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Best Project Management Software in 2026: 12 Tools Compared by Company Size and Requirements

Updated October 24, 2026 · 12 tools · Facts checked against vendor pages · How we review

For most teams, Asana and ClickUp are the strongest project management software to start with: Asana for timelines and unlimited automations from its Starter tier, ClickUp for a free plan with unlimited members. Jira fits software teams running sprints, Teamwork fits agencies that bill client hours, and Basecamp suits small teams that prefer one flat price.

This page is for managers, founders and operations leads who are shopping for project management software and want to see which product matches their team before they book demos. Tools are grouped by company size and by requirements such as Gantt charts, time tracking and SSO. Turn the requirement lists below into a written request on SaaSBid, then compare the offers that come back rather than piecing together pricing pages that each count seats differently.

Top picks by situation

  • A 20-person team that wants one flat price

    Basecamp

    Pro Unlimited carries no per-seat fee and costs $199 per month on annual billing, with message boards, to-dos, chat and file storage all included.

    From: Free (3 users, 1 project)

  • A software team running agile sprints

    Jira

    Boards, backlog and timeline views come with free use for up to 10 users, and plans scale to 100,000 users with deep workflow customization.

    From: Free up to 10 users

  • An agency billing client hours

    Teamwork

    A built-in timer, billable rates, budgets and profitability reports sit in the product, and a free plan covers up to 5 users.

    From: Free (up to 5 users)

  • Marketing and operations teams sharing timelines

    Asana

    Timeline and Gantt views plus unlimited automations start on Starter at $10.99 per user, and workload planning arrives with Advanced.

    From: $10.99 per user/month billed annually (Starter)

  • A budget-minded team that needs Gantt

    Zoho Projects

    Gantt charts with critical path and baselines come alongside timesheets and budgets, a free tier serves 5 users, and Premium costs about $4 per user.

    From: Free (3 projects, up to 5 users)

  • A five-person team that wants simple Kanban

    Trello

    Board view is on every plan, the free plan allows 10 collaborators per Workspace, and built-in automation runs on every board.

    From: $5 per user per month billed annually (Standard)

Project Management Software comparison table

Project Management Software compared
ToolBest forStarting priceFree planFree trialG2 rating
Basecamp Small teams or agencies that prefer flat pricing over per-seat Free (3 users, 1 project) Yes Yes 4.1 (5,400 reviews)
Wrike Mid-size teams running cross-functional projects with approvals $10 per user/month billed annually (Team) Yes Yes 4.2 (4,540 reviews)
Jira Software and IT teams running agile sprints and backlogs Free up to 10 users Yes Not stated 4.3 (7,891 reviews)
Microsoft Project Microsoft 365 organizations with PMO-style scheduling needs Not confirmed by Microsoft No Not stated 4.0 (1,622 reviews)
Smartsheet Teams used to spreadsheets who want structured project tracking About $9 per member/month billed yearly (Pro No Yes 4.4 (22,617 reviews)
Asana Cross-functional teams that want timelines and unlimited automations from the Starter tier $10.99 per user/month billed annually (Starter) Yes No 4.4 (13,232 reviews)
ClickUp Small and mid-size teams that want one flexible tool replacing several apps $9 per user/month billed annually (Core Yes Not stated 4.6 (13,158 reviews)
Zoho Projects Small teams already using Zoho apps Free (3 projects, up to 5 users) Yes Yes 4.3 (560 reviews)
Trello Small teams that want a visual Kanban board with minimal setup $5 per user per month billed annually (Standard) Yes Not stated 4.4 (14,050 reviews)
Teamwork Agencies and professional services teams billing client work Free (up to 5 users) Yes Yes 4.4 (1,206 reviews)
monday.com Small and mid-size teams that want customizable boards and many automations $9 per seat/month billed annually (Basic), min. 3 seats Yes Yes 4.7 (15,000 reviews)
Notion Startups and small teams combining wiki and project tracking Free Yes Not stated 4.6 (10,967 reviews)

What is project management software?

Teams use project management software as a common home for planning work, handing out tasks, watching deadlines and checking progress. People update cards or lists instead of answering status emails, and managers open a board, timeline or dashboard to see what is late. Larger products add workload views, budgets and approval steps for several projects running in parallel. Agencies, software teams, marketing departments and operations groups all rely on these tools, though they work with very different views. A creative team may live on a Kanban board, while a PMO needs Gantt charts with dependencies.

