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With so many different resource tracking software solutions available, figuring out which is right for you is tough. You know you want to track and manage resources more efficiently, but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, sharing my personal experiences using dozens of different resourcing tools with large teams and projects, with my picks of the best resource tracking software.

What Is Resource Tracking Software?

Resource tracking software is a tool that helps businesses monitor and manage their resources, including employees, equipment, and time. It provides a clear view of where and how resources are being used, enabling better planning and allocation. This software is especially useful in optimizing workflow, reducing waste, and ensuring that projects are completed efficiently and within budget. By using resource tracking software, companies can make more informed decisions, leading to improved productivity and profitability.

Overview Of The 10 Best Resource Tracking Software

Here’s a brief description of each resource tracking tool to showcase my experience with it and some noteworthy features. Feel free to check out how I picked the software on this list at any time.

Best for real-time data about team performance

  • Freemium version available
  • From $9.80/user/month min. 2 seats
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Rating: 4.2/5

Wrike is a cloud-based resource management platform that provides teams with the tools they need to collaborate effectively and efficiently on any project. It helps teams stay organized, keep projects on track, and monitor progress from start to finish. Users can easily assign tasks, set deadlines, manage their workloads, and access real-time data about team performance. Wrike also allows users to measure performance over time by tracking resources such as time spent on tasks or money allocated for each project. This makes it easy for managers to identify areas of improvement or waste to optimize processes and maximize productivity.

Wrike offers a variety of customization options that allow teams to tailor the software to fit their exact needs. Users can create custom fields for each project or task to ensure all relevant data is captured accurately within the platform. Additionally, users can customize the look and feel of Wrike by choosing from a variety of themes and color schemes so that the platform reflects their brand identity.

Wrike's resource allocation feature gives project managers visibility into which resources are available for various tasks allowing them to create realistic timelines with reasonable deadlines. It allows organizations to analyze past projects, anticipate roadblocks related to resource saturation, and prepare teams for success. This insight enables leaders to make accurate plans about personnel scheduling, tasking, workload realism, and project velocity–all components necessary for a successful project. Wrike offers advanced analytics that gives users insight into how they use their resources over time. It allows users to view detailed information about how each team member contributes to various projects or tasks and how much time they spend on specific activities.

Integrations include 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.

Wrike costs from $9.80/user/month and offers a 14-day free trial.

Best time tracking for customizable timesheets

  • 14-day free trial
  • From $12/user/month
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Rating: 4.3/5

ClickTime is a comprehensive time tracking system that offers resource management, time tracking, time off management, project management, and expense tracking tools, among other functionalities. It helps organizations achieve smarter time management, greater profitability, and happier clients.

What’s unique about this platform is its timesheet customizability. Rather than providing a one-size-fits-all timesheet, it allows users to configure timesheets in a way that best serves their needs. Each timesheet comes with three levels of hierarchy (such as Client/Project/Task) that you can name anything you like. For example, a nonprofit that doesn’t need to bill clients might choose to track time against Grants/Programs/Activities.

Additionally, users can create custom fields for specialized tracking and reporting, as well as add notes to any time entry to provide context and detail in order to ensure accurate reporting and billing. Other features include standard and custom reminders that are conveniently scheduled to automatically send, or send as-needed, so that you can stay on top of staff timesheet completion. The mobile app gives teams the ability to manage time, expenses, and time off anytime, anywhere to stay connected and in control.

Integrations include Sage, NetSuite, QuickBooks, Jira, BambooHR, HiBob, ADP, Zenefits, Salesforce, Hubspot, Zoho, Box, Google Drive, Slack, and task management tools like ClickUp. An API is also available to build custom integrations, and professional services can be provided to support that development.

Paid plans start from $10 per user, per month, and a 14-day free trial period is available.

Best for professional services companies

  • 30-day free trial
  • From $19/user/month (billed annually)
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Rating: 4.1/5

Kantata (formerly Mavenlink + Kimble) is a professional services platform that includes everything from project management to billing. Its resource management module includes resource forecasting, capacity management, skills management, scenario planning, and role-based planning.

