Professional services firms face increasing pressure to manage projects efficiently by monitoring billable hours, staying within budget, allocating resources wisely, and maintaining client satisfaction. This guide offers a detailed comparison of best project management software for 2025, featuring top platforms such as BigTime, Kantata, Accelo, and others. Learn how BigTime stands out in delivering profitability insights and workflow optimization for firms handling complex projects.
What Is Project Management Software?
Project management software enables teams to plan, execute, track, and complete projects efficiently. Popular project management software centralizes key project data and supports collaboration, task creation, resource allocation, time tracking, project scheduling, and invoicing. For professional services firms, it also offers financial oversight, reporting capabilities, and the ability to manage multiple projects across teams.
Key Features to Look for in a Project Management Platform
When your professional services firm needs to choose project management software, you should focus on platforms that offer comprehensive, integrated features tailored to client-facing work. Here’s what to prioritize:
Time and Expense Tracking
Accurate time tracking ensures billable hours are captured consistently across teams. Expense tracking enables real-time monitoring of project costs, supporting transparent billing and improved profitability.
Project Budgeting and Forecasting
Strong project budgeting tools allow firms to set, manage, and monitor financial targets throughout the project lifecycle. Forecasting features help predict future costs and resource needs, minimizing cost overruns.
Resource Management
Tools for managing capacity, availability, and skill sets enable you to assign the right people to the right tasks. This helps optimize resource allocation across multiple projects and maintain balanced workloads.
Invoicing and Payment Tools
Built-in invoicing automates billing based on time tracked, project milestones, or retainers. These features speed up cash flow, reduce manual errors, and ensure clients are billed accurately and on time.
Custom Dashboards and Analytics
Real-time dashboards provide instant visibility into project progress, costs, and team performance. Analytics tools enable data-driven decision making and help identify trends or bottlenecks.
Workflow Automation
Automating routine tasks like time approvals, task assignments, or invoice generation saves time and reduces administrative overhead. It also improves consistency and reduces the risk of human error.
Tool Integrations
Seamless integration with apps like QuickBooks, Microsoft Teams, Slack, Jira, and Google Calendar ensures your project management tool fits into your existing tech stack. This enables smooth data flow across departments and platforms.
Best Project Management Software for 2025 Reviewed
With many project management tools on the market, selecting the best project management software can be difficult. We’ve narrowed down the top platforms that combine usability, functionality, and performance, starting with BigTime, the purpose-built solution for professional services firms.
BigTime: Best for Professional Services Firms
BigTime is purpose-built for professional services firms managing billable client work. It combines powerful time tracking, project budgeting, resource management, and invoicing tools in one project management platform.
Key Features
Detailed Project Financials
BigTime allows you to compare budgeted vs. actual costs at the project, phase, or task level. This helps project managers and finance teams gain real-time visibility into project performance and profitability.
Automated Invoice Generation
Automatically generate invoices based on tracked time, expenses, or project milestones. This feature reduces manual effort, improves billing accuracy, and ensures timely payment, key for managing projects effectively.
Resource Planning Board
Allocate resources using a visual planning tool that maps team capacity against project needs. This enables smarter planning, avoids burnout, and keeps multiple projects on schedule.
Customizable Dashboards and Visual Reports
BigTime’s project management dashboards provide tailored views of KPIs, task progress, and financials. These insights help professional services firms make data-driven decisions and optimize resource utilization.
An example of capacity management report in BigTime
Multiple Rate Structures
Support for hourly, fixed-fee, blended, and retainer pricing models provides flexibility across various clients and project types. BigTime ensures your billing structure aligns with how your teams actually work.
Time and Expense Approval Workflows
Streamline reviews with automated workflows that route timesheets and expenses for approval. This feature supports compliance, prevents billing delays, and keeps project schedules on track.
Integration Library
BigTime integrates with leading tools like QuickBooks, Xero, Jira, Microsoft Teams, and Azure DevOps. These integrations eliminate duplicate data entry and ensure seamless team collaboration across your project management apps.
Role-based Access and Audit Logs
Control access to sensitive project information with customizable permissions and audit trails. This enhances data security and supports risk management, especially for firms with multiple teams or departments.
Why BigTime Stands Out
BigTime is more than just another project management tool; it’s a purpose-built project management solution designed specifically for the unique needs of professional services firms. While other platforms offer generic task management or time tracking capabilities, BigTime brings financial precision and operational control into every stage of project delivery.
For firms managing multiple projects with complex billing structures, BigTime offers unmatched visibility into project costs, resource planning, and budget forecasting. It seamlessly combines project management features, such as time tracking, task creation, and workflow automation, with advanced financial tools that support data-driven decision-making and maximize project profitability.
What truly sets BigTime apart is its ability to unify project and financial data in a single, easy-to-use platform. From automated invoicing and capacity planning to customizable dashboards and team collaboration tools, BigTime equips project managers, finance teams, and executives with the insights they need to monitor progress, allocate resources efficiently, and deliver projects on time and within budget.
