21 Best Project Management Tools for the Smart PM

Life without proper project management is hell.

I’ll be honest with you, my knowledge of the old ways of project management doesn’t go so far. Every time I try to imagine it, I think of the Office. And I can just tell I’m not quite off.

But thankfully, we don’t have to imagine those horrible horrible times, as we have project management software now.


Although project management tools make it way easier, it may be hard to choose between options. But do not worry. In this article, we have gathered the top 21 project management tools on the market right now, with reviews too!

But before we dive in, let’s remember what project management is.

What is project management?

Project management is bringing together resources, experiences, information, and teammates to plan a project and lead it successfully. 

Although it works differently for every institution and team, in SaaS, it is pretty much a fixed process. Moreover, to make sure every workflow runs smoothly, there are certain features every project management tool must have.

What is a project management tool?

Project management tools are software that help your company and respective teams follow an organized workflow and make sure KPIs and goals are met. 

While there is an abundance of tools that work in specific industries and for even more specific goals, they all have one thing in common: they are there to make sure you reach your project goals

Why use third-party tools as a project manager?

Just like it is with any other tool, one asks the question “why?” with project management tools too. And again, just like any other tool, there are certain qualities of a third-party project management tool that makes it more engaging for businesses.

A prevailing debate as old as time, the in-house vs. third-party debate is yet to come to an end. But as I see it, third-party tools seem to have the higher ground

👉 No-code

Almost all third-party tools are no-code. And yes, that is a good enough reason to adopt one today. If you are not in the tech part of your business, you probably have no idea just how hard it can get to code, even a landing page. So, it is to everyone’s advantage that you get that no-code third party today.

👉 Easier set-up and maintenance

Coding is hard; yes, we get it. But guess what’s even harder? Maintaining it.

A third-party project management tool makes set-up and maintenance a walk in the park. Moreover, the general ease of use is boosted up thanks to regular updates of third-party tools.

In-house could never. 

👉 Better performance

Third-party tool companies spend every day coming up with better features and optimizing existing ones. So, you know they will potentially perform way better than in-house. Even though there is the comfort of building whatever you will use with in-house tools, it is hard to guarantee they will perform as well as third-party tools.

So, let’s dive into it.

21 Best Project Management Tools for the Smart PM

1- monday.com

monday.com as the best project management tool

monday.com is on top of the list for many reasons. This project management software offers an online Work Operating System (Work OS) where you can create any tool to manage and organize projects and workflows.

Monday’s user-friendly solution helps teams of all sizes shape projects and workflows, adjust to shifting needs, create transparency, collaborate without hassle, and stop repetitive, time-consuming manual work. In addition, monday.com integrates seamlessly with a wide variety of tools like Google Drive, Slack, Dropbox, Outlook, and others, all without any coding needed.

Any complex project, thanks to this powerful tool, could become an easy piece of work in a second. The reason I am able to say so is due to the powerful features this tool contains for your project team, especially for remote teams that need to get work done collaboratively.

Thus, project planning, project timelines, project templates, project tasks, and project schedules are no longer things you have to worry about! Create them, utilize them, track them, and share them via this useful project management solution with your entire team.

Key features:

  • Dashboards to simplify decision-making with real-time highlights.
  • Automations to save time and leave repetitive work behind.
  • Integrations to keep your business tools all in one place.
  • Kanban to prioritize tasks and balance demands according to capacity.
  • Gantt to visualize project milestones and dependencies.
  • Docs to turn words into workflows and collaborate in real-time.
  • Files to add context to your tasks by uploading any file type.


  • Individual plan: $0 Free Forever (Up to 5 seats)
  • Basic plan: $6 per seat / per month (Total $18/month billed annually)
  • Standard plan: $10 per seat / per month (Total $30/month billed annually)
  • Pro plan: $22 per seat / per month (Total $66/month billed annually)
  • Enterprise plan: To get the detailed price for all enterprise-level features, get in touch with sales.

2- Scoro

Scoro as a project management tool

Scoro is a comprehensive project management software that includes all the features you may need, including projects and tasks, contact management, quotes, team collaboration, billing, and reporting.

It also helps you to streamline your entire work process, so you don’t have to use different tools for each task. All of your important information is kept in one place, thanks to this project management platform. 


