Teams across industries rely on cloud-based software solutions to keep projects on track, facilitate real-time collaboration, and improve overall productivity. The best SaaS project management tools offer much more than a simple task list. They integrate communication, scheduling, document sharing, and reporting in ways that help teams work smarter, not harder. By understanding what defines a great tool, users can confidently select software that fits their unique team structure and project complexity.
This article dives into what a SaaS project management tool really is, explores its core benefits, highlights the essential features to look for and the best SaaS project management tool for your team in 2025 and beyond.
What exactly is a Saas project management tool and how does it differ?
At its core, a SaaS project management tool is cloud-based software designed to help teams plan, track, and complete projects collaboratively. SaaS stands for “Software as a Service,” indicating that the software is hosted online and accessed through the internet. This delivery model has revolutionized how teams collaborate by eliminating the need for complex installations and allowing real-time updates accessible from virtually anywhere.
Traditional project management software often required significant IT investment, local installation, and ongoing maintenance. In contrast, SaaS project management tools provide flexibility, automatic updates, and seamless collaboration across distributed teams. This makes them particularly valuable for today’s hybrid and remote work setups.
These tools not only help monitor progress and assign tasks but also enable communication with features like messaging and video calls, document sharing, and integration with other work platforms such as calendars, email, or CRM systems. And because they are cloud-based, they scale easily with business growth, offering pay-as-you-go pricing that fits teams of all sizes.
What features define the best saas project management tool?
When searching for the best SaaS project management tool, it’s critical to consider features that enhance productivity, streamline workflows, and encourage transparent team collaboration. Not all tools are created equal, and understanding the core attributes that distinguish a great PM tool can dramatically improve a team’s project success rate.
Task and project tracking with clarity
A standout project management tool provides intuitive task management where users can create, assign, and prioritize tasks effortlessly. It should support dependencies, enabling teams to visualize which tasks hinge on others, thereby reducing bottlenecks. Built-in timelines, like Gantt charts or Kanban boards, help teams understand project progress at a glance and stay organized.
Seamless communication and collaboration
The best SaaS project management tools integrate multiple channels—such as chat, comments on tasks, and video conferencing—into one platform. This integration reduces the need to switch between disparate apps and keeps conversations in context with project work.
Insightful reporting and analytics
Visibility into project performance is essential for informed decision-making. Reporting features that generate customizable dashboards, progress summaries, and resource utilization reports empower teams and managers to identify risks early and optimize workflows continuously.
Workflow customization and automation
Teams have distinct ways of working, and a one-size-fits-all approach rarely suffices. Leading SaaS project management platforms offer customizable workflows and automation options. This might include triggering notifications when tasks are completed or automatically moving work items through various stages, reducing manual administrative effort and errors.
Extensive integration capabilities
To truly be called the best SaaS project management tool, software needs to play well with others. Integration with popular business apps—email clients, calendar software, file storage, CRM, and accounting tools—helps build a connected ecosystem. This capability enables seamless data flow and prevents silos that can stall projects.
Strong security and compliance measures
As projects often involve sensitive company information, robust security features are non-negotiable. Top-tier SaaS project management tools offer data encryption, permission settings, audit logs, and compliance with major standards and regulations to protect users’ information and build trust.
Mobile accessibility and cross-device syncing
The modern workforce is mobile. Whether on-site, at home, or on the go, users expect continuous access to their project data. The best SaaS project management tools provide responsive mobile apps and desktop applications that sync instantaneously across devices to keep teams connected everywhere.
Best SaaS project management tool: Top 20 software for 2025
1. Lark
Lark is a comprehensive collaboration suite that combines chat, cloud storage, documents, calendar management, and video conferencing into a single platform.
Project management features:
Customizable workflows without complexity: Lark Base is a powerful no-code platform that lets teams build customized project workflows tailored to their unique processes. Unlike rigid project management tools, Lark Base empowers non-technical users to design, automate, and optimize workflows that suit their project styles — without relying on IT or developers.
Data visualization and analysis: Lark Base integrates intuitive data visualization and analysis tools that enable teams to track project performance, identify bottlenecks, and derive actionable insights. Interactive charts, dashboards, and reports help stakeholders make informed decisions and continuously improve project outcomes.
