Quick Overview
- 1#1: Kantata - Comprehensive professional services automation platform for project planning, resource management, financial forecasting, and profitability optimization.
- 2#2: BigTime - Robust time tracking, expense management, invoicing, and project management software tailored for professional services firms.
- 3#3: Certinia - Salesforce-native PSA solution integrating CRM, project delivery, resource planning, and revenue management for services organizations.
- 4#4: Kimble - AI-powered PSA platform combining sales, project management, resourcing, and billing to drive services growth and margins.
- 5#5: Accelo - All-in-one professional services automation tool for client work, projects, retainers, time tracking, and automated billing.
- 6#6: Scoro - Integrated work management software with CRM, projects, quotes, time tracking, and financials for service businesses.
- 7#7: Deltek Vision - ERP-strength PSA for project-based firms handling CRM, resource allocation, project accounting, and compliance.
- 8#8: Replicon Polaris PSA - Advanced PSA with AI-driven time intelligence, forecasting, resource management, and professional services lifecycle automation.
- 9#9: Changepoint - Scalable PSA solution for professional services with portfolio management, resource planning, and contract billing.
- 10#10: OpenAI r - Cloud-based PSA for project accounting, time and expense tracking, resource management, and invoicing in professional services.
We ranked these tools by evaluating key factors including feature depth, user experience, product quality, and overall value, ensuring they address the diverse demands of modern professional services organizations.
Comparison Table
This comparison table examines top professional services project management software, including Kantata, BigTime, Certinia, Kimble, Accelo, and more, to highlight key features, benefits, and suitability for diverse team needs. It helps readers navigate options for efficient workflow management, resource allocation, and project success by outlining critical capabilities of each tool.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Kantata Comprehensive professional services automation platform for project planning, resource management, financial forecasting, and profitability optimization. | enterprise | 9.5/10 | 9.8/10 | 8.4/10 | 9.2/10 |
| 2 | BigTime Robust time tracking, expense management, invoicing, and project management software tailored for professional services firms. | specialized | 8.9/10 | 9.3/10 | 8.1/10 | 8.6/10 |
| 3 | Certinia Salesforce-native PSA solution integrating CRM, project delivery, resource planning, and revenue management for services organizations. | enterprise | 8.7/10 | 9.2/10 | 8.0/10 | 8.3/10 |
| 4 | Kimble AI-powered PSA platform combining sales, project management, resourcing, and billing to drive services growth and margins. | enterprise | 8.4/10 | 9.2/10 | 7.6/10 | 8.1/10 |
| 5 | Accelo All-in-one professional services automation tool for client work, projects, retainers, time tracking, and automated billing. | specialized | 8.6/10 | 9.2/10 | 7.8/10 | 8.4/10 |
| 6 | Scoro Integrated work management software with CRM, projects, quotes, time tracking, and financials for service businesses. | specialized | 8.6/10 | 9.1/10 | 7.9/10 | 8.2/10 |
| 7 | Deltek Vision ERP-strength PSA for project-based firms handling CRM, resource allocation, project accounting, and compliance. | enterprise | 8.1/10 | 8.7/10 | 6.8/10 | 7.4/10 |
| 8 | Replicon Polaris PSA Advanced PSA with AI-driven time intelligence, forecasting, resource management, and professional services lifecycle automation. | enterprise | 8.4/10 | 9.1/10 | 7.7/10 | 8.0/10 |
| 9 | Changepoint Scalable PSA solution for professional services with portfolio management, resource planning, and contract billing. | enterprise | 8.1/10 | 8.6/10 | 7.4/10 | 7.7/10 |
| 10 | OpenAI r Cloud-based PSA for project accounting, time and expense tracking, resource management, and invoicing in professional services. | specialized | 8.0/10 | 8.5/10 | 7.2/10 | 7.8/10 |
Comprehensive professional services automation platform for project planning, resource management, financial forecasting, and profitability optimization.
Robust time tracking, expense management, invoicing, and project management software tailored for professional services firms.
Salesforce-native PSA solution integrating CRM, project delivery, resource planning, and revenue management for services organizations.
