PSA Software Shortlist
Have a quick glance at the tools I review in this article:
In any professional services firm, day-to-day work involves keeping a lot of plates spinning. From managing projects to tracking billable hours, there’s a whole host of priorities to juggle. Businesses often end up with a patchwork of software tools to help them stay ahead. But this can result in confusion, plus problems with important matters slipping through the cracks.
Professional services automation software provides an elegant solution to this problem. These tools provide a single solution for a specific profession, offering an easy way to manage entire projects from start to completion.
In this buyer’s guide, I’ll be highlighting the best professional services automation software. I’ll show you what’s great about each one and help you select the tool that’s right for your firm.
What is professional services automation software?
Professional services automation software helps service-oriented firms manage their businesses more efficiently. These tools provide the technology needed to deal with all aspects of operations, as well as improve customer satisfaction.
A good PSA platform will assist with everything from project management and time tracking to budgets and billing. It will also give managers a clear overview of the business, leading to valuable insights that improve productivity and profitability.
Overviews Of The 10 Best Professional Services Automation Software Solutions
Here’s a brief description of each professional services automation solution to showcase each tool’s best use case, some noteworthy features, and screenshots to give a snapshot of the user interface.
Wrike
Best professional services software with built-in client collaboration automations
Wrike is a comprehensive project management platform for agencies, marketing teams, and professional services providers. It provides a versatile professional services management and automation solution to optimize the service delivery process.
The professional services management software provides users with a 360-degree view of all active projects, allowing them to effectively manage their resources, keep track of billable hours, and make data-driven decisions with relative ease.
Project managers can significantly improve client collaboration by simply inviting their clients into Wrike and making them a part of the work process. This allows clients to provide direct feedback and approvals on critical project decisions. And project managers can reduce the tedious back-and-forth process of getting requirements from clients on project requests or scope changes by using customizable request forms. This will enable agencies and teams to quickly collect all the necessary information from clients in one location and trigger fully planned projects with predefined actions, task assignees, and timelines.
Utilizing a user-friendly WHEN-THEN structure, the Automation Engine can also help optimize team workload. This allows the teams to offload otherwise repetitive tasks from their daily queues. In addition, admins can efficiently allocate client work to the most qualified team member based on their role and expertise on the assigned task. This ensures teams and individual members are given the right amount of work they can manage without burnout.
Pricing begins at $9.80 per user per month. A 14-day free trial and free plan are available.
Kantata
Best for powerful resource management and team collaboration
Mavenlink aims to be the industry cloud for professional services organizations. This is achieved through a resource-centric approach focused on better decision-making. Using Dynamic Resource Optimization, teams can be deployed quickly to respond to changing business conditions.
The software features powerful resource allocation management, plus project management and team collaboration features. Business intelligence and actionable insights inform management decisions. Timelines, budgets, and clients can be managed to produce the best outcomes for the company and for clients.
Through the Mavenlink M-Bridge, the software integrates with business applications such as Oracle, Netsuite, SAP Concur, and Salesforce.
Mavenlink offers customized pricing on request.
Polaris PSA By Replicon
Best PSA for managing large or growing project portfolios
Polaris PSA is a cutting-edge Professional Services Automation (PSA) software that empowers service-based businesses with advanced project management capabilities. The platform offers AI-driven resource allocation, real-time project monitoring, predictive analytics, and customizable reporting, enabling efficient resource utilization, proactive decision-making, and streamlined project portfolio management.
Polaris PSA takes a comprehensive and strategic approach to project portfolio management. It offers a centralized dashboard that provides real-time insights into an organization's projects, resources, and financials. The platform's AI-driven resource allocation and scheduling capabilities optimize resource utilization across multiple projects, preventing overallocation and ensuring efficient workload distribution. Furthermore, its predictive analytics identifies potential risks, forecasts project outcomes, and proposes mitigation strategies, enabling data-driven decision-making.
A pro tip for working with Polaris PSA is to leverage its customizable reporting and data visualization features to gain deeper insights into your projects and resources. Beyond the standard reports, explore the platform's capabilities to create tailored reports that align with your specific business needs and KPIs. Utilizing custom reports and visualizations can help you uncover valuable trends, identify areas for improvement, and make more informed decisions, ultimately maximizing the benefits of Polaris PSA for your organization's success.
