10 Best Project Intake Software for Efficient Workflow in 2025

As organizations grow, they handle increased project requests. However, determining the project proposal thresholds is crucial for a successful intake process.

Without a structured approach, project intake can lead to miscommunication, missed deadlines, and project failure. A study shows that 54% of employees feel their overall project workload is the primary cause of stress.

This is where project intake software becomes indispensable. These tools streamline the project intake process, ensuring every request is evaluated, prioritized, and tracked.

In this guide, we’ll look at the top 10 tools to help you efficiently manage the project intake process.

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⏰ 60-Second Summary

Here are the 10 best project intake software:

✅ ClickUp: Best for comprehensive and customizable project intake management
✅ Asana: Best for agile teams and visual workflows
✅ Workamajig: Best for creative agencies and marketing teams
✅ Wrike: Best for large enterprises and scalable workflows
✅ Smartsheet: Best for data-driven project management and reporting
✅ Adobe Workfront: Best for large-scale projects and enterprise-level collaboration
✅ ProjectManager: best for user-friendly interface and ease of use
✅ Acuity PPM: Best for portfolio management and resource allocation
✅ BrightWork: Best for Microsoft 365 integration and streamlined workflows
✅ Planview: Best for complex projects and enterprise-level portfolio management

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10 Best Project Intake Software for Efficient Workflow

What Should You Look for in Project Intake Software?

When choosing a tool to manage project requests, look for one that improves your team’s productivity and helps you create a standard work intake process.

These features will help you identify tools that align with your organization’s strategic goals:

Customizable Project Intake Forms: Your software should allow you to create project request forms tailored to your team’s needs. This ensures that every project request captures all necessary details from start to finish
Workflow Automation: Automation capabilities save time by converting approved project requests directly into actionable tasks or projects, reducing manual effort
Collaboration Tools: Collaboration is critical during the project intake and request process. Look for tools that facilitate real-time discussions between key stakeholders, including options for commenting and document sharing
Real-Time Tracking: Dashboards and reporting features help get key information on your project portfolio. This helps you monitor progress on all the requests and make informed decisions
Integration Capabilities: The ability to integrate seamlessly with other tools like CRMs, project management software, communication apps, or task management software ensures smooth workflows across your tech stack
Scalability: Choose scalable software to accommodate your growing project work requirements and manage the work intake process seamlessly

💡 Pro Tip: To simplify your project intake process, test the free plans or trials of the software to ensure that it aligns with your team’s workflow. Ensure it is easy to set up and use so your team can quickly adopt it.

The 10 Best Project Intake Software

To help you choose the best option, we have curated a list of the top 10 tools for handling your standard intake process. These tools cater to diverse needs throughout the project management lifecycle, ensuring there’s a perfect fit for every team.

Let’s look at the best tools to help you handle new project requests!

1. ClickUp (Best for comprehensive and customizable project intake management)

ClickUp is an ideal option for companies needing a project portfolio management tool that handles the project intake process.

This comprehensive project management and productivity platform offers an intuitive interface that simplifies the work intake process and helps you send high-quality proposals.

ClickUp Form View

Using ClickUp Form View, you can capture responses and instantly route work to the right teams, helping to achieve a standardized intake process.

Want to go the extra mile? Customize the forms to your specific requirements. This will help you capture all the essential project details, from client information and project scope to budget and timelines.

Additionally, you can integrate them into your existing workflows, enabling seamless data collection and reducing manual data entry for your work requests.

ClickUp Project Management

Beyond form creation, ClickUp excels at automating key aspects of the project intake process. Using ClickUp Project Management features, connect all your workflows, documents, dashboards, and more in a central location and define all the process steps.

Whether you oversee a small team or a large organization, ClickUp’s scalability and Time-Tracking feature guarantees that your work intake remains efficient.

ClickUp Chat

ClickUp Chat has revolutionized our team collaboration by integrating communication and project management, eliminating the need for multiple tools.

