Best Project Management Software of 2026

Here's what we'll cover:

What you need to know about project management software

What is project management software?

Essential features of project management software

Benefits of using project management software

How to choose the best project management software for your business

Software related to project management

More resources for your project management journey

What you need to know about project management software

Project management software is a system designed for project planning, scheduling, and task management, allowing project managers and teams to easily track progress and meet deadlines. Features such as project tracking, resource management, and collaboration tools help identify and resolve issues quickly for smoother project execution. In the past year, we've spoken to over 2,000 software buyers to help them find the right tool to support their project teams, leading to more successful project outcomes. [1]

To give you an idea of the market, we have over 1,025 different project management software vendors on our site, and we’ve published more than 22,400 reviews for PM products in the past year alone. For businesses running projects, it’s not a question of whether or not you should have a PM tool, the question is which system is best for you.

Most project management products on the market are priced on a “per-month” basis, and their entry-level pricing plans average $231 per month for up to 50 users. Of the over 1,900 PM software buyers who’ve contacted us in the past year, the vast majority (90%) are budgeting $60 or less. Premium and advanced system subscriptions with more than 101 users can cost north of $1,500 per month. [2]

First-time buyers should begin evaluating with a budget, number of users, number of projects, and necessary integrations in mind. Consult with key stakeholders to develop a list of important questions to help you evaluate systems based on your needs, such as: 

• Does the software offer workflow automations to support our processes?

• Can the project templates and forms be easily customized?

• Can your business perform the data migrations we require?

• Does the system integrate with the specific tools we’re using now?

Because there are so many different vendors, choosing the right option can be a daunting process. In this guide, you’ll learn about the features and benefits of PM software and get step-by-step guidance on choosing the right solution for your business. You’ll also get analyst tips and advice, including insights from experienced PM software advisor Richard Ramsey. Reach out to schedule a consultation with him or any of our advisors.

What is project management software?

Project management software is a system designed to track the lifecycle of projects that take weeks, months, or years to complete, providing project managers and team members a single platform for real-time updates on the project's status. Most PM solutions available on the market include, but are not limited to, project planning/scheduling, budget management, resource management, task management (including to-do lists, task lists, subtasks), and activity dashboards.

The primary goal of PM software is to increase efficiency by making the entire project lifecycle visible to all team members and leadership. Team members are each given a unique login, allowing them to customize their view, report progress, track time, and monitor the progress of others.

Our analysis of reviews, buyer conversations, and research studies finds that an intuitive and user-friendly user interface (UX) is crucial for easy software navigation, reducing the learning curve and improving adoption rates. It helps users quickly identify issues, view due dates, and track task statuses. A well-designed UX ensures these features are accessible and easy to use, enhancing team communication and collaboration for more successful project outcomes.

Task scheduling in Adobe Workfront

Industries that commonly use project management software include construction, manufacturing, software development, information technology (IT) and services, marketing, research, and consulting or professional services. Help desk, quality control, and time tracking are additional uses for certain types of project management software.

Essential features of project management software

When comparing PM software systems to choose the best system for your business, it's important to know what features you can expect to see. Some functionality, like project planning/scheduling and task management, are core features that will be available in every PM system. Other features, such as document management, budget management, and customized templates, are commonly offered. We analyzed thousands of reviews and spoke to thousands of project managers to determine what we believe are core features of PM software. [3]

Core PM features

Common PM features

Artificial intelligence (AI) is also quickly becoming a key feature in PM systems. As Ramsey notes, “Many project management systems are adopting AI to streamline task management, prioritize workflows, and even handle content management. It's cool to see the system can analyze and prioritize tasks or content on its own, saving time and improving project flow.”

If you’d like to know more about PM features and get recommendations for your practice, reach out to Richard Ramsey, or one of our other PM software advisors.

Benefits of using project management software

Our analysis of 6,595 user reviews from the past year shows that team collaboration, workflow automation, project tracking, and organization are the top-rated benefits of project management software. These features directly address the core needs of project management, including communication and coordination across teams, optimal use of time and resources, and visibility into progress in an organized system. 

• Team collaboration: Centralizes communication, including comments, approvals, and document sharing, making it easier for teams to stay aligned and access the latest updates. 

• Workflow automation: Reduces manual effort of repetitive tasks, like assigning tasks or sending reminders, keeping projects on track and freeing up teams to focus on higher-value work.

