Project Management Software Pricing Guide: How Much Should You Spend?
Pricing Factors : Project management software pricing varies by factors like features, user count, and service models. Understanding these factors can help you make an informed choice.
Types of Plans: Most software uses a subscription model, allowing teams to pay for only the features they need. Pricing plans typically range from free/basic to enterprise/advanced, each offering different levels of functionality.
Scalability Matters: Ensure the software can scale with your business, as future growth may require higher-tier features or more users.
Hidden Costs: Don't forget to consider additional costs like data migration, hardware upgrades, and training when evaluating software options.
Understanding project management software pricing is important for any business trying to choose the right tool for their workflows, task management, and resource needs. But with so many options out there, making the right selection isn't an easy task.
In this article, we'll explore how project management software pricing structures work, typical pricing plans, and how to make the best choice for your specific projects.
How Does Project Management Software Pricing Work?
Project management software solutions, like any other Software-As-A-Service (SaaS), come in different shapes and sizes. This means that these project management tools also have a wide range of pricing models and frameworks. These software prices are usually set up based on factors such as:
- Features
- Functionality and usage
- Number of users
- Infrastructure requirements
- Customer support
- File storage capacity
- Integration options
- Other factors
Many project management software solutions are priced using a subscription model that is adjusted based on the features you want. While one project management tool offers team collaboration features in its free version, another may charge extra to access that particular feature. It’s about finding the right combination of features and pricing for your organization.
These subscription models charge a recurring fee each month or year, with entry-level and freemium plans all the way up to premium plans to the tune of thousands of dollars per month. In this way, small teams can pay for what they need while large enterprises can organize complex projects across multiple departments using the same tool, just with different features.
Typical Project Management Pricing Plans
The methodology for how project management tools meet the needs of clients is by diversifying their pricing structures to match user needs with their resource availability. The majority of these project management software solutions fall into one (or several) of these categories:
- Free project management software plans
- Individual/Basic project management software plans
- Team/Intermediate project management software plans
- Enterprise/Advanced project management software plans
Let's dive into each plan type, highlighting some of the features providers may offer.
Free PM Software Plans
Free plans for project management tools come with a variety of features based on a tool's particular niche or based on the advanced features offered in premium plans. Either way, finding a free plan is a great way to familiarize yourself with a tool before jumping in with your bank account.
Free versions of these software tools can offer plenty of features on their own. For example, many free plans include:
- Basic task management features
- Templates and basic automation
- Integration with existing apps
- Limited storage and users
Below is a list of some of the best project management software tools we have found with robust free plans:
Some of them may be outclassed when it comes to paid plans or premium features, but they offer insight into project management software pricing structures and how you can find the best fit for your needs. Keep this in mind as we delve into different features and plans throughout this article.
Individual/Basic PM Software Plans
As you continue to utilize a project management tool, you may see a need to add or expand on features. This may lead to you purchasing an Individual and/or Basic plan.
With most project management solutions you are going to find that a lot of basic features are included with a reasonable monthly or annual fee, such as:
- Single sign-on options for multiple users
- Custom fields for your CRM
- Additional workspaces for your different projects
- Ability to add features like invoicing, portfolio management, and enhanced automation tools
Every project management solution is different, but project management software pricing structures have fairly standard plans at this tier. Individual plans typically enhance already existing features in the free plan, while adding a few extra useful tools. As you scale up, the plans and features become far more robust.
Team/Intermediate PM Software Plans
Once you start to look at the Team/Intermediate tiers of project management tools, you’ll start to see some of the more “pro” features that are labeled specifically for those who want to utilize the tool to its maximum potential.
The features at this tier will often include:
- Managing and evaluating resource allocation at a glance
- Maintaining and collaborating on a far greater number of projects at a much larger scale
- Unlimited storage
- Unlimited tasks
- Unlimited users
- Managing or collaborating with your resource providers within the tool
- The ability to incorporate large-scale business plan features tailored toward your specific needs
Making the move from free and basic plans to team and intermediate plans can feel like a big jump, and the pricing will also jump accordingly. Many businesses don’t tend to opt for these larger plans unless they have several dozen or even 100+ potential users, making the tool a more integral and necessary part of their business processes.
Enterprise/Advanced PM Software Plans
Enterprise/advanced project management software plans are a significant leap from free or basic plans. For starters, these advanced and enterprise plans typically switch from cloud-based solutions that anyone can access from anywhere to on-premise software options. This means only users on-site can even access the project management tool, which adds a level of security.
For businesses that have thousands of dispersed employees around the globe, these project management software pricing guidelines start to falter. Many enterprise plans require talking with a rep and creating a package specific to the needs and resources available to your business.
When it comes to additional features, enterprise and advanced plans continue to build on already existing features. For example, expanded features include:
- Multi-language support
- Expanded currency options
- Massive improvements to project tracking
- On-premise solutions for tighter security
- Personalized customer service and access to unparalleled assistance
Due to the number of features and high costs associated with enterprise and advanced plans, many SMBs and even medium enterprises do not opt for these impressive plans.