Core capabilities

  • Task lists and boards

    Breaks projects into tasks with owners, due dates and status, shown as lists, Kanban boards or calendars.

  • Timelines and Gantt charts

    Lays tasks out over time with dependencies, so a slipping date visibly moves everything that follows.

  • Workflow automation

    Applies rules and templates that assign work, change statuses and notify people without manual steps.

  • Workload and resource planning

    Shows how many hours each person has booked, which exposes overload before deadlines slip.

  • Time tracking and budgets

    Records hours against tasks and compares them with the plan, which agencies need for billing.

  • Dashboards and reporting

    Rolls progress from many projects into one view for managers and clients.

The 12 best project management software, reviewed

1

Basecamp

Free (3 users, 1 project)

Basecamp from 37signals charges a flat monthly fee per plan, with user counts capped at 3, 5, 10 or 15 before Pro Unlimited. It bundles to-dos, message boards, chat and scheduling. G2 reviewers miss detailed Gantt charts and advanced reporting, and SSO is not documented.

  • 1-10: strong fit
  • 11-50: strong fit
  • 51-500: workable
  • 500+: poor fit

Best for

  • Small teams or agencies that prefer flat pricing over per-seat
  • Teams wanting calm async communication with to-dos and message boards
  • Cost-sensitive nonprofits (10% discount) and schools (free for class work)

Look elsewhere if

  • Teams needing detailed Gantt charts or advanced reporting (G2 reviewers note this)
  • Buyers needing documented SSO, SOC 2 or EU data hosting
  • Teams above 15 users unless on Pro Unlimited

Key features

Task views and planning
To-dos, Card Tables (Kanban style), scheduling; Gantt-style timeline not listed
Workflow automation
Automatic check-ins only; no rule-based automation listed
Time tracking and budgets
Listed in plan features; availability on Freelancer and Pro is unclear on the vendor's pricing page
Reporting and dashboards
Reports and automatic check-ins on all plans
Pricing model and real cost
Flat monthly fee per plan, user count capped by plan (3/5/10/15/unlimited)
Target company size
Small teams; 20+ users require Pro Unlimited

What users like

  • Calm, straightforward interface
  • Easy setup and admin (G2 sub-scores 8.6 to 8.7)
  • Flat pricing is predictable

Common complaints

  • Lacks advanced features such as detailed Gantt charts
  • Support scores trail some competitors (8.4 on G2)

Full Basecamp profileRequest an offer

2

Wrike

$10 per user/month billed annually (Team)

Wrike targets mid-size teams running cross-functional projects with approvals, with Team for 2 to 15 users and Business for 5 to 200. EU accounts are hosted in Paris. Reviewers describe a steep learning curve, and integration add-ons are sold separately.

  • 1-10: workable
  • 11-50: strong fit
  • 51-500: strong fit
  • 500+: workable

Best for

  • Mid-size teams running cross-functional projects with approvals
  • Organizations that want EU hosting in Paris

Look elsewhere if

  • Teams over 200 seats wanting self-serve pricing (Business capped at 200 users)
  • Small teams that dislike a steep learning curve

Key features

Integrations
Wrike Integrate and Two-Way Sync (22 systems) are add-ons, included in Apex
Pricing model and real cost
Per user per month billed annually; seat blocks; add-ons priced separately
Target company size
Team 2 to 15 users; Business 5 to 200; Pinnacle and Apex for larger orgs

What users like

  • Easy to use for day-to-day task handling

Common complaints

  • Steep learning curve
  • Interface feels unintuitive
  • Notification issues and missing features reported by third-party reviews

Full Wrike profileRequest an offer

3

Jira

Free up to 10 users

Atlassian built Jira around software teams, yet it bends to general work management at scale. Up to 10 users pay nothing, and plans stretch to 100,000 users. Below Enterprise, SSO requires the Atlassian Guard add-on, and G2 reviewers describe a steep learning curve.

