A Guide to Best Project Management Tools for Consultants

Are you struggling to manage projects efficiently?

Managing consulting projects demands more than traditional project management. With multiple clients, strict deadlines, and evolving deliverables, consultants need specific project management solutions tailored to their dynamic workflows.

This guide covers top project management software for consultants in 2025, key features to look for, and implementation tips to boost productivity, client satisfaction, and profitability.

Why Consultants Need Project Management Tools

Consultants operate in a high-pressure environment where efficiency and clear communication are vital. Whether solo or in a large firm, project management software is designed to address critical challenges.

Project management software for consultants includes project planning tools,  project resource details, resource management, task assignment, collaboration, and performance tracking. It helps consultants streamline workflows, ensure efficient resource allocation, and maintain project visibility for better decision-making.

According to industry research, 70% of project failures stem from many project management practices rather than technical issues. Choosing the wrong tool can slow a team down. But with the right software in place, teams can operate with confidence and clarity to compete at a much higher level.

Here are the main obstacles and how tools overcome them:

• Time Management: Handling multiple clients with competing deadlines can lead to missed milestones or burnout. Tools with automated scheduling and time tracking ensure efficient time allocation, keeping projects on schedule, and reducing stress.

  
  

• Communication: Remote or distributed teams often face misaligned goals and errors. Centralized platforms with real-time updates and integration like Slack maintain clarity and minimize rework.

• Resource Allocation: Assigning tasks without insight into team capacity can cause delays. AI-driven tools optimize workloads by matching tasks to skills and availability, ensuring balanced team performance.

  
  

• Track Project Progress: Using fragmented tools like spreadsheets leads to inconsistencies. Unified systems track deliverables and flag issues early, preventing project derailment.

   

• Client Relationships: Delayed updates can erode client trust. Client portals and automated reporting provide transparency, fostering strong, long-term connections.

  
  

• Risk Management: Unforeseen issues, such as resource shortages or market shifts, can disrupt projects. Risk management tools like predictive analytics and AI alerts identify risks like budget overruns, enabling proactive solutions.

Project management software is crucial for consultants, it helps project consultants to manage their projects throughout the project lifecycle, provides real-time insight into project timelines, improves team coordination, and ensures delivery on time and within budget.

What are the Best Project Management Tools for Consultants

Project management software can help consultants streamline project workflows, improve collaboration, and deliver results faster. Use project management tool that allow consultants to manage and gain real-time insights, and manage various projects with ease.

Explore the powerful project management tools for consultants in 2025, features of project management software, benefits of project management software, and why Projetly leads with its advanced AI capabilities. 

1. Projectly: The AI-Powered Consulting Solution

Features

• AI-powered smart resource planning and allocation - Machine learning algorithms enable consultants to assign tasks based on skills, availability, workload, and project requirements.

  
  

• Real-time financial visibility and project profitability tracking - Live dashboards showing budget utilization, burn rates, profitability margins, and ROI metrics across all projects.

  
  

•  Seamless client collaboration portals - White-labeled client interfaces with project progress visibility, document sharing, feedback collection, and communication channels. 

  
  

• Automated time tracking with intelligent categorization - Smart time capture that automatically categorizes activities, suggests billing codes, and tracks productivity patterns.

•  Predictive project analytics and risk assessment - AI-driven forecasting that identifies potential delays, budget overruns, and resource conflicts before they impact delivery.

•  Integrated proposal and contract management - End-to-end sales process management from initial proposal creation through contract execution and project handoff.

•  Advanced reporting with customizable client dashboards - Dynamic, branded reports and dashboards that clients can access in real-time with metrics tailored to their specific interests.

These features of software should offer consultants to understand a range of projects,  project information, project management needs, and monitor project progress

Advantages

This project management software offers a range of benefits to enhance the project management experience.

• Specifically designed for consulting teams and professional services - Every feature is built with consulting workflows, billing models, and client relationship management in mind.

