using—But Should Be.

Leveraging Insights

As we move forward into 2026, leveraging the insights shared in these blogs can be instrumental in fine-tuning your firm's operational efficiency and addressing common pain points. By exploring the capabilities of Deltek Vantagepoint, your firm can not only optimize performance but also set the foundation for sustained growth.

Here’s to a productive New Year filled with new efficiencies! 🎉

As we embark on a new year, it’s the perfect time to optimize processes and enhance productivity. With January's theme of "New Year, New Efficiency," we’ve realized that not everyone stays updated on our content. To help you catch up on last year's new features, Full Sail Partners analyzed our website to identify the most visited landing pages on our website. These pages highlight the tools and insights most sought after by our clients. Here’s a recap of the top 10 landing pages that exemplify our dedication to enhancing efficiency and streamlining workflows for project-based firms.

1. Smarter Project Docs in Minutes with Vantagepoint’s New Document Automation

Creating polished, client-ready documents has never been easier. With Deltek Vantagepoint’s Document Automation, users can eliminate tedious copy-pasting between multiple applications. In a mini-demo led by Senior CRM Consultant Wesley Witsken, viewers learned how to:

• Build compelling case studies in Word.
• Generate boilerplate agreements and proposals.
• Access team matrices to track contributions by Team members.
• Produce on-brand project documents in mere minutes.

This feature significantly reduces manual effort while maintaining high-quality standards in documentation.

Revisit this mini-demo here. 

2. Mastering Vantagepoint Connect Add-In for Outlook CRM Success

Led by Senior CRM Consultant Stephany Socha, this demo highlights how the Vantagepoint Outlook Connect Add-In enhances CRM functionality directly within Outlook. Users discovered how to:

• Gain visibility of firms, projects, and activities in their inbox.
• Manage contacts with ease to eliminate duplicate entries.
• Log activities and set reminders effortlessly.
• Synchronize calendars between Outlook and Vantagepoint.

This integration promises to streamline workflow and foster better communication within teams.

Watch it again here. 

3. From Pursuit to Award Without the Handoff Hassle

Winning new work is just the start. Presented by Principal Consultant Matt McCauley, in this demo, attendees were shown how Deltek Vantagepoint simplifies the transition from pursuit to award with project planning tools. Key features include:

• Seamless conversion from generic roles to named resources.
• Automatic assignment pushes to employee timesheets.
• Alert and dashpart activation to eliminate handoff challenges.

This functionality ensures that teams remain informed and aligned from day one. You can find it here. 

4. From Pursuit to Project: A Custom Vantagepoint Solution for Master Agreements

Managing Master Service Agreements (MSAs) efficiently is crucial. Principal Consultant Amanda Roussel led a walkthrough of a custom Vantagepoint hub designed to simplify MSA management, featuring:

• Tracking of MSAs, bonds, and associated projects.
• Linking pursuits to parent agreements.
• Real-time metrics on revenue and contract status.

This solution streamlines complex contracts, enhancing transparency for operations and project management teams.

See it in action here. 

5. What’s New in Deltek Vantagepoint 2025.3

Terri Agnew, Principal Consultant, unveiled the latest updates in Deltek Vantagepoint 2025.3, focusing on usability and efficiency improvements. Highlights include:

• Enhanced contract tracking features.
• New dashboard insights with user-defined hubs.
• Simplified billing management processes.

These upgrades empower users with greater control and insight, enhancing overall efficiency.

Learn more here. 

6. Upgrades, Imports, & Mergers – Navigating Data Migrations with Confidence

Data migration can make or break an ERP implementation. Join Jennifer Stevland as she covers the four types of migrations, sharing key insights on:

• Best practices for smooth data transitions.
• The importance of hiring expertise to avoid pitfalls.

This session serves as a valuable resource for firms planning upgrades or optimizing data management.

Watch it here. 

7. How HR Green Unified Marketing with HubSpot and Deltek Vantagepoint

Discovering ways to unify marketing and CRM systems is vital for seamless operations. This webinar featured a mini-demo on the new Blackbox Connector for HubSpot presented by Senior CRM Consultant, Wesley Witsken within Deltek Vantagepoint. Then Partner, Sarah Gonnella interviewed Gail Maldonado, CRM Database Manager at HR Green to highlight the game-changing impact the Deltek Vantagepoint HubSpot Connector had on HR Green’s marketing and CRM processes. Key benefits include:

• Targeting contact lists in Vantagepoint to sync with HubSpot.
• Tracking email campaign metrics in real-time.
• Enhancing visibility into marketing activities for project teams.

This integration enables a closed-loop marketing system that enhances collaboration.

8. Seamlessly Sync Employee Data Between Deltek Vantagepoint and ADP Workforce Now

The ADP Workforce Now Connector simplifies employee data management by eliminating duplication and errors. Joel Slater, Client Solutions Manager, showcased this powerful connector, emphasizing:

• Automated data sync between systems.
• Simplified onboarding processes for new hires.
• Enhanced reliability and accuracy for employee information.

This tool significantly reduces manual data entry efforts.

Learn more about this integration here.