  • Projects with sub-tasks and deadlines,
  • Real-time KPI dashboard,
  • Shared team calendar & meeting scheduling,
  • Contact management,
  • Time tracking and billing for work,
  • Detailed reports on project progress and finances,
  • Pre-made templates for quoting and invoicing.


  • Essential plan: $26/user per month
  • Standard plan: $37/user per month
  • Pro plan: $37/user per month
  • Ultimate plan: Available on request.

3- ProofHub

ProofHub as a project management software

ProofHub is an all-in-one project management and team collaboration tool that is designed for teams of all sizes to improve collaboration, coordination, and project execution.

Preferred by more than 85,000 teams and businesses worldwide, ProofHub offers a host of innovative features in a centralized location, which enables project managers to have greater control over teams and projects. Easy to understand and use, ProofHub’s affordable, fixed pricing makes it a value-for-money proposition for startups and small businesses that have a limited budget at their disposal.

The tool can help you with a multitude of activities, ranging from online proofing, task allocation and management, group chat, time-tracking, scheduling, and much more.

Via this project management app, you can check project progress, who’s working on what, and how much time it’s taking for individual tasks to be completed.


  • Online proofing,
  • Group chat,
  • Gantt charts,
  • Kanban boards,
  • Custom roles,
  • Task management,
  • Timesheets,
  • Discussion.


  • Essential Plan: $45/month, billed annually (unlimited users)
  • Ultimate Control Plan: $89/month, billed annually (unlimited users and unlimited projects)

4- Filestage

Filestage as a project management software

Filestage is an innovative enterprise-ready project management software that helps teams get their deliverables approved faster. Filestage streamlines and organizes feedback on the proofing process while reducing errors and ensuring compliance guides are followed correctly.

It allows colleagues and clients to view and annotate project deliverables (such as documents, images, or videos) in real-time for marketing projects, video production, website design, product catalogs, and anything else –and to approve files after they’re finished.


  • Consistent review and approval processes,
  • One-click approvals,
  • Real-time comments on videos, documents, images, and audio files,
  • Versioning,
  • Project dashboard to keep an overview of all deliverables.


  • Advanced plan: €19/month per user
  • Professional plan: €39/month per user
  • Enterprise plan: Available on request.

5- Proprofs

project management tools proprofs

ProProfs is a feature-rich project management tool that enables businesses of all sizes to easily manage, track, and execute projects.

It centralizes all of your projects under one roof, allowing your teams to work together on them.

They can share files on the move, discuss barriers, provide feedback through task comments, and receive real-time project updates.

This tool can help you with everything from assigning and prioritizing tasks to tracking and completing them. You can also generate invoices, manage billable and non-billable hours, and create timesheets for each team member.


  • Gantt charts,
  • Shared Calendar,
  • Real-time updates,
  • Custom workflow,
  • Timesheets,
  • Insightful reports,
  • Invoice generation,
  • Drag and drop functionality.


  • Essentials plan: $2/user per month
  • Premium plan: $4/user per month

6- nTask

nTask as a project management software

nTask is a project management and team collaboration software. Users can plan all projects in nTask with just a few clicks by adding descriptions, assigning resources, setting a budget, and creating tasks. They can visualize project progress with beautiful interactive Gantt charts that can help in decision making. 

This application allows you to integrate with different apps, including Zoom, Slack, Google Calendar, and other applications, to keep your projects synchronized.

Thanks to its mobile app, nTask is available on the web, Android, and iOS devices.


  • Task management,
  • Kanban board,
  • Gantt charts,
  • Team management,
  • Bug tracking,
  • Risk management,
  • Time tracking,
  • Meeting management,
  • Time sheets.


  • Premium plan: $3/month per user, billed annually
  • Business plan: $8/month per user, billed annually
  • Enterprise plan: Available on request.

7- Weekdone

project management tool - Weekdone's solutions

Weekdone is an online project management software that combines both weekly status reporting and long-term goal-setting. Employees can link their weekly responsibilities in task lists to quarterly targets to ensure that their efforts are directed toward the right objectives.

Owing to its well-developed reporting features, Weekdone is considered a weekly reporting and goal-setting tool for small teams that allows managers and leaders to see both short and long-term progress in one place—which can be of aid from sales teams to creative teams.


  • Weekly status reporting,
  • Quarterly Objectives and Key Results (OKRs),
  • OKRs Reports,
  • OKR coaching and onboarding,
  • Graphical metrics dashboard,
  • Private 1-on-1 feedback.


