Blog - ProjectManager

20 Best Resource Management Software of 2025 (Free & Paid)

Brenna Schwartz — Mon, 02 Jun 2025 15:00:01 +0000

Resource management is all about getting the materials, supplies, equipment and people you need to execute a project. It involves how you plan, schedule, allocate and manage those resources to best serve the project. But what exactly is resource management software?

What Is Resource Management Software?

Resource management software helps project managers keep track of the human resources, raw materials and equipment needed to complete a project. Before we look at a number of tools that claim to be the best resource management software, let’s define the key features a resource management software should provide. Then we’ll get to the best resource management software rankings of 2025.

Best Resource Management Software Features

Resource management is all about obtaining the materials, supplies, equipment, and people needed to execute a project. It involves planning, scheduling, allocating, and managing those resources to best serve the project.

Resource management software should include resource planning, resource forecasting and resource allocation features to ensure teams have what they need when needed. Through resource management tools, projects keep to their budgets and stay on schedule.

Resource forecasting tools: Using too many resources can be costly and using too few will affect your project schedule and budget. Fortunately, resource forecasting tools can help you gauge your resource requirements so you can determine which resources are truly needed.
Resource planning tools: Resource planning tools help you ensure your resources are used effectively. That means working with vendors, subcontractors and your own teams, coordinating their work and making sure that your resource utilization aligns with your project plan.
Resource scheduling tools: Once you know what resources are needed for each task, you’ll need resource scheduling tools to create a resource schedule and a timeline for the procurement and allocation of resources.
Resource allocation tools: Resource allocation tools help project managers assign specific resources to project tasks, such as assigning tasks to a team member or indicating the equipment that will be needed for a particular project activity.
Workload management tools: Workload management tools help project managers measure the amount of work that’s assigned to their team members so they can better reallocate project resources.

2025 Best Resource Management Software Rankings

The following are a handful of the best resource management software currently available. One of them should meet your resource management needs.

1. ProjectManager

ProjectManager is a comprehensive project and portfolio management software that tops our list of best resource management software. No other software seamlessly integrates real-time resource management with detailed planning and scheduling. Incorporate planned hours, resource costs and dependencies into your project plans.

Use Gantt charts, kanban boards, dashboards, workload calendars and a comprehensive Team page to manage everything on one platform. Live data gives users greater visibility into their resource schedule, tracking labor costs, workload and task progress in real time. ProjectManager offers a free 30-day trial so you can try it out for yourself.

Schedule & Track Resources with Gantt Charts

Resource planning is one of the more challenging aspects of managing a project. Fortunately, ProjectManager makes it easy to identify and categorize teams, supplies, equipment and other resources for easy planning and scheduling on the Gantt chart. More than that, the Gantt chart schedules resources based on their availability and skillset. As the project progresses, you can monitor costs and workload in real time to keep to your budget and avoid burning out your team.

Set Availability and Balance Workload

Teams are your most valuable resource and you need a resource management tool that knows how busy they are without getting in their way. A color-coded workload chart gives managers transparency into how many or how few tasks are assigned to their team. You can then balance the workload right from that page. When you reallocate resources, though, you need to know your team’s availability, especially if they’re hybrid or remote.

ProjectManager is the best resource scheduling software because it lets you define working days, holidays and planned hours, blocking days and setting parameters to help with task management and project scheduling. You can even filter by project, team or month if you’re using the tool for project portfolio management or program management.

Manage Team Workload and Track Progress

When you’re done with your resource planning and scheduling, switch over the Team page to see specific tasks your team is working on on a daily or weekly basis. This intuitive view sets ProjectManager apart from other resource management software beacuse it allows you to reallocate tasks with a simple drag-and-drop and click into tasks for quick updates. It’s never been easier to manage your team alongside your project plan.

Resource management isn’t just about planning and scheduling; it’s also about tracking resource utilization. ProjectManager has live dashboards (unlike other tools that require time-consuming setup) and one-click reporting for in-depth tracking of workload, availability, timesheets and tasks. Secure timesheets track how long your team is spending on tasks. Plus, when teams update their status, that resource utilization data is shared across the software instantly—even when data is entered via the mobile app.

With these features and others like a sheet view, kanban and more, no software does resource management better than ProjectManager. The best part? You can get started for free right away. Start your free trial of ProjectManager by clicking here.

Verdict: Best Project Resource Management Software for Project Management

ProjectManager Pros & Key Features

Built-in time tracking that’s easy to use
Multiple resource allocation views
Workload management charts
Cost tracking dashboards
Excels at real-time collaboration
Offers a 30-day free trial
Has a mobile app for Android and iOS

ProjectManager Cons & Limitations

Limited customization
Few native integrations
No free plan

ProjectManager Pricing

Team: $14 user/month
Business: $26 user/month

ProjectManager Reviews

G2 review: 4.4/5
Capterra review: 4.1/5

Highlighted User Reviews

“ProjectManager works very well with both large and small-scale projects. Being able to use this with anything from a project involving only two members of staff, to hundreds, has been invaluable.” Peter W – from Capterra
“We used to manage our projects, resources, and reporting in different systems. Enter ProjectManager. We have consolidated systems and work more efficiently.” Jeffrey M – from Capterra
“Having the full scope of activities and who is responsible to do it, plus the time tracking is excellent.” Flavio M – from G2
“It has an excellent accounting system capable of calculating the time that a person has used to develop a task that was assigned to him, I like being able to collaborate with all my colleagues in the Finance sector through ProjectManager.” Jesus C – from G2
“The UI of the application is user-friendly, and it helps to identify what we are looking for with minimal effort.” Pavan H – from G2

2. Float

Float is a resource management software that’s used by agencies, studios and firms for tracking who is working on what and when.

It can manage more than one project at a time, so you can see all your projects and their competing milestones in a single view, which helps with planning and scheduling. You can monitor your budgets in real time and forecast hours, which helps prevent overspending. The resource management software integrates with Slack, Google Calendar and other apps, which fills in some holes. It excels at capacity management, demand forecasting and skills tracking—making it one of the best resource management software around.

A problem with this resource management software is that if more than one person is using it, things like task names and job descriptions aren’t centrally controlled and can vary as people edit them. While it can help organize resources, it’s missing some vital resource planning features, such as a decent search and a well-designed dashboard. Resource utilization reports are complicated and not visual, which would make them easier to digest at a glance. However, the fact that it can work with multiple projects makes it a good bet for project portfolio or program management.

Verdict: Best Resource Management Software for Portfolio Management

Float Pros & Key Features

Strong capacity management and demand forecasting
Offers many integrations
30-day free trial
Mobile app for Android and iOS

Float Cons & Limitations

Decent resource management tool but not a project management solution
Missing important project management features such as Gantt charts, dashboards and reports
Limited feature set

Float Pricing

Starter: $6 user/month
Pro: $10 user/month

Float Reviews

G2 review: 4.3/5
Capterra review: 4.5/5

Highlighted User Reviews

“Very adaptable for different project types and team working styles. Visual reporting is easy to digest.” Nancy D – from G2
“The planning, time tracking and reporting features seem to work in a stable manner.” Alain S – from Capterra

3. Resource Guru

Resource Guru is designed for resource managers and project managers. It’s primarily a project scheduling and resource management software.

With Resource Guru, adding, editing, moving or deleting items in your schedule is fast and simple. You get visibility into resource utilization on its calendar view and a staff time tracker helps you stay updated on vacations, sick days, maternity leave, etc. The calendar syncs to a resource planning dashboard so everyone in the project is on the same page, and visual reports give you data on resource allocation.

Beyond that, this resource management software has limited features. For example, there aren’t alerts or appointment scheduling. There’s also little automation, which would help streamline the process greatly. The reporting feature could be better, and while there are integration workarounds, it’d be nice to have everything working under one roof. But the fact that it keeps your teams on schedule is a resource management win.

Verdict: Best Resource Management Software for Team Resource Visibility

Resource Guru Pros & Key Features

Good for keeping your team on schedule
Strong visual reports
Offers a 30-day free trial
Mobile project management app for Android and iOS

Resource Guru Cons & Limitations

Has only one calendar-like view for resource planning, project scheduling and workload management
Lack of project planning and scheduling tools such as Gantt charts or kanban boards
Limited reporting, only offers reports on resource allocation

Resource Guru Pricing

Grasshopper: $4.16 user/month
Blackbelt: $6.65 user/month
Master: $10 user/month

Resource Guru Reviews

G2 review: 4.6/5
Capterra review: 4.7/5

Highlighted User Reviews

“We schedule our own crews and subcontractor crews with this tool and it works extremely well.” Tonya D – from G2
“We use Resource Guru to manage the utilization/booking of our research facilities. This works well for us as we have a small number of facilities we manage.” Steve B – from Capterra

4. Kantata

Kantata is the merger of Mavenlink and Kimble Applications. It aims to help users staff teams, respond to changes in their projects and deliver better operational performance.

Kantata offers project management and resource management features for small, medium and large businesses in IT services, engineering and other industries. It’s an easy-to-use, intuitive tool with good reporting features.

However, it can be complicated when trying to navigate integrations. The integration tool is poorly designed. While Kantata does have resource management tools that are fairly good at what they do, the price tag isn’t cheap. If your business is operating on a tight budget, then you might want to look elsewhere. On top of that, setup is a problem and will likely send users to customer support for assistance.

Verdict: Best Resource Planning Software for Reporting

Kantata Pros & Key Features

Multiple task management Tools
Intuitive and easy to use
Resource utilization dashboards

Kantata Cons & Limitations

User experience could be improved by making the software more intuitive
Lacks basic project management features like Gantt charts, kanban boards or project dashboards
Not ideal for task or project management due to limited functionality
Doesn’t have a mobile project management app

Kantata Pricing

Custom pricing depends on company information

Kantata Reviews

G2 review: 4.2/5
Capterra review: 4.2/5

Highlighted User Reviews

“The best thing about Kantata is that I can see budgets and time entries in real-time.” Rachel S – from G2
“The time tracking and resource allocation features are very well integrated into the system.” Hussain A – from Capterra

5. Monday.com

Monday.com is known more as a task management app but has a resource management template that helps you plan your asset allocation.

There are many workflow views and you can use Gantt charts and kanban boards to import the template. A map view allows you to locate assets and displays the status of your resources in a dashboard-like setting, including financial data.

But, as noted, Monday.com is primarily used for task management and that’s where it excels—not as resource management software. There’s also the pricing structure, which keeps the resource management features you want behind a higher subscription rate. Tracking time and expenses aren’t easy and the mobile app is limited in terms of what it can do. Add integration problems and suddenly Monday.com looks like the worst day of the week.

Verdict: Best Resource Planning Software for Task Management

Monday.com Pros & Key Features

Multiple workflow views
Excels at tracking financial data
Offers a 14-day free trial
Mobile project management for Android and iOS

Monday.com Cons & Limitations

Better suited for task and workflow management than for resource management
Very limited resource reporting features, dashboards lack detail
Cost and budget tracking features aren’t automated and require manual editing

Monday.com Pricing

Free: $0 user/month
Basic: $8 user/month
Standard: $10 user/month
Pro: $16 user/month

Monday.com Reviews

G2 review: 4.7/5
Capterra review: 4.6/5

Highlighted User Reviews

“We used to have a mess of excel sheets and emails but now everything’s in one place.” Laura A – from G2
“It is overall a great product but it requires a lot of setup initially to take advantage of all its functions and features.” Ana D – from Capterra

6. Runn

Runn is resource management software that helps with forecasting and assigning human resources. It’s a flexible and intuitive app that helps users integrate project information from your CRM and financial systems. You get an overview of what people are doing and their capacity, the projects they’re working on and their availability. You can reallocate overtasked resources and see the financial impact of that action.

However, this is strictly a resource management software. If you’re looking for task management or other project management features, then you’re going to have to use Runn in conjunction with other project management tools. In terms of resource management, it can be frustrating, especially if you’re not estimating for projects beforehand. Also, because of the extensive modeling and planning features, setup is time-consuming.

Verdict: Best Resource Management Software for Forecasting

Runn Pros & Key Features

Strong capacity planning features
Flexible and intuitive
Offers a 14-day free trial
Mobile project management for Android and iOS

Runn Cons & Limitations

Missing many project management features such as Gantt charts, kanban boards, task lists or project dashboards
Limited resource management features
Overly simplistic reports that lack detail

Runn Pricing

Pro: $10 user/month
Enterprise: Contact sales for customized pricing

Runn Reviews

G2 review: Not enough reviews, fewer than 50
Capterra review: Not enough reviews, fewer than 50

Highlighted User Reviews

“Runn works well for our organization because it’s inexpensive, cloudbased, and meets our scheduling needs as project managers.” David B – from G2
“This tool was so simple to implement, and it’s easy to use to track what projects our resources are working on now and in the future.” Joyce K – from Capterra

7. Wrike

Wrike combines project management with a real-time workspace. It’s a popular software option but only the most expensive plans include resource management features.

This software lets you create and customize multiple dashboards that can then be shared with teams. There are nice risk features that help you predict and manage them if they show up in a project. Also, the tool has a lot of collaborative features, allowing teams to stay in contact with automated responses.

Of course, a lot of these advantages aren’t related to resource management, which as we wrote, can only be accessed for a substantial investment in the resource management software. This can be a no-sale for mid-sized companies, especially as there are less expensive alternatives available. Also, integrations were slow to deliver alerts, such as Outlook, which is a problem.

Verdict: Best Resource Management Software for Risk Management

Wrike Pros & Key Features

Customizable dashboards
Strong collaboration features
Offers a 14-day free trial
Mobile project management for Android and iOS

Wrike Cons & Limitations

The Gantt chart functionality is very limited and the user interface is outdated
Lack of project and resource management reports
Limited cost and budget tracking features

Wrike Pricing

Free: $0 user/month
Team: $10.00 user/month
Business: $25.00 user/month

Wrike Reviews

G2 review: 4.2/5
Capterra review: 4.4/5

Highlighted User Reviews

“Wrike has become essential in my day and keeps me organized and on top of my tasks.” Paige T – from G2
“Productivity has been enhanced by removing essential but repetitive chores.” Denise S – from G2

8. Smartsheet

Smartsheet is software that takes the spreadsheet and supersizes it. The software is relatively inexpensive and there’s a free forever plan. The tool is also highly customizable, with powerful analytics and reporting tools. There are a lot of templates to get you started, including ones for human resources. It features collaborative tools, automation and real-time reporting.

What it doesn’t have, unless you pay for add-ons, is time tracking and resource management software. Maybe you’d be willing to pay extra, but the software even at its simplest is hard to use. There’s a steep learning curve to clear just to get any advantage out of it. Plus, pages don’t update in real time, which can mean you’re working on outdated data.

Verdict: Best Resource Management Software for Spreadsheet Users

Smartsheet Pros & Key Features

Analytics and reporting
Highly customizable
Offers a free 30-day trial
Has a mobile app available for Android and iOS

Smartsheet Cons & Limitations

Relies too heavily on spreadsheets
Limited resource management functionality
It requires the use of formulas which is not ideal for most users

Smartsheet Pricing

Pro plan: $9 user/month
Business plan: $19 user/month

Smartsheet Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

Highlighted User Reviews

“Smartsheet has allowed me to take my to-do list and run with it in a way that I didn’t think would be possible.” Victoria W – from G2
“I like that Smartsheet has a lot of different functions. It can be used for project management, inventory or event planning.” Lauren M – from Capterra

9. Silverbucket

Silverbucket is a resource planning tool for projects that is user-friendly and helps to plan and allocate resources.

It allows you to avoid conflicts and manage loads and capacity. Projects, people and capacity planning all are monitored within a single view, so resource scheduling decisions are based on hard data, which leads to greater profitability. There’s a filtered search, which is helpful, and skill tracking for team members. Plus, it integrates with many other project management apps.

Some issues include that the resource management software doesn’t have drag-and-drop functionality, which can make it a bit clunky to use. The resource planning dashboard is less than ideal, and you have to click to get data on team members’ allocation. Resource allocation reporting is problematic, too, and leaves a big hole in the software that hopefully will get filled in one day. For all its shortcomings, we did appreciate the ease with which it integrated with other project management apps.

Verdict: Best Resource Management Software for Capacity Planning

Silverbucket Pros & Key Features

Integrates with many project management apps
User-friendly interface
Offers a free 30-day trial

Silverbucket Cons & Limitations

Outdated user interface
Cost tracking reports are not robust enough for project management
Overall limited resource management functionality
Not a good resource management software for small teams
Doesn’t have a mobile app

Silverbucket Pricing

Resource Planning: 9.10€ user/month, only available for 30 users or more

Silverbucket Reviews

G2 review: Not enough reviews, fewer than 50
Capterra review: Not enough reviews, fewer than 50

Highlighted User Reviews

“Silverbucket user interface is intuitive and straightforward.” Pirkka L – from G2
“It has given us more reliable data to be able to manage our business and enable global resource planning possibilities in the future.” Kate P – from Capterra

10. Birdview

Birdview PSA is a resource management software for midsize to enterprise-level teams. It’s used in projects ranging from marketing, IT, operations and software development to professional services.

This software automates your workflows, which saves time. Teams can automatically create template-driven projects or tasks based on available resources and incoming requests. Birdview PSA by Easy Projects offers a more visual resource planning and project reporting user interface. It has team collaboration tools, Gantt charts and kanban boards, making it more of a full project planning solution.

However, Birdview PSA might not be the best project management software for team communication or collaboration. For example, if two people are working on a task and one finishes because they still receive notifications until the other completes the assignment. There have been issues with resource allocation reporting, as well, as project stakeholders don’t get the full Gantt chart view unless they have a license. While there were some dings, the overall visual style was very appealing and made using this project resource management software fun and functional.

Verdict: Best Resource Management for Service Delivery Teams

Birdview Pros & Key Features

Workload balancing and automation
Ideal for visual resource planning
Has a 30-day free trial
Has a mobile project management for Android and iOS

Birdview Cons & Limitations

Outdated, non-intuitive user interface
Gantt chart lacks resource allocation and scheduling features
Project management tools like Gantt charts and kanban boards don’t allow tracking costs at the task level

Birdview Pricing

Lite: $9 user/month
Team: $24 user/month

Birdview PSA Reviews

G2 review: 4.2/5
Capterra review: 4.5/5

Highlighted User Reviews

“Birdview is an easy tool to use to manage projects with multiple users.” Cassie H – from G2
“Birdview has changed my working experience. It helps me stay on top of tasks in a timely manner and keeps everything in one place.” Paige A – from Capterra

11. Paymo

Paymo is a resource management app that helps to align teams and keep them engaged. Its resource scheduling works with features on project planning, time tracking and invoicing.

There are task management tools for managing team capacity, workload and availability and automatic ghost bookings based on task dates that were already added to the project plan. Other key features include Gantt charts and timesheets that track planned vs. actual work time.

Users have complained about the steep learning curve of using this resource management app. But even if you take the time and put in the effort to learn how to use it, there are limits that might have you seeking more robust resource management tools. For example, the dashboard is more geared for invoicing than resource management. There’s a web task timer, which is great for managing remote workers, only it doesn’t detect idle time or automatically shut off when left running, which can cause some discrepancies with your team.

Verdict: Best Resource Management Software for Payment and Invoicing

Paymo Pros & Key Features

Modern, visually appealing user interface
Track planned vs. actual data
Offers a 15-day free trial
Mobile project management app for Android and iOS

Paymo Cons & Limitations

Limited resource management reporting features
It’s hard to export data to other software, files can only be exported as PDF or PNG
Steep learning curve, requires onboarding and training

Paymo Pricing

Free: limited features for a maximum of 10 users
Starter: $5.90 user/month
Small Office: $10.90 user/month
Business: $16.90 user/month

Paymo Reviews

G2 review: 4.6/5
Capterra review: 4.7/5

Highlighted User Reviews

“Paymo has all the capabilities that allows me to save time by automating project and task management procedures.” Larry K – from G2
“I like the way Paymo has been designed. With its straightforward menu sidebar, it’s easy to access everything your business needs quickly and easily.” Jamie Lee J – from G2

12. Forecast

Forecast is a resource management software used throughout the world mostly in the professional services, agency, consulting and software sectors.

Some of its benefits include the fact that it offers real-time data that can help companies with enterprise resource planning and improve KPIs. It’s one of the new crops of tools that applies AI to help with resource scheduling and selecting team members who are most suited to working on a particular task or project.

As with many of the options on our 2025 best resource management software list, Forecast can be difficult to use. One of the major deficits is the lack of reporting tools, which means poor tracking and difficulty learning from the lessons of past projects. Some users praise it as a forecasting tool but criticize the project visualization that gets confusing when dealing with larger teams in bigger organizations. Finally, the software is suited for more traditional ways of working with resource management and those creative industries or teams who work in an agile project management methodology tend to be frustrated by the tool.

Verdict: Best Resource Management Software for AI Automation

Forecast Pros & Key Features

Ideal for enterprise teams
Resource scheduling through AI
Offers a 14-day free trial
Project management app for Android and iOS

Forecast Cons & Limitations

High-priced alternative with a minimum of 20 users
The software is more focused on automating features through AI than optimizing the user experience
Limited resource allocation and cost management functionality

Forecast Pricing

Contact sales for customized pricing

Forecast Reviews

G2 review: 4.2/5
Capterra review: 4.5/5

Highlighted User Reviews

“Multiple ways to record time and view tasks without overcomplicating the process.” Kieran S – from G2
“It is an affordable tool that centralizes management making boosting productivity easy.” Marjo M – from G2

13. Hubstaff

Hubstaff is a resource management software designed for agile project management. In fact, the whole tool is based on an agile methodology to foster team collaboration and communication.

Its visual user interface is certainly going to attract the agile crowd, and kanban features will keep them happy. It’s easy to use and has multiple task management features, including Gantt charts, for resource planning. Customizable workflows help teams know that all their tasks are being worked on.