  • 1-10: strong fit
  • 11-50: strong fit
  • 51-500: strong fit
  • 500+: strong fit

Best for

  • Software and IT teams running agile sprints and backlogs
  • Organizations already on Atlassian (Confluence, Bitbucket)
  • Companies needing deep workflow customization and up to 100,000 users

Look elsewhere if

  • Non-technical teams wanting a no-training tool (G2 reviewers cite a steep learning curve)
  • Teams that need SSO but want it bundled on a low plan (needs Guard below Enterprise)

Key features

Task views and planning
Boards, backlog, list, timeline and calendar views (not confirmed by the vendor)
Workflow automation
Automation steps per plan: 150 per subscription Free, 400 per user/month Standard, 750 Premium, 1,000 Enterprise
Pricing model and real cost
Per user per month with volume tiers; Free up to 10 users
Target company size
Free for up to 10 users; plans scale to 100,000 users

What users like

  • Highly customizable workflows
  • Strong integrations and ecosystem
  • Good for team collaboration on software work

Common complaints

  • Steep learning curve
  • Setup is harder than simpler tools (G2 ease of setup around 7.6)

Full Jira profileRequest an offer

4

Microsoft Project

Not confirmed by Microsoft

Microsoft Project is a scheduling and portfolio tool bought as Project Plan subscriptions through the Microsoft 365 ecosystem, aimed at PMO-style planning. Microsoft did not confirm plan contents or prices, and small teams that want a simple board will find it heavy. Ask for exact tiers in writing.

  • 1-10: poor fit
  • 11-50: poor fit
  • 51-500: no data
  • 500+: no data

Best for

  • Microsoft 365 organizations with PMO-style scheduling needs

Look elsewhere if

  • Small teams wanting a simple board without Microsoft licensing

Full Microsoft Project profileRequest an offer

5

Smartsheet

About $9 per member/month billed yearly (Pro

Smartsheet looks like a spreadsheet but adds automation, governance and per-member licensing, with unlimited free contributors and guests. Enterprise adds SAML SSO and EU or other regional environments. Reviewers on G2 often call it expensive and note a formula learning curve.

  • 1-10: workable
  • 11-50: workable
  • 51-500: strong fit
  • 500+: strong fit

Best for

  • Teams used to spreadsheets who want structured project tracking
  • Mid-size and large organizations needing governance, SAML SSO and regional hosting

Look elsewhere if

  • Small teams on a tight budget (G2 reviewers often cite price)
  • Teams wanting a quick setup without learning formulas

Key features

Workload and resource management
Resource Management is a paid add-on on Business and Enterprise
Integrations
Directory integrations on Enterprise; Bridge is Enterprise add-on
Pricing model and real cost
Per member; contributors and guests unlimited and free; add-ons like Dynamic View (from $125/month) and Data Shuttle (from $100/month)
Target company size
Pro 1 to 10 members; Business 3+; Enterprise 10+

What users like

  • Good team collaboration and tracking
  • Strong automation options
  • Versatile for many project types

Common complaints

  • Steep learning curve, especially formulas
  • Expensive
  • Slow performance and Excel-like limits

Full Smartsheet profileRequest an offer

6

Asana

$10.99 per user/month billed annually (Starter)

Asana provides lists, boards, timelines and Gantt charts, and portfolios plus resource management begin at Advanced. SOC 2, ISO 27001 and HIPAA are listed. SAML SSO, SCIM and audit logs wait until Enterprise, and the free plan covers only 2 users.

  • 1-10: workable
  • 11-50: strong fit
  • 51-500: strong fit
  • 500+: strong fit

Best for

  • Cross-functional teams that want timelines and unlimited automations from the Starter tier
  • Companies needing EU, Australia or Japan data hosting (Enterprise add-on)

Look elsewhere if

  • Teams needing SAML SSO or audit logs below Enterprise
  • Very small groups that need more than 2 users free

Key features

Task views and planning
List, board, calendar on Personal; timeline and Gantt from Starter
Workflow automation
Unlimited automations from Starter
Workload and resource management
Resource management within portfolios on Advanced; organization-wide on Enterprise
Time tracking and budgets
Timesheets and Budgets add-on on Starter; time tracking comparing estimated vs actual effort on Advanced
Reporting and dashboards
Portfolios and goals on Advanced
Pricing model and real cost
Per user per month, annual billing cheaper
Target company size
Small teams to enterprise

Full Asana profileRequest an offer

7

ClickUp

$9 per user/month billed annually (Core

ClickUp tries to replace several apps with one flexible workspace for tasks, docs and whiteboards, and its free plan has unlimited members. Core includes 1K automations per month, Business 10K. Single sign-on through SAML and SCIM need an Enterprise contract. Newcomers often struggle with setup.

