Managing multiple projects is tough enough—chasing deadlines, balancing resources, and staying in sync with your team requires real discipline. But add in the challenge of tracking billable hours, handling client invoicing, and managing expenses across scattered tools, and most businesses quickly feel overwhelmed.
Unified project management and billing software offers a smarter way forward. By combining all core operational needs—from tracking project progress to automating invoices—these tools cut out inefficiencies, reduce errors, and create much-needed transparency. Workflow bottlenecks fade, and teams can focus on delivering value (not digging through emails or switching between disconnected apps).
The best platforms don’t just centralize your data; they enable smart automation, instant reporting, role-based data views, and seamless collaboration—all in one workspace. With everything in sync, you can track work, collaborate in context, and ensure accurate, on-time billing every time.
This guide explores what project management and billing software really is, what makes the top choices stand out, and how to find the right fit for your needs.
What is project management and billing software?
Project management and billing software brings together two essential workflows: keeping your projects moving forward, and making sure you get paid for the work you deliver.
Unlike separate apps for task tracking and invoicing, integrated platforms allow you to manage projects, log time, track expenses, and generate invoices all from one space. This reduces the risk of data errors, missed hours, and delayed billing.
Core features typically include:
Visual project and task tracking with real-time updates
Time logging connected directly to billable work
Expense capture and approval flows tied to specific clients or jobs
Automated invoicing generated from project milestones or approved work
Centralized discussions, document sharing, and notification systems
Reporting dashboards for project status and financial tracking
Who needs it?
Agencies, consultancies, creative teams, and growing businesses benefit most—especially those handling multiple clients or projects, or who need accurate, agile billing.
Why does integration matter?
When your workflow, data, and billing all live together, you get cleaner processes, less manual effort, and much faster financial closeouts. For example, finishing a milestone can automatically trigger an invoice, a notification to your client, and an internal report update, all without jumping between systems.
What makes the best project management and billing software?
Choosing any project management and billing software is not enough—the real difference comes from solutions that embed deep integration and frictionless automation into your workflow.
Key best practices include:
True integration: Project updates, timesheets, and expenses should all auto-flow into your billing process, not require extra data entry. Look for platforms where project progress and financial status update together in real time.
Collaboration in context: The best tools keep chats, files, and feedback tied directly to tasks and invoices. This way, everyone on your team—and your clients—can find the information they need, when they need it.
Automation everywhere: From task reminders to automatic invoice generation, built-in workflow automation reduces errors, speeds up delivery, and saves endless admin time. No-code automation builders can help tailor these flows to your business.
Custom permissions and data visibility: You should be able to control who sees project or billing details—finance team, project managers, or even external clients. This protects sensitive info while supporting the right level of transparency.
Reporting and analytics: Instant dashboards, audit trails, and project profitability reports provide clarity on both project success and financial performance.
Scalability and customization: As your business grows, your platform should adapt—offering more integrations, advanced modules, and low-code builders for unique workflows.
A software solution meeting these standards doesn’t just replace your old tools—it transforms how your whole team works.
The best project management and billing software at a glance
In-depth reviews of the top project management and billing software
1. Lark: Flexible, unified project and billing management for dynamic teams
Overview:
Lark is a next-generation project management and billing software designed to unify team collaboration, workflow automation, and billing into one customizable digital workspace. It stands out for its powerful low-code environment—Lark Base—that lets businesses shape the platform to meet unique project and billing needs. Whether managing ongoing client projects, tracking billable hours, or automating invoices, Lark empowers teams to streamline operations, enhance transparency, and reduce manual work across the board.
Key features:
Lark Base for custom project & billing pipelines
Quickly build databases, automations, and interfaces that directly connect project tracking with expenses, approvals, and billing events—without writing code.
Create relationships between task records, client data, billable hours, and invoices.
Customize tables to reflect your workflow (e.g., add columns for approval dates, billing triggers, or payment status).
Design unique forms for time logging, expense claims, or client input, then automate how this data links to billing.
Integrated billing automation
Set up rules that convert completed project phases or approved deliverables directly into invoice drafts, saving admin time.
