Best Project Management Software for Australian Teams in 2025

What Makes a Project Management Tool Work for Australian Agencies?

Choosing project management software for Australian teams goes beyond checking off features, it’s about finding tools that align with local business practices, support compliance with the ATO, and are optimised for time-zone coordination. Whether you’re a creative agency, a consultancy, or a distributed services team, the right platform should simplify delivery from planning to payment.

Here are six critical capabilities that project-driven Australian businesses should prioritise when evaluating PM platforms in 2025.

1. GST-Compliant Invoicing & Tax Configuration

Making sure GST is correctly applied to client invoices and tracked accurately is integral for ATO compliance and avoiding last-minute reconciliation issues at BAS time.

What to look for:

• Native invoicing tools with GST line-item control
• Australian dollar support with tax-inclusive pricing
• Integrations with local accounting software (e.g. Xero, MYOB, QuickBooks)

   

2. Native Time Tracking with Per-User & Per-Project Rates

Agencies often operate under multiple billing models i,e., hourly, per project, or on a retainer. To make sure revenue aligns with effort, it’s important to track time precisely across team members and clients. Accurate time tracking not only supports transparent invoicing but also provides the data needed to measure project profitability and staff utilisation.

What to look for:

• Built-in timers and timesheets
• Billable vs. non-billable hour tracking
• Custom hourly rates per user, role, or task

3. Flexible Task Management (Kanban, Gantt, List Views)

Teams working remotely, across departments, or on fast-moving campaigns need to visualise projects from multiple angles to keep everyone aligned.

What to look for:

• Multiple project views (board, timeline, calendar, etc.)
• Quick switching between views without data loss
• Subtask and dependency tracking for layered workflows

4. Integrated Resource Scheduling & Capacity Planning

Operations leads must balance workloads across contractors and full-time staff, especially in lean or hybrid teams. Scheduling visibility helps prevent burnout and missed deadlines.

What to look for:

• Drag-and-drop resource planner
• Capacity indicators (available hours vs assigned work)
• Filters by skill set, team, or project

5. Real-Time Collaboration & Workflow Automation

With clients often spread across regions (and continents), instant communication inside tasks speeds up approvals, content reviews, and delivery pipelines.

What to look for:

• In-task commenting, file uploads, @mentions
• Customisable statuses and automation rules (e.g. “when task marked complete, notify client”)
• Visibility into what’s due, when, and who’s responsible

   

6. Responsive Support During Australian Business Hours

Waiting 12–24 hours for help from a US or EU support team can bring projects to a halt. Local or timezone-aligned support makes sure momentum is maintained.

What to look for:

• Live chat, email, or phone support available during AEST
• Clear documentation and onboarding resources

💡 Bottom line: For Australian agencies, a project management tool isn’t just a productivity app, it’s a business-critical platform. It needs to connect client delivery, internal collaboration, and financial accountability in one place. Whether you’re choosing a global player or a homegrown solution, prioritise tools that understand the unique operational needs of Australian businesses.

Best Project Management Tools for Australian Teams

In this section, we’ll discuss the leading project management tools used by Australian teams, highlighting their key features, pricing, and how well they align with local business requirements such as GST compliance, time zone support, and more.

Avaza Vs Asana: Which is better for Australian agencies?

If you’re an Australian agency weighing up Avaza Vs. Asana, the choice often comes down to global design versus local relevance.

Asana delivers a sleek interface and strong task management, but falls short on features Australian teams increasingly expect as standard:

• GST-compliant invoicing
• Local currency billing
• Real-time time tracking + billing integration

For agencies focused on client delivery, compliance, and cash flow, local fit isn’t just a bonus, it’s integral.

Avaza Vs. Asana: Core Feature Comparison for Aussie Agencies

For AU agencies, “local readiness” isn’t optional. It’s a deal-breaker.

“Avaza is the only solution I’ve found that gives me the advanced reporting I need along with project management. We switched from Asana for precisely those reporting-and-billing features.”

— Dani, Design-agency reviewer on GetApp

▶️ Read the ThinkPlace Case Study

Wrike Vs Avaza: Which Handles Time Tracking Better?

Time tracking is often an overlooked feature in many project management tools, particularly when it affects billing accuracy, GST compliance, and cash flow visibility.

While both Wrike and Avaza offer time entry, only Avaza turns tracked hours directly into GST-compliant invoices without relying on spreadsheets or third-party tools.

Here’s a quick comparison of how Avaza and Wrike handle time tracking in terms of billing and GST support for Australian teams.

“Avaza combines time tracking with invoicing and project management in a very simple, and easy‑to‑understand way.”

