10 Best Free Project Management Tools to Boost Team Efficiency in 2025

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Project management solutions offer extensive features that help teams and professional users stay on track. With the right platform, you can manage tasks, collaborate in real time, and streamline workflows without adding to your expenses. This guide showcases the best free project management tools, outlining their costs, key features, and use cases to help you find the right fit for your individual goals or growing team.

  • Asana: Best for basic task tracking 
  • ClickUp: Best for complex workflows
  • Nifty: Best for small project loads
  • Trello: Best for visual project planning
  • Notion: Best for combined notetaking and task tracking
  • Jira: Best for agile software teams
  • monday.com: Best for individual use
  • Taskade: Best AI assistance
  • Smartsheet: Best spreadsheet-style project management
  • Wrike: Best for complex timelines

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Our picks: Best free project management software compared

Project management software is vital for teams of all sizes, but choosing the wrong tool can lead to overspending. Luckily, several free project management tools offer great value. Our quick comparison lists our top recommendations to help you decide.

Best free project management software

Best For

Free plan user limit

Key features

Best for basic task tracking

10 users

  • Timeline view
  • Milestones
  • Workload management

Best for complex workflows

Unlimited

  • Custom task statuses
  • Goal tracking
  • Mind maps

Best for small project loads

Unlimited

  • Roadmap view
  • Integrated discussions
  • Time tracking

Best for visual project planning

10 users

  • Calendar view
  • Butler automation
  • Power-ups

Best for combined notetaking and task tracking

Unlimited

  • Database templates
  • Linked databases
  • Customizable views

Best for agile software teams

10 users

  • Agile boards
  • Backlog management
  • Advanced reporting

Best for individual use

Two users

  • Gantt charts
  • Automations
  • Dashboards

Best AI assistance

One user

  • Mind mapping
  • Real-time collaboration
  • Task templates

Best spreadsheet-style project management

  • Grid view
  • Automated workflows
  • Dashboards

Best for complex timelines

Unlimited

  • Custom workflows
  • Time tracking
  • Resource management

asana logo.

Asana: Best for basic task tracking

Overview

Asana’s free plan supports teams of up to 10 members, providing unlimited tasks, projects, and activity logs. It includes basic project views such as list, board, and calendar. However, timeline views, workload balancing, and advanced reporting are reserved for paid plans.

Screenshots

Standout Features

  • Advanced search: Allows you to include detailed criteria when searching for items to instantly find tasks, projects, or messages
  • Global custom fields: Facilitates consistent data tracking by applying the same custom fields across related projects
  • Private teams and projects: Restricts project access to specific teams, ensuring only invited members can view or edit them

Pros & Cons

Pros

  • Provides a generous free plan for small teams
  • Robust security and privacy measures
  • Unlimited file storage included in the free plan

Cons

  • Offline access is limited to its mobile app
  • Lacks automation credits on the free plan
  • Native time tracking is available only in high-tier plans

Why I picked Asana

Asana stands out as a project management software tool, as it excels in simplifying task management. The platform lets you create tasks easily, set due dates, and maintain transparent communication within each task. Compared to more feature-heavy options like Wrike and ClickUp, Asana provides a straightforward project management solution for beginners who prefer a more direct and intuitive approach. 

The platform’s simple, intuitive layout is especially helpful if you’re new to digital project management. You can quickly start organizing tasks without significant training or onboarding. This makes Asana ideal for teams transitioning from spreadsheets or emails to a full-fledged project software.

Asana’s key differences

Asana offers more extensive integration options, allowing smooth connections with popular productivity tools like Google Workspace, Slack, and Microsoft Teams. Its free plan includes unlimited projects, which is not commonly offered among competitors. Additionally, its intuitive interface significantly reduces the learning curve for new users.

Pricing

  • Free Forever
  • $0/user/month
  • Up to 10 teammates
  • Free plan includes:
  • Unlimited tasks and projects
  • Calendar, list, and board view
  • Unlimited storage (100 MB per file)
  • Unlimited messages
  • Unlimited activity log
  • Status updates
  • Starter
  • $13.99
  • Up to 500 teammates
  • Includes all in the free plan, plus:
  • Timeline and Gantt view
  • Workflow builder
  • Custom fields and forms
  • Custom project templates
  • Unlimited guests
  • 250 automation actions/month
  • Project dashboards
  • Advanced
  • $30.49
  • Up to 500 teammates
  • Includes all in the Starter plan, plus:
  • 100 portfolios
  • 25,000 automation actions/month
  • Forms branching
  • Approval and proofing
  • Advanced reporting
  • Time tracking
  • Workload
  • Enterprise
  • Custom pricing
  • Unlimited seats
  • Includes all in the Advanced plan, plus:
  • Workflow bundles
  • Custom branding
  • Resource management
  • Advanced integrations with Salesforce and Tableau
  • Project admin controls
  • Enterprise+
  • Custom pricing
  • Unlimited seats
  • Includes all in the Enterprise plan, plus:
  • Audit log
  • Data loss prevention integration
  • Security information and event management integration
  • Archiving integration

clickup logo.