  
  

• AI capabilities reduce manual planning and optimize resource allocation automatically - Eliminates hours of manual scheduling while improving utilization rates and project outcomes.

  
  

• Strong financial management integration provides real-time project profitability insights - Instant visibility into which projects, clients, and team members are most profitable.

  
  

• Excellent client collaboration and project features enhance customer experience and satisfaction. Branded portals and transparent communication build stronger client relationships and increase retention.

  
  

• Predictive analytics help prevent project overruns before they occur - Early warning systems allow proactive intervention to keep projects on track and profitable.

  
  

• Comprehensive solution eliminates need for multiple specialized tools - Single platform replacing separate time tracking, project management, CRM, and financial reporting tools.

  
  

• Automated reporting saves significant administrative time - Self-generating reports and dashboards reduce manual reporting work by up to 80%.

  
  

• User-friendly interface with minimal learning curve despite advanced capabilities.

  
  

• Excellent value proposition with enterprise-level features at mid-market pricing

  
  

• Robust API and integration ecosystem for seamless workflow connectivity.

Disadvantages:

• Higher price point reflects specialized feature set and AI capabilities

• Integration ecosystem still developing compared to legacy solutions

• Learning curve for teams unfamiliar with AI-assisted workflows.

2. Monday.com

Features

• Highly customizable workflows and boards

• Visual project tracking with multiple view options

• Advanced automation capabilities

• Time tracking and  project budgeting

• Client collaboration features

• Integration with 40+ popular tools

• Custom dashboards and reporting

• Mobile apps for iOS and Android

• Template library for various industries

• Advanced permissions and access controls

Advantages

• Extremely flexible and customizable platform

• Intuitive visual interface that's easy to adopt

• Strong automation features to reduce manual work

• Excellent third-party integrations

• Scalable from small teams to large enterprises

• Good customer support and training resources

• Regular feature updates and improvements

Disadvantages

• It Can become expensive as team size grows

• Overwhelming number of customization options for simple needs

• Limited features

• Reporting capabilities could be more robust

• Some users find the interface cluttered with too many options

3. Asana

Features

• Multiple project views (list, board, timeline, calendar)

• Task dependencies and milestone tracking

• Team collaboration and communication tools

• Custom fields and project templates

• Time tracking (with premium plans)

• Portfolio for project management methodologies

• Advanced search and filtering options

• Mobile apps with offline capabilities

• Centralized project management

Advantages

• User-friendly interface with gentle learning curve

• Strong task management features

• Excellent mobile apps for remote work

• Good balance of features without overwhelming complexity

• Regular updates and new feature releases

• Strong customer support and extensive help resources

Disadvantages

• Time tracking requires paid plans

• Can become expensive for larger teams

• Limited customization compared to other platforms

• Reporting features could be more comprehensive

• No native invoicing or billing capabilities

  
  

4. Trello

Features

• Kanban-style board interface

• Card-based task management system

• Team collaboration and file attachments

• Integration with various third-party apps

• Calendar view and activity feeds

• Basic automation with Butler

Advantages

• Extremely simple and intuitive interface

• Great for visual project management

• Lightweight and fast performance

• Good for agile and flexible project approaches

• Strong mobile experience

Disadvantages

• No built-in time tracking or billing

• Lacks Gantt charts and timeline views

• Can become cluttered with large, complex projects

• Limited reporting and analytics capabilities

• Not suitable for enterprise-level project management

• Fewer customization options compared to competitors

   

5. Smartsheet

Features

• Spreadsheet-like interface with project management capabilities

• Gantt charts with dependencies and critical path

• Capacity planning

• Automated workflows and alerts

• Collaboration tools and proofing

• Integration with Microsoft Office and Google Workspace

Advantages

• Familiar spreadsheet interface for Excel users

• Powerful project management features

• Excellent reporting and dashboard capabilities

• Strong enterprise-grade security

• Good integration with existing business tools

Disadvantages

• Steep learning curve for advanced features

• Can be expensive for small consulting firms

• Interface may feel outdated compared to modern alternatives

• Limited free plan (30-day trial only)

