Kewbed vs Runn — Capacity Planning Compared

What this comparison is for

Runn is a resource management tool with scenario planning, project budget tracking and capacity-versus-utilization reporting aimed at growing professional services teams. It positions itself as a modern alternative for teams that have outgrown lightweight schedulers but still want to run all of their planning inside one new tool. Kewbed is built for organizations where leadership needs a unified executive capacity view across the whole portfolio without forcing teams to abandon the PM tools they already use. This comparison is for teams choosing between adopting Runn as their primary planning tool or layering Kewbed on top of their existing process.

At a glance

Category-by-category

Scope and audience

Runn covers the resource planning layer: who is on which project, scenario plans for upcoming work and how that aggregates into utilization and revenue forecasts. It serves growing professional services teams that want a single dedicated tool for capacity, project budgets and forecasting. The expectation is that teams adopt Runn as the place where planning happens.

Kewbed is a layer above that. It answers the executive questions: which trades are over-allocated next quarter, where demand outpaces available headcount and what capacity looks like across the whole portfolio including projects that have not yet been confirmed. Organizations use Kewbed when their planning data already lives across multiple PM tools and changing that process is not on the table.

Forecasting and demand

Runn has scenario planning that lets you draft what-if plans alongside the live schedule, plus capacity-versus-utilization reporting and project budget forecasts. The forecasting is anchored to the data that lives inside Runn.

Kewbed treats demand as a first-class concept through generic resources: project needs defined before real people are assigned. The Horizon view shows demand against availability per trade across the entire portfolio, including tentative projects that have not been confirmed. That distinction matters when hiring decisions need to be made ahead of confirmed work and when the demand signal has to roll up across multiple business units.

Financial layer

Runn includes project budgets, cost and billing rates and cost-versus-revenue forecasts. Teams can track budget burn against schedule and project profitability at the project and client level, all inside Runn.

Kewbed tracks billing rates at the resource level with point-in-time snapshots, which matters when rate cards change mid-project or when forecast cost has to be compared across multiple concurrent projects using different rate structures. The financial layer is built around the capacity and demand view rather than individual project budgets.

Integration model

Runn integrates with time tracking and finance tools (Harvest, WorkflowMax, Clockify), communication tools (Slack), calendars and offers a native API for custom integrations. The integrations feed data into Runn so that Runn remains the planning source of truth.

Kewbed's integration approach is import-based: it reads from the PM tools organizations already use (Excel, Smartsheet, MS Project) and surfaces that data in a unified executive view. Teams do not change how they run projects to use Kewbed; the import handles the data lift and the source data keeps living in the tools producers and leads already work in.

Multi-tenancy and scale

Runn is a single-organization tool. Each account manages one organization's people, projects and plans.

Kewbed supports a two-tier model: a parent organization with multiple tenants underneath. This fits managed service providers, holding companies or any organization that needs to maintain separate capacity views for distinct business units or clients while still rolling up to a single executive dashboard.

When to pick Runn

• Your team is ready to consolidate planning into a single dedicated tool and Runn becomes the source of truth.
• Project budgets, cost-versus-revenue forecasts and utilization reporting are the central reporting needs.
• Scenario planning for upcoming work matters and the team is comfortable drafting plans inside the planning tool itself.
• Your finance and time tracking stack maps to Runn's direct integrations (Harvest, WorkflowMax, Clockify) or you can build the rest via API.
• You want a free tier to start with and monthly per-person pricing that scales with the team.

When to pick Kewbed

• Your organization is past 30 staff and leadership needs a portfolio-level view, not a single-tool replacement.
• Planning data is already spread across Excel, Smartsheet and MS Project and you need a tool that reads from those rather than asking teams to migrate.
• You have generic resource demand that needs to be tracked separately from confirmed allocations, including demand from tentative projects not yet confirmed.
• You run multiple business units or client accounts that need separate capacity views with a common executive rollup.
• Billing rate accuracy across concurrent projects with different rate structures matters for your financial reporting.

Switching from Runn to Kewbed

• Export your people, projects and assignments from Runn to CSV using Runn's export tooling or its API.
• Decide whether Runn stays at the team level (export periodically into Kewbed for the executive view) or whether the full plan migrates into Kewbed.
• Map your people into Kewbed's department and trade hierarchy; trades are the key organizational unit for capacity reporting in Kewbed.
• Bring in project data from your other tools (Excel, Smartsheet, MS Project) alongside the Runn export so the portfolio view is complete from day one.
• Book a demo with the Kewbed team to walk through the import process and confirm the hierarchy mapping before going live.