Features are dependent on what plan you choose and may include time tracking, project tracking, expenses, PTO; and/or workforce management, labor compliance, attendance, time off; and/or professional service automation and project portfolio management.
Integrations include SAP, ADP, Salesforce, Quickbooks, Atlassian, Microsoft Dynamics, Sage, Servicenow, Zero, Zoom, Outlook Calendar, Microsoft Teams, Microsoft Azure DevOps, Google Meet, Google Calendar, and other popular business software.
For project time tracking, you're subscription fee will start at $12/month. To access the PSA components of the software, you'll need to subscribe to their PSA/PM plan at $29/month.
Parallax
Best for resource management and financial tracking in one place
Parallax is a service operations software that offers resource planning and management, sales pricing and forecasting, project financials, and business intelligence functions. It helps digital service companies consolidate their data and operations, reducing disconnects and app-switching.
The software's resource management platform enables billable capacity tracking, resource forecasting, project health tracking, and cross-team visibility. Real-time capacity insights and service offering templates help users forecast their sales and price their offers more consistently. Users can also use the platform for their project accounting needs, and reporting and analytics offer an overview of resource allocation, budgeting, and business performance.
Integrations like Asana, Harvest, Hubspot, Jira, Microsoft Teams, Oracle NetSuite, Salesforce, and Tempo help bring the platform into users' flow of work.
Pricing is available upon request, and a free demo is available via the website.
VOGSY
Best for service organizations with global resources and projects
VOGSY is a unified project and resource platform that helps organizations set up new countries, track international projects, and connect local finance packages. Its main design, its features and capabilities are geared towards technology companies, consulting firms, and creative agencies. Any business that offers some type of professional service to a diverse clientele will greatly benefit from this fully integrated solution.
Among VOGSY’s features and capabilities are project management, resource management, task management, automated invoicing, performance monitoring, and customer relationship management (CRM). All of which benefit from a global project and resource allocation feature set Apart from its seamless Google integrations, the software can also integrate with third-party business process solutions such as QuickBooks, Salesforce, and HubSpot.
As a professional services automation platform, VOGSY’s main feature is quote-to-cash. One of its primary objectives is to eliminate data silos and serve as a single source of truth for professional services providers, sales departments, and project teams. The software enables users to track their clients easily and every active deal/service yet delivered.
They can develop and solidify their by having the ability to instantly create quotes and generate statements of work (SOWs) on soft-booked deals and projects. The software also allows users to match revenue over their resource plans to ensure delivery. VOGSY’s robust work breakdown structure, through its project management feature, is useful for developing and sticking to a project roadmap based on key objectives and desired outcomes.
The task management feature enables project managers to allocate tasks with ease and efficiency, ensuring that every aspect of the project gets done by the appropriate team members on time and within budget. Resource management, automated invoicing, and performance monitoring make up the rest of VOGSY’s professional services automation software features and capabilities.
Features include resource and project management, unified resource view, intuitive new country set up for resource allocation and global projects, flexible revenue recognition, collaboration, reporting dashboards, budgeting, professional services automation, Gantt charts, notifications & alerts.
Integrations include Google Workspace, Jira, Microsoft Excel, Xero, Intuit Quickbooks Online, Copper, Hubspot, Salesforce, and Zoho.
VOGSY is free for individual users, while its Lite package starts from $13/user/month. A free trial is also available for all premium plans.
BigTime
Best PSA with time tracking and expense reporting features
BigTime’s professional services automation (PSA) software is designed to help companies and their teams design and develop better processes for different projects at scale, from start to finish. The PSA software scales with an organization's needs, from the individual time tracking process to the final invoicing on completed projects.
The PSA system allows users to track time and expenses smarter. Project managers and staff members can efficiently log their time and expenses with customized data entry options that apply to their team or department’s timesheets. The billing and invoicing process is also much faster and more user-friendly. Users can easily pull together detailed and professional-looking invoices that can be customized to meet the unique requirements of each project. They can send these invoices directly to their clients as quickly as possible.
