25 Best Project Management Software Picked For 2025
15 Best Project Management Software Shortlist
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Project management software helps teams to efficiently plan, execute, and track their work. Without it, projects can become chaotic, leading to scattered to-do lists, unclear task ownership, and communication issues. A centralized platform is essential for managing tasks, timelines, communication, and documentation.
Through my hands-on experience testing a wide range of project management platforms, I’ve seen just how impactful the right tool can be. From improving task delegation to providing real-time insights into performance, great software can transform how a team operates.
In this article, I’ll share my top picks for project management software, each backed by thorough research and real-world testing, to help you find the best solution for your team’s workflow, goals, and collaboration style.
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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
This comparison chart summarizes pricing details for my top project management software selections to help you find the best one for your budget and business needs.
| 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 simplified planning and workflows | 14-day free trial + free demo available | From $25/user/month (billed annually) | Website | |
| 3 | Best for replacing multiple separate tools | 14-day free trial + free plan available | From $7/user/month | Website | |
| 4 | Best for collaborative project management | Free plan available | From $5/user/month (billed annually) | Website | |
| 5 | Best for cross-team project tracking | 7-day free trial + free plan available | From $7.16/user/month (billed annually, min 5 seats) | Website | |
| 6 | Best for resource scheduling | 14-day free trial + free demo available | From $7/user/month (billed annually) | Website | |
| 7 | Best for agency projects and budgeting | 14-day free trial | From $9/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 large projects and scaling | Freemium version available | From $10/user/month (min of 2 seats) | Website | |
| 10 | Best for agencies streamlining sales to delivery | 14-day free trial | From $9/user/month (billed annually) | Website | |
| 11 | Best for end-to-end agency projects | Free trial available | From $9/user/month (billed annually) | Website | |
| 12 | Best for process automation | 30-day free trial + free demo available | From $35/user/month (billed annually, min 20 users) | Website | |
| 13 | Best for client service businesses | 14-day free trial | From $29/user/month (billed annually, min 5 seats) | Website | |
| 14 | Best for agentic AI project automation | Free demo available | Pricing upon request | Website | |
| 15 | Best for multi-resource management | 30-day free trial | From $4.16/user/month (billed annually) | 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 -
CRM Creatio
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2
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.
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
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.
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
Jira is a project management tool designed to facilitate issue and project tracking across various teams, providing a unified platform to plan, organize, and monitor work. Its ability to align tasks with company goals and offer customizable workflows makes it particularly effective for cross-team project tracking.
Why I picked Jira: The platform can manage work with powerful agile boards, such as Scrum and Kanban, and provide out-of-the-box reports and insights. These features facilitate a clear visualization of workflows and help in breaking down complex projects into manageable tasks. The tool is versatile and can be used by various teams, including agile, bug tracking, DevOps, product management, business, and software development teams.
Jira supports multiple project frameworks and offers project flexibility, allowing teams to choose between team-managed or company-managed projects. It also integrates with other tools and platforms to facilitate collaboration and communication within teams. Furthermore, the ability to customize workflows is particularly beneficial for teams with unique processes.
Jira Standout Features & Integrations
Features include detailed issue hierarchy structures, such as epics, stories, and subtasks, which help teams organize and prioritize work effectively. Additionally, Jira's built-in audit logs and compliance management tools make it a strong choice for organizations in regulated industries, ensuring transparency and accountability in project tracking.
Integrations include AdobeXD, Invision, Figma, Gliffy, Draw.io, Balsamiq, Lucidchart, Miro, Jenkins, GitHub, Slack, Zendesk, Trello, Gmail, Microsoft Teams, Confluence, and more.
Pros and cons
Pros:
- Dynamic progress tracking
- Agile and scrum management
- Customizable workflows
Cons:
- Initial setup may be challenging
- Learning curve for new users
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
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
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
- Does not integrate with Quickbooks
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
Copper is an all-in-one CRM and project management platform built for Google Workspace users. It’s perfect for agencies and consultancies that manage high-touch client relationships and need a seamless handoff from sales to delivery. With integrated tools to manage contacts, pipelines, projects, and tasks, Copper centralizes your workflow so nothing falls through the cracks.
Why I picked Copper: I chose Copper for its unique ability to keep client work connected across the entire lifecycle, from the first email to final deliverables. It’s especially useful for teams that want to manage both sales and project fulfillment in one place.
Its visual pipelines make it easy to track project stages like proposal, kickoff, in progress, and completion. Tasks can be tracked directly from the board view, allowing for quick updates and prioritization.
