How to choose the best project management software

Project delays, misaligned teams and budget overruns aren't just common — they're expected when the right systems aren't in place. Nowadays, businesses operating in different industries, especially service providers, face the difficulty of managing multiple projects across departments, various locations and time zones, where clarity and control over project execution can make or break a business.

This is where project management software has proven to be highly effective, improving the workflows of businesses, automating routine and overwhelming tasks, and providing accurate insights needed for proper resource management. All these factors can enhance the effectiveness of teams and increase company profitability.

Project management software solutions have become critical tools for maintaining momentum and delivering consistent results. They help project managers track progress, drive structured collaboration, align cross-functional teams, streamline task assignments, and ensure deadlines are met — even when the pressure is on.

But with hundreds of project management tools on the market — each promising advanced features, seamless integrations, and superior usability — selecting the right solution becomes a project. There are just too many options to evaluate; from traditional Gantt chart-based systems to agile, cloud-native platforms, this variety of choices can confuse and overwhelm us. Add varying price models, integration requirements, and scalability concerns, and it's clear why so many organizations still struggle to choose a platform that truly fits their needs in 2025.

This guide is designed to help with that task and eliminate uncertainty. By the end of it, you will learn how to properly evaluate your company's unique project management needs, identify the most critical features—from task creation to collaboration tools and reporting — and assess usability, security, scalability, and cost-effectiveness.

For your convenience, we will also compare the best platforms for IT service providers, helping you make an informed, strategic choice that will take your business to a whole new level by automating workflows and boosting revenues while minimizing costs through optimized resource allocation.

Let's break down what makes the best project management software more than just tools - what makes them essential for your success.

As we already mentioned, the real power of project management software lies in task management, resource allocation, and real-time collaboration, the three most important factors driving project success. With such a tool, you can create project timelines, assign personal responsibilities, track progress, and identify issues related to the projects.

The benefits? This solution minimizes project delays, enhances team productivity and streamlines budget planning and control. With such a tool, you can eliminate the endless email chains and missed deadlines and, most importantly, increase employee efficiency, consequently growing your company’s revenue.

We will now explain the four categories of project management tools.

• Traditional systems follow fixed timelines and detailed planning—ideal for structured projects like infrastructure rollouts.
• Agile platforms offer flexibility for fast-moving environments such as software development teams or creative departments.
• Hybrid tools combine structured planning with agile execution, giving your company the best of both worlds.
• Industry-specific solutions are tailored to the unique needs of sectors like IT, construction, or consulting, offering built-in workflows that match how you work. While general platforms like Zoho Projects serve various industries, specialized tools provide deeper functionality for specific sectors.

The best project management software adapts to your team—not the other way around. It’s about choosing a solution that fits your workflow, supports your goals, and helps you complete projects faster and more effectively.

Before you even start comparing platforms, ask yourself: what kind of projects are you managing, and how does your team actually work? When you choose project management software, success starts with understanding your company's specific structure, limitations, and workflows. Without this step, even the most feature-rich platform will fall short.

For your convenience, we have listed the most important aspects to think of before picking up a project management software that would help your company maximize the team's efficiency, increase revenues, expand your client base, and complete projects on time.

Single projects vs. portfolio management: If your company typically handles one project at a time, you need a simpler, lightweight project management tool focused on basic scheduling and task tracking. Conversely, if your team constantly works on multiple projects simultaneously across departments or clients, you'll need to prioritize project planning, resource management, team collaboration, and real-time progress tracking.

You'll need project management software that supports project portfolio visibility, dependencies, automated billing, and progress tracking. This tool helps you visualize everything related to every project, from timelines to resource allocation.

Short-term tasks vs. long-term initiatives: Short-term projects require speed and agility to be completed on time. In such cases, using software that streamlines task creation, enables rapid approvals, and keeps every employee aligned with minimal setup is essential.

Long-term initiatives require clear, structured workflows along with real-time tracking and dependable reporting features to ensure continuous progress monitoring. Your chosen platform should work equally well for both scenarios without adding unnecessary complexity.