  • 1-10: strong fit
  • 11-50: strong fit
  • 51-500: strong fit
  • 500+: workable

Best for

  • Small and mid-size teams that want one flexible tool replacing several apps
  • Teams that need a free plan with unlimited members
  • Teams comfortable configuring custom fields and automations

Look elsewhere if

  • Companies needing SAML SSO or SCIM without an Enterprise contract
  • Teams wanting a simple tool with little setup (G2 complaints mention a steep learning curve)

Key features

Workflow automation
1K automations/month on Core, 10K on Business (pricing page)
Time tracking and budgets
Timesheets listed from Business plan
Pricing model and real cost
Per user per month, workspace-wide upgrade; AI credits pooled, extra 10,000 credits for $10
Target company size
Free tier to enterprise; Enterprise and Max for large orgs

What users like

  • Very flexible way to organize tasks
  • Broad feature set in one place

Common complaints

  • Steep learning curve for beginners
  • Some features restricted on lower plans
  • Slow loading and unintuitive interface for some

Full ClickUp profileRequest an offer

8

Zoho Projects

Free (3 projects, up to 5 users)

Zoho Projects pairs Gantt charts, timesheets and budgets with a low price, and fits teams already using other Zoho apps. A free tier covers 5 users and up to 3 projects. It lists 32 integrations plus Zapier and Zoho Flow, though reviewers find the interface dated.

  • 1-10: strong fit
  • 11-50: strong fit
  • 51-500: workable
  • 500+: no data

Best for

  • Small teams already using Zoho apps
  • Budget-conscious teams needing Gantt, timesheets and budgets

Look elsewhere if

  • Teams wanting a polished interface (G2 summaries cite UI and learning curve)
  • Buyers needing SSO on the cheapest plan

Key features

Task views and planning
List, simple list, Kanban and Gantt with dependencies, critical path and baselines
Workflow automation
Blueprints, business rules, workflow rules, webhooks, SLAs, custom functions; 5,000 runs/month on Premium
Workload and resource management
Workload check while assigning, planned vs actual hours per user
Time tracking and budgets
Manual or timer, approvals, planned vs actual budgets, earned value
Reporting and dashboards
Project and portfolio dashboards; Zoho Analytics with 50+ prebuilt reports
Integrations
32 listed integrations plus Zapier and Zoho Flow; importers for Microsoft Project, Jira, Basecamp
Pricing model and real cost
Per user per month with free tier for 5 users
Target company size
Small and mid-size teams

What users like

  • Feature depth for the price (G2 summaries)
  • Drag-and-drop scheduling and task prioritization

Common complaints

  • Interface and learning curve
  • Support scores lower than some competitors (G2 summaries)

Full Zoho Projects profileRequest an offer

9

Trello

$5 per user per month billed annually (Standard)

Trello, owned by Atlassian, is a Kanban card tool that stays simple, and the free plan allows 10 collaborators in each Workspace. Timeline, calendar and dashboard views require Premium. Native time tracking and resource management are absent, and SSO needs Atlassian Guard.

  • 1-10: strong fit
  • 11-50: strong fit
  • 51-500: workable
  • 500+: workable

Best for

  • Small teams that want a visual Kanban board with minimal setup
  • Teams already on Atlassian products
  • Free-tier users with up to 10 collaborators per Workspace

Look elsewhere if

  • Teams needing built-in time tracking or resource management
  • Large portfolios with many dependent projects
  • Teams wanting SSO without a separate Atlassian Guard subscription

Key features

Task views and planning
Board view on all plans; Calendar, Timeline, Table, Dashboard and Map views on Premium and up
Workflow automation
Built-in automation on every board; 250 command runs per month Free, 1,000 Standard, unlimited Premium and Enterprise
Time tracking and budgets
No native time tracking listed on the pricing page; third-party Power-Ups needed (G2 reviewers also mention this)
Reporting and dashboards
Dashboard view on Premium and Enterprise
Integrations
Unlimited Power-Ups per board; page cites 200+ apps
Pricing model and real cost
Per user per month; Free plan capped at 10 collaborators per Workspace
Target company size
Small teams and departments; Enterprise tier for larger orgs

What users like

  • Very easy to set up and learn
  • Clean drag-and-drop boards suit simple workflows
  • Generous free tier

Common complaints

  • No native time tracking
  • Struggles with large volumes of tasks and many team members
  • Some Power-Ups are limited or cost extra

Full Trello profileRequest an offer

10

Teamwork

Free (up to 5 users)

Teamwork is made for agencies and client-services firms, with a built-in timer, budgets, a workload planner and profitability reports. Basics needs 3 seats and Accelerate needs 5. Data can sit in the US or EU, and SSO is limited to the Enterprise quote.

