Project Management Tools

We've gone through all of them (just don't ask us about them at cocktail parties).


You’ve outgrown Word documents and whiteboards. You want to find a solution to manage your projects.

Most of us will Google “project management tools” to find our solutions.

…But is it that easy? Will you find the best project management solution ranked one? Or will you click on the top paid advertisement?

Whatever solution you land on first, I am pretty confident it won’t fit your needs. Why? Because there are too many project management platforms out there.

When we first started consulting clients five years ago, we were aware of 20 or so project management tools. Today, we’ve collected over 130 project management solutions (131 to be exact) and we went through all of them – just for you.

Our goal is to highlight our top 25, then the rest the project management tools and lastly, our preferred solution. If you want to know the winner, you’ll have to make it to the end.

Here’s our top 25:

Accelo

It’s a good tool, but certain components are overly complex, while others seem too simple. While I’m a personal big fan, it’s difficult to determine who would be the ideal fit for this software.

Accelo’s cloud-based software and operations automation services manage all of your client work in one place, making your business more profitable and you less stressed.

Features:

  • ServOps – all features connected through the cloud
  • Sales – synchronized and intelligent CRM and client database
  • Projects – assign work, track progress and see budgets and profitability in real time
  • Service – combining client requests, ticket tracking, time and expense logging and integrated billing
  • Retainers – flexible contract management

Pros:

  • Numerous additional platform integrations including G-Suite, Office, QuickBooks, Salesforce, Slack, Eventbrite and more.
  • Support for both traditional and agile methodologies (including within the same project)
  • Thorough support ticket features
  • Automated billing and recurring tasks

Cons:

  • Tough to configure manage variable changes within projects
  • Dashboard is too simple
  • High cost per user

Pricing:

  • Plus – $34/user/m (billed annually)
  • Plus – $39/user/m (billed monthly)
  • Premium – $69/user/m (billed annually)
  • Premium – $79/user/m (billed monthly)

Airtable

I really like Airtable. It’s very user-friendly and clean. It’s simple, but has a lot of custom options depending on your needs. If you don’t like spreadsheets you may not like it at first, but they have a number of different view options so you can build it custom to your organization.

Part spreadsheet, part database, and entirely flexible, teams use Airtable to organize their work, their way. When it comes to project management, one size doesn’t fit all. With Airtable, you get a solution that’s completely flexible to your needs. Keep everyone on the same page with everything that matters, all in one place.

Features:

  • Airtable Blocks give you a creative palette of app-like functionality that you can mix and match to create the perfect workflow for your team
  • Flexible collaboration tool for teams, clients, freelancers, proposals, assets and outcomes
  • Marketing and editorial calendar, centralize brand assets and team coordination

Pros:

  • Multiple project management template options
  • Multiple view options – grids, calendars, kanban, gallery and forms
  • Multiple different pricing options including free and custom

Cons:

  • Although they do have a lot of their own templates, it’s not very customizable outside of that
  • Limited access features and roles for outside stakeholders
  • Custom field limitations

Pricing:

  • Free version – $0/user/m
  • Plus – $10/user/month (billed annually)
    • $12/user/month (billed monthly)
  • Pro – $20/users/m (billed annually)
    • $24/users/m (billy monthly)
  • Enterprise – Contact

Asana

Slick interface to manage team projects and tasks. Many may need something more complex, but if you are just getting started with project management tools this is a good one to get your feet wet with and get good some experience.

Asana is the work management platform teams use to stay focused on the goals, projects, and daily tasks that grow business. Asana gives you everything you need to stay in sync, hit deadlines, and reach your goals.

Features:

  • Track progress of marketing campaigns, product launches and company goals
  • Portfolios – monitor project status in real time, reporting features
  • Offers integrations with emails, files, tickets and over 100 other tools

Pros:

  • Not overly complex
  • Strong data sharing and security settings
  • Trusted project templates

Cons:

  • Limited features and high-level views
  • Can’t communicate between tasks and projects in other workspaces
  • Can only assign a task to one person

Pricing:

  • Premium – $9.99/user/m (billed annually)
    • $11.99/user/m (billed monthly)
  • Business – $19.99/user/m (billed annually)
    • $23.99/user/m (billed monthly)
  • Enterprise – contact sales

Basecamp

Basecamp has been around sine 1999, and as a PM platform, since 2004, so they have a lot of experience building their platform and service offerings over the years to establish themselves as one of the most known players in the space. You get a lot of bang for your buck, so if you have a lot of clients that aren’t too complex and want a cost-effective PM tool, Basecamp is certainly one to consider.

