How Much Does Project Management Software Cost?
Pricing varies because features, usage, and service levels differ: A basic plan might limit users, while premium plans offer more features and support
Upfront costs don’t show the total cost: Watch out for add-ons like extra storage or premium support that can increase your bill
Focus on ROI and scalability, not just the sticker price: A tool that grows with your team is worth more than a cheaper option that limits you later
Need expert help selecting the right tool?
With one-on-one help, we guide you to your top software options. Narrow down your software search & make a confident choice.
Pricing for project management software can be a headache. Complex pricing plans, feature gating, and hidden costs make it tough to know what you’ll actually pay. Plus, some software providers keep their pricing info under wraps.
This guide’s for you if you’re a project manager, finance lead, or department head trying to nail down your budget. I’ll explain typical costs, different project management software pricing models, and those sneaky hidden fees.
I’ll also help you evaluate the ROI, so you can make a smart choice for your team—whether you’re working with small teams, managing complex projects, or planning for enterprise plans.
DPM's Project Management Software Cost Calculator
Want to quickly estimate the cost of an average project management software? Try our cost calculator:
What Factors Influence Project Management Software Pricing?
Choosing project management software can be tricky, with pricing affected by user tiers, templates, and automation limits, among other things. Here's what to consider:
| Factor | How It Affects Pricing |
| User Tiers | More team members or a higher number of users mean higher costs; expect $10-$30 per user per month, depending on basic features and functionality available to each tier. |
| Templates | Access to a wide range of templates can add $5-$15 monthly, but will help your team save time on project planning and onboarding. |
| Automation Limits | Advanced workflow automation features can increase costs by $20-$50, and support your team by streamlining repetitive tasks and improving work management. |
| Time Tracking | Adding time tracking can cost an extra $10-$20 monthly. This offers insights into project efficiency and resource allocation. |
| Custom Integrations | If you need custom integrations with other apps or systems like Slack or your CRM, it could add $50-$100 to your monthly cost, depending on complexity. |
| Storage Space | Additional file storage can add $5-$25 monthly, especially if your team handles large files and extensive data. |
Need expert help selecting the right tool?
With one-on-one help, we guide you to your top software options. Narrow down your software search & make a confident choice.
Project Management Software Price Comparison
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for customizable project templates | Free demo available | Pricing upon request | Website | |
| 2 | Best for workflow automation | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
| 3 | Best for large projects and scaling | Freemium version available | From $10/user/month (min of 2 seats) | Website | |
| 4 | Best for customizable dashboards | 30-day free trial | From $9/user/month (billed annually) | Website | |
| 5 | Best for replacing multiple separate tools | 14-day free trial + free plan available | From $7/user/month | Website | |
| 6 | Best for resource scheduling | 14-day free trial + free demo available | From $7/user/month (billed annually) | Website | |
| 7 | Best for collaborative project management | Free plan available | From $5/user/month (billed annually) | Website | |
| 8 | Best for simplified planning and workflows | 14-day free trial + free demo available | From $25/user/month (billed annually) | Website | |
| 9 | Best for agency projects and budgeting | 14-day free trial | From $9/month (billed annually) | Website | |
| 10 | Best for planning and scheduling projects with an online Gantt chart | 14-day free trial | From $7/user/month (billed annually) | Website |
Understanding Pricing Models
When choosing project management software, understanding the pricing model is key. Pricing models, like per user or tiered subscriptions, dictate how costs accumulate differently from the actual software price. This knowledge helps your team budget effectively and avoid unexpected expenses:
| Pricing Model | How It Works | What to Watch For |
| Per user or seat | Charges based on the number of users | Costs can rise quickly as your team grows |
| Per usage | Pay for the amount of resources or features used | Unexpected costs if usage spikes |
| Tiered subscription | Different plans offer varying features at set prices | Some features may be locked behind higher-priced tiers |
| Custom quote | Tailored pricing based on specific needs | Time-consuming negotiation and potential for hidden fees |
| Pay-as-you-go or annual | Pay monthly or get a discount for annual payment | Commitment can save money but limits flexibility if needs change |
Typical Pricing by Company Size
Pricing for project management software often scales with your business needs, affecting your budget and feature access. Here’s how costs typically break down by company size:
| Company Size | Typical Price Range | What’s Usually Included | Common Use Cases & Vendors |
| Small business | $10-$50/ month | Basic features like task management, limited number of users, and basic customer support | Freelancers, small teams, and startups Trello, ClickUp, Zoho Projects |
| Mid-size business | $50-$100/ month | More users, collaboration tools, basic integrations, and multiple views (Gantt charts, Kanban boards, etc.) | Growing teams, project-based companies Asana, monday.com, Wrike |
| Large business | $100-$500/ month | Advanced features, expanded file storage, automation, and more complex workflows | Large teams, multiple departments Jira, Smartsheet, Microsoft Project |
| Enterprise | $500+/ month | Custom solutions, enterprise-level support, full-scale API access, and dedicated SSO/authentication options | Global organizations, complex projects Workfront, Planview, ServiceNow |
Hidden & Add-On Costs to Watch For
When evaluating project management software, it’s easy to overlook hidden costs like onboarding fees or premium customer support that can add up quickly. Some software providers charge for setup or require payment for additional training and certifications. Be aware of these potential expenses:
| Cost | Description |
| Onboarding/setup fees | Initial setup can cost $100–$500; some vendors, like GoCo, require custom pricing for setup, impacting your budget from the start. This often applies when building out customizable workflows. |
| Training or certifications | Onsite training may be extra, as seen with ProductPlan, which can add $200–$1000 depending on the depth of training needed. This is particularly relevant for teams working in software development or complex methodology frameworks. |
| Premium support | Prioritized support can cost more, especially for cloud-based PM tools with high usability expectations; for instance, Craft.io offers premium support tiers that can significantly increase monthly costs. |
| Integrations beyond standard set | Adding custom integrations can cost $50–$200. This is common when syncing project management tools with bespoke or outdated systems like Excel or customized CRMs. |
| Usage overages | Going over usage limits can incur fees, particularly if you’re on a usage-based plan. These costs may rise with more projects, additional milestones, or added team collaboration features. |
| Contract minimums | Minimum contract terms can lock you in; vendors like ProductPlan may require annual commitments, which reduces flexibility. |
| Compliance or legal updates | Updates for compliance features can add $100–$300, particularly for teams needing strict permissions control or managing sensitive stakeholder data across departments. |
Types of Project Management Software Pricing: Subscription Plans & Upgrade Triggers
Project management software often uses subscription-based pricing. This includes tiered plans and common upgrade triggers that depend on your workspace size, required functionality, and collaboration needs. Let’s break it down:
- Plan Tiers: Most project management platforms, like Asana and Trello, offer Starter, Pro, and Enterprise plans. Each tier includes more key project management features, from basic task management to advanced reporting, dashboards, and integrations.