The problem with this resource management app that targets agile users is that its kanban boards have no work-in-progress (WIP) limits, swimlanes, custom fields or image previews in the board view. This is sure to turn off agile enthusiasts. Another fault of the software is its lack of integrations. Most organizations want their resource management tool to seamlessly integrate with other project management apps that they use. Not having this function or a very limited one might be a deal-breaker.

Verdict: Best Resource Management Software for Agile Teams

Hubstaff Pros & Key Features

Easy to use
Customizable workflows
Offers a 14-day free trial
Mobile project management for Android and iOS

Hubstaff Cons & Limitations

Missing key project management features such as Gantt charts or kanban boards
Not a good alternative for project management, geared towards time tracking and employee payroll management
Limited work management functionality

Hubstaff Pricing

Starter: $4.99 user/month
Grow: $7.50 user/month
Team: $10.00 user/month
Enterprise: $25.00 user/month

Hubstaff Reviews

G2 review: 4.5/5
Capterra review: 4.6/5

Highlighted User Reviews

“Hubstaff is highly user-friendly and straightforward, making time tracking a natural part of my daily routine.” Janna A – from G2
“Hubstaff is a fantastic tool for time tracking, payroll, and productivity monitoring.” George S – from G2

14. Ganttic

Ganttic is an online resource management software that is ideal for portfolio management.

Ganttic Key Features

Ganttic visualizes tasks in a matrix, which gives users a fully customized view of the project. Not only can you brainstorm, plan and allocate tasks to your team, but also track resource utilization on your dashboard. While excelling at workload and resource management, it also has portfolio optimization and can help you pick the right resources for the job along with the right projects for your organization.

That’s a lot of resource management features, but it takes a lot of time to get there. Setup is long due to all the personalizing of unique client data required. It’s also not the easiest resource management software to use. For example, there’s no click-and-drag punctuality to move an allocated block of time around the timeline. It can also be problematic on some web browsers, such as Chrome. You can’t create a draft that is private until published, which might turn off some potential users. Some users complained about the complexity of its time-tracking and task-management tools. There are still some bugs in the user interface, but that’s par for the course and shouldn’t deter those who like the portfolio features.

Verdict: Best Resource Planning Software for Gantt Charts

Ganttic Pros & Key Features

Visualizes tasks
Strong project portfolio management tools
Offers a free 10-day trial

Ganttic Cons & Limitations

Mobile app is only available for premium users
It’s a very limited tool that relies on a Gantt diagram view for most actions
Poor project and resource management reporting features

Ganttic Pricing

Up to 10 resources: $0 per month per resource
Up to 20 resources: $25 per month per resource
Up to 50 resources: $59 per month per resource
Up to 150 resources: $149 per month per resource
Up to 250 resources: $229 per month per resource
Up to 500 resources: $379 per month per resource
Up to 1000 resources: $599 per month per resource
Up to 1500 resources: $790 per month per resource

Ganttic Reviews

G2 review: 4/5
Capterra review: 4.3/5

Highlighted User Reviews

“Ease of use, once you learn the Ganntic way of doing things.” Nathan R – from G2
“Our planning and resource management is made easy with the adoption of Ganttic.” Thomas K – from Capterra

15. eResource Scheduler

eResource Scheduler is an enterprise resource management software that’s designed for managing resource utilization, scheduling and tracking across departments and business units within an organization.

This software helps you allocate resources and manage your team’s workload with simple tools such as workload charts, project calendars, timesheets and cost-tracking reports. It allows for effective resource mapping and has a skill matrix to pair the right team members with the right resources and projects.

However, the simplicity of this software is a drawback when it comes to meeting the needs of a project management team. It lacks many project management tools such as kanban boards, status reports or project dashboards. In addition, its existing project management tools such Gantt charts lack some of the more advanced features such as identifying task dependencies, managing the critical path or tracking costs at the task level. In general terms, it’s a tool that’ll help you with some aspects of resource management, such as tracking resource utilization or capacity reporting, but it’s not a fully featured resource management software for professional project management.

Verdict: Best Resource Management Software for Beginner Project Managers

eResource Scheduler Pros & Key Features

Ideal for project managers and team leaders who need basic resource management tools
Easy-to-understand features and simple user interface
Allows team leaders to assign hourly rates to each employee
Has timesheets to keep track of labor costs

eResource Scheduler Cons & Limitations

Its feature set might not be a good fit for many organizations
Not designed for project management
Confusing pricing structure

eResource Scheduler Pricing

Scheduling Module: $5.00 resource/month
Scheduling Plus: $2 resource/month
Timesheets Module: $4 resource/month
Financial Module: $3 resource/month
Authentication Plus: $1.60 resource/month

eResource Scheduler Reviews

G2 review: Not enough reviews, less than 50
Capterra review: Not enough reviews, less than 50

Highlighted User Reviews

“This software captures all the possible information about all resources in a central database which makes the identification of the resources easy.” Nikita S – from G2
“The visual display is very helpful. Clear and easy to see gaps. The ability to export data allows us to present information in ways that suit our needs.” Brooke F – from Capterra

16. Saviom

Saviom is an enterprise resource management software that helps with workforce planning, project management and workflow automation. It serves companies across industries such as construction, IT and engineering.

Saviom has features such as resource utilization charts, workload dashboards and resource scheduling calendars. These and other tools make Saviom a decent resource management tool for assessing your team’s workload, scheduling work or allocating resources for a project.

However, Saviom falls short as a project portfolio management tool as it lacks many of the features that project managers or project management offices (PMOs) need, such as project portfolio management roadmaps, dashboards and status reports. On top of this, Saviom has an outdated user interface, which offers a subpar user experience when compared with most of the resource management software alternatives in this list. In summary, Saviom helps with resource planning, allocation and tracking at the team level, but has significant drawbacks when evaluated as a project portfolio management software for project managers and PMOs.

Verdict: Best Resource Management Software for Workforce Planning

Saviom Pros & Key Features

Good for managing organizational resources and workflows for every day operations management
Resource estimation, planning and scheduling tools
Capacity planning and resource utilization reports

Saviom Cons & Limitations

Outdated user interface which results in a poor user experience
Project dashboards and reports are resource-centric, missing other aspects of project management
Lack of project planning, scheduling, tracking and reporting features

Saviom Pricing

Contact sales for customized pricing

Saviom Reviews

G2 review: Not enough reviews, less than 50
Capterra review: Not enough reviews, less than 50

Highlighted User Reviews

“Overall, it has robust forecasting capabilities that help anticipate future resource needs.” Puja K – from G2
“It makes it easy for us to manage resources and utilization across multiple discipline teams over three offices.” Tony L – from Capterra

17. Celoxis

Celoxis is project management and resource management software that is designed to help organizations plan, track and manage resources, projects and workflows. It effectively allocates and tracks resources, allowing users to manage both human and nonhuman resources. Users can create detailed schedules, allocate resources to specific tasks and adjust workloads based on availability and skill set. There are real-time insights into resource utilization to help project managers use those resources efficiently and effectively. Robust reporting and analytics, including customizable dashboards, track resource performance, workload and allocation.

With all those features, it will come as no surprise that the tool has a complex user interface. That means users will have to set aside time for training, even more so if they’re beginners without familiarity with project management software. There’s also a high initial setup cost. This resource management software can be expensive for small businesses and startups. The upfront cost, especially for on-premise deployment, can be a barrier for some organizations. While there is a mobile app, it’s not as comprehensive as the desktop version. The lack of features will limit flexibility for managing resources on the go. The reporting features are robots, but can be challenging to create custom reports or dashboards without significant setup or experience with the system.

Verdict: Best Resource Management Software for Advanced Scheduling

Celoxis Pros & Key Features

Allocates and tracks all resources
Adjust workloads based on availability and skill set
Real-time resource utilization and availability tracking
Customizable dashboards and reports

Celoxis Cons & Limitations

Complex user interface
High initial setup cost
Limited mobile functionality
Complex reporting features

Celoxis Pricing

Essential: $25 user/month (billed annually)
Professional: $35 user/month (billed annually)
Business: $45 user/month (billed annually)
Enterprise: contact sales

Celoxis Reviews

G2 review: 4.5/5
Capterra review: 4.4/5

Highlighted User Reviews

“It offers a wide range of features, including task management, resource allocation, time tracking, and reporting.” Rajkumar M – from G2
“I use it everyday to log my time and view project progress.” Kay M – from Capterra

18. Planview

Planview is resource management software designed for project portfolio management. It has advanced resource management capabilities to allocate, track and optimize the use of human and nonhuman resources across multiple projects and teams. It helps ensure that resources are available when needed and that workloads are balanced. Users get real-time visibility into resource utilization, helping to prevent overloading or underutilization of resources. There’s also advanced forecast and capacity planning to predict future resource needs.

Users complain that the user interface is complex and sometimes overwhelming. Its wide range of features can make it difficult to navigate and fully understand. Users, especially beginners, should seek out training. Onboarding can be time consuming. Clearing those hurdles might be easier than the price tag. This is expensive software, particularly for small-to-mid sized businesses. The licensing and subscription fees can be a significant financial burden. There’s no free plan or free trial to test out the software, either, which might be a hard no for potential customers.

Verdict: Best Resource Management Software for Portfolio Analysis

Planview Pros & Key Features

Resource management for portfolios
Balances workloads
Real-time resource tracking and utilization
Resource forecasting and capacity planning tools

Planview Cons & Limitations

Complex user interface
Steep learning curve
Costly, especially for small organizations
No free plan
No free trial

Planview Pricing

Contact sales for pricing information

Planview Reviews

G2 review: 3.6 / 5
Capterra review: 4.1 / 5

Highlighted User Reviews

“Planview provides my team with a platform that is intuitive to manage and organize tasks and projects effectively.” Tetiana B – from G2
“When Planview finances are working properly I really enjoy the options for financial analysis across different projects.” Kelly C – from Capterra

19. Rocketlane

Rocketlane is resource management software that’s purpose-built for client onboarding and professional services teams, offering a unified platform that combines project management, resource planning and collaboration tools. Its resource allocation features allow managers to assign work based on availability and skill sets, helping optimize team utilization. Real-time insights into workload and project timelines make it easier to forecast capacity and avoid bottlenecks. Rocketlane also includes time tracking and billing features, streamlining project delivery and ensuring transparency with clients.

However, Rocketlane may fall short for teams outside of its niche. Its focus on client-facing project workflows means the platform may not offer the depth or flexibility needed for internal IT, product development or engineering teams. Some users also report that the interface, while functional, can feel unintuitive or clunky when handling complex projects with many dependencies. Integration options, though improving, are not as extensive as those found in more mature platforms, which could limit its adaptability in diverse tech environments. As a result, Rocketlane is excellent for its intended audience but might not be the best fit for broader or more technical use cases.

Verdict: Best Resource Management Software for Client Onboarding

Rocketlane Pros & Key Features

Assign work based on availability
Optimize team utilization
Real-time workload

Rocketlane Cons & Limitations

Not built for IT, product development, engineering or other non-facing users
Clunky interface
Intuitive user experience

Rocketlane Pricing

Essential: $19 per team member/month billed annually
Standard: $49 per team member/month billed annually
Premium: $69 per team member/month billed annually
Enterprise: $99 per team member/month billed annually

Rocketlane Reviews

G2 review: 4.7/5
Capterra review: .7/5

Highlighted User Reviews

“The project planning features are excellent, especially for keeping everything organized and tracking deadlines across multiple teams.” – Mary Ellen O., from G2
“The ability to integrate with Salesforce and have multiple templates for various project types. When using the templates it’s easy to tailor them to our customers’ needs.” – Tony G., from Capterra

20. Scoro

Scoro is resource management software that offers an all-in-one solution that combines project planning, time tracking, billing, CRM and resource scheduling into a unified interface. Its resource management features allow teams to visualize workloads, allocate resources efficiently, and track availability in real time. Scoro’s built-in reporting and dashboard tools provide deep insights into team performance, project profitability and resource utilization, making it especially valuable for agencies and professional service firms. Its integration with popular tools and scalable design makes it adaptable for both small teams and larger enterprises.

On the other hand, Scoro can be the worst choice for some organizations due to its steep learning curve and relatively high cost compared to simpler alternatives. Users new to project or resource management may find the platform overwhelming, as it bundles many features that require significant configuration to use effectively. Additionally, smaller teams or businesses with basic needs might find they’re paying for more functionality than they use. Limited flexibility in customization and occasional interface sluggishness can also hinder productivity. For teams seeking a lightweight, easy-to-adopt resource management solution, Scoro may feel like overkill.

Verdict: Best Resource Management Software for CMR

Scoro Pros & Key Features

Track availability in real time
Built-in dashboard and reporting
Integrates with popular tools

Scoro Cons & Limitations

Steep learning curve
High cost
Limited customization

Scoro Pricing

Core: $19.90 per user/month billed annually
Growth: $32.90 per user/month billed annually
Performance: $9.90 per user/month billed annually
Enterprise: contact sales

Scoro Reviews

G2 review: 4.5/5
Capterra review: 4.6/5

Highlighted User Reviews

“The downside is that attaching files can sometimes be challenging.” – Ryan M., from G2
“Effortless teamwork, timely expense monitoring, and expertly crafted spending plans. Automated document flow for invoices and estimates.” – Maddie B., from Capterra

What’s the Best Resource Management Software for You?

There are many resource management software choices. The right one for you depends on what you’re looking for in a resource management tool. Some projects aren’t going to be as resource-rich, but most projects require a lot of resources and that means a lot of management.

Getting a resource management tool that helps you plan, schedule and allocate resources is crucial. Having one that’s online and provides you with real-time data to track your resources is even more important, especially in the 2025 working environment. Still, these are just some of the basic aspects you should consider when choosing a resource management tool for managing projects and teams.

Besides the feature set, don’t forget to factor in other attributes of resource management software such as the user experience, learning curve, pricing and customer service, as these things might make a difference as you implement the software in your organization.

Best Project Management Software of 2025 (Comparison List)

Peter Landau — Mon, 02 Jun 2025 14:00:33 +0000

Many project management software alternatives can be used to plan, schedule and track the execution of projects. However, not all project management software is created equal. Some have a full suite of planning, scheduling and tracking features, while others can only help with some project management activities.

What Is the Best Project Management Software?

That’s not an easy question to answer because what’s best for a project depends on the industry, project management methodology, the work style of the team and many other factors.

However, we’ve sampled the best project management software products and rated each according to what they do well and where they’re lacking for both project managers and teams. This shows which project management software is the best fit for the work.

What Key Features Make the Best Project Management Software?

These are some of the main project management tools to look for when choosing project management software for teams.

Project planning and scheduling: Plan how the project will be executed and make a project schedule
Team collaboration: Communicate with teams and work together using online tools such as file sharing, document management and team messaging
Task management: Assign tasks to team members and track their progress Gantt charts, kanban boards or task lists to schedule and manage tasks
Resource management: Allocate resources, estimate their costs and monitor your resource availability
Time tracking: Log the time the team spends working on project tasks using tools like timesheets and dashboards
Cost management: Estimate costs to make a budget and then use timesheets and project dashboards to track costs
Project tracking: Monitor progress, costs and more to ensure that the actual effort is aligned with the planned effort
Project reporting: Make project reports to keep stakeholders informed on project progress
Work management: Balance how workload is distributed among the team
Mobile app: Project management apps are ideal for connecting teams out in the field

Now that we know what project management is and the features essential for getting the most out of project management software, let’s take a look at the top 17 project management software solutions on the market.

2025 Best Project Management Software Rankings

Many project management tools on the market sell themselves as the go-to solution. But how do they measure up to the task? We’ve thoroughly reviewed different types of software for project management, including:

Agile project management software
Construction project management software
Project planning software
Project scheduling software
Project tracking software
Project portfolio management software
Best open-source project management software

We’ve reviewed the best—here are our top picks.

1. ProjectManager

ProjectManager is an award-winning project management software that organizes teams and projects from initiation to closure. It helps plan, schedule, execute, monitor, balance resources and workload, track and report on projects in real time.

Since the tool is cloud-based, all of the features are accessible anywhere there’s an internet connection. Teams can collaborate by sitting next to one another, or on opposite sides of the globe. Automated email notifications and in-app alerts notify other team members when there’s a new task comment or update. There’s even a free trial so you try it for yourself.

Plan with Gantt Charts

No project management software worth the investment lacks the workhorse of traditional project management, the Gantt chart. ProjectManager has taken the Gantt chart into the new century, allowing teams to build, edit and share project plans. The Gantt acts as a visual project timeline while linking dependencies, creating milestones and even filtering for the critical path. Users can manage resource costs and other budget components. When a plan is finalized, setting a baseline means that project managers can track project variance in real time to keep their project on schedule and within budget.

Automate Workflows Over Multiple Views

Another reason that ProjectManager tops our list of best project management software is that it automated workflows to streamline business processes. By setting up triggers that automate actions, teams are free to focus on more important work. There’s even a task approval setting to ensure that work never fails to meet quality expectations. The automated workflow is available on all project views, from Gantt charts and sheets to kanban, list and calendar views. This is important as project managers, designers, account executives, customer service, stakeholders, et al., use different tools. With ProjectManager, they can work how they want and stay connected to everyone in the project to work better together. This flexibility allows for unrivaled productivity.

Track & Report with Dashboards

Of course, without a way to monitor the project, all of the automation and project views in the world won’t deliver success. But ProjectManager is project management software that has multiple windows into project progress and performance all in real time. A live dashboard captures project data, calculates it and displays six metrics including time, task, workload, costs, etc. Unlike other project management software, there’s no setup required to get a high-level view of the project whenever you want.

Create Reports in Minutes

Reporting is another integral facet of project management software. Reports can provide valuable real-time data to help managers make better decisions and they’re key to staying on schedule and managing stakeholder expectations. ProjectManager has customizable reports for project and portfolio status, tasks, timesheets and more. They can be filtered to show details for project managers or a more general overview for stakeholders. Plus, it’s easy to share reports in a number of formats.

Track Costs & Resources with Timesheets

Don’t overlook the importance of resource management tools that balance team workload to keep them working at capacity. ProjectManager has secure timesheets to track time on tasks, streamline payroll and tools to see team availability when making assignments. There’s an online file storage and global search that turns project management software into the project hub. With so many noteworthy features, those looking for software that meets their project needs should get started with ProjectManager for free.

Verdict: Best Project Management Tools for Planning, Scheduling and Tracking Projects Across Industries

ProjectManager Key Features & Benefits

Offers a wide variety of tools for managing tasks, projects and workflows
Resource management and cost-tracking features
Online team collaboration solution
Ideal for construction, manufacturing and professional services teams
Mobile app for Android and iOS
Free trial

ProjectManager Cons & Limitations

Limited customization features
Few native integrations
No free plan

ProjectManager Pricing

Team plan: $13 user/month
Business plan: $24 user/month

ProjectManager Reviews

Does ProjectManager offer a free trial? Yes, there’s a 30-day free trial
Does ProjectManager have a mobile project management app? Yes, it’s available for Android and iOS

2. Smartsheet

Smartsheet is a popular project management tool that bills itself as a productivity booster. It’s easy to use and flexible enough to manage projects of different sizes. It features a Gantt chart and kanban boards as well as a dashboard to get a big-picture view.

Like most project management software tools, Smartsheet fosters collaboration, but it comes with a high price tag. Some features are missing, even though it’s an otherwise thorough tool. For instance, there are no time-tracking capabilities.

Verdict: Best Project Management Tools for Switching from Spreadsheets

Smartsheet Key Features & Benefits:

Ideal for switching from spreadsheets to project management software
Files can be exported in a variety of formats which facilitates sharing them across platforms and devices
Runs on Windows and Mac computers
Free trial and free plan
Mobile app for Android and iOS

Smartsheet Cons & Limitations:

Most of its project management tools are spreadsheet-based which is not ideal
Users need to learn formulas unique to this software, which are hard to learn for most users
Limited resource management features
User interface isn’t ideal for program or portfolio management as it becomes cluttered and hard to navigate
Limited project reporting features

Smartsheet Pricing

Pro: $7 per user/month (maximum of 10 users)
Business: $25 per user/month (minimum of 3 users)

Smartsheet Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

3. Wrike

Wrike positions itself as an agile project management software. It organizes tasks, facilitates collaboration with file sharing and keeps track of progress. They have Gantt charts, reporting and security features. What distinguishes the tool is its three-pane view, which shows a dashboard, an individual or new task and all tasks and subtasks.

That three-pane view can be a deficit, though, as it can be hard to navigate and onboard teams. Its project tracking is limited, which can be frustrating when trying to keep to your schedule and budget. Like many of the more commercially branded products, Wrike can be expensive.

Verdict: Best Marketing Project Management Software

Wrike Key Features & Benefits:

Allows users without a license to view projects, which helps update stakeholders on project progress
Offers multiple project management tools for planning and scheduling
Free trial
Mobile app for Android and iOS

Wrike Cons & Limitations:

High user minimums for all its pricing plans
Can be hard to navigate due to its non-intuitive user interface
Its project management tools like Gantt charts lack resource management or cost-tracking features
Limited project tracking and reporting functionality

Wrike Pricing

Pro: $7 per user/month (maximum of 10 users)
Business: $25 per user/month (minimum of 3 users)

Wrike Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

4. Monday

Monday is a tool that connects teams so that they can execute their tasks more efficiently. It helps teams plan, manage and track tasks on a visual interface, allowing for the creation of visual workflows. The tool can execute projects no matter their size or complexity, helping teams stay organized and productive.

Oddly, as it targets task management, Monday makes it difficult to track time and expenses related to tasks. The biggest omission, however, is the lack of a fully-featured Gantt chart, which is considered the standard tool when planning and scheduling tasks for teams. If you’re interested in using this software with other applications, the integration is limited. There are many apps that work with Monday, but many popular ones don’t, which has led to the development of Monday alternatives.

