Project management software comparison: 15 popular PM tools

The market for project management software is large and growing steadily. It is not easy to maintain an overview in the jungle of different software products. A comparison of the available project management software solutions shows that PM tools differ primarily in terms of their range of functions and their focus on different user groups. The broad portfolio of project management software offers users a wide range of choices, but also makes it difficult to decide.

Our project management software comparison of the 15 most popular and best tools of 2026 provides you with a brief and compact market overview. You can compare the available PM tools yourself according to your requirements. In addition, we address important questions and aspects related to project management software:

• Which project management tools are best for agencies?
• Which project management software offers the highest level of data security and GDPR compliance?
• Which project management software is best suited for agile methods?
• Which project management tool is the best choice for task management?
• Which is the best multi-project management software?
• Which project management software offers the best value for money?
• Which project management software offers the best usability?
• Which PM tool has the widest range of functions?
• Is free project management software worth it?

For the ultimate project management software comparison, we took a closer look at the 15 most popular project management tools, namely the current versions of the PM tools from Asana, Trello, Wrike, Smartsheet, ClickUp™, InLoox, Jira, MS Project, Troi, factro, awork, monday.com, OpenProject, Stackfield®, and BCS (Business Coordination Software) from Projektron.

For your project “Selecting project management software,” you can find our 9-step plan here. The aim of this article is to provide project managers with a list as a resource for market research for step 4 of the selection process. Detailed reviews with ratings of individual aspects can be found below.

BCS is multi-project management software developed in Germany by Projektron GmbH for personnel-intensive projects.

A functional giant for all methods, industries, and company sizes

The range of functions offered by BCS is simply enormous. The software is not only suitable for classic project management methods, but also provides all the tools required for hybrid and agile project management methods. BCS is the right solution, regardless of whether you are planning and implementing complex projects, for example according to

IPMA/GPM

PMI standards

PRINCE2

HERMES

development projects according to Scrum

Or are you looking for lean and clear task management with a ticket system and Kanban board? BCS can help with that too.

Focus on usability and user experience

In the past, BCS has been criticized here and there, primarily with regard to two aspects: usability was said to be impaired by the sheer density of functions, and the design was considered outdated. Projektron is certainly not trying to show off with BCS. If you consider the long organic development history of 25 years, you can see a development towards the best possible user experience.

Plenty of interfaces

If you need a function that BCS does not cover itself, BCS offers a useful range of interfaces (REST) to other applications, such as DATEV, Jira, SAP, Microsoft 365, MS Project, Outlook, or Confluence. You can connect your telephone system to BCS via a CTI interface.

Quality standard, data security, and protection

BCS is developed in Germany (Berlin) and Projektron is ISO 27001 certified. In addition, Projektron scores with a Tier IV class data center in Leipzig (BCS is software hosted in Germany) with redundant ISP POP. The transmission of your data is secured with 256-bit SSL encryption according to the TLS 1.3 standard. All passwords are stored in a vault during each installation, so that even when the database is queried, passwords cannot be accessed. If you choose the SaaS solution from BCS, hosting takes place in Germany and is subject to the GDPR. An ISMS team ensures that the requirements are met.

Thanks to the fine-grained rights structure, each user only sees the information and documents that they are authorized to view and that are relevant to their work. The integration of external stakeholders is also no problem.

Personal account managers, excellent support portal, AI assistant

Projektron focuses on personal support. BCS users can use the ticket system to consult Projektron support. Of course, personal account managers are also available by phone. In addition, Projektron offers individual training courses and workshops on site and online with various focal points. Users can clarify many questions themselves with the documentation, FAQs, and video tutorials, which have won multiple awards from Tekom.

The first AI integration: smart user help offers a useful, targeted, and well-implemented addition. Every BCS user can consult the AI assistant in any program view as needed and receive a tailored answer or step-by-step instructions, graphically supported with visual elements such as screenshots. The AI generates the answers solely from secure data sources, namely the several thousand pages of documentation on BCS. This enhancement is very helpful for users, as it eliminates the need for training, contact with support, or time-consuming searches in the documentation. Meanwhile, the AI roadmap from Projektron reveals that the ticket system has been equipped with AI functions such as summaries and response suggestion generators. Other useful AI features are already in development.

On-premise or SaaS, tailored to your needs thanks to its modular structure

BCS runs in any modern browser. The software can be installed on your own servers or used as Software as a Service (SaaS). Quick configuration switches and integrated configuration management allow the software to be quickly restricted to the required functions.

The licensing model is based on a tiered role model according to the number of users. For example, there are licenses for project management, for team members, or even just for attendance tracking. The licenses are a mixture of named licenses and concurrent licenses: they allow parallel use by several people. However, when a license is in use, it blocks use by another person for the entire day.

The price per license varies depending on the service model selected and the desired range of functions, but with an average license purchase price of €300 to €350, it is surprisingly well below that of many competitors with a significantly smaller range of functions. The monthly price of the SaaS cloud version is 5% of the license purchase price, averaging €15 to €17.50 per user per month. BCS.light is also available as a slightly slimmed-down but more cost-effective version – perfect for agencies and smaller service companies that want to use BCS as their ERP system.

According to the BCS published in 2001, Wrike is one of the older tools in the project management software comparison. The US web app has been on the market since 2006 and has since developed into a powerful enterprise solution.

Everything you need for classic project management

Clear and functional

Despite its wide range of functions—especially in the higher price tiers—the interface remains clear and functional. Wrike focuses on a sober, functional design and largely dispenses with playful elements or gamification approaches, as found in other tools.

Particularly noteworthy is the powerful search function, which allows content to be found quickly. At the same time, the wealth of features requires structured training. For larger organizations, training courses or a guided introduction are recommended.