Copper Standout Features & Integrations
Features include connected pipelines that link sales opportunities to projects, helping teams maintain visibility across the full client journey. The Chrome extension brings CRM and project tools directly into Gmail and Google Calendar, allowing the team to work from their inbox. Additionally, Copper offers flags to highlight important opportunities, making it easier to identify deals that require attention.
Integrations include Gmail, Google Calendar, Google Drive, Mailchimp, LinkedIn, Parallax, QuickBooks, Slack, Zendesk, DocuSign, and more.
Pros and cons
Pros:
- Integrates CRM and project management
- Chrome extension brings tools into Gmail, Calendar, LinkedIn, and more
- Ideal for Google Workspace-based client teams
Cons:
- Does not connect to Microsoft 365, Outlook, or other email platforms
- Could offer more robust project management features, like resourcing
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
Ravetree is a work management software platform that empowers teams to deliver work faster, be more informed, and spend less time searching for information. Project-driven organizations around the world use Ravetree to manage their projects, resources, and client information—all in one place.
Why I picked Ravetree: Companies love Ravetree’s elegant and clean user interface, which makes it easy to communicate and collaborate with colleagues and clients. Ravetree eliminates the pain of moving between different applications, relying on cumbersome spreadsheets, and entering the same data in multiple places. Other tools are geared towards either project managers or team members, but not both. Ravetree has solved this problem by providing the powerful features needed by project managers while offering the usability and intuitiveness needed by team members who just want to get work done.
Ultimately, companies benefit from having a single source of truth from which they can optimize their operations and easily see the big picture. Ravetree has a 5-star customer support rating and takes pride in being a customer-focused company. Training, setup, and customer support are 100% free.
Standout Features & Integrations
Features include customizable request forms that streamline project intake and ensure new tasks are aligned with organizational priorities. Ravetree also provides a unified CRM within the platform that allows teams to manage client relationships, track sales pipelines, and align customer data with ongoing projects seamlessly.
Integrations include native integrations with Box, GitHub, Google Drive, Stripe, QuickBooks, Facebook, Exchange, Gmail, HubSpot, and Xero.
Pros and cons
Pros:
- Distinction between billable and non-billable hours
- Robust budgeting features
- Easily track multiple projects
Cons:
- Home board not customizable
- No public API
- Reporting tools are lacking
Kytes is a cloud-based agentic AI Professional Services Automation (PSA) software that provides a comprehensive suite of tools that manage and automate the entire project lifecycle, from proposal development to project execution and closure.
Why I picked Kytes: I selected Kytes because its project management capabilities allow for real-time monitoring of project profitability and resource utilization, ensuring that organizations remain on track. Additionally, Kytes' intuitive dashboard offers detailed visibility into timelines, expenses, and resource allocation, simplifying complex project oversight for managers.
I also like that Kytes excels with its integrated resource forecasting feature, which helps businesses optimize employee utilization and avoid over- or under-resourcing. Combined with its timesheet and leave management capabilities, Kytes ensures that businesses can easily manage human resources and project timelines.
Kytes Standout Features & Integrations
Standout features include opportunity estimation, which allows for more accurate project pricing and contract management. Its customizable reporting and analytics tools also enable companies to gain in-depth insights into project performance. The software additionally includes a highly functional client portal that enhances client communication and collaboration.
Integrations include Salesforce, QuickBooks, Jira, Slack, Microsoft Dynamics, Xero, Google Workspace, and Asana.
Pros and cons
Pros:
- Customizable reporting and analytics
- Comprehensive financial tracking
- AI-driven automation
Cons:
- Limited mobile functionality
- Learning curve for new users due its range of features
Resource Guru is a resource management tool designed to help teams efficiently allocate and monitor their resources. It offers features that assist in scheduling people, equipment, and meeting rooms, ensuring optimal utilization.
Why I picked Resource Guru: It offers a dynamic schedule view that provides a comprehensive overview of team availability, helping you manage project workloads across different time zones. The software also integrates leave management into work schedules, allowing for easy incorporation of time off and sick days. Furthermore, its customizable booking features let you adjust project schedules and manage bookings according to your needs, while the activity log tracks changes to minimize scheduling conflicts.
Additionally, Resource Guru supports multi-resource bookings, allowing for simultaneous scheduling of multiple team members and resources, and integrates with external calendars like Google Calendar and Outlook for a unified scheduling experience.
Resource Guru Standout Features & Integrations
Features include project forecasting reports that provide insights into project timelines and resource utilization to help identify potential issues early. The platform also offers a daily schedule email that keeps everyone updated on their tasks, which eliminates the need for manual updates, as well as a single resource pool to manage people, equipment, and meeting rooms in one place.
