Best Resource Management Software for Agencies

Website: https://www.float.com

Best for: agencies needing visual drag-and-drop scheduling and capacity planning

Starting price: $7 per scheduled person/month (billed annually)

Free plan: Free trial (30 days)

Pros: clear visual schedule that shows who is free and who is overbooked; simple capacity view across all client work

Cons: time tracking, SSO, client rate cards, and advanced reporting are gated to Pro at $12; Starter allows only 1 placeholder and 1 currency

Float is the cleanest scheduling tool in this list for an agency that lives by the calendar. The drag-and-drop board shows every person, every project, and every week at a glance, and overbooked staff stand out at once, so a traffic manager can fix a clash before it becomes a missed deadline. Starter at $7 per scheduled person per month billed annually is a fair entry price, and the 30-day trial opens the Pro features with no credit card.

The limits sit on the higher tier. Time tracking, single sign-on, client rate cards, and advanced reporting are gated to Pro at $12 per scheduled person per month, and Starter allows only one placeholder and one currency, which matters for an agency with several offices. Guests can view the schedule for free, which helps clients and freelancers see the plan without a seat. For pure scheduling and capacity, Float is hard to beat at its entry price.

Website: https://resourceguruapp.com

Best for: small teams booking people plus equipment and meeting rooms

Starting price: $5 per person/month (billed annually)

Free plan: Free trial (30 days)

Pros: books people, equipment, and rooms on one calendar; simple clash detection for double bookings

Cons: reports, timesheets, and custom fields are gated to Blackbelt at $8; every person is billed whether they log in or not

Resource Guru suits a small agency that books more than people. The same calendar covers staff, cameras, edit suites, and meeting rooms, and clash detection flags a double booking before it happens, which saves the awkward call to a client when the room is already taken. Grasshopper at $5 per person per month billed annually is one of the cheapest entries in this list, and the 30-day trial needs no credit card.

The billing model needs attention. Every person scheduled is billed whether they log in or not, so a roster of occasional freelancers still costs the full per-person rate. Reports, timesheets, and custom fields are gated to Blackbelt at $8 per person per month, and non-human resources cost an extra $2.50 each on Grasshopper. The vendor price cards did not render in a text fetch today, but the prices are confirmed in the vendor 2026 Pricing FAQ effective 1 July 2026.

Website: https://teamdeck.io

Best for: agencies and IT teams wanting scheduling, time tracking, and leave in one affordable tool

Starting price: $1.80 per Light Member/month (billed annually)

Free plan: Free trial (14 days)

Pros: lowest entry price in this list; scheduling, time tracking, and leave in one tool

Cons: Light Members have no app login, so full access needs a Full Member seat at $5.40; no free plan shown on the current pricing page

Teamdeck is the budget pick for an agency that wants scheduling plus time tracking and leave in one place. Light Members cost $1.80 per month billed annually, with Full Members at $5.40, against list prices of $2 and $6 billed monthly, so a small agency can cover its whole roster for less than the cost of one seat elsewhere. The 14-day trial needs no credit card, and the tool covers bookings, timesheets, and leave requests without a second subscription.

The catch is the member split. Light Members have no app login, so full access for planning, timesheets, and leave needs a Full Member seat at $5.40 per month billed annually, and an agency that gives everyone full access will pay the higher rate for most seats. There is no free plan shown on the current pricing page. Even so, Teamdeck stays cheap for a small agency, and the per-member maths is easy to explain to a finance lead.

Website: https://www.runn.io

Best for: firms wanting utilization, capacity, and project cost in one view

Starting price: $7 per resource seat/month (billed annually)

Free plan: Free trial (30 days)

Pros: utilization and capacity views tied to project cost; clear forecasts for hiring and bench time

Cons: 20-resource-seat minimum on all plans, so the smallest bill is $140 a month; Lite has no timesheets or API

Runn suits an agency that wants to connect the schedule to the money. Utilization, capacity, and project cost sit in one view, so a manager can see not just who is busy, but whether the busy work is profitable, and can spot bench time before it becomes a hiring problem. Lite at $7 per resource seat per month billed annually is a fair price, and the 30-day trial opens the Standard features with no credit card.

The seat minimum is the main barrier. Every plan starts at 20 resource seats, so the smallest monthly bill is $140, which rules Runn out for a team of five or ten. Lite has no timesheets or API, so time tracking and integrations need Standard at $11 per resource seat per month billed annually. The free plan was retired for new customers on 1 December 2025. Runn fits a midsize agency that can fill 20 seats and wants cost data with its capacity view.

Website: https://productive.io

Best for: agencies needing projects, resourcing, budgets, and billing in one PSA

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

Free plan: Free trial (14 days)

Pros: resourcing tied to budgets and invoicing in one system; clear profitability per client and project

Cons: 3-seat minimum on every plan; billable time approvals, rate cards, and advanced reports are gated to Professional

Productive is the pick for an agency that wants resource planning inside a wider PSA rather than as a standalone scheduler. The schedule connects to budgets, time tracking, and invoicing, so a manager can see whether a fully booked team is also a profitable team, and which clients drain hours without paying for them. Essential at $9 per user per month billed annually is a low entry price, and the 14-day trial needs no credit card.

Every plan carries a 3-seat minimum, which is easy for most agencies to meet. Billable time approvals, rate cards, and advanced reports are gated to Professional at $24 per user per month billed annually, so an agency that needs approvals should budget for the higher tier. For an agency that wants the schedule, the budget, and the invoice in one place, Productive gives more than a pure scheduler for only a little more money.

Website: https://www.kantata.com

Best for: large professional services firms needing enterprise PSA, resourcing, and revenue forecasting

Starting price: quote only

Free plan: No

Pros: deep resource planning with revenue forecasting; two versions, including one native to Salesforce

Cons: no published price and no self-serve trial, so buying needs a sales quote and demo; enterprise implementation overhead

Kantata is the enterprise option in this list, built for large professional services firms rather than small agencies. Resource planning, project financials, and revenue forecasting run deep, and the platform ships in two versions, Kantata OX and Kantata SX, with SX native on Salesforce for firms already on that platform. For an agency with 50 or more staff and complex forecasting needs, that depth is the point.

The trade-off is access and effort. Kantata publishes no price, offers no free plan, and gives no self-serve trial, so every evaluation starts with a sales conversation and a demo, and the implementation overhead is real. Small agencies will find the process heavy and the price, once quoted, high next to the published prices in this list. Kantata fits a large firm that can invest in setup and wants enterprise-grade forecasting, not a small team looking for a quick scheduling win.

Website: https://www.scoro.com

Best for: agencies and consultancies needing full quote-to-cash PSA with resource planning

Starting price: $17 per user/month (billed annually)

Free plan: Free trial (14 days)

Pros: resource planning inside a full quote-to-cash system; strong profitability reporting per client

Cons: 5-user minimum on every combination; the $17 entry combination covers time-billing only, not full resource planning

Scoro ties resource planning to the full client workflow, from quote to cash. The entry combination, Time-billing, costs $17 per user per month billed annually in USD, with the vendor page listing combinations from EUR 15 per user per month, while Projects and Resources at $29 and End-to-end at $57 add fuller planning and financials. Profitability reporting per client is a strength, since an agency can see which accounts earn money and which only fill the calendar.

The entry price needs context. Every combination carries a 5-user minimum, and the $17 entry combination covers time-billing only, not full resource planning, so an agency that wants the complete resource view will pay more. The 14-day trial needs no credit card. Agencies should price the exact combination they need before comparing Scoro against the cheaper schedulers in this list, since the headline figure is only the starting point.

Website: https://www.getharvest.com/forecast

Best for: existing Harvest users needing simple visual scheduling and capacity views

Starting price: $5 per person/month (billed annually)

Free plan: Free trial (30 days)

Pros: simple visual schedule that pairs with Harvest time tracking; quick to set up for current Harvest users

Cons: billed separately from Harvest time tracking, so the combined cost with Harvest Teams at $9 is $14 per person/month (billed annually); everyone scheduled counts as a seat

Harvest Forecast is the simple scheduling add-on for agencies already tracking time in Harvest. The visual schedule shows who is booked and who has room, and it pairs with Harvest time data, so a manager can compare planned hours against actual hours without a second system. Forecast alone costs $5 per person per month billed annually, or $6.25 billed monthly, and the 30-day trial needs no credit card.

The cost maths matters. Forecast is billed separately from Harvest time tracking, so the combined cost with Harvest Teams at $9 per seat per month billed annually is $14 per person per month billed annually, plus the Flex usage fees Harvest charges for active projects, clients, tasks, and invoicing. Everyone scheduled counts as a seat, so a large roster costs more than the headline suggests. For a Harvest agency, Forecast is the easiest scheduling win, but a team without Harvest should compare the combined price first.

Website: https://monday.com

Best for: agencies wanting board-based work management with workload views on Pro

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

Free plan: Yes

Pros: visual boards that the whole team can read; workload views and Gantt on higher tiers

Cons: Basic has no automations, timeline or Gantt views, and no time tracking; higher tiers start at 3 seats in fixed seat buckets

monday.com is the generalist pick for an agency that wants resource views inside a wider work platform rather than a dedicated scheduler. Boards track clients, campaigns, and deliverables, and the workload view on Pro shows who is over capacity across all boards. Basic at $9 per seat per month billed annually is a low entry price, and the free plan covers up to two seats with three boards and three docs.

The entry tier is thin for resource work. Basic has no automations, no timeline or Gantt views, and no time tracking, so an agency that needs workload views must move to Pro at $19 per seat per month billed annually, with Standard at $12 in between. Higher tiers start at three seats sold in fixed buckets, so a four-person team pays for five seats. The 14-day Pro trial is the best way to test the workload view on real client work before committing.