From free to individually exchange rate-dependent: the pricing model

Wrike is offered in a SaaS model and will be divided into the following pricing tiers at the beginning of 2026:

• Free – permanently free, heavily restricted
• Team – entry-level pricing (list price approx. $10 per user/month)
• Business – with advanced features, including resource management
• Pinnacle – with advanced analytics and performance features
• Apex – enterprise level with advanced security, admin, and governance features

Billing is in US dollars. For European customers, the actual costs depend on the respective exchange rate.

Features such as resource management, time tracking, and advanced project analytics are only available at higher pricing tiers. Security features such as two-factor authentication (2FA), single sign-on (SSO), and centralized admin controls are typically part of the Enterprise and Apex plans.

European server location, American support standard

Wrike operates a primary data center in Paris (Equinix PA3) for European customers and hosts data within the European Economic Area. The provider communicates GDPR compliance and provides corresponding contract documents (e.g., SCCs).

At the same time, Wrike remains a US company and is therefore subject to the CLOUD Act.

Wrike offers extensive online documentation, help pages, and tutorials. Support is highly digitally organized and includes chat functions and self-service resources. Dedicated personal contacts are mainly common in higher enterprise plans.

Compared to some German providers, the focus is less on individual support from fixed contacts and more on scalable platform support.

How much AI would you like?

Under the name Work Intelligence®, Wrike has significantly expanded its AI functionalities in recent years. At the beginning of 2026, this includes, among other things:

• Generative support for texts (briefings, summaries)
• Automatic conversion of notes into tasks
• AI-supported project risk forecasts
• Summaries of long discussions
• AI priority inbox
• Partially automated AI agents that support workflows

The AI features are designed to reduce routine tasks, identify risks early on, and minimize communication efforts. They are not available in the free plan and are mostly included in business or higher plans.

factro is a project management software developed in Germany based on the SaaS model. The provider positions the system as a comprehensive solution for companies of various sizes and industries. The focus is clearly on user-friendliness and structured project planning. However, the full range of functions is only available in the higher price tiers.

Project management and more

Resource management

Resource management provides a basic overview of capacity utilization. Starting with the “Professional” plan, capacity utilization can be displayed graphically and tasks can be reassigned using drag-and-drop.

This functionality is usually sufficient for smaller teams and agencies. However, for larger organizations or complex multi-project environments, in-depth planning and analysis functions are lacking, such as for strategic capacity planning or scenario simulation.

Operation and user interface

factro is relatively easy to get started with. Operation is largely intuitive via drag-and-drop mechanisms. Changes in the Gantt chart automatically affect dependent processes; and the project plan is recalculated accordingly.

The user interface is clearly structured and visually minimalistic. Information is clearly arranged, and color coding and icons aid orientation without distracting from the functional character.

Customization options

factro remains limited in terms of customization.

User-defined fields are now available, depending on the tariff. Beyond that, however, the customization options are limited. In particular:

• Kanban boards can only be configured structurally to a limited extent
• Native automations or rule-based workflows are hardly available
• Complex, individually modeled process logics can only be mapped to a limited extent

factro is therefore particularly suitable for standardized, clearly structured project processes.

Interfaces and integration

Technically, the system is capable of integration. In addition to CSV export and Outlook synchronization, a REST API including webhooks is available. This allows external systems to be connected and individual integrations to be implemented.

AI functions

AI functionalities have been announced in the past, but according to the factro roadmap, they will not be implemented as a productive component of the software until early 2026. Corresponding functions are currently not included in the standard scope. In this respect, factro lags significantly behind other German providers such as Projektron with its BCS.

Data protection and hosting

factro hosts the SaaS solution on servers in Germany. The infrastructure is ISO 27001 certified and continuously monitored. Backups are stored redundantly. The provider advertises GDPR-compliant data processing and a German server location.

OpenProject is open-source project management software aimed at companies and teams that value data protection, customizability, and transparency. The software is developed and distributed by OpenProject GmbH, based in Berlin, which has been continuously developing the system since its introduction.

Classic, agile, or hybrid – suitable for many methods

OpenProject supports a variety of project management methods – classic, agile, or hybrid. The platform enables collaborative planning, execution, and control of projects throughout their entire lifecycle: from task management and Gantt charts to agile boards for Scrum and Kanban.

Key features include:

• Project and time planning (Gantt charts, milestones)
• Task and work package management
• Agile boards for Scrum and Kanban
• Team planning and workload
• Cost and budget tracking
• Wiki, forums, and document management for collaborative work
• Support for classic and hybrid methods

This broad range of functions makes OpenProject suitable for both classic project managers and hybrid and agile teams.

Overview of common editions:

• Community Edition: Free, self-hosted or independently hosted.
• Enterprise Cloud: From approx. $5.95/user/month (EU hosting, support, add-ons).
• Enterprise On-Premises: From approx. $5.95/user/month (self-hosted, extended add-ons, support).

Unlike many commercial tools, there is no complicated pricing portfolio with many smaller feature levels, but rather a clear distinction between the free open source edition and enterprise feature enhancements.

Functional depth and integrations

OpenProject covers many basic project management functions and can be integrated into external systems via a comprehensive REST API. There are also integrations with tools such as GitHub and GitLab, enabling close integration with software development workflows.

Other integration options include add-ons for Nextcloud, OneDrive/SharePoint, and Excel synchronization, which are available in the Enterprise Edition.

The software also offers:

• Fine-grained role and permission management
• Self-defined fields and workflows
• Support for multiple languages (30+)
• Responsive web interface without the need for a native app

Collaboration, communication, and usability

OpenProject places great emphasis on cross-team collaboration. Discussions, comments, and notifications are possible directly in tasks and projects, and a central wiki is used for documentation and knowledge management. This supports communication within the project team beyond pure task management.

Usability aspects are ambivalent: the interface is functional and rich in features, but not optimized for maximum modernity or simplicity. Especially for users without organizational or technical knowledge, the learning curve can be steeper than with comparatively intuitive tools. At the same time, OpenProject rewards technically savvy users with a high degree of flexibility.