Integrations include Google Calendar, Microsoft Outlook, Apple Calendar, Slack, Salesforce, and other compatible applications that can be connected through Zapier.
Pros and cons
Pros:
- Comprehensive reporting features
- Good leave management system
- Offers flexibility in managing different types of resources
Cons:
- Could offer more native integrations
- Approval workflows are limited to higher-tier plans
Other Project Management Software
Here are some additional project management software options that didn’t make it onto my shortlist, but are still worth checking out:
- Quire
For task breakdown
- Replicon
For intelligent project time capture
- Bubble PPM
For portfolio management
- Miro
For collaborative whiteboards
- FigJam
For creative collaboration
- Microsoft Project
For teams using Microsoft 365
- Rocketlane
Client portals for sharing insights
- Nifty
For milestone tracking
- Dock
For customer collaboration management
- MeisterTask
For simple project management
Other Types Of Project Management Software
Check out our list of project management tools we've identified and tested with particular features or for specific industry use cases.
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
When selecting the best project management software to include on this list, I considered common buyer needs and pain points like managing complex workflows and ensuring collaboration across departments. I also used the following framework to keep my evaluation structured and fair:
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 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 by 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, ongoing fees, and hidden charges. Choose software that offers strong value for its 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. |
It's a lot to digest—and there's a lot of pressure to get it right—so I suggest using our project management software advisory service to help shortlist tools that fit your organization’s 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 now use AI to predict resource needs, which helps teams allocate staff and budgets more accurately. Workload balancing and demand forecasting are becoming standard to boost efficiency and avoid burnout.
- Hybrid Work Adaptability: Platforms are adding support for both remote and in-office teams, including async communication, virtual workspaces, and adaptable workflows.
- Scenario Planning for Risk Management: Advanced tools now let users model outcomes based on variables like budget shifts or delays. This helps teams spot risks and adjust plans early, which is ideal for complex timelines or supply chain issues.
- Embedded Financial Tracking: More platforms now include financial tracking within project workflows. This allows teams to manage budgets, expenses, and profits across multi-project, cost-sensitive businesses without relying on separate accounting tools.
- Sustainability Metrics: Some tools now offer dashboards with carbon tracking and sustainability analytics. These help teams measure energy use, waste, and emissions to meet CSR and environmental goals.
What is Project Management Software?
Project management software is a digital tool that helps users plan, organize, assign, and track work to complete projects more efficiently.
It lets users schedule tasks, set deadlines, allocate resources, manage budgets, and communicate efficiently. From basic task tracking to complex, multi-phase projects. Web based project management software centralizes information and automates routines to enhance coordination, accountability, and execution across industries.
Features of Project Management Software
When selecting project management software, keep an eye out for the following key features:
- Task Management - Supports task creation, assignment, and tracking to ensure that team responsibilities are clear and manageable.
- Collaboration Tools - Facilitate real-time communication and collaboration to teams informed and foster a cohesive work environment.
- Resource Management - Ensure projects stay on budget by allocating, tracking, and optimizing resources like personnel and deadlines.
- Project Planning and Scheduling - Timelines, project management calendars, and Gantt charts track progress and clarify task roles to ensure plans and deadlines are met.
- Reporting and Analytics - Provide insights into project performance, resource utilization, and more to help users identify trends and adjust strategies as needed.
Benefits of Project Management Software
Implementing project management software tools can provide several benefits for your team and your business. Here are a few you can look forward to:
- Enhanced Collaboration: Project management tools foster teamwork by offering a central platform for communication, file sharing, and updates. This streamlines communication and keeps everyone aligned.
- Improved Project Planning: Strong planning features—like scheduling, resource allocation, and milestone tracking—help users build realistic, achievable project plans.
- Better Resource Management: Users can monitor availability, manage workloads, and avoid over-allocation to ensure efficient use of people and materials.
- Enhanced Risk Management: Built-in tools for risk assessment, tracking, and response planning help teams minimize potential project disruptions.
- Data-Driven Decision-Making: Real-time data and analytics support informed decisions by tracking metrics, spotting trends, and making timely adjustments.
Costs & Pricing for Project Management Software
Selecting project management software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in project management software solutions:
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 |
As a rule of thumb, smaller teams or those new to project management should start with a Basic or Free plan for essential features without added complexity. As your team grows or needs change, upgrading to Intermediate or Advanced plans unlocks more tools and advanced customization.
Common stages where your company may want to upgrade include:
- Team Expansion: Hiring more staff or forming new teams may exceed user limits in the current plan.
- More Projects: Managing multiple projects at once often requires advanced features and greater data capacity.
- Advanced Features: Needing tools like enhanced reporting or stronger security can justify moving to a higher pricing tier.
