Project Management Software - Page 21

Essential project management software buying information

Project management software helps businesses plan, organise, and manage multiple projects, such as marketing campaigns, events, product and software releases, and construction projects. The software provides features to allocate tasks to individual contributors and teams, create project workflows, collaborate with team members, and reporting to track project and task progress.

Project managers and team members are the main users of project management software. This includes unofficial or informal project managers, such as construction managers or marketing agents who are coordinating project work.

When considering the cost of project management software, it is worth noting that most solutions on the market are priced on a "per month" basis, and their entry-level pricing plans range from $7 to $1,500 (approx. 5 to 1,100 GBP) per month.[1]

First-time buyers should begin evaluating options with a budget, number of users, specific use cases, and necessary integrations in mind. Partner with stakeholders on a list of important questions for vendors to help you evaluate their systems based on your needs, such as:

• Which project management tasks can this system automate?
• How can we use this tool’s dashboards to better visualise and track statuses of projects?
• How does this tool support our project management methodologies (e.g., agile, waterfall)?
• What level of technical support will I need from the project management software provider?
• Does this tool use artificial intelligence to generate status reports and/or enhanced resource planning? If so, how?

Hussain Bandukwala [2], a project management office (PMO) consultant and PM instructor who’s trained more than 100,000 professionals, says a question that “really stumps” many companies is how different licence types within a product work.

“With the advent of software as a service [models], you have different user-based license types,” he says. “So it’s important to understand what each license type gives you, plus their cost and limitations.”

What is project management software?

Project management software is a system designed to automate task assignment, resource allocation, and milestone tracking for all phases of a project. It helps create, assign, and track project work with features such as task management, project status report generation, budget tracking, and timeline tracking. Project management tools also help create resource allocation reports identifying resource overloads, imbalances, and availability constraints, allowing project managers to optimise resource allocation.

Project management software is related to the more robust project portfolio management software, as well as the more general-use tools including collaboration software and task management software.

Gartner reports that over 85% of businesses actively use project management software and the market is expected to reach a valuation of $7 million (approx. £5 million) by 2026.[3]

On Capterra, you’ll find 1,764 different project management products and 23,021 user reviews for these products have been added since September 2023 alone.[4]

Which software is best for project management?

According to our research, Notion is among the best rated in the category with a 4.72 out of 5 rating from over 2,584 verified user reviews from the past 2 years. Notion is praised for its all-in-one workspace combining notes, tasks, databases, and collaboration. Users like its intuitive interface, real-time collaboration, cross-platform access, and customisation. Notion supports individuals and teams with templates, integrations, and flexible organisation.

These are the main features:

• Notes Management: Users appreciate Notion’s rich formatting, easy linking, and templates for note-taking, though some find the initial setup time-consuming and want more customisation.
• Knowledge Base: Its flexible structure and powerful search make it easy to organise information, but reviewers mention challenges with version control and the need for thoughtful database setup.
• Project Planning/Scheduling: Notion offers customisable views, templates, and integrations (e.g., Google Calendar, Figma), but there’s a learning curve and some limitations compared to specialised project management tools.
• Task Editing: Real-time, intuitive task editing and drag-and-drop updates are praised, though occasional slow loading and minor saving issues are noted.
• Task Management: Customisable task lists, Kanban boards, and collaboration features are valued, but automation is limited and setup can be complex.
• Collaboration Tools: Users like real-time editing, easy sharing, and permission controls. However, the free plan has limits, there’s no advanced chat, and adding collaborators can incur extra costs.

How much project management software costs

Project management software typically follows a subscription model, billed monthly. For those starting out, entry-level plans are generally available around $200 (approx. 148 GBP) per month, offering essential tools such as task management, project planning and scheduling, tracking, and collaboration capabilities.

For more robust needs, advanced plans are available at approximately $1,400 (approx. £1,000) per month. These include the foundational features and offer enhanced functionalities like advanced analytics, custom integration capabilities, and prioritised customer support, designed to cater to more complex project demands.

Over the past two years, our advisors have found that the majority—57%—of project management software buyers are setting their budgets within the range of $20 to $40 (approx. £15 to £30) per month.[5]

First-time buyers must note that initial expenses often include implementation, data migration, and customisation costs, while ongoing expenditures typically cover maintenance and support services. These factors are crucial to consider for a comprehensive understanding of the total cost of ownership.