Mobile use and extensions

OpenProject does not offer a native mobile app, but relies on a responsively designed web interface that works on mobile devices. This is an advantage over some tools that require separate clients.

Automation via Zapier or native workflow automation are not primary core functions, but can be implemented via API design and external tools.

Data protection, hosting & security

As a project from Germany with EU hosting options, OpenProject is particularly interesting for organizations with high data protection requirements. Data can be stored either on your own infrastructure (on-premises) or in an enterprise cloud within the EU, which facilitates compliance with strict legal requirements.

The open-source nature also allows full control over the code and data processing – a clear advantage in data-sensitive contexts.

AI functions

Until early 2026, no integrated AI functions will officially be part of OpenProject. The software continues to focus on classic features and freedom of integration through APIs, while AI-supported automation is largely reserved for third-party providers or external integrations.

Stackfield has been on the market since 2012 and positions itself as a security-focused, all-in-one collaboration tool “Made in Germany.” The platform is developed and operated by a German company with a clear focus on data protection, encrypted communication, and secure team collaboration.

The focus is clearly on collaboration and communication, supplemented by project management functions. However, companies with highly structured, classic PM processes need to take a more differentiated view.

Focus on security

Security is Stackfield's key selling point.

• Server location in Germany
• GDPR-compliant hosting
• ISO 27001-certified infrastructure
• TLS encryption (current standards)
• End-to-end encryption for sensitive content
• Two-factor authentication (2FA)
• Single sign-on (SSO) in higher tariffs

Stackfield offers a choice of cloud hosting in Germany or an on-premise version, which is particularly attractive for public authorities, law firms, or data-sensitive organizations.

Compared to international collaboration tools, Stackfield remains one of the most data protection-oriented systems on the market and offers standards that are almost as high as those of BCS from Projektron.

Overview of the main features

Flexibility for modern ways of working

The platform allows for easy adaptation of workspaces, roles, and workflows. The close integration of communication and task management is a particular advantage. Discussions, documents, and tasks remain logically linked within a project space.

The design and usability are modern and pleasant. The interface appears well thought out, color-coded, and uncluttered. Desktop apps (Windows, macOS) and mobile apps (iOS, Android) are still available.

However, in more complex projects, it becomes apparent that although the interface appears intuitive, it has functional limitations. Project plans are more visually oriented than methodically integrated.

Challenges in traditional project management

This is where Stackfield's greatest weakness lies. While schedules and portfolio views are available, specialized functions such as the following are missing:

• Sophisticated project structure planning (PSP with any depth)
• Differentiated resource management with capacity planning
• Integrated risk management
• Earned value analysis or cost-benefit calculations
• Strategic multi-project control

Resource planning remains at a manageable level. There is no provision for genuine capacity or scenario planning. Stackfield is therefore more suitable for communication-intensive teams and less so for highly methodical project management.

AI features (as of 2026)

Until early 2026, Stackfield will not offer any integrated AI features such as automatic task prioritization, risk analysis, or generative text support.

Compared to international competitors, who are increasingly integrating AI-powered assistance systems, Stackfield appears technologically conservative in this regard.

Support and assistance

Stackfield offers:

• Live chat
• Email support
• Phone support (depending on plan)
• Help center and documentation

The scope of support increases with the selected plan. Enterprise customers receive prioritized support as well as advanced security and administration options.

Prices and plans (as of 2026)

Stackfield offers three main plans:

• Business (approx. $11–12 per user/month with annual payment)
• Premium (approx. $16–18 per user/month)
• Enterprise (from approx. $24 per user/month, individually expandable)

A free trial period is available. There is no permanently free basic version.

SSO, API provisioning, and advanced compliance features are Enterprise features.

Compared to international tools, Stackfield is priced in the upper mid-range—especially since there is no permanently free entry-level version.

awork is a work management software developed in Hamburg by HQLabs GmbH and has been on the market since 2019/2020. The tool positions itself as a solution for “smarter work management for creative teams” and is primarily aimed at agencies, marketing departments, and project-oriented SMEs. Compared to classic project management systems, awork sees itself less as a methodical PM framework and more as a modern, visually appealing work platform with project and team planning functions.

Expandable range of functions: Work management with PM extension

awork now offers more than just task management. As of 2026, the core includes:

• Tasks and subtasks with status workflows
• Kanban boards
• Gantt/timeline view
• List views
• Team planning (capacity overview)
• Integrated time tracking
• Dashboards and filters
• Automations (rule-based, but limited)
• API & integrations (including Slack, Microsoft Teams, Google, Zapier)

Team planning has been further expanded in recent releases. Absences, part-time models, and individual working hours can be taken into account. This is a clear advantage for agencies.

However, planning remains operational. Strategic capacity or scenario planning across multiple programs is not provided. Classic PM artifacts such as project structure plans (PSP), network plans, or differentiated multi-project control are also still missing.

In the area of portfolio management, overviews exist, but without a deep KPI system or comprehensive controlling mechanisms.

Automation and analysis

awork now offers simple automation based on the “if-then” principle (e.g., status change upon due date). These are helpful, but lag significantly behind platforms such as Monday or ClickUp in terms of functionality.

Detailed budget tracking, earned value analyses, or complex project controlling evaluations, such as those offered by Projektron's BCS, are still not part of the core scope. The integrated time tracking is user-friendly (timer, manual entries, calendar transfer). Reporting functions have been improved but remain more operational than strategic.

User-friendliness as the core of the brand

The visual design continues to be a unique selling point. awork relies on strong colors, clear icons, and modern UI elements. The dark mode has a high-quality look and feel. The software is intuitive and easy to learn. It is particularly accessible for small to medium-sized teams without a strong background in PM methods.

However, the high usability comes at the expense of in-depth configuration options. Workflows can be customized, but not modeled without limits. Complex role and rights concepts are available, but not as granular as in enterprise systems.