• Project tracking: Provides PMs and managers with real-time insights into project progress, timelines, and resources, helping to spot bottlenecks earlier and provide more accurate forecasting. 

• Organization: Centralized tasks, deadlines, resource allocations, and progress updates help teams coordinate efforts and avoid common pitfalls like missed deadlines or resource conflicts.

Along with these, Ramsey shares time tracking, budgeting, and resource allocation as common benefits buyers of project management software see. These benefits directly support the PM to better manage the major constraints of time, money, and people. All together, these features streamline processes and ensure that teams can deliver projects efficiently.

How to choose the best project management software for your business

Step 1: Define your requirements

Before selecting a PM system, it’s important to start by defining your specific needs, such as which PM methodologies you use and how many projects you run concurrently. These requirements will guide you toward the system that aligns with your current PM processes and supports your long-term goals.

Requirements include the functionality of the software, but also your budget, training assistance, data migrations, and integrations you need.

One sometimes overlooked cost of implementation can be the migration of data from other systems, such as your CRM and accounting systems. Ramsey shares that, “data pertaining to your projects, clients, leads, etc. is often spread across at least a half dozen systems. And those systems don't always talk to each other.” The data migration and integrations can typically be managed by the vendor for a fee so be sure to discuss these steps during the evaluation.

What is the cost of PM software?

The price of PM software is difficult to generalize because it depends on factors that vary by buyer, such as the number of users, required features, and number of projects you run. However, our analysis of 1,951 calls with PM software buyers in the past year finds that the majority (59%) budget $20 - $40 per user, per month for their new system.

For a comprehensive guide on PM software pricing, check out, A Guide to Project Management Software Pricing Models.

Integration considerations for project management software

Ramsey says, “most people are wanting project management software to work with their CRM system so they can keep track of clients but also pull the client data into individual projects and share the info back and forth.”

Analyst tip: Check the integration capabilities for the exact system(s) you currently use. The version of software you are running can impact integration capabilities and sometimes updating an existing system is required. But it’s usually wise to stay up-to-date on your systems as a best practice.

PM tools are often integrated with collaboration and document management systems, particularly in teams where cross-team communication and file sharing are critical. For instance, a project manager can use an instant messenger to keep a dispersed team in sync with project updates, while a document management tool ensures that all documents are centrally stored and accessible. These integrations simplify collaboration, reduce miscommunication, and ensure that all stakeholders are working from the latest version of key documents.

The industry you’re in will likely have an impact on your requirements for PM software, especially when it comes to integrations. 

• Construction and supply chain operations benefit from integrating their PM system with their enterprise resource planning (ERP) systems, giving project managers real-time visibility into inventory levels and production schedules, helping them allocate resources efficiently and stay within budget. 

• Marketing and consulting teams, where client interaction is closely tied to project execution, can benefit from integrating PM software with their customer relationship management (CRM) system to allow teams to track the progress of client-facing projects, ensuring timely delivery of services and keeping the client informed throughout. 

Be aware of potential drawbacks

While there are many benefits of implementing PM software, there are also potential pitfalls you may encounter while using the new system. The good news is, they’re avoidable. Here are some of the most important ones to be aware of:

• Complexity: While PM software offers powerful tools, some systems come with a steep learning curve as the array of features and interface can overwhelm new users, especially in smaller businesses without dedicated IT or project management expertise. This complexity often leads to confusion, underutilization of key functions, and wasted time during the implementation process. Teams may end up spending more time learning how to use the software than actually managing projects, reducing overall productivity.

• Over-reliance: Relying too heavily on PM software can lead to a loss of flexibility and adaptability within a team. When teams depend entirely on automated processes, task assignments, or status tracking, they may struggle to address issues that fall outside the software's structured workflows. This over-reliance can also lead to decreased problem-solving skills, where team members expect the software to handle all project challenges, making it difficult to adapt quickly when unexpected situations arise.

• Time tracking limitations: While PM software often includes time tracking features for projects, these tools are frequently not robust enough for payroll purposes. It can be challenging to track project and non-project work together, leading to discrepancies in employee hours or billable time. This can result in errors in payroll, complicating compensation processes, and potentially requiring manual intervention, which undermines the efficiency the software is meant to provide.

One common misconception about project management software is that it can automatically solve project delays or scope issues. While it offers tools for planning, tracking, and resource management, it can't independently adjust for unforeseen delays, manage team dynamics, or make strategic decisions. Effective project management still requires human oversight, judgment, and intervention to address complex challenges.