  • 1-10: workable
  • 11-50: strong fit
  • 51-500: workable
  • 500+: workable

Best for

  • Agencies and professional services teams billing client work
  • Teams that need time tracking, budgets and workload planning in one tool

Look elsewhere if

  • Software teams wanting sprint-centric tooling (Jira is positioned for that)
  • Companies needing SSO below the Enterprise quote tier

Key features

Task views and planning
Real-time project health views; list, board and Gantt views not confirmed
Workflow automation
AI Project Wizard and AI Teammates
Workload and resource management
Workload Planner and AI utilization summaries
Time tracking and budgets
Built-in timer, timesheet reminders, per-project billable and cost rates and budgets
Reporting and dashboards
Real-time profitability reports
Integrations
150+ listed in site navigation; MCP server for Claude, ChatGPT, Copilot
Pricing model and real cost
Per user per month; seat minimums of 3 (Basics) and 5 (Accelerate)
Target company size
Agencies, consulting and professional services

What users like

  • Task management and client-work features praised in G2 sub-scores (support 8.8, task management 9.1, AI-generated summaries)

Common complaints

  • Ease of use sub-score 8.5, lower than support

Full Teamwork profileRequest an offer

11

monday.com

$9 per seat/month billed annually (Basic), min. 3 seats

monday.com runs on customizable boards, with paid plans from 3 seats and quote-based pricing above 40 users. Standard includes 250 automation actions monthly versus 25,000 on Pro. Time tracking arrives on Pro, and hosting in the US, Germany or Australia is offered.

  • 1-10: poor fit
  • 11-50: strong fit
  • 51-500: workable
  • 500+: workable

Best for

  • Small and mid-size teams that want customizable boards and many automations
  • Teams that need data hosting in the US, Germany or Australia

Look elsewhere if

  • Groups larger than 40 users who want self-serve pricing (quote required)
  • Solo users or pairs needing more than the free 2-seat plan, since paid plans start at 3 seats

Key features

Task views and planning
Timeline/Gantt and calendar from Standard
Workflow automation
250 actions/month Standard, 25,000 Pro, 250,000 Enterprise
Workload and resource management
Portfolio and resource management on Enterprise
Time tracking and budgets
Time tracking on Pro
Integrations
250 integration actions/month Standard, 25,000 Pro
Pricing model and real cost
Per seat, min 3 seats, quote above 40 users
Target company size
G2 Learn article reports 63% small business, 29% mid-market, 8% enterprise users

Common complaints

  • Reviewers often cite price as the main drawback

Full monday.com profileRequest an offer

12

Notion

Free

Notion merges wikis, documents and simple project databases in one workspace and offers no native help desk. The $20 Business plan is where SAML SSO begins, while SCIM and audit logs wait for Enterprise. Free workspaces allow 10 guests, and page history on Free reaches back 7 days.

  • 1-10: strong fit
  • 11-50: strong fit
  • 51-500: workable
  • 500+: workable

Best for

  • Startups and small teams combining wiki and project tracking
  • Teams wanting flexible databases and docs in one tool

Look elsewhere if

  • Teams needing time tracking or workload planning
  • Companies needing SCIM or audit logs below Enterprise

Key features

Task views and planning
Timeline, calendar and board views; dependencies
Workflow automation
Automations for task flows and database entries
Reporting and dashboards
Dashboards with charts from multiple sources
Integrations
Slack, GitHub, Jira embeds
Pricing model and real cost
Per member per month; yearly saves up to 20%
Target company size
Two-thirds of G2 reviews from small business; Enterprise tier for large orgs

What users like

  • Flexibility to build docs, wikis and databases
  • Strong product direction (G2 sub-score 9.4)

Common complaints

  • Learning curve (ease of use 8.3, lowest sub-score)
  • Gaps for time tracking and resource planning

Full Notion profileRequest an offer

How to choose project management software

Task views and planning

This covers how work can be displayed: lists, Kanban boards, calendars and Gantt timelines with dependencies. Strong tools let each team pick its view without extra cost. Weak tools offer only one board style or lock timelines behind a higher plan.

