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Project management has never been more critical. Teams scattered across time zones need tools that work as hard as they do. For years, Microsoft Project Online served as the go-to platform for countless organizations. If you’re reading this, you probably already know what’s coming. Microsoft’s announcement sent ripples through the project management community, and now businesses face a choice: scramble at the last minute or make a strategic move toward something better.
Why consider Microsoft Project Online alternatives?
Microsoft officially announced on September 5, 2025, that Project Online will retire on September 30, 2026. New Project Online subscriptions ended for new customers on October 1, 2025, and the clock is ticking for existing users.
The retirement isn’t arbitrary. Microsoft cited Project Online’s legacy architecture as limiting the platform’s ability to deliver modern, AI-powered experiences. What worked a decade ago simply can’t keep pace with today’s demands for automation, collaboration, and intelligent insights.
But the retirement is just one issue. Even before Microsoft’s announcement, Project Online users wrestled with several persistent problems. The platform’s complexity made it challenging for teams without extensive training. Integration with modern tools felt clunky. The interface hadn’t evolved much, leaving users longing for more intuitive experiences.
Then there’s the cost equation. Many organizations found themselves paying premium prices for features they rarely used. The all-or-nothing approach meant smaller teams couldn’t scale affordably, while larger enterprises struggled with customization limitations.
The retirement deadline creates urgency, but it also opens doors. Organizations now have the perfect justification to explore platforms designed for modern work, built with today’s technology, and priced for actual value delivered.
📚 Read more: Microsoft Project Online is retiring: What it means for your projects and what to do next
6 best Microsoft Project Online alternatives
| Tool | Best For | Key Features | Ease of Use |
| Birdview PSA | Professional services, agencies, and enterprises need a comprehensive PSA solution | Resource management, financial tracking, portfolio dashboards, AI-powered team building, BI reporting, 1000+ integrations | High-intuitive interface with powerful capabilities |
| Smartsheet | Teams comfortable with spreadsheets, data-heavy projects | Spreadsheet-based interface, automation, multiple views, extensive formulas, dashboard widgets | Medium – steep learning curve, but familiar to spreadsheet users |
| Celoxis | Organizations requiring AI-driven insights and advanced PPM | AI-powered planning, predictive analytics, scenario analysis, portfolio management, risk assessment | Medium – comprehensive features with some navigation complexity |
| OpenProject | Budget-conscious teams, organizations want self-hosted options | Open-source flexibility, Gantt charts, agile boards, time tracking, and custom workflows | Medium – extensive features, but outdated interface |
| ProofHub | Creative teams, agencies needing proofing workflows | Flat-rate pricing, online proofing tool, discussion boards, Gantt charts, white labeling | High – simple interface with centralized collaboration |
| Monday.com | Visual-minded teams, diverse project types | Color-coded boards, extensive automation, multiple view types, strong mobile app | High – intuitive visual design with some feature complexity |
Birdview PSA
Birdview PSA transforms how professional services organizations manage their entire operation. Built for teams that demand visibility across projects, resources, and finances, Birdview delivers an end-to-end platform that replaces the scattered spreadsheets and disconnected tools that plague so many businesses.
What makes Birdview stand out is its approach to complexity. Users consistently praise Birdview for its intuitive interface, robust project and resource management tools, and detailed reporting capabilities. The platform helps you understand why and what comes next.
Key Features:
- Resource management at scale
With Birdview, users can allocate resources by skills, departments, and roles. Meanwhile, the AI-powered Team Builder automatically matches open positions with qualified team members.
- Financial Management Center
With Birdview, users can track budgets, expenses, and profitability in real-time across every project and portfolio. Organizations can track billable hours, manage billing rates, and generate accurate invoices directly from project data.
- Project visibility that actually works
Birdview provides users with a bird’s-eye view of all projects from a single dashboard. With Birdview, teams can drill down from portfolio overviews to individual task details without losing context.
- Extensive integrations
Birdview connects users with 5000+ different tools and applications, creating a unified workspace that eliminates data silos. With Birdview, teams can seamlessly integrate the entire Microsoft package including MS Teams, Office 365, Excel, MS Project, and Outlook for uninterrupted workflows.
- Intelligent automation
With Birdview, users can automate repetitive workflows, status updates, and notifications to keep teams focused on high-value work. Birdview enables teams to reduce manual data entry and eliminate the errors that come with it.
- Advanced analytics and BI
With Birdview, leaders can track KPIs that matter to their business and adjust them as priorities shift. Birdview provides predictive analytics that help teams spot risks early and adjust plans proactively.
- Enterprise-grade security
Birdview provides users with best-in-class security measures, including role-based access control and data encryption. With Birdview, organizations can maintain compliance with global standards while protecting sensitive project and client data.
Trial: A free 14-day trial is available, possibly extending the trial period to 28 days. Sign up for a trial today to learn more about Birdview PSA.
Smartsheet
Smartsheet brings the familiar comfort of spreadsheets into the project management world. For teams that think in rows and columns, it feels like home–but with superpowers. The platform combines that spreadsheet structure with genuine project management capabilities, creating something that resonates particularly well with data-heavy organizations.
Key Features: Multiple project views including grid, Gantt, calendar, and Kanban, automation capabilities, resource management, time tracking, customizable dashboards, real-time collaboration, extensive integrations with business tools, advanced reporting and analytics, proofing and approval workflows, portfolio management
Trial: 30-day free trial available
Celoxis
Celoxis positions itself as the project management tool for teams that refuse to compromise. With over two decades in the market, it combines enterprise-grade capabilities with surprisingly approachable usability. The platform’s AI-powered insights and predictive analytics help teams move from reactive to proactive project management.
Key Features: AI-powered project planning and insights, interactive Gantt charts, portfolio dashboards, advanced resource management, scenario analysis tools, integrated timesheet and expense tracking, risk management features, customizable workflows, client portals, comprehensive reporting and analytics
Trial: 30-day free trial
OpenProject
OpenProject takes the open-source approach to project management, offering organizations control over their data and deployment. Available both as cloud-hosted and self-hosted solutions, it appeals to teams that value transparency, flexibility, and cost-effectiveness without sacrificing functionality.
Key Features: Gantt charts and timeline views, Kanban boards, agile project management tools, time and cost tracking, work package management, wiki for documentation, custom fields and workflows, issue tracking, meeting management, team collaboration features
Trial: Free community edition available; 14-day free trial for paid plans
ProofHub
ProofHub markets itself as the all-in-one project management and team collaboration platform where work gets done. Flat-rate pricing for unlimited users removes the scalability anxiety that plagues many growing teams. The platform emphasizes simplicity without sacrificing the depth needed for complex project delivery.
Key Features: Task management with subtasks, Gantt charts and multiple project views, time tracking with timesheets, online proofing tool for file reviews, team chat and discussions, custom workflows, project templates, file management with version control, custom roles and permissions, white labeling options
Trial: 14-day free trial
Monday.com
Monday.com has become synonymous with visual project management. Its colorful, intuitive boards make project status instantly understandable, even to stakeholders who don’t live in project management software. The platform’s strength lies in making complexity feel simple through thoughtful design and powerful automation.
Key Features: Highly customizable boards with color-coding, multiple project views including Kanban, timeline, calendar, automation recipes for workflow optimization, time tracking capabilities, advanced reporting and dashboards, extensive integration library, team collaboration tools, workload management, mobile apps for iOS and Android
Trial Information: Free plan for up to 2 users; 14-day trial on paid plans
Birdview PSA vs Microsoft Project Online and competitors
| Platform | Limitations | Where Birdview Wins |
| Microsoft Project Online | Legacy architecture prevents AI capabilities, has limited mobile functionality, is retiring September 2026, complex setup for non-technical users, and has poor real-time collaboration | Modern cloud architecture with AI-powered insights, full mobile access, active development roadmap, an intuitive interface for all skill levels, and built-in real-time collaboration |
| Smartsheet | Steep learning curve, performance issues with large datasets, expensive for full feature access, and limited native collaboration tools | Faster learning curve with better onboarding, consistent performance at scale, transparent pricing with all features included, and a purpose-built collaboration framework |
| Celoxis | Interface lacks modern polish, navigation can be clunky despite a long history, a higher price point, and limited collaboration features | Contemporary, polished interface, streamlined navigation, better value with a comprehensive feature set, robust collaboration tools built for distributed teams |
| OpenProject | Outdated interface, occasional crashes, the free version missing critical features, and resource management requires a paid upgrade | Modern, stable interface, comprehensive free trial, resource management included in base plans, reliable performance |
| ProofHub | Fewer third-party integrations, no free plan available, limited advanced reporting, and mobile app functionality gaps | 1000+ integrations through native and API connections, 14-day trial with full access, advanced BI-powered reporting and analytics, feature-rich mobile experience |
| Monday.com | Expensive for small teams, advanced features are locked in premium tiers, can be overwhelming for new users, and the mobile app has limitations | Scalable pricing for any team size, comprehensive features at all tiers, guided onboarding reduces overwhelm, full-featured mobile apps with desktop parity |
How to choose the right Microsoft Project Online alternative
The best alternative isn’t necessarily the one with the most features or the lowest price. It’s the one that aligns with how your team actually works.
Start by identifying your team‘s core needs. Do you need resource management, financial tracking, or client collaboration? Separate the must-haves from the nice-to-haves to stay focused on what truly matters. Consider your team‘s technical comfort level. Even the most powerful tool is useless if no one wants to use it, so look for intuitive platforms with strong onboarding support. Plan for growth by choosing a scalable solution that can expand with your team without forcing costly upgrades. Make sure it integrates well with your existing systems, like CRM, accounting, and communication tools, to avoid data silos. Finally, look beyond the subscription price. Factor in setup, training, and support costs, as a slightly higher fee can often mean smoother adoption and long-term savings.
Don’t wait until the September 2026 deadline to make your move. Try Birdview free for and experience what modern project management should feel like.
