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Monday.com Review 2026: Is the $228 Price Tag Justified?

Aron Kantor — Sat, 08 Aug 2026 14:19:45 +0000

Monday.com is one of the most popular project management tools on the market. Still, after testing it against 20+ alternatives, I asked myself: Is its $228 yearly price tag actually justified for its Pro plan?

In this Monday.com review, I’ll break down what actually stood out during testing, where the platform feels worth the price, where it didn’t meet my expectations, and give you a no-fluff answer if it’s for you or you should skip.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Best for: Teams that want a simple, visual, easy-to-use project management tool
Not ideal for: Power users needing deep customization or budget-friendly pricing
Biggest strength: Best-in-class UI and dashboards
Biggest weakness: Expensive compared to many competitors

Verdict: Monday.com is one of the most user-friendly project management tools on the market, but its pricing makes it harder to justify for some teams.
Score: 4.2 / 5

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

Monday.com

Review

Project & task management features

Collaboration & teamwork

Automation & workflows

Customization & flexibility

Reporting & analytics

Integrations

User interface

Performance & reliability

Pricing

My experience

Summary

Monday.com is an intuitive project management platform mostly for teams, but individuals can also utilize its free version. Ultimately, I had a positive experience with Monday.com, and the higher-tier plans have all the features a small business might need to manage projects.

4.2

pros

	Intuitive user interface
	Great task management features
	Customizable dashboard
	Many view options for projects
	An easy-to-use software

cons

	Recurring tasks
	Buggy mobile app
	Expensive

Try Monday

How We Test Project Management Tools

To keep our reviews & final score for each project management app fair and consistent, we evaluate every tool using the same testing framework based on real-world usage, feature depth, and overall value.

We score every project management tool using this weighted framework based on hands-on testing and real use cases.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of Monday.com

What is Monday.com?

Monday.com is an intuitive project management platform mostly for teams, but individuals can also utilize its free version. Thanks to its security measures and integration options, Monday.com is ideal for enterprises as well.

With this project management tool, you can create workflows, automate processes, and collaborate on projects with your team members.

You can use Monday.com on the web and on your desktop for both Mac and Windows, and offers mobile apps for iOS and Android devices.

What using Monday.com felt like after testing 20+ alternatives

In this video, I show you how to get started with Monday, so you can decide more easily if this project management app is for you.

Compared to more robust project management apps like Jira or ClickUp, Monday has a significantly faster learning curve. Monday.com’s task management tools are easy to use, and you can customize the columns and parameters easily.

When testing, I particularly enjoyed using Monday.com’s project views. It offers a wide range of options for reviewing your projects from different angles.

Furthermore, the fully customizable dashboard stood out to me during my Monday.com review. Using its dashboard, you can utilize various widgets and apps to track your projects.

Nonetheless, I ran into a few bugs while testing the mobile app, and there were also some missing features I genuinely expected to find in a project management tool at Monday.com’s price point.

Why Monday.com didn’t score higher (and where it loses points)

Monday.com lost points in pricing (2.5/5) due to its relatively high cost, and in reliability (3.5/5), mainly because of occasional bugs in the mobile app.

Where it truly stood out during testing and earned the maximum score was in its advanced reporting, extensive integrations, and highly intuitive user interface.

Who Monday.com is a good fit for

Teams that want a simple, visual, and easy-to-use project management tool
Small to mid-sized businesses looking for a fast onboarding and short learning curve
Teams that rely on dashboards, reporting, and multiple project views to track progress
Users who value a clean UI and intuitive workflow over deep complexity
Teams that need solid collaboration features without heavy setup

Who Monday.com is not ideal for

Power users who need deep customization and advanced workflow logic
Teams managing highly complex or technical projects (e.g., dev-heavy workflows)
Users looking for a budget-friendly project management app
Users who rely heavily on mobile apps (due to occasional bugs)

The features that mattered during testing

These were the parts of Monday.com I relied on most while testing it.

Home page

Whenever I test project management tools, I always love to take a look at the home page, as it can provide a quick overview of your projects and tasks. So, a good home page or dashboard can save time and give you the comfort of knowing what you need to deal with today.

Monday.com’s home page is more like a workspace overview that shows your recent projects and gives you quick access to your content, collaborators, and permissions. If you want to get a better overview of your tasks, you need to go to the My Work tab.

Here, you can view your assigned tasks in a table or calendar view and customize the information displayed using options such as people, boards, status, date, and priority.

