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Tracking and managing resources effectively is one of the biggest challenges in project management. Without a clear view of resource availability, allocation, and utilization, teams risk burnout, missed deadlines, and budget overruns. This is where resource tracking software steps in, but with countless tools available, choosing the right resource tracking software can feel overwhelming.

Leveraging my years of experience in project management and the personal experience I’ve had testing a range of these solutions, I’ve curated this list to help you find tools that balance functionality with ease of use. 

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.

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 comprehensive resource planning​

  • 14-day free trial + free demo available
  • From $19.90/user/month (billed annually)
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Rating: 4.5/5

Scoro is an all-in-one business management software designed for agencies, consultancies, and other professional service businesses. It combines project management, sales and CRM, billing, and reporting into a single platform.

Scoro's resource planning feature allows you to allocate work based on your team's availability and skills. This helps in balancing workloads and avoiding overbooking or underutilization. With real-time visibility into who is working on what, you can make informed decisions to optimize your resources. 

The capacity planning tool provides insights into your team's workload, helping you forecast future resource needs. By analyzing historical data, you can predict upcoming demands and adjust your plans accordingly. This proactive approach ensures that you have the right people available for each project. 

Other key features include project management tools that help you track progress, set deadlines, and manage tasks effectively. The time tracking feature also allows your team to log billable and non-billable hours, ensuring accurate invoicing. 

Integrations include Google Calendar, Microsoft Exchange, QuickBooks, Xero, Stripe, PayPal, Jira, Asana, HubSpot, Salesforce, Dropbox, and Zapier.

Best for professional services companies

  • Pricing upon request
Visit Website
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 professional service businesses

  • Free demo available
  • Available upon request
Visit Website
Rating: 4.4/5

Accelo is a cloud-based platform designed to help professional service businesses manage client work, from prospecting to payment. It combines project management, time tracking, and billing into a single system, aiming to improve efficiency and profitability.​

One feature that stands out is Accelo's skills-based scheduling. This tool allows you to assign tasks to team members based on their specific skills and current availability, ensuring that the right people are working on the right projects. This targeted allocation helps improve efficiency and project outcomes by leveraging each team member's strengths.​

Another beneficial aspect is the resource utilization insights provided by Accelo. These insights give you a clear view of how your team's time is being spent, highlighting areas where resources may be under or over-utilized. With this information, you can make informed decisions to optimize workloads, prevent burnout, and ensure that projects are adequately staffed to meet deadlines.​

Accelo also offers an activity dashboard that offers a comprehensive overview of ongoing projects and team performance, helping you monitor progress and address issues promptly. Additionally, live profitability reporting provides real-time financial data on projects, enabling you to track costs, revenues, and margins to keep your projects financially on track.

Best for real-time team performance data

  • Freemium version available
  • From $10/user/month (min of 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.

Best for resource analytics

  • Free demo
  • Pricing upon request
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Rating: 4.8/5

Parallax is a comprehensive resource-tracking software that provides businesses with an effective way to monitor and manage their resources. It allows users to track the status of their resources in real-time, generate reports, and provide invaluable insights into where the company’s resources are being allocated. Its user-friendly design allows organizations to manage roles, teams, resources, locations, products, and activities in one easy-to-use interface.

Parallax’s forecasting feature allows users to look ahead and identify demand areas for future projects or tasks. By proactively understanding resource needs and utilization patterns, companies can plan staffing decisions more effectively and maximize efficiency. This feature also helps users make data-driven decisions by presenting historical trends in an understandable format through graphical representations. Companies can review these graphs to estimate future opportunities and challenges so they can quickly pivot if necessary to address changing demands.

Parallax’s resource allocation feature allows users to quickly allocate resources to tasks or projects and track performance against budget. You can easily see which team members are over or underutilized and whether you're making the best possible use of your resources. With an eye on optimal expense management, Parallax ensures accurate and fair utilization of available resources with thorough breakdowns such as human resource departmental reports and current task trends.

Parallax supports various integrations with other business applications, allowing users to easily sync data between systems and ensure all information remains up-to-date.

Parallax offers customized pricing upon request. 

Best for tracking billable and non-billable work

  • 30-day free trial
  • 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 agency resource management

  • 14-day free trial
  • From $9/month (billed annually)
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Rating: 4.7/5

Productive is an all-in-one work management platform that caters to the needs of agencies. It covers resource planning and tracking in addition to project and task management, budgeting, and other key tools for keeping your agency running smoothly.

The software's resourcing tools include visualizations of your team's workload and availability. You can group team members by skills, teams, or departments to facilitate resource allocation based on any of these factors. All of this helps you assign tasks effectively and distribute work evenly across your team.

As for tracking, time tracking is built into the platform to help you monitor how employee time is being allocated across tasks and projects. This data can then be connected to your capacity management, helping you to forecast future needs. Budgeting and financial planning are also included, and can be tied to the capacity and workload planning tools. This further helps you ensure teams don't go over budget on projects.

Other functionalities included in the software are project management, document management, billing, and reporting tools. Teams can connect the software with their other SaaS tools like Dropbox, Jira, Outlook, Microsoft Calendar, Slack, QuickBooks, and Xero. A Zapier integration is also available for configuring additional integrations.

Best for large companies

  • 14-day free trial + free demo available
  • From $7/user/month (billed annually)
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Rating: 4.2/5

Hub Planner is a resource management platform that is built as a core product + extensions (different modules basically). This makes the platform both flexible in pricing and functionality which can be helpful for small businesses looking for their first, basic resource tracking tool.

This tool has a great product tour when you first start, and it gives you all the basic info you need to hit the ground running. I liked that everything is customizable from the bar heights and colors to the project tags and vacation request details. Not the prettiest UI, but I liked how intuitive and informational it is.