Verdict: Best Project Management Tools for Workflow Planning

Monday.com Key Features & Benefits:

Ideal for users who are getting started with project management tools
User-friendly interface
Variety of team collaboration tools
Free trial and free plan
Mobile app for Android and iOS

Monday.com Cons & Limitations:

Most of its features are geared towards work management and not project management
Lightweight project tracking features
Project dashboards and reports are too high-level view and lack detailed information on certain areas such as resource planning or budget tracking

Monday.com Pricing

Pro: $7 per user/month (maximum of 10 users)
Business: $25 per user/month (minimum of 3 users)

Monday.com Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

5. Asana

Asana has a large user base which is a testament to its ability to manage tasks. This large user base might be due to Asana’s integrations with other apps, likely a selling point for many. It also has a full slate of features, from Gantt charts to kanban boards, though some of its features are in-app and others require plug-ins.

One of the main setbacks of Asana as a task management tool is the fact that tasks can only be assigned to one person. If you have a team working together on executing a task, there’s no way to assign it to multiple people. There’s also no time-tracking feature to determine how long a team member has spent working on a task, which can make staying on schedule and budget a challenge. Asana is a popular tool but has tracking drawbacks that leave many looking for an alternative.

Verdict: Best Project Management Tools for Small Teams

Asana Key Features & Benefits:

Focuses on team collaboration and communication
Easy-to-use tools for both team members and project managers
Free trial and free plan
Mobile app for Android and iOS

Asana Cons & Limitations:

It’s Gantt chart functionality is limited compared to most project management software in this list
Overly simplistic features that are not robust enough for certain areas of project management, like budgeting and resource planning
It’s features are a better choice for managing simpler tasks and workflows than larger projects

Asana Pricing

Premium plan: $10.99/user/month, billed annually
Business plan: $24.99/user/month, billed annually

Asana Reviews

G2 review: 4.3/5
Capterra review: 4.5/5

6. Trello

Trello is a collaborative software tool that uses kanban boards, lists and cards to help teams organize and prioritize their work. It’s a highly visual tool that provides users with three tiers of information with drag-and-drop editing. It has real-time updates and is easy to onboard teams who will find its graphic interface intuitive.

But Trello is a bit of a one-trick pony. While it does that one trick well, there are no Gantt charts in Trello, which limits users’ ability to plan their projects or set task dependencies. Even the kanban is limited in that it can only use one board or project. Additionally, there are no customized tags and it has little email integration.

Trello isn’t a great fit for larger teams or larger projects, but luckily there are numerous Trello alternatives that not only offer kanban boards but a whole set of project management features.

Verdict: Best Project Management Tools for Kanban Boards

Trello Key Features & Benefits:

Ideal for Atlassian users as it integrates with Jira and Confluence
Can be used for agile sprint planning and managing scrum projects
Free plan and free trial
Mobile app for Android and iOS

Trello Cons & Limitations:

Has a very limited feature set compared to most project management software
Its functionality greatly depends on integrations and paid add-ons, which isn’t ideal compared to using just one project management tool
There are no Gantt charts

Trello Pricing

Standard: $5/user/month, billed annually
Premium: $10/user/month, billed annually
Enterprise: $17.50/user/month, billed annually

Trello Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

7. Microsoft Project

Microsoft Project is a favorite for organizations to manage large and complicated projects. Because it’s Microsoft, the tool integrates easily with the full suite of MS software solutions. Besides MS Office 365, there are communication platforms such as Skype and Teams. It also offers a full range of project management tools, from Gantts to dashboards, to help better manage projects.

Because it offers so much, MS Project can be difficult for users to get a handle on. There’s a steep learning curve that often requires a lot of training to get users equipped. It’s also expensive and that price increases when licensing the product to everyone on the team. But most irritating is how poorly it works at connecting teams. There are no real-time updates without integration and it doesn’t work on Apple products; if the team uses that operating system, they’ll be locked out. However, Mac users don’t need to panic as there are many similar project planning apps or Mac that can work as an MS Project replacement.

For these and other reasons, Microsoft Project’s popularity has decreased over time. It used to be a common choice for many project managers, but now there are many different Microsoft Project alternatives that might be a better fit for your organization.

Verdict: Best Project Management Tools for Kanban Boards

Microsoft Project Key Features & Benefits:

Ideal for organizations that use other similar Microsoft solutions like Teams, Planner or Lists
Can be used for agile sprint planning and managing scrum projects
Free plan and free trial
Mobile app for Android and iOS

Microsoft Project Cons & Limitations:

Has a very limited feature set compared to most project management software
Its functionality greatly depends on integrations and paid add-ons, which isn’t ideal compared to using just one project management tool
There are no Gantt charts

Microsoft Project Pricing

Standard: $5/user/month, billed annually
Premium: $10/user/month, billed annually
Enterprise: $17.50/user/month, billed annually

Microsoft Project Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

8. Primavera

Primavera is Oracle’s pony in the project management race. It’s a cloud-based tool that addresses the needs of project portfolio management. It’s used mostly by the construction and engineering industries and has a slew of features including Gantt charts, risk management tools, real-time reporting, graphical workflow modeling and progress tracking. There are also collaborative tools to connect teams on their preferred device.

As might be expected, the software isn’t the most user-friendly and can take a beginner some time to get comfortable with the tool. Like Microsoft, it’s not cheap, which might explain why it’s marketed to larger companies with the funds to invest in its product. There have also been a lot of user complaints about poor customer service, which is a shame as many new users will require some handholding to get used to working with the otherwise robust tool. Check our blog to learn more about Primavera P6.

Verdict: Best Project Portfolio Management Software for Businesses

Primavera Key Features & Benefits:

Offers specialized features for enterprise project portfolio management
On-premise and online project management software solutions
Has an online version, Oracle Primavera Cloud
Mobile app for Android and iOS
Free trial

Primavera Cons & Limitations:

There’s no customer support from Oracle, contact software resellers
User interface feels outdated compared to most project management software in this list
The software is complex and hard to use
It’s difficult to find product documentation online
Very expensive project management solution for small teams
No free plan

Primavera Pricing

You may acquire a desktop license or pay a monthly subscription for the online service for any of these and other versions of Primavera.

Primavera P6 Enterprise Project Portfolio Management: $2,750
Primavera P6 Progress Reporter: $950
Primavera P6 Professional Project Management: $2,500

Primavera Reviews

G2 review: 4.4/5
Capterra review: 4.3/5

9. ClickUp

ClickUp says it’s the only project management tool you’ll need. It does a lot: tasks, documents, chat, setting goals and more. The project management software lets one manage work and collaborate by creating groups, assigning comments for action items and linking tasks. It tracks progress in real time and has list, board and calendar views.

But there’s a lot of heavy lifting required of users to get what they want in addition to several UI issues. For example, there’s a Gantt chart builder whereas other project management software has a Gantt chart already seamlessly incorporated into the tool. The whole point of project management software is to make work more efficient. While ClickUp might be a good fit for some teams, it certainly doesn’t work for every team.

Verdict: Best Project Management Tools for Team Collaboration

ClickUp Key Features & Benefits:

Offers productivity tools such as document editors and whiteboards for brainstorming with teams
AI task management features for marketing and sales teams
Good alternative for product development projects
Mobile app for Android and iOS
Free plan and free trial

ClickUp Cons & Limitations:

Most of its tools are not related to project management
Lacks cost and resource management features and tools
It’s feature set can be confusing for most users which complicates team onboarding and implementation of the software
While it offers a variety of tools and features, most of them have limited functionality compared to most project management tools in this list

ClickUp Pricing

Unlimited: $7/user/month, billed annually
Business: $12/user/month, billed annually
Enterprise: contact sales

ClickUp Reviews

G2 review: 4.7/5
Capterra review: 4.7/5

10. Kantata

Kantata has recently joined Kimble, a professional services automation app, to focus on staff optimal teams and real-time data to boost operational performance. This project management software looks at resources to help teams get better results by scaling and deploying tasks in real time to pivot as things change in the market. It’s all about streamlining to boost efficiency.

What caused us to think twice was the price as it’s always worrisome when no pricing is listed. That’s the first red flag. Second, this project management tool has a learning curve that you have to overcome before enjoying any benefits. Many other project management software products we reviewed were plug-and-play, which might cause some to steer clear of this option. They have a mobile app but it has a lot of improving to do.

Kantata Key Features & Benefits:

Can be used for resource planning and operations management
Time tracking, billing and payment processing features for large organizations
Financial management tools
Free trial

Kantata Cons & Limitations:

Doesn’t have kanban boards, project calendars and other basic project management tools
Not ideal for agile project management methodologies
Lacks features for managing everyday project tasks
Limited collaboration features compared to most project management software in this list
No mobile app
No free plan

Kantata Pricing

Custom pricing depends on company information

Kantata Reviews

G2 review: 4.1/5
Capterra review: 4.2/5

11. Basecamp

Basecamp is a project management software that organizes projects and teams by giving users visibility into what everyone is working on. This fosters collaboration and keeps everyone productive. Basecamp is pushing itself as the remote project management tool that helps teams work together anytime and anywhere.

As with any other project management software, there are advantages and disadvantages when it comes to using Basecamp to manage projects. One thing that might get in the way of that organization is a lack of tags and labels to quickly identify tasks. More problematic is that the project management software has no time tracking. Even though it can bring remote workers together, there aren’t any advanced features that can help them, such as analytic tools for insights into the project. Even chat functionality, which is a benefit, is poorly thought out. Topics and conversations can’t be archived, which is frustrating.

Basecamp Key Features & Benefits:

Low-cost project management tools for larger teams
Guest users can visualize project views without a plan
Mobile app for Android and iOS
Free trial

Basecamp Cons & Limitations:

Lacks Gantt charts and other basic project planning tools that most project management software in this list have
Limited resource tracking and cost management features
Overly simplistic tools and features
No free plan

Basecamp Pricing

Basecamp: $15 user/month
Pro Unlimited: $299/month

Basecamp Reviews

G2 review: 4.1/5
Capterra review: 4.4/5

12. Jira

Jira, which is a product of Atlassian, started as a tracking tool for software developers. It has grown since then and has great features for tracking all types of issues, tasks and work items. This project management software helps to plan and track projects, generate reports and automate processes. It has enterprise-grade security and the Atlassian Marketplace is rich with plugins to further the tools’ reach.

With a product that grew out of software development, the setup is challenging for first-time users. There’s a steep learning curve and so many configuration options as to make one feel dizzy. While there are email notifications, there’s no messaging in the tool. Although it can use integrations for notifications, this just adds a layer of complexity to an already complex project management tool. The biggest complaint is that this is more a tracking tool than a full-service project management software. There’s no way to manage costs or assess risks. Plus, it’s not ideal for any methodology outside of Agile.

Verdict: Best Project Management Tools for Software Development Projects

Jira Key Features & Benefits:

Offers specialized tools for software development teams
Free project management software for teams of less than 10 people
Free trial
Mobile app for Android and iOS

Jira Cons & Limitations:

Short free trial period
Kanban boards are harder to use than most project management software in this list due to their agile software development features
Good for agile and scrum projects, but not compatible with other project management methodologies
No free plan

Jira Pricing

Free for up to 10 users
Standard: $7.75 per user
Premium: $15.25 per user
Enterprise: Custom pricing

Jira Reviews

G2 review: 4.3/5
Capterra review: 4.5/5

13. Zoho Projects

Zoho Projects is online project management software that does the expected, helping teams to plan, track work and improve collaboration. One advantage users will immediately notice is the price as it’s certainly competitive. The billing and time tracking features are also going to make users take a second look. There are task and project tracking features that add up to an attractive package.

Before putting all of the work into this project management software, though, one should know that the search function is limited to only tasks in a project. There’s no global search. There is, however, a dashboard, but its functionality could use improvement. Besides the features, the whole tool will take a lot of time and effort to set up and use with any level of skill and comfort.

Verdict: Best Project Management Software for Small Teams

Zoho Projects Key Features & Benefits:

Low-cost project management tools
Free plan for up to three users
Offers a variety of third-party integrations
Mobile app for Android and iOS

Zoho Projects Cons & Limitations:

Its project planning views such as Gantt charts and kanban boards have limited functionality in comparison to most project management tools in this ranking
There are navigability and usability issues across its tools that affect the user experience
Short free trial period

Zoho Projects Pricing

Premium: $5/user/month, billed monthly
Enterprise: $10/user/month, billed monthly

Zoho Projects Reviews

G2 review: 4.3/5
Capterra review: 4.4/5

14. ProofHub

ProofHub sells itself as collaborative project management software, controlling teams and projects to improve timely delivery. Like many others on this list, they have various project tools, such as kanban boards and Gantt charts in addition to custom workflows. Unlike others, they have proofing and markup tools as well as chat for collaboration. There are resource and workload reports and timesheets, too.

While this might seem like a fully loaded project management software, it isn’t. There’s no budgeting function for one, which is a glaring omission. There’s no way to set up budget or tracking requirements during project execution. Less annoying but still a problem is the lack of recurring tasks, which would make work more efficient.

Verdict: Best Low-Cost Project Management Software for Creative Teams

Proofhub Key Features & Benefits:

Has specialized tools for creative projects such as document management and image proofreading features
Special pricing plans for nonprofit organizations
Project management reports and templates
Free trial
Mobile app for Android and iOS

Proofhub Cons & Limitations:

Gantt charts and other project management tools don’t offer built-in resource planning, cost tracking or resource management features
Expensive solution for smaller teams
No free plan

ProofHub Pricing

Essential: $45 per month, flat pricing
Ultimate Control: $89 per month, flat pricing

ProofHub Reviews

G2 review: 4.5/5
Capterra review: 4.5/5

15. Hive

Hive is a leading project management tool that helps thousands of teams work faster in today’s hybrid work environment. Hive brings all your workplace tools to one dashboard, so you can manage projects, chat with coworkers, send emails, and even start Zoom calls without ever leaving the window.

Hive is the first and only democratic project management platform. Via the Hive Forum, customers have access to a public roadmap and can submit and vote on the features they’d like to see in Hive. It’s a tool built by users, for users. Some of Hive’s key features include 6 flexible project views, including Gantt, Kanban, Calendar & Table views. It also offers an AI-powered writing tool and a native chat application for private and group messaging.

Hive Key Features & Benefits

Has a library of predetermined project management templates that can help project managers save time with routine tasks
Free trial
Mobile app for Android and iOS

Hive Cons & Limitations:

The setup process for some of its tools like Gantt charts is time consuming compared to other software for project management in this list
The free plan is limited to a number of uses
Must purchase add ons to get the same features as with other free editions on this list

Hive Pricing

Teams: $12 user/month

Hive Reviews

G2 review: 4.6/5
Capterra review: 4.5/5

16. nTask

nTask is a project management software that focuses on task management. It provides transparency into the process and fosters collaboration for teams. Beyond assigning tasks, users can set recurring work, create progress reports, share files and more. It helps monitor the budget, allocate resources and even risks—all important aspects of managing the team’s tasks.

That doesn’t mean nTask is without its problems. One thing that blocks collaboration is that the project management tool doesn’t have a Zoom integration. While it has other communication tools, if the team is already using Zoom, this can be a problem. The tool also has limited customization and formatting options. A big hole in the app, especially for agile users, is that there’s no kanban board. That’s an odd omission for a project management software that specializes in task management.

Verdict: Best Project Management Software for Managing Every Day Project Tasks

nTask Key Features & Benefits:

Multilingual support
Offers a variety of task management tools like to-do lists and kanban boards
Free trial
Mobile app for Android and iOS

nTask Cons & Limitations:

Short free trial period
No program and project portfolio management tools
Limited resource management and cost-tracking functionality
No free plan

nTask Pricing

Essential: $45 per month, flat pricing
Ultimate Control: $89 per month, flat pricing

nTask Reviews

G2 review: 4.5/5
Capterra review: 4.5/5

17. Adobe Workfront

Adobe Workfront is work management software that focuses on enterprise businesses. This project management software helps teams connect and collaborate on workflows. It streamlines intake, automates workflows and creates custom forms to help enterprises execute strategy. The tool has resource management, configurable dashboards and integrations to help with planning. Some features measure progress and productivity.

This might sound ideal until you try and unravel its complicated pricing structure. It’s certainly not going to attract smaller businesses, and even enterprise customers might find it hard to understand the price structure of the tool. While this is project management software, it looks more like Excel. It’s not the easiest tool to use, which leaves many project managers and team members looking for a Workfront alternative.

Verdict: Best Project Management Software for Strategic Planning

Adobe Workfront Key Features & Benefits:

Strategic planning and roadmapping tools
Helps large organizations manage workflows and project portfolios
Mobile app for Android and iOS

Adobe Workfront Cons & Limitations:

Limited project planning, scheduling and tracking features
Doesn’t specialize in project management like most tools on this list
No free plan
No free trial

Adobe Workfront Pricing

Enterprise, business and pro license types available, pricing upon request

Adobe Workfront Reviews

G2 review: 4.1 / 5
Capterra review: 4.4 / 5

18. Celoxis

Celoxis is a strong project management software for mid-sized to large organizations that need robust tools for planning, tracking and reporting across complex projects. It excels with features like dynamic Gantt charts, advanced resource management, time tracking, financial forecasting, and custom dashboards. Its ability to handle portfolio management, workflows and project requests in a single platform makes it ideal for organizations managing multiple interdependent projects. The software’s scalability and real-time insights offer strong visibility into performance, helping teams stay aligned and executives make data-driven decisions.

On the downside, as a project management software, Celoxis can be overwhelming for smaller teams or businesses without dedicated project management professionals. The user interface, while functional, is not as intuitive or modern as some competitors, which may result in a steeper learning curve. Customization options can require technical skill and integrations with third-party tools are limited compared to more flexible, API-driven platforms. Additionally, Celoxis is more enterprise-focused, so its pricing and complexity may not be a good fit for startups or teams looking for lightweight, agile-friendly solutions.

Verdict: Best Project Management Software for Scalability

Celoxis Pros & Key Features

Dynamic Gantt charts
Custom dashboards
Portfolio management

Celoxis Cons & Limitations

Steep learning curve
Poor interface
Customization requires technical skill

Celoxis Pricing

Essential: $25/user/month (billed annually)
Professional: $35/user/month (billed annually)
Business: $45/user/month (billed annually)
Enterprise: Contact sales

Celoxis Reviews

G2 review: 4.5/5
Capterra review: 4.4/5

Highlighted User Reviews

“It includes many features like: task manager, cost tracking, resource tracking. You can calculate allocation of resources, build reports, etc.” Enrique L. – from Capterra
“I really like the dashboards offered by Celoxis for streamlining the IT industry as well as i really like the use case of Tuskr for test case management” Ujjwal S. – from Captterra

19. Teamwork

Teamwork is project management software for teams that need robust task management, time tracking and client collaboration features. It shines in professional services and client-facing industries thanks to its built-in billing, workload management and the ability to manage multiple projects across teams. The interface is clean and supports different project views, including Gantt charts and kanban boards, allowing for both high-level planning and detailed execution. It also integrates with tools like Slack, Google Drive and HubSpot, making it easy to embed into existing workflows.

However, Teamwork can be less ideal for teams looking for simplicity or modern UX design. Yet, it can take a while to figure out how to use the software–especially for new users or teams transitioning from simpler tools. Add to that complaints about performance issues such as slow lead times and lag when managing large projects. Additionally, certain advanced features—like full reporting or granular time tracking—are locked behind higher-tier plans, which may not suit startups or budget-conscious teams. As a result, while Teamwork is comprehensive, it may not be the best fit for all organizations, particularly those seeking lightweight, intuitive solutions.

Verdict: Best Project Management Software for Client-Facing Industries

Teamwork Pros & Key Features

Client collaboration features
Built-in bill
Many integrations

Teamwork Cons & Limitations

Many features can be overwhelming
Steep learning curve
Advanced features behind higher tier subscription

Teamwork Pricing

Grow: $19.99/user/month billed annually
Scale: $54.99/user/month billed annually
Enterprise: Contact sales

Teamwork Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

Highlighted User Reviews

“What I enjoy most about working in a team is when we have a set plan for how to accomplish our goals. It encourages team members to work together toward a single objective, and it establishes some semblance of order and predictability in the process.” Rachel M. – from Capterra
“I really liked the burn down reporting Teamwork offers.” Blake C. – from Capterra

FAQs

Those are 17 of the top project management software products. Which one is best depends on what an organization is looking for. Our top choice is ProjectManager, an award-winning project management software that helps plan, schedule and track costs, resources and more. Many tools help plan and collaborate, but what sets ProjectManager apart is its real-time tracking capabilities that help remain on track and on budget.

What Is Project Management?

Whether a seasoned professional and an accidental project manager, it’s best to define the term project management before diving into project management software. Project management is simply using various processes, methodologies, skills, knowledge and experience to plan, execute and track projects.

There are a number of different methodologies used to manage projects that influence what the best project management software is for an organization. They range from the traditional waterfall methodology, which plans, to agile environments that are more iterative. Project management has grown from a specialized industry to applications in everything from construction and manufacturing to IT and marketing.

What Is the Best Free Project Management App?

Ideally, look for a project management app that manages team workload and tracks progress and costs. Additionally, it should help teams collaborate whether in the office or out in the field.

For example, workers across industries can take ProjectManager’s project management app to their workplace to report on their progress, keep track of tasks, log work hours, share files and much more. These and other features make ProjectManager one of the best project management apps for construction, manufacturing and professional services teams.

Other project management apps in the list above include:

Smartsheet
Monday
Asana

What Are the Best Free Project Management Software Alternatives?

Some project management tools have a free plan which, in most cases, allows users a limited version of their software. Here are some examples:

Jira
ClickUp
Basecamp

Or, to evaluate various alternatives to help make a decision, most project management tools offer a free trial to try all their features.

Best Project Management Software for Mac: Free & Paid Options Ranked (2025)

Peter Landau — Thu, 29 May 2025 17:30:03 +0000

Microsoft Project is one of the most commonly used project management software, but its popularity has decreased over the years due to its many drawbacks such as not working on Mac. Luckily there’s project management software for Mac that offers the same robust task management, resource management and time tracking features Microsoft Project does.

Key Features to Look for in Project Management Software for Mac

When evaluating project management software for Mac, the most important thing is to choose a solution that helps you manage as many aspects of your project as possible. In other words, you should choose the software that offers the best mix of project planning, scheduling, tracking and reporting tools. Here’s a quick overview of some of them.

