8 AI Project Management Tools Tested: Are They Worth It?

Selecting the right AI project management tool can lead to substantial annual savings, often reaching thousands of dollars. These platforms help teams avoid the common pitfalls of rapid growth without a solid operational foundation. From my experience managing projects at startups, agencies, and large enterprises like Dell, I’ve seen how a lack of proper infrastructure leads to delayed projects, stressed managers, and tasks getting lost. This chaos results in lost revenue, poor client retention, and diminished team morale. AI project management software addresses these issues by introducing effective tracking, clear accountability, and intelligent automation. This review covers eight leading tools tested extensively, providing detailed insights into their performance, pricing, and ideal use cases.

AI project management software fundamentally organizes projects and teams into a single, centralized hub. It moves beyond basic spreadsheets and endless email chains by leveraging artificial intelligence to understand project context and automate workflows. For instance, I’ve configured systems that send automatic deadline reminders, update spreadsheets upon task completion, and even schedule meetings directly within the tool. This automation handles the mundane aspects of project management, freeing up leaders to focus on client relationships and delivering results faster. The best choice depends on your team’s size, budget, and specific departmental needs, which is why my testing was based on real-world scenarios.

My evaluation process was rigorous. Having worked with numerous clients, I’m familiar with most major project management platforms. The recent surge in AI features was the primary focus of this testing. I looked for tools that felt intuitive, managed tasks and dependencies effectively, tracked accountability, integrated well with other software, and ultimately made teams more productive rather than overwhelmed. The testing scenario mirrored a real-life situation: managing a remote marketing team that operates asynchronously. The tool needed to facilitate easy commenting, task assignment, status updates, and include a system for accountability. Crucially, it had to offer automation for repetitive actions, like moving a completed task to a different list, all with the goal of enhancing efficiency for a distributed team.

Here are the eight AI project management tools I tested.

ClickUp has evolved significantly. Initially, it seemed similar to other tools, but its recent AI advancements and popularity within my agency network prompted a fresh look. It stands out for being more affordable than many competitors, even offering a savings calculator on its pricing page. I first used ClickUp with a social media client and found the experience quite intuitive. It excelled at coordinating between writers, designers, and founders, especially with its card-based interface for remote teams across time zones. The personalized dashboards and goal tracking are strong features, and I find its user interface slightly superior to Asana’s.

My favorite AI feature is ClickUp Brain, a built-in AI assistant accessible by tagging @brain or through a dedicated tab. I use it for creating quick briefs, generating images, summarizing meetings, and building custom Autopilot Agents. These agents are independent AI systems that act on specific triggers. For example, I created one for hiring that evaluates applications, ranks candidates, and automatically generates interview tasks in ClickUp. Pricing starts with a generous free plan. The Unlimited package is $7 per user monthly (billed annually), while Business is $12. AI features are an add-on at $9 per member per month. It’s best for teams wanting advanced AI on a budget and those needing heavy customization for complex projects.

Trello remains my go-to for simplicity. As a content marketer, I find it the easiest tool to start with for small or one-off projects. It organizes work into workspaces and boards, keeping initiatives separate and manageable. I was introduced to Trello during an internship in 2018, and it revolutionized my view of project management. I’ve since used it for content pipelines, business operations, and personal to-do lists. Its strength lies in its straightforward onboarding and essential features, though it may not suit rapidly scaling companies.

The standout AI feature is Butler Automation, which I use extensively. You can create rule-based actions, custom buttons, and email reports. For example, I have a rule that automatically assigns a checklist and relevant team members to every new article card. Trello’s “Suggestions” feature also identifies automation opportunities based on your frequent actions. Much of its AI functionality comes from third-party Power-Ups, like Zapier or Strategy AI, which can add to the cost. Trello’s pricing is very competitive: a free plan for 10 members per board, Standard at $5 per user monthly, and Premium at $10. It’s ideal for small teams, content management, and social media workflows that don’t require advanced reporting.

Notion is a powerhouse for organization, though its learning curve can be steep and the interface sometimes feels laggy. It impressed me with its robust templates and community resources, particularly an agency’s sophisticated client onboarding workflow built entirely within Notion. I came to appreciate it through a client a few years ago, and while I wouldn’t use it for simple tasks, it’s excellent for large, complex, and knowledge-heavy projects.

The Ask Notion AI feature is incredibly useful for getting quick, contextual answers from your project data. I use it to compile progress reports, summarize deliverables, and get a high-level project overview without manually sifting through pages. Its generative AI is also handy for quick summaries and light research. A co-founder I spoke with uses it to summarize meeting notes and draft proposals, saving significant time. Notion offers a free plan to start. The Plus plan is $10 per user monthly (billed annually), and Business is $20, which includes AI features. It’s best for social calendars, business document hubs, onboarding flows, and knowledge-intensive project management.

Asana is a veteran in the space with over 300 integrations. I use it for projects that are too complex for Trello but don’t require the full robustness of Notion or Monday. I was introduced to Asana by HubSpot’s content team and was impressed by its smooth operation for remote editorial calendars. It shines with built-in dependency tracking, custom fields, and communications that stay within the app. Its timeline view is one of the cleanest available.

Asana AI Studio allows you to design custom AI workflows that automate repetitive human tasks. A CEO I interviewed uses it to automate task routing based on priority and assign ownership according to workload, providing clear visibility into capacity across time zones. Asana’s pricing includes a free individual plan. The Starter package is $10.99 per user monthly (billed annually) and includes Asana AI, while Advanced is $24.99. It’s well-suited for traditional project management needs in small teams.

Monday.com is an enterprise-grade solution used by companies like Adobe and Hulu. It can feel overwhelming due to its extensive features, but its philosophy is simplicity at scale. I tested it for this article and found the setup process very guided. Its core strength is enabling productivity across multiple departments without the tool itself becoming a distraction.

A notable upcoming AI feature is Product Power-Ups, which will auto-assign tasks based on priorities, workloads, and skills, while also flagging potential risks. Its generative AI capabilities, powered by OpenAI, offer standard functions like translation and summarization. Monday’s pricing is more rigid. The Basic plan starts at $9 per user monthly (minimum three seats) and includes 500 AI credits. Standard is $12, and Pro is $19. It’s ideal for large enterprises with highly complex projects and those wanting an all-in-one platform for project management, sales, and development.

Basecamp has more personality than any other tool I tested, from its engaging copy to its excellent visuals. It combines kanban boards, direct messaging, and document handling into a single platform. Its pricing is unique: while the monthly fee of $299 (on an annual bill) may seem high, it becomes the most affordable option for teams larger than 57 people. I found the onboarding smooth and the interface intuitive.

Basecamp uses AI effectively for project visualization. Features like Hillchart provide a clear picture of a project’s performance, automatically flagging projects that are “at risk” without manual data compilation. It also gamifies task tracking to keep everyone aligned. Pricing includes a free tier for one project, $15 per user monthly, and the flat-rate unlimited Pro plan at $299 monthly for 20+ users. It’s perfect for larger businesses and brands wanting one solution for internal communications and project management.

Slack, while primarily a communication tool, plays a critical role in project management. I’ve had issues with its notifications, but its channel interface is excellent for organizing conversations and getting quick action. The downside is cost, especially with Slack Connect and the 90-day message limit on free plans. I used Slack at Dell and in various professional communities.

My favorite AI feature is AI Search, which acts like a chatbot to provide contextual overviews from public conversations and shared files, making it invaluable for tracking client deadlines. Thread Summaries are another game-changer, distilling long conversations into key highlights and action items. A CEO I spoke with uses a custom Zapier and GPT workflow to automatically summarize internal feedback threads. Slack’s free plan has limitations. Pro is $7.25 per user monthly, and Business+ is $15, which includes AI search. It’s best for instant project communication and collaborating with external organizations.

Loom, an AI-powered video tool from Atlassian, is a massive timesaver for asynchronous communication. I use it for giving feedback, walking through tasks, and even for cold pitches. While it can be glitchy at times, its core functionality is solid. I discovered Loom while applying for a job years ago and have used it ever since to reduce meeting loads, especially for repetitive processes like onboarding.

The AI video editing automatically enhances quality and removes filler words. After recording, Loom AI generates a title, summary, timestamps, and even extracts mentioned tasks, ready to be transferred to your project management software. Loom offers a free plan for 25 videos. The Business Plan is $18 per user monthly, and the Business + AI Plan is $24. It’s ideal for asynchronous meetings, screen shares, and training videos.

So, are these tools worth the investment? Absolutely. Not leveraging AI in your project management processes means working harder than necessary. The key is to integrate AI where it genuinely adds value. As one professional noted, each tool has a role: Notion for planning, Slack for talking, Loom for showing, and platforms like Monday for execution. Start integrating these tools into your workflow; the boost in efficiency and clarity will be immediately apparent.

(Source: HubSpot Marketing Blog)