ClickUp: Best for complex workflows

Overview

ClickUp’s free plan offers unlimited users, native time tracking, and multiple project views such as lists, boards, and calendars. However, it only provides 100 MB of storage, which limits file-sharing capabilities for smaller teams on a budget. Advanced features like extensive automation and resource management require upgrading to paid tiers.

Screenshots

Standout Features

  • Column calculations: Performs automatic calculations like sum, average, or range within list and table views
  • Everything view: Provides a comprehensive overview of all tasks across your workspace, regardless of their location within the platform
  • In-app video recording: Allows you to record and share screen recordings directly within tasks or comments

Pros & Cons

Pros

  • Up to 16 project views
  • Free plan boasts a rich feature set
  • Supports sprint management

Cons

  • Can be overwhelming for beginners due to the number of features
  • Desktop version may offer features not available on mobile
  • Lacks time tracking on the free plan

Why I picked ClickUp

ClickUp’s free plan stands out if you need powerful tools for complex workflow management without plan upgrades. Unlike competitors that reserve advanced views and task dependencies for higher tiers, ClickUp makes these available on its free version. This allows you to manage intricate projects effectively, including layered or dependent tasks.

Tech-savvy teams handling multifaceted projects with numerous tasks, subtasks, and dependencies will find ClickUp’s structure quite useful. You can set task dependencies, create checklists, and enable sprint planning without needing to upgrade. If your projects require detailed planning, ClickUp provides great value at no initial cost.

ClickUp’s key differences

ClickUp distinguishes itself from other free project management tools with its high level of customization, allowing users to tailor views, statuses, and workflows extensively. It also uniquely integrates native features like task dependencies and time tracking across plans. Additionally, ClickUp maintains a robust integration library to seamlessly connect with existing productivity tools.

Pricing

  • Free Forever
  • $0/user/month
  • Unlimited members
  • 100 MB storage
  • Unlimited tasks
  • Two-factor authentication
  • Collaborative Docs
  • Kanban and calendar views
  • Gantt chart, timeline, and mind map (60 uses each)
  • Sprint management
  • Up to 1,000 chat messages
  • In-app video recording
  • 24/7 support
  • Unlimited
  • $10/user/month
  • Includes all in the Free Forever plan, plus:
  • Unlimited storage, dashboards, and integrations
  • Guests with permissions
  • Gantt charts
  • Custom fields
  • Column calculations
  • Email in ClickUp
  • Teams (user groups)
  • Native time tracking
  • Goals and portfolios
  • Form view
  • Resource management
  • Agile reporting
  • AI compatible
  • Business
  • $19/user/month
  • Includes all in the Unlimited plan, plus:
  • Google single sign-on (SSO)
  • Unlimited teams
  • Custom exporting
  • Advanced automations
  • Advanced dashboard features
  • Advanced time tracking
  • Granular time estimates
  • Timesheets
  • Workload management
  • Timelines and mind maps
  • Goal folders
  • Enterprise
  • Custom pricing
  • Includes all in the Business plan, plus:
  • White labeling
  • Advanced permissions
  • Conditional logic in forms
  • Enterprise application programming interface (API)
  • Unlimited custom roles
  • Custom capacity in workload
  • Live onboarding training

Nifty logo.

Nifty: Best for small project loads

Overview

Nifty’s free plan includes unlimited team members but restricts active projects to two at a time, with a 100 MB storage cap. It comes with basic task management features, milestones, documents, and integrated discussions to support team collaboration. More extensive capabilities such as advanced automation or larger storage allocations require a paid subscription.

Screenshots

Standout Features

  • Milestone dependencies: Ensures tasks within a milestone are completed in a specific order by locking dependent tasks until prerequisites are met
  • Budget tracking: Offers custom fields to monitor project budgets and expenses
  • Cross-project overviews: Provides a centralized view to monitor progress and status across multiple projects simultaneously. 

Pros & Cons

Pros

  • Offers dedicated plans for small teams
  • Free plan includes core tasking features
  • Features a swimlane view

Cons

  • Access to real-time support is available only on the four-tier plan
  • Limited app integrations
  • Very few template options

Why I picked Nifty

I chose Nifty specifically for minimal project loads because it efficiently handles limited, focused initiatives without overwhelming your team. The free plan’s restriction to two projects perfectly suits individuals or startups engaged in small-scale project management. Plus, its centralized workspace allows your team to keep tasks, discussions, and documentation organized in one location. 