9. Deltek Vantagepoint’s Timesheet Assistance

Managing timesheets can be cumbersome, but the Timesheet Assist feature in Deltek Vantagepoint 7.0 offers timely suggestions to help users stay on track. Presented by Consultant Amanda McClain and Senior Consultant Jenny Labranche, this mini-demonstration focuses on how Vantagepoint empowers firms to make data-driven decisions effortlessly. With real-time insights and robust analytics, organizations can pivot quickly and respond to challenges effectively.

This demo demonstrated how Timesheet Assist:

• Provides reminders based on past projects.
• Allows quick additions of suggestions to timesheets.
• Helps ensure accurate timekeeping across business processes.

Watch the 5-minute demo here.

10. How Deltek Dela Is Revolutionizing the Entire Project Lifecycle

Deltek Dela™ is an AI-powered assistant within Vantagepoint that transforms how project-based firms operate. Jake Lucas, AI Developer, presented how Dela:

• Provides smart summaries for quick insights.
• Answers questions instantly with "Ask Dela."
• Utilizes prediction tools to identify potential issues early.

This tool aids various teams, enhancing efficiency and project outcomes.

Watch again to start using it today.

Conclusion

As we kick off 2026, these top landing pages not only highlight what clients are interested in but serve as a reminder of the importance of efficiency in project management. Deltek Vantagepoint continues to evolve, offering innovative solutions that empower firms to work smarter, not harder. By integrating these tools and insights, organizations can position themselves for success in the year ahead.

This article kicks off our five-part “Get Ready for 2026!” series—each week we’ll explore a key area of your business that helps set the stage for a successful year ahead. First up: Pipeline and Revenue Forecasting.

As the year winds down, many firms are knee-deep in planning for 2026—forecasting revenue, setting sales goals, and building business development strategies. But before you finalize next year’s plan, take a step back and ask yourself:

Do you have full visibility into your firm’s pipeline—or are you relying on guesswork?

A healthy pipeline is more than a list of upcoming opportunities. It’s your firm’s early warning system, strategic compass, and most reliable indicator of future success. Without it, even the most carefully crafted plans can unravel when reality doesn’t align with expectations.

Why Pipeline Visibility Matters

Pipeline visibility empowers leaders with clarity to make confident, data-driven decisions. It reveals where opportunities originate, which markets are gaining momentum, and how today’s efforts will drive tomorrow’s revenue.

Too often, firms operate with only partial visibility—tracking wins and backlog while overlooking opportunities still in motion. This narrow view turns forecasting into guesswork, triggering last-minute scrambles and stretching teams beyond capacity.

By consistently tracking opportunities through every stage of the pursuit process, your team can spot patterns that reveal:

• Which clients or sectors are most profitable
• Where proposals tend to stall or get lost
• How marketing and business development efforts impact the bottom line

These insights shift your firm from reactive to proactive—empowering smarter go/no-go decisions and enabling you to allocate resources where they’ll drive the greatest impact.

The Real Cost of Pursuing Work

Every proposal carries a cost—time, effort, and focus. Without understanding that cost, it’s nearly impossible to evaluate whether the return is worth the investment.

Tracking the cost of winning work brings those hidden expenses to light. For example, if your proposal team is stretched thin or technical staff are pulled away from billable projects for low-probability pursuits, your profitability suffers long before the contract is ever signed.

By understanding these metrics, firms can prioritize high-value opportunities, protect billable hours, and ensure teams are focused where it matters most. It’s not about chasing every project—it’s about chasing the right ones.

Turning Data into Direction

Once your pipeline data is consistent and reliable, it becomes one of the most powerful tools in your business strategy. Within Deltek Vantagepoint, firms can visualize pipeline stages, track win rates, and forecast revenue with precision—no spreadsheets required.

Imagine being able to answer questions like:

• What is our projected revenue for the next two quarters?
• Which markets are performing above expectations?
• Do we have enough resources to deliver upcoming work?

With clear visibility into what’s ahead, your team can adjust course early—before potential issues become costly roadblocks.

From Insight to Action

Pipeline visibility isn’t just about metrics; it’s about momentum. When marketing, operations, and finance teams share the same data, collaboration improves and strategic decisions become faster and more effective.

As you plan for 2026, take a moment to evaluate your pipeline. Is it accurate? Is it up to date? Most importantly, is it helping your leadership team make smarter business decisions?

A clear pipeline gives you the confidence to plan with purpose—and the foresight to keep your firm moving in the right direction.

Need Help Building a Reliable Pipeline in Deltek Vantagepoint?

Your pipeline is only as good as the data behind it. If you’re struggling to track opportunities, forecast revenue, or make confident decisions from your Deltek Vantagepoint CRM, our experts can help.

The Full Sail Partners CRM consulting team specializes in setting up, customizing, and optimizing Vantagepoint to transform pipeline data into actionable insights that drive growth.

Click the image below to get started.

If you’ve ever spent hours reformatting project sheets, fee proposals, or team summaries—only to realize you were using outdated data—you’re going to love this.

Deltek Vantagepoint’s new Document Automation feature is here to save you from that pain (and probably a few late nights, too).

The Magic of Document Automation ✨

You already know Vantagepoint can generate reports, dashboards, and exports—but Document Automation takes it a step further. It lets you create polished, client-ready documents directly from your browser using live data from Vantagepoint.

