Top 7 Best Project Management Tools for Small Businesses
Daniel Zvi
Effective project management software helps small businesses stay organized, boost productivity, and streamline workflows. To enhance efficiency, the best tools offer task tracking, collaboration features, automation, and integrations.
This guide highlights the top project management tools for small businesses in 2025, covering their key features, pricing, and best use cases:
- monday.com – Customizable work management system.
- ClickUp – Feature-rich platform for task and team management.
- Pipedrive – CRM-integrated project tracking for sales teams.
- HubSpot – Project management with marketing and automation tools.
- Wrike – Scalable task tracking and collaboration software.
- Smartsheet – Spreadsheet-style project management with automation.
- miro – Visual collaboration and workflow planning tool.
This list will help you find the best fit for your business, whether you need a Trello alternative, an affordable project management tool, or a platform with CRM integration.
Top 7 Best Project Management Tools for Small Businesses in 2025:
1. monday.com – Best for Customizable Workflows
Overview
monday.com is a flexible work management system that helps small businesses streamline projects, automate workflows, and enhance collaboration. With an intuitive drag-and-drop interface and multiple project views, teams can tailor workflows to their needs. Its versatility makes it an excellent fit for businesses of all sizes looking for scalable, customizable project-tracking solutions.
Our top picks for April 2025
Key Features
- Customizable Boards – Design and modify boards to efficiently manage tasks, deadlines, and priorities.
- Multiple Views – Visualize workflows with Kanban boards, Gantt charts, calendars, and timelines.
- Automation – Set up automation for task assignments, status updates, and deadline reminders to reduce manual work.
- Collaboration Tools – Use mentions, file sharing, and integrations with communication tools like Slack and Microsoft Teams.
- Extensive Integrations – Connect with Google Drive, Trello, HubSpot, Salesforce, Zoom, and over 200+ other apps for seamless workflow management.
Pricing
- Basic Plan – $9 per seat/month (Billed annually, minimum 3 seats). Includes unlimited items, 5 GB storage.
- Standard Plan – $12 per seat/month (Billed annually, minimum 3 seats). Includes Gantt & timeline views, guest access, and integrations.
- Pro Plan – $19 per seat/month (Billed annually, minimum 3 seats). Adds advanced reporting, time tracking, and automation.
- Enterprise Plan – Custom pricing – Includes enterprise-grade security, compliance, and advanced reporting.
Note: Pricing is based on an annual subscription, with a minimum purchase of 3 seats, increasing in multiples of 5 for larger teams. For the most up-to-date pricing, we recommend checking out the brand’s website directly.
Best For
- Small businesses needing customizable workflows and automation.
- Teams managing multiple projects with different views.
- Companies looking for strong integrations and collaboration tools.
Verdict
monday.com is an all-in-one project management tool ideal for businesses that need flexibility, automation, and real-time collaboration. Its customizable interface and automation make it a powerful solution for growing teams.
2. ClickUp – Best for All-in-One Project Management
Overview
ClickUp is a feature-rich, cloud-based project management platform that centralizes tasks, documents, goals, and collaboration tools in one place. Its extensive customization options and automation capabilities make it a versatile solution for teams of all sizes, from startups to growing businesses. ClickUp is known for its scalability, powerful integrations, and flexible project views, making it a strong competitor in the best project management tools for small businesses.
Our top picks for April 2025
Key Features
- Task Management – Create, assign, and schedule tasks with task dependencies, priorities, and due dates.
- Multiple Views – Organize projects using Kanban boards, lists, calendars, Gantt charts, and workload views.
- Time Tracking – Built-in time tracking allows teams to monitor task durations and manage billable hours.
- Collaboration Tools – Real-time chat, file sharing, collaborative docs, and whiteboards for seamless teamwork.
- Automation – Automate recurring tasks, status updates, and workflow triggers to streamline processes.
- Integrations – Supports 1,000+ integrations with apps like Google Drive, Slack, Zoom, Trello, and Salesforce.
Pricing
- Free Forever Plan – $0 per user/month (Includes 100MB storage, unlimited tasks, and unlimited free plan members).
- Unlimited Plan – $7 per user/month (Billed annually) – Includes unlimited storage, integrations, dashboards, Gantt charts, and guests.
- Business Plan – $12 per user/month (Billed annually) – Adds advanced automation, goal tracking, time tracking, and workload management.
