25 Best Project Management Software Picked For 2025
15 Best Project Management Software Shortlist
Get free help from our project management software advisors to find your match.
Project management can be an overwhelming job at the best of times. As a project manager, you often face issues like limited visibility into task progress, miscommunications within your team, and unrealistic stakeholder expectations. That's why its so important to be equipped with the right tools.
In my experience testing project management software, I've seen how effective tools can help users organize tasks, enhance communication, and provide clear insights into project timelines. However, with so many options available, it can be challenging to identify the best fit for your needs.
In this article, I’ll share my top picks for project management software, each based on thorough research and real-world testing, to help you find the solution that best addresses your team's challenges.
Why Trust Our Project Management Software Reviews
We’ve been testing and reviewing project management software since 2012. As project managers ourselves, we know how critical and difficult it is to make the right decision when selecting software.
We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different project management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our project management review methodology.
Best Project Management Tools Comparison Chart
Review all the tools we just covered in this convenient table where you can see them side-by-side.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for workflow automation | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
| 2 | Best for agency projects and budgeting | 14-day free trial | From $9/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 replacing multiple separate tools | 14-day free trial + free plan available | From $7/user/month | Website | |
| 5 | Best for simplified planning and workflows | 14-day free trial + free demo available | From $25/user/month (billed annually) | Website | |
| 6 | Best for collaborative project management | Free plan available | From $5/user/month (billed annually) | Website | |
| 7 | Best for resource scheduling | 14-day free trial + free demo available | From $7/user/month (billed annually) | Website | |
| 8 | Best for integration with Zoho Suite | 10-day free trial + free plan available | From $4/user/month (billed annually) | Website | |
| 9 | Best for end-to-end agency projects | Free trial available | From $9/user/month (billed annually) | Website | |
| 10 | Best for process automation | 30-day free trial + free demo available | From $35/user/month (billed annually, min 20 users) | Website | |
| 11 | Best for task breakdown | Free plan available | From $7/user/month | Website | |
| 12 | Best for collaborative whiteboards | Free plan available | From $8/user/month | Website | |
| 13 | Best for creative collaboration | Free plan available | From $15/seat/month (billed annually) | Website | |
| 14 | Best for teams using Microsoft 365 | 30-day free trial | From $10/user/month (billed annually) | Website | |
| 15 | Best client portals for sharing insights | 14-day free trial | From $19/user/month | Website |
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monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Miro
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Ravetree
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.1
Best Project Management Software Reviews
Here’s my in-depth review and analysis of the best project management software. I’ll walk you through pros and cons, features and functionality, to help guide you to a better understanding of each tool’s capabilities and suitability for your projects.
monday.com is a work management platform that is highly customizable and can help you manage all kinds of projects and workflows.
Why I picked monday.com: I picked this platform because it has the capacity to automate any type of workflow through customization. The automation center is a space where you can build automations from scratch, select templates that have predefined rules, and even leverage integrations to exchange information between monday.com and other tools in your tech stack.
However, while automations are great, you can also find plenty of features that support collaboration and will help connect your team in many ways. Workdocs will invite teams to co-author documentation, forms will let you gather feedback from external stakeholders and users, and proofing features will allow your team to close feedback loops on deliverables.
monday.com Standout Features & Integrations
Features include a budgeting widget that enables teams to track project costs and compare them against estimates in real-time. Additionally, monday.com’s project templates library provides industry-specific templates to streamline setup for different types of projects and ensure best practices are built into workflows from the start.
Integrations include pre-built connections to apps like Slack, Google Drive, DocuSign, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more. Additionally, you can connect to thousands of additional apps via Zapier.
Pros and cons
Pros:
- Easy to connect to other tools via integrations library.
- Automations are easy to create and require no coding.
- Can be customized to fit any workflow.
- Huge focus on collaboration
Cons:
- The Gantt view cannot be used to build a project from scratch.
- Some views have trouble auto-updating.
- Most core project management features are in the Pro plan.
Productive is an all-in-one project management software designed for agencies. It offers comprehensive tools for managing projects, resources, budgets, and client relationships, all within a single platform.
Why I picked Productive: Productive stands out as a good project management software because of its extensive and integrated features that cover the entire project lifecycle. The platform's project management capabilities include detailed task tracking, Gantt charts for visual timeline management, and a robust workload feature to balance team assignments effectively.
The software also provides real-time budgeting and profitability tracking, enabling managers to stay on top of project costs and ensure profitability. Additionally, Productive offers tracking and invoicing features for accurate billing and financial transparency as well as resource planning for allocating team time and skills effectively.
Productive Standout Features & Integrations
Features include a Sales CRM that provides a complete view of the sales funnel and helps manage client relationships and sales processes. The platform also includes a comprehensive reporting module that offers customizable reports for in-depth analysis and decision-making. Furthermore, Productive’s automation capabilities help with repetitive tasks, freeing up time for more strategic activities.
Integrations include Jira, Slack, QuickBooks, Xero, Zapier, Sage, BambooHR, Google Calendar, Rippling, and HubSpot.
Pros and cons
Pros:
- Robust resource planning and tracking capabilities
- User-friendly interface that simplifies project management tasks
- Comprehensive features for financial management and reporting
Cons:
- Initial setup can be time-consuming
- Could have more integrations
Wrike is an all-in-one project management software with powerful features that can support small and large projects at any organization as it scales.
Why I picked Wrike: I picked this tool because it has been in the market for almost two decades and is trusted by companies like Procter & Gamble, Lyft, and T-Mobile. Wrike has many features that I find useful in digital project management, like proofing and approval workflows and blueprints. This last one lets you save a project with its tasks and keep it as a template for future projects that follow the same structure.
Additionally, Wrike's automated workflows help teams with repetitive tasks. Its AI features can even make smart suggestions for workflow automation based on repetitive tasks that your team engages in. Its AI features also offer content creation, editing, risk predictions, task creation, and summaries of task comments. Wrike also offers 24/7 global support and assistance with onboarding for easier platform adoption.
