Top 10 Professional Services Automation (PSA) Platforms for Consulting Firms (2025)

Professional services firms – from consulting and IT services to digital agencies – rely on Professional Services Automation (PSA) software to manage project timelines, people, and finances in one unified system. A good PSA platform can connect your sales pipeline to project delivery, streamline resource planning and time tracking, automate billing, and provide real-time visibility into utilization and profitability[1][2]. In this article, we compare 10 leading PSA software solutions in 2025, focusing on their CRM integrations, resource/staffing features, pricing, and user experience (UX). This comparison will help professional services teams identify which platform best fits their needs for efficient operations and growth.

Professional services firms – from consulting and IT services to digital agencies – rely on Professional Services Automation (PSA) software to manage project timelines, people, and finances in one unified system. A good PSA platform can connect your sales pipeline to project delivery, streamline resource planning and time tracking, automate billing, and provide real-time visibility into utilization and profitability [1][2].

In this article, we compare 10 leading PSA software solutions in 2025, focusing on their CRM integrations, resource/staffing features, pricing, and user experience (UX). This comparison will help professional services teams identify which platform best fits their needs for efficient operations and growth.

1. Operating.app – Modern PSA with Native CRM Integrations

Overview
Operating.app PSA helps consulting teams plan resources, track time, and invoice accurately in one platform with native CRM integrations [3].

Operating is a newer PSA platform built by former consultants to replace multiple disconnected tools [4]. It focuses on a streamlined UX and quick adoption for teams of ~20 up to thousands of people. Operating consolidates resource scheduling, project budgeting, time tracking, and invoicing into one intuitive interface [3].

CRM & Integrations
Operating offers native integrations with CRM systems like HubSpot and Pipedrive, allowing seamless handoff of won deals into project staffing plans [5]. Operating has gotten praise specifically from resourcing, staffing and operations teams in charge of capacity forecasting. It also connects with tools like Harvest (time tracking), HiBob (HR), accounting systems via API, and more [5]. This ensures your sales, resourcing, and finance data stays in sync. Operating.app also offers a robust REST API, so users can connect Operating to any other system they’d like. Operating can easily be integrated e.g. with QuickBooks, Xero, NetSuite, Rillet or any other finance/accounting platform.

Resource Planning
This is a core strength of Operating. It provides a clear visual scheduling UI to allocate staff to projects (confirmed or tentative), with skill matching and capacity forecasting built-in [6][7]. Managers can see company-wide utilization in real time and adjust workloads easily [6]. The platform’s “Operating Routine” methodology even guides weekly staffing meetings for agencies. The timeline works with a modern drag and drop UI, alongside options for granular day-to-day scheduling as well as long-term timelines with monthly views, accommodating the needs of different types of professional services firms.

Pricing
Operating uses simple per-user pricing. It costs $12 per person/month for the core platform (up to 100 people), which includes unlimited projects and all resource planning features [8][5]. Timesheets and invoicing can be added for an extra $3 per user. (Enterprise plans for 100+ users are available with volume discounts and additional support [9].) This pricing is competitive, undercutting many legacy PSAs that often start much higher.

UX and Usability
Users frequently praise Operating’s clean, modern interface and ease of use [3]. The tool is designed to be intuitive for busy consulting teams, with drag-and-drop scheduling and straightforward timesheet entry that shows each person’s allocated workload. Compared to older PSA systems, Operating avoids bloat – you can adopt its core features quickly and enable more advanced functions (like invoicing or skills tracking) as needed. High-touch support (via Slack/Teams or email) is included to assist with onboarding and data migration from spreadsheets or legacy tools [10].

One of Operating’s enterprise customers Solita, has described Operating as “simple enough for people to use it, robust enough to cover our complex workflows.”

Summary
Operating.app is an emerging PSA built for modern professional services firms looking for an all-in-one solution that connects with their CRM. It excels in resource planning and utilization management, provides out-of-the-box integrations to sales and HR systems, and offers transparent pricing at a lower entry point [3]. Teams that want a lightweight yet powerful PSA with a great UX and minimal learning curve may find Operating to be a strong fit.

2. Kantata – Enterprise PSA (Mavenlink + Kimble) with Deep Integrations

Overview
Kantata is a cloud-based PSA solution formed by the 2022 merger of Mavenlink and Kimble [11]. Aimed at mid-size to enterprise professional services organizations, Kantata provides robust tools for resource management, project financials, and business intelligence. It supports full lifecycle service delivery from proposal to project execution to reporting [12]. Notably, Kantata offers two product options: Kantata OX (the original Mavenlink platform) focused on resource and project management, and Kantata SX (formerly Kimble) which is built natively on Salesforce for deeper CRM and project accounting integration [13].

CRM & Integrations
Kantata does not have its own built-in CRM module, but it integrates extensively with external systems. In particular, Salesforce integration is a highlight – the Kantata SX edition runs on Salesforce’s platform, allowing sales opportunities and project delivery to tie together for a unified quote-to-cash process [14][15]. Beyond Salesforce, Kantata provides over many pre-built connectors and a proprietary integration platform for connections to tools like HubSpot, Microsoft Dynamics 365, Jira, SAP, QuickBooks, Xero, Slack, and more [16][17]. This means most CRM, finance, or HR systems used by a services firm can sync data with Kantata. The rich integration capabilities help eliminate manual data transfers between departments.

Resource/Staffing Features
Resource management is one of Kantata’s core strengths. It allows evaluating multiple resource plans and forecasting how allocations impact project timelines and profitability [18]. Managers can match resources to projects based on skills and availability, and even analyze different staffing scenarios [18]. Kantata provides real-time utilization tracking, capacity planning, and scenario modeling tools that are valuable for larger teams. Other notable features include robust project financial tracking (budgets, revenue recognition, invoicing) [19] and 60+ built-in reports/dashboards for services KPIs [20].

Pricing
Kantata is positioned at the higher end of the market. Its pricing is by quote only and can vary based on the modules and organization size. However, according to publicly available info, Kantata’s pricing starts around $59 per user/month (with unlimited user options for enterprise deals) [21][22]. In practice, most mid-to-large firms will negotiate custom pricing. Additionally, if using the Salesforce-based version (SX), you must also pay for Salesforce CRM licenses [14], which adds to total cost. Kantata’s investment is significant, so it tends to be chosen by organizations that require its enterprise-scale capabilities.

UX and Usability
As a comprehensive platform, Kantata can be complex. Users have noted a steep learning curve for new teams [23]. The interface offers a wealth of features and configuration options, which can overwhelm smaller or fast-growing teams. In particular, advanced reporting in Kantata may require technical skills or developer help (for example, to create custom reports or extract data) [24]. Some reviews cite that certain areas of the UI are not very intuitive and that training is needed to fully leverage the system [25]. On the positive side, once learned, the system is powerful – it provides rich analytics, custom dashboards, and even external collaboration capabilities (client portals, role-based views) to support larger projects [26]. In summary, Kantata’s UX is enterprise-grade (robust but complex), and organizations should plan sufficient onboarding time.

Summary
Kantata is a feature-rich PSA for mid-market and enterprise firms, especially those that demand strong resource planning and who may already use Salesforce CRM. Its integration breadth and depth of functionality are top-notch [27][28]. However, this comes with higher cost and complexity. Consulting or tech services organizations with 50–5,000 employees that need advanced forecasting, financial controls, and are willing to invest in training/implementation would benefit most from Kantata [11][29]. Smaller teams or those seeking simpler UX may find it more than they need.

3. BigTime – PSA Focused on Time Tracking, Billing & QuickBooks Integration

Overview
BigTime is a PSA platform purpose-built for professional services firms to track time, manage projects, and handle billing in one place [30]. It’s especially popular among accounting, consulting, and engineering firms that need robust time & expense tracking coupled with project management. BigTime provides modules for project/task management, resource scheduling, timesheets, invoicing and payments, and reporting on key operational metrics [30]. The company (based in Chicago) has also expanded its capabilities by acquiring Projector PSA, now offered as BigTime’s enterprise edition, to serve larger organizations.

CRM & Integrations
BigTime is designed to fit into your existing back-office environment. It integrates with leading accounting and CRM systems out-of-the-box. Notably, BigTime has native connectors for QuickBooks (Online and Desktop) and Sage Intacct (reflecting its strength in finance integration) [31]. For CRM, BigTime provides integrations with Salesforce and HubSpot to bring in client/project info from the sales pipeline [31]. It also connects to Jira (for dev teams), and offers Zapier for additional integrations [31]. This allows professional services teams to use BigTime alongside their preferred CRM or accounting software without double entry. For example, you can sync clients and project data from Salesforce into BigTime, or push BigTime timesheet data into QuickBooks for billing.

Resource Planning
BigTime includes a resource management module with drag-and-drop scheduling. Managers can allocate or reassign staff to projects, and use capacity planning tools to forecast staffing needs based on pipeline and current workloads [32]. BigTime tracks utilization in real-time as team members log hours, helping ensure optimal use of billable resources [32]. While its resource scheduling is not as algorithmic as some enterprise PSAs, it covers the basics well for small-to-mid teams – you can see who’s overbooked or underutilized and adjust assignments on a visual calendar.

Pricing
BigTime offers tiered SaaS plans. According to the company, BigTime’s “Essentials” plan starts at $20 per user/month, which includes core time/expense, invoicing, and basic PM functionality [33]. The mid-tier “Pro/Advanced” plans are likely around $30–35 per user/month with added features like budgeting and resource management [34]. The top “Premier” plan is ~$45 per user/month and includes advanced analytics, custom workflows, and other enterprise features [34]. BigTime also has an enterprise offering (“BigTime IQ/Projector”) that can reach ~$60/user for very large deployments [35]. Month-to-month or annual billing is available. Overall, BigTime’s pricing is moderate – more than lightweight tools, but generally less expensive than large enterprise PSA systems.

UX and Usability
Users often find BigTime to hit a sweet spot between usability and depth. The interface is relatively straightforward, especially for time entry and approvals (consultants can enter time via web or a mobile app easily) [36]. BigTime also provides handy features like smart timesheets that pre-fill entries to save effort [36]. Reviews frequently praise BigTime’s mobile app and the ability to log time/expenses on the go [36]. On the flip side, reporting in BigTime has received some criticism – some users feel the reporting module isn’t very intuitive for customizing reports on specific data [37]. Initial implementation and data migration can also be a bit involved (BigTime’s team provides onboarding support which users appreciate) [38]. Once set up, most teams find it easy to use for day-to-day tracking, but creating complex custom reports or dashboards may require help.

Summary
BigTime is an excellent PSA choice for small and mid-sized firms that need strong time and billing capabilities integrated with project management. It shines in organizations that use QuickBooks or Intacct, as it will automate much of the billing workflow. The tool delivers on the fundamentals of PSA: tracking hours, budgets, and utilization, without being overly complex. If your priority is to get a handle on time tracking, project costing, and invoicing in a user-friendly system (and you don’t need advanced sales or resource optimization algorithms), BigTime is a solid, affordable option [30][39].

4. Accelo – All-in-One PSA for Quote-to-Cash with CRM & Ticketing

Overview
Accelo is a cloud-based PSA platform designed to manage the end-to-end operations of a service business – from client acquisition and sales, through project delivery, to support and billing [40]. It’s often described as a “service operations automation” tool because it combines CRM, project management, time tracking, service desk, and invoicing in one system [41]. Accelo is popular with small-to-mid sized professional services firms (consultancies, digital agencies, IT services) that want an all-in-one solution. Key modules include Sales (CRM, quoting), Projects (tasks, Gantt charts), Tickets (support cases), Retainers (recurring services), Timesheets, and Billing/Invoices [42][43] – all unified with client records.

CRM & Integrations
Unlike many PSAs, Accelo has built-in CRM functionality. This means you can track leads, opportunities, and sales contacts natively in Accelo, and then convert won deals into projects or retainers seamlessly [44]. This is fundamentally a different approach than e.g. the one of Operating, which fully relies on CRM integrations. However, for organizations that already use a CRM, Accelo also offers integrations: it can sync with Salesforce and HubSpot CRM, among others [45].

Accelo’s integration ecosystem is quite extensive: it connects with Google Workspace (Gmail, Calendar), Microsoft 365/Outlook, accounting tools like QuickBooks and Xero, payment processors (Stripe, PayPal), developer tools (Jira), and more [46]. These integrations allow Accelo to centralize data – for example, emails and calendar events with a client can automatically log to Accelo’s client timeline [46]. The ability to manage client communications, sales, projects, and billing in one place (or tightly connected) is a key selling point of Accelo’s platform.

Resource/Staffing Features
Accelo provides solid resource management, though at a slightly simpler level than some high-end PSAs. You can schedule team members to projects and tasks, view team availability, and monitor utilization. The software includes smart scheduling that gives real-time visibility into who is available and helps auto-allocate work without overbooking [43][47].

Accelo’s approach tends to emphasize automation – for instance, it can automatically convert emails into tasks or tickets, trigger workflows when a project moves stages, and so on [48][49]. This reduces manual effort in coordinating resources. Additionally, Accelo’s retainer management module is useful for agencies or IT firms that need to allocate a set number of hours or tasks per period for a client [50]. It will track consumption against the retainer and automate the recurring allocation of resources and billing. Overall, Accelo covers resource planning basics well for small teams, though very large firms might need more granular tools.

Pricing
Accelo’s pricing model (as of 2025) offers several plans, typically with a base price per user/month depending on feature tier. While exact prices often require contacting sales, reports indicate the “Professional” tier (full PSA suite) starts around $50 per user/month, with a smaller “Deliver” plan (projects only) around $20/user/month [51][52]. In the past, Accelo had separate module pricing (each module at ~$16/user), but it has since moved to bundled plans. For example, one source cites a Plus/Core plan at $20 and Premium at $39, though these figures vary [51][53]. The takeaway is that Accelo is mid-range: not as cheap as basic tools, but generally more accessible than enterprise PSA pricing. There is usually a 5-user minimum. Given that Accelo can potentially replace both a CRM and a project tool, many firms find the cost reasonable if they utilize its breadth.

UX and Usability
Accelo is known for offering lots of functionality, which can lead to some complexity in the UI. Users appreciate that a single platform can do so much, but for new users, there is a learning curve to understand Accelo’s workflow and navigation [54][55]. Some feedback highlights that performing certain tasks may require navigating through several screens or menus, which can feel cumbersome for smaller teams [56].

Accelo has been modernizing its interface over time, but compared to lightweight apps, it’s a bit more dense with information. On the positive side, users generally find value in the complete visibility Accelo provides – once configured, everything about a client (emails, sales, projects, tickets, invoices) is in one place [57][44]. Accelo’s automation features (e.g., automatically logging emails, or starting a project from a won deal) save time and are well-liked. Support-wise, Accelo has a good reputation (G2 users gave Accelo a “Best Relationship” support rating in 2022) [58].

Overall, the UX is comprehensive but may feel complex until users get accustomed to the all-in-one nature.

Summary
Accelo stands out as an integrated “quote-to-cash” PSA solution. It’s ideal for professional services firms that want to unify CRM, project management, and service delivery rather than piecing together multiple tools. With Accelo, a consulting firm can track a client from prospect to project to ongoing support in a single system. Its strengths include robust client communication tracking, recurring revenue (retainer) management, and a high degree of process automation [42][50].

Accelo is best for small and mid-sized agencies or consultancies that value integration over specialization – for larger enterprises with more complex needs or desire for deep customization, Accelo might feel limiting in some areas [59]. But for many growing services businesses, it offers an excellent balance of functionality and cost in one platform.

5. Forecast – AI-Powered PSA for Resource & Project Planning (now part of Accelo)

Overview
Forecast is a PSA software known for its AI-driven approach to project and resource management. As of mid-2025, Forecast has been acquired by Accelo and is being integrated to strengthen Accelo’s predictive planning capabilities [60][61]. Prior to the acquisition, Forecast (founded in Denmark/UK) carved a niche with its intelligent scheduling and forecasting features. It offers tools for project planning (with Gantt charts and task management), resource allocation, time tracking, and financial tracking, similar to others – but with a layer of machine learning to assist in estimating and optimization [62][63].

For example, Forecast’s AI can learn from historical project data to predict task durations or recommend which team members are best suited for a new project [64].

CRM & Integrations
Forecast has focused on being a collaborative hub that connects with other business apps. It provides integrations to popular systems like HubSpot CRM (to bring in project pipeline and client info) [65], Salesforce (via Accelo now, presumably), Jira (for linking software development tasks), and Sage Intacct or Xero for financials [66][67]. It also integrates with Slack, Google Calendar, Microsoft Teams, and provides an open API.

Notably, the HubSpot integration was a selling point – sales teams could push deals to Forecast and the platform would help operations plan resources for upcoming projects accordingly [65]. After joining Accelo, Forecast’s capabilities will likely become part of Accelo’s quote-to-cash workflow [68] (Accelo + Forecast together aim to connect sales, project delivery, and resource optimization more seamlessly).

Resource/Staffing Features
Resource planning is where Forecast shines. It gives managers a visual capacity planning dashboard to match people to projects while considering each person’s skills, availability, and current workload [69][70]. You can look months ahead to see resource bottlenecks and identify when to hire or redistribute work [69].

Forecast supports both “soft” and “hard” allocations (tentative vs confirmed bookings) [71], which is useful for planning future projects that aren’t fully signed off. The AI in Forecast can auto-schedule tasks and suggest the optimal team mix for a project based on past similar projects [64]. It essentially learns your organization’s productivity patterns to improve estimates and flag risks.

For financials, Forecast includes budget tracking and revenue recognition features (important for PS firms to manage fixed-fee vs T&M billing). Given its strength in prediction, Forecast helps answer questions like: Do we have enough capacity to take on Project X next quarter? or Who is likely to roll off their current project and be available next month? – and it provides data-driven insights.

Pricing
Before the acquisition, Forecast’s pricing started around $29 per user per month [72]. It typically had tiered plans (e.g., Lite, Pro, Enterprise) with increasing user counts and feature access. A “Lite” or small team plan was roughly $29/user (billed annually) and higher plans offered more integrations and portfolio features.

Forecast often sold packages of users (for example, $129 for 5 users as a base) [73]. Enterprise pricing was custom. Now that Forecast is part of Accelo, pricing might be folded into Accelo’s plans or remain available as an add-on module – details are evolving as the products integrate. For the moment, one should expect Forecast’s capabilities to be in a similar price band (mid-range PSA pricing).

UX and Usability
Forecast is praised for a modern, clean interface with an emphasis on visuals like interactive timelines and dashboards. The UX was designed to feel less “enterprise” and more like popular project management tools, so teams can collaborate easily. Creating projects and assignments in Forecast is quite intuitive – e.g., drag-and-drop Gantt charts, and a sleek resource calendar that highlights overbookings in red, etc.

The AI features operate mostly in the background or as gentle suggestions, so they don’t complicate the UI. Users have noted that Forecast is easy to navigate compared to some older PSAs, but because it is powerful, there is still a learning curve to master all features (especially the financial setup).

One potential challenge was that since Forecast tries to do a lot (projects, resources, financials), initial configuration of your project templates, rates, etc., requires careful setup. However, day-to-day use (logging time, adjusting schedules) is straightforward and even “fun” according to some feedback. Now integrated with Accelo, the aim is to bring Forecast’s UI simplicity into Accelo’s more comprehensive platform.

Summary
Forecast (now under Accelo) represents a next-generation PSA approach, leveraging AI to help professional services teams work smarter. It is particularly well-suited for firms that need to do detailed capacity planning and accurate project forecasting – for instance, IT consultancies balancing many concurrent projects and looking to improve forecasting of resource needs and project profitability.

With strong integrations (HubSpot, Jira, etc.) and user-friendly design, Forecast has been a favorite for tech-forward teams. As part of Accelo, it will likely enhance Accelo’s resource optimization and prediction capabilities [61]. In short, if you value cutting-edge automation and predictive analytics in your PSA – and want to ensure the tool is easy for your team to use – Forecast is a platform to consider (especially now backed by Accelo’s broader suite).

6. Smartsheet – Flexible Project Management with PSA Functionality

Overview
Smartsheet is not a traditional PSA-specialized tool, but it’s widely used by professional services organizations for project and work management. Think of Smartsheet as a spreadsheet-based project management platform that can be configured to handle many PSA needs (project plans, schedules, budgets, etc.) with a familiar grid interface.

Smartsheet provides a broad range of work management features – from task tracking and Gantt charts to forms, dashboards, and automated workflows. With additional components like Resource Management by Smartsheet (previously 10,000ft) and various templates, Smartsheet can serve as a PSA light solution for teams that prefer flexibility and customization.

CRM & Integrations
Smartsheet offers robust integration capabilities, especially for an “open” platform feel. It has a Salesforce Connector that allows bi-directional syncing of data between Salesforce CRM and Smartsheet [74]. This is often used to pull in project pipeline data or client info from Salesforce into Smartsheet sheets, and vice versa, so sales and delivery teams stay aligned.

Smartsheet also connects with Microsoft Dynamics CRM, though typically via API or third-party tools. In addition, Smartsheet has many integrations: Microsoft 365, Google Workspace, Slack, Jira, Box, and others via its API and Zapier. For finance, while Smartsheet isn’t an accounting system, you can integrate it with tools like QuickBooks or Xero using third-party connectors to update budget data.

Essentially, Smartsheet can slot into your tech stack relatively easily. Its open integration approach is useful for services firms that might use Smartsheet as a central hub while keeping specialized CRM or finance systems in place.

Resource/Staffing Features
Out of the box, Smartsheet includes basic resource management: you can assign “resource names” to tasks and then use a resource view to see allocation levels. However, for more advanced PSA-style resource planning, Smartsheet offers an add-on product called Resource Management by Smartsheet (formerly 10,000ft).

This add-on provides a dedicated resource calendar, capacity reporting, and skills matching. With it, you can get a high-level view of who’s booked, who’s available, and even do scenario planning for staffing.

Smartsheet itself can handle project schedules and simple utilization calculations (e.g., how many hours each person is assigned across projects), but it may require setting up formulas or reports.

The platform’s strength is flexibility: you can design custom sheets to track things like bookings, consultants’ skill matrices, or project financials, but you have to build that structure. Many consulting firms use Smartsheet templates for project plans and status reports, and combine that with the Resource Management module for staffing.

It’s not an all-in-one PSA by default, but you can assemble PSA functionality with Smartsheet’s toolkit.

Pricing
Smartsheet uses a subscription model with tiers. The core Business plan is about $24 per user/month (billed monthly) which allows unlimited sheets and additional features like dashboards and automation [75].

There is also a Pro plan (~$12 per user) with limited capabilities, and an Enterprise plan for larger deployments with enhanced security and integrations.

Important to note: the Resource Management add-on is priced separately (often per-user as well, at a similar range to core licenses or as a bundle in the Enterprise package). Additionally, the Salesforce Connector is typically a premium add-on (with pricing in the thousands per year for the connector service).

For example, one source noted Smartsheet plans ranging from ~$5,200/year for a small team to $17,500/year for larger (this likely includes connectors and premium support) [76].

In summary, Smartsheet’s per-user cost is relatively low compared to enterprise PSA tools, but as you add integrations and resource management extras, the cost can increase. Still, it remains a relatively cost-effective option for many mid-sized teams when compared to full PSA suites.

UX and Usability
Smartsheet’s appeal lies in its familiar spreadsheet-like interface. Teams coming from Excel or Google Sheets often adapt quickly to Smartsheet’s grid, which supports cell formulas, filtering, etc., but with additional project management features layered on (e.g., checkboxes for task done, Gantt chart views).

This makes Smartsheet quite approachable – you can start simple by tracking projects in a sheet, then gradually add automation or resource views. The UX is generally praised for its simplicity and reliability, though some users mention that building more complex solutions (like a multi-sheet PSA system with cross-sheet formulas and workflows) can become challenging.

Smartsheet is less prescriptive than dedicated PSA tools: it gives you a blank canvas (or templates) to adapt to your process. The advantage is flexibility; the downside is you must do more configuration and there’s more manual work to maintain data consistency.

For instance, Smartsheet doesn’t inherently enforce a project → timesheet → invoice flow – you would have to set that up.

In terms of performance, with very large sheets or many linked sheets, things can get slow, but for most use cases it’s fine. Smartsheet’s mobile app and web UI are both solid.

Overall, the user experience is straightforward, especially for those who like working in grids, but achieving a full PSA workflow may require some creative setup, which can be a bit complex for the admins configuring it.

Summary
Smartsheet is a great option for professional services teams that need flexibility and already have some processes in place. It can act as a customizable PSA – you can manage projects, assign resources, track time (via forms or update requests), and even do billing schedules with the right sheets and templates.

It’s especially popular for its collaboration features: multiple stakeholders (including clients) can update project trackers or status reports in real-time, something harder to do in many PSA systems.

For a consultancy that finds traditional PSA software too rigid or too costly, Smartsheet offers a do-it-yourself alternative. However, keep in mind that it’s not a turnkey PSA solution; it may lack out-of-the-box financial tracking or advanced PSA analytics that others provide. Many firms use Smartsheet in combination with other tools.

In sum, Smartsheet provides PSA capabilities through an enhanced project management platform – it’s versatile and user-friendly, but will require configuration to meet all your PSA needs.

7. Certinia (FinancialForce PSA) – Salesforce-Native PSA for Enterprises

Overview
Certinia Professional Services Cloud (formerly FinancialForce PSA) is a PSA solution built on the Salesforce platform and targeted at large services organizations. If your company runs on Salesforce (for CRM) and perhaps uses FinancialForce for ERP, Certinia PSA fits naturally as it shares the same data and infrastructure. It offers a comprehensive suite covering resource management, project management, time and expense tracking, billing, and revenue recognition [77][15].

Being Salesforce-native, it inherits Salesforce’s flexibility (you can customize objects, workflows, reports) and security model. Certinia (FinancialForce) is used by many enterprise IT consultancies, software services firms, and others who want a single source of truth from sales through to finance on the Force.com platform.

CRM & Integrations
The standout aspect of Certinia PSA is its deep integration with Salesforce CRM. Because it lives inside Salesforce, your PSA essentially becomes an extension of your CRM. Sales opportunities can be turned into projects with one click, and there’s no data sync needed – it’s the same database [15].

This alignment means sales, services, and finance all see the same client and project records in real time. Additionally, Certinia can leverage the entire Salesforce ecosystem (for example, Chatter for collaboration, Salesforce Communities to give clients a portal for project status, etc.).

Outside of Salesforce, Certinia can integrate with other enterprise systems but usually via Salesforce connectors or APIs. It is often used alongside FinancialForce Accounting or ERP, so those integrations are seamless (to tie project financials to general ledger). For any other integrations, if Salesforce has an app or API for it, Certinia can connect.

Many companies integrate it with HR systems (so that employee data and time-off calendars flow in) or with BI tools like Tableau for advanced analytics. Essentially, if you’re in the Salesforce world, Certinia will plug in neatly; if not, adopting Certinia typically means also adopting Salesforce.

Resource/Staffing Features
Certinia PSA provides robust resource management capabilities suitable for large teams. You can allocate resources based on skills, roles, certifications, etc., and track their availability and utilization across projects [78]. The system supports complex staffing workflows – for example, consultants can enter resource requests, resource managers can fulfill them, and you can manage both hard bookings and soft allocations.

Because it’s enterprise-focused, features like global resource pools, skill profiles, and multi-currency project accounting are included. Certinia also excels at financial aspects of PSA: it automates revenue recognition, supports multiple billing models (fixed-price, T&M, subscriptions) and handles project budget vs. actuals tracking in real-time [79].

The reporting and forecasting tools allow project and portfolio-level views of margins and capacity. Another interesting capability is combining operational and sentiment data – for instance, you can incorporate customer feedback or CSAT scores on projects (since it’s on Salesforce, you might use survey data alongside delivery data) [80].

One limitation noted by users is that Certinia’s project management and collaboration features are not as full-fledged – e.g., it might rely on Salesforce files or external tools for detailed task management, and uses Salesforce Communities for client updates which some find less flexible [80]. In short, resource and financial management are top-notch, while pure project execution (tasks, docs) might require supplements.

Pricing
Certinia (FinancialForce) does not publicly list pricing – it is typically sold via Salesforce enterprise sales. It usually follows a per-user subscription model, often priced in bundles or modules. Rocketlane’s research noted that Certinia offers scalable per-user pricing with options to buy certain modules à la carte [81].

In practice, a full PSA user license could be on the order of magnitude of a Salesforce license (hundreds of dollars per user per month list price), but enterprise agreements and bundles with Salesforce CRM/ERP can affect this greatly. There may also be separate rates for different types of users (e.g., full users vs. time-entry only users).

For a rough sense, some older info suggests Certinia could start around $50-60/user for core PSA and go up from there, but large clients negotiate custom deals. Additionally, remember you need Salesforce licenses, which can be significant if you don’t already have them.

Overall, expect enterprise software pricing – it’s an investment, usually justified for organizations where having PSA tightly integrated with CRM/ERP yields big efficiency gains.

UX and Usability
Certinia PSA inherits the Salesforce Lightning interface, which is powerful but can be clunky for daily project management use. Users familiar with Salesforce will feel at home managing projects as “objects” with related lists (for milestones, time entries, etc.).

The UI is highly configurable via Salesforce admin tools. However, for an average end user (project manager or consultant), the experience can be less intuitive than more specialized PSA tools. For instance, entering time or updating a project status might involve navigating Salesforce screens that feel more administrative.

Also, generating custom reports often requires Salesforce admin expertise or SOQL, which means many teams still end up dumping data to spreadsheets for analysis if they lack an in-house Salesforce specialist [82].

Implementation is another consideration – deploying Certinia is effectively a Salesforce implementation, often requiring certified consultants and significant time for setup and training [83].

On the plus side, once configured, the system is very robust and scalable. Users have praised the real-time visibility it provides and the fact that you can tailor it extensively to your business (custom fields, automation flows, etc.) [84].

But ease-of-use is not its strongest suit: feedback often points out a steep learning curve and some rigidity in how processes must be followed [80]. Certinia has been improving its UX, but compared to newer SaaS PSAs, it can feel a bit old-school.

Summary
Certinia (FinancialForce) PSA is a top choice for large enterprises, especially those invested in Salesforce’s ecosystem. Its strengths lie in unifying sales, services, and financial data – giving leadership a complete view of the business in one platform [15][84].

It excels at complex revenue management, multi-entity scenarios, and ensuring data consistency from pipeline to project accounting. The trade-offs are the cost and complexity; it’s best suited for organizations that have the resources to implement and maintain it (or existing Salesforce admins).

For a global IT consultancy or a large professional services group that is already using Salesforce, Certinia can dramatically reduce data silos and provide sophisticated controls. For a smaller firm not on Salesforce, a different PSA might reach similar outcomes with less overhead.

In summary, Certinia PSA is ideal for Salesforce-centric services organizations that need an enterprise-grade solution tightly woven into their CRM/ERP fabric [85].

8. Planview (AdaptiveWork/Changepoint) – Comprehensive PPM + PSA for Complex Projects

Overview
Planview is a well-known provider of project portfolio management (PPM) and work management software. Within its product family, Planview offers PSA capabilities primarily through Planview AdaptiveWork (formerly Clarizen) and Planview Changepoint. These solutions are designed to help enterprises plan and execute multiple projects, manage resources, and align projects with strategic goals [86].

Planview’s PSA tools often appeal to organizations that need a blend of high-level portfolio planning (e.g. prioritizing projects, scenario planning) and on-the-ground project delivery management. After Planview’s acquisition of Clarizen in 2021, they have integrated robust professional services features into AdaptiveWork, making it a unified system for both project portfolio management and services automation [87].

Planview (headquartered in Austin, TX) primarily serves large enterprises across IT, consulting, and professional services.

CRM & Integrations
Planview’s solutions are enterprise-oriented and thus offer broad integration capabilities. For instance, Planview AdaptiveWork has a bi-directional integration with CRM systems like Salesforce, allowing you to trigger project creation from won opportunities and keep client data in sync [88]. This means sales and delivery teams can stay coordinated – sales data flows into resource plans automatically.

Planview also integrates with financial systems (for expense tracking, invoicing, ERP synchronization) and HR systems (to pull in employee data and calendars). Given its PPM heritage, Planview can integrate with development tools (like Jira, Azure DevOps) and productivity suites (Microsoft Project, Office, etc.) to consolidate all work information.

Additionally, Planview Changepoint historically had strong integration with Microsoft technology and even CRM modules of its own. User reviews mention the ability to utilize Changepoint PSA for end-to-end, from CRM opportunities to projects to invoicing, all in one [89].

In short, Planview PSA is typically implemented as part of an enterprise’s wider toolchain – expect it to connect with CRM, ERP, and other systems via APIs or built-in connectors.

Resource/Staffing Features
Planview provides very advanced resource management and capacity planning features, befitting its PPM roots. You can perform capability planning – evaluating if you have the right mix of skills for upcoming demand – and scenario analysis (e.g., “what if we get Project X, do we have enough architects available?”).

Resource managers can view allocations across not just projects but also operational work and time off, giving a full picture of utilization. Planview supports role-based planning (assign a generic role, then later replace with a named individual when known) which is great for long-term forecasting.

Financial management is also built-in: you can track project budgets, revenue, cost rates, etc., and roll these up into portfolio financial reports. Planview Changepoint in particular was known for strong project accounting and invoicing features, helping tie project progress to billing events.

On the execution side, Planview’s tools cover project scheduling (Gantt charts, dependencies), issue tracking, and collaboration (some social collaboration features from Clarizen).

Given the breadth (portfolio management through task management), some users note that Planview offers “multiple useful features” but at the cost of being very complex and not very friendly in places [90][91]. Indeed, mastering all the resource and project options can take time, and not every team member may need that level of complexity. But for a PMO or resource manager at a large firm, the depth is there.

Pricing
Planview typically does custom pricing based on the modules and number of users. It is generally considered an enterprise-priced solution. For example, Planview might offer packages for PPM + PSA together. Software review sites sometimes mention that Planview (Changepoint) could be in the range of high two-figure to three-figure dollars per user per month, depending on configuration.

One source (Capterra) indicated that Planview Changepoint “starts as an end-to-end tool from CRM to invoicing” which implies an all-in-one license [89]. Another source suggests Planview has simplified some pricing recently for their ProjectPlace product (not directly PSA) [92], but for AdaptiveWork or Changepoint PSA, you’d likely negotiate enterprise agreements.

In summary, expect Planview to be on the higher end – comparable to other enterprise PSAs – and tailored quotes are the norm.

UX and Usability
“Not very friendly and complex” – that’s a common refrain for Planview’s tools from user feedback [90]. Because Planview PSA solutions pack in so many features, the user interface can feel cluttered or unintuitive, especially to new users or team members who just need to do simple tasks like enter time.

The learning curve is steep; some users report it takes considerable time to learn to navigate and configure the system effectively [90]. The reporting engine is powerful (you can create very detailed custom reports and dashboards), but again requires training to use well.

On the positive side, Planview has been investing in UX improvements – AdaptiveWork (formerly Clarizen) has a more modern interface and the concept of “Workspaces” which help organize information logically. Still, compared to lighter-weight SaaS tools, Planview feels more traditional enterprise software.

Many companies end up using a subset of features relevant to them and ignoring others to reduce complexity. Administrators will find a lot of knobs to turn (custom fields, workflows, permissions), which is great for tailoring but can overwhelm.

In summary, Planview’s UX is powerful but can be cumbersome; it’s a case where the tool can do almost anything, but users must be trained to harness it.

Summary
Planview’s PSA offerings (AdaptiveWork/Changepoint) are well-suited for large, project-driven organizations that need comprehensive project portfolio visibility and resource optimization. They are often chosen by companies that also want to integrate strategic planning with execution – for example, selecting the right mix of client projects to pursue based on capacity and profitability.

The tools provide end-to-end capabilities from CRM integration to project delivery to financials, so a lot of manual process can be eliminated [89][87]. However, the trade-off for this all-encompassing functionality is complexity.

Planview is best for organizations that have a dedicated PMO or operations team to administer the system and drive adoption. If implemented well, it can significantly improve project forecasting, resource utilization, and on-time delivery. But if a firm’s needs are simpler, they might find Planview “too much”.

To boil it down: Planview is a top-tier PSA/PPM solution for enterprises – feature-rich and integrative – but be prepared for a heavier lift in use and administration [90].

9. Scoro – All-in-One Work Management (Projects, CRM, Billing) for Agencies

Overview
Scoro is an end-to-end work management software that provides PSA functionality with a focus on small-to-mid size professional services and creative agencies. Founded in 2013 in Estonia, Scoro positions itself as an all-in-one solution where you can manage projects, tasks, sales pipeline, resource allocations, and financials in one place [93].

It’s particularly popular among marketing agencies, consultancies, and creative teams that want to replace multiple apps (like separate CRM, project tracker, timesheet, invoicing tools) with one unified platform. Scoro’s philosophy is to eliminate routine tasks and streamline workflows so that teams can focus on actual service delivery rather than admin overhead [94].

CRM & Integrations
Scoro includes a built-in CRM and quoting module as part of its platform [95]. This means you can track leads and deals, and once a deal is won, directly convert it into a project with budgets and tasks. Having sales and project info together helps with smoother handoffs.

In terms of integrations, Scoro connects with common tools such as Outlook/Exchange and Google Calendar (for syncing events and deadlines), Xero and QuickBooks (for accounting), and popular payment gateways. It also has integrations with Slack, Dropbox, and Zapier for additional connectivity [96].

The inclusion of a Sales & CRM module is a differentiator – many PSA tools skip that, but Scoro lets you manage the client relationship from initial contact through project completion [95]. If a team prefers using a separate CRM like HubSpot or Pipedrive, they might need to use Zapier or API to connect, since Scoro’s native focus is on its internal CRM. Overall, Scoro aims to minimize the need for external integrations by providing most functions internally, though it still plays nicely with accounting software and calendars.

Resource/Staffing Features
Scoro offers a reasonably rich set of resource planning features for its target market. You can schedule work for team members and use a shared team calendar to see who is working on what and when. It supports assigning tasks with planned durations and deadlines, and you can monitor each person’s workload.

Scoro’s utilization and KPI dashboards show metrics like billable vs non-billable time, project progress, and revenue per employee – useful for small firm management to keep an eye on performance. There’s also a work scheduling view where you can drag-and-drop tasks onto team members’ timelines (kind of like a basic resource Gantt).

That said, Scoro may not have extremely advanced capacity forecasting for long-term or skills matching like some big tools; it covers the essentials needed for planning in small agencies.

A notable feature is financial management integrated with projects: you can set project budgets (in hours or money), track actual time and costs against them, and Scoro will alert you if you’re nearing budgets [97]. It even has a billing module where you can generate invoices from completed work or retainers. Essentially, Scoro tries to encapsulate the entire project lifecycle, including tracking the money.

Pricing
Scoro’s pricing is tiered by feature set. As of recent info, Scoro starts at around $23.90 per user/month for the Standard plan and goes up to around $59.90 per user for the Performance plan, and higher for the Enterprise plan (prices when billed annually). The lower tier might limit some advanced features or integrations.

The pricing page shows that it’s not the cheapest, but given it can replace multiple tools, many find it worth it. (Note: a digital project management site listed Scoro from $19.90 per user/month as a starting point [98], likely an annual price for a basic package). There is usually a minimum user count or monthly fee as well.

Scoro offers a 14-day free trial to test it out [99]. It might be a bit more affordable than enterprise PSAs like Kantata or FinancialForce, making it attractive to smaller firms. However, compared to some lightweight tools or single-purpose apps, Scoro can appear a bit pricey – but you are paying for that all-in-one convenience.

UX and Usability
Scoro has received praise for having a user-friendly and highly customizable interface. Users frequently mention that Scoro’s design is modern and that navigation is intuitive once you’re familiar with the system [100]. The ability to customize dashboards is a highlight – you can create personal dashboards that show you key metrics (e.g., tasks for the day, project KPIs, sales pipeline) all at a glance.

Scoro’s customer support also gets good marks, which helps when learning the platform [100]. On the downside, some users note that there are limited display or view options in certain areas [100]. For example, they might want more ways to visualize tasks or a more detailed Gantt chart – Scoro has Gantt charts and list/Kanban views, but the flexibility might not match specialized PM tools.

Also, because Scoro does a lot, some parts of the system can be overwhelming at first; you might not use all features initially. But compared to big enterprise tools, Scoro is relatively easy to adopt for a small team. It provides guided setups and an Academy of tutorials. The learning curve is there, but not steep – many small businesses find they can get up and running quickly with core features, then explore advanced ones (like automated reports or integrations) over time.

Summary
Scoro is a strong choice for small and medium professional services firms or agencies that want a unified solution to run their business. It effectively combines PSA functions (project management, resource scheduling, time tracking, utilization) with CRM and billing, so it can replace 3–4 separate tools with one login [97].

The benefit is real-time linkage: your sales funnel impacts your resource plans; your project progress ties directly to your invoicing. Firms that have outgrown spreadsheets and basic tools but aren’t ready for an expensive enterprise PSA often find Scoro to be the right fit.

It delivers a lot of value out-of-the-box, with less need for IT support or customization. While it may have a few limitations (e.g., if you require very granular project scheduling or multi-currency complex financials, etc., you’d evaluate if Scoro meets those needs), it covers the majority of use-cases for running a consulting or agency operation.

In summary, Scoro is an all-in-one work management software well-suited to agencies and consultancies looking to streamline projects, clients, and finances in a single, easy-to-use system [94][97].

10. Polaris PSA (Replicon) – AI-Enhanced Time Tracking and Resource Optimization

Overview
Polaris PSA by Replicon is a professional services automation tool with a strong heritage in time tracking and resource management. Replicon is known for its time tracking software, and Polaris PSA is their full-suite solution aimed at helping IT, consulting, and other services organizations manage projects from inception to billing.

Polaris PSA emphasizes leveraging AI for smart time tracking (e.g., “ZeroTime” which captures time data automatically) and intelligent resource allocation. It covers project management, resource scheduling, project accounting, and analytics, but many of its unique selling points revolve around making time management and resource utilization as automated and insightful as possible [101][102].

CRM & Integrations
Polaris PSA is designed to integrate well into enterprise ecosystems. It offers integrations with major financial and CRM systems – for example, it can connect to Salesforce, SAP, Microsoft Dynamics, and Sage for syncing client, project, or financial data [103].

It also integrates with popular HR and collaboration tools: ADP (for payroll/HR info), Slack and Microsoft Teams (for notifications or time entry prompts), Outlook/Google Calendar (to sync schedules), and development tools like Jira [103].

Essentially, Polaris aims to pull data from wherever work happens to feed its time tracking and project monitoring. If employees are in meetings (calendar) or working on tickets (Jira), the system can suggest time entries. This broad integration list (including even Zoom and Servicenow, per some sources [103]) is part of Polaris’s “ZeroTime” approach – capturing time data from various systems so consultants don’t have to manually enter every detail.

For CRM, Polaris might not have its own CRM module, but integrating with Salesforce or others ensures that project pipeline and actuals can be linked, enabling things like forecasting utilization based on upcoming deals.

Resource/Staffing Features
Polaris PSA provides robust resource management features with a bent toward automation and AI recommendations. Managers can specify project needs (roles, skills, timeline) and Polaris will recommend the best fit resources, balancing factors like availability, skill match, and even cost.

The system keeps track of skills and proficiencies (skills matrix) for each resource, helping match people to the right projects. Polaris also does real-time capacity vs. demand analysis – meaning it looks at all current projects and pipeline projects to forecast if you’ll hit resource shortages or have bench time.

Its time tracking is aided by AI: the ZeroTime feature can pre-fill consultants’ timesheets based on their activity (calendar events, software usage, etc.), requiring only review and minor adjustments [104][105]. This reduces the burden of time entry and can improve accuracy.

Financially, Polaris supports project costing and billing, with the ability to model different billing rates, track expenses, and generate invoices. It’s not as ERP-heavy as something like FinancialForce; instead, it focuses on quick and accurate data capture (time, expenses) and leveraging that for resource and billing decisions.

Polaris might not cover very advanced project portfolio management, but it covers the execution and management of services projects thoroughly.

Pricing
Polaris PSA’s pricing tends to be modular – Replicon often charges per module or capability (time tracking vs full PSA) and per user. From the Digital Project Manager’s comparison, Polaris PSA is listed with pricing from $49 per user/month [106].

There are also different, more stripped down, editions (for instance, a basic time tracking user might be $6, whereas a full PSA user with all features is $49). The $49 figure aligns with other enterprise-range PSA tools for a full license.

Organizations can mix license types; e.g., only managers need the full suite, team members might only need time entry. Replicon typically requires contacting them for an exact quote, especially if you want the AI features and integrations – those might be premium.

Still, the entry point of $6 suggests they can cater to scenarios where maybe you only use some features for some users. Overall, Polaris PSA’s pricing is in the moderate to high range: not the cheapest, but relatively scalable since you can license what you need. They also offer free trials to evaluate the system.

UX and Usability
Polaris inherits a modern web interface from Replicon, which is generally user-friendly, particularly for time entry (one of their core strengths). The UI for managers – such as the resource allocation screens and analytics – is fairly intuitive given the complex data it shows, using visual cues like heat maps for over/under utilization.

Users often comment that the interface is clean but could be more visually updated – there were notes that a more “modern product design” would be welcome [107]. This suggests while functional, the UI might seem a little dated in aesthetic to some (perhaps compared to newer startups’ UIs).

That said, the feedback on ease-of-use tends to be positive; many customers highlight that once set up, Polaris met expectations for cost and expense tracking and had a user-friendly interface for timekeeping [107].

The strength of the UX is really in making time management nearly invisible – by integrating with everyday tools, consultants spend less time interacting with the UI at all (which arguably is the best UX for time tracking!). Reports and dashboards are built-in, and while they may not be as pretty as some BI tools, they provide actionable insights.

One potential downside mentioned is a lack of flexibility in subscription terms (minimum periods) [108], which is not UI-related but a usability consideration in a broader sense. Also, if you have extremely large projects or data sets, some users noted performance can lag, but for most use cases it’s fine.

Overall, Polaris PSA’s UX is solid, particularly for facilitating time capture and highlighting key info, though it may not win awards for cutting-edge design.

Summary
Polaris PSA is a great fit for services organizations that place a premium on accurate time tracking and efficient resource utilization. Consulting firms where billable hours are the lifeblood will appreciate Polaris’s innovations in automatically capturing time and ensuring no billable work is missed.

By analyzing all that time data, Polaris can give management a clear picture of productivity, project financials, and future needs. It’s effectively combining traditional PSA with an AI assistant for operations.

The platform might not include a sales CRM or deep collaboration features, but it integrates to those, acting as the backbone for delivery and billing. Companies that already have a CRM or other systems and want a PSA to overlay intelligently on top of their environment might choose Polaris for its flexibility and integration chops [103].

Additionally, its ability to provide real-time insights and proactive recommendations (like suggesting who to staff or alerting if a project is at risk of overrunning) can help firms be more responsive and profitable.

In conclusion, Polaris PSA is a forward-looking PSA solution that focuses on maximizing billable time and optimizing resources, making it a strong choice for IT services companies, consultancies, and others looking to modernize their service delivery with the help of AI-driven analytics [104][107].

Summary

The PSA software landscape in 2025 offers solutions for every size of professional services firm – from integrated all-in-one platforms for small agencies to highly configurable enterprise systems for global consultancies.

When evaluating the platforms above, consider how well each aligns with your firm’s processes and tool stack. Key factors include:

• CRM alignment: Do you need a built-in CRM (Accelo, Scoro) or are you integrating with an existing CRM like HubSpot (Operating.app) or Salesforce (Certinia, Kantata, Planview)?
• Resource planning depth: Some tools excel at advanced forecasting and scenario planning (Operating, Kantata, Planview, Forecast), while others cover basics in a simpler interface.
• Pricing model: If budget is a concern, note the differences – some have transparent per-user pricing (Operating, BigTime, Scoro) whereas others require custom quotes and may carry higher total costs for large teams (Kantata, Certinia, Planview).
• UX and adoption: A platform only drives value if your team actually uses it. A modern, intuitive tool that fits your culture might trump a feature-rich but complex system that consultants resist using [23][90]. Consider pilot testing with end-users.

Ultimately, the “best” PSA is the one that helps your firm improve efficiency, utilization, and insight into the business. Many organizations find success by starting with a mid-level tool that can be implemented quickly, then evolving to more advanced capabilities as they grow.

The good news is that today’s PSA platforms, whether legacy or new entrants, are increasingly focused on integration and user experience – reflecting the needs of professional services teams to work smarter, not harder. By carefully assessing the options and leveraging trials/demos, you can find a PSA solution that becomes the backbone of your operations and a catalyst for profitable growth.

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