Quick Overview
- 1#1: Microsoft Project - Comprehensive project management software offering advanced cost tracking, budgeting, resource allocation, and earned value management.
- 2#2: Oracle Primavera P6 - Enterprise-grade project portfolio management tool specializing in complex scheduling, cost control, budgeting, and risk analysis for large projects.
- 3#3: Deltek Vision - Integrated professional services automation platform with robust project accounting, budgeting, invoicing, and profitability tracking.
- 4#4: Kantata - Cloud PSA software for professional services firms, providing project budgeting, forecasting, resource management, and financial insights.
- 5#5: BigTime - Professional services tool combining time tracking, expense management, project budgeting, and invoicing for improved profitability.
- 6#6: Procore - Construction project management platform with real-time budget tracking, cost forecasting, change order management, and financial reporting.
- 7#7: Wrike - Work management software featuring finance tracking, project budgeting, expense allocation, and customizable financial dashboards.
- 8#8: Celoxis - Project portfolio management solution with advanced budgeting, forecasting, cost variance analysis, and resource optimization.
- 9#9: Float - Resource scheduling and planning tool integrated with project budgeting, capacity forecasting, and financial reporting.
- 10#10: Smartsheet - Flexible spreadsheet-based platform for project planning, customizable budget tracking, automated alerts, and workflow automation.
We ranked these tools based on key factors like robust budgeting features, integration with broader project management functions, ease of navigation, and overall value, ensuring they meet the demands of both small teams and large enterprises.
Comparison Table
This comparison table evaluates popular project budget tracking software, featuring Microsoft Project, Oracle Primavera P6, Deltek Vision, Kantata, BigTime, and more, to guide readers in selecting tools that match their project scale and goals. It compares key attributes like features, integration capabilities, and user-friendliness, helping teams streamline budget management and enhance productivity.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Microsoft Project Comprehensive project management software offering advanced cost tracking, budgeting, resource allocation, and earned value management. | enterprise | 9.2/10 | 9.5/10 | 7.8/10 | 8.7/10 |
| 2 | Oracle Primavera P6 Enterprise-grade project portfolio management tool specializing in complex scheduling, cost control, budgeting, and risk analysis for large projects. | enterprise | 8.7/10 | 9.2/10 | 6.8/10 | 7.9/10 |
| 3 | Deltek Vision Integrated professional services automation platform with robust project accounting, budgeting, invoicing, and profitability tracking. | enterprise | 8.7/10 | 9.2/10 | 7.5/10 | 8.0/10 |
| 4 | Kantata Cloud PSA software for professional services firms, providing project budgeting, forecasting, resource management, and financial insights. | specialized | 8.7/10 | 9.2/10 | 7.8/10 | 8.1/10 |
| 5 | BigTime Professional services tool combining time tracking, expense management, project budgeting, and invoicing for improved profitability. | specialized | 8.4/10 | 8.7/10 | 8.0/10 | 8.2/10 |
| 6 | Procore Construction project management platform with real-time budget tracking, cost forecasting, change order management, and financial reporting. | specialized | 8.7/10 | 9.2/10 | 7.8/10 | 8.0/10 |
| 7 | Wrike Work management software featuring finance tracking, project budgeting, expense allocation, and customizable financial dashboards. | enterprise | 7.8/10 | 8.2/10 | 7.1/10 | 7.4/10 |
| 8 | Celoxis Project portfolio management solution with advanced budgeting, forecasting, cost variance analysis, and resource optimization. | enterprise | 7.8/10 | 8.2/10 | 7.0/10 | 7.5/10 |
| 9 | Float Resource scheduling and planning tool integrated with project budgeting, capacity forecasting, and financial reporting. | specialized | 8.2/10 | 8.5/10 | 9.0/10 | 7.8/10 |
| 10 | Smartsheet Flexible spreadsheet-based platform for project planning, customizable budget tracking, automated alerts, and workflow automation. | other | 7.6/10 | 8.1/10 | 7.8/10 | 7.2/10 |
Comprehensive project management software offering advanced cost tracking, budgeting, resource allocation, and earned value management.
Enterprise-grade project portfolio management tool specializing in complex scheduling, cost control, budgeting, and risk analysis for large projects.
Integrated professional services automation platform with robust project accounting, budgeting, invoicing, and profitability tracking.
Cloud PSA software for professional services firms, providing project budgeting, forecasting, resource management, and financial insights.