Project management software features rated by users

All project management software tools include task management, project planning/scheduling, and reporting/project tracking features. And most systems share a variety of common features such as prioritisation, billing and invoicing, and managing multiple projects.

Core project management software features

• Task management: Create tasks, track progress status and completion percentage and view any associated notes or comments. 91% rate this feature as critical or highly important.
• Project planning and scheduling: Create project plans, define project objectives, set milestones, and establish project timelines. 91% rate this feature as critical or highly important.
• Reporting/project tracking: Generate various reports and performance metrics to track progress, analyse data, and gain insights into project health and team performance. 84% rate this feature as highly important and critical.
• Collaboration tools: Provides a channel for team members to share media files, communicate, and work together. 80% rate this feature as highly important and critical.

Highly rated common project management software features

• Multiple projects: Ability to track and manage several projects simultaneously. 90% rate this feature as critical or highly important.
• Prioritisation: Arrange activities and tasks based on their relative importance or urgency to complete. 85% rate this feature as critical or highly important.
• File sharing: Public or private sharing of digital files of various formats such as documents, audio/video, images and more. 80% rate this feature as critical or highly important.
• Access controls and permissions: Define levels of authorisation for access to specific files or systems. 79% rate this feature as critical or highly important.
• Billing and invoicing: Create, manage, and send invoices or bills to customers. 67% rate this feature as critical or highly important.

Buyers should keep in mind that just because one product has more features than another, it doesn’t make it better for your business. Focus on how well a given system performs the key functions your team will use it for rather than putting too much value on bonus features that may not make a big difference for your business.

“If you don’t know what you are looking for in project management software, any software will look appealing to you,” notes Bandukwala. “That’s why understanding your own requirements is key. As the saying goes: if you don’t know where you’re going, any road will take you there.”

Project management software benefits identified by users

1. Enhanced collaborative workspace: Enhances team interaction and collaboration through a unified platform that supports file sharing, real-time communication, and collective problem-solving, applicable in both remote and in-office settings.

“I love the team and collaborative workspace it allows for so that you can truly work remotely as an operational and efficient team.”

–Amanda H., business strategist, marketing and advertising

2. Precision task management: Provides robust tools to meticulously organise and track tasks against critical project metrics like timelines, budgets, and scope, ensuring each team member has clear directives and responsibilities.

“Without this tool we would not have been able to properly organise all of the steps and milestones, and undoubtedly would not have had such success with each project we completed.”

–Mike H., CIO, education management

3. Consolidated project insights: Consolidates all project-related documentation and communications into a single, continuously updated hub, making it simple to retrieve historical data and stay informed about current project statuses.

“I love that you can have task/project-related convos and attachments. This is excellent if you are like me and frequently need to show people where they made decisions in the past in an easy way.”

–Michelle M., manager, non-profit

4. Workflow automation for peak efficiency: Streamlines the flow of project tasks and information, enforcing business process rules automatically to minimise oversights and boost efficiency, thereby solidifying foundational project management practices.

“In order to save time and cut down on mistakes, we have developed our own workflows, implemented reminders, and totally automated repetitive chores. We have achieved greater productivity and a more solid foundation for our performance processes.”

–Christian P., HR manager; health, wellness, and fitness

Amidst these core benefits, the integration of Generative AI has introduced a new layer of sophistication to these systems. This technological advancement has notably amplified the capability for detailed scenario planning, a feature that was already integral but is now becoming a standout aspect due to AI's influence.

Bandukwala explains: "Scenario planning for project portfolio management has already been in play, but the whole advent of Gen AI has really thrust everything into popularity, and made way for many new features to help users manage projects more effectively and efficiently." This evolution marks a significant shift in how project management tools are perceived and utilised, highlighting their increasing importance in strategic business functions.

Common challenges of project management software identified by users

UK project managers cite budget constraints (34%), limited access to real-time data or reporting (31%), and ineffective software tools (30%) as the top difficulties they expect in the next year.[6]

Navigating the landscape of project management software involves overcoming specific hurdles that can make or break the success of its implementation. It's crucial to understand the user-specific issues that arise when deploying these tools.