- Storage Needs: More project files may require increased storage and better file management.
- Client Management: Growing client bases often demand advanced client tools found in higher-tier plans.
New & Noteworthy Product Updates
Below you’ll find our release notes and take on the latest time tracking software product updates. Explore feature releases, improvements, and updates across web, desktop and project management apps. See what’s new, if it’s hot—or not—and why it matters for tracking time on tasks and 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 lets organizations limit overtime in timesheets by setting specific thresholds for overtime hours. Managers receive alerts when thresholds are approached or exceeded, which helps control overtime more effectively.
This feature helps companies manage labor costs and stay compliant with internal policies or labor laws. Alerts also support proactive workload adjustments and promote balanced task distribution.
This feature is especially useful for project managers, HR, and operations teams that oversee scheduling and labor expenses—helping maintain productivity while reducing overtime and supporting employee well-being.
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 updates to enhance collaboration and data management. Users can now share messages to new group Chats, making it easier to reach team members who haven’t previously interacted. Field selection in Dashboards now prioritizes location-specific fields during setup, which streamlines the process.
The release also upgrades the Table functionality by allowing users to format multiple cells—such as entire rows or columns—with styles like italics or color, improving efficiency.
These changes benefit project managers, data analysts, and teams relying on collaboration and data visualization by strengthening communication and simplifying customization.
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 improve workload visualization and capacity planning. Using color coding—darker greens for heavier workloads, lighter greens for lighter ones, and amber for potential issues—these views offer a quick snapshot of team utilization. Users can enable three heatmap types: Total Utilization, Billable Utilization, and Hours Available, directly from the Schedule.
The Total Utilization view shows the percentage of a team member’s time that’s booked, helping identify under- or over-utilization. Warnings flag issues like overtime or conflicts so managers can act quickly.
Billable Utilization shows how much time is spent on revenue-generating work, which helps optimize productivity. Hours Available can also help managers find open time slots for urgent tasks and balance workloads efficiently.
Verdict: Hot! The faster you can see and process data, the more streamlined your planning will be.
Zoho Projects Update Notes
Zoho Projects has added accessibility features to improve the experience for users with visual, auditory, and sensory differences. These include a Reading Mask to reduce distractions, customizable text spacing, and animation controls for motion sensitivity. Users can also adjust cursor and font size, choose font families, and access features like screen reader support, hover text magnification, and strikethroughs for completed tasks.
Accessibility settings can be adjusted through Setup under Personal Preferences, the Quick Access toolbar, or the Sign-out page, which allows users to personalize their interface.
These features are designed to benefit users with visual impairments, cognitive challenges, or those using assistive tech.
Verdict: Hot! Accessibility will always be hot and on trend.
Productive Update Notes
On February 18, Productive launched a Document Style Editor that lets users customize exported PDFs to match their brand. It offers control over typography, page settings, section styling, text formatting, table design, and color schemes. Users can upload custom fonts, adjust margins, and modify headers, footers, and other sections for cohesive, professional documents.
Additionally, a real-time preview panel shows changes across document types like invoices, proposals, and purchase orders. Users can hover over sections to preview edits before applying them. Brand colors can be added via a color picker or by entering RGB, HSL, or HEX codes for consistency.
This feature is ideal for businesses aiming to present polished, branded documents. Marketing teams, brand managers, and administrative staff will find it useful for aligning materials with corporate guidelines.
Verdict: Hot! Branding is everything, after all.
Wrike Update Notes
In January 2024, Wrike rolled out updates to improve user experience and functionality. A key addition, Dark Mode, offers a darker interface to reduce eye strain and enhance visuals. Table View also now supports public links, which allows users to share views externally without a Wrike account.
Request Forms saw major improvements, including support for any blueprints and custom item types in space-level forms. Users can now convert account-level forms to space-level and use all question types as conditional follow-ups, boosting form flexibility.
These updates benefit project managers, team leads, and admins by improving coordination and communication. Dark Mode supports visual preferences, while enhanced Table View and Request Forms offer better data sharing and customization.
Verdict: Not. Dark mode is great for the eyes, but isn’t especially new or different.
Miro Update Notes
In January 2025, Miro launched Catch up (BETA), an AI-powered tool that helps users quickly review board updates and prioritize tasks without combing through every change. It offers a visual summary of edits, highlights key comment threads, and helps teams stay aligned without missing important updates. This reduces time spent on manual reviews, allowing more focus on decisions and execution.
Another key feature is Synced Copies, which lets users embed content from one Miro board into another with real-time updates. Changes to the original are reflected everywhere, ensuring consistency and removing the need for manual syncing. This is especially useful for teams managing multiple projects or collaborating across departments.
