Resource management software helps agencies and consultancies organize team tasks, manage workloads, and keep projects on schedule. Without it, teams can miss deadlines, get overworked, or not use their skills fully.
Check out our list of the best tools to find one that fits your team, based on ease of use, price, features, and reviews.
| Tool | Best for | G2 rating | Starting price |
|---|---|---|---|
| Scoro | Businesses looking for all-in-one resource and project management with powerful capacity planning | 4.5 | $26 per user/month |
| Mosaic | Project-based organizations looking for AI-powered resource planning to maximize billable utilization | 4.4 | $30 per user/month |
| Forecast | Organizations seeking AI-powered project and resource management with strong forecasting capabilities | 4.2 | Custom pricing |
| Resource Guru | Teams looking for a specialized resource management solution with a focus on maintaining balanced workloads | 4.7 | $4.16 per user/month |
| Float | Agencies needing a resource management solution with scheduling, capacity planning, and time tracking | 4.3 | $6 per user/month |
| Runn | Small teams seeking a simple, affordable resource management tool with built-in project tracking | 4.5 | Free |
| Parallax | Digital service organizations looking to improve utilization and profitability through proactive resource management | 4.8 | Custom pricing |
1. Scoro
Founded in: 2013
Average customer ratings: G2: 4.5 (402 reviews); Capterra: 4.6 (238 reviews)
Best for: Businesses looking for all-in-one resource and project management software with powerful capacity planning
Overview
Scoro is an all-in-one professional services automation (PSA) tool that lets you handle everything from quoting and project planning to time tracking and invoicing.
Beyond its breadth of features, Scoro stands out with in-depth resource management capabilities. The platform shows team utilization rates in real time, letting you quickly figure out who’s overloaded and who can take on new work.
Top Tip
A reasonable utilization rate is typically between 80 and 90%. Learn more in our Employee Utilization Guide.
You can also make tentative bookings for upcoming projects, letting you forecast resource needs and plan ahead without committing to a schedule that could still change.
This flexible booking system is great for balancing current workloads with upcoming projects. So you can make the most of your team’s schedules and talent, preventing both over-utilization and bench time.
Key features you’ll love
- 50+ report templates covering resource utilization, productivity, revenue, and more
- Resource scheduling with fixed and tentative bookings to assign tasks and determine project feasibility
- Color-coded team capacity charts with options to see both utilization rates and available hours
- Project management tools, including Gantt charts to show task dependencies and project milestones
- Three different time tracking methods to easily record billable and non-billable hours, including automated timesheets
- Expense tracking to update project margins and quoted vs. actual costs in real time
- A one-click invoicing system that turns quotes and projects into invoices
- Proposal templates and a sales pipeline view to streamline and secure new deals
Ease of use
Managing resources in Scoro is straightforward.
- Intuitive design: Yes—a clean, organized interface with color-coded utilization levels and drag-and-drop bookings to adjust schedules
- Customization options: High—users can toggle between hours and percentages, adjust booking types (tentative or fixed), and group views by roles or individual team members
- Learning curve: Moderate—while basic resource scheduling is simple, mastering features like role placeholders and portfolio-level management can take time
Integrations
Scoro integrates with over 45 tools, including:
- Slack
- Asana
- Jira
- Trello
- Google Docs, Calendar & Email
- QuickBooks
- Xero
- Expensify
- Stripe
- HubSpot
More integrations are also available through Zapier and SyncHub. And you can create your own integrations using Scoro’s API.
Pros & cons
| Pros | Cons |
|---|---|
| All-in-one solution with project management, time tracking, invoicing, and reporting | Higher pricing point compared to simpler resource management tools |
| Powerful resource planning with real-time utilization tracking | Slight learning curve to master all features |
| Flexible scheduling system with tentative and fixed options | |
| Easy to adjust and reschedule bookings with its drag-and-drop interface |
Use cases and ideal users
- Project managers who need to assemble strategic teams, balance workloads, and protect profit margins across their portfolio
- Ops leaders looking to improve profitability by optimizing billable utilization, tracking billable vs. non-billable hours, and making data-driven staffing decisions
- Team members who want clear visibility into their workloads and easy ways to log hours and expenses
What others say about Scoro
“We are able to complete our full project process in one program. CRM, sales pipeline, quotes, projects, tasks, invoicing, and time tracking. Another benefit is that you can see the utilization of everyone to make sure you’re using everyone to their full potential.”