You can use Chat to:

Automatically link conversations to the right tasks and documents in ClickUp for complete context
Create tasks directly from chat messages with a single click and assign them to relevant team members with the FollowUps™ Feature
Hold impromptu audio and video calls and share your screen with your team using the SyncUps feature to clarify questions and concerns in real time

ClickUp best features

Trigger automated actions, such as assigning tasks, sending notifications, and updating statuses, to streamline the project intake process with ClickUp Automations
Plan and manage schedules precisely with the native ClickUp Time-tracking app that you can even use from the Chrome extension
Track and benchmark project status with rich and interactive ClickUp Dashboards that you can customize as you need and share with stakeholders
Use ClickUp Brain to connect your entire digital infrastructure—from people to tasks to documents within ClickUp and even all connected apps
Connect ClickUp with essential business applications, such as CRMs, marketing platforms, and communication tools, to improve overall efficiency
Utilize advanced reporting and analytics dashboards in ClickUp Portfolios to track key metrics, identify bottlenecks, and gain insights into the work intake process

ClickUp limitations

The extensive feature set can be confusing for beginners

ClickUp pricing

Free Forever
Unlimited: $7/month per user
Business: $12/month per user
Enterprise: Contact for pricing
ClickUp Brain: Add to any paid plan for $7 per member per month

ClickUp ratings and reviews

G2: 4.7/5 (9,000+ reviews)
Capterra: 4.6/5 (4,000+ reviews)

Users praise ClickUp for its intuitive task management, seamless customization, and ability to handle complex workflows. This makes the tool ideal for handling your company’s request process!

Forms and approval processes are very easy to implement and make handing inter-departmental request much easier saving time.

Tyler Guthrie, Director of Revenue Operations, Home Care Pulse

2. Asana (Best for agile teams and visual workflows)

project intake software : Asana — *via* *Asana*

Next up on our list is Asana, a popular project management tool known for its intuitive interface and focus on visual workflows. While not specifically designed as dedicated project intake software, Asana offers features that streamline project intake processes, particularly for teams that thrive in agile environments.

It organizes tasks, tracks project progress, and maintains a clear line of communication among team members. It breaks down incoming project requests into manageable tasks, helping ease the pressure on your project manager or decision-makers.

Asana best features

Implement intake forms to capture project information from clients and stakeholders
Use Kanban boards, Gantt charts, and other visual tools to track project progress and identify bottlenecks
Integrate with other popular business applications, such as Slack and Microsoft Teams, to create a clear workflow

Asana limitations

Asana’s project intake features are not as comprehensive
The pricing increases with each new user, making it expensive for larger teams

Asana pricing

Personal: Free forever
Starter: $10.99/month per user
Advanced: $24.99/month per user

Asana ratings and reviews

G2: 4.4/5 (10,000+ reviews)
Capterra: 4.5/5 (13,000+ reviews)

Users love Asana for its transparency and for allowing them to handle internal projects with time tracking and clear communication.

Asana has helped our organization be more efficient and productive with our time. We spend less time searching for things because we have it organized in projects for each of our teams. With the due date feature, we are able to stay on track with what needs to be accomplished. We also have more visibility into what are teams are up to, how work is progressing, and when we need to step in and help get something to the finish line.

💡 Pro Tip: Today, effective project management is essential. Review the major project management challenges to learn how to tackle them for smooth project timelines.

3. Workamajig (Best for creative agencies and marketing teams)

project intake software : Workamajig — *via* *Workamajig*

Workamajig is a comprehensive workflow automation platform for creative agencies and marketing teams. It offers features for managing your project lifecycle, from initial client intake to project execution, invoicing, and project portfolio management.

What sets Workamajig apart is its focus on the unique needs of creative teams. It provides clear visibility into the entire project intake process for agencies handling multiple client projects. This makes it easy to manage finances, gather information, allocate tasks, and more.

Workamajig best features

Create custom project intake forms to gather necessary information from clients
Automate task creation, resource allocation, and sending status updates to improve efficiency
Generate customized proposals and contracts for clients quickly to simplify project proposal creation

Workamajig limitations

Workamajig caters to creative agencies and marketing teams, limiting its use in other industries
Steeper learning curve compared to user-friendly project management tools

Workamajig pricing

In-house: $39/month per user (20+ users)
Agency: $39/month per user (20+ users)
Enterprise: Custom Pricing

Workamajig ratings and reviews

G2: 3.8/5 (280 reviews)
Capterra: 3.7/5 (300+ reviews)

Users love Workamajig’s intuitive interface and ability to handle different customer queries.

I love that Workamajig offers numerous customization options for project setup and reporting. I rarely encounter any obstacles in the system when it comes to process flows. The customer service is impeccable; I’ve sent what feels like hundreds of emails with questions, and they always respond promptly and gracefully.

📮 ClickUp Insight: 37% of workers send follow-up notes or meeting minutes to track action items, but 36% still rely on other, fragmented methods.

According to research by ClickUp, without a unified system for capturing decisions, key insights you need may get buried in communication channels like chats, emails, or spreadsheets. With ClickUp, you can instantly turn conversations into actionable tasks across all your tasks, chats, and docs—ensuring nothing falls through the cracks.

Try ClickUp for Free

4. Wrike (Best for large enterprises and scalable workflows)

Project intake software: Wrike — *via* *Wrike*

Wrike is powerful project intake software designed for scalability. It manages the project intake process to efficiently capture, prioritize, and execute project requests.

Its intuitive interface and automation capabilities adapt to the evolving needs of growing teams, helping you achieve your organizational goals in a competitive landscape.

Whether you’re managing a single project or an entire portfolio, it provides the visibility and control needed to deliver results efficiently.

Wrike best features

Design a customized project intake form to capture necessary project information from clients and stakeholders
Track project progress in real-time for insights into project performance
Integrate seamlessly with over 400 apps, including Slack, Google Drive, and Salesforce

Wrike limitations

Complex navigation and configuration
It is expensive, particularly for large teams, making it a less cost-effective option

Wrike pricing

Free
Team: $10/month per user
Business: $24.80/month per user
Enterprise: Custom Pricing
Pinnacle: Custom Pricing

Wrike ratings and reviews

G2: 4.2/5 (3,700+ reviews)
Capterra: 4.3/5 (2,700+ reviews)

🎉 Fun Fact: The average organization uses over 130 SaaS tools—making integrations crucial to keep your tech stack connected and efficient.

➡️ Read More: Project Development Strategies: Step-by-Step Guide

5. Smartsheet (Best for data-driven project management and reporting)

Smartsheet is a powerful project management tool that combines the flexibility of spreadsheets for the project intake process. This allows you to create a custom project intake form within the spreadsheet-like interface.

This tool allows you to track progress and ensure accountability. It’s widely used by teams in IT, marketing, and manufacturing industries to manage complex project requests for a healthy project portfolio.

Smartsheet best features

Capture project requests and track progress using a familiar spreadsheet-like interface
Manage the intake process with features for automating work distribution and evaluating requests
Use features like real-time co-editing, comments, and @mentions to simplify the intake process

Smartsheet limitations

The spreadsheet-based interface may not be intuitive, particularly when it comes to complex project proposal management
There is no free plan, and high cost even for the basic plan

Smartsheet pricing

Pro: $12/month per user
Business: $24/month per user
Enterprise: Custom Pricing
Advanced Work Management: Custom Pricing

Smartsheet ratings and reviews

G2: 4.4/5 (18,000+ reviews)
Capterra: 4.5/5 (3,000+ reviews)

6. Adobe Workfront (Best for large-scale projects and enterprise-level collaboration)

Adobe Workfront is a comprehensive enterprise-level work management platform. Its dedicated project intake module streamlines capturing project requests, gathering requirements, and obtaining approvals.

The best part about this Adobe tool is that it allows you to create custom forms to capture all necessary project information, including client details, project scope, budget, and timelines.

Adobe Workfront best features

Design and use intake forms to capture all necessary project information from clients and stakeholders
Handle large-scale external and internal projects, simplifying project portfolio management
Integrate your work intake process with Adobe Creative Cloud and other enterprise tools

Adobe Workfront limitations

Complex and feature-rich platform with a steep learning curve for new users
Expensive compared to its peers

Adobe Workfront pricing

Select: Custom Pricing
Prime: Custom Pricing
Ultimate: Custom Pricing

Adobe Workfront ratings and reviews

G2: NA
Capterra: 4.4/5 (1,400+ reviews)

Users love how comprehensive the Adobe tool is and how they get to handle their project intake process steps.

Workfront’s extensive toolset is fantastic. As a result, we are able to keep track of projects and documents in one easily accessible spot, perfect for audits and other record-keeping needs.

7. ProjectManager (Best for user-friendly interface and ease of use)

ProjectManager is a user-friendly project management tool designed to streamline project requests for teams, especially the project manager and leadership teams.

Built to support agile methodologies, it offers an intuitive interface for efficiently planning, tracking, and managing work intake. Features like automated project intake forms, project tracking, and real-time progress updates make managing projects from initiation to completion easy.

ProjectManager best features

Create a detailed project intake form to capture all necessary project information
Monitor project progress in real time with interactive Gantt charts, Kanban boards, and other visual tools
Use detailed project reports for resource and capability planning
Integrate your information easily with CRM and project planning tools like Trello, JIRA, and more

ProjectManager limitations

Functionality may be limited compared to some of the more enterprise-level platforms
The reporting and analytics capabilities are not as advanced

ProjectManager pricing

Team: $16/user per month
Business: $28/user per month
Enterprise: Custom Pricing

ProjectManager ratings and reviews

G2: 4.4/5 (90+ reviews)
Capterra: 4.1/5 (300+ reviews)

8. Acuity PPM (Best for portfolio management and resource allocation)

Acuity PPM is a comprehensive portfolio management solution that helps you improve your project intake process. While it is not built to handle project requests, it improves project portfolio management (PPM) and ensures teams have a clear view of their process.

With powerful analytics, resource management capabilities, and integration features, it streamlines the intake process and helps you prioritize the most valuable projects.

Acuity PPM best features

Evaluate and prioritize project requests based on their alignment with strategic value and current status
Allocate resources across the project portfolio to maximize ROI and minimize risk
Monitor key performance indicators (KPIs) and generate insightful reports to identify areas for improvement

Acuity PPM limitations

Specialized portfolio management solution, which may be overkill for some organizations
Ideal only if the advanced features match your strategic priorities

Acuity PPM pricing

PPM Starter: $750 per month (5 paid licenses)
PPM Essentials: $1050 per month (5 paid licenses)
PPM Plus: $1500 per month (5 paid licenses)
PPM Enterprise: Custom Pricing

Acuity PPM ratings and reviews

G2: 4.7/5 (9,000+ reviews)
Capterra: 4.6/5 (4,000+ reviews)

9. BrightWork (Best for Microsoft 365 integration and streamlined workflows)

BrightWork is a project management and workflow automation platform that seamlessly integrates with Microsoft 365. This makes it a popular choice for organizations that rely heavily on Microsoft tools.

A streamlined approach to work intake allows users to capture project requests and manage workflows within the familiar Microsoft environment. It can also be used to create custom forms to capture project requests, including details such as client information, project scope, timelines, and budget.

BrightWork best features

Integrate seamlessly with other Microsoft 365 applications, such as Outlook, Teams, and SharePoint
Use customizable templates to create a detailed project intake form to capture stakeholder information
Streamline approval workflows by monitoring project progress in real time with interactive dashboards and reports

BrightWork limitations

Limited to those organizations that are already using Microsoft 365
The platform is not feature-rich

BrightWork pricing

Project: Free Forever
Teams: $14/user per month (20-50 users)
Groups: $12/user per month (51-100 users)
Departments: $10/user per month (101-250 users)
Divisions: $8/user per month (251-500 users)
Organizations: $6/user per month (501-1000 users)

BrightWork ratings and reviews

G2: NA
Capterra: NA

Project managers love how the platform helps make project and portfolio management easy.

The BrightWork product features make our project and portfolio management easier and more successful. As manager of our PMO I am able to quickly decide which projects get approved and which ones get rejected. Using their OTB project management templates we can start with the right amount of project management for the project and team in question.

10. Planview (Best for complex projects and enterprise-level portfolio management)

Planview is a comprehensive enterprise-level portfolio management solution offering robust features for managing complex projects and portfolios.

It provides a dedicated module for project intake, enabling organizations to capture requests, evaluate proposals, and prioritize initiatives based on strategic objectives. This is particularly well-suited for organizations that need visibility into resource allocation and project prioritization at scale.

Planview best features

Evaluate and prioritize project proposals based on their alignment with organizational goals
Allocate resources effectively across the project portfolio to maximize ROI and minimize risk
Handle large-scale projects with multiple dependencies and complex workflows

Planview limitations

Too many features lead to complexity and increased costs

Planview pricing

Contact sales for pricing

Planview ratings and reviews

G2: NA
Capterra: NA

Users love how easy it is to track project timelines with the platform and how quickly they can go about their project execution each day.

This is an amazing project management software that creates and manages project timelines and organization. It enables us to easily track hours of project tasks and activities and time on deadlines. It greatly aligns projects and provides tools to execute each project day by day. It is easily accessible from anywhere.

Streamline Your Project Intake Process With ClickUp

A well-structured project intake process is the foundation of successful project management. After exploring top project intake software options, it’s clear that the right tool makes all the difference in optimizing efficiency and aligning projects with strategic goals.

Among these tools, ClickUp is the ideal solution for businesses looking to simplify and enhance their work intake process.

Whether you need to manage project requests, prioritize work, track projects, or boost collaboration, ClickUp empowers your organization to streamline the process.

Ready to take your project intake process to the next level? Try ClickUp today and experience how a powerful project intake solution drives your success!

Everything you need to stay organized and get work done.

Contact Sales