Best Resource Planning Software for Mid-Size Agencies

Website: https://www.float.com

Best for: Visual scheduling with cost and margin views

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

Free plan: Free trial (30 days)

Pros: Clear drag-and-drop schedule with capacity and utilization views; Cost and bill rates link scheduled work to project margin

Cons: No native invoicing, so billing stays in a finance tool; Starter has no built-in time tracking, which arrives on Pro

Float is built for professional services teams that plan people first and tasks second. The schedule shows each person, their assigned projects, and their available hours in one view, so a resource manager can spot overloads before they turn into missed deadlines. You only pay for people added to the schedule, and guests can view it without a seat, which keeps the bill tied to the people you actually plan.

The Pro plan at $12 per person per month on annual billing adds built-in time tracking, single sign-on, and workflow features for larger teams. That step up matters for mid-size agencies that want scheduled hours and logged hours in the same place. Float does not try to run invoicing or full project execution, so agencies that need those functions pair it with a finance tool or a separate project system.

Website: https://resourceguruapp.com

Best for: Simple people, equipment, and room scheduling

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

Free plan: Free trial (30 days)

Pros: Very easy visual calendar that also books equipment and meeting rooms; Clash management flags double-bookings and leave is built in

Cons: Grasshopper leaves out reports and timesheets; No project budgeting or revenue forecasting

Resource Guru suits agencies that want a scheduling calendar without a long setup process. People, equipment, and meeting rooms share one calendar, and tentative bookings let planners hold time while a project is still being confirmed. Leave tracking is built in, so availability reflects holidays and time off rather than a separate spreadsheet.

The Grasshopper plan at $5 per person per month on annual billing covers essential scheduling, while Blackbelt at $8 and Master at $12 add reports, timesheets, and more admin controls. Agencies that only need to answer who is doing what, and when, can stay on the lower plans. Teams that need utilization reports or project budgets will need a higher plan or a second tool for finance.

Website: https://productive.io

Best for: Agencies that want resourcing, budgets, and billing together

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

Free plan: Free trial (14 days)

Pros: Resource planning, budgets, time tracking, and reporting in one platform; Profitability views start on the Essential plan

Cons: Every plan needs at least 3 seats; Scenario planning sits on the custom-priced Ultimate plan

Productive is an all-in-one platform for agencies that run delivery and finance together. Resource planning sits beside project budgets, time tracking, and reporting, so a plan change shows up in the budget view without moving data between tools. The Essential plan at $9 per user per month on annual billing, from the page total of $90 a month for 10 users, covers budgeting, resource planning, time tracking, and reporting, with a 14-day trial and no free plan.

The Professional plan at $24 per user per month on annual billing, from the page total of $240 a month for 10 users, adds billable time approvals, recurring budgets, and invoicing integrations. That makes Productive a stronger fit for agencies that bill by the hour and need approvals before time becomes an invoice. The trade-off is breadth: agencies that only need scheduling may find the setup heavier than a focused planner such as Float or Runn.

Website: https://www.scoro.com

Best for: Agencies that want quote-to-cash in one platform

Starting price: from €15 per user/month

Free plan: Free trial (14 days)

Pros: Eight core apps cover quoting, delivery, time, and billing; Resource planning links to project revenue and utilization

Cons: Every combination needs at least 5 users; The entry combination covers time billing, not full resource planning

Scoro is a professional services automation platform built from eight core apps that you mix and match, so you start with only the apps your workflow needs. The pricing page states that the price per user starts from 15 euros per month and rises as you add apps, with a five-user minimum, and annual billing takes 13 to 17 percent off. The Quote to Cash combination covers estimates, delivery, time tracking, and invoicing in one connected flow.

For a mid-size agency, the Projects and Resources combination is the more realistic starting point for resource planning, since the Time-billing combination is mainly about turning logged hours into invoices, but it costs more than the 15 euro starting rate. Scoro fits agencies that want one system from quote to cash, but the modular pricing means the headline figure is rarely the final figure, so get a combination quote for your exact app mix.

Website: https://www.runn.io

Best for: Capacity and project financial forecasting

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

Free plan: Free trial (30 days)

Pros: Utilization and project cost views sit in one planner; Rate cards and project budgets link staffing to margin

Cons: Plans start at 20 resource seats, so small teams pay for unused seats; Lite has no timesheets and no API access

Runn is a capacity planning tool for service firms that care about utilization, project financials, and forecasts. The planner shows who is scheduled, how much capacity is left, and what each project costs, using rate cards and budgets that connect staffing decisions to margin. People who only log in are free, and placeholders are free too, because billing is per resource seat in the planner.

The Lite plan at $7 per resource seat per month on annual billing covers scheduling, capacity, and utilization charts. Standard at $11 adds timesheets, the API, and integrations with Jira and HR tools. The 20-seat minimum is the main catch for a mid-size agency: a 15-person team still pays for 20 seats, which is $140 a month on Lite, so confirm the minimum before you budget.

Website: https://teamdeck.io

Best for: Low-cost scheduling with time tracking

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

Free plan: Free trial

Pros: Very low entry price with scheduling, timesheets, and leave in one tool; Pay by seat type, so calendar-only people cost less

Cons: Light seats cannot log in to the app, so they only appear on the calendar; Fewer integrations than larger PSA suites

Teamdeck charges by seat type rather than by feature tier. Light Member seats cost $1.80 per person per month on annual billing and keep people visible on the calendar and in reports, without app login. Full Member seats cost $5.40 per person per month on annual billing and add full app access for planning, timesheets, and leave. That split helps agencies with part-time staff, contractors, or people who only need to appear on the plan.

The tool covers resource scheduling, time tracking, leave management, and custom reporting in one place, which is a lot for the price. The trade-off is depth: agencies that need a wide integration catalog or advanced financial workflows may outgrow it, but for straightforward scheduling and timesheets at a low cost, Teamdeck is hard to beat on price alone.

Website: https://monday.com

Best for: Flexible boards for teams that also manage tasks

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

Free plan: Yes

Pros: Flexible boards, views, and automations cover many agency workflows; Free plan covers up to 2 seats for a small trial

Cons: Basic has no Timeline view and no automation actions; Workload management needs the Pro plan at $19 per seat/month

monday.com is a work management platform built on customizable boards, and resource planning is one use among many. The Basic plan at $9 per seat per month on annual billing covers unlimited items, unlimited free viewers, and 5 GB of storage, with a 3-seat minimum and a free plan capped at 2 seats. Standard at $12 adds Timeline and Gantt views, guest access, and 250 automation and integration actions a month.

The catch for resource planning is that workload management, which shows who is over capacity across boards, needs the Pro plan at $19 per seat per month on annual billing. That plan also adds time tracking and 25,000 automation actions a month. monday.com fits agencies that want one flexible system for tasks, projects, and capacity, but the resource features worth having sit two tiers above the entry price.

Website: https://www.accelo.com

Best for: Full PSA for service firms with retainers

Starting price: quote only

Free plan: No

Pros: Covers sales, quotes, projects, retainers, tickets, time, and billing in one system; Retainer and ticket workflows suit ongoing client work

Cons: No public prices, so budgeting needs a sales conversation; Implementation is a separate quoted service and adds setup time

Accelo is a professional services automation platform that connects the whole client lifecycle, from sales and quotes through projects, retainers, support tickets, time tracking, and billing. That breadth suits mid-size agencies with ongoing retainer clients, because the same record follows a client from proposal to invoice. The vendor does not publish prices, and every plan routes to a custom quote based on team size and the modules selected.

There is no free plan, and access starts with a demo and a sales conversation, so Accelo needs more evaluation time than a tool with a self-serve trial. Third-party estimates put entry tiers near $20 to $30 per user per month, but Accelo does not confirm those figures, so treat them as unconfirmed and get a written quote. Choose Accelo when one connected PSA matters more than a transparent list price.