Table of Contents
Table of Contents
“I chose Beebole because it’s much more flexible and adaptable than competitors.”
Project cost tracking software -also called cost control systems or project budgeting tools- is no longer just about time logs. The real challenge is financial clarity: knowing where money is going, predicting where it’s about to go, and reporting it in real time. The best project time tracking software offers powerful project budget management with tools for labor cost monitoring, project financial reporting, and insight into billable hours tracking.
That’s why we’re using what we call the Three Layers of Project Cost Control:
- Cost tracking – baseline logging of hours and expenses
- Budget forecasting – anticipating overruns before they hit
- Real-time reporting + integration – translating raw numbers into financial clarity
As you’ll see, most tools stop at Layer 1. A few dip into Layer 2, and almost none master Layer 3.
This ranking isn’t based on vendor hype. We looked at actual usability, reporting depth, integrations with tools PMs already live in (Google Sheets, Excel, QuickBooks), and what real project managers say on Reddit and PM Stack Exchange, G2, and Capterra.
TL;DR: What you’ll learn
Most project cost tracking tools either drown you in features you’ll never use or lock critical data behind clunky dashboards. The winners are the ones that give PMs a clear financial picture. We’ll cover:
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- Ease of cost tracking, including project budget management and labor cost management (not just time)
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- Reporting power (budget forecasting, profitability insights)
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- Integrations (PM + accounting stack)
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- Scalability (from agencies to enterprises)
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- User feedback (G2, Reddit threads, PM forums)
What is project cost tracking (vs budgeting & accounting)?
Project cost tracking = the operational layer of cost management. It covers:
- Capturing time and expenses
- Applying billing/cost rates
- Monitoring labor costs
- Enforcing budgets
- Surfacing variances
- Project financial reporting
ISO 21500/21502 calls it integrated project controls. The AACE (Association for the Advancement of Cost Engineering International) frames it as systematic cost control across the lifecycle. Translation: it’s not just a spreadsheet—it’s a process with real financial visibility.
In practice, effective project budget management combines three operational areas: billable hours tracking (capturing who worked on what), labor cost monitoring (applying rates and calculating true project costs), andproject financial reporting (surfacing budget variance and profitability insights). The best tools in 2025 handle all three seamlessly.
The top 10 project cost tracking tools in 2025 (Reviews + ratings)
Choosing the right project cost tracking software is no longer optional -it’s essential for keeping budgets predictable, margins healthy, and stakeholders informed. Whether you call it project budgeting software, project expense management tools, or job costing systems, the goal is the same: financial clarity across every project. Project managers today face overruns far too often -studies continue to show that one in six IT projects runs over budget by 200% or more. The right cost control platform acts as your early-warning system, helping you detect risks before they spiral.
In this guide, we’ll compare the top 10 project cost tracking tools, using real-world criteria like user reviews (G2, Capterra, Reddit threads), reporting depth, integrations with accounting stacks (QuickBooks, Xero, NetSuite), and cost scalability from small agencies to global enterprises.
How we chose these tools
We cut through the fluff. No “all-in-one unicorn SaaS” unless it actually helps PMs prevent budget overruns. We looked at:
- Real-world usability (Reddit and PM Stack Exchange rants included)
- Cross-functionality with finance and PM software
- Reporting depth (forecasting > vanity dashboards)
- Adoption rate in mid-market and enterprise teams
- How they fit into the three layers of project cost control
1. Why Beebole excels at project budget management and labor cost monitoring
⭐ 4.7 G2, 4.6 Capterra
Beebole isn’t trying to be your project management tool, it’s aimed at project financial visibility. If your main headache is turning time tracking into clear, reliable project cost tracking, Beebole is the tool designed for it. Where tools like Harvest and Smartsheet give you snapshots, Beebole goes deeper: it combines cost tracking, billing rates, billable hours tracking, and budget insights into one system. This gives you a handle on overall project budget management, labor cost monitoring, and lays the basework for in-depth project financial reporting.
Beebole is built for agencies, consultancies, and enterprises, and its strength lies in helping teams move beyond simple time logs to full Layer 3 project cost control: tracking, forecasting, and real-time reporting.
Why Beebole stands out for tracking project costs and project budget management
- Layer 1 (Cost tracking): Assign hourly, fixed, or non-billable rates at client, project, subproject, or employee level. Tracks costs across multiple projects or clients simultaneously. Flexible rates and costs can be set for team members, clients, projects, subprojects, and tasks with hourly, fixed, and non-billable options.
- Layer 2 (Budget forecasting): Set budgets on projects and subprojects to avoid overspending and improve forecasting; monitor billable hours tracking.
- Layer 3 (Real-time reporting & integrations): Powerful project budget management with direct integrations with Google Sheets and Excel power live financial dashboards without messy CSV exports. Beebole supports multi-currency reporting for global teams.
Beebole’s key features
- Flexible billing rates (hourly, fixed, or flat-fee)
- Maximum customizability with custom fields
- Multi-currency support for international teams
- Real-time financial reporting: custom reports and powerful integrations with Google Sheets and Excel provide a clear view of project performance and profitability while also streamlining invoicing and payroll.
- Integrations with major accounting tools (e.g., QuickBooks)
- Scales from 10-person agencies to enterprise PMOs
⚠️ Gap: Expense receipt tracking is on the roadmap. Until then, users can integrate Beebole with expense tracking software (and much more!).
User feedback
- G2 Rating (2025): 4.7/5
- Praised for: easy configuration, powerful reporting, flexible billing
- Criticism: Lack of native expense management (expected update 2026)
Pricing snapshot
- Free trial available
- Paid plans start at approx. $9.99/user/month (mid-market friendly, scales affordably compared to enterprise PSA tools like Kantata or NetSuite OpenAir)
👉 Best for: Agencies, consultancies, and enterprises that need clarity on project costs, accurate budget forecasts, and financial reporting without building manual spreadsheets
2. Harvest
⭐ 4.5 G2, 4.6 Capterra
Harvest is primarily a time tracking tool with light cost features, making it a fit for smaller agencies and consultants. It provides solid Layer 1 cost tracking and some Layer 2 functionality, but its reporting depth falls short of enterprise needs.
Three layer fit
- Layer 1 (Cost tracking): Strong time and expense logging
- Layer 2 (Budget forecasting): Limited—only basic budget alerts
- Layer 3 (Reporting/integrations): Integrates with QuickBooks, Xero, and Stripe, but reporting is relatively simple
Key features
- Quick and intuitive time + expense logging
- Built-in invoicing for clients
- Integrates with task tools (Asana, Trello, Basecamp)
User feedback
- G2 Rating: 4.3/5
- Users highlight ease of use and invoicing but note weak analytical reporting
Pricing snapshot
- Free for 1 user
- Paid plans at $12 per seat/month
👉 Best for: Freelancers, consultants, and small teams needing straightforward time + expense management with minimal setup
3. Mavenlink (Kantata)
⭐ 4.4 G2, 4.5 Capterra
Rebranded as Kantata, Mavenlink is designed for professional services organizations (PSOs) where utilization and profitability matter. Offers enterprise-grade Layers 1 and 2, with strong forecasting, but reporting is heavier and best suited for large teams.
Three layer fit
- Layer 1: Robust time, cost, and resource logging
- Layer 2: Advanced forecasting and margin management for professional services
- Layer 3: Enterprise dashboards with integrations, but requires training to use fully
Key features
- Resource optimization + utilization analytics
- Deep financial forecasting for service-based firms
- Integrations with Salesforce, NetSuite
User feedback
- G2 Rating: 4.2/5
- Users value forecasting accuracy, but mention a steep learning curve
Pricing snapshot
- Enterprise-oriented, pricing on request. Reported starting at $59/user/month
👉 Best for: Mid-size and enterprise services firms that need detailed utilization and profitability analysis
4. Smartsheet
⭐ 4.4 G2, 4.5 Capterra
Smartsheet brings spreadsheet familiarity with PM dashboards, making it popular among organizations tied to Excel/Google Sheets. Its flexibility allows cost tracking templates, but forecasting requires customization.
Three layer fit
- Layer 1: Spreadsheet-style time and cost tracking
- Layer 2: Budgeting possible with formulas but not automated
- Layer 3: Advanced dashboards exist, but manual-heavy reporting
Key features
- Budget and cost tracking templates out of the box
- Flexible dashboards for reporting
- Integrates with Microsoft 365/Google Workspace
User feedback
- G2 Rating: 4.4/5
- Strength: flexibility; Weakness: complexity at scale
Pricing snapshot
- Pro plan from $7/user/month, Business plan $25/user/month
👉 Best for: PMs already using spreadsheets who want a familiar but more scalable system
5. monday.com
⭐ 4.6 G2, 4.7 Capterra
monday.com isn’t natively a cost tracking platform, but it can be configured for it with add-ons and formulas. Strong visualization options make it appealing to PMs wanting oversight without deep finance integration.
Three layer fit
- Layer 1: Can track costs via custom fields
- Layer 2: Limited, setup is manual
- Layer 3: Good visualization (Gantt, Kanban), weaker in finance integrations
Key features
- Task management + cost tracking fields
- Highly visual dashboards
- Marketplace add-ons for expenses/budgeting
User feedback
- G2 Rating: 4.7/5
- Teams love UI but criticize cost control limitations
Pricing snapshot
- Free tier
- Paid plans start at $9/user/month
👉 Best for: Teams already using monday.com who want basic cost visibility without switching platforms
6. Wrike
⭐ 4.3 G2, 4.4 Capterra
Wrike delivers strong mid-to-enterprise level cost tracking and forecasting, with customizable workflows. However, the complexity can overwhelm smaller teams.
Three layer fit
- Layer 1: Solid task/cost setup with custom fields
- Layer 2: Available at higher tiers (Business/Enterprise)
- Layer 3: Reporting integrates with finance tools, but requires admin support
Key features
- Robust workflows + automated approvals
- Customizable financial fields
- Integrations with accounting/finance platforms
User feedback
- G2 Rating: 4.2/5
- Users cite steep setup/admin demands
Pricing snapshot
- Free plan for small teams
- Business plan from $24.80/user/month
👉 Best for: Larger enterprises with dedicated admins needing tailored financial workflows
7. Zoho Projects
⭐ 4.2 G2, 4.3 Capterra
Zoho Projects serves startups and SMBs with low-cost project cost tracking, especially if paired with Zoho Books.
Three layer fit
- Layer 1: Strong for basic cost/time tracking.
- Layer 2: Limited forecasting.
- Layer 3: Reporting exists but relies on Zoho ecosystem.
Key features
- Seamless integration with Zoho Books/Expense
- Invoicing automation possible inside Zoho suite
- Affordable entry point
User feedback
- G2 Rating: 4.3/5
- Valued for affordability, limited scalability
Pricing snapshot
- Free for up to 3 users
- Paid from $5/user/month
👉 Best for: Startups and SMBs who want affordable, ecosystem-based cost tracking
8. ClickUp
⭐ 4.7 G2, 4.7 Capterra
ClickUp promises to replace multiple tools, offering light cost tracking among a wide feature stack. Ideal for teams focused on tasks and productivity, less so for financial clarity.
Three layer Fit
- Layer 1: Can log costs via custom fields
- Layer 2: None natively
- Layer 3: Good visual dashboards, weak financial integrations
Key Features
- Task/project management
- Customizable fields for costs
- Integration marketplace
User feedback
- G2 Rating: 4.7/5
- Loved for versatility; not suitable as primary financial tool
Pricing snapshot
- Free forever tier
- Paid from $7/user/month
👉 Best for: Teams who want cost visibility baked into an all-in-one tool without demanding financial depth
9. NetSuite OpenAir
⭐ 4.2 G2, 4.3 Capterra
NetSuite OpenAir is a full PSA (Professional Services Automation) platform with ERP-level depth. Built for enterprise organizations, it covers all Three Layers but at a high cost.
Three layer fit
- Layer 1: Enterprise-grade logging
- Layer 2: Advanced forecasting + utilization modeling
- Layer 3: Deep ERP-level financial reports and integrations
Key features
- Global resource planning
- End-to-end project financial management
- Revenue recognition support
User feedback
- G2 Rating: 4.0/5
- Powerful, but “overkill” for smaller orgs
Pricing snapshot
- Enterprise pricing, typically $49+/user/month, varies by deployment
👉 Best for: Large enterprises scaling with complex financial/project needs
10. Microsoft Project
⭐ 4.3 G2, 4.4 Capterra
Microsoft Project remains relevant in legacy-heavy environments that require MS-native solutions. While powerful in scheduling and cost controls, the UX lags behind modern SaaS.
Three layer fit
- Layer 1: Strong scheduling and task budgets
- Layer 2: Forecasting possible, but heavily manual
- Layer 3: Limited unless tied into Power BI/Excel
Key features
- Deep scheduling + critical path analysis
- Native integration with MS stack
- Resource/cost allocation
User feedback
- G2 Rating: 4.1/5
- Robust but clunky user experience
Pricing snapshot
- Microsoft Project Plan 3 from $30/user/month
👉 Best for: Large organizations standardized on Microsoft stacks, especially IT/engineering
FAQ: Project cost tracking
Which tool is best for tracking project costs and billing rates across multiple clients?
Beebole. It’s built for agencies, consultancies, and enterprises that need flexible billing options (hourly, fixed, or non-billable). Harvest is a close second, but it’s less customizable at scale.
What’s the cheapest project cost tracking tool?
Zoho Projects ($5/user/month) and Beebole ($9.99/user/month) are on the lower end of options. Free: Harvest (1 user), ClickUp (forever plan).
What’s the best project cost tracking software with Google Sheets or Excel integration?
Beebole. Its real-time reporting connects directly with both, giving you clarity without manual exports. Smartsheet offers spreadsheets too, but Beebole is designed for financial reporting, not just task lists.
How do PMs avoid budget runs?
Use a tool with built-in budget forecasting. Beebole lets you set budgets on projects and subprojects, and lets you know when spend approaches limits. Wrike and Kantata offer similar features, but they’re heavier and enterprise-priced.
Related: Discover how Rancho Biosciences uses Beebole to avoid project cost overruns as they manage 100 projects at once.
What about tracking costs in multiple currencies?
Beebole supports multi-currency cost tracking, making it one of the few tools PMs on Reddit recommend for international teams.
Which tool handles multi-currency best?
Beebole supports multi-currency tracking. NetSuite OpenAir and SAP PS also handle this at enterprise scale.
Do any tools combine budgeting, accounting, and cost tracking?
ERP-adjacent tools (SAP PS, NetSuite OpenAir) do. For SMBs, pairing Beebole with QuickBooks or Xero covers it.
What about free project cost control software?
Harvest, ClickUp, and Zoho Projects offer free tiers—but with limitations on users and forecasting.
Can I track project profitability in Excel?
Yes, but expect fragile formulas and manual upkeep. Tools like Beebole integrate directly with Excel to automate this.
Does Beebole handle expense receipts?
Not yet. If expense tracking is mission-critical, pair Beebole with an expense management tool.
Key takeaways
The top project cost tracking tools fall into three clear layers:
- Layer 1: Cost Tracking (where most tools live).
- Layer 2: Budget Forecasting (where PMs gain some control).
- Layer 3: Real-Time Reporting + Integration (where Beebole stands out).
Where to go from here:
- If you just need basic logging, tools like Harvest or Zoho Projects will do.
- If you need enterprise forecasting, Wrike and Kantata are contenders.
- But if you want all three layers in one tool — cost tracking, forecasting, and real-time reporting — Beebole is the software that consistently delivers across teams, clients, and currencies.
In other words, don’t settle for Layer 1 project cost tracking. Get to Layer 3 control. That’s how PMs keep projects profitable, predictable, and future-proof.
Katie is a digital marketer who researches and writes about project management, leadership, and best practices in business operations. She's on a mission to spread the word about the value of accurate and easy project time tracking. Through her interviews, research, and articles, Katie hopes to help professionals on their journey to a happier, more efficient work day.
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