Step 2: Make a shortlist of project management software

With so many PM software options available, selecting the best one for your business can be challenging—but with the right resources and support, it becomes much easier.

Get qualified help from an advisor

At Software Advice, our advisors like Richard Ramsey have experience helping hundreds of project managers identify solutions that match their needs and budgets. If you need guidance, you can chat online now with an advisor or schedule a phone call. In just a few minutes, your advisor will help you identify a shortlist of options that align with your practice’s requirements.

To help you after your free consultation, check out After Your Advisor Call: 4 Tips To Keep Your Software Purchase on Track. 

Explore our list of project management FrontRunners

If you’re not ready to speak to an advisor just yet, you can also start compiling your shortlist of PM software with our FrontRunners report. Only products that earn top user ratings make this list. Check out our full methodology description for more detail on how the report is compiled.

For more help creating a shortlist and a free, downloadable comparison chart, check out The Ultimate Software Vendor Evaluation Guide. This guide and comparison chart will help you compare software evaluation criteria for each prospective vendor by tracking functionalities, training and support offerings, costs, and deployment options.

Step 3: Pick your best option

After narrowing down your options, vendor demos are the next step. These sessions allow you to explore features and ask questions to help you make an informed investment. Being well prepared is essential to maximize the benefits of these demos.

How to prepare for vendor demos

Once you’ve compiled your shortlist of PM systems, you’ll begin to schedule demo sessions with each vendor in order to learn more about their product. This is your chance to ask questions about the features they offer, pricing, technical support, training, and anything else that might be an important factor in choosing the right PM system for your projects.

Here are some questions you should consider asking vendors during demos:

• How customizable is your software to fit our specific project needs?

Every business’s project management methodology and processes differ, so it's important to know if the software allows for customization of workflows, templates, dashboards, and reports that match your current processes. Ask if the system can be tailored to suit the specific way your team manages projects, from task assignments to reporting formats, without requiring complex coding or technical expertise.

Analyst tip: Provide the vendor with an example of a previous project ahead of the scheduled demo and ask them to build it out in their tool so you can see exactly what it looks like.

• What integrations does your software support?

Understanding the available integrations helps ensure that the PM software can connect with your current tools. This question helps you assess whether the software will enhance productivity by eliminating manual data entry and centralizing information across systems. You also need clarity on whether the integrations you require are out-of-the-box or custom options, and whether or not the vendor will perform and/or maintain the integrations.

• How is ongoing support and training provided?

Effective onboarding and ongoing support are critical for smooth adoption and troubleshooting. Employee adoption is a common challenge when adopting a new PM tool and team training is one of the most effective ways to support a successful implementation. Ask about the types of training provided, such as live sessions or tutorials, and the availability of customer support. Knowing what resources and help are available will give you confidence in your team’s ability to fully leverage the software long term.

For more help and additional questions to ask during the demos, check out How To Cut Through the Sales Pitch During Software Demos. This guide is intended to help you prepare for the personalized, real-time software demonstration the vendor is going to show you–not the very initial discussions or video walkthroughs found online.

Step 4: Successful implementation of the new project management software

Once you’ve made your selection and signed the contract on a new PM system, you’ll begin the implementation process. Whether you’re switching from one PM tool to another or switching from an assortment of spreadsheets, there are some important considerations you’ll want to pay attention to during this process:

• Establish clear change management communication: Create a communication plan that outlines how the PM tool will be implemented, its benefits, and the changes to workflows. Ensure that all team members are aware of key dates, training sessions, and milestones. Transparent communication helps reduce resistance and prepares the team for a smoother transition.

Analyst tip: Show the system to the team as early and often as possible. Pull up the homepage or reporting dashboard during team meetings and share recordings of the demos you did with the vendor. The more exposure users have to the look and feel of a new tool, the more comfortable they’ll be when the time comes for them to use it.

• Provide training and change support: Schedule hands-on training sessions for all users, focusing on both basic functionality and advanced features that improve efficiency. Be specific on how the tool will impact workflows and set clear expectations of the why, when, and how of using the new system. Ongoing support, including Q&A sessions, can ease adoption and prevent resistance to the new tool.