Professional services tool combining time tracking, expense management, project budgeting, and invoicing for improved profitability.
Construction project management platform with real-time budget tracking, cost forecasting, change order management, and financial reporting.
Work management software featuring finance tracking, project budgeting, expense allocation, and customizable financial dashboards.
Project portfolio management solution with advanced budgeting, forecasting, cost variance analysis, and resource optimization.
Resource scheduling and planning tool integrated with project budgeting, capacity forecasting, and financial reporting.
Flexible spreadsheet-based platform for project planning, customizable budget tracking, automated alerts, and workflow automation.
Microsoft Project
enterpriseComprehensive project management software offering advanced cost tracking, budgeting, resource allocation, and earned value management.
Earned Value Management (EVM) for precise tracking of cost performance index (CPI) and schedule performance index (SPI)
Microsoft Project is a powerful project management software that includes robust budget tracking capabilities, allowing users to define cost baselines, assign resource rates, and monitor variances in real-time. It supports earned value management (EVM) to measure project performance against budget, with customizable reports and dashboards for financial insights. Ideal for integrating budget tracking within full project lifecycles, it syncs seamlessly with Microsoft tools like Excel and Power BI.
Pros
- Comprehensive cost tracking with baselines, variances, and EVM
- Deep integration with Microsoft 365 ecosystem for reporting
- Scalable for enterprise-level projects with advanced resource costing
Cons
- Steep learning curve for non-PM experts
- Expensive for small teams or simple budgeting needs
- Overly complex interface for budget-only tracking
Best For
Enterprise teams and project managers handling complex, multi-phase projects requiring integrated budget oversight.
Pricing
Cloud plans start at $10/user/month (Plan 1), $30/user/month (Plan 3), up to $55/user/month (Plan 5); desktop licenses from $620 one-time or via Microsoft 365 subscriptions.
Oracle Primavera P6
enterpriseEnterprise-grade project portfolio management tool specializing in complex scheduling, cost control, budgeting, and risk analysis for large projects.
Advanced Earned Value Management (EVM) that dynamically links cost, schedule, and performance metrics for proactive budget variance analysis
Oracle Primavera P6 is an enterprise-grade project portfolio management software that provides comprehensive budget tracking capabilities integrated with advanced scheduling and resource management. It enables users to establish detailed cost baselines, monitor actual expenditures in real-time, and perform earned value management (EVM) analysis to assess cost variances and forecast completion costs. With hierarchical cost accounts and robust reporting tools, it supports portfolio-level financial oversight, making it suitable for complex, large-scale projects in industries like construction and engineering.
Pros
- Sophisticated earned value management (EVM) for precise cost performance tracking
- Hierarchical budgeting and cost control accounts for multi-level oversight
- Seamless integration of budgets with schedules and resources
Cons
- Steep learning curve requiring extensive training and expertise
- High cost and complex implementation for enterprise deployments
- Overkill for simple or small-scale budget tracking needs
Best For
Large enterprises and organizations managing complex, high-value projects in construction, energy, or engineering that demand integrated schedule and budget control.
Pricing
Quote-based enterprise licensing; typically starts at $3,000+ per user for on-premise with annual maintenance, or subscription models via Oracle Cloud at custom rates.
Deltek Vision
enterpriseIntegrated professional services automation platform with robust project accounting, budgeting, invoicing, and profitability tracking.
Integrated project profitability analysis that combines CRM, resource planning, and financials for real-time WIP and variance reporting
Deltek Vision is a robust ERP platform designed for project-centric professional services firms, providing advanced project budget tracking through integrated planning, monitoring, and forecasting tools. It enables real-time visibility into budgets versus actuals by linking time entries, expenses, and resource allocation directly to project financials. Users benefit from customizable reports and dashboards that highlight variances, profitability, and cash flow projections, making it ideal for complex, multi-phase projects.
Pros
- Comprehensive integration of budgeting with time, expenses, and invoicing for accurate tracking
- Advanced forecasting and what-if scenario modeling for proactive budget management
- Highly customizable reporting and real-time dashboards for project financial insights
Cons
- Steep learning curve due to its enterprise-level complexity
- High implementation costs and time requirements
- Overkill and expensive for small teams focused solely on basic budget tracking
Best For
Mid-to-large professional services firms like architecture, engineering, and consulting companies requiring deep project accounting integration.
