As a small business owner, you’re likely juggling multiple tasks, managing a team, and striving to meet deadlines—all while staying within budget. It’s a lot to handle, and without the right tools, it’s easy for projects to fall behind, communication to break down, and for you and your team to feel overwhelmed. The passion that drove you to start your business can quickly get buried under administrative chaos.
This is where project management software comes in. These powerful business management tools are designed to help small businesses like yours bring order to the chaos. They streamline workflows, improve team collaboration, and keep everything organized in one central place. Whether you’re managing a remote team, tracking complex projects, or simply trying to stay on top of daily tasks, the right software can make all the difference in your journey to success.
In this guide, we’ll explore the best project management software for small businesses in 2025. We will review top solutions, break down essential features, and provide practical tips on how to choose the one that’s a perfect fit for your unique needs and goals.
What is small business project management software?
At its core, small business project management software is a dedicated tool designed to help teams plan, execute, monitor, and complete projects efficiently. Think of it as the central nervous system for your business operations. It’s far more than just a digital to-do list; it’s a comprehensive business management platform where all project-related activities converge.
This type of software helps in managing a business by providing a structured framework for every project. It allows you to break down large, complex goals into manageable tasks, assign them to team members, set deadlines, and track progress in real-time. This clarity ensures that everyone on the team knows exactly what they are responsible for, when it's due, and how their work contributes to the bigger picture.
Furthermore, these computer programs for business management serve as a single source of truth. Instead of scattering information across emails, spreadsheets, and messaging apps, all project files, discussions, and status updates are kept in one accessible location. This centralization is crucial for maintaining alignment, reducing misunderstandings, and empowering your team to make informed decisions quickly. From resource allocation and budget tracking to workflow visualization and reporting, these business management solutions provide the structure needed to deliver projects on time and on budget. 👉Use this Lark template to manage your project
Top features to look for in small business management software
When choosing a project management software for your small business, it’s essential to look beyond the flashy marketing and focus on the features that will genuinely impact your team's productivity and success. The best business management software balances powerful functionality with a user-friendly experience. Here are the key features to consider:
Ease of use
Your team shouldn’t need a specialized degree to use the software. The best software for business has an intuitive interface and requires minimal onboarding. If a tool is complicated, it creates a barrier to adoption, and you’ll find your team reverting to old, inefficient methods. Look for a clean design, clear navigation, and helpful support resources.
Collaboration features
Modern work is collaborative. Your chosen company management application must facilitate seamless teamwork. Look for features like real-time messaging, file sharing with version control, commenting directly on tasks, and shared calendars. These tools are especially critical for remote or hybrid teams, as they help bridge the physical distance and keep everyone connected and on the same page.
Task and workflow management
A good tool should allow you to organize, assign, and track tasks with ease. Key features to look for include different project views like Kanban boards, Gantt charts (timelines), and lists. The ability to set task dependencies—where one task cannot start until another is finished—is also crucial for managing complex projects and ensuring a smooth workflow.
Scalability
Your business is growing, and your software should be able to grow with you. A solution that’s perfect for a team of three might not work for a team of thirty. Choose a business management platform that offers scalable plans and advanced features you can opt into as your needs evolve. This prevents the major disruption of having to switch systems down the line.
Cost-effectiveness
Budget constraints are a reality for most small businesses. The best company management software offers transparent pricing and a high return on investment. Look for tools with a robust free plan or an affordable entry-level tier that provides the core features you need. This allows you to get started without a significant financial commitment.
Integrations
Your project management tool doesn’t exist in a vacuum. It needs to work seamlessly with the other software that helps in managing a business, like your email, cloud storage, and communication apps. Strong integration capabilities save time, reduce manual data entry, and create a more unified business management system software.
An integrated business management software will offer these features as a cohesive package. Lark, for example, natively combines task management and workflow automation with its built-in suite of collaboration tools, creating a seamless all-in-one business platform.
8 best small business management software reviewed
Choosing the right company management application can feel like a monumental task, especially with so many options available. To help you make an informed decision, we’ve reviewed eight of the top software for business in 2025. Each of these business management solutions is tailored to meet the unique needs of small businesses, from affordability and ease of use to scalability and advanced functionality.