Basecamp puts everything you need to get work done in one place. It’s a calm, organized way to manage projects, work with clients, and communicate company-wide.

Features:

  • Message boards, to do lists, calendar, automated check-ins and file storage
  • Client access and sharing options
  • Reporting – deadlines, task and project progress
  • File storage and search options

Pros:

  • Campfire – built-in chat platform
  • Hill charts – shows a unique view of where projects stand
  • Email storage and forwarding
  • Lots of integrations

Cons:

  • Flat cost includes unlimited team members, projects and no limitations
  • One standard view for all projects, not very customizable outside of Hill Charts
  • No invoicing or in-platform time tracking

Pricing:

  • $99/month

Bitrix24

Great tool with CRM and website features. Good support options. Affordable. Strong tool. Probably too sophisticated for the average user, good for large teams.

Dozens of tools for client management, tasks and projects, customer support, internal communications and e-commerce.

Features:

  • Tasks and projects – Gantt, Kanban, time tracking, workload planning, external users and more.
  • Communication – Activity stream, group chat, calendars, workgroups and other collaboration tools
  • Solutions by role, industry, need, tool, size of business

Pros:

  • Contact center – Real time support via social networks, messengers, telephony, email or live chat
  • Website templates and builder
  • CRM – email, text messenger, voice, quotes, invoicing
  • Self-hosted, secure, private cloud, API

Cons:

  • UI and flexibility improvements

Pricing:

  • Cloud
    • Free – $0 (12 users)
    • Plus – $35/m (24 users)
    • Standard – $89/m (50 users)
    • Professional – $179/m (unlimited users)
  • On-premise
    • CRM – $1,490/yr (12 users)
    • Business
      • $2,990/yr (50 users)
      • $4,990/yr (100 users)
      • $8,990/yr (250 users)
      • $14,990/yr (500 users)
    • Enterprise
      • $24,990/yr (1000 users)
      • $44,990/yr (5000 users)
      • $59,990/yr (unlimited users)

ClickUp

ClickUp allows for you to have a high-level view of all of your projects, but also a granular view of individual projects, lists, and tasks. This is the most thorough and cost-effective solution for businesses of all sizes. Lots of custom views, features, and integrations make ClickUp work best for your needs.

The productivity platform. Create. Plan. Organize. Everything.

Features:

  • Multiple intuitive view options – time, list, board and box
  • Customizable task status and assignment bar
  • Create checklists, templates and recurring tasks
  • Email notifications and Google calendar synchronization
  • Time tracking and estimates
  • Team reporting

Pros:

  • Notetaking Chrome extension
  • Over 1,000 integrations including Alexa and Google Assistant
  • Proprietary features – Task tray, assigned comments and /slash commands
  • Active and helpful chat support

Cons:

  • Sometimes can lose track of smaller subtasks

Pricing:

  • Free – $0/m
  • Unlimited – $5/user/m
  • Business – $9/user/m

Function Point

Very expensive per user compared to other tools who do the same for a lot less. Probably not affordable for a small business, but for larger companies a more extensive tool would make more sense.

Gain visibility into projects and budgets with a project management solution built for creative teams.

Features:

  • Project Management – time tracking, task management, gantt charts, dependencies and file sharing
  • Resource Management – team resources view, workload forecast and staff utilization
  • Account & Invoicing – Quickbooks integration, rate and expense tracking, budgeting, profit and loss reports
  • Collaboration – client portals and team communication

Pros:

  • Unlimited customer support
  • Business Intelligence – custom dashboards, forecasting and project ROI

Cons:

  • Fairly expensive per user compared to other tools
  • Not as functional as the name would suggest

Pricing:

  • Starter – $44/user/m (billed annually) (5-9 users)
    • $49/user/m (billed monthly)
  • Standard – $39/user/m (billed annually) (10-29 users)
    • $44/user/m (billed monthly)
  • Pro – $29/user/m (billed annually) (30-49 users)
    • $42/user/m (billed monthly)
  • Enterprise – call for pricing (50+ users)

G Suite

While they don’t overly promote themselves as a project management tool, they have a lot of good PM features and capabilities that many others are based upon. That said, they don’t have some key features like a time tracker or high level project dashboards, so additional integrations would likely be required. Good for one user or small teams, but as teams get larger it gets harder to maintain unless you are a skilled project manager.

