ActiveCollab Pricing Plans & Costs Guide

ActiveCollab remains one of the most practical all-in-one project management solutions for teams that need to organize, track, and deliver work efficiently. Over the years, it has evolved from a simple collaboration tool into a complete business operations platform — combining project management, time tracking, resource planning, and invoicing in one place. This updated guide breaks down ActiveCollab’s latest pricing plans and features for 2025, helping you choose the best fit for your team’s size, workflow, and goals.

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If you’re also exploring alternatives that offer flat-rate pricing without per-user fees, consider AceProject, a cost-effective project management option ideal for budget-conscious teams.

How Much Does ActiveCollab Cost?

Selecting the right ActiveCollab plan shapes how your team manages tasks, communicates, and scales performance. The platform offers flexible monthly and annual pricing that grows with your business — from small creative teams to large organizations. Every plan includes a 14-day free trial and the essential tools to plan, track, and deliver projects efficiently. Here’s a breakdown of the current pricing tiers:

Plus Plan ($15/month flat rate for 3 seats, or $12.50/month billed annually): Best for freelancers and small teams juggling multiple clients. Includes unlimited projects, tasks, and clients with built-in time tracking, recurring tasks, and List, Kanban, or Gantt views. Offers 10GB of storage, templates, timesheets, and Google Workspace/Dropbox integrations.
Pro Plan ($11 per user/month or $10 per user/month billed annually): Designed for growing teams that need detailed time and cost tracking. Adds advanced reporting, team timesheets, and expense management. With 100GB of upgradeable storage and integrations like Zapier and Slack, it’s ideal for teams scaling up their workflow and reporting.
Pro+ Plan ($17 per user/month or $15 per user/month billed annually): Tailored for established agencies and full-scale operations. Includes everything in Pro plus workload management, capacity planning, time-off tracking, profitability reporting, and integrated invoicing. Supports PayPal, Stripe, and QuickBooks for seamless billing and financial control.
100+ Seats Plan (3.50 per user per month, billed annually): Designed for large-scale organizations requiring 100+ seats, this plan provides exceptional scalability and adaptability. It includes all Pro+ features, plus advanced custom seat management and priority support from dedicated Development and Customer Success teams to ensure effortless onboarding, setup, and data migration.
Self-Hosted Plan (One-time payment with annual updates/custom pricing): Opt for a single upfront payment model with ongoing yearly updates, granting access to all platform features and comprehensive customer support. Technical and Customer Success experts will guide you through seamless transfers and implementation for a hassle-free experience.

ActiveCollab Plus Plan ($12.50/month flat rate for 3 seats billed annually)

The Plus plan is ideal for small teams managing multiple projects and clients. It delivers powerful collaboration, organization, and tracking tools—without overcomplicating your workflow. Whether you’re managing internal tasks or client work, this plan ensures your team stays aligned, productive, and in control. Below is a breakdown of each key feature and how it helps streamline your day-to-day project management.

Included in the Plus plan:

Up to 3 Members: This plan includes three active seats, making it perfect for compact teams that need structure without unnecessary costs. You can assign tasks, collaborate efficiently, and manage workloads while maintaining full transparency across all projects without paying for extra, unused seats.
Unlimited Clients for Free: Invite and manage as many clients as you need without additional charges. Clients can view project progress, tasks, and updates, allowing smooth communication and transparency that enhances trust and accountability while keeping your operational costs predictable and low.
Unlimited Projects and Tasks: Organize everything—from small assignments to full-scale campaigns—without limits. Create, assign, and track projects seamlessly, giving your team the flexibility to manage both ongoing and new client workloads in one centralized workspace without worrying about usage caps.
Integrated Project and Task Time Tracking and Stopwatch: Built-in time tracking ensures accurate accountability. Use the stopwatch or manual entry to monitor hours spent on each task or project, helping teams bill clients accurately, identify bottlenecks, and improve productivity through real-time insights into workload distribution.
Edit Time Entries and Add Them Manually: Easily fix time logs or add missed entries manually. This ensures your time reports stay accurate even if a member forgets to track an activity, maintaining reliable records for analysis, invoicing, or performance review.
Personal Timesheets: Each team member gets a personal timesheet that captures their hours, making it easy to review workload, analyze efficiency, and ensure fair tracking. It’s a simple yet powerful feature that improves visibility and individual accountability.
Project Templates: Save time by reusing successful project setups. Templates eliminate repetitive setup tasks, ensuring consistency in workflows, assignments, and timelines—ideal for teams managing similar projects or recurring client work.
Unlimited Discussions and Notes: Keep all communication inside your workspace. Discussions and notes ensure ideas, updates, and decisions stay organized and accessible, reducing dependency on external chat tools and minimizing information loss.
Recurring Tasks: Automate repeated work like weekly reports or maintenance updates. Set tasks to repeat on your preferred schedule, freeing your team from re-entering the same details manually and maintaining continuous workflow momentum.
Task Dependencies with Automated Updating: Link related tasks so timelines automatically adjust when one task changes. This feature helps avoid scheduling conflicts, keeps your project timelines accurate, and ensures team members always know what’s next.
Subtasks: Break large tasks into smaller, manageable actions. Subtasks improve clarity, accountability, and progress tracking, allowing teams to tackle complex goals step by step without losing sight of the bigger objective.
3 Task Views (List, Kanban, Gantt): Switch between views to match your workflow style. Use the list for simplicity, Kanban for progress tracking, or Gantt for timelines and dependencies. This flexibility ensures every team member stays organized in their preferred way.
Integrated Chat App: Collaborate instantly without leaving your workspace. The integrated chat tool keeps discussions connected to projects and tasks, ensuring fast decision-making and reducing context switching between apps.
10GB Storage: Store essential project files, documents, and media directly within your workspace. With 10GB of storage, teams can securely manage resources and avoid the chaos of scattered file-sharing systems.
Dropbox and Google Workspace Integrations: Seamlessly connect with your existing file management tools. These integrations simplify document sharing, backup, and collaboration—allowing your team to access what they need instantly without switching between multiple apps.

ActiveCollab Pro Plan ($10/user/month billed annually)

The Pro plan is designed for growing teams that want deeper visibility into time, expenses, and overall performance. It builds on the Plus plan with advanced tracking and reporting tools to help you manage growth intelligently. Whether you’re scaling operations or fine-tuning profitability, this plan gives you control and clarity. Learn more about the Pro plan features below:

Everything in the Plus plan plus:

Unlimited Members: Add as many team members as your business requires without restrictions. The Pro plan scales effortlessly, letting you expand your operations, onboard freelancers, or include departments—all within the same workspace—without worrying about limits or additional admin complexity.

125GB Storage (Upgradeable): Manage all your project files, reports, and resources in one place with ample storage capacity. Need more space as your business grows? You can easily upgrade anytime, ensuring smooth document management and uninterrupted collaboration.
Team Timesheets: Track time across your entire organization for full visibility into productivity. Team timesheets consolidate individual logs, helping managers review hours, identify inefficiencies, and ensure every billable and non-billable minute is accurately accounted for.
Time Reporting: Turn tracked hours into actionable insights. Time reports help you analyze how your team spends time across projects, detect overworked areas, and optimize schedules—making your workflow more balanced and cost-efficient.
Expense Tracking: Record and categorize every project expense in one place. This feature allows you to track where your money goes, stay on top of budgets, and prevent cost overruns before they impact profitability.
Expense Reporting: Generate detailed breakdowns of your financials. Expense reports provide clear visibility into spending patterns, helping you manage reimbursements, evaluate project profitability, and make smarter financial decisions with real, data-backed insights.
Advanced Reporting: Gain a 360° view of your team’s performance, time use, and costs. Advanced reporting transforms your project data into clear, visual insights—ideal for making executive-level decisions, improving accountability, and optimizing your resource allocation strategy.
Zapier, Slack, and Webhooks Integrations: Automate workflows and connect your favorite tools. Integrations with Zapier, Slack, and webhooks let you streamline communication, trigger automated actions, and sync data effortlessly across platforms for faster, smarter project management.

ActiveCollab Pro+ Plan ($15/user/month billed annually)

The Pro+ plan is ActiveCollab’s most complete solution, built for teams managing everything from project planning to payment collection. It adds advanced tools for workload control, budgeting, and profitability, helping you see the full financial and operational picture. Designed for growing agencies and enterprises, it ensures every project runs smoothly, teams stay productive, and profits stay visible. Below is a breakdown of its key features and what they deliver.

Everything in the Pro plan plus:

Workload Management: Gain real-time visibility into who’s working on what and how much capacity they have left. This feature helps prevent burnout, balance workloads efficiently, and optimize resource allocation — ensuring every project is staffed correctly and every team member performs at their highest capability without being overwhelmed.
Capacity Planning: Plan your team’s workload intelligently by matching project needs with available capacity. It enables better forecasting, scheduling, and deadline control by showing workload limits in advance. This ensures your team operates efficiently, avoids overcommitment, and delivers consistently high-quality results within the project’s timeframe.
Holidays / Days-Off Management: Keep project planning realistic by tracking all holidays and personal leave directly within ActiveCollab. This feature helps managers anticipate absences, adjust workloads, and maintain steady productivity throughout the year — minimizing disruptions while maintaining fair workload distribution and transparency across all departments.
User Availability: Instantly see who’s available for new tasks and who’s at capacity. This feature eliminates scheduling conflicts and ensures managers make informed decisions when assigning work. By maintaining visibility into each team member’s availability, projects stay on track and teams operate efficiently without delays or confusion.
Time Estimates: Set accurate time expectations for each task and compare estimates with actual work logged. This feature improves project predictability, reveals workflow inefficiencies, and helps refine planning for future projects — ensuring time is used wisely and project timelines remain both realistic and achievable.
Company-Wide Timesheet: Centralize every team member’s tracked hours into a single, unified dashboard. This provides leadership with a complete overview of how time is spent across all projects. It enhances accountability, simplifies reporting, and allows for smarter resource management and cost assessment throughout the organization.
Integrated Invoicing: Turn completed work and tracked time into invoices instantly. This built-in invoicing system eliminates manual billing steps, ensures accuracy, and helps you get paid faster. It creates transparency for clients while keeping financial operations organized within the same workspace where your projects are managed.
Project Budgeting: Establish precise financial boundaries and spending limits for each project. This tool enables smarter fund allocation, real-time budget tracking, and better control over profitability. By connecting cost data to project activities, you ensure financial clarity and keep every project operating within its planned budget.
Budget vs. Cost Tracking: Compare your projected budgets to actual costs in real time. The system flags potential overruns early, helping you make quick adjustments before profits are impacted. This visibility into spending ensures projects stay financially healthy and aligned with their original financial objectives.
Project Profitability: See exactly which projects are making or losing money. By combining time tracking, expenses, and budgets, this feature provides a clear profitability report. It helps you identify your most valuable clients and projects, prioritize high-margin work, and make smarter long-term business decisions.
Online Payment Gateways (PayPal and Stripe): Collect payments easily and securely through PayPal or Stripe. This feature removes friction from billing, speeds up cash flow, and improves client convenience. It simplifies financial transactions and ensures your agency gets paid faster without needing external invoicing systems.
QuickBooks Integration: Sync all invoices, payments, and expenses directly with QuickBooks for seamless accounting. This integration eliminates double data entry, reduces manual errors, and ensures your financial records remain consistent across platforms — keeping your bookkeeping clean, automated, and fully aligned with your project billing.

ActiveCollab 100+ Seats Plan ($3.5/user/month billed annually)

The 100+ Seats Plan is designed for large organizations, enterprises, or agencies that need to scale project management efficiently across departments. It combines cost savings with flexibility, offering all Pro+ features at a reduced per-user rate. With dedicated onboarding and support, teams can transition smoothly and maintain top performance. This plan ensures that as your team grows, your productivity and collaboration stay consistent and cost-efficient.

Everything in the Pro+ plan plus:

Scalable Pricing: Designed for enterprises managing hundreds of users, this plan offers a cost-effective $3.5 per user per month (billed annually). It scales effortlessly with your team size, reducing per-user costs as you expand while ensuring every department retains full access to advanced management, collaboration, and financial tracking tools.
All Pro+ Features Included: Enjoy every advanced tool from the Pro+ plan — including invoicing, profitability tracking, and workload management — without feature restrictions. Large teams benefit from unified systems for project control, time tracking, and budgeting, ensuring consistent performance standards and transparent financial visibility across all departments.
Custom Seat Management: Add or remove users based on your company’s evolving needs. This flexibility ensures you only pay for what you actually use, making it ideal for enterprises with fluctuating staffing levels or seasonal project demands while maintaining full platform functionality for every active member.
Dedicated Onboarding Support: Transitioning to ActiveCollab at scale can be complex — that’s why the Dev and Customer Success teams provide hands-on assistance during setup. From migrating data to configuring permissions and automations, the onboarding process ensures your organization experiences zero downtime and immediate productivity post-deployment.
Seamless Data Migration: Switching from another platform? ActiveCollab’s technical team ensures all your existing projects, client information, and time logs transfer smoothly. This eliminates the hassle of manual imports, reduces setup time, and preserves your historical data accuracy so your team can pick up right where they left off.
Ongoing Customer Success Assistance: Beyond setup, enterprise users receive continuous strategic support. The Customer Success team helps optimize workflows, refine reporting, and tailor ActiveCollab’s tools to your business model. This ongoing partnership ensures your organization extracts maximum value, efficiency, and return on investment from every seat.
Enterprise-Level Stability: Built to handle large-scale operations without lag or downtime, this plan supports hundreds of concurrent users, complex projects, and massive data volumes. With robust infrastructure and dedicated performance monitoring, enterprises can operate with confidence knowing their system remains fast, secure, and highly reliable.
Smooth Demo and Setup Process: Before committing, organizations can schedule a personalized demo to understand how ActiveCollab adapts to their workflow. This guided walkthrough highlights scalability benefits, key automations, and financial management capabilities, ensuring decision-makers see exactly how the platform strengthens cross-team coordination and operational control.

ActiveCollab Self-Hosted Plan (Contact for Pricing)

The Self-Hosted Plan is perfect for organizations that prioritize full control, enhanced security, and long-term cost savings. Instead of paying monthly or annually per user, you make a one-time payment with optional yearly updates. This plan gives you the complete ActiveCollab experience—hosted on your own servers—with all features included. It’s the ideal choice for teams that value data privacy, independence, and predictable ownership costs.

One-Time Payment Model: Say goodbye to recurring subscription costs. The self-hosted plan allows you to pay once and own the software, making it a long-term investment rather than an ongoing expense. It’s ideal for businesses seeking stability, budget control, and full access to all premium features without monthly fees.
Full Feature Access: Enjoy every feature available in the cloud version—from workload management and invoicing to time tracking and integrations. There are no limitations or add-ons; you get the complete suite of project management, collaboration, and reporting tools right from installation, all running securely on your own infrastructure.
Enhanced Security and Control: Hosting ActiveCollab on your own servers gives you full control over your data, privacy settings, and access policies. This setup ensures compliance with internal IT standards and offers peace of mind for companies handling sensitive client information or regulated industry data.
Yearly Updates Available: Keep your system up to date with annual upgrades. These updates bring the latest improvements, security patches, and new features, ensuring your self-hosted environment remains current, optimized, and compatible with modern integrations and performance enhancements without compromising ownership.
Dedicated Customer Support: Self-hosted doesn’t mean unsupported. ActiveCollab provides direct customer assistance for technical issues, setup questions, or optimization guidance. Their responsive support ensures smooth operation and helps you maximize productivity even when hosting the software independently.
Seamless Transfer Assistance: Migrating from the cloud to a self-hosted setup is straightforward. ActiveCollab’s Technical and Customer Success teams handle the transition, ensuring that your data, projects, and workflows are moved securely and efficiently with minimal downtime or disruption.
Total Data Ownership: With self-hosting, your information stays in your hands. No third-party storage or external data access—just complete autonomy over how and where your business information is stored, accessed, and managed, ensuring total transparency and peace of mind.
Demo and Consultation: Before committing, you can schedule a personalized demo to see exactly how the Self-Hosted plan works. The walkthrough covers setup, maintenance requirements, and integration options, helping decision-makers confidently choose a solution that fits their technical and operational needs.

Conclusion

ActiveCollab offers a practical and scalable solution for teams of all sizes — from startups managing a handful of projects to enterprises running full-scale operations. Its flexible pricing structure, clear features, and reliable performance make it a strong choice for those who value organization, accountability, and simplicity in project management. Whether you prefer the affordability of cloud-based plans or the control of a self-hosted setup, ActiveCollab provides the tools to plan, track, and deliver work effectively.

The platform’s balance of collaboration, time tracking, and financial visibility ensures your team stays productive and aligned with business goals. To determine whether it truly aligns with your company’s workflow and expectations, explore our detailed ActiveCollab Pros and Cons guide for deeper insights.