— Tristan B., featured review on Gartner Digital Markets

Trello Vs Avaza: Task simplicity vs. delivery accountability

Trello works well for basic task lists and personal boards, but many Australian agencies quickly outgrow it once real delivery accountability is required.

When billing, resource scheduling, and team reporting come into play, checklists and coloured cards just aren’t enough, you need a platform built for end-to-end project execution.

Feature Vs. Friction: Trello Vs Avaza for Growing Teams

Why Do Global PM Tools Fall Short For Australian Businesses?

Many global project management platforms were designed with Silicon Valley assumptions and it shows. While they offer sleek features, they frequently miss the mark where Australian agencies and consultancies need precision:

• Tax compliance
• Local support
• Workflow alignment with AU business norms

Here’s where the cracks start to appear:

1. Support That’s Out of Sync with Australian Time Zones

Platforms like Asana or monday.com often rely on offshore or asynchronous support. Log a ticket at 10 AM AEST, and you might not get a reply until the following day.

The result?

• Delayed delivery
• Blocked tasks
• Frustrated clients

→ Avaza, by contrast, offers support aligned to Australian business hours, so your team can stay on track without timezone friction. Tap into Avaza’s 24/7 in‑house support—chat, phone or email—with real Aussie‑based experts

2. No Native GST-Compliant Invoicing

Many global tools lack proper tax configuration or require workarounds to handle GST. That leads to:

• Finance teams manually editing invoices
• Risk of ATO non-compliance
• Delays during BAS reporting

→ Avaza includes built-in support for GST, ABN fields, and multi-currency billing, ready to meet ATO standards from day one. See how Avaza’s online Invoicing lets you add/remove tax fields (GST, ABN), currencies and custom columns in one click.

3. Billing Feels Like an Afterthought

Platforms like Trello or ClickUp often separate time tracking from invoicing, forcing agencies to rely on spreadsheets or extra tools to convert time into billables.

→ Avaza combines native time tracking with automated invoicing, making it easy to turn hours into revenue without manual handling. Track your billable minutes with Timesheets & Time Tracking, then auto‑add them to invoices in two clicks

4. Fragmented Workflows That Don’t Scale

To replicate a full workflow, many teams stitch together 3–5 tools, like Asana for tasks, Toggl for time, Calendly for scheduling, and Xero for invoicing.

That adds up to: 

• Data silos
• Manual syncing
• Higher costs and complexity

→ Avaza unifies tasks, scheduling, time tracking, invoicing, reporting, and team chat all in one place. Discover Avaza’s Unified Work Management platform for projects, resources, chat, billing and more

“ThinkPlace was previously using separate SaaS tools for resource scheduling, time-tracking and accounting. We switched to Avaza for project management, resourcing, timesheets and invoicing in one integrated platform which streamline our processes across ANZ, the US, UK, Kenya and Senegal and saving our operations team countless hours.”

— Bede Riley, Operations Manager at ThinkPlace

▶️ Compare Avaza vs. Global PM Tools

What’s The Real Cost Of Timezone-Misaligned Support?

Nowadays, even a small delay can have a cascading impact on project timelines. Yet many global project management platforms treat support as an afterthought which leaves teams waiting overnight for replies and losing critical hours on issues that should have been resolved the same day.

Let’s break down the hidden cost of timezone-misaligned support:

📌 Bottom line: Support isn’t a “nice-to-have.” For remote and hybrid teams, it’s part of your delivery infrastructure.

How Does Project Billing Intersect With GST Compliance?

In Australia, project billing and GST compliance are not separate processes i,e., they’re deeply connected. If your project management tool can’t handle tax rules natively, your team may face:

• Inconsistent invoicing
• Manual reconciliation
• A risk of non-compliance with ATO requirements

Let’s break it down:

If Your PM Software Doesn’t Support GST

Here’s what often happens:

• You’ll need to manually add tax fields to invoices and hope they’re consistent, bookkeeping experts warn to “never post GST by manually calculating 10 % of a transaction” because it causes coding mistakes and reporting gaps.
• ATO requirements (10 % GST, ABN, compliant invoice layout) won’t be enforced and without a valid tax invoice, customers can’t claim GST credits, exposing you to penalties.
• Exporting to Xero or QuickBooks becomes a reconciliation mess, an incorrect file import or mapping error can lead to “widespread bookkeeping and financial-reporting issues down the road.”
• Project and finance teams end up double-handling billing, creating inefficiencies and errors, because “manual billing is time-consuming and results in numerous mistakes.”

   

With a Tool That Supports GST by Design (Like Avaza)

• GST fields and tax rates are pre-configured by client or service type
• Invoices auto-calculate tax, apply correct codes, and sync with Xero or QuickBooks
• ABN, branding, and line-level tax visibility are built in
• One-click reports make BAS time faster and less stressful

💡 Takeaway: GST isn’t optional ,  and shouldn’t be an afterthought in your PM tool.

Does Avaza Support GST-ready Invoicing and Reporting?

Avaza was built in Australia, so GST compliance isn’t an afterthought, it’s built in by design. Many global project management tools rely on manual workarounds or third-party plugins for tax handling. In contrast, Avaza allows agencies to create ATO-compliant invoices with built-in tax settings, eliminating complexity and reducing errors.

Here’s how Avaza automates GST compliance from day one step-by-step:

1. Enable AU-specific tax settings: Go to Settings → Taxes to define your GST rate, naming conventions, and jurisdiction. → See Setup Guide
2. Assign GST rules to clients or projects: Link GST rates to specific clients, services, or line items so tax is applied automatically.
3. Create branded invoices with ABN & itemised GST: Avaza auto-populates your ABN and separates taxable and non-taxable items clearly.  → Try Avaza’s Invoice Templates
4. Sync with accounting tools: Push compliant invoices into Xero or QuickBooks for integrated reconciliation and BAS reporting.
5. Generate tax reports and billing logs: Export clean records for quarterly ATO review, no manual adjustments needed.

What Avaza automates so you don’t get audited

• Tax rate application
• ABN field placement
• Invoice sequencing
• Line-level GST visibility
• Export-ready logs

How Does Avaza Help Hybrid and Remote Aussie Teams Coordinate?

Managing hybrid teams goes beyond task assignment, it’s about synchronising people, schedules and projects across multiple locations. Built for distributed Australian agencies, Avaza makes this seamless.

Here is how Avaza supports hybrid coordination:

1. Task, Calendar, and Gantt Views

See deliverables by day, week, or project phase. Flip between Kanban and timeline views instantly.

2. Time Tracking Built for Mixed Teams

Contractors and staff can log time via mobile, web timer, or manual entry with approvals and billable filters baked in.

→ Explore Time Tracking

3. Resource Scheduling That Forecasts Capacity

Avaza’s visual Scheduler lets you drag-and-drop workload assignments, making sure no one’s overbooked even across time zones.
→ Try the Resource Scheduler

4. Real-Time Comments and Notifications

 
Collaborate inside each task with threaded comments, @mentions, and shared files. Eliminate app-switching fatigue.

5. Visibility for Ops Leads, Not Just Managers

Track project health, time allocation, and progress by individual or role, even across departments or continents.

“With Avaza, the data is at our fingertips. We can run financial projections and different scenarios based on our pipeline. We now know who is working on what and who may be required for upcoming work.”

— 1904 Labs Customer Success Story

What Do Local Agencies Say About Switching To Avaza?

Switching project management software feels risky, but for many Australian agencies, making the move to Avaza has enabled real business value. Here’s what two local leaders had to say about the transition.

ThinkPlace – Global Consultancy (200+ Staff)

“We consolidated scheduling, PM, and invoicing into Avaza. The Xero sync alone saves hours per week in admin.”

Result: Time saved, tool consolidation, improved billing accuracy
See full case study →

How Do You Migrate From Another PM Tool Mid-Project?

Switching project management tools during active work can feel risky, but it doesn’t have to be. Many Australian agencies hesitate to migrate mid-project, but Avaza’s assisted onboarding, flexible imports, and responsive support team help make sure a seamless transition with minimal disruption.

Here’s how most teams make the switch smoothly:

3-Step Migration Checklist

Step 1: Export Projects & Tasks from Your Current Tool

Most platforms like Asana, Trello, and ClickUp allow data exports in CSV or JSON formats.

→ Avaza accepts structured imports and handles bulk data proactively.

Step 2: Import into Avaza Using Smart Templates

Map your existing projects, tasks, users, and statuses using in-app tools or with help from Avaza’s onboarding team.

→ Preserve task assignments, timelines, and history without rework.

Step 3: Finalise With Time & Data Handoff

If you’re actively tracking time or billing, you can either import manually or run parallel tracking during the transition.

→ No data loss, and no interruptions to invoicing or reporting.

“Avaza is an extremely user‑friendly project management tool that includes all of the important components in one easy‑to‑use interface. We can easily track our progress on project deliverables, and can ensure we stay on time and under budget. Customer support is top‑notch.”

— Josh Angret, Manager, Client Services – Vendor Centric

Questions to Ask During Your PM Tool Live Demo

• “Can we preserve assignee-level history from our old tool?”
• “How do you handle live timesheet transfers?”
• “Can you help us test imports on one project first?”

→ Book Your Live Demo in your local time zone.

Avaza Onboarding: From Sign-Up to Billing in Under 7 Days (or Less)

Getting started with Avaza is fast and flexible, no long implementation cycles or complex integrations. Most Australian agencies and service teams are fully up and running within 7 days, and many even send their first invoice within hours. Whether you prefer a structured rollout or need to launch immediately, Avaza supports both approaches.

Day 1 to 7: A Smooth, Guided Rollout

Avaza’s onboarding is designed to walk your team through everything from project setup to billing without the usual friction. Here’s what a typical first week looks like:

Day 1 — Trial Activation

• Sign up and invite your team members
• Choose your default settings: currency, GST, invoice branding

→ Sign Up for Free

Day 2 — Project & Task Setup

• Import existing projects or manually create new ones
• Set up task boards (Kanban, Gantt, or Calendar view)

→ Use pre-built templates for teams in creative, IT, or consulting industries

Days 3–4 — Time & Expense Tracking

• Assign team roles and billable rates
• Begin logging hours with live timers or manual entries

→ Time entries automatically flow into timesheets and invoices

Days 5–6 — Invoicing & Reporting

• Connect your accounting system (Xero, QuickBooks, etc.)
• Explore dashboards for financials and resource planning

→ Getting started with Avaza invoices

Day 7 — Final Review & Team Training

• Join a Q&A session with Avaza support
• Set up recurring workflows and automate reporting

→ Optional: Book a live onboarding session in your local timezone

Most teams start billing within 3 days. Full rollout within 7.

“It was very user friendly and easy to get started. I especially liked the variety of visual formats, as I like lists and my partner likes Gantt charts.”

— Amy N., Co‑owner, Non‑Profit Org (Capterra)

Need to Launch Faster? Try the 1-Day Avaza Setup

For smaller Australian teams, freelancers, or urgent rollouts, Avaza also supports full setup in under 24 hours. Here’s how:

Step 1: Create Your Free Avaza Account

No credit card required. Start free instantly.

→ [Start Free]

Step 2: Set Up Your First Project

Use built-in task templates or import from another tool.

→ Kanban, list, and Gantt views available right away.

Step 3: Invite Your Team or Contractors

Assign roles with permissions for staff, admins, or clients.

→ Collaborate securely from day one.

Step 4: Configure Time Tracking

Enable desktop or mobile time entries, live timers or manual logging.

→ Billable time is tracked from the moment you start.

Step 5: Add Billing Info & GST Settings

Set up tax rates, ABN, and preferred currency in minutes.

→ Perfect for Australian compliance.

Step 6: Generate Your First Invoice

Pull billable hours directly from tracked project time.

→ Branded, GST-ready, and client-polished.

Step 7: Test Your Reporting Dashboard

View real-time insights like budget burn, utilization, and overdue tasks.

→ Powerful visibility from day one.

Step 8: Send a Live Invoice

Email your first real invoice fully branded and ATO-compliant.

→ Clients can pay faster with integrated payments.

Some teams have billed their first client within 6 hours of signing up.

How Does Avaza Manage Contractor Vs Employee Time Tracking?

Whether you manage salaried employees, hourly freelancers, or external contractors, Avaza gives you fine-grained control over how time is tracked and how it flows into invoices or reports.

Here’s how Avaza handles role-based time tracking:

Smart Time Control Logic

• Assign billable or non-billable status per role/project
• Separate rates and invoice logic per user
• Generate reports filtered by staff type, project, or billable code
• Syncs with Avaza’s invoicing engine for auto-generated GST-ready bills

   

What Are The Time-Tracking Options in Avaza?

Whether your team logs hours from a desk, a phone, or a live task board, Avaza adapts. Built for modern Australian agencies, it offers multiple ways to track time, all flowing into billing, forecasting, and reporting.

Here are the four ways to track time in Avaza:

1. Live Timer

Start and stop a timer directly from a task card, desktop widget, or mobile app.

→ Best for real-time service work or creatives switching between jobs.

2. Manual Timesheet Entry

 
Log time after the fact (by project, client, or task).

→ Perfect for admin work, post-call logging, or adjusting weekly timesheets.

3. Daily + Weekly Timesheet Views

Structured grid format to review, edit, and approve time entries.

→ Ideal for operations leads and PMs tracking billable % vs internal work.

4. Mobile Time Tracking

Capture hours on the go, sync across devices.

→ Built for distributed teams, field-based contractors, or remote-first firms.

“Avaza lets you track time directly on tasks and quickly convert those hours into invoices, helping ensure no billable time is missed.”

