Best PSA Software for Digital Agencies Compared

Website: https://www.scoro.com/

Best for: Growing agencies that want quoting, delivery and billing in one system

Starting price: from 15 EUR per user/month

Free plan: Free trial (14 days)

Pros: Modular apps let you buy only the combinations you need; Real-time budget burn and margin views keep projects on track

Cons: Five-seat minimum raises the entry cost for small teams; Higher combinations add cost fast as you switch on more apps

Scoro is a professional services automation platform built around eight core apps that cover sales, quoting, projects, resourcing, time, expenses and invoicing. A booking in the Resource app sits on the same project record as the quoted budget, the role cost rate, logged hours and the invoice, so margin stays visible while delivery is still in progress. That shared record is the main reason agencies pick Scoro over a scheduler plus a separate billing tool.

The vendor sells Scoro in combinations rather than a single ladder of tiers. Prices start from 15 EUR per user per month, depending on which apps the team uses, with a minimum of five seats. A 14-day trial is available. Small teams should price the five-seat floor first, since five seats at 15 EUR come to 75 EUR per month.

Website: https://www.accelo.com/

Best for: Mid-size firms that run sales, projects, retainers and support in one place

Starting price: quote only

Free plan: No

Pros: Deep retainer and ticket management for recurring client work; Automated workflows link sales, delivery and billing

Cons: No public prices, so budgeting starts with a sales call; Onboarding is a separate engagement with an unpublished fee

Accelo runs the whole back office of a service firm in one platform, from sales and quotes through projects, retainers, support tickets, time tracking, billing and profitability reporting. Retainer management is a genuine strength, with recurring work, ticket queues and time approvals feeding the same client record as project delivery. For an agency that sells monthly retainers alongside fixed-fee projects, that combination is hard to match with a lighter tool.

Accelo no longer publishes any prices. Its pricing page routes every visitor to a demo request and a custom quote, and onboarding is sold as a separate implementation package with no published fee. Older third-party reports put past tiers near $20 to $90 per user per month, but Accelo does not confirm those figures today. Get a written first-year total, including onboarding, before you compare Accelo with a tool that publishes its price.

Website: https://www.kantata.com/

Best for: Large services firms with mature delivery and finance processes

Starting price: quote only

Free plan: No

Pros: Strong resource forecasting with skills matching across large teams; Project accounting ties budgets, costs and revenue together

Cons: Quote-only pricing hides the true cost until late in the process; Setup takes weeks and needs dedicated admin time

Kantata is a full PSA platform for services firms that have outgrown lighter project tools, and it comes in two versions, Kantata OX for open infrastructure and Kantata SX, which runs inside Salesforce. Resource forecasting, skills matching, project accounting, time and expense tracking, and business intelligence reporting all sit in the same system. A firm with 50 or more billable staff and a mature delivery process gets the most from that depth, since the same data feeds staffing, margin and revenue forecasts.

Kantata publishes no prices, and its pricing page is a form that leads to a quote from a sales adviser. One third-party report cited a 50-seat minimum and $50 to $110 per user, but Kantata confirms no figure in public. There is no free plan and no self-serve trial. Agencies below 30 people will usually find the sales cycle and the implementation effort out of proportion to the gain.

Website: https://www.bigtime.net/

Best for: Firms that bill time and want utilization tied to invoicing

Starting price: $20 per user/month

Free plan: No

Pros: Timesheets feed invoicing and QuickBooks without re-entry; Utilization and budget reports show margin by project

Cons: Advanced and Premier tiers hide their prices behind a demo request; Resource management is a separate module with its own price

BigTime is PSA software for firms that bill clients for project work, and its core idea is utilization: who is billable, who is over capacity, which projects are over budget, and which billable hours never reached an invoice. Timesheets connect to billing, rates, budgets and QuickBooks, with approvals and a mobile app for logging time away from a desk. The Essentials tier lists at $20 per user per month and covers core delivery, QuickBooks integration, standard reporting and an AI assistant.

There is no free plan and no self-serve trial listed on the current pricing page, only a personalized demo. Advanced, Premier and Enterprise tiers are all quoted by the sales team, and resource management is priced as a module on top of the platform, or as a standalone option. So the $20 entry figure is a starting point, not the full cost, for any firm that needs forecasting.

Website: https://productive.io/

Best for: Agencies that want budgets, resourcing and profitability in one hub

Starting price: $9 per user/month (billed annually)

Free plan: Free trial (14 days)

Pros: Profitability reports start on the entry Essential tier; Rate cards and approvals keep billing consistent across clients

Cons: Three-seat minimum means solo operators pay for three seats; Native invoicing is limited, so most firms connect Xero or QuickBooks

Productive is an agency operations platform that runs projects, resourcing, budgets, time tracking and billing in one place, with profitability visible from the entry tier rather than locked behind a top plan. Essential covers budgeting, resource planning, project and task management, docs, time tracking, expense management, reporting and time off. Professional adds billable time and expense approvals, rate cards, recurring budgets, advanced reports and invoicing integrations.

The pricing page lists Essential at $9 per user per month billed yearly, or $10 monthly, and Professional at $24 yearly or $25 monthly, with Ultimate pricing custom. Every plan needs at least 3 seats, there is a 14-day trial, and there is no free plan. That three-seat floor puts the real entry cost at $27 per month on annual billing, which is still the lowest full PSA entry in this list for a team of three or more.

Website: https://www.teamwork.com/

Best for: Agencies that bill retainers and track time against client budgets

Starting price: $9.99 per user/month (billed annually)

Free plan: Yes

Pros: Free plan covers up to 5 users and 5 projects; Retainers, time budgets and workload planning arrive on Accelerate

Cons: Timesheets and capacity planning sit behind the Accelerate tier; Optimize and Enterprise tiers are quote only

Teamwork is a client-work platform that combines project delivery, time tracking, retainers and invoicing, and it is one of the few tools in this list with a genuine free plan. The free tier covers up to 5 users and 5 projects, which lets a small agency run real client work before spending anything. Basics lists at $9.99 per user per month billed yearly, with a 3-user minimum, and Accelerate lists at $24.99 per user per month billed yearly, with a 5-user minimum.

Accelerate is the tier where agency features arrive, including time budgets, retainers, workload planning, timesheets and invoices from logged time. Basics covers delivery, billable time tracking, templates and automations, but stops before timesheets and capacity planning. A 10-person agency on Accelerate pays $249.90 per month on annual billing, so price the tier your workflow needs, not the headline Basics figure.

Website: https://www.workflowmax.com/

Best for: Small firms that need job costing with a native Xero sync

Starting price: $7.50 per user/month (billed annually)

Free plan: Free trial (14 days)

Pros: Lowest entry price in this list for small teams; Native Xero sync keeps quotes, jobs and invoices aligned

Cons: Capacity planning and timesheet approvals need the Advanced tier; Three-user minimum applies even to the cheapest tier

WorkflowMax is job management software for services firms, rebuilt in 2024 after Xero retired the original product, with quoting, jobs, timesheets, invoicing and a native Xero sync. It is simpler than the full PSA platforms here, and every feature ships on every plan, with the price moving only by team size and tier. A 14-day free trial is available, and there is no free plan.

The pricing page lists three per-user plans. In US dollars, Essentials is $8.33 per user per month billed monthly, or $7.50 billed annually, for 3 to 25 users. Pro is $15.00 monthly or $13.50 annually from 5 users, and Advanced is $25.00 monthly or $22.50 annually from 10 users. Kanban boards, custom fields and online quote acceptance are missing from Essentials, while timesheet approvals, capacity planning and scheduled reports need Advanced.

Website: https://www.forecast.app/

Best for: Teams that plan capacity with AI-assisted scheduling and estimates

Starting price: quote only

Free plan: No

Pros: AI-assisted scheduling flags overbooked people before deadlines slip; Project estimates link directly to budgets and actuals

Cons: Entry Lite tier leaves out the deeper reporting on the Pro tier; The product changed owners in 2025, so roadmaps deserve a fresh check

Forecast is a project and resource management platform that plans projects, tracks work and reports on delivery from a single interface, with AI-assisted scheduling as its headline feature. It forecasts capacity against demand, links project estimates to budgets and actuals, and shows planned versus logged hours so a delivery lead can see a slip before it becomes an overrun. For a digital agency that staffs by role across several concurrent client projects, that forward view is the main attraction.

Forecast no longer publishes plan prices: its pricing page now routes buyers to a custom quote from Accelo, with the price set by contract length and user count. Forecast was acquired by Accelo in July 2025, so buyers should confirm the current roadmap before signing a long term.

Website: https://www.getparallax.com/

Best for: Firms that forecast capacity, revenue and margin from CRM and time data

Starting price: quote only

Free plan: No

Pros: Reads your CRM and time tracker instead of replacing them; Price is locked for the contract term even as headcount grows

Cons: Pricing is quote only and scales by resources managed; It covers planning only, so billing still lives in another tool

Parallax is a forecasting layer for digital services companies rather than a full PSA, and that distinction matters. It reads the CRM and time tracking tools a firm already runs, then shows capacity, revenue and margin in one view, from sold work and open pipeline. It does not replace project management or billing, so a firm keeps its existing stack and adds Parallax on top. Implementation is quick for this category, with the vendor stating firms are live in less than 30 days.

Pricing scales by resources managed, from 15 to 1,500 or more, and no prices are published. The vendor states pricing is locked for the contract term, even as the company grows, with no extra costs for implementation, consulting or custom reporting. There is no free plan. Parallax fits a firm that already likes its delivery and billing tools and only needs the forecasting view on top.