Top Project Management Software Costs 2025: A Buyer’s Guide

Summary: This blog reveals the costs of project management software, comparing pricing across plans and features for small, mid-sized, and large teams. Discover what companies typically spend and learn what to expect when budgeting for the right tool. Stay with us through the end to find the best fit for your team’s needs and budget.

Keeping projects on track is no small feat. Whether it’s juggling deadlines or managing tight budgets, the stakes are high—and the right project management software can make all the difference. 

In fact, projects with effective management practices are 2.5 times more successful, yet 55% of project managers still face budget overruns, according to PM360 Consulting.

So, how do you find a tool that perfectly balances features and affordability?

With so many options out there, it’s easy to feel overwhelmed.

From basic task tracking to advanced resource planning, you’ll discover which tool fits your needs and budget, helping you stay organized, on schedule, and financially on point.

This blog breaks down the costs of popular project management tools, giving you a clear understanding of what each one brings to the table. 

How Much Does a Project Management Tool Cost Per Your Team Size? 

When selecting a project management tool, pricing varies significantly depending on your team size and the needed features. While some tools offer basic plans for small teams, others cater to mid-sized and large enterprises, offering more advanced features like resource management, project portfolio capabilities, and enterprise-grade security.

Small Business Average Price

Small businesses typically need tools with basic project management software features such as task management, team collaboration, and workflow automation. These tools should be easy to use, scalable, and cost-effective, allowing teams to manage projects efficiently without overspending.

Here are some tools that are considered ideal for small businesses: 

Tools	Price Starts from (monthly)	Free Trial
Trello	$5 per user	Free Plan Available
ClickUp	$5 per user	Free Plan Available
Smartsheet	$7 per user	30 Days
monday.com	$8 per user	14 Days
Wrike	$9.80 per user	14 Days

The average price small businesses should anticipate investing in a project management tool is approximately $7-8/ per user monthly, based on the tools listed. This considers affordable entry-level plans that cater to essential task management and team collaboration. Particularly monday.com, offers great scalability, making it ideal for growing businesses with great basic features. 

Medium Business Average Price

As businesses grow, so do their project complexities and managing projects. Mid-sized organizations often require tools with resource management tools, collaboration tools, time tracking, and advanced automation to manage multiple projects efficiently. These tools should also support integration with other software to streamline workflows.

Here are the tools ranging from Affordability to Expensive: 

Tools	Price Starts from (monthly)	Free Trial
ClickUp	$12 per user	Free plan available
Asana	$10.99 per user	30 Days
monday.com	$10 per user	14 Days
Teamwork	$12.50 per user	30 Days
Jira	$15 per user	7 Days

Average Price: Mid-sized businesses can expect to pay approximately $12–$13 per user per month, depending on the required features. Yet again, monday.com offers an optimal mix of custom fields, workflow automation, and integration options, making it a top contender for growing teams.

Large Enterprises Average Price

Large enterprises require enterprise-grade project management solutions to manage complex projects, portfolios, Gantt Charts, project tracking, and resources across multiple departments. These tools must include risk management, portfolio management, and priority support for seamless operations.

Here are the tools ranging from Affordability to Expensive: 

Tools	Price Starts from (monthly)	Free Trial
Jira	$15 per user	7 Days
Basecamp	$15 per user	30 Days
monday.com	$16 per user	14 Days
Wrike	$24.80 per user	14 Days
Asana	$24.99 per user	30 Days

Average Price: Large enterprises should prepare to invest around $20–$25 per user per month for tools with enterprise-grade capabilities. Based on users’ recommendations, monday.com stands out in this category with its portfolio management and automated workflows, delivering high value for large teams managing multiple projects simultaneously.

Choosing the right project management software depends on your specific needs, whether you’re a small business seeking simplicity, a mid-sized organization scaling operations, or an enterprise managing complex workflows. 

Top 10 Popular Project Management Software

Each tool has strengths, features, and pricing, making it crucial to analyze them individually.
Let’s have a look at it one by one:

1. monday.com – Best for workflow automation and team collaboration

monday.com is one of the leading project management software for businesses seeking to scale, with features that justify its pricing tiers. Its workflow automation allows teams to eliminate repetitive tasks, boosting productivity.