Wrike Standout Features & Integrations
Standout features include Wrike’s comparison mode, which allows you to overlap two versions of the same file on top of each other and use a scrollable bar to toggle between one and the other. Users can also fully personalize their dashboards with widgets like activity streams and pivot tables.
Integrations in Wrike include 400+ pre-built native integrations that include Asana, Airtable, BambooHR, Chargify, Clearbit, HubSpot, Jenkins, Mailchimp, Replicon, Salesforce, and Slack. Additionally, you can build custom automations using its API.
Pros and cons
Pros:
- Worldclass onboarding through video walkthroughs
- Right-click context menus allow you to do more with fewer clicks.
- AI features are available in all plans at no extra cost
Cons:
- Integrations come at an extra cost, regardless of the plan
- 2FA is locked behind the enterprise plan
- Wrike can quickly become expensive
ClickUp is one of a handful of megatools in project management. It has hundreds of features, offers the flexibility to customize almost every aspect of its platform, and has the mission to help you be more productive so you can dedicate that extra time to more impactful work.
Why I picked ClickUp: I selected ClickUp because of how well they approach the idea of making an app that replaces all others. The features included in this software make it an option for remote teams since they encourage collaboration. From the ability to tag people in conversations to collaborative documents and whiteboards that help users co-create, I really believe that you won't need to leave this platform unless it's to bill the client.
I also thought it was cool that you can access an in-app chat and proofing features that can help you streamline approvals on marketing collateral with the client.
ClickUp Standout Features & Integrations
Features include ClickUp Pulse, which provides you with a breakdown of how many users were online at what time (in your timezone), who's online and who's not, and the tasks that they've recently worked on. Moreover, ClickUp’s time estimation feature helps project managers allocate resources effectively by predicting how long tasks will take.
Integrations include native ones with Slack, HubSpot, TogglTrack, Figma, Loom, Sentry, G Suite, Dropbox, Clockify, and Calendly. Additionally, you can connect to another 1,000+ apps using a paid membership with Zapier. Finally, if making custom integrations is within your reach, there is a public API you can use for it.
Pros and cons
Pros:
- Improved performance after its latest upgrade to ClickUp 3.0
- Low price compared to the number of features it offers.
- Great knowledge base with helpful articles and tutorials.
Cons:
- AI is available for an extra fee, regardless of the plan.
- Requires considerable time investment to set up the platform.
- Free version becomes read-only after reaching limits.
Celoxis is a project management software that combines robust features with AI capabilities to simplify workflows and the planning, execution, and delivery of projects. It offers comprehensive tools that include interactive Gantt charts, real-time dashboards, and advanced resource management, providing visibility and control over projects.
Why I picked Celoxis: Its AI-powered insights go beyond traditional tracking, enabling teams to predict risks, optimize resource allocation, and make data-driven decisions to ensure projects are delivered on time and within budget. What sets Celoxis apart is its ability to adapt to diverse organizational needs. Whether you're managing multi-project dependencies, balancing resource workloads, or tracking financials, Celoxis has the tools. Its intelligent automation also eliminates repetitive tasks like reminders and status updates.
Additionally, the platform’s proactive risk management highlights potential bottlenecks and offers actionable solutions, while predictive analytics forecast outcomes and ensure smarter planning. With both cloud-based and on-premise deployment options, Celoxis is scalable to organizations of any size, making it a versatile solution for industries ranging from IT and consulting to construction and finance.
Celoxis Standout Features & Integrations
Features include an integrated timesheet and expense tracking feature that allows teams to log billable and non-billable hours directly within the platform for streamlined invoicing and budget management. Its scenario analysis tool lets project managers test multiple 'what-if' scenarios to forecast project outcomes. Celoxis additionally offers client portals where stakeholders can view project progress, provide feedback, and upload files.
Integrations include pre-built connections with Google Drive, Outlook, Microsoft Project, Excel, Salesforce, QuickBooks, and hundreds of other tools like Jira, Azure DevOps, Slack & Trello.
Pros and cons
Pros:
- Advanced reporting and analytics
- Highly customizable and flexible
- All-in-one solution
Cons:
- No mobile app available
- May not be suitable for small teams or organizations with fewer than 5 employees
Hive is a project management and collaboration platform that powers teams at Starbucks, Uber, Electronic Arts, and Toyota. As the world's first community-built software, Hive's product roadmap is built entirely on customer requests.
Why I picked Hive: Hive centralizes all your work in one place, offering robust task management, flexible project views, dependencies and intake forms. Hive’s goal tracking, time resourcing and analytics capabilities allow for strategic planning and a transparent understanding of teams' workloads and deliverables.
Uniquely, Hive offers native email integration allowing you to easily turn emails into tasks without jumping from app to app. Choose Hive if you’re in the market for a well-laid-out, comprehensive project management tool that can be scaled up or down based on team needs.
Hive Standout Features & Integrations
Features include an 'Action Cards' feature that allows tasks to be enriched with custom fields, subtasks, and comments, making them a central hub for task-related collaboration. Additionally, Hive’s 'Team Resourcing' tool offers dynamic workload tracking, showing team availability and capacity in real-time to optimize resource allocation.
Integrations include Microsoft Teams, Zoom, Jira, QuickBooks and Slack. Thousands of integrations are available using the no-code Hive Automate app.
Pros and cons
Pros:
- Easy to integrate with other tools
- Intuitive & pleasant UI
- Great all-in-one option for SMBs
- Excellent built-in communication features
Cons:
- Mobile version limited in functionality
- Vastness of capabilities means steep learning curve
- Reporting functions could be expanded
Hub Planner is a project management and resource scheduling software that helps you manage your team's projects as well as their time.
Why I picked Hub Planner: This software made my list because it's especially good for resource planning and employee time tracking. I like that you can plan your projects with the budgeting system, which covers internal and external billing rates as well as project spend. Dependencies also allow you to connect projects with one another and monitor overlap in resource utilization.
