Best Resource Planning Software for Software Agencies

Website: https://www.float.com/

Best for: Visual capacity scheduling for agencies

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

Free plan: Free trial (30 days)

Pros: Clear visual timeline with drag-and-drop scheduling; charges per scheduled person, not per login

Cons: Time tracking is only on the Pro plan; no native task management

Float is built around one screen: a timeline that shows who is working on what, and when. You drag an assignment across days or weeks, set an allocation percentage, and the capacity view shows at once whether a person is overbooked or has room for more work. For a software agency juggling several client projects at once, that single view replaces the spreadsheet most teams start with.

The Starter plan at $7 per scheduled person per month billed annually covers resource scheduling, capacity and time-off management, project scoping, and API access. Pro at $12 adds built-in time tracking, client rate cards with multi-currency support, project cost estimation, advanced reporting, and single sign-on. Guests can view the plan free, and you pay only for the people you place on the schedule. Float is a focused layer rather than a full project manager, so teams that need task breakdowns or sprint planning will still run a second tool beside it.

Website: https://resourceguruapp.com/

Best for: Simple people, equipment, and room booking

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

Free plan: Free trial (30 days)

Pros: Lowest entry price in this list; books people, equipment, and rooms on one calendar

Cons: Entry Grasshopper plan has no timesheets or reports; no project budgeting

Resource Guru is the simplest tool in this list, and that is its appeal. People, equipment, and meeting rooms share one calendar, clash management flags double-bookings before they happen, and leave tracking is built in. Most teams can start booking work within an hour of signing up, with no training and no setup project.

The pricing page lists three plans. Grasshopper costs $5 per person per month billed annually, or $6 billed monthly, and covers the scheduling essentials without reports. Blackbelt at $8 billed annually adds timesheets, custom reports, bill rates, and project budgets, while Master at $12 adds booking approvals, single sign-on, data import, and phone support. Other resources such as equipment are billed at a lower rate, $2.50 each on Grasshopper. A 30-day trial opens every feature. The trade-off is depth: no project budgeting on the entry plan and no revenue forecasting anywhere, so larger agencies usually outgrow it.

Website: https://productive.io/

Best for: Agencies that want resourcing tied to budgets

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

Free plan: Free trial (14 days)

Pros: Resource planning, budgets, time tracking, and invoicing in one system; includes AI assistant on every plan

Cons: New accounts must buy at least 3 seats; Ultimate plan is quote only

Productive is an all-in-one agency management platform, and resource planning sits at the center of it. Bookings on the schedule feed directly into project budgets, time tracking, and invoicing, so a delivery lead can see whether a project is on budget in the same place where the team is scheduled. That connection is the reason agencies pick Productive over a standalone scheduler.

Essential costs $9 per user per month on the page total of $90 a month for 10 users, and includes budgeting, resource planning, project and task management, docs, time tracking, expense management, reporting, and time off. Professional at $24 billed annually, on the page total of $240 a month for 10 users, adds recurring budgets, advanced reports, billable time approvals, rate cards, and skills tracking. Ultimate is priced on request and adds revenue forecasting, a scenario builder, multiple subsidiaries, and the HubSpot integration. Every plan needs at least 3 seats, and a 14-day free trial runs before any plan. The jump from Essential to Professional is steep, so check whether you need the advanced reporting before you move up.

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

Best for: Mid-size agencies that need PSA depth

Starting price: from €15 per user/month

Free plan: Free trial (14 days)

Pros: Eight core apps share one data model, from quotes to invoices; strong financial and profitability reporting

Cons: Minimum of 5 user seats on every combination; price depends on the app mix, so the entry figure is only a starting point

Scoro is a full professional services automation platform that covers the whole workflow from quoting to delivery to billing. Instead of one fixed bundle, you mix and match from eight core apps: Do, Deliver, Track, Resource, Sell, Estimate, Spend, and Invoice. Time logged in Track flows into Invoice, work planned in Do connects to Resource capacity, and deals won in Sell become projects in Deliver, all on one shared data model.

The vendor pricing page states that the price per user starts from 15 EUR per user per month and scales as you add more apps, with annual billing giving a 13 to 17 percent discount depending on currency and combination. Every combination needs a minimum of 5 user seats and at least two core apps. Scoro suits agencies of about 15 people and up that need capacity planning plus financial reporting, while smaller teams may find the setup and the seat minimum heavier than a simple scheduler.

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

Best for: Large services firms that need full PSA

Starting price: quote only

Free plan: No

Pros: Deep resource management with skills, availability, and utilization tracking; project accounting with revenue recognition

Cons: Publishes no prices, so every deal needs a sales conversation; built for larger firms, so smaller teams face a long rollout

Kantata is the most complete professional services automation platform in this list. It combines resource management, project delivery, time and expense tracking, project accounting, and business intelligence in one system, with an AI layer that surfaces staffing and project health insights. Its resource views track each consultant by utilization, skills, and availability, and show exactly when the team will be overbooked or idle.

Kantata does not publish prices. Its pricing page is a form that routes you to a sales conversation, and third-party estimates of the starting price vary widely, so the only reliable figure is the quote you receive for your own team size and feature set. The platform is aimed at firms with roughly 50 to 1,000 billable consultants, and implementations are scoped as full rollouts rather than self-serve signups. Smaller agencies should expect the cost and the setup effort to outweigh the benefit.

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

Best for: AI-assisted planning for larger firms

Starting price: quote only

Free plan: No

Pros: AI-assisted resource allocation and demand forecasting; connects projects, resources, and financials in one platform

Cons: No published price and no self-serve trial, only a demo; one bundled plan, so small teams cannot buy a smaller slice

Forecast is an AI-assisted project and resource management platform built for professional services teams that plan, execute, and monitor work on one platform. Its headline feature is auto-scheduling: the system suggests who should work on what based on skills, availability, and project demand, then updates utilization reports and demand forecasts as the plan changes.

Forecast does not publish pricing. The vendor site offers a single plan with all features included, priced by contract length and user count, and asks buyers to request a personalized quote or book a demo. There is no self-serve trial, so you cannot test the product before talking to sales. The platform is aimed at teams of about 25 to 200 people and above, and it integrates with tools such as Jira, Salesforce, and HubSpot. If you want to try before you buy, start with one of the tools in this list that offers a trial.

Website: https://www.runn.io/

Best for: Capacity and revenue forecasting

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

Free plan: Free trial (30 days)

Pros: Tentative projects and saved scenarios feed capacity and hiring forecasts; charges per resource seat, not per login

Cons: Plans start at 20 resource seats, so small teams pay for seats they do not use; Lite has no timesheets or API

Runn is built around financial planning first and scheduling second. It combines resource allocation with budget tracking, utilization reporting, and revenue forecasting, so a delivery lead can see not only who is free next month but what that month is worth in revenue. Tentative projects and saved scenarios let you model a deal before it is signed and see how it would change capacity and hiring needs.

Lite costs $7 per resource seat per month billed annually, or $9 billed monthly, and covers scheduling, tentative projects, capacity and utilization charts, project budgets, and rate cards. Standard at $11 billed annually adds timesheets, the Jira and HR integrations, the API, and saved scenarios. Advanced is priced on request and adds single sign-on, unlimited scenarios, resource requests, and custom dashboards. Every plan starts at 20 resource seats, and people who only log in are free, as are placeholders. A 30-day Standard trial needs no credit card.

Website: https://teamdeck.io/

Best for: Low-cost scheduling with timesheets and leave

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

Free plan: Free trial (14 days)

Pros: Lowest cost per seat in this list; bookings, timesheets, leave, and reports share one calendar

Cons: Light Member seats have no app login; fewer integrations than the larger suites in this list

Teamdeck keeps bookings, timesheets, availability, and time off on the same calendar, and it charges per seat rather than per feature, so every feature ships on every account. The roster is built from two seat types. Light Member seats cost $1.80 per person per month billed annually, or $2 billed monthly, and keep people visible on the calendar and in reports without an app login. Full Member seats cost $5.40 per person per month billed annually, or $6 billed monthly, and add full app access for planning, timesheets, and leave.

That split is what makes Teamdeck cheap for a software agency. Contractors who only need to appear on the plan can sit on Light seats, while the core team uses Full seats. Reports cover utilization, budgets, absence, payroll, and revenue forecasts, with hourly rates and multi-currency support. A 14-day free trial opens every feature with no credit card needed.