Think of it as your shortcut to professional-looking deliverables in Word, Excel, or PowerPoint—without ever leaving the system.

The best part? The templates pull your firm’s actual data (including custom fields and grids), so your documents stay perfectly in sync with what’s already in Vantagepoint. No more duplicate files or outdated info hiding in random network folders.

Right now, Document Automation lives in the Projects Hub, but Deltek has plans to expand it to other hubs soon. And trust me—you’ll want to be ready for that.

Real-World Use Cases You’ll See in Action

In my upcoming mini-demo, I’ll walk through three powerful (and practical) ways to put this tool to work for your firm:

1. Project Case Studies

Tired of maintaining static PDFs or Word files for every project? With Document Automation, you can instantly generate up-to-date case studies using live project data. Each page pulls data directly from your Vantagepoint records, pre-formatted with your firm’s branding, and ready to drop into a proposal or marketing package.

2. Fee Proposals

Project managers, this one’s for you.

Instead of copy-pasting from outdated templates, you can use Document Automation—plus a little workflow magic—to build fee proposals that pull directly from Vantagepoint fields and even the Boilerplates Hub. Scopes, exclusions, and terms all populate automatically. The result? A polished proposal that’s accurate, consistent, and includes your firm’s letterhead—all with one click.

3. Team Matrices

Ever need to show who’s worked on what? With Document Automation and Excel, you can create a clean, pivot-table-style Team Matrix showing which team members worked on selected projects. It’s perfect for internal reviews or proposal resumes—and it looks great, too.

Why This Matters

Document Automation does more than make things look nice (though it absolutely does that). It helps your firm:

• 🧭 Maintain Vantagepoint as a single source of truth
• 🕒 Save time spent hunting down and reformatting project info
• 📄 Eliminate outdated or duplicate document versions
• 💡 Create consistency across departments—marketing, project management, and accounting alike

Want to See It in Action?

Join me for a 15-minute mini-demo where I’ll walk through exactly how these templates are built and used inside Vantagepoint. You’ll see how to generate:

• Project case studies
• Fee proposals
• Team matrices

—all without ever leaving your browser.

👉 Register here to save your spot!

If your firm is ready to modernize how you produce proposals, reports, and project documents, our CRM experts can help you set up your own templates and workflows to get the most out of this powerful feature.

Client connectivity is a vital part of business. Firms may not be in business without connecting with their clients and contacts regularly. Whether its executives meeting on strategic efforts, project managers working closely with clients and potential clients, or business developers drumming up strategic partnerships, having relevant information at your fingertips encourages timely communication.

Firms may track client and contact information in a formal CRM software, in spreadsheets, or across many platforms. When there’s no single source of truth, employees at any level can be disconnected and not trust the data that they try to use.

Create a space where CRM data is critical to the business. It actually is critical, but it’s not always perceived that way. It’s never too early to clean up data and start using technology to keep it tidy. So when should data be reviewed?

Spoiler alert: The answer is NOT an annual data review when a firm is preparing a holiday card list.

Assess Your CRM Data and Create a Game Plan

If you or your team are on the journey to clean and reliable data, you first need to identify the integrity of the current data. This will take pulling data from multiple sources, if applicable, and viewing as one dataset. This may include reviewing client and contact lists, running searches and for both datasets, and researching and identifying duplicates or conflicting data.

Depending on the amount of work ahead, the cleanup efforts can be done by one or two people. However, for greater efforts, this is best done with a team. The team doesn’t have to consist of marketing only. Once there’s a game plan, admins or interns can be a part of the solution, too! The list can be divided by sections of the alphabet, or by group at the firm. Giving the team a timeline can help ensure it is completed timely.

Scrub the Data

This cleanup effort can be a moving target. One example is clients moving addresses, or contacts moving companies. LinkedIn and client websites can be great resources when researching the details. You want clean data, but don’t let perfection slow you down. You’re aiming for better data – not perfect data.

Tricks such as V-lookup, bulk update, and sorting by client name are just a few ways to increase efficiency. Making updates in real time shave time off the process as well.

Keep It Clean

Now that there’s been a great effort to get the data into a trust-worthy state, let’s keep it tidy… year-round. There are many ways to streamline the effort of data integrity, especially for Deltek users.

• Monthly dashboard: If you’re a Deltek Vantagepoint user, a monthly dashboard can be created to show you all Firm records created or modified in the last 30 days. A recurring activity can be set as a reminder to review those new and modified records. We often recommend limiting who can create new Firm records to a limited group of people including accounting and marketing departments.
• Scheduled Reports: Frequency is up to you, but consistency is key. Weekly, monthly or quarterly reports can be created, saved, and scheduled to hit select inboxes regularly for another review. The report can also show any data gaps that may need attention. Our clients have been successful in scheduling reports that show new contacts created last week, month, etc. along with key pieces of information included in that report. Key info includes first name, last name, company name, email address, contact owner, and contact record creator. This way a quality check can be done routinely. Also, by adding who created the contact record, if there is missing information, your CRM administrator can reach out to that person to do continual training.
• Contact History Tracking: While we are talking about automation, let’s take it even further. Contacts can move between companies regularly and that can be hard to keep up with. As we know about employment changes, we want to keep the data true. However, the history should be maintained to understand the relationship with a contact. A solution such as a contact history grid can easily help us see when a contact changed companies and who made that change in the database. Reach out to Full Sail Partners with help creating a custom solution for Vantagepoint.
• Market Sync: The Firm hub can capture a company’s market, which can be helpful when segmenting. It’s often helpful to see market on the contact side as well. A quick workflow can help you accomplish this capture seamlessly, pushing the market selection on the Firm record to the contact record as well. This segmentation makes it easier for creating target and mailing lists.