Nifty streamlines team communication with built-in discussions and collaborative features. You won’t need to rely on third-party communication apps because conversations, tasks, and milestones live in one space. This integration helps small teams stay focused and efficient.

Nifty’s key differences

Nifty sets itself apart with integrated discussions built directly into project spaces, removing the need for additional messaging apps. Its milestone feature visually showcases progress, providing clear visibility into project timelines. Additionally, its straightforward, clutter-free interface ensures rapid onboarding and ease of use for new teams.

Pricing

  • Free Forever
  • $0/user/month
  • Unlimited members
  • 100 MB storage
  • Two projects
  • Tasks, milestones, and dependencies
  • Team chat
  • Docs and files
  • Team chat
  • Two-factor authentication
  • Self-serve help center
  • Personal
  • $12/user/month
  • 100 GB storage
  • 40 projects
  • 2 guests per seat
  • Time tracking and reporting
  • Custom fields
  • Budget tracking
  • Pro
  • $16/user/month
  • 250 GB storage
  • 100 projects
  • 5 guests per seat
  • Workflow automation
  • File proofing
  • Cross-project overviews
  • Google SSO
  • Business
  • $25/user/month
  • Unlimited storage, projects, and guests
  • Goal tracking
  • Team workflows
  • Custom roles and permissions
  • Open API
  • Custom domain
  • Priority support
  • Unlimited
  • Custom pricing
  • Native forms
  • IP restriction
  • Dedicated success manager

Trello logo.

Trello: Best for visual project planning

Overview

Trello’s free tier offers intuitive Kanban boards with unlimited task cards, 10 boards per workspace, and unlimited integrations via Power-Ups. It features basic customization options such as backgrounds and card labels. Comprehensive reporting tools and timeline views are available only through paid upgrades.

Screenshots

Standout Features

  • Card mirroring: Syncs Kanban cards across multiple boards while providing real-time updates
  • Advanced checklists: Assigns due dates and members to individual checklist items within a Kanban card
  • Quick capture: Enables the rapid addition of tasks or notes from various sources, such as emails or Slack, to your Trello inbox

Pros & Cons

Pros

  • Includes Power-Ups that expand platform functionality
  • Unlimited activity log on the free plan
  • Intuitive drag-and-drop Kanban interface

Cons

  • Lacks a native task dependency tool
  • Limited reporting capabilities
  • Not ideal for complex, large-scale projects

Why I picked Trello

Trello is ideal for visual project planning because its user-friendly Kanban boards help you quickly track task status. It is particularly known for its intuitive drag-and-drop functionality that lets your team track project stages clearly, making progress easily digestible at a glance. Unlike tools that rely heavily on traditional tools like lists or spreadsheets, Trello is suitable for visual thinkers and creative teams.

The unlimited Power-Ups enhance Trello’s platform significantly, letting you connect with essential tools like Slack, Google Drive, and calendar apps. This level of integration is rarely found in free tiers, making Trello a standout choice for teams that prioritize app integration.

Trello’s key differences

What sets Trello apart from other free project management tools is its simplicity. It features a clean, uncluttered interface that makes task management feel more intuitive even for entry-level users. Unlike competitors that pack in layers of features and complex navigation, Trello focuses on accessibility through its drag-and-drop Kanban boards, customizable cards, and straightforward workflow setup.

Pricing

  • Free Forever
  • $0/user/month
  • Up to 10 collaborators
  • Unlimited tasks and projects
  • Included with this plan:
  • Unlimited storage (10 MB/file)
  • Unlimited cards, activity log, and Power-Ups per board
  • Up to 10 boards per workspace
  • 250 workspace command runs per month
  • Custom backgrounds and stickers
  • Assignee and due dates
  • 2-factor authentication
  • Standard
  • $6/user/month
  • Includes all in the Free Forever plan, plus
  • Unlimited storage (250 MB/file)
  • Unlimited boards
  • Advanced checklists
  • 1,000 workspace command runs per month
  • Card mirroring
  • Single board guests
  • Custom fields
  • Premium
  • $12.50/user/month
  • Includes all in the Standard plan, plus
  • Views: calendar, timeline, table, dashboard, and map
  • Workspace views: table and calendar
  • Unlimited workspace command runs
  • Atlassian Intelligence (AI)
  • Admin and security features
  • Workspace-level templates
  • Collections
  • Observers
  • Simple data export
  • Enterprise
  • Custom pricing
  • Includes all in the Premium plan, plus
  • Unlimited workspaces
  • Organization-wide permissions
  • Organization-visible boards
  • Public board management
  • Multi-board guests
  • Attachment permissions
  • Power-Up administration
  • SSO and user provisioning with Atlassian Access

Notion logo.