Resource planning is ultimately the heart of the platform, and where it truly shines. I think it's useful that you can create employee schedules and do capacity planning to make sure each project is well-resourced. Employees can track their time in the system, keeping track of billable and non-billable hours and the time required for various tasks.
Hub Planner Standout Features & Integrations
Features include the software's skills matching capabilities, which provide resources based on the specific skills needed for projects and tasks, and then assign staff to projects based on their workloads and capacity. Hub Planner also offers a booking confirmation system that allows team leads to confirm or approve resource assignments.
Integrations include DIY options via the Hub Planner API and webhooks. Additionally, you can access thousands of apps using a Zapier account.
Pros and cons
Pros:
- Project budgeting included
- Well-suited to professional service companies
- Resource management included
Cons:
- Project management is not the primary functionality
- Somewhat rudimentary task management
Zoho Projects is a project management application that can handle projects of all sizes and levels of complexity. The tool comes with features that imitate social networking sites such as feeds, forums, and discussions, and is available on mobile for iOS, Android, and other systems.
Why I picked Zoho Projects: For project planning and monitoring, Zoho Projects' Gantt chart features let you break large projects down into manageable sections and actionable tasks, plan and visualize different tasks and milestones, and create tasks lists to help you plan in better detail. Zoho Projects' Gantt charts can also be used for resource allocation, so you can visualize your project schedule and the team's workload. The resource usage table tells you who is available, who is busy, and who is overloaded.
With Zoho Projects, you can define dependencies between tasks and assign them to the right people, schedule events in your calendar, and monitor the percentage of work that's been completed once the work has begun. Automate routine tasks at regular intervals by setting up a recurring task, and set reminder emails for tasks.
You can also create or download project documents, presentations, and spreadsheets, as well as upload and share files for team collaboration. Record the hours spent on tasks and compare them with what you had originally planned. This can be done manually or with the help of an integrated timer. Entries are automatically recorded in your timesheet, and generating invoices from this information requires only a few clicks.
Zoho Projects Standout Features & Integrations
Features include advanced dependency management with four types of task dependencies (Finish-to-Start, Start-to-Start, Finish-to-Finish, Start-to-Finish) for precise scheduling and planning. Additionally, Zoho Projects' in-built SLA tracking for tasks ensures deadlines are met by automatically monitoring response times and escalating delays to keep projects on track.
Integration include several of Zoho’s other services such as Zoho Books and Zoho’s finance suite. The new Zoho marketplace allows 3rd party integrations as well, like Microsoft Office 365, Microsoft Teams, Google Drive, Zapier, Zendesk, and ServiceNow. Integrations via Zapier and Zoho Flow are also supported.
Pros and cons
Pros:
- Time-track multiple tasks at once
- Robust communication features
- Easy workflow automations
- Unlimited number of projects
Cons:
- Lack of file type export options
- Lacks some reporting features
- Does not integrate with Quickbooks
Bonsai is a comprehensive business management platform designed to consolidate multiple functions, from project management to client and financial management.
Why I picked Bonsai: As a project management software, Bonsai uniquely caters to the multifaceted needs of agencies and other services like consultancies and professional service providers. Its interface allows users to manage projects from inception to completion, integrating tools for drafting proposals, managing contracts, and processing payments. This integration reduces the need to switch between multiple tools, which can be especially useful for agencies working with multiple clients.
Furthermore, Bonsai stands out with its robust time tracking and financial reporting features. These tools help businesses keep a close eye on project hours and budgets, which is crucial for maintaining profitability. The platform also supports multiple currencies and tax settings, which is invaluable for those working with international clients.
Bonsai Standout Features & Integrations
Features include automated invoice generation, which simplifies the billing process by allowing users to create and send invoices directly within the platform. Additionally, the task management tool enables users to assign tasks, projects, and clients to different team members and external collaborators, set deadlines, and track progress, ensuring projects stay on schedule.
Integrations include Gmail, Google Calendar, Zapier, Slack, QuickBooks Online, Calendly, ClickUp, Trello, Google Drive, Google Sheets, Xero, HubSpot, and more.
Pros and cons
Pros:
- Automation for repetitive tasks
- Simple online scheduler
- Client portal available
Cons:
- Lack of advanced features
- May not be best for scalability
QuickBase is a project management platform that focuses on workflow design, automation, and compliance. It provides a no-code application builder to help you craft and manage various business processes.
Why I picked QuickBase: This software made it onto my list because of its versatility and customizability. Because it's such a flexible tool, it can be applied in all different types of work settings and contexts. You can use it to build clear, streamlined processes for your teams, creating consistency and ensuring standardized best practices are followed.
In addition to outlining your core workflows, you can also automate parts of them. The builder allows you to not just map your applications but also to automate tasks and develop integrations with other tools as needed. This helps you alleviate manual workloads, reduce the risk of manual error, and streamline how work gets done across your organization.
QuickBase Standout Features & Integrations
Features include advanced governance tools that allow organizations to maintain compliance by tracking and auditing workflows, ensuring adherence to regulatory standards. Additionally, QuickBase offers real-time collaborative app-building that enables teams to work together to design and refine processes, fostering innovation and reducing development time.
Integrations include Outlook, Microsoft Teams, Google Workspace, Slack, Box, Dropbox, OneDrive, Trello, Asana, Jira, Zendesk, and Docusign, among others.
Pros and cons
Pros:
- Highly customizable and flexible to suit various contexts
- On-premise options with enterprise level plans
- FDA & HIPAA compliance with higher-tier plans
Cons:
- Some features come as paid add-ons
- Not all integrations are available with all plans
Quire is an award-winning project management software for remote teams that aims to simplify workflows and encourage communication and collaboration. It is trusted by hundreds of thousands of users all over the world, including those from big companies across diverse industries such as Google, IBM, Dyson, Nasdaq, and Stanford.
