How much does PSA software cost in 2026?
PSA software with resource planning, time tracking and invoicing costs $17 to $69 per user per month on published annual plans (October 2026), once you price the plan that can also plan open roles. Most tools land between $17 and $25. Entry plans from $9.99 look cheaper, but they leave out placeholders, timesheets or invoicing. Microsoft Dynamics 365 Project Operations is $135. Kantata, Certinia, NetSuite SuiteProjects Pro, Accelo, Parallax and Deltek only sell on quote.
For a 50-person firm, that's about $10,200 to $41,400 a year in licences, before setup fees. Prices checked on each vendor's own page on October 27, 2026.
Disclosure: Operating makes one of these tools. Every price below, ours included, comes from the vendor's own public page, so you can check it the same way.
PSA cost calculator
Tick what you need. See the cheapest plan per tool and your bill on yearly or monthly billing, using each vendor's own seat rules.
The calculator needs JavaScript. The firm-size table shows the same math for 25 to 250 people.
What PSA software really costs per user
The entry price is rarely what you pay. This is the cheapest plan per tool that plans people and open roles, tracks time and sends invoices.
| Tool | Entry plan | Plan you'll need | Monthly |
|---|---|---|---|
| Projectworks | $17Build | $17Build | $191-yr contract |
| Operating | $13Planning | $21Full Suite | $23 |
| Scoro | $172 apps | $23.50Resource, Track, Invoice | $27.50 |
| Ruddr | $14Team | $24Pro, billable members only | $30 |
| Productive | $10Essential | $25Professional | $29 |
| Rocketlane | $49Standard | $69Premium | Yearly only |
| Dynamics 365 PO | $135Project Operations | $135Project Operations | Yearly only |
| Teamwork.com | $9.99Basics | QuoteOptimize, for placeholders | Quote |
| BigTime | $20Essentials | QuoteResource module not priced | Quote |
USD per user/month, billed yearly unless marked, checked Oct 27, 2026. "Plan you'll need" includes resource planning with placeholders for open roles, timesheets and invoicing. Seat rules, minimums and setup fees are in each vendor section.
What a 25, 50, 100 or 250-person firm pays per year
Yearly licence cost at list price for resource planning with placeholders, time and invoicing, with each vendor's seat rules and minimums applied (Ruddr bills the 80% who are billable).
| Tool | Per user | 25 people | 50 people | 100 people | 250 people |
|---|---|---|---|---|---|
| Projectworks | $17 | $5,100 | $10,200 | $20,400 | $51,000 |
| Ruddr | $24 | $5,760 | $11,520 | $23,040 | $57,600 |
| Operating | $21 | $6,300 | $12,600 | $25,200 | $63,000 |
| Scoro | $23.50 | $7,050 | $14,100 | $28,200 | $70,500 |
| Productive | $25 | $7,500 | $15,000 | $30,000 | $75,000 |
| Rocketlane | $69 | $20,700 | $41,400 | $82,800 | $207,000 |
| Dynamics 365 PO | $135 | $40,500 | $81,000 | $162,000 | $405,000 |
Sorted by the 50-person cost. Excludes taxes, discounts and setup fees; Projectworks onboarding adds from $1,000 once. Productive caps placeholders at 5 on Professional and Scoro caps role placeholders at 10 on its Standard platform. Teamwork.com and BigTime are left out: Teamwork.com's placeholders need its quote-only Optimize plan, and BigTime's resource management module has no public price. Change the numbers in the calculator.
4 hidden costs that change the bill
Same per-user price, very different invoice. These four things move the total most.
Who counts as a seat
- Projectworks bills every active person, logged in or not.
- Float, Harvest Forecast and Resource Guru bill everyone on the schedule.
- Ruddr bills billable members, or half of all members if fewer are billable.
- Operating bills scheduled-only people at $11 ($13 on monthly billing) instead of the full rate.
- Productive charges contractors the same as employees.
Features one or two plans up
- Productive: placeholders and QuickBooks or Xero sync at $25, not $10.
- Rocketlane: resource planning at $69, not $49.
- Ruddr: allocations and placeholders at $24, not $14.
- Teamwork.com: timesheets and planning at $24.99, placeholders only on quote-only Optimize.
- Projectworks: API and revenue recognition at $41, not $17.
- Scoro: SSO needs the Enterprise platform (+$10 per user).
Usage, AI and add-on fees
- Rocketlane caps automations at 200 or 500 runs per user per month; AI Fills is $29 per user.
- Dynamics 365 sells Copilot Credits separately; Teamwork.com is adding usage-based AI credits.
- Scoro charges $56 a month per extra entity and $107 a month for the client portal.
- Harvest's Flex billing adds usage charges from the second paid renewal; its own example goes from $44 to $404.
Setup fees few vendors price
- Projectworks: onboarding from $1,000, the only published number.
- Rocketlane: implementation charged by scope.
- NetSuite and Dayshape: one-time fee confirmed, amount not published.
- Kantata: separate statement of work.
- Operating and Accelo: onboarding included; Scoro: free self-onboarding up to 15 people.
PSA pricing by vendor
Every plan, what it adds and the catch, from each vendor's own pricing page.
Operating pricing Our product
Operating costs $13 to $21 per person per month on annual billing ($15 to $23 monthly). Planning covers resource planning with open positions, rate cards and budgets. Plan & Track adds timesheets and approvals, and Full Suite adds invoicing and multi-company. SSO, the API and the HubSpot, Salesforce and Pipedrive integrations are on every plan, and migration, training and support are included.
| Plan | Annual | Monthly | Adds |
|---|---|---|---|
| Planning | $13 | $15 | Resource planning with open positions, rate cards, API, SSO, HubSpot, Salesforce, Pipedrive |
| Plan & Track | $17 | $19 | Timesheets, timesheet approvals |
| Full Suite | $21 | $23 | Invoicing, QuickBooks / Xero sync, multi-company, revenue recognition (on request) |
| Enterprise | Quote | Quote | Custom contract for 100+ people |
Watch out: Everyone who logs in or is scheduled counts as a seat. People who are only scheduled bill at $11 ($13 on monthly billing). CRM deals come into Operating one way.
Source: Operating pricing page, checked Oct 27, 2026
Productive pricing
Productive costs $10 per user per month on Essential and $25 on Professional (annual; $12 and $29 monthly), with a 3-seat minimum. Essential plans named people only. Placeholders for open roles, rate cards, time approvals and QuickBooks or Xero sync start at Professional, so most consulting firms pay $25. HubSpot, Salesforce and subsidiaries need Ultimate, which is quote-only.
| Plan | Annual | Monthly | Adds |
|---|---|---|---|
| Essential | $10 | $12 | Resource planning (named people), timesheets, invoicing, revenue recognition, API, SSO, multi-currency |
| Professional | $25 | $29 | Placeholders (up to 5), rate cards, time approvals, QuickBooks / Xero |
| Ultimate | Quote | Quote | Placeholders (up to 10), HubSpot, Salesforce, subsidiaries, forecasting |
Watch out: Contractors pay the same as employees. Placeholders are capped at 5 on Professional and 10 on Ultimate, and the Salesforce sync runs one way.
Source: Productive pricing page, checked Oct 27, 2026
Projectworks pricing
Projectworks costs $17, $24 or $41 per user per month on annual billing (Build, Scale, Unleash; $19, $27 and $45 monthly, still with a one-year commitment). Build already includes resourcing with placeholders, timesheets, invoicing and QuickBooks or Xero. Onboarding starts at $1,000, the only published setup price we found.
| Plan | Annual | Monthly | Adds |
|---|---|---|---|
| Build | $17 | $19 | Resource planning with placeholders, timesheets, invoicing, QuickBooks / Xero |
| Scale | $24 | $27 | HubSpot, SSO, multi-currency |
| Unleash | $41 | $45 | Salesforce, API, revenue recognition, multi-entity |
| Enterprise | Quote | Quote | Custom contract |
Watch out: Every active person is a paid seat, logged in or not, with a 10-seat minimum in bands of 5. The API needs Unleash, and the HubSpot and Salesforce syncs run one way.
Source: Projectworks pricing page, checked Oct 27, 2026
Ruddr pricing
Ruddr costs $14 (Team) or $24 (Pro) per billable member per month on annual billing ($17 and $30 monthly). You pay for billable members, or for half of all members if fewer than half are billable. Prices are locked for 24 months, then rise at most 10% every 24 months.
| Plan | Annual | Monthly | Adds |
|---|---|---|---|
| Team | $14 | $17 | Timesheets, invoicing, API, SSO, accounting integrations |
| Pro | $24 | $30 | Resource planning with placeholders, rate cards, automated revenue recognition, multi-currency, HubSpot, Salesforce |
Watch out: Allocations and placeholders are Pro only, so most PSA buyers pay $24. The CRM syncs run one way, and some contracts set a minimum number of paid members.
Source: Ruddr pricing page, checked Oct 27, 2026
Teamwork.com pricing
Teamwork.com is free for up to 5 users, then $9.99 (Basics) or $24.99 (Accelerate) per user per month on annual billing ($13.99 and $29.99 monthly). Basics logs billable time. Timesheets, workload planning, invoices, HubSpot and QuickBooks start at Accelerate. Placeholders, timesheet approvals, multi-currency and Salesforce need Optimize, which is quote-only.
| Plan | Annual | Monthly | Adds |
|---|---|---|---|
| Basics | $9.99 | $13.99 | Time logging, API, client users |
| Accelerate | $24.99 | $29.99 | Timesheets, resource planning (named people), invoicing, HubSpot, QuickBooks / Xero |
| Optimize | Quote | Quote | Placeholders, timesheet approvals, multi-currency, Salesforce |
| Enterprise | Quote | Quote | SSO |
Watch out: Minimums are 3 seats on Basics and 5 on Accelerate. Onboarding packages cost extra, and usage-based AI credits are on the way.
Source: Teamwork.com pricing page, checked Oct 27, 2026
Scoro pricing
Scoro prices by app. The $17 platform fee (per user per month, annual; $20 monthly) includes 2 apps, and each extra app costs $5.20 to $6.50. Planning, time and invoicing take three apps, Resource, Track and Invoice: $23.50 per user per month annual or $27.50 monthly, with QuickBooks and Xero included in Invoice.
| Plan | Annual | Monthly | Adds |
|---|---|---|---|
| Platform with 2 apps | $17 | $20 | Any 2 apps, for example Track (timesheets) and Invoice (invoicing, QuickBooks / Xero) |
| 3rd app | $6.50 | $7.50 | For example Resource: resource planning with role placeholders (up to 10) |
| 4th and later apps | $5.20-5.90 | $6.00-6.80 | For example Estimate: rate cards, HubSpot, Salesforce |
| Advanced add-ons | $4.50 | $5.50 | Multi-currency, revenue recognition, time approvals |
| Enterprise platform | $27 | $32 | SSO, unlimited role placeholders |
Watch out: 5-seat minimum. Each extra entity is $56 a month and the client portal $107 a month.
Source: Scoro pricing page, checked Oct 27, 2026
Rocketlane pricing
Rocketlane costs $49 (Standard) or $69 (Premium) per team member per month, billed annually, with a 5-seat minimum. Enterprise is custom. Resource planning, placeholders, invoicing and revenue recognition start at Premium.
| Plan | Annual | Monthly | Adds |
|---|---|---|---|
| Standard | $49 | Not shown | Timesheets and approvals, API, client portal, HubSpot |
| Premium | $69 | Not shown | Resource planning with placeholders, rate cards, invoicing, revenue recognition, Salesforce |
| Enterprise | Quote | Quote | SSO, multi-currency, soft allocations |
Watch out: There's no native QuickBooks or Xero sync (only Zapier or Workato). Implementation is charged by scope, automations are capped at 200 or 500 runs per user per month below Enterprise, and AI Fills costs $29 per user.
Source: Rocketlane pricing page, checked Oct 27, 2026
BigTime pricing
BigTime publishes one price: Essentials from $20 per user per month, with time, expenses, invoicing, approvals, SSO, QuickBooks and HubSpot. Advanced, Premier and Enterprise are quote-only, and Resource Management is a separate module with no public price.
| Plan | Annual | Monthly | Adds |
|---|---|---|---|
| Essentials | $20 | Not shown | Timesheets, invoicing, SSO, QuickBooks, HubSpot |
| Advanced | Quote | Quote | Salesforce, client portal, multi-currency expenses |
| Premier | Quote | Quote | API, multi-currency invoicing |
| Enterprise | Quote | Quote | Xero, multi-entity, revenue recognition |
Watch out: There's no free trial, and resource planning is a separate, unpriced module.
Source: BigTime pricing page, checked Oct 27, 2026
Microsoft Dynamics 365 Project Operations pricing
Microsoft lists Dynamics 365 Project Operations at $135 per user per month, paid yearly, with a free trial. It covers resourcing, time and expenses and project billing inside the Dynamics stack.
| Plan | Annual | Monthly | Adds |
|---|---|---|---|
| Project Operations | $135 | Not shown | Resource planning, timesheets, proforma invoicing |
Watch out: Customer-facing invoices need the ERP-integrated deployment with Dynamics 365 Finance. Copilot Credits for the AI agents are sold separately.
Source: Dynamics 365 Project Operations pricing page, checked Oct 27, 2026
Kantata pricing
Kantata publishes no price. It tailors plans by company size and goals and sells implementation as a separate statement of work. The only public figure is a third-party benchmark: $60-90 per full user per month (VendorBenchmark, from its deal data).
Certinia pricing
Certinia has no pricing page; certinia.com/pricing redirects to a demo request. It runs on Salesforce, and anyone who uses Certinia needs a paid subscription. It sells per-user licences in bundles or one by one, and SelectHub puts it at about $175 per user per month.
NetSuite SuiteProjects Pro pricing
NetSuite publishes the structure but no numbers: an annual licence made of the core platform, modules and users, plus a one-time implementation fee. SuiteProjects Pro is an add-on module. Third-party listings cite about $399 per user per month.
Quote-only and specialist PSAs
Eleven tools don't put prices on their own site. Here's what they do publish, plus third-party figures where they exist. Treat those as rough: they come from lead-gen sites or deal benchmarks.
| Tool | What they publish | Third-party figure (unverified) | Minimum | Setup |
|---|---|---|---|---|
| Kantata | Tailored quote by company size and goals | $60-90 per full user, $25-45 per light user (VendorBenchmark, from its deal data) | Not published | Separate statement of work |
| Certinia | No pricing page; per-user licences in bundles or one by one. Every user needs a paid subscription; runs on Salesforce | About $175 per user (SelectHub) | Not published | Certinia services team or certified partners |
| NetSuite SuiteProjects Pro | Annual licence: core platform + modules + users | About $399 per user (Capterra, SelectHub) | Not published | One-time fee, amount not published |
| Accelo | Priced by team size and growth goals | About $20-90 per user (taskip.net estimate) | Not published | Onboarding support included |
| Parallax | Scales by resources managed, 15 to 1,500+ | From $45 per user (G2, last updated May 2025) | From 15 resources | Not published |
| Deltek Polaris | Demo only | $29, or $49 with ZeroTime (Capterra) | 10 users (SoftwareConnect) | Not published |
| Deltek Vantagepoint | Demo only; Front Office can be bought alone | $120k-240k a year for 100-300 users at first quote, $90k-175k negotiated (VendorBenchmark) | Not published | Not published |
| Deltek Ajera | Demo only | None found | Not published | Not published |
| Dayshape | Per resource managed; report-only users and non-billable resource managers are free | None found | Not published | One-off fee, amount not published |
| CMap | 4 tiers, no prices on its site; invoicing from Growth. Its UK G-Cloud price list shows £61-170 per user/month for 1-10 users | None found | Not published | Not published |
| Precursive | Per user per month, billed annually; Salesforce licence required | $40 per user, Basic plan (Capterra) | 30 users | Not published |
Checked Oct 27, 2026. For MSPs, A&E, accounting and law firms, see the specialist picks in our best PSA tools guide.
Scheduling tools are cheaper, but they're not PSAs
Float, Runn and Resource Guru start at $5 to $7 per person, which is why "PSA from $5" claims appear online. None of them invoice, so they replace your capacity spreadsheet, not your PSA.
| Tool | Price per person/month | Who pays | Timesheets from | Invoicing | Trial |
|---|---|---|---|---|---|
| Float | Starter $7, Pro $12 annual ($8.50, $14 monthly) | Everyone on the schedule, login or not | Pro | No | 30 days |
| Runn | Lite $7, Standard $11 annual ($9, $13 monthly) | Every resource in the planner; 20-seat minimum | Standard | No | 30 days (Standard) |
| Resource Guru | $5, $8, $12 annual ($6, $9.60, $14.40 monthly) | Everyone added, login or not, plus rooms and equipment | Blackbelt and up | No | 30 days |
| Harvest + Forecast | Teams from $9 + Forecast $5 annual ($11 + $6.25 monthly) | Forecast counts everyone scheduled; Harvest's Flex billing adds usage charges | Yes | Yes | 30 days |
Resource Guru raised every plan by 20% on July 1, 2026. Not sure you need a full PSA yet? Read is a PSA worth it for a 30-person firm.
10 questions to ask before you sign
Send these to every vendor on your shortlist and get the answers in writing. They move the total more than the per-user price you negotiate.
PSA pricing FAQ
How much does PSA software cost?
PSA software with resource planning, time tracking and invoicing costs $17 to $69 per user per month on published annual plans (October 2026), and $135 for Microsoft Dynamics 365 Project Operations. Most tools sit between $17 and $25. Entry plans from $9.99 leave out placeholders, timesheets or invoicing. Kantata, Certinia, NetSuite SuiteProjects Pro, Accelo, Parallax and Deltek only sell on quote.
How much does a PSA cost for a 50-person firm?
At list price on annual billing, licences for planning, time and invoicing run about $10,200 to $41,400 a year for 50 people: Projectworks $10,200 (plus onboarding from $1,000), Ruddr $11,520 with 40 billable, Operating $12,600, Scoro $14,100, Productive $15,000 and Rocketlane $41,400.
What is the cheapest PSA software?
Projectworks Build at $17 per user per month (annual, 10-user minimum) is the cheapest published plan with resource planning, placeholders, timesheets and invoicing. Productive starts at $10, but placeholders and QuickBooks or Xero sync need Professional at $25. Teamwork.com is free for up to 5 users, without timesheets or resource planning. Scheduling-only tools start at $5, but they don't invoice.
Do PSA vendors charge for people who never log in?
Often, yes. Projectworks bills every active person, logged in or not. Float, Harvest Forecast and Resource Guru bill everyone on the schedule. Operating bills scheduled-only people at a lower $11 rate. Ruddr bills billable members, or half of all members if fewer are billable. Ask every vendor for its seat rule in writing.
Are implementation fees included in PSA pricing?
Rarely, and they're rarely published. Projectworks onboarding starts at $1,000. Operating includes migration, training and support. Rocketlane charges implementation by scope. NetSuite and Dayshape confirm a one-time fee without naming it, and Kantata sells it as a separate statement of work. Assume it's extra until the contract says otherwise.
Why is the real PSA price higher than the entry price?
Because the features PSA buyers need often sit one or two plans up. Productive's placeholders and accounting sync need Professional at $25, not $10. Rocketlane's resource planning starts at $69, not $49. Ruddr's allocations need Pro at $24, not $14. Teamwork.com's placeholders need Optimize, which is quote-only. Price the plan that has every feature you need, not the cheapest plan.
Which PSA tools publish their prices?
Operating, Productive, Projectworks, Ruddr, Teamwork.com, Scoro, Rocketlane and Microsoft Dynamics 365 Project Operations publish list prices, though Teamwork.com's Optimize plan is quote-only. BigTime publishes only its entry plan. Kantata, Certinia, NetSuite SuiteProjects Pro, Accelo, Parallax, Deltek, Dayshape, CMap and Precursive don't publish prices on their own sites.
How much do Kantata and Certinia cost?
Neither publishes a price. Third-party figures put Kantata at about $60-90 per full user per month (VendorBenchmark, from its deal data) and Certinia at about $175 per user per month (SelectHub), and Certinia runs on Salesforce. Treat both as rough and get a written quote with the implementation scope.
Method and sources
How we checked these prices
On October 27, 2026 we checked every vendor's own pricing page, plan comparison table, help centre or licensing page, plan by plan. Prices are USD list prices on annual billing unless marked. Where a vendor shows no number, we say so. Third-party figures appear only for quote-only tools, labelled with their source.
Calculator rules. For each tool it picks the cheapest published plan that has every feature you tick, then applies the vendor's published seat rule and minimum. "Resource planning" means planning named people and placeholders for roles you haven't filled yet. Ruddr is priced for 80% billable people. Scoro is priced from its published app prices (platform $17 with 2 apps, extra apps $5.20 to $6.50, advanced add-on $4.50; $20, $6.00 to $7.50 and $5.50 on monthly billing). Monthly billing uses each vendor's monthly price; Rocketlane and Dynamics 365 bill yearly only, so their yearly price is shown per month. Excludes taxes, discounts and fees vendors don't publish.
Change log, Oct 27, 2026: re-checked every tool plan by plan; the real price now needs placeholders for open roles, which moves Productive to Professional ($25), Teamwork.com to Optimize (quote) and Scoro to its Resource, Track and Invoice apps ($23.50); added monthly prices for Teamwork.com, Float, Runn and Harvest; the calculator now compares yearly and monthly billing; removed Accelo's 15-user minimum. Oct 20, 2026: re-checked every price; Scoro moved to app-based pricing; Rocketlane dropped its $19 plan; Parallax's pricing page is back; added Teamwork.com, Accelo, Deltek Polaris and Dynamics 365 Project Operations; moved scheduling-only tools to their own table; added the calculator.
Sources
- Operating pricing
- Productive pricing
- Projectworks pricing
- Ruddr pricing
- Teamwork.com pricing
- Scoro pricing
- Rocketlane pricing
- BigTime pricing
- Dynamics 365 Project Operations pricing
- Kantata
- Certinia
- NetSuite SuiteProjects Pro
- Accelo
- Parallax
- Deltek Polaris
- Deltek Vantagepoint
- Deltek Ajera
- Dayshape
- CMap
- Precursive
- Float pricing
- Runn pricing
- Resource Guru pricing
- Harvest + Forecast pricing
- Scoro pricing configurator (app prices)
- Harvest help centre: pricing plans (Flex billing, $44 to $404 example)
- Resource Guru 2026 pricing FAQ
- Kantata Professional Services Addendum
- Productive help: placeholders by plan
- Projectworks help: placeholder resources
- Ruddr help: placeholder resources
- Microsoft Learn: Project Operations deployment types
- CMap G-Cloud 15 pricing document
- Third-party figures: VendorBenchmark, SelectHub, Capterra, SoftwareConnect, taskip.net, G2
Picked a shortlist? Compare fit, not just price, in our best PSA tools guide, or see Operating's pricing.