Pricing
Quote-based enterprise pricing, typically starting at $20,000-$50,000 annually for base modules, scaling with users, customizations, and add-ons.
Kantata
specializedCloud PSA software for professional services firms, providing project budgeting, forecasting, resource management, and financial insights.
Profitability Compass, providing AI-driven insights into project margins, budget variances, and what-if scenarios for proactive financial adjustments
Kantata is a comprehensive professional services automation (PSA) platform designed for agencies, consultancies, and service firms, with robust project budget tracking capabilities including real-time financial visibility, forecasting, and profitability analysis. It integrates time tracking, expense management, and resource allocation to monitor budgets against actuals at project, portfolio, and firm-wide levels. Users benefit from customizable dashboards and scenario planning to proactively manage overruns and optimize financial outcomes.
Pros
- Advanced real-time budget tracking and forecasting with profitability insights
- Seamless integration of time, expenses, and resources for accurate financial visibility
- Customizable reporting and dashboards for portfolio-level budget management
Cons
- Steep learning curve due to extensive features and customization options
- Higher pricing makes it less accessible for small teams or simple needs
- Interface can feel overwhelming for users focused solely on basic budgeting
Best For
Mid-to-large professional services firms and agencies managing complex, multi-project budgets with a need for integrated financial and resource oversight.
Pricing
Custom quote-based pricing, typically starting at $39-$59 per user per month for core plans, scaling with users, features, and enterprise add-ons.
BigTime
specializedProfessional services tool combining time tracking, expense management, project budgeting, and invoicing for improved profitability.
Real-time budget variance alerts and profitability forecasting tied directly to time and expense entries
BigTime is a professional services automation (PSA) platform tailored for firms in consulting, architecture, engineering, and accounting, providing robust tools for time tracking, expense management, and project budgeting. It allows users to create detailed project budgets by phase or task, track actual costs in real-time against planned figures, and monitor profitability through customizable dashboards and reports. With integrations to accounting software like QuickBooks and Xero, it streamlines financial oversight for service-based projects.
Pros
- Comprehensive budgeting with phase-level tracking and variance analysis
- Real-time profitability dashboards and forecasting tools
- Seamless integrations with accounting and CRM systems
Cons
- Pricing can escalate quickly for larger teams or advanced features
- Steeper learning curve for non-professional services users
- Limited focus on non-service-based project types
Best For
Professional services firms like consulting, architecture, and engineering companies needing integrated budget tracking with time and billing.
Pricing
Starts at $10/user/month (Essentials), $20/user/month (Premium), $40/user/month (Elite); billed annually with custom quotes available.
Procore
specializedConstruction project management platform with real-time budget tracking, cost forecasting, change order management, and financial reporting.
Integrated Budget Line Items with automated forecasting that pulls from commitments, change orders, and actual costs for proactive variance management
Procore is a comprehensive cloud-based construction management platform with robust project budget tracking capabilities, enabling users to set up detailed budgets, monitor commitments, track change orders, and generate forecasts. It provides real-time financial visibility through dashboards that integrate budget data with project schedules, costs, and revenue. Ideal for construction teams, it supports collaboration among stakeholders for accurate budget oversight throughout the project lifecycle.
Pros
- Advanced budget forecasting and variance tracking
- Seamless integration with accounting software like QuickBooks and Sage
- Real-time mobile access to financial data for on-site teams
Cons
- Steep learning curve for new users
- High pricing that may not suit small projects
- Overkill for teams needing only basic budget tracking
Best For
Mid-to-large construction firms managing complex projects with multiple stakeholders requiring integrated financial oversight.
Pricing
Custom quote-based pricing, typically $500-$1,200 per month per project based on users, features, and scale.
Wrike
enterpriseWork management software featuring finance tracking, project budgeting, expense allocation, and customizable financial dashboards.
Custom financial dashboards that aggregate budget data across projects for instant variance analysis
Wrike is a comprehensive project management platform that incorporates budget tracking features through custom fields, time tracking, and financial dashboards, allowing teams to monitor project expenses alongside tasks and timelines. Users can set planned budgets, log actual costs via integrations or manual entry, and visualize variances in real-time reports. While versatile for general PM needs, its budgeting tools shine in structured workflows but require initial setup for optimal use.
