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Marketing Portfolio Management

Marketing project management software for teams that already have a task board

Boards track tasks. Completix adds the marketing portfolio management layer above them: what got approved and by whom, who is actually available, where the annual budget stands, and what leadership sees at quarter close.

Built for in house marketing teams and agencies running many concurrent campaigns against one shared pool of people and one annual number, on the same PPM platform used across the rest of the business.

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FY Budget Overview Halden Retail Group, Marketing
Approved FY26
4,200,000
Forecast
4,386,000
EAC
4,386,000
Variance
-186,000
Monthly forecast vs actuals Forecast Actuals
JanFebMarAprMayJun
Actuals post when costs are entered against a campaign. Variance is surfaced in the Warning Center for the portfolio owner to act on.
The gap a task board leaves

Four questions a marketing portfolio leader is judged on, and where a task board stops

Campaign work tools track tasks well. The questions that decide next year's budget sit one level above them, and they are usually answered by hand the night before the review.

Inbox, last week
WRWest RegionCan we squeeze the store openings in this quarter?
PDProductSame ask for the spring launch assets, by end of month.
BRBrandFollowing up again on the refresh, any news?
No decision recorded

Defending what you said no to

Requests arrive by email, chat and hallway. The decision lives in someone's memory, so every declined request gets relitigated.

See how requests are recorded
Four boards, four separate views
Spring launch boardPriya R.
Loyalty relaunch boardPriya R.
Website boardPriya R.
Summer promo boardPriya R.

Knowing who is available

Each board shows its own tasks. Nobody sees the same designer on four of them until a date slips.

See capacity across campaigns
Month end reconciliation
Line
Campaign plan
Finance export
Media
205,000
214,300
Agency retainer
180,000
168,000
Production
60,000
74,500

Spend against the annual number

Agency invoices and media spend sit in finance systems, campaign plans sit in the board. Reconciling them is a monthly manual exercise.

See budget by campaign
Steering deck, rebuilt by hand
Spring Product Launch
Launch date 12 Aug
Green
Campaign board, today
Spring Product Launch
Launch date moved to 2 Sep
Moved 3 weeks ago

Hearing about slippage, and presenting it

A launch date moves inside one board, leaders find out at the next steering meeting, and someone rebuilds the deck by hand every quarter.

See variance and reporting

Campaign requests, recorded and decided in one place

Marketing absorbs demand from every part of the business, and most of it arrives informally. The cost is not the extra work, it is that the team cannot show who decided what, and when, once the year is reviewed.

  • One intake form for every requester, so the same information is captured whether the request comes from sales, product or a regional team.
  • Your team enters a score for each request as a custom field, using the same criteria every time, so prioritization conversations start from a shared number.
  • Approval rules come from your policy and can use any intake field. Several approvers can be named, they approve in parallel, and all must approve. Completix records the decision, it does not make it.
  • Every action, approve, reject or need more info, is logged with who and when. Approved requests become campaigns, because projects are only created from an intake request.
Intake Requests Q3 review cycle
RequestRequesterScoreOutcome
Spring Product LaunchREQ-2140Product86Approved
Loyalty Program RelaunchREQ-2144Retail Ops74Approved
Regional Store OpeningsREQ-2151West Region61Need more info
Brand Refresh, Phase 2REQ-2158Brand48Rejected
REQ-2151, Need more info, logged by M. Okonjo on 14 Jun. Every action is viewable from the request itself.

Marketing resource management starts with the few people every campaign needs

Marketing runs many small efforts at once against one designer, one developer and one media buyer. Board tools show each campaign's tasks in isolation, which is why the collision stays invisible until a date is already at risk.

  • Allocation is tracked per named individual, not by role type, so the answer is about Priya specifically rather than about designers in general.
  • One resource and capacity view spans every active campaign, so the total commitment on a person is visible across all of them at once.
  • Agency and contractor time sits in the same picture as internal staff, so capacity is not split across two systems.
  • An over-allocation gives you a defensible reason to push back, and the Warning Center can flag it using triggers you configure.
Resource Allocation Weekly utilization, all active campaigns
PersonJul 6Jul 13Jul 20Jul 27Aug 3Aug 10Aug 17Aug 24
Priya RamanSenior Designer125%132%128%127%112%104%98%94%
Tom BeaudryWeb Developer104%108%106%103%98%92%88%84%
Elena SousaContent Lead84%88%82%86%80%78%74%70%
Marcus HillMedia Buyer62%58%64%60%66%70%72%68%
Northgate CreativeAgency, retained71%74%70%72%68%64%60%58%
Normal or under-allocated Moderately over-allocated Highly over-allocated
Priya Raman is committed across CMP-2140, CMP-2144, CMP-2109 and CMP-2117 in July.
Budget, CMP-2140 Spring Product Launch TotalCurrent FY
Approved (BAC)
480,000
Forecast
512,000
EAC
512,000
Variance
-32,000
Actuals vs BAC318,000 of 480,000
EAC vs BAC512,000 of 480,000
The budget updates as actuals are entered. EAC is calculated automatically.
How variance reads, CMP-2140
Approved (BAC)480,000
Less EAC512,000
Variance-32,000
A negative variance means the campaign is forecast to finish over its approved budget.

