The best project tracking software of 2025

If you want to know why project tracking, or project monitoring, is essential in a company and how to do it best with the most suitable software, read this article.

Another way to refer to project tracking is monitoring and control, precisely because it refers to all those activities that monitor the progress of the ongoing project from different points of view.

We often focus on individual management activities and forget about the bigger picture. But project tracking should be at the heart of project management.

So today we will try to answer the question: what are the best software tools for monitoring the progress of your projects?

What exactly is project tracking?

Let’s start with a clarification. Project tracking is one of the project phases, specifically the one responsible for monitoring the progress of the project in progress, which takes place in parallel with its execution.

The project phases are: initiation, planning, execution, monitoring and control, and closure. Project monitoring therefore takes place throughout the entire operational life cycle of the project.

Specifically, project tracking is aimed at measuring project performance and verifying its compliance with the project plan.

The project manager will closely monitor the state of progress and performance of the project, reviewing the status of the project, identifying potential problems and implementing corrective actions when necessary to keep the project on schedule and within budget.

The benefits are greater awareness and control, prevention of delays and overruns, and decision support.

The main areas of project tracking

The main areas of project management influence the type of project tracking that needs to be implemented and the tools used to carry it out.

Let’s take a look at the main areas:

1. Cost tracking

Monitoring project costs helps prevent budget overruns. To track project costs, the following actions should be taken:

• Comparison of planned vs. actual costs
• Following the budget baseline in order to accurately detect cost variations
• Identifying CV (Cost Variance) and CPI (Cost Performance Index) among the KPIs

To perform these operations, you can use spreadsheets, in which you can enter the formulas described, or simply rely on project cost monitoring software that automatically performs these calculations.

2. Time tracking

Monitoring project times means ensuring that deadlines are met in the long term, but also in relation to intermediate goals (known as project milestones). To do this effectively, there are some very efficient monitoring tools, such as:

• The Gantt chart, including the Critical Path Method and milestones
• Use of timelines and statistical data to compare planned and actual timelines
• All rescheduling techniques

The software we will consider in our ranking has these tools in various forms, to enable automated and efficient project cost tracking.

3. Resource tracking

Managing and monitoring project resources means implementing all strategies to ensure that the resources involved perform their work in an optimised manner. In particular, this refers to:

• The allocation of tasks based on the availability and skills of resources
• The management of the workload to avoid, on the one hand, overloads and, on the other, the presence of inactive resources

There are several digital tools that manage work assignment to resources and load optimisation in parallel. In our list, we will see which ones are the best.

4. Quality tracking

Among the parameters for defining the quality of a project, we mention the accuracy of deliverables, stakeholder approval and customer satisfaction. To monitor these project quality parameters, here is what we can implement:

• Definition of qualitative KPIs that take into account errors, compliance and variations
• Conducting cost-benefit analyses
• Creation of checklists and project audits

Good reporting tools can significantly help project managers draw up the project quality plan, a fundamental document that must be made available to customers and stakeholders.

5. Risk tracking

Risk management serves to monitor potential threats to the successful execution of the project and identify areas for action to turn risks into opportunities. Some useful actions to take are:

• Compiling a risk register, or risk form, to calculate probability vs impact
• Continuous monitoring of risk indicators
• Implementation of mitigation strategies

In this case, formal risk management tools are extremely useful, e.g. for automatically calculating potential risk and creating intervention procedures and reports for any eventuality.

6. Tracking overall performance

Identifying the achievement of general objectives, which take into account multiple combined factors, helps to establish the overall performance of the project. In particular, it is useful to have:

• Integrated dashboards
• Statistical tools
• General KPIs: with project progress indicators

These strategies will be more effective and accurate if you use integrated project management tools with dashboards that display general statistics and performance data.

What software is best for monitoring business projects?

Let’s now move from theory to practice and provide you with a list of the best software for monitoring business projects, in order to reduce effort and optimise productivity.

1. Twproject

The first choice is definitely Twproject, a comprehensive project management software that has all the essential tools for project tracking.

Thanks to its cost management tool and its comprehensive and dynamic Gantt chart, Twproject allows you to set an initial baseline to be used as a benchmark throughout the project execution phase.

Thanks to its features, you can periodically collect data such as direct and indirect costs, hours worked, and phases completed, and intervene if necessary with the load management or automatic time optimisation tools.

All data is recorded in the project’s statistics panel and in the general dashboard, which shows you the progress percentages according to different indicators (completion of phases or activities, budget achievement, resource times, etc.).

Finally, it allows you to export the data collected through configurable reports and easily share it with stakeholders or your team.

Key features:

• Dashboard: the main project dashboard, which shows the progress status in real time at a glance.
• Gantt chart: evolves over time and is always up to date, as it is integrated with the other components of the software. It allows you to assign work based on workloads and offers tools for rescheduling deadlines.
• Critical path: easy to set up and identify, it allows you to follow the workflow and avoid bottlenecks.
• Cost management: direct and indirect project costs are managed in a single environment, together with revenues and resource costs. It allows you to compare planned and actual costs for each project or project phase.
• Workload management: allows you to distribute work in a simple and intuitive way, reassign tasks and balance work within the team.
• Automated project progress calculation: get an immediate, real-time overview of project progress and phases.
• Timeline: a tool available on the statistics page and within the Gantt chart itself, allowing you to review the initial planning and the situation at any point in the project lifecycle for more effective monitoring.
• Alerts: customisable notification tools that allow you to immediately identify any critical issues.
• Custom forms: allows you to create customised forms to identify the relevance, complexity and risks of the project.
• Sharing: thanks to customisable reporting and analysis, you get clear and shareable information on the performance of the project and its individual parts.
• Templates: each project or sub-phase can be used as a template for similar projects, saving time in future planning.

Price: starting from €4.89 user/month.

Pros: Twproject is the most comprehensive project tracking software because it has all the features integrated into a single environment. It adapts well to different business sectors and grows as your business progresses.

Cons: we do not detect any negative aspects.

Twproject is a comprehensive project control and monitoring system that supports project managers in every aspect of project tracking.

2. Jira

Jira is one of the best-known software programs for tracking and controlling projects: project managers can monitor the status of activities, team speed and completion trends in real time via dashboards and advanced reports.

When delays or anomalies arise, Jira allows you to redefine priorities and assignments, or adjust team capacity. Customisable workflows enable reviews and approvals to increase quality control. Visibility into blocking issues facilitates targeted interventions to remove obstacles and restore workflow.

Key features:

• Customisable dashboards: with real-time view of project status.
• Advanced reporting: to monitor completion against schedule, with diagrams to identify bottlenecks.
• Timeline and schedule management: to view project timelines, dependencies and milestones.
• Workload monitoring: identification of overloads and the ability to reassign tasks.
• Quality control: with customisable workflows with review, testing and approval steps.
• Corrective actions: ability to change priorities, deadlines, assignments or dependencies directly from the boards.
• Integrations: connection with Bitbucket, GitHub, GitLab, CI/CD tools, Slack, Confluence, etc.
• Data synchronisation: for a single view of planning and technical progress.

Price: starting from $7.53 user/month.

Pros: Jira is a highly customisable platform (workflow, fields, dashboards) and has good advanced reporting.

Cons: steep learning curve and need for integration with other tools for full functionality.

Jira is a well-known and powerful project tracking software, but it requires experience to use.

3. ProofHub

ProofHub centralises all project information in customisable dashboards, which show deadlines, progress and workload for each team member. With Gantt views, project managers can monitor the sequence of activities and immediately identify any delays or bottlenecks. The proofing module allows you to check the quality of deliverables before approval.

When you identify deviations from the plan, you can take action by moving tasks in the Gantt chart, reassigning tasks, or changing dependencies between tasks. Workload control helps you rebalance resources, avoiding future overloads and delays.

Key features:

• Gantt chart: allows you to set task dependencies, view project timelines and meet deadlines.
• Task lists: get an overview of tasks in different stages, identify bottlenecks and create unique workflows.
• Collaboration tools: integrated chat, discussions, task comments and mentions.
• File sharing: between projects and tasks to facilitate access and collaboration on documents.
• Time tracking: manual or with a time tracker.
• Timesheets: to monitor team productivity and identify obstacles to workflow.
• Detailed reports: to get real-time information on task progress, identify areas for improvement and perform performance reviews.

Price: starting at $45 per month for unlimited users.

Pros: it has a clean and intuitive interface with a minimal learning curve; it is customisable and scalable according to requirements and offers complete administrative control.

Cons: not suitable for small teams; the volume of notifications can sometimes be excessive.

A comprehensive tool, ideal for large teams looking to improve project tracking.

4. ActiveCollab

ActiveCollab is a tool that defines itself as project-oriented and therefore suitable for monitoring and controlling individual projects. It provides tools for monitoring costs, hours worked and progress in real time.

The project manager can view dashboards with key indicators, filter tasks by status or priority, and compare planned work with actual work. The time tracking and expense management system allows you to check whether a project is staying within budget.

In case of deviations, the PM can intervene by reassigning tasks, changing priorities or redefining deadlines directly from the calendar.

Key features:

• Project view: choose between Kanban, Gantt, list or calendar.
• Project templates: create reusable templates.
• Communication: chat, comments, suggestions.
• Time reports: filter time records by project, client, assignee, job type, month, year and more.
• Estimation and tracking: tools for comparing estimated times with tracked times to identify activities at risk.
• Assignment overview: overview of tasks, including overtime and non-working days.
• Time and expenses incurred: tracking of billable hours and expenses.
• Alerts: in case of time and cost overruns.
• Project profitability: overview of budget status with control over the percentage of the amount spent.
• Reports: specifically to highlight work not yet invoiced.

Price: starting from $10 user/month.

Pros: convenient, accurate and with an easy-to-use interface; useful for managing large-scale projects with numerous stakeholders.

Cons: it does not have a built-in workflow, and is not ideal if you have more advanced project tracking needs; some ‘overview’ features are missing.

A piece of software that does what it sets out to do, but needs to grow and improve a little in terms of versatility.

5. Teamhood

Teamhood is a project management platform focused on human resource management, integrating professional tools such as Gantt charts, accurate work time tracking and reporting features into a single environment. It is designed to support medium and large companies.

The system is based on workspaces organised into customisable boards, which allow you to manage tasks, monitor their status and record the time spent on them. These boards act as a collaborative hub, allowing team members to share updates, documents and feedback in real time.

One of Teamhood’s strengths is its visual reporting, which makes it easy to interpret project metrics. This allows users to quickly identify deviations, bottlenecks and areas for improvement.

Key features:

• Gantt chart: its functions are fairly standard, but it has some customisation options, including the ability to choose whether phases that depend on others are automatically rescheduled.
• Timesheet management: ability to set hourly rates for project collaborators and view project costs in real time.
• Baseline vs Actual: a tool that sets agreed deadlines for the project and compares the actual situation with the original plan over time.
• Timesheet reports: comparison between actual time spent and initial estimates. Allows you to calibrate estimates.
• Workload view: allows you to manage the team’s workload, balance resources and optimise time.

Price: starting from $9 user/month.

Pros: good flexibility in terms of configuration settings, while maintaining basic simplicity.

Cons: all project tracking features focus on resource management, while other areas are less accurate.

A productive and efficient tool with a unique approach to team management.

6. Miro

Miro, despite being a collaborative whiteboard, offers useful tools for monitoring and visually controlling projects. With templates dedicated to roadmaps, timelines and Kanban, project managers can organise and keep an eye on workflows, dependencies and progress. Flowcharts allow you to map problems and bottlenecks visually, making it easier to analyse causes.

All team members can use Miro to redefine processes, reallocate resources or plan corrective sprints. Integration with operational tools such as Asana, Jira and Trello allows decisions to be transformed into traceable executive actions.

Its agile approach to project monitoring may be limiting for some, but it certainly offers advantages for others.

Key features:

• Kanban board: flexible card structure for managing projects and processes.
• SWOT Analysis: similar to the Kanban board, it divides tasks into the various categories of the SWOT analysis.
• Gantt chart: more similar to a timeline, it allows users to assign tasks and set dependencies between activities, but does not have more advanced features.
• Roadmap: another way of visualising activities, based not on a timeline but on the main stages of the project.
• Retrospectives: tools for reviewing initial planning, which can be shared with the team.
• Presentations: various templates for creating shareable reports and setting up project meetings.

Price: starting from $8 user/month.

Pros: allows for business processes to remain unchanged for those who have already started monitoring individual aspects of projects with different platforms.

Cons: need to integrate multiple applications into one to get a complete picture. Process optimisation is therefore slightly compromised.

Digital whiteboard that helps keep team workflows and ideas organised with an agile approach.

7. Roadmunk

As the name suggests, Roadmunk is a tool that uses roadmaps as a focal point for monitoring business projects.

Designed for strategic monitoring of multiple projects or initiatives, it offers visual roadmaps in timeline or swimlane format. Project managers can monitor progress towards key objectives, checking whether milestones are being met and whether deliverables are in line with strategic priorities.

If delays or changes in priorities arise, the project manager can quickly update the roadmap, reassign initiatives, and communicate changes to stakeholders via customised views.

This works well for structured companies with extensive experience and planned projects and processes; however, it can be a hindrance for small businesses or newly formed teams.

Key features:

• Roadmap: can be integrated with the timeline, manages activities through initiatives, objectives and milestones
• Swimlane: simplified roadmap type
• Sharing: in HTML or via protected URLs
• Export: various formats including images
• Presentation: transformation of data entered into slides for company meetings

Price: starting at $49 per month for project managers and teams of 5 users

Pros: highly specific tool for teams working on completing project phases planned from the ground up.

Cons: lack of essential secondary views such as Gantt charts or project budget management.

Useful project tracking software, provided that the initial planning is flawless in terms of work distribution.

Bottom line: which software should you choose for optimal project tracking?

In this list, we have tried to provide you with an overview of the project monitoring software thatoffers the most features, allowing project managers to vary their approach according to their needs.

Here is an example of how the integration of multiple project tracking functions works within Twproject, our first on the list:

Have you seen how easy it is to integrate all project control and progress features into a single environment?

Twproject is the compass that allows you to navigate the project monitoring phase with greater peace of mind, without fear of losing sight of the fundamental elements.

Furthermore, it is a tool suitable for teams and projects of any size. Its scalability makes it suitable for any type of company, which is why it is the number one choice of hundreds of project managers worldwide.

You can try Twproject for free today: register here and start monitoring the progress of your projects effortlessly and with incredible flexibility!