Tip: Hit the refresh button every time you make changes. Seems to have a problem updating automatically.

Hub Planner has an integration with Zapier, which you can use to connect to over one thousand apps including project management platforms and productivity suites from Google and Microsoft.

Pricing plans start at $7/user/month and offer a 14-day free trial.

Best for workload information

  • 14-day free trial + free plan available
  • From $8/user/month (billed annually)
Visit Website
Rating: 4.6/5

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 time and resource management with forecasting

  • Free trial available
  • From $9/user/month (billed annually)
Visit Website
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.

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. Birdview

    For resourcing based on skills

  2. Mosaic

    For AI work assignment recommendations

  3. Dayshape

    For resource timeline views

  4. Retain

    For consolidated work views

  5. Celoxis

    For project cost and performance analysis

  6. Smartsheet

    For project portfolio management.

  7. Float

    For pre-filled timesheets

  8. ClickTime

    For customizable timesheets

  9. Silverbucket

    For tracking employee time

  10. Runn

    For real-time resource tracking

Related Project Management Software

If you still haven’t found what you’re looking for here, check out these tools closely related to project management software that we’ve tested and evaluated:

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. 

How to Choose Resource Tracking 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:

FactorWhat to Consider
ScalabilityLook for software that can grow with your team. It should handle increasing resources and projects without performance issues, ensuring long-term viability.
IntegrationsEnsure the software integrates with tools you already use, like project management, CRM, and financial systems, to streamline workflows and data sharing.
CustomizabilityCheck if the software offers customizable features to fit your team’s specific processes, such as dashboards, reports, and workflows.
Ease of UseChoose a tool with an intuitive interface and minimal learning curve so your team can adopt it quickly without extensive training.
BudgetReview the pricing plans to ensure they fit within your budget. Consider any additional costs for features or users as your team expands.
Security SafeguardsVerify the software has strong security measures, like data encryption and user access controls, to protect sensitive information from breaches and unauthorized access.

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.

In my research, I sourced countless product updates, press releases, and release logs from different resource tracking software vendors. Here are some of the emerging trends I’m keeping an eye on:

  • AI-Powered Insights: AI is increasingly used to provide predictive analytics and insights, helping teams forecast resource needs and optimize allocations. Vendors are incorporating AI resource management to enhance decision-making by predicting project bottlenecks and suggesting solutions.
  • Real-Time Collaboration: Tools are focusing on enhancing real-time collaboration among team members. Features like shared dashboards and live updates are becoming standard, allowing teams to sync instantly and make decisions quickly.
  • Remote Work Optimization: As remote work becomes more common, software is adapting by offering features that support distributed teams. This includes virtual resource management and tools for remote monitoring, ensuring teams stay connected regardless of location.
  • Sustainability Tracking: There's a growing focus on tracking the environmental impact of resource usage. Some vendors are integrating features that allow businesses to monitor and optimize their resource practices for sustainability goals.
  • User Experience Enhancements: There's a push towards improving the overall user experience with cleaner interfaces and more intuitive navigation. Vendors are investing in UX research to make their tools easier to use and more accessible to a wider range of users.

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.

Features of Resource Tracking Software

When selecting resource tracking software, prioritize tools that include the following essential features:

  • Resource Allocation: Resource allocation ensures that team members, equipment, and other assets are assigned to the right tasks and projects. This feature prevents overbooking, underutilization, or conflicts by providing clear visibility into resource availability. Advanced tools also suggest resource reassignments based on workload or skillsets, helping optimize team productivity and project timelines.
  • Time Tracking: Time tracking monitors the time spent on specific tasks, providing valuable data for billing clients, calculating costs, and evaluating productivity. Many tools integrate with project schedules to track time automatically or allow manual entries with notes for detailed insights. This feature is especially important for teams working on multiple projects or billing by the hour.
  • Real-Time Collaboration: Real-time collaboration ensures team members can work together seamlessly, no matter where they are. With live updates, shared dashboards, and integrated communication tools, this feature fosters better coordination and faster decision-making. It minimizes delays caused by miscommunication and ensures everyone stays aligned with project goals.
  • Forecasting: Forecasting tools analyze historical data and current workloads to predict future resource needs. These insights help project managers anticipate demand spikes, identify potential resource shortages, and allocate resources proactively. Forecasting reduces last-minute scrambles for resources, keeping projects on track and within budget.
  • Customizable Dashboards: Customizable dashboards allow users to design their view to focus on the most critical metrics for their role. Whether tracking project progress, resource utilization, or time logged, personalized dashboards make it easy to access relevant data quickly. This feature enhances usability and ensures each team member sees insights that align with their priorities.
  • Scenario Planning: Scenario planning enables teams to evaluate different project strategies by modeling potential outcomes. By adjusting variables like timelines, budgets, and resource assignments, teams can assess the impact of changes before committing to a plan. This feature is especially useful for risk management and decision-making in complex projects.
  • Utilization Reports: Utilization reports provide detailed insights into how resources are being used across projects. These reports highlight underused or overburdened resources, helping managers redistribute workloads effectively. Over time, utilization data supports strategic decisions, such as hiring or reallocating resources to high-priority projects.
  • Security Safeguards: Security safeguards are crucial for protecting sensitive data, especially when working with distributed teams or external stakeholders. Key features include encryption, multi-factor authentication, user access controls, and compliance with data protection regulations like GDPR. Robust security ensures that your project and resource data remain safe and confidential.

Choosing the right resource tracking software is essential for efficient project management and team productivity. By focusing on features like resource allocation, time tracking, and forecasting, you can ensure optimal use of resources and proactive planning. Tools with real-time collaboration, customizable dashboards, and robust security further enhance workflows and protect your data. Prioritize software that aligns with your team's needs to drive better project outcomes and long-term success.

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.