Collaboration & External

External guests can be integrated at no additional cost – a plus for agencies. Nevertheless, the assignment of rights is less differentiated than in larger PM systems. In complex multi-stakeholder projects, this can lead to restrictions. Awork does not offer its own chat function. Instead, the system deliberately relies on integrations such as Slack or Microsoft Teams.

AI functions (as of 2026)

Unlike some of its international competitors, awork has not yet implemented comprehensive AI integration in the sense of project risk forecasting, generative planning, or automated prioritization. Individual AI assistance functions have been announced, but are not a core component of the platform.

In this respect, awork appears to be more technologically conservative than US providers.

Hosting, security & support

awork is a pure SaaS solution.

• Server location: Germany
• ISO 27001-certified infrastructure
• GDPR-compliant
• Encrypted data transmission (TLS)
• 2FA available

Unlike many US providers, awork offers German-language support by phone, chat, and email. The scope depends on the plan; phone support is not included in all plans. An on-premise version does not yet exist and is not planned.

Prices (as of 2026)

awork offers three plans:

• Basic
• Business
• Enterprise

Depending on the term, prices range from approximately €9 to €20 per user per month. There is no permanently free version, but there is a 14-day trial period. The full range of features (API, SSO, advanced security, more complex automations) is reserved for the Enterprise version. Compared to the market, awork is priced in the upper mid-range for SME tools.

Weaknesses at a glance

Despite its modern interface and good team planning, there are structural limitations:

• No deeply integrated classic project management (PSP, network plans, method sets such as PRINCE2)
• Limited multi-project and portfolio management
• Operational rather than strategic resource planning
• Limited controlling functions
• No native AI integration
• No on-premise option

awork is ideal for operational team coordination – less so for organization-wide project management.

Asana is a cloud-based project management and work management platform from the USA. The company was founded in 2008 and is one of the best-known providers in the SaaS segment for team and task organization. While Asana was originally heavily focused on to-do management and team coordination, the platform has expanded significantly in terms of functionality by 2026, but remains conceptually a work management tool rather than a classic project management system.

Focus on teamwork and organization

Clear and tidy – too tidy?

Asana's user interface is modern, minimalist, and tidy. This lowers the barrier to entry and makes the tool particularly attractive for small and medium-sized teams with manageable project requirements.

From a traditional project management perspective, however, there are some limitations:

• Deeply nested project structures quickly lose their clarity
• Dependencies are displayed visually, but not automatically scheduled
• Strategic multi-project planning and more methodical processes can only be partially mapped

Asana is therefore very well suited for operational work organization, but less so for methodically demanding and hierarchically differentiated project controlling applications.

Data on American servers

Asana has created the option of choosing data residency in the EU in the enterprise environment, which is relevant for DACH companies. Nevertheless, Asana remains a US company subject to the CLOUD Act. For organizations with very high requirements for GDPR compliance or data localization, this can be a deciding factor, even if EU data residency is offered.

Free basic version

Asana is offered in several license levels that include different feature packages:

• Personal (Free): Free, basic views (lists, boards, calendars)
• Starter: Basic features plus timeline (Gantt), automations, and initial analysis tools
• Advanced: Portfolios, workload views, goals, integrations, reporting
• Enterprise / Enterprise+: Advanced security, admin, and compliance features, data residency options

Prices start at around $10.99 per user/month for the Starter plan and go up to individually negotiated Enterprise prices.

Exclusive service

Asana offers a comprehensive Help Center, training courses, community forums, and email support for paying customers. Phone support and 24/7 assistance are typically reserved for enterprise customers. Support is more digital and self-service oriented compared to many European providers that offer personal assistance.

Asana AI – Smart support

In 2026, Asana AI is a central component of the platform, aimed at making work processes more efficient. AI features include:

• Smart Workflow Gallery and AI Studio for automated workflow generation
• AI agents that take over routine tasks or improve workflows
• Smart Suggestions and summaries for faster project analysis
• Integration of AI into project status reports and risk assessment

Asana promotes AI as a component of workflow and efficiency improvement, especially in larger teams and more complex projects. However, concrete efficiency gains depend heavily on the application scenario and organizational integration.

Limitations and weaknesses

Despite strong work management features, Asana shows deficits in several areas compared to more in-depth PM tools:

• Project methodology: no complete classic PM engine (PSP, network plans, earned value).
• Multi-project controlling: Strategic portfolio management is available, but not fully analytical.
• Automation & rules: Good basis, but less flexible than specialized tools.
• Costs: Advanced PM functions require higher rates, which can be expensive in a medium and large team context.

InLoox is a project and portfolio management software developed in Germany that is characterized by its close integration with the Microsoft environment. The core of the offering consists of two variants: InLoox now! (SaaS solution) and InLoox PM (classic on-premise installation). The software comes from the Munich-based manufacturer InLoox GmbH and can be used both cloud- and server-based.

Integration into the Microsoft world

A key unique selling point of InLoox is its deep integration with Microsoft Outlook and Microsoft 365: emails, appointments, tasks, and contacts can be transferred directly into project artifacts. This makes it easier to get started, especially for users who are already heavily integrated into the Microsoft environment.

InLoox can be used via the web app as well as via desktop clients (Outlook add-on, mobile apps). The cloud edition “InLoox now!” is hosted in certified data centers in Germany (Frankfurt am Main, Berlin) and thus meets the requirements of the GDPR.

Classic project and multi-project management

InLoox covers many requirements for classic project methods:

• Gantt charts, time and resource planning
• Budgeting and project controlling
• Dashboards and reports
• Mind maps for project ideas and early planning
• Document and contact management
• Kanban boards and time tracking

The software is suitable for managing an unlimited number of projects and users, which also makes it interesting for medium-sized and larger organizations.