Your team determines your company's success. Project management software not only helps you successfully manage multiple complex projects simultaneously but also increases your team's efficiency.

In-house teams vs. remote or distributed teams: If your IT team works from the office, local collaboration tools might suffice, but with today's remote or hybrid environments, you need a cloud-based project management solution that supports real-time communication, file sharing, and secure access from anywhere. Search for collaboration tools and mobile applications that maintain performance, security, and effectiveness.

Cross-functional collaboration requirements: Managing projects that involve multiple departments with dozens of employees? Whether you're coordinating agile software development teams or cross-departmental initiatives, your project management software must break down silos through seamless communication, task assignments across roles, and role-based access to keep workflows productive.

Determining budget allocations: Cost always matters. Whether you're an SMB or a growing MSP, understanding your spending capacity helps narrow your options. The best project management software offers transparent pricing and scales to meet your needs without locking critical features behind enterprise paywalls.

Resource availability and limitations: If your company faces resource constraints, the right project management tool can optimize resource allocation promptly. Features like workload balancing, time tracking, and automated task assignments ensure you're not overwhelming key team members. This prevents missed deadlines and dissatisfied clients, directly impacting your company's profitability and reputation.

There are essential features to look for in project management software that allow it to deliver the desired outcome to your company. We will now list the most critical of them since the difference between success and frustration often comes down to having the correct project management features that support how your team works.

Task creation, assignment, and tracking: The right project management tool must make task creation effortless—no complex setup or confusing interfaces. It is highly important to have the ability to assign tasks to specific team members, set different deadlines, and track project progress from a single platform. This is why you need to look for solutions that let you or your team manage tasks with drag-and-drop simplicity while providing clear visibility into what's completed, in progress, or overdue.

Workflow customization and automation: It's well known that every company operates differently, regardless of its size. This is why your task management software should adapt to your processes, not force you to change them.

Look for tools offering workflow automation for repetitive tasks, which are time-consuming and overwhelming—automatic task assignments when projects reach certain milestones, notification and alarm triggers, and status updates that keep every employee informed without manual intervention are non-negotiable. We all know that automation can take every organization to a whole new level, so your tool must successfully automate as many of them as possible.

Task creation, assignment and tracking: The right project management tool must make task creation effortless — no complex setup or confusing interfaces. It is imperative to have the ability to assign tasks to specific team members, set different deadlines and track project progress from a single platform. This is why you need to look for solutions that let you or your team manage tasks with drag-and-drop simplicity while providing clear visibility into what's completed, in progress or overdue.

Workflow customization and automation: It's well known that every company operates differently, regardless of its size. This is why your task management software should adapt to your processes, not force you to change them.

Look for tools offering workflow automation for repetitive tasks, which are time-consuming and overwhelming — automatic task assignments when projects reach certain milestones, notification and alarm triggers, and status updates that keep every employee informed without manual intervention are non-negotiable. We all know that automation can take every organization to a whole new level, so your tool must successfully automate as many of them as possible.

eal-time messaging and notifications: Real-time communications are more important than you think; your team must communicate without leaving the platform to manage their projects. Therefore, it is essential to seek collaboration tools that offer instant messaging, @mentions and smart notifications to keep every team member updated without overwhelming their inbox.

File sharing and document management: Centralized file storage eliminates the "Which version is current?" problem that slows down your team. A reliable and efficient project management software must handle document sharing, version control, and secure access permissions seamlessly and with just a few clicks.

Dashboard customization: Customizable dashboards let your project managers track progress while executives focus on high-level project outcomes and resource utilization metrics. While tools like Microsoft Project offer traditional Gantt chart functionality, modern platforms provide more intuitive dashboard experiences.

Progress tracking and performance metrics: It's well known that data-driven decision-making requires real project data. That's why your company needs a platform that offers statistics about project timeliness, team productivity, and budget performance. Why is this important? This platform facilitates the efficient completion of projects and the identification of opportunities for improvement, both of which can significantly boost your company's revenue.

