- 1. monday.com — Best PPM tool for workflow customization capabilities
- 2. Smartsheet — Best for reporting features
- 3. Kantata — Best portfolio dashboards for professional services teams with 30+ members.
- 4. Corporater — Best for holistic view and linking projects, portfolios, teams, and strategies to GRC
- 5. Wrike — Best for live tracking of team workloads and capacity
- 6. Acuity PPM — Best lightweight PPM tool
- 7. Zoho Projects — Run multiple projects effectively with Zoho
- 8. GanttPRO — Best for creating Gantt charts
- 9. ClickUp — Best for multiple portfolio customization and arrangement options.
- 10. Forecast — Best PPM tool for AI and automation capabilities
As your company and your team grow, the number of projects you handle increases. This situation can get to a point where it's difficult to consolidate information across company initiatives. Portfolio management tools allow you to see the big picture and keep projects aligned.
The project portfolio management tools in this review can help you see your projects at a high-level view, their progress, and how they relate to other projects. You can use this information to handle communications with different PMs across your organization and align project outcomes to business goals.
What are project portfolio management tools?
Project portfolio management tools or PPM tools are software applications designed to help you oversee project portfolios. You can use them to align stakeholders across multiple project initiatives and plan, prioritize, and execute tasks that are aligned with strategic goals.
monday.com is a project portfolio management software that focuses on simple, visually intuitive layouts that help clarify the sequence of work.
Why I picked monday.com: It allows you to allocate & prioritize tasks, use various views in order to see where everything stands, and track multiple projects using dashboards that provide high-level insights in a visual and intuitive way. The platform is completely customizable, so you will be able to adjust it to your workflow. The platform also provides powerful and customizable notifications and automation so you and your team can focus on what’s important.
With monday.com you can plan, manage, and track your budgets in an intuitive interface. You can track expenses, income, their dates, and attach needed files to each item. And thanks to the various columns, you can filter items by many different variables such as status, people, text, time, location and others. Formula columns are also available.
While monday.com doesn’t offer traditional automated reporting, it is built to show the big picture at a glance to help you analyze various aspects of your projects and processes. To learn about the different capabilities that help analyze performance, scope out their detailed explanation here.
monday.com Standout Features & Integrations
Features include resource and project management, time tracking, collaboration, file management, collaborative docs and reporting dashboards.
Integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and many more, accessible via Zapier.
monday.com Plans & Pricing
Pricing starts at $10/user/month and comes with a free 14-day trial. They offer a free plan for up to 2 users.
Smartsheet is a spreadsheet-like project management platform. Although it isn’t a dedicated PPM tool, it does have a lot of great reporting features that make it apt for looking at project metrics on both an individual and a high level.
Why I picked Smartsheet: The platform offers some above-average reporting and visualization tools that are useful for portfolio management. For example, real-time metrics and customizable dashboards can be made to display specific project data for each project by modifying a drag-and-drop dashboard interface.
Indeed, reporting is the strongest feature of this tool in the context of managing a portfolio of projects, offering the ability to publish stakeholder-facing reporting dashboards and editable summary reports that you can easily export to Excel.
There are lots of project management and resource management tools, which I consider to be fairly standard among this type of software. You will certainly be able to collect all of the project data you need to analyze a portfolio (budget and spend, resource allocation, capacity, etc) and do the rest with a prebuilt integration to a business intelligence tool like Tableau (below).
Smartsheet Standout Features & Integrations
Features include dashboards, reports that consolidate multiple sheets, workflow automation, resource management, multiple views, forms to collect information, and digital asset management using Brandfolder.
Integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, ServiceNow, Slack, Box, and Tableau. The platform is extensible through a REST API and webhooks.
Smartsheet Plans & Pricing
Smartsheet has three plans and starts at $9/user/month, with a minimum of 3 and a maximum of 25 users. They offer a 30-day free trial.
Kantata Industry Cloud for Professional Services is the professional services solution formed by the merger of Mavenlink & Kimble.
Why I picked Kantata: It supports resource management, project management, financial management, and business intelligence. Additionally, it is designed to foster team collaboration and bring your team together in one view.
Their project portfolio management capabilities provide an overview of all your projects in a customizable view that is located in a tab inside the Project Health dashboard. In it, you will find RAG indicators providing quick info on overall health status, margin %, burn rates, risk, and more. Additionally, each item in your scoreboard can take you to more detailed information with a simple hover and click.
Kantata Standout Features & Integrations
Features include resource forecasting, real-time utilization, capacity management, skills management, scenario planning, and role-based planning.