Gantt Charts: The Gantt chart is a planning tool that creates a visual timeline of the entire project. It is made up of two parts. On the left side is a spreadsheet that lists the tasks, duration, start and end dates, associated resources and costs. On the right side, the project schedule is illustrated with a bar char. Gantt charts are used in all different project management methodologies, but especially more traditional, planning-ahead methods, such as waterfall.
Kanban Boards: The kanban board is another project management tool, this one is designed to visualize the workflow of a team as they move through a production cycle. It’s made up of columns that represent the stages of a production cycle. At its most basic, kanban columns will be titled to do, doing and done, though there can be as many column headings as needed for the project. Beneath these columns are kanban cards, which are individual tasks. The kanban card will have a description of the work to be done, priority, due date, who’s assigned and more. As work is done, the kanban cards move from column to column until complete, allowing for transparency in the process.
Calendar View: The calendar view is often nothing more than a calendar. It collects important dates and can be used to see what is due at a glance. It’s another way to see your tasks and get a daily, weekly or monthly context of the work you have to do. Some calendars are more robust and are seamlessly integrated into the larger project management software. These calendars have features that can do more than just change dates but add descriptions, assign team members and more.
Project Dashboards: The project dashboard is a tool to monitor and track progress and performance. It consists of charts and graphs that collect data and show how your project is doing across metrics such as time, cost, workload and more. Some software requires you to set up your dashboard and even input the data, which it then displays. Other project management software for Mac will have the dashboard set up and fully functional, automatically gathering information and calculating the results.
Team Collaboration: Team collaboration is fostered by software features such as chat and file-sharing functions. It’s used to connect managers and team members no matter where or when they are working. For team collaboration to work it must be accessible over a cross-section of project tools, and serve hybrid teams that might not work in the office and any job type, such as those who aren’t as tech-savvy as the project management team.
Task Automation: Task automation is when software streamlines business processes, reducing busywork and giving team members more time to focus on their tasks. Triggers can be applied that set into action simple tasks or a series of more complicated tasks. The purpose of this is to add efficiency and boost the productivity of the team members.

All of these features are important to managing and executing a project. If you’re working on a Mac and software such as MS Project doesn’t work on your platform then nothing gets done. While not everyone works on a Mac, most organizations have people who work on both. They all need to be able to do their jobs. This is something Microsoft fails to understand.

Best Project Management Software for Mac Rankings (2024)

Let’s look at project management software for Mac computers that has all the features you need to deliver project success.

1. ProjectManager

ProjectManager is a powerful alternative to MSP. Our award-winning software is fully online (unlike MS Project) and is available at a price point that’s affordable for teams. It also has features that not only make collaboration simple but also plan, manage and track projects in real time.

Mac users also love the easy-to-use interface and collaboration tools that allow teams anywhere in the world to work together. Plus, our iOS app for mobile phones and tablets supports on-site visits with clients, field updates or even working on your tasks in your pajamas.

Cloud-Based Software for Mac

ProjectManager is a cloud-based project management software that exists entirely online. Manage your projects on any computer with any web browser, including Safari. As long as you have access to an internet connection, you have access to your projects.

You can store all of your files in the cloud with our online file storage, so you can download, upload or view project files whenever you need to. You’ll never have to drag your work computer to the coffee shop again!

Get Multiple Project Views

Not everyone in an organization works the same, but they have to work together. That’s why we have multiple project views so every department can collaborate, whether they’re on a PC or a Mac. People who plan and work more linearly can use the Gantt chart or sheet view. Their schedules are updated on the task list, calendar and kanban view. Kanban boards are perfect for your agile teams, who are more self-directed. Everyone is working from a single source of truth without having to use tools they’re uncomfortable with.

Automate Workflows and Tasks Approvals

Neither PC nor Mac users want to get bogged down with busywork. Our custom workflows keep teams free to work on what matters. You can add as many triggers as you like and then set off actions to streamline simple tasks and add greater efficiency. Watch our task automation features to boost your team’s productivity. Managers can still control the status of work with task approvals.

All this and more is why ProjectManager tops our list of project management tools for Mac. There are also powerful resource and risk management tools that help manage resources, identify and track risks and much more. Get started with ProjectManager today for free.

Verdict: Best Project Management Software for Mac for Planning, Scheduling and Tracking

ProjectManager Pros & Key Features

Dashboards work right out of the box and update in real time
Time tracking and resource management features are included at a low price
Project portfolio management features are easy to use
Mobile project management app for Android and iOS
Free trial 30-day trial

ProjectManager Cons & Limitations

Limited native integrations
Poor mobile experience unless you have the mobile app
Defaults to dark mode

ProjectManager Pricing

Team: $13.00 user/month
Business: $24.00 user/month
Enterprise: contact sales for a custom quote

ProjectManager Reviews

G2 review: 4.4/5
Capterra review: 4.1/5

Highlighted User Reviews

“ProjectManager works very well with both large and small-scale projects. Being able to use this with anything from a project involving only two members of staff, to hundreds, has been invaluable.” Peter W – from Capterra
“We used to manage our projects, resources, and reporting in different systems. Enter ProjectManager. We have consolidated systems and work more efficiently.” Jeffrey M – from Capterra
“Having the full scope of activities and who is responsible to do it, plus the time tracking is excellent.” Flavio M – from G2
“It has an excellent accounting system capable of calculating the time that a person has used to develop a task that was assigned to him, I like being able to collaborate with all my colleagues in the Finance sector through ProjectManager.” Jesus C – from G2
“The UI of the application is user-friendly, and it helps to identify what we are looking for with minimal effort.” Pavan H – from G2

2. Wrike

Wrike is another Mac alternative and users will find that the software gives them real-time project updates, allows them to assign tasks to other users, change and update tasks, view calendars and great integrations. Using Wrike on a Mac gives you the features you need and more control to view projects and tasks.

However, there are some shortcomings. For example, you’ll likely get frustrated with its Gantt, which has limited capabilities. There are no project management reports, which will have some users looking for another Mac alternative, as well as its limited tracking features.

Verdict: Best Project Management Software for Mac for Integrations

Wrike Pros & Key Features

Designed for basic task and workflow management
Ideal for project management beginners
Mobile project management app for Android and iOS

Wrike Cons & Limitations

The Gantt chart functionality is limited
Lacks project management reports
Limited cost and budget tracking features
The user interface is hard to navigate

Wrike Pricing

Professional plan: $9.80 user/month
Business plan: $24.80 user/month

Wrike Reviews

G2 review: 4.2/5
Capterra review: 4.4/5

Highlighted User Reviews

“Wrike has become essential in my day and keeps me organized and on top of my tasks.” Paige T – from G2
“Productivity has been enhanced by removing essential but repetitive chores.” Denise S – from G2

3. Monday.com

Monday.com powers teams to run processes, projects and even everyday work in which real-time updates keep everyone in the loop. This project management software for Mac will track time and progress, automate repetitive tasks and customize workflows. There are kanban boards, timelines.

Yes, there are features like kanban boards, but they are limited in their functionality. There are better kanban software alternatives to choose from. This is also true of its Gantt chart, one of the pillars of project management. As a project management software for Mac, Monday.com is more for task management. Project managers will want to look elsewhere.

Verdict: Best Project Management Software for Mac for Marketing and Creative Teams

Monday.com Pros & Key Features

Friendly user interface and easy-to-use task management tools
Task management dashboards to track progress, resources and costs
Free trial
Mobile app available for Android and iOS

Monday.com Cons & Limitations

Limited kanban board functionality
Gantt charts lack important project planning and scheduling features
Like Trello is a task management tool with a limited project management feature set

Monday.com Pricing

Basic: $8/user/month, billed annually
Standard: $10/user/month, billed annually
Pro: $16/user/month, billed annually
3-seat minimum

Monday.com Reviews

G2 review: 4.7/5
Capterra review: 4.6/5

Highlighted User Reviews

“We used to have a mess of excel sheets and emails but now everything’s in one place.” Laura A – from G2
“It is overall a great product but it requires a lot of setup initially to take advantage of all its functions and features.” Ana D – from Capterra

4. Asana

Asana is project management software for Mac that helps organize your daily tasks and allows you to communicate with your team, wherever you are or they are. The user-friendly interface is a plus as well as its many integrations with third-party apps. It has an iOS mobile app and you can get a free trial or plan to test it out.

This project management software for Mac is not suited for managing multiple projects. It’s more of a task management tool and suffers a lack of project management features. For example, its Gantt chart doesn’t have cost-tracking, which is an essential piece of any Gantt chart software to help you stay on budget.

Verdict: Best Project Management Software for Mac for Team Management

Asana Pros & Key Features

User-friendly interface
Integrations with third-party apps such as Google Drive, Microsoft Teams and Slack
Mobile project management app for Android and iOS
Free plan
Free trial

Asana Cons & Limitations

Not ideal for managing multiple projects, programs or portfolios
Limited project management features
Gantt chart lacks advanced features such as cost tracking
Workload management tools are easy to use but can be limited for some users

Asana Pricing

Premium plan: $10.99/user/month, billed annually
Business plan: $24.99/user/month, billed annually

Asana Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

Highlighted User Reviews

“Asana is very easy to use, intuitive for my team members who don’t have tech backgrounds but need to start and contribute right away.” Sara G – from G2
“Overall, I had great success staying organized with this project management tool.” Mary B – from Capterra

5. Smartsheet

Smartsheet is a project management software for Mac that helps you plan, capture, manage and report on work. It’s great for remote teams, allowing them to collaborate, while tracking key metrics with real-time visibility. It has essential project management features, such as a dashboard and automated workflows.

If you love Excel, then this is the project management software for Mac you’ll want. But if you’re looking for more than glorified spreadsheets, you’ll need to look elsewhere. While it has Gantt charts and kanban boards, they’re not as advanced as others on this list. You also have to use complicated formulas to get the most out of the tool and even then there are limited resource management features.

Verdict: Best Project Management Software for Mac for Project Spreadsheets

Smartsheet Pros & Key Features

Good for users transitioning from Excel to project management software
Work management and reporting tools
Workflow automation features
Free trial
Mobile project management app for Android and iOS

Smartsheet Cons & Limitations

Most of its tools are spreadsheet-based
Gantt charts, spreadsheets and kanban cards lack some advanced project management features
The software requires the use of complicated formulas
Limited resource management tools
Project reports have an outdated look and feel compared to other Monday.com alternatives

Smartsheet Pricing

Pro plan: $7/user/month, billed annually
Business plan: $25/user/month, billed annually

Smartsheet Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

Highlighted User Reviews

“Smartsheet has allowed me to take my to-do list and run with it in a way that I didn’t think would be possible.” Victoria W – from G2
“I like that Smartsheet has a lot of different functions. It can be used for project management, inventory or event planning.” Lauren M – from Capterra

6. Notion

Notion is a strong project management software for Mac users due to its all-in-one workspace approach, combining task management, notetaking, wikis and databases in a clean, customizable interface. It runs smoothly on macOS and offers seamless syncing across Apple devices, which is ideal for users integrated into the Apple ecosystem. Teams can use Notion to build personalized project dashboards, create kanban boards, timelines and task lists, and collaborate in real time using shared pages and comments—all in one highly flexible platform.

But that doesn’t mean it’s perfect. Notion also has drawbacks that can hinder project management, especially for complex or large-scale initiatives. While it’s versatile, it lacks built-in Gantt charts, advanced resource management tools and native time tracking, which are essential for more structured project workflows. Users must often rely on templates or third-party integrations to fill these gaps. Additionally, because everything is so customizable, it can take significant time and effort to set up an effective project management system from scratch. Teams needing robust automation, dependency tracking, or detailed reporting might find Notion too lightweight for their needs.

Verdict: Best Project Management Software for Mac for Notetaking

Notion Pros & Key Features

All-in-one workspace
Notetaking
User-friendly interface
Free plan

Notion Cons & Limitations

Lacks Gantt chart
Poor resource management
Customization leads to significant time and effort to get started

Notion Pricing

Free plan: $0 user/month
Plus: $10/month, billed annually
Business: $20/month, billed annually
Enterprise: contact sales

Notion Reviews

G2 review: 4.7 / 5
Capterra review: 4.7 / 5

Highlighted User Reviews

“I usually use it as a note taking, studying board, planner and even to organize my financial life – it is all my life in one place.” Fabiane C. – from G2
“Originally a really good UI, available on multiple platforms, very dynamic and responsive.” Keith P – from Capterra

Project Management Software for Mac Is Better Than Microsoft Project

Most project managers have endured Microsoft Project. For years, it was an industry-standard tool, even though it was (and is) difficult to use. Whether using MS Project for desktop, MS Project Server, or MS Project Online, the problems of the tools are legendary.

The calculations are confusing and overly complex. Sharing files requires add-on tools like Sharepoint. It’s non-collaborative, meaning only PM Pros can use it. And it’s costly. You’ll need a monthly subscription for each user. There are three plans to choose from $10, $30 or $55 a month. For Mac users, MS Project is a non-starter. It simply doesn’t work, leaving many looking for an alternative solution. Luckily, there’s ProjectManager.

18 Best Gantt Chart Software of 2025 (Free & Paid)

Peter Landau — Thu, 29 May 2025 15:25:46 +0000

We tested the best Gantt chart software options out there to help you make the right selection for your projects. But before we get into our list of the best Gantt chart software, we’ll first explain what Gantt chart software is, what the key features are and why it is so beneficial when managing a project.

What Is Gantt Chart Software?

Gantt chart software is a type of project management software that’s used to schedule projects and track their progress using Gantt charts and other complementary project planning, scheduling, monitoring and reporting features. This software can either be cloud based or stored in your PC.

Gantt chart software is commonly used in the project planning phase of project management to schedule tasks, but it’s actually useful throughout the life cycle of a project. It was designed to automate processes of a static Gantt chart, which previously were made on paper or spreadsheets.

Best Gantt Chart Software Features

Just because it’s called Gantt chart software, it doesn’t mean that it should only be equipped with Gantt charts and nothing else. Here’s a quick overview of some of the project management features you should look out for when choosing a Gantt chart software.

Project Scheduling: At a minimum, Gantt chart software should help you create a project schedule showing the order in which project tasks must be completed and their duration on a visual project timeline.
Project Planning: Besides Gantt charts, you’ll also need project planning tools such as task lists, kanban boards, project calendars and project dashboards.
Project Budgeting: You need to be able to track the costs of your project with tools like timesheets and dashboards so you can monitor your project budget.
Team Management: Gantt chart software should let you assign tasks to your team members, monitor their progress and offer collaboration features such as messaging and file sharing.
Task Management: Any Gantt chart tool should let you add a priority level to your project tasks, create milestones and link task dependencies.
Critical Path Analysis: Gantt chart software should also allow you to identify the critical path, which shows those tasks that are essential to getting the project done on time.
Workload Tracking: Throughout the project, you’ll assign tasks to your team members, so it’s important to have workload management tools to know who’s under or overallocated.
Project Reporting: Project dashboards and status reports are essential to keep your project stakeholders informed.

Using Gantt chart software offers other advantages, but first and foremost it disproves the belief that Gantt charts are hard to use. It’s true that making a Gantt chart on paper or even on an Excel spreadsheet is difficult and editing the Gantt chart is even worse, but those hurdles have been cleared with the advent of Gantt chart software.

2025 Best Gantt Chart Software Rankings

By now, you’re ready to hear about the best Gantt chart software. We’ve narrowed it down to a top 16 in order of preference, with the leader starting things off.

1. ProjectManager

ProjectManager is award-winning Gantt chart software with features that expand upon that tool and offer task management, resource management and risk management. It has multiple project views that share live project data, real-time dashboards, reporting and other essential time-tracking features. It’s powerful and expansive project management software that helps project managers and their teams plan, manage and track projects in real time. And there’s even a free 30-day trial you can take to try out the Gantt features for yourself.

Best Gantt Chart Software

While every product here has a good Gantt chart, ProjectManager leaves the competition in the dust. First off, ProjectManager’s Gantt chart is easy to set up. You can import any kind of spreadsheet, even Microsoft Project files (we’ll explain why you’d want to do that in the next segment). There are even industry-related templates to get you started quickly. Once you add the start dates and end dates, the project timeline automatically populates. You can then add milestones, color-code phases, add resources, costs and more.

But what makes ProjectManager’s Gantt chart software special is that it links all four types of task dependencies, which is a must to avoid costly delays. You can also filter for the critical path. That means no time–consuming calculations. It’s done in an instant. Now you can see the tasks that are critical to delivering your project. Best of all, you can set a baseline once you’ve completed the project plan. This feeds the real-time dashboard, reports and more to allow users to track their actual effort against their planned effort. That’s how you stay on schedule and keep to your budget.

Real-Time Tracking

Let’s take a look at the real-time dashboard. Other Gantt chart software products might have it, but they usually require time-consuming configuration or expensive plugins. ProjectManager’s dashboard is ready when you are, capturing live data and displaying it on easy-to-read graphs and charts. There are also secure timesheets that give project managers a live view of how far their team is in completing their tasks. Plus, customizable reporting tools can be filtered to show the data you want to see for project and portfolio status, workload, timesheets, variance and more. Then shared in a variety of formats with stakeholders.

Robust Resource Management Features

ProjectManager’s Gantt chart software is great for planning and managing resources. From nonhuman costs to easy onboarding of labor, accounting for availability and more. There’s a color-coded workload chart that makes it easy to see who on the team is overallocated. You can then reallocate resources right from that page, balancing your team’s workload to keep them working at capacity and productive, but avoiding burnout.

ProjectManager tops this list because its Gantt chart software is superior to the competition. The fact that it builds on that with multiple project views, such as kanban boards, task lists and calendars, a collaborative platform and the flexibility that makes it ideal for construction, manufacturing, IT, professional service and really any industry only sweetens the deal. Get started with ProjectManager today for free.

Verdict: Best Gantt Chart Software for Project Management

ProjectManager Pros & Key Features

Multiple project planning views such as kanban boards, task lists, project calendars and spreadsheets
Real-time project dashboards for cost, progress and workload tracking.
Secure timesheets
Robust project reporting functionality
Has a free 30-day trial
Has a mobile project management app available for Android and iOS

ProjectManager Cons & Limitations

Limited customization
Few native integrations
No free plan

ProjectManager Pricing

Team: $14/user/month
Business: $26/user/month
Enterprise: Contact sales

ProjectManager Reviews

G2 review: 4.4/5
Capterra review: 4.1/5

Highlighted User Reviews

“ProjectManager works very well with both large and small-scale projects. Being able to use this with anything from a project involving only two members of staff, to hundreds, has been invaluable.” Peter W – from Capterra
“We used to manage our projects, resources, and reporting in different systems. Enter ProjectManager. We have consolidated systems and work more efficiently.” Jeffrey M – from Capterra
“Having the full scope of activities and who is responsible to do it, plus the time tracking is excellent.” Flavio M – from G2
“It has an excellent accounting system capable of calculating the time that a person has used to develop a task that was assigned to him, I like being able to collaborate with all my colleagues in the Finance sector through ProjectManager.” Jesus C – from G2
“The UI of the application is user-friendly, and it helps to identify what we are looking for with minimal effort.” Pavan H – from G2

2. Microsoft Project

Microsoft Project is the gorilla in the Gantt chart software room so it deserves attention. Many larger organizations use it to manage their projects. It seems designed for complexity, which is both a plus and a minus about this Gantt chart software. However, you can’t deny Microsoft its power, with seamless integrations with Teams, Office and more. Plus, it’s got a full suite of project tools, from Gantt charts to dashboards.

It’s also built to do what’s needed in project management. That is, it’s a planning, tracking and management tool. It has an organized view of your tasks and timelines and can allocate resources and report on the project, but these features aren’t intuitively designed. You’ll need to factor in a lot of time before you can even start working on your Gantt chart to figure out how to use it properly.

Of course, lots of Gantt chart software has some learning curve to deal with, but Microsoft Project adds more roadblocks. It’s expensive. That alone is going to drive away the majority of potential customers. Then there’s the issue of compatibility. If not everyone on the team is using the same software, MS Project doesn’t make it easy to share. Add to the limits in customization and buyer beware.

Verdict: Best Gantt Chart Software for Microsoft Users

Microsoft Project Pros & Key Features

Offers a variety of project management views to plan, schedule and track projects
Robust enough for project, program and project portfolio management.
Built-in project management reports
Has a free 1-month trial

Microsoft Project Cons & Limitations

Both the desktop and online versions are expensive, especially for larger teams
Steep learning curve and overwhelming user interface for beginners
Microsoft Project files have a unique format which makes them hard to use and share with people that don’t have a Microsoft Project license
Doesn’t have a mobile app
No free plan

Microsoft Project Pricing

Planner Plan 1: $10/user/month
Planner and Project Plan 3: $30/user/month
Planner and Project Plan 5: $55/user/month

Microsoft Project Reviews

G2 review: 4/5
Capterra review: 4.4/5

Highlighted User Reviews

“Microsoft project has really helped to improve my productivity and project planning overall.” Jamie G – from Capterra
“I love the automatically generated gantt charts and the timeline feature.” Eric B – from G2

3. ClickUp

ClickUp is Gantt chart software that helps users manage tasks, workflows, collaborate and streamlines processes with automation. There’s a great deal of customization, which is both positive and negative. It gives you more control but it’s also a bit overwhelming. If you want to take advantage of this, you’ll be spending a lot of time setting up instead of working. However, it’s a great collaboration tool. You can send emails on the app, chat and edit Google Docs together.

What’s really going to stop people from adopting this Gantt chart software is its limited project time management features. While there are some rudimentary time-tracking features, such as deadlines and time spent on tasks, it’s a far cry from other Gantt chart software. A Gantt chart needs powerful time tracking to help you keep to your project plan. Then there’s the steep learning curve. We alluded to it above, with all the customization options available, but it goes beyond that. If you don’t have the hours necessary to learn ClickUp, you might want to keep looking.