BigTime facilitates the staff and resource allocation process to ensure project managers don’t over- or under-schedule the available resources. In addition, the platform provides comprehensive dashboards to deliver all the necessary information in one place, so users will always have an idea of their resource status and availability; i.e., they can determine in real-time who is working on what. This will not only help streamline workflows but optimize the resource management process as well.
BigTime’s integration capabilities will also help organizations seamlessly sync up all their current software solutions and other available tools in their technology stack.
Plans start at $10 per user/month. All plans are billed annually and require a minimum of five users.
Polaris PPM by Replicon
Best for managing practice profitability
Polaris Professional Services Automation software analyzes real-time data to provide recommendations for keeping projects, resources, and finances on track. You also get real-time visibility into key metrics, plus the ability to leverage historical and current information.
You can also improve practice profitability through a better understanding of business dynamics. Group projects in a way that makes sense, then set any attributes and metrics required. Service delivery, costs, and billing can be managed transparently, maximizing profits and performance.
Polaris integrates with major business suites such as SAP Concur, Quickbooks, Atlassian, Sage, and Salesforce.
Polaris costs from $29/user/month, and a free trial is available.
FinancialForce
Best for full lifecycle services forecasting
FinancialForce PSA software helps you allocate the right people to projects and optimizes professional development. Sales and services teams get a shared view of the opportunity pipeline. Managers get deep visibility into projects, including project status, customer interactions, timesheets, and resource demand.
The software provides for flexible revenue and billing forecasts for both projects and opportunities. It keeps projects on point and ensures that budgets are respected. Project accounting covers revenue, bookings, backlog, expense management, and revenue recognition.
FinancialForce integrates with platforms such as Docusign, Expensify, AccessPay, and SAP Concur.
This tool offers customizable pricing on request.
Workday
A PSA solution for fast-moving businesses
Workday PSA helps you support every part of client-facing projects. Everything from staffing to billing and project financials can be handled within a single system. The software also matches the best talent to projects and suggests learning for continued improvement.
The software is designed to be agile and flexible, so you can create new project delivery models or meet changing customer demands as required. You can analyze profitability accurately, automate project forecasting and accurately track time from anywhere.
Workday includes over 600 pre-built integrations with popular business tools.
Workday PSA offers customized pricing available on request.
ConnectWise
Intelligent automation for small businesses ready to scale
Connectwise is an integrated platform for IT services providers. It offers intelligent automation, cybersecurity features, and improved scalability.
The system encompasses a full range of business management functionality. These include quote and proposal automation, KPI dashboards, and centralized documentation. Managers can also benchmark performance and compare profit to industry peers.
This tool integrates with a wide range of applications, including HubSpot, Slack, Freshdesk, and QuoteWerks
Connectwise costs from $24/user/month, and a free trial is available.
Need expert help selecting the right Professional Services Automation (PSA) Software?
We’ve joined up with Crozdesk.com to give all our readers (yes, you!) access to Crozdesk’s software advisors. Just use the form below to share your needs, and they will contact you at no cost or commitment. You will then be matched and connected to a shortlist of vendors that best fit your company, and you can access exclusive software discounts!
The 10 Best Professional Services Automation Software Solutions Comparison Chart
Here is a chart where you can compare the tools we just covered in the overviews.
| Tool | Free Option | Price | ||
|---|---|---|---|---|
| 1 | Wrike Best professional services software with built-in client collaboration automations | Free plan available | From $9.80/user/month | Visit Website |
| 2 | Kantata Best for powerful resource management and team collaboration | Free demo | Pricing upon request | Visit Website |
| 3 | Polaris PSA By Replicon Best PSA for managing large or growing project portfolios | 14-day free trial | From $6-29/month | Visit Website |
| 4 | Parallax Best for resource management and financial tracking in one place | Free demo | Pricing upon request | Visit Website |
| 5 | VOGSY Best for service organizations with global resources and projects | Freemium plan | $13/user/month | Visit Website |
| 6 | BigTime Best PSA with time tracking and expense reporting features | 14-day free trial | From $10/user/month for a minimum of 5 users | Visit Website |
| 7 | Polaris PPM by Replicon Best for managing practice profitability | Free trial is available | From $29/user/month | Visit Website |
| 8 | FinancialForce Best for full lifecycle services forecasting | Not available | From $10/user/month for general sales staff (only some data accessible). | Visit Website |
| 9 | Workday A PSA solution for fast-moving businesses | Free demo available | Pricing upon request | Visit Website |
| 10 | ConnectWise Intelligent automation for small businesses ready to scale | Free trial is available | From $24/user/month | Visit Website |
Other Professional Services Automation Software Options
Here are some tools that did not make the top list but are still worth your consideration.