Notion: Best for combined notetaking and task tracking

Overview

Notion’s free plan provides unlimited pages and blocks for notes, databases, and tasks, with collaboration for up to 10 guests. It syncs across all devices and integrates various apps by embedding links. Premium permissions, larger team collaboration features, and advanced analytics are only accessible on paid plans.

Screenshots

Standout Features

  • Dynamic link previews: Displays live previews of content from external tools like Jira or GitHub directly within Notion pages
  • Collaborative workspace: Facilitates real-time collaboration with team members on shared documents and databases
  • Site customizations: Allows customization of your Notion sites with branded domains, favicons, and navigation bars

Pros & Cons

Pros

  • Rich customization options for pages
  • Provides templates for various use cases
  • Extensive self-help resources

Cons

  • Inability to create new pages in offline mode
  • Complex to use when dealing with large data sets
  • Lacks native time tracking features

Why I picked Notion

Notion uniquely combines note-taking and task tracking in one platform, making it the ideal software solution if you frequently switch between documentation and task management. Instead of juggling multiple apps, you can seamlessly integrate task lists with meeting notes, research, and personal knowledge bases. This unified approach significantly reduces friction while enhancing productivity.

Its built-in wiki functionality lets you create a knowledge base for your team, combining pages, subpages, and databases in the same organized workspace. This makes it easy to document processes, store onboarding resources, and maintain reference materials in a way that’s easy to navigate.

Notion’s key differences

Notion shines by offering a highly customizable interface that lets you structure notes, tasks, and databases precisely to your workflow. Its ability to embed external content directly differentiates it significantly from other project tools. Additionally, Notion’s flexibility appeals to creative professionals looking for a fully personalized notetaking platform.

Pricing

  • Free Forever
  • $0/user/month
  • Unlimited storage, 5 MB per upload
  • Included with this plan:
  • Unlimited storage, 5 MB per upload
  • Up to 10 guests
  • Basic page analytics
  • 7-day page history
  • Teamspaces (open and closed)
  • Notion Mail and Calendar
  • Timeline, boards, and Calendar views
  • Subtasks and dependencies
  • Custom properties
  • Formulas
  • Unlimited forms
  • Unlimited published pages
  • One notion.site domain
  • Basic search engine indexing
  • Slack and Zapier integrations
  • Public API and webhooks
  • Plus
  • $12/user/month
  • Includes all in the Free Forever plan, plus:
  • Unlimited file size uploads
  • 30-day page history
  • Up to 100 guests
  • Custom automations
  • Unlimited forms
  • Five notion.site domains
  • Advanced search engine indexing
  • Synced databases with third-party apps
  • Business
  • $18/user/month
  • Includes all in the Plus plan, plus:
  • 90-day page history
  • Advanced page analytics
  • Up toamspaces
  • Conditional logic in forms
  • SSO (security login)
  • Private teamspaces
  • Bulk PDF export
  • Enterprise
  • Custom pricing
  • Includes all in the Business plan, plus:
  • User provisioning
  • Advanced security and controls
  • Audit log
  • Customer success manager
  • Workspace analytics
  • Unlimited page history
  • Security and compliance integrations

Jira logo.

Jira: Best for agile software teams

Overview

Jira’s free plan supports up to 10 users and offers agile-specific tools like Scrum and Kanban boards, backlog management, and agile reporting. It includes 2 GB of storage, enough for small-team usage. However, it restricts advanced user permissions and administration settings on higher-tier subscriptions.

Screenshots

Standout Features

  • Summary views: Provides high-level overviews of project statuses, facilitating quick assessments of progress
  • Release tracks: Manages and monitors different versions of your product, ensuring organized deployment cycles
  • Custom approval: Enables the creation of tailored approval workflows to match your team’s specific processes

Pros & Cons

Pros

  • Robust issue tracking tools
  • Over 3,000 app integrations
  • Offers a variety of chart types

Cons

  • No budgeting features
  • Can be complex to set up for non-dev teams
  • Real-time collaboration tools could be better

Why I picked Jira

Primarily a software development tool, Jira comes with features that support agile project management methodologies, like scrum boards and sprint planning. Compared to general-purpose tools, Jira provides specialized resources to help you manage product backlogs, sprint cycles, and issue tracking. You can also create user stories, track bugs, and follow project progress through dedicated agile reports.

The Jira platform is designed to simulate the development life cycle, from planning and coding to testing and release. This allows QA teams and product managers to break down complex projects into manageable tasks, complete with story points, sprints, backlogs, and version control.

Jira’s key differences

Jira uniquely focuses on agile-specific workflows, making it a strong contender for teams working on agile projects. Its powerful issue-tracking capabilities stand apart from competitors that offer more general task management. Plus, it offers extensive agile reporting, enhancing project oversight.