Detailed range of functions – strengths and weaknesses

InLoox covers many core requirements of professional project work:

• Gantt and timeline views for project planning
• Resource and budget management
• Workload overviews and time tracking
• Document management and project archives
• Integration with Microsoft 365 and Outlook
• Dashboards & reporting functions

The complete PM spectrum with tasks, deadlines, dependencies, budget, and controlling is basically available—an advantage over many pure task management tools.

Despite its wide range of functions, InLoox also presents some challenges:

1. Operating hurdles and learning curve

Outlook integration brings many benefits, but also adds complexity to the system. Users report that some processes are not as intuitive as with modern SaaS tools.

2. Price level and license complexity

The pricing structure is not always transparent (higher editions available on request), and cloud storage limits per user can be relevant in a project portfolio context.

3. Functional depth in automation and workflows

While InLoox has many classic PM features, it lacks some of the more in-depth workflow automation, flexible rules, or native AI assistance that other modern tools sometimes integrate.

4. Multi-project governance and advanced analysis

Dashboards and reports are available, but detailed strategic PM controls (e.g., earned value analysis, simulations, risk portfolios) are less prominent or require additional configuration.

Smartsheet is a cloud-based work management and project management platform from the US that helps companies of all sizes plan, track, automate, and report on work. The platform combines a tabular data model with project and workflow features, making it attractive to teams that want to go beyond simple spreadsheets without getting bogged down in complex PM systems.

Comprehensive project and work management

Smartsheet offers a flexible interface where projects can be managed in different views, including Gantt charts, calendar and board views, and table and card views. Dependencies, critical paths, and milestones can be visualized and used to structure complex work.

A central concept is “sheets,” which function similarly to advanced spreadsheets and serve as a database for dashboards, reports, and automations. These combine real-time information about project status, resources, due dates, and KPI data.

Smartsheet also offers team workload views and cross-team resource visualization, which facilitates the planning and allocation of workloads across multiple departments or projects.

Integrations and collaboration

Smartsheet connects with a variety of third-party tools, including Microsoft 365, Google Workspace, Slack, and Jira, and also offers a powerful REST API for custom integrations. The platform supports communication within sheets via comments and task assignments, but it remains more of a work and data center than a collaborative communication tool in the strict sense.

Security and compliance

Smartsheet meets international security standards and helps organizations comply with GDPR requirements. These include ISO/IEC 27001, SOC 1, and SOC 2 Type II certifications, data encryption for transmission and storage, and administrative security controls. Enterprise plans add SAML SSO, directory integrations, and detailed access controls.

Pricing model (as of 2026)

Smartsheet offers tiered plans:

• Pro – entry level with Gantt, board, and grid views and limited automation (~$10 per member/month for annual payment)
• Business – with timeline, workload tracking, and unlimited automation (~$20 per member/month for annual payment)
• Enterprise – with advanced security and control features, AI formulas, SSO, and Work Insights
• Advanced Work Management – for large, connected portfolios with Dynamic Views, Data Shuttle, Control Center, Premium Support

Smartsheet offers a trial period, but no permanently free full version; entry-level prices are relatively low, but increase significantly for enterprise or premium features.

AI features (as of 2026)

Smartsheet has introduced AI-powered features that include AI formulas, text generation, and advanced analytics support. However, these are mostly only available in higher enterprise plans.

Criticisms and limitations

Despite its versatility, Smartsheet also has some challenges:

• Complexity for beginners: The tabular database is powerful, but can be confusing for new users, often requiring more in-depth training.
• Reporting and advanced features cost extra: Some advanced reporting or analysis features require higher-priced plans, which reduces cost efficiency for medium-sized teams.
• Platform performance with large amounts of data: With extensive sheets or complex dynamic views, performance can be an issue, making operation seem sluggish—a criticism mentioned in some user reports.
• Focus on operational work: Smartsheet is excellent for controlling and automating operational work, but less so as a fully-fledged PM governance platform with a deep methodological approach.

Troi (“Total Return On Investment”) is a modular agency and project management software from Troi GmbH in Munich, which, according to its own information, is used by more than 13,400 users in agencies, consultancies, architectural firms, and creative service providers. The SaaS solution aims to integrate processes from acquisition to project planning, controlling, time recording, accounting, and reporting, supported by AI elements for project calculation and real-time analysis. Troi now positions itself as ERP software with AI for service companies and agencies, or as all-in-one software.

Comprehensive range of functions, but no everyday miracle

User experience and barriers to entry

Despite its wide range of features, independent user reviews show that the user experience of Troi is rated inconsistently:

• Many users appreciate the integrated all-in-one functionality, especially when it comes to bundling projects, quotes, billing, and time tracking in one system.
• At the same time, the user interface is described as somewhat complex and unintuitive, which can prolong the learning curve and necessitate training.
• Some reviewers report a steep learning curve and occasional confusion in menus and navigation, which is often perceived as easier to solve in comparable tools such as Asana or Trello.

Compared to Jira, which is heavily focused on agile dev teams, or Smartsheet, which emphasizes spreadsheets and automation workflows, Troi's user guidance seems more “classically Jungian” – lots of functionality, little immediate clarity.

Performance, reporting, and integration

Troi scores particularly well with its reporting and analysis modules, which provide real-time insights into project status, resources, and budget. Users also mention the integration with business and BI tools (e.g., Power BI) as a positive feature.

However, not everything is consistently strong: some users describe the mobile app as functional but not innovative, compared to apps such as Monday or ClickUp, which are more focused on user interaction and customization.

Service, support, and implementation

Troi offers a German help desk, FAQ sections, and demo versions, often supplemented by paid training courses. Independent reviews indicate that support experiences are mixed: some teams report quick, helpful responses, while others find response times to be delayed and not always sufficiently in-depth, especially for complex requirements.

In comparison, tools such as Asana or Wrike often position their support more systematically via extensive documentation and community portals, which are more quickly accessible, especially for smaller teams.

Security and data protection

Troi relies on ISO 27001-certified data centers (e.g., in Vienna) and encrypted communication for data storage, which ensures a solid level of security and data protection and enables GDPR compliance.