- PSOhub
Replaces stand-alone tools with an all-in-one solution
- SuperOps
Best for intelligent alerts and problem-solving
- Dynamics 365 Project Operations
A unified solution for project-centric businesses
- Smartsheet
Faster customer onboarding and improved project visibility
- Productive
Best for integrated profitability tracking
- Celoxis
Best for managing your project portfolio, resources, and budgets
- Birdview PSA
Best for automating and optimizing the entire service delivery cycle
- Planview
Best for more predictable and profitable customer engagements
- Ravetree
Best for retainer contracts
- Accelo
Best for organizing the sales and quoting process
How I Picked The Best Professional Services Automation Software
What do I look for when I select the best professional services automation platforms? Here’s a summary of my evaluation criteria:
User Interface (UI)
I look for a tool that makes it easy to navigate to the information you need. Nowadays, this interface must be great in the desktop version of the software AND the mobile app (when available).
Usability
I expect everyone from clerical staff to senior partners to find the software easy to use and understand. Therefore, I look at all the learning modules, documentation, videos, and anything that can help you learn the tool.
Integrations
I look for pre-built integrations with other software used by professional services companies. These integrations can include pre-built integrations with other SaaS software and integrations that can be configured using a third-party app like Zapier. Finally, I give you information on available APIs and webhooks so you can build custom integrations.
Pricing
I’m seeking tools that make economic sense for both small and large firms. Therefore, I present the price as the monthly amount on a monthly basis (when available). I also look for ways to test the software like free trial periods or free versions of the tool.
What are the core features of Professional Services Automation (PSA)software?
These are the core features I look for in the best PSA tools:
- Project management: an approach to executing projects that’s a good fit with the firm’s operating methods
- Time & expense tracking: keeping careful track of costs, revenue, and billable hours
- Contract management: integrating with CRM systems to ensure that quotes and contracts are on point
- Resource management: effective systems for managing costs and making the best use of available resources
- Financial management: taking good care of budgeting and overall financial health
- Revenue management: streamlining the order-to-cash cycle and ensuring that income streams produce optimal revenue
- Delivery management: an easy-to-use workflow engine that keeps deliverables on track
- Analytics: customizable dashboards giving executives the insights they need to make better decisions
- Opportunity management: assigning the right resources to make the most of new leads and inquiries
- Security & compliance: rigorous procedures for ensuring the integrity of data and PSA systems
What is a PSA in project management?
A PSA in project management is a tool that will help marketing consultants, people in content marketing, creative services like graphic design, and others organize their projects. This includes task management, resource allocation, and resource management in general for all staff members involved in projects.
What is PSA in simple terms?
Professional Services Automation (PSA) is like a superhero's toolkit for businesses who provide services to customers. You know how Batman has his utility belt with tools for just about everything? That's like what PSA is.
PSA software is a set of tools that help professionals, like let's say engineers, lawyers, IT consultants, etc. to run their business smoothly. It includes different tools for different tasks such as time tracking, project management, invoicing, etc.
Let's say there's an IT consultant named Bob who helps businesses set up their computer systems. Bob has lots of tasks to manage like keeping track of how many hours he works, managing his schedule, sending invoices to clients, and making sure he's paid on time.
If he tries to do all of this manually, it would take up a lot of his time and he could make mistakes too. But with a PSA software, all of these tasks are easier and faster to do. So, it's like giving Bob his very own Batman belt for his business!
What's Next?
You might also like to check out our review of the 10 best professional service software of 2023 or check out our thoughts on the future of professional services. And be sure to check back regularly…there’s always something interesting to read at the Digital Project Manager.
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