- Enterprise Plan – Custom pricing – Includes white labeling, advanced permissions, enterprise API, and dedicated support.
Note: ClickUp AI can be added to any paid plan for an additional $7 per member per month. For the most up-to-date pricing, we recommend checking out the brand’s website directly.
Best For
- Teams looking for a comprehensive project management solution with extensive customization.
- Businesses that need built-in time tracking and workflow automation.
- Organizations seeking seamless integration with 1,000+ third-party applications.
Verdict
ClickUp is a powerful, all-in-one project management platform that offers highly flexible workflows, automation, and collaboration tools. Its affordable pricing and extensive customization make it one of the best project management tools for small businesses.
3. Pipedrive – Best for Sales-Focused Project Management
Overview
Pipedrive is a CRM-first platform designed to help sales teams manage leads, close deals, and transition seamlessly into project execution. With its Projects add-on, Pipedrive allows businesses to track and manage projects directly within the CRM, ensuring that sales and project delivery remain connected. This integration makes it an ideal choice for businesses that need a unified solution for both sales and project management.
Our top picks for April 2025
Key Features
- Kanban-Style Project Views – Organize and track projects visually with an intuitive drag-and-drop interface.
- Task and Subtask Management – Assign tasks and subtasks to team members, set deadlines, and track completion progress.
- Collaboration Tools – Keep all project-related files, notes, and discussions in one place for efficient teamwork.
- CRM Integration – Link projects directly to deals, contacts, and customer records, providing a seamless transition from sales to execution.
- Custom Fields and Filters – Tailor project tracking and reporting based on specific business needs.
Pricing
Pipedrive offers its Projects feature as an add-on or included in higher-tier plans:
- Essential Plan – $14 per user/month (Billed annually) – Basic CRM features, Projects add-on available at extra cost.
- Advanced Plan – $39 per user/month (Billed annually) – Includes email automation, CRM enhancements, and optional Projects add-on.
- Professional Plan – $49 per user/month (Billed annually) – Adds advanced reporting and workflow automation, optional Projects add-on.
- Power Plan – $64 per user/month (Billed annually) – Includes Projects at no extra cost, offering full project planning features.
- Enterprise Plan – $99 per user/month (Billed annually) – Includes Projects, plus advanced security, API, and dedicated support.
Note: The Projects add-on can be purchased separately for $6.70 per user/month on the Essential, Advanced, and Professional plans. For the most up-to-date pricing, we recommend checking out the brand’s website directly.
Best For
- Sales-driven teams that need CRM-integrated project tracking.
- Businesses that require a smooth transition from sales to project execution.
- Organizations looking for affordable project management with built-in deal tracking.
Verdict
Pipedrive is an excellent choice for small businesses that prioritize sales-driven project management. Its tight integration between CRM and project tracking makes it a great fit for teams that want to manage customer relationships and project execution in one platform.
4. HubSpot – Best for Integrated Marketing and Project Management
Overview
HubSpot is a comprehensive Customer Relationship Management (CRM) platform that seamlessly integrates marketing, sales, customer service, and project management. Its project management tools are designed to help businesses plan, execute, and monitor projects while aligning them with broader marketing and sales objectives. This unified approach ensures that all teams are on the same page, enhancing collaboration and efficiency.
Our top picks for April 2025
Key Features
- Task Management: Create and assign tasks with due dates, priorities, and dependencies to keep projects on track.
- Collaboration Tools: Utilize in-app commenting, @mentions, and shared dashboards to facilitate team communication.
- Templates: Access a variety of pre-designed templates for common project types, streamlining the setup process.
- Automation: Automate repetitive tasks and workflows to save time and reduce manual effort.
- Integration with HubSpot CRM: Leverage seamless integration with HubSpot's CRM to align projects with customer data and marketing campaigns.
Pricing
HubSpot offers a range of pricing plans to accommodate different business needs:
- Free Plan: $0/month – Includes basic project management features such as task creation, basic reporting, and integration with HubSpot CRM.
- Starter Plan: $15 per user/month – Adds project templates, task tracking, and integrations.
- Professional Plan: $800 per user/month – Includes workflow automation, cross-team collaboration, and project workflows.
- Enterprise Plan: $3,600 per month – Offers AI-driven project insights, advanced reporting, and enterprise security.