• Start with a pilot project: Implement the PM tool on a smaller project or two to test its performance and make necessary adjustments before a full rollout. Use this phase to collect feedback, address any issues, and refine your change management approach. Celebrating successes and showing clear improvements will help ease broader adoption across teams.

For more details on how to ensure a smooth transition, check out our guide, 5 Critical Steps to a Successful Software Implementation Plan.

Software related to project management

Depending on which PM software you choose, you may need to supplement some features with related software systems in order to support time tracking, non-project task management, or specialized PM teams and requirements. Some types of software that are closely related to project management software, but may or may not be included in your PM system, include:

• Collaboration software: Collaboration software is a type of software tool that lets multiple users communicate, collaborate, and coordinate among themselves in real time.

• Requirements management software: Requirements management software is a type of project management tool that helps document and share project requirements with multiple stakeholders.

• Task management software: Task management software is execution-oriented, centered on organizing and managing non-project-based tasks. It allows users to create to-do lists and manage their daily work tasks.

• Workflow management software: Workflow management software helps businesses by automating repetitive processes and provides an overview of all workflows, including metrics on execution to monitor and measure individual and company-wide performance.

• IT project management software: IT project management software is a specialized form of PM software, designed to support the tasks, workflows and collaboration methods used by teams that work in IT fields and particularly software development.

• Project portfolio management (PPM) software: Project portfolio management (PPM) refers to a collective effort by an organization to centralize and coordinate project efforts across a portfolio of work. 

• Time tracking software: Time tracking software is used for tracking the time employees spend on specific tasks during a project to help project managers plan accurate project schedules.

More resources for your project management journey

• 7 Top-Rated Affordable Project Management Software

• How To Decide Whether Your Project Needs a Project Manager

• How AI Is Redefining Project Management: Evidence-Based Insights

• What is a RACI Chart? Learn From an Experienced User

• Your Project Status Report Checklist: What to Include When You Report to Stakeholders

About our contributors

Author

Olivia Montgomery is an associate principal analyst at Software Advice, covering program and project management with a focus on the strategic alignment of IT and operations to optimize digital transformation. Drawing from her experience as a former IT PMO leader and her background in humanities studies, Olivia delivers data-driven insights that empower business leaders to drive business growth through projects. Olivia’s research and analysis is informed by nearly 200,000 authentic user reviews on Software Advice and over 10,000 interactions between Software Advice software advisors and project management software buyers. Olivia also regularly analyzes market sentiment by conducting surveys of project managers and PMO leaders so she can provide the most up-to-date and helpful information to small and midsize businesses purchasing software or services. Her expertise is featured in Forbes, Bloomberg, CIO Dive, and TechRepublic, as well as in podcasts, such as The Digital Project Manager. Recently, she presented her research on emotional intelligence (EQ) and decision-making at PMI's Global Summit conference, shedding light on the crucial role of EQ in driving project success. When she's not analyzing tech trends, you can find Olivia horseback riding or re-watching Jurassic Park.

Editor

Kathryn Todd is a senior editor at Software Advice. She specializes in editing data-driven research reports that cover the latest technology trends. She has almost a decade of experience writing and editing content to help small businesses stay ahead of trends and find the best tech solutions for their needs. Kathryn holds a bachelor's degree in English Language and Linguistics from Sheffield Hallam University in the U.K. When not editing content herself, she enjoys reading content other people have edited and can usually be found with her head in a fiction book and a cup of tea in hand.

Advisor

Richard Ramsey is a software advisor at Software Advice. He/They joined Software Advice advisor team in 2016, and are based in Austin, Texas.

As a software advisor, Richard works directly with small business leaders to connect them with best fit software providers. They assess the technology needs of small businesses seeking to find the right HR, CRM, accounting, project management, and manufacturing software for their business needs each year through one-to-one conversations and provide a short list of potential matches. Their favorite part of being a software advisor is connecting small businesses with software that helps grow their businesses.

They hold a bachelor's degree in criminal justice, and are experienced in retail management and social work.

Sources

1. Software Advice advisor call notes: Findings are based on data from telephonic conversations that Software Advice’s advisor team had with businesses seeking PM software. For this report, we analyzed phone interactions from October 25, 2023, to October 25, 2024. Read the complete methodology.

2. Software Advice software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of December 2023, are included in the pricing analysis. Read the complete methodology.

3. Software Advice reviews data: Software Advice reviews are collected from verified users for individual software products. For this report, we analyzed reviews from the past year as of the production date. Read the complete methodology.