Help Them Help You

Give the staff with the knowledge the power to update. No need to gate keep the data or bottleneck the process. Data integrity can be a team effort moving forward, with some oversight of course.

• Share the Workload: While one group of people may drive the data management, the data is a shared company resource. Train users on your one source of truth and give them to the tools to maintain the integrity of the data. For the Deltek Vantagepoint users, there are some key elements that make data entry and modification easier:
• Vantagepoint CRM mobile app
• Outlook Connect integration
• Make It Easy: Giving guidance on naming conventions, such as legal entity name for the firm record, or full name for contacts along with nicknames and credentials, can decrease the guesswork. Website URLs can be helpful as well. Having a field for an easy click to a LinkedIn profile can be an easy add.

Make Data Trustworthy—Then Make It Work for You

Your firm’s CRM data shouldn’t be something you hope is accurate or something you only touch when it’s time to send out holiday cards. It should be a trusted, go-to resource that empowers everyone—from project managers to executives—to make confident decisions and build stronger client relationships.

Building that trust starts with a cleanup plan, continues with ongoing processes, and thrives when your entire team is equipped to contribute. With tools like dashboards, scheduled reports, and automation in Deltek Vantagepoint, keeping your data clean isn’t just possible—it’s scalable. The goal? A CRM system that’s not just a place to store contact info, but a powerful business asset. And when your team trusts the data, they’ll use it. When they use it, the firm wins. Need help getting there? We’re here for that. Let’s turn your CRM into a system your whole firm can believe in. 💪

Let’s be honest—tracking Master Service Agreements (MSAs), IDIQ contracts, and their related Task Orders in Deltek Vantagepoint isn’t exactly straightforward. If you’ve been juggling spreadsheets, cross-referencing records, or constantly second-guessing your contract metrics… we feel your pain.

And we built something better.

Here at Full Sail Partners, we love solving real challenges for project-based firms. One request we’ve heard time and again from our clients is this: “We need a better way to track Master Agreements in Vantagepoint.”

So, we got to work—and we’re excited to introduce a custom-built hub designed to do just that. Whether you're tracking indefinite delivery contracts, parent agreements, or ongoing on-call projects, this solution gives you the clarity and control Vantagepoint users have been missing.

Why a Custom Hub for Master Agreements?

Standard functionality in Deltek Vantagepoint is powerful, but when it comes to managing large umbrella contracts—especially those that span multiple years, multiple task orders, and multiple departments—things can get messy fast.

Here’s where things typically break down:

• You’re tracking MSAs in spreadsheets… while also trying to manage projects in Vantagepoint.
• You’ve got multiple pursuits tied to a single agreement, but no centralized place to view them.
• Your pipeline reports are double-counting opportunities, inflating projections and skewing metrics.
• Finance and marketing teams are using different “versions of the truth.”

Sound familiar? That’s exactly why we developed this custom Master Agreement Hub.

What the Custom Hub Does (and Doesn’t Do)

This custom solution adds a new “hub” in Vantagepoint where you can create a Master Agreement record and link all relevant pursuits and projects to it. Think of it like a command center for your most complex contracts.

With this custom hub, you can:

✅ Track and manage Master Service Agreements, IDIQs, and Task Orders

✅ Link pursuits and projects back to the parent agreement

✅ Automatically pull in key data from related records

✅ Display total contracted value, awarded work, pipeline, and more

✅ Eliminate duplicate reporting across business development and finance

✅ Create reports that make sense to your entire team

It doesn’t replace the Projects Hub—it enhances it. You’ll still manage your pursuits and active jobs in their respective places. But now, you have a smarter way to see the whole picture.

Real-World Scenarios: When This Custom Hub Really Shines

Let’s look at a few common use cases where this custom solution becomes a game changer:

📌 Scenario 1: Federal or Statewide IDIQ Contracts
Your firm wins an IDIQ contract with a state agency that allows task orders over a five-year period. You’re pursuing multiple task orders each quarter, but your team can’t keep track of what’s been awarded, what’s in pursuit, and what’s been completed.

With this hub, you can tie every task order to the original IDIQ contract, view real-time status across all pursuits, and see total contract metrics at a glance.

📌 Scenario 2: Municipal On-Call Agreements
You’ve got an on-call services contract with a local government. Projects are added sporadically over time, and different PMs are handling different scopes. Your leadership wants to know: “What’s the total value of this agreement and how much have we actually won?”

Now, you can answer that in seconds—with visuals to back it up.