In short, BigTime is the best project management software because it empowers professional services firms to optimize their entire project lifecycle, improving operations, increasing billable utilization, and ensuring sustained growth.
Kantata (formerly Mavenlink)
Overview
Kantata is a project management software solution designed for enterprise-level firms focused on long-term project planning, resource forecasting, and financial modeling. It offers embedded business intelligence tools and supports large-scale project portfolios.
Key Features
Project Financial Forecasting and Scenario Planning
Plan and predict financial outcomes using scenario models that help you align resources and budgets with project goals.
Resource Bench Tracking and Skill Matching
Identify underutilized team members and match them to projects based on skill sets, improving overall resource allocation.
Native Integrations With NetSuite, Jira, Salesforce
Seamlessly connect your project management data with ERP, CRM, and development tools to streamline operations.
Real-Time Financial Dashboards
Monitor project performance and client profitability through customizable dashboards that update in real time.
Summary
Kantata is built for enterprise resource planning and advanced financial tracking. It’s suitable for large teams with complex project portfolios but may feel overly complex or cost-prohibitive for smaller firms.
Accelo
Overview
Accelo offers a bundled platform that combines CRM, project management, billing, and service operations. It’s built for small to mid-sized agencies and consulting firms looking to unify client and project workflows.
Key Features
Automated Client Task Workflows and Alerts
Create automated workflows that trigger alerts and actions, ensuring projects stay on schedule and clients stay informed.
Time Tracking Linked to Tickets and Deliverables
Track time directly against tasks and service tickets to streamline billing and improve client transparency.
Recurring Invoicing and Time-to-Invoice Automation
Automate recurring invoices and reduce billing lag by converting logged time into client invoices automatically.
Embedded Project Gantt Charts and Client Portals
Plan visually with Gantt charts and provide clients with real-time project updates through branded portals.
Summary
Accelo streamlines service operations from sales to delivery and billing, making it suitable for firms that want all-in-one functionality. However, some users find the interface less intuitive and may face a learning curve.
Hubstaff
Overview
Hubstaff is a lightweight project tracking tool with a strong emphasis on time tracking and employee monitoring. It’s popular with distributed teams, freelancers, and field-based service providers.
Key Features
Time Tracking With Partner Apps and Activity Metrics
Monitor team productivity with time tracking that includes activity levels, app usage, and optional screenshots.
GPS and Geofencing Capabilities
Use GPS tracking and geofencing to log hours for field teams and remote workers based on real-world location data.
Payroll Based on Tracked Hours
Automate payroll processing by calculating wages from approved time logs and paying teams weekly or biweekly.
Lightweight Project Budgeting and Shift Scheduling
Allocate hours and set budgets for projects while managing shifts and availability in a simple, user-friendly interface.
Summary
Hubstaff works for teams needing precise time tracking and location monitoring. However, it lacks more advanced project management features, such as resource planning and robust financial reporting.
Toggl Track
Overview
Toggl Track is a user-friendly time tracking tool designed for individuals and small teams. Its core strength lies in its simplicity and flexibility across platforms.
Key Features
One-Click Timers and Idle Detection
Start and stop timers instantly, with idle detection ensuring only productive time is recorded.
Tagging and Project Breakdown for Analytics
Categorize tasks by tags and projects to generate clear, insightful reports that help optimize how time is spent.
Exportable Reports to CSV and PDF
Share detailed or summary time reports with clients or stakeholders by exporting data into flexible formats.
Slack and Asana Integrations
Boost collaboration by syncing Toggl Track with popular tools like Slack and Asana for real-time project updates.
Summary
Toggl Track is good for small firms or freelancers who need quick, accurate time tracking with clear reporting. Its simplicity, though, means it doesn’t support advanced project planning or invoicing workflows.
Clockify
Overview
Clockify is a free project management software that focuses on time tracking, with upgradeable paid features. It’s widely used by teams seeking essential time tracking on a budget.
Key Features
Unlimited Tracking Users/Projects
Track time for an unlimited number of users and projects, even with the free plan, making it good for scaling teams.
Budget and Target Time Alerts
Set budget thresholds and receive alerts when projects near or exceed them to control costs effectively.
Basic Reporting by User/Client/Project
Gain visibility into performance with simple reports organized by team member, client, or project.
Multiple Logging Methods: Mobile, Desktop, Browser
Log time flexibly from any device—mobile app, desktop app, or browser extension—suiting diverse work environments.
Summary
Clockify is a good low-cost entry point into project tracking for growing teams. However, it may require third-party tools for resource management, billing, or more advanced project tracking.
Harvest
Overview
Harvest is a popular time and expense tracking tool favored by design and creative agencies. It emphasizes ease of use and built-in invoicing.
Key Features
Prebuilt Invoice Templates With Online Payment Integration
Create and send professional invoices in minutes, with built-in support for Stripe and PayPal payments.