  • Free plan: $0 (up to 3 users)
  • Premium plan: From $90/month for larger teams, billed annually

8- CoSchedule

CoSchedule as a project managment tool

CoSchedule is a user-friendly marketing project management tool designed to help marketers stay organized with its basic features. By consolidating all project workflows into a single cross-functional calendar, it promotes business visibility.

Also, you can easily create, plan, schedule, and publish campaigns; then, analyze the results with the detailed social reports the platform provides.

With the ability to monitor all projects, tasks, deadlines, and delivery dates in one place, the possibilities for creation are now endless.


  • Work, asset, content, and calendar organizers,
  • View, manage and approve all projects and tasks in one place,
  • Kanban project dashboard,
  • Store assets and files,
  • Team progress tracking.


  • Free Marketing Calendar: $0 (for one individual user only)
  • Pro Marketing Calendar: $29/user per month, billed annually
  • Marketing Suite: Available on request.

9- Basecamp

project management tools basecamp

Basecamp is one of the most widely used online project management tools today. It brings together all the necessary features in one place, making it easier for project participants to know what they need to do and ensure that nothing is forgotten.

With Basecamp, you can make lists, post announcements, set important dates, share docs, files, and images, chat with your team, perform automatic check-ins regarding your projects.

Moreover, this simple project management tool offers a 30-day free trial for everyone looking forward to try running their business on its platform.


  • Message boards
  • Schedules,
  • To-do lists,
  • Document and file storage,
  • Easy-to-use and simple interface,
  • Tag team members easily.


  • Basecamp Personal: $0 (limited features)
  • Basecamp Business: $99/month flat (unlimited users and unlimited projects)

10- Asana

project management tools asana

Asana is a cloud-based project management tool that assists teams in mapping out every detail of projects within a company. Asana allows you to plan your work in the most efficient way possible. It’s adaptable enough to fit your needs.

Flexible project views, calendar view, and more than 100 free integrations, Asana has secured its spot as one of the most popular project management software that has been able to make a statement even with its common features in its basic plan.


  • A basic dashboard and search,
  • Board projects,
  • Employee notification,
  • Gantt chart,
  • Special Asana calendar,
  • Detailed progress reports.


  • Basic plan: $0 (unlimited tasks and unlimited projects)
  • Premium plan: $10.99/month per user, billed annually
  • Business plan: $24.99/month per user, billed annually
  • Enterprise plan: Available on request.

11- Advantage

project management tools advantage

Advantage software is a business management solution that is best suited for business agencies and marketing companies since it’s known for combining media, project management, and accounting into one system so that your team can easily make use of this tool without having to change platforms.

With robust modules, comprehensive features, and extensive reporting, it successfully integrates all agency roles into a single solution.

All aspects of project administration, proofing, billing, and customer relationship management are automated. The good news is that it works well for small to medium-sized businesses as well. 


  • Automate and manage projects more efficiently,
  • Streamlined processes to manage time, tasks, and expenses,
  • Reporting and forecasting in detail,
  • Collaboration and file sharing.


Available on request.

12- Paymo

Paymo as a project management software

Paymo is a full-featured task management software that helps teams operate more efficiently by providing advanced planning, scheduling, task management, and time tracking capabilities.

Trusted by Adidas, Accenture, NYU, Fujifilm, and many other famous brands and institutions, Paymo is surely an excellent tool for bringing people together and getting them on the same page. Paymo allows you to work in harmony as part of a creative marketing, web design, or business consulting team, and it helps you manage work faster and better.


  • Advanced task management tools,
  • Gantt charts,
  • Kanban boards,
  • Task calendar view,
  • Milestone tracking,
  • Real-time comments and discussions for seamless collaboration,
  • Compare your initial time estimates to the actual time spent on the job,
  • Customizable time and work reports.


  • Free plan: $0
  • Starter plan: $4.95/month per user, billed annually
  • Small Office plan: $9.95/month per user, billed annually
  • Business plan: $20.79/month per user, billed annually

13- Evernote

project management tools evernote

When you’re planning a project, having everything in one place makes it easier to stay organized. Evernote is a useful app for taking notes, making lists, reading internet content, and looking up something you’ve written before. 