📌 Scenario 3: Large Client with Multiple Ongoing Projects
A major higher education or healthcare client has multiple campuses and dozens of concurrent projects under a single master services agreement. You want to evaluate performance across the whole contract, but your data is scattered.

Link all the projects to the MSA, track total billings and revenue, and identify which departments or service lines are driving results.

See It in Action: Free Mini-Demo

Want to see how it works? You're in luck.

Join us Wednesday, June 25 at 1pm ET for a 15-minute live mini-demo where Principal Consultant Amanda Roussel will walk you through this new functionality using sample records and reports.

👉 Click here to register now 

Who Should Attend?

This mini-demo is ideal for:

• Marketing teams who need to track pursuits tied to a single agreement
• Project managers juggling multiple jobs under one umbrella contract
• Operations and finance teams who want better visibility into pipeline and awarded revenue
• Anyone tired of reconciling conflicting reports from different departments

If you’ve ever said, “There has to be a better way,” this demo is for you.

Let’s Make Contract Chaos a Thing of the Past

This isn’t just a “nice to have”—it’s the kind of enhancement that can bring sanity back to your project tracking. Contracts are only getting more complex, and your systems should make managing them easier, not harder.

Join us for the demo. Ask your questions. See what’s possible.

Then decide if this custom hub could be the solution your firm didn’t know it needed.

👉 [ Register now ] and get access to the live demo and the recording.

You know what’s not fun?

Exporting contact lists. Cleaning spreadsheets. Re-uploading them into another platform. Then wondering if your campaign results will ever make it back to your CRM.

You know what is fun?

Clicking one button—and watching your marketing list fly from Deltek Vantagepoint to HubSpot like a data-driven superhero.

We’re thrilled to announce the launch of our Blackbox Connector for HubSpot + Vantagepoint, and it’s about to make your marketing life a whole lot easier.

Whether you’re trying to reach past clients, follow up with new leads after a conference, or just want to run a quick A/B test—this integration takes the chaos out of syncing your marketing efforts and puts everything right where it belongs: in one clean, closed-loop system.

Here’s What You Can Do With the HubSpot Connector

With just a few clicks, you can:

✔️ Build a segmented list in Vantagepoint
✔️ Push it into HubSpot instantly—no spreadsheets required
✔️ Send an email campaign using HubSpot’s tools
✔️ Pull performance data (opens, clicks, bounces, unsubscribes) right back into Vantagepoint

It’s fast. It’s seamless. And it means no more awkward handoffs between marketing, BD, and project teams. Everyone gets access to campaign insights—right inside the system they’re already using.

Let’s Paint the Picture…

You’ve just wrapped up a major healthcare architecture conference. You’ve met new contacts. Reconnected with past clients. And now you want to follow up with a tailored email about your firm’s healthcare expertise.

Before, that probably meant asking someone to export a list from Vantagepoint, emailing it to marketing, uploading it into HubSpot, then trying to remember to send performance results back later. (Yikes.)

Now? You create a new Marketing Campaign in Vantagepoint. Tag your contacts with “Healthcare Conference.” Push the list straight into HubSpot. Launch your email. Then click a button to have opens, clicks, and engagement metrics flow back into Vantagepoint like magic.

Even better—those results show up not only on the campaign, but also on each individual contact record. So your project managers and principals? They’ll finally know which of their contacts are actually engaging with marketing. (And that’s a win for everyone.)

How It Works (In 3 Simple Steps)

Step 1: Build Your List in Vantagepoint

Start in the Marketing Campaigns Hub. Build your contact list based on whatever filters matter—recent project involvement, industry tags, or events attended. You can even use custom fields that you created with Screen Designer.

Make sure your contacts have email addresses, and that you’ve enabled the BBMIQ integration for that campaign.

Step 2: Push It to HubSpot

Hop over to the BBMIQ Email tab, where you’ll select a static contact list from your HubSpot account. Then—drumroll, please—click Send Contacts to HubSpot.

Just like that, your Vantagepoint contact list appears in HubSpot, ready for your next email campaign.

Step 3: Pull Results Back In

Once your email is sent and the results start rolling in, return to the same BBMIQ Email tab in Vantagepoint.

Add the outbound email to the campaign, hit Get Email Response from HubSpot, then click Generate Statistics.

Boom. Now you’ve got:

• Total sends
• Opens
• Clicks
• Bounces
• Unsubscribes

…all right there in Vantagepoint—no digging, no guessing, no data delays.

Why This Matters (Especially for Non-Marketers)

Let’s say your technical staff doesn’t live in the Marketing Campaigns hub (no surprise there). But they do care about which contacts are engaged when they’re prepping for a meeting or writing a proposal.

With the Marketing IQ tab on the contact record, they can now see marketing email engagement at a glance—what was sent, when, and how that contact responded. That’s powerful intel to help guide business development conversations and deepen client relationships.

No more guessing who’s warm, who’s cold, or who unsubscribed three months ago. It’s all there, in context, inside the system your whole team already uses.

Close the Loop. Open New Possibilities.

When your marketing data lives in silos, everything gets harder—planning campaigns, tracking performance, reporting on ROI. But when your CRM and email platform talk to each other? Magic happens.