Built for modern hybrid and remote work: Recognizing the new norm of distributed teams, Lark provides smooth mobile and desktop app experiences, and cloud-based accessibility. Teams can collaborate without geographic barriers, ensuring inclusivity and productivity regardless of location.
Robust security and compliance: Security is a cornerstone for any SaaS platform, especially for sensitive project data. Lark meets stringent security protocols and compliance requirements, offering encrypted communication, permission controls, and audit logs. These features provide peace of mind for enterprises and SMBs alike, safeguarding valuable information without compromising ease of use.
Best for: Lark is ideal for remote and hybrid teams that require an integrated solution to manage communication and project workflows seamlessly. Its all-in-one approach reduces the need for multiple tools, making it user-friendly and efficient.
Pricing: Free plan and free demo available, paid plans start at $12/user/month.
2. Asana
Image source: asana.com
Asana provides a flexible workspace where teams can create projects using lists, kanban boards, and timelines. Its powerful features include the ability to set due dates, assign responsibilities, and create subtasks. Integrations with other tools enhance its functionality, allowing users to create a personalized workflow.
Project management features: This tool excels in task tracking, enabling users to visualize progress with custom dashboards and reporting features. Asana’s timeline view helps teams map out project schedules and identify dependencies, ensuring on-time delivery.
Best for: Asana suits teams of all sizes looking for a versatile solution that accommodates various project requirements while improving collaboration and accountability.
Pricing: Asana offers a free basic version, paid plan starts at $10.99/user/month.
3. Trello
Image source: trello.com
Trello is well-known for its visually appealing kanban board system, where tasks are represented as cards. Users can customize boards with lists, labels, and due dates. Power-Ups allow additional functionality, such as calendar views or integration with third-party apps.
Project management features: Trello's card-system excels at providing a clear picture of task status and updates. Features like checklists, attachments, and comments enable team members to collaborate effectively on projects.
Best for: Trello is ideal for small to medium teams that prefer a visually straightforward tool with minimal complexity and a focus on task management.
Pricing: Offers a free plan for basic use, paid plans start at $5/user/month.
4. Monday.com
Image source: monday.com
Monday.com features a highly customizable interface that allows team members to visualize their work process through various views, including kanban, Gantt charts, and calendar layouts. The platform emphasizes collaboration with built-in communication tools, automation options, and dashboards.
Project management features: With its resource management and time tracking capabilities, Monday.com helps teams allocate resources effectively and monitor time spent on tasks, fostering accountability across projects.
Best for: This tool is well-suited for teams that require flexibility and customization in defining workflows, accommodating diverse project needs across different departments.
Pricing: Offers a free trial, paid plans start at $9/user/month.
5. Wrike
Image source: wrike.com
Wrike boasts advanced project features like Gantt charts, workload views, and custom workflows. It allows for real-time collaboration with snacks, comments, and document sharing, enabling teams to work through challenges quickly.
Project management features: Wrike supports task dependencies, enabling users to create a well-structured project timeline and ensure that high-priority tasks are completed first. It also provides comprehensive reporting tools to analyze project performance and team productivity.
Best for: Medium to large organizations with complex project needs requiring detailed oversight will find Wrike beneficial due to its depth of features.
Pricing: Offers a free plan with limited features, paid plans start at $10/user/month.
6. Jira
Image source: atlassian.com
Jira is tailored specifically for software development teams, offering tools for Agile project management, including scrum and kanban boards, backlog prioritization, and real-time feedback.
Project management features: Jira allows teams to plan, track, and release software smartly, integrating with version control systems and providing insights into project velocity. The tool offers comprehensive reporting options to analyze team performance and sprint outcomes.
Best for: Software development teams and organizations that utilize Agile practices will find Jira's features particularly advantageous.
Pricing: Jira provides a free tier suitable for small teams, paid plans start at $7.53/user/month.
7. ClickUp
Image source: clickup.com
ClickUp promises all-in-one productivity by integrating task management, document collaboration, goals, and chat into a single platform. Its highly customizable views accommodate different user preferences.