— Avaza Support Documentation

💡 Bonus: All entries are permission-based, linked to billable/non-billable rules, and sync with Avaza’s invoicing and reporting engines.

What Billing Reports Can Be Exported For Compliance?

Billing isn’t just about getting paid whether it’s about being prepared for clients, audits, and tax time. Avaza gives you exportable, filterable, and audit-ready reports that map directly to how Australian agencies operate.

Exportable Reports for Billing Compliance

• Unbilled Time Reports — Use when you want to ensure all hours are invoiced before month-end.
• Invoice History Logs — Use when you need a trail for audit, ATO reviews, or client disputes.
• Revenue by Client or Project — Use to analyze your top clients or most profitable deliverables.
• GST Breakdown per Invoice — Use to prep for BAS reporting or accountant reconciliation.
• Expense and Reimbursement Reports — Use when managing pass-through costs or reimbursables.
• Aged Receivables / Payment Status — Use to follow up on overdue invoices with clear aging buckets.

File formats supported: PDF (for clients), CSV/Excel (for accountants), JSON via API (for developers)

“Avaza’s integration with Xero and QuickBooks automatically syncs customers, invoices and payments, helping accountants and agencies avoid reformatting or manual data exports.”

— Avaza Integrations Guide

Explore ▶️ Avaza’s Business Reporting

What KPIs Can You Track in Avaza for Client Delivery?

In Avaza, you’re not just tracking tasks, you’re managing delivery performance with client-facing KPIs that shape reputation and renewals.

Here are the key metrics top Australian agencies monitor inside Avaza:

“You can utilize Avaza’s project time tracking and reporting feature to systematize the review of historical data. Apply these insights to optimize future project estimations.”

— Avaza Help Center: Time Estimation Guide

How Does Avaza Calculate Project Profitability?

Avaza calculates real-time project profitability by automatically reconciling billable work, actual hours logged, and project expenses.

Here’s how the system works:

1. Time logs from each team member are tagged with billable vs. non-billable status.
2. User-specific rates (hourly or fixed) are assigned based on project roles.
3. Out-of-scope costs (like contractor fees or software charges) are added via expense tracking.
4. Avaza calculates Total Revenue vs. Total Internal Cost, surfacing gross margin at the project level.

“The Project Profitability report utilizes your project data to show a summary and detailed breakdown of project budget versus time and expense costs, including gross margin metrics.”

— Avaza Help Center

This lets you:

• Spot scope creep before it crushes margin
• Flag low-yield projects early
• Forecast profitability across similar engagements

Explore ▶️ How to measure project profitability?

FAQs

How can agencies improve billable utilization through integrated time tracking?

Real-time timesheets linked to projects help capture every billable minute. Utilization dashboards reveal workload gaps, while automated invoices pull directly from entries to remove manual steps and improve revenue accuracy.

How can I manage multi-currency invoicing and GST in Australia?

Use a system that supports assigning GST codes, setting tax defaults, and auto-calculating GST per line item. It should handle multiple currencies, apply correct export rules, and generate BAS-ready invoices with your ABN and business details included.

Can I customize invoice templates for Australian clients?

Yes. Most invoicing tools let you fully customize templates to meet Australian requirements. You can add your ABN, format GST display, and adjust labels like “Tax Invoice” or “PO #”. Branding, payment terms, and bank details can also be included, with versions customized for local or international clients ensuring ATO compliance and a professional look.

How should you prepare for ISO, SOC 2, or security audits?

Audit readiness requires clear traceability and access control. Use systems that support role-based permissions, exportable logs, linked time and expense records, and version history. Audit trails and SSO integrations also help meet modern compliance and IT requirements.

Smarter, Scalable, and Ready for the Future of Project Delivery

AI isn’t replacing project managers, it’s enhancing how they work. By automating admin, flagging delays, and surfacing insights in real time, AI is transforming project delivery into a faster, more informed process. 

McKinsey predicts that by 2025, over 50% of project management tasks could be automated or decision-supported.

Modern tools like Avaza already support this shift with features like:

• Automated task and time entry reminders
• Smart invoicing linked to tracked hours
• Workflow triggers via Slack or Zapier
• Capacity forecasting based on team availability
• Dashboards that highlight risks early

As agencies grow, scalability matters just as much as intelligence. The right system should scale from five to fifty projects with ease, offering:

• User-based pricing for flexible team expansion
• Unlimited projects and clients
• Role-based permissions for control and security
• Automated billing workflows
• Custom reports that evolve with your agency

▶️ Start free, scale when ready — explore Avaza’s flexible pricing plans.