Operational efficiency is the heartbeat of profitability for professional services firms. Whether you’re leading a consulting team, engineering project, or accounting practice, understanding how your team’s time is used and how it could be better allocated is essential. That’s where utilization management software comes in.
Here, we’ll explore the best utilization management software for 2025, helping you make informed decisions on how to streamline workflows, forecast capacity, and improve resource efficiency. We’ll also explain why BigTime stands out as the most comprehensive solution for professional services firms aiming to scale smarter.
What is utilization management software?
Utilization management software enables firms to monitor how staff time is being spent (especially on billable work) so leaders can make smarter decisions about resource allocation. These tools help calculate employee utilization rates, identify underused or overworked teams, and forecast team capacity for upcoming projects. In short, it provides the actionable insights needed to align people with the right work at the right time.
Professional services firms in consulting, engineering, accounting, IT, and legal use resource utilization tools to optimize billable hours, improve project planning, and maximize profitability.
Key features in leading utilization management software
When evaluating utilization tracking solutions, look for features that go beyond surface-level metrics. The best tools deliver real-time data and deep operational visibility:
Real-time utilization tracking
Monitor billable and non-billable hours instantly to improve decision-making and identify opportunities to increase productivity.
Capacity planning and forecasting
Ensure teams are neither overloaded nor underutilized by forecasting workloads based on historical and real-time data.
Resource allocation
Assign the right resources to the right projects using predictive analytics and team availability insights.
Reporting and dashboards
Customizable, role-based dashboards and reports give stakeholders the data they need to make smarter decisions.
Time tracking integration
Native or integrated time tracking capabilities help align timesheet data with utilization trends and profitability metrics.
Project and task management
Integrated tools streamline task assignments, track progress, and maintain visibility across complex projects.
The best utilization management software for 2025 compared
BigTime: Purpose-built for professional services
BigTime is a comprehensive employee utilization software built specifically for professional services firms. It seamlessly blends time tracking, utilization tracking, project planning, and resource forecasting into one unified ecosystem. It empowers teams to make informed decisions backed by real-time insights.
Why BigTime Utilization Management Software Stands Out
Track billable utilization in real time
BigTime gives you instant visibility into how your team is spending time across every project. With real-time utilization tracking, managers can monitor billable vs. non-billable hours as they happen, spot inefficiencies early, and make adjustments before issues impact profitability. There’s no more waiting for end-of-month reports to identify bottlenecks or lost revenue opportunities.
Forecast team capacity with precision
Stop guessing about bandwidth. BigTime uses historical data, project timelines, and availability to help you accurately forecast team capacity. This means smarter resource allocation, better project planning, and reduced burnout. Whether you’re managing ten people or a hundred, BigTime helps ensure your teams are neither overbooked nor sitting idle.
Automated utilization reports
BigTime takes the manual work out of reporting by generating automated, pre-configured utilization reports that surface critical metrics without the spreadsheet headaches. You’ll get detailed views of resource allocation, time spent, and utilization trends across teams, clients, and projects, giving stakeholders the actionable insights they need to make informed decisions quickly.
Connect timesheets to utilization insights
Unlike standalone time tracking tools, BigTime connects every timesheet entry to a larger story about productivity and performance. Logged hours feed directly into utilization dashboards, making it easy to track project progress, evaluate resource efficiency, and tie time tracking data directly to financial outcomes. This integration leads to more accurate billing, stronger project margins, and less revenue leakage.
Flexible dashboards for every role
From project managers to executives, everyone gets access to custom dashboards tailored to their unique project KPIs. BigTime’s role-based views allow each team member to monitor the metrics that matter most, whether that’s resource allocation, utilization trends, or client profitability. These dashboards empower better decision-making at every level of the firm.
An example of utilization management in BigTime
Built to scale with your firm
Whether you’re a growing consultancy or an established enterprise, BigTime is designed to grow with you. Its scalable architecture supports firms of all sizes, with flexible pricing, user permissions, and integrations that evolve alongside your business needs. As your teams expand and projects become more complex, BigTime ensures your utilization management remains efficient and future-ready.
