How Much Does Task Management Software Cost?
Pricing varies based on features such as integrations, automation, usage limits, and service levels: Select all the elements that best fit your team’s needs to see the total cost before you make a purchase
Upfront cost often doesn’t reflect the total expense: Watch out for add-ons like extra storage or premium support that can increase prices
Focus on ROI and scalability, not just sticker price: Be sure the software can grow with your team and deliver long-term value
Choosing task management software can be tricky, especially when you have to navigate a maze of pricing tiers and features. Often, you can't even find clear pricing info online.
This guide’s for you if you're a buyer, finance lead, or department head dealing with budgeting or procurement. Whether you're evaluating project management software for work management or seeking apps that match your business needs, this guide is designed to help.
I'll walk you through typical cost ranges, pricing models, and those pesky hidden fees. Plus, I'll share tips on evaluating ROI so you can make informed choices.
Unlock for Free
Create a free account to finish this piece and join a community of forward-thinking leaders unlocking tools, playbooks, and insights for thriving in the age of AI.
Already a member? Log In
DPM’s Task Management Software Cost Calculator
Want to quickly estimate the cost of an average task management software? Try our cost calculator:
What Factors Influence Task Management Software Pricing?
When you're choosing task management software, understanding what drives the cost—such as the number of users, custom templates, or extra time tracking features—can help you avoid surprises and better plan your budget. Here's a breakdown of what you should consider:
| Factor | How It Affects Pricing |
| User Tiers | Pricing often scales with the number of users; adding more team members can increase costs by $5-$15 per user per month. |
| Templates | Access to advanced or custom templates can help your team get started more efficiently, but it may also add an additional $10-$20 per month. |
| Automation Limits | More automation means higher fees; expect to pay an extra $10-$30 monthly for additional workflow automations to optimize operations. |
| Time Tracking | Adding time tracking capabilities is useful for billing, invoicing, and productivity insights; it can also raise your bill by $5-$10 per user per month. |
| Integration Costs | Connecting with other collaboration tools or messaging platforms may require premium plans, which usually adds about $20–$50 monthly. |
| Support Level | Premium customer support options offer faster response times and dedicated account managers for larger teams, typically at an additional cost of $50 to $100 per month. |
Task Management Software Price Comparison
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Project task management software with built-in project management templates | Free demo + free plan + 14-day free trial available | From $10/user/month (billed annually) | Website | |
| 2 | Project task management software with Gantt and Kanban views for visually tracking project tasks | 14-day free trial + free plan + free demo available | From $9/user/month (billed annually) | Website | |
| 3 | Best for resource management tools | 14-day free trial | From $18/user/month (billed annually) | Website | |
| 4 | Best all-in-one work management solution for agencies | Free demo + 14-day free trial | From $9/month (billed annually) | Website | |
| 5 | Best for Agile workflows and bug tracking | Free plan and 30-day free trial available | From $35/month (up to 30 users) | Website | |
| 6 | Best for seamless collaboration and visualization for effective project management | Free plan available | From $8/user/month (billed annually) | Website | |
| 7 | Project task management software for prioritizing tasks | 30-day free trial + free plan available | Pricing upon request | Website | |
| 8 | Best for brainstorming, ideation, and task management in one | Free plan available | From $13/user/month (billed annually) | Website | |
| 9 | Project task management software with a portfolio of projects and their status | 30-day free trial + free demo available | From $10.99/user/month (min 3 users, billed annually) | Website | |
| 10 | Best for its focus on simplicity | 14-day free trial | From $12.50/month (billed annually, up to 3 users) | Website |
Typical Pricing by Company Size
Pricing for task management software typically scales with company size, which can impact your budget as your team grows. Here’s how costs typically break down by business size:
| Company Size | Typical Price Range | What’s Usually Included | Common Use Cases & Vendors |
| Small business | $10–$50/month | Basic task tracking, limited users, essential integrations | Freelancers, startups; Asana, Trello, ClickUp, and all-in-one apps ideal for small teams and those on a free plan |
| Mid-size business | $50–$150/month | Advanced features, more users, custom templates, Kanban boards, Gantt charts, and collaboration features. | Growing teams, project management; Monday.com, Wrike, Smartsheet. |
| Large business | $150–$500/month | Full features, premium support, extensive integrations, resource management for tracking workloads, and features to track progress and dependencies. | Complex projects, cross-departmental operations; Jira, Microsoft Project, Notion. |
| Enterprise | $500+/month | Enterprise-grade security, enterprise workflow automation, unlimited users, dedicated support, permissions control and custom fields for large stakeholder teams. | Global operations, large-scale projects; ServiceNow, SAP, Oracle. |
Hidden & Add-On Costs to Watch For
When you're deciding on a task management software, it's easy to overlook hidden costs that can impact your budget. Things like onboarding fees and premium support are common add-ons that can quickly add up. Be sure to evaluate these potential costs upfront to avoid surprises later:
| Cost Type | Description |
| Onboarding/setup fees | Some vendors charge $100-$500 for initial setup to customize the software to fit your team's needs. For example, some enterprise solutions include these fees as part of their onboarding process to streamline workspace configurations. |
| Training or certifications | Training sessions or certifications, which are often essential for teams new to the software, can cost $200-$1,000. Vendors like Smartsheet and Monday.com offer paid training programs to help teams get the most out of their project management tool. |
| Premium support | Enhanced support options can offer quicker response times for $50-$100 per month. Platforms like Asana and Jira provide these options for teams needing dedicated support. |
| Integrations beyond standard set | Adding integrations with other tools may incur extra fees, especially for complex setups. Tools like Zapier might also be necessary for additional integrations, increasing costs. |
| Usage overages | Exceeding usage limits, like storage or user counts, can lead to extra charges. For instance, Trello and ClickUp might charge for additional storage or users beyond the plan's limit, even for their free versions. |
| Contract minimums | Some vendors require a minimum contract length, often 12 months, which locks teams into a long-term commitment. Solutions like Wrike may have such requirements, affecting overall flexibility and budget management. |
| Compliance or legal updates | Keeping software compliant with legal standards can incur additional fees. Vendors like ServiceNow may charge for updates related to regulatory changes, especially if you need audit-ready project tracking. |
Your budget is simple. Software pricing is not.
