Managing projects without tracking your team’s capacity is like building a house without measuring the materials. You might finish, but not without delays, cost overruns, or burnout. That’s why companies of all sizes are turning to software that combines project management and resource planning into one cohesive platform. These tools provide the visibility, control, and foresight needed to keep teams productive and projects on track.
Instead of juggling separate apps for task tracking, workload management, and time logging, integrated platforms offer a centralized workspace. The result? Fewer handoffs, clear accountability, and decisions driven by real-time data. Whether you're managing internal teams, external contractors, or a combination of both, selecting the top project management software with built-in resource controls gives your operations a competitive edge.
In this article, we’ll explore key features to look for, compare leading resource and project management software options, and help you identify the best fit for your team’s size and structure.
The right software should align with your team's workflow and provide you with more control over deadlines, staffing, and budgets. These core capabilities are essential when evaluating project management software options that support both planning and resourcing.
Resource Allocation And Forecasting
The best tools help you assign tasks not just based on skill, but also on availability and workload. You can visualize who is free, who is at capacity, and adjust your plans accordingly. Look for dynamic scheduling features and drag-and-drop resource calendars.
Tools like Mavenlink and Forecast utilize heatmaps to visually display overbooked and underutilized resources, enabling managers to prevent burnout before it occurs.
Task And Project Planning
Gantt charts, task boards, calendars, and project timelines help teams organize work in stages and track progress. Visual tools make it easier to understand dependencies and adjust schedules when something slips.
Smartsheet’s grid and timeline views allow teams to switch between spreadsheet and visual planning styles as needed.
Time Tracking And Utilization Reports
Logging actual hours is critical for measuring performance and forecasting future needs. Software with built-in time tracking allows you to compare estimated versus actual effort, enabling you to fine-tune project planning over time.
ClickUp, Teamwork, and Toggl Plan offer integrated timers and timesheets with automatic utilization insights.
Team Collaboration And Communication
Smooth coordination hinges on centralizing conversations, updates, and file sharing. The right tool reduces reliance on email and enables real-time collaboration where the work is being done.
Wrike and Asana provide task-based comments, file attachments, and update notifications to keep everyone aligned.
Budgeting And Cost Management
Resource planning is as much about financial forecasting as it is about staffing and personnel allocation. Software that supports budget tracking, rate-based costing, and project profitability helps you effectively manage expenses.
Mavenlink tracks billable hours against budgets, helping service-based teams manage profitability per project.
Integration With Other Business Tools
The best project tools work well with your existing ecosystem. Whether you use Slack, QuickBooks, Salesforce, or Google Workspace, integration helps sync data and reduce redundant entry.
Forecast integrates with both CRM and ERP systems, providing a unified workflow that spans from sales to delivery.
Here’s a curated list of the best project management tools that combine resource tracking with robust planning capabilities. This list incorporates tools suited for both large enterprises and growing teams.
1. Mavenlink (Kantata) – Best For Professional Services Firms
Mavenlink, now operating under Kantata, offers an enterprise-grade solution designed explicitly for service-based businesses. It combines resource planning, project delivery, time tracking, and financials into one platform. Real-time utilization reports and dynamic resourcing make it ideal for firms managing billable work. Integration options include Salesforce, Slack, and QuickBooks.
Best for: Agencies, consultancies, and IT service firms that require complete visibility into time, cost, and personnel.
2. Wrike – Flexible Project And Resource Planning
Wrike offers a highly customizable workspace with features for both resource allocation and structured project execution. It supports workload views, time tracking, dependencies, and real-time reports. With dashboards, Gantt charts, and request forms, Wrike is well-suited for cross-functional teams that need flexibility and control.
Best for Mid-to-enterprise teams seeking scalable customization and visual planning tools.
3. Smartsheet – Spreadsheet-Style With Strong Resource Features
Smartsheet blends the familiarity of spreadsheets with the power of project and resource management. Users can track tasks, assign team members, monitor workload, and even forecast resource availability. Its Resource Management module provides heatmaps, skill tracking, and allocation summaries, ideal for high-volume teams.
Best for: Operations teams and project managers seeking spreadsheet-style control with modern PM features.
4. ClickUp – A Customizable And All-In-One Platform
ClickUp offers an all-in-one workspace that covers tasks, docs, timelines, workload views, and time tracking. It supports customizable fields and layouts, making it flexible enough for diverse teams. The Workload and Box/Team views help managers understand who is overcapacity and where adjustments are needed.
Best for: Teams that want a deeply customizable solution covering both work management and team bandwidth.
5. Resource Guru – Simple Resource Scheduling For Teams
Resource Guru is purpose-built for resource management. It provides a fast, calendar-based view of team availability, along with time-off tracking and booking management. While not a full project management tool, it integrates well with others and is great for scheduling human and non-human resources (equipment, meeting rooms, etc.) .