Summary
Together, these features make BigTime the go-to choice for professional services firms that want more than just time tracking. With powerful, real-time insights and tools built for scale, BigTime helps you optimize resource utilization, boost billable hours, and drive smarter growth without the operational guesswork.
Accelo
Overview
Accelo is a client work management platform that blends project delivery, time tracking, and client communications into one system. It’s designed for firms looking to centralize operational workflows.
Key Features
- Integrated time tracking: Automatically capture time spent on tasks to ensure accurate billing and reporting.
- Automated task workflows: Assign and track tasks with automation that reduces manual overhead.
- Project utilization reports: Measure resource allocation across projects to understand team efficiency.
Summary
Accelo is well-suited for client-focused firms that want a streamlined solution for managing service delivery. Its automation and task tracking tools help improve productivity, but its utilization reporting may be less customizable than more advanced PSA platforms.
BQE CORE
Overview
BQE CORE is a business and project management suite tailored for architects, engineers, and accounting professionals. It delivers extensive reporting and financial insights for firms with complex requirements.
Key Features
- Advanced utilization and realization reporting: Access detailed metrics on how resources are used and how they impact revenue.
- Expense and time tracking: Monitor costs and billable hours from one central interface.
- Financial dashboards: Visualize firm performance through configurable dashboards showing profitability, billing, and utilization.
Summary
BQE CORE excels in offering highly configurable reporting and financial tools, making it a solid choice for firms with in-house finance or analytics expertise. However, the complexity of setup and customization may be overwhelming for smaller teams without dedicated admin support.
Avaza
Overview
Avaza is an easy-to-use work management platform ideal for small to mid-sized firms. It offers lightweight tools for time tracking, resource planning, and project collaboration.
Key Features
- Visual resource scheduling: Drag-and-drop scheduling tools make it simple to assign work based on availability.
- Integrated time tracking: Track hours directly within tasks and projects for more accurate invoicing.
- Team task management: Organize, prioritize, and assign tasks across multiple projects with ease.
Summary
Avaza’s simplicity and intuitive UI make it a suitable choice for smaller firms or teams new to utilization management. However, its utilization features are basic and may not support the advanced forecasting needs of growing firms.
Scoro
Overview
Scoro is a comprehensive work management tool designed for professional and creative teams. It integrates task planning, time tracking, and billing into a single solution.
Key Features
- Billable utilization insights: Get visibility into billable vs. non-billable hours to improve profitability.
- Unified scheduling and task planning: Manage team workloads and deadlines from one central calendar.
- Custom reporting: Create tailored reports across projects, clients, and roles to match business KPIs.
Summary
Scoro shines in providing operational visibility and streamlining workflows across departments. While it’s packed with features, its pricing may be too steep for smaller firms or startups that only need basic utilization tracking.
Kantata (formerly Mavenlink)
Overview
Kantata is an enterprise-grade PSA platform engineered for firms managing complex resource and project planning across large teams. It supports high-level strategic planning and cross-team collaboration.
Key Features
- Utilization heatmaps: Visualize team capacity and over- or under-utilization across projects.
- Scenario planning: Model different staffing scenarios to forecast project outcomes and margins.
- Advanced forecasting tools: Predict future resource needs and allocate teams with long-term visibility.
Summary
Kantata is a solid choice for large, complex organizations that need robust planning and resource forecasting. Its enterprise-level functionality may be more than mid-market or small firms require, and its learning curve can be steep.
Productivo.io
Overview
Productivo.io is a lightweight PSA solution designed specifically for small agencies and service-based teams. It emphasizes ease of use and quick onboarding.
Key Features
- Utilization tracking dashboards: Quickly see who’s overbooked or underutilized with visual insights.
- Project and task boards: Plan and organize work using flexible, Kanban-style boards.
- Simple time and billing features: Record time and generate invoices without complex setup.
Summary
Productivo.io is best for small teams that need basic utilization tracking and task management without the overhead of complex PSA systems. However, its limited scalability and fewer advanced features make it less ideal for larger or fast-growing firms.