Visual Time Use Reports Per Project and Team
Easily identify time usage trends and improve productivity through intuitive, color-coded visual reports.
Integration With Asana, Trello, and QuickBooks
Connect Harvest with your favorite project and finance tools to unify workflows and reduce manual data entry.
Reminders to Improve Time Capture Consistency
Automatically remind users to track time daily, helping your firm maintain complete and accurate records.
Summary
Harvest is suitable for teams prioritizing accurate time logging and invoicing. However, it lacks the financial depth and portfolio management capabilities that larger service firms often need.
Paymo
Overview
Paymo is a full-featured project management tool tailored for small to mid-sized firms. It blends task management, time tracking, and invoicing into a cohesive experience.
Key Features
Built-In Task Management With Timesheet Views
Manage tasks directly in the platform and visualize work hours via integrated timesheet views for easy tracking.
Kanban + Gantt Chart for Planning
Plan workflows visually using drag-and-drop Kanban boards or structured timelines with Gantt charts.
Auto-Invoicing From Time/Expenses
Instantly generate invoices from tracked time and logged expenses to accelerate billing cycles.
Client Portal and Team Chat Functionality
Share project updates, files, and conversations with clients and teammates all in one centralized hub.
Summary
Paymo offers a comprehensive platform for managing tasks and time. While it’s a suitable all-in-one choice for mid-sized teams, it may lack the depth of advanced reporting or resource planning that larger firms require.
Discover How BigTime Can Transform Your Project Delivery
Ready to take control of your projects, resources, and billing? BigTime gives professional services firms the visibility and control they need to manage multiple projects, improve profitability, and deliver exceptional client outcomes.
Whether you’re struggling with disconnected tools, manual time tracking, or inconsistent invoicing, BigTime simplifies your entire workflow, from project planning to final payment.
See why thousands of firms trust BigTime to manage their project portfolios and drive business growth. Start your free trial today to experience how BigTime can work for your team.
Frequently Asked Questions
What features should I look for in project management software?
Look for project management features like time tracking, task management, project budgeting, resource allocation, invoicing, and reporting capabilities. A top project management tool should also offer team collaboration, customizable dashboards, and integrations with existing tools like QuickBooks or Microsoft Teams.
How does BigTime improve billing accuracy?
BigTime links project data and time tracking directly to its invoicing engine, automating billing based on actual hours, milestones, or fee structures. This reduces manual errors and ensures accurate billing for multiple projects.
Can BigTime handle both hourly and fixed-fee billing?
Yes, BigTime supports flexible billing structures including hourly, flat fee, retainer, and blended rates. This makes it ideal for professional services firms managing complex projects and different contract types.
What integrations does BigTime support?
BigTime integrates with a wide range of project management apps and collaboration tools, including QuickBooks, Xero, Jira, Azure DevOps, Slack, Google Calendar, and Microsoft Teams. These integrations streamline workflows and enhance project planning and financial management.
How does BigTime support managing projects with advanced task management features?
BigTime makes managing projects easier by combining powerful task management software with advanced features that streamline workflows across your entire project portfolio. Its task management tools allow you to assign work, set priorities, and track progress in real time, while built-in support for task dependencies ensures that complex project sequences stay on track. BigTime also reduces repetitive tasks through workflow automation and offers robust portfolio management features to help project managers oversee multiple projects with clarity and control.
Is BigTime mobile-friendly?
Yes, BigTime offers full mobile access, allowing teams to track time, manage tasks, and monitor progress from any device. It’s a powerful project management app for remote and on-the-go teams.
How does resource planning differ between project management tools?
While some tools offer basic team scheduling, BigTime includes advanced resource planning features, such as a visual planning board, capacity planning, and skill-based allocation. This helps firms optimize resource utilization across their project portfolio.
Can I easily switch from Harvest, Toggl, or Clockify to BigTime?
Yes, BigTime provides migration support and tools to import your project data, time entries, and task management records from other project management software solutions like Harvest or Toggl Track.
Is there a learning curve for new users?
BigTime is designed to be user-friendly, with intuitive navigation and helpful onboarding resources. Most teams can manage tasks, track projects, and generate reports effectively within the first week of use.
How secure is BigTime with project information and client data?
BigTime offers enterprise-grade security with role-based access controls, audit logs, and secure file storage. It’s built to support compliance and protect sensitive project data across multiple teams and clients.
Does BigTime provide ROI insights for service firms?
Absolutely. With real-time dashboards, profitability reporting, and data-driven decision-making tools, BigTime helps firms evaluate project outcomes, track progress, and make strategic improvements.
What makes BigTime one of the best project management software platforms for 2025?
BigTime combines all the essential project management software solutions—time tracking, budgeting, invoicing, reporting, and team communication—into a single, unified platform. It is purpose-built for professional services firms managing multiple teams and complex projects.
