Whether it’s allocating people to projects, keeping track of equipment, or balancing workloads, having a clear overview of your resources can make or break a project. That’s where the best resource tracker software comes in: it helps teams maximize efficiency, prevent bottlenecks, and ensure all project tasks are completed on time and within budget.
In this article, we’ll explore the 10 best resource trackers and resource management tools. By the end, you’ll know exactly which platform fits your business needs, and which one is the best resource planning and monitoring tool on the market.
What you’ll find in this article:
- The definition of a resource tracker
- Benefits of using a resource tracker platform
- Features the best resource tracker tools must have
- A ranked list of the top 10 resource tracker software
What is a Resource Tracker?
Resource tracker or a resource tracking software is a digital solution designed to help organizations monitor, allocate, and optimize the use of their resources, whether that means people, equipment, time, or finances. These platforms give managers real-time visibility into project resources, their availability, and capacity, making it easier to balance competing demands.
Generally, resource tracking tools can be used for:
- Monitoring and managing resource availability.
- Ensuring employees are neither overburdened nor underutilized.
- Project planning and forecasting.
- Monitoring hours worked and aligning them with budgets and profitability.
- Managing budgets, rates, and costs connected to resource usage.
- Cross-department collaboration.
Benefits of Resource Trackers
The best resource tracker tools bring measurable advantages across project management, financial oversight, and team collaboration. That includes:
- Improved workload balance. Resource trackers make it easy to spot when some employees are overloaded while others have available capacity. This helps distribute work more fairly and prevents burnout.
- Higher project efficiency. With real-time insights into resource utilization and availability, managers can assign the right people and tools to tasks, reducing delays and boosting productivity.
- Accurate forecasting and planning. By tracking resources, resource tracker software helps predict future demand. This ensures you’re prepared for upcoming projects and can make smarter hiring or investment decisions.
- Cost control and profitability. Many resource tracker platforms include financial tracking features, allowing you to align project budgets, expenses, and billable hours.
- Scalability as teams grow. Whether you’re managing 10 employees or 1,000, resource tracking software scales with your needs, supporting more projects and assets as the time passes.
What Features Should the Best Resource Tracker Software Have?
While some resource management tools only offer simple scheduling tools, the best resource tracker software provides a robust suite of features that cover everything from workload distribution to financial forecasting. The must-have features to look for in such resource management software include:
Resource allocation and scheduling
The core of any resource tracker is the ability to assign the right people or assets to the right tasks. Advanced platforms let you drag and drop assignments, set priorities for human resources, and manage multiple projects at once without overbooking.
Capacity planning
To make informed decisions, managers need to see who is available, who is at full capacity, and who has extra bandwidth. Capacity management helps them achieve that. This feature ensures fair workload distribution and prevents burnout while keeping productivity steady and avoiding unnecessary expenses from overtimes.
Utilization and time tracking
Creating project timelines is one thing; tracking their progress requires a whole new set of tools. The best resource tracker tools include detailed timesheets, automatic tracking options, and utilization dashboards, showing the actual time spent on essential tasks and helping project managers monitor progress every step of the way.
Financial forecasting
A strong platform doesn’t just track current usage of project budgets; it predicts future needs. Financial forecasting tools help you plan resources for upcoming projects, monitor budgets, and ensure profitability instead of relying on just gut feelings.
Scalability and customization
As organizations grow, their resource tracking needs become more complex. Leading platforms offer flexible workflows, advanced permissions, and scalable infrastructure to handle growth without forcing a tool switch – but without any oversized spreadsheets.