The custom dashboards, time-tracking, and Kanban boards offer deep insights into project progress. monday.com integrates seamlessly with tools like Slack, Microsoft Teams, and Google Calendar, creating a unified workspace. 

Its flexibility in managing task dependencies, resource allocation, and custom project intake forms makes it a top choice for teams looking for a versatile, scalable solution.

Also, monday.com excels in team collaboration, enabling real-time updates, shared project timelines, and centralized communication, fostering transparency. A feature of Monday Workdocs lets users focus on collaborative brainstorming and planning.

This dynamic document tool allows team members to work together in real-time, directly adding ideas, comments, and updates to the doc. Workdocs automatically sync with project boards, ensuring every update or action item is seamlessly tracked and implemented.

The tool supports embedded widgets, charts, and files, making it easier to create interactive documents. Whether creating meeting notes, project briefs, or collaborative plans, monday Workdocs simplifies team alignment, enabling users to turn plans into actionable tasks with just a few clicks. 

This integration boosts productivity by eliminating the need to switch between platforms or tools.

Its free plan provides robust features for small teams, while larger organizations can benefit from its enterprise-level automation and analytics.
Want to know more about monday.com’s feature? It will be worth checking out our detailed monday.com review guide.

2. Wrike- Suitable for Scaling companies

Wrike is ideal for teams managing complex projects and looking to scale. Its standout features include Gantt charts, portfolio management, and detailed project timelines, making it a strong enterprise contender.

Wrike’s resource planning tools allow managers to optimize team capacity, while its custom workflows and role-based access control improve project organization. The tool integrates well with Google Drive, Dropbox, and more but lacks the ease of use that monday.com offers for cross-functional teams.

Learn more about Wrike:

• Check out the insightful review of Wrike.
• Explore the comparison guide of Wrike with monday.com.

3. Smartsheet – Suitable for Spreadsheet like view

Smartsheet blends a spreadsheet interface with advanced project management features, making it great for teams that prefer working in a familiar format. 

It offers resource management, task dependencies, Gantt charts, and reporting dashboards.

This combination is ideal for businesses that handle multiple projects and need portfolio management. The pricing can increase depending on the number of users and the extent of customizations.

Learn more about Smartsheet:

Check out the Smartsheet vs monday.com comparison

4. Asana – Best for task management

Aasna is best known for its task management and team collaboration practices with an easy-to-understand interface. This can be a plus point for new users exploring the diverse options of project management tools. 

Its strength lies in its ability to provide visual project tracking through features like Kanban boards, Gantt charts, and project timelines. These tools enable teams to stay aligned on task management and track progress at every project lifecycle stage.

Asana’s robust suite of features includes task dependencies, making it easy to identify bottlenecks and prioritize work. 

The platform is particularly popular among mid-sized businesses and growing teams due to its scalability and customizable templates for various use cases, such as marketing campaigns, product launches, and team collaboration. 

Asana also integrates seamlessly with other tools like Google Drive, Slack, and Microsoft Teams, making it a central hub for managing multiple projects. 

Its pricing tiers range from a free plan with basic task management features to premium options that unlock advanced features like portfolio management, time tracking integrations, and priority support. 

While Asana is excellent for project planning, its pricing can escalate for larger teams or those requiring more in-depth analytics.

Learn more about Asana:

• Discover more about Asana Features
• See the full comparison of Asana vs monday.com here
• Explore the best Asana Alternatives here

5. Teamwork- Best for client-focused projects

Teamwork is a project management solution designed for agencies and teams managing client-centric projects. Its defining features include time tracking, resource allocation, and task dependencies, which help ensure deadlines are met and resources are utilized efficiently. 

Teamwork’s client access portals enable seamless communication between teams and clients, making it ideal for agencies handling complex projects or multiple stakeholders.

The software includes Gantt charts, Kanban boards, and a centralized dashboard for project tracking, allowing users to monitor project progress effortlessly.

Teamwork also integrates with popular collaboration tools like Slack, HubSpot, and Google Drive, ensuring a unified workspace. While its free plan is limited, its paid plans unlock workflow automation and priority support, making it scalable for mid-sized businesses and growing agencies.

Learn more about Teamwork:

See the full side-by-side comparison of Teamwork with monday.com

6. Trello – Suitable for basic task management

Trello is known for its effective task management tool, perfect for teams looking to manage basic project tasks without complexity. Its Kanban-style boards provide an intuitive way to organize tasks, track progress, and manage team workloads.

Its simplicity makes it a go-to choice for small teams or personal projects. With features like custom fields, checklists, and automated workflows via Butler, Trello ensures that even workflow automation is accessible to non-technical users. 

While its free plan is robust, its pricing for premium features, like timeline views and priority support, can add up for teams managing multiple projects.

Learn more about Trello:

• Explore the pros and cons of Trello here
• Compare features, pricing, and more of Trello with Asana & monday 
• Top 10 Trello Alternatives
• Read what’s better – Trello vs monday.com

7. Jira – Best for Agile teams and Developers

Atlassian developed Jira, a project management software designed for Agile teams and developers managing complex projects. Its standout features include scrum boards, Kanban boards, and backlog management, enabling teams to plan and track development sprints efficiently.

Jira also supports bug tracking and issue tracking, making it indispensable for software teams.

The tool integrates well with Atlassian products like Confluence and Bitbucket, ensuring seamless collaboration across project portfolios. 

While Jira’s free plan is sufficient for small teams, scaling organizations might need premium plans for workflow automation, advanced reporting, and resource allocation tools.

Learn more about Jira:

• Find out if Jira is worth it 
• Read the key differences between Jira vs monday.com 
• Look for top best Jira Alternatives

8. Basecamp – Best for Team communication

Basecamp focuses on simplifying team collaboration and is ideal for managing small teams or personal projects. Its all-in-one platform includes to-do lists, file sharing, and a message board for centralized communication

Basecamp’s flat pricing model makes it accessible for small businesses looking for basic project management software.

The tool is less feature-rich than competitors like monday.com but is tops at enabling teams to stay on the same page with basic features such as task tracking and team collaboration. 

Here’s the catch: Basecamp lacks basic features such as workflow automation or advanced features, which makes it more suitable for teams with straightforward needs.

9. ClickUp – Best for team productivity

ClickUp is a flexible, feature-rich project management software suitable for various teams, from startups to enterprises. Its defining strength lies in its adaptability, allowing users to tailor the platform to their workflows with customizable task views, including Kanban boards, Gantt charts, and calendar views.

It also supports workload management, time tracking, and robust goal-setting tools to help align team efforts with organizational objectives.

Key highlights include advanced automation to eliminate repetitive tasks and a centralized hub for documentation, brainstorming, and real-time collaboration via whiteboards and chat. ClickUp integrates seamlessly with over 1,000 tools like Slack, Google Drive, and HubSpot, ensuring streamlined workflows. 

Despite its all-encompassing functionality, new users may face a steep learning curve due to the sheer number of features. 

However, ClickUp’s free plan offers substantial functionality, making it a strong contender for small teams exploring project management solutions without immediate financial commitment.

Learn more about ClickUp:

• Check out an unbiased ClickUp review 
• ClickUp vs monday.com – Read here 

10. Notion –  Best for Note-taking

Notion is widely recognized for its exceptional note-taking capabilities and ability to function as a dynamic knowledge management tool. 

It allows individuals and teams to create detailed, interconnected databases for organizing ideas, tasks, and resources. Its simple drag-and-drop functionality lets users design custom workspaces for various needs, from project tracking to team wikis.

What’s new with Notion is its flexibility in structuring information, making it an excellent choice for teams looking to document workflows, manage resources, and centralize knowledge while maintaining a visually appealing and accessible layout. 

However, its project management capabilities are less advanced than tools designed to manage complex workflows. 

This can hinder the team’s productivity for those already using Notion but cannot find any advanced potentials requiring switching to the more premium project management software side.

While understanding the project management cost, it is also important to recognize that even small businesses and growing teams may find some of these tools a bit pricey depending on their budget and requirements. 

Therefore, balancing cost-effectiveness and the specific features needed for smooth workflow management is crucial. 

However, for those starting out or with smaller teams, there are still options that provide robust functionality without a hefty price tag.

Learn more about Notion:

• Get the inside scoop on Notion review 
• Notion vs monday.com – Find out which one is better 
• Explore options beyond Notion

Bonus: Project Management Software with Free Forever Plans

If you want to keep costs low or test a project management solution before committing financially, several platforms offer “free forever” plans that can still provide significant value. 

These tools may come with some of their paid counterparts’ premium features or scalability. However, they still include essential functionalities to manage tasks, collaborate with team members, and keep projects on track.

Let’s look at some top project management software options offering free plans that work well for small teams or personal projects.

Software	Credit Card	Free Plan Available for	What does it do?
Asana	No	Up to 15 users​	Task and project management for teams, focusing on work organization, timelines, and collaboration.
Airtable	No	Up to five users​	Cloud-based tool for managing databases, project planning, and team collaboration with flexible views.
Wrike	No	Up to five users​	Comprehensive project management with task tracking, Gantt charts, and collaborative features.
Zoho Projects	No	Up to three users​	Task management, collaboration, and time tracking for teams with project planning tools like Gantt charts.
Jira	No	Up to five users​	Focuses on issue tracking, agile project management, and workflows for software development teams.
Quickbase	Yes	Free trial	Customizable platform for workflow automation, project management, and building apps to suit business needs.
Miro	No	Up to three users​	Digital whiteboarding and visual collaboration for brainstorming, planning, and team discussions.
Height	No	Up to five users​	Collaborative task management tool with a focus on building customizable workflows for teams.

The above table gives a clearer overview of the tools’ functionalities based on their core strengths and offerings.

But there’s a reason why not everyone uses the free version. 

Keep reading to know the potential downsides of choosing the free plan PM tools:

Drawbacks of choosing the free version for any project management software:

• Limited Features and Functionality: Free versions often come with restricted features that can hamper productivity. Key tools like advanced reporting, task automation, and integrations with other apps may be unavailable, which could lead to manual workarounds or inefficiencies.
  
• Limited Users and Team Access: Many free plans restrict the number of users accessing the software, which can be problematic for teams that increase or need to scale operations. This could necessitate an upgrade to a paid plan earlier than anticipated.
  
• Limited Storage Capacity: Free plans typically offer limited cloud storage for project files, making it challenging to manage large projects that involve extensive file-sharing or documentation. You may be forced to use additional platforms for file storage, leading to fragmented workflows.
  
• Reduced Support: Free plans generally come with minimal or no customer support. If a technical issue arises, you’re often left to figure things out independently, relying on community forums or help centers, which can delay resolution.
  
• Lack of Customization: With a free version, you’re usually unable to fully customize the tool to fit your team’s specific needs. The absence of customization options may limit the effectiveness of the software for complex project management workflows.
  
• Security and Privacy Limitations: Free software versions might lack robust security features, such as advanced encryption, multi-factor authentication, or privacy controls. This could expose sensitive project or client data to potential risks.

Choosing the right project management software is no easy feat, especially with the variety of options available for different team sizes, budgets, and project complexities. While each tool offers unique features, understanding how to match those capabilities with your specific needs is crucial. 

From managing tasks to enhancing team collaboration, finding the right balance of functionality, scalability, and affordability is key. 

Here’s a quick guide to help you evaluate your options and make an informed decision about which project management software will best support your team’s objectives:

How to choose the Best Project Management Tool for your Team?

Different teams have different workflows, project sizes, and collaboration styles, so understanding what matters most to your team will help you make the right choice. 

The factors below will help you narrow down options and ensure that the tool will enhance team productivity, streamline processes, and allow you to manage projects effectively from start to finish.

Factors	Why it matters?
User Experience	A user-friendly interface makes it easier for teams to adopt and navigate the software, improving efficiency and reducing training time. This will ensure that unnecessary complications are avoided.
Security & Privacy	Protecting sensitive data is essential, especially for teams handling private client information or financial data. Strong security features like encryption, two-factor authentication, and compliance with industry standards (e.g., GDPR) minimize risks and ensure data integrity.
Integrations	The ability to integrate with tools your team already uses (e.g., Slack, Google Drive, Microsoft Teams) ensures smooth data flow between platforms, eliminating manual work and improving productivity.
Pricing	Cost is a key consideration. Understanding the pricing structure and determining whether it offers a good balance between features and cost helps avoid overpaying for unnecessary features or services.
Customization	The flexibility to customize workflows, templates, and project views means the tool can adapt to your team’s unique processes.
Scalability	A scalable solution grows with your business, whether that means handling more users, larger projects, or more complex workflows. Choosing a scalable tool avoids the need for migration to another platform as your business expands.
Customer Support	The availability of 24*7 live chat, email, phone support, reliable help centers, and a dedicated account manager shall be considered while picking the right one for your team.
Training	Training resources such as tutorials, documentation, and webinars for the new updates make onboarding smoother for teams. This reduces the learning curve, increases software adoption, and ensures all team members utilize the tool to its full potential.
Collaboration	Collaboration features like shared calendars, task assignments, and real-time updates ensure everyone is aligned on project goals and timelines. This might not seem like a big deal, but the absence of such features leads to more manual work.
Communication	Built-in messaging systems, notification alerts, and activity feeds ensure that important updates are communicated instantly, minimizing miscommunication and delays. Such collaboration tools keep the team in the loop.
Reporting & Analytics	Gantt charts, progress tracking, and performance analysis help teams monitor project status, identify potential issues, and make data-driven decisions to enhance workflow and fair resource allocation.

Most project management solutions might seem alike at first glance, but the real task is finding the right project management software that aligns seamlessly with your workflow—just like how your go-to morning coffee complements your daily routine perfectly.

A good tool adapts to your needs, enhancing productivity and keeping everything in sync. 

monday.com, for instance, sets a prime example with its extensive customization options, automation features, and intuitive design, making it feel less like software and more like an efficient team member keeping you on track. 

It’s proof that when you find the right fit, project management becomes less of a task and more of an enabler for success.

But, if you’re looking for industry specifics or some niche specifics or maybe backup options. We have jotted down some other management software that are worth exploring:

Other Project Management Tools to look for:

• Shortcut — Best for uniting planning and development teams
• Teamhood — Best for agile agency project management
• Quire — Best for task breakdown
• Workzone — Best for simplified project tracking
• Paymo — Best for short teams managing multiple projects
• Freedcamp — Best for teams seeking free but feature-packed solutions
• Zenkit — Best for project management and database integration
• MeisterTask — Best for intuitive task management

Each project management software brings something to the table, such as checking out free and pricing plans with billed annual filters and getting hands-on experience with all the tools.

Shortlisting the ideal project management software is no small feat, especially when balancing your team’s needs with your budget. To simplify this journey, we’ve curated our top picks that deliver value without breaking the bank.

Our Top Affordable Picks from All the Project Management Tools

While every tool has its strengths, affordability doesn’t have to mean compromising on quality. Here’s a look at our affordable picks, with monday.com leading the charge as a budget-friendly yet powerful all-in-one solution.

2. ClickUp — Best for All-in-One Task Management

• Why? It offers a suite of tools to streamline workflows across teams with flexible customization and a free plan that is forever available for small teams.

3. Asana — Best for Simplified Task Organization

• Why? Asana’s focus on task clarity and team collaboration makes it ideal for growing teams needing a straightforward solution.

4. Trello — Best for Visual Workflow Management

• Why? Trello’s intuitive Kanban boards make it an excellent choice for smaller teams needing an easy-to-use tool.

5. Airtable — Best for Database Management with a Creative Twist

• Why? Perfect for teams managing content-heavy projects with its innovative spreadsheet-database hybrid.

Affordability doesn’t have to limit functionality—these tools demonstrate that even budget-conscious solutions can deliver top-tier project management experiences. As listed above, monday.com shines among them as a versatile option that offers robust features without stretching your budget.
When selecting a tool, remember it’s not just about the price tag but how well it aligns with your workflow and team dynamics. With so many affordable and feature-packed options, finding the perfect match for your needs is entirely within reach.

TaskRhino provides insightful monday.com consultancy that can help streamline your workflow, offering a deeper understanding of its potential to elevate team collaboration and efficiency.