Verdict: Best Gantt Chart Software for Collaboration Features

ClickUp Pros & Key Features

Multiple task and work management views
Has a mobile app available for Android and iOS
Free plan

ClickUp Cons & Limitations

User interface is cluttered
Gantt charts can only be exported as PDFs, which makes it hard to export data to other software like Excel or Google Sheets
Gantt charts don’t show the critical path and don’t allow project managers to track costs at the task level
Doesn’t have a free trial

ClickUp Pricing

Free plan: $0/user/month
Unlimited: $7/user/month
Business: $12/user/month

ClickUp Reviews

G2 review: 4.7/5
Capterra review: 4.6/5

Highlighted User Reviews

“Good for operational tasks and customer support.” Hovhannes G – from G2
“ClickUp sits right in the middle between typical task management tools and business platforms.” Pawel M – from Capterra

4. Wrike

Wrike is Gantt chart software that’s broad enough to deliver project and product management features, proofing and publishing as well as risk management. It tends to be used by marketers, digital agencies and those working in professional services. They like its simple but effective collaborative features, such as built-in chat. It’s best for monitoring workloads and activities, plus it can track the progress of the project. Agencies like the billing and invoicing capabilities.

It’s lower on our Gantt chart software list primarily because the Gantt chart and other features aren’t intuitive. Even worse, you can’t view projects, only tasks on its kanban board. If you like lists, though, this is for you. Gantt charts, not so much. For example, you can’t track all four task dependencies on its Gantt chart. Also, if you’re managing multiple projects, you’ll not like the lack of portfolio reporting. There’s also no option to pay monthly, the cost is divided into 12 to show how much you’ll pay monthly but you have to sign up for a year.

Verdict: Best Gantt Chart Software for Workflow Management

Wrike Pros & Key Features

Workflow automation features
Easy to understand project dashboards
Has a 14-day free trial
Has a mobile app available for Android and iOS
Free plan

Wrike Cons & Limitations

Gantt charts lack critical path analysis features
The software is hard to navigate
Onboarding employees can be hard due to its non intuitive user interface

Wrike Pricing

Free plan: $0/user/month
Professional plan: $10.00/user/month
Business plan: $24.80/user/month

Wrike Reviews

G2 review: 4.2/5
Capterra review: 4.4/5

Highlighted User Reviews

“Wrike has become essential in my day and keeps me organized and on top of my tasks.” Paige T – from G2
“Productivity has been enhanced by removing essential but repetitive chores.” Denise S – from G2

5. Monday.com

Monday.com is Gantt chart software that bills itself as a project management, workflow and automation and collaborative tool. It’s made an aggressive push to a general market and appeals to users who like a spreadsheet view. It has integrations you can pick from or build your own. Users like its colorful interface and how the software helps to visualize work. It’s also priced for a general market with very competitive subscription tiers.

However, if you’re a business that needs project management software, Monday.com is going to fall short. Even if you’re using it for less dynamic projects, the onboarding and training are not great and support is hard to reach. In terms of Gantt chart software, its Gantt chart is especially problematic. For example, you have to manually add task dependencies. It’s really a task management, not a project management tool.

Verdict: Best Gantt Chart Software for Creative Teams

Monday.com Pros & Key Features

Simple, minimalistic user interface
Project portfolio reports and dashboards to track progress, resources and costs across projects
Has a free 14-day trial
Has a mobile app available for Android and iOS
Free plan

Monday.com Cons & Limitations

Gantt charts are overly simplistic and lack important features such as cost tracking
Limited project reporting capabilities
Customizable views require manual setup

Monday.com Pricing

Free plan: $0/user/month
Basic: $9/user/month
Standard: $12/user/month
Pro: $19/user/month

Monday.com Reviews

G2 review: 4.7/5
Capterra review: 4.6/5

Highlighted User Reviews

“We used to have a mess of excel sheets and emails but now everything’s in one place.” Laura A – from G2
“It is overall a great product but it requires a lot of setup initially to take advantage of all its functions and features.” Ana D – from Capterra

6. Smartsheet

Smartsheet is collaborative software that has some Gantt chart software features but is mostly a super-powered spreadsheet. It emphasizes the sharing of data with teams. It has a lot of templates and forms to help you get started as well as training tools. There are workflow automation tools that create efficiencies. There’s also a high level of customization, which many users will appreciate. If you want a Gantt chart, you’re going to have to create one yourself and it’s not going to satisfy users looking for Gantt chart software.

That should be a clue that this isn’t project management software and is barely Gantt chart software. But it’s popular, which is why it’s included, if at the bottom of our rankings. There’s a lack of project portfolio management features, resource management and capacity planning are expensive add-ons only available for top-tier subscriptions. The dashboard is cumbersome and, if you’re an enterprise customer, you’ll find the tool lacking. It’s not bad as a supplement to other tools, but why pay all that money for only a partial solution?

Verdict: Best Gantt Chart Software for Spreadsheets and Pre-built Project Templates

Smartsheet Pros & Key Features

Allows to export Gantt charts as Excel, Google Sheets and other file formats
Offers multiple project management tools such as kanban boards, spreadsheets and Gantt charts
Has a 30-day free trial
Has a mobile project management app available for Android and iOS

Smartsheet Cons & Limitations

The spreadsheet-like Gantt charts aren’t visually appealing and are hard to use
Not ideal for managing multiple projects, as you’ll need a separate spreadsheet for each project
Limited spreadsheet project reports

Smartsheet Pricing

Pro plan: $9/user/month
Business plan: $19/user/month, 3-user limit, making it $75/month

Smartsheet Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

Highlighted User Reviews

“Smartsheet has allowed me to take my to-do list and run with it in a way that I didn’t think would be possible.” Victoria W – from G2
“I like that Smartsheet has a lot of different functions. It can be used for project management, inventory or event planning.” Lauren M – from Capterra

7. Ganttic

Ganttic offers a twist on a traditional Gantt. With its resource-centric Gantt charts, users are able to see who or is doing what and when. Offering a high-level overview of their entire resource pool, WBS, and project portfolio, the cloud-based tool is suitable for managers of mid-sized teams or large enterprises. It’s used mostly in industries such as engineering, construction, production, and design – fields where managers need to see the workloads, manage skills, and optimize utilization for equipment, people, and vehicles. Color coding, drag-and-drop scheduling, custom data fields, and automated reports are just a few other features that come standard with the tool.

Ganttic is a comfortable middle ground for those fed up with spreadsheet scheduling and those who don’t need all the bells and whistles of an expensive ERP. And while this makes it a perfect tool for resource management, there are some project management features that some users may find are lacking. Luckily, Ganttic was built with flexibility and modern workflows in mind. Offering native Calendar integrations, as well as robust opportunities for importing your existing spreadsheets or building your own custom workflow with its built-in API or Zapier connections.

Verdict: Best Gantt Chart Software for Resource Management Features

Ganttic Pros & Key Features

Resource utilization and capacity planning tools
Online Gantt chart software
Has a free 14-day trial
Has a mobile app
Free plan

Ganttic Cons & Limitations

Limited customization features
Missing project portfolio roadmaps, dashboards and other PPM tools, so it’s not ideal for managing multiple projects, programs or portfolios.
Outdated user interface

Ganttic Pricing

Up to 10 resources: $0 per month per resource
Up to 20 resources: $25 per month per resource
Up to 50 resources: $59 per month per resource
Up to 150 resources: $149 per month per resource
Up to 250 resources: $229 per month per resource
Up to 500 resources: $379 per month per resource
Up to 1000 resources: $599 per month per resource
Up to 1500 resources: $790 per month per resource

Ganttic Reviews

G2 review: 4 / 5
Capterra review: 4.3 / 5

Highlighted User Reviews

“Our planning and resource management is made easy with the adoption of Ganttic.” Thomas K – from G2
“Love how quick I can move from project to project.” Nathan R – from Capterra

8. Instagantt

Instagantt bills itself as a simple online Gantt chart software. It’s an affordable option that helps you create projects, manage tasks and set task dependencies. For a little extra money, you can access more features, such as a kanban board view, workload management, dashboards and reporting. In terms of Gantt charts, which is where it puts all its attention, you can schedule milestones, build timelines and create tasks and subtasks. Asana users will like it because it integrates with this project management software.

But when you put all your eggs in one basket, you’re asking for trouble. One thing is that it’s not great for updating stakeholders and you can’t export views to a PDF. While it integrates with Asana, InstaGantt is woefully behind in integrations with the more commonly used third-party tools. Also, the fact that users need to team up with another project management software to get a full suite of features to manage their projects feels like too much effort and cost when there are software solutions that offer it all under one roof.

Verdict: Best Gantt Chart Software for Beginner Project Managers

Instagantt Pros & Key Features

Visually appealing user interface and simple project management tools
Built-in Gantt chart templates
Has a free 7-day trial

Instagantt Cons & Limitations

Gantt charts fail to show all the information that’s needed to create detailed project schedules
Kanban boards merely show a task status, don’t show task assignees and lack messaging or file sharing features
Project dashboards and reports are not robust enough for project managers or project management offices (PMOs)
Doesn’t have a mobile app, but a mobile-optimized view
No free plan

Instagantt Pricing

Individual Plan: $12 month
Team Plan: $24/user/month

Instagantt Reviews

G2 review: 4.3 / 5
Capterra review: 4.3 / 5

Highlighted User Reviews

“It links with Asana, that’s a pretty nice feature.” Alex V – from G2
“Automatic creation of Gantt charts, able to share with multiple users.” Lucia F – from Capterra

9. TeamGantt

TeamGantt is intuitive Gantt chart software for beginners and those who are tasked with the management of small projects or businesses. Gantt charts can be complicated, especially for those who aren’t used to working with them. Here the interactive Gantt charts are easy to use, which is further helped by the fact that the software offers strong tutorial content. They hold your hand but still have features such as automatic dependencies, so it’s not a bare-bones tool.

But beginners quickly become more experts and expect their Gantt chart software to follow suit. Unfortunately, that’s not the case. For example, there are no budgeting or invoicing tools, which are going to send users to other software to fill the holes. While there are reporting features, they’re underwhelming. Compared to other Gantt chart software these reports are basic and not very useful. The Gantt chart is good, but the software rests its reputation on that tool. Users who want project management software will have to look elsewhere.

Verdict: Best Mobile-friendly Gantt Chart Software

TeamGantt Pros & Key Features

Collaboration features such as file sharing and messaging
Lets you compare planned and actual timelines
Has a free 30-day trial
Has a mobile app

TeamGantt Cons & Limitations

Missing project management tools when compared with most Gantt chart software
There are no kanban boards
Limited project reporting features
No free plan

TeamGantt Pricing

Pro: $49/user/month

TeamGantt Reviews

G2 review: 4.8 / 5
Capterra review: 4.6 / 5

Highlighted User Reviews

“I like the simplicity of the functionality since it allows me to easily and quickly set up new projects thus saving much time.” Sarah D – from G2
“It really does what it says on the tin! It’s quick and easy to create and move tasks around. The interface is intuitive.” Lola R – from Capterra

10. Zoho Projects

Zoho Projects is online Gantt chart software for project planning, tracking work and team collaboration. The fact that they offer a free edition, though with limited features and only for three users, is attractive. If you find the software working for you, then the pricing structure is reasonable. It offers the standard features one expects with Gantt chart software. It’s also pretty easy to navigate, which users who have been scratching their heads with complicated software like Microsoft Project will definitely appreciate.

But users might find this Gantt chart software a bit bland. It hits the basics but doesn’t go the extra mile to make the software more competitive. It’s not easy to find tasks and the tool’s search function could use an upgrade. Same with bug reporting. Users have complained about the dashboard functionality, but the biggest complaint is the steep learning curve. Many Gantt chart software products are hard to learn, which is a hurdle users are often not willing to clear.

Verdict: Best Low-cost Gantt Chart Software

Zoho Projects Pros & Key Features

Invoicing and budgeting features
Multiple project dashboards and reports
Has a free 10-day trial
Has a mobile app
Free plan

Zoho Projects Cons & Limitations

Gantt charts don’t show information such as percent complete, assignee and other information compared with other Gantt chart software in this list
Limited dashboard functionality
There’s no time logging at the task level, which affects how timesheets work

Zoho Projects Pricing

Free plan: $0/user/month
Premium: $4/user/month, billed annually
Enterprise: $9/user/month, billed annually

Zoho Projects Reviews

G2 review: 4.3/5
Capterra review: 4.5/5

Highlighted User Reviews

“What I like most is how it integrates perfectly with the entire Zoho ecosystem.” Emy L – from G2
“While the UI and the setup were slightly complicated, Zoho Projects helps you track your projects efficiently.” Shria G – from Capterra

11. GanttPRO

GanttPRO is a simple way to plan with Gantt chart software. It enables users to work alone or create a workspace with Gantt charts that are shared with your team. It’s especially useful for small teams. It’s easy to use and well-designed, with a lot of features that teams will want. It also has kanban boards for those who don’t want to only work on Gantt charts. Add to that a competitive price and you can see why it made it to our list.

However, there’s a reason it lands in the middle of our listing. One is that there are no customizable reporting tools. You can’t even customize its dashboard. If you’re looking to do billing or invoicing, you’re out of luck. There are no such features. You might be able to live with that if you integrate with some of your favorite third-party apps, but that’s not likely. While there’s some integration, it’s very light and is one of the biggest areas that could use improvement on the tool.

Verdict: Best Gantt Chart Software for Sharing Files

GanttPRO Pros & Key Features

Files can be downloaded in a variety of formats, which makes it easy to view, share and edit them using other software
Cost and budget tracking features
Has a free 14-day free trial
Has a mobile app available on iOS and Android

GanttPRO Cons & Limitations

Time tracking features can be improved, there are no timesheets
Limited project reporting features, no project health reports
Lack of integrations
Doesn’t have a free plan

GanttPRO Pricing

Core: $7.00/user/month
Advanced: $10.00/user/month
Business: $17.00/user/month
Enterprise: Contact sales

GanttPRO Reviews

G2 review: 4.8/5
Capterra review: 4.8/5

Highlighted User Reviews

“I especially enjoy the collaboration feature where I can invite colleagues to edit tasks and timelines in the live document. I have moved from using Google Sheets.” Glen K – from Capterra
“GantPro software offers a seamless project management experience with its intuitive interface and robust features.” Dixie F – from Capterra

12. Proofhub

Proofhub is a Gantt chart software for marketing, sales and creative teams. It caters to these types of teams with tools such as file proofing, file versioning and collaboration. This Gantt chart software offers other tools such as kanban boards and project calendars, which allow teams to switch from the Gantt view to other project planning views. In addition to these, Proofhub offers time tracking tools such as timesheets and timers to monitor costs and team performance. This mix of features make this option not only a Gantt chart software, but a decent project management solution overall.

However, while it does have an interesting feature set, some of its tools need further development to be more competitive in comparison to other Gantt chart software in this list. For example, its workflow feature is merely a flow chart that shows a very basic representation of tasks and processes and its time, task and resource utilization reports lack detail. Its biggest omission is the lack of cost tracking and budgeting tools. All-in-all, Proofhub does a good job at helping marketing, sales and creative teams manage their tasks and workflows, but lacks some features that are needed for managing larger, more complex projects.

Verdict: Best Gantt Chart Software for Proofing, Approvals and Collaboration

Proofhub Pros & Key Features

Fosters collaboration with messaging and file sharing
Has Gantt charts, kanban boards and project calendars
Has a 14-day free trial
Has a mobile app for Android and iOS

Proofhub Cons & Limitations

Gantt charts have a limited functionality, missing cost tracking and project budgeting features
Missing important project management tools, such as workload management charts or project dashboards
Flat pricing isn’t ideal for most teams
No free plan

Proofhub Pricing

ProofHub has a flat pricing fee of $89 per month or $45 with limited features, billed annually

ProofHub Reviews

G2 review: 4.6/5
Capterra review: 4.5/5

Highlighted User Reviews

“The best thing I like about ProofHub is the way it organizes tasks and the detailed information each task captures.” Jagadeep S – from G2
“There are areas that need to be improved and more user customization would benefit this platform greatly.” David F – from Capterra

13. Asana

Asana is a project and work management software that’s mostly used by marketing and IT teams to manage their daily tasks and workflows. Asana offers a variety of project management tools including timelines, kanban boards, task lists and calendars. It pairs these features with reporting dashboards and workflow automation tools, which are focused on streamlining every-day processes and helping teams be more productive. It has recently launched AI tools which help team leaders save time while using the software.

While Asana does a good job in terms of being a task-oriented project management solution, it should work on improving its Gantt charts. Asana’s Gantt charts feel like a lightweight alternative to other Gantt chart software in this list, mainly because they lack the level of detail that project managers need. They merely help project managers create a basic Gantt chart with task dependencies but omit important information such as percent of completion, task costs, planned vs. actual comparisons, among other important details. So, Asana can help you with task and workflow management, but if you’re interested in Gantt charts, it might not be the best choice for you and your team.

Verdict: Best Gantt Chart Software for Task Management

Asana Pros & Key Features

Workflow automation features
Has a free 14-day free trial
Has a free plan
Has a mobile app available on iOS and Android

Asana Cons & Limitations

Gantt chart lacks features such as critical path analysis and cost tracking
Workload management tools are limited
Timeline and Gantt chart features are not robust enough for project management

Asana Pricing

Free plan: $0/user/month
Starter: $10.99/user/month
Advanced: $24.99/user/month

Asana Reviews

G2 review: 4.4/5
Capterra review: 4.5/5

Highlighted User Reviews

“Asana is very easy to use, intuitive for my team members who don’t have tech backgrounds but need to start and contribute right away.” Sara G – from G2
“Overall, I had great success staying organized with this project management tool.” Mary B – from Capterra

14. Chisel

Chisel emerges as a standout product management tool for creating and managing Gantt charts and for good reasons. Its user-friendly interface simplifies the process, making it accessible to beginners and experienced project managers. What sets Chisel apart is its timeline view, providing a clear overview of tasks and their respective timeframes, ultimately resulting in a well-structured Gantt chart.

It comes at no cost, making it a budget-friendly option for efficient project management. Whether you’re a newbie or a seasoned pro, Chisel’s simplicity and effectiveness make it a top pick for Gantt chart enthusiasts.

Verdict: Best Gantt Chart Software for Agile Product Backlog Management

Chisel Pros & Key Features

Lets manage work by user stories and epics
Good for agile teams

Chisel Cons & Limitations

Gantt chart is more of a timeline tool than a traditional Gantt chart for project management
There are no project management reports or dashboards
Doesn’t have a mobile app

Chisel Pricing

Starter: $7 per maker per month

Chisel Reviews

G2 review: 4.7/5
Capterra review: Not enough reviews, less than 50

Highlighted User Reviews

“Chisel AI idea summarizations and classification have changed our way of working.” Abdul M – from Capterra
“Chisel has provided us the framework to calculate prioritization score of various features along with giving visibility on team alignment for these scores.” Kapil B – from Capterra

15. Primavera P6

Primavera P6 is a project management tool that is also Gantt chart software. It’s used in large-scale industries like construction, engineering and energy. It has scheduling features, including Gantt charts that can create complex schedules with task dependencies, resource allocation and project timelines. These Gantt charts are highly customizable. Users can adjust its layout, task labels, colors and display options. Gantt charts can also be created for different stakeholders, from a high-level overview to more derailed, task-level views.

On the downside, this Gantt chart software can be difficult to learn, especially for beginners. It will require training and time to fully understand its functionality. The user interface can feel overwhelming and cluttered for users accustomed to simpler project management tools. It’s also costly when compared to other software on this list. This is especially true for small-to-medium sized teams or organizations on tight budgets. The tool requires substantial computer power and storage when handling large-scale projects. This could be an issue for companies without robust IT infrastructure. While it offers some collaboration features, it is not as intuitive in terms of real-time collaboration and team communication compared to newer, cloud-based project management tools.

Verdict: Best Gantt Chart Software for Large-Scale Industries

Primavera P6 Key Features & Benefits

Customizable Gantt charts
Multiple Gantt chart views
Allocates resources
Mobile app for Android and iOS
Free trial

Primavera P6 Cons & Limitations

Steep learning curve
Limited collaboration tools
Cluttered user interface
Heavy system requirements
Expensive, especially for small teams
No free plan

Primavera P6 Pricing

You may acquire a desktop license or pay a monthly subscription for the online service for any of these and other versions of Primavera.
Primavera P6 Enterprise Project Portfolio Management: $2,750
Primavera P6 Progress Reporter: $950
Primavera P6 Professional Project Management: $2,500

Primavera Reviews

G2 review: 4.4/5
Capterra review: 4.4/5

Highlighted User Reviews

“Oracle Primavera Cloud is very user-friendly, has amazing management and scheduling tools which allows good coordination between the team and also saves money and time.” Bruno L. – from Capterra
“Accurate calculation and output data is perfect” Sameh H. – from Capterra

16. Airtable

Airtable is known for its flexibility and being a user-friendly tool that combines spreadsheets with databases. But is it a Gantt chart software? Yes, it has Gantt charts, which are available to Pro and Enterprise users. Those Gantt charts can visualize dependencies, be customized and filter, group and color coordinate information. This is all on a collaborative platform that allows multiple team members to work on the same project simultaneously. Their changes are synced in real time. Gantt charts also have drag-and-drop functionality to adjust timelines, which makes scheduling and rescheduling quick and easy.

However, as a project management software it has limited advanced features. Its Gantt charts are great for smaller-to-medium sized projects, but it lacks the same level of resource management, cost tracking and reporting capabilities as other tools on this list. While the Gantt chart is customizable, it’s only to a degree. There is no critical path analysis, for example. It’s also not the best fit for large projects with many tasks. As projects grow, the interface can become cluttered and performance degrades. The software doesn’t have native time-tracking features, which means teams will need third-party apps, which add to the cost. There’s also a lack of robust resource management, such as workload management, resource leveling and detailed resource allocation.