Pricing

  • Free Forever
  • $0/user/month
  • Up to 10 users
  • Free plan includes
  • Unlimited tasks, goals, projects, forms
  • Backlog, list, board, timeline, calendar, and summary views
  • Custom workflows
  • Project templates
  • Dashboards
  • Reports, dashboards, and team insights
  • One site
  • 2 GB storage
  • 100 emails/day
  • 100 automation runs/month
  • SSO, password policies, and encryption
  • Single project dependency
  • Standard
  • $8.60/user/month
  • Includes all in the Free plan, plus:
  • 250 GB storage
  • User roles and permissions
  • External collaboration
  • Multi-region data residency
  • 1,700 automations per site per month
  • Cloud support team
  • Unlimited email notifications
  • Anonymous access
  • Audit logs
  • Premium
  • $17/user/month
  • Includes all in the Standard plan, plus:
  • Unlimited storage
  • AI-powered summaries, generative AI editing, natural language
  • Cross-team planning and dependency management
  • Customizable approval process
  • 1,000 automations per user per month
  • 24/7 support
  • Enterprise
  • Custom pricing, billed annually
  • Includes all in the Premium plan, plus:
  • Unlimited storage
  • Cross-product insights with Atlassian Analytics and Data Lake
  • Advanced admin controls and security
  • Enterprise-grade identity and access management
  • Unlimited automations

monday.com logo.

monday.com: Best for individual use

Overview

The monday.com free plan supports up to two users and offers three project boards with up to 1,000 task items. Users can access over 200 customizable templates, multiple view formats, and basic integrations with popular apps. However, advanced features like automations, time tracking, and detailed reporting require upgrading to paid tiers.

Screenshots

Standout Features

  • Monday AI: Utilizes artificial intelligence to automate routine tasks and provide data-driven insights
  • Embedded documents: Allows integration and editing of documents directly within your monday boards
  • Custom notifications: Enables personalized alerts to keep team members informed about relevant updates and priority tasks

Pros & Cons

Pros

  • Highly customizable project boards
  • Intuitive automation tool
  • Over 200 project templates

Cons

  • Time tracking is available only in higher tiers
  • Per group seat pricing model can be confusing
  • Slight learning curve

Why I picked monday.com

monday.com is one of the best free project management software for freelancers or solopreneurs managing their own projects and tasks. Its simple and visually appealing interface lets you quickly create projects and track tasks without the complexity found in multi-user platforms. It enables you to organize personal work tasks, deadlines, and priorities within its intuitive boards and views while giving you the right amount of functionality and customizability.

Like Trello, monday.com prioritizes simplicity. With its drag-and-drop interface and customizable templates, individuals can build workflows that match their priorities and planning style.

monday.com key differences

monday.com sets itself apart with its visual and easy-to-use project boards, making navigation effortless for users of all skill levels. Its extensive template library helps you launch new projects without spending extra time on setup. Plus, monday.com’s robust integration with popular apps like Slack, Google Drive, and Zoom enhances productivity without additional cost.

Pricing

  • Free Forever
  • $0/user/month
  • Up to two seats
  • Free plan includes
  • Up to 1,000 items
  • 500 MB file storage
  • One week of activity log
  • Over 20 column types
  • 200+ templates
  • Unlimited messages
  • Embedded documents
  • Updates section
  • Shareable forms
  • Custom notifications
  • Kanban view
  • Unlimited dashboards (one board)
  • Basic
  • $12/user/month
  • Includes all in the Free plan, plus:
  • Unlimited items
  • 5 GB file storage
    Unlimited boards, docs, and free viewers
  • Custom fields
  • 24/7 customer support
  • Standard
  • $14/user/month
  • Includes all in the Basic plan, plus:
  • 6-month activity log
  • 20 GB file storage
  • Timeline, calendar, map, chart view
  • Up to five boards
  • Four guests per paid seat
  • Zoom integration
  • 500 trial AI credits
  • 150 automation credits/month
  • Pro
  • $24/user/month
  • Includes all in the Standard plan, plus:
  • 100 GB file storage
  • One-year activity log
  • 25,000 automation credits/month
  • Chart view
  • Unlimited guests
  • Time tracking
  • Formula column
  • Dependency column
  • Workload
  • Up to 20 boards
  • Private boards and docs
  • Enterprise
  • Custom pricing
  • Includes all in the Pro plan, plus:
  • Work performance insights
  • Audit log
  • Private workspaces
  • Premium integrations
  • 250,000 automation credits/month
  • Five-year activity log
  • 1 TB file storage

Taskade Logo.

Taskade: Best AI assistance

Overview

Taskade’s free tier includes unlimited projects, tasks, and notes, along with real-time collaboration and limited AI-powered features. The platform allows cross-platform synchronization and basic file attachments. However, storage and extensive automation features are restricted unless users upgrade to a paid plan.