Integrations include pre-built connections with these tools: Expensify, G Suite, Xero, Salesforce, Netsuite, Jira, Hubspot, Slack, Concur, Dynamics 365, Qualtrics, Quickbooks, and Sage Intacct. They also provide an integration platform called M-Bridge that’s designed to simplify integration between Kantata and other business apps like CRM, HCM, and financial software.
Note: Kantata is a viable option for teams with over 30 people as per their pricing form.
Corporater provides a project and portfolio management solution that is designed to bring together all your projects, portfolios, teams, and strategies into a central system, digitize PMO and to improve efficiency across your entire organization, especially when it comes to the project and portfolio lifecycle.
Why I picked Corporater: This project portfolio management (PPM) software allows you to have a more holistic oversight over your organization’s existing project portfolio programs, set up PMO with features like PPM dashboards, portfolio management and monitoring, resource planning and allocation, project management and execution, project and portfolio risk management, automated workflows, and analytics. These features, along with other inbuilt capabilities such as risk assessments, data roll-ups and collaboration, can help ensure that all your projects and business-oriented goals are aligned strategically and communicated across teams and departments.
This project and portfolio management software from Corporater is an integrated digital solution that gives businesses the ability to engage in efficient planning, execution, and monitoring of projects and project portfolios, regardless of scale or complexity. The tool provides them with complete control and enables the completion and delivery of projects and project portfolios across their enterprise on time and budget.
The Corporater PPM software also allows senior management to bring together their project portfolios and corporate strategies, prioritizing key initiatives and programs based on existing strategic goals. As they align project portfolios with corporate strategy, senior staff members can leverage reliable insights to make data-driven decisions that drive better business outcomes.
Corporater Standout Features & Integrations
Features include executive dashboards, budgeting, prioritization, task management solutions, data visualization, project risk management, risk heat maps, project portfolio optimization, document management, third-party system data integration, version control, and value driver mapping.
Integrations include Excel, CSV, SQL, MDX, Web-Services, SFTP and more, including support for third-party JDBC drivers
Corporater Plans & Pricing
Corporater pricing is available upon request, and a free demo is available.
Wrike is an award-winning, easy-to-use project portfolio management software that is highly configurable and includes AI capabilities that can assess at-risk projects and help to optimize your portfolio. Users can customize workflows, dashboards, reports, request forms, and more.
Why I picked Wrike: Its interface enables users to switch between Kanban boards, interactive drag-and-drop Gantt charts, and traditional workload views, providing a full overview of resources in real-time.
Wrike also features advanced portfolio insights including project and team performance reports, resource management and allocation, time tracking, and more. The reporting features provide an accurate overview of your portfolio to help minimize risk. You can also schedule real-time insights to be sent to your inbox for a picture of overall portfolio health.
Wrike Standout Features & Integrations
Features include pre-built templates, custom request forms, interactive Gantt charts, visual proofing, workflow automations, time tracking, project portfolio management, and dashboards.
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 Plans & Pricing
Pricing starts at $9.80 per user per month. There are four different price points, including a free version and plans which offer the ability to invite free external collaborators to a paid account.
Acuity PPM is a lightweight portfolio management solution that is a great alternative to spreadsheets.
Why I picked Acuity PPM: The tool includes a beautiful interface to help you manage your project portfolio, as well as fundamental capabilities for getting visibility into your entire project portfolio, managing work intake, prioritizing projects, tracking project performance and status reports, and managing resource capacity.
PMOs can track project portfolios and get insights on project status, store status reports in one place, and view status history across your portfolio. Another great feature is the ability to view portfolio roadmaps and see timing and sequencing for current and potential projects in the portfolio. PMO team members can also score projects using Acuity’s scoring model and then easily prioritize projects.
Acuity PPM Standout Features & Integrations
Features include portfolio tracking, portfolio roadmap, project scoring and prioritization, project request management, and resource capacity planning.
Integrations are only included in the Enterprise plan.
Acuity PPM Plans & Pricing
Pricing starts at $599 per month.
Zoho Projects is an award-winning project management and collaboration tool from Zoho. It offers flexibility and customizations to suit the needs of traditional project managers as well as agile teams.
Why I picked Zoho Projects: The resource utilization charts enable you to easily view the workload of team members and you can create and balance the workload with just a click of a button. Fix hourly rates, create invoices and have an eye on your project budget. Forecast project budget, keep track of your timelines with baselines and critical path analysis.
The interface and modules are highly customizable. All aspects of the UI from theme colors to arrangement and visibility of the various modules can be changed to suit a user's preferences. Zoho projects also offer free onboarding for its customers and a comprehensive online help guide for all users.
