Independent: paid links never change the order. Every fact checked with the vendor.

How we review
stackwijsSearch software…Search
Submit a tool

What should you look for in project management software?

A project tool only works if the whole team works in it. So look at the price when everyone joins, what the free plan allows and how you let clients or freelancers look in.

  1. Price when the whole team joins

    Project tools charge per user, often with a minimum number of seats. Also count colleagues who only tick off a task now and then.

    Ask the vendor

    What does it cost per user, is there a minimum number of seats, and do guests count towards the price?

    Sort by lowest price12 of 13 tools have a public price

  2. What the free plan allows

    Free plans are often fine for a small team, but have a limit on users, projects or storage. Know where that limit is before you build on it.

    Ask the vendor

    How many users, projects and storage do I get for free, and what happens to my projects if I go over the limit?

    Show tools with a free plan11 of 13 tools meet this

  3. Letting clients and freelancers look in

    If you work with clients or freelancers, you want to give them access to one project without them costing a full seat.

    Ask the vendor

    Can I invite guests to a single project, and do I pay for them?

    We do not have a filter for this yet. Ask the vendor.

  4. Integrations with your other tools

    Tasks come in by email or chat, and files are in your cloud storage. An integration means you do not keep switching between apps.

    Ask the vendor

    Is there an integration with my email, chat, calendar and cloud storage?

    Sort by most integrations13 of 13 tools list integrations

  5. Data in the EU

    Projects hold names, client data and sometimes contracts. Many project tools come from the US; then you have to check whether the vendor and the product fall under the Data Privacy Framework.

    Ask the vendor

    Are my projects and files stored in the EU, and if not, does this tool fall under the Data Privacy Framework?

    Show tools with data in the EU5 of 13 tools meet thisMore about data in the EU

  6. Data processing agreement

    If your projects contain personal data, the vendor processes it for you and the GDPR requires a data processing agreement.

    Ask the vendor

    Do you offer a data processing agreement, and which sub-processors do you use?

    Show tools with data in the EU and a data processing agreement5 of 13 tools meet thisMore about the data processing agreement

  7. Trying it with your team

    Whether a board or timeline works, you only notice when your team has worked in it for a week. A free trial of the paid plan also lets you test the more expensive features.

    Ask the vendor

    Can I try the paid plan with my whole team, and do I fall back to free afterwards if I do not pay?

    Show tools with a free trial6 of 13 tools meet this

Frequently asked questions about choosing project management tools

What should you look for in project management software?

Look mainly at price when the whole team joins, what the free plan allows, letting clients and freelancers look in, integrations with your other tools, data in the EU, data processing agreement and trying it with your team. For each point we explain why it matters and which question to ask the vendor.

Which questions should you ask a vendor of project management tools?

What does it cost per user, is there a minimum number of seats, and do guests count towards the price? How many users, projects and storage do I get for free, and what happens to my projects if I go over the limit? Can I invite guests to a single project, and do I pay for them? Is there an integration with my email, chat, calendar and cloud storage?

How many project management tools in the guide can you use or try for free?

Of the 13 project management tools in our guide, 11 have a free plan and 6 can be tried for free, according to the vendor's site.

Sources

  1. Autoriteit Persoonsgegevens: Transferring personal data to the US (in Dutch)
  2. Autoriteit Persoonsgegevens: Data processing agreement (in Dutch)

Texts and sources checked on . The counts follow from the facts in the guide. Rules can change; the source prevails. This is an explanation, not legal or tax advice.

We get a fee if you take out a subscription through us. That does not change our verdict.