AI-powered PSA platform combining sales, project management, resourcing, and billing to drive services growth and margins.
All-in-one professional services automation tool for client work, projects, retainers, time tracking, and automated billing.
Integrated work management software with CRM, projects, quotes, time tracking, and financials for service businesses.
ERP-strength PSA for project-based firms handling CRM, resource allocation, project accounting, and compliance.
Advanced PSA with AI-driven time intelligence, forecasting, resource management, and professional services lifecycle automation.
Scalable PSA solution for professional services with portfolio management, resource planning, and contract billing.
Cloud-based PSA for project accounting, time and expense tracking, resource management, and invoicing in professional services.
Kantata
enterpriseComprehensive professional services automation platform for project planning, resource management, financial forecasting, and profitability optimization.
AI-enhanced resource management with skills cloud and predictive capacity planning for optimal allocation
Kantata is a robust professional services automation (PSA) platform designed to streamline project delivery, resource management, and financial operations for services organizations. It integrates project planning, time tracking, expense management, invoicing, and profitability analytics into a single system. Formerly known as Mavenlink and Kimble, it empowers teams to forecast capacity, allocate skills-based resources, and drive revenue growth through data-driven insights.
Pros
- Comprehensive resource planning with skills-based matching and capacity forecasting
- End-to-end financial management including real-time profitability tracking and invoicing
- Highly customizable dashboards, reports, and workflows for complex services operations
Cons
- Steep learning curve due to extensive feature depth
- Pricing can be premium for smaller teams
- Some advanced customizations require additional professional services
Best For
Mid-to-large professional services firms in consulting, agencies, or IT services needing scalable PSA for resource optimization and profitability.
Pricing
Custom enterprise pricing starting at around $59/user/month for core plans, with tiers scaling based on users, features, and add-ons; volume discounts available.
BigTime
specializedRobust time tracking, expense management, invoicing, and project management software tailored for professional services firms.
Real-time profitability tracking at the project, phase, and task level
BigTime is a robust Professional Services Automation (PSA) platform designed for firms in consulting, accounting, engineering, architecture, and legal services. It streamlines project management, time and expense tracking, resource scheduling, invoicing, and profitability analysis. With deep integrations to accounting tools like QuickBooks and Xero, it helps teams deliver billable work efficiently while maintaining financial oversight.
Pros
- Exceptional time tracking and billing automation with real-time profitability insights
- Advanced resource management using skills-based scheduling
- Comprehensive reporting and customizable dashboards for project oversight
Cons
- Steep learning curve for advanced features
- Pricing can be expensive for smaller teams
- Mobile app lacks some desktop functionalities
Best For
Mid-sized professional services firms needing sophisticated PSA tools for billable project delivery and financial tracking.
Pricing
Custom pricing starting at $10/user/month for Essentials, up to $50+/user/month for Elite plans, billed annually with a minimum user commitment.
Certinia
enterpriseSalesforce-native PSA solution integrating CRM, project delivery, resource planning, and revenue management for services organizations.
Native Salesforce Platform integration for real-time data synchronization across sales, projects, and finance
Certinia is a robust Professional Services Automation (PSA) platform built natively on Salesforce, designed to streamline project management, resource allocation, financial tracking, and client delivery for services organizations. It provides end-to-end capabilities including project planning, time and expense capture, invoicing, revenue forecasting, and performance analytics all within the Salesforce ecosystem. This integration ensures seamless data flow between CRM, projects, and finance, making it ideal for scaling professional services firms.
Pros
- Deep native integration with Salesforce for unified CRM and PSA workflows
- Comprehensive project management tools including resource scheduling and forecasting
- Advanced financials with revenue recognition and profitability analytics
Cons
- Steep learning curve due to Salesforce complexity
- High cost, especially for smaller teams
- Requires significant customization for optimal fit
Best For
Mid-sized to large professional services organizations already using Salesforce that need integrated project delivery and financial management.
Pricing
Quote-based enterprise pricing, typically $100-200 per user per month depending on modules and scale.
Kimble
enterpriseAI-powered PSA platform combining sales, project management, resourcing, and billing to drive services growth and margins.