Comparing Project Management Software Cost
Now that you understand how most vendors approach pricing in general, let’s look at some of the most popular project management software and compare their pricing:
| Tools | Price | |
|---|---|---|
| monday.com | From $8/user/month (billed annually) | Website |
| Smartsheet | From $9/user/month (billed annually) | Website |
| Wrike | From $9.80/user/month (min of 2 seats) | Website |
| ClickUp | From $7/user/month | Website |
| Hub Planner | From $7/user/month (billed annually) | Website |
| Zoho Projects | From $4/user/month (billed annually) | Website |
| Visor | From $9/user/month | Website |
| Quickbase | From $35/user/month (billed annually, min 20 users) | Website |
| Bonsai Agency Software | From $10/user/month | Website |
| Workzone | From $25/user/month | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareOther PM Software Costs To Consider
With a more thorough understanding of project management software pricing structures, it’s time to consider some of the associated costs that are not as obvious. As you're looking at your pricing plan options, you also have to think through what it would cost you to adopt that software both now and in the future.
These considerations can come in many forms, but it's easier to think of them in terms of three buckets: upfront costs, recurring costs, and scaling costs. Here are what some of these extra costs might look like, and what they mean for you.
Upfront Costs of Project Management Software
Integrating a project management tool into your organization will have some initial costs. In some cases, these costs may be less obvious, while others will be easy to recognize as you look into different options. Weigh these costs carefully as you consider project management software pricing for your business:
- Licensing fee: Some project management tools, especially ones that utilize on-premise software, will require a one-time licensing fee that may not be obvious during your initial search or demo.
- Data migration: If you have never used a project management tool, then you may not have any data to migrate. However, if you are switching tools, then you may have to pay a fee in order to seamlessly migrate your data between the two tools.
- Hardware & IT: The nature of SaaS means you are going to have to consider whether you need to switch between Microsoft, iOS, Linux, etc. devices to use the project management software. You should also consider if you’ll need to hire IT staff or contractors to help support the use of the software moving forward.
Recurring Costs of Project Management Tools
If you are using a subscription-based tool, then it only makes sense that you are going to have some recurring costs in order to use your project management software tool. There are other recurring costs that may not be obvious at first, but are worth considering:
- Training: Even the simplest of project management tools may require time dedicated to training new employees. The more complex tools are going to require dedicated training or even staff.
- Software/Hardware upgrades over time: Even if your hardware is compatible now, that does not mean your hardware will always be compatible with your project management software. Also, some companies do require a fee in order to upgrade your software to the newest and most powerful version.
- Maintenance: No system is perfect, and there are going to be times when you’ll need to spend financial resources or simply time dedicated to routine maintenance of your systems, hardware, and processes.
- Dedicated staffing, if your business is large enough to require it: If you are opting for an enterprise or advanced pricing plan, then you will likely have a staff large enough to warrant entire employees or departments dedicated to managing your project management software.
Scaling Costs of Project Management Software Tools
The best problem you could hope for is to scale your business. But with growth comes issues with scaling your project management software system. Planning for your future growth and taking those costs into consideration can also help you choose the right project management tool for your business.
As your business scales, you are going to need to address issues with your tool, making sure it can scale with the number of projects you are going to be using it for. Think through and research what these scaling costs might look like for you down the road:
- Increase in users: As your business grows and the number of projects you work on increases, you may need to add more users/seats to your software plan. Keep in mind the potential costs of adding more users along the way.
- Additional features required: While you may not need some of the features in paid, pro, or enterprise pricing plans now, you may need them down the line. Consider what it will cost you to add those additional features for each particular project management tool.
- Switching to on-premise vs cloud-based: Your business may be totally on-site now, but you could one day hire remote workers. Likewise, you could be fully remote now but may find yourself working from an office hub as your business grows. Both avenues will have additional costs associated with them.
- Changing project management tools entirely: The best project management tool for your business right now might not be able to scale with you in the future. Think about what it will take to move to a different project management software in the future, going through this whole process again.
How To Choose The Right Tool And Pricing Plan
There are still a lot of questions left to answer as you wrestle with choosing the best project management software for your business. To help get you started, below are some questions to help you think through the most critical aspects of choosing your project management tool:
- Is there a free plan or a demo to play around with first? You are going to want to get your hands on the tool before making any decisions—not just watch someone else use the tool and showcase its best features for you.
- What are the upfront costs? You will be able to easily find pricing plans, but dig deeper and see if you can determine any other costs that might pop up as you integrate a particular project management tool.
- What features are critical for your project management systems? There is no point in looking at project management tools that don’t meet your bare minimum requirements. Don’t fall in love with features you will practically never use, no matter how flashy or fun they are.
- Are there any long-term commitments aside from a subscription fee or licensing fee? Just because many project management software tools don’t have long-term commitments, doesn’t mean that none of them will. Make sure to ask if there are options to cancel at any time without paying cancellation fees.
- How many users are you going to need now and in the near future? Skating by with a free plan might work for now, but are you willing to pay the price for the next highest plan if it comes down to it? Otherwise, you may have to pivot to a different project management tool in the future.
Learn More About Project Management With DPM
As you carefully choose the best project management software for your business, I hope this article has helped you better understand project management software pricing and structures. If you want to keep growing in your understanding of project management, make sure to sign up for a DPM membership. Our DPM membership connects you with other digital project managers, resources, templates, and examples so you are able to keep learning and growing!