Marketing budget management that ties each campaign to the annual number

Marketing budgets rarely fail in the total. They fail when an agency retainer covers less than expected or a media buy lands above plan, and the net still looks fine until someone asks.

  • Each campaign holds approved budget, forecast, actuals and EAC in financial management. Variance is approved budget minus EAC, and EAC is calculated automatically.
  • Agency and vendor costs are tracked against the campaign. Marking a cost to count toward the budget is a manual action, and once it is recorded it flows into the budget automatically.
  • Fiscal year budgets can be set at portfolio level and at line of business level, so marketing's annual number sits alongside the campaign budgets beneath it.
  • Financials can be locked by people with lock permission, so a number that has been reviewed stays where it was.

When a launch date moves, the portfolio should know before the meeting does

Completix surfaces the variance in the Warning Center and holds the current status report. The judgment stays with you, which is the correct place for it, but you are making it with the position in front of you rather than a week later.

Warning Center Marketing portfolio
CMP-2140 forecast exceeds approved budgetVariance -32,000 against 480,000 approved. Raised 02 Jul. Off Track
CMP-2140 asset delivery milestone past duePlanned 26 Jun, not complete. Owner Elena Sousa. Off Track
CMP-2144 resource allocation above thresholdPriya Raman at 128% for July across four campaigns. At Risk
CMP-2117 status not updated this periodLast update 19 Jun. Owner D. Marchetti. At Risk
Warnings identify the condition and the record. Completix does not escalate or reassign on its own.
Portfolio Status Current, live
Spring Product LaunchCMP-2140Red
Loyalty Program RelaunchCMP-2144Amber
Website ReplatformCMP-2109Amber
Summer Retail PromotionCMP-2117Green
Partner Co-marketingCMP-2126Green
This view is live and always current. Posting the June report kept a fixed snapshot that cannot be edited afterwards.

That distinction matters more than it sounds. The board sees a snapshot that was true on a stated date, the team works from a view that is true right now, and nobody has to argue about which version of the number is correct. The same records feed the executive dashboard and every portfolio report you produce.

The rest of the marketing PPM platform, set up with your team

Completix is configured directly with our product team, and typical deployments go live in weeks rather than quarters.

Campaign schedules
Milestones and dependencies per campaign in the project schedule, with the critical path calculated automatically and schedule history you can restore.
Executive dashboard
One portfolio picture for the CMO and the leadership team, read from the budget, schedule, RAID and project records the marketing team already works in.
Risks, assumptions, issues and decisions
Four separate RAID logs per campaign, each viewed on its own, with a change history showing who changed what and when.
Creative and contract documents
Briefs, statements of work and approvals stored in document management against the campaign they belong to. Files are versioned, and documents inherit the permissions of their campaign.
Agency and role based access
There is no separate external user type. Agencies, freelancers and partners are added as ordinary users by email, and roles control which projects and related areas each person can reach.
Explore by industry

The same portfolio layer, shaped to how your sector is judged

Marketing is one of nine industry views of Completix. The platform is the same, the spine each page is built around is not.

IT and technology Banking and financial services Government and public sector Defense and aerospace Manufacturing Engineering and construction Education and higher ed Professional services

Marketing project management, common questions

What is marketing project management software?

Marketing project management software plans, tracks and reports on marketing work. Marketing portfolio management software goes a level higher: it holds the campaign portfolio as a whole, so intake, budget, capacity and reporting sit in one place rather than in a task board plus a finance spreadsheet plus a quarterly deck. Completix is the second kind, and it is built on the same project portfolio management foundation used by other departments.

Those tools are strong at task execution inside a single campaign. What they do not hold is the layer above it: one intake form with a logged approval trail, budget and EAC per campaign, allocation per named person across every campaign at once, and an immutable snapshot of each posted status report. If your team is happy with its boards but the quarterly review is still assembled by hand, that is the gap. Our work management alternative page covers the comparison in detail.

Yes. Agencies and production partners are tracked in vendor management, and costs recorded against a campaign flow into its budget. Marking a cost as counting toward the budget is a manual action, and invoice approval itself stays in your finance or ERP system.

Every request enters through one intake form, so the same information is captured no matter who asks. Your team enters a score as a custom field, using the criteria you choose. Approval rules come from your policy and can use any intake field, and when several approvers are named they approve in parallel and all must approve. Every action, approve, reject or need more info, is logged with who and when, and Completix records the decision rather than making it.

Yes. Resource and capacity planning holds allocation per named individual across all active campaigns, shown as utilization over time. That makes an overcommitment visible at the person level, rather than one campaign board at a time.

Budget and schedule variances are surfaced in the Warning Center against the campaign that moved, based on triggers you configure and evaluated on every data change. Completix identifies the condition and the record for a person to review. It does not escalate, reassign or adjust anything on its own.

Yes. The same structure applies to client engagements: one intake form, budget per engagement, and allocation across a shared delivery team. Agencies and clients are added as ordinary users by email, and roles control which projects each person can see.

Typical deployments go live in weeks, not quarters. Configuration and customization come directly from our product team. The fastest way to size it is to bring your own campaign list to a demo, and for how gates and reviews fit around it, see our governance page.

Bring your own campaign list to the demo

If you share your campaign list, we will build the demo around your campaigns, your cost lines and your people, so you are looking at your own portfolio rather than a sample tenant.

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Typical deployments go live in weeks, configured directly by our team.