Best Resource Trackers – Ranking
Choosing the best resource tracker tool depends on your organization’s size, industry, and priorities. Still, there are some choices that definitely stand out. Below you will find a comparison of the best resource tracking tools on the market.
| Tool | Description | Strengths | Limitations |
| BigTime | Professional services automation with deep resource tracking, time, and financials. | Advanced forecasting, utilization tracking, invoicing, Jira/QuickBooks integrations; perfect for professional services organizations. | Steeper learning curve. |
| Mavenlink (Kantata) | Resource and financial planning software for agencies and consultancies. | Strong project financials, forecasting, and portfolio management. | Pricing is premium; complex setup for small teams. |
| Wrike | Enterprise work management platform with workload views. | Flexible workflows, portfolio dashboards, proofing/approvals. | Complex UI, requires training, many advanced features locked in higher tiers. |
| Smartsheet | Spreadsheet-style platform with workload and resource allocation tools. | Familiar interface for Excel users, scalable for large projects. | Not agile-native; requires manual upkeep; limited visuals. |
| ClickUp | All-in-one work management tool with dashboards and workload views. | Flexible planning, automation, integrations, customizable dashboards. | Feature overload can overwhelm new users; advanced features paywalled. |
| monday.com | Visual project management with resource tracking templates. | Intuitive, colorful boards, automation, integrations. | Limited native resource analytics; scalability requires higher-tier plans. |
| Asana | Task management with lightweight workload and resource features. | Clean UI, easy adoption, basic workload views. | Lacks deep financial/resource reporting; not ideal for complex planning. |
| Teamwork | Client-focused project management with billing and resource tracking. | Time tracking, invoicing, profitability reports for agencies. | Complex interface, advanced features locked in higher tiers. |
| Resource Guru | Dedicated resource scheduling software. | Simple, intuitive scheduling for people/equipment. | Limited reporting and financial tracking; not ideal for large enterprises. |
| Float | Lightweight resource scheduling platform. | Easy to use, fast setup, clear workload views. | Limited financial and advanced analytics; may not scale for large organizations. |
BigTime
Reviews: G2: 4.5, Capterra: 4.6
Pros:
- Purpose-built for professional services firms, combining resource tracking with billing, forecasting, and profitability insights.
- Deep utilization and capacity management tools that help prevent overbooking and maximize billable hours.
- Seamless integrations with Jira, QuickBooks, Salesforce, and other business-critical apps.
- Advanced financial tracking with invoicing, multi-currency support, and payment processing.
- Scales with growing organizations, offering enterprise-grade dashboards and reporting.
- Best suited for professional services companies (i.e. marketing agencies, IT companies, and more).
Cons:
- Steeper learning curve due to its wide range of advanced features, but comprehensive onboarding and support minimize this barrier.
BigTime is not just another resource tracker; it’s a professional services automation (PSA) platform designed to connect resource planning with the financial side of project delivery. Unlike simple workload tools, BigTime enables teams to align time tracking, utilization, and billing within a single system, giving managers full visibility into both operational performance and profitability.
BigTime shines in resource forecasting and utilization tracking. Managers can see who is available, who is overbooked, and how workloads align with current and upcoming projects. Then, they can use drag-and-drop Gantt charts to make any changes necessary and improve their planning. This data-driven approach makes it easier to balance resources, improve utilization and, consequently, boost profits.
For organizations with global operations, BigTime supports multi-currency invoicing and expense tracking, ensuring smooth financial workflows across different regions. Combined with customizable dashboards and executive reporting, it gives leadership a 360° view of both delivery and profitability, perfect for making data-driven decisions regardless of the circumstances.
In short, BigTime is the best resource tracker software for service-based organizations that want more than just scheduling. It provides the strategic link between project execution and financial performance, helping firms grow sustainably while keeping clients satisfied.
Key Features:
- Integration with Jira – Syncs issues, epics, and worklogs directly into BigTime for accurate project and financial tracking, or combine BigTime with different tools to ensure seamless information flow.
- Time & Expense Tracking – Comprehensive real-time view of timesheets tied to tasks and finances, with approvals and automatic invoice integration.
- Resource Planning & Utilization – Allocate staff by skill, availability, and project demand while monitoring billable capacity. Make changes in seconds with drag-and-drop Gantt charts, avoid underutilized resources and perfect plans for your personnel.