G Suite includes all of Google’s tools and features that can be used together as a project management tool.

Features:

  • Sheets – Track, update, and collaborate on project tasks
  • Groups – team communication
  • Calendar – manage project and team schedules
  • Drive – secure file storage and document collaboration

Pros:

  • Includes email, slides, project websites, hangouts (meetings)
  • Integrations and apps

Cons:

  • No time tracking or project dashboards

Pricing:

  • Basic – $5/user/m
  • Business – $10/user/m
  • Enterprise – $25/user/m

Hive

Ability to send forms to outside organizations, clients, or customers is a neat feature. Other than that, it has all the bells and whistles of a standard project management tool.

Powerful project management and collaboration software for fast moving teams.

Features:

  • Planning – project layouts with, summary views, action templates
  • Execution – action cards, action list, forms
  • Communicate – group chats, turn notes into tasks, file sharing
  • Monitoring – AI and machine learned analytics, resource allocation, time tracking

Pros:

  • Numerous features, integrations, apps and templates
  • Lots of new features in pipeline

Cons:

  • App bugs
  • No high-level dashboard

Pricing:

  • Professional – $12/user/m
  • Enterprise – contact for pricing

Jira Core (Atlassian)

Solid, affordable project management tool. Jira through Atlassian offers numerous other more specific project management products.

See all project information at a glance with Jira Core. Manage your projects and keep your team organized.

Features:

  • Manage Projects – drag and drop workflow
  • Monitor Details – task management, notifications
  • Measure Performance – tasks in progress, overwork, custom dashboards

Pros:

  • Templates for marketing, operations, HR, legal, and finance industries
  • Power search tool
  • Core Cloud with additional features – boards, mobile app
  • Other solutions:
    • Jira Software – project and issue tracking
    • Jira Service Desk – IT and customer service
    • Jira Ops – incident management
    • Statuspage – incident communication
    • Opsgenie – alerting and on-call management
    • Confluence – document collaboration
    • Trello – collaborate visually
    • Bitbucket – Git code management
    • Sourcetree – Git and Mercurial desktop client
    • Bamboo – integration and release management

Cons:

  • Lack of deep reporting
  • Complicated and difficult to learn

Pricing:

  • $10/m – up to 10 users
  • $5/user/m – 11-100 users
  • See calculator for pricing – 101+ users

Krow Enterprise PSA

Built native on Salesforce so some good integration features there. But if you don’t have Salesforce, then it’s just another basic project management tool. Pretty pricey per user.

Professional services automation built 100% native on Salesforce.

Features:

  • Manage projects
  • Track time
  • Plan and schedule – workload utilization
  • Accounting – Invoice and pay clients and vendors

Pros:

  • Salesforce required, but offers added benefits
  • Application integrations

Cons:

  • Long implementation, weak onboarding

Pricing:

  • Team Edition – $25/user/m (billed annually)
  • Enterprise Edition – $40/user/m (billed annually)

Mavenlink

Just another project management cool. Claim to fame is they are the most installed project management app in the G Suite Marketplace.

Connect your people, projects, and profits on the modern software platform designed for services organizations.

Features:

  • Team collaboration – dashboard, workspaces, proofing, permissions
  • Project management – task management, Gantt charts, templates
  • Project accounting – time and expense tracking, budgeting, invoicing
  • Resource planning – allocation, forecasting

Pros:

  • Strong integrations with Google
  • Business intelligence – analytics, report templates and custom options, data visualization

Cons:

  • Challenging interface
  • Limited app features

Pricing:

  • Enterprise – contact for pricing
  • Premier – contact for pricing
  • Professional – $39/user/m
  • Teams – $19/m (5 users)

Monday (formerly DaPulse)

Neat, modern, and user-friendly tool. One of the more popular tools on the market. Works well for teams of all sizes, but not the most feature-rich tool out there.

Plan. Organize. Track. In one visual, collaborative space. A new way to manage.