• Some users find it complex for simple project needs

• Mobile experience could be improved

6. ClickUp

Features

• All-in-one workspace with multiple project views

• Task management with custom statuses and fields

• Time tracking with billable hours

• Goal setting and OKR tracking

• Document creation and wiki functionality

• Chat and collaboration features

• Advanced automation capabilities

• Custom dashboards and reporting

• Mobile apps with full functionality

Advantages

• Comprehensive feature set in one platform

• Highly customizable to fit various workflows

• Competitive pricing with generous free plan

• Strong automation capabilities

• Good balance of simplicity and advanced features

• Regular feature updates and improvements

• Excellent customer support

Disadvantages

• It Can be overwhelming with too many features

• Performance can be slow with large amounts of data

• Learning curve for advanced customization

• Some features still in development or beta

• Interface can feel cluttered at times

• Mobile app can be buggy occasionally

7. Basecamp

Features

• Simple project organization with to-do lists

• Message boards for team communication

• File and document sharing

• Schedule and calendar integration

• Automatic check-in questions

• Client access and collaboration

Advantages

• Extremely simple and easy to use

• Flat pricing model (no per-user fees)

• Great for client collaboration

• Minimal learning curve

• Good for teams that prefer simplicity

• Strong customer support and philosophy

• Works well for creative and consulting projects

Disadvantages

• Limited project management features

• No time tracking or billing capabilities

• Lacks Gantt charts and advanced planning tools

• Limited customization options

• No free plan available

• May be too simple for complex project needs

• Fewer integrations compared to competitors

8. Wrike

Features

• Multiple project views including Gantt charts

• Advanced task management with dependencies

• Resource management tools and workload balancing

• Time tracking and budget management

• Custom workflows and approval processes

• Proofing and review capabilities

• Advanced reporting and analytics

Advantages

• Comprehensive project management platforms

• Advanced resource management

• Excellent reporting and analytics

• Good for complex, enterprise-level projects

• Flexible workflows and customization

• Strong security and compliance features

• Good customer support and training

Disadvantages

• Steep learning curve for new users

• It Can be expensive for small teams

• Interface can feel complex and overwhelming

• Limited free plan functionality

• Some features require higher-tier plans

• Performance can be slow with large projects

9. Notion

Features

• All-in-one workspace combining notes, databases, and project management

• Customizable templates and page structures

• Database functionality with multiple views

• Task and project management

• Team collaboration and sharing

• API for custom integrations

• Version history and page analytics

Advantages

• Highly flexible and customizable platform

• Great for documentation and knowledge management

• Affordable pricing with generous free plan

• Good for teams that need more than just project management

• Continuous feature development

• Excellent for creative and content-focused work

Disadvantages

• Not specifically designed for project management

• Can be overwhelming to set up initially

• Limited native project management features

• Performance issues with large amounts of data

• Learning curve for database functionality

• Mobile apps lack some desktop features

• No built-in time tracking or billing

10. Microsoft Project

Features

• Portfolio management capabilities

• Integration with the Microsoft Office suite

• Advanced reporting and business intelligence

• Enterprise-grade security and compliance

• Cloud and on-premises deployment options

• Mobile apps for project viewing

Advantages

• Flexible project management tool

• Comprehensive enterprise-level features

• Excellent for complex, large-scale projects

• Strong integration with  many tools like Microsoft ecosystem

• Advanced scheduling and resource management

• Powerful reporting and analytics capabilities

• Well-established with extensive documentation

Disadvantages

• Expensive licensing costs

• Steep learning curve and complexity

• Limited collaboration features compared to modern tools

• The interface feels dated and less intuitive

• Requires significant training for effective use

• Not well-suited for agile or flexible project approaches

 Essential Features to Prioritise

Selecting a tool requires focusing on features that align with consulting needs:

1. Customizable  Workflows: Adapt tools to project types with tailored templates and task stages.

   
   

2. Client Portals: Share timelines and deliverables for transparency.

   
   

3. AI-Driven Resource Planning: Optimize task assignments using AI.

   
   

4. Time Tracking and Billing: Ensure accurate billing with integrated tracking.

   
   

5. CRM and Communication Integrations: Connect with Salesforce or Slack.

   
   

6. Advanced Analytics: Monitor project health with real-time dashboards.

   
   

7. User-Friendly Design: Prioritize intuitive interfaces and mobile access.

   
   

 Use Cases: Solving Consulting Challenges

 Challenge:

A digital marketing consultancy was struggling to manage different projects simultaneously, leading to delays, miscommunication, and inefficiencies.

Solution:

The consultancy implemented a project management software that offers a robust project management tool to streamline specific projects. As a digital project manager and consultant, I utilised this software to:

• Track progress and collaborate with teams in real-time.

• Assign tasks, set deadlines, and monitor progress.

• Centralize project documentation and communication.

Results:

The project management software helped the consultancy:

• Reduce project timelines by 30%.

• Improve team collaboration and communication.

• Increase client satisfaction ratings by 25%.

The project management software proved instrumental in streamlining digital projects, enabling the consultancy to deliver results-driven outcomes and enhance its reputation as a reliable digital partner.

How to Choose the Best Project Management Software

Choosing the right project management software solution involves a structured approach:

1. Assess Needs: Identify priorities like client collaboration or cost. Map workflows to pinpoint features.

   
   

2. Test Free Trials: Evaluate usability with task management and mobile access tests.

   
   

3. Verify Integrations: Confirm compatibility with QuickBooks or CRMs.

   
   

4. Balance Cost and Features: Compare pricing and scalability.

   
   

5. Check Support: Ensure access to customer support and onboarding resources.

   
   

FAQ

1. What is the best consulting management software in 2025?

Projetly leads as the top choice for consultants, offering specialized features like client portals, automated invoicing, and proposal management. Other strong options include Monday.com for team collaboration and Asana for task management. The best tool depends on your consulting niche, team size, and client requirements.

2. How much should consultants budget for project management software?

Most consulting firms spend $10-50 per user monthly on project management solution. Projetly offers the best consultant-specific pricing starting at $25/month with features like time tracking and client billing. Free options like Trello work for solo consultants, while enterprise solutions can cost $100+ per user for large firms.

3. What features do consultants need in project management software?

The best project management software solutions include the essential features

· Time tracking and billing integration

· Client collaboration portals

· Contract management

· Financial reporting and profitability analysis

· Document sharing and version control

Projetly excels by combining all these features in one platform designed specifically for consulting workflows.

 4. Can project management software help consultants increase profitability?

Yes, by 15-30% on average. Tools like Projetly provide real-time profitability tracking, automated time capture, and efficient resource allocation. They reduce administrative overhead, improve client satisfaction through transparency, and help identify your most profitable service areas.

5. How do consultants manage multiple client projects simultaneously?

Use a centralized dashboard to view all projects, set up automated client reporting, and implement standardized workflows. Projetly's multi-client dashboard lets consultants switch between projects seamlessly while maintaining separate client portals and billing structures for each engagement.

Conclusion

The best project management software does more than organize tasks—it unlocks your team’s full potential. Whether it's the AI-driven power of Projetly, the flexibility of Monday.com, or the structure of ClickUp, the key is choosing a solution that fits your workflow and using it consistently.

Projetly leads as the top choice for consultants in 2025, with unmatched AI automation, real-time insights, and client-centric features designed for fast-moving teams. Ready to transform how your team works? Start your free trial at Projetly and experience the difference.