—Barb, G2
“We’ve been using Scoro for over a year now and it’s had a significant impact on our operations. It’s helped us streamline our processes, stay organized, and make data-driven decisions.”
—Cheryl, G2
Pricing
There are four pricing plans available:
- Essential: $26 per user per month (billed annually)
- Standard: $37 per user per month (billed annually)
- Pro: $63 per user per month (billed annually)
- Ultimate: Contact Sales for pricing
Sign up for a two-week free trial to try Scoro out for yourself.
2. Mosaic
Founded in: 2019
Average customer ratings: G2: 4.4 (14 reviews); Capterra: 4.5 (42 reviews)
Best for: Project-based organizations looking for AI-powered resource planning to maximize team utilization
Overview
Mosaic describes itself as “the world’s most powerful project planning and resource management solution.”
The platform combines resource management with AI-powered forecasting capabilities to help organizations plan and schedule assignments. It aims to replace traditional, spreadsheet-based resource planning with a more automated, data-driven approach.
You get full visibility into team capacity and workloads through utilization charts. Plus, its unique AI features alert you to potential hiring needs and forecast workloads. So you can plan your headcount and labor costs.
Key features you’ll love
- AI-powered resource forecasting to predict upcoming capacity needs and automatically suggest team rosters
- The “Workload Report” that shows everyone’s upcoming tasks, helping you see who’s available and who’s overloaded
- The “AI Project Finder” that flags anyone with room to take on extra work, boosting billable utilization
- Workload forecasting to analyze historical data patterns and predict future needs
- Organizational planning tools (like org charts) to map team structures and model future team growth
- Automated hiring suggestions based on current workload trends to help close skill gaps and make sure you have enough people available
- Team utilization tracking to monitor billable hours and productivity in real time
Ease of use
Managing resources in Mosaic is simple.
- Intuitive design: Yes—color-coded heatmaps, a drag-and-drop interface, and automated suggestions for resource allocations
- Customization options: Moderate—standard views and reporting options with some flexibility in dashboard layouts
- Learning curve: Moderate—basic functions are straightforward, but mastering AI forecasting and advanced planning features can take time
Integrations
Mosaic integrates with 36 tools, including:
- Google Sheets
- Google Calendar
- Deltek Vision
- Asana
- Clockify
- GitHub
- Jira
- HubSpot
- Oracle
- SAP
Pros & cons
| Pros | Cons |
|---|---|
| Clean, user-friendly interface with visual heatmaps to understand workloads | No built-in quoting, invoicing, or expense tracking |
| AI assistance saves time in team planning and forecasting | Missing integrations with payment and project management tools like PayPal, Stripe, and Trello |
| Reporting and forecasting tools for data-backed decisions | Browser compatibility issues (according to a G2 user) |
Use cases and ideal users
- Hiring managers who need to plan staffing needs and analyze capacity gaps, skill demands, and future resource requirements
- Project managers focused on assigning the right tasks to the right people across projects
- Individual contributors looking to manage their workloads and time tracking
What others say about Mosaic
“AI-powered workforce management software for any organization.”
—Vikesh, G2
“Scheduling projects is a huge help for ensuring the team makes deadlines. Timesheets and the AI used to predict entries are super helpful and save a ton of time. It is intuitive, easy to use, and the user interface looks great.”
—Jonathan, G2
Pricing
According to Mosaic’s pricing calculator, prices start at $30 per person, per month.
There are three pricing tiers available:
- Starter
- Professional
- Enterprise
Book a demo to request custom pricing.
