Best Resource Scheduling Software for Agencies

Website: https://www.float.com

Best for: visual drag-and-drop scheduling with live capacity

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

Free plan: Free trial (30 days)

Pros: visual drag-and-drop schedule with live capacity and overbooking flags; cost and bill rates plus project margin tracking from Starter

Cons: no task management, it schedules people not work, so a separate PM tool is needed; time tracking, rate cards and advanced reporting only on Pro at $12

Float is built around one clear idea: a visual schedule that shows who is doing what, and when, so an agency can see capacity at a glance. Each person appears on the schedule, projects are placed as blocks of time, and dragging a block moves the work to a new date or a new person. Live capacity views show how much of each person is booked, and overbooking flags warn when someone is scheduled beyond their available hours.

Pricing starts at $7 per scheduled person per month on the annual plan, and cost and bill rates plus project margin tracking are included from the Starter tier, so an agency can see whether a project is still profitable as hours are booked against it. Time tracking, rate cards and advanced reporting are held back for the Pro tier at $12 per scheduled person per month. The main limit is scope: Float schedules people, not work, so it has no task management of its own, and an agency that wants task lists will need a second tool beside it.

Website: https://resourceguruapp.com

Best for: simple calendar booking for people and equipment

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

Free plan: Free trial (30 days)

Pros: simple visual calendar booking people, equipment, vehicles and meeting rooms in one place; clash management with a waiting list flags double-bookings

Cons: reports, timesheets and custom fields only on Blackbelt and above, and custom fields are capped at 10 on Blackbelt; project rates, budgets, start and end dates and milestones only on higher tiers

Resource Guru keeps scheduling simple. Its calendar shows people, equipment, vehicles and meeting rooms in one place, and booking any of them takes a few clicks. Clash management flags double-bookings as they happen, and a waiting list lets a team queue for a resource that is already booked. For a small agency that wants a shared calendar of who is free and what is available, that simplicity is the point.

Pricing starts at $5 per person per month on the annual plan, which puts it near the lower end of this list. The trade-off is that reporting, timesheets and custom fields only appear on the Blackbelt tier and above, and custom fields are capped at 10 on Blackbelt. Project rates, budgets, start and end dates and milestones are also held for higher tiers. An agency that only needs booking will be happy on the entry tier, while one that wants budgets and reporting tied to the schedule will need to look at the higher plans.

Website: https://www.runn.io

Best for: capacity forecasting and what-if planning

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

Free plan: Free trial (30 days)

Pros: capacity forecasting with tentative projects, placeholders and saved what-if scenarios; project financials, rate cards and budgets tied to the plan

Cons: 20-resource-seat minimum on monthly plans, so a small team pays for 20 seats; Lite has no timesheets and no API, and only Standard can be bought self-serve

Runn is aimed at agencies that plan ahead rather than react week to week. Tentative projects can be placed on the plan before they are confirmed, placeholders stand in for hires that have not happened yet, and saved what-if scenarios let a team compare different versions of the future, such as winning a new client or losing one. Capacity forecasting shows where the team will be over or under booked in the months ahead, and project financials, rate cards and budgets are tied to the same plan.

Pricing starts at $7 per resource seat per month on the annual plan, but there is a 20-resource-seat minimum on monthly plans, so a 10-person agency still pays $140 per month. Lite has no timesheets and no API, and only the Standard tier can be bought self-serve. Runn fits agencies that model hiring and project pipelines months in advance and are large enough to use the 20 seats they are paying for.

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

Best for: agencies already using Harvest time tracking

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

Free plan: Free trial (30 days)

Pros: visual scheduling that connects natively to Harvest time tracking to compare planned vs actual hours; archived people and placeholders do not need seats

Cons: billed separately from Harvest time tracking, so connecting actuals means a second subscription; scheduling only, with no project budgeting or financials of its own

Harvest Forecast is the scheduling companion to Harvest time tracking, and its main strength is the link between the two. A schedule built in Forecast can be compared with the hours actually logged in Harvest, so an agency can see whether a project ran to plan or drifted over its booked hours. Archived people and placeholders do not need seats, which keeps the bill down when past staff and future hires sit on the plan. The schedule itself is visual and easy to read, with people and projects laid out in a familiar timeline view.

Pricing starts at $5 per person per month on the annual plan, but Forecast is billed separately from Harvest time tracking, so an agency that wants the planned-versus-actual comparison pays for a second subscription. Forecast is also scheduling only, with no project budgeting or financials of its own. For an agency already settled on Harvest for time tracking, Forecast is the most direct way to add scheduling to that setup.

Website: https://productive.io

Best for: all-in-one agency PSA with budgets and billing

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

Free plan: Free trial (14 days)

Pros: resourcing, budgets, time tracking and billing connected in one PSA, so bookings tie to budget burn and margins; rate cards, billable-time approvals and advanced reports on Professional

Cons: 3-seat minimum on every plan, so the real entry cost is $27 per month; profitability approvals, rate cards and advanced reporting are gated behind Professional at $24

Productive is a professional services automation tool, which means it tries to cover the whole agency workflow in one system: resourcing, budgets, time tracking and billing are connected, so a booking on the schedule ties directly to budget burn and margins. When a person is scheduled onto a project, the cost of that time lands against the project budget, and the agency can see whether the project is still on track to make money.

Pricing starts at $9 per user per month on the annual plan, with a 3-seat minimum on every plan, so the real entry cost is $27 per month. Professional, at $24 per user per month, is where profitability approvals, rate cards and advanced reporting live, so an agency that wants the full financial picture will pay more than the headline price.

Website: https://www.scoro.com

Best for: modular quote-to-cash PSA

Starting price: from €15 per user/month (billed annually)

Free plan: Free trial (14 days)

Pros: modular PSA covering quote-to-cash (quoting, projects, resources, time, billing, CRM) in one system; you only pay per user for the apps in your combination

Cons: five-user minimum on every plan, so the real entry cost is from €75 per month; resource planning only starts at the $29 Projects and Resources combination, not the entry tier

Scoro is a modular PSA that covers the full quote-to-cash path: quoting, projects, resources, time, billing and CRM live in one system, and an agency picks a combination of apps and pays per user for the apps in that combination. That modular shape means an agency can start with the parts it needs and add more later, rather than paying for a fixed bundle.

Pricing starts from €15 per user per month on the annual plan, with a five-user minimum on every plan, so the real entry cost is from €75 per month. Resource planning only starts at the $29 Projects and Resources combination, not the entry tier, so an agency that wants scheduling as part of Scoro needs to pick that combination rather than the cheapest one.

Website: https://www.mosaicapp.com

Best for: AI-assisted planning for larger agencies

Starting price: quote only

Free plan: Free trial

Pros: AI planning assistant (Chello) included, answering questions across planning data; every feature included on both plans, with pricing differing only by rollout support level

Cons: no published price, quote only, with added platform and onboarding fees; standard rollout takes 30 to 60 days, heavy for a small agency

Mosaic takes a different approach from the rest of this list: it includes an AI planning assistant called Chello, which answers questions across the agency planning data, so a manager can ask about capacity or project status in plain language instead of building a report. Every feature is included on both plans, and pricing differs only by the level of rollout support.

There is no published price, so Mosaic is quote only, with added platform and onboarding fees on top of the quoted rate. A standard rollout takes 30 to 60 days, which is a heavy commitment for a small agency that wants to start scheduling this week.

Website: https://teamdeck.io

Best for: low-cost scheduling for small agencies

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

Free plan: Free trial

Pros: cheapest entry point of the eight; Light seats keep people visible on the plan and in reports without paying full-seat price

Cons: Light members get no app login (calendar and reports only); dedicated account manager, custom integrations, advanced security and priority support are Enterprise-only

Teamdeck is the cheapest entry point of the eight tools in this comparison, starting at $1.80 per person per month on the annual plan. Light seats keep people visible on the plan and in reports without paying full-seat price, which suits agencies that want contractors or part-time staff shown on the schedule without giving each of them a full seat.

The limits are clear. Light members get no app login, so they can appear on the calendar and in reports but cannot log in to manage their own schedule. A dedicated account manager, custom integrations, advanced security and priority support are Enterprise-only, so an agency that wants hands-on help or custom setup will need the top tier.