We've delved into user reviews from the past year to pinpoint common challenges faced by users, outlined below.

1. Cost concerns: Balancing the budget against the need for advanced features can be tricky. High costs can deter initial investment, especially for smaller teams or startups.

Ask your vendor: What is included in the base price, and how do additional features affect the overall cost? Can you provide transparency on pricing tiers?

Overcome the challenge: Investigate options that offer scalable solutions—where you can start with basic features and add more as your budget allows.

2. Complex user experience: An intricate interface can deter users from fully engaging with the software, limiting its effectiveness and reducing overall user satisfaction.

Ask your vendor: Can you describe the design philosophy behind your user interface? What steps have you taken to ensure the interface is intuitive?

Overcome the challenge: Opt for software that prioritises a clean, intuitive user interface. Evaluate the software through a trial period to ensure it meets the needs of your team’s workflow and enhances usability.

3. Steep learning curve: New software can be daunting to learn, especially for teams accustomed to different processes. A steep learning curve can slow down adoption and reduce overall efficiency.

Ask your vendor: What training and support services do you offer to new users? How do you simplify the learning process for diverse teams?

Overcome the challenge: Choose software that not only provides comprehensive training materials like tutorials and webinars but also offers ongoing support.

While these challenges are significant, it's also important to recognise the potential benefits that come with successful implementation. For example, Bandukwala describes the potential risks and rewards of adopting AI and AI-related features in project management tools:

"There's excitement because there are so many possibilities—acceleration of pace, automation, suggestions, predictions,” he says. “But there are also natural apprehensions around potential roadblocks, such as integration issues, data quality, and ethical concerns."

What is project management software used for?

Analysis of our extensive project management software reviews highlight the most common use cases:

• Coordinating tasks across project teams: Businesses use project management tools to assign and track tasks at the individual and project level.
• Managing multiple projects: Project management software users can create and manage multiple projects within one tool, allowing individuals to see their tasks as assigned by due date or project.
• Optimising resource management: Project managers are able to assign team members to projects and tasks based on their availability, skillset, and business need.
• Analysing and tracking project status: Project management software users can view dashboards and generate reports at the individual, project, and, with some tools, program/portfolio level.
• Improving communication and collaboration: Teams and clients can communicate using built-in messaging and file sharing. The tool can send notifications to individuals, reducing reliance on email and enabling efficient collaboration, even for geographically dispersed teams.

Many project management software systems are designed to support specific methodologies and/or industries:

• IT project management software
• Project portfolio management software (typically designed for larger corporations and enterprises)
• Agile project management software
• Web-based project management software

Who uses project management software?

Project management software is widely adopted by a variety of professionals who rely on its robust capabilities to manage and streamline work tasks efficiently. Key users include marketing and sales teams, IT departments, construction managers, and personnel within non-profit organisations, each leveraging the software to suit their specific needs.

How different professions use project management software:

• Marketing and sales teams: They harness project management tools to organise campaigns, monitor progress towards sales targets, and manage interactions with prospects and customers.
• Information technology departments: These professionals use the software to manage software development projects, track updates, and maintain compliance with technical standards.
• Construction managers: They utilise project management tools to schedule work, control budgets, and coordinate communication between site managers and subcontractors.
• Non-profit organisations: Staff in these organisations apply the tools to manage fundraising events, coordinate volunteer schedules, and track grant application processes.

Analysis of more than 2,084 advisory calls conducted by Capterra’s advisors with project management software buyers since September 2023 reveals that with 62% of users coming from small businesses with fewer than 100 employees and about 65% of these businesses generating less than $25 million (approx. £18 million) in annual revenues, the role of project management software in supporting business operations across various sectors and company sizes is unequivocally affirmed.[5]

Common project management software integrations

We analysed our extensive reviews database and determined that the three categories most often integrated with project management systems are time clock, CRM (Customer Relationship Management), and task management. These integrations are crucial for enhancing the functionality and efficiency of project management software:

• Time clock: Allows for accurate time logging on tasks, which is essential for budget tracking, payroll, and assessing productivity. This integration helps ensure that project timelines are adhered to and labor costs are monitored closely.
• CRM: By connecting CRM systems with project management tools, businesses can streamline the flow of information between sales and project teams. This ensures that customer data and interactions are up-to-date and accessible.
• Task management: Allows for a more granular level of control over individual tasks and subtasks. This aids in distributing work evenly, setting clear expectations, and tracking progress, which collectively improve project outcomes.