Compatibility with existing tools: Compatibility is another key element that you must focus on; your project management solutions shouldn't exist in isolation or create operational gaps. Integration with your CRM, ERP, and other business tools creates a unified workflow that saves time and reduces data entry errors.

API availability and third-party integration: Future-proof your investment with platforms offering robust APIs and extensive third-party integrations. Ensure your chosen project management app connects seamlessly with your existing workflow tools. This flexibility ensures your chosen solution grows with your business needs.

The best project management tools mean nothing if your team struggles using them. User experience determines whether your investment becomes a productivity booster or an expensive digital paperweight.

Intuitive navigation and layout: An effective project management software must have a user-friendly interface where finding specific projects and monitoring deadlines and project data doesn't require a treasure hunt. This principle applies to evaluating a free project management tool or enterprise solution. If your team needs more than five clicks to complete basic actions, you are looking for the wrong solution.

Customization options: Customization is needed because every team works differently. The best tool for your company must adapt to your workflow and streamline it through customizable dashboards, personalized views, and flexible layouts. The ability to organize project information the way your team thinks saves time and reduces friction.

Availability of tutorials and support: Prioritize choosing platforms offering detailed tutorials, knowledge bases, and, most importantly, 24/7 customer support. The solution you need must equip you with multiple learning formats like video tutorials, written guides, and interactive walkthroughs that would help your team whenever needed for their successful project execution.

Onboarding processes for new users: Smooth onboarding accelerates adoptions and improves the team's productivity. Tools that guide new users through setup, offer project templates, and provide clear paths to first success are essential. Keep in mind that poor onboarding kills team momentum before it starts.

Functionality of mobile applications: Your team doesn't work exclusively from desks. Mobile apps should provide full functionality for task management, project progress updates, and team collaboration—not just basic viewing capabilities. Flexibility always drives success, so make sure your team has everything needed to deliver the outcome you expect from them.

Real-time sync between desktop and mobile apps keeps everyone current. When updates happen on mobile apps, they should instantly reflect across all devices, ensuring your team works with accurate project data regardless of where they access it.

Your project data contains sensitive information—client details, financial records, and strategic plans. The right project management software must protect this information with enterprise-grade security measures that keep your business safe from threats and, most importantly, protect your organization's reputation.

Encryption standards: Ensure that the platform you are looking at uses industry-standard encryption protocols — AES-256 for data at rest and TLS 1.3 for data in transit. These security features ensure that your project information remains unreadable even if someone manages to intercept it.

Access controls and user permissions: Diversifying access controls and user permissions strengthens the overall security posture of your organization. Look for solutions that allow you to control who can view, edit, or delete specific projects and customer data. Role-based access controls ensure only authorized team members can see specific information relevant to their responsibilities.

Adherence to GDPR, HIPAA, etc.: Almost all companies operating in different industries must adhere to specific security standards, regardless of size. This means you need to select a tool that will assist you in complying with these regulatory frameworks, such as GDPR for European data protection or HIPAA for healthcare information.

Audit trails and data retention: Your project management tool should automatically log user activities, changes to project data, and access patterns. This creates audit trails that demonstrate compliance during inspections and helps investigate security incidents. Additionally, ensure the platform supports your industry's data retention requirements—some regulations mandate keeping records for specific periods, while others require secure deletion.

Cost analysis and pricing models

Choosing the best project management software means more than just comparing price tags. You need to understand what you're paying for — and what you're not.

Choosing the best project management software means more than just comparing price tags. You need to understand what you're actually paying for—and what you're not.

Subscription-based vs. one-time payment: We all know that most project management platforms use subscription models—monthly or annual fees per user. While this spreads costs over time, it means ongoing expenses when you hire new employees. Other project management software offers one-time purchases that might seem cheaper, but remember that they often lack some advanced features, updates, and 24/7 customer support. When choosing between these pricing models, you must consider your cash flow preferences and long-term budget planning.