Link time entries or expenses submitted by team members to specific projects and clients, ensuring billing stays accurate and auditable.
Automatically send billing reminders, generate recurring invoices, and notify relevant stakeholders when payment status changes.
All-in-one project management
Plan and assign tasks; visualize workflow using views like Kanban, Gantt, or table.
Attach related documents, chat records, and approvals to project phases, tying every detail to your billing process.
View real-time project status updates and link them directly to financial dashboards.
Built-in chat, threaded comments, and file sharing ensure all discussions, decisions, and project changes are accessible in the project context.
Collaborate with internal teams and external clients seamlessly—control who sees project or billing details with granular role-based permissions.
Analytics and dashboards
Build custom dashboards that report on project progress, outstanding invoices, client payment patterns, and profitability—using data from across your workspace.
Real-time visibility helps managers recognize bottlenecks and forecast cash flow more accurately.
Workflow automation with bots
Utilize no-code automation to trigger follow-ups, invoice creation, data syncing, or custom reminders based on almost any event in the system.
Price:
Free plan: Includes 11 powerful products, supporting up to 20 users, 100 GB storage, 1,000 automation runs and unlimited AI translation in chats, docs and email.
Paid plans: Starts at $12/user/month, supporting up to 500 users. Includes unlimited message history, 50,000 automated Base workflow executions per month.
Enterprise plan: Custom pricing.
Reviews:
Users highlight Lark’s unmatched flexibility, especially with Lark Base transforming how billing connects with project data. Teams report significant time savings through automated invoice creation, customizable dashboards, and smooth collaboration. Many customers note that role-based permissions help keep finances secure while maintaining project transparency for all stakeholders.
Best for:
Businesses and teams looking for a truly customizable project management and billing software—including agencies, consultancies, and growth-focused firms needing advanced automation and data visibility.
2. Scoro: All-in-one business management with financial clarity
Image source: scoro.com
Overview:
Scoro brings together deep project management and billing software features for agencies and professional service firms needing robust financial controls. Its platform combines project planning, budgeting, time tracking, billing, and reporting in a cohesive package.
Key features:
End-to-end project and billing workflow: Projects, tasks, timesheets, and invoices are all managed in one place, enabling seamless movement from planning to payment.
Built-in recurring billing: Recurring services, retainers, or ongoing projects are automated to bill clients on schedule.
Financial and project analytics: Track project profitability, unpaid invoices, and team performance using powerful dashboards.
Customizable quoting and invoicing: Quickly generate quotes and convert them to invoices as work progresses.
Limitations:
More configuration and onboarding are needed for maximum benefit; some features may be overwhelming for small teams.
Price:
Paid plans per user; free trial available.
Reviews:
Praised for detailed reporting, a unified project-to-billing process, and the ability to manage complex client relationships.
Best for:
Agencies, consultancies, and service firms with complex, multi-project and billing needs.
3. Wrike: Adaptable project management with integrated billing tools
Image source: wrike.com
Overview:
Wrike is project management and billing software known for workflow flexibility and cross-team alignment. Its time tracking and billing tools are built for organizations outgrowing spreadsheets and email-based approvals.
Key features:
Custom project templates and dashboards: Tailor project spaces to suit each team and client.
Time tracking linked to tasks: Billable hours flow directly into invoices or external accounting platforms.
Automated approvals and task dependencies: Minimize bottlenecks through automated handoffs and notifications.
Resource management: See real-time workload and project cost data.
Limitations:
Fees can add up quickly for advanced features; billing tools are primarily suited for time-based project work.
Price:
Free starter plan and tiered subscription options.
Reviews:
Users appreciate strong automation and integration, but some mention a learning curve for advanced reporting.
Best for:
Midsize companies to enterprises with specialized workflows needing integrated billing alignment.
4. ClickUp: Customizable teams and financial integrations for workflow control
Image source: clickup.com
Overview:
ClickUp offers fully customizable project management workspaces. While native billing tools are limited, integrations open up seamless workflow-to-bill automation for teams ready to invest in setup.
Key features:
Flexible task management: Visual boards, custom fields, time logging, and workflow automations.
Integration with billing and invoice apps: Use API connections or Zapier to sync projects with external billing software.
Permission controls: Granular access lets finance and project teams collaborate securely.
Reporting dashboards: Track task completion, time costs, and export data for billing.
Limitations:
Billing relies on integrations, not built-in modules.
Price:
Free version plus affordable paid tiers.
Reviews:
Praised for project control, though some users wish for stronger built-in invoicing.
Best for:
Teams that want a highly adaptable project environment paired with flexible billing integrations.
5. Zoho Projects: Collaboration-driven management linked to a billing suite
Image source: zoho.com
Overview:
Built for small and midsize businesses, Zoho Projects combines clear task tracking with built-in time and expense management—and seamless links to the Zoho billing ecosystem.
Key features:
Automatic timesheet approval: Syncs billable hours from projects to Zoho Invoice with one click.
Expense and resource tracking: Project-level expenses are fast to log and flow into billing reports.
Strong integration suite: Easily extend with Zoho Books or other modules for more accounting depth.
Team collaboration tools: Includes chat, forums, and document sharing alongside project milestones.
Limitations:
Full billing capability requires connecting with Zoho Invoice or Books.
Price:
Generous free plan and scalable paid options.
Reviews:
Well-liked for its integrations and collaborative environment.
Best for:
Small businesses or established Zoho users who want a unified project and billing solution.
6. Monday.com: Visual project management with automatable billing flows
Image source: monday.com
Overview:
Monday.com specializes in visual project planning, workflow automation, and team tracking. Billing features are enabled by integrations and well-crafted automation recipes.
Key features:
Colorful drag-and-drop project boards: Track status, dependencies, and resource allocation at a glance.
Automation between project milestones and billing: Create triggers for invoice reminders or data exports to billing apps.
Time tracking: Log project hours right in Monday, feeding billing reports.
App marketplace: Extend with billing and accounting integrations for growing needs.
Limitations:
Most billing automation managed through third-party tools.
Price:
Free basic version and scalable paid plans.
Reviews:
Highly rated for design and ease of use, though direct finance features are limited natively.
Best for:
Teams who want visual project tracking and mild billing integration.
7. Bonsai: Freelance project management with billing made easy
Image source: hellobonsai.com
Overview:
Bonsai blends proposals, contracts, project tracking, time logging, and billing specifically for freelancers and small creative teams.
Key features:
Automated contracts and onboarding flows: Streamline client starts and project kickoffs.
Integrated time tracking and expenses: Each entry can convert to an invoice line item.
Automated recurring invoices: Perfect for retainer work or ongoing consulting.
Tax and payment portal: Simplifies freelance financial compliance.
Limitations:
Limited to basics for larger teams; less suitable for complex multi-user setups.
Price:
Paid plans only, with trial access.
Reviews:
Very popular among freelancers who want everything—from client signup to payment—handled in one tool.
Best for:
Freelancers, independent consultants, and boutique agencies needing speedy, all-in-one workflow-to-billing.
8. Teamwork: Client-focused project management and billing in one system
Image source: teamwork.com
Overview:
Teamwork offers strong project management and billing software features, especially for agencies handling multiple clients at once.
Key features:
Integrated time tracking and billing: Log hours and expenses, then turn them into invoices instantly.
Client portal: Provide clients with a branded space for project approvals and billing history.
Comprehensive project reporting: Financial reports track project profitability and forecast billing needs.
Task and milestone management: Keeps projects transparent for both teams and clients.
Limitations:
Advanced features or reporting can require higher-tier plans.
Price:
Free basic plan; multi-level paid subscriptions available.
Reviews:
Appreciated for strong agency templates and client-service alignment.
Best for:
Agencies and professional services juggling numerous clients and complex projects.
9. FreshBooks: Intuitive finance-first platform with project support
Image source: freshbooks.com
Overview:
FreshBooks is renowned for its easy invoicing and expense management, adding enough project tracking to support small teams and solo business owners.
Key features:
Automated invoice creation and delivery: Tied to projects and time logs.
Expense tracking and client payment portals: Streamline client billing and record-keeping.
Project collaboration: Basic task assignments and document storage.
Payment reminders and recurring billing: Improve cash flow from projects.
Limitations:
Project management tools are basic compared to dedicated PM platforms.
Price:
Paid plans only, all with a free trial.
Reviews:
Loved for its simplicity, especially by freelancers; less robust for advanced project workflows.
Best for:
Solopreneurs and very small teams primarily focused on efficient billing with light project needs.
10. HoneyBook: Holistic project workflow and billing for client-based entrepreneurs
Image source: honeybook.com
Overview:
HoneyBook streamlines the journey from lead management to project completion, contract, and payment—ideal for creatives and small businesses.
Key features:
Automated project pipelines: Guide leads through contracting, project phases, and billing.
E-signature and client collaboration: All documents, approvals, and payment requests handled in-platform.
Rapid invoice and payment scheduling: Reduce time from work completion to payment.
Templates for workflows and communications: Establish best practices for consistent invoicing and follow-up.
Limitations:
Not designed for large team or enterprise-scale workflows.
Price:
Subscription only, with trial period offered.
Reviews:
Favored among creative entrepreneurs for a seamless, end-to-end client and project experience.
Best for:Photographers, designers, consultants, and solo entrepreneurs managing project work and billing in a single system.
How to choose the right project management and billing software
Choosing the best project management and billing software for your business doesn’t need to be overwhelming. Here’s a straightforward step-by-step guide to help you make a confident, informed decision:
Assess your workflow and pain points
Identify your biggest struggles—such as delayed invoicing, scattered project updates, or manual data entry—so you know exactly what to prioritize.
Define essential features and integrations
List must-haves like customizable billing, time tracking, workflow automation, reporting, and permissions. Consider what tools (e.g., email, calendars, or accounting platforms) need to integrate seamlessly.
Evaluate scalability and customization
Ensure the platform can grow with your team, support more users, offer process automation, and allow for future workflow enhancements without major disruption.
Test user experience and onboarding
Sign up for a free trial or demo. Involve real users from your team in testing the interface, automation, and especially the billing process. Onboarding guides and support resources should be easy to find and use.
Compare pricing transparently
Look for clear information on costs, including possible add-ons or long-term fees. Remember: The least expensive tool isn’t always the best value if it saves you time and prevents errors.
Check security and compliance
Make sure the software protects your client, project, and billing data through encryption, audit trails, and proper permissions. If handling sensitive client work, compliance support (such as GDPR readiness) can be crucial.
Review feedback and support
Search for real user reviews focusing on reliability, billing accuracy, and customer support. Try out the vendor’s help channels to see how quickly and thoroughly they respond.
Conclusion
Integrated project management and billing software is no longer a “nice to have”—it’s essential for any organization seeking efficiency, transparency, and healthy cash flow. The right solution streamlines your projects from kickoff to payment, connects teams, reduces errors, and speeds up your billing.
As you consider your options, focus on software that automates routine work, adapts to your unique needs, and scales as your business grows. Test thoroughly, ask the tough questions, and put your workflow first.
Ready to regain control of your projects and finances? Take that first step: trial your shortlisted platform and see how much simpler managing projects and billing can be. The right tool is out there—you just need to find the best fit for your success.
FAQs
How difficult is it to switch from separate tools to integrated project management and billing software?
Migration is often easier than expected; top platforms offer import tools, setup guides, and onboarding support to help your team transfer data and adjust quickly.
Is project management and billing software suitable for my industry?
Most leading solutions are flexible and offer customization for a wide range of industries, from agencies to construction or consulting—just check for any industry-specific templates or integrations you may need.
Are there hidden costs I should watch for?
Pay attention to user limits, add-on features, integration fees, and support plans. Carefully reviewing the pricing page and contract terms can help you avoid surprises.
What are the best free options for project management and billing software?
Some platforms offer robust free plans with core features, making them ideal for freelancers or small teams—though advanced billing or analytics may require a paid upgrade.
How secure is my project and billing data on these platforms?
Reputable software uses encryption, regular backups, and strict access controls to protect your information. Always verify a provider’s security certifications and compliance policies before you commit.
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