Pros
- Seamless integration of budget tracking with tasks, Gantt charts, and resource management
- Customizable dashboards for real-time expense monitoring and forecasting
- Robust integrations with accounting tools like QuickBooks and Xero
Cons
- Steep learning curve for setting up advanced budgeting features
- Budget tools feel secondary to core PM functions, less intuitive than specialized software
- Pricing escalates quickly for teams needing full financial capabilities
Best For
Mid-to-large teams already using Wrike for project management who need embedded budget oversight without additional tools.
Pricing
Free plan available; Pro starts at $9.80/user/month, Business at $24.80/user/month, Enterprise custom (billed annually).
Celoxis
enterpriseProject portfolio management solution with advanced budgeting, forecasting, cost variance analysis, and resource optimization.
Multi-dimensional budgeting with baseline comparisons, forecasting, and profitability analysis
Celoxis is a comprehensive project management software that includes robust budget tracking capabilities, allowing users to define project budgets, monitor actual costs via timesheets and expenses, and analyze variances in real-time. It supports multi-level budgeting for tasks, resources, and portfolios, with forecasting tools to predict overruns. Custom reports and dashboards provide deep insights into financial performance across projects.
Pros
- Detailed budget planning with task and resource-level granularity
- Real-time variance analysis and customizable financial reports
- Seamless integration of timesheets, expenses, and budgets
Cons
- Steep learning curve for advanced budgeting features
- Dated user interface compared to modern alternatives
- Higher pricing may not suit very small teams
Best For
Mid-sized project teams or PMOs requiring integrated budget tracking within full project management workflows.
Pricing
Starts at $25/user/month (Basic, billed annually); Pro at $45/user/month; Enterprise custom; 14-day free trial.
Float
specializedResource scheduling and planning tool integrated with project budgeting, capacity forecasting, and financial reporting.
Interactive timeline view overlaying resource schedules, time logs, and budget utilization for instant insights
Float is a resource scheduling and capacity planning tool that includes project budget tracking capabilities, allowing teams to assign resources, monitor costs against budgets, and forecast spending in real-time. It visualizes workloads on an interactive timeline, integrates time tracking to log hours against budgets, and provides alerts for potential overruns. Ideal for teams managing multiple projects, Float combines resource allocation with financial oversight to optimize profitability.
Pros
- Drag-and-drop scheduling with real-time budget visibility
- Seamless integrations with tools like Asana, Jira, and Harvest
- Capacity forecasting to prevent budget overruns
Cons
- Budgeting features are secondary to resource management
- Pricing scales quickly for larger teams
- Reporting customization for budgets is somewhat limited
Best For
Agencies and consultancies balancing team capacity with project financials.
Pricing
Starts at $6/user/month (billed annually) for Team plan; Pro at $10/user/month; Enterprise custom.
Smartsheet
otherFlexible spreadsheet-based platform for project planning, customizable budget tracking, automated alerts, and workflow automation.
Advanced formula engine and cell linking that mimics Excel for complex, dynamic budget modeling in a collaborative environment
Smartsheet is a cloud-based work management platform that uses spreadsheet-like sheets for collaborative project tracking, including budgets. It enables users to build custom budget templates with formulas for expense tracking, forecasting, and variance analysis, supported by automations and real-time updates. Dashboards and reports provide visual insights into project financials, with integrations to tools like QuickBooks for data import.
Pros
- Highly customizable sheets with Excel-like formulas for precise budget calculations
- Real-time collaboration and automations to reduce manual tracking errors
- Dynamic dashboards and reporting for at-a-glance budget overviews
Cons
- Not specialized for budgeting, requiring custom setup for advanced financial tracking
- Pricing scales quickly for larger teams or advanced features
- Steeper learning curve for non-spreadsheet users to leverage full potential
Best For
Project managers in collaborative teams who want integrated budget tracking within a broader work management tool.
Pricing
Pro plan at $7/user/month (billed annually); Business at $25/user/month; Enterprise custom.
Conclusion
Evaluating the top project budget tracking tools reveals Microsoft Project as the clear leader, with its robust cost tracking and resource management. Oracle Primavera P6 and Deltek Vision stand out as excellent alternatives—ideal for complex projects and professional services, respectively—showcasing the diversity of solutions available. Regardless of needs, this list equips users to find the perfect fit for effective budget oversight.
Don’t miss out on maximizing your project budgets—start with Microsoft Project to unlock its advanced features and streamline your financial management processes.
Tools Reviewed
All tools were independently evaluated for this comparison