Wrike
Overview
Wrike is a collaborative work management tool known for its strong project and task planning features. It offers resource and time tracking capabilities through add-ons.
Key Features
- Workload views: See individual and team workloads to avoid burnout and balance tasks effectively.
- Time tracking integrations: Connect to external platforms or use built-in tools to log hours worked.
- Gantt-based planning: Visualize project timelines and dependencies with interactive Gantt charts.
Summary
Wrike is a solid fit for teams focused on collaboration and project planning, but it lacks the depth of native utilization reporting found in more specialized PSA platforms.
Replicon
Overview
Replicon is a time intelligence platform that offers real-time analytics, workforce compliance tools, and time tracking for enterprise and mid-sized businesses.
Key Features
- Real-time utilization analytics: Monitor workforce productivity and resource allocation as it happens.
- Smart timesheets: Use AI-enabled timesheets to automate and validate time entries.
- Compliance and audit tools: Stay audit-ready with tools that ensure adherence to labor and contract rules.
Summary
Replicon is well-suited for firms needing compliance, audit readiness, and detailed time analytics. However, it lacks comprehensive project and resource management features, making it less suited for firms looking for a full PSA solution.
Discover How BigTime Can Transform Your Utilization Strategy
If you’re still using spreadsheets or siloed tools to track utilization, it’s time to level up.
BigTime isn’t just another utilization tracking tool. It’s a purpose-built platform designed to help professional services firms unlock maximum profitability. From real-time visibility into billable hours to powerful forecasting and capacity planning, BigTime delivers the insights your team needs to work smarter.
With BigTime, you’ll:
- Say goodbye to guesswork and hello to real-time utilization tracking
- Accurately forecast team capacity so no one’s overbooked or underused
- Access actionable insights that connect time tracking to profitability
- Customize utilization reports to match your firm’s KPIs and workflows
- Improve resource allocation across every project and department
- Scale confidently with a flexible platform that grows as you grow
Thousands of professional services firms trust BigTime to optimize resources, reduce costs, and increase billable utilization.
Don’t just manage your workload; maximize it. Start your free trial today.
Frequently Asked Questions
What is utilization management software used for?
Utilization management software helps professional services firms monitor how efficiently their employees are spending time, especially on billable work. These tools identify underused staff, optimize team workloads, and provide key metrics to improve operational efficiency, increase profit margins, and make more data-driven decisions.
Which is the best utilization tracking software for services firms?
The best option for professional services firms is BigTime. It combines real-time utilization tracking, forecasting, and automated reporting in a single platform that’s tailored for industries like consulting, engineering, IT, and accounting.
How does BigTime calculate utilization rate?
BigTime automatically calculates utilization by dividing billable hours by total available hours for each employee. This gives managers real-time insight into who’s over- or under-utilized, based on connected time tracking data.
Can I track both employee and project utilization?
Yes. BigTime lets you track employee utilization (individual productivity) and project utilization (how efficiently resources are used across engagements), enabling smarter staffing and planning decisions.
Does utilization software integrate with time tracking tools?
Absolutely. BigTime includes native time tracking and integrates with platforms like QuickBooks, Jira, Salesforce, and more, allowing firms to connect timesheet data directly to utilization reports.
Is team capacity planning included in utilization tools like BigTime?
Yes. Capacity planning is core to BigTime’s platform, helping firms model workloads, anticipate bandwidth issues, and schedule resources with confidence.
Do I need a full PSA platform for utilization management?
Not necessarily, but a full Professional Services Automation tool like BigTime offers added value by integrating utilization tracking with billing, project management, and financial reporting, all in one system.
How do utilization tools support profitability?
By surfacing underused time and improving resource utilization, firms can shift focus to billable work, eliminate inefficiencies, and grow revenue, all with fewer overhead costs.
Are utilization reports customizable in BigTime?
Yes. BigTime offers highly flexible, custom utilization reports that can be filtered by project, client, role, date, or team, giving each stakeholder the insights they need.
Which industries benefit most from utilization software?
Industries like consulting, engineering, accounting, IT services, legal, and architecture benefit most. These sectors depend on accurate billable utilization to optimize delivery and profitability.