3. Forecast
Founded in: 2006
Average customer ratings: G2: 4.2 (130 reviews); Capterra: 4.5 (62 reviews)
Best for: Professional services organizations that want AI-powered project and resource management with integrated reports and forecasts
Overview
Forecast is an AI-powered project and resource management platform. It shows you who’s working on what and when in real time. And it has a variety of solid project management features.
For example, you can track utilization using Forecast’s heatmap-style “Capacity Overview,” which helps you balance workloads and increase billable hours while preventing burnout:
The platform also covers quoting, time tracking, task management, and invoicing. So you can manage projects from start to finish.
And the best part?
Forecast AI learns from previous projects and gives you automatic recommendations and predictions, like when a project is likely to end and how much it’ll probably cost.
Key features you’ll love
- A capacity heatmap to understand team availability and determine resource needs
- “Soft” (unconfirmed) and “hard” (confirmed) resource bookings to distinguish between tentative and fixed project assignments
- AI-powered recommendations to anticipate project changes and improve future timelines
- A project scoping function to clearly define resource requirements and avoid scope creep
- Project management features to plan work phases, set deadlines, and track project milestones
- A time tracking system to record billable and non-billable hours
- Built-in invoicing to quickly create and track them
Ease of use
Managing resources in Forecast is streamlined and simple.
- Intuitive design: Yes—clean, contemporary layout with visual project management and resource allocation tools
- Customization options: High—extensive reporting and dashboard customizations available
- Learning curve: Moderate—while basic functions are straightforward, mastering the full feature set can take time
Integrations
Forecast integrates with 24 tools, including:
- Google Calendar
- Google Drive
- HubSpot
- Microsoft Teams
- Jira
- QuickBooks
- Salesforce
- Slack
- Trello
- Xero
You can also use Zapier and Forest together to connect with over 800 other tools.
Pros & cons
| Pros | Cons |
|---|---|
| End-to-end platform with project management, financial reporting, invoicing, and time tracking features | Price point might be high for smaller teams due to a 15-employee minimum requirement |
| AI-powered insights to predict project timelines and risks | Moderate learning curve due to extensive features (according to G2 users) |
| Flexible resource allocations with tentative and fixed booking options | |
| Modern, clean interface with visual heatmaps for workload management |
Use cases and ideal users
- Project managers who need to balance resources, track project progress, and ensure on-time delivery without overtime
- Operations and finance leaders who need hard data on project performance and profitability
- Team members who want clear visibility into their workloads and a simple way to log hours
What others say about Forecast
“Forecast is helpful because it’s all in one. Especially the resource allocation feature is a big help!”
—Verified User in Media Production, G2
“Forecast has really helped us as a design agency understand how much work our team has on our plates, what we have capacity for when planning future projects, and how we may need to adjust costs to cover what it really takes to complete a job.”
—Natalie, G2
Pricing
Forecast’s pricing is based on your contract length and number of users—starting at 15 employees. Book a demo with their sales team to request custom pricing.
4. Resource Guru
Founded in: 2012
Average customer ratings: G2: 4.7 (363 reviews); Capterra: 4.7 (524 reviews)
Best for: Teams looking for a specialized resource management solution with a focus on maintaining balanced workloads
Overview
Resource Guru is a resource scheduling and capacity planning platform. You can manage people, equipment, and meeting rooms in a single, centralized hub. And you get a clear overview of team availability (including time off) and their workload distribution.
As a dedicated resource management tool, Resource Guru has several unique features that some end-to-end platforms don’t have.
For instance, its approval workflow system lets team leads review and confirm resource requests. So you can double check availability and keep workloads balanced.
And the clash management engine prevents overbookings and burnout. When there’s a scheduling conflict, Resource Guru automatically gives you the option to add that work to the “waiting list” or set up overtime:
Key features you’ll love
- Visual availability bars to instantly see capacity and resource utilization levels
- Clash management and waiting list features to prevent over-allocation and double-booking
- Flexible booking types (fixed, tentative, billable, and non-billable)
- Utilization reports for data-driven staffing decisions
- Custom fields to filter resources by skills, department, location, and other criteria
- A leave management system to track vacations, sick days, and other types of time off
- Two-way calendar syncing with Google Calendar and Outlook
- A built-in approval workflow to confirm individual availability with team leads
- Equipment and meeting room scheduling capabilities
Ease of use
Resource Guru is a simple, user-friendly platform that still has powerful resource management capabilities.
