Best Project Management Software: Full Comparison

Project managers are always looking for ways to improve the workflow of their team, make it more efficient, therefore saving time and money. If you’re overwhelmed by the sheer amount of project management apps out there, you’re not alone. Luckily, we’ve put together our very own top 12 list, so you can find the best app that will improve your agency project management.

In this guide, we’ll check out the best project management software solutions, some of which have a free plan, some are perfect for small teams, and others are the right solution for complex projects.

1. SPP: for agencies looking to scale

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Service Provider Pro is an all-in-one client portal software with come powerful project management features aimed at making life easier for agencies that have opted for the productized approach, as well as:

• content agencies

• SEO agencies

• Graphic design agencies

• link building agencies

In SPP, agencies can create order forms and intake forms to turn leads into paying clients, and collect project information from them. Thanks to SPP’s roles feature, team members can be assigned to orders, giving them just enough access to information to fulfil the orders. This is especially helpful for agencies who juggle multiple projects, and need to involve contractors.

Those working on a retainer basis can set up recurring subscriptions that are automatically charged via Stripe or PayPal—no more manually tracking and following up due to failed payments.

When it comes to project management, the agency management software allows project managers to keep an eye on ongoing orders. They’re able to check ticket response times, see how many orders are currently assigned, and what status they have. This allows them to delegate tasks in order to ensure that deadlines are met.

2. Asana: easy to learn

Asana is a popular project management tool that enables businesses to track daily tasks, deadlines, and resources in one central platform. It includes features such as file sharing and real-time chat, which make collaboration simple and intuitive.

For teams that want a project management platform that’s intuitive and easy to set up, Asana is a perfect fit. Therefore, it’s well-suited for marketing and growth teams (especially in startups) that are more focused on tracking their progress and scaling their operations quickly. In most cases, they don’t have the time to use a project management platform that can take weeks to master.

3. Kissflow: for mid-market businesses

Kissflow is a project management tool that enables businesses to automate their workflows and improve their efficiency. It’s designed to help teams manage projects of all sizes, from small tasks to large-scale initiatives.

With its robust automation features, this platform is best for mid-market businesses (over 50 employees) or startups significantly scaling their operations to the next level.

Included are features such as task management, resource allocation, project tracking, and reporting. They allow businesses to get a clear picture of their progress and identify areas where they can improve.

Kissflow is also a great choice for businesses that need to manage a lot of projects at once, especially if they’re very similar. You can set up pre-defined templates and simply re-use them every time for new projects.

4. Trello: simple Kanban view

Trello is a visual project management tool that uses kanban boards to help businesses track tasks and progress. It’s simple and easy to use, which makes it great for small businesses and teams who are new to project management.

Each “card” in Trello represents a task, which can be assigned to individuals or groups. Cards can also be organized into different categories, which makes it easy to see what needs to be done and who is working on what. You can also connect SPP with Trello using Zapier if you prefer the kanban view.

For those doing advanced project planning, Trello’s functionality might be too limited. Luckily, it offers a variety of integrations, so you can connect it with the tools you’re already using. For example, you can link Trello with Google Drive so that all of your files are stored in one place. It also has a lively app marketplace that further enhances Trello’s utility for those with more complex operational needs.

5. Hive: for marketing teams

Hive is used by companies of all shapes and sizes, but it is especially useful for marketing teams. Thanks to the timeline view, they can always keep an eye on all running projects and upcoming deadlines.

The proofing feature makes it easy for marketing teams to work with clients and receive feedback. It even supports complex approval flows, ensuring that clients are always happy about the project delivery.

Best of all, time tracking is included, so that project managers can allocate resources accordingly. It also helps marketing teams improve their processes and reduce time spent on individual tasks and projects.

6. Wrike: for enterprise use

Wrike is a project management tool that’s popular with enterprise businesses. It offers a variety of features, including task management, Gantt charts, resource management, and real-time collaboration.

The number of features is one of the reasons this tool mostly targets enterprise customers. It can be overwhelming to new teams unless a project manager makes themselves familiar with every option this tool has to offer. The good news is that Wrike’s knowledge base is very detailed, making it easy for PMs to get started with the learning process.

Another big benefit of Wrike is its robust integration with Google Apps, so businesses can link up Gmail and Google Calendar. They’re also able to create and edit documents directly from Wrike.

7. Nifty: for startups

Nifty is a robust project management platform designed to streamline team collaboration and project tracking. With its intuitive interface and powerful features, such as task management, team collaboration, and integrated communication tools, Nifty is ideal for startups and small businesses looking to enhance their productivity.

The platform offers a seamless user experience, allowing teams to quickly adapt and start using it effectively. Nifty’s focus on simplicity and efficiency ensures that teams can concentrate on their projects without being bogged down by a steep learning curve.

8. ClickUp: for agile teams

ClickUp is a project management tool that’s designed to be customizable and agile. It offers a variety of features, including task management, Gantt charts, resource management, and real-time collaboration.

A ton of teams use ClickUp for its powerful customization features. Think all the features in Asana, Trello, Notion and Jira bundled into one. For instance, you can use the platform for task management and as a knowledge base at the same time.

It’s also one of the few tools that offer a free plan that has a 100 MB file size limit. However, there’s no limit when it comes to the number of tasks or team members. The free version also includes features such as live chat, time tracking, and in-app video recording.

9. Teamwork: advanced Kanban view

Those who’re not satisfied with Trello’s standard features can take a look at Teamwork, which also uses the kanban-view and has superior reporting features.

Teamwork is also targeting those who’ve tried other systems for product management, and need to migrate their data. Not only is the data migration simple, it’s also easy to get started with this tool thanks to pre-built templates available after signup.

10. Toggl Plan: for fast-moving teams

Compared to the other mentioned tools on the market, Toggl Plan has a different way of visualizing progress, namely with timelines. The main target group are small teams that have a lot going on in their day-to-day-tasks, such as agencies and consultancies.

The interface relies on simple drag-and-drop scheduling for project timelines, resulting in a clear overview of what everyone is working on, and how long it’ll take. Team members can collaborate on tasks, leave notes, upload files and use checklists to stay organized.

Toggl Plan also natively integrates with Toggl Track for time tracking. This is ideal for businesses that bill by the hour and need to ensure that their estimates are accurate.

11. ActiveCollab: build for agencies & freelancers

Another tool that targets agencies (and freelancers) is ActiveCollab. As with Teamwork, ActiveCollab allows you to easily import data from other apps such as Asana, Basecamp and Trello. You can also test-drive the tool with the help of its sample projects to better understand how everything connects.

The free version includes up to three team members, and allows you to create unlimited projects, tasks, and more—all within a storage limit of 1 GB. Busy project managers will enjoy the mobile apps they can use to manage tasks even on the go.

While ActiveCollab is traditionally an app to track projects, it goes above and beyond simple project management capabilities. Hook up your favorite payment processor, send invoices to clients, and collect money easily.

12. Monday.com: for third party collaboration

Monday.com describes itself as a work operating system. Project management is one of the many features this software allows. One of the main benefits is that it allows you to invite external collaborators (similar to SPP). You’re able to customize access rights so that they only see the most relevant information.

Monday.com also integrates natively with countless services, such as Dropbox, Slack and Zoom. And you can extend the available feature set by building automations with Zapier or the API.

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