Tool profile
Mosaic: cost, fit and limits
Mosaic is a resource and project planning platform made by MosaicApp Inc. that combines staffing, budgets, forecasts and an AI assistant called Chello. It serves professional services firms such as architecture, engineering and consulting practices that must match people to billable work and see hiring need ahead.
What to know first
Mosaic sells an annual per-seat subscription with every feature included, plus separate month-to-month Chello AI add-ons at $50 and $200 per user. Base seat prices are quoted, and the pages offer a demo instead of a trial. The vendor states SOC 2 Type II and says AI content is processed inside its own cloud. Hosting defaults to the United States, and Chello usage runs on monthly credits with a daily cap.
Mosaic at a glance
| Maker | MosaicApp Inc., United States |
|---|---|
| Free plan | No |
| Entry price | Quote only |
| API access | Yes |
| Category | Best AI Resource Management Software in 2026, rank 8 of 10 |
| Website | mosaicapp.com |
Who Mosaic is best for
Architecture and engineering practices
The page cites CetraRuddy reaching 88 percent utilization from 77 to 80 percent, a vendor-reported result from a firm with project-based staffing.
Leaders who want weekly briefs
Chello sends daily, weekly and monthly digests on drift in budget, schedule and workload, and managers can question any line in a brief.
Firms planning hires
Forecasts run in Conservative, Base and Growth scenarios with hiring recommendations, which suits a practice deciding when to recruit against signed work and pipeline.
Companies with a heavy finance stack
The integrations page lists NetSuite, QuickBooks, Deltek, Microsoft Dynamics and HR systems such as BambooHR, ADP Workforce Now and HiBob, plus webhooks for Mosaic's own API.
Mosaic plans and pricing
| Plan | Price | What it includes |
|---|---|---|
| Standard | Per seat, billed annually, quote only | Every feature included, with per-seat rates falling as headcount rises. SSO and two-factor authentication are an add-on. |
| Enterprise | Quote only | Standard plus more consultation and training hours, a dedicated senior customer success manager with backup, executive reviews, priority incident response and SSO. |
| Chello Base | Included in every subscription | AI assistant for light everyday use, available to admins now and to all roles from November 1, 2026, per the pricing page. |
| Chello Pro | $50 per user per month | More headroom for deep analysis than Base, extra credits can be bought, and it is month to month with no annual commitment. |
| Chello Max | $200 per user per month | Highest monthly credit allotment, unlimited briefs, extra credits available, and month to month billing with no annual commitment. |
Checked November 2026.
What Mosaic does
- Role matching
- Mosaic AI suggests people for a role from skills, availability and workload, and Chello can draft a first staffing plan from a proposal. The matching is a suggestion for a manager.
- Scenario forecasting
- Workload, revenue and hiring are forecast under Conservative, Base and Growth scenarios, so a partner can see whether a signed contract needs a hire. Each scenario can be compared.
- Chello monitoring
- The assistant watches projects, workload and deadlines, chases missing updates across systems and meetings, and works inside Mosaic or Microsoft Teams. It also answers questions about any brief line.
- Credit-based AI use
- Chello runs on monthly credits with a daily limit that stops one busy day using the month. Extra credits can be bought on Pro and Max.
- Broad integration list
- The integrations page groups calendars, CRMs, ERP and financial tools, HR and payroll systems and ticketing tools, with a webhook for Mosaic's own API. Some entries on the page show placeholder text.
How Mosaic handles your data
Mosaic's privacy policy states that when an organization enables AI features, project content is processed entirely within Mosaic's own cloud, is not sent to third parties including AI model providers, and is not used by third parties to train models. Content sent out through an MCP connection falls under that tool provider's agreement. Customer data is hosted in the United States or another country if contractually agreed, and the pricing page states SOC 2 Type II, GDPR and CSA STAR Level 1. After termination, data is kept 180 days for accounts in good standing, then deleted.
Where Mosaic falls short in practice
- Base price not public. Only the Chello add-ons are priced. Per-seat rates and the platform fee need a quote, and one-time onboarding and ERP integration setup are scoped per rollout.
- Annual lock-in. Standard agreements run 12 months and renew automatically with 30 days' notice. Contractors and guests are licensed at a lower rate that requires asking sales.
- AI credits are unspecified. The page gives no numeric credit allowances for Base, Pro or Max, so heavy users cannot estimate whether the daily limit will bind. Heavy users should ask first.
- Default hosting is the United States. EU buyers must negotiate another country in the contract. The sub-processor list with locations sits on a separate trust site. Ask for it before signing.
Works with
Alternatives to Mosaic
Mosaic: common questions
What does Mosaic's Chello assistant do?
Chello is described as a planning assistant that monitors projects, workload and deadlines, chases missing updates and sends daily, weekly and monthly digests. It answers questions about people, projects and budgets, matches roles to build teams and drafts a first plan from a proposal. It works in Mosaic or Microsoft Teams.
How is Chello AI priced?
Chello Base is included in every subscription. Chello Pro costs $50 per user per month and Chello Max $200, both month to month with no annual commitment. Usage runs on monthly credits with a daily limit, and the page gives no numeric allowance.
Does Mosaic send my data to AI providers?
The privacy policy says that when AI features are enabled, project content is processed entirely within Mosaic's own cloud and is not sent to third parties, including AI model providers. Content sent through an MCP connection or another enabled integration follows that tool provider's agreement.
Does Mosaic offer a free trial?
The pricing page does not mention a trial. It offers a demo and a money-back guarantee described as a 5x return on the annual subscription cost, with details available only through sales. Standard agreements run 12 months and renew automatically with 30 days' notice.
Which security standards does Mosaic state?
The pricing page states SOC 2 Type II, GDPR and CSA STAR Level 1, regular penetration testing and an optional dedicated database. SSO and two-factor authentication come with Enterprise and are an add-on on Standard. Customer data is hosted in the United States unless another country is agreed.