From Scattered Tools to One System: How Panze Studio Scaled Operations with Taskip
Quick Snapshot
| Company | Panze Studio |
| Website | panze.co |
| Industry | UI/UX Design, Product Design & Branding |
| Location | Albuquerque, NM, USA / Khulna, Bangladesh |
| Team Size | Small studio team |
| Clients | SaaS startups, Fintech, Edutech, Mobile apps |
| Tools Replaced | Doplac, Google Forms, Manual Invoicing, TidyCal, Discord (Client Portal) |
| Key Result | 2 → 5 active projects simultaneously — without burnout |
Meet Mahmudul
Mahmudul Hasan is the founder and lead designer behind Panze Studio, a UX design studio with roots in Albuquerque, New Mexico and a production team in Khulna, Bangladesh. Panze builds brands, designs apps, and creates product experiences for SaaS startups and small businesses, from education management systems and bulk messaging platforms to handyman service apps and WordPress plugin branding
What sets Mahmudul apart is his research-first approach. He does not just make things look good, he digs into each client’s industry, understands their users, and designs solutions that align with real business goals. His portfolio spans web apps, mobile apps, and full brand identities, each tailored to the client’s specific market.
| “I enjoy discovering different industries and understanding their users so I can design something that actually works — not just something that looks pretty. No two projects should feel the same.”— Mahmudul Hasan, Founder, Panze Studio |
The Challenge — When Creative Work Got Buried Under Admin
For a while, Mahmudul’s workflow held together. Client briefs arrived through email, design feedback was scattered across WhatsApp threads, project timelines were loosely tracked in Trello, and invoices were manually created in spreadsheets and sent as PDFs. It was not ideal, but it worked, until referrals started coming in faster than he could manage.
As Panze’s reputation grew, fueled by a strong presence on Behance and Dribbble, along with glowing client reviews, cracks in the system began to appear quickly:
- Brand questionnaires buried in Google Form responses, disconnected from project context
- Client scheduling scattered through TidyCal with no link to project status
- Design feedback from clients mixed across Discord servers and email threads
- Invoices sent late due to manual creation getting buried under Figma work
- Doplac contacts disconnected from active projects, requiring constant cross-referencing
| “I was spending my mornings just trying to piece together where things stood. Which client is waiting for a mockup? Did I send that invoice? Who approved the brand direction? It was all scattered across five different apps, and my head was full.”— Mahmudul Hasan |
The breaking point came during a complex SaaS product design project. The client had shared detailed feedback across WhatsApp voice notes, email threads, and Figma comments. Piecing it all together took Mahmudul an entire afternoon, time that should have been spent on design thinking.
| “That was the moment I realized I couldn’t keep growing this way. I was one lost message away from delivering the wrong revision to a client.”— Mahmudul Hasan |
Why Taskip
Mahmudul needed more than a project management tool. He needed a unified system that could handle client communication, structured onboarding, revision tracking, invoicing, and deliver a professional client experience, without the complexity of enterprise software or the limitations of simple to-do apps.
Most tools he evaluated were either overbuilt for large teams with approval chains he would never need, or too basic for a design studio handling multiple concurrent client engagements. Taskip stood out by combining CRM, project tracking, client portal, communication, and invoicing in a single system, designed specifically for agencies and service teams.
| “I looked at a lot of tools. Some were made for huge teams with approval chains I’ll never need. Others were just task lists with a fresh coat of paint. I needed something that understood how a design studio actually works with clients — the back-and-forth, the revisions, the deliverables.”— Mahmudul Hasan |
The Solution — How Panze Studio Uses Taskip
1. Structured Client Onboarding & Design Briefs
Before Taskip, Mahmudul used Google Forms to collect design preferences, brand guidelines, and project goals — then manually copied responses into his project notes, while tracking clients separately in Doplac. Now he uses Taskip’s built-in intake forms and CRM together. When a new client signs up for a branding or app design project, they complete the intake form directly on the platform — business description, target audience, design preferences, content — and it attaches automatically to their project record.