- Intuitive design: Yes—simple, drag-and-drop scheduling with colored bars representing availability
- Customization options: Moderate—custom fields and filters available to categorize resources (e.g. categorize developers by skillset, consultants by location)
- Learning curve: Low—designed for quick adoption with an emphasis on usability
Integrations
Resource Guru offers six integrations, including:
- Google Calendar
- Outlook Calendar
- Apple Calendar
- Calendly
- Fantastical
- Zapier
You can also use Zapier and Resource Guru together to connect with over 1,500 other apps, including Slack and Salesforce.
Pros & cons
| Pros | Cons |
|---|---|
| Specialized resource management with unique features like approval workflows, clash detection, and a waiting list | No quoting, invoicing, or financial analytics |
| User-friendly interface with drag-and-drop scheduling | Mobile app reported as confusing (according to this G2 user) |
| Clear visibility into team availability and workload distributions | Limited color customization options |
| Skills-based search | Limited integration options compared to larger platforms |
| On the lower end of pricing (starting at $4.16 per month/user) | Some users find adding new projects time-consuming |
Use cases and ideal users
- Agencies that need to manage team members with different skill sets across multiple client projects while preventing burnout
- IT service providers that need to schedule technicians efficiently while tracking billable hours and support tickets
- Engineering and construction firms that need options for both human and material resource scheduling
What others say about Resource Guru
“Resource Guru is adaptable and allows me to customize it to fit the ins and outs of my business. We schedule our own crews and subcontractor crews with this tool and it works extremely well.”
—Tonya, G2
“Easy-to-use resource planning tool. You can easily and quickly plan resources with drag and drop. The best is the overview schedule with filters. Second, you can integrate holidays and leave—most other tools don’t have this option.”
—Verified user in design, G2
Pricing
Resource Guru offers three pricing plans:
- Grasshopper: $4.16 per person/month (billed annually)
- Blackbelt: $6.65 per person/month (billed annually)
- Master: $10 per person/month (billed annually)
Try it by signing up for a 30-day free trial.
5. Float
Founded in: 2010
Average customer ratings: G2: 4.3 (1582 reviews); Capterra: 4.5 (1604 reviews)
Best for: Agencies needing a resource management solution with scheduling, capacity planning, and time tracking
Overview
Float is project resource management software that focuses on three main things: project planning, team scheduling, and time tracking. It’s a straightforward tool that’s easy to use and implement.
For instance, the “Project Plan” tab quickly shows you your team members’ scheduled hours and assignments:
And its “Schedule” tab lets you drill down into their workloads and drag and drop new tasks.
Float also lets you track billable vs. non-billable hours, team utilization, and project progress through “People” and “Project” reports.
Key features you’ll love
- A real-time scheduling dashboard to view team workloads
- A drag-and-drop interface to easily adjust schedules and reallocate work
- Multiple access levels to control what information team members and clients can see
- A time tracking system to monitor billable and non-billable hours
- Project budget tools to set and track both hourly and flat-fee budgets
- “People” and “Project” reports to analyze team utilization, monitor projects, and track budgets
- Reminder emails to team members about time logging
- Time-off tracking to ensure accurate availability info and prevent resource conflicts
Ease of use
Float’s intuitive interface and minimal features make scheduling and capacity planning simple.
- Intuitive design: Yes—clean layout and straightforward scheduling that uses a drag-and-drop function
- Customization options: High—flexible views and reporting options for different needs and users
- Learning curve: Low—designed for quick adoption with an emphasis on core resource management features
Integrations
Float integrates with 10 tools, including:
- Google Calendar
- Asana
- Jira
- Trello
- Slack
- Xero
- WorkflowMax
You can also connect with more apps by using Float and Zapier together.
