PM Tool Cost Calculator
Estimate the true annual cost of AI project management tools for your team. Input your team composition, select the capabilities you need, and compare budget, mid-range, and premium recommendations — all personalized to your workflow.
Team Composition
Enter the number of people in each role. Different tools charge different rates depending on the role — some only charge for editors (PMs, designers) while others charge per seat for everyone.
Required Capabilities
Select the capabilities your team needs. We will match tools that cover the most of your requirements and show you the coverage percentage for each recommendation.
Your Preferences
Select your team's methodology and budget range. We will prioritize tools that match your workflow and pricing expectations.
Frequently Asked Questions
How much do AI project management tools cost per user?
▼AI project management tools range from free to $30+ per user per month. Budget options like Taskade start at $4/user/month, mid-range tools like Notion and Monday.com run $10-20/user/month, and premium tools like Jira and Forecast start at $25-30+/user/month. Most tools offer free tiers with limited features, so you can test before committing.
What is the difference between per-seat and per-maker pricing?
▼Per-seat pricing charges for every team member who uses the tool. Per-maker (or per-editor) pricing only charges for users who create and edit content — viewers and commenters are typically free. Tools like Coda use per-maker pricing, which can significantly reduce costs for teams with many stakeholders who only need view access.
How do I calculate the total cost of a PM tool for my team?
▼Multiply the per-seat monthly price by the number of paid seats, then multiply by 12 for annual cost. For per-maker tools, only count editors (PMs and designers) as paid seats — developers and stakeholders viewing dashboards are often free. Don't forget to factor in annual billing discounts, which typically save 15-20%.
Are free PM tools good enough for small teams?
▼Free tiers from tools like ClickUp, Notion, and Taskade are surprisingly capable for teams under 10 people. You get basic task management, boards, and limited AI features. The main limitations are storage, number of projects, AI usage credits, and advanced features like automations, time tracking, and reporting. Most teams outgrow free tiers when they need integrations or advanced workflows.
How does this cost calculator work?
▼The calculator analyzes your team composition (PMs, developers, designers, stakeholders), required capabilities, methodology, and budget preference. It then scores 20+ AI PM tools from our database on cost efficiency, capability coverage, and methodology fit. Results are grouped into budget, mid-range, and premium tiers with specific tool recommendations and annual cost estimates.
Should I pay for AI features in my PM tool?
▼It depends on your team size and workflow complexity. AI features like automated task creation, predictive scheduling, and content generation deliver the strongest ROI for teams of 10+ managing multiple projects. For smaller teams, start with free AI features (available in Taskade, ClickUp, and Notion) and upgrade when you hit limits. The ROI calculation is simple: if AI saves each PM 2-3 hours per week, even a $20/month tool pays for itself.
Can I share my cost estimate with my team?
▼Yes. After generating your estimate, the calculator creates a shareable URL that encodes all your inputs — team composition, capabilities, methodology, and pricing preference. Anyone who opens that link will see the same cost comparison. You can also bookmark it for future reference.