- Forecasting Tools – Predict future workload, revenue, and profitability with scenario planning and choose the best path for your business – every time.
- Invoicing & Payments – Generate professional invoices based on branded, customizable templates and accept payments directly through BigTime Wallet.
- Multi-Currency Support – Track expenses, invoices, and payments across different currencies for global projects.
Pricing:
BigTime offers tiered pricing plans (Essentials, Advanced, Premier), each with progressively advanced features. Pricing is per-user, and a free trial is available so teams can explore the platform before committing.
Mavenlink (Kantata)
Reviews: G2: 4.2, Capterra: 4.3
Pros:
- Excellent for project financials and resource forecasting.
- Portfolio-level visibility across multiple projects.
- Strong integrations with CRM, ERP, and accounting systems.
Cons:
- Higher pricing makes it less suitable for small teams.
- Setup can be complex and time-consuming.
- Best fit for agencies and consultancies, not lightweight teams.
Mavenlink, now part of Kantata, was build for begginer organizations that need to align resource planning with financial performance. Its standout strength is capacity forecasting and scenario planning, helping managers simulate workloads.
That said, Mavenlink comes with trade-offs. The interface is complex, and teams often need dedicated onboarding, additional resources, or admin support to use it effectively. Pricing is also on the premium side, which makes it a poor fit for smaller organizations or those only looking for straightforward resource scheduling.
In short, Mavenlink is powerful but not the most accessible. For mid-sized and enterprise consultancies, it offers deep insights into utilization and margins, but many businesses will find it too costly and cumbersome compared to leaner tools.
Key Features:
- Capacity forecasting and resource planning.
- Project financials with budget and margin tracking.
- Scenario planning for staffing and budgeting.
- Portfolio-level reporting.
- Integrations with Salesforce, NetSuite, and ERP tools.
Pricing:
Quote-based pricing, aimed at mid-sized and enterprise teams. No free version available.
Wrike
Reviews: G2: 4.2, Capterra: 4.3
Pros:
- Flexible project views (Gantt, Kanban, calendars, tables).
- Strong collaboration tools with proofing and approvals.
- Portfolio and resource management for large teams.
- Enterprise-grade security and permissions.
Cons:
- Steep learning curve and cluttered UI.
- Advanced features locked in higher-priced tiers.
- Requires ongoing admin support.
- Agile features are limited compared to specialized tools.
Wrike is an work management platform that combines project planning and resource tracking. Its biggest strength is flexibility: teams can choose from multiple project views, while executives benefit from portfolio dashboards and utilization reporting.
That said, Wrike often feels overly complex and expensive for smaller teams. The interface can be overwhelming, and many of its best resource management features are restricted to higher tiers. While it works well for enterprises with PMOs and structured processes, agile-focused teams may find Wrike’s resource tracking shallow and difficult to maintain.
Key Features:
- Gantt charts, Kanban boards, and workload views.
- Proofing and approval workflows.
- Portfolio dashboards and utilization reporting.
- Custom workflows and enterprise-grade security.
Pricing:
Free plan available. Paid plans start at $9.80 per user/month, with higher tiers required for advanced resource features.
Smartsheet
Reviews: G2: 4.4, Capterra: 4.5
Pros:
- Familiar spreadsheet-style interface, easy for Excel users.
- Handles large datasets well with advanced formulas.
- Multiple project views (grid, card, Gantt, calendar).
- Strong automation and enterprise-level permissions.
Cons:
- Not agile-native; resource tracking feels manual.
- Steeper learning curve for non-spreadsheet users.
- Interface is functional but less modern compared to competitors.
- Many advanced features locked to higher-tier plans.
Smartsheet is essentially a spreadsheet supercharged for project and resource management. Teams already comfortable with Excel often find it easier to adopt, as it retains grid-based layouts while adding Gantt charts, card views, and automation workflows. Its resource management features allow managers to assign workloads, set dependencies, and forecast capacity across projects.