The HubSpot Connector for Vantagepoint delivers:

✨ Smarter list building
✨ Streamlined campaign execution
✨ Data-driven marketing insights
✨ And zero spreadsheet wrangling

This is more than a sync. It’s a strategic bridge between marketing and the rest of your firm.

Hear It Straight From the Source

Want to see how this connector performs in the real world?

Join us for our upcoming webinar with HR Green, where their CRM Database Manager shares:

✔️ Why their team needed a better way to connect Vantagepoint and HubSpot
✔️ What the deployment process looked like with our Blackbox Connector
✔️ The results and ROI they’ve seen since implementation

You’ll walk away with actionable insights—and maybe a little marketing envy. 😉

Click below to see how Full Sail Partners is helping firms like HR Green turn disconnected systems into seamless marketing engines.

Because great marketing doesn’t happen in isolation—and now, neither does your data.

You can smell it in the air—spring is here. And while most people are reaching for dusters and donation boxes, we’re over here thinking about a different kind of mess: your data. Yep, we’re talking about those outdated contact records, confusing project statuses, and duplicate entries multiplying like rabbits in your ERP system. 🐇

We get it. Data management isn’t the most glamorous task. But it is one of the most important—because clean data powers accurate reporting, better decisions, and ultimately, a more profitable firm.

Let’s dig into why data gets dirty (no judgment here), and more importantly, what your team can do to clean it up—and keep it clean.

Why Data Gets Dirty (Even When You're Trying Your Best)

Your firm isn’t doing anything wrong—data just naturally decays over time. People change jobs. Projects wrap up. Opportunities stall out. And if you’re using a system like Deltek Vantagepoint, where multiple team members can enter or edit data, those inconsistencies can stack up fast.

Some common culprits:

• Contacts that left the company three years ago (but you’re still emailing them… awkward)
• Projects marked “active” that haven’t had billable time since 2022
• Custom fields created with good intentions but never used consistently
• Multiple definitions of statuses like “inactive,” “on hold,” or “archived” floating around your team like urban legends

Sound familiar? Yeah, we thought so. Let’s fix it. 🔧

Step 1: Define Decision Points 🔍

Before you start cleaning, take a minute to figure out what needs attention and how you’ll make decisions. Otherwise, you’ll waste time spinning your wheels—or worse, accidentally delete important info.

Start by identifying the fields you want to review. Let’s take project records, for example. You might want to evaluate:

• Project Status
• Last billed date
• Assigned project manager
• Client contact information

Ask yourself:

• What makes a project “dormant” vs. “inactive”?
• Should we dormant projects that haven’t had activity in over 12 months?
• What criteria can we search by to build a clean-up list?

Example: Run a search for all active projects that haven’t had time billed in the past 90 days. That’ll give you a short list of projects to investigate. Maybe some need to be marked as inactive or maybe even dormant. Maybe others are still technically open but should’ve been closed out months ago. Whatever the case, narrowing the list makes it manageable.

Step 2: Standardize Everything ✏️

Inconsistent data doesn’t just look messy—it creates reporting nightmares. Imagine running a report on “Dormant Projects,” but half the team labeled them as “Inactive.” That data’s not helpful—it’s confusing.

So, this is your opportunity to:

• Clean up dropdown options that aren’t in use
• Create a shared glossary of field definitions
• Use tooltips in Vantagepoint to help users enter data correctly

💡 Pro Tip: Review custom fields and user-defined labels. If something hasn’t been used in a year—or if it’s being used inconsistently—either standardize it or remove it.

Also, talk to your teams. Ask them how they actually use the system. Sometimes the data structure doesn’t match real-world workflows, and that’s where inconsistencies creep in.

Step 3: Automate Where You Can 🤖

Once the clean-up is done, set up some automation to help keep things tidy moving forward. In Deltek Vantagepoint, that could mean:

• Workflows that trigger an alert when a project hasn’t been updated in 6 months
• Dashboards that highlight missing key fields like contact phone numbers or opportunity stage
• Scheduled reports that flag records needing review—like unassigned project managers or expired client emails

Example: Let’s say you want project managers to review project statuses quarterly. Create a workflow that sends a reminder on the first of each quarter to check and update their projects. Boom—ongoing accountability without manual chasing.

Step 4: Assign a Cleanup Crew 🧽

Let’s be honest—if everyone owns data integrity, no one really owns it. Designate specific people or roles to be your data gatekeepers. This doesn’t mean they do all the work, but they’re the ones ensuring standards are followed and reviews are happening.

Ideas for building a data integrity plan:

• Assign a Data Champion for each department (Marketing, Accounting, Project Management)
• Create a monthly or quarterly data audit checklist
• Host a “Data Day” once a quarter—throw in some snacks and make it a team effort 🍩

And yes, this might mean investing time and people up front, but the payoff is massive: more trust in your data, faster reporting, and less stress when leadership asks for a metric yesterday.

Bonus Tip: Start with What Hurts the Most 😣

You don’t have to fix everything at once. Start with the areas that cause the most frustration:

• Is your CRM full of dead contacts? Start there.
• Struggling to run accurate pipeline reports? Review opportunity stages.
• Marketing getting bouncebacks from email blasts? Clean up email addresses.