Pricing structure: simple, but not necessarily cheap

The licensing structure remains clear:

• Troi Teams – entry-level license with core functions for operational team members
• Troi Professional – full-feature package with project and controlling modules
• Enterprise/Relation – additional functions and premium services on request

According to current online price information, entry-level pricing starts at around €19/user/month for Teams functions and increases for Professional plans depending on the features included.

In comparison, some tools such as awaork or Trello offer very inexpensive options for smaller teams, while more complex all-in-one systems such as BCS from Projektron also position integrated project and time tracking with a strategic control focus in a similar price range but with different objectives and a significantly wider range of functions.

ClickUp is an internationally popular project and work management platform from the USA that positions itself as an “all-in-one workspace”: tasks, projects, automations, time tracking, dashboards, whiteboards, and documents are all brought together in one system. Since its founding in 2017, ClickUp has continuously expanded its range of functions and is used by millions of teams worldwide, particularly in marketing, IT, and product teams, but also in interdisciplinary organizations.

Project management for diverse requirements

Flexible, but demanding to set up

A recurring criticism in current user and expert reviews is that ClickUp is very powerful, but requires a steep learning curve and a high level of training. Many users report that the multitude of views, settings, and customization options looks impressive in theory, but is initially overwhelming in practice and makes it difficult to incorporate into daily workflows.

Tools such as dashboards and automations often only reveal their benefits once teams have established common naming conventions, status schemes, and clear structures, as otherwise visibility and reporting become confusing.

In addition, users report occasional performance issues, especially in large project rooms with many tasks, extensive automations, or large file attachments. Loading delays and noticeable delays in complex views are mentioned several times in reviews, which is perceived as a disadvantage in direct comparison to leaner tools such as Asana or Trello.

User interface and workflows

ClickUp offers a modern, customizable interface with numerous views, filter options, and user-defined dashboards that give teams deep insights into progress, capacity, and goals. The ability to connect tasks, documents, goals, and automations within a single system is particularly highlighted as a positive feature.

However, some users also describe the interface as cluttered and complex, which is particularly challenging for newcomers to the world of project management software. This contrasts with simpler tools such as Trello, which deliberately focus on lower barriers to entry, or specialized solutions such as Jira, which are tailored to agile development teams.

Some reviews also describe the mobile app as less intuitive than the web version, with a certain lack of clarity and minor navigation difficulties.

Global availability, security, and integration

ClickUp stores data via a global server network and offers GDPR compliance options for European customers, as well as standard security mechanisms such as two-factor authentication, encryption, and regular backups.

The platform can be connected to a variety of external systems, including cloud storage, time tracking tools, and communication platforms—an advantage over simpler tools that offer fewer native integrations.

Pricing model and availability

ClickUp offers a permanently free Free Forever plan that includes basic project management features such as tasks, boards, calendars, and simple automations—ideal for small teams or individuals getting started.

The paid plans (Unlimited, Business, Business Plus, Enterprise) significantly expand this range of features, e.g., with advanced dashboards, more granular automations, security settings, whiteboards, AI assistance (“ClickUp Brain”) and team management features.

Prices typically start at single-digit dollar amounts per user per month for the Unlimited plan, increase for Business and Business Plus plans, and offer customized quotes and additional services for Enterprise customers.

Reviews and criticism in practice

Review portals paint a mixed picture: while ClickUp receives strong user reviews on some platforms, other sources show moderate to critical user comments about errors, bugs, or support issues. Critical users occasionally report problems with stability, bugs, or lengthy support processes, which is less common with tools that have a smaller range of functions.

Comparison with other project management tools

Compared to Wrike and factro, which offer many users a more balanced combination of functional depth and user-friendliness, ClickUp often appears more complex and less focused due to its wealth of features. Compared to OpenProject or Stackfield, ClickUp offers greater customizability, but also suffers more from a steep learning curve.

Tools such as Asana or Monday projects often score higher in terms of user-friendliness or design clarity, while specialized all-in-one approaches such as BCS from Projektron also provide project- and company-wide control-oriented modules (e.g., ERP integration, strategic capacity planning) that go beyond pure task and workflow management.

Trello is one of the best-known and most original cloud-based project management platforms on the market. Since its founding and subsequent acquisition by Atlassian, Trello has primarily been used for the visual organization of tasks via flexible boards and cards, which are designed to help teams and individuals display projects and processes in a simple and intuitive way. Its strength lies particularly in simple, clearly structured workflows and smaller teams that do not require in-depth planning or reporting functions.

Kanban all the way – simple and clear

At its core, Trello relies on the classic Kanban board, where tasks are arranged as cards in different lists. This simple structure allows projects and to-dos to be organized visually with little effort: cards can be moved using drag & drop, they can contain due dates, priorities, labels, and checklists, and files can be attached – all via a very intuitive interface.

Limitations in project management functions

Trello is only suitable to a limited extent for classic project management requirements that go beyond task lists. Although there are timeline and other views, the following limitations apply:

• No native, full-featured Gantt chart function: The timeline view partially replaces classic Gantt charts, but remains functionally limited.
• No integrated resource or capacity planning: There is no overview of available capacities and utilization, as is the case with factro or BCS from Projektron – specialized reporting functions are required here.
• Time tracking only via extensions: Trello does not have its own time tracking function; users must use power-ups or third-party apps, which can become confusing for larger teams.

As a result, even in 2026, Trello remains more of a work organization tool than a full-fledged project management software such as Wrike, Jira, or Monday projects, which also offer deeper analysis, automation, and planning functions natively.

User-friendliness – simple but limited

Trello's clear and minimalist interface makes it particularly easy to get started compared to many other tools. Even without prior experience, teams can quickly create boards and tasks, making Trello a powerful tool for beginners, small teams, and small projects.