- Upgrade Triggers: Number of users, custom fields, or integration caps often push teams to upgrade. For example, Asana’s free plan limits the number of projects and users, which can require a paid plan as your team grows or your workload increases.
- Annual vs. Monthly Discounts: Many vendors offer discounts for annual payments. This can save money compared to monthly invoicing, but it requires upfront commitment.
- Transparent Pricing: Tools like Trello are clear about pricing, showing exactly what each plan includes. However, some vendors may hide costs tied to advanced modules, real-time features, or portfolio management capabilities that trigger unexpected upgrades.
To avoid overspending, assess your team’s needs carefully and choose a plan that fits without unnecessary extras. Always check for hidden costs or features, like resource management, dependencies, milestones, or timeline view, that might require an upgrade.
You might also opt for a free project management tool to start, or test a free trial before you commit!
Maximizing ROI from Your Project Management Software Investment
Understanding ROI helps guide your buying decision for a project management solution, and also ensures you track project outcomes and improvements after implementation:
Time Saved
Automation and streamlined workflows can significantly cut down on effort, freeing up your team’s bandwidth for more strategic tasks. Evaluate which manual processes the software tools will replace and estimate how much time your team could reclaim.
Ask vendors to demonstrate how their tools save time using a typical sprint or task cycle. Consider how these efficiencies translate into tangible time savings for your team.
Error Reduction
Reducing manual handoffs and calculations lowers the risk of costly mistakes. Identify where errors currently occur, and how the system can minimize them.
Ask vendors to show how data is validated and controlled across the platform. This helps ensure the tool you choose effectively reduces error rates—especially for fast-moving teams practicing agile project management.
Compliance Avoidance
Features supporting legal, financial, or industry standards help you avoid fines or audits, especially if you’re in a highly regulated field. Check what compliance features are built into the platform and whether it supports your industry requirements.
Look (or ask) for examples of how the software solution has helped other similar users avoid compliance gaps. This ensures your choice aligns with your business’s regulatory needs.
Cross-Team Adoption or Consolidation
Using one tool instead of many can reduce costs and improve team alignment. Determine if the software could replace multiple tools, and which teams would realistically use it.
Ask vendors for stories of successful rollouts across functions, especially where the tool became the central hub for managing due dates, dependencies, and reporting. This helps you gauge the potential for broader adoption and consolidation benefits, especially in complex team structures.
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 understand all aspects of the pricing model.
You might even consider writing a project management software RFP to outline your needs clearly. Here are some questions to guide your discussion:
- How is your pricing structured, and what factors can change our monthly cost?
- What features are included in each pricing tier, and are there any limits?
- Are there caps on usage, and how are overages billed?
- What are the fees for support and onboarding, and are they optional or mandatory?
- How often will we be billed, and what are the terms for renewal or cancellation?
- Which integrations are covered, and are there additional costs for specific tools?
- Are there discounts for annual payments, and what's the process for switching plans?
- Can you provide examples of hidden costs that other clients have encountered?
Need expert help selecting the right tool?
With one-on-one help, we guide you to your top software options. Narrow down your software search & make a confident choice.
Tips for Negotiating Project Management Software Pricing
Pricing is often flexible, and the more prepared you are, the better your outcome will be. Strong negotiation tactics can help your team secure better pricing and contract terms without sacrificing functionality. Consider these tips as you approach negotiations:
- Benchmark Competitors: Research what competitors offer at similar price points. Use this information to negotiate better terms, showing vendors where their pricing doesn’t align with the market.
- Discount Opportunities: Ask about discounts for startups, nonprofits, or long-term commitments. Some vendors offer significant savings if you fit certain criteria or agree to a longer contract.
- Pilot Programs: Propose a pilot or phased rollout to reduce initial costs. It’s a way to test the software’s effectiveness without a full financial commitment upfront.
- Renewal and Lock-In Clauses: Scrutinize renewal terms and lock-in clauses. Negotiate for flexible terms that allow your team to reassess needs without penalty when the contract ends.
- Group Buying: Leverage group buying power or procurement support. If multiple teams or departments need the tool, combining efforts can lead to better pricing and terms.
What’s Next:
If you're in the process of researching project management software cost, 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.