The Productive Insider’s Guide
Everything we know about Productive in one document: what it costs, its grades, getting a refund, getting help and what else to look at. Read it here, or keep a copy.
Productive
The Insider’s Guide
Projects, resourcing and finances for agencies and consultancies
Every plan, grade, refund rule and rival among project management tools, read from Productive’s own pages.
Made by The Productive Company Inc. · checked Oct 6, 2026 · toolgpa.com
Contents
- 01WelcomeWhat it is, who it suits, its grades and the ten things to know first
- 02What it costsEvery plan, the free plan, ways to pay less and how prices have moved
- 03What it doesIts main features, where it runs, what it works with and who makes it
- 04Where it standsIts grades against its category, and whether to keep it or make your own
- 05The alternativesThe tools it is most often weighed against, side by side
- 06Quick answersThe questions people ask about it, each answered in a line or two
- 07About ToolGPAWho made this guide, what else is on the site, and how to cite it
ToolGPA put this guide together from Productive’s own pages, its app-store listings and our grades. Every fact in it is on Productive’s page too, where it is kept up to date. Checked Oct 6, 2026.
Part 01 · Overview
Welcome
What it is, who it suits, its grades and the ten things to know first
2.4
GPA, above 20 of the 79 other project management tools we grade
Productive is a professional services automation tool aimed at agencies, consultancies and similar client-service firms. It combines project and task management with resource planning, time tracking, budgeting, invoicing and a sales CRM, so project profitability is reported from the same data the team works in. Plans are priced per user with a 3-seat minimum, and there is no free plan.
To get you started, here are 9 things to know about Productive, taken from its own pages and our grades.
It's hosted, so nothing to install, and logging time is a click.
- 1
Best for agencies that want projects and money in one place
Productive is built for agencies and consultancies: projects, resource planning, time tracking and budgets in one tool, with margin shown per project.
- 2
Paid plans start at $10 a month for each person
As its pricing page puts it: $10 per user / month, billed yearly (3-seat minimum).
- 3
You can try it first
14-day free trial, no credit card required
- 4
It runs on 5 platforms
Web, macOS, Windows, iOS and Android.
- 5
Seven project layouts
Tasks can be shown as a list, table, board, calendar, timeline, Gantt chart or workload view, and customized views can be shared with teammates.
- 6
Budgets tied to tracked time
Each logged hour is linked to a project budget, so revenue, cost and margin are reported per project as the work is done.
- 7
Resource planning
Plan bookings by person or by project, with tentative and repeating bookings, placeholders, and each person's availability after time off.
- 8
A 2.4 GPA, above 20 of 79
That is against the other project management tools we grade, on value, the free plan, features, ease of use and platforms.
- 9
Keep it
The plain part of Productive you could make: tasks, kanban boards, Gantt & timelines, time tracking, invoicing and reports. What surrounds it you could not. The 5 things listed below take a company, not a weekend.
Productive at a glance
- Pricing
- Free trial, from $10 per user / month, billed yearly (3-seat minimum)
- Free plan
- No
- Free trial
- 14-day free trial, no credit card required
- Runs on
- Web, macOS, Windows, iOS, Android
- Made by
- The Productive Company Inc., since 2014
- Category
- Project Management
- Our grade
- 2.4 GPA, fair
The report card
Best for agencies that want projects and money in one place
Productive is built for agencies and consultancies: projects, resource planning, time tracking and budgets in one tool, with margin shown per project. It starts at $10 a user a month billed yearly with a 3-seat minimum and no free plan. Invoicing syncs, rate cards and approvals wait on Professional at $25, and HubSpot, webhooks and enforced SSO sit on Ultimate, which has no public price.
| Subject | Grade | Comment |
|---|---|---|
| Value for money | D | Essential is $10 a user a month billed yearly, $12 monthly, already the dear edge of this category, and the pieces an agency actually bills with, invoicing syncs, rate cards, time and expense approvals, sit on Professional at $25, three times the category's middle. Three seats minimum, no free plan. |
| Free plan and trial | C | No free plan at all. There's a 14-day trial with no card needed, and after that you're paying for at least 3 seats. Client seats are free, which softens it if you work with a lot of them. |
| Features | B | Seven layouts including board, timeline, Gantt and workload, every logged hour tied to a project budget so revenue, cost and margin come out per project, plus resource planning, invoicing, a sales CRM and an AI Assistant. Invoicing syncs and approvals need Professional. |
| Ease of use | C | No store rating on record. It's hosted, so nothing to install, and logging time is a click. But this is budgets, bookings, rate cards and approvals in one place: someone has to set all that up, and it's a bigger job than a task board. |
| Platforms and integrations | A | Web, Mac, Windows, iPhone and Android, with only Linux missing. It connects to Jira, Slack, Xero, QuickBooks, Google Calendar, Outlook and Zapier, the API is in from Essential, and an MCP server opens your data to Claude or ChatGPT. |
An A is worth 4 points, a B 3, a C 2, a D 1 and an F nothing. The GPA is the average of the five.
Who Productive is for
- Fits if you're an agency or consultancy of 3 or more people that bills clients by project
- Works for teams that bring clients into projects, since client seats are free
Who it is not for
- Skip it if you want a free plan, because there's only a 14-day trial
- Not for you if you're one or two people, since every plan needs at least 3 seats
- Pricey if you need Xero or QuickBooks sync, rate cards or approvals, which start on Professional at $25 a user
- Watch out: HubSpot, webhooks and enforced SSO or 2FA need Ultimate, which has no public price
- Watch out: the AI Notetaker for calls is a paid add-on, and there's no Linux app
Good to know
Good for
- Agencies and consultancies that bill clients by project
- Firms that want budgets, resourcing and time tracking in one tool
- Teams that invite clients into projects, since client seats are free
Worth knowing
- There is no free plan, and every plan requires at least 3 seats.
- HRIS and invoicing integrations start on Professional; the HubSpot integration, webhooks and enforced SSO or 2FA need Ultimate, which has no public price.
- The apps page lists desktop apps for Mac and Windows and mobile apps for iPhone and Android, but no Linux app.
- The AI Notetaker that joins calls is listed as an add-on rather than part of a plan.
Part 02 · Pricing
What it costs
Every plan, the free plan, ways to pay less and how prices have moved
$10
A month to start, for each person
Productive is a paid product with a free trial, starting at $10 per user / month, billed yearly (3-seat minimum).
Client seats are free, which softens it if you work with a lot of them.
Essential
$10
per user / month, billed yearly ($12 billed monthly)
Budgeting, resource planning, projects and tasks, docs, time tracking, expenses, reporting, API access and the AI Assistant, with 5 account-level custom fields.
Professional
$25
per user / month, billed yearly ($29 billed monthly)
Adds HRIS and invoicing integrations, recurring budgets, rate cards, time and expense approvals, advanced reports and 15 account-level custom fields.
Ultimate
Custom
Adds revenue forecasting, Scenario Builder, multiple subsidiaries, the HubSpot integration, webhooks, agents and enforced SSO or 2FA.
Trying it first
14-day free trial, no credit card required
Read from productive.io on Oct 6, 2026.
Ways to pay less
Annual discount
Save up to 17% with yearly billing
Essential is $10 per user / month billed yearly against $12 billed monthly, and Professional is $25 against $29. The pricing page labels the yearly option as saving up to 17%.
Stated on productive.ioNonprofit
50% off for nonprofits and charities
The pricing FAQ says nonprofits and charities get 50% off all subscriptions and asks them to contact the company.
Stated on productive.ioEducation
Free accounts for teachers and students
The pricing FAQ says Productive gives free accounts to teachers and students; details are available on request.
Stated on productive.ioOther savings
Volume discount from 50 users
Companies with 50 or more users are eligible for a volume discount on the Professional and Ultimate plans, according to the pricing FAQ.
Stated on productive.io
Part 03 · Features
What it does
Its main features, where it runs, what it works with and who makes it
5
Places it runs: Web, macOS, Windows, iOS and Android
Projects, resourcing and finances for agencies and consultancies. Here is what it does, as its own site describes it, and what it covers: AI features, tasks, kanban boards, Gantt & timelines, time tracking, invoicing, reports.
Invoicing syncs and approvals need Professional.
- Seven project layouts
- Tasks can be shown as a list, table, board, calendar, timeline, Gantt chart or workload view, and customized views can be shared with teammates.
- Budgets tied to tracked time
- Each logged hour is linked to a project budget, so revenue, cost and margin are reported per project as the work is done.
- Resource planning
- Plan bookings by person or by project, with tentative and repeating bookings, placeholders, and each person's availability after time off.
- Time tracking
- Log hours with a timer or by hand on web, desktop or mobile. Entries attach to tasks and can be submitted for approval; the Mac app adds a menu bar timer.
- Invoicing and accounting sync
- Invoices can be pushed to Xero, QuickBooks Online, Exact, e-conomic, Fortnox or Twinfield with payments synced back. These integrations start on Professional.
- AI Assistant, agents and MCP server
- An AI Assistant that drafts and summarizes work is included from Essential. Custom agents and connectors are listed under Ultimate, and an MCP server opens the data to Claude or ChatGPT.
Where it runs
- Web
- macOS
- Windows
- iOS
- Android
What it works with
- Jira
- HubSpot
- Xero
- QuickBooks
- Slack
- Google Calendar
- Microsoft Outlook
- Zapier
Productive is made by The Productive Company Inc., and has been around since 2014.
Part 04 · Standing
Where it stands
Its grades against its category, and whether to keep it or make your own
20/79
Other project management tools it is graded above
Productive's GPA of 2.4 is higher than 20 of the 79 other project management tools we grade, and level with 21.
It stands best on platforms and integrations (A, above 54 of 79) and worst on value for money (D, above 0).
Its paid plans start at $10 a month for each person, against a middle price of $8 for the category: 49 of the 74 others that charge start lower.
On features, ease of use and platforms it scores 3.0 out of 4. 4 tools score higher and cost less.
Each grade against the category
Every bar is all 80 project management tools we grade, cut by the letter each got. Productive’s own letter is outlined.
- DValue for moneyAbove 0 of 79
- CFree plan and trialAbove 4 of 79
- BFeaturesAbove 27 of 79
- CEase of useAbove 2 of 79
- APlatforms and integrationsAbove 54 of 79
Price against what you get
Each dot is one of 78 project management tools. Further left costs less; higher up scores better on features, ease of use and platforms. Productive is the marked dot.
What paid plans start at, a month (each step along is roughly double) →
Keep it, or make your own?
Whether this is something you could build for yourself with an AI app builder, and what you would give up.
Keep it
The plain part of Productive you could make: tasks, kanban boards, Gantt & timelines, time tracking, invoicing and reports. What surrounds it you could not. The 5 things listed below take a company, not a weekend.
That makes this kind of software worth paying for, not this one in particular: 38 of the 79 other project management tools grade higher. It costs $120 a year.
What you could make
- Tasks, kanban boards, Gantt & timelines, time tracking, invoicing and reports: an app builder makes these well.
What you could not
- Apps for macOS, Windows, iOS and Android that stay in step with each other.
- It is priced for each person, which means accounts and billing for a team.
- It plugs into other products, Jira, HubSpot and Xero among them.
- AI features, unless you pay a model provider for each request yourself.
- The depth: we grade its features B, which means it covers the whole job.
What this rests on. Productive’s listing: what it does, where it runs, what it plugs into and what it costs. It is a judgement about the kind of software this is. We have not built a replacement for it, and making your own means looking after it too. How we decide, and every tool’s verdict.
Part 05 · Alternatives
The alternatives
The tools it is most often weighed against, side by side
Scoro, Teamwork.com, Avaza, Paymo and ClickUp
The 5 tools Productive is most often weighed against, with where each one differs from it.
- 2.2GPA
Scoro
Free trial · from $17/mo
Modular professional services automation for service firms.
- Only Productive lists macOS and Windows apps.
- Scoro also covers sales pipeline.
- 2.4GPA
Teamwork.com
Free plan · from $9.99/mo
Project and resource management for client service teams.
- Teamwork.com has a free plan. Productive does not, though it has a free trial.
- Only Teamwork.com lists a browser extension.
- Productive also covers reports.
- 2.4GPA
Avaza
Free plan · from $9.96/mo
Project management with timesheets, expenses and invoicing.
- Avaza has a free plan. Productive does not, though it has a free trial.
- Only Productive lists macOS and Windows apps.
- Productive also covers tasks.
- 2.4GPA
Paymo
Free plan · from $5.9/mo
Project management with time tracking and client invoicing.
- Paymo has a free plan. Productive does not, though it has a free trial.
- Only Paymo lists a Linux app.
- Productive also covers reports.
- 3.0GPA
ClickUp
Free plan · from $7/mo
Work platform combining tasks, docs, chat and dashboards.
- ClickUp has a free plan. Productive does not, though it has a free trial.
- Only ClickUp lists a Linux app.
- Only ClickUp lists a browser extension.
Part 06 · Questions
Quick answers
The questions people ask about it, each answered in a line or two
13
Questions, each answered in a line or two
The short version of everything above, for when you only need the answer. Each one is told in full in its part of the guide.
Is Productive free?
No, Productive is a paid product, but you can try it first. 14-day free trial, no credit card required.
How much does Productive cost?
Productive lists 3 plans. Essential: $10 per user / month, billed yearly ($12 billed monthly).
What platforms does Productive work on?
Productive is available on Web, macOS, Windows, iOS and Android.
Does Productive offer any discounts?
Productive publicly lists the following: Save up to 17% with yearly billing; 50% off for nonprofits and charities; Free accounts for teachers and students; Volume discount from 50 users.
Does Productive have a Linux app?
No Linux app was listed when its pages were read on Oct 6, 2026. Productive is listed for Web, macOS, Windows, iOS and Android.
Is Productive open source?
Productive is not described as open source on its own site, as read on Oct 6, 2026.
What does Productive integrate with?
Productive's listing names Jira, HubSpot, Xero, QuickBooks, Slack, Google Calendar, Microsoft Outlook and Zapier.
Does Productive have a student discount?
Free accounts for teachers and students. The pricing FAQ says Productive gives free accounts to teachers and students; details are available on request.
Who makes Productive?
Productive is made by The Productive Company Inc. It dates from 2014.
What are the alternatives to Productive?
The closest alternatives to Productive in our directory are Scoro, Teamwork.com, Avaza, Paymo and ClickUp.
How does Productive compare with other project management tools?
Productive's GPA of 2.4 is higher than 20 of the 79 other project management tools we grade, and level with 21.
Is Productive good value for money?
ToolGPA grades Productive D for value for money. Its paid plans start at $10 a month for each person, against a middle price of $8 for the category: 49 of the 74 others that charge start lower.
Could I make my own version of Productive?
The plain part of Productive you could make: tasks, kanban boards, Gantt & timelines, time tracking, invoicing and reports.
Where this guide comes from
The prices, plans, platforms and features were read from Productive’s own pages on Oct 6, 2026, and the grades were given on Oct 10, 2026. Graded from this listing, whose facts were read from Productive's own pages on 6 October 2026. Also tested with a demo account on 2026-08-26.
Every tool we list gets five grades, A to F, each with its reason, and a GPA that averages them. How each is decided is at toolgpa.com/grades. This guide is ToolGPA’s own work; it is not made, paid for or approved by The Productive Company Inc. Prices change, so check productive.io before you buy.
Part 07 · About
About ToolGPA
Who made this guide, what else is on the site, and how to cite it
3,189
Tools graded, in 94 categories
ToolGPA grades software the way a school report grades a pupil: five subjects, a letter for each with the reason written beside it, and a GPA that averages them. Prices, plans and platforms are read from each maker’s own pages and dated, so you always know how fresh a figure is.
Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Every tool on the site has a guide like this one, free to download and pass on. It all lives at toolgpa.com.
3,189
tools graded
94
categories
426
price changes on record
579
apps priced in 12 countries
What else is on toolgpa.com
- Productive, kept up to dateEverything in this guide, with prices and grades as they are todaytoolgpa.com/tools/productive
- How grades are givenThe rules behind every letter and every GPAtoolgpa.com/grades
- Value chartsWhat each tool costs against what it scores, for every categorytoolgpa.com/charts
- CompareAny two tools side by side, plan by plantoolgpa.com/compare
- Price changesEvery price rise and cut on record, each with its sourcetoolgpa.com/price-changes
- Prices by countryWhat apps cost on the App Store in 12 countriestoolgpa.com/prices-by-country
- Pay lessEvery public discount: yearly billing, students, nonprofitstoolgpa.com/save
- Keep or makeWhich tools are worth paying for, and which you could build yourselftoolgpa.com/keep-or-make
Scan for the live page
Prices and grades as they are today
Quoting this guide?
Please name ToolGPA and link to the live page, so readers can check the figures for themselves:
ToolGPA, "Productive: The Insider's Guide", checked Oct 6, 2026. https://toolgpa.com/tools/productive
Know someone choosing between project management tools?
Send them this guide: toolgpa.com/tools/productive/guide
ToolGPA elsewhere: youtube.com/@toolgpa
See our other guides
The best-graded project management tools after Productive, each with an Insider's Guide of its own.
- Project Management Insider's GuideEvery one of the 80 project management tools we grade, compared
- GitHub Issues Insider's GuideIssue tracking and project planning built into GitHub3.4 GPA
- Freedcamp Insider's GuideProject management suite with a free plan for unlimited users3.2 GPA
- Huly Insider's GuideOpen-source project management with chat, docs and video calls3.2 GPA
Choosing software? Every tool graded, every price dated.
Compare tools at toolgpa.com ›Everything in this guide is ToolGPA’s own summary of what Productive’s pages, its app-store listings and public reviews said on the dates shown. Grades are our judgement under the rules at toolgpa.com/grades. Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Productive is a trademark of its owner, and this guide is not made, paid for or approved by The Productive Company Inc. Prices and plans change: check productive.io before you buy.