Best Project Management Software for Small Business in 2025

What to Consider While Selecting the Best Project Management Software for Small Business?

When selecting the best project management software for a small business, consider the following points:

• Ease of Use: The software should have an intuitive interface that's easy for all team members to learn and use. A user-friendly design minimises training time and helps the team become productive quickly. Look for features like drag-and-drop functionality and clear navigation.
• Cost-Effectiveness: Choose software that fits your budget while providing essential features. Evaluate the pricing model (one-time purchase vs. subscription) and ensure there are no hidden costs. Consider whether the software offers a free trial or a freemium version to test its suitability.
• Scalability: Ensure the software can grow with your business. It should be able to handle an increasing number of projects and users without performance issues. Scalable software prevents the need for frequent replacements as your business expands.
• Core Features: Identify the essential features your business needs, such as task management, scheduling, file sharing, and collaboration tools. The software should cover these basics effectively. Additional features like time tracking and resource management can also be beneficial.
• Integration Capabilities: The software should integrate seamlessly with other tools and applications you use, such as email, calendars, and accounting software. Good integration capabilities streamline workflows and enhance productivity. Look for API support and compatibility with third-party apps.
• Collaboration Tools: Strong collaboration features, like real-time messaging, document sharing, and team dashboards, are crucial. These tools facilitate effective communication and coordination among team members. Efficient collaboration can lead to better project outcomes.
• Customization Options: The ability to customise the software to fit your specific workflows and processes is important. Customization ensures that the software adapts to your business needs rather than forcing you to adapt to the software. Look for customizable dashboards, workflows, and reports.
• Mobile Accessibility: Mobile access allows team members to manage projects on the go. The software should have a robust mobile app that mirrors the functionality of the desktop version. This flexibility is essential for remote work and managing tasks while away from the office.
• Security and Privacy: Ensure the software offers strong security features to protect your business data. Look for data encryption, regular backups, and user authentication. Compliance with data protection regulations is also crucial, especially for handling sensitive information.
• Customer Support: Reliable customer support is vital, especially for small businesses that may not have extensive IT resources. Check for availability of support channels such as phone, email, live chat, and comprehensive online resources. Good support helps resolve issues quickly, minimising downtime.
• Reporting and Analytics: Robust reporting and analytics tools help track project progress and performance metrics. The ability to generate customizable reports provides insights into project health and aids in decision-making. Effective analytics can improve project management and business outcomes.
• User Reviews and Ratings: Research user reviews and ratings to get an unbiased perspective on the software's performance. Feedback from other small business users can provide insights into strengths and potential issues. This information helps in making a more informed decision.
• Trial Period: A trial period or demo allows you to test the software in your actual working environment. This hands-on experience helps assess its usability, feature set, and overall fit for your business. Make use of trial periods to evaluate multiple options before making a final decision.

Features of Project Management Software For Small Business:

Here are the key features of project management software for small businesses, along with explanations:

• Task Management: Allows users to create, assign, and track tasks. Helps in organising workload, ensuring accountability, and monitoring progress. Features may include task prioritisation, deadlines, and status updates.
• Scheduling and Planning: Provides tools for creating project timelines and schedules. Gantt charts and calendar views help visualise project timelines. Ensures that all tasks are planned out and timelines are clear to all team members.
• Collaboration Tools: Includes features like real-time messaging, file sharing, and team discussion boards. Facilitates communication and collaboration among team members. Enhances team coordination and project cohesion.
• Document Management: Allows storage, sharing, and organization of project-related documents. Centralises all project files in one place, making it easy to access and manage. Version control ensures that everyone is working with the most up-to-date documents.
• Time Tracking: Tracks the time spent on tasks and projects. Helps in monitoring productivity and ensuring that projects stay on schedule. Useful for billing and invoicing purposes in service-based businesses.
• Resource Management: Manages resources such as team members, equipment, and materials. Helps allocate resources efficiently and avoid overbooking or underutilization. Ensures optimal use of resources for project success.
• Budgeting and Expense Tracking: Tracks project costs and manages budgets. Helps in monitoring financial performance and ensuring projects stay within budget. Includes features for cost estimation, expense tracking, and financial reporting.
• Reporting and Analytics: Generates reports and provides insights into project performance. Customizable reports help track key performance indicators (KPIs) and project health. Analytics aid in decision-making and identifying areas for improvement.
• Integration Capabilities: Integrates with other tools and applications such as email, calendars, CRM, and accounting software. Streamlines workflows by connecting different systems. Enhances productivity by reducing the need for manual data entry and switching between apps.
• Customization Options: Allows customization of workflows, dashboards, and project templates. Ensures the software can be tailored to fit the specific needs of the business. Customizable features enhance usability and relevance.
• Mobile Accessibility: Provides mobile apps for managing projects on the go. Ensures team members can access project information and updates from anywhere. Increases flexibility and responsiveness, especially for remote teams.
• Security and Data Protection: Offers robust security features to protect sensitive project data. Includes data encryption, regular backups, and user access controls. Ensures compliance with data protection regulations and protects against data breaches.
• User-Friendly Interface: Features an intuitive and easy-to-navigate interface. Reduces the learning curve and increases user adoption. Ensures that all team members, regardless of technical skill, can use the software effectively.
• Customer Support: Provides access to reliable customer support through various channels like phone, email, or live chat. Includes resources such as FAQs, tutorials, and user guides. Ensures any issues can be quickly resolved, minimising disruptions.
• Notifications and Alerts: Sends automated notifications and alerts for upcoming deadlines, task updates, and project changes. Keeps team members informed and on track. Helps prevent missed deadlines and ensures timely action on tasks.

Best project management software for small businesses

Software	Features	Price
ProofHub	Proofing, Custom roles, White labeling	Starting at $50.00
Zoho Projects	Task Management, Customization, Team Collaboration	Starting at $5.00
Teamwork	Document Management, Customer Database, Self Service Portal	Starting at $13.99
Wrike	Active Directory, Authentication, Password Protection	Starting at $9.80
Swit	Project Views, Project Dashboard, Cross-Workspace Sharing	Starting at $5.00
Monday.com	Manage everything in one place, Gain Full Flexibility, Collaborate	Starting at $27.00
Clickup	Version control, Document Management, Contact Management	Starting at $10.00
Jira	Scrum Boards, Kanban Boards, Agile Reporting	Starting at $7.16
Asana	Boards, Calendar, Integrations, Dashboard	Starting at $13.49
Trello	Collaboration, Task Management, Resource Management	Starting at $6.00

What is the cost of project management software for small businesses?

The cost of project management software for small businesses can range from $5 to $50 per month. The most popular software, ProofHub, starts at $50 per month, while Zoho Projects starts at $5 per month. Other popular options include Teamwork, which starts at $13.99 per month, and Wrike, which starts at $9.80 per month.