Tiered pricing and feature access: Popular project management software typically offers three common tiers — basic, professional, and enterprise. Many vendors also provide a free project management tool tier with limited functionality to attract new users.

Lower tiers might seem attractive since they are cheaper. However, before choosing them, check if they include important portfolio management features for your business, like real-time task progress tracking, enhanced collaboration, Gantt charts, or custom project templates. Keep in mind that the cheaper option often ends up being more expensive in the long run, as it frequently fails to meet your expectations.

Hidden costs: Factor in training expenses, data migration fees, integration costs, and ongoing maintenance. Some platforms require dedicated IT support, while user-friendly options reduce these overhead expenses. Calculate these hidden costs before making your decision.

Return on investment considerations: The right project management software pays for itself through improved efficiency and reduced project costs. Track metrics like faster project completion, reduced overtime, and improved resource allocation. If your team completes projects 20% faster, that efficiency often justifies the investment within months.

Before making any decision, it's essential to research the company behind the software. Vendor reputation and support quality are as important as the features provided, because they determine whether you'll get help when problems occur or face situations where your team must solve issues independently.

Vendor history and customer reviews: Deeply analyze the particular vendor's track record before subscribing. Find information about how long they have been in business. Are customers already using the software satisfied? This information can easily be found in the reviews section, giving you the ability to pay attention to complaints about downtime, data loss, or poor support—these red flags can save you from costly mistakes.

Case studies and success stories: The best vendors always provide detailed case studies showing how their project management software helped different organizations. Seek specific metrics, like: Did clients reduce project costs, improve team collaboration, or complete project efficiently?

Availability of support channels: When your project management tool fails, you need help immediately to minimize the potential damages to your company. Evaluate available support channels—phone, email, live chat, and knowledge base. The most reliable vendors offer multiple contact methods and comprehensive self-help resources for common issues.

Response times and issue resolution: Check the service provider's SLA commitments for response times and resolution targets. Critical issues affecting project execution need rapid response—ideally within hours, not days. Understand what constitutes different priority levels and whether your subscription tier includes premium support options.

IT service providers face distinct challenges that arise from the complexity of their daily operations. The problem stems from the fact that generic or basic project management software simply can't successfully resolve them. This is why they need tools that understand their needs through automating and streamlining different processes that otherwise are labor-intensive and time-consuming.

To maximize efficiency with your existing team, your organization needs project planning software that can streamline the entire project lifecycle for complex IT initiatives. Whether it's migrating a client's email system, upgrading or maintaining their infrastructure, or onboarding new users and employees, these projects require detailed project planning with technical dependencies and proper resource coordination.

Pre-built workflows for the most common use cases, like server migrations or software rollouts, save time and ensure consistency across client engagements. Equipped with the right project management software, your team has on their side the needed visibility into technical requirements, vendor dependencies, and client approval processes—all within unified project timelines.

When these tools integrate seamlessly with your existing tech stack, they allow your team to link project tasks with service tickets, documentation systems, and, of course, billing platforms. Such integration has provenly prevented information silos and ensures accurate project tracking from initial scoping through final delivery.

This is where most project management software falls short. Your technicians can't ignore urgent support tickets just because they're working on a scheduled project.

Your platform must allow flexible resource allocation—enabling team members to be pulled from project work for critical support issues without losing project momentum. Look for tools that can track both billable project hours and reactive support time, providing clear visibility into how your team's time is actually spent.

Your platform will assist you in balancing the allocation of resources between urgent client demands and strategic project execution, guaranteeing each receives the necessary attention without jeopardizing the success of the project or the satisfaction of the client.

• Gantt charts and time tracking for billable projects — Visualize project dependencies while accurately capturing billable hours for transparent client invoicing.
• Budgeting tools and milestone-based invoicing — Track project costs in real-time and invoice clients based on completed milestones automatically.
• Ticketing system integration for seamless service/project alignment — Connect support tickets with project tasks to balance reactive support and planned work.
• Role-based access control and client-specific views — Restrict team access to relevant projects while providing clients visibility into their initiatives only.