Nevertheless, I discovered during my Monday.com review that other software like ClickUp or Asana provides more options to customize your home page. Monday.com offers such customization and a more detailed dashboard view under your workspaces, but I will talk about it later.

Now, let’s move on to Monday.com’s project management tools!

Project management software

With Monday.com, you can organize your projects into several workspaces. When creating a project, you can decide whether you need a new workspace for it or if you want to involve it in an existing one.

I was honestly surprised by how fast the setup process was. I could usually create a new project from scratch and start organizing tasks in around five minutes.

You need to select the column types you want to include and the project view you want to apply.

Once you are done with it, you can start adding your tasks and their parameters. Let’s talk about the view options for a minute.

Monday.com offers many view options to visualize your projects from different aspects. You can use Gantt, Kanban, calendar, timeline, workload, chart, files gallery, map, form, cards, and pivot board views. You can add more views through the plus icon or the Views Center, with up to 100 board views per board!

I ended up using the Kanban, and workload views the most. The Gantt view looked polished, but for smaller projects, it felt unnecessary for me.

I believe this project management software provides more project views than most of the ones I tried. It is also great that the views do not take too much time to load and that new project view options are added regularly.

For teams, the workload view could be very helpful in reviewing resource allocation. As I work alone, it is not that suggestive, but it can clearly represent how the workload is allocated in your team.

Furthermore, Enterprise customers can create portfolios, where you can get a holistic view of all your projects in one place.

One thing I liked was how quickly I could restructure workflows. Using Monday.com’s project views, I rebuilt my content pipeline for the next few months in about 20–30 minutes.

Try Monday

Templates

Monday.com offers some templates for different industries and teams. Using such ready-made templates, you can create projects even faster.

Overall, I loved that there are plenty of templates, and you can easily personalize them. Just a quick side note: maybe it is just me, but to access the templates, Monday.com loaded at least a few minutes.

Task management features

During my Monday.com review, I realized how easy it is to add and assign tasks to others. You can add a new task with one click and select its status, priority level, timeline, owner, and due date.

In addition, Monday.com allows you to drag and drop individual tasks and move them irrespective of the view option you use.

I liked that that you can create more columns to track your tasks effectively. Furthermore, you can customize the label or create your own.

Once you have created a task, you can add subitems to break down more complex tasks. As you can see, I added 5 subtasks to my main task called AI note-takers YT video. If you click on the task, it will show the additional tasks under this item.

After reviewing Monday.com’s task management tools, I was satisfied, but not perfect. Something that annoyed me repeatedly is that recurring tasks are handled through automation rather than as a dedicated task function.

You can create recurring tasks using Monday.com’s automation, including setting them to repeat daily, weekly, or on a custom schedule.

Try Monday

Custom dashboard

Custom dashboards are useful for displaying the key information of all your projects in a single layout. You can apply up to 30 widgets and apps here so you can understand better the project progress, workloads, budgets, and more.

This is exactly what I expected from a good dashboard view, and this is what I missed on the home page. Overall, the customized dashboard was one of the best project management tools I discovered during my Monday.com review.

Collaboration tools

You can invite your team members to your workspace and start working on projects right away. The first step to getting your team onboard and collaborating is to add them as owners to the tasks.

You can start discussions in your projects, mention others, attach files, and leave comments. Furthermore, you can do the same under each task.

Another useful team collaboration feature is the update feed. Using this Monday.com feature, you get notified when someone mentions or assigns a task to you.

Lastly, you can share projects with your team members and change the permission level to a member, admin, or viewer.

Ultimately, Monday.com has decent team collaboration tools. It has all the essential features a project management tool needs to organize a team’s work.

Automation

You can manage and create custom automation with Monday.com. The automation feature is quite an intuitive and simple tool.

You only need to select the criteria for when the automation should be triggered and the required action in such cases. Depending on the trigger you’ve picked, you might need to select a condition as well.

Docs

Using Monday.com, you can create and draft documents. You can either start from scratch or use a template.

You can add numerous types of formats, such as text, tables, widgets, lists, and more. Furthermore, you can use Monday.com’s AI Sidekick to create a workdoc, generate and refine text, and summarize the text or the entire document.

During my Monday.com review, I found this an easy-to-use tool, which is completely ideal for creating a company knowledge base or writing meeting notes.

Time tracking

When adding columns to your projects, you can select the time-tracking tool as well. Once you add it to your tasks, you only need to hit the start button, and that is. However, the Time Tracking Column is available on the Pro and Enterprise plans.