However, users report that complexity increases rapidly as project landscapes grow: many power-ups and board rules—such as for automation or additional views—must be configured individually, which greatly limits usability and clarity.

In direct comparison with other Kanban tools or all-in-one platforms such as ClickUp or Asana, Trello often remains one of the simplest tools, but also supports less in-depth workflows.

Security, data protection, and cooperation

Trello primarily hosts data in the Atlassian Cloud – traditionally with data centers also in the US. Although connections are encrypted and many common security standards are adhered to, full GDPR compliance with data storage exclusively in the EU is not guaranteed by default, which may be a criterion for data-sensitive organizations.

External collaboration is possible, but external employees usually need to have their own licenses or collaborative access, which can quickly increase costs if there is frequent external exchange.

Pricing model 2026 – Free & Paid plans

Trello offers a Free Forever model, which is sufficient for many small teams as long as they manage a maximum of 10 boards per workspace and 10 collaborators there, and want to use Power-Ups and automations to a limited extent.

The paid plans are typically divided into:

• Standard (~$5/user/month): unlimited boards, advanced features such as custom fields, larger attachments, and more detailed automations.
• Premium (~$10/user/month): additional views (timeline, dashboard, calendar), admin controls, and better organization tools.
• Enterprise (~$17.50/user/month): advanced security and governance features, as well as centralized administration for large organizations.

Compared to the market, Trello is very competitively priced, especially for entry-level and mid-sized teams. In contrast, other tools such as ClickUp or Monday projects often offer additional integrated features (e.g., deeper reporting capabilities, AI assistance, or resource planning) that are only available to a limited extent in Trello, even in higher plans, and often only via Power-Ups.

Jira is a project management and tracking tool from the Australian company Atlassian. Jira remains one of the standards in software development, primarily because of its strong focus on agile teams, high configurability, and large ecosystem. At the same time, the framework has changed significantly since 2024: Jira “Server” has been permanently discontinued (no security fixes, no bug fixes, no support). Anyone who wants to use Jira in the long term is effectively faced with the choice between Cloud and Data Center.

The tool for agile software development

Jira remains clearly tailored to agile working methods. Scrum and Kanban boards, backlogs, sprints, epics, and comprehensive reports continue to form the functional core of the platform. For development teams, this structure is coherent and powerful. In combination with other Atlassian products such as Confluence, Jira acts as a central “operating layer” for delivery processes in many organizations.

Atlassian is positioning AI more prominently in 2025/2026. Under the “Rovo” brand and other AI features, Jira is increasingly being marketed as an AI-powered work platform. This includes, among other things:

• Natural language search instead of complex JQL queries,
• automatic summaries of tickets or projects,
• contextual information from connected tools such as Confluence,
• AI-supported assistance with wording and status reports.

These features are clearly communicated as added value and prominently featured in product and support documentation.

An important strategic aspect here is that the new AI functionalities are primarily cloud-based. In practice, this means that for many companies, modern Jira features are increasingly linked to the cloud model. Even though Data Center continues to exist, Atlassian is effectively reinforcing its cloud-first strategy with AI features.

For organizations, Jira is thus not just a tool decision, but a platform and infrastructure decision:

the cloud with its compliance, governance, and integration issues – or Data Center with higher operating costs and significantly higher fixed costs.

Classic project management: Jira remains limited

Usability: functional, but often complex in practice

At first glance, Jira's user interface appears structured, clear, and functional. For agile teams working with Scrum or Kanban boards, getting started is relatively straightforward. However, as soon as you go beyond simple boards, it becomes clear that Jira is not a plug-and-play tool.

The actual complexity arises less from individual views than from the sum of possibilities. Workflows can be configured in detail, user-defined fields and schemas extend the structure, authorization concepts deeply impact organizational models, automations can map extensive process chains, and additional apps come into play via the Marketplace. Added to this is the interaction with Confluence and the central Atlassian administration, which requires its own governance structures, especially in larger organizations.

This enormous flexibility is fundamentally a strength. However, it also means that Jira requires administrative effort, clear design, and continuous maintenance. Without clear rules, the system landscape quickly grows into a structure that is difficult to manage. In comparison, tools such as Trello appear deliberately reduced and therefore low-maintenance, while Asana focuses more on user-friendliness and intuitive operation. Jira, on the other hand, is powerful but demanding.

The path is clear: servers are history, cloud or data centers are the reality

With the final end of server support on February 15, 2024, Atlassian has drawn a clear strategic line. Since then, there have been no security updates, bug fixes, or support for Jira Server and server apps. For companies, this means that if they want to continue using Jira, they must choose between the cloud and the data center.

The cloud version is offered in Standard, Premium, and Enterprise tiers. Premium in particular is advertised with 99.9% uptime SLA, unlimited storage, and 24/7 premium support. At the same time, the cloud model comes with a specific licensing logic. Maximum Quantity Billing (MQB) can result in billing based on the highest number of users. This is an aspect that can influence cost planning, especially with fluctuating team sizes.

The data center variant is clearly aimed at larger organizations with their own operating structures. It is technically self-managed, but still subscription-based and priced in a significantly higher league. For 500 users, for example, Atlassian reports costs of around $51,000 per year for commercial use, with a sliding scale thereafter. Infrastructure, operating, and administration costs are added to this.

For many companies, Jira is no longer “just a tool,” but a strategic platform decision. Cloud means integration into the Atlassian ecosystem with corresponding compliance and governance issues. Data centers mean high fixed costs and administrative overhead. This decision exacerbates the comparison with alternatives in the ranking: Stackfield scores with a clear focus on security, MS Project with classic planning logic, while BCS from Projektron focuses more on an integrated project, resource, and controlling setup without the need for a complex app ecosystem.

Data protection and data residency: better addressed, but no free pass

Compared to previous years, Atlassian has positioned the issue of data protection and data residency more visibly. Data residency is now offered for Standard, Premium, and Enterprise Cloud subscriptions, allowing certain data to be stored in defined regions.

