Project management software that starts with the project plan
Most project management tools assume you already have a plan — they hand you an empty board and a task list. Projektiassistent starts earlier: describe the project in your own words and the AI drafts the objectives, activity plan, schedule, budget and risks. Only then do you manage them in a Gantt or Kanban view.
What project management software actually has to cover
Project management software is not a task list. For a project to get from idea to result, one system has to cover five things at once — and they have to be connected, not sitting in five separate files.
Plan and scope
Objectives, deliverables and a work breakdown. Without them a schedule is just a list of dates.
Schedule and dependencies
Milestones, the critical path, and what happens when one activity slips.
Budget and costs
Cost lines net and with VAT, the free balance, and their link to activities.
Risks and decisions
A risk register with mitigations, and a trail of who decided what.
Team and workload
Who does what, how much each person already carries, and where overload builds up.
Reporting
Status for management and funders — without writing it up by hand every time.
You enter the project once
In a classic tool you enter the same information several times: once into the plan, once into the schedule, once into the budget, once into the report. Here they are different views of the same project — change one and the rest follow.
- The AI writes the first version
An empty template is why many projects never start. You edit a draft instead of starting from nothing.
- The views are connected
Change a task's deadline in the Gantt view and the same task is updated in the list, on the Kanban board, on the critical path and in the status summary.
- Planning control
The Attention signals block highlights delays, high risks and blockers; a baseline locks the agreed plan and milestones are signed off by name.
- Document language per project
The interface is in Estonian, English and Russian, and you pick the document language for each project — useful when the funder is not local.
How to choose project management software
Most comparisons list features. In practice six things decide whether a tool stays in use or is abandoned in month two. Work through them before moving a team onto anything new. First, the table compares tool categories rather than products — what a task manager, a spreadsheet and Projektiassistent actually cover. Product-by-product comparisons have their own pages.
| What the project needs | Task manager | Spreadsheet | Projektiassistent |
|---|---|---|---|
| A plan that doesn't exist yet | You start from an empty board | You start from an empty sheet | AI drafts the first version from your description |
| Schedule and dependencies | Limited, often a paid add-on | Manual work, no critical path | Gantt chart, dependencies and critical path |
| Budget and VAT | Not part of the tool | Possible, but detached from the schedule | Expense lines with net amount and VAT rate in the same project |
| Risk register | Not part of the tool | A separate tab nobody updates | Built in — impact, probability, owner and mitigation plan |
| Report for management or a funder | Assembled by hand | Assembled by hand | AI status summary from the same project content |
| Funding application | Not part of the tool | Not part of the tool | AI builds it from the project plan (Standard and Business) |
| Auditability and decision trail | Comment history | Version in the file name | Decision log; on Business also an audit log and version history |
| Languages | Interface partly translated | One file, one language | Interface in Estonian, English and Russian; document language chosen per project |
How fast you reach a first plan
If the tool hands you an empty board, the first project takes days — and often never gets written at all. Ask what happens in the first quarter of an hour: are you filling in a template, or editing a draft that already exists?
Whether plan, schedule and budget are linked
Test it for real: move one deadline and see whether the schedule, task list and report follow. If they don't, you will be syncing three files by hand, and by month three they will have drifted apart.
Language and local context
A translated interface is not the same as content in your language. Check whether the AI writes the plan, application and report in it, whether the VAT logic matches your country, and whether local funders' requirements are understood.
Funding and reporting from one source
If the project needs a grant, the application and the later report are two shapes of the same content. A tool that doesn't know this means writing the project up twice.
The cost of adoption across a team
The licence is the smaller cost. The bigger one is the hours people spend learning it, and how many go back to a spreadsheet anyway. Pick a tool whose first project happens without training.
Data, permissions and an audit trail
Who sees the budget, who may change the plan, and whether changes leave a trail. In a grant-funded project that is an audit question, not a convenience one — GDPR and version history have to hold.
What the software does for you
Every view is a different angle on the same project. Pick the one that matters most to you.
Project plan generator
Describe the project in your own words — the AI drafts a structured plan.
→🛑Decision readiness
Decision log, baseline and milestone approvals — who, what and when.
→🧩Tasks and work breakdown
Break the project down: tasks, subtasks, owners and effort.
→📊Gantt chart
Schedule, dependencies and critical path — built from your plan.
→🔀Kanban board
Task flow in columns — the same tasks as in the plan.
→🧭Methodologies
Waterfall, Scrum, Kanban, Hybrid, PRINCE2 or Simple project.
→👥Resource planning
Who is overloaded and who is free — before a deadline slips.
→⚠️Risk analysis
Risk register: impact × probability, risk score and mitigation plan.
→💶Project budget
Cost lines, VAT and free balance in real time — ready for reporting.
→📊Reporting
A status summary for management in seconds, the document as PDF/DOCX.
→🗂️Project portfolio
Every project on one screen — an aerial view, not a magnifying glass.
→🤝Team collaboration
Share the project by invitation — Viewer, Editor or Admin.
→🧠AI project manager
Plan, tasks and summary — recommendations, what-if and notes on Business.
→🔌Integrations
API tokens, webhooks, Slack, Teams and a calendar feed (Business).
→🔒Security and GDPR
Access control, encrypted transport and GDPR rights.
→Projects in your field
A construction project, an IT build, a municipal investment and an NGO grant project behave differently. See how the platform works in your field.
Public sector
Programmes, e-services and EU projects — leadership overview, reporting and an audit trail.
→🏘️Local government
Investments, development plan and project portfolio — leadership overview and audit-readiness.
→🏗️Construction & real estate
Sites, subcontractors and variations — critical path, budget and a board-level overview.
→💻IT & technology
Development, integrations and releases — the picture a backlog can't give your CTO or product lead.
→🤝Nonprofits & NGOs
Grant projects, volunteers and tight budgets — an overview for the board, reports for the funder.
→🧭Consultants & agencies
Many clients at once — clients kept apart in workspaces, reports and funding applications from the same plan.
→When the project also needs money
From the same project the AI drafts a structured grant application — EAS, KIK, PRIA and European Union programmes. The AI funding application is included in the Standard plan (3 per month) and the Business plan (unlimited).
Writing a grant application
From a project plan to a structured application — several from one project.
→🚀EAS and EIS grants
Business and innovation grants — an application from your project plan.
→🌱KIK environmental grants
Environmental and energy projects — measurable impact in the application.
→🌾PRIA rural grants
Agriculture and rural life — investments, LEADER and community projects.
→🇪🇺European Union funding
EU funding for companies and NGOs — English application included.
→How we differ from the big tools
Trello, Asana, MS Project and Jira are good at managing tasks. Here is an honest comparison — including when they are the better choice for you.
Trello alternative
Kanban is fine — but plan, budget and applications live outside Trello.
→🧭Asana alternative
Strong work management — but funding and applications stay outside.
→📐MS Project alternative
Scheduling power without the learning curve — plus funding and AI.
→🧰Jira alternative
Jira is for development teams — a project manager needs something else.
→📊Project management in Excel
A spreadsheet holds until the first slip — then schedule and budget drift apart.
→💬ChatGPT for project management
A language model writes the plan as text — a project needs it as structure.
→What project management software costs
The trial runs for 14 days free of charge and no credit card is required: 3 projects and 20 AI requests in total, without the AI funding application or Business features. There is no permanent free tier — after the trial, Standard is €29/month and Business €99/month, plus VAT. The plan sets how many active projects and AI requests you get; portfolio, resources, what-if and integrations come with Business. Projects can be shared with colleagues by email invitation.
- 3 active projects
- 20 AI requests in total
- AI project plan, Gantt, Kanban, risks and budget
- No AI funding application or Business features
- No credit card required
- Up to 20 active projects
- 100 AI requests per month
- AI funding application (3/month)
- Gantt, Kanban, risks and budget
- Baseline and critical path
- Up to 100 active projects
- 500 AI requests per month
- Unlimited AI funding applications
- Portfolio and resource planning
- AI recommendations and what-if simulation
- Integrations and API
- Workspaces and role profiles
- Workflow forms and SLA
Frequently asked questions
What is project management software?
Project management software is a system where a project's plan, schedule, budget, risks, team and reporting live in one place and are connected to each other. Unlike a task manager, the goal is not just tracking tasks but being able to make a decision about the project at any moment.
How is it different from Excel?
Excel does not know that moving a deadline affects the budget and the workload — you have to redo that everywhere by hand. Here tasks, schedule, risks and budget are parts of the same project, and the AI writes the status summary from that same content. On the Business plan every change is also kept in the audit log.
Do I need to know project management?
No. Describe in your own words what you want to do and when it has to be finished, and the AI builds the structure. You pick a methodology (Waterfall, Scrum, Kanban, Hybrid, PRINCE2 or Simple project) only when you care to.
Which languages are supported?
The interface is in Estonian, English and Russian. The language of the generated project documents is chosen separately for each project.
What does it cost?
The trial period is 14 days free with no card required: 3 projects and 20 AI requests in total, without the AI funding application or Business features. After that Standard is €29/month and Business €99/month; VAT is added.
Can I bring data over from other tools?
There is no direct import from other tools. You attach existing documents (PDF, DOCX, XLSX, PNG, JPG, TXT, up to 25 MB in total) when creating the project, and the AI uses their content to build the plan. On the Business plan, API tokens, webhooks and Slack and Teams notifications connect the platform to your existing workflow.
Is project management software free?
Projektiassistent is free to try for 14 days — 3 projects and 20 AI requests, no credit card. After that Standard is €29/month and Business €99/month, plus VAT. There is no permanently free plan, because AI requests are a real cost on every plan.
What project management software does a small company need?
In a small company the project manager usually has another job as well. What matters then is how quickly a first plan appears and how little manual syncing is left over. MS Project and Jira need someone to configure them — the comparison pages spell that difference out.
Try the project management software free
14 days free — 3 projects and 20 AI requests, no card required.
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