Workflow automation

Automation means rules, templates and recurring steps that change statuses, assign tasks and send notices without a person clicking. Strong tools allow workflows on a mid-tier plan with generous monthly limits. Weak tools cap runs per month tightly or offer only automatic check-ins.

Workload and resource management

This shows who has capacity, who is overbooked and how planned hours compare with actual ones. Strong tools include a workload view that updates as tasks move. Weak tools lack it or sell it as a separate add-on.

Time tracking and budgets

Time tracking logs hours against tasks and projects, with rates and budgets for billing. Strong tools offer a built-in timer, approvals and plan-versus-actual reports. Weak tools depend on third-party plug-ins or place timesheets on a high tier.

Reporting and dashboards

Reporting is about seeing how every project stands without chasing people for updates. Strong tools provide portfolio dashboards, charts from several sources and shareable client reports. Weak tools show a few fixed views or limit dashboards to the top plan.

Integrations

Integrations connect the tool to chat, file storage, code repositories and CRM so nobody types updates twice. Strong products have a broad marketplace and a usable API on regular plans. Weak ones sell connectors as add-ons or support only a few apps.

Pricing model and real cost

This criterion covers how the product is billed: per seat, flat per plan, with minimum seats, free tiers or paid add-ons. Strong models make the total easy to forecast as the team grows. Weak ones hide key features in add-ons or jump sharply at a user threshold.

Target company size

This describes which team sizes a product was designed for. Light tools suit a handful of people, while enterprise-oriented ones add SSO, SCIM, audit logs and portfolio governance. A mismatch means paying for unused features or outgrowing the tool.

The SaaSBid view

Which project management tool fits your company size

Fit of each tool by company size
Tool1-10 people11-50 people51-500 people500+ people
BasecampStrong fitStrong fitWorkablePoor fit
WrikeWorkableStrong fitStrong fitWorkable
JiraStrong fitStrong fitStrong fitStrong fit
Microsoft ProjectPoor fitPoor fitNo dataNo data
SmartsheetWorkableWorkableStrong fitStrong fit
AsanaWorkableStrong fitStrong fitStrong fit
ClickUpStrong fitStrong fitStrong fitWorkable
Zoho ProjectsStrong fitStrong fitWorkableNo data
TrelloStrong fitStrong fitWorkableWorkable
TeamworkWorkableStrong fitWorkableWorkable
monday.comPoor fitStrong fitWorkableWorkable
NotionStrong fitStrong fitWorkableWorkable

Strong fitWorkablePoor fitNo data from the vendor

Ratings reflect each vendor's stated audience, free plan limits, minimum seat counts, user caps per plan and whether enterprise controls such as SAML SSO, SCIM or audit logs are offered. Cells stay empty when the vendor gives no usable signal for a size.

  • 1-10 people

    Ease of setup and a free or flat price count most. Trello, ClickUp, Zoho Projects, Jira (free up to 10 users), Basecamp and Notion all have free entry points. Teamwork's free plan covers up to 5 users, and monday.com paid plans start at 3 seats.

  • 11-50 people

    Teams now need timelines, automation and some reporting. Asana, ClickUp, monday.com, Teamwork, Wrike and Zoho Projects all fit. Basecamp works here only on Pro Unlimited, since lower plans cap users at 15.

  • 51-500 people

    Permissions, portfolio views and approvals matter. Jira, Asana, Smartsheet, Wrike (Business up to 200 users) and ClickUp are the better matches. Microsoft shops with PMO needs should ask for Project Plan details.

  • 500+ people

    Large organizations need SSO, SCIM, audit logs and regional hosting. Jira scales to 100,000 users, Asana offers EU, Australia and Japan hosting on Enterprise, and Smartsheet lists SAML SSO and regional environments. Wrike offers Pinnacle and Apex tiers.

Feature coverage at a glance

Documented features by tool
ToolTask views and planningWorkflow automationWorkload and resource managementTime tracking and budgetsReporting and dashboardsIntegrationsShare
BasecampDocumented: To-dos, Card Tables (Kanban style), scheduling; Gantt-style timeline not listedDocumented: Automatic check-ins only; no rule-based automation listedNot documentedDocumented: Listed in plan features; availability on Freelancer and Pro is unclear on the vendor's pricing pageDocumented: Reports and automatic check-ins on all plansNot documented67%
WrikeNot documentedNot documentedNot documentedNot documentedNot documentedDocumented: Wrike Integrate and Two-Way Sync (22 systems) are add-ons, included in Apex17%
JiraDocumented: Boards, backlog, list, timeline and calendar views (not confirmed by the vendor)Documented: Automation steps per plan: 150 per subscription Free, 400 per user/month Standard, 750 Premium, 1,000 EnterpriseNot documentedNot documentedNot documentedNot documented33%
Microsoft ProjectNot documentedNot documentedNot documentedNot documentedNot documentedNot documented0%
SmartsheetNot documentedNot documentedDocumented: Resource Management is a paid add-on on Business and EnterpriseNot documentedNot documentedDocumented: Directory integrations on Enterprise; Bridge is Enterprise add-on33%
AsanaDocumented: List, board, calendar on Personal; timeline and Gantt from StarterDocumented: Unlimited automations from StarterDocumented: Resource management within portfolios on Advanced; organization-wide on EnterpriseDocumented: Timesheets and Budgets add-on on Starter; time tracking comparing estimated vs actual effort on AdvancedDocumented: Portfolios and goals on AdvancedNot documented83%
ClickUpNot documentedDocumented: 1K automations/month on Core, 10K on Business (pricing page)Not documentedDocumented: Timesheets listed from Business planNot documentedNot documented33%
Zoho ProjectsDocumented: List, simple list, Kanban and Gantt with dependencies, critical path and baselinesDocumented: Blueprints, business rules, workflow rules, webhooks, SLAs, custom functions; 5,000 runs/month on PremiumDocumented: Workload check while assigning, planned vs actual hours per userDocumented: Manual or timer, approvals, planned vs actual budgets, earned valueDocumented: Project and portfolio dashboards; Zoho Analytics with 50+ prebuilt reportsDocumented: 32 listed integrations plus Zapier and Zoho Flow; importers for Microsoft Project, Jira, Basecamp100%
TrelloDocumented: Board view on all plans; Calendar, Timeline, Table, Dashboard and Map views on Premium and upDocumented: Built-in automation on every board; 250 command runs per month Free, 1,000 Standard, unlimited Premium and EnterpriseNot documentedDocumented: No native time tracking listed on the pricing page; third-party Power-Ups needed (G2 reviewers also mention this)Documented: Dashboard view on Premium and EnterpriseDocumented: Unlimited Power-Ups per board; page cites 200+ apps83%
TeamworkDocumented: Real-time project health views; list, board and Gantt views not confirmedDocumented: AI Project Wizard and AI TeammatesDocumented: Workload Planner and AI utilization summariesDocumented: Built-in timer, timesheet reminders, per-project billable and cost rates and budgetsDocumented: Real-time profitability reportsDocumented: 150+ listed in site navigation; MCP server for Claude, ChatGPT, Copilot100%
monday.comDocumented: Timeline/Gantt and calendar from StandardDocumented: 250 actions/month Standard, 25,000 Pro, 250,000 EnterpriseDocumented: Portfolio and resource management on EnterpriseDocumented: Time tracking on ProNot documentedDocumented: 250 integration actions/month Standard, 25,000 Pro83%
NotionDocumented: Timeline, calendar and board views; dependenciesDocumented: Automations for task flows and database entriesNot documentedNot documentedDocumented: Dashboards with charts from multiple sourcesDocumented: Slack, GitHub, Jira embeds67%

A check means the vendor documents the capability publicly (hover for the detail). A dash means we found no public documentation, which is a question to put in your request, not proof the feature is missing.

Integration ecosystems compared

Integrations decide how much manual work stays after go-live. These are the integration counts each vendor publishes; check that your own systems are on the list before you shortlist.

  • Trello200+ (vendor pricing page)
  • Teamwork150+
  • Zoho Projects32 listed

Bar length uses a square-root scale so smaller ecosystems stay readable.