These integrations not only bring data and processes together but also provide a unified view of operations, which can significantly enhance project efficiency and effectiveness.

Recent trends in project management software

Evolving project management with AI: Three-quarters of UK PMs are already using AI features and 85% see a positive ROI. Looking ahead, UK project managers believe that AI will have the greatest impacts on task automation, predictive analytics, and project planning in the next year.[6] The growing adoption of AI in project management software is also transforming the skill set needed for PMs in the UK. In this article, project manager coach Peter Taylor offers his insights on how companies can prepare the project managers to effectively work with AI.

The growing importance of emotional intelligence (EQ) in project management: Most (42%) UK project managers have moderately increased their use of EQ as a result of AI adoption[6]. As AI capabilities evolve and mature to handle administrative and technical tasks, the ability to navigate emotions, build strong relationships, and manage conflicts has become increasingly critical.

Sources

[a]. Impactful Project Management Tools Survey: Capterra's 2024 Impactful Project Management Tools Survey was conducted online in May 2024 among 2,500 respondents in the U.S. (n=300), Canada (n=200), Brazil (n=200), Mexico (n=200), the U.K. (n=200), France (n=200), Italy (n=200), Germany (n=200), Spain (n=200), Australia (n=200), India (n=200), and Japan (n=200). The study aimed to understand the leadership and emotional intelligence skills needed for PMs to successfully lead teams and projects, leveraging/incorporating AI. Respondents were screened to be project management professionals at organisations of all sizes. Their organisation must currently use project management software.

1. Capterra software pricing data: Only products with publicly available pricing information and qualified software products within the category, as of the production date, are included in the pricing analysis. Currency conversions are based on the rate of the day of publication and may differ from current currency rates. Read the complete methodology.
2. Hussain Bandukwala, LinkedIn
3. Software Market Insights: Project Management, Gartner
4. Capterra reviews data: Capterra reviews are collected from verified users for individual software products. This report analysed reviews from the past 2 years as of the production date. Number of products refers to our complete catalogue. Read the complete methodology.
5. Capterra advisor call notes: Findings are based on data from telephonic conversations that Capterra’s advisor team had with businesses seeking project management software. For this report, we analysed reviews from the past year as of the production date. Read the complete methodology.
6. Capterra’s 2025 Project Management Software Trends Survey: The 2025 Project Management Software Trends Survey was conducted in July 2025 to understand the PM methodologies and software that companies are using, their benefits and challenges, and the impact of AI on project management.

Researched by content analyst David Jani and edited by Lindsay Page

AI and Security Reshape UK Project Management Software Decisions

Artificial intelligence (AI) is redefining what project management (PM) software can deliver, but it’s also introducing new risks, shifting buyer priorities, and accelerating decision-making, sometimes without enough strategic planning.

Capterra’s latest global survey reveals how organisations are adapting their PM strategies, investing in new tools, and responding to the growing influence of AI. In this article we will focus on how UK businesses are choosing to invest in project management software. We will see how there is a shift in buyer behaviour: AI is now the top trigger for software purchases, security is the leading concern, and emotional intelligence is emerging as a critical skill for project leaders.

How do UK businesses use artificial intelligence in project management software?

AI can often be embedded in project management software used by UK businesses. It helps teams forecast risks, automate workflows, optimise schedules, and generate content such as meeting summaries or documentation. These capabilities are delivered through a range of AI technologies, not all of which serve the same purpose.

While many associate AI with chatbots or large language models (LLMs), that’s just one branch focused on generating human-like text. AI in PM software also includes predictive analytics, automation engines, and machine learning algorithms, each designed to support different aspects of project delivery. Together, they can help UK teams manage complexity, reduce manual effort, and make data-informed decisions.

Here’s a breakdown of the main types of AI used in project management software:

Not all AI is created equal, and not all tools are transparent about how their AI works. UK buyers should ask vendors what kind of AI is being used, how it operates, and whether it’s explainable or a “black box.” Understanding these differences helps teams choose tools that genuinely support their workflows and decision-making.

