Every few years I try to reevaluate the software I’m using for tracking projects, invoices, time, etc.
I’m currently using:
Trello for project management
InvoiceNinja for billing
I used to use Billings Pro’s built in time tracker but that program has become a bit outdated … but I never found a good replacement for it and have ironically switched to an old fashioned spreadsheet.
What’s everyone else using?
I’m using Swift-to-do for time tracking and task reminders, but it doesn’t track it by the day - just the time per task.
So I’m exploring other options too, will watch this discussion with interest.
So I’ve tried quite a few different products over the years.trello is great. But don’t manage time vey well and I know you can get plugins but that typically leads to more subscriptions and products that aren’t that we’ll connected.
Asana is good, although again, no time tracking but the project planning is good. Although expensive.
I was using teamwork for a while, it ticked most of our boxes although it can be expensive when you have bigger teams etc.
In a bid to save money we’ve started using dozillo.com
It’s not bad. Missing some team features like commenting etc on tasks but apparently that’s coming in the near future. But it’s definitely more cost effective and it’s time tracking is built right into tasks and projects, meaning you can keep a good eye on costs and hopefully avoid going over budget on tasks etc
Various kinds software meant to help organize processes and procedures seem to make sense since they’re meant to bring order and efficiency to sometimes chaotic processes.
I keep hearing and reading about people who have good luck with various software packages that do these things. Despite several attempts spanning several different jobs with totally different people, I’ve never found anything yet that is flexible and simple enough to match up with the needs of whatever group I’ve been working with.
Instead, I’ve found they force people into unnatural workflow patterns, inhibit spontaneity and flexibility, don’t quite fit the way the workgroup works, and end up taking more time to use than they save.
There obviously needs to be ways of keeping track of and organizing important things, but I’ve found that it’s a matter of carefully identifying those things that really do need to be tracked and organized, then coming up with procedures that just do those basic things in the easiest ways possible. I’ve also found that once I reduce these things down to the essential basics, that they can usually be done with simple shared Google calendars and spreadsheets.
Managing time, billing, and projects effectively is critical for creative professionals. Over the years, I’ve explored tools like Trello for its visual simplicity, Asana for task prioritization, Basecamp for team collaboration, and Monday for its customizable workflows. For time tracking and billing, Harvest and Toggl are fantastic, especially when paired with project management tools.
As we move into 2025, AI-powered project management is becoming increasingly essential. Tools like ClickUp and Wrike are leveraging AI to automate workflows, predict resource bottlenecks, and optimize task scheduling. Lex AI, for instance, is utilizing AI to assist with meeting summaries, task recommendations, and decision-making insights, making project management faster and more intuitive.
For a more comprehensive approach that combines AI-driven insights, project management, resource allocation, and time tracking under one roof, I’d recommend Celoxis. It’s particularly effective for teams managing complex projects and looking for seamless integrations.
What tools are you thinking to work best for you in 2025, and what specific features do you find indispensable?
Another interesting development in project management and time tracking is the rise of automation and integration capabilities. More businesses are looking for tools that not only track hours but also provide deeper insights through real-time dashboards and forecasting. Platforms like Smartsheet and Notion are becoming popular for their flexibility in combining project planning with documentation.
Additionally, Celoxis stands out as a comprehensive tool that combines project management, resource allocation, time tracking, and billing—all in one platform. Its powerful AI features streamline workflows, predict bottlenecks, and optimize task scheduling, making it an ideal choice for teams managing complex projects.
With remote and hybrid work models here to stay, having mobile-friendly solutions with offline capabilities is becoming a must-have. Tools that offer seamless syncing across devices are proving to be game-changers.
I’ll add more if I come across any new innovations that can further streamline project workflows and boost efficiency.
I have since switched to Monday.com for project management, it’s much better at handling higher volume projects than Trello. Still using Invoice Ninja as well.
Also since then I’ve built some workflow automation using Make.com. I have it setup so Monday.com triggers events to occur on other online services as the project beings and progresses. (eg. New Monday project triggers: Google Sheet Job Number creation, New Dropbox Folders/Subfolders, Line item on invoice, etc… all with matching names / job numbers)
That sounds like a well-optimized workflow! Monday’s ability to handle higher-volume projects makes it a strong choice, and integrating it with Make for automation is a game-changer. Automating repetitive tasks like job number creation, folder structuring, and invoicing not only saves time but also reduces errors, ensuring a smoother project lifecycle.
If you’re looking for a more comprehensive solution with advanced project tracking, resource management, and built-in financials, Celoxis is worth considering. It provides robust workflow automation, customizable dashboards, and deep integrations, making it a great fit for teams managing complex projects. A solid project management, billing, and time-tracking system can make all the difference in efficiency and productivity!