Screenshots

Standout features

  • Custom AI agents: Provides AI assistants tailored to your workflows for enhanced productivity
  • Real-time syncing: Ensures that changes are reflected across all devices and team members
  • Video call sharing: Facilitates seamless video conferencing within the platform for direct communication

Pros & Cons

Pros

  • Converts video to text or web page format
  • Extensive collaboration features
  • Generous AI support even on the free plan

Cons

  • Very limited app integrations
  • Might be too basic for complex projects
  • Lacks customization options

Why I picked Taskade

Taskade appeals to tech-savvy teams seeking intelligent productivity features to help streamline task management. Its AI agents help generate tasks, outlines, and ideas instantly, significantly reducing the time spent on initial project planning. Unlike conventional tools that charge for AI add-ons, Taskade offers built-in AI right in the free plan, giving you smart support without additional fees.

Teams engaging in regular brainstorming sessions will find Taskade useful if they need help structuring projects. Using simple prompts, you can generate task lists, outlines, and project drafts, as well as summarize ideas to streamline planning and communication.

Taskade’s key differences

Beyond AI-focused users, Taskade is also suited for remote teams, thanks to its real-time collaboration capabilities. You can edit, comment, and update projects with live syncing across devices, while built-in chat and video conferencing keep communication centralized within the workspace.

Pricing

  • Free Forever
  • $0/user/month
  • Free plan includes:
  • 250 MB file storage (10 MB file limit)
  • AI Task Assistant
  • One knowledgeable base
  • File uploads
  • Task assigning and commenting
  • Countdown timer
  • One week of project activity
  • Five custom templates
  • Five team folders
  • Five automation flows
  • Five guests per project
  • List, table, board, calendar, mind map, and org chart views
  • Video chat
  • Pro
  • $20/user/month
  • Two users included
  • Includes all in the Free plan, plus:
  • 100 GB file storage (250 MB file limit)
  • Unlimited pages and tasks, 10 workspaces
  • Custom AI agents
  • Unlimited AI usage
  • 25 custom templates
  • Advanced AI automation
  • Gantt chart, table view, and custom fields
  • Up to 100+ integrations
  • Team
  • $100/user/month
  • Unlimited users
  • Includes all in the Pro plan, plus:
  • 1 TB file storage (500 MB file limit)
  • Unlimited workspaces and version history
  • Custom domains and branding
  • Advanced team permissions
  • Unlimited AI agents
  • Unlimited custom templates
  • Enterprise
  • Custom pricing
  • Includes all in the Enterprise plan, plus:
  • 1 TB file storage (1GB file limit)
  • SSO
  • Unlimited project activity
  • Enterprise security and compliance

Smartsheet logo.

Smartsheet: Best spreadsheet-style project management

Overview

Smartsheet’s spreadsheet-style interface makes it easy for teams who are accustomed to working with spreadsheets to transition to the platform. It offers a 30-day free trial, giving users full temporary access to its project management and spreadsheet capabilities. After the trial, however, users can only view documents but lose editing privileges. Continuous editing, advanced collaboration, and reporting features require ongoing paid subscriptions.

Screenshots

Standout Features

  • Rich formulas: Offers advanced formula capabilities for complex calculations and data analysis
    Team workload tracking: Visualizes team members’ workloads to optimize resource allocation
  • Conditional formatting: Applies formatting rules to cells based on specific criteria to highlight key information

Pros & Cons

Pros

  • Dynamic spreadsheet-like format
  • Offers a custom email domain
  • Flexible reports and dashboards

Cons

  • No longer offers a free version
  • Steep price jump between plans
  • Requires a paid subscription to access template sets

Why I picked Smartsheet

Smartsheet’s grid-based format closely resembles Excel and Google Sheets, making it ideal for users familiar with traditional spreadsheet tools. Unlike more visually driven platforms, Smartsheet provides robust formulas, cell linking, and data analysis capabilities with an easy-to-navigate interface.

Smartsheet is a natural fit for data-driven work, catering to professionals who prefer a spreadsheet-style approach to managing tasks and budgets. Teams can connect cells across multiple sheets, apply conditional logic, and build logical workflows using functions like IF, VLOOKUP, and COUNTIF. This level of flexibility makes it easier to manage budgets and track project health.

Smartsheet’s key differences

Beyond complex calculations, Smartsheet also offers built-in governance and compliance features like permission controls and enterprise-grade security. It also includes WorkApps, a no-code platform that lets you build custom interfaces for different stakeholders. These capabilities make Smartsheet ideal for cross-functional teams with strict IT requirements.