Best for: Teams needing straightforward, centralized scheduling without the overhead of complex PM features.
6. Forecast – AI-Driven Resource And Project Planning
Forecast uses AI to help project and resource managers plan better. It automatically suggests task assignments, adjusts timelines based on workload, and tracks real-time financials. Forecast’s intelligent insights make it easier to manage multiple projects and balance team capacity.
Best for: Tech and creative teams juggling high-velocity projects with unpredictable demand.
7. Asana (with Workload) – Visual Task Planning And Basic Resourcing
Asana is widely known for its clean interface and intuitive task planning. Its ‘Workload’ feature adds a layer of resource management by allowing managers to view each person’s assignments across projects. While not as in-depth as dedicated RM tools, it’s suitable for growing teams looking to bridge basic planning with resourcing.
Best for: Teams already using Asana looking to add simple workload visibility without changing platforms.
8. Teamwork – Great For Client Work With Budgeting
Teamwork is tailored for agencies and client-facing teams. It includes time tracking, invoicing, workload planning, and budget management. Project templates and dashboards make repeatable work more efficient, while integrations with tools like HubSpot and Xero close the loop between sales and delivery.
Best for: Agencies balancing client work, budgets, and timelines in one interface.
9. Toggl Plan – Lightweight And Easy For SMBs
Toggl Plan is a visual planning tool ideal for smaller teams. It offers drag-and-drop roadmaps, workload management, and timeline views. While it lacks advanced budget or portfolio tracking, its simplicity keeps everyone on the same page. Integration with Toggl Track supports time logging if needed.
Best for: Small teams needing visual, no-frills scheduling and resource visibility.
10. Microsoft Project – Advanced Resource Leveling And Timelines
Microsoft Project remains a go-to for enterprise-level project management. Its strengths lie in Gantt charts, critical path tracking, and detailed resource leveling. Users can define roles, assign costs, and monitor budget and capacity at scale. It's most effective when paired with the broader Microsoft ecosystem (Teams, Power BI, etc.) .
Best for: Enterprises or PMOs managing large, resource-heavy projects with strict control needs.
Not all tools will meet your needs, so it's essential to consider how your team operates. Here's a breakdown of factors to consider:
- Define Your Project + Resource Pain Points
Start by listing the challenges you currently face, such as overloaded team members, missed deadlines, or lack of visibility into capacity. The right software should directly address these gaps.
- Check Scalability And Customization
Consider how well the tool will grow with your team. Can it handle more users, more complex projects, or new workflows as your needs evolve?
- Prioritize User Interface And Ease Of Use
A clunky tool will frustrate your team and stall adoption. Prioritize platforms with clean interfaces and minimal onboarding time.
- Read Reviews And Try Free Demos
Utilize peer reviews and trial periods to assess how the tool performs in real-world settings. This can highlight deal-breakers or unexpected advantages before you commit.
Combining project and resource planning delivers more than just convenience. Here are the key benefits:
- Better Resource Visibility And Planning
You’ll know who’s doing what, when, and how much availability remains. This prevents burnout and avoids hiring more people than needed.
- Reduced Overload And Burnout
Proper workload planning helps distribute assignments evenly and prevents your team from overextending itself.
- Improved Project Delivery Timelines
When you know your resources upfront, projects are scoped more accurately, and delays are minimized.
- Easier Reporting And Decision-Making
From utilization to actuals vs. planned costs, integrated tools offer the metrics you need to refine processes and justify decisions.
- Increased Profitability
For service-based teams, resource tools help track billable hours against budgets, maximizing margins.
What is resource management in project software?
Resource management in project software involves assigning and optimizing the use of team members, time, equipment, and budgets to ensure efficient project execution. It ensures that the right people and resources are available when needed without causing overuse or underuse.
Can small teams use resource management tools?
Yes, many tools, such as Toggl Plan and ClickUp, are designed with small teams in mind. They offer streamlined planning, capacity tracking, and time management without the complexity of enterprise platforms.
Which tool is best for managing both people and projects?
Mavenlink (Kantata) and Forecast are among the best software for project management when it comes to managing both people and projects in one place. They include deep resource allocation, forecasting, project planning, and budget controls.
Is time tracking part of resource planning?
Yes, it is. Time tracking helps measure the actual hours worked, which informs the accuracy of resource planning, future estimates, and billing. Tools like Teamwork and Smartsheet are natively included.
What’s the difference between project management and resource management?
Project management focuses on planning and executing tasks to meet goals. Resource management involves determining who will perform the work and whether they have the necessary time and skills to do so. Software project management tools that combine both provide a more holistic view.
Do these tools integrate with CRM or accounting platforms?
Most top software project management tools integrate with CRMs, such as Salesforce or HubSpot, as well as accounting tools like QuickBooks or Xero. This enables smoother handoffs and unified reporting.