If you need to export the time tracking column to Excel, you only need to click the column title and select “Export Column Data to Excel.” With this, you can collect the time you spend on each task and report it easily.

I think such a tracking feature is sufficient for most people. If you need more advanced time tracking, I typically recommend using a dedicated app for this, as it can give you a much more detailed breakdown of how you manage your time.

AI features

I was curious whether Monday’s newer AI tools were actually useful or just marketing. Monday.com has started putting much more focus on AI, which is now integrated directly into boards, workflows, docs, and automations.

One feature I found interesting is AI Blocks. These can be added to automations and workflows to perform actions like summarizing text, generating content, translating text, detecting sentiment, assigning labels, or pulling key details from documents.

Monday.com also offers AI Sidekick. This works like an assistant inside the platform. You can use it to write updates, summarize discussions, generate content, create workdocs, and take actions such as updating work or creating boards and other items.

AI Workflows let you build multi-step, cross-board workflows with AI-powered actions. You can use AI-powered blocks such as Sidekick, web search, and agents within the workflow builder.

For more specialized tasks, AI Agents can work across teams and workflows based on instructions and context. You can build and customize these agents using prompts without coding.

Monday Vibe takes a different approach, acting as an AI-powered app builder that lets you create custom applications from natural-language instructions. Meanwhile, AI Notetaker can transcribe meetings, generate summaries, and extract action items. It can also link summaries and action items to boards, items, and workflows.

However, these features run on AI credits, which are consumed whenever you use them.

Try Monday

Connecting Monday.com with other tools

Monday.com integrates with 850+ third-party apps and integrations, making it surprisingly flexible across different workflows and team setups. I found it easy to connect with the tools I already used without needing much extra setup.

It also supports Zapier integrations, which provide access to thousands of third-party apps and automations if you want to build Monday.com into your tool stack.

Monday.com’s user interface

Monday.com has an incredibly intuitive user interface. It is easy to navigate on it, and you can find all the key features with a few clicks. I love that it is simplified, and I do not have the feeling that it is packed.

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Monday.com’s mobile app

Monday.com has a mobile version that is available for Android and iPhone users as well. Its user interface is okay, but it has fewer features compared to the web and desktop apps. The mobile bug happened when I started adding lots of tasks to one of the projects.

Also, during my testing, I occasionally experienced issues with new items not syncing immediately with the desktop or web app.

Try Monday

Cost vs value

After testing Monday.com, pricing was one of my biggest concerns.

Free plan

Monday.com’s free version has some limitations, and it is only sufficient for individuals or very small teams. With the Free plan, you can access 3 boards, 8 column types, +200 templates, up to 3 docs, and the iOS and Android apps. You can also have up to 2 seats on the Free plan.

Basic plan

Monday.com has four paid plans. Whenever you decide to buy one of the paid plans of Monday.com, you need to know that paid plans start at three seats.

If choosing the Basic plan, you can add unlimited items, access to 5GB file storage, prioritized customer support, and you can create a dashboard based on 1 board. You can also give read-only access to unlimited free viewers.

You can get the Basic plan for $9 monthly per seat if purchasing the annual subscription. If you choose the monthly billing, it is $12 per month per seat.

Based on my experience, this plan might be ideal for small businesses, but lacks some critical features.

Standard plan

With the Standard plan, you can use the timeline, Gantt, and calendar views and access 250 automation and 250 integration actions per month. You also get 2,000 AI credits per month. Additionally, you can create a dashboard that combines five boards and provides 20GB of file storage.

It is $12 per month per seat if billed annually. If you want to pay on a monthly basis, it will cost $14 per month per seat.

Compared to the Basic plan, the Standard plan offers more options to visualize projects, more space for your files, longer activity logs (i.e., 6 months), and access to automation and integrations.

Pro plan

The Pro plan starts at $19 per month per seat if the annual billing is chosen. Otherwise, it is $24 monthly per seat.

With the Pro Plan, you access private boards, chart view, time tracking, formula columns, and 25,000 automation and 25,000 integration actions per month. You can also create a dashboard that combines up to 20 boards.

This plan is excellent for small and mid-sized businesses.

Enterprise plan

Lastly, Monday.com offers an Enterprise plan for larger businesses with custom pricing.

You get enterprise-scale automation and integrations with up to 250,000 automation and 250,000 integration actions per month, enterprise-grade security, advanced reporting and analytics, and enterprise support. AI credits are available with custom quantities for Enterprise customers.

Try Monday

Where Monday.com impressed me (and where it didn’t)

After testing real workflows in Monday.com, these were the biggest strengths and frustrations I noticed.

Where It Excels

Intuitive user interface and a shorter learning curve than other project management tools
It has great task management features with numerous customization options
The customizable dashboard made my workflows more clear
The high number of project views surprised me
An easy-to-use project management software compared to ClickUp, Jira, or SmartSuite

Where It Falls Short

You can not add recurring tasks unless you use automation, which was frustrating when managing my projects
Its mobile app has some bugs, and it’s one of Monday’s biggest pain points
The Pro plan is expensive compared to the depth of features

Monday.com alternatives

If you need something cheaper, more customizable, or better suited for complex workflows, these alternatives are worth considering.

App	Best for	Description
Hive	Best for small teams	A project management app for small teams with advanced collaboration and AI features. Full Hive review \| Quick Hive overview
SmartSuite	Best for no-code workflow building	A collaborative work management solution for teams to track and manage workflow. Full SmartSuite review \| Quick SmartSuite overview
ClickUp	Best all-in-one	An easy-to-use AI-powered project management software. Full ClickUp review \| Quick ClickUp overview
Taskade	Best lightweight AI tool	An AI-powered workflow and lightweight project management app. Full Taskade review \| Quick Taskade overview
Coda	Best for custom workflows	An all-in-one app that is similar to Notion, however, with more massive project management tools. Full Coda review \| Quick Coda overview
Notion	Best for notes & projects	It provides a centralized workspace where you can organize your thoughts, notes, tasks, projects, and documents in one place. Full Notion review \| Quick Notion overview
Motion	Best for AI scheduling	It is an AI calendar app, but it also works as a project management software. Full Motion review \| Quick Motion overview
Asana	Best for ease of use	A popular and easy-to-use project management tool. Full Asana review \| Quick Asana overview
Teamwork.com	Best for client work	An excellent project management software for client-facing teams. Full Teamwork review \| Quick Teamwork overview
Zoho Projects	Best for structured planning	A structured project management tool designed to help teams plan, track, and deliver projects with clear processes and long-term visibility. Full Zoho Projects review \| Quick Zoho Projects overview
ProofHub	Best for approvals & feedback	A project and team management app with outstanding collaboration, proofing, and customization options. Full ProofHub review \| Quick ProofHub overview
Jira	Best for agile teams	An advanced project management and issue tracking tool, built mainly for agile software and IT teams. Full Jira review \| Quick Jira overview
Vaiz	Best lightweight all-in-one	A lightweight project management platform that combines tasks, docs, collaboration, automation, and AI in one workspace. Full Vaiz review \| Quick Vaiz overview

Compare Monday.com vs alternatives

ClickUp VS Monday.com

ClickUp vs Monday

Notion VS Monday.com

Notion vs Monday

Monday.com VS Asana

Monday vs Asana

Teamwork VS Monday.com

Teamwork vs Monday

SmartSuite VS Monday.com

SmartSuite vs Monday

Final verdict: Is Monday.com worth it?

After testing Monday.com against more than 20 project management tools, I can see exactly why so many teams like it. It’s not overwhelming at all to build workflows thanks to its ease of use and polished interface.

What stood out most to me was that I could go from an empty workspace to building up my content schedule and other projects without spending hours configuring everything.

However, Monday.com is expensive for what it offers. It’s nowhere near ClickUp or Jira in terms of feature depth, yet its pricing doesn’t reflect that.

Ultimately, I think Monday.com makes the most sense for teams that value simplicity, clean design, and fast onboarding rather than feature depth.

8 Best Project Management Software in 2026 | My Honest List

Looking for similar tools?

Visit the link to explore other apps we’ve reviewed in this space and how they compare.

See overview

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity apps every year — from project management tools to note-taking apps. We dive deep into real-world use cases to help you find the right tools that actually improve your workflow, not just add noise.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is Monday.com actually good?

After my Monday.com review, I realized that it is quite a good project management tool. It offers numerous view options and customization options, and it is an easy-to-use project management app overall.

Is Monday.com actually free?

Monday.com has a free plan for one or two seats, but it has a limited feature set. With the Free version, you can access 3 boards, 8 column types, +200 templates, up to 3 docs, and the iOS and Android apps.

With the paid plans starting from $9 per user monthly, you can get more advanced features to manage your projects.

What is the difference between ClickUp and Monday.com?

Both ClickUp and Monday.com are fantastic project management tools. As for pricing, ClickUp is more affordable. Nevertheless, Monday.com has a shorter learning curve than ClickUp.

If we take a look at the features of both project management software, I would say ClickUp has more robust tools. However, the customer support team at Monday.com is better than ClickUp.

Disclosure: I only recommend products I would use myself, and all opinions expressed here are our own. This post may contain affiliate links that, at no additional cost to you, may earn a small commission. Read the full privacy policy here.

Aron Kantor

Hey there! I am Aron, the founder of Thebusinessdive. I have been testing productivity apps for almost three years now. I reach 25.000 -50.000 people monthly with the mission to help you find the perfect productivity apps. Subscribe to my YouTube channel, newsletter, and social media to hear more about the best productivity tools. Let’s dive in!

thebusinessdive.com

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7 Best ClickUp Alternatives | +25 Apps Tested (2026)

Aron Kantor — Tue, 07 Jul 2026 12:51:35 +0000

Finding the right ClickUp alternative is not easy because most project management tools solve different problems.

I personally tested over 25 possible apps and these are my top picks:

Monday.com → Best alternative for large teams
Backlog by Nulab → Top alternative for developer teams
Vaiz → Best alternative for teams tired of paying for features they don’t use
Hive → Best alternative for small teams
SmartSuite → Best free alternative
Teamwork.com → Best alternative for client work
ProofHub → Best ClickUp alternative for growing teams

How These ClickUp Competitors Stack Up

Tool	Best replacement for ClickUp if…	What I liked during testing	Biggest limitation	Starting price
Monday.com	You want a platform that’s easier to learn and scales well across larger teams.	Clean interface, excellent project views, and customizable dashboards.	Less flexibility than ClickUp, and recurring tasks require automation.	Free + paid from €9/user/month)
Backlog	Your team manages software development and wants built-in Git and issue tracking.	Git repositories, Issues view, and Wiki all worked together seamlessly.	Limited automation and reporting.	Free + paid from $35/month)
Vaiz	You want a lightweight all-in-one workspace that’s quick to set up.	Fast onboarding, clean interface, and excellent Docs integration.	Reporting and automation are still fairly basic.	Free + paid from $5/user/month)
Hive	You run a small team and want collaboration built into your workspace.	Chat, email, collaborative notes, and dashboards all worked well together.	Advanced features require the Teams plan or paid add-ons.	Free + paid from $5/user/month)
SmartSuite	You need a generous free plan and database-style work management.	Spreadsheet-like workflows, powerful customization, and permissions.	Steeper learning curve.	Free + paid from $12/user/month)
Teamwork.com	You manage client projects with budgets, invoices, and billable hours.	Client management, reporting, budgeting, and profitability tracking.	Fewer project views and a longer learning curve.	Free + paid from $9.99/user/month)
ProofHub	Your team is growing and you want predictable software costs.	Flat pricing, collaboration features, and proofing tools.	No workflow automation or free plan.	$45/month

How we decided which ClickUp alternative to choose

When selecting the best ClickUp alternatives, I used our standardized testing framework for project management software, developed over 3+ years of testing productivity apps.

The recommendations in this article are based on hands-on testing across multiple categories, including project management, task management, collaboration, reporting, automation, AI features, pricing, integrations, customization, and overall user experience.

Since every team has different priorities, I didn’t rank these ClickUp alternatives purely by their overall score.

Instead, I organized them based on where they outperform ClickUp and who they’re best suited for, whether that’s developer teams, client-facing businesses, growing organizations, or teams looking for a simpler or more affordable project management solution.

We evaluate every project management tool using this weighted framework, based on hands-on testing with real projects and everyday workflows.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

My Full Breakdown of Each Alternative

Monday.com

4.2/5

Monday.com is an intuitive project management platform built primarily for teams. Thanks to its enterprise-grade security, reporting capabilities, and extensive integration options, I think it’s one of the strongest choices for larger organizations.

Full Monday review Visit Monday

Best alternative for large teams

Quick verdict

Choose Monday over ClickUp if:

You want a project management tool that’s easier to learn and scales better for larger teams.

Stick with ClickUp if:

You need deeper customization, more advanced workflow logic, and a broader feature set.

Biggest advantage over ClickUp:

A cleaner interface with a significantly shorter learning curve.

