The best billing and invoicing software is no longer an optional add-on in 2025—it’s an essential tools that streamline project and business management. Selecting the appropriate software for project management this year isn’t just about task tracking.
Whether you’re managing construction projects, running your accounting firm, or leading a creative agency, the right tools can define how effectively your business operates.
The best business management software of today needs to do more than simple to-do lists. It should assist you in planning, budgeting, collaborating, and tracking costs with integrated project management accounting software capabilities. And if you’re like most Australian businesses, you’re dealing with remote teams, compliance requirements, and ramping client expectations.
So, how do you choose the best software for project management that benefits your team, rather than harming it? Let’s break it down.
Why Project Management Software is More Important Than Ever
The way we work is different. Hybrid jobs, external freelancers, and working in real-time across cities or even continents are the new reality. Therefore, companies in Australia spend on more innovative software for project management – tools that centralise communication, automate tasks, and keep your team synchronised from launch to delivery.
By 2025, these tools will no longer be a “nice to have.” They are mandatory for scaling, remaining competitive, and preventing burnout due to misconduct or insufficient planning.
What to Look For In Project Management Software (2025 Edition)
We will review the mandatory resources for modern business administration software, including ease of use and energy efficiency.
1. Easy To Use Interface (Even For Non-Technical)
Having the biggest software doesn’t matter if your team doesn’t like working on it. Seek out tools that feature:
- Drag-and-drop task boards
- Clean, mobile-responsive dashboards
- Low setup or onboarding time
- Lucky bonus if they support Australian-based tutorials or localised help.
2. All-in-One Time and Cost Tracking
Project management isn’t merely about checking off tasks; it’s about ensuring they’re profitable. Select software with project management and accounting software capability, such as:
- Real-time budgeting
- Timesheet logging per task
- Expense tracking tied to projects
This allows you to visualise the actual cost of each project and expand margins over time.
3. Collaboration Features for Teams
Steer clear of the email landslide. The best-of-breed tools today enable:
- Commenting on tasks
- File sharing within a project
- Real-time notifications and updates
- Some even include chat integrations (such as Slack or Microsoft Teams) to stay all together.
4. Customisable Workflows
Not all businesses operate the same. Ensure your software for project management allows you to:
- Create custom workflows
- Define individual statuses
- Customise perspectives for team requirements (Kanban, List, Timeline, Gantt)
Custom workflows keep you flexible and adapt as they grow.
5. Budget and Invoice Management
If you’re billing customers by milestone, hourly, or flat fee, having project management accounting software built-in can save you a significant amount of time and effort. Check for:
- Budget dashboards
- Billing based on milestones
- Integration with invoicing software such as Xero or MYOB
That way, you remain in control of cash flow without running after paperwork.
6. Resource Management
Busy team members? Deadlines creeping up? Good software helps allocate resources smartly. This includes:
- Assigning tasks based on capacity
- Forecasting workloads
- Tracking team availability
It’s a smart way to avoid burnout and missed deadlines.
7. Automation Capabilities
In 2025, automation is king. Your business management software should help you:
- Auto-assign tasks based on triggers
- Send alerts for overdue items
- Schedule recurring workflows
This keeps your projects moving without someone needing to micromanage every step.
8. Integration with Existing Tools
You probably already have tools such as:
- Google Workspace
- Microsoft Office 365
- Accounting software (Xero, QuickBooks)
- CRM tools
Pick a tool that plays nice with your stack to minimise double-handling and maximise data consistency.
9. Reporting and Dashboards
Insight is power. You need to have some nice-looking dashboards that display:
- Project health
- Budget vs actuals
- Upcoming deadlines
- Completed milestones
Bonus: Exportable reports that keep customers, stakeholders, or top management informed.
10. Great Mobile App
- Whether you are on site, in the office, or in transit, your team should be able to:
- Check project status
- Log time
- Upload files
The mobile experience should be intuitive and fast, not a watered-down version of the desktop.
11. Secure File Management
Security is a growing concern, particularly when client files or sensitive data are involved. Your business management software should offer:
- Cloud backups
- Access controls (by role or team)
- Local compliance with the Data Protection Act (eg, the Australian Privacy Principles)
Good security = fewer headaches.
12. Scalable Plans for Expanding Teams
Don’t outgrow your software in six months. Select a platform that accommodates:
- User-based pricing or flat rate plans
- Advanced admin options
- Optional add-ons as you grow
The best platforms will scale with your team, whether you’re a startup or expanding into new territories.
13. Local Support and Training
Some overseas software vendors provide world-class tools but lack an understanding of Aussie business culture or compliance. Ideally, seek:
- Australian-based support
- Local currency settings and tax codes
- Training specifically for your team’s industry
Quick support in your time zone can be the difference-maker.
14. AI or Predictive Analytics
More sophisticated tools now provide predictive insights, such as alerting you when a project may be at risk of going wrong. Seek:
- Risk forecasts
- Budget overrun alerts
- Task prioritisation by AI analysis
It’s like having a built-in project coach for your dashboard.
15. Client Access Portals
If you’re working on outside projects, client visibility is essential. Most current tools enable:
- Client visibility of project status
- Shared timelines and deliverables
- Commenting and approvals
It holds everyone on the same page and prevents miscommunication.
So, What’s the Best Option?
There are no “unique size” answers. The best software for project management depends on the size of the team, industry, workflow complexity, and growth plans. But if it’s easy to use, full of resources, budget-friendly, and supports Australian companies, you’re on the right track.
From real-time tracking and financial insights to billing automation and remote collaboration, Gemma is purpose-built for Aussie teams. Whether you’re in construction, consulting, or creative work, it integrates invoicing software for small business into one smooth solution—backed by local support.
Gemma combines the best of business management software, including competent project management and accounting software features, into one solution, supported by local experts who genuinely understand your needs.