Project management features: With features like goal tracking, time management, and tasks’ automation, ClickUp enables teams to tailor their workflow while ensuring deadlines are met and resources are properly allocated.
Best for: This tool is suitable for teams that want an expansive set of features from a single source, enhancing visibility and workflow management.
Pricing: ClickUp has a free tier, paid plans start at $7/user/month.
8. Smartsheet
Image source: smartsheet.com
Smartsheet adopts a familiar spreadsheet interface, focusing on creating Gantt charts, resource allocation, and automated workflows. It stands out due to its powerful reporting capabilities.
Project management features: Users can create detailed project plans, collaborate through shared sheets, and track tasks in real-time, promoting efficiency and transparency.
Best for: Organizations that prefer a spreadsheet-based approach to project managemen.
Pricing: Smartsheet does not offer a free version; paid plans start at $9/user/month.
9. Microsoft Project
Image source: microsoft.com
Microsoft Project is an established tool known for its comprehensive project planning and management features, including Gantt charts, critical path analysis, and portfolio management.
Project management features: It excels in scheduling and resource management, allowing organizations to monitor budgets, assess risks, and manage dependencies seamlessly.
Best for: Large enterprises and organizations familiar with Microsoft Office tools will appreciate the advanced capabilities available within Microsoft Project.
Pricing: Microsoft Project operates on a subscription model, paid plans start at $10/user/month.
10. Basecamp
Image source: basecamp.com
Basecamp simplifies project management with task lists, schedules, and file storage, all in a unified interface. Its unique approach emphasizes communication and clarity over complexity.
Project management features: With to-do lists, message boards, and automatic check-ins, Basecamp enables teams to stay organized and maintain open lines of communication.
Best for: Small businesses and teams that require straightforward project management with reliable communication features.
Pricing: Free plan available, paid plan starts at $15/user/month.
11. Proofhub
Image source: proofhub.com
Proofhub integrates project management, collaborations, and time tracking into one application, focusing on efficiency and smooth communication.
Project management features: Users can create milestones, organize tasks, and generate reports while managing complete project workflows.
Best for: Teams seeking a comprehensive tool for planning and collaboration while minimizing the need for multiple applications.
Pricing: Free trail available, paid plans start at $45/user/month .
12. Teamwork
Image source: teamwork.com
Teamwork combines project management with time tracking, billing, and client access options, designed explicitly for agency-style management and client collaboration.
Project management features: The platform allows task management, time reporting, and collaborative features to align teams internally and with clients, ensuring transparency throughout the project process.
Best for: Agencies and businesses with client-facing projects, where managing both internal tasks and external clients is crucial.
Pricing: Free trail available, paid plans start at $10.99/user/month .
13. Zoho Projects
Image source: zoho.com
Zoho Projects offers a blend of task management, time tracking, and collaboration tools, all while integrating seamlessly with the broader Zoho suite of applications.
Project management features: Project teams can enjoy Gantt charts, milestones, and comprehensive reporting options that enhance productivity tracking while aligning with business objectives.
Best for: Organizations already utilizing Zoho products will benefit from integrated workflows and data sharing.
Pricing: Zoho Projects has a free trial, with paid plans starting at $5.32/user.month.
14. Airtable
Image source: airtable.com
Airtable combines the simplicity of a spreadsheet with the functionalities of a database. It provides templates for project management and excels in visualizing tasks through multiple views.
Project management features: Users can create relational databases where projects connect across different tables, supporting complex project tracking and organization.
Best for: Teams that need an adaptable and visually-oriented project management solution.
Pricing: Airtable offers a free version, paid plan starts at $20/user/month.
15. Podio
Image source: podio.com
Podio provides an adaptable workspace where project management can be customized entirely by users, allowing unique workflows tailored to specific team needs.
Project management features: It features customizable apps, task management, and collaborations to suit diverse projects and operational requirements.
Best for: Teams that need tailored project workflows without the rigidity of standard structures.
Pricing: Free plan available, paid plan starts at $11.20/user/month.
16. Redbooth
Image source: redbooth.com
Redbooth emphasizes task management and team collaboration with features like task boards, potential HD video conferencing, and built-in reporting tools.