Pricing

  • Pro
  • $9.00/user/month
  • Up to 10 users
  • 500 MB file storage
  • Pro plan includes:
  • Unlimited viewers
  • Gantt, grid, card, calendar views
  • Dashboards & reports (view only)
  • Cell and column formulas
  • 20 GB attachment storage (30 MB file limit)
  • 250 automations per month
  • Google Workspace, Microsoft 365, and over 100 app integrations
  • Business
  • $19.00/user/month
  • Includes all in the Pro plan, plus:
  • Unlimited sheets and free guests
  • Timeline view
  • Team workload tracking
  • Admin capabilities
  • Editable dashboards & reports
  • Activity log
  • Forms and proofing
  • Document builder
  • 1 TB file storage
  • Unlimited automations
  • Group management
  • Unlimited automated workflows
  • Enterprise
  • Custom pricing
  • Includes all in the Business plan, plus:
  • Single Sign-On (SSO)
  • Enterprise access controls
  • Custom email domains
  • Customizable user experience
  • Activity and login history
  • Advanced item-level sharing
  • Admin Center with governance controls
  • Event reporting and alerts
  • Advanced Work Management
  • Custom pricing
  • Includes all in the Business plan, plus:
  • Project and portfolio automation
  • Capacity planning, workload, and timesheets
  • Secure sharing of select info
  • Import/export to cloud storage and Smartsheet
  • Custom calendar views
  • Data summaries and pivot reports
  • Data visualizations and metrics
  • No-code integrations and workflows
  • Centralized data management

The Wrike logo.

Wrike: Best for complex timelines

Overview

Wrike’s free plan provides unlimited user access, basic task management features, and essential project views like boards and lists. It includes 2 GB of storage for basic document sharing and collaboration. However, detailed Gantt charts, resource management tools, and advanced reporting require upgrading to paid plans.

Screenshots

Standout Features

  • Folder hierarchy: Organizes projects and tasks within a structured folder system for clarity and accessibility
  • Dynamic Gantt chart: Provides interactive timelines that adjust automatically as project details change
  • AI recommended tasks: Utilizes AI to suggest tasks based on your work patterns and priorities

Pros & Cons

Pros

  • Multilingual support across plans
  • Unlimited users in the free version
  • Delegate actions via voice commands

Cons

  • Limits the user count per plan
  • Offers very limited storage space
  • Resource management is only available on the fifth-level tier

Why I picked Wrike

Wrike works for teams managing complex project timelines, thanks to its structured project views. Even on the free plan, Wrike helps you map out detailed projects clearly, making it easier to track multiple timelines and deadlines simultaneously. 

The Wrike platform offers a suite of timeline-centric features, including the dynamic Gantt chart. It automatically adjusts all the dates when you move a task, and a simple switch highlights “must-finish” tasks in red so you know which ones to prioritize. You can stack several projects on one timeline and take a quick “snapshot” to see how your schedule changes over time, giving you a clear overview of your projects in one place.

Wrike’s key differences

Wrike uses a structured folder hierarchy, offering clear and organized access to tasks across multiple projects. It uniquely combines spreadsheet-style task views with boards, catering to users who prefer clarity in organizing complex project data. Additionally, Wrike offers robust security and collaboration tools even on its free plan, enhancing its value significantly compared to its competitors.

Pricing

  • Free Plan
  • $0/user/month
  • Includes all in the Pro plan, plus:
  • Task and subtask management
  • Table and Kanban view
  • Active task statuses
  • Internal and external collaborators
  • AI-recommended tasks
  • Basic integrations (Google Drive, Microsoft 365, Slack, Dropbox, etc.)
  • Real-time activity stream
  • 2 GB storage space
  • Team Plan
  • $10/user/month (billed annually)
  • For two to 15 users
  • Unlimited tasks, subtasks, projects
  • Includes all in the Free plan, plus:
  • 50 GB storage space
  • Project and task templates
  • Gantt charts
  • Dashboards
  • Calendar view
  • Personal work schedules
  • Request forms (limited)
  • Collaborator role
  • Integrations with Zoom, MS Project Viewer
  • Custom fields
  • Business
  • $25/user/month (billed annually)
  • For five to 200 users
  • Includes all in the Pro plan, plus:
  • 100 GB storage
  • Time tracking
  • Approvals & proofing
  • Automation (200 actions/user/month)
  • Resource management
  • Workload charts
  • Reports & analytics
  • Project blueprints
  • Request forms (advanced)
  • Job roles
  • Shareable dashboards
  • File and video proofing
  • Custom workflows
  • User groups & permissions
  • Enterprise
  • $0/user/month
  • Unlimited users
  • Includes all in the Business plan, plus:
  • 1 TB storage space
  • Two-factor authentication
  • Password policies
  • Admin permissions
  • Custom access roles
  • Audit reports
  • User provisioning
  • Pinnacle
  • $0/user/month
  • Unlimited users
  • Includes all in the Enterprise plan, plus:
  • 10 TB storage space
  • Advanced analytics with BI tools
  • Locked spaces
  • Job role-based budgeting
  • Bookings (advanced resource planning)
  • Performance management

How I chose the top free project management software

This guide highlights the leading project management tools that provide a free plan, designed specifically to help small to midsize business teams manage projects efficiently without needing a developer or additional budget. We selected these tools based on a careful assessment, using five weighted criteria to reflect the features most valuable to typical business users.