Native Salesforce integration that unifies CRM pipelines with PSA for real-time opportunity-to-cash automation
Kimble is a comprehensive Professional Services Automation (PSA) platform tailored for services organizations, enabling end-to-end management of sales, resource allocation, project delivery, and financials. Built natively on Salesforce, it integrates CRM data seamlessly with project management tools for accurate forecasting, profitability tracking, and optimized utilization. Key capabilities include advanced scheduling, time and expense tracking, milestone-based billing, and AI-driven insights to enhance operational efficiency.
Pros
- Native Salesforce integration for unified sales and delivery workflows
- Powerful AI analytics for forecasting, utilization, and profitability
- Scalable resource management with skills-based matching and scheduling
Cons
- Steep learning curve due to Salesforce dependency
- Enterprise-focused pricing lacks transparency for smaller teams
- Customization limited outside Salesforce ecosystem
Best For
Mid-to-large professional services firms using Salesforce that require integrated PSA for complex project delivery and financial oversight.
Pricing
Custom enterprise subscription pricing, typically $75-150/user/month, quoted based on scale and modules; minimum commitments apply.
Accelo
specializedAll-in-one professional services automation tool for client work, projects, retainers, time tracking, and automated billing.
Automated retainer management with real-time profitability tracking tied to time and expenses
Accelo is an all-in-one professional services automation (PSA) platform that combines project management, CRM, sales pipelines, time tracking, invoicing, and ticketing into a unified system. It helps service-based businesses like agencies, consultancies, and IT firms manage the full client lifecycle from lead generation to project delivery and billing. Key strengths include automation workflows and profitability tracking across projects and retainers.
Pros
- Comprehensive all-in-one PSA capabilities reducing tool sprawl
- Strong automation for workflows, retainers, and invoicing
- Robust profitability and resource utilization reporting
Cons
- Steeper learning curve and cluttered interface
- Setup and customization can be time-intensive
- Advanced reporting requires workarounds or add-ons
Best For
Small to mid-sized professional services firms needing integrated project management, billing, and client relationship tools.
Pricing
Starts at $39/user/month (billed annually) for Professional plan; scales to $99/user/month for Elite, with custom Enterprise pricing.
Scoro
specializedIntegrated work management software with CRM, projects, quotes, time tracking, and financials for service businesses.
Integrated end-to-end profitability tracking that monitors margins across projects, resources, and finances in real-time
Scoro is an all-in-one business management platform tailored for professional services firms, integrating project management, CRM, time tracking, resource planning, quoting, invoicing, and reporting into a single system. It enables teams to handle everything from lead generation to financial reporting without switching tools, with strong emphasis on profitability and efficiency. Designed for agencies, consultancies, and similar organizations, it provides Gantt charts, Kanban boards, workload views, and customizable dashboards for comprehensive oversight.
Pros
- All-in-one integration eliminates need for multiple tools
- Advanced resource scheduling and profitability tracking
- Highly customizable reports and real-time dashboards
Cons
- Steep learning curve due to extensive features
- Higher pricing may not suit very small teams
- Mobile app functionality lags behind desktop version
Best For
Mid-sized professional services firms like agencies and consultancies needing unified project, CRM, and financial management.
Pricing
Starts at $26/user/month (Essential, billed annually) up to $63/user/month (Pro), with custom Ultimate plans available.
Deltek Vision
enterpriseERP-strength PSA for project-based firms handling CRM, resource allocation, project accounting, and compliance.
Project-centric ERP that unifies CRM, resource management, and financials for precise job costing and billing
Deltek Vision is a robust ERP and professional services automation (PSA) platform tailored for architecture, engineering, construction (AEC), and consulting firms. It provides end-to-end project lifecycle management, including CRM, resource planning, time and expense tracking, project scheduling, invoicing, and financial reporting. The software excels in integrating project operations with back-office accounting for accurate profitability tracking and compliance.