Main tradeoff:

You give up some customization and advanced project management features.

Why I Recommend Monday for Teams Leaving ClickUp

If your team finds ClickUp too overwhelming, Monday.com is one of the first tools I’d consider. It keeps the core project management features most teams rely on, but getting started takes far less time.

While ClickUp gives you more control over how you build your workflows, Monday.com gets you from an empty workspace to an organized project much faster.

It still offers multiple project views, customizable dashboards, automation, and solid collaboration tools, but everything is easier to find and quicker to set up. That combination stood out to me throughout my testing.

Overall, I think Monday.com is a great choice for larger teams that want a visual project management platform with a short learning curve. If your team doesn’t need highly customized workflows, I think it’s much easier to roll out than ClickUp.

What I Liked (and What I Missed Compared to ClickUp)

As I already mentioned, I liked how quickly I could start managing projects in Monday. Creating tasks, customizing columns, and organizing boards only took a few minutes.

I also spent a lot of time using Monday.com’s project views. I switched between Kanban, Timeline, Calendar, and Workload depending on the project, and they all loaded quickly.

The customizable dashboards were another highlight, giving me a clear overview when managing multiple projects.

The biggest thing I missed was ClickUp’s flexibility. I was also surprised that recurring tasks aren’t available as a built-in feature and require automation instead. If your workflows depend on deeper customization or more advanced task management, ClickUp still has the advantage.

Monday.com‘s top features

Project views: Monday.com offers Kanban, Timeline, Calendar, Gantt, and Workload views, and you can add more through the plus icon or Views Center, with up to 100 board views per board. Switching between them was fast, and I never experienced long loading times while managing my projects.

Custom dashboards: The dashboards quickly became the place where I tracked my projects. I customized them with different widgets depending on the data I wanted to monitor, so I rarely needed to jump between multiple boards throughout the day.

Workload management: The Workload View gives you a clear picture of how work is distributed across your team. While I mostly tested Monday.com as a solo user, I can see this being valuable for larger teams that regularly review team capacity and resource allocation.

Automation: Monday.com uses a simple trigger-and-action system for automation. I created custom workflows in a few minutes, and the setup process required very little configuration compared to some other project management tools I tested.

AI features: Monday’s AI features are integrated directly into boards, workflows, docs, and automations. AI Blocks, AI Sidekick, AI Workflows, AI Agents, Monday Vibe, and AI Notetaker cover tasks ranging from content generation and workflow automation to app building and meeting summaries.

Monday.com‘s pricing

Free plan available
Basic plan: €9/user/month with annual billing
Standard plan: €12/user/month with annual billing
Pro plan: €19/user/month with annual billing
Enterprise plan: Custom pricing

Wins & trade-offs when choosing Monday.com

Pros

Intuitive user interface and a shorter learning curve than other project management tools
It has great task management features with numerous customization options
The customizable dashboard made my workflows clearer
The high number of project views surprised me
An easy-to-use project management software compared to ClickUp, Jira, or SmartSuite

Cons

You can not add recurring tasks unless you use automation, which was frustrating when managing my projects
Its mobile app has some bugs, and it’s one of Monday’s biggest pain points
The Pro plan is expensive compared to the depth of features

How does Monday stack up against other ClickUp alternatives (and ClickUp itself)?

ClickUp VS Monday.com

ClickUp vs Monday

Notion VS Monday.com

Notion vs Monday

Monday.com VS Asana

Monday vs Asana

Teamwork VS Monday.com

Teamwork vs Monday

SmartSuite VS Monday.com

SmartSuite vs Monday

Read my full review: Monday.com Review 2025: Is the $228 Price Tag Justified?

Try Monday

Backlog by Nulab

4.3/5

Backlog by Nulab is a project management platform designed primarily for software development teams. It combines project planning, issue tracking, collaboration, and version control in a single workspace.

Visit Backlog

Best ClickUp alternative for developer teams

Quick verdict

Choose Backlog over ClickUp if:

You want project management software with built-in Git repositories, issue tracking, and developer tools.

Stick with ClickUp if:

You need advanced automation, reporting, or a more flexible workspace for non-technical teams.

Biggest advantage over ClickUp:

Developer tools are built directly into the platform.

Main tradeoff:

Backlog has fewer automation and customization options than ClickUp.

Why I Recommend Backlog for Developer Teams Leaving ClickUp

The biggest reason I recommend Backlog over ClickUp is its developer