It’s Monday morning, and your inbox already has three ‘urgent’ project updates, one PTO request, and a spreadsheet telling you your most reliable dev is double-booked for the week.
Sigh, classic. 🤦
You shuffle resources around (again), ping three people for availability, and somehow still miss that one task.
Maybe (definitely), it’s time for artificial intelligence (AI) to do the heavy lifting.
In this blog post, we’ll explore 11 AI resource management software to help you allocate, schedule, and manage resources effectively. 🧰
Top 11 AI Resource Management Software to Streamline Team Productivity
When choosing an AI tool for resource management, you need to look beyond automated schedules or double bookings. The right tool should optimize resource utilization, help you react quickly to changing priorities, and allow you to plan for growth confidently.
Here’s what a great tool should do. 👀
- Forecast capacity: Look for tools that predict availability across people, roles, and timelines using real-time data
- Match talent to work: Use AI features that suggest the best-fit people based on skills, location, and workload
- Adapt to change: Prioritize tools that support drag-and-drop scheduling, what-if planning, and placeholders for unconfirmed resources
- Track workload and utilization visually: Opt for platforms with heatmaps and charts to instantly spot overuse or idle capacity
- Align planning with financial outcomes: Choose tools that forecast resources, revenue, cost, and profit alongside project timelines
- Offer insights: Favor platforms with deep reporting on utilization, billable hours, and future hiring needs
🧠 Fun Fact: Over 3,000 years ago, ancient Mesopotamians and Egyptians already managed labor and trade. Think of it as early resource scheduling, just with clay tablets.
| Tool | Best Feature | Primary Use Case | Pricing |
|---|---|---|---|
| Brain for workload insights, Workload View, Integrated time tracking and resource templates | Centralized project and resource management with AI-driven scheduling, updates, and workload balancing | Free forever; Customization available for enterprises | |
| Scoro | Financial forecasting, Capacity planning, Billable hour tracking and smart rescheduling | Integrated business and resource planning for agencies, consultancies, and service firms | Core: $23.90/month; Growth: $38.90/month; Performance: $59.90/month |
| Teamwork | Tentative project planning, Workload planner, Role-based billing and resource economics | Client-centric teams needing capacity forecasting and billable time tracking | Deliver: $13.99/month; Grow: $25.99/month; Scale: Custom pricing |
| Resource Guru | Drag-and-drop planner, Availability bar, Skills-based filtering and booking approvals | Fast visual scheduling of people, equipment, and spaces for SMBs and cross-time-zone teams | Plans start at $5/month per user |
| Mosaic | AI Team Builder, Headcount planning, Real-time workload heatmaps | Workforce planning and smart resource allocation across growing service teams | Custom pricing |
| Forecast | AI-powered scheduling, Budget forecasting, Placeholder and win-probability planning | Firms needing predictive planning tied to resource performance and profitability | Custom pricing |
| Float | Real-time capacity tracking, Role tagging and cost rates, Smart time-off management | Agencies and departments managing live capacity forecasts with visual scheduling | Starter: $8.50/month; Pro: $14/month |
| Runn | Capacity heatmaps, Placeholder planning, Smart search and financial forecasting | Services teams doing what-if planning, revenue tracking, and real-time workload balancing | Starter: $10/month; Professional: $14/month |
| Kantata | AI staffing recommendations, Skills inventory, Team sentiment and pulse tracking | Professional services firms managing people, performance, and delivery at scale | Custom pricing |
| Wrike | Workload charts, AI work creation, Resource bookings and dashboards | Enterprise teams requiring visibility, automation, and scalable workflows | Free plan; Paid plans start at $10/month |
| Paymo | Ghost bookings, Passive time tracking, Leave planner with timeline views | SMBs needing connected time tracking, invoicing, and team scheduling | Starter: $5.90/month; Small Office: $10.90/month; Business: $16.90/month |
How we review software at
Our editorial team follows a transparent, research-backed, and vendor-neutral process, so you can trust that our recommendations are based on real product value.
Here’s a detailed rundown of how we review software at .
After worldwide generative AI implementation, companies have started turning to technology for repetitive tasks. AI resource management tools automate scheduling, forecast availability, and optimize workloads in real time.
Let’s look at the top solutions built to help you manage resources with precision. ⚒️
1. (Best for centralized resource and task management)
Work today feels broken.
Projects, knowledge, and communication live in silos—spread across too many apps, files, and pings. Instead of moving faster, teams waste hours just trying to stay aligned.
changes that. It’s the Everything App for Work that unites your projects, docs, and conversations in one place—and layers AI on top so work actually flows.
The standout? Brain, your built-in AI assistant that turns scattered data into instant answers, summaries, and updates.
Brain: Your AI assistant for resource management
Brain is your intelligent assistant for managing resources without manually digging through tasks or spreadsheets. Need to know who’s overloaded or what’s due today for your design team? Just ask.
Seriously, just type ‘Which assignee has tasks due today?’ and it’ll pull insights straight from your workspace.
Brain Max: Talk-to-text resource planning made simple
Resource planning can spiral fast—double bookings, unclear timelines, and endless spreadsheet edits. With Brain Max, you skip the manual work. Use Talk-to-Text capture to reassign tasks, log time, or create action items instantly—just say it, and Brain Max builds it into your workspace. Pair that with Enterprise Search, and you can ask questions like “Who’s free to take on a new project next week?” or “Which tasks are at risk of slipping?”—and get answers in seconds, directly from your tasks, Docs, and chats.
Instead of reacting to resourcing problems after they happen, you get real-time insights to balance workloads and prevent bottlenecks before they derail your project.
Automate task creation and project updates
Does it help with task management? Yes, absolutely. Say you write, ‘Prepare Q2 sales report by next Friday.’ Brain turns this into a fully built-out Task, complete with a deadline, assignee, and any context it can find. Plus, the AI task manager summarizes project updates, so you always know what’s happened without constant status meetings.
🎥 Want a quick look at how Brain works? This short video shows how the AI assistant helps you manage tasks, docs, and team knowledge in one place.
Watch the video →
Balance workloads with Workload View
To balance workloads across multiple teams, Workload View gives you a clear, real-time look at team capacity so you can reassign tasks before burnout hits.
Set each person’s capacity and see in real time who’s drowning and who’s coasting. Then, just drag and drop to reassign tasks and keep everything balanced.
For instance, your lead designer is maxed out, but the freelance designer has bandwidth. You can shift the overflow within seconds and keep the project on track.
Track time and estimate smarter with Time Tracking
If you want to ensure tasks fit within the team’s and deadline’s time limits, Project Time Tracking lets you visualize how long tasks actually take. Use timers or log time manually; it’s all tracked.
Suppose your video editor logs six hours for a teaser video scoped for three. Now you know where time’s going, and you can redistribute work to a freelancer before things go south.
Use templates to manage resources more efficiently
Apply the Resource Planning Template to visualize tasks and resources in a unified workflow, optimize workloads, anticipate potential risks, and align teams around priorities and business goals.
Plus, you can manage hours, subcontractors, and availability with customizable fields.
best features
- Centralize project communication: Use Chat to instantly transform discussions into actionable tasks and contextualize conversations directly to tasks
- Visualize and align: Turn brainstorming sessions and workflows into actionable tasks directly from collaborative Whiteboards
- Auto-track progress and performance: Customize Dashboards for real-time reports and updates on team output, task status, and project health
- Keep documentation connected: Link Docs directly to tasks, so relevant briefs, SOPs, or strategy documents remain accessible
- Automate repetitive work: Set up custom triggers for your workflow and use AI to automate tasks with Automations
limitations
- The extensive feature set and customization options can be overwhelming for new users
pricing
free forever
Best for personal use
Free Free
Key Features:
unlimited
Best for small teams
$7 $10
Everything in Free Forever plus:
business
Best for mid-sized teams
$12 $19
Everything in Unlimited, plus:
enterprise
Best for many large teams
Get a custom demo and see how aligns with your goals.
Everything in Business, plus:
* Prices when billed annually
The world’s most complete work AI, starting at $9 per month
Brain is a no Brainer. One AI to manage your work, at a fraction of the cost.
Try for free
ratings and reviews
- G2: 4.7/5 (10,080+ reviews)
- Capterra: 4.6/5 (4,000+ reviews)
What are real-life users saying about ?
Here’s what a G2 review had to say about this AI resource management software:
📮 Insight: 88% of our survey respondents use AI for their personal tasks, yet over 50% shy away from using it at work. The three main barriers are a lack of seamless integration, knowledge gaps, and security concerns.
But what if AI is built into your workspace and is already secure? Brain, ’s built-in AI assistant, makes this a reality. From predicting capacity crunches to auto-updating timelines and balancing workloads in real time, it helps you move to clarity effortlessly.
2. Scoro (Best for integrated business and financial management)
Scoro is a resource management tool for professional service businesses like consultancies and agencies. It integrates project management, resource planning, budgeting, sales, and finance into one connected system, giving you a real-time view of your business’s performance and profitability.
What sets Scoro apart is its depth in financial control. Its tools, like real-time profitability tracking, project-level cost management, and detailed quoting, make it especially valuable for businesses that care about margins. Plus, it’s great at balancing workload—it forecasts resource needs and distributes tasks based on availability, helping you prevent burnout.
Scoro best features
- Track billable vs. non-billable hours and use insights to improve profitability and planning
- Reschedule tasks smartly for shifting priorities with automatic timeline adjustments across dependencies
- Align deadlines with actual team capacity to avoid overpromising or missing delivery targets
- Use resource planning templates to spin up new projects with predefined tasks and milestones quickly
Scoro limitations
- Interface defaults to UK/European address formats, which may confuse non-EU users
- Lack of IFTTT-like (‘if this then that’) automation or conditional logic for forms and fields
Scoro pricing
- Core: $23.90/month per user
- Growth: $38.90/month per user
- Performance: $59.90/month per user
- Enterprise: Custom pricing
Scoro ratings and reviews
- G2: 4.5/5 (400+ reviews)
- Capterra: 4.6/5 (230+ reviews)
What are real-life users saying about Scoro?
Here’s a Capterra review for the AI resource management software:
🔍 Did You Know? Resource management evolved with tools like Gantt charts (1900s) and the Critical Path Method (1950s), enabling better project management and resource allocation.
3. Teamwork (Best for client-centric project collaboration)
Teamwork is a comprehensive project management platform that excels in resource management. It’s ideal for agencies and client-focused teams aiming to optimize their operations. The AI-enhanced project management platform directly ties human resource planning to profitability without complicating things.
It also helps you monitor scope creep, track every billable hour, and spot capacity issues early. With tools like the Resource Scheduler and Tentative Projects, you can forecast demand and plan ahead.
Teamwork best features
- Use the workload planner to shift assignments based on team capacity and avoid burnout
- Plan ahead with tentative projects and placeholder resources to avoid overcommitting
- Move assignments using estimated and unavailable time settings for smarter planning with drag and drop
- Define roles, skills, and billable hours per person using cost rates and working hours to manage team economics
Teamwork limitations
- You can only set due dates, not specific times, making daily prioritization harder
- It’s difficult to view tasks from multiple client boards in one place without duplicating tasks
Teamwork pricing
- Free forever
- Deliver: $13.99/month per user
- Grow: $25.99/month per user
- Scale: Custom pricing
Teamwork ratings and reviews
- G2: 4.4/5 (1,100+ reviews)
- Capterra: 4.5/5 (900+ reviews)
🔍 Did You Know? The Industrial Revolution flipped resource management on its head. Assembly lines, time studies, and Frederick Taylor’s ‘scientific management’ made productivity the new king.
4. Resource Guru (Best for streamlined resource scheduling)
Resource Guru is a cloud-based AI resource management software and scheduling tool that helps teams allocate people, equipment, and meeting spaces. Known for its intuitive interface and robust scheduling capabilities, it caters to small and mid-sized teams across various industries.
It makes daily scheduling effortless with drag-and-drop interactions, visual workload indicators, and intuitive clash detection. Custom Fields handles people, equipment, and meeting rooms from a centralized resource pool, and you can filter talent by skills, departments, and locations.
Resource Guru best features
- Use the approval workflow to assign booking approvers and protect high-demand team members’ time
- Apply Custom Fields to tag and filter resources based on unique attributes like skills, tools, or region
- Access real-time insights with the ‘Availability Bar’ to optimize workloads and avoid overbooking
- Schedule across time zones confidently with built-in time zone support that eliminates cross-location confusion
Resource Guru limitations
- No clear alerts for underbooked time, and users must manually hover to see remaining hours
- Dropdown menus are inefficient, fiddly, and prone to errors, especially when blank options are accidentally selected
Resource Guru pricing
- Grasshopper Plan: $5/month per user
- Blackbelt Plan: $8/month per user
- Master Plan: $12/month per user
Resource Guru ratings and reviews
- G2: 4.6/5 (390+ reviews)
- Capterra: 4.7/5 (530+ reviews)
What are real-life users saying about Resource Guru?
Here’s what a G2 reviewer said:
🔍 Did You Know? During the Middle Ages (476-1450 AD), guilds emerged as associations of artisans and merchants who managed resources to produce goods such as bread and armor. These small businesses relied on master artisans to oversee production, making an early form of resource management at the organizational level.
5. Mosaic (Best for AI-driven workforce planning)
Mosaic is an AI-native resource management tool that flips the script on outdated spreadsheets and disconnected planning. It pulls real-time data from your systems and gives you visibility into who’s working on what, when, and why it matters. Mosaic offers a visual resource calendar to plan and track project assignments, enhancing team visibility.
The tool automatically syncs with your existing tools, offers instant workload forecasts, and delivers visual reports that tell a story. You can track performance without delay using reports and utilization dashboards that help you analyze planned vs. actual time, budgets, and team output in real time.
Mosaic best features
- Match skills, roles, and availability in seconds with the AI Team Builder
- Leverage ‘AI Headcount Planning’ to know exactly when to grow your team based on upcoming demand
- Create workload heatmaps to spot overbooked or underutilized staff across departments instantly
- Use schedule shifting and dependency management to move timelines and plans without breaking workflows
Mosaic limitations
- The development team is slow to implement feature requests and tends to overpromise release timelines
- Users not assigned to a project cannot view it, creating visibility issues for scheduling and planning
Mosaic pricing
Mosaic ratings and reviews
- G2: Not enough reviews
- Capterra: 4.5/5 (40+ reviews)
6. Forecast (Best for predictive project analytics)
With AI-powered timesheets, Forecast takes the hassle out of time logging and gives you clear, real-time insight into how your projects, people, and profits are tracking. It’s like having a built-in analyst that spots where you’re bleeding margin, which tasks are hogging resources, and what needs fixing, before it becomes a problem.
Forecast also automates the behind-the-scenes work so your team can move faster and smarter. If staying profitable and proactive is the goal, this tool’s got your back.
Forecast best features
- Automate task scheduling with the ‘People Schedule’ view that instantly matches the right person to the right task based on skills and availability
- Scope new projects in advance using ‘placeholder booking’ and ‘win-probability forecasting’ to plan confidently in advance
- Track project health instantly through AI-powered budget tracking based on real-time costs, revenue earned, and margin status per project
- Share on-demand insights using utilization reports that compile real-time resource and project performance data
Forecast limitations
- Some features, like GitLab syncing and task timers, are slow and glitchy
- Users want more flexibility, like linking subtasks to milestones and having that reflect in hours
Forecast pricing
Forecast ratings and reviews
- G2: 4.2/5 (120+ reviews)
- Capterra: 4.5/5 (80+ reviews)
What are real-life users saying about Forecast?
A Capterra review mentions:
💡 Pro Tip: Use the 80/20 rule or a decision matrix to prioritize high-impact resources and projects. It keeps you focused and avoids burnout. Use objective scoring to avoid emotional decisions in resourcing.
7. Float (Best for visual team capacity planning)
Float keeps resource planning simple and super visual. It’s designed to give you a real-time, no-guesswork view of who’s working on what, who’s overloaded, and where your budgets stand.
You can drag and drop tasks on the Schedule, allocate hours or percentages, and even tag people by skill or department. The AI resource management software instantly shows how changes affect your forecast. Even better? It accounts for time off, holidays, and billable rates so you’re not double-booking or misallocating.
Float best features
- Catch issues early with live capacity tracking and get alerts for overbooked schedules, underused resources, and time-off conflicts
- Define standard roles, bill/cost rates, and skill tags to easily match the right person to each job
- Create custom leave policies, automate holiday assignments, and manage time off with built-in approvals
- Schedule and organize data by client, department, or project with filtered views
Float limitations
- No option to easily see teammates assigned to the same project
- Filter usage can be unintuitive for finding related tasks
Float pricing
- Starter: $8.50/month per user
- Pro: $14/month per user
- Enterprise: Custom pricing
Float ratings and reviews
- G2: 4.3/5 (1,600+ reviews)
- Capterra: 4.5/5 (1,600+ reviews)
8. Runn (Best for real-time capacity forecasting)
Runn takes the stress out of juggling people, projects, and forecasts by giving you one clear, interactive view. Its drag-and-drop scheduler and real-time visualizations make it easy to adjust timelines or reallocate resources on the fly.
Got a maybe project or unconfirmed hire? You can plan around that, too, using placeholders and tentative projects to prep before anything’s set in stone. The Capacity Heatmap gives you a quick color-coded look at team utilization and resource allocation. At the same time, People Reports break down revenue, billable hours, and who’s got room on their plate.
Runn best features
- Filter your talent pool by role, skill, location, or custom tags using ‘Smart Search’
- Simulate future workload with what-if planning and forecast utilization under different scenarios
- Plan around unknowns using ‘placeholders’ to define capacity needs without committing names
- Track revenue, costs, and profit in real time with ‘financial forecast reports’ per project or portfolio
Runn limitations
- Issues with data consistency, such as incorrect character rendering in names with accents
- Inability to filter projects by placeholders for more focused planning views
Runn pricing
- Starter: $10/month per user
- Professional: $14/month per user
- Premium: Custom pricing
Runn ratings and reviews
- G2: Not enough reviews
- Capterra: 4.8/5 (25+ reviews)
What are real-life users saying about Runn?
Here’s what a Capterra review has to say:
🧠 Fun Fact: The Roman Empire ran like clockwork thanks to job descriptions and chains of command. Even the Church had early versions of org charts.
9. Kantata (Best for professional services performance tracking)
Kantata is built for teams where people are the product, like consultancies, agencies, and professional services firms. It goes way beyond basic scheduling. You get smart staffing recommendations, live project updates, and real-time forecasts in one place.
Features like the Skills Inventory and Resource Forecasting make it easy to match the right people to the right projects quickly. Instead of a static dashboard, you get what users call a ‘windshield view,’ an always-updating plan that moves with your business.
Kantata best features
- Build flexible staffing plans with real-time resource allocation that adjusts as projects evolve
- Manage internal and external contributors seamlessly through ‘Talent Network Management’
- Generate best-fit staffing suggestions automatically with ‘Configurable Resource Recommendations’
- Spot and prevent delivery risks early using ‘Kantata Pulse’ to track team sentiment and project health
Kantata limitations
- Users sometimes find the level of detail excessive and the dashboards hard to customize
- Completing basic tasks may take multiple clicks, which slows down productivity
Kantata pricing
Kantata ratings and reviews
- G2: 4.2/5 (1,400+ reviews)
- Capterra: 4.2/5 (600+ reviews)
🔍 Did You Know? The global artificial intelligence (AI) software market size is expected to grow at a CAGR of 30%. This means it will reach $1.43 billion by 2030.
10. Wrike (Best for enterprise-level project visibility)
If you’re after more than just tracking hours and assigning tasks, Wrike might be your tool. It connects planning, collaboration, and execution, adapting to your team’s workflow rather than forcing you to adjust. Workload charts and resource bookings give you a live view of workloads, effort, and bookings, making capacity planning accurate.
Wrike also takes the hassle out of intake and execution with workflow automation, thanks to Dynamic Request Forms and Custom Item Types. Everything flows in a single workspace, without manual handoffs or spreadsheets. Plus, its Klaxoon integration turns brainstorming sessions into actionable work, directly in Wrike.
Wrike best features
- Create bookings with ‘resource bookings’ to block time for individuals or roles and monitor actual vs. planned effort
- Balance workloads across teams with real-time workload charts and redistribute tasks in a few clicks
- Pull relevant data into automations, dashboards, and reports with ‘Wrike Datahub’
- Turn inputs into tasks using AI work creation, converting loose notes into structured subtasks automatically
Wrike limitations
- Default notification settings can lead to alert fatigue unless customized manually
- Its complex feature set can feel excessive for basic task tracking or straightforward workflows
Wrike pricing
- Free
- Team: $10/month per user
- Business: $25/month per user
- Enterprise: Custom pricing
- Pinnacle: Custom pricing
Wrike ratings and reviews
- G2: 4.2/5 (4,000+ reviews)
- Capterra: 4.3/5 (2,700+ reviews)
What are real-life users saying about Wrike?
A G2 reviewer said this about the AI resource management software:
🤝 Friendly Reminder: Cross-train where you can. It gives you backup options when key resources are stretched thin.
11. Paymo (Best for time tracking with invoicing integration)
Paymo is built for teams that need a clear picture of who’s doing what, when, and how it’s impacting the bottom line. It combines time tracking, project planning, resource scheduling, and invoicing.
What’s handy? You can switch between project and employee views on the same timeline, so optimizing resource allocation across your team is a breeze. And since Paymo combines operational and financial data, you can easily monitor profit margins and spot if someone’s overbooked or underutilized before it becomes a problem.
Paymo best features
- Convert task data into pre-scheduled time blocks with ‘ghost bookings’ to auto-fill resource plans
- Manage workloads visually through the team scheduler, with color-coded indicators for overbooked or underused team members
- Track time passively using ‘Paymo Track,’ which automatically builds timesheets based on user activity
- Centralize time-off planning using the built-in leave planner embedded directly into the scheduling timeline
Paymo limitations
- Inability to log time for offline or commuting work, which affects users who need complete time logs
- Delays in transferring client payments to user bank accounts
Paymo pricing
- Free
- Starter: $5.90/month per user
- Small Office: $10.90/month per user
- Business: $16.90/month per user
Paymo ratings and reviews
- G2: 4.6/5 (580+ reviews)
- Capterra: 4.7/5 (650+ reviews)
💡 Pro Tip: Build a living skills map for your team inside your resource management tool. AI can surface hidden strengths—like a designer with data-viz experience or a developer fluent in multiple frameworks—so you assign work based on talent, not just availability. Refresh this inventory regularly to avoid skill gaps, plan training, and make smarter staffing decisions when new projects land.
Get ‘Clicked’ Into Efficiency with
All these digital project management tools offer valuable features for project managers, such as intelligent scheduling, capacity planning, and time and project progress tracking. However, most of them excel in one area, not all.
That’s where , the everything app for work, stands out.
From Brain, which generates summaries, answers real-time questions, and efficiently allocates resources, to Workload View for effective resource management, you optimize how your team works.
Sign up with for free today! ✅
Everything you need to stay organized and get work done.