Project management features: Users can effectively manage projects with clear timelines, collaborate through comments, and keep everything organized in one platform.
Best for: Teams looking for a simple, engaging tool that facilitates collaborative projects.
Pricing: Free plan available, paid plans start at $9/user/month.
17. Workzone
Image source: workzone.com
Workzone combines project management and collaboration tools with advanced reporting features, ensuring clear visibility into project status.
Project management features: With robust planning tools, users can set task dependencies, deliverables, and project goals efficiently.
Best for: Mid-sized enterprises needing visibility over multiple projects and comprehensive team collaboration.
Pricing: Customizable pricing plans cater to various enterprises, focusing on team size and project complexity.
18. Kantata (formerly Mavenlink)
Image source: kantata.com
Kantata combines advanced project management with resource planning and financial operations, integrating project delivery with budgeting and forecasting tools. It offers a unified workspace where teams can track project progress alongside financial metrics for smarter decision-making.
Project management features: The platform includes task and milestone tracking, comprehensive time and expense logging, resource allocation, and robust reporting capabilities. These features help professional services firms manage projects while maintaining tight financial control and visibility.
Best for: Kantata is especially suited for professional services organizations and agencies that require integrated project management and financial management to streamline operations and improve profitability.
Pricing: Kantata offers custom pricing tailored to enterprise clients.
19. TeamGantt
Image source: teamgantt.com
TeamGantt specializes in intuitive Gantt chart project planning with drag-and-drop simplicity, making project scheduling straightforward and visual. It offers timeline views, task dependencies, and collaborative features for easy project tracking.
Project management features: The platform provides task scheduling, resource management, progress tracking, and team collaboration tools. Real-time notifications and baseline comparisons help teams stay on schedule and adjust plans efficiently.
Best for: Teams that prefer visually driven project planning and straightforward timeline management, especially in small to medium-sized organizations, will benefit greatly from TeamGantt.
Pricing: TeamGantt offers a free plan for small projects and individuals, with paid plans starting at $49/user/month .
20. Hive
Image source: hive.com
Hive combines project management and communication on one platform, including views for tasks, team communication, and automation features.
Project management features: With its built-in chat and video conferencing capabilities, Hive allows teams to work together seamlessly while tracking tasks and deadlines.
Best for: Teams desiring an all-in-one platform that combines communication with project management will appreciate Hive’s functionality.
Pricing: Hive provides a free trial, paid plans scale with features and users.
FAQs
What key features should I prioritize when choosing a SaaS project management tool?
Focus on task management capabilities such as dependencies and timelines, integration with your existing software stack, real-time communication tools, solid reporting/analytics, and security features. Customizability and ease of onboarding are also crucial to ensure quick team adoption.
Are free SaaS project management tools sufficient for small teams?
Free tools can be a great starting point, offering basic task tracking and collaboration. However, as teams scale or project complexity grows, investing in paid versions or more comprehensive tools often becomes necessary for advanced features, better support, and integrations.
What security features matter most in a SaaS project management tool?
Look for data encryption (both in transit and at rest), granular permission settings, secure user authentication, compliance with regulations such as GDPR or SOC 2, and regular security audits.
How can I ensure a smooth adoption and maximize the return on investment (ROI) of a SaaS project management tool?
Involve your team early in the selection process, choose a user-friendly platform like Lark that requires minimal training, leverage customization options to tailor workflows, and regularly track productivity improvements to measure ROI.
Can SaaS project management tools support remote and hybrid teams effectively?
Yes. Modern SaaS tools like Lark are designed specifically for distributed collaboration, offering cloud-based access, real-time updates, integrated video calls, and mobile apps to keep teams connected regardless of location.
Conclusion
Selecting the best SaaS project management tool is pivotal for any team determined to optimize workflow, improve communication, and deliver projects successfully. While many options cater to different needs, Lark’s unique all-in-one platform, powerful customization through Lark Base, and seamless real-time collaboration make it the standout choice.
For teams seeking to not only manage tasks but also transform how they collaborate and communicate, Lark offers an unparalleled experience designed for the future of work. Elevate your project management and empower your team with Lark — where productivity meets simplicity and innovation.
