Top 14 Capacity Planning Software (Paid & Free) in 2025
Capacity planning software keeps business operations functioning smoothly.
It optimizes resource allocation, manages workloads, and operations more efficient. In case you’re wondering what’s the best software for managing capacity in projects, you’re right where you need to be.
Here we’ll discuss the best options on the market, their use cases, key features and real user reviews.
List of the Top Capacity Planning Software
1. Productive – The Top Integrated Capacity Planning Tool
Productive is an all-in-one platform for getting optimal resource allocation, balanced workloads, and strategic planning based on utilization and financial insights. It completely replaces the patchwork of fragmented tools and spreadsheets and keeps all project, resource and financial data in one place.
Additionally, alongside advanced capacity planning features, Productive includes other crucial capabilities for supporting business management.
In short, Productive is a tool that you help you run a profitable professional service company (or agency) and get full visibility over all business operations. It’s also has a top CRM with capacity planning features.
Try Productive’s capacity planning solution
Resource Planning and Management with Complete Capacity Visibility
With the Resource Planning feature you can make sure work is equally distributed among your project teams.
Productive’s resource planner offers a visual overview of your employee workloads. You can also turn capacity indicators on and off to see whether a person is over or underutilized.
Since Productive includes Time Off Management, you can also account for employee availability when making your plans. There are also many HRIS integrations, such as BambooHR, HiBob, Humaans, Justworks, and more.
CUSTOMIZE YOUR VIEW
Productive also includes two special types of bookings: tentative bookings and placeholders.
Tentative bookings are used to plan for unconfirmed projects, which you can then switch to confirmed bookings. Placeholders are used to account for external or to-be-hired staff.
Both can help you manage your capacity planning efforts.
Utilization Management
Your agency’s utilization is one of the most crucial metrics to handle — it tells you how efficient your teams are, and also points to the future capacity needed to meet demand.
With Productive, you can visualize and forecast your resource utilization.
With the Reporting feature, you can build and customize your utilization reports and view it across different metrics: department, seniority, skill, etc.
To share your reports, you can set up separate dashboards with widgets, or schedule your sending to Slack or email with Productive’s Pulse.
Achieve optimal utilization with productive
Within the resource view, you can also forecast capacity for any future projects you might have to ensure you can meet capacity requirements. Real-world results speak real volumes, find out how XWP optimized operations and resource planning with Productive
You can also check forecasted capacity within reporting.
Financial Forecasting with Full Financial Visibility & Project Profitability
Alongside utilization forecasting, the Resource Planning feature is also connected to the Budgeting feature.
With Budgeting, you can create and manage budgets of various types, including fixed-price, hourly, retainer, and more.
You can then monitor how your budget and profit margins are progressing according to billable hours tracked, employee billable rates and cost rates.
Make data-driven decisions based on your actual capacity
However, if you use the resource planner, you can also turn on Forecasting.
Forecasting predicts key metrics (revenue, budget burn, profit margin) based on your current resources allocation to help you make informed business decisions.
You can use it to spot potential issues in your workflows and implement changes before they impact your financial management.
Integrated Time Tracking Without Inefficient Manual Timers
Time tracking in Productive includes a built-in timer that you can start once you get to work on a specific task to track your time automatically.
You can also do your time sheets manually at the end of the day.
Project managers can manage billable vs non-billable time and lock timesheets for increased accuracy.
From a resource scheduling perspective, you can book people on specific projects for a period of time so you know who’s available and when.
You can also turn on automatic time tracking, which will create time entries based on your resource bookings.
Additional Features Include:
- Billing: With Productive’s Billing, use your budgeting information to create customizable invoices and send them from the platform. You can also streamline your accounting process with Productive’s integrations with Xero and QuickBooks.
- Project Management: With the Project Management feature, you can customize your project progress views with various types of dashboards: Gantt, Kanban, Board, List, Workload, and more. You can also manage and collaborate on tasks.
- CRM: Manage your Sales CRM by customizing your pipeline stages and monitoring how leads progress through the funnel. You can also manage each lead like a task, create and send proposals, create resource schedules and transfer them to a project (if the deal is won).
Other features: Client Portal, Automations, Permission Builder, Revenue Recognition, Purchase Orders
Integrations with HR, Accounting and Collaboration
Productive offers various integrations with HR, accounting, and collaboration tools.
These integrations include Slack, Google Calendar, and Outlook for scheduling and updates; Xero and QuickBooks for accounting; BambooHR, Breathe, Humaans.io for HRM; Memtime for time tracking; and more.
Pricing
- Plans start with the Essential plan at $9 per user per month, which includes essential features such as budgeting, project & task management, docs, time tracking, expense management, reporting, and time off management.
- The Professional plan includes custom fields, recurring budgets, advanced reports, billable time approvals, and many more for $24 per user per month.
- The Ultimate plan has everything that the Essential plan and Professional plan offer, along with the HubSpot integration, advanced forecasting, advanced custom fields, overhead calculations, and more for $32 per user per month.
You can go for a free 14-day free trial before you decide to check out a paid plan.
Manage Your Capacity With Productive
Make sure you’re getting the most out of your resources by investing in all-in-one capacity planning software for professional service providers and agencies.
2. Smartsheet – Collaborative Resource Scheduling Platform
Smartsheet is a spreadsheet-like solution for managing resource efficiency, but its interface can be unintuitive to some users.
Key Features:
- Capacity allocation and forecasting
- Gantt charts and project timelines
- Real-time collaboration and communication
- Reporting and analytics
SOurce: smartsheet
| Pros | Cons |
|---|---|
| Smartsheet offers a range of customizable templates, making it a fairly flexible solution for managing different types of projects. | Smartsheet’s spreadsheet-like interface might be difficult to use on complex projects with many tasks. The advanced features in Smartsheet come at a higher cost, which may not be suitable for smaller agencies or agencies with limited budgets. |
It can also be easy to learn if you’re a spreadsheets expert:
The learning curve is relatively low if you’re an MS Excel user so the look and feel of the platform is fairly intuitive.
Source: G2
Smartsheet’s spreadsheet-like interface might not be everyone’s favorite:
One con of Smartsheet is that it can be difficult to use for complex projects or tasks, as the user interface is not as intuitive as other project management tools. Additionally, its integration with other tools and systems can be difficult and time-consuming
Source: Capterra
The advanced features in Smartsheet come at a higher cost, which may not be suitable for smaller agencies or agencies with limited budgets.
Smartsheet is also considered one of the top Workfront competitors, so you can head over to that list to learn more.
3. ClickUp – Good Choice for Versatile Wokflows
ClickUp is a popular project management software solution for managing various workflows, but lacks in-depth budgeting features.
Key Features:
- Resource capacity tracking and allocation
- Customizable dashboards and workflows
- Collaboration and communication tools
- Time tracking and reporting
Source: clickup
| Pros | Cons |
|---|---|
| ClickUp provides a wide range of integrations with other tools, enabling seamless workflow management. | ClickUp doesn’t offer a budgeting feature, so you won’t benefit from advanced reporting or financial forecasting. |
Some users also report persistent issues with ClickUp’s performance and bugs — find out more in our list of the top ClickUp alternatives.
4. Wrike – Good Capacity Planner Tool
Wrike can be a good work management platform for professionals in the creative industry or design agencies, but you’ll have to invest in the priciest plan for the budgeting.
Key Features:
- Capacity management and capacity planning
- Task prioritization and project scheduling
- File sharing and document collaboration
- Customizable project workflows
source: wrike
| Pros | Cons |
|---|---|
| Wrike offers a solid range of features, including project management capabilities integrated with capacity planning. | Wrike’s financial management (budgeting and billable hours) are available only in the most advanced pricing plan, which might be inaccessible to some businesses. |
Read our comparison of Wrike vs Asana to learn more.
5. Asana – A Streamlined Free Project Planning Tool
Asana is a popular project management software solution, but it has limited reporting and analytics. It’s also free for up to 10 users, however the free plan is super limited and not suitable for planning capacity of bigger teams working on bigger projects.
Key Features:
- Resource allocation and workload management
- Task dependencies and milestones
- Team communication and collaboration
- Kanban boards and progress tracking
source: asana
| Pros | Cons |
|---|---|
| Asana is fairly simple to use, and it offers a free verson for up to ten team members, which can make it a great choice for smaller teams. | The reporting and analytics capabilities in Asana are relatively limited, which may be a drawback for agencies with larger teams that require in-depth project insights. |
Asana’s built-in reporting features are somewhat basic, especially compared to more advanced tools like Jira. Teams that require in-depth analytics or reporting may find Asana lacking in this area without third-party integrations.
Source: G2
6. Parallax – Solid Resource Capacity Scheduling Software
Parallax is a pretty comprehensive tool for managing human resources, but as it’s a fairly new solution, there can be some growing pains with bugs and performance issues.
Key Features:
- Capacity forecasting and allocation
- Resource scheduling tool and calendar integration
- Business intelligence and reporting
- Team collaboration and communication
source: parallax
| Pros | Cons |
|---|---|
| Parallax offers a solid range of integrations with third-party timesheets and CRM software. | It doesn’t include an integrated CRM software for agencies, and as a newer solution, some key features are still rolling out – causing occasional bugs and onboarding challenges. |
With Parallax being pretty new, there are a few glitches and bugs we’ve encountered, but the Parallax team has been pretty good about helping resolve those issues quickly.
Source: Capterra
7. Monday.com – Popular Work Management Tool
Monday.com is a collaborative work management tool with customizable dashboards, but may be under-featured for more advanced capacity planning and real-time reporting needs.
Key Features:
- Resource capacity and workload management
- Customizable project boards and task tracking
- Team collaboration and communication
- Time tracking and reporting
source: monday.com
| Pros | Cons |
|---|---|
| Monday.com provides extensive customization options, allowing agencies to tailor the software to their specific workflow requirements. | Though Monday.com offers some capacity and workload management, users report that portfolio management can be difficult. |
Scheduling was a real pain with Monday and Productive made things so much easier, especially since Gantt charts were released. Being able to allocate time per task was a big deal for me since I could finally see how much time each person is spending on a project and how much capacity we have.
Check out how monday.com compares to other tools, such as alternatives to Hive or Plutio competitors to learn more.
We also have a comprehensive comparison of Monday vs ClickUp vs Asana vs Trello.
8. Saviom – Tool With Powerful Features
Saviom is a robust software for capacity planning and demand forecasting, but may look outdated compared to more modern software.
Key Features:
- Resource demand and capacity forecasting
- Skills and competency mapping
- Project planning and scheduling
- Reporting and analytics
source: saviom
| Pros | Cons |
|---|---|
| Saviom offers comprehensive capacity optimization capabilities, enabling agencies to align their capacity with project demands effectively. | The learning curve for Saviom can be steep for new users, requiring dedicated training and onboarding support. |
Additionally, the user interface can look outdated:
The UI is seems bit old and it would be recommended an evolution in the UX/UI of the solution, it is easy to use but the impression is you are using a 20 years old system for tracking.
Source: Capterra
9. Hub Planner – Good Resource Availability Planning Software
Hub Planner is a capacity planning and scheduling software with capacity planning tools, capacity tracking, and team collaboration capabilities, but could provide better project and task management.
Key Features:
- Resource allocation and capacity forecasting
- Interactive scheduling and calendar integration
- Team availability management
- Reporting and analytics
source: hubplanner
| Pros | Cons |
|---|---|
| Hub Planner offers a visually appealing and intuitive interface, making it easy for agencies to manage their capacity and schedules effectively. | Some users have reported occasional performance issues and slow loading times when working with larger data sets in Hub Planner. |
Additionally, some features outside of managing capacity plans are not as developed:
It needs more project and task management features and better integration with other software.
Source: Capterra
10. Forecast – Fair Project and Resource Management Tool
Forecast is an AI-powered project and capacity planning platform with in-depth capacity planning features, but it can be difficult to learn to use.
Key Features:
- Resource forecasting and capacity management
- Project planning and scheduling
- Real-time business intelligence
- AI-driven resource allocation recommendations
source: forecast
| Pros | Cons |
|---|---|
| Forecast leverages AI and machine learning to provide intelligent resource recommendations, optimizing capacity planning and resource utilization. | Some users find Forecast difficult to use effectively, and the initial setup and configuration can be time-consuming. |
11. Mosaic – A Solid Resource Management Software
Mosaic is a good option for supporting your capacity planning process, but might not be the best all-in-one business management platform.
Key Features:
- Resource demand and capacity forecasting
- Skills and competency tracking
- Task assignment and progress tracking
- Reporting and analytics
source: mosaic
| Pros | Cons |
|---|---|
| Mosaic provides robust reporting capabilities, offering detailed insights into resource utilization, project planning, and forecasting. | Multiple users state that developers are slow to fix issues, and that Mosaic doesn’t fully cover their business requirements. |
Check out how Mosaic fares as a Resource Guru alternative.
12. Tempo – Best for Jira Users
Tempo.io offers a variety of products that integrate with Jira, so it can be a good option if you’re looking to upgrade your existing software.
Tempo provides products such as:
- Portfolio Manager, previously known as LiquidPlanner
- Timesheets
- Gantt Charts
- Capacity Planner
source: tempo
| Pros | Cons |
|---|---|
| If you’re already using Jira, Tempo can be a solid option for implementing some additional functionalities. | On the other hand, if you’re looking for an all-in-one tool, it might be best to find an option that comes integrated with these features, out-of-the-box. |
Find out more about LiquidPlanner alternatives.
13. Teamwork – Solid Client Project Option
Teamwork is a comprehensive solution for project planning with some additional features, but there’s no advanced availability tracking.
Key features:
- Billable hours tracking
- Workload planning
- Project dashboards
- Integrated docs
source: teamwork
| Pros | Cons |
|---|---|
| Users usually enjoy Teamwork for its collaboration and advanced business management features. | While managers can add unavailable time, there’s no built-in process for requesting and approving time off in Teamwork. Teamwork also has limited HRIS integrations. |
Find out more in our comparison of Teamwork vs ClickUp.
14. Runn – Affordable Resourcing Solution
While Runn can be great for managing capacity, it doesn’t offer robust budgeting features or profitability insights.
Key features:
- Project planning
- Workforce scheduling
- Timesheets
- Forecasting
source: runn
| Pros | Cons |
|---|---|
| Runn is a fairly affordable software solution with a list of features focused on capacity planning. | You can’t manage budgeting, billing, costs, or in-depth insights within Runn, so you’ll need separate project budgeting tools. |
What Is Capacity Planning Software?
Capacity planning software is tool that assists businesses in effectively managing and optimizing their capacity and demand (including human resources and finances).
Resource planning tools allow agencies to forecast resource requirements, allocate work efficiently, monitor progress, and ensure that projects are completed within the specified time frame.
These types of tools help companies improve productivity, reduce bottlenecks, and achieve their business goals.
What is Capacity Management?
Capacity management is the practice of matching your team’s available hours and skills to incoming work, making sure no one’s overloaded or sitting idle and wasting billable hours.
When you have a real-time view on who’s booked, on leave, or free, you can balance workloads, hit deadlines, and make smarter staffing decisions. This brings us to the next part of the article – the tool features that will help you plan resources and team capacity.
What Are the Key Features of Resourcing and Capacity Planning Tools?
The key features of capacity planning tools are: a live resourcing overview, utilization forecasting, integrated time-off management, financial forecasting, and customizable reporting dashboards.
Here is why these features enable effective short and long-term capacity planning:
- Resourcing overview: Gives you a bird’s-eye view of who’s working on what, so you can spot over- or under-allocation before it becomes a problem.
- Utilization forecasting: Helps you predict future staffing needs, so that you can hire or reassign people in time to meet upcoming deadlines.
- Integrated time-off management: Accounts for vacations and sick days automatically, so your plans never break when someone is unexpectedly out.
- Financial forecasting: Ties resource plans to real-time budget data, so that you can see the real impact of how staffing decisions on your bottom line.
- Reporting & visualization: Delivers interactive dashboards and custom reports that turn raw data into clear insights. These dashboards allow you to share progress with stakeholders and make data-driven adjustments as requirements evolve.
How to Choose the Best Capacity Planning Platforms?
When choosing your best capacity management tool, you’ll need to consider basic things such as pricing, feature set, and target industry. Additionally take into account: scalability, UI/UX, and the customer support team.
Scalability means that the tool is actively updated by the vendor to include the latest features and improvements. This ensures that your software will be able to meet your needs as your organization grows and develops.
UI/UX and customer support and important for similar reasons. Implementing capacity planning software can be a lengthy process, but a user-friendly interface and responsive support team go a long way to promoting adoption and seeing a positive ROI.
What Are the Benefits of Capacity Planning Software Solutions?
The benefits of a capacity planning software solution are that you gain real-time visibility into team workloads and availability, so you can prevent bottlenecks, avoid over, or under-staffing, and keep projects on schedule.
It also connects resource data to budgets and forecasts, helping you make the smartest decisions for staff and finance. In other words, the benefits of capacity planning tools are turning scattered data into clear insights for business growth, and keeping your staff away from burnout.
Overview of the Best Tools for Capacity Planning
Here’s a quick summary of some of the software solutions we’ve compared in this article:
- If you’re looking for a simple project-oriented tool, consider Monday or ClickUp.
- For capacity planning and budgeting, consider Wrike or Smartsheet.
- If you’re want advanced capabilities but aren’t concerned about bugs, there’s Saviom or Mosaic.
- Productive is the best tool for all-in-one resourcing, budgeting, and project management.
| Tool | All-in-One Platform | Professional Services Fit | Key Capacity Feature |
|---|---|---|---|
| Productive | Yes | Best | Advanced utilization heatmaps, financial forecasting, budgeting |
| Smartsheet | No | Fair | Spreadsheet-style templates, basic forecasting |
| ClickUp | Partial | Good | Customizable workflows, capacity tracking |
| Wrike | Partial | Good | Resource bookings, workload charts |
| Asana | No | Fair | Workload view, basic allocation |
| Parallax | Partial | Fair | Capacity forecasting, BI-driven reporting |
| Monday.com | Partial | Fair | Visual workload boards, custom dashboards |
| Saviom | No | Enterprise | Demand forecasting, skills & competency mapping |
| Hub Planner | No | Good | Interactive scheduling, availability tracking |
| Forecast | Partial | Good | AI-driven resource allocation recommendations |
| Mosaic | No | Fair | Forecasting, skills tracking |
| Tempo | No | Good for Jira | Jira-integrated portfolio & capacity planning |
| Teamwork | No | Good | Workload planning, timesheets |
| Runn | No | Fair | Affordable scheduling & basic forecasting |
Why Use Productive for Capacity Planning?
Productive is the only platform here that brings deep capacity planning, financial forecasting, resource management, and project tracking into a single, cohesive interface. It’s the clear winner for professional services firms seeking an all-in-one solution.
It’s particularly suitable for professional services firms and agencies or all shapes and sizes. If you’re looking for capacity management tools that can handle capacity planning, Productive is your first stop.
Planning capacity with accurate data starts with booking a short demo with Productive.
Manage Your Capacity With Productive
Make sure you’re getting the most out of your resources by investing in all-in-one capacity planning software for professional service providers and agencies.