These updates help project managers, designers, and teams collaborate more efficiently—Catch up keeps everyone informed, while Synced Copies ensures consistent information across 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 launched new features to improve date-based workflows and task management. A key addition is Recurring Tasks, which automates tasks on a daily, weekly, monthly, or custom schedule that reduces manual input and supports consistent workflows. This is especially useful for teams managing routine processes or ongoing projects.
Nifty also introduced the Date Difference custom field, which calculates the number of days between two dates in a task. This helps teams track deadlines, measure durations, and manage time-sensitive workflows more accurately to eliminate manual date calculations.
These updates benefit project managers, team leads, and professionals who depend on recurring tasks and precise scheduling to boost productivity and project outcomes.
Verdict: Hot! Automation might not be new, but it is certainly trendy.
Kintone Update Notes
In March 2025, Kintone rolled out updates to improve governance and usability. A key enhancement is stricter permission management for app control, which allows only authorized users to configure app settings. This ensures centralized control and better governance.
Error notifications on the Permissions for Records page were also improved. Users can now see clear error messages at the top of the page when issues occur during saving, simplifying troubleshooting.
These updates can benefit system administrators, IT professionals, and plugin developers by offering stronger oversight, improved security, and easier 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 should I use project management software?
Project management software keeps everything organized—tasks, deadlines, files, and conversations. You can assign work, track progress, and catch roadblocks early. It replaces endless emails and messy spreadsheets. Real-time updates and reports show where your project stands and keep teams aligned and accountable to hit deadlines.
How do you implement project management software?
Implementing project management programs looks different depending on your organization’s size:
- For a small company, it’s counting users, buying licenses, and configuring the product.
- For a mid-sized company, it triggers a change management project. Planning requires addressing the current system, engaging users, and securing stakeholder buy-in.
- For a large corporation, it’s about managing change and strategy. Choosing a tool means evaluating its impact on users, projects, goals, and overall strategy—plus handling major security demands.
Whatever your size, schedule a vendor demo, ask about training and configuration, and budget for 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 in a centralized platform, comment on tasks, tag relevant team members, and let stakeholders engage through portals or guest accounts.
- You can enhance timeline visibility for everyone on the project team. This keeps your team aligned and alerts them when the timeline shifts.
- You can automate the repetitive parts of your work, 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 impacts the features you need and, therefore, your software choice. For example, Waterfall requires task lists, dependencies, and milestones, while Agile approaches, like Kanban, prioritize board views for visual task management and collaboration. Agile tools often include features for sprints, backlog management, and iterative workflows.
Since methodology-specific features often appear in higher-tier plans, your methodology also affects your budget and software plan choice.
What is the easiest project management software to use?
Easy project management tools are simple to use and learn. While this can vary from person to person, I do have a list of some tools that fit this criteria, such as Wrike, monday.com, and Hive.
In my list of the easiest project management software, I compare and rate the tools based on factors like ease-of-use and available documentation.
What is the best project management software for small business?
The best project management software for small business includes Zoho Projects, Trello, Asana or other simple project management tools that offer a decent amount of features at a low price per user and can scale as you grow.
What is the Best Free Project Management Software?
If you looking for free or freemium options, check out our list of free project management software. However, these tools often have limitations; some restrict users, while others limit projects and storage, or are harder to learn.
Open-source project management software, like ProjectLibre, exists but often comes at the cost of usability and functionality.
If you're tight on budget, you can use Google Workspace or Microsoft Office (Excel, PPT, and Word), though features will be limited.
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, and build trust. They also help prevent unauthorized access, maintain data integrity, ensure business continuity, and reduce internal and external threats.
Therefore, improper security measures mean that data is vulnerable to unauthorized access, theft, or breaches, which can potentially lead to significant financial and reputational damage.
Here are some of the security features you can expect to see:
- Compliance with European standards: GDPR revolutionized how SaaS companies manage customer data privacy. Most now rely on major hosting providers like Amazon and use globally distributed servers to meet regional compliance requirements.
- Data encryption: Data encryption keeps your information hidden from 3rd parties, both in transit and at rest. This means your information is protected while being sent or stored.
- Security certifications: Expect the vendor to be certified in ISO 27001, SOC2 Type I, Type II, CSA STAR, or similar credentials.
Some vendors are more transparent than others about their security and privacy practices, but all should have them in place. If the details aren’t clear, be sure to ask during your demo call.
What's Next?
Choosing a project management software can be tough. If you need more information about a specific use case, you can always schedule a demo with the vendor to see how the tool might address your challenges.
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