- No more copy-pasting from Google Forms into separate CRM entries
- Client contact, brief, and project all live in one place from day one
- When design work begins, all context is already at hand
2. Visual Project Pipeline
Each design project follows a clear pipeline: Discovery → Wireframes → UI Design → Revisions → Handoff. Mahmudul set up these stages in Taskip and now moves each project through them visually. Whether it’s a full SaaS product design or a branding project, he always knows what phase every client is in at a glance — without opening a single spreadsheet.
| “I open Taskip in the morning and I can see everything — who needs a revision, who’s waiting for wireframes, who just kicked off discovery. That used to take me 30 minutes of checking different apps. Now it takes 10 seconds.”— Mahmudul Hasan |
3. Premium Client Portal
This was the game changer for Panze. Clients, many of whom are startup founders and small business owners juggling a hundred priorities, can now log into a clean, branded portal to check their project status, download design deliverables, leave structured feedback on mockups, and view invoices. It replaced dozens of WhatsApp messages for each project.
- Clients see project progress in real time without asking
- Feedback is centralized and tied directly to the relevant deliverable
- The experience positions Panze as a premium, top-tier design agency
| “My clients used to ask me ‘where are we at?’ two or three times a week. Now they just check the portal. One client told me it makes the whole experience feel more premium — like working with a top-tier design agency.”— Mahmudul Hasan |
4. Scheduling Integrated with Project Flow
TidyCal handled booking calls and onboarding sessions, but it existed in isolation — a booked call had no connection to a project status or client record. With Taskip, client scheduling and communication exist within the same workflow as the project itself. When a discovery call is booked, it connects directly to the project and client profile, eliminating the context-switching that used to slow Mahmudul down.
4. Automated Invoicing & Recurring Billing
Before Taskip, invoicing meant creating a spreadsheet template, exporting it as a PDF, emailing it manually, and tracking payment status by hand. Now Mahmudul generates invoices directly from the project, sends them through the platform, and clients pay online. Recurring invoices for clients on retainer or maintenance plans are set up automatically, eliminating weekend admin work.
| “Invoicing used to be something I’d put off until the weekend because it felt like busywork. Now it takes two clicks and it’s done. I’d rather spend that time designing.”— Mahmudul Hasan |
The Results — Measurable Business Impact
| 3×Project CapacityFrom 5 to 15 active projects simultaneously — without burnout | 8+Hours Saved WeeklyMore than a full working day reclaimed from admin every week | 5→1Tools ConsolidatedTrello, Sheets, Forms, email & WhatsApp replaced by one platform | ↑Client PerceptionClients describe the experience as premium, structured & transparent |
These numbers reflect something deeper than operational improvement. Mahmudul did not just optimize his workflow, he removed the ceiling on his growth. By consolidating tools and eliminating administrative friction, he created the capacity to triple his active project load without adding stress, sacrificing quality, or risking burnout.
Client perception transformed alongside the internal workflow. Multiple clients noted how professional and organized the experience feels. One SaaS startup founder said it was the first time working with a design agency felt truly structured and predictable, a shift that directly builds trust, improves retention, and drives referrals.
Before vs. After
| Before Taskip | After Taskip |
| ✗ 5 active projects maximum | ✓ 15 concurrent projects — 3× capacity |
| ✗ Feedback scattered across WhatsApp, email, Figma comments | ✓ Centralized feedback via branded client portal |
| ✗ Manual invoicing — spreadsheets created and sent by hand | ✓ Automated invoicing — online payments in 2 clicks |
| ✗ Admin-heavy mornings (30+ min across 5 different apps) | ✓ 10-second daily overview in one dashboard |
| ✗ Growth felt risky — one lost message from a costly mistake | ✓ Scalable growth without burnout or quality loss |
| ✗ 5 separate tools with zero integration | ✓ 1 unified platform replacing all tools |
In Mahmudul’s Own Words
| “Before Taskip, I was a great designer with a messy backend. Now my process matches the quality of my designs. Clients see it, and it makes a real difference in how they perceive working with us.”— Mahmudul Hasan, Founder — Panze Studio |
| “Taskip gave me back the time I was wasting on admin so I could focus on what I actually love — researching, designing, and building cool products for my clients. It’s not just a tool, it’s the backbone of how I run Panze now.”— Mahmudul Hasan, Founder — Panze Studio |
Panze Studio is a UI/UX design agency specializing in branding, product design, and app design for SaaS startups and small businesses. With teams in the United States and Bangladesh, they serve clients worldwide. Learn more at panze.co.