Its resource scheduling allows you to see a breakdown of the tasks your resources are working on at any given time. This will help you better address over allocation and communicate priorities based on project goals.

Kantata integrates with other tools through its M-Bridge integration platform, including Salesforce, Slack, Hubspot, Expensify, and Xero, among others.

Kantata offers customized pricing upon request. You can access a free 10-day trial and request a demo.

Best for its workload information both as a view and widget

  • 14-day free trial + free plan available
  • From $8/user/month (billed annually, min 3 seats)
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Rating: 4.7/5

monday.com is a work os that can help you handle a bunch of project management related stuff, resources included. If you want to customize your software for it though, you will have to add the timeline and number (to track hours spent on a task) columns to your table view.

Workload is both available as a view and a widget within monday.com. Both will give you a view like the one on the screenshot where you have an allocation circle chart based on your max hours per resource per week. Overallocated resources will have red circles and you can always click on the circle to reveal the tasks involved and a drag-and-drop editor.

Note: Time tracking is included in the pro version, so make sure your wallet is fat enough before making the move.

monday.com’s integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible through a paid plan with Zapier.

monday.com is free for up to 2 users and paid plans start at $8/user/month and offers a 14-day free trial.

Best Real-time Resource Tracking Solution

  • 60-day free trial
  • Pricing upon request

SAVIOM is a highly customizable and scalable enterprise resource management solution. It provides 360-degree visibility that helps real-time tracking of resource allocations, utilization, availability, skill matrix, people on the bench, excesses and shortages, project vacancies, etc.

Saviom’s multidimensional resource scheduler provides a Gantt chart view with easy drag and drop to schedule competent resources and track them in real-time. It lets you maintain an up-to-date skill matrix across the enterprise for assigning suitable resources to appropriate tasks based on their roles, competencies, interests, experience, etc. 

The tool offers advanced forecasting and capacity planning functionalities. Using these features, you can get foresight into pipeline project demands and track excess/shortages in terms of skillsets, competencies, head count, etc.

Additionally, the tool can analyze complex organizational data and convert them into customized reports, graphs, and dashboards on various resource indicators such as availability, utilization, capacity vs. demand, people on the bench, etc.

The multidimensional utilization reports and color-coded heat maps help you identify the over/underutilization of the employees. Besides, forecast vs. actual reports enables you to track variances and take appropriate measures to improve future resource usage. One can leverage this data to make quick data-driven decisions and maintain the resource health index.

Lastly, the ERM tool integrates seamlessly with all your critical enterprise suites, including ERP, ERM, PPM, etc., and day-to-day applications like Calendar, Excel, etc. Thus, you can maintain a single source of truth across the enterprise and avoid data redundancy.  

To learn more about the software, sign up for the 60-day free trial and get a first-hand experience with this futuristic resource management software.   

Custom pricing is available upon request. It also offers a 60-day free trial. 


Best for tracking billable and non-billable work

  • 30-day free trial available
  • From $4.16/user/month (billed annually)
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Rating: 4.7/5

Resource Guru is a resource management software that is extremely intuitive and easy to navigate. The interface is clean and simple, with all the features you need to handle project resources. It even gives you fortune cookie 2.0 quotes on the top-right corner!

I liked many things about the platform. First, you can build everything you need to get started from the schedule view. By everything I mean book the resource, create the project they’re working on and the client it’s for without leaving that window.

Then, booking clash gives you a warning when you are overbooking a resource and gives you the option to book it as overtime. Finally, the ‘reports’ view is comprehensive. One quick look and you’ll know where you stand.

Resource Guru integrates with Google calendar, Apple calendar, Microsoft Outlook, or your calendar software of choice, plus thousands of apps through Zapier.

There is no free version, but pricing for paid plans starts at $3/user/month and offers a 30-day free trial.