Small wins lead to momentum—and momentum leads to lasting change.

Final Thoughts: Clean Data = Clear Decisions

If your data is a hot mess, you're not alone—but you can do something about it. By defining clear decision points, setting standards, automating what you can, and assigning real people to own the process, you’ll give your ERP system a much-needed refresh.

And hey, if your team needs help figuring out where to start or how to set up those automations in Deltek Vantagepoint—we’ve got your back.

📩 Let’s clean up that hot mess together. Contact us to schedule a data integrity consult with one of our friendly experts.

Because nothing feels better than a database that’s as fresh and clean as your spring wardrobe. ✨

As someone who has worked with Deltek Vantagepoint for years, I can confidently say that it’s a powerhouse for project-based firms. But what really takes its functionality to the next level? It's seamless integration with Microsoft Office, particularly Outlook and Teams. These integrations don’t just make your life easier—they make your work more efficient, more connected, and ultimately, more valuable.

If you’re not already using the Vantagepoint Connect Add-in for Outlook or leveraging the Teams integration within Vantagepoint, let me introduce you to the game-changers that will revolutionize how you manage projects, communications, and collaboration.

Vantagepoint Connect: Outlook Add-in

Turning Your Inbox into an Extension of Vantagepoint

We all live in our inboxes, so why not make Outlook work smarter? With the Vantagepoint Connect Add-in for Outlook, your CRM and project management tools are just a click away—right inside your email.

Key Features That Save You Time and Effort:

• Easily Add Contacts and Firms
  Got an email from a new potential client? Instead of manually entering their information into Vantagepoint, just open the Vantagepoint Connect pane inside Outlook and instantly create a new Contact or Firm record.
• Log Emails as Activities
  Ever had an important client conversation get lost in the email abyss? With just one click, you can log emails directly into Vantagepoint as an Activity, keeping a clear record of communications tied to the right firm, project, or marketing campaign.
• Schedule Meetings Without the Back-and-Forth
  The built-in Scheduling Assistant lets you send availability links, propose meeting times, and even create Teams meetings—right from Outlook. No more endless email chains trying to find a time that works.
• Search Your Vantagepoint Database from Outlook
  Need to check if someone is already in your system? The search bar inside the Vantagepoint Connect pane lets you pull up records for Contacts, Firms, Projects, and Activities without ever leaving your email.
  
  

Why This Matters:

Instead of bouncing between applications, you can perform essential CRM tasks directly in Outlook. The result? A faster, more connected workflow that ensures your data stays up to date with minimal effort.

Microsoft Teams + Vantagepoint: Instant Collaboration, Right Where You Need It

Bridging the Gap Between Project Data and Real-Time Communication

We all know that great projects are built on effective communication. With Microsoft Teams integration inside Vantagepoint, staying connected with your team has never been easier. Instead of switching between platforms or hunting for contact info, you can start a Teams chat directly from within Vantagepoint—right where you are already working.

How It Works:

• See Who Is in the Same Record as You
  If other users are currently in the same record in Vantagepoint—whether it is a project, contact, or another hub—you will see their presence via a small chat bubble next to their name (see screenshot below).
• Instantly Start a Teams Chat
  Need to ask a quick question or clarify project details? Simply hover over the chat bubble and initiate a one-on-one Microsoft Teams chat directly from Vantagepoint. No need to search for their name in Teams or leave your workflow.
• Seamless Setup
  If your firm has enabled the Microsoft Teams Chat option in Settings » General » Communications, you can immediately start chatting with team members without leaving Vantagepoint.

Why This Matters:

When working on projects, timing is everything. Instead of sending an email and waiting hours for a reply, you can now ping a teammate in Teams and get an answer instantly. This eliminates communication delays, reduces email clutter, and keeps teams aligned in real-time.

With the Teams Chat integration, Vantagepoint is no longer just your project management system—it’s your real-time collaboration hub.

Why These Integrations Are a Must for Any Vantagepoint User

Whether you are a BD professional, a project manager, or a marketing leader, these integrations provide three major benefits:

1. Time Savings: No more duplicate data entry or switching between multiple applications.
2. Better Collaboration: Keep teams aligned with real-time access to shared information.
3. Stronger Data Integrity: Ensure that all interactions and project updates are automatically captured inside Vantagepoint.

By integrating the tools, you already use every day—Outlook and Teams—Deltek Vantagepoint becomes even more powerful. It’s about working smarter, not harder.

Take Your Vantagepoint Experience to the Next Level

With Microsoft Outlook and Teams integrations, Deltek Vantagepoint isn’t just a project management system—it’s a powerhouse for seamless collaboration, streamlined workflows, and smarter communication. If you’re not taking full advantage of these tools yet, now is the perfect time to get started!

Want to see the Outlook integration in action? Watch my mini-demo, to see how Vantagepoint Connect can help you work smarter—right inside Outlook. Click below to watch today!

Let’s face it—AEC firms have no shortage of repetitive tasks, data entry nightmares, and inefficient workflows. Whether it's notifying employees about project updates, ensuring proposals are properly tracked, or keeping financial approvals on schedule, these manual processes drain time, increase errors, and create unnecessary headaches.