However, Smartsheet’s spreadsheet-first design can be a drawback making companies look for Smartsheet alternatives. Resource allocation often requires manual upkeep, and the platform lacks agile-native features like velocity tracking or backlog management. For non-technical users, the reliance on formulas can feel overwhelming. Its interface also looks dated compared to modern visual tools such as BigTime.
Overall, Smartsheet is best for data-heavy organizations that need resource tracking in a spreadsheet-like format. But for teams seeking intuitive, agile-friendly resource tracking, it may feel clunky and maintenance-heavy.
Key Features:
- Grid, Gantt, card, and calendar views.
- Resource allocation and workload tracking.
- Automation workflows with alerts and approvals.
- Enterprise-level permissions and compliance tools.
- Advanced reporting and dashboards.
Pricing:
Paid plans start at $7 per user/month (Pro) and $25 per user/month (Business), with custom pricing for Enterprise deployments. Free trial available.
ClickUp
Reviews: G2: 4.7, Capterra: 4.7
Pros:
- All-in-one platform combining tasks, docs, goals, chat, and dashboards.
- Multiple project views (list, board, calendar, timeline, Gantt).
- Built-in workload management and resource allocation.
- Powerful automation and integrations with hundreds of apps.
Cons:
- Overwhelming for new users due to its sheer number of features.
- Performance issues in larger workspaces with heavy automation.
- Many advanced features locked behind higher-tier plans.
- Setup requires significant time and governance.
ClickUp markets itself as the “one app to replace them all”, and for smaller teams, it comes close. With everything from task tracking to documentation, goal-setting, and resource management in one interface, it reduces the need for multiple disconnected tools.
Still, ClickUp’s strength is also its biggest weakness. The platform can quickly feel bloated and confusing without strict workspace organization. Teams often struggle with inconsistent workflows and duplicate fields if governance isn’t enforced. Additionally, while ClickUp has an attractive free plan, the most useful features for resource tracking, such as advanced dashboards and detailed reporting, are only available in Business or Enterprise plans.
In short, ClickUp is a great choice for teams that want flexibility and a wide range of features, but it requires careful setup and management to avoid chaos. Smaller teams may love its free plan, but scaling organizations should prepare for additional costs and complexity.
Key Features:
- Workload views and dashboards for capacity tracking.
- Agile-ready boards, lists, and sprints.
- Docs, whiteboards, and in-app chat for collaboration.
- Automation builder for task updates and notifications.
- Integrations with Slack, Google Drive, GitHub, and more.
Pricing:
Free Forever plan available. Paid plans start at $10 per user/month (Unlimited), $19 per user/month (Business), with custom Enterprise pricing.
monday.com
Reviews: G2: 4.7, Capterra: 4.6
Pros:
- Highly visual, user-friendly interface with customizable boards.
- Multiple project views (calendar, timeline, Kanban, Gantt, workload).
- Built-in automations to reduce manual updates.
Cons:
- Can become visually cluttered on complex boards.
- Advanced features (workload tracking, time tracking) gated behind higher tiers.
- Limited depth in resource tracking compared to specialized tools.
- Switching between views can feel inconsistent.
monday.com appeals to a wide variety of teams. Its colorful, drag-and-drop boards make project tracking highly visual and approachable. For resource management, monday.com provides templates and workload views that help managers see how tasks are distributed across team members. Automations also save time by updating statuses, sending reminders, or reassigning tasks automatically.
Despite its strengths, monday.com is not the most robust choice for serious resource tracking, forcing professional services companies to look for Monday alternatives. It lacks advanced metrics like utilization rates or detailed forecasting, which are essential for larger or service-based organizations. While it’s excellent for teams that want a lightweight, easy-to-adopt tool, scaling organizations may find they quickly need more advanced capabilities.
Key Features:
- Customizable boards with drag-and-drop functionality.
- Calendar, Gantt, Kanban, and workload views.
- Automations for repetitive updates and reminders.
- Integrations with popular communication and productivity apps.
- Dashboards for high-level project tracking.