Best for tracking time, expenses, and capacity in one place

  • Free trial available
  • $10/user/month
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Rating: 4.4/5

Bonsai is a comprehensive business software that offers a range of tools for resource tracking, project management, time tracking, and invoicing. It helps agencies, consultancies, and professional services streamline their workflows and consolidate essential business functions in one place.

Bonsai's resource tracking features offer detailed insights into resource allocation and utilization. The platform allows for easy monitoring of time and expenses across various projects, ensuring professionals across teams and departments can effectively manage their workload and avoid over-committing resources. You can set individual capacities, factor in time off, and see who's over or under-capacity in real-time.

Another standout feature is Bonsai's task management system, which enables users to create, assign, and track tasks seamlessly. This system integrates with project timelines and milestones, allowing you to monitor progress and adjust resource allocation as needed. The platform's ability to track billable hours and expenses also facilitates easy invoice creation. Automated reminders and follow-ups for outstanding invoices help maintain a healthy cash flow, reducing the administrative burden and optimizing utilization.

Integrations include Google Sheets, Xero, HubSpot, Google Calendar, Calendly, ClickUp, Zapier, Slack, QuickBooks Online, Gmail, Trello, Google Drive, and more.

Paid plans start from $10 per user, per month, with a free trial available.

Best AI-driven resource tracking with project management and financial features

  • Free demo available
  • From $29/user/month
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Rating: 4.7/5

Forecast is an AI-driven resource management platform with time tracking, utilization reports, a skills database to better manage resources, automatic budget calculations, and invoicing. The platform also includes a kanban view for better workflow and task management.

As you can read, it has a ton of features. I played around with it for a while and the learning curve is steeper than Mount Thor, the world’s steepest cliff. Easy solution - book a demo and let them show you how to navigate the platform. Longer solution - go to their Help Center and watch as many videos as you need.

Note: I tried opening their in-app interactive guided tours located in the question mark button on the top right corner of some views in Google Chrome and Safari… didn’t work.

Forecast integrates with Harvest and over 20 other native integrations, plus thousands of apps through Zapier.

Pricing starts at $29/seat/month (minimum 10 seats) and offers a 14-day free trial.

Best all-in-one resource tracking with project management, timesheets and leave management

  • 15-day free trial + free version available
  • From $5.9/user/month (billed annually)
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Rating: 4.6/5

Paymo is an intuitive project management tool that among many other features has resource allocation. This feature is connected to the project module, the accounting module, and timesheets, which gives you and your company an easy way to manage projects with one tool.

Something great for resource tracking is the ability to generate reports at will. With ‘time reports’ you can get detailed project reports in minutes. Select the users, projects and clients you want to include in the report, and choose how you want the information to be grouped.

Note: there’s an exclusions section, in case you want to exclude your non-billable hours.

Paymo integrations include Google products, Slack, Xero, and thousands of other 3rd party software through Zapier.

Paymo is free for personal use. Paid plans start at $4.95/user/month and have a 15-day trial.

Resource planning with AI-powered work assignment recommendations.

  • 30-day free trial
  • From $9.99/user/month

Mosaic is a resource management platform that can help you track team workload, utilization, demand, and project profitability. Its user interface is clean and colorful with real-time reporting and integrations that can allow you to connect it with the software you use for project planning.

The best part about this software is the AI features, hands down. The platform can analyze the workload and suggest matches between resources and projects. It can also give you info about the accuracy of your budgets, based on historical data. Finally, it can help your resource planning by giving you suggestions on which roles you need for the next project 😱.

Mosaic integrates with Workday, Salesforce, ms Teams, Excel, Jira, Asana, and dozens more.

Mosaic offers a demo upon request and paid plans start at $9.99/user/month with a 30-day free trial.

The 10 Best Resource Tracking Software Comparison Chart

Find all the tools we just covered in a convenient table so you can compare them. If you would like to expand your research, we have a list of other tools you can consider below.