Note: HubSpot’s project management tools are primarily part of its Marketing and Sales Hubs, requiring additional purchases for full functionality. For the most up-to-date pricing, we recommend checking out the brand’s website directly.
Best For
- Businesses seeking an integrated platform that combines project management with marketing, sales, and customer service tools.
- Teams looking to enhance collaboration and streamline workflows within a unified system.
- Organizations aiming to align project objectives with broader business goals and customer data.
Verdict
HubSpot's project management tools offer a robust solution for businesses looking to integrate their project workflows with marketing and sales efforts. Its comprehensive feature set and seamless CRM integration make it a compelling choice for teams aiming to enhance efficiency and collaboration.
5. Wrike – Best for Versatile Team Collaboration
Overview
Wrike is a comprehensive project management and collaboration platform designed to streamline workflows and enhance team productivity. With a range of customizable tools and views, Wrike caters to diverse project needs, making it suitable for small businesses aiming to optimize their operations.
Our top picks for April 2025
Key Features
- Customizable Dashboards: Tailor your workspace to monitor key metrics and project statuses at a glance.
- Multiple Project Views: Switch between Gantt charts, Kanban boards, and calendar views to manage tasks effectively.
- Real-Time Collaboration: Utilize live editing, dynamic reports, and in-task comments to foster seamless team communication.
- Automation: Automate routine tasks and workflows to reduce manual effort and increase efficiency.
- Integrations: Connect with over 400 applications, including Salesforce, Slack, and Microsoft Teams, to unify your tools within one platform.
Pricing
Wrike offers several pricing tiers to accommodate different business sizes and requirements:
- Free Plan: $0 per user/month – Basic task management for unlimited users, including board view, spreadsheet view, and 2 GB storage per account.
- Team Plan: $10 per user/month (billed annually) – Enhanced collaboration features for teams of 2-25 users, offering Gantt charts, advanced integrations, dashboards, and 2 GB storage per user.
- Business Plan: $25 per user/month (billed annually) – Advanced work management for 5-200 users, including custom workflows, real-time reports, time tracking, and 5 GB storage per user.
- Enterprise Plan: Custom pricing – Tailored solutions for larger teams requiring additional security and controls, with features like advanced user permissions, single sign-on (SSO), and 10 GB storage per user.
- Pinnacle Plan: Custom pricing – Comprehensive package with the most advanced features, designed for teams needing extensive customization and support.
Note: For the most up-to-date pricing, we recommend checking out the brand’s website directly.
Best For
- Teams seeking a flexible and customizable project management solution.
- Businesses requiring robust collaboration tools to enhance team communication.
- Organizations looking for scalable solutions that can grow with their project needs.
Verdict
Wrike is a versatile project management tool that adapts to various workflows and team sizes. Its extensive feature set and customization options make it a strong contender for small businesses aiming to improve collaboration and project oversight.
6. Smartsheet – Best for Spreadsheet-Based Project Management
Overview
Smartsheet is a cloud-based project management and collaboration tool that combines spreadsheets' familiar structure with advanced automation and workflow management. Designed for teams that need flexible project tracking, real-time collaboration, and enterprise-grade automation, Smartsheet provides a scalable solution for small businesses looking to streamline their operations.
Our top picks for April 2025
Syncs with your tools
Seamless collaboration
Key Features
- Multiple Project Views – Switch between Grid (spreadsheet), Gantt, Kanban (Card), and Calendar views to organize tasks efficiently.
- Automation Workflows – Set up automated task assignments, status changes, and alerts to save time and improve efficiency.
- Collaboration Tools – Share sheets, attach files, and communicate within tasks using comments and real-time updates.
- Resource Management – Track workload distribution and manage team capacity to optimize resource utilization.
- Integrations – Connect with Microsoft Teams, Slack, Google Workspace, and over 100 other apps for seamless workflow automation.
Pricing
Smartsheet offers flexible pricing plans for individuals, small teams, and enterprises:
- Pro Plan – $9 per user/month (Billed annually) – Suitable for small teams, includes unlimited sheets, dashboards, reports, and up to 10 editors per item.
- Business Plan – $19 per user/month (Billed annually) – Adds unlimited editors, advanced reporting, custom branding, and premium customer support.
- Enterprise Plan – Custom pricing – Includes advanced security, compliance, enterprise integrations, and dedicated account management.
