Track Your Project Management Tool Subscriptions
Project management tools multiply across teams. Dev uses Jira, ops uses Monday.com, the founders use Notion. CostLoop shows you exactly what you are paying for all of them and when each renews.
Popular Project Management Tools to Track
Asana
From $10.99/user/monthAnnual plans auto-renew with the full team seat count including inactive users. A single renewal can charge for a dozen seats that no longer belong to active employees.
Monday.com
From $9/user/monthMinimum 3 seats apply to every plan tier. Teams often pay for empty seats simply to reach the tier minimum, even when only one or two people are actively using the platform.
Jira
From $7.75/user/monthOrganisation-wide access means many users are licensed but rarely log in. Because Jira is often set as the default for all technical staff, seat counts grow well beyond the team that actually uses it daily.
Linear
From $8/user/monthAn engineering-first tool often paid for by teams who also maintain an active Jira subscription. Both tools serve similar purposes for different parts of the organisation, creating direct cost overlap.
ClickUp
From $7/user/monthA feature-rich platform with a large free tier. Teams frequently upgrade to a paid plan for one specific feature - such as time tracking or custom fields - and stay on that tier indefinitely even if the feature is rarely used.
Basecamp
From $15/user/month or $299/month flatThe flat plan suits larger teams where per-seat pricing would cost more. For smaller teams, the flat rate becomes expensive fast. Knowing which model applies to your team size determines whether you are overpaying.
Trello
From $5/user/monthOften kept as a legacy tool after a team has migrated to a more capable platform. The low per-seat cost makes it easy to overlook, but it adds up across all users who have never been offboarded from the workspace.
Smartsheet
From $9/user/monthA spreadsheet-style project management tool frequently adopted by operations teams independently from the main PM tool used by engineering or product. This creates a second PM subscription that leadership may not be aware of.
Prices shown are starting rates. Last reviewed July 2026 - verify current pricing on each vendor's website before purchasing.
Where Teams Overspend on Project Management Tools
Parallel tools running simultaneously
Engineering runs Jira or Linear, operations runs Monday.com or Asana, and neither team knows what the other is paying. Each tool is justified in isolation, but the combined spend on two overlapping platforms is rarely reviewed as a single line item.
Ghost seats from former employees
Users who leave the company are frequently forgotten in project management tool admin panels. Their seats keep billing at the same per-user rate month after month. On a 20-person plan, two or three ghost seats can add $20 to $30 every month with no benefit.
Tier lock-in for a single feature
Teams upgrade to a premium tier for one capability - Gantt charts, timeline views, automations, or advanced reporting - and stay on that tier long after the feature stops being used. The upgrade is easy to justify at the time; the downgrade never gets scheduled.
Annual contracts with no renewal alert
Asana, Monday.com, and Smartsheet all offer annual billing at a discount. That discount is attractive, but annual contracts renew automatically and the invoice arrives before anyone has had a chance to audit the seat count or reconsider the tool. Setting a reminder 14 days before renewal is the only reliable way to catch this.
How CostLoop Tracks Your PM Tool Costs
Add every PM tool with full detail
Enter the cost per seat, total seat count, and renewal date for each project management subscription. CostLoop calculates your total monthly and annual PM spend across all tools in one view.
Renewal reminders before it is too late
Get a reminder 14 days before each PM tool renews. Use that window to audit your user list, remove anyone who no longer needs access, and decide whether the tool is still earning its place in your stack.
One number for all PM spending
See your combined project management tool costs alongside your full software budget. Overlap between tools becomes visible immediately when their costs sit next to each other in the same dashboard.
Frequently Asked Questions
How much do teams spend on project management tools?
A 10-person team paying for Asana Premium ($10.99/user), Jira Standard ($7.75/user), and a shared Notion workspace ($10/user) can spend over $290 per month on project management alone - often across three overlapping tools. Consolidating to one platform typically saves $100-$200 per month for a team that size.
Why do companies end up paying for multiple project management tools?
Different departments adopt different tools independently. Engineering often uses Jira or Linear, while operations uses Monday.com or Asana, and leadership uses Notion. Each tool is individually justified, but the total cost adds up to significant monthly spend. A subscription audit reveals the overlap.
Is Basecamp's flat $299/month plan worth it for small teams?
Basecamp's flat $299/month plan is cost-effective for teams of 10 or more users who would otherwise pay per-seat. For teams under 10, per-seat tools like Asana or Linear are typically cheaper. The flat rate becomes compelling when you add more users without the cost increasing.
How do I reduce project management tool costs?
Start by auditing which tools are actively used. Log into each platform and check the admin panel for last-active dates per user. Remove inactive users before the next billing cycle. Then evaluate whether multiple tools serve different genuine needs or whether one platform could replace two. CostLoop helps you set reminders to do this review before each renewal.
See Your Full Project Management Tool Spend in One Place
Add your PM tools, set renewal reminders, and find out how much your team is spending across overlapping platforms. Free to start - no credit card required.
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