What are the 10 best multi-project management software solutions in 2025?
| Translated by Julian Hammer
When companies juggle dozens or even hundreds of projects at the same time, traditional project management quickly reaches its limits. Typical challenges such as resource conflicts, unclear priorities, and a lack of transparency jeopardize the success of the entire portfolio. This is where multi-project management software comes in: it is a strategic command center for the centralized controlling of all projects, resources, and budgets. With features such as central portfolio overview, cross-project resource planning, and consolidated reporting, it allows to optimize utilization, shorten project durations, and increase the success rate significantly.
There are various solutions on the market: from traditional PPM (project portfolio management) tools that rely on detailed top-down planning, to agile portfolio management solutions for dynamic environments, to hybrid systems that combine the best of both worlds. Based on market analyses, user reviews, and an in-depth comparison of features, we have identified and evaluated the leading multi-project management software tools for 2025.
Quick overview of the top 3 tools:
- PLANTA Project: The best hybrid solution “Made in Germany” for centralized and transparent management of all types of projects.
- Monday.com: A highly flexible and intuitive cloud platform, ideal for agile teams that value visualization and simple workflows.
- Smartsheet: Perfect for companies that switch from Excel and want to combine a familiar, spreadsheet-based interface with powerful PM features.
Inhaltsverzeichnis
- PLANTA Project – the best multi-project management software in 2025
- Monday.com – versatile cloud platform for agile teams
- Smartsheet – Excel-like project management platform
- Microsoft Project – the classic solution for enterprise environments
- Asana – user-friendly solution for medium-sized teams
- Wrike – powerful solution for complex workflows
- Celoxis – comprehensive PPM solution for businesses
- Jira Align – agile portfolio management solution
- Planview – Enterprise PPM platform
- Airtable – flexible database-based project management solution
- Multi-project management software comparison
- What is multi-project management software?
- What features should professional multi-project management software offer?
- What are the costs involved in introducing multi-project management software?
- How is artificial intelligence changing multi-project management?
- Conclusion: Which multi-project management software is the best choice for your company?
1. PLANTA Project – the best multi-project management software in 2025
Developed with over 40 years of project management expertise, PLANTA software meets the complex requirements of multi-project management, making it the leading solution in German-speaking countries. The focus on hybrid project management is one of its key characteristics: PLANTA Project supports traditional, agile, and hybrid project management methods in a single system. The software is thus capable to adapt flexibly to company-specific processes and working methods, rather than imposing rigid structures. With various deployment options – from SaaS and on-premises to flexible web clients or native clients – we also meet individual IT and security requirements.
Quality “Made in Germany” is our top priority. All development takes place in Karlsruhe, which guarantees our customers maximum data security and compliance, especially with regard to the GDPR. When using our Software-as-a-Service (SaaS) method, we guarantee certified data centers and the highest data protection standards. No customer data is transferred to a third country outside the EEA. Our solution is highly scalable and is suitable for medium-sized companies as well as corporations that operate on an international basis and require central control for their entire project landscape.
User-friendliness:
PLANTA Project is designed for professional users such as project managers and PMO managers. The interface offers high information density and powerful planning views that facilitate efficient control of even complex portfolios. Although the wide range of functions requires a certain amount of training, customizable dashboards and role-specific views reduce the complexity for individual users.
Functionality:
We offer comprehensive functions for holistic multi-project management. These functions include interactive Gantt charts for scheduling and dependency planning, centralized, cross-project resource planning, integrated time tracking, detailed cost and expense controlling, milestone trend analyses, and flexible budget management. Our workflow automation also allows for the standardization of approval and reporting processes.
Data protection:
Since development takes place in Karlsruhe and hosting in Germany, we guarantee full GDPR compliance. This is a decisive advantage for companies with high data protection requirements.
Integrations:
PLANTA Project can be seamlessly integrated into existing IT landscapes. We offer standard interfaces to Jira, SAP, Outlook, and Microsoft Project. Data exchange with OneDrive is also possible. A configurable universal interface is available for individual requirements.
Customer service:
Our understanding of service goes beyond pure software support. We offer comprehensive support by phone, email, and contact form, detailed online help, and practical training courses and webinars. The offer is rounded off by individual consultation on how to optimally configure the software.
Costs:
The basic version of PLANTA Project is available from €12 per user/month. We offer various pricing models and a free trial version. We will be happy to provide you with a quote for our extended PLANTA Enterprise Edition on request.
2. Monday.com – versatile cloud platform for agile teams
Monday.com has established itself as one of the leading cloud-native project management platforms and impresses above all with its intuitive operation and high flexibility. The tool’s great strength lies in the visualization of project data. With just a few clicks, users can switch between different views such as Kanban boards, Gantt charts, timelines, and calendars to optimally map workflows. This visual and flexible approach makes Monday.com particularly attractive for agile teams that need to adapt their processes quickly. The system scales seamlessly from small teams to large enterprise environments. The powerful automation features that eliminate repetitive tasks present another highlight. Thanks to extensive integration options and an open API, the platform can also be deeply embedded into existing system landscapes.
User-friendliness:
Monday.com is known for its colorful and user-friendly interface. Its operation is largely self-explanatory, minimizing training time for new team members. For complex multi-project management, however, the high degree of flexibility can also lead to unstructured processes if clear templates and rules are not established.
Functionality:
The platform offers versatile project management features, including task management, workflow automation, time tracking, and customizable reporting dashboards. The portfolio views and cross-project dashboards are particularly relevant for multi-project management.
Data protection:
As a cloud provider, Monday.com relies on comprehensive security measures, has the usual certifications, and is GDPR-compliant. However, the servers are mainly located in the US, which may be problematic for some European companies.
Integrations:
With over 200 native integrations, Monday.com connects easily with tools such as Slack, Microsoft Teams, Google Workspace, and Salesforce.
Customer service:
The provider offers 24/7 support, an extensive knowledge base, and various community resources to assist users.
Costs:
The pricing model is tiered: Basic starts at €8, Standard at €10, Pro at €16, and Enterprise at €24 per user/month (with annual payment).
3. Smartsheet – Excel-like project management platform
Smartsheet presents itself as a solution for companies that plan to switch from Excel-based project management to a professional PM-tool. The platform uses a familiar, spreadsheet-based interface that is reminiscent of Excel, making it easy to get started. Smartsheet’s core strengths are reporting and customizable dashboards that visualize real-time insights into project status, budgets, and resource utilization. With features such as advanced rights management and automation workflows, Smartsheet can also be used in larger companies with project portfolios.
User-friendliness:
Those familiar with Excel will quickly find their way around Smartsheet. With grid view being its central element, the display can become less clear in complex multi-project management scenarios, and setting up cross-project dependencies is less intuitive than with specialized PPM tools.
Functionality:
Smartsheet covers project planning, resource management, Gantt charts, and forms. Particularly noteworthy are the advanced reporting features, which can be used to create custom dashboards for management.
Data protection:
The platform offers robust security features, various compliance certifications, and comprehensive data protection measures. Data is primarily hosted in the US.
Integrations:
Smartsheet integrates seamlessly with Microsoft 365, Google Workspace, Salesforce, Jira, and many other popular business tools.
Customer service:
Support is easily accessible, and there are extensive training options as well as detailed online documentation.
Costs:
Prices start at €7 per user/month for the Pro plan. The Business plan starts at €25, and the Enterprise plan is available on request but is also around €25 per user/month.
4. Microsoft Project – the classic solution for enterprise environments
Microsoft Project has been an established standard in professional project management for decades and is particularly well established in enterprise environments. Companies that already rely heavily on Microsoft infrastructure benefit from deep integration into the ecosystem. The tool is available in various versions: from desktop versions for individual users (Project Standard, Professional) to the cloud solution designed for multi-project management (Project Online). Its particular strengths lie in extremely detailed and complex project planning and sophisticated resource management. However, this range of functions comes with a steep learning curve, which is why the tool is particularly suitable for certified and experienced project managers. The portfolio management functions of Project Online allow for strategic control of the entire project portfolio.
User-friendliness:
Microsoft Project is a powerful but complex tool. The user interface is similar to other Office products, which makes it easy to get started, but the wealth of features can quickly overwhelm new users.
Functionality:
The software offers comprehensive planning functions, detailed resource management, traditional Gantt charts, and strategic portfolio dashboards. It is one of the most feature-rich tools on the market for traditional project management.
Data protection:
As a Microsoft product, Project is subject to the company’s high security standards. Microsoft offers data centers in various regions for its cloud services, including Germany, which makes it easier for European customers to comply with data protection regulations such as the GDPR.
Integrations:
Its greatest strength is its seamless integration with Microsoft 365, especially with Teams, SharePoint, and Power BI for creating advanced reports.
Customer service:
Users benefit from comprehensive Microsoft support, numerous training courses from third-party providers, and a large global community.
Costs:
The cloud versions are tiered: Project Plan 1 starts at €10, Project Plan 3 at €30, and Project Plan 5 at €55 per user/month.
5. Asana – user-friendly solution for medium-sized teams
Asana is the ideal solution for teams and medium-sized companies looking for a balance between extensive functionality and high user-friendliness. The tool stands out thanks to its diverse project views – whether as a traditional list, Kanban board, timeline (Gantt chart), or calendar. This flexibility allows different teams to work in the way that suits them best. Asana places a strong focus on collaboration and simplifying team communication, making it more than just a planning tool. Its portfolio functions allow you to bundle multiple projects and monitor their progress centrally. This makes Asana a good choice for multi-project management in medium-sized companies. Functions such as automations (“rules”) and custom fields also allow for extensive customization to suit your own processes.
User-friendliness:
Asana is known for its clear, appealing design and intuitive operation. New users quickly find their way around. However, the tool reaches its limits when it comes to very complex, resource-intensive multi-project management, as some of its features, such as detailed, cross-project capacity planning, are less mature.
Functionality:
The focus is on task management, project planning with timeline views, and bundling projects into portfolios. Reporting features provide a good overview of project progress.
Data protection:
Asana relies on common security measures and certifications and is GDPR-compliant. Server locations are in Europe, among other places.
Integrations:
With over 100 integrations, including Slack, Adobe Creative Cloud, and Salesforce, Asana can be easily integrated into existing tool landscapes.
Customer service:
The provider offers support, the “Asana Academy” for training, and extensive community resources.
Costs:
The basic version is free. Paid plans start with Premium at €10.99 and Business at €24.99 per user/month (billed annually).
6. Wrike – powerful solution for complex workflows
Wrike is a robust project management platform that really comes into its own in companies with complex workflows and multi-stage approval processes. One of its key features is its powerful workflow automation functionality, which can be used to standardize routine tasks and approval processes, resulting in a significant boost in efficiency. The advanced reporting and analytics features provide detailed insights into project performance and team utilization. Wrike is particularly interesting for creative teams and agencies, as it offers integrated proofing and approval features for the release of design files and documents. Thanks to its high scalability and enterprise features such as advanced security and administration, Wrike is also suitable for large organizations.
User-friendliness:
Wrike offers a high density of features, making its user interface more complex than that of some of its competitors. It takes time to learn to operate the software, but the customizable dashboards and workspaces help to bundle relevant information for different roles.
Functionality:
The platform covers project planning with Gantt charts and Kanban boards, time tracking, proofing, and advanced analytics. Resource management is solid, but not as detailed as specialized PPM tools.
Data protection:
Wrike offers enterprise-grade security features, various compliance certifications, and measures to ensure GDPR compliance.
Integrations:
With over 400 integrations, including key business tools and popular creative software, the platform is highly connectable.
Customer service:
The provider provides 24/7 support and offers dedicated onboarding services and training.
Costs:
There is a free plan for up to 5 users. Paid plans start at $9.80 for Professional and $24.80 for Business per user/month.
7. Celoxis – comprehensive PPM solution for businesses
Celoxis is a highly specialized project portfolio management (PPM) solution that stands out thanks to its exceptionally comprehensive range of features. Unlike many other all-round tools, it has a clear focus on the strategic aspects of multi-project management. The powerful resource management features are particularly noteworthy: The tool helps optimize the allocation of employees across dozens of projects and proactively identifies bottlenecks. The advanced reporting and dashboard features provide managers with detailed, customizable insights into the entire project portfolio, including financial metrics and risk assessments. This makes Celoxis the ideal choice for project-based companies, professional services, and consulting organizations that require centralized control. The platform is also highly customizable and can be adapted to specific business processes.
User-friendliness:
Given its enormous range of functions, Celoxis’ user interface is comparatively uncluttered, but requires thorough training. The tool’s target group are experienced PMOs and project managers who are familiar with PPM concepts.
Functionality:
Celoxis covers everything from project planning, resource management, time tracking, and budgeting to sophisticated risk management and portfolio analytics.
Data protection:
The software is available as both a cloud and on-premises solution, giving companies full control over their data. Comprehensive security measures are provided.
Integrations:
Celoxis offers integrations with popular ERP systems, CRM tools, and other important business applications.
Customer service:
The provider offers support, implementation services, and various training options.
Costs:
The pricing model is transparent: The cloud version costs $22.50 per user/month (with annual payment). The on-premises license is available for a one-time fee starting at $450 per user.
8. Jira Align – agile portfolio management solution
Jira Align by Atlassian is the leading solution for agile portfolio management on an enterprise scale. It was developed specifically for companies that implement or already use agile scaling frameworks such as SAFe (Scaled Agile Framework), LeSS, or Nexus. The tool bridges the gap between strategic corporate planning and agile development work, which typically takes place in Jira Software. Seamless integration creates a consistent toolchain that allows you to link business goals directly to epics, features, and user stories. Jira Align supports the implementation of agile practices at all levels – from the team to the portfolio. It is the first choice for large software development organizations and IT departments that want to scale their agile transformation across the enterprise. The roadmap features also help to make strategic planning transparent and traceable.
User-friendliness:
Jira Align is a highly specialized and complex tool. To egt started you need a deep understanding of agile scaling frameworks. For companies that do not work according to SAFe or similar models, the tool is oversized and not very intuitive.
Functionality:
The focus is on portfolio planning, roadmap management, agile metrics, dependency management between teams, and the alignment of strategy and execution (strategy-to-execution).
Data protection:
As part of the Atlassian family, Jira Align is subject to the group’s high security standards and standard cloud security measures.
Integrations:
Its core integration is the connection to Jira Software. Further integrations with Confluence, Bitbucket, and other Atlassian products can also be implemeted seamlessly.
Customer service:
Customers benefit from Atlassian support, a large community, and extensive online documentation.
Costs:
Prices are in the enterprise segment and start at approximately $13.53 per user/month for annual billing, but may vary depending on the pricing tier.
9. Planview – Enterprise PPM platform
Planview is one of the market leaders in enterprise project portfolio management (PPM) and is intended for large organizations with highly complex PPM requirements. The platform offers a holistic solution for combining strategic planning with project execution. Its comprehensive portfolio management functions help companies make investment decisions, align projects with corporate goals, and optimize their entire portfolio. The software’s particular strengths are its modules for resource management and capacity planning, which were developed specifically for the challenges of large enterprise environments. This makes Planview particularly suitable for regulated industries and companies with strict compliance requirements. The product portfolio is broad and includes specialized solutions such as Planview Portfolios (for traditional PPM), Projectplace (for collaborative work), and LeanKit (for agile Kanban).
User-friendliness:
Planview is an enterprise software with a correspondingly high level of complexity and functionality. Its implementation presents a strategic project in its own right that requires careful planning and employee training. The user interface is functional but less intuitive than modern cloud-native tools.
Functionality:
The platform covers strategic portfolio management, resource planning, demand management, financial management, and strategic planning.
Data protection:
Planview offers enterprise security features that comply with the highest standards. For its cloud solutions, the company uses leading providers such as AWS and Azure, which operate data centers in Germany and thus meet the GDPR requirements of European customers.
Integrations:
There are deep integration options with ERP systems, HR tools, and other central enterprise applications.
Customer service:
The provider offers dedicated enterprise support, professional implementation services, and customized training options.
Costs:
Prices are available upon request only and generally depend on the company size, selected modules, and implementation effort.
10. Airtable – flexible database-driven project management solution
Airtable takes an innovative approach, combining the flexibility of a database with the features of a project management tool. This extreme customizability makes it a unique solution on the market. Instead of managing projects in rigid structures, Airtable organizes them as linked records in so-called “bases.” This approach allows users to completely customize their workflows. Information can be displayed in different views – as a traditional grid (table), as a Kanban board, in a calendar, or in a gallery view. Airtable is therefore ideal for creative teams, startups, and any company with very specific workflow requirements that are not covered by standard tools. With integrated automation features and the ability to create your own functionalities with “custom apps,” the platform can be expanded almost indefinitely.
User-friendliness:
The basic operation of Airtable is intuitive and visually appealing. However, its true strengths only become apparent once you understand and make use of its database logic. It can be quickly deployed for simple task management – however, for complex multi-project management, careful planning and design are required to build a meaningful structure.
Functionality:
The core functions are flexible database features, various views, automations, forms, and basic reporting options. Dedicated PPM functions such as cross-project resource management are not included by default, but you can build them yourself.
Data protection:
Airtable relies on modern security measures such as encryption and is designed for data protection compliance.
Integrations:
Over 1,000 integrations with other tools are possible via services such as Zapier and native connections.
Customer service:
In addition to standard support, Airtable offers a large community platform (“Airtable Universe”) where users can exchange templates and best practices.
Costs:
There is a free plan for small teams. The paid plans are Plus (from €10) and Pro (from €20) per user/month.
Multi-project management software comparison
To make it easier for you to decide which option is for you, we have summarized the most important information on the presented tools in a clear table. Here you can see at one glance which solution best suits the requirements and size of your company.
| Tool name | Target group | Price range | Main strengths | Rating (1-5) |
|---|---|---|---|---|
| PLANTA Project | SMEs & corporations | €€ | Hybrid PM, resource planning, “Made in Germany” | 5 |
| Monday.com | Agile teams, SMEs | €€ | User-friendliness, visualization, flexibility | 4 |
| Smartsheet | Excel switchers, data-driven companies | €€ | Excel-like interface, reporting, automation | 4 |
| Microsoft Project | Enterprise, experienced PMs | €€€ | Detailed planning, resource management, MS 365 integration | 4 |
| Asana | Medium-sized teams, marketing & creative | €€ | Collaboration, user-friendliness, task management | 3 |
| Wrike | Agencies, complex workflows | €€€ | Workflow automation, proofing, reporting | 4 |
| Celoxis | PMOs, Professional Services | €€€ | Comprehensive PPM, resource, and financial management | 5 |
| Jira Align | Enterprise (agile scaling) | €€€€ | SAFe support, strategy implementation, Jira integration | 4 |
| Planview | Large corporations, regulated industries | €€€€ | Strategic PPM, capacity planning, compliance | 5 |
| Airtable | Startups, creative teams, individual workflows | € | Extreme flexibility, database approach, adaptability | 3 |
What is multi-project management software?
As mentioned in the introduction, multi-project management software is a central platform for planning, controlling, and monitoring a company’s entire project landscape. To understand the role of such software, it helps to distinguish between the three basic levels of project work: projects, programs, and portfolios. You can think of them as a pyramid:
- Projects (the base): A project is a temporary endeavor to create a unique product, service, or result. The focus here is on operational delivery: Are time, budget, and quality being met?
- Programs (the middle level): A program bundles several projects that are related in terms of content. The aim is to achieve overarching benefits through coordinated management that would not be possible if the projects were considered individually. This involves managing dependencies and realizing common benefits.
- Portfolios (the top): A portfolio encompasses all projects and programs of a company or business unit, as well as project ideas and plans. It serves to align all projects with the strategic corporate goals. This is where decisions about prioritization, start, abortion, and resource assignment are made in order to create maximum value for the organization.
A good mnemonic is: “Portfolio means strategic goals, program means related projects, and project means temporary and unique.”
While traditional project management focuses on adherence to time, budget, and quality within a project, multi-project management is about prioritizing projects and optimally assigning limited resources to them. The software creates the transparency necessary to identify dependencies between projects, resolve resource conflicts, and ensure that the entire project portfolio contributes to the strategic corporate goals.
The most important functions of such software therefore always include a cross-project view of deadlines, costs, and resources. It allows the management to set priorities and make informed decisions about which projects to start, abort, or postpone.
The 7 most important differences between project and multi-project management:
- Focus: Individual project goal vs. overall company success.
- Resources: Dedicated resources vs. shared resources across many projects.
- Prioritization: Tasks within a project vs. projects against each other.
- Dependencies: Within a project vs. between multiple projects.
- Stakeholders: Project team & client vs. company management & PMO.
- Success criteria: Project completion (on time, on budget, on scope) vs. portfolio value & strategic contribution.
- Complexity: Manageable vs. highly complex and dynamic.
| Single project management | Multi-project management | |
|---|---|---|
| Challenges | Task coordination, adherence to the project plan, risk management | Resource conflicts, prioritization, strategic orientation, dependencies |
| Approaches to solutions | Project plan, milestones, status meetings | Portfolio dashboard, centralized resource planning, scenario analysis |
| Typical Tools | Trello, Asana (Basic), MS Project (Standard) | PLANTA Project, Planview, Celoxis, Jira Align |
What features should professional multi-project management software offer?
Professional multi-project management software is much more than a simple to-do list. It must offer a range of core functions to enable the complex management of a portfolio. Essential features include a central project portfolio dashboard that visualizes the status of all projects at a glance, powerful cross-project resource management, and integrated time tracking for precise effort control. Resource planning in multi-project management is a particularly critical success factor, as this is where most conflicts arise.
In addition, leading systems are characterized by advanced features. These include scenario planning and what-if analyses, which can be used to simulate the effects of project postponements or resource changes on the entire portfolio. Automated conflict resolution in the event of resource bottlenecks can further improve planning quality. Meaningful reporting and analytics functions are equally crucial. They enable management to strategically control the project portfolio based on valid data and to apply the right methods and strategies in multi-project management.
What are the costs to be expetcted for the introduction of multi-project management software?
The cost of multi-project management software is made up of several factors and goes far beyond the pure license costs. To plan a realistic budget, you should consider the following items:
- License costs: Common pricing models include monthly or annual billing per user (per-user pricing), project-based billing, or comprehensive enterprise licenses for an unlimited number of users.
- Implementation: Introducing a central PPM solution is a project in itself. This involves costs for technical setup, configuring the software to your business processes, and data migration from legacy systems.
- Training: To ensure that the tool is used effectively, users (project managers, team members, management) must be trained accordingly. Costs vary depending on the scope and provider.
- Customization: Specific adjustments to workflows, reports, or interfaces are often necessary to optimally integrate the software into the existing IT landscape.
- Ongoing maintenance & support: On-premises solutions incur annual maintenance fees. With SaaS models, these costs are usually included in the license fee.
The return on investment (ROI) can be calculated based on savings from failed projects, more efficient use of resources, and shorter project durations.
How is artificial intelligence changing multi-project management?
Artificial intelligence (AI) is no longer a thing of the future, but is increasingly finding its way into modern multi-project management tools and changing the way we manage project portfolios. AI applications offer concrete advantages by supporting human planners with data-driven analyses. One key area of application is predictive analytics: algorithms analyze historical project data to predict the probability of success for current projects and provide early warnings of potential delays or budget overruns.
Another area is automated risk detection. AI systems can analyze communication patterns, schedule changes, and resource conflicts to identify risks before they become apparent to humans. AI also helps with resource allocation by making intelligent suggestions for project staffing based on skills, availability, and past performance. Machine learning also supports strategic project prioritization and portfolio optimization.
PLANTA already goes one step further here: in its latest version, an AI assistant has been integrated directly into the software. It actively supports users in their operational project work, e.g. by automatically generating project descriptions or checklists. Such practical AI features show how the technology is already contributing to increased efficiency in everyday project work.
Conclusion: Which multi-project management software is the best choice for your company?
Choosing the right multi-project management software is a strategic decision. While simple tools such as Monday.com or Asana may be a good choice for agile teams, corporations often rely on complex enterprise solutions such as Planview. Therefore, many companies are looking for a solution that combines the best of both worlds: flexibility and strategic control.
This is exactly where PLANTA Project comes into play. It is the best choice for companies in German-speaking countries that want centralized, transparent, and flexible control of their entire project landscape. Our solution is more than just another tool—it is a future-proof platform that combines the strengths of traditional and agile project management in a hybrid approach. With over 40 years of experience, development “Made in Germany,” and an unmatched focus on resource and portfolio management, we ensure that you can reliably lead your projects to success—on time, on budget, and living up to the highest quality standards.