Features:

  • Team project templates and customization
  • Collaboration – conversations, files, checklists, notes, etc
  • High-level Kanban, timeline, and calendar views

Pros:

  • Unique map view
  • App and integrations
  • New features in pipeline
  • Trusted by large brands, lots of reviews and high ratings

Cons:

  • Can get expensive
  • Can’t edit PDF’s
  • Limited customizability

Pricing:

  • *Package pricing varies per # of users
  • *Offer monthly and two-year packages as well
  • Basic – $25/m (billed annually)
  • Standard – $39/m (billed annually)
  • Pro – $59/m (billed annually)
  • Enterprise – $118/m (billed annually)

Notion

Good tool, but missing some features that that would eliminate all other tools. When using I found myself still needing to reference Google docs or files on my computer and other tools. Good for note storage and wiki/reference creation.

Write, plan, collaborate, and get organized. Notion is all you need — in one tool.

Features:

  • Keeps all notes and documents in one place
  • Turn notes into a knowledge base and reference
  • Create and assign tasks and projects
  • Create spreadsheets, documents, databased, and other templated work

Pros:

  • Easily customizable
  • Visual layout
  • Affordable
  • Web access, desktop app, mobile app

Cons:

  • Grammar tools don’t function well
  • Still will require other tools for full project management
  • No time tracking or utilization features

Pricing:

  • Free – $0
  • Personal – $4/m (one user only)
  • Team – $8/user/m
  • Enterprise – $16/user/m

Paymo

Very strong project management features. Well-designed website that is not cluttered with information like many others, and has unique, engaging graphics. Great tool for individuals or large teams, ranging from freelancers to business consultants and marketing agencies.

Paymo helps your team work better by getting everyone on the same page and reducing work overload. Planning, scheduling, task management, and time tracking features are seamlessly integrated. They serve over 100,000 small businesses & freelancers with their project management needs.

Features:

  • Project and task management – Gantt Charts and Kanban Boards, planning and scheduling
  • Team Collaboration – Discussion and commenting
  • Time tracking – progress, scheduling and workload tracking
  • Finance management – Invoicing and reporting

Pros:

  • Resource Scheduling – Unique Automatic Ghost Bookings
  • Various Integrations – Google, Adobe, Zapier, Shift & more
  • API access through GitHub
  • Available in 18 languages
  • Paymo Training Academy and industry specific resources

Cons:

  • Mobile app functionality could be improved

Pricing:

  • Free – $0
    • Free year with no limits for schools, colleges and universities
  • Small Office – $9.56/user/m (billed annually)
    • $11.95/user/m (billed monthly)
  • Business – $15.16/user/m (billed annually)
    • $18.95/user/m (billed monthly)

ProofHub

Lots of features, and more coming with ProofHub+ which is in beta testing. Ultimate plan offers unlimited users and projects.

With ProofHub, your teams, clients and all the project communication stays in one place. There’s no need of investing in too many different tools to run your business. Our project management software makes it easy to create plans, collaborate with teams and clients, keep things organized and deliver projects on time.

Features:

  • Document proofing, custom permissions, white-labeling
  • Task management, workflow boards, reporting
  • Time tracking, chat discussions, calendar management
  • File storage, templates, notes, and project manager oversight
  • Integrations, activity log, email sync, advanced search

Pros:

  • Makes task-management less stressful for teams
  • Have a mobile app for iOS and Android users.
  • See visual pictures of projects with Gantt charts
  • Saves time during the feedback-sharing process with online proofing software
  • Multilingual
  • Restrict IP access

Cons:

  • Slow load time and reported bugs
  • Limited budgets and finance tools

Pricing:

  • Ultimate Control – $89/m (billed annually)
    • $99/m (billed monthly)
  • Essential – $45/m (billed annually)
    • $50/m (billed monthly)

QuickBase

Big differentiator for Quick Base is how customizable it is, and the ability to link up different modules to work together. Will take a more advanced mind to properly set up all of the customizability. When set up properly it is a powerful and useful tool.

Description:

The power to customize is in your hands. Unlike other systems that force you to align your business process or project with the application, their cloud-based project management software can be easily molded to fit your exact business needs, without coding or IT support.