Pricing:
Free plan available for up to 2 users. Paid plans start at $9 per user/month (Basic), $12 per user/month (Standard), and $19 per user/month (Pro), with custom Enterprise pricing.
Asana
Reviews: G2: 4.3, Capterra: 4.5
Pros:
- Clean, intuitive interface that makes adoption easy.
- Multiple project views including list, board, timeline, and calendar.
- Lightweight workload management for assigning and balancing tasks.
- Strong collaboration features with comments, mentions, and integrations.
Cons:
- Limited resource tracking—no advanced forecasting or utilization insights.
- Reporting features are fairly basic compared to competitors.
- Can feel underpowered for larger, complex projects.
- Advanced functionality requires higher-tier plans.
Asana is a popular choice for teams that want a simple, user-friendly tool to manage projects and workloads. Its clean design makes it easy to get started, with list and board views that provide straightforward task management. The Workload view allows managers to see task assignments across team members, helping to avoid overloading individuals.
Hovewer, Asana is not a true resource management platform. While it works well for lightweight scheduling, it lacks advanced features like utilization tracking, forecasting, or detailed financials. Teams that need deep insights into capacity or profitability will quickly find Asana’s functionality limited. Additionally, its reporting tools are basic compared to more specialized platforms.
As a result, Asana is best suited for small to mid-sized teams looking for simple workload management combined with strong collaboration, and it’s not the right choice for enterprises or service-based firms that need a resource tracker tied to financial and utilization rates.
Key Features:
- Task management with list, board, timeline, and calendar views.
- Workload view for tracking assignments across team members.
- Basic dashboards and reporting.
- Strong collaboration tools with comments, mentions, and file sharing.
- Integrations with Slack, Google Drive, and other productivity apps.
Pricing:
Free plan available for up to 10 users. Paid plans start at $10.99 per user/month (Premium) and $24.99 per user/month (Business), with advanced reporting and workload features unlocked at higher tiers.
Teamwork
Reviews: G2: 4.4, Capterra: 4.5
Pros:
- Designed for agencies and service providers with built-in time tracking, billing, and profitability features.
- Multiple project views: Kanban boards, Gantt charts, task lists, and workload views.
- Client portals make collaboration transparent and secure.
- Integrations with accounting, CRM, and helpdesk tools.
Cons:
- Interface can feel overwhelming due to its feature density.
- Portfolio management and advanced reporting require higher-tier plans.
- Agile support is limited compared to developer-focused tools.
Teamwork is a popular resource tracker that offers features like time tracking and invoicing, which connect resource usage directly to revenue. Managers can see workload distribution alongside profitability data, making it easier to balance capacity and margins. The platform also offers a wide variety of project views and strong client collaboration tools, giving stakeholders access to updates without exposing sensitive internal information.
However, Teamwork’s interface is feature-heavy, which can be a challenge for smaller teams or those new to structured project management. Additionally, many of the features that make it attractive for larger agencies—such as portfolio management—are only available on premium plans.
Key Features:
- Time tracking, invoicing, and profitability reporting.
- Kanban, Gantt, task lists, and workload views.
- Client collaboration portals with permissions control.
- Integrations with accounting, CRM, and support platforms.
Pricing:
Free plan available. Paid plans start at $10 per user/month (Deliver), $18 per user/month (Grow), with custom pricing for Scale.
Resource Guru
Reviews: G2: 4.7, Capterra: 4.7
Pros:
- Simple, intuitive interface for resource scheduling.
- Built specifically for managing people and equipment allocation.
- Quick setup with minimal training required.
- Affordable compared to enterprise platforms.
Cons:
- Limited reporting and analytics compared to competitors.
- Lacks advanced financial management or invoicing features.
- Not ideal for large enterprises with complex needs.
- Few integrations compared to all-in-one project management tools.
