Review of 5 Professional Services Automation Software for Small Businesses

professional services automation software for small businesses

Octobits Blog – Running a small business often means juggling lots of different things at once, like projects, clients, and resources. That’s why professional services automation software for small businesses has become a must-have tool.

These tools can help small businesses to make their operations more efficient, cut down on manual work and gain insights in real time, which helps them make better decisions.

But with so many options out there, it’s important to understand how the right software can transform project delivery, resource allocation and financial management for small businesses. 

Why Small Businesses Need PSA Software

Small businesses, especially those in the professional services sector, have got their own set of challenges.

With limited resources, tight budgets and the need to wear multiple hats, it can be tough to stay on top of everything.

That’s why professional services automation software for small businesses can be a real game-changer. 

PSA automates all those routine tasks and gives you real-time insights into how your projects are going and your financial metrics.

This professional services automation software (PSA) lets businesses focus on what they do best – delivering great service to their clients.

The 2019 Professional Services Automation Buyer’s Guide by Service Performance Insight also shows how important PSA software is.

The guide says without PSA, organisations have to work really hard with no set procedures.

This can cause inefficiencies, inaccuracies, and ultimately, lower profits.

The guide also says how PSA software can lead to big improvements in billable utilisation, project margins and revenue growth.

For example, their research shows that PSA can help increase billable utilisation by 2.6%, which leads to a big increase in annual revenue.

Furthermore, PSA software helps small businesses stay agile and responsive to changing market demands.

Take Accelo, for instance. It offers features like real-time reporting, integrated project management and streamlined billing processes, which help businesses better allocate resources and manage cash flow. 

Learn more: What is Professional Services Automation Software: PSA Complete Guide

Top PSA Software Options for Small Businesses

BigTime

Key Features of BigTime

BigTime is a great professional services automation software to help small businesses manage projects, track intervals, and stay on top of their time.

BigTime has all the tools you need to track work hours, manage project costs, and keep an eye on work progress, which makes it perfect for small businesses looking to make their operations more efficient.

With over 2,800 customers and more than 20 years of experience, BigTime is designed to grow with your business, giving small businesses the flexibility and agility they need to succeed.

It helps cut operational costs, match talent with the right projects and speed up the time it takes to get paid for completed work.

Pros of BigTime

One of the best things about BigTime is you can manage projects and track time in one place. 

This means you can easily integrate it with your accounting software, which makes it simple to create invoices and produce financial reports.

We’d also like to give a shout-out to BigTime’s user-friendly interface and helpful customer support.

Cons of BigTime

The software can slow down when it’s dealing with lots of data or multiple users, which can be a problem for small businesses that are getting more and more projects.

New users might find the layout a bit confusing and the reporting options a little limited, which could make it harder to get detailed insights.

Accelo

Key Features of Accelo

Accelo’s got this great PSA platform that’s tailor-made for professional services businesses.

You can automate all sorts, from project management to your client work, billing, and time tracking.

It’s easy to integrate with other tools and accounting software, which makes it a great choice for small businesses looking to streamline their workflow.

What really sets Accelo apart is its real-time visibility into project progress, resource allocation, and client communication.

Pros of Accelo

What sets Accelo as one of professional services automation software for small business is its user-friendly design, which makes it easy for small businesses to keep track of projects and manage their resources.

It’s a great way to centralise data, which makes it easier for team members to work together.

Accelo’s built-in links with other software let businesses manage client work more effectively, making it easier to track billable hours and manage invoicing accurately.

Cons of Accelo

Some users say Accelo’s interface can be a bit overwhelming for newcomers, especially small businesses getting to grips with PSA software.

It might take a little while to get to grips with the platform and all its features.

Harvest

Key Features of Harvest

Harvest is a time-tracking and project management software that gives small businesses the tools they need to manage their time, invoices and expenses.

The software is designed to make things run more smoothly by letting teams track time across multiple projects, making it easier to monitor billable hours and manage project costs efficiently.

Pros of Harvest

Harvest’s got a simple interface and it’s really easy to use, which makes it a great choice for small businesses.

It works with lots of different tools like QuickBooks, so it’s easy to manage your finances.

Harvest also has great reporting features that help businesses understand how profitable a project is and where their resources are going.

Cons of Harvest

On the other hand, Harvest doesn’t have all the advanced project management features you’ll find in other PSA software, which might make it less useful for more complex projects.

Kantata

Key Features of Kantata

Kantata Professional Services Cloud, previously known as Mavenlink + Kimble, is one of the professional services automation software for small businesses.

Kantata is all about managing professional services. It brings together project management, resource planning and reporting tools in one place. 

Kantata has a great set of features, including resource management, financial management, and team collaboration, making it a solid choice for small businesses.

Kantata is great at giving users real-time data access, customisable reporting capabilities and integration with various tools, which helps streamline operations for businesses.

Pros of Kantata

Kantata is a great choice for small businesses looking to manage projects efficiently.

Its real-time insights and customisable nature make it a valuable asset.

The platform can be adapted to suit each user’s needs, which makes it more efficient and helps to streamline operations.

Kantata project management and resource planning capabilities make it easy for businesses to handle complex projects without a lot of hassle.

Cons of Kantata

Kantata is pretty steep to learn, which can be tough for small businesses new to PSA software.

It can be tricky to get to grips with the system at first, and it takes quite a lot of time and effort to get it all set up.

Function Point

Key Features of Function Point

Function Point is another PSA software option suited to creative agencies and small businesses.

It’s got a full set of tools, including project management, time tracking, task assignment and budgeting.

The software lets businesses manage projects from start to finish, making sure that all tasks are tracked and done on time.

Pros of Function Point

What really sets Function Point apart is its ability to manage multiple projects at once, making it perfect for businesses with a wide range of projects on the go.

It works well with other tools like CRM systems, which makes it easy to keep in touch with clients and track projects.

The platform also has great reporting features, so businesses can keep an eye on how profitable and efficient their projects are.

Cons of Function Point

Function Point has a lot going for it, but it can be a bit tricky to get to grips with if you’re new to it.

Also, it might also feel a bit dated compared to other PSA software out there.

On top of that, the software’s price tag might be a bit steep for small businesses with tight budgets, since it’s a subscription model.

Learn more: The 2024 Buyer Guide of Best Professional Services Automation Software

Comparison Table

SoftwareBest forStarting Price
BigTimeSmall to mid-sized professional service firms focusing on accurate billing and invoicingStart from $20 per user/month
AcceloSmall to mid-sized businesses needing an all-in-one solution for project management and client relationshipsContact for pricing & book a demo
HarvestFreelancers and small teams looking for time-tracking and invoicing featuresStart from $12 per user/month
Kantata (formerly Mavenlink)Mid-sized professional service firms and consulting agencies requiring advanced resource management and collaborationContact for pricing
Function PointCreative and marketing agencies that need job costing, project management, and time-tracking toolsStart from $55 per 5-9 user/month

How to Choose the Right Professional Services Automation Software for Small Business

There are so many PSA software options out there that it can be tough to know which one is right for your small business.

When it comes to choosing a PSA solution, it’s important to look for one with the ability to provide real-time visibility and control over financial aspects, resource allocation, and project timelines.

If you’ve outgrown manual systems or are looking to expand, make sure you choose a PSA solution that supports different currencies, regulations and taxes. That way, you can scale up easily.

Sanjeevani Sathe’s “PSA Software Playbook,” offers some great tips for choosing the right PSA software.

It suggests that small businesses compare features against project requirements, think about the costs versus benefits, and make sure the software vendor provides good customisation and training support.

For instance, features like time and expense tracking, invoicing, and customer relationship management (CRM) integration are worth focusing on, as they directly affect project delivery and profitability.

So, the success of a PSA system depends on how well it’s implemented. If you get a good transition and proper training, it can make a big difference to how successful your PSA adoption is.

How Octobits Helps You Get the Suitable PSA for Your Business?

With the market set to reach USD 25.25 billion by 2030, there are plenty of PSA options and a lot at stake.

That’s why you need to consider Octobits. We’re not trying to sell a PSA solution, but we can help you find the perfect fit. Octobits is a SaaS spend management solution. 

So, Octobits is your one-stop shop for all things IT. It gives you a single, unified dashboard to manage devices, billing, and reporting.

This overview of your IT setup helps you spot areas that could do with some TLC, as well as where a PSA solution could make a big difference.

For example, if you’re having trouble with manual billing and lots of different reports from different IT vendors, Octobits can show you where the problems are.

So, Octobits is there to help you find PSA solutions that can handle your financial management and reporting needs.

What’s more, Octobits works with all the big IT vendors, including Datto Autotask (a top PSA provider), so you can see how your current tools work together and where a PSA solution could fit into your tech stack.

This integration capability makes sure that your chosen PSA solution doesn’t create data silos but rather helps your whole organisation work better together and share data more easily.

And here’s the best part: Octobits is free until December 2024.

In Closing

It’s worth remembering how much of a help the right PSA software can be for a lot of small businesses.

It’s an investment that can really pay off in terms of increased efficiency, profitability and client satisfaction.

That’s why Octobits is on standby to provide the support to get professional services automation software for small business.

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