Zoho Projects is one of the few PPM tools that allow the creation of dependencies between projects. The portfolio widget on the dashboard helps users to get an overview of all projects at a glance. Zoho Projects stands out in cases where there are multiple hand-offs involved. It is especially popular among IT companies, consultants and education organizations. With Blueprints, users can create and automate workflows, notifications, and escalations.
Zoho Projects Standout Features & Integrations
Features include task management, task automation, blueprints, time and issue tracking, reporting, and forums for detailed discussions with your team.
Integrations. Being part of Zoho's ecosystem allows Projects to connect to several of Zoho's own services such as Zoho Books, Zoho CRM, and Zoho's finance suite. The new Zoho marketplace allows 3rd party integrations as well.
Zoho has a freemium version upto 3 users for 2 projects. No credit card information required.
GanttPRO is a project and portfolio management tool based on Gantt charts. The software has an intuitive interface and helps project managers and project teams make decisions based on the most updated project information with auto-scheduling.
The task management features are robust as well. You can quickly create and assign tasks, set their start and end dates, statuses, priorities, progress, duration, estimation, deadlines, and time spent on assignments.
All of the features are available on a visualized Gantt chart timeline, and the tool comes with extra viewing options such as a Board view and My tasks view.
GanttPRO also includes resource and workload management features for resource allocation. At a glance, managers can see who has too many tasks or is available for additional work, and redistribute the work through drag & drop.
Basic plans for 1 user start at $7.99/month if billed annually.
ClickUp is a project management software that is fully featured and ready to handle your toughest projects. You can access the portfolio feature by clicking on the three dots from the left bar (bottom) and selecting ‘portfolios.’
Why I picked ClickUp: The portfolio view lets you monitor progress around your different projects as it happens, and you can use the prioritization column to highlight the projects that better align with your goals. When you first access the portfolio view, it’s empty. This is on purpose, as ClickUp wants you to select which projects have been shortlisted to be in this important view. Once you create your portfolio, you will be able to add or hide fields from the ‘+’ option on top of the table.
Rearrange them as you like by dragging them up or down, color coding them, or using other custom field options. If you decide to open one of the projects, it will do so in a separate tab.
ClickUp Standout Features & Integrations
Features include real-time reporting, whiteboards and shared documents for collaboration, task management with different views, goal tracking, and templates.
Integrations include native ones with Slack, G Suite, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier.
ClickUp Plans & Pricing
ClickUp’s free plan is robust and includes all primary features. The unlimited plan starts at $9/user/month and offers additional functionality.
Forecast is a project portfolio management tool that allows users to manage projects, resources, and finances, and includes capabilities for managing entire portfolios and single project milestones or tasks.
Why I picked Forecast: Its auto-schedule feature assists with project planning by automatically estimating task durations, assigning resources, and setting deadlines. Other AI capabilities include timesheet suggestions based on historical data, cost and budget estimation, and more. Resource management and business intelligence capabilities allow users to see portfolio capacity. The tool also allows for fixed price, time and materials, or retainer projects to be run side-by-side.
This tool allows you to see a holistic picture of your project’s financial performance, including revenue, costs, and potential budget concerns. Finally, you can also create invoices from timesheets and track invoicing against budget.
Forecast Standout Features & Integrations
Features include resource management, project accounting, business intelligence, retainer budget-type projects, auto-schedule, and AI-based recommendations.
Integrations include mainstream project management tools, as well as with Jira, QuickBooks, Xero, and more.
Forecast Plans & Pricing
Forecast costs from $29/user/month with a 10-seat minimum in an annual plan. They offer a 14-day free trial.
Need Expert Help Selecting The Right Project Portfolio Management Software?
We’ve joined up with Crozdesk.com to give all our readers (yes, you!) access to Crozdesk’s software advisors. Just use the form below to share your needs, and they will contact you at no cost or commitment. You will then be matched and connected to a shortlist of vendors that best fit your company, and you can access exclusive software discounts!
Best PPM tool for workflow customization capabilities
14-day free trial + free plan available
|From $8/user/month (billed annually, min 3 seats)||Visit Website|
Best for reporting features
Freemium version available
|From $7/user/month||Visit Website|
Best portfolio dashboards for professional services teams with 30+ members.
|Pricing upon request||Visit Website|
Best for holistic view and linking projects, portfolios, teams, and strategies to GRC
Free demo available
|Pricing upon request||Visit Website|
Best for live tracking of team workloads and capacity
Free plan available
|From $9.80/user/month||Visit Website|
Best lightweight PPM tool
15-day free trial
|From $599/month||Visit Website|
Run multiple projects effectively with Zoho
Free trial available
|From $5/user/month||Visit Website|
Best for creating Gantt charts
14-day free trial
|From $7.99/user/month (billed annually)||Visit Website|
Best for multiple portfolio customization and arrangement options.