Since we already discussed how important it is to automate and improve your IT service provider's business, now it's time to introduce you to the best project management tools that will take your company to a whole new level. The solutions mentioned below are reliable, efficient, and, most importantly, have proven their project management capabilities, which are desperately needed from organizations of all sizes to minimize the labor-intensive processes and maximize their profitability.

Acronis PSA is an all-in-one project management software solution that is purpose-built for MSPs and IT service providers operating under recurring revenue models. Seamlessly integrated with Acronis Cyber Protect Cloud, it combines project management capabilities, billing, service desk operations and business intelligence into one unified console. The idea behind its creation is to provide organizations of all sizes with a single tool that gives them everything needed, eliminating the necessity of using multiple tools.

• Automated Billing and Invoicing: Streamline usage-based billing for Acronis, Microsoft CSP, and other cloud services. Consolidate software, labor, and hardware charges into one invoice and process payments via PayPal, Stripe, or popular accounting software.
• Service Desk Management: Manage tickets across multiple sources, automate time tracking, track SLA compliance, and boost client satisfaction through NPS feedback and recurring ticket scheduling.
• Project Management Tools: Plan and track the team’s projects using Gantt charts, set milestones, monitor budgets, and support flexible billing models—ideal for creative teams managing complex deliverables.
• Inventory Management: Log stock details, automate invoicing on hardware sales, and analyze profitability across all sales.
• Advanced Reporting and KPIs: Make informed decisions using ready-to-use dashboards that monitor revenue, costs, and client profitability. Forecast growth using service desk and financial analytics.

Pros:

• Natively integrates with Acronis RMM and cybersecurity tools
• Reduces manual overhead and boosts profitability
• Unified console simplifies operations for MSPs.
• Built-in tools to allocate resources effectively

Cons:

• Slightly limited customization compared to other PSA platforms

Ideal Use Cases:

• MSPs managing recurring cloud services
• Project-based IT operations like migrations and upgrades
• Teams needing SLA enforcement and real-time performance tracking
• IT service providers seeking to unify billing, support, and project planning

Kaseya BMS is a professional services automation (PSA) platform that assists MSPs in streamlining their operations, enhancing ticket resolution times, and managing their entire service business from a unified platform. Built for modern IT teams, it combines robust functionality with ease of use and rapid deployment.

• Service DeskCentralizes ticketing, escalations, and workflows. Automates ticket creation from VSA alerts and other IT Complete modules.
• Customer Relationship Management (CRM)Manage leads, contacts, opportunities, and client interactions in one place to improve relationship tracking.
• Automated BillingEliminates manual effort and errors. Supports all billing types (time & materials, fixed-price, recurring, usage-based) and integrates with QuickBooks® and Xero®.
• Project ManagementOrganize and manage your client projects with task dependencies, Gantt charts, timelines, and resource tracking for better execution and planning.
• HR ModuleManage internal team info, skills, schedules, and time off—especially useful for resource allocation.
• Real-Time ReportingBuilt-in dashboards give profound visibility into project outcomes, SLA adherence, and technician utilization.
• Native IntegrationsIntegrates with other Kaseya IT Complete tools like VSA, Unitrends, and IT Glue for seamless operations.

Pros:

• Fast setup and onboarding
• Deep automation with real-time alert handling
• Strong accounting and billing integration
• Excellent for MSPs managing multiple projects

Cons:

• UI can feel dated compared to newer PSA tools.
• Limited customization outside pre-built workflows
• Primarily built for the Kaseya ecosystem

Ideal Use Cases:

• MSPs managing client onboarding, migrations, or upgrades
• Teams needing integrated CRM and billing
• Firms that want to automate project execution and ticket handling
• Organizations using other Kaseya tools

HaloPSA is a comprehensive Professional Services Automation (PSA) solution designed for Managed Service Providers (MSPs) and IT service teams. It centralizes operations, streamlines workflows, and enhances service delivery.