That’s where Deltek Vantagepoint Workflows come in. By automating common tasks, firms can reduce human error, improve efficiency, and free up valuable time to focus on high-impact work. Say goodbye to manually sending emails, updating records, or chasing approvals. With automation, your team can operate like a well-oiled machine—seamless, streamlined, and stress-free.

In this blog, we’ll explore how:
✅ User-Initiated Workflows eliminate repetitive data-entry tasks
✅ Scheduled Workflows automate recurring actions like reminders
✅ Real-world automation case studies showcase workflow-driven efficiency

User-Initiated Workflows: Stop Repetitive Tasks in Their Tracks

Think about how much time your team spends on mundane, repeatable tasks like updating project statuses, notifying team members of changes, or ensuring required fields are filled in correctly. If these tasks aren’t automated, they can easily slip through the cracks or waste hours of valuable work time.

What Are User-Initiated Workflows?

User-Initiated Workflows in Deltek Vantagepoint allow automated actions to trigger when a record is created, modified, or deleted, eliminating the need for manual follow-ups. These workflows can:

• Send instant email notifications when a project is updated
• Ensure data accuracy with validation rules
• Automatically update fields when conditions are met
• Create activities based on specific actions

Example: Project Status Update Automation

Let’s say your firm has a process where, when a project is marked “dormant,” the project principal needs to be notified. Without automation, this means:
❌ Someone must remember to add the completion date
❌ Someone must manually send an email to the principal
❌ If forgotten, the principal is left in the dark

With User-Initiated Workflows, you can automate this entire process:
✅ When a project is changed to "dormant," the system automatically updates the completion date
✅ An email notification is triggered to the project principal
✅ A reminder calendar activity is created for the principal follow-up

Result? No more forgotten notifications, no more manual emails, and a streamlined workflow that just works.

Scheduled Workflows: Automate Routine Reminders and Reports

Now, let’s talk about the routine tasks your firm does on a daily, weekly, or monthly basis. Manually sending reminders, pulling reports, or tracking deadlines takes up valuable time.

What Are Scheduled Workflows?

Scheduled Workflows in Deltek Vantagepoint run at regular intervals to automate tasks that don’t require immediate action. Instead of triggering on record changes, these workflows operate on a set schedule, like:

• Sending employee reminders on key deadlines (e.g., expense report submissions)
• Generating automated reports (e.g., project performance updates)
• Triggering notifications based on hire dates or anniversaries

Example: Monthly Employee Anniversary Notifications

Many AEC firms send emails recognizing employee anniversaries. Without automation, this means:
❌ HR manually runs reports
❌ Emails must be written and sent manually
❌ Employees might be overlooked

With Scheduled Workflows, you can set up an automated reminder that runs on the 1st of every month: ✅ The system identifies employees with an upcoming anniversary
✅ A record-specific email is automatically sent to HR (or the company)
✅ No one is forgotten, and employees feel valued 🎉

This same logic applies to monthly project status updates, invoice reminders, or even marketing email triggers—automate it once, and let Vantagepoint do the rest.

Real-World Wins: Workflow-Driven Automation in Action

Let’s take a look at how actual AEC firms have used Vantagepoint Workflows to increase efficiency and eliminate headaches.

Case Study #1: Reducing Proposal Errors with Validation Workflows

Problem: A marketing team struggled with missing or incorrect information in proposal records, leading to errors in submittals and last-minute fixes.

Solution: A User-Initiated Workflow was set up to:
✅ Require certain fields (Project Manager, Fee, Proposal Due Date) before saving
✅ Show a validation warning if any required field was missing
✅ Block saving until all necessary information was entered

Result:

• 80% fewer errors in proposals
• Faster turnaround time for marketing teams
• Increased accuracy in CRM records

Case Study #2: Automating Project Manager Notifications

Problem: Project Managers weren’t notified when they were assigned to new projects, causing delays in planning and client communication.

Solution: A User-Initiated Workflow was created to:
✅ Automatically email the assigned Project Manager when a new project is created
✅ Send a dashboard alert to the PM
✅ Include key details (client name, budget, deadline) in the notification

Result:

• PMs received instant notifications, reducing onboarding time
• Teams could proactively plan work instead of waiting for updates
• Fewer miscommunications between departments

Case Study #3: Automating Invoice Reminders for Accounting

Problem: The accounting team struggled with late invoice submissions because project managers often forgot to submit approvals.

Solution: A Scheduled Workflow was created to:
✅ Send automated reminders to PMs on the 5th and 10th of every month
✅ Track pending invoices and notify accounting
✅ Escalate overdue approvals after 15 days

Result:

• 30% faster invoice approvals
• Improved cash flow with more timely billing
• Less manual chasing from accounting

Say Goodbye to Busywork – and Hello to Automation

Manual processes are a thing of the past. With Deltek Vantagepoint Workflows, your AEC firm can eliminate inefficiencies, reduce human error, and free up valuable time to focus on high-impact work. Want to discover even more ways to streamline your processes and boost efficiency? Watch our webinar, "15 Ways to Be More Efficient in Vantagepoint", where we break down practical tips, automation strategies, and expert insights to help you get the most out of your system. Click below to get access today.