Verdict: Best User-Friendly Gantt Chart Software for Sales and CRM Teams

Airtable Pros & Key Features

User-friendly interface
Real-time collaboration
Customizable Gantt charts
Drag-and-drop functionality
Free plan

Airtable Cons & Limitations

Limited advanced project management features
No critical path analysis
Not ideal for large projects
No native time tracking
Lack of resource management features

Airtable Pricing

Free: $0/user/month
Team: $20 per seat/monthly (billed annually)
Business: $45 per seat/monthly (billed annually)
Enterprise: contact sales

Airtable Reviews

G2 review: 4.6/5
Capterra review: 4.7/5

Highlighted User Reviews

“A lot of templates to start with. Highly customizable.” Jean D. – from Capterra
“When you got a table up and running it was super effective” Matt H. – from Capterra

17. Paymo

Paymo is good Gantt chart software because it combines task management, time tracking and visual project planning into a user-friendly interface that’s especially suited for small to mid-sized teams. Its Gantt chart feature allows users to create project timelines, set task dependencies and manage milestones with drag-and-drop functionality. Integration with timesheets and resource scheduling gives teams a clear view of who’s working on what and when, supporting efficient project execution and better workload balance.

However, Paymo falls short for larger or more complex projects due to its limited scalability and less robust reporting and customization options compared to enterprise-level tools. While it offers a clean and functional Gantt chart, it lacks more advanced features like portfolio Gantt views or real-time data syncing across multiple project layers. Users managing multiple projects or requiring in-depth analytics might find Paymo’s capabilities restrictive, making it better suited for freelancers or smaller teams rather than enterprise project environments.

Verdict: Best Gantt Software for Freelancers

Paymo Pros & Key Features

Combines task, time and visual project planning
Drag and drop functionality
Offers a free plan
Free 15-day trial
Mobile project management for Android and iOS

Paymo Cons & Limitations

Poor choice for larger, more complex projects
Limited reporting and customization
No portfolio Gantt view

Paymo Pricing

Free plan: $0 user/month
Starter plan: $5.90/user/month paid annually
Small Office plan: $10.90/user/month paid annually
Business plan: $16.90/user/month paid annually

Paymo Reviews

G2 review: 4.6/5
Capterra review: 4.8/5

Highlighted User Reviews

“Paymo has all the capabilities that allows me to save time by automating project and task management procedures.” Larry R – from G2
“I like the way Paymo has been designed. With its straightforward menu sidebar, it’s easy to access everything your business needs quickly and easily.” Jamie Lee J – from G2

18. GanttProject

GanttProject’s pros lie in its simplicity and cost-effectiveness. As a free, open-source desktop application, it provides essential Gantt chart features for users who need straightforward project scheduling without the complexity of enterprise software. Users can easily create tasks, define dependencies, set baselines and export to PDF or PNG formats. Its offline functionality is ideal for users in secure or disconnected environments, and it’s cross-platform compatible, supporting Windows, macOS, and Linux.

But, GanttProject has significant limitations compared to modern, cloud-based project management tools. It lacks real-time collaboration, integrations with other productivity apps and advanced features like dashboards, resource availability charts or time tracking. Since it’s a standalone program, sharing updates with team members requires manual file distribution, which can hinder team coordination. For larger teams or dynamic project environments, GanttProject’s static, offline model can quickly become a bottleneck.

Verdict: Best Gantt Chart Software for Open Source

GanttProject Pros & Key Features

Free
Straightforward without complex features
Offline functionality

GanttProject Cons & Limitations

Lacks real-time collaboration
No dashboards, resource availability charts or time tracking
Not ideal for larger teams

GanttProject Pricing

Free

GanttProject Reviews

G2 review: 4.3/5
Capterra review: 4.2/5

Highlighted Customer Reviews

“Its simplicity to use, makes it easy for me to create a schedule and track it.” – Chidera E., from G2
“It’s a good software for planning and project management. I always use it. It’s simple and works properly.” – Ezechiel D., from Capterra

You’ve Seen the List of Gantt Chart Software. Which Is the Best of the Best?

It’s important to pick the Gantt chart software that fits your needs. You’ll want one that’s easy to use and doesn’t require a complicated and time-consuming setup. It should easily link all four types of task dependencies, filter for the critical path and set a baseline to help you track project variance.

Then that Gantt chart should seamlessly connect with other project views and tools, such as dashboards and reporting. It should be cloud-based to allow teams to collaborate and give you real-time data to make more informed decisions. Look for that Gantt chart software that does all that and you’ll never look for another Gantt chart software again.

ProjectManager is award-winning Gantt chart software that links all four dependencies, filters for the critical path and sets a baseline to track progress in real time. Our Gantt chart is one of the multiple project views that all update together to keep you on the same page. There are also built-in task management, risk management and resource management features. Join teams at Avis, Nestle and Siemens who use our software to deliver success. Get started with ProjectManager today for free.

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What Is Lean Project Management?

Peter Landau — Thu, 29 May 2025 15:00:00 +0000

All businesses must make money in order to remain solvent and stay in business. The need for profitability is clear—how you get there is the tricky part.

One way is to deliver more value to your customers while creating less waste for the business. This is commonly called lean project management.

What Is Lean Project Management?

Lean project management is just like traditional project management in that it follows a structured project life cycle, uses formal project management documentation, and aligns with core principles, procedures standards for project initiation, planning, execution, monitoring, and closure.

However, what sets it apart is the integration of Lean manufacturing principles and techniques to enhance efficiency and value delivery. Lean project management emphasizes the elimination of waste (muda), the continuous improvement mindset of Kaizen, and the use of tools like value stream mapping to visualize and streamline workflows.

It also adopts pull systems and just-in-time (JIT) practices to reduce excess inventory and unnecessary delays, ensuring work is pulled based on actual demand. By combining the discipline of project management with the agility and efficiency of lean thinking, this approach helps teams deliver projects faster, with fewer resources, and greater alignment to customer needs—all while maintaining full control over project scope, time, cost, and quality.

Lean manufacturing was developed by Toyota, which is why it uses Japanese words to refer to the elimination of waste in a manufacturing system (muda), waste created by overburden (muri) and waste that comes about because of uneven workloads (mura).

The lean manufacturing methodology has five lean principles, value, value stream, pull system, continuous flow and perfection. We’ll learn about those below.

Key Areas of Lean Project Management

Now, let’s define the key concepts and techniques from lean manufacturing that lean project management has adopted and how they can be used throughout the project life cycle.

5 Lean principles
Lean waste types
5S Method
Kaizen
Pull system
Just-in-time production

The 5 Lean Principles

These principles have been around for a while but were codified in 1997 by the Lean Enterprises Institute (LEI). When it comes to project management, the lean principles focus on defining what deliverables or requirements matter most to the project client and prioritizing all efforts and resources into achieving them, while eliminating unnecessary work.

Value: Value is defined by your customer, client or stakeholder. Value can be the quality, timeline or price point of your deliverable—though it’s likely a bit of all three. Know what requirements you need, and what expectations to meet.
Value Stream: You have defined value, now it’s time to map all the steps and processes in your manufacturing cycle. That sequence of steps is known as a value stream in lean project management. Identify every action that must take place in the project, including design, procurement, production, HR, admin and more. It’s helpful to draw this value stream map on one page to illustrate the flow of resources.
Continuous Flow: There shouldn’t be any points that will create bottlenecks or interrupt production. According to LEI, “Make the value stream steps occur in tight sequence so that the product or service will have a continuous flow toward the customer.” It often requires cross-functional teams but results in greater productivity.
Pull System: This is when the customer, client or stakeholder “pulls” the product or service from the project as needed. In other words, the improvements of the prior step lead to faster time-to-market. The advantage of the pull system is no warehousing or stockpiling. That saves money for the business that can then be passed on to their customers.
Perfection: The final step is spreading the philosophy throughout the entirety of your business. Lean is about continuous improvement. Therefore, everyone in the business must always strive to better themselves and the processes they’re involved with. Often it takes several go-throughs to get to the value and really reduce the waste.

Lean Waste Types

Lean waste types refer to the seven categories of non-value-adding activities that hinder efficiency and productivity in a process. These include overproduction, waiting, transportation, overprocessing, inventory, motion and defects—collectively remembered by the acronym TIMWOOD. By identifying and eliminating these wastes, organizations can streamline workflows, reduce costs and improve customer satisfaction.

5S Method

The 5S method is a workplace organization technique that enhances efficiency and safety through five Japanese principles: seiri (sort), seiton (set in order), seiso (shine), seiketsu (standardize) and shitsuke (sustain). By implementing 5S, teams create clean, well-organized environments that support continuous improvement and make problems easier to detect and correct.

Kaizen (Continuous Improvement)

Kaizen is the lean principle of continuous, incremental improvement involving all employees. It focuses on small, daily changes that collectively lead to significant enhancements over time. Kaizen fosters a culture where feedback and innovation are encouraged, driving long-term growth and quality in processes, products, and services.

Just-in-Time Production

Just-in-Time (JIT) production is a Lean principle aimed at reducing inventory costs by producing only what is needed, when it is needed and in the exact quantity required. This approach minimizes waste, improves cash flow and enhances responsiveness to customer demand, but requires tight coordination with suppliers and accurate demand forecasting.

When to Implement Lean Project Management?

Lean project management is best implemented when organizations aim to improve efficiency, reduce waste and maximize customer value. Whether you’re launching a new product, managing a complex build, or streamlining operations, Lean principles can help drive better results with fewer resources. It’s especially useful in industries where timelines, budgets and quality are tightly interlinked.

Manufacturing

Lean project management originated in manufacturing, making it a natural fit for this industry. By focusing on eliminating waste (like excess inventory or idle time) and optimizing production flow, manufacturers can boost productivity, reduce costs and deliver higher quality products with fewer defects.

Construction

In construction, lean project management helps minimize delays, reduce material waste and improve coordination across teams. Lean methods encourage just-in-time delivery, standardized work processes and continuous feedback, all of which contribute to more predictable project timelines and lower overall costs.

Product and Software Development

Lean is highly effective in product and software development, where agility and responsiveness are key. By applying Lean principles such as continuous improvement and customer-focused design, development teams can reduce cycle times, prioritize high-value features and release better products faster while staying aligned with stakeholder needs.

The Definition of a Lean Project

Lean was developed in manufacturing, but the lean principles have spread to many different industries such as project management and construction. A lean project is simply one in which there is continuous improvement.

That makes it part of the larger agile project management environment, in that it’s flexible and willing to change as needed. It’s all about delivering value to the customers and stakeholders, which is the same whether you’re manufacturing a car or an app.

One of the aspects of lean that makes it unique from traditional project management methodologies is that it applies the five principles of lean project management. That’s the first step in a lean project: identifying the five lean principles, then applying them to your project.

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What Are the Benefits of Lean Project Management?

When the Toyota Production System (TPS) was first introduced, it allowed the car company to improve value for its customers. The proof is in the pudding; the (then) small car manufacturer has become one of the largest automakers in the world. While the term lean manufacturing didn’t appear until the 1990s, the benefits of lean project management were evident. Here are some:

Greater visibility into the manufacturing process
More control, better decision-making and empowers teams
Boosts productivity and morale
Provides alternative ways to get deliverables out the door
Faster projects due to having to respond to fewer issues
Boosts profits, as more value is added and waste is reduced
Increased customer satisfaction

As companies reap these benefits, they have more funds to invest in workers, tools and equipment. This creates a snowball effect of creating even more value and reducing even more waste from the production system. It’s a win-win situation in the best business sense.

To reap all these benefits, you need project management software that provides visibility and connection. ProjectManager is cloud-based software that shares data across multiple project views. For example, the list view can tag tasks, add priority and display the current task status. Try ProjectManager today for free.

ProjectManager gives you transparency into your team’s work with a list view that shows task status. Learn More!

What About Lean Program Management?

Projects don’t occur neatly, one after another. More likely, project managers are responsible for overseeing a number of projects. A portfolio is a lot of projects, but a program is a lot of related projects. These can benefit from a lean approach, too.

You can use the five lean principles when managing a program. By looking at all your projects through the lens of lean program management, you find areas where there is waste among the projects. Then, you can pinpoint the value and share resources to help all the projects flow better together.

While it’s not as well-known as lean project management, lean program management is just another example of the fifth lean principle of perfection. If lean principles help a project, they will help a program. Continuous improvement means expanding the reach of your lean approach and having it inform all aspects of your business.

How ProjectManager Helps With Lean Project Management

Mapping your value stream on paper is a good start, but project management software can help you find and eliminate waste. ProjectManager is cloud-based software that connects teams and delivers real-time data for better decision-making.

Create Start-to-Finish Project Plans

Finding value and removing waste requires that you see the entire project in one place. View all the tasks and determine which are keepers and which are unnecessary. ProjectManager’s online Gantt chart lets you map the project and identify task dependencies that can cause bottlenecks. There’s also a filter to chart the critical path, which allows you to see the most efficient way to execute the project and avoid those steps that aren’t adding value.

ProjectManager organizes your tasks and identifies dependencies on its Gantt view. Try It Free!

Create Flexible Workflows on Kanban Boards

Transparency is key to lean project management. Dynamic kanban boards allow project managers a window into the production cycle without getting in the way of their teams. Meanwhile, teams can manage their backlog of tasks and plan how to execute their work. They can comment on tasks and get notifications by email or in the app when there is a response or update to the work.

Get transparency into production with kanban board views from ProjectManager. Try It Free!

Balance Your Team’s Workload On-the-Fly

Balancing workload is also bedrock to lean project management. Our resource management features let you see your team’s assignments in a color-coded chart that shows who has too many or too few assignments. Then, you can re-allocate right from the workload chart to keep your team working at capacity.

Balance your team’s tasks with ProjectManager’s color-coded workload chart. Try It Free!

Ensure Efficiency is Met with Dashboards

Teams can work how they want with our multiple project views, project managers can get data on their progress with one-click reports and a high-level view from the real-time dashboard. There are even lean program management reports and tools, such as the roadmap, which shows all the projects in your program in one place. You need a flexible tool such as ProjectManager to run a lean project.

Monitor your project in real time with dashboards from ProjectManager. Try It Free!

5 Roadmap Templates

Peter Landau — Wed, 28 May 2025 19:00:33 +0000

Creating and maintaining roadmaps is essential for aligning teams, setting strategic direction and communicating priorities across departments. Whether you’re planning IT initiatives, product development or broader business objectives, having the right roadmap template can save time and ensure clarity.

In this roundup, we’ve gathered a selection of the best roadmap templates designed to support different functions and project types. These free roadmap templates provide structure while remaining flexible enough to adapt to your unique planning needs, so you can focus more on execution and less on formatting.

Why Use a Roadmap Template?

Using a roadmap template streamlines the process of planning and visualizing a project or strategic initiative. Instead of starting from scratch, teams can rely on a structured format that ensures all critical elements—such as goals, milestones, timelines and resource needs—are included. This helps reduce planning errors, saves time and ensures consistency across different projects or departments.

A roadmap template also improves communication and alignment. Whether you’re presenting to executives, stakeholders or team members, a clear and well-organized roadmap makes it easier to convey progress, upcoming initiatives and strategic priorities. It supports transparency and helps manage expectations by showing how short-term tasks tie into long-term goals.

Moreover, roadmap templates can be customized to suit specific methodologies or industries, from IT and product development to marketing and operations. This adaptability makes them a practical tool for guiding teams, tracking execution and adjusting plans based on feedback or changing circumstances—all without losing the strategic big picture.

That doesn’t mean a template is ideal. There are limitations to using a static document to manage something as dynamic as project planning. Templates can’t provide real-time data. Everything must be manually updated, which means the information is always at least a step behind. Templates are also poor collaboration tools. However, there’s a solution: use project management software.

ProjectManager is award-winning project and portfolio management software with powerful roadmaps with automated updates, drag-and-drop editing and seamless integration with tasks, timeline and resources. Unlike templates, our roadmaps can link all four types of task dependencies to avoid cost overruns, filter for the critical path to identify essential tasks and slack, plus set a baseline to track progress in real time. Get started with ProjectManager today for free.

ProjectManager’s roadmaps are better than using a template. Learn more

1. Roadmap Template for Excel

Download this free roadmap template for Excel to help teams plan, visualize and communicate project goals, timelines and milestones over a specific period. It includes rows for tasks, start and end dates. This structure allows users to map out project phases and deadlines in a linear, visual format.

Excel’s native features like conditional formatting, color coding and cell merging make it relatively easy to customize a roadmap to reflect priorities, statuses, and team responsibilities. These templates are particularly useful for high-level planning across departments or for presenting strategic overviews to stakeholders.

While Excel roadmap templates are popular for their accessibility and familiarity, they also have limitations. As noted above, they are static by nature and require manual updates, which can be time-consuming and prone to human error, especially as project details evolve.

Collaboration is also limited in Excel unless used in an online platform like OneDrive or Google Sheets, and even then, version control, which is included in ProjectManager, can become a challenge. Despite these drawbacks, Excel roadmap templates remain a widely used solution for teams that need a quick, straightforward way to organize and present project or product plans without specialized software.

2. Product Roadmap Template

This free product roadmap template for Excel is a strategic planning tool used to visually outline the development and evolution of a product over time. It typically includes key elements such as product goals, features, releases, timelines and responsible teams or stakeholders.

By organizing this information in a clear, linear format—often segmented by quarters or development phases—product managers and cross-functional teams can align their efforts around shared objectives. A roadmap template provides a high-level overview that helps prioritize features, communicate progress and coordinate tasks across departments like engineering, marketing, sales and customer support.

Product roadmap templates are valuable for both internal planning and external communication. Internally, they serve as a reference point to keep development teams focused on short-term deliverables while working toward long-term product vision. Externally, they can be shared with leadership, customers or partners to provide visibility into the product’s future direction.

Our free roadmap templates are also highly customizable, allowing teams to tailor them to specific methodologies, such as agile, scrum or waterfall, or to categorize by themes, epics or customer segments. With a well-structured product roadmap template, organizations can ensure alignment between business goals and development priorities, making it easier to deliver a cohesive and value-driven product experience.

3. Strategic Roadmap Template

This free strategic roadmap template for Excel is a planning tool designed to outline an organization’s long-term vision and the key initiatives required to achieve it. Unlike project or product roadmaps that focus on deliverables and timelines, a strategic roadmap provides a high-level overview of business objectives, priorities and the phased actions necessary to meet those goals. It often spans multiple years and is divided into major categories like operations, marketing, technology, finance or customer experience, helping stakeholders see how efforts align across departments.

This roadmap template includes a timeline segmented into quarters, along with strategic goals, key initiatives, responsible teams and performance indicators. A strategic roadmap template helps leadership communicate direction clearly, maintain alignment across the organization and track progress toward long-term objectives. Strategic roadmap templates are especially useful during annual planning, business transformation or when launching new corporate strategies, providing a structured yet flexible format to visualize and adjust strategy execution over time.

4. Program Roadmap Template

Download this free program roadmap template for Excel to outline the strategy, schedule and key deliverables of a program that consists of multiple related projects. It helps program managers coordinate efforts across different teams and initiatives by clearly mapping out timelines, milestones and high-level goals. Unlike a project roadmap that focuses on a single initiative, a program roadmap captures the broader view, aligning several projects under one strategic umbrella to ensure they collectively contribute to organizational objectives.

This template includes time-based sections in months, rows for individual projects or workstreams and visual markers for major milestones and phases. It allows stakeholders to see how various projects interrelate, when critical deliverables are expected and how resources are allocated across the program.

A program roadmap template is particularly useful for long-term initiatives such as digital transformation, product portfolios or cross-functional strategic goals. It facilitates communication, risk identification and alignment across departments, making it easier to adjust plans as priorities evolve.

5. IT Roadmap Template

Use this free IT roadmap template for Excel to visually outline the direction, priorities and development phases of an organization’s information technology initiatives. It helps IT leaders align technology investments and projects with broader business goals by mapping out plans across categories like infrastructure upgrades, system integrations, cybersecurity enhancements, application development and digital transformation.

Organized by a monthly timeline, an IT roadmap template gives stakeholders a clear view of what’s coming, what’s in progress and how technology will support organizational growth.

The IT roadmap template includes key sections for strategic objectives, current and future initiatives, milestones, responsible teams, budgets and resource requirements. It’s especially useful for managing complex IT portfolios where coordination across multiple teams and systems is essential.

By using an IT roadmap template, organizations can ensure better alignment between IT and business units, prioritize critical projects, reduce duplication of efforts and anticipate infrastructure or security needs. Whether you’re planning cloud migrations, enterprise software rollouts or IT governance enhancements, a well-structured IT roadmap template brings clarity and focus to your technology strategy.

ProjectManager Is Better Than a Roadmap Template

We’ve already listed why a roadmap template is a poor tool for planning and visualizing a project or strategic initiative. While anyone can download these free roadmap templates and try them out, they’ll quickly conclude that a more interactive planning tool that goes beyond the basic visualization of a roadmap template is in order.

ProjectManager is award-winning project and portfolio management software with robust roadmaps that are live and collaborative. There are also other project views, such as Gantt charts, kanban boards, sheet, task and calendar views, all of which track progress, adjust timeline and reallocate resources as priorities shift.

Stay Productive With Resource Management Features

Use our resource planning and tracking tools to keep teams working at capacity, but avoiding burnout. This begins by scheduling resources on the roadmap and then onboarding the team, where their availability can be set to ensure resources are allocated efficiently. Use the color-coded workload chart to track allocation. See who is overallocated or underutilized and balance their workload without leaving the chart.

There’s also a team page that offers a daily or weekly summary of their activities. It can be filtered by progress and priority and users can update tasks from the same page.

Track Progress and More With Real-Time Dashboards and Reports

Resources are only one metric that needs to be monitored. For a high-level overview of key project metrics, toggle to the real-time project or portfolio dashboards. They don’t require any setup and automatically collect live data that’s displayed on easy-to-read graphs and charts showing time, cost, workload and more.

One-click reports go deeper into the data and can be filtered to also provide a more general view of progress that can be shared with stakeholders. Secure timesheets streamline payroll, but also track labor costs to help keep on budget.