• Service Desk & Ticketing: Efficiently manage incidents, service requests, and changes with customizable workflows and automation.
• Project Management: Plan, execute, and monitor projects using integrated tools like Gantt charts and time tracking.
• Time Tracking & Billing: Accurately capture billable hours and automate invoicing, supporting various billing models.
• Asset & Inventory Management: Track hardware and software assets, manage stock levels, and monitor warranties.
• Contract Management: Oversee client agreements, automate renewals, and ensure compliance with SLAs.
• Reporting & Analytics: Gain insights into performance metrics, financials, and customer satisfaction through customizable dashboards.
• Self-Service Portal: Empower clients with a portal for submitting tickets, accessing knowledge bases, and tracking requests.
• Integrations: Seamlessly connect with tools like Microsoft 365, QuickBooks, Xero, and various RMM solutions.

Pros:

• User-friendly interface with extensive customization options.
• Robust automation capabilities reduce manual tasks.
• Comprehensive feature set suitable for diverse business needs.
• Active development with regular updates and improvements.

Cons:

• Initial setup and customization can be time-consuming.
• Some users report a steep learning curve for advanced features.
• Mobile app functionality is limited compared to the desktop version.

Ideal Use Cases:

• MSPs: Streamline service delivery, automate billing, and manage client assets effectively.
• IT Departments: Centralize ticketing, project management, and asset tracking.
• Consultancies: Manage client engagements, track time, and automate invoicing.
• Cloud Solution Providers: Integrate service management with cloud platforms and billing systems.

While free project management software exists, the best solution for small businesses is one that's easy to use, automates routine tasks, and scales with growth. Look for tools with strong task tracking, time management, and integration features—like Acronis PSA—built to simplify operations and support your team without overwhelming them.

Start by selecting software with a clean, intuitive interface. Offer training early, align features with daily workflows, and get buy-in from key team members. When your team sees how the tool improves productivity and clarity, adoption follows naturally—especially when backed by clear communication and ongoing support.

Yes—most modern project management platforms integrate with tools your company already uses, such as CRMs, accounting software, helpdesks, or Microsoft 365. Choosing a solution with open APIs or native integrations ensures seamless data flow across systems, improving efficiency and reducing duplicate work.

Avoid overcomplicated platforms packed with features your team won’t use. Don’t overlook total cost, scalability, or ease of use. Failing to involve your users in the selection process is another common mistake—if the software doesn’t fit how your team works, it won’t get used.

Every business owner worldwide strives to make their business as successful and profitable as possible. While it may not be an easy task, the right project management software can easily achieve this. If you are still wondering how a single tool can make such a difference.

Well, through automation, which eliminates manual-intensive processes, proper project planning and management that gives crystal-clear visibility, and, most importantly, increasing your client satisfaction level. All these elements direct your business in the right way to achieve its goal set ahead.

This can only happen when you make an informed decision and select the right project management software for your organization. As we already discussed, it is critical to evaluate your business needs, acknowledge all of the workflow gaps in your company, and then equip it with the tool that can successfully improve each process. It is safe to say that a single tool can make the difference between a sinking and a successful business.

This can only happen when you make an informed decision and select the right project management software for your organization. As we’ve discussed, it is critical to evaluate your business needs, acknowledge all the workflow gaps in your company, and then equip it with the tool that can successfully improve each process. It is safe to say that a single tool can make the difference between a sinking or successful business.

Simplify success with an easy-to-deploy, adopt and use PSA tailored for modern recurring and cloud MSP business models. Acronis PSA features a service desk, billing and invoicing, contract and quotation management, stock inventory and project management, and insightful KPI reports. Part of Acronis Cyber Protect Cloud, Acronis PSA is natively integrated with Acronis RMM, cybersecurity and data protection in a single console and offers comprehensive integrations with third-party RMM and accounting systems.

Make a wise decision and become part of the Acronis family today.