Resource Guru is a dedicated resource scheduling platform designed to keep resource allocation straightforward. Its biggest strength is its simplicity: teams can quickly see who is available, assign tasks, and track equipment usage without navigating a bloated interface. This makes it appealing for small to mid-sized organizations that need a focused resource tracker rather than a full project management suite.
However, Resource Guru is light on advanced features: it does not include in-depth financials, forecasting, or the kind of detailed utilization analytics offered by platforms like BigTime or Mavenlink. In practice, this resource tracking software works best for teams that want simple, reliable scheduling without the complexity or high costs of enterprise systems. For organizations needing detailed financial insights, client billing, or large-scale portfolio management, it may fall short.
Key Features:
- Drag-and-drop scheduling for people and equipment.
- Calendar-based interface with availability tracking.
- Leave and absence management.
- Basic reporting on resource allocation.
- Cloud-based with mobile access.
Pricing: Plans start at $4.16 per user/month (Lite), with Pro and Master tiers offering more reporting and permissions features. A 30-day free trial is available.
Float
Reviews: G2: 4.5, Capterra: 4.5
Pros:
- Lightweight and easy-to-use interface for quick adoption.
- Strong scheduling and workload management features.
- Real-time availability tracking for individuals and teams.
- Affordable compared to enterprise-level tools.
Cons:
- Limited financial management or forecasting tools.
- Reporting capabilities are fairly basic.
- Not ideal for large, complex organizations.
- Integrations are fewer compared to all-in-one platforms.
Float is a lightweight resource management platform built for small teams that want fast, simple scheduling. It focuses on giving managers a clear view of availability, workloads, and assignments in real time. With its drag-and-drop interface, teams can quickly allocate resources, balance capacity, and make changes without heavy admin overhead.
However, Float is not built for advanced resource forecasting or financial tracking. Teams needing utilization analytics, project profitability reports, or invoicing features will find it lacking. It’s best suited as a scheduling solution rather than a complete professional services automation platform.
Overall, Float is a great option for teams that value speed, simplicity, and affordability over depth. For larger enterprises or service-based firms that need advanced resource-financial alignment, Float may feel underpowered.
Key Features:
- Drag-and-drop scheduling with real-time availability.
- Workload and capacity tracking for teams and individuals.
- Absence and leave management.
- Integrations with tools like Slack, Jira, and Trello.
- Mobile app for resource updates on the go.
Pricing:
Plans start at $6 per user/month, with advanced reporting and features available in higher tiers. A free trial is available.
What is the Best Free Resource Tracker Software?
For teams on a tight budget, free resource tracker tools can provide a good starting point. Platforms like Asana (free plan), Trello (free version), and ClickUp (Free Forever plan) allow small teams to assign tasks, view workloads, and manage basic scheduling without any upfront costs.
However, free versions come with significant limitations. Features like advanced reporting, utilization tracking, financial forecasting, and integrations are often locked behind paid plans. In general, free tools work best as temporary solutions or for very small teams, but they rarely provide the depth needed to manage complex projects or connect resource tracking with financial performance.
For organizations aiming to scale effectively, a platform like BigTime is a far better long-term choice. While not free, it offers a free trial so businesses can test advanced resource tracking, financial management, and forecasting features before committing. Unlike free tools, it provides the insights needed to ensure resources are used effectively, projects stay profitable, and growth remains sustainable
Which Resource Tracker Software is the Best?
Resource tracking is no longer optional; it’s a necessity for organizations that want to deliver projects on time, keep employees engaged, and protect profitability. That’s why BigTime stands out as the best resource tracker software.
Contrary to other resource tracking tools, BigTime bridges the gap between project delivery and business profitability. With utilization tracking, forecasting, invoicing, and deep integrations with tools like Jira and QuickBooks, BigTime ensures that organizations not only know where resources are being used but also understand the financial impact of every decision. Unlike lightweight tools, it scales seamlessly with your growth, and unlike enterprise solutions, it remains intuitive while delivering advanced insights.
Want to see what BigTime can do for you? Book a demo or start a trial with BigTime right away to see how it can transform your resource tracking.