What Is an IT Roadmap? (Template Included)

Camilo Tristancho — Tue, 27 May 2025 19:00:36 +0000

Technology projects move fast and things change on a dime. Having a clear and structured plan is essential to aligning IT initiatives with broader business goals. That’s where an IT roadmap comes in. An IT strategy roadmap is a planning tool that outlines how an organization will evolve its technology over time, covering everything from infrastructure upgrades and software development to cybersecurity improvements and cloud migration strategies.

Before we get to all that, though, we’ll define what an IT roadmap is, what should be included in one and how you can create one that supports both long-term vision and short-term execution. To help you get started, we’ve also included a customizable IT roadmap template that you can tailor to your organization’s unique priorities and timelines.

What Is an IT Roadmap?

An IT roadmap is a strategic document that outlines how an organization plans to use technology to support its business goals over a specific timeframe. It serves as a high-level visual guide for planning and prioritizing IT initiatives such as infrastructure upgrades, software implementation, cybersecurity improvements and cloud migration. The roadmap details what technologies will be adopted, when they will be deployed and how they align with business needs, helping stakeholders understand the direction and value of IT investments.

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IT Roadmap Template

Use this free IT Roadmap Template to manage your projects better.

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Beyond just listing projects, an IT roadmap helps coordinate cross-functional teams, manage resources and track progress against long-term objectives. It ensures that all stakeholders—from IT departments to executive leadership—are aligned on technology priorities and timelines. By using an IT roadmap, organizations can reduce redundancy, improve scalability and make more informed decisions about budgeting and resource allocation.

While it looks like a Gantt chart, an IT roadmap is more expansive, including the context, strategy, project breakdowns, timing and sequencing, resources and budget plans and governance. Think of a Gantt chart as a delivery timeline, while the full IT roadmap is the blueprint guiding everything, technically and strategically. We have an IT roadmap template for free, but we recommend project management software.

ProjectManager is award-winning project and portfolio management software with comprehensive IT roadmaps designed to provide a strategic, high-level view of projects, programs and portfolios. These tools help with strategic alignment, ensuring all stakeholders understand the project’s direction. It also integrates with resource management, time tracking and task management features to ensure projects stay on track. Get started with ProjectManager today for free.

ProjectManager’s roadmap enhances transparency, improves coordination and delivers success. Learn more

What Should Be Included in an IT Roadmap?

An effective IT roadmap provides a clear and comprehensive view of how an organization plans to use technology to meet its strategic goals. Whether you’re introducing new infrastructure, upgrading software or enhancing cybersecurity, a well-structured IT roadmap aligns technology initiatives with business objectives. Here’s what should be included in an IT roadmap to ensure it serves as a reliable and actionable guide.

1. Executive Summary

This section provides a high-level overview of the roadmap, outlining its purpose, scope and alignment with the organization’s broader strategic vision. It’s aimed at stakeholders and decision-makers who need a concise summary of the roadmap’s goals.

2. Current IT Environment

This is a snapshot of the organization’s existing IT infrastructure, systems, tools and capabilities. This baseline helps identify gaps, limitations and opportunities for improvement. It should include the following.

Infrastructure: Describes the physical and virtual computing environment, including on-premises servers, data centers and cloud hosting platforms.
Network: Covers internal and external connectivity such as LAN/WAN architecture, VPN access, firewalls, bandwidth and network redundancy.
End-User Devices: Refers to the hardware employees use, including desktops, laptops, mobile devices and their operating systems.
Applications: Lists core business software in use, such as ERP (Enterprise Resource Planning), CRM (Customer Relationship Management), HRIS (Human Resources Information Systems) and collaboration tools.
Data Storage: Involves how data is stored, backed up and retained, including total capacity, storage types and backup protocols.
Security: Encompasses tools and processes to protect IT assets, such as antivirus software, multi-factor authentication (MFA), encryption and vulnerability management.
IT Service Management (ITSM): Includes the systems and workflows used to manage IT support, including helpdesk software, ticket resolution processes, SLAs and response times.
Integration Points: Describes how systems communicate using APIs, middleware and third-party software connections.
Licensing & Compliance: Tracks software licensing agreements, renewal schedules and adherence to industry regulations such as GDPR or HIPAA.
IT Team: Outlines the structure of the internal IT department, including team roles, skillsets and headcount.
Vendors & Contracts: Identifies key external technology partners, service providers and the status of contractual agreements.
Pain Points: Highlights current challenges or limitations within the IT environment, such as aging hardware or unsupported legacy systems.

3. Strategic IT Goals

These are defined objectives that the IT roadmap aims to achieve. These goals should align with business strategy and might include goals such as improving system reliability, enhancing cybersecurity or enabling digital transformation.

4. Key Initiatives and Projects

This is the core of the roadmap, detailing the major IT initiatives and projects planned to achieve the strategic goals. Each project should include a brief description, objectives, timelines and responsible teams.

5. IT Roadmap Timeline

A visual or tabular representation of when each initiative will be executed. This timeline is like a Gantt chart, showing activities required to meet the IT goals. It ensures alignment across departments and helps with planning and resource allocation.

6. Resource Requirements

Outlines the personnel, tools, hardware and software needed to execute the roadmap. Resource requirements are essential for assessing feasibility and ensuring appropriate resource planning.

7. IT Roadmap Budget

A financial estimate for the initiatives and projects included in the roadmap. It should include capital expenses, operational costs and contingency funds.

8. Risk Management Plan

Identifies potential risks that could affect the roadmap’s success, along with mitigation strategies. Common risks include vendor delays, scope creep or cybersecurity threats.

9. Performance Metrics and KPIs

Defines how progress and success will be measured. Common IT KPIs include system uptime, project completion rate and return on technology investment.

10. IT Governance Structure

Details the roles, responsibilities and decision-making processes for overseeing the roadmap’s execution. This section ensures accountability and consistency in implementation.

11. Communication Plan

Describes how the roadmap and its progress will be communicated to stakeholders, including reporting frequency, formats and key audiences. This promotes transparency and engagement.

Benefits of an IT Roadmap

An IT roadmap delivers numerous strategic and operational benefits, helping organizations align their technology initiatives with long-term business goals. Here are some of the key advantages.

Stronger strategic alignment
Improved prioritization and planning
Enhances communication and transparency
Better risk management
Resource optimization
Adaptability to change

IT Roadmap Template

Now that we understand more thoroughly what an IT roadmap is, readers are most likely eager to get their hands on one to use it or, at least, play around with the tool to get a better understanding of its usefulness. Download our free IT roadmap template for Excel and give it a try.

This free IT roadmap template helps organizations plan, organize and communicate their technology strategy over time. It serves as a guide for outlining current IT capabilities, future technology initiatives and the steps needed to bridge the gap between them.

Related IT Templates

There are more IT templates than the IT roadmap. In fact, there are over 100 free project management templates available for immediate download. They cover all aspects of managing a project across multiple industries. Here are just a few that are appropriate for IT.

IT Project Plan Template

Open this free IT project plan template in ProjectManager to help project managers organize, document and communicate the key components of an IT project. It outlines what the project will deliver, how it will be executed, who will be involved and how progress will be tracked—serving as a comprehensive blueprint for successful project execution.

IT Risk Assessment Template

Download this free IT risk assessment template for Excel to identify, evaluate and prioritize potential risks to an organization’s information technology systems, infrastructure and operations. It provides a repeatable process for analyzing vulnerabilities and threats so that mitigation strategies can be developed proactively.

Agile Sprint Plan Template

Use this free agile sprint plan template to organize and manage work during a sprint (a short, time-boxed development cycle, typically one to four weeks). It helps teams outline what they aim to accomplish during the sprint, track progress and ensure alignment across team members.

How ProjectManager Helps Manage IT Projects

It may feel odd using outdated technology like templates to manage an IT project. Yes, they can provide a free workaround, but they’re limited, requiring manual updates and not built for collaboration. It’s unlikely to find IT teams working with templates. Understandably, they prefer project management software.

ProjectManager is award-winning project and portfolio management software that has multiple project views that allow IT teams to work on kanban boards, but cross-functional teams to use tools that are more appropriate for their work, whether that’s Gantt charts, task, sheet or calendar views. All project views are updated in real time to keep teams collaborating and working on the same page.

Allocate and Monitor Resources

Our software enables IT teams to allocate and monitor resources, whether people, equipment or budgets, in real time. For example, our color-coded workload chart makes it easy to see who is overallocated or underutilized and balances the team’s workload to keep them productive.

When teams are onboarded, their availability can be set to make assignments based on actual availability and skills. There’s even a team page for a daily or weekly summary of their activity, which can be filtered by progress or priority. Tasks can be updated without leaving the page.

Track Tasks and Progress With Real-Time and Reports

Sticking to the IT project plan requires constant monitoring. Our real-time tracking features ensure that the collected data is updated and relevant. For a high-level overview, toggle over to the real-time project or portfolio dashboard for instant visibility into KPIs like task completion, resource utilization and budget health.

For further details, use our customizable reports on status, variance, timesheets, workload and more. They can be filtered to show the information you want to see. Even our secure timesheets help by tracking labor costs to help keep to the budget.

How to Use a Decision Log for Optimal Results

Peter Landau — Tue, 27 May 2025 14:00:32 +0000

Projectsl businesses and even life itself are defined by a series of decisions. Each decision should, ideally, be the result of thorough research, counseling from the team and historic data. Managers use a decision log to keep stakeholders updated on who authorized a decision and how it came about.

A decision log is a critical communication tool that all project managers, business managers, team leaders and decision-makers of any kind need to understand. You can use project management software, templates or simply a notepad to track decisions. But before we get into how to make one, let’s better understand the definition of a decision log.

What Is a Decision Log?

A decision log is a record of decisions that lead to a choice you make during a project, business process or any kind of organizational activity. It can be meeting information, a record or a document of the project—it’s all compiled in a decision log and passed on to the project sponsor.

Communication problems are death to any type of team. A decision log serves as a communication tool that delivers supporting information to stakeholders. Decisions don’t just happen in scheduled meetings: they can also be made in casual meetings or at any moment, as businesses and project teams need to quickly respond to risks, changes, industry disruptions or larger economic and political phenomena. A decision log documents all of that information.

A decision log, therefore, is a list of critical decisions that have been agreed upon.

While the project decision log is mostly used by a few key members of a project team or board of executives, it has definitely been gaining traction in the wider organization.

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Decision Log Template

Use this free Decision Log Template for Excel to manage your projects better.

Who Should Use a Decision Log?

A decision log is a valuable tool for any individual, team or organization that needs to track decisions, maintain accountability and ensure clarity across processes. While it’s often associated with project management, its usefulness extends to fields such as operations, product development, event planning, IT, education and even healthcare administration. Anyone responsible for making or implementing decisions—such as team leaders, department heads, consultants or committee members—can benefit from documenting what decisions were made, why they were made, and what outcomes are expected.

In collaborative environments, decision logs help ensure alignment and prevent miscommunication by providing a single source of truth that all stakeholders can reference. For organizations undergoing change, implementing new systems or managing complex initiatives, decision logs serve as a historical record that supports transparency and informed future planning. Whether you’re part of a nonprofit organization, small business, academic institution or enterprise-level corporation, using a decision log can strengthen communication, reduce redundancy, and improve overall decision-making efficiency. Below are a few examples of professionals who use a decision log.

Project Management: tracking decisions across a project lifecycle
Business Strategy: documenting executive decisions and rationale
Product Development: logging product feature or roadmap choices
Change Management: capturing decisions about organizational changes
IT Governance: logging system architecture, vendor, or security decisions
Legal and Compliance: ensuring traceability for audit purposes

Why Do You Need a Decision Log?

Decisions can make or break a project or business. Stakeholders have a vested interest in the decisions that have been made. Just as they are updated regularly with stakeholder presentations and status reports, a decision log explains why decisions were made and who authorized them.

Documentation is key for managing projects and business operations, and while the mainstream project and business management world might not have yet fully embraced the decision log, they have used thorough documentation forever. Documentation offers historic data necessary to plan future projects and also acts as part of a risk management plan when looking at decisions.

A decision log can merely be a reminder of the course of action. There are many decisions made during the life cycle of a project or managing the operations of a business and sometimes people on any team need a reminder to avoid unnecessary conflict. It also explains who made that decision and why, which can help keep the team from disagreeing.

Having a decision log be the one source of truth, accessible to all and easy to share with stakeholders is essential to running a successful project or business. ProjectManager is online software that connects hybrid teams, managers and stakeholders with a real-time work management tool.

Keep your project decision log, change log, issue log, risk log, action log, raid log, risk register or any log you use on the task list view of our software. You can attach files, share them with the team and get notified as new items are added. Join the 35,000-plus users worldwide and get started free with ProjectManager today.

See your decision log on ProjectManager’s task list, with comments and status complete. Learn More!

What Should Be Included in a Decision Log?

A decision log helps with change analysis because it captures key decision-making data. Basically, it’s like a spreadsheet. Each column notes a specific part of the decision. Here are some of the items that should be included in any decision log:

Project name: Keeps all the decisions made in the project together
Project manager: The person in charge
Identification number: Assign one to each decision to make it easier to refer to
Decision Title: Titling a decision differentiates it from others made over the life cycle of the project
Date: When you made the decision and any deadlines related to it
Area: Which aspect of the project you’re discussing
Description: An overview of the decision you’ve made
Rationale: The reason for the decision and any comments or disagreements cited
Alternatives: Other options you discussed but decided against
Expected impact: Briefly outline what you think the decision will change
Contributors: List everyone who contributed to the decision
Approval signature: The sign-off, usually from the project manager

Decision Log Example

Let’s make up a theoretical case to go through the process of making a decision log for a project. For our decision log example, let’s contemplate a construction site that is wondering whether to use steel or wood when framing a smaller backhouse to the larger building.

The decision log would have all the data detailed above, such as the project name, the name of the project manager, an ID and the title could be something like “Backhouse Frame.” The people involved would be the project manager, architect and contractor at a minimum.

The discussion might be about price versus safety. Collect these pros and cons and add them to the project decision log. Explore the impact and alternatives, such as how steel would impact the budget and wood might require extra stabilizing elements. It’s a way to go through the best practices and see which is most suited for the project. In this case, the first entry of the decision log could look like this.

Make a decision, jot it down in the log and have the project manager sign off. Here’s how the decision log would look at the end of the project.

Then, deliver the document to the stakeholders of the project, say the owner of the property who contracted the work. This gives stakeholders context for the discussion and decision, as well as guides the subcontractors when making the structure.

Benefits of Using a Decision Log

A decision log offers a structured way to document critical choices made throughout the life of a project, initiative, or organizational process. By maintaining a centralized record of decisions, the log helps create transparency, consistency and accountability. This tool not only streamlines communication but also provides a historical reference that can guide future actions and prevent repeated mistakes. It’s an essential asset in both day-to-day operations and strategic planning.

Facilitates Communication with Stakeholders

A decision log ensures that stakeholders remain informed about key decisions, including the rationale and implications behind them. This reduces confusion, aligns expectations and supports trust between team members and stakeholders.

Supports Change Management

In change management processes, a decision log tracks when and why changes were approved, making it easier to implement and communicate changes across teams while maintaining control over scope and objectives.

Helps with Future Decision-Making

By serving as a knowledge base of past decisions, a decision log can guide current teams in making informed choices and avoiding previously encountered pitfalls, improving overall decision quality.

Holds Decision-Makers Accountable

Recording decisions with associated dates, reasons, and responsible individuals adds a layer of accountability that encourages thoughtful, transparent decision-making practices.

Can Be Used as Input for Project or Business Audits

Decision logs provide clear documentation that can be invaluable during internal reviews, audits or evaluations, offering traceability and justification for significant actions taken.

Enables Knowledge Transfer for Transition Plans or Project Handovers

When team members leave or projects change hands, a decision log helps new personnel quickly understand the context and reasoning behind previous decisions, ensuring continuity and smoother transitions.

How to Use a Decision Log

Use a log whenever there’s a decision made in the project or when running a business or team of any kind. That doesn’t necessarily mean minor decisions, but the more the better. Include any decision that has an impact on the project. Chances are, stakeholders will get upset at some point and demand to know why this, that or the other thing was done. The decision log is a way to communicate to them and also support the decision.

Therefore, a project decision log is not important as you are writing it, but more so when you are put in a position to defend your decision. If you are challenged or a decision is questioned, the log is there to back you up.

If a decision log is revised, it should be noted in the decision record. You want to document that decision as well. Explain why the decision was made and why it was changed. Then, update the log and create a new one reflecting the change.

Decision Log Template for Excel

Download this free decision log template to record important decisions made during the course of a project, business process or organizational initiative. It includes fields such as the date of the decision, decision description, individuals or teams involved, rationale, impacts and any follow-up actions or notes. The goal is to maintain a clear and accessible record of key choices, helping teams stay aligned and informed throughout a project’s lifecycle.

Using a decision log template is especially valuable in complex projects, collaborative environments, or long-term strategic planning efforts. It promotes transparency, reduces miscommunication and can serve as a reference for future decision-making or audits. By formalizing how decisions are documented, the template helps avoid knowledge loss when team members leave and supports accountability by clearly associating decisions with responsible parties. Overall, a decision log template enhances organizational memory and empowers teams to make better, more informed choices over time.

More Decision Log Templates

You can make a decision log yourself on any spreadsheet or even word processing app, but there are lots of free decision log templates that lay it out for you if that’s easier. Here are a few of the more popular ones we found online.

Decision Tree Template for Excel

Use this free decision tree template to map out decisions and their possible consequences, including risks, rewards and subsequent choices. Shaped like a tree, it starts with a primary decision or problem at the root, branching out into different options and further dividing into outcomes based on each choice. Each node represents a decision point or possible outcome, making it easy to follow a logical path through complex scenarios.

Decision Matrix Template for Excel

This free decision matrix template is used to evaluate and prioritize multiple options based on specific criteria. It helps individuals or teams make objective, data-driven decisions by assigning scores or weights to various choices against a set of relevant factors. The matrix includes rows for each option and columns for each criterion, with a scoring system applied to determine the best overall choice.

SampleTemplates

SampleTemplates has over nine different decision log templates for PDF and Word. They cross a number of different industries, so you should be able to find the template that fits your particular needs.

WordTemplatesOnline

WordTemplatesOnline has free decision log templates for Excel, Word and a PDF. They offer a variety of different log templates for various kinds of business meetings, such as guidelines and principles for retirement plans, one that captures key decisions and risks and others that include priority, status and more.

Of course, templates are static and can’t be used for effective collaboration. Rather than use a decision log template, it’s better to use software to manage your decisions and track your project changes.

How ProjectManager Helps With Decision Logs

ProjectManager is cloud-based work management software that connects hybrid teams and helps them work more productively. With multiple project views to suit everyone’s work style and real-time data to foster collaboration and better monitor projects, ProjectManager is also a great way to track decision-making.

Use Dashboards to Track KPIs

Before you can make a decision, you need data to give you better insight into the problem. ProjectManager’s real-time dashboard and one-click reports collect project metrics automatically. The dashboard tracks time, cost, workload and more, giving you an instant status report.

Create Visual Workflows with Kanban Boards

Instead of using a static template as your decision log, use the kanban board view. A kanban board is a visual tool that shows workflow. You can set up each column as one of the categories on your decision log and the cards can capture the relevant data. Then, you can use the feature to assign and track the progress of that change after it’s been authorized.

Follow Your Plan on Gantt Charts

In fact, you can plan all the changes made to your project with ProjectManager’s Gantt chart. Just toggle from the kanban to the Gantt chart view and you’ll see the work laid out on a project timeline. Now you can add dependencies, filter for the critical path and set a baseline to track your planned effort against your actual effort.

Calculating Estimate at Completion (EAC)

Quincy Yarbrough — Fri, 23 May 2025 15:00:29 +0000

Even the most meticulously planned projects experience unforeseen changes, and when this happens, we need to quantify the effect these changes have. Luckily, there are formulas that eliminate the guesswork.

One of these formulas solves for Estimate at Completion — an important metric for monitoring a project budget. Keep reading to learn why to always calculate Estimate at Completion and exactly what this formula can do.

What Is Estimate at Completion (EAC)?

Estimate at completion (EAC) is a part of the earned value management (EVM) system. This term refers to the practice of re-estimating the total cost of the project during the project execution phase. In other words, EAC allows project management teams to forecast how much the project will cost at the time of completion based on its actual costs, which are likely different from the costs in the project budget made in the initiation or planning phase.

Once calculated, the EAC can then be compared to the originally projected budget to determine if the project is likely to be finished within budget based on current performance.

Unlike other methods of cost estimation, an estimate at completion calculation considers actual performance at any given moment of the project execution phase and recognizes that initial budget projections are likely not perfect. For this reason, it is often referred to as a “project forecasting tool or method”

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Project Budget Template

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To fully understand the role EAC plays in the earned value management system, we have to look at other parts of this system and how EAC is unique.

Because of the dynamic nature of EAC, there is no single formula to calculate the estimate at completion of a project, as you can use several formulas depending on how the project is progressing. But before we get into that, it’s important to define the variables that are used to calculate EAC.

Estimate at Completion (EAC) Definitions

The estimate at completion formula consists of variables and concepts that are part of the Earned Value Management system. But what exactly do these terms mean and how do you find them?