Tools Price
Wrike From $9.80/user/month min. 2 seats
ClickTime From $12/user/month
Kantata From $19/user/month (billed annually)
monday.com From $8/user/month (billed annually, min 3 seats)
Saviom Pricing upon request
Resource Guru From $4.16/user/month (billed annually)
Bonsai Agency Software $10/user/month
Forecast From $29/user/month
Paymo From $5.9/user/month (billed annually)
Mosaic From $9.99/user/month
Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

Compare Software

Other Options

Here are a few more that didn’t make the top list, but worth your consideration if you want to expand your research.

  1. Dayshape

    Best for professional services firms

  2. Retain

    Almost all your information is in one view. Smart.

  3. Smartsheet

    Resource tool ready for your project portfolio management.

  4. Celoxis

    Best for advanced project cost and performance analysis

  5. Productive

    Best for agency resource management and tracking

  6. Float

    Pre-filled timesheets based on your schedule for easier time tracking.

  7. Birdview

    Best for professional service providers

  8. Silverbucket

    Best for tracking employee time and forecasting resource needs

  9. Hub Planner

    Best for large companies who want to customize their resource tracking

  10. Runn

    Best for real-time resource tracking

How I Picked The Best Resource Tracking Software

In coming up with this list, I researched the most popular resource tracking tools on the market based on user ratings and reviews. Then, I narrowed down my choices using my years of experience in project management and factors I consider important for tracking resources. Finally, I evaluated the tools on this list based on the following criteria: 

Robustness

I want to look for software that allows us to do more than just one type of work. Therefore, some of the resource management tools are all-in-one solutions that have automation, team collaboration, templates, and other features.

This has to be a strong platform that supports your decision-making about resources. I want a resource management platform that justifies its price and is feature packed to make your investment worth the price.

Reporting

Usually called business intelligence, I believe reporting is crucial in resource planning software. This feature can help you track project progress in more robust solutions and display team capacity along with it, for example. You can use this information to identify dependencies and bottlenecks and analyze individual resource capacity.

Integrations

I’ll look at the ways in which these tools can connect to other SaaS solutions. Therefore, I look at pre-built integrations with project management software like Teamwork. Also, I discuss third-party software that helps you connect to additional tools, such as Zapier. Finally, I add details on custom integrations you can build using an API.

Pricing

Having a calendar view, Kanban boards, fancy notifications, and granular permissions would be amazing. However, most of the time, this translates into an increased price. Therefore, I mention monthly pricing plans, free trials, free versions and demos, if applicable. I also gather details on available discounts for non-profits or volume pricing. 

Resource Tracking Software FAQs

Find answers to common questions other people ask about this topic.

What is resource tracking?

In project management, resource tracking refers to the practice within resource management that involves monitoring the work that team resources complete within a project. These can include current projects that they are working on and you have to report, analyzing utilization for future projects, or using the information to assign more work to a resource.

What is a resource tracking system?

A resource tracking system is a piece of software that helps you monitor the work that people complete over the course of a project.

The system will help you get information that helps you build a productive team that is properly utilized, far from experiencing burnout, and properly tracked. The information that a resource tracking system gives you informs your project planning, and hiring decisions.

What key features do I look for in resource tracking software?

  • Utilization charts: Views where we can see the workload on our resources and how that compares to their total availability.
  • Workload forecast: The capacity to know, based on historical data, planning information, and other criteria, if we can take on the next project with current resources.
  • Skill database: A repository for people’s information across the organization. This will help me look for new resources within the company and address capacity gaps.
  • Reporting: You want a tool that can help you make better decisions. Look at the different reports offered and think if it makes sense for your project scheduling and KPIs.

What's Next?

If the next step in your research is to find specific information on project resource management, you can learn about workload capacity planning, the resource plan process, and a guide that tells you the parts of a resource management plan and what it's good for.

Related tool lists:

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Galen Low
By Galen Low

Galen is a digital project manager with over 10 years of experience shaping and delivering human-centered digital transformation initiatives in government, healthcare, transit, and retail. He is a digital project management nerd, a cultivator of highly collaborative teams, and an impulsive sharer of knowledge. He's also the co-founder of The Digital Project Manager and host of The DPM Podcast.