Freemium plan available
|From $9/user/month||Visit Website|
Best PPM tool for AI and automation capabilities
14-day free trial
|From $29/user/month||Visit Website|
- Oracle Primavera
Best PPM tool for enterprise
Best for built in and custom report templates
- Planview Clarizen
Best PPM for medium to large enterprises
- Adobe Workfront
Best PPM tool for service teams
Best PPM tool for resource management capabilities
Best PPM tool for growing organizations
Best PPM tool for user experience and user interface
Best for managing shared resources and projects across the portfolio
Patent based Enterprise PPM solution for professionals
Best to connect OKRs with product initiatives
- Bubble PPM
Best enterprise PPM tool for NPD and Innovation
Best for growing IT and software teams
Best for risk management and monitoring
Best for IT service companies & digital agencies
Best for analytics and decision-making
How I Picked The Best Portfolio Management Tools
I evaluated and compared the most popular PPM tools on the market, both for their reviews and user interface. Then I weighed factors that make software a good option for this level of project management, such as the ones that follow.
Like resource scheduling software, PPM software with resource planning will help you make better decisions around project planning at the portfolio level. This includes features for resource allocation, capacity planning, resource utilization, managing timelines, and projections.
PPM tools should help improve your accuracy in managing financial projections, with functionality for estimating project costs and managing budgets. The best software has the option to manage and streamline payrolls and payment invoicing in general.
Risk management tools and change management features enable us to plan accordingly for risks and change requests, make risk response plans, and easily estimate the impact of 'What If' scenarios.
Reporting & analytics
Modern portfolio management software must provide multiple options for generating reports. Spreadsheets are a baseline, but there are plenty of modern PPM tools with great data visualization tools for communicating data to stakeholders.
What is PPM?
What does a Project Portfolio Manager do?
What do PPM tools do and how can they help you?
What is the difference between portfolio management and project management?
Portfolio Management Tools Buyer's Guide
Here are a few items that will help you choose the best project portfolio management software for your projects.
Identify your PPM maturity level
According to the Gartner model, you can determine your enterprise’s maturity by placing it into one of the 5 models (in ascending order of maturity):
- Reactive – this accounts for all organizations with an ad-hoc approach to projects. There is a minimal requirement for high-end PPM tools, although they’ll prove necessary for growth.
- Emerging Discipline – next level of management and approach to projects. It involves the use of basic PPM tools but on a more frequent and advanced level.
- Initial Integration – follows a more holistic approach to PPM. This is the point where a larger organization pattern is needed. Risky decisions could surface, and data tracking must be on point.
- Effective Integration – This is the point where automation becomes necessary, and a manager needs as much help as possible in order to execute everything on time, and under budget.
- Effective innovation – This is the end-game everyone strives for. PPMs are fully utilized on multiple levels, and an Enterprise Project Management Office is installed to facilitate the execution.
Analyze your team's requirements
Take the time to carefully plan out the requirements that your team has for a PPM tool. Analyze the past work and the potential future projects, and try to make an assessment as objectively as possible. Use this article as a cheat sheet and consult as many sources as you can before deciding on your ideal PPM tool.
Think of how the PPM tool fits into your workflow
Think about every tool you and your team use besides a PPM tool. Check for integration compatibility and where in the project lifecycle you are going to start integrating the newly acquired tool.
Ensure the tool is compatible with the project management processes and methodologies your organization uses, whether it’s agile, waterfall, or a hybrid methodology.
Consider the set-up time
The initial setup of a PPM tool can be time-consuming and may require changes to your existing project management processes. This could temporarily disrupt ongoing projects.
Account for training and new tool adjustment periods
Your team will need some time to learn and adapt to the new set of PPM tools that are going to be presented to them. Account for every factor like: time to learn, availability of learning material, training, and support from the software provider, etc.
Think about the support for different native platforms, like Android and iOS, and fit it into your team accordingly. You should also consider whether the software solution is on-premise, cloud-based, or SaaS.
We have an amazing podcast interview with Michelle Watkins, Founder & Managing Partner at Global PMO Partners. She talks about how to optimize your project management portfolio and how tools & technology were key to streamlining processes at every level and ensuring there was data integrity and real-time visibility.
If you are an experienced PM and are looking for more in-depth information about enterprise-level portfolio management, check out what is enterprise PPM and a 5 step plan to implement EPPM .
Other tool lists:
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