Why I picked Quire: I chose this software because it's built for teams that struggle to take big goals and make them more manageable. I can see how it will help you with this by creating and tracking tasks and subtasks within each greater project item. Three main view modes in Quire include a nested task list view, Kanban view, and timeline view. Quire also helps users manage and track their tasks regardless if they are solo users or working as a team.
Quire Standout Features & Integrations
Features include an 'Infinite Nested Task List' feature that allows users to break down large projects into unlimited levels of subtasks, providing unparalleled granularity in task organization. Additionally, Quire supports offline access with automatic synchronization, which ensures team members can continue working on tasks even without an internet connection, making it ideal for remote or on-the-go teams.
Integrations include Slack, Github, Google Workspace, Microsoft, and many more tools, as well as thousands of integrations through Zapier (paid plan required).
Pros and cons
Pros:
- Easy to customize
- Intuitive user interface & dashboard
- Excellent for time tracking
- Free to use
Cons:
- More integrations needed
- Mobile app not as robust as web
- Additional communication tools welcomed
Miro is an online collaborative tool designed to help teams visualize, brainstorm, and plan together. It supports a variety of industries and use cases, offering an intuitive space for ideation and project execution.
Why I picked Miro: Miro offers an interactive whiteboard environment where you can add sticky notes, diagrams, and flowcharts in real time with your team. Its drag-and-drop functionality makes it easy to organize ideas and create workflows. You’ll also find features like infinite canvas, pre-made templates, and real-time collaboration tools, all optimized for brainstorming and planning sessions. These tools make it especially effective for creative and strategic work that requires input from multiple stakeholders.
Standout features & integrations:
Features include advanced visualization tools like timeline and roadmap templates that enable teams to structure projects with clear milestones and deadlines. Additionally, Miro’s frameworks for agile practices, such as sprint planning and retrospectives, provide structured support for project methodologies.
Integrations include Jira, Asana, Microsoft Teams, Slack, Google Drive, Dropbox, Confluence, Trello, ClickUp, and Zoom.
Pros and cons
Pros:
- Built-in communication features for streamlined collaboration
- Intuitive and easy setup
- Free forever plan available
Cons:
- Free version does not allow high-quality export to pdf
- Zooming can be jumpy on larger projects
- Visitor/guest accounts locked to paid plans only
FigJam is a collaborative virtual whiteboard platform, developed by Figma. It's a highly versatile solution that facilitates various types of teamwork including brainstorming, workflow design, and strategic planning.
Why I picked FigJam: I included this tool on my list because of how different it is from traditional project management tools. Where other platforms offer structured Gantt charts, Kanban boards, and task lists, FigJam takes a much more freeform approach. It's essentially a blank canvas, that lets you organize your ideas, thoughts, and plans however makes the most sense for your team.
That said, you won't be totally left to fend for yourself with this software. It offers plenty of ready-made templates for everything from project kickoff brainstorms to project roadmaps, timelines, and flowcharts. You can use these as a starting point to craft your own workflows and outline your project plans.
FigJam Standout Features & Integrations
Features include interactive widgets, such as voting tools and timers, which facilitate decision-making and keep collaborative sessions on track. Its 'Sticky Note Groups' feature also allows teams to cluster and organize ideas visually during brainstorming sessions, making it easy to identify themes and priorities.
Integrations include Figma, Microsoft Teams, Asana, Jira, Mixpanel, and Github.
Pros and cons
Pros:
- User-friendly and intuitive interface
- Integrates with Figma for design collaboration
- Offers community templates for various uses
- Real-time collaboration capabilities
Cons:
- Limited sharing access for non-Figma users
- Onboarding and account support locked to enterprise plan
- No offline access available
MS Project is Microsoft’s answer to project management. This tool lets users manage agile projects using simple, visual task boards that support Scrum, Kanban, or custom workflows and choose whatever methodology makes sense for the project: agile, waterfall, or hybrid.
Why I picked Microsoft Project: This PM software is particularly easy to use and learn if you are familiar with the Microsoft family of products. Most offices are these days, which is why I decided to include it on my list. Online tutorials and forums can also fill in any gaps, making the learning curve small. Ultimately, I found all of this made it a user-friendly option.
Side note: This is a standard and industry-accepted tool, but it’s not perfect. One downside I found is that it’s not easy to run on iOS. If you like MS Project but are looking for similar options that run on a Mac, I'd suggest evaluating some other options.
Microsoft Project Standout Features & Integrations
Features include a 'Team Planner' view that provides a drag-and-drop interface to visualize and adjust resource assignments, making it easy to balance workloads across teams. Additionally, Microsoft Project integrates seamlessly with Power BI, which enables powerful data visualization and analytics to track project performance and inform decision-making with real-time insights.
Integrations include other Microsoft software, like Outlook, Excel, Skype, and more.
Pros and cons
Pros:
- Integration with other Microsoft software
- Driver prioritization module for ranking strategies/objectives
- Helpful project template descriptions for guidance
- Can generate a Gantt chart from a spreadsheet
Cons:
- Poor customization options
- Steep learning curve
- Limitations on collaboration tools
Rocketlane is a specialized platform designed to enhance project delivery and client collaboration. It caters to teams that need to manage onboarding, implementation, and professional services effectively while fostering better transparency with clients.
Why I picked Rocketlane: Rocketlane’s client portal capabilities let you share detailed project updates, timelines, and goals in one accessible place. It’s built to ensure your clients stay in the loop without endless emails or status calls. With real-time updates, milestone tracking, and shared documents, you can create a unified view of progress for your team and clients alike. These features make it easier to align everyone’s efforts and expectations, promoting trust and collaboration throughout the project lifecycle.
Standout features & integrations:
Features include a collaborative project scoping tool that enables teams to define deliverables and timelines with clients interactively. Its time travel feature can also provide historical snapshots of project progress, allowing teams to revisit earlier states and compare changes over time.