Features:

  • Project visibility, dashboards, oversight and analytics
  • Team collaboration, file storage, permissions, timelines and task assignments
  • Workflow automation

Pros:

  • Highly customizable
  • Ticketing features
  • Create templates and linked databases
  • Centralized data – ability to store and organize all customer and internal information
  • Integrations and add-ons

Cons:

  • Not the most visually appealing tool
  • Difficult to learn to custom build
  • Very expensive

Pricing:

  • Premier – $500/m (billed annually)
  • Platform – $1,600/m (billed annually)
  • Enterprise – contact for pricing

Redbooth

Nice video chat feature and custom options, but overall just like most other project management tools.

Redbooth helps teams manage tasks and communication so projects gets completed faster and easier.

Features:

  • Dashboards, Kanban project boards, gantt charts, task transparency, timelines
  • Detailed productivity reports
  • Project templates

Pros:

  • HD Video meeting feature powered by Zoom
  • API access and integrations
  • Affordable pricing

Cons:

  • Reported glitches

Pricing:

  • Pro – $9/user/m
  • Business – $15/user/m
  • Enterprise – Contact for pricing

Samepage

Offer a free version with unlimited users which actually offers a good amount of their features. Paid versions have extra add-ons. Lots of positive reviews online. I really like this platform.

With online collaborative tools including team chat, video conferencing, task management, file sharing, real-time document collaboration, and more, Samepage is helping teams of all sizes manage projects and get more done in a single easy-to-use collaborative workspace.

Features:

  • Communication – chat, messaging, history, video/voice calls, screen sharing, emojis
  • Content management – team pages, change tracker, image/file storage, diagrams, surveys, maps, code, sharing, file storage
  • Task management, calendars, notifications
  • Customer support

Pros:

  • Thorough content and file storage/management features
  • Teams and people – many different permission and access levels, admin tools
  • Multi-language support
  • Desktop and mobile apps, integrations

Cons:

  • Navigation bugs

Pricing:

  • Free – $0/m
  • Pro & Enterprise – $7/user/m (billed annually)

Scoro

Nice CRM feature to go with project management tools. Can be expensive for larger teams. Flexible and thorough PM features.

Scoro helps to plan your team’s time and projects, manage your clients, send invoices, and keep track of your business results.

Features:

  • Real-time oversight and automated reports
  • DropBox, Mailchimp, Outlook, and more integrations
  • Projects, clients, and teams all in one place
  • Organize every aspect of your business with a seamless workflow

Pros:

  • CRM and Quoting feature – contacts overview and sorting, sales funnel visuals, emails
  • Strong invoicing features
  • Detailed, flexible, customizable and agile

Cons:

  • Not cheap per user and they have 5 user minimums
  • Difficult to onboard and understand at first

Pricing:

  • Essential – $26/user/m (billed annually)
    • $28/user/m (billed monthly)
  • Work Hub – $37/user/m (billed annually)
    • $42/user/m (billed monthly)
  • Sales Hub – $37/user/m (billed annually)
    • $42/user/m (billed monthly)
  • Business Hub – $61/user/m (billed annually)
    • $68/user/m (billed monthly)

Smartsheet

Strong project management tool with many unique view options that can be used across various industries. Capable and robust.

Move ideas to impact, fast, with the leading work execution platform built to plan, capture, manage, automate, and report on work — at scale.

Features:

  • File storage, portals, reminders and notifications, sharing
  • Forms, update requests, activity log, filters
  • Resource management, critical path, linking
  • Reporting

Pros:

  • View options – dashboards, cards, calendar, Gantt, portals
  • Mobile friendly
  • API access, formulas, integrations, cloud based

Cons:

  • Dated interface
  • No real time document updates

Pricing:

  • Standard
    • Individual – $14/m
    • Business – $25/m
  • Enterprise
    • Enterprise – contact for pricing
    • Premier – contact for pricing

Teamwork

One of the most robust and trusted tools on the market. Very user friendly and feature-rich. No interface and use issues.

Three world-class individual products that can also work together to streamline your business. For the project management power user, Teamwork Projects has everything you need to track a project from start to finish. The flexibility, combined with the intuitive features the app offers mean your team will not only become better collaborators but they will massively increase their productivity on a daily basis.