AI influences project management software investment and shifts buyer focus

Artificial intelligence (AI) is now the leading reason why UK businesses invest in new project management (PM) software. In fact, 59% of UK buyers say the desire to add AI functionality was a trigger for their most recent software purchase. This isn’t about chasing flashy features. Instead, it reflects a strategic response to increasing project complexity, resource constraints, and the need for speed.

Where the money is going

UK organisations are investing more in PM software to expand capabilities, as 36% of UK respondents say they will increase spend specifically to adopt new software. This is notably higher than the global average of 30%.

Interestingly, adding users ranks lowest among UK buyers (2%), aligning with a broader trend of leaner teams. [1] Rather than hiring more staff, UK businesses are asking existing employees to do more with the resources they have. For project managers, this may mean relying on AI-powered tools to manage workloads, compensate for staffing gaps, and keep projects on track.

Why it matters

Projects are becoming larger and more complex, [3] often spanning multiple teams, tools, and time zones. Manual coordination using spreadsheets or offline systems is no longer viable at this scale.

AI is setting new expectations. It’s already delivering measurable value in marketing, finance, and customer service, and PM leaders in the UK are under pressure to follow suit.

Teams are stretched thin. With fewer people and more work, UK project managers need help reducing administrative tasks, surfacing insights, and prioritising effectively.

The bigger story is adaptability. UK businesses face tight budgets, rising complexity, and long-term efficiency demands. They’re betting that AI can help them do more with fewer people and faster timelines.

Security becomes a top priority as AI reshapes project management tools

Even though AI enhances the functionality of PM software, it also introduces new risks. More data, more integrations, and more automation mean a broader attack surface, and UK buyers are paying attention. In the UK, 72% of respondents rate security as “critical” when selecting PM software, making it the top priority, ahead of functionality, integration or AI features.

Security concerns are not just theoretical. Over half (51%) of UK buyers say security issues directly triggered their most recent software purchase. This reflects growing awareness that PM tools are systems that store sensitive data such as budgets, contracts, client deliverables, and internal communications. AI adoption raises the stakes further, as predictive analytics and generative tools require ingesting and processing large volumes of project data, creating new integration points that could be exploited.

Harrin echoes the importance of adopting security measures in project management.

“Given the high-profile cyber incidents we’ve seen recently, security has to be a top priority,” she explains. “Project management software can include confidential and sensitive data, but any type of software could provide a route-in for hackers.”

Why security brings both satisfaction and dissatisfaction.

UK businesses find themselves in a point of tension. While they need security features like encryption, access controls and audit trails, they also expect ease of use. This dual demand is reflected in the fact that 47% of UK respondents cite security as a source of satisfaction, while 25% cite it as a source of dissatisfaction.

Real-world risk: Trello’s 2024 data breach

In July 2024, a hacker known as “Emo” leaked Trello user data on Breach Forums, exposing over 15 million email addresses, usernames, board memberships, and account settings. [5] The breach exploited an insecure API endpoint that allowed unauthenticated access to user data.

This incident underscores the vulnerability of collaboration and PM tools. As platforms become more integrated and AI-enhanced, the volume and sensitivity of data flowing through them increases, making weak access controls and poorly secured APIs a major liability and a potential target for cybercriminals.

“While the PMO isn’t usually leading on security or data privacy, it does play a role in ensuring the tools and platforms it uses are fit for purpose,” says Scott. “It’s about due diligence, and making sure the right conversations happen with IT and infosec teams before any new tools are introduced.”

UK teams face greater challenges in unlocking AI’s full potential

Purchasing AI-powered project management tools is relatively straightforward. But making the most of them? That’s where UK teams are struggling. Nearly half (48%) of UK respondents say AI adoption issues are a top challenge with PM software. This is higher than the global average (41%).

Forty-one percent report a lack of AI skills on staff, and nearly as many (39%) say integrating new tools into existing workflows is a major hurdle. In the UK, this challenge is compounded by:

• Skill gaps: Many teams lack the expertise to use AI features effectively.
• Poor onboarding: Vendors often fail to guide users through setup.
• Workflow misalignment: New tools don’t always fit into existing systems.

