Project Management guide · Tools and software
Project Management Software: What It Is and the Top Options
Project management software is an application that helps teams plan work, assign tasks, track progress, share files and report on projects in one place. Modern platforms also handle resources, portfolios, automation and AI assistance.
Key takeaways
- Project management software centralises planning, tracking, collaboration and reporting.
- Wrike ranks first in our review for its all-in-one depth; lighter tools suit simpler needs.
- Check current pricing on vendor sites and roll out with a pilot and champions.
What it does
- Plans projects with tasks, milestones and dependencies.
- Shows work in list, board, calendar and Gantt views.
- Assigns owners and due dates, and tracks progress.
- Centralises files, comments and approvals.
- Balances workloads and allocates resources.
- Produces dashboards and status reports.
See project management software features for a full checklist.
Types of project management software
| Type | Description | Examples |
|---|---|---|
| All-in-one work management | Projects, resources, portfolios and reporting in one place | Wrike, monday.com, Asana, ClickUp |
| Spreadsheet-style | Grid-based planning with Gantt and automation | Smartsheet |
| Agile and software | Backlogs, sprints, issue tracking | Jira |
| Office suite add-ons | Task planning inside a productivity suite | Microsoft Planner |
| Docs-first workspaces | Wikis and databases shaped into trackers | Notion |
| Simple boards and communication | Lightweight boards, to-dos and messaging | Trello, Basecamp |
The leading platforms
Our project management tools review ranks Wrike first, followed by monday.com, Asana, ClickUp, Smartsheet, Jira, Microsoft Planner, Notion, Trello and Basecamp. Wrike leads because it covers the widest range of needs in one platform: interactive Gantt charts, boards, workload and resource management, portfolio dashboards, request forms, automation, proofing and AI. It takes longer to learn than simpler tools, but it scales from a single team to an enterprise PMO without switching software.
Benefits
- One source of truth instead of scattered spreadsheets and emails.
- Earlier warning of delays and overloaded people.
- Less time spent compiling reports.
- Better collaboration with clients and suppliers through guest access.
- A record of decisions and changes for audit and lessons learned.
Costs to consider
Most tools charge per user per month, with higher tiers unlocking features such as resource management, portfolio views and advanced security. Prices and plan limits change often, so check each vendor's pricing page or the pricing sections of our reviews. Also budget for set-up time, training, integrations and someone to administer the tool.
Rolling it out successfully
- Agree what problems the software must solve.
- Shortlist two or three tools and trial them on a real project; see how to choose.
- Design a simple standard structure and templates.
- Train a small group of champions first.
- Migrate active projects; archive old ones elsewhere.
- Review usage after 30 and 90 days and adjust.
Free templates for this topic
Frequently asked questions
What is project management software?
Software that helps teams plan, assign, track and report on project work in one place.
What is the best project management software?
Our review ranks Wrike as the best all-in-one option, followed by monday.com, Asana and ClickUp.
Is there free project management software?
Yes. Many tools, including Wrike, Asana, ClickUp and Trello, offer free plans with limits. Smartsheet offers a trial instead.
How much does project management software cost?
Most tools charge per user per month and prices change regularly. Check the vendor's pricing page or our individual reviews for current plans.
What is the easiest project management software?
Trello and monday.com are among the easiest to pick up; Wrike takes longer to learn but offers more depth.
What project management software do project managers use?
Commonly Wrike, monday.com, Asana, ClickUp, Smartsheet, Jira or Microsoft Planner, depending on team and industry.
Is Jira project management software?
Yes, though it is designed mainly for software and Agile teams; see our Jira review.
Can project management software replace Excel?
For most projects, yes. It adds dependencies, collaboration, automation and live reporting that spreadsheets lack.
What is cloud-based project management software?
Software hosted by the vendor and accessed through a browser or app, so teams can work from anywhere.
Does project management software include AI?
Many platforms now include AI features such as summaries, task suggestions and risk alerts; availability depends on the plan.