Keeping everyone on the same page will ensure that you stay focused on the important aspects of your projects from start to finish. At least that’s what famous names, such as Forbes, Inc. Magazine, The Verge, and Entrepreneur Magazine say about using Evernote for their teams to run their business directly and collaboratively.


  • Reminders,
  • Document scanning,
  • App integrations,
  • Web clipper,
  • Templates,
  • PDF and Docs search.


  • Free plan: $0
  • Personal plan: $7.99/month
  • Professional plan: $9.99/month
  • Evernote Teams plan: $14.99/month per user

14- Celoxis

project management tools celoxis

Celoxis is an all-in-one PM tool. It allows businesses to manage their portfolios, projects, tasks, resources, timesheets, issues, and risks all in one place.

It provides a lot of collaboration features, including a free client portal that you can customize. It has one of the best dashboards and reporting capabilities on the market. It has a lot of features, it is easy to use, and it can be customized to suit your needs.

Another plus of Celoxis is that it’s one of the greatest alternatives to Microsoft Project if you are familiar with the Microsoft Project scheduling paradigm.


  • All-in-one project management tool,
  • Dynamic dashboards and reports,
  • Resource management,
  • Budget tracking,
  • Easy to customize and intuitive,
  • Project tracking,
  • Portfolio management.


  • Cloud option: $22.50/month per user, billed annually
  • On-Premise option: $450/per user, billed once

15- Cage

project management tools cage

Cage is a media collaboration tool for designers, creative firms, and in-house teams. It allows you to work directly with your team on the project, allowing you to finish work on time.

You can gather, discuss, and act on feedback faster using its powerful toolbox. In addition, you can manage projects, teams, and communication from a single place. It’s also a good way to obtain a clear view of what’s going on with your projects and how your team is doing.

Moreover, there are many robust features that come with Cage: adding an estimated time to a task, adding comments to tasks, saving drafts, adjusting privacy settings according to your wishes, using a rich-text editor, and making use of automatic backups.


  • Records different works in progress,
  • Dedicated space to organize your team and all your tasks, files, messages, and client presentations,
  • Custom brand and design file presentations to share with your team and clients for review,
  • A straightforward, on-the-record way for stakeholders to approve media files with date and time stamps,
  • Asset management.


  • Free plan: $0
  • Standard plan: $8/user per month
  • Professional plan: $14/user per month
  • Enterprise plan: Available on request.

16- Avaza

project management tools avaza

Avaza is a useful tool that allows teams to collaborate on projects, plan resources, track time, and manage budgets in order to run a more efficient business.

With easy file sharing, activity feeds, and other features, it allows you to get more done in less time. You can also get a bird’s eye perspective of who’s working on what, manage job assignments, and make better scheduling decisions based upon your observations. 


  • Project management,
  • Project resource scheduling,
  • Expense tracking and management,
  • Business reporting,
  • One-click time tracking from every screen.


  • Free plan: $0
  • Startup plan: $11.95/month (2 users)
  • Basic plan: $23.95/month (5 users)
  • Business plan: $47.95/month (10 users)

17- Trello

Trello as a project management software

Trello is one of the tools with an intuitive interface to help you run agile projects, whether it’s an individual project or a cross-functional project that is based on team communication.

Trello ensures that teams, from marketing to product, can deliver projects on time thanks to three elements: boards, lists, and cards.

These views enable a healthy tracking process for each assigned action, day-to-day task, and project status – eventually forming the capability to hit every deadline in your pipeline.

A big plus is that Trello is one of the few project management software that’s free, i.e., a whole team can use it with limited features and content.


  • Multiple customizable views,
  • Several already-made project templates,
  • No-code in-built automation wizard called Butler,
  • 150+ native integrations,
  • Power-ups that can take your workflow to another level.


  • Free plan: $0
  • Standard plan: $6/month per user
  • Premium plan: $12.50/month per user
  • Enterprise plan: For this plan, please contact Trello’s sales team.

18- Nifty

Nifty as a project management software

If somebody ever asked me to recommend and list the best project management examples out there, I’d definitely include Nifty.

Because Nifty combines all your needs in one place – all your tasks, docs, chats, and roadmaps are displayed in one platform that promotes real-time collaboration to inspire productivity from all corners of the world.

Having several task views, Nifty helps teams create agile workflows that can be altered according to the user’s needs.