Note: Prices are based on annual billing. Monthly billing options are available at slightly higher rates. For the most up-to-date pricing, we recommend checking out the brand’s website directly.
Best For
- Teams that prefer spreadsheet-based project management with enhanced automation.
- Businesses looking for scalable solutions that grow with increasing project complexity.
- Organizations that require real-time collaboration and advanced reporting.
Verdict
Smartsheet is a powerful alternative to traditional spreadsheets, offering small businesses an intuitive yet robust project management tool. With its automation features and multiple project views, it is an ideal choice for teams that need structured, data-driven project tracking.
7. miro – Best for Visual Collaboration and Project Planning
Overview
miro is an AI-powered visual collaboration platform designed to facilitate seamless teamwork and project management. With its Intelligent Canvas™, miro enables teams to organize projects, documents, and timelines within a flexible workspace, enhancing productivity and reducing the complexity of managing multiple tools. Trusted by over 90 million users across 250,000 companies, miro adapts to various collaborative needs, making it a versatile choice for small businesses.
Our top picks for April 2025
Key Features
- Intelligent Canvas™: A dynamic workspace that allows for the organizing of projects, documents, and timelines in one centralized location.
- AI Integration: Utilize AI to swiftly transform ideas into actionable prototypes, structured briefs, and project plans.
- Customizable Workflows: Create and tailor workflows to fit specific project requirements, enhancing efficiency.
- Extensive Integrations: To streamline processes, connect with over 160 tools, including Asana, Slack, Jira, and Google Drive.
- Real-Time Collaboration: Engage with team members through live editing, commenting, and built-in video conferencing.
Pricing
miro offers a range of pricing plans to accommodate different business needs:
- Free Plan: $0 per user/month – Ideal for individuals or small teams, includes 3 editable boards, access to over 2,500 templates, and basic integrations.
- Starter Plan: $8 per user/month (billed annually) – Provides unlimited editable boards, high-resolution exports, unlimited visitors on public boards, and advanced collaboration features.
- Business Plan: $16 per user/month (billed annually) – Offers unlimited private and secure workspaces, advanced integrations, Single Sign-On (SSO), and enhanced administrative controls.
- Enterprise Plan: Custom pricing – Tailored for large organizations requiring advanced security, compliance, premium support, and centralized account management.
Note: For the most up-to-date pricing, we recommend checking out the brand’s website directly.
Best For
- Teams seeking a visual and interactive platform for brainstorming, planning, and executing projects.
- Organizations requiring real-time collaboration tools to connect remote or distributed teams.
- Businesses looking for extensive integration capabilities to unify various tools and workflows.
Verdict
miro is a comprehensive visual collaboration tool that enhances project planning and execution. Its intuitive interface, combined with a strong set of features and integrations, makes it an excellent choice for small businesses aiming to foster innovation and streamline their project management processes.
Final Thoughts: Choosing the Right Project Management Tool for Your Small Business
Selecting the best project management software for your small business depends on your specific needs, team size, and workflow preferences. Here’s a quick recap of the top project management tools for small businesses in 2025, their standout features, and their in-depth reviews:
- monday.com – Best for customizable workflows with a user-friendly interface.
- ClickUp – Best for all-in-one project management with extensive customization.
- Pipedrive – Best for sales-focused teams that need CRM-integrated project tracking.
- HubSpot – Best for integrating project management with marketing and sales automation.
- Wrike – Best for versatile team collaboration and scalability.
- Smartsheet – Best for spreadsheet-style project management with automation features.
- miro – Best for visual collaboration and brainstorming tools.
How to Choose the Best Tool for Your Business
To select the right project management software, consider the following factors:
- Ease of Use – Does the platform offer an intuitive, user-friendly experience?
- Features & Customization – Does it provide the task management, automation, and integrations your team needs?
- Scalability – Can the software grow with your business and support future needs?
- Collaboration Tools – Does it include features like real-time commenting, file sharing, and team chat?
- Pricing – Does the plan fit your budget and offer good value for money?
Final Verdict
If you’re looking for an all-in-one project management solution, ClickUp or monday.com are excellent choices. Pipedrive or HubSpot may be a better fit if you need a CRM-focused approach. Wrike, Smartsheet, or miro are strong options for teams needing powerful collaboration tools.
The right project management software can significantly improve productivity, streamline workflows, and enhance team collaboration regardless of your chosen tool.
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