1. Lark
Overview
Lark is more than just a project management tool; it’s a truly transformative all-in-one business platform designed to centralize and streamline how small businesses operate. It masterfully combines communication, collaboration, and project management into a single, unified experience, effectively eliminating the need to juggle multiple applications. This integrated business management software is particularly valuable for small teams that need to maximize efficiency and drive productivity without stretching their budget. What truly sets Lark apart is its intuitive design and powerful free tier, ensuring your team can adapt quickly and access robust features from day one. Whether you’re managing remote teams, coordinating complex projects, or simply aiming for better daily organization, Lark provides the ultimate business management system software to keep your company connected, aligned, and moving forward.
Key features
Integrated task and project management: Lark Base is a powerful and flexible database tool that lets you build custom project trackers, task lists, and workflows. You can visualize your work using various views like Kanban boards, Gantt charts, grids, and calendars, all tailored to your team's specific needs.
Seamless communication in context: Say goodbye to siloed conversations. Lark’s built-in Messenger allows you to have discussions directly related to a task or document. You can instantly turn a message into an actionable to-do item, assign it to a team member, and set a deadline without ever leaving the chat. It also includes high-quality video conferencing and voice calls.
Centralized knowledge and file storage: Organize all your project documents, notes, and team knowledge in one place with Lark Docs and Wiki. Team members can co-edit documents in real-time, comment, and access a single source of truth for all project information, eliminating version control issues.
Customizable workflows and automation: Automate repetitive tasks and create custom workflows without needing any coding knowledge. Set up triggers that automatically send notifications, update task statuses, or request approvals, saving valuable time and reducing the risk of manual error.
Shared team calendars: Lark’s shared calendars integrate seamlessly with your projects and tasks. Schedule meetings, set project milestones, and get a clear overview of team availability and deadlines to prevent scheduling conflicts and keep everyone aligned.
Pricing
Lark offers a generous free plan that is ideal for small businesses, along with scalable paid plans. 👉 See Lark pricing
Free: Includes a comprehensive suite of 11 free tools like Base, Messenger, Calendar, unlimited AI translation in chats and more, 100 GB of cloud storage, task management, and collaborative docs for up to 20 users.
Pro: Starts at $12 per user/month, offering more storage, advanced features, and increased administrative controls.
Enterprise: Custom pricing for larger organizations requiring advanced security and dedicated support.
Best for
Small to medium-sized businesses looking for cost-effective, powerful, and the best all-in-one business management software to unify communication, collaboration, and project management, thereby reducing app clutter and boosting overall team productivity.
2. Trello
Image source: trello.com
Overview
Trello is renowned for its visual and intuitive approach to task management. Its core strength lies in its Kanban-style boards, which allow teams to manage workflows with simple drag-and-drop functionality. Each project gets its own board, stages are represented by lists, and individual tasks become cards that move across the board as they progress. This visual simplicity makes it an incredibly popular choice for small teams and individuals who need a straightforward way to organize work without a steep learning curve.
Key features
Visual Kanban boards: Easily create and customize boards, lists, and cards to track project stages.
Task details: Add checklists, due dates, attachments, and comments to each card to keep all relevant information in one place.
Power-ups: Extend Trello’s functionality by integrating with other popular apps like Slack, Google Drive, and Evernote.
Automation with Butler: Create rules, buttons, and commands to automate common actions on your boards, saving time on repetitive tasks.
Pricing
Free: Up to 10 collaborators/workspace.
Standard: Starts from $5/user/month.
Premium: Starts from $10/user/month.
Enterprise: Starts from $17.5/user/month.
Best for
Small teams and individuals who prefer a highly visual, simple, and flexible tool for managing straightforward projects and daily tasks.
3. Asana
Image source: asana.com
Overview
Asana is a powerful and popular project management platform designed to help teams organize, track, and manage their work. It excels at handling complex projects with multiple dependencies and moving parts. Asana provides a central place for teams to plan projects, assign tasks, set deadlines, and communicate about their work, ensuring clarity and accountability across the board. Its focus on workflow automation and multiple project views makes it a robust choice for growing businesses aiming to standardize processes and boost productivity.
Key features
Multiple project views: Switch between Lists, Boards, Timelines (Gantt charts), and Calendar views to visualize work in the way that suits you best.
Task and workflow management: Create tasks, subtasks, and set dependencies to ensure work happens in the right order.
Workflow automation: Use the rule builder to automate routine tasks, such as assigning work, updating statuses, and moving tasks between project sections.
Reporting and portfolios: Track project progress and team workload with real-time dashboards and manage multiple projects at once with Portfolios.
Pricing
Free: Up to 10 teammates
Starter: Starts from $10.99/user/month
Advanced: Starts from $24.99/user/month
Enterprise: Custom pricing
Best for
Small to medium-sized businesses with complex workflows and multiple ongoing projects that require strong task management and process automation features.
4. ClickUp
Image source: clickup.com
Overview
ClickUp markets itself as the "one app to replace them all," and it lives up to that promise with an incredibly comprehensive feature set. This all-in-one software is designed to be a fully customizable workspace for any team. It combines task management, documents, spreadsheets, chat, goals, and more into a single platform. Its main appeal is its flexibility; you can tailor almost every aspect of the software to fit your team's unique workflow, making it a powerful business management application for businesses that want granular control.
Key features
Customizable everything: Create custom statuses, fields, and views to manage any type of work.
15+ views: Beyond standard lists and boards, ClickUp offers Box, Calendar, Gantt, and Mind Map views, among others.
Integrated tools: Features like Docs, Whiteboards, and real-time Chat are built directly into the platform.
Goal tracking: Set clear goals and link them to specific tasks to monitor progress toward your business objectives.
Pricing
Free forever: Generous free plan with unlimited tasks and members.
Unlimited: Starts at $7 per user/month, adding unlimited storage and integrations.
Business: Starts at $12 per user/month, offering advanced automation and time tracking.
Enterprise: Custom pricing.
Best for
Tech-savvy small businesses and teams who want highly customizable, feature-rich, all-in-one business software and don't mind a bit of a learning curve to set it up perfectly.
5. Monday.com
Image source: monday.com
Overview
Monday.com is a Work Operating System (Work OS) that provides a visually appealing and highly flexible platform for managing projects, workflows, and team collaboration. Its colorful, spreadsheet-like interface is intuitive and makes it easy to see who is working on what and when. Monday.com is excellent for a wide range of use cases beyond just project management, including CRM, marketing campaign tracking, and inventory management, thanks to its extensive customization options and templates.
Key features
Customizable workflows: Build boards from scratch or use one of hundreds of templates to manage any process.
Multiple data visualizations: View your data as a Kanban board, calendar, timeline, or chart to get the insights you need.
Powerful automation: Automate repetitive work, such as sending notifications or creating tasks based on specific triggers.
Dashboards and reporting: Create centralized dashboards that pull data from multiple boards to get a high-level overview of project status.
Pricing
Free: Up to 2 users with basic features.
Basic: Starts at $9 per user/month.
Standard: Starts at $12 per user/month.
Pro: Starts at $19 per user/month.
Enterprise: Custom pricing.
Best for
Small businesses, especially in creative or marketing fields, that need a highly visual, flexible, and user-friendly platform for managing diverse projects and cross-departmental collaboration.
6. Wrike
Image source: wrike.com
Overview
Wrike is a robust and versatile project management software designed for growing small businesses and mid-sized enterprises. It offers a high degree of control and visibility over complex projects and team resources. Wrike's platform is built around a folder-based hierarchy, which is excellent for organizing work across different departments and teams. It provides powerful features for planning, real-time collaboration, and in-depth reporting, making it a strong contender for businesses that are scaling up their operations.
Key features
Customizable dashboards and workflows: Tailor the platform to match your team’s processes and get at-a-glance updates on project health.
Time tracking and resource management: Monitor team workload and track time spent on tasks to optimize resource allocation.
Dynamic request forms: Standardize work intake by creating custom forms that automatically turn requests into tasks.
Advanced analytics and reporting: Generate detailed performance reports to gain insights into project progress and team productivity.
Pricing
Free: For teams getting started.
Team: Starts from $10/user/month.
Business: Starts from $25/user/month.
Enterprise: Custom pricing.
Pinnacle: Custom pricing; for teams with complex work needs.
Best for
Growing small businesses and marketing or professional services teams that require advanced control, detailed reporting, and resource management capabilities for complex projects.
7. Zoho Projects
Image source: zoho.com
Overview
Zoho Projects is a comprehensive and affordable project management solution that is part of the larger Zoho ecosystem of business apps. This makes it an incredibly powerful choice for small businesses that already use or are considering other Zoho products like Zoho CRM or Books. It offers a solid set of features for planning projects, tracking tasks, and collaborating with team members. Its strength lies in its ability to handle both simple and complex projects with tools like Gantt charts and detailed reporting.
Key features
Task management: Create projects, task lists, milestones, and dependencies to structure your work.
Gantt charts and resource management: Plan and visualize project timelines and get a clear view of your team's workload.
Time tracking and billing: Log billable and non-billable hours with built-in timesheets and create invoices for clients.
Seamless Zoho integration: Connects effortlessly with other apps in the Zoho suite for a unified business management experience.
Pricing
Free: Up to 5 users.
Premium: Starts from $4/user/month.
Enterprise: Starts from $9/user/month.
Projects plus: Custom pricing.
Best for
Small businesses on a tight budget or those already invested in the Zoho ecosystem who want a feature-rich and well-integrated project management tool.
8. Basecamp
Image source: basecamp.com
Overview
Basecamp is one of the pioneers in the project management software space, known for its focus on simplicity and centralizing team communication. It's designed to be a straightforward, no-frills tool that brings everything a team needs for a project—discussions, to-do lists, files, and schedules—into one organized place. Basecamp intentionally avoids the feature overload of some competitors, making it an excellent choice for businesses that want to improve organization and communication without getting bogged down in complex features.
Key features
Centralized project spaces: Each project has its own dedicated space with all the necessary tools.
Message board: A forum-style discussion area to keep important conversations organized and out of email.
To-do lists: Simple task lists that can be assigned to team members with due dates.
Docs & files: A central repository for all project-related documents and assets.
Flat-rate pricing: One price for unlimited users and projects.
Pricing
Free: Run one project at a time.
Basecamp: A flat fee of $15 per user/month.
Pro Unlimited: A flat fee of $299/month for unlimited users and more storage.
Best for
Small businesses and teams that prioritize clear communication and a simple, centralized hub for projects over complex features like Gantt charts or detailed reporting.
How to choose the right company management software for small businesses: A step-by-step guide
Picking the right software from a list of top performers can still be challenging. The best business management software for one company might not be the right fit for another. Follow this step-by-step guide to make a confident decision that aligns with your specific business needs.
Identify your primary needs and pain points: Before you look at any features, look inward. What are the biggest challenges your team faces? Is it disorganized communication, missed deadlines, poor resource allocation, or a lack of visibility into project progress? Make a list of your top 3-5 problems you need the software to solve.
Set a realistic budget: Determine how much you can comfortably allocate to a new software subscription, both now and in the near future. Remember to consider per-user pricing versus flat fees. This will help you narrow down your options to what is financially sustainable for your business.
Evaluate core features against your needs: Now, go back to your list of needs and compare it against the features offered by your shortlisted tools. Prioritize software that directly addresses your main pain points. Don’t get distracted by a long list of features you’ll never use.
Take advantage of free trials and demos: This is the most critical step. There's no substitute for hands-on experience. Sign up for the free plan or trial for your top 2-3 choices. Create a small test project and invite a few team members to use it with you. This will reveal how intuitive the software truly is.
Consider scalability and future growth: Think about where your business will be in one or two years. Will your team have grown? Will your projects be more complex? Choose a company software program that can scale with you, offering more advanced features and higher user limits as you need them.
Check for essential integrations: Make a list of the other tools your business relies on daily (e.g.Lark, QuickBooks, Slack). Ensure your chosen project management software integrates smoothly with them to create a connected and efficient digital ecosystem.
To simplify your evaluation, start with a tool designed to solve multiple challenges at once. Lark’s all-in-one platform allows you to test communication, project management, and automation together, providing a holistic view of its potential impact on your business.
Common challenges faced by small businesses with business management tools
Adopting a new business management tool is a significant step, but it’s not always a smooth journey. Small businesses, in particular, often face a unique set of hurdles that can hinder the successful implementation of new software. Understanding these challenges ahead of time can help you prepare for and overcome them.
High cost: The price of premium software can strain a tight budget, making it difficult for small businesses to invest in powerful tools without significant financial commitment.
Poor user adoption: A steep learning curve or a non-intuitive interface can discourage team members who are already stretched thin, leading them to abandon the new tool and revert to old habits.
Feature overload: Many platforms are packed with complex features that a small business may never use. This "bloat" can make the software overwhelming and more of a hindrance than a help.
Lack of scalability: Conversely, a tool might be too simple. While it may work for a team of five, it can lack the critical functionality needed to support the business as it grows and its needs become more complex.
Disconnected tools: Using multiple, separate applications for different tasks creates information silos and inefficient workflows. This forces teams to waste time switching between apps and searching for scattered information.
Lark is designed to mitigate these common issues by offering a powerful free tier, an intuitive interface for quick adoption, and an integrated platform that eliminates the need for fragmented tools.
Final thoughts on small business management software
Investing in the right small business project management software is no longer a luxury—it's a fundamental step toward sustainable growth and operational excellence. The right tool can transform how your business operates, replacing disorganized spreadsheets and scattered communication with streamlined workflows, enhanced team collaboration, and crystal-clear organization. By centralizing your projects, you empower your team to work more productively, meet deadlines consistently, and focus on delivering high-quality results instead of getting lost in administrative tasks.
The journey to finding the perfect fit requires a thoughtful evaluation of your unique needs, budget, and team dynamics. By taking the time to test different options and prioritize features that truly matter, you can select a business management solution that not only solves today's challenges but also scales with you for future success. This strategic decision will pay dividends in efficiency, cost savings, and a more aligned, motivated team.
If you’re ready to bring all your work into one place, consider starting with a platform built for holistic business management. Empower your team with Lark, the all-in-one software designed to simplify complex project management and unlock greater productivity today.
Frequently asked questions
What is the difference between project management and task management software?
Task management software focuses on organizing individual to-do lists and simple tasks. Project management software is more comprehensive, designed to handle complex projects from start to finish. It includes features for planning, resource allocation, team collaboration, and tracking progress toward larger goals, offering a broader strategic overview.
How important is mobile access for project management software?
For modern small businesses, mobile access is crucial. It allows you and your team to stay updated, manage tasks, and communicate on the go. A robust company management app ensures that work doesn't stop when you're away from your desk, boosting flexibility and responsiveness for the entire team.
What kind of customer support should I expect for small business software?
Look for software providers that offer accessible support channels, such as live chat, email, or a comprehensive knowledge base with tutorials and guides. Good support is vital for small businesses, as it helps you resolve issues quickly and maximize the value you get from the tool without needing a dedicated IT team.
How do I ensure my company's data is secure?
When choosing a business management platform, prioritize those with strong security features. Look for industry-standard encryption, secure data centers, role-based access controls, and compliance with data privacy regulations. Reputable providers will be transparent about their security measures on their website to give you peace of mind.
How can I encourage my team to adopt the new software?
To ensure user adoption, involve your team in the selection process. Choose a user-friendly tool and provide clear training. Start by highlighting how the software will solve their specific pain points and make their work easier. Leading by example and celebrating early wins can also build positive momentum.
Can I use these project management tools offline?
Some, but not all, project management applications offer offline functionality. This feature allows you to view and sometimes edit tasks and projects without an internet connection, with changes syncing automatically once you're back online. If your team frequently works in areas with unreliable connectivity, this is a key feature to look for.
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