“Demos aren’t enough to make sure that the tool is fit for purpose,” says Harrin. “Make time to have a real trial period. Often, the problem isn’t the tool; it’s the way it has been rolled out. Spending adequate time on change management is essential.”

These issues are slowing down value realisation. For example, 27% of UK respondents say correcting AI output is a major hurdle, highlighting the need for better training and clearer guidance.

To help buyers understand what’s slowing AI value realisation, here’s a breakdown of the most common barriers, examples, and what to do about them.

AI adoption boosts emotional intelligence among UK project managers

AI can generate plans, automate tasks, and surface insights—but it can’t build trust or resolve conflict. That’s why 59% of UK project managers say they’ve increased their use of emotional intelligence (EI) since adopting AI tools.

Why it matters

AI speeds up workflows, but it doesn’t fix misalignment, tension, or communication gaps. These remain the most human, and often the most difficult, parts of project management. As UK teams adopt more AI-powered tools, the need for strong interpersonal skills becomes even more critical.

AI empowers UK project managers when implemented properly

Project management software is no longer just about managing task lists. For UK businesses, it’s increasingly about enabling adaptability, operational efficiency, and responsible use of AI. Organisations are investing in tools that help them work smarter, grow sustainably, and respond to change with confidence.

Scott backs this need for PPM software that goes beyond task management and enables strategic adaptability and operational efficiency.

“PMOs need robust data and reporting capabilities that support several different lenses, for example, portfolio oversight, resource forecasting, and benefits realisation,” says Scott.

What UK buyers expect from AI-powered PM tools

• Intelligent automation that saves time without compromising control
• Data security to protect sensitive information
• Straightforward onboarding for faster adoption
• Responsible AI that is transparent, ethical, and explainable

These expectations reflect a shift in buyer priorities. UK teams are looking for tools that not only deliver functionality but also support human decision-making and long-term resilience.

Methodology matters: hybrid approaches lead the way

Rigid methodologies are falling out of favour. Today, 47% of UK respondents use hybrid project management approaches, making it the most popular choice. This reflects a growing need for flexibility, especially as AI tools reshape how teams plan, track, and deliver work.

“Configurability is essential. Teams want to tailor workflows without paying for expensive custom builds,” says Harrin. “We’re seeing this through AI-powered process flows and mini-bots for workflows.”

What to watch

• Responsible AI: UK buyers expect transparency and control, not just automation.
• Security-first design: There’s growing scrutiny of how tools handle sensitive data.
• Soft skills surge: Emotional intelligence, negotiation, and strategic thinking are essential for leading in AI-enhanced environments.
• Workflow adaptability: Tools must support hybrid and custom methodologies to meet diverse team needs.

Recommended reading

• AI in Project Management Software: Strategies for Success

Explore how UK project managers are using AI tools to boost efficiency, and what challenges they face around data quality and security

• Why EQ is the ideal sidekick to project management

The article highlights how EQ-based techniques like empathy and self-awareness complement PM software to drive better outcomes.

• 76% of UK businesses will spend more on software in 2025: Here's why

The report reveals how UK businesses are driven by tech advancement FOMO, AI adoption, and rising cybersecurity needs, and how they shortlist vendors, evaluate tools, and avoid buyer’s remorse.

Methodology

* Capterra’s Project Management (PM) Software Trends Survey was conducted in July 2025 among 2,545 respondents in Australia (n=240), Brazil (n=227), Canada (n=227), France (n=241), Germany (n=224), India (n=216), Italy (n=227), Mexico (n=236), Spain (n=239), the U.K. (n=237), and the U.S. (n=231). The goal of the study was to understand the PM methodologies and software that companies are using, their benefits and challenges, and the impact of AI on project management. Respondents were screened for full-time employment at companies with more than one employee, working in management-level roles or above. Respondents were also confirmed to be at least partially responsible for PM software purchase decisions and operations within their organisation.

Sources

1. What’s Causing Corporate Layoffs?, Knowledge at Wharton
2. Elizabeth Harrin, Rebel's Guide to PM
3. Megaprojects: Challenges, Opportunities, and the Role of the Project Profession, The Project Management Institute
4. Lindsay Scott, House of PMO
5. Trello Data Breach: Hacker Dumps Personal Info of Millions of Users, HackRead