Pros & cons
| Pros | Cons |
|---|---|
| Simple tool focused on resource management | Limited project management features without quoting and invoicing |
| Easy to set up and start using quickly | Users report issues with sorting and filtering data |
| Clear visibility into team availability and workloads | Fewer integration options compared to larger platforms (e.g., no Microsoft Teams integration) |
| Real-time scheduling and a simple drag-and-drop function | |
| Strong budget forecasting and time tracking capabilities |
Use cases and ideal users
- Professional services teams wanting to optimize billable hours with a straightforward tool for scheduling, time tracking, and reporting
- Team managers needing a simple platform for task and time tracking
- Small and medium-sized agencies wanting to switch from spreadsheets to a dedicated tool without the complexity and cost of enterprise solutions
What others say about Float
“Float distinguishes itself from other tools because it’s not trying to be everything you might ever need. If you just need a handy tool that allows you to do resource planning, have a clear resource and project overview, and add some basic tasks, this is it!”
—Sophie, G2
“Float is easy to use, adaptable, and visual for managers and users.”
—Nancy, G2
Pricing
Float offers three pricing plans:
- Starter: $6 per user per month (billed annually)
- Pro: $10 per user per month (billed annually)
- Enterprise: Custom pricing available based on needs
To give Float a try, sign up for a free trial.
6. Runn
Founded in: 2018
Average customer ratings: G2: 4.5 (1 review); Capterra: 4.8 (30 reviews)
Best for: Small teams and professional service companies seeking a simple, affordable resource management tool for capacity planning, forecasting, and project tracking
Overview
Runn is a resource management platform that lets you see your team’s workload, plan projects, and assign tasks. With a free plan for up to five users, it’s perfect for small teams ready to graduate from spreadsheets.
Use its color-coded availability heatmap to quickly see who’s available and who’s overbooked.
Need to assign new tasks or move work around? Just drag and drop. The system will automatically ping you if there’s a scheduling conflict.
Runn also lets you create placeholder roles. So you can plan future projects, estimate costs, and figure out exactly what skills and capacity you’ll need:
Key features you’ll love
- Real-time workload visibility to monitor team availability and prevent overbooking
- Utilization reports for tracking billable hours and team performance
- A placeholder feature to reserve slots for upcoming work and forecast future hiring needs
- A project portfolio view to track all project milestones and phases in one place
- Time tracking tools with a Chrome extension to easily log hours
- Tags to label and filter people’s skills and experience levels, so you can build optimal project teams
- HR integrations to sync team member data, contracts, and time off details
Ease of use
Runn focuses on beginner-friendly resource management and capacity planning, with a streamlined interface and clear visual graphs.
- Intuitive design: Yes—simple, straightforward layout with clear project portfolio views
- Customization options: Moderate—flexible viewing options for different reporting needs
- Learning curve: Low—super simple UI makes it great for daily use
Integrations
Runn integrates with six tools, including HR and tracking tools like:
- AlexisHR
- BambooHR
- CharlieHR
- Clockify
- Harvest
- HiBob
Pros & cons
| Pros | Cons |
|---|---|
| Clear visibility into team utilization and capacity | Lacks the features of a fully-fledged project management tool, like quoting and invoicing |
| Real-time project performance tracking | Only six integrations, which is less than similar solutions |
| Strong capacity planning capabilities, including its “Placeholders” feature | |
| Cost-effective with a free plan for small teams |
Use cases and ideal users
- Small teams (up to five people) looking for basic resource scheduling with a free plan
- Professional service companies focused primarily on strong capacity planning and forecasting features
- Project managers seeking real-time visibility into team utilization, project performance, and timelines
What others say about Runn
“”Great resource management and planning. It’s easy to see where people and projects are at a glance, including budgets.”
—Kieron, Capterra
“This tool was so simple to implement. And it’s easy to use to track what projects our resources are working on now and in the future.”
—Joyce, Capterra
Pricing
Runn has three pricing options, including a free plan:
- Free: Up to five users with unlimited projects
- Pro: $8 per user per month (billed annually)
- Enterprise: Custom pricing
Sign up to use the free account. Or take a 14-day trial of the Pro plan.
7. Parallax
Founded in: 2019
Average customer ratings: G2: 4.8 (8 reviews); Capterra: 4.4 (53 reviews)
Best for: Digital service organizations looking to improve utilization and profitability through better resource management
Overview
Parallax describes itself as a “strategic operations solution.” It’s designed to help digital service organizations better manage their resources and plan ahead for future work.
With Parallax, you can quickly see who is available to take on new work, search for team members based on roles and worker types (i.e.,, full-time employee vs. contractor), and assign them tasks:
The platform integrates project budgets with team utilization data to help you build profitable project teams.
And using data from your CRM, Parallax alerts you if a project is in danger of missing its margin goals. So you can take action to protect its profitability.
Key features you’ll love
- Capacity planning charts and forecasts to align sales and delivery and make sure team members have the optimal amount of work
- Scenario planning tools to see how staffing choices impact project margins
- Real-time insights into team workloads, availability, skills, and worker types to guide staffing and hiring decisions
- A search bar and filters to find the right resources to assign to projects
- Auto-generated resource plans based on skills and capacity, which you can refine as needed
- Financial tracking with revenue and margin insights
- Project health dashboards to track progress, budgets, timelines, and resources in one place
- Pipeline tracking to align resources with demand and consistently drive new business
Ease of use
Parallax offers useful features for resource planning and analytics. But the user interface could be more intuitive.
- Intuitive design: Somewhat—it looks clean and professional but the interface could be more intuitive according to this G2 user
- Customization options: Extensive—highly flexible reporting and viewing options to tailor the experience
- Learning curve: Moderate—its navigation and layout may take time to fully learn
Integrations
Parallax integrates with 22 tools for time tracking, CRM, and communication, including:
- Copper
- HubSpot
- Pipedrive
- Salesforce
- Notion CRM Lite
- Zoho
- Harvest
- Teamwork
- Toggl
- Microsoft Teams
Pros & cons
| Pros | Cons |
|---|---|
| In-depth analytics and insights into employee utilization and project progress | Steep learning curve and the user interface could be more intuitive (according to this G2 user) |
| Automated resource plans and forecasts to help you meet future project needs | Performance issues when working with large data sets (according to this G2 user) |
| Combines real-time utilization data with financial data to help you meet profit goals | No integrations with accounting tools like QuickBooks |
| No built-in time tracking (only available via integrations with third-party tools) |
Use cases and ideal users
- Digital agencies and software development firms looking to quickly assign team members to projects
- Project and operations managers needing real-time visibility into team availability, skills, and workloads to assign tasks and make hiring decisions
- Finance teams and business leaders wanting to make data-driven decisions that maximize project margins and revenue
What others say about Parallax
“I love that it provides detailed hour plans for my team members who share their time across several projects and client accounts. We’ve been using the hiring forecast to more confidently decide when to hire vs. when to pull in a temporary contractor as well.”
—Sarah, G2
“Parallax has been a great tool for our small consulting organization. The tool has transformed how we resource our team to projects and review utilization.”
—Colleen, G2
Pricing
Parallax’ pricing is based on the number of billable resources (meaning you’ll pay for team members who directly generate revenue, but not managers and admins).
Submit a pricing request to get more detailed info.
Could Scoro be the right resource management software for you?
Sure, there are many tools for resource management.
But as an all-in-one business management platform, Scoro gives you everything you need to stay on top of, well, everything—from team schedules and budgets to your sales pipeline and invoices.
But don’t take our word for it. Learn how Bombs Away started using Scoro to manage operations and resources. The agency improved time management by 100% and eliminated unpaid overtime with Scoro. Here’s their story.
Want to see how you can manage projects and resources with one tool instead of five?
Try Scoro for free with a 14-day free trial.