Budget at Completion (BAC): Budget at Completion (BAC) refers to the entire budget required to complete a project. In order to find BAC, you must add all estimated costs and expenses. Generally, budgets are broken down categorically. BAC is the sum of all the categories.
Cost Performance Index (CPI): Cost Performance Index (CPI) is a ratio representing how costs are being turned into actual work; how effectively is money being spent. This is found by dividing the earned value (EV) of work completed by the Actual Cost (AC) it took to perform.
Schedule Performance Index (SPI): Similar to CPI, the Schedule Performance Index measures how efficiently time is being spent. SPI is calculated by dividing the Earned Value (EV) of work done by the Planned Value (PV).
Estimate to Complete (ETC): ETC forecasts the expected cost to complete the remaining project work. It helps project teams determine how much more funding is needed, either by subtracting actual costs from the EAC or through a new bottom-up estimate.
Actual Cost (AC): AC represents the total cost incurred for completed work up to a specific point in time. It is used in Earned Value Management to assess how much has been spent compared to the value of the work performed.
Budget at Completion (BAC): BAC is the total budget originally approved for the entire project. It serves as the financial baseline and is used to measure cost performance and forecast deviations from planned expenditures throughout the project life cycle.
Earned Value (EV): EV is the budgeted value of work actually completed at a given point in time. It quantifies progress in financial terms and is essential for calculating cost and schedule performance in Earned Value Management.
Planned Value (PV): PV is the authorized budget assigned to scheduled work. It reflects how much of the budget should have been spent based on the project schedule and is used to evaluate whether the project is on track.

Additional Estimate at Completion Formulas

Estimates at completion can also be calculated in three other ways, and each of the variations is best for a certain situation.

This formula should be used when the difference between the estimated budget and actual costs will be different in the future than it is in the present:

Estimate at Completion = Actual Cost + (Budget at Completion – Earned Value)

This formula is the best choice when production has been steady and things are running smoothly. Using this formula helps confirm that a project is on track to stay within budget:

Estimate at Completion = Actual Cost + (Budget at Completion – Earned Value)

When it’s necessary to take project schedule and cost performance into account (how efficiently time and money are being used) to revise a budget, use this formula to find estimates at completion. As you can see, you first need to calculate the Schedule Performance Index and Cost Performance Index.

Estimate at Completion = Actual Cost + (Budget at Completion – Earned Value) / Schedule Performance Index + Cost Performance Index

How to Calculate Estimate at Completion: Estimate at Completion Formulas

Here are the formulas used to calculate the estimate at completion of a project. Each of them allows project management teams to estimate how much a project will cost at the end, but are slightly different to accommodate various scenarios.

1. EAC = BAC/CPI

We’re happy to report that the most commonly used estimate at completion formula is fairly simple! In order to calculate the estimate at completion (EAC), you must know the budget at completion (BAC) and the cost performance index (CPI). With this information, the calculation is as simple as dividing the two.

Below is what that estimate at completion formula looks like in more detail:

Estimate at Completion = Budget at Completion / Cost Performance Index

This formula assumes that the cost performance seen so far will continue throughout the rest of the project. It’s used when the project is stable and trends in cost efficiency are expected to remain consistent.

Because it directly factors in the Cost Performance Index (CPI), it’s best for projects with predictable spending patterns and no major disruptions. It allows teams to adjust expectations without re-estimating each task, making it ideal for consistent, ongoing performance evaluation.

2. EAC = AC + (BAC – EV)

This formula is the best choice when production has been steady and things are running smoothly. It assumes that past cost overruns or inefficiencies were one-time events, and the remaining work will be completed as originally budgeted. It’s most useful when early cost variances are not expected to continue and the original plan still holds for future work.

Below is what that estimate at completion formula looks like in more detail:

Estimate at Completion = Actual Cost + (Budget at Completion – Earned Value)

This formula does not adjust for ongoing performance trends, so it’s best used when there’s confidence that the baseline plan is still realistic. It’s a conservative forecast based on reverting to the initial budget.

3. EAC = AC + [(BAC – EV) / (CPI × SPI)]

This estimate at completion formula should be used when it’s necessary to take project schedule and cost performance into account (how efficiently time and money are being used) to revise a budget.

It adjusts for both cost and schedule performance, assuming that future work will be influenced by current inefficiencies in both areas. It’s especially valuable for troubled or complex projects where delays and overspending are occurring together.

Below is what that estimate at completion formula looks like in more detail:

Estimate at Completion = Actual Cost + [(Budget at Completion – Earned Value) / (Schedule Performance Index * Cost Performance Index)]

By incorporating both the Cost Performance Index (CPI) and the Schedule Performance Index (SPI), it produces a more comprehensive forecast. It’s best used when neither cost nor time trends can be ignored, and recovery requires simultaneous attention to both factors.

4. EAC = AC + Bottom-up ETC

This approach assumes that the original plan is no longer valid, and a new estimate must be built from the ground up. It’s used when significant changes in scope, unexpected challenges, or shifts in project direction occur.

Below is what that estimate at completion formula looks like in more detail:

Estimate at Completion = Actual Cost + Bottom-up Estimate to Complete

Instead of relying on performance indices, this method involves a detailed reassessment of remaining tasks and costs. It’s best for projects requiring a fresh financial outlook due to poor initial planning, changing requirements, or disrupted performance metrics that render previous estimates unusable.

Estimate at Completion Example

For this example, we’ll use the first Estimate to Complete formula variation. As a reminder, here’s what that equation looks like:

EAC = BAC / CPI

In this scenario, the Budget at Completion (BAC) is $50,000 and the current Cost Performance Index (CPI) is equal to 0.8. Therefore, we must divide $50,000 by 0.8.

EAC = $50,000 / 0.8

EAC = $62,500

This result indicates that at the current moment, the project is estimated to cost $62,500, which is $12,500 over the initial budget.

Estimate at Completion vs. Estimate to Complete

These two terms are often mixed up, because they both refer to estimates on some aspect of a project budget. Because they are so easily confused, it’s key to know the difference and when to calculate for which.

Estimate at completion (EAC) predicts total costs, while estimate to complete (ETC) predicts the money a project still needs. ETC is the forecast of all additional money required to complete a project. It does not account for money already spent.

Estimate at Completion vs. To Complete Performance Index (TCPI)

The term “to complete performance index” (TCPI) refers to how cost-efficient the rest of a project must be in order to complete the final deliverable. This is a subset of a cost performance index (CPI). A CPI shows how efficiency costs and resources are being used in the present.

When we solve for CPI, the answer will be less, greater or equal to one, depending on how costs compare to the amount of work completed.

If, for instance, CPI is less than one, changes need to be made in order to be more cost-efficient. When this is the case, you will solve for TCPI to find a numerical value representing how much this adjustment needs to be.

That formula looks like this:

TCPI = (Budget at Completion (BAC) – Earned Value (EV)) / (BAC – Actual Cost (AC))

Why Is it Important to Calculate the Estimate at Completion of a Project?

Even the most well-planned budgets aren’t always 100% accurate. Projects are prone to changes and unexpected circumstances, including increased or decreased expenses and costs.

Calculating EAC gives project managers the opportunity to track exactly how much a change will impact the total budget — in a dollar amount. Knowing this exact dollar amount makes for better, more informed decision-making.

ProjectManager’s dashboard lets you track your project costs in real time. Learn more

When to Calculate the Estimate at Completion of a Project

Estimate at completion is a means of estimating how much a project will cost at the end of the line. But, in order to accurately calculate for EAC, you need to know the cost performance index (CPI). As such, EAC can only be calculated when a project is running.

The CPI is calculated at regular intervals during a project, as this number shows spending effectiveness. This makes it a good habit to calculate for EAC anytime the CPI changes.

Project Budget Template

Before you calculate EAC, you’ll need to create a thorough project budget. This free project budget template for Excel allows you to list all your project tasks and their related costs such as labor, material and equipment. The best part is that it automatically calculates the difference between planned and actual costs to let you know whether your project is over or under budget.

However, while this project management template is useful, it can’t compete with the features of a robust project management software like ProjectManager.

How ProjectManager Helps with Cost Estimating and Variance

When you’ve successfully calculated the Estimate at Completion, it’s time to put the results to use. In order to make the best estimates, you need to have the most current information. The ProjectManager dashboard updates in real-time, so there’s no chance of using old data to make important decisions for the future.

Use a wide range of filters to customize the dashboard view to your liking and hone in on the critical details. See costs, tasks, time spent and overall project health, all from one hub.

Let your dashboard do the calculations for you and easily compare things like planned v. actual costs, planned completion v. actual completion and more. That means there’s no need to get out the calculator or rely on third-party applications to see things like your EAC.

How to Calculate Cost Variance for a Project (Formula Included)

Quincy Yarbrough — Fri, 23 May 2025 15:00:13 +0000

Throughout the life of a project, project managers check in on progress and compare it to the project plan—comparing their predictions to reality. If they don’t do this regularly, odds are the budget will suffer and their project will fail. Luckily, these deviances from the plan, such as cost variance, don’t have to sink a project.

In fact, they can strengthen it. The key is spotting them and making adjustments to stay on the right path. One of the best ways to avoid cost overrun is by calculating cost variance.

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Cost Benefit Analysis Template

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What Is Cost Variance in Project Management?

Cost variance (also referred to as CV) is the difference between project costs estimated during the planning phase and the actual costs. In other words, it’s how much actual costs vary from budgeted costs. Calculating cost variance is how project managers track expenses to see if a project is under or over budget.

These calculations are part of a technique called earned value management (EVM). In an EVM system, the goal of cost management is to establish whether a variance is positive, negative or zero.

When project managers have this earned value analysis information, they can make the necessary adjustments to stay on track. If a variance is extremely high (negative), changes need to be made. If there’s an extremely low-cost variance (positive) or zero variance, they can take it as a sign of effective cost management.

Positive Cost Variance vs. Negative Cost Variance

Cost variance (CV) is a key performance metric in project management that measures the difference between the budgeted cost of work performed (earned value) and the actual cost incurred. It helps project managers assess whether a project is under or over budget.

Positive cost variance indicates that the project is under budget. This happens when the earned value is greater than the actual cost. For example, if your project has earned $50,000 worth of work but you’ve only spent $45,000, your cost variance is +$5,000. A positive CV suggests efficient cost management and resource use.

Negative cost variance means the project is over budget. This occurs when the actual cost exceeds the earned value. For instance, if you’ve completed $40,000 worth of work but spent $45,000, your cost variance is -$5,000. A negative CV flags potential issues such as scope creep, underestimation, or misallocated resources, and usually requires corrective action.

Understanding and tracking cost variance is crucial for maintaining financial control and ensuring project profitability.

How to Calculate Cost Variance in Project Management

Cost variance is exactly how much a project is over or under budget. This is calculated using the cost variance formula.

Cost Variance Formula

In the earned value management (EVM) methodology used in project management, cost variance (CV) measures the difference between the value of work performed and the actual cost incurred.

It is calculated using the formula below, where EV stands for earned value and AC is actual cost. A positive CV indicates under budget; a negative CV signals cost overruns.

Cost Variance (CV) = Earned Value (EV) – Actual Cost (AC)

Actual Cost (AC): The total cost incurred for work performed on a project up to a specific point. It includes all direct and indirect expenses, such as labor, materials, and equipment, regardless of the project’s progress.
Earned Value (EV): The budgeted value of the work actually completed at a given point in time. It reflects project progress in monetary terms and is used to compare planned versus actual performance.

Cost Variance Calculation Methods

Cost variance calculation methods are techniques used to measure the difference between a project’s planned and actual costs at various points in time.

There are three main cost variance calculation methods, cumulative cost variance method, period-by-period cost variance method and variance at completion method.

These three methods apply the cost variance formula (CV = EV – AC) at different stages of the project.

Cumulative Cost Variance Method

The cumulative cost variance (CV) method calculates the difference between the earned value (EV) and actual cost (AC) of a project up to a specific point in time. It reflects the overall cost performance across the entire project duration to date.

Formula: CV = EV – AC

This method provides a high-level overview of whether the project is under or over budget, making it useful for ongoing budget tracking and trend analysis. It helps stakeholders assess long-term project performance rather than isolated cost issues.

Period-by-Period Cost Variance Method

The period-by-period cost variance method focuses on short time intervals—typically weekly or monthly—calculating the cost variance for each specific period.

Formula (per period): CV = EV (for the period) – AC (for the period)

This method allows project managers to pinpoint when cost deviations occur, offering a more detailed and immediate insight into spending issues. It’s ideal for identifying short-term trends or sudden spikes in costs that may not yet be reflected in cumulative data.

Variance at Completion (VAC) Method

Variance at completion (VAC) forecasts the expected cost variance at the end of the project. It compares the total project budget, known as the budget at completion (BAC), with the forecasted cost, or estimate at completion (EAC).

Formula: VAC = BAC – EAC

This method helps project managers anticipate whether they are likely to complete the project under or over budget, enabling better long-term financial planning and corrective action before project closure.

What Are the Main Causes of Cost Variance In Project Management?

Cost variance in project management refers to the difference between the estimated cost and the actual cost of a project. While small variances are expected, significant differences often signal deeper issues that can affect project success. Understanding the root causes of cost variance is essential for controlling budgets, managing expectations and delivering value.

Inaccurate Cost Estimates

Poor initial cost estimates can derail a project’s financial trajectory from the start. This usually occurs when estimates are based on incomplete data, guesswork, or overly optimistic assumptions. Without thorough research and expert input, budget baselines may not reflect the true scope or complexity of the work.

Scope Creep

When new features, tasks or deliverables are added to a project without corresponding budget adjustments, it leads to scope creep. This often results from unclear requirements or lack of change control processes. The more the scope expands, the more costs rise—often unexpectedly.

Schedule Delays

Delays in project timelines can significantly increase costs due to extended resource use, contract penalties or the need to accelerate later work phases. Time-sensitive costs like equipment rentals or staff salaries often become inflated when a project runs behind schedule.

Resource Cost Fluctuations

The price of labor, materials and subcontractor services can change due to market conditions, availability or external economic factors. If a budget doesn’t account for potential price shifts or inflation, it can cause substantial cost overruns.

Project Risks

Unexpected events such as regulatory changes, weather delays or technical issues can disrupt progress and incur additional costs. Without a robust risk management plan, projects may struggle to absorb the financial impact of such events.

Low Productivity or Resource Utilization Inefficiency

When teams aren’t operating efficiently—due to poor training, unclear direction or lack of coordination—project tasks take longer and require more resources. Inefficient resource usage drives up labor costs and affects overall cost performance.

Cost Variance Analysis Examples

To better understand the concept of cost variance analysis we have created an example in a couple of different industries. This should help to show how the process works in a real-life scenario.

Construction Cost Variance Analysis Example

This cost variance analysis example is for the construction industry. Here, the project is working on the foundation of an office building.

Project: Office Building Construction

Task: Foundation Work

Planned Value (PV): $80,000
Earned Value (EV): $75,000
Actual Cost (AC): $90,000

CV = $75,000 – $90,000 = –$15,000

Analysis: The foundation work is $15,000 over budget. Although 75 percent of the work has been completed (EV), actual spending exceeded expectations due to unforeseen soil stabilization issues and higher-than-estimated concrete costs. This unfavorable variance highlights a need to revise cost estimates for future phases and assess vendor pricing accuracy.

Manufacturing Cost Variance Analysis Example

In this cost variance analysis example, we’re dealing with a manufacturing company. They have a run of steel frames that require welding and assembly.

Project: Production of 500 Steel Frames

Task: Welding and Assembly

Planned Value (PV): $60,000
Earned Value (EV): $55,000
Actual Cost (AC): $50,000

Cost Variance (CV) = EV – AC
CV = $55,000 – $50,000 = +$5,000

Analysis: The welding and assembly task is $5,000 under budget. Although only 92 percent of the planned work has been completed, the actual cost came in lower due to higher labor efficiency and a bulk discount on welding supplies. This favorable variance suggests strong production performance and potential to reallocate savings to later stages.

Understanding Project Costs

All projects cost money, regardless of their size, scope or deliverables. We’ve all heard “there’s no such thing as a free lunch.” The same goes for projects – there’s no such thing as a project without costs. These costs come in many different forms, from the cost of materials to simply the cost of doing business (rent, salaries, etc.). It’s the project manager’s job to take all of these costs into account and create a flexible budget.

Project costs, no matter the type, need to be properly managed and tracked throughout the life cycle of a project. If project managers don’t keep a close eye on the project, it can be detrimental to the project’s success. Plus, having real-time data access is essential to helping project managers make adjustments.

Project management software is foundational in planning and tracking project costs. ProjectManager is award-winning project management software that has the resource-focused tools you need to compare your planned and actual costs in real time. Use our in-depth Gantt chart to set a baseline once you’ve scheduled your tasks, costs and resources. Use it to understand your project costs at a glance and make adjustments as needed in real time.

Track your project’s costs in real time and deliver it under budget with ProjectManager. Try it free!

Different Types of Project Costs

To fully understand project cost variance, it’s helpful to be familiar with the main types of project costs. Take a look at the four you’re most likely to see. Most projects have all four, and each can contribute to overall cost variance:

Direct Costs: Think of direct costs as costs that go straight to the project to achieve deliverables. A helpful example of a direct cost is the cost of the material needed to build something. The cost of these materials is going toward creating an end product.
Indirect Costs: Indirect costs, on the other hand, go toward funding “behind the scenes” expenses incurred throughout the life of a project. They’re also known as overhead costs. For example, the cost of renting an office space is a common expense fixed overhead. This expense must be paid to complete the project, but it also goes toward supporting other projects.
Fixed Costs: Fixed costs are expenses with set prices that aren’t subject to any kind of change. These are dependable costs that will not fluctuate and potentially throw off a budget. Both direct and indirect costs can also be fixed costs (or variable costs). A fixed cost, for example, might look like the flat fee a contractor charges for their services.
Variable Costs: Variable costs, on the other hand, are not as predictable. For example, the cost of equipment rental may go up or down depending on the vendor, the demand or how long the equipment is needed.
Overhead Costs: Overhead costs are indirect expenses required to run a project or business, such as utilities, rent, and administrative salaries. They support operations but aren’t tied to specific deliverables or tasks.

Other Types of Cost Variance In Project Management and Cost Accounting

Besides the cost variance formula that’s used in earned value management, there are other types of cost variance that are used in project management and cost accounting, especially in manufacturing and construction projects.

Material Cost Variance (MCV)

Material cost variance (MCV) is a key metric in cost accounting and project management used to measure the difference between the expected cost of materials (based on standard costs) and the actual cost incurred.

MCV is most useful in manufacturing and construction projects where material expenses make up a significant portion of the total cost. It helps managers identify pricing issues, supplier performance problems, procurement inefficiencies or market-driven cost changes.

Material Cost Variance Formula

MCV = (SQ × SP) – (AQ × AP)

SQ= Standard Quantity
SP= Standard Price
AQ= Actual Quantity
AP= Actual Price

Labor Cost Variance (LCV)

Labor cost variance (LCV) is a project and cost management metric that measures the difference between the standard cost of labor and the actual labor cost incurred during a project or production cycle.

LCV is especially important in labor-intensive industries such as construction, manufacturing, and service-based projects. It is used to monitor efficiency, wage rate fluctuations and workforce productivity.

Labor Cost Variance Formula

LCV = (SH × SR) – (AH × AR)

SH= Standard Hours
SR= Standard Rate
AH= Actual Hours
AR= Actual Rate

Overhead Cost Variance

Overhead cost variance is a financial metric used to assess the difference between the budgeted (or standard) overhead costs and the actual overhead costs incurred during a project or production period.

This metric is particularly useful in environments with fixed budgets and recurring indirect costs, such as in manufacturing plants or large-scale infrastructure projects. Overhead cost variance helps managers understand how well they are controlling indirect spending and can highlight inefficiencies like underutilized facilities, inaccurate cost allocation methods, or unexpected increases in overhead expenses.

Variable Overhead Variance Formula

VOHV = (SH × SR) – (AH × AR)

SH= Standard Hours
SR= Standard Rate
AH= Actual Hours
AR= Actual Rate

Fixed Overhead Variance Formula

FOHV = Budgeted Fixed Overhead – Actual Fixed Overhead

Other Cost Variance Analysis Formulas Used in EVM

While the formula explained above is the main one used to calculate cost variance in project management, there are other earned value management (EVM) formulas that can help with cost variance analysis.

Cost Performance Index Formula

Cost Performance Index (CPI) = Earned Value (EV) / Actual Cost (AC)

A cost performance index (CPI) is a metric used to judge how well resources are being used in a project. When solving for a CPI, the value will be one of two things:

Less than or equal to 1 (resources are not being used efficiently)
Greater than or equal to 1 (resources are being used efficiently)

To solve for CPI, you must divide the earned value by actual costs.

To Complete Cost Performance Index Formula

To Complete Cost Performance Index (TCPI) = (Total Budget – EV) / (Total Budget – AC)

Solving for a complete cost performance index (TCPI) is extremely helpful, especially if you’re experiencing a high (negative) project cost variance. A TCPI is an index that shows how resources must be used for the rest of a project to come in under or on budget.

To find your TCPI, begin by subtracting your earned value from your total budget. Then, subtract your actual cost from the total budget. Last, divide the first quotient by the second quotient.

Free Cost Benefit Analysis Template

Before cost variance comes into play, you need to determine if the project expenses are justified. Download our free cost-benefit analysis template for Excel to quickly crunch the numbers and determine if the project makes sense from a cost perspective. Access to this data makes it easy for project managers to determine if a project will be successful.

How ProjectManager Helps Calculate Cost Variance in Real Time

Throughout the life of a project, you’ll want to have each of these cost variance formulas at your disposal. Thankfully, there are cost management tools that make keeping your eye on variances effortless so that you don’t have to manually crunch the numbers.

ProjectManager fills formulas with the correct values automatically and prevents any human error that can lead to major budgeting mistakes. Factors like total budget, actual costs, earned values and more are updated in real-time so that you’re always seeing the most current data.

Create and manage project budgets, as well as see how actual costs compare to planned costs on the project dashboard. The ProjectManager project dashboard updates automatically, so you’re always looking at the most current figures and make the smartest budgeting decisions. This makes all the difference between spotting cost variances and missing crucial details. Keep your eye on cost baselines, as well as spending and where projects are at in terms of budget.

Need to share this information with stakeholders? Create a budget report in only a few clicks to keep the team up to speed and making the best decisions together. Having this information at your fingertips and being able to share it is the difference between projects staying on budget and going over budget, which can result in cost overrun and total failure.

Calculating cost variance requires project management software robust enough to calculate and organize your data in real time. ProjectManager is online project management software that keeps your project’s costs within budget. Try it today with this free 30-day trial.

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