Two key features of this powerful project management tool are the ability to create knowledge hubs and automate process reporting, increasing transparency while enhancing effectiveness.

Moreover, this tool offers a free plan with which you can manage your projects; the only downside is it limits the features and projects you could use during your stay.


  • Knowledge hubs,
  • Multiple task views,
  • File sharing, collaboration, proofing, and storage,
  • Project overviews, portfolios, and reports,
  • Milestone tracking,
  • Forms,
  • Time tracking,
  • Insights.


  • Free plan: $0
  • Starter plan: $49/month (up to 10 members)
  • Pro plan: $99/month (up to 20 members)
  • Business plan: $149/month (up to 50 members)
  • Unlimited plan: $499

19- Smartsheet

Smartsheet as a project management software

One of my top 10 project management software tools enclose Smartsheet due to the way it standardizes work for success with customizable features and user-friendly interface, especially for the ones who used Excel before trying out an agile tool.

What Smartsheet does is getting ahead of communication tools via conversations section which displays even your emails – eliminating the need to switch from one app to another.

That’s not all; this tool has such a useful reporting system that you can easily view the data of multiple sheets in a single report that also displays trends and possible errors.


  • Content management,
  • Task automation,
  • Workflows,
  • Resource management,
  • Work insights,
  • Forms and filters,
  • Time tracking,
  • Portfolio management.


  • Pro plan: $9/month per user
  • Business plan: $32/month per user
  • Enterprise plan: For this plan, please contact Smartsheet’s sales team.

20- OpenProject

OpenProject as a project management software

This option is for the ones who’re looking for a open-source project management software: OpenProject.

OpenProject is a downloadable software for project management that you can use to several use cases, such as project portfolio management, task management and issue tracking, and product roadmap and release planning.

With features like customizable dashboard to file management, this tool can help teams keep on track and stay up-to-date via agile boards that you can use to create a simple work-breakdown structure.

Moreover, OpenProject has a free trial that you can try out!


  • Project planning,
  • Project templates,
  • Project portfolio,
  • Project reports,
  • Issue tracking,
  • Time tracking,
  • Cost tracking.


  • Basic plan: $7.25/month per user (minimum 5 users)
  • Professional plan: $13.50/month per user (minimum 25 users)

21- Microsoft Project

Microsoft Project as a project management tool

As a standalone product of Microsoft, Microsoft Project is a great platform with a user-friendly interface, especially if you’re used to the other products of the same brand.

Some of the key features this tool has are working simultaneously on files, changing views according to the need, making use of other tools of Microsoft 365, managing team projects, tracking task due dates and timelines, and many more to help teams improve their workflows.

Be a project manager or team member, you should give this project management app a chance for sure! 


  • Portfolio management,
  • Resource management,
  • Multiple views,
  • Integration with Microsoft 365 tools,
  • Roadmaps.


  • Project Plan 1: $10/month per user
  • Project Plan 3: $30/month per user
  • Project Plan 5: $55/month per user


It is important to be aware of the changing needs of your business and how technology can help you and your agile team achieve success.

For this specific success, firstly forget about traditional project management and focus on project management solutions with advanced features.

But let’s be honest: There is a wide range of project management software tools that can be of aid.

I hope that this list has given you a better idea about the best project management tools out there, so you can find one that best suits your needs in 2023. 

Frequently Asked Questions

What is project management software for?

Project management software is used for creating multiple effective workflows that you can assign projects, tasks, and subtasks to team members in order to stay on top of action items and up-to-date with each other.

What is the best software for project management?

According to project managers, the best software for project management is monday.com due to offering several advanced features for a reasonable price.

What are the 7 benefits of project management?

The seven benefits of project management are staying up-to-date with co-workers, keeping track of workflows, improving productivity and team performance, having an effective real-time reporting system, benefiting from beneficial integrations, enhancing collaboration and efficiency, and achieving project objectives and overall business goals.

Join 10,000+ teams creating better experiences

14-Day Free Trial, with an extra 30-Day Money Back Guarantee!

Share this article:

Selman Gokce

Selman Gokce is the Senior Inbound Marketer of UserGuiding. He is highly invested in user onboarding and digital adoption, especially for SaaS, and he writes on these topics for the UserGuiding blog. When he's not writing, you can find him either listening to LOTR soundtracks while cooking or getting angry because he lost in a video game.