We’ll make it match.
- Share your requirements
- Align with your budget
- Receive a tailored shortlist
- Get negotiation support
Types of Task Management Software Pricing: Subscription Plans & Upgrade Triggers
Task management software typically follows a subscription model with tiered pricing, offering various features and benefits at different levels:
- Plan Inclusions: Most vendors offer Starter, Pro, and Enterprise plans. Basic plans include essential task management tools and basic features, while higher tiers add other key features like advanced reporting, project tracking, agile boards, and integrations with collaboration tools.
- Upgrade Triggers: User limits and integration caps often require plan upgrades. For instance, if your team grows or you need more integrations or advanced dashboards, you might need to move from a Starter to a Pro plan.
- Annual vs. Monthly Discounts: Many platforms offer discounts for annual subscriptions, which can save your team money over the monthly option.
- Vendor Transparency: Companies like Asana and Monday.com are generally transparent about their pricing, with clear details on what's included in each plan. However, some platforms may hide costs for advanced work management or enterprise-level features like permissions, custom fields, and Gantt charts.
To avoid overspending, evaluate your team’s needs carefully and choose a plan that fits without unnecessary extras. Consider annual paid plans for savings, but only if you’re confident in the long-term fit.
You might also opt for a free task management tool to start, or test a free trial before you commit! There are also free AI task management software tools that can help you reduce the manual effort of managing tasks.
Maximizing ROI from Your Task Management Software Investment
Understanding ROI ensures you’re investing wisely in task management software, making sure the tool delivers real value to your team and genuinely impacts your bottom line.
Time Saved
Automation and streamlined workflows help your team by reducing effort and freeing up bandwidth. This could mean cutting down hours spent on repetitive tasks, which allows your team to focus on more strategic work and prioritize higher-value goals. It could also mean improving overall efficiency, as tasks are completed faster and with fewer errors, leading to better outcomes and enhanced productivity across the board.
Consider what manual processes this software could replace and how much time your team could get back. Ask vendors to demonstrate time-saving task management features in a typical use case to see the potential impact.
Error Reduction
Fewer manual handoffs or calculations lead to fewer costly mistakes. It's important to identify where errors currently occur in your processes and explore how an automated system could mitigate them. Features like real-time tracking and automated due dates can significantly reduce human error and enhance team alignment.
Ask vendors to demonstrate how data is validated and controlled across their platform to ensure accuracy and reliability.
Compliance Avoidance
Features that support legal, financial, or industry standards can reduce the risk of fines or audits. Investigate what compliance features are built into the platform and whether it supports your industry requirements. Collaboration tools that maintain audit logs or milestones can be especially helpful.
Ask vendors for examples of how compliance gaps were avoided in the past.
Cross-Team Adoption or Consolidation
Using one tool to replace many—or having a tool that’s easy for multiple teams to use—can reduce costs and improve alignment. Consider whether this software could replace multiple apps and which teams would realistically use it.
Ask vendors for rollout stories across functions to understand its impact on team collaboration and project progress tracking.
Questions to Ask Vendors During Pricing Demos
Demos are your team’s best chance to clarify pricing, dig into what’s included, and avoid surprises. Come prepared with questions to ensure you fully understand the costs and features. You might also consider drafting a task management software RFP to organize your needs and requirements. Here are some questions to ask:
- How does your pricing structure work across different tiers?
- What features are included in each pricing tier? Do you support agile workflows, Kanban boards, or calendar view options?
- Are there usage caps or overages we should be aware of on the free plan?
- What fees are associated with support and onboarding?
- How often will we be billed, and what are the renewal terms?
- What integrations are covered, and are there limits or specific collaboration tools required?
- Are there any additional costs for accessing premium features such as workload tracking, dashboards, or stakeholder views?
- Can you explain any customization options like custom fields, permissions, or workspace configurations and their associated costs?
Tips for Negotiating Task Management Software Pricing
Pricing is often flexible, and being well-prepared can lead to better outcomes. Strong negotiation tactics can help your team secure better pricing and contract terms without sacrificing functionality. Consider these strategies to maximize value:
- Benchmarking Competitors: Research similar software solutions and project management solutions to understand market rates, then use this information to negotiate better terms with your chosen vendor.
- Discount Opportunities: Ask about discounts for startups, small teams, nonprofits, or long-term commitments. Vendors often offer lower rates for these groups to build relationships.
- Pilot Programs or Phased Rollout Pricing: Propose a pilot program or phased rollout to test the software at a reduced rate. This can help you assess ease of use and fit before committing fully.
- Renewal and Lock-In Clauses: Negotiate flexible renewal terms and avoid lock-in clauses that could trap your team in a less-than-ideal contract. Ensure the solution continues to meet your methodology and collaboration needs.
- Group Buying: If you're part of a larger organization, use procurement support or group buying to get better rates through bulk purchasing agreements. This is particularly effective with apps that offer tiered pricing plans for all-in-one project management software.
What’s Next?
If you're in the process of researching task management software, connect with a SoftwareSelect advisor for free recommendations.
You fill out a form and have a quick chat where they get into the specifics of your needs. Then you'll get a shortlist of software to review. They'll even support you through the entire buying process, including price negotiations.