Pros
- Deep integration of PSA with ERP for project financials and profitability analysis
- Industry-specific tools for AEC like proposal management and contract compliance
- Advanced reporting and dashboards for real-time project insights
Cons
- Outdated user interface that feels clunky compared to modern SaaS tools
- Steep learning curve and lengthy implementation process
- High cost with complex pricing and customization requirements
Best For
Mid-to-large AEC and professional services firms needing comprehensive project accounting integrated with CRM and ERP.
Pricing
Quote-based pricing; typically starts at $25,000-$50,000 annually for small teams, scaling to six figures for enterprise deployments with modules and users.
Replicon Polaris PSA
enterpriseAdvanced PSA with AI-driven time intelligence, forecasting, resource management, and professional services lifecycle automation.
AI-driven resource forecasting and utilization analytics
Replicon Polaris PSA is a comprehensive professional services automation platform tailored for project-based organizations, offering end-to-end management of projects, resources, time, and finances. It excels in time tracking, resource forecasting, scheduling, billing, and profitability analytics to help services firms optimize operations. Polaris integrates AI-driven insights and supports integrations with major CRMs and ERPs for seamless workflows.
Pros
- Superior resource management and AI-powered forecasting
- Robust time/expense tracking with mobile support
- Comprehensive financials, billing, and profitability reporting
Cons
- Steep learning curve and complex initial setup
- Pricing can be high for smaller teams
- User interface feels dated compared to modern competitors
Best For
Mid-to-large professional services firms prioritizing accurate resource allocation and financial forecasting.
Pricing
Custom enterprise pricing, typically $25-50/user/month depending on modules and scale; quotes required.
Changepoint
enterpriseScalable PSA solution for professional services with portfolio management, resource planning, and contract billing.
Advanced opportunity-to-cash workflow with AI-driven forecasting for precise project profitability predictions
Changepoint is a robust Professional Services Automation (PSA) platform that helps organizations manage the entire project lifecycle, from opportunity to cash, including resource allocation, project planning, time and expense tracking, and invoicing. It provides deep visibility into project profitability through advanced forecasting, budgeting, and financial reporting tools tailored for services firms. Designed for scalability, it integrates CRM and ERP systems to streamline operations for mid-to-large enterprises.
Pros
- Comprehensive resource management with skills-based scheduling and forecasting
- Strong financial controls including project budgeting, invoicing, and profitability analysis
- Highly customizable reporting and dashboards for executive insights
Cons
- Steep learning curve due to extensive feature set and complex configuration
- Pricing is opaque and can be expensive for smaller teams
- Mobile app lacks full functionality compared to desktop version
Best For
Mid-to-large professional services organizations focused on optimizing resource utilization and project profitability across complex portfolios.
Pricing
Quote-based enterprise pricing, typically $60-120 per user/month depending on modules and scale; minimum commitments apply.
OpenAI r
specializedCloud-based PSA for project accounting, time and expense tracking, resource management, and invoicing in professional services.
Deep NetSuite integration for real-time project financials and ERP synchronization
OpenAI r, now part of Deltek, is a professional services automation (PSA) platform tailored for managing projects, resources, time, expenses, and finances in service-based organizations. It provides end-to-end tools for project planning, scheduling, tracking progress, invoicing, and profitability analysis, with strong integration capabilities for ERP systems like NetSuite. The software emphasizes improving operational efficiency and financial visibility for professional services firms.
Pros
- Comprehensive PSA suite with robust project profitability tracking
- Seamless NetSuite and ERP integrations
- Advanced reporting and analytics for resource optimization
Cons
- Dated user interface requiring training
- Complex setup and customization process
- Premium pricing not ideal for small teams
Best For
Mid-to-large professional services firms needing integrated project management with financial controls.
Pricing
Quote-based enterprise pricing, typically $50-$100/user/month depending on modules and scale.
Conclusion
The reviewed professional services project management software showcase diverse strengths, but Kantata leads as the top choice, excelling in comprehensive automation, resource management, and profitability optimization. BigTime and Certinia follow closely, offering robust time tracking, invoicing, and Salesforce-native integration respectively, proving strong alternatives for specific needs.
To experience streamlined workflows and enhanced productivity, start with Kantata—its all-in-one platform is poised to elevate your professional services firm's performance.
Tools Reviewed
All tools were independently evaluated for this comparison