  • Feature availability in free plan (30%): My top priority in selecting the best free software for project management was ensuring you receive robust functionality at no cost, including essentials like unlimited task creation, sufficient storage, collaboration tools, and custom fields.
  • Ease of use (25%): Since smaller teams rarely have dedicated tech support, I favored tools that are intuitive, accessible via mobile devices, and equipped with ready-to-use templates or built-in automations.
  • Scalability (20%): Tools received higher marks if they provided clear upgrade paths, allowing you to scale as your business grows, with flexible user limits, guest access, and additional features available as you expand.
  • Integration capabilities (15%): Since most teams rely on multiple software platforms, I prioritized tools offering extensive integrations with popular apps and compatibility with automation services like Zapier and Make.
  • Support and resources (10%): I considered the availability of onboarding support, knowledge bases, and responsive customer service, which are essential for helping non-technical teams achieve productivity quickly.

Each software option underwent rigorous evaluation against these criteria, supported by factors such as user limits, project capacity, and integration counts. Platforms requiring upgrades for essential functionality or restricting usage to only a single user were ranked lower to prioritize genuinely accessible, forever-free options.

Free vs paid project management apps: What you need to know

Choosing between free and paid project management apps comes down to your team’s size, goals, and the complexity of your workflows. While free tools are great for getting started, paid plans often unlock the power and flexibility that growing teams need.

Feature

Free plans

Paid plans

User limits

Often capped for 5 to 15 users

Typically unlimited or much higher limits

Projects and storage

Limited number of projects and storage

Unlimited or generous storage and project caps

Task management

Basic boards and lists

Advanced views like Gantt, timelines, dependencies

Collaboration features

Core features like comments and mentions

Enhanced tools like proofing, guest access, roles, and chat

Automations and integrations

Not available or limited

Full automation access and third-party integrations

Reporting and dashboards

View-only or basic reports

Custom reports, dashboards, and analytics

Support and security

Self-serve support via help center

Priority support, SSO, and admin controls

While free project management tools offer a budget-friendly starting point for individuals and small teams, they can quickly fall short as your size and workload grow. Paid tools provide the advanced features, customization, and scalability to manage projects efficiently, making them a cost-effective investment for most businesses.

FAQs

Trello, ClickUp, and Asana are among the top software for project management due to their user-friendly interfaces and comprehensive feature sets, fit for any team size and project needs. However, note that your ideal pick depends on whether you prioritize visual planning, customization, or built-in collaboration tools.

No, Google doesn’t offer a dedicated project management app, but you can build a basic system through Google Sheets, Calendar, and Tasks. It works well for lightweight tasking, especially if your team already uses Google Workspace.

No, Microsoft Project is a paid solution with plans designed for professional and enterprise use. However, Microsoft 365 users can explore more accessible tools like Planner or To Do for simple task tracking.

Yes, Microsoft 365 includes tools like Planner, To Do, and Lists that support project tracking and team collaboration. For advanced features like timelines and resource management, upgrade to Microsoft Project.

Bottom line: How to choose the right free project management tool

When picking free tools for project management, start by considering your team size, project complexity, and workflow needs. Many free plans offer core task management features suitable for small teams, but the ideal tool depends on how you plan, collaborate, and manage your work. 

To ensure a good fit, assess each software based on ease of use, integration support, and growth potential so you don’t have to switch tools as your needs evolve.

Asana is great for straightforward task management, while ClickUp fits well if your projects involve more detailed workflows. Choose Nifty if your team handles a limited number of projects, or Trello if visual organization through Kanban boards aligns best with your workflow. 

Notion blends note-taking with project tasks, ideal for users needing a unified workspace, whereas Jira supports agile teams. If you’re an individual user, monday.com offers an intuitive and easy-to-use free solution, while Taskade sets itself apart by providing built-in AI features that speed up task creation. 

For those comfortable with spreadsheet-style organization, Smartsheet offers familiar formatting and data management. Lastly, Wrike works if your projects have complex timelines requiring clear task structuring and coordination.

As you pick the right free PM software, focus on the features that match how your team works. In the end, it’s all about prioritizing tools that offer flexibility and room to grow without the hefty price tag.

Marianne De Guzman Avatar

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