Integrations include Salesforce, Slack, Google Drive, Zapier, HubSpot, Microsoft Teams, Asana, Trello, JIRA, and Monday.com.
Other Project Management Software
- Nifty
For milestone tracking
- Dock
For customer collaboration management
- MeisterTask
For simple project management
- Kintone
For custom applications
- Backlog
For software developers
- Teamwork.com
For remote teams
- ProjectManager
For real-time project tracking and insights
- Hubstaff
For productivity monitoring
- Planview Clarizen
For enterprise resource planning
- FunctionFox
For creatives
Other Types Of Project Management Software
Check out our list of project management tools we've identified and tested for specific industry use cases or with particular features.
Project Management Software for:
- Agile
- Architects
- Construction
- Consultants
- Creative
- Design
- Enterprise
- Free
- Freelancers
- Healthcare
- Individuals
- MacOs Users
- Marketing
- Manufacturing
- Remote teams
- Small Business
- Startups
Project Management Software with:
- Cloud-Based Deployment
- Client Portals
- Google Calendar Integrations
- Invoicing
- On-Premise Deployment
- Visual planning
- Web-based
Video Walkthrough of Project Management Tools
Check out our video on the top project management tools:
Selection Criteria for Project Management Software
We’ve been testing and reviewing project management software since 2012, so we know that selecting the best project management tools requires a detailed analysis of each tool's features and how well it meets specific use cases. My approach is also rooted in extensive personal experience, having tried and researched numerous online tools for project management.
Here’s how I evaluate these project manager tools, broken down into specific criteria, each with its own set of weightings to reflect their importance to the overall selection process.
Core Functionality (25% of total score)
To be considered for inclusion on this list, each solution had to fulfill these common use cases:
- Creating and managing tasks
- Assigning tasks to team members
- Tracking project progress
- Setting and monitoring deadlines
- Collaborating on projects
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- AI-driven task prioritization
- Seamless integration with other business tools
- Customizable workflow automation
- Real-time reporting and analytics
- Industry-specific templates
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- An intuitive and well-designed interface
- A minimal learning curve for new users
- Responsive performance for large projects
- Mobile and desktop accessibility
- Clear and easy navigation
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Step-by-step onboarding guides
- Interactive product tours
- A library of video tutorials and documentation
- Customizable templates to get started quickly
- Regular webinars or live training sessions
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support channels
- A detailed and up-to-date knowledge base
- Live chat support for real-time assistance
- Timely responses to support tickets
- Access to a community forum for peer support
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Transparent and flexible pricing plans
- Essential features included in the base plan
- Scalable options for growing teams
- Cost balanced with functionality and performance
- A free trial or money-back guarantee
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Ease of use highlighted in user feedback
- Emphasis on tool reliability
- Mentions of exceptional customer support
- Consistent updates and feature improvements
- Overall value based on user sentiment
How to Choose Project Management Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
| Scalability | Ensure the software can grow with your team, handling increased projects, users, and data without a performance drop. |
| Integrations | Look for tools that connect seamlessly with apps your team already uses, like Slack, Zoom, or Salesforce. |
| Customizability | Check if you can tailor workflows, dashboards, and reports to match your team’s unique processes. |
| Ease of Use | Choose a platform that’s intuitive, minimizes training time, and boosts adoption across your team. |
| Budget | Factor in upfront costs, recurring fees, and hidden charges. Ensure the software delivers value at a reasonable price. |
| Security Safeguards | Prioritize tools with strong encryption, user permissions, and compliance with industry standards to protect your data. |
| Collaboration Tools | Look for features like real-time editing, comments, and shared dashboards to streamline team communication. |
| Support Options | Consider the availability of live chat, phone support, or help centers to resolve issues quickly. |
Honestly, it's a lot to digest—and there's a lot of pressure to get it right so I'd suggest using our project management software advisory service to help you shortlist project manager tools that'll be a good fit for you and your organization's specific needs.
Trends in Project Management Software for 2025
In my research, I sourced countless product updates, press releases, and release logs from different project management software vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI-Powered Resource Forecasting: More tools are using AI to predict resource needs based on past project data. This helps teams allocate staff and budgets more accurately. Features like automatic workload balancing and demand forecasting are becoming standard to prevent burnout and improve efficiency.
- Hybrid Work Adaptability: Platforms are adding features to support both in-office and remote teams. This includes asynchronous communication tools, virtual workspaces, and customizable workflows that adjust to different work environments. Companies are prioritizing tools that make it easy to switch between remote and in-person collaboration.
- Scenario Planning for Risk Management: Advanced tools let users model different project outcomes based on shifting variables like budget changes or unexpected delays. This helps teams anticipate risks and adjust plans before problems arise. Businesses dealing with fluctuating supply chains or complex project timelines are driving demand for these features.
- Embedded Financial Tracking: More platforms are integrating financial tracking directly into project workflows. Instead of using separate accounting tools, teams can now monitor budgets, expenses, and profitability within the same system. This trend is especially relevant for companies managing multiple projects with tight cost controls.
- Sustainability Metrics: Some vendors are adding carbon footprint tracking and sustainability analytics to project dashboards for businesses focused on corporate social responsibility and environmental impact. These allow teams working on large projects to measure energy use, material waste, and emissions.
What is Project Management Software?
Project management software is a tool to help individuals and teams plan, resource, manage, schedule, and organize project tasks and resources to deliver projects efficiently and effectively. Collaboration features keep team and tasks organized, helping to hit milestones, align on deliverables, deliver within budget and timeline constraints, and ultimately meet project goals.
By consolidating project planning, task management, resource allocation, time tracking, and communication into a single tool, personal project management tools allows effective management and control of project variables. Project organization tools can also provide real-time visibility into project status, enabling project managers to make quick decisions and adjust a project to keep it on track.
Features of Project Management Software
Selecting the best tool for project management for your team involves understanding the key features that contribute to a streamlined project management process. Here, I highlight the most crucial features to look for when searching for a project managment tool to solve your specific needs.
- Task Management - This feature supports task creation, assignment, and tracking to ensure that projects are manageable and team responsibilities are clear.
- Collaboration Tools - These tools facilitate real-time communication and collaboration, keeping teams informed and fostering a cohesive work environment.
- Resource Management - These features ensure projects stay on budget by allocating, tracking, and optimizing resources like personnel and deadlines.
- Project Planning and Scheduling - Features such as timelines, calendars, and Gantt charts track progress and clarify task roles, ensuring plans and deadlines are met.
- Reporting and Analytics - Reporting tools provide insights into project performance, resource utilization, and more to help users identify trends and adjust strategies as needed.
Choosing project software with these features can significantly enhance a team's ability to manage workloads, meet deadlines, and track project progress effectively.
Benefits of Project Management Software
Implementing business team management software tools can provide several benefits for your team and your business. Here are a few you can look forward to:
- Enhanced Collaboration: Tools used in project management can foster a collaborative environment by providing a central platform for team members to communicate, share documents, and track project updates. This centralized communication eliminates misunderstandings and ensures everyone is on the same page.
- Improved Project Planning: Effective planning is crucial for successful project execution. The best tools to manage projects offer features for scheduling, resource allocation, and milestone tracking, enabling users to create more realistic and achievable project plans.
- Better Resource Management: Allocating resources efficiently is key to project success. Users can view resource availability, manage workloads, and prevent over-allocation, ensuring optimal use of both human and material resources.
- Enhanced Risk Management: Identifying and mitigating risks is easier with a software management tool. It can provide functionality for risk assessment, tracking, and response planning, which helps in minimizing the impact of potential issues on the project.
- Data-Driven Decision-Making: With real-time data and analytics, project planning software enables informed decision-making. Users can track performance metrics, analyze trends, and make adjustments to keep the project on track and within budget.
Costs & Pricing for Project Management Software
Other than features, pricing is likely the biggest factor to consider when choosing project management planning tools. PM software costs can vary widely; however, pricing plans typically fall into similar categories and price points across the market.
It is important to understand these categories as you evaluate your options to balance the features you need with a price that suits your budget. The last thing you want is to pay a premium price for common features or features that you won't use.
Here's a breakdown of typical project management plan options and their pricing to help you determine which type of plan will be right for you:
Plan Comparison Table for PM Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free | $0 | Task management, basic reporting, limited user access, limited storage |
| Basic | $7 - $15 per user/month | Enhanced task management, project templates, file sharing, basic integrations, all features of Free plan |
| Intermediate | $20 - $30 per user/month | Advanced reporting, customizable dashboards, more users and storage, additional integrations, all features of Basic plan |
| Advanced | $30+ per user/month | Resource management, advanced security, premium support, API access, customizable features, all features of Intermediate plan |
Take the time to analyze different plans, their offered features, and how they align with your organization's needs and growth to get a sense of the tool management software market and determine what you are willing to pay.
As a general rule of thumb, it is a good idea for smaller teams or those new to online project management to start with Basic plan or even a free project management tool, which can offer essential features without overwhelming complexity. As your team grows or your project needs evolve, upgrading to Intermediate or Advanced plans can unlock more sophisticated tools and customizations.
Common stages where your company may want to upgrade their pricing plan include:
- Team Expansion: When a company is hiring more employees or forming new teams, the current pricing tier might not support the increased number of users.
- Project Volume Increase: As a company takes on more projects simultaneously, they may move to a higher tier with more comprehensive project management features and higher data capacity.
- Advanced Feature Needs: A company will often upgrade when it requires advanced features such as enhanced reporting or security features.
- Storage Requirements: An increase in project-related files can push a company to upgrade to a tier that offers more storage capacity and better software management.
- Client Management: As a company scales and manages more clients, the need for advanced client management tools can prompt a move to a higher pricing tier.
Ultimately, the right project management tool plan for you should balance functionality with budget, ensuring that the tool you select meets your current needs and can scale with your organization.
New & Noteworthy Product Updates
Below you’ll find our release notes and take on the latest and greatest project management app product updates. Discover what’s now possible through feature releases, improvements, and updates on web, desktop and mobile apps. Learn what’s new, if it’s hot - or not, and why it matters for managing projects.
Q1 2025 Project Management Software Updates
monday.com Update Notes
On March 2, monday.com released the Item ID Column, which assigns a unique identifier to each item within a board. This identifier can be configured in two ways: either as a randomly generated number or as a custom key defined by the user. By default, the system generates a random number for each item to ensure uniqueness without additional customization.
Users seeking more control can also opt for the "Custom key" setting, which allows them to define specific identifiers that align with their organizational or project-specific conventions. This flexibility enhances item tracking and management, making it easier to reference and locate items based on familiar identifiers.
This feature is particularly beneficial for teams that require precise item identification, such as project managers overseeing multiple tasks, developers tracking issues or features, and operations teams managing inventories or workflows.
Verdict: Hot! Automation + Organization + Customization = Success
Hub Planner Update Notes
In February 2025, Hub Planner introduced a feature that enables organizations to limit overtime within their timesheets, allowing managers to set specific thresholds for overtime hours. This functionality helps monitor and control overtime by notifying managers when these thresholds are approached or exceeded.
By implementing this feature, companies can better manage labor costs and ensure compliance with internal policies or labor regulations. The system's alerts also facilitate proactive adjustments to workloads, which promotes a balanced distribution of tasks among team members.
This update is particularly beneficial for project managers, HR professionals, and operations teams who oversee employee scheduling and labor expenses. It provides them with the tools to maintain productivity while preventing excessive overtime, thereby supporting both employee well-being and organizational efficiency.
Verdict: Hot! Overtime can be tricky to navigate, so a tool to help manage it is definitely hot.
ClickUp Update Notes
On February 7, ClickUp's Release 3.46 introduced key enhancements to improve collaboration and data management. Users can now share messages to new group Chats, which makes it easier to communicate with team members who haven’t previously interacted. Additionally, the update streamlines field selection in Dashboards by prioritizing location-specific fields when choosing a data source for cards, simplifying setup.
The update also improves the Table functionality, allowing users to format multiple cells simultaneously. This means styles like italics or color can be applied to entire rows or columns at once, saving time and making data presentation more efficient.
These enhancements will be especially useful for project managers, data analysts, and teams that rely on collaborative tools and data visualization. By strengthening communication channels and improving data customization, ClickUp continues to optimize workflows and boost productivity.
Verdict: Not. Better communication and organization is always good, but—compared to other product updates—these new features are a bit basic.
Resource Guru Update Notes
On February 18, Resource Guru introduced heatmap views to enhance workload visualization and capacity management for project managers. These views use color coding—darker greens indicate heavier workloads, lighter greens signify lighter workloads, and amber highlights potential issues—to provide an at-a-glance understanding of team utilization. Users can enable three types of heatmap views: Total Utilization, Billable Utilization, and Hours Available, directly from the Schedule.
The Total Utilization heatmap view displays the percentage of a person's availability that is booked, aiding in the quick identification of under or over-utilized team members. Warnings appear when bookings require attention, such as overtime or scheduling conflicts, allowing managers to address potential bottlenecks promptly.
The Billable Utilization heatmap view reveals how much of each team member's time is spent on revenue-generating tasks. This insight helps managers identify opportunities to optimize billable hours and improve business performance. Additionally, the Hours Available view assists in pinpointing time slots for urgent tasks, facilitating efficient workload distribution.
Verdict: Hot! The faster you can see and process data, the more streamlined your planning will be.
Zoho Projects Update Notes
Zoho Projects has introduced a suite of accessibility features to enhance user experience for individuals with varying visual, auditory, and sensory abilities. These features include a Reading Mask that tints the screen to reduce distractions, customizable text spacing for improved legibility, and animation controls to minimize motion sensitivity. Users can also adjust cursor size, font size, and choose from different font families to suit their preferences. Additional functionalities like screen reader support, hover text magnification, and strikethroughs for completed items further contribute to an inclusive interface.
Accessibility settings can be configured through multiple avenues: via the Setup under Personal Preferences, the Quick Access toolbar, or the Sign-out page. These options allow users to tailor their interface, ensuring a more personalized and comfortable interaction with the platform.
These enhancements are particularly beneficial for users with visual impairments, cognitive challenges, or those who rely on assistive technologies. By implementing these features, Zoho Projects demonstrates a commitment to inclusivity, aiming to improve usability for all users and adhere to legal accessibility standards.
Verdict: Hot! Accessibility will always be hot and on trend.
Productive Update Notes
On February 18, Productive introduced a Document Style Editor that allows users to customize the appearance of exported PDFs to match their brand identity. This feature provides control over typography, page settings, section styling, text formatting, table design, and color schemes. Users can also upload custom fonts, adjust page margins, and modify headers, footers, and other sections to create professional and cohesive documents.
The editor additionally includes a real-time preview panel that enables users to see instant changes across different document types like invoices, deal proposals, budget proposals, and purchase orders. By hovering over sections in the editor, users can preview modifications before applying them. Additionally, brand-specific colors can be added using a color picker or by entering exact RGB, HSL, or HEX values to ensure consistency.
This feature is particularly beneficial for businesses that want to maintain a polished and professional appearance in their client-facing documents. Marketing teams, brand managers, and administrative staff responsible for document preparation will find it valuable for aligning materials with corporate branding guidelines.
Verdict: Hot! Branding is everything, after all.
Wrike Update Notes
In January 2024, Wrike introduced several updates to enhance user experience and functionality. One of the most anticipated features, Dark Mode, allows users to switch to a darker interface for reduced eye strain and improved aesthetics. Additionally, the Table View was enhanced with the ability to generate public links, enabling users to share specific views with external stakeholders without requiring them to have a Wrike account.
Request Forms additionally received significant improvements, allowing the use of any blueprints and custom item types within space-level request forms. The update also restored the ability to convert account-level request forms into space-level ones and introduced support for all question types as conditional follow-ups, enhancing the versatility of request forms.
These updates are particularly beneficial for project managers, team leads, and administrators who rely on Wrike for project coordination and communication. The introduction of Dark Mode caters to users who prefer a darker interface, while the enhancements in Table View and Request Forms provide more flexibility in data sharing and form customization.
Verdict: Not. Dark mode is great for the eyes, but isn’t especially new or different.
Miro Update Notes
In January 2025, Miro introduced Catch up (BETA), an AI-powered tool that helps users quickly review board updates and prioritize tasks without sifting through every change. This feature provides a visual summary of modifications, highlights key comment threads, and enables teams to stay on track without missing critical updates. By reducing the time spent manually catching up on changes, teams can focus on decision-making and execution rather than searching for relevant information.
Another major addition is Synced Copies, which allows users to embed content from one Miro board into another while maintaining real-time updates. Any modifications made to the original content automatically reflect across all embedded instances, ensuring consistency and eliminating the need for manual updates. This feature is particularly useful for teams managing multiple projects or collaborating across different departments, as it streamlines information sharing and prevents discrepancies.
These enhancements will be especially valuable for project managers, designers, and cross-functional teams who rely on Miro for collaboration. Catch up helps teams stay informed with minimal effort, while Synced Copies ensures that critical information remains up to date across multiple workspaces.
Verdict: Hot! AI is getting more and more normalized, but it’s still a hot new trend in our book.
Nifty Update Notes
On January 3rd, Nifty introduced several new features aimed at enhancing date-oriented workflows and task management. One notable enhancement is the introduction of Recurring Tasks, which automates the creation of tasks that occur on a regular basis. Users can now set tasks to repeat daily, weekly, monthly, or at custom intervals, reducing manual entry and ensuring consistency in recurring workflows. This functionality is particularly beneficial for teams managing routine processes or ongoing projects.
Additionally, Nifty has introduced the Date Difference custom field, which allows users to automatically calculate the number of days between two selected dates within a task. This feature helps teams track time-sensitive workflows, measure task durations, and monitor deadlines more effectively. By eliminating the need for manual date calculations, it streamlines project planning and ensures greater accuracy in tracking progress.
These updates are especially valuable for project managers, team leads, and professionals who rely on repetitive task management and precise scheduling to optimize productivity and project outcomes.Verdict: Hot! Automation might not be new, but it is certainly trendy.
Kintone Update Notes
In March 2025, Kintone introduced several updates to enhance platform governance and usability. A notable improvement is the enhanced permission management for app control, which allows administrators to restrict app management within their domain. With this update, only authorized users can configure app settings, ensuring centralized control and strengthening governance over application management.
Additionally, error notifications on the Permissions for Records page have been improved. Users now receive clear error messages at the top of the page when issues arise during the saving of changes, streamlining troubleshooting and enhancing the user experience.
These updates are particularly relevant for system administrators, IT professionals, and plugin developers who manage and customize Kintone environments. The enhanced permission controls offer administrators greater oversight and security, while the improved error notifications facilitate more efficient management of record permissions.
Verdict: Not. Permission management is so important for security, but it isn’t especially innovative.
Project Management Software FAQs
Here are some of the frequently asked questions I receive about project management software.
Why Use Project Management Software?
Project management software can help your team streamline workflows, optimize resources, and make data-driven decisions, making it an essential tool for modern project execution. With features like resource allocation, collaboration tools, task scheduling, risk management, budgeting, and reporting, project management software enhances efficiency, improves visibility, and ensures accountability. Moreover, by providing real-time insights into progress, it empowers teams to anticipate roadblocks, control costs, and make timely adjustments to stay on track.
How Do You Implement Project Management Software?
Implementing project management programs will look very different depending on the size of your organization.
- For a small company, it’s counting how many people need access to the software, buying the licenses, and configuring the product.
- For a mid-sized organization, it triggers a change management project. Planning for a new tool requires addressing the existing system, which, good or bad, is familiar to users. Implementing a PM tool involves engaging with affected users and securing stakeholder buy-in.
- For a large corporation, it means managing change alongside strategy. At the enterprise level, choosing a new tool requires evaluating its impact on users, projects, goals, and overall strategy. Combine this with the security demands of such a large-scale implementation, and it quickly becomes complex.
Whatever the size of your organization, I suggest you schedule a demo with the vendor, inquire about training and configuration support, and ensure your budget accommodates both implementation and future growth.
What Can You Do with Project Management Software?
Project management platforms allow you to streamline your work.
- You can collaborate with your team in a centralized platform, comment on tasks, tag people who need to get involved in the conversation and have stakeholders interact with the project through portals or guest accounts.
- You can enhance your visibility to everyone on the team of the project timeline. This will help keep your team aligned and alert them when the timeline has shifted.
- You can automate parts of your work that are repetitive, such as pinging individuals when a task is completed, or approvals are received.
Should I Choose Software Based on My PM Methodology?
Yes, your PM methodology directly impacts the features you need and influences your choice of software. For example, traditional methodologies like Waterfall require task lists, dependencies, and milestones, while Agile approaches like Kanban prioritize board views for visual task management and collaboration. Additionally, agile project management tools, such as Jira or Trello, often provide features specifically designed to support sprints, backlog management, and iterative workflows.
Moreover, since Kanban boards and other methodology-specific features often appear in higher-tier plans, your methodology will also affect your budget and choice of software plan.
What is the Easiest Project Management Software to Use?
Easy project management tools are both that is easy to use and easy to learn. Although this might be different from person to person, I do have a list of some tools that fit this criteria, like Wrike, monday.com, and Hive.
In this list of the easiest project management software, I compare them and give them start ratings based on ease of use and available documentation.
What is the Best Project Management Software for Small Business?
The best project management software for small business is Zoho Projects, Trello, Asana or any other simple project management tool. A solution that offers a decent amount of features for a low price per user, and can scale with you as you grow.
What is the Best Free Project Management Software?
If you are interested in a list of free and freemium options, have a look at our list of free project management software. However, you'll often find that these tools aren't really free - there are always limitations. While some restrict the number of users, others limit the number of projects, file storage space, or have a much steeper learning curve.
Otherwise, open source project management software exists, like ProjectLibre, but it comes at a cost, usually in terms of usability and functionality.
Finally, if you're really strapped for cash, you can use Google Workspace or Microsoft Office (Excel, PPT, and Word), though the features and functionality will be lacking.
Security and Data Privacy Within Project Management Software
Security and data privacy are critical in online task management tools to protect sensitive information, comply with regulations, build trust, prevent unauthorized access, maintain data integrity, ensure business continuity, and minimize both internal and external threats.
Therefore, improper security measures mean that data can be vulnerable to unauthorized access, theft, or breaches, potentially leading to significant financial and reputational damage.
Here are some of the security features you can expect to see:
- Compliance with European standards: With GDPR came a revolution in how SaaS companies handle data privacy for their customers. The common theme is for these companies to work with the hosting services of massive companies, like Amazon, and have servers in different parts of the world.
- Data encryption: Data encryption keeps your information hidden from 3rd parties. This encryption is normally in transit and at rest. This means your information is protected while being sent or simply stored.
- Security certifications: Expect the vendor to be certified in ISO 27001, SOC2 Type I, Type II, CSA STAR, and similar.
Some vendors will be more transparent than others when displaying their security and data privacy information, but they all have it. If you cannot see that right away, ask for clarification during your demo call.
What's Next?
Choosing a project management software can be very hard. Remember that if you want to have more information about a specific use case, you can always schedule a demo with the vendor. This will clarify how the tool can solve the particular problems you are trying to solve.
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