Features:

  • Projects – categories, overview, roles, file storage, assignments, time tracking, milestones,
  • Desk – customer help desk
  • Chat – slack alternative
  • Billing/invoicing

Pros:

  • 3 products combined into one
  • Specialized for marketing, creative, software, and support teams
  • Secure EU hosting
  • Integrations – apps, calendar, email, customizations
  • Notebooks

Cons:

  • Navigation to different sections can be difficult and time-consuming

Pricing:

  • Projects
    • Free – $0/m (5 users) (billed annually)
    • Pro – $9/user/m (billed annually)
      • $11.25/user/m (billed monthly)
    • Premium – $15/user/m (billed annually)
      • $18.75/user/m (billed monthly)
    • Enterprise – contact (billed annually)
  • Desk
    • Starter – $7/agent/m (billed annually)
      • $8.75/agent/m (billed monthly)
    • Plus – $13/agent/m (billed annually)
      • $16.25/agent/m (billed monthly)
    • Pro – $25/agent/m (billed annually)
      • $31.25/agent/m (billed monthly)
    • Enterprise – contact (billed annually)
  • Chat – Free

Trello

One of the most popular tools at an affordable price. Has limited capabilities to other popular tools. Not all-inclusive and will require other platforms.

Trello lets you work more collaboratively and get more done. Trello’s boards, lists, and cards enable you to organize and prioritize your projects in a fun, flexible and rewarding way.

Features:

  • Cards – team collaboration, high level views, lists, project and task status, notifications, workflow management
  • Apps for iPhone, iPad, Android phones, tablets, watches, and Kindle Fire tablets

Pros:

  • Power ups/integrations/API access
  • Trello gold/business class – extra features
  • Easy to use and user-friendly

Cons:

  • Limited capabilities.

Pricing:

  • Free – $0/user/m
  • Business Class – $9.99/user/m

Workfront

I am very impressed with Workfront. They’ve got all the bells and whistles of a complete project management tool, with integrations including 2 of their own native tools. One of the most reviewed and trusted tools. Best suited for large teams/organizations.

Workfront is your one-stop shop for automating processes, enabling cross-team collaboration, and prioritizing work so your team can deliver their best work on time, every time.

Features:

  • Project management – assignments, templates and portfolio
  • Demand management – custom forms, automation and approvals
  • Portfolio planning – optimizer and scorecards
  • Resource management – scheduling and planning
  • Review and approve – documents, approvals, version control, interactive and digital media
  • Reporting – dashboards, timesheets, custom, utilization

Pros:

  • AI powered resource management
  • Mobile apps
  • Native Integrations
    • Workfront Fusion – 150 code-free integrations
    • Workfront Digital Asset Management – managing and delivering content

Cons:

  • Hard to get pricing info without setting up a demo
  • Complex tool – steep learning curve

Pricing:

  • Team – single team (contact for pricing)
  • Pro – one department (contact for pricing)
  • Business – up to 10 departments (contact for pricing)
  • Enterprise – entire enterprise (contact for pricing)

Wrike

Another strong tool with a powerful suite of add-ons. Functionality for teams of all sizes, but lots of tools best suited for medium to large sized teams.

Cloud-based collaboration and project management software that scales across teams in any business.

Features:

  • Creating – projects, folders, tasks and subtasks, forms, requests, file management, editing and automation
  • Planning – Gantt charts, resource management, time tracking/budgeting, templates
  • Collaboration – communication, calendars, proofing/approvals, email sync
  • Dashboard/Reporting – project and team level

Pros:

  • Training deployment and feature add-ons
    • Wrike Resource
    • Wrike Proof
    • Wrike Lock
    • Write Publish
  • App, API access, and other integrations
  • Helpful E-book, webinars and blog posts
  • Extensive support

Cons:

  • Takes time to learn how to use

Pricing:

  • Free – $0/m (5 users)
  • Professional – $9.80/user/m (5-15 users)
  • Business – $24.80/user/m (5-200 users)
  • Marketers – contact for pricing (5-unlimited users)
  • Enterprise – contact for pricing (5-unlimited users)

106 More Project Management Tools

Some of these may be right for you, even if they weren't our personal favorite.


After laboring through this enormous list (it’s not even all of them!) we did pick our absolute favorites, but that doesn’t mean that these others don’t have their own value.

You or your expert consultant will have to decide which one is the perfect match for your business.

Here’s the rest: