7 best PSA software for Professional Services in 2025

We analyzed dozens of platforms purpose-built for professional services and selected the top 7 PSA tools that stand out in 2025. This guide highlights each tool‘s strengths, ideal use cases, new features, pros, cons, and a side-by-side comparison.

1. Birdview PSA

Best for: Mid-to-large professional service firms, engineering, consulting, and IT

Capterra Rating: ★ 4.5 / 5

Overview

Birdview PSA is an end-to-end PSA platform designed specifically for service-based organizations. Unlike generic project management tools, Birdview connects your project plans directly to financial outcomes, helping firms manage everything from initial requests to final invoicing. It provides clear visibility into billable utilization, team capacity, and project profitability. The platform supports real-time collaboration, resource forecasting, and strategic decision-making with powerful dashboards.

Birdview is especially popular among organizations juggling multiple projects and clients. From consulting firms needing to balance time across billable engagements to engineering teams managing complex deliverables and financials, Birdview keeps operations aligned with business goals.

Key Features

Project and Portfolio Management: Offers full lifecycle management, from project intake and scope definition to delivery and closure. Enables Gantt charts, milestones, dependencies, and cross-project visibility.

Resource Planning: Real-time visibility into team capacity and workload. AI-powered tools forecast demand, optimize allocations, and identify underused or overbooked resources. Supports skills matching and role-based scheduling.

Time and Expense Tracking: Provides flexible time logging and mobile time tracking, with approvals. Expense capture and policy-based validation help teams stay compliant and accurate.

Financial Management: Integrated budgeting, rate cards, cost control, and automated invoicing. Tracks profitability at task, project, and client level. Includes revenue recognition and margin analysis.

Billing & Invoicing: Automate billing cycles. Supports prepayment, subscriptions, and hourly billing.

Reporting and Dashboards: Customizable dashboards for project health, utilization, and financial KPIs. Executives, PMs, and clients can get the data they need in real-time.

Client Collaboration: Branded portals for clients to view timelines, deliverables, and comment on progress. Enables secure file sharing and transparent communication.

Integrations and Automation: Native connections with Salesforce, Jira, HubSpot, and QuickBooks. Automates routine processes like project intake and timesheet reminders.

What‘s New in 2025

• AI-Powered Scenario Planning: New AI capabilities allow firms to simulate “what-if” resource and budget scenarios across portfolios–ideal for firms scaling up or shifting priorities mid-project.

• Advanced Rate Card Engine: Flexible billing models now include tiered rates, blended pricing, and multi-currency support–great for international or complex client agreements.

• Smart Automation Library: Prebuilt automation templates for onboarding, approvals, timesheet reminders, and status updates help teams save time without coding.

• Enhanced Jira Integration: Now supports two-way sync with custom workflows, ideal for technical teams collaborating with PMOs or finance.

• Portfolio-level Profitability Views: Visualize margin trends across programs and clients with new executive-level dashboards.

• Time Billing & Invoicing: Automate billing cycles. Supports prepayment, subscriptions, and hourly billing.

💬 Client Reviews

⭐ “The all-in-one PSA we needed”
“We switched from juggling 3 tools to using Birdview PSA, and it‘s been a game-changer. We now track resources, time, and budgets all in one place. The dashboards make it easy to spot issues before they spiral.”
– COO, Mid-sized IT Services Company

⭐ “Perfect fit for our engineering workflows”
“Birdview PSA‘s resource planning and financial tracking have made it easier to manage overlapping engineering projects with different billing structures. It‘s the visibility we didn‘t know we were missing.”
– Director of Project Delivery, Engineering Firm

⭐ “Great support, powerful features”
“Setup took some effort, but the Birdview team was very hands-on during onboarding. Now our consultants love how much time they save on status reports and timesheets.”
– Project Manager, Consulting Firm

Pros

• Built for services delivery from day one
• Combines PM, resource management, and financials
• Configurable dashboards and workflows

Cons

• May be too feature-rich for small or simple projects
• Initial setup requires planning

2. Kantata (formerly Mavenlink)

Best for: Consulting firms, digital agencies, and IT providers

Capterra Rating: ★ 4.3 / 5

Overview

Kantata is one of the most mature PSA platforms designed to support resource-centric service delivery. With deep capabilities in project accounting, financial forecasting, and margin analysis, it’s built to help teams understand not just what they’re delivering, but how it impacts the bottom line. Kantata offers a sophisticated approach to team scheduling, scenario planning, and business intelligence.

Its configurable platform makes it ideal for global organizations managing multiple business units and portfolios. From capacity planning to advanced revenue forecasting, Kantata keeps leadership informed and empowered.

Key Features

Resource Management: Evaluate multiple resourcing plans side by side. Assign roles by skill, geography, availability, or rate. Manage internal and external teams, and analyze capacity vs. demand in real time.

Financial Management: Real-time budgeting, revenue forecasting, and project accounting. Automate billing and revenue recognition to meet compliance and client expectations.

Business Intelligence: Offers 60+ out-of-the-box service-centric reports. Tailor dashboards for executives, PMs, or clients. Integrates with BI tools and exports for advanced analysis.

Client & Team Collaboration: Threaded communication, file sharing, and comment logs all in one place. Stakeholders access up-to-date project info through secure, role-based views.

Feedback & Sentiment: Combine team and client feedback with delivery data for a 360 view of project health.

Integrations & Automation: Connects with Salesforce, Slack, NetSuite, Jira, and over 1,200 platforms via API or middleware.

What‘s New in 2025

• AI Resource Optimization Engine: Kantata now uses predictive analytics to recommend optimal resource allocations based on skill sets, availability, and project profitability.

• Unified Data Warehouse: New centralized data layer enables more powerful, cross-project reporting and seamless integration with enterprise BI tools like Tableau and Power BI.

• Project Margin Analyzer: A new visual tool that models how changes in rates, roles, or scope affect gross margin in real time–ideal for consulting and finance leads.

• Mobile Time & Expense App Refresh: Completely redesigned mobile app makes logging time and expenses faster and easier, with smart entry suggestions and offline sync.
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💬 Client Reviews

⭐ “Robust and finance-first PSA”
“Kantata gives us more control over project margins and forecasting than any other tool we’ve used. It’s not the simplest platform, but it‘s extremely powerful once set up.”
– Finance Director, Global Consulting Group

Pros

• Sophisticated forecasting tools
• Strong portfolio management features
• Scalable for global firms

Cons

• Less intuitive UI compared to newer tools
• Steeper learning curve

3. Accelo

Best for: SMB professional services, IT, creative, and marketing firms

Capterra Rating: ★ 4.3 / 5

Overview

Accelo is a PSA tool tailored to small-to-midsize service firms looking to streamline their operations. It integrates client relationship management, project delivery, time tracking, and invoicing all in one place. Unlike tools focused purely on project execution, Accelo ensures that the entire client lifecycle–from proposal to payment–is seamless.

With automated workflows, email tracking, and built-in CRM functionality, Accelo simplifies day-to-day work while improving visibility for leadership. It‘s especially well-suited for marketing firms, IT consultants, and digital agencies that want a light yet effective PSA suite.

Key Features

Client & Project Management: CRM, sales tracking, project kickoff, and progress tracking from one platform. Includes client communication logs.

Time & Billing: Track time against tasks and projects. Auto-generate invoices based on logged hours or retainers. Supports recurring billing and usage alerts.

Workflow Automation: Triggers and templates automate task assignment, invoice creation, and status updates. Reduces manual overhead.

Service Desk & Support: Includes built-in ticketing system for client support services. Track SLAs and integrate with client billing.

Reporting & Insights: Out-of-the-box reports on billable utilization, profitability, and project health. Filter by user, client, service line.

Integrations: Google Workspace, Outlook, Xero, QuickBooks, Salesforce, and more.

What‘s New in 2025

• Smart Task Automation: New AI-powered automations help route tasks based on workload, project phase, or client priority. Ideal for lean teams trying to reduce admin time.

• Revenue Forecasting Add-on: Accelo now supports basic revenue projections tied to retained clients, ongoing work, and sales pipeline–all within one dashboard.

• Email AI Assistant: Built-in assistant summarizes client threads, flags unanswered emails, and suggests follow-ups–especially useful for service-based inboxes.

• Visual Workflow Builder: Drag-and-drop tool to create or edit automated workflows without needing technical skills.

💬 Client Reviews

⭐ “Helpful automation, basic analytics”
“It‘s great for managing recurring clients and routine work, but if you want in-depth resource forecasting or portfolio reporting, you may need another tool.”
– Founder, Web Development Studio

Pros

• All-in-one platform for small teams
• Easy to implement and scale
• Built-in client communication tools

Cons

• Limited advanced resource modeling
• Interface feels dated

4. BigTime

Best for: Accounting, AEC, legal, and professional consulting firms

Capterra Rating: ★ 4.6 / 5

Overview

BigTime focuses on professional firms that bill by the hour and require precision in time tracking, expense management, and invoicing. It’s widely used by accounting firms, architects, engineers, and legal services providers due to its focus on compliance and financial visibility.

BigTime makes it easy to manage complex billing rules, track time across multiple projects, and ensure that no billable time is lost. The platform integrates deeply with QuickBooks and other accounting systems, making it ideal for finance-first service teams.

Key Features

Time Tracking: Simple web and mobile time entry. Supports approvals, daily reminders, and flexible entry rules (per client, per role).

Expense Management: Capture and approve expenses with audit trail. Link to projects, clients, and billing categories.

Project Budgeting: Track costs, burn rate, and margin. View live project status with financial targets.

Compliance & Audit: DCAA and FAR-compliant features for government contractors. Detailed reporting and user access control.

Integrations: QuickBooks, Xero, Salesforce, Zapier, and more.

What‘s New in 2025

• Real-Time Budget Alerts: New predictive alerts notify project managers when budgets are at risk of overrun, based on real-time burn rate and time trends.

• Mobile App Upgrades: Offline time tracking, receipt scanning with OCR, and new widget support for iOS and Android.

• Interactive Financial Dashboards: Drag-and-drop financial widgets give firms a real-time pulse on billable utilization, revenue targets, and write-offs.

• Legal & AEC Billing Templates: Specialized templates for legal and architecture firms with phase-based billing, markup rules, and jurisdiction-specific taxes.

💬 Client Reviews

⭐ “Billing made easy and accurate”
“We deal with complex retainers and hourly billing, and BigTime handles it with ease. Their templated invoices save us hours each month.”
– Managing Partner, Legal Services Firm

Pros

• Simple and efficient time/budget tools
• Excellent for billable hour tracking

• Reliable DCAA-compliant reporting

Cons

• Not full project management
• Limited collaboration tools

5. Scoro

Best for: Agencies, consultancies, and business services

Capterra Rating: ★ 4.6 / 5

Overview

Scoro provides an all-in-one platform that merges project management, quoting, invoicing, and business analytics into a single interface. Designed with business performance in mind, Scoro is ideal for firms looking to improve both project delivery and executive-level insights.

Its strong visual dashboards, detailed time tracking, and business KPIs make it a favorite for agency leaders and consultants. Scoro ensures team efforts align with revenue and margin goals.

Key Features

Work & Project Management: Break down work into phases and milestones. Monitor progress with timelines and workload views.

Sales & Quoting: Build detailed proposals with service items, hours, and pricing. Convert quotes to projects in one click.

Time Billing & Invoicing: Automate billing cycles. Supports prepayment, subscriptions, and hourly billing. Branded invoice templates.

Dashboards & KPIs: Track real-time metrics like team utilization, project profit, and client revenue.

Integrations: Google Workspace, Slack, Zapier, Xero, and Stripe.

What‘s New in 2025

• Smart Proposal Builder: New drag-and-drop quote templates auto-fill pricing, services, and timelines based on past projects–reducing sales admin time.

• Project Profitability Simulator: A new tool lets managers run “what-if” scenarios to test how staffing, scope changes, or pricing shifts impact margins.

• Unified Activity Feed: A centralized feed now shows all updates across tasks, time entries, invoices, and client messages–keeping everything contextually linked.

• Custom Role Permissions 2.0: More granular permission controls allow better tailoring of views, editing rights, and reporting access per user role.

💬 Client Reviews

⭐ “Structured, sleek, and scalable”
“We love Scoro‘s clean interface and the ability to configure workflows to fit our needs. It‘s perfect for service firms that want both structure and flexibility.”
– Operations Lead, Marketing Agency

Pros

• Very customizable and visual
• Combines business and project tools
• Great for executives needing big-picture views

Cons

• Not ideal for highly complex technical projects
• Requires structured workflows to work best

6. Wrike

Best for: Large firms with multiple delivery teams or departments

Capterra Rating: ★ 4.3 / 5

Overview

Wrike is a well-established project management and work collaboration platform used by large enterprises to manage cross-functional work. Though not a PSA by design, its flexibility and scale make it suitable for services organizations with complex project portfolios, especially those in IT, marketing, and operations.

Wrike supports extensive automation, proofing, and advanced reporting, helping teams streamline approvals, track KPIs, and forecast workloads. It’s highly configurable and integrates with over 400 apps.

Key Features

Work Management: Task dependencies, Gantt charts, and workload views help manage large teams and timelines.

Request Forms: Streamline work intake with dynamic forms that route requests based on type or priority.

Time & Resource Tracking: View allocation by project, person, or team. Track billable vs. non-billable time.

Proofing & Approvals: Built-in markup tools for documents and images. Ideal for creative teams or agencies.

Dashboards & Analytics: Create real-time reports across projects and teams. Filter by client, department, or goal.

Integrations: 400+ tools including MS Teams, Salesforce, Adobe, and Slack.

What‘s New in 2025.

• Smart Request Routing: Enhanced dynamic request forms now use AI to classify incoming work, auto-prioritize, and assign based on team availability.

• Work Templates Marketplace: Prebuilt project templates for IT, marketing, and operations teams–including onboarding flows, sprint cycles, and campaign calendars.

• Advanced Proofing for Video: Annotate and approve video files frame-by-frame within Wrike–ideal for creative teams delivering multimedia content.

• Data Residency Options: Enterprise customers can now choose regional data storage locations to meet compliance needs (GDPR, etc.).

💬 Client Reviews

⭐ “Takes time to set up, but worth it”
“The learning curve was real, but once configured, Wrike replaced at least three other tools. Just be ready to invest some time upfront.”
– Creative Director, Marketing Agency

Pros

• Scales across departments
• Strong reporting and dashboards

Cons

• Complex for smaller teams
• No billing or PSA financials out-of-the-box

7. Smartsheet

Best for: Teams that need structured delivery with compliance and reporting
Capterra Rating: ★ 4.5 / 5

Overview

Smartsheet bridges the gap between traditional spreadsheets and full-featured project tools. It’s ideal for teams in construction, finance, government, and other regulated industries that need predictable delivery, detailed reporting, and secure collaboration.

While not a classic PSA, it supports customizable templates, budget tracking, and real-time dashboards to monitor large-scale service operations with transparency and control.

Key Features

Project Planning: Gantt, grid, card, and calendar views. Supports task dependencies and critical paths.

Budget Tracking: Monitor planned vs. actuals using formulas and dashboard widgets. Auto-flag budget overruns.

Compliance & Control: Permissions, audit trails, and workflow approvals help meet industry standards.

Automation: Trigger alerts, approvals, and updates across sheets. Set recurring workflows.

Collaboration Tools: Comment threads, file attachments, and stakeholder portals.

Integrations: Microsoft 365, Google Workspace, Jira, DocuSign, and more.

What‘s New in 2025

• Portfolio Work Insights: A new portfolio-level dashboard provides visibility across programs, with roll-up KPIs, budget variance, and milestone tracking.

• Smartsheet AI Copilot: A built-in assistant helps build formulas, summarize data, and generate reports using natural language prompts–especially useful for non-technical users.

• GovCloud Expansion: Enhanced support for government and public sector organizations with new data residency and compliance configurations.

• Cross-Sheet Automation Enhancements: New logic and triggers allow more advanced workflows across multiple sheets, including conditional actions and stakeholder routing.

💬 Client Reviews

⭐ “Good visibility, but not a PSA”
“It‘s not a full PSA suite, but for structured projects where compliance and reporting matter, it does the job really well.”
– Director of Operations, Construction Services

Pros

• Easy for Excel users to adopt
• Powerful reporting features

Cons

• Not a true PSA tool
• Lacks native time/billing features

PSA software comparison table: top tools for Professional Services in 2025

How to choose the right PSA software for your team

With so many great PSA tools on the market in 2025, the “best” platform really comes down to what your firm needs. Here are a few tips to help guide your decision:

Start with your biggest pain points
Are you struggling with resource planning? Billable utilization? Manual invoicing? Choose a platform that solves your most urgent challenges first.

Match the tool to your firm‘s size and complexity
Small teams may benefit from simplicity (like Accelo), while larger or global firms often need robust forecasting and configurability (think Kantata or Birdview PSA).

Look at the full client lifecycle
A strong PSA should support more than just project delivery–it should also streamline sales handoffs, time tracking, billing, and reporting. Platforms like Birdview PSA, Scoro, and BigTime are built for this end-to-end visibility.

Don‘t underestimate adoption
Even the most powerful system is useless if no one uses it. Make sure the interface fits your team‘s workflow, and invest in proper onboarding.

Plan for growth
Choose a solution that can scale with your business. Whether that means expanding to new teams, adding financial controls, or integrating with your CRM–future-proofing matters.

Final tip: Always test-drive before you decide. Most PSA platforms offer free trials or demos–use them to explore real-world fit, not just feature lists.

If your consulting firm is ready to scale operations, increase billable efficiency, and gain full control over project delivery, Birdview PSA is a smart choice. It brings together everything you need–from planning and resource allocation to financial tracking and client collaboration–under one roof.

With built-in AI, process automation, customizable templates, and structured delivery workflows, Birdview helps consulting teams work smarter, not harder. Its client portal and advanced reporting give you transparency and control across every engagement. Whether you’re optimizing utilization, improving margins, or enhancing the client experience, Birdview PSA helps you deliver with consistency and confidence.

Ready to streamline your service delivery?

Book a demo or Try Birdview PSA for free