However, data residency does not automatically mean that all data is processed exclusively locally. Atlassian distinguishes between “in-scope app data” and other data categories. Companies must therefore carefully check which information is actually regionally bound and how log data, backups, marketplace apps, or integrations are handled.

Careful examination therefore remains necessary, especially for organizations with high regulatory requirements. Jira offers more transparency today than it did a few years ago. Nevertheless, data residency does not replace your own compliance analysis.

Israeli provider Monday.com has established itself in the project and work management market with its heavily promoted Work OS platform and is now much more than just a classic PM tool. The cloud-based solution is used by tens of thousands of teams worldwide and offers a variety of views, automations, integrations, and AI functions. At the same time, the product is not without its weaknesses, which become apparent especially when dealing with more complex project requirements.

Versatile Work OS platform with a focus on projects

Monday.com sees itself as a Work Operating System (Work OS) that links processes, tasks, workflows, and projects in a digital workspace. Teams can freely configure boards, use multiple views such as timelines, calendars, or Gantt charts, and thus visually control their projects. Routine work can be reduced through automation and AI workflows. The platform is deliberately positioned broadly: it is designed to support classic, agile, and hybrid project management and can be expanded with numerous apps and integrations.

Flexibility meets complexity

A major advantage of Monday.com is its high level of customizability: dashboards, boards, templates, and automations can be tailored very specifically to team or company processes. The visual representation with colored status indicators, widgets, and dashboards makes it easy to keep track of tasks and progress.

At the same time, this very flexibility presents a challenge: the platform is based on a modular principle, in which almost all elements (columns, lists, views, filters) can be individually labeled and combined. This can be an advantage for simple projects, but for complex projects it quickly leads to a high setup effort and a steep learning curve. Other tests also confirm that, especially with many boards or extensive workflows, clarity can suffer if configurations are not consistently thought through.

Resource planning and time tracking

Monday.com provides functions for resource planning, task distribution, and utilization, and offers multiple board views for scheduling and control.

However, advanced features such as integrated time tracking are not always included as standard, but must be activated depending on the tariff or through additional setup.

Compared to specialized tools such as BCS, which deeply integrate work and project time tracking and systematically link it to controlling, resource management, and budget tracking, Monday.com remains flexible in this regard, but is not consistently complete “out of the box.”

Collaboration and external users

Teams can invite external guests and give them controlled access to boards, but the terms and costs depend on the plan, and with many external contributors, this can quickly become expensive.

User interface and usability

AI functions: Potential and practical criticism

Monday.com integrates AI functions (“monday AI”) that enable automated data analysis, workflow optimization, and assistance tasks. It is reported that each account contains certain AI credits that can be used to try out AI features.

However, it is critically noted that the AI features unfold their full added value primarily for larger teams or use cases with high data and integration requirements – for small teams, they can be resource-intensive and create additional complexity.

Critical perspectives from the market

In addition to positive user experiences, external reviews also point out some disadvantages, including:

• Generally, additional costs for automation and AI features, which can quickly add up with certain pricing plans.
• Restrictions in certain regulatory or compliance scenarios (e.g., HIPAA) or integration depth, which are more extensive in specialized tools such as Stackfield or BCS from Projektron.
• Occasional criticism of the price/performance perception because features such as time tracking, resource optimization, or external guest accounts are tariff- or configuration-dependent.

Variants and licensing models

The 2026 offering is multifaceted:

• Project Standard 2024 as a desktop version for basic planning, timelines, dependencies, and reporting.
• Project Professional expands on this with advanced features and connectivity to server or cloud services.
• Project Plan 1 / Plan 3 / Plan 5 as cloud-based subscriptions that map different levels of project and portfolio management. Plan 3, for example, adds resource management and web client access.
• Project Online, Microsoft's classic cloud PPM solution, will be discontinued on September 30, 2026, forcing companies to switch to newer cloud or desktop models.

Although Project offers a trial version for beginners, there is no permanently free or very inexpensive entry-level version. Costs start at around €9.40 per user per month for the basic cloud plans, but increase significantly for more extensive functionality.

Teamwork and modern collaboration

While Microsoft Project has historically been strong in individual planning, Microsoft now offers “Project for the Web,” a cloud-native version that includes features such as Kanban boards and timeline views and is more focused on team collaboration.

Despite this expansion, the integration of true collaborative features, such as real-time co-editing, chats, or team dashboards, remains limited compared to modern all-in-one PM tools such as BCS, Wrike, or Asana. Many teams therefore use additional Microsoft 365 tools (Teams, SharePoint) to supplement collaboration features, which in turn creates additional complexity.

Complexity and barriers to entry

There is no question that Microsoft Project is impressive with its professional features. In practice, however, many users report a steep learning curve and a user interface that is not always intuitive, even for experienced project planners.

In concrete terms, this means that anyone who wants to use the software effectively needs specialist PM expertise and time to familiarize themselves with it. For smaller teams or organization-wide applications, this can quickly become a real obstacle, especially when compared to more user-friendly tools such as Smartsheet, Stackfield, or factro, which provide easier visibility of tasks and resources, albeit with less depth.

Limitations in the world of teamwork and collaboration

Microsoft Project is strong in deadline-oriented project planning, but less mature when it comes to team-centered collaboration, simple task coordination, or more flexible workflows. To compensate, teams often resort to tools such as Trello, ClickUp, or Monday projects, which are more accessible for agile teamwork, albeit without the in-depth planning and control options offered by Project.

Even when compared to comprehensively integrated tools such as BCS, it is noticeable that Project offers many isolated functions, but these are not always available as a seamless, cross-team system and often require external tools or add-ons.

Winner in the project management software comparison: BCS, the Business Coordination Software from Projektron. Of course, this may come as no surprise—after all, you are reading this PM software comparison on the Projektron blog. Nevertheless, we stand by our result as the best of all project management tools, because we know for sure: