What Is Saas Project Management? (Complete Guide)

What Is Saas Project Management? (Complete Guide)

Any project manager wants the enterprise they work for to be successful, but they can’t be successful without software that works to its peak ability. For this reason, it’s crucial to make sure that software and product updates are effectively and seamlessly integrated so they can make use of updated, simplified features. The delivery of project management software, or SaaS project management, aids in establishing this workflow.

For more information on saas project management, continue reading.

What is a PM Software?

Project management tools, such as collaboration and progress tracking tools, are part of the software that is intended to increase the effectiveness of project management teams. Because they are cross-platform compatible, scalable, flexible, and less expensive initially than traditional/on-premises PM software, SaaS PM solutions are more adaptable. SaaS or on-demand solutions allow businesses of all sizes to quickly get started without having to invest large sums of money in purchasing and maintaining PM software.

Benefits of SaaS Project Management Systems

All cloud-based applications and services have clear advantages. Low initial cost, access from anywhere and across-the-board deployment make SaaS solutions cost-effective and more efficient. SaaS PM solutions share this benefit, which is one of the main reasons why they are successful. The key benefits of using a cloud-based PM system include:

Low Upfront and Maintenance Costs

based on a subscription (monthly, quarterly, yearly, etc.) SaaS PM solutions save businesses from having to buy expensive hardware/software and hire/allocate resources for setup, configuration, and maintenance. In order to save the IT teams time, the majority of SaaS software also includes support and automatic updates.

Although subscription-based software solutions might not be cheaper than one-time/perpetual licenses in the long run, they work well for SMBs that cannot afford (or don’t want to) invest thousands of dollars in features they don’t actually need. Cloud-based solutions begin to make more sense when you factor in the price of future updates.

SaaS for the end-user is a low-maintenance technology, allowing IT teams to focus more on their core operations instead of maintaining yet another software. Updates, security patches, and feature upgrades are typically the provider’s responsibility, which can be a time-consuming and expensive endeavor for IT teams.

Better Collaboration

Cloud-based apps are a blessing for remote workers who are growing exponentially as an increasing number of organizations rely on them to get work done. SaaS PM solutions allow remote teams and individual workers to stay connected and productive regardless of their location by creating a central workplace. This makes it possible for all team members to collaborate, communicate, and monitor deliverables from any location.

Flexibility and Scalability

Most SaaS PM applications only require a browser and an internet connection to function. The use of mobile devices enables teams to work together from anywhere and complete tasks more quickly in a familiar setting. SaaS solutions are also very scalable, enabling businesses to upgrade as they expand.

Free Trials and Different Pricing Options

For businesses to test them out and see how they work with their IT infrastructure, the majority of PM solutions offer a free trial. The availability of various pricing options, which are frequently based on features and account size, is another benefit of utilizing cloud-based PM solutions. Due to the high costs of traditional licensing, this enables SMBs to access cutting-edge technologies while only paying for the features they actually use.

What Is Saas Project Management? (Complete Guide)

Speed and Security

It’s simple to set up and log into SaaS PM systems, and new features and security updates are always accessible. Updates and new features don’t have to be deployed over the course of months, and in most cases, upgrades are free extras that come with the subscription plan.

Business system security is an expensive and time-consuming endeavor. The majority of SaaS service providers take the duty of protecting their cloud-based systems seriously. Disaster management, encryption, and data recovery are all included.


Modern PM systems can be connected to other platforms through APIs and custom integrations. Businesses can optimize their current systems while increasing their rate of adaptation by integrating them with other platforms and tools.

Spreadsheets Vs. a PM Software

Spreadsheets may be useful for small groups that work together in the same physical space, but as the business expands, things become more difficult. When remote workers are involved in a project, email file sharing and updating can become a mess. An essential tool at that point is project management software, which helps to economize on time spent organizing tasks and keeping track of deliverables.

PM systems are designed to help businesses with all aspects of running their projects, including planning, scheduling, control, resource management, communication, collaboration, and reporting. Transparency for team members, as well as stakeholders, is another main advantage of using PM software.

Things to Consider When Choosing a PM Software

Since there is no such thing as a one-size-fits-all piece of software in the world of project management, making the right choice is crucial for success. That’s why businesses need to consider different factors before making a decision, including:

Business Requirements

A clear assessment of current business requirements is a must when choosing PM software. Businesses must comprehend where their current approaches are falling short and how a new system can boost output. For example, if a business is already using PM software and having issues with resource management, it might be better off with a resource management solution that is specifically designed for the purpose and offers visual resource planning.

PM Methodology

Agile, Kanban, Lean, Waterfall, and Six Sigma are the top five methods used in project management. Instead of wasting time and resources trying to change their methodology, businesses should choose a PM system that supports it.


Comparing various PM solutions to one another is made simpler by creating a list of all the features PM teams require. Each feature can be divided into must-have, should-have, and optional categories. Not all businesses will need features such as access levels and advanced customization options, while many would only be interested in planning and scheduling tools. Having a clear assessment of what you really need makes it easier to choose a solution and saves businesses from having to pay for features they don’t need.


The kind of users who will be using the PM software is another crucial factor to take into account. In-house PMs can get away with a less formal approach, but dealing with different clients calls for a more formal approach. Small teams benefit from straightforward project management (PM) solutions, whereas large organizations and enterprises require more complex solutions, like ERPs.

Consider Alternatives

Match and evaluate various providers against the listed requirements. Do more research than just what you can find online. Ask your fellow project managers, and read specialty reviews and trade magazines to make sure no potential match is overlooked. The provider’s reputation and the technology on offer should also be taken into consideration in addition to price when making a decision. Consider reducing the list of potential providers to five or fewer, while keeping in mind the price of converting to a new system.

What Is Saas Project Management? (Complete Guide)


Test each of the solutions on your shortlist in relation to your business’s requirements. Demos only depict how a piece of software “generally” functions, so it’s critical to invite team members and clients to thoroughly test-drive various options. Each provider can be ranked by the team members, which will make the decision clear. The trial period needs to be long enough for you to decide for sure whether it’s a good fit or not.

Cost Evaluation

When comparing PM solutions, several other price-related aspects must also be taken into account, such as monthly vs. quarterly or annual payment, adaption and implementation costs, and time needed to implement the solution. Sometimes using a particular tool would take more time than having it in the first place. If a solution requires an additional 10 minutes of work but saves 10 minutes, it might not be worthwhile.

How Much Does It Cost?

SaaS project management tools will give you as much of an advantage in terms of cost as they will in terms of efficiency, especially when compared with project management applications that aren’t remote or cloud-based. Regarding the latter, many businesses lament the high cost of on-premise project management software. One obvious reason for this is that SaaS applications free you from this restriction: the cost of both upgrades and any potential maintenance is the responsibility of the SaaS vendor, unlike most project management software, which includes the obligatory cost of upgrades (which typically peck at your budget more frequently than you would probably like to admit). Because of this added freedom, SaaS project management software ultimately makes it simpler for you to provide your services to potential customers at reasonable prices, making SaaS a great option for both start-ups and large corporations.

Does SaaS Come With a Learning Curve?

SaaS project management systems offer a wealth of advantages over their on-premise counterparts. First off, SaaS project management tools are incredibly easy to use and user-friendly. SaaS is therefore a great way to save time and money that would otherwise be used to train staff members on how to use project management software if it were used on-premise. How challenging is SaaS to use? Well, if you feel at ease using the Internet, you should have no trouble getting used to any SaaS management programs. Another distinctive benefit of SaaS project tools is their scalability, which enables customers to instantly buy extra features and/or upgrade their software as required. SaaS project management software is an excellent option for your company, regardless of its size or industry, thanks to its seamless integration and expansion as well as time and cost efficiency.


SaaS project management software simplifies your company’s operations by offering extensive tools that are made to effectively manage projects at all of their stages. SaaS project management software includes many powerful tools that will enhance your company’s daily operations. SaaS project management software tracks, monitors, and manages a variety of changes while also enabling live chat and virtual conference rooms, cost and budget analysis, bug tracking, task management capabilities, and custom reporting and templates.