Project Management Software requirements checklist

Use this list to write down what your team actually needs. Sorting requirements into must-have, should-have and nice-to-have is what lets vendors quote accurately instead of pitching their biggest plan.

Must have

  • Task lists and Kanban boards with owners, due dates and commentsWithout clear ownership, a project tool becomes a to-do list nobody trusts.
  • Timeline or Gantt view with task dependenciesSome vendors reserve Gantt for paid tiers, and a few do not offer it at all.
  • Guest or client access without paying for full seatsExternal collaborators can raise the per-seat total sharply.
  • Mobile apps for iOS and AndroidField staff and managers update tasks away from their desks.
  • Import of existing projects from spreadsheets or another toolMigration effort affects the go-live date and any onboarding fee.

Should have

  • Rule-based automation for status changes and assignmentsMonthly automation limits differ strongly between tiers.
  • Time tracking with billable rates and project budgetsService teams need it to invoice clients and control cost.
  • Workload view showing who is overbookedResource planning is often sold in a higher tier or as an add-on.
  • Connections to Slack, Google Workspace or Microsoft 365Native links stop people from copying updates between tools.

Nice to have

  • Portfolio dashboard across all projectsExecutives get status without asking project leads.
  • SAML sign-in and automatic user provisioningLarger companies often need them, and they usually sit on the top plan.
  • EU or regional data hostingRequired by some customers and offered only by a few vendors.

Turn this checklist into a request

Questions vendors will ask you

Have answers ready for these, and your first conversation with a vendor starts at pricing instead of discovery.

  1. How many people will edit tasks, and how many only need to view or comment?Some vendors charge only for editors, others for every member.
  2. Do clients or freelancers need access to your projects?Guest rules and costs vary and can change the total.
  3. Which views do you need: board, Gantt, workload or portfolio?These views appear at different tiers, so the answer sets the plan.
  4. Do you need time tracking and budgets inside the tool?Some products include it, others depend on paid add-ons or third-party apps.
  5. Which tools must connect, such as Slack, GitHub or your CRM?Integration limits and add-on connectors can raise the price.
  6. When should the team be live, and who will set up templates?Larger teams may need paid guided onboarding, which vendors price separately.

Example request

What a strong project management software request looks like
We are a 30-person marketing and design agency running about twenty client projects at once. We now track work in spreadsheets and chat threads, and nobody can see who is overloaded. We need boards and timelines with dependencies, built-in time tracking with billable rates, a workload view and a client portal or guest access for approvals. The tool should connect with Slack and Google Drive. About 150 open tasks must be imported from spreadsheets. We want to start within five weeks and expect a budget in the low to mid four figures per year. Annual billing is acceptable.

Write your own request

More vendors listed on SaaSBid

Project Management Software FAQ

What is project management software?

It is a shared online workspace for planning projects, giving out tasks, tracking due dates and reviewing progress. The usual ingredients are task lists, Kanban boards, Gantt timelines, hour tracking and reports. Simple tools stop at boards; bigger suites also handle portfolios and capacity planning.

Which project management software is best for a small business?

It depends on how your team works. Trello suits plain Kanban, Basecamp bundles communication at a flat price, Asana and ClickUp bring broader views and automation, and Zoho Projects offers Gantt charts and timesheets for little money.

Is there free project management software?

Yes. ClickUp has a free plan with unlimited members, Trello allows 10 collaborators per Workspace, Zoho Projects covers 5 users and Teamwork up to 5, and Jira costs nothing for teams of up to 10. Free plans cap features such as timelines, so test them against your requirements.

What features should project management software have?

Look for task ownership, board and timeline views, automation, workload planning, time tracking if you bill hours, and integrations with your chat and file tools. Decide which are required before comparing tiers.

How does project management differ from task management software?

Task tools track individual to-dos, often as a simple list or board. Project management software adds timelines, dependencies, workload and budgets across many tasks and people, so managers can plan and report on whole projects.

What should I include in a project management software request for offers?

State team size, how many guests need access, the views and automation you need, time tracking and budget needs, integrations, data to import and your timeline. Vendors can then quote the correct tier.

The bottom line

Begin with team size and the views you cannot do without, whether that is Gantt, workload or billable time. Remove every product that misses one of them, then check how guests, automation limits and add-ons change the total. A precise request on SaaSBid helps vendors quote the right tier, so the offers you compare cover the same scope and contain fewer surprises.

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