Project Management Software

What is Project Management Software?

The core function of any project management software is to monitor, track and follow the progress of projects from their inception to their completion. These tools are traditionally used by both project managers and project stakeholders to plan projects and follow their progress and development, as well as to future-proof and ensure the projects’ smooth and timely completion.

Project management applications allow for a clear oversight over all aspects of a project - from the management of tasks, people and resources, to the sharing of documents and client information. The general purpose of project management software is to improve communication, transparency and collaboration among all members of a project, allowing for full visibility over processes, tasks, and workflow.

As project management software has evolved it has become a vital tool not only for project managers, but also for small businesses and entrepreneurs to automate the actions normally carried out by a project manager. These applications are used for short-term or long-term projects, as well as to organize better the general day-to-day working of a company.

A project management application will vary from one to another. When choosing the right solution to suit your needs, you may want to narrow down the features you are looking for. Some PM applications are designed with specific teams in mind, such as software developers, while others cater for a more diverse range of workers.

Common project management functions you will want to look out for include task management features to set and assign tasks, deadlines and time sprints. Other tools should facilitate communication with automated notifications, document sharing and the ability to leave notes. If you have a team with well-defined roles, don’t forget to search for a project management app that allows you to assign specific user permissions at various stages of the project lifecycle.

Users of project management software will also benefit from reporting tools, such as error or bug alerts and past-deadline notifications. These can also include reports generated from key project analytics and insights for better visualization of a project's performance. More robust applications may also handle financial issues related to your projects such as budgeting, purchasing, time billing and invoicing. But you often have to try them out to find the right project management software for you and your team. Many of our PM apps have free trials, so give one a go!

Project Management software features guide

Core project management software functionality

Functionality Description
Project planning and management Helps define project scope and choose appropriate methods for completing the project. Uses visual tools to plan and report project progress.
Collaboration Provides a centralized workspace that enables multiple users to communicate, conference and coordinate among themselves to facilitate group work.
Task management Helps plan tasks, set priorities and track progress at each stage of the project. Lets users create and assign to-dos and view tasks on a calendar.
Customization Allows users to customize the project management tool to match business needs and the needs of the individual.
Intelligence and reporting Reports provide a quick, visual way for executives, managers and/or team members to understand the status of a project, its costs, and other key information.
Permissions and security Offers users the chance to set tailor-made access to all the project related data, and keeps information secure.
Accounting Takes charge of project finances and offers tools for tracking budget, invoicing, and expenses.
Integration Facilitates integration with other solutions such as CRM, payroll, time and expense tracking software, resource allocation, and customer support.

Project planning and management features

Project planning can be a complicated task, especially if all the key objectives are not considered prior to the start of the project. This calls for the need to have a grip on everything you need for project planning. Project management tools should offer functionalities for defining and managing every element of a project. Let's look below at some of the project planning and management features you can expect.

Feature Description
Gantt charts Gives a visual representation of the progress of project-related tasks and their order of completion in comparison to what was planned.
Project accounting Tracks the financial components of projects such as budgets, costs, estimates, and invoicing.
Project notes Enables users to input any project-related information such as the transcript of a conversation, contract details, or comments on daily to-do tasks.
Template management Ready-to-use project management templates that can be used to communicate status to stakeholders and team, or track issues, or report other project related updates.

Collaboration features

Without proper team collaboration, the chances of a project being successful is almost nil. Collaboration tools are more and more important nowadays as teams today can be scattered throughout the globe. A good project management tool can help you and your team collaborate easily in a number of ways. Let's find out how.

Feature Description
Collaboration tools Enables employees, clients, or vendors to work together seamlessly even from remote locations.
Collaborative review Allows project stakeholders to review, co-author or redact files and documents related to a project.
Communication management Facilitates centralized communication through various mediums like email, chats, and videos to ensure seamless flow of project related data and messages across teams.
Shared workspace Lets users share and collaborate on a set of documents with project collaborators both within and outside of the organization via a shared workspace.
Chat Provides project stakeholders with tools to communicate and collaborate on tasks. A good chat tool also supports sharing of videos, images, and files with the team members through a chat window.

Task management features

Tired of depending on a pen and paper or spreadsheets adding repeated tasks over and over again? There has to be a better way, right? With a growing focus on saving time and resources, interest in task management tools have grown exponentially. Task management features can assist you with the following:

Feature Description
Recurring tasks This feature allows users to set a custom repeating pattern for recurring tasks, often supporting notifications for when tasks are due.
Task planning Helps define individual tasks, resource allocation, timelines, and deadlines.
Task scheduling Allows users to schedule task duration, planned effort on a task, re-schedule a task, allocation and re-allocation of resources per task, etc.
Task tracking Lets users track non-started, in-progress, and complete tasks related to a project.
To-do list Keeps track of to-do tasks that need to be followed-up on.

Customization features

Not everyone works the same way. The tool you choose must be easily customizable to meet the needs of the company, the team, and the individuals. Find below some of the top customization features that a project management software offers.

Feature Description
Automatic notifications Set up alerts to appear in the application or via email about any change in tasks, approaching deadlines, unassigned tickets, receipt of messages, upcoming events, etc.
Automatic reminders Set up automatic reminders to trigger notifications when a task or an issue is late or due.
Configurable workflow Allows users to customize parts of the workflow based on specific project requirements.
Customizable fields Customize pre-built data fields as per specific business needs. Users can include a broad range of data types to store data related to projects.
Customizable reporting Lets users modify the way reports are generated to include or exclude specific data points.
Customizable templates Offers built-in, customizable templates for project planning, project scheduling, task creation, etc.

Intelligence and reporting features

Real-time project analytics show you at a glance the health of your project enabling you to make swift and informed decisions. On top of this, inbuilt reporting features let you create project status reports to make sure things are on track.

Feature Description
Activity management/tracking Gives an overview of project-related activities, individuals, and teams involved, upcoming deadlines, accomplished tasks, checklists, etc.
Activity dashboard Allows users to see project progress and status at-a-glance including workload, budget, and progress. Outlines real-time details on resource allocation, task assignment, etc.
Progress reports Automatically updates project stakeholders and collaborators about the project's progress. Ensures that the entire team is aware of the latest updates.
Milestone tracking Lets users add milestones to projects that include description, start and end dates, and who's responsible for getting it done. Tracks those milestones to see where a project is in its life cycle.

Permissions and security features

Permissions and security feature lets you control who, or what can access a particular file or folder. This helps prevent unauthorized access to data, allowing you to tailor who can access what information on your projects. Here are some of the security and access control functionalities you may want your project management tool to offer:

Feature Description
Single sign on An authentication process that authorizes a user to access multiple applications or features using a single username and password.
User access controls Restricts individual user connections within a project management solution.
Audit trail Provides a chronological record of events such as changes in project state, changes in work hours, alterations in project duration, changes in actual start or end dates, etc.
Version control Ensures that everyone who's working on a project has access to the latest copy of the all the project-related documents and files.
Permissing management Allows users to set permissions to ensure only right people have access to each project and task. Permissions can be adjusted and can be different for different projects.

Accounting features

Many project management applications offer a variety of different features and functionalities that can help you track project costs and ensure that they re delivered on budget. Here are some of the key project management accounting features to look out for.

Feature Description
Financial management Helps to track and monitor project-related expenses, capital costs, time, supplier costs and manage the budget effectively, giving a clear picture of the financial status of the project to the user.
Invoice management Detailed tracking, reporting, and billing functions help businesses and providers create prompt and accurate invoices to ensure timely payments.
Job costing This feature gives users an accurate, daily picture of job costs, so they can always know where they stand against the project budget.
Budgeting and forecasting Used to track project and resource costs, including labor costs, equipment, expenses and more. May include alerts, pre-billing, multi-currency and multi-rate support, and reporting dashboards.
Resource management Tracks the availability of employees or remote workers, identifying what skills they have and allowing them to be scheduled for projects accordingly.
Time and expense tracking Monitors employee work time and expenses, as well as providing web-based timesheets.

Integration features

One thing you should try to make sure of when selecting project management software is that your it integrates seamlessly with other software you use. Thankfully, most of the project management tools integrate with other cloud-based software, saving your time and allowing you to share data between applications. Here are some features that will help ensure your project management solution integrates with your existing software stack.

Feature Description
Email integration Supports the processing of tasks via email, such as the ability to create new tasks, edit details, assign them, reschedule them, leave comments, attach documents, etc.
Third-party integration Enables the user to integrate project management software with third-party apps such as time tracking, billing and invoicing management, collaboration tools, scheduling, etc.
Data import/export Data export feature allows users to export project data (generally in CSV format) from the software project. Data import feature allows users to import data from external sources and applications into the project management tool.
API A software-to-software interface that facilitates integration of a project management software with other in-company

Project Management Category Leaders Q3 2018

GetApp's quarterly ranking showcases the leading 10-15 Project Management apps based in the cloud. Each app is scored using five factors, worth 20 points each, for a total possible score out of 100. These factors include user reviews, integrations, mobile app availability, functionality, and security. Each app's score is independent of commercial interests and existing relationships that GetApp has with app vendors.

Scroll down for more details about inclusion criteria and scoring.


What is Category Leaders?

GetApp's Category Leaders graphic identifies leading cloud-based software products in the Project Management software category. If you’re a business owner or decision maker who is evaluating Project Management technology options for your company, Category Leaders is for you.

The ranking highlights key factors that small businesses should consider when assessing which software products may be right for them. These factors include user perception (“user reviews”), compatibility with other systems (“integrations”), mobile offerings (“mobile”), technical capabilities (“functionality”), and product security (“security”).

To create each Category Leaders ranking, our research team typically evaluates hundreds of products in any one category. The 10-15 with the highest scores become Category Leaders.

What makes a product eligible for Category Leaders?

Category Leaders is focused on the North American Project Management software market. To be eligible for inclusion, products must offer a core set of functionality, as determined by our research analysts, who provide coverage of and have familiarity with products in that market. Please see the “Functionality” section below for additional details on the core set of functionality we define for the Project Management market.

Since Category Leaders is intended to cover the Project Management market at large, individual analysts use their market experience and knowledge, existing market-based research, and small business software buyer needs analysis to assess an application's suitability for a given category depending on whether it can reasonably be expected to be relevant to most small business buyers across industries searching for a system with a strong focus on Project Management capabilities.

In addition, a product must have at least 20 unique user-submitted product reviews across the three Gartner Digital Markets web properties:,, and, and those reviews must be published within 18 months of the start of the analysis period. The analysis period for the Q3 2018 Category Leaders update is December 22, 2016 to June 22, 2018.

How are the scores calculated?

An app's score is calculated using five unique data points, each scored out of 20, resulting in a total score out of 100. The ranking and scoring methodology ensure complete impartiality and independence from any relationships that GetApp has with app vendors.

User Reviews

Review scores are calculated using weighted reviews collected from GetApp and its sister sites, Software Advice and Capterra. This score is based on average user ratings (on a scale from 1 to 5) of how satisfied users are with a product overall. The scoring includes ratings left within the previous 18-month period; ratings that are more recent are weighted more heavily.

The methodology calculates the percentile ranking for each product relative to all other products in the software category that have qualified for inclusion. That percentile ranking is then translated into a 1 to 20 score.


Integration scores factor in a number of variables. Up to 16 points are awarded based on the number of integrations an app has. The first 10 points are awarded based on the number of integrations relative to the category average, while 4 points are awarded based on the number of integrations relative to the leaders in the category. An additional 5 points is awarded for an integration with Zapier, a widely used software integration platform, while an extra point is given for having an open API. The total possible score for integrations is 20 points.

Mobile Platforms

Mobile scores are calculated based on the availability of an iOS and Android app. Five points are awarded for the presence of each app, with an additional 10 points awarded for the number and average rating of reviews in both the App Store and Google Play. These review scores are calculated on a scale based on the category average for a maximum of 5 points per platform and an overall maximum score of 20.

If there isn't a native iOS or Android app, the product's website is assessed using Google's PageSpeed Insights to measure mobile usability. A score out of 100 is given, then scaled to a score out of 5 for a maximum of 5 points.


Functionality scores are assigned based on a combination of two assessments: user ratings and functionality breadth data.

Fifty percent of the score is based on average user ratings on a scale from 1 to 5 of how satisfied users are with the product’s functionality. The scoring includes ratings left within the previous 18-month period; ratings that are more recent are weighted more heavily.

The methodology calculates the percentile ranking for each product relative to all other products in the software category that have qualified for inclusion. That percentile ranking is then translated into a 1 to 10 score.

The other 50% of the score is based on a functionality assessment of the product. For each software category, our research analysts define a core set of features that a product must offer, as well as additional “nice-to-have” common and optional features. For the Project Management category, we identify the following set of features:

  • Core features: collaboration tools, task management, project planning, reporting/project tracking, and file management.

  • Common features (at least one of the following): project time tracking and resource management.

  • Optional features: portfolio management, project budgeting, billing and invoicing, bug tracking, idea management, requirements management, and testing/QA management.

Products are assessed according to how many of those pre-defined features they offer, and products with more features receive a higher score. We use this data to calculate a product's percentile ranking, which allows us to determine how products compare relative to one another rather than determine an absolute number.

All told, a vendor can receive up to 10 points based on user ratings and up to 10 points based on the features assessment for a total maximum score of 20 for “functionality.”


Security scoring is calculated using answers from a vendor-completed survey. The questions in the survey are based on the Cloud Security Alliance self-assessment form as part of the Security, Trust & Assurance Registry, supplemented by the expertise of our security research experts. Each answer in the 16-question survey is assigned a point value. The scoring then calculates the percentile ranking for each product relative to all other products in the software category that have qualified for Category Leaders consideration. That percentile ranking is then translated into a 1 to 20 score.

In the event of a tie, each data point is weighted for importance, with security taking precedent, followed by reviews, integrations, mobile apps, and functionality, respectively.

External Usage Guidelines

Providers must abide by the Category Leaders External Usage Guidelines when referencing Category Leaders content. Except in digital media with character limitations, the following disclaimer MUST appear with any/all Category Leaders reference(s) and graphic use:

GetApp Category Leaders constitute the subjective opinions of individual end-user reviews, ratings, and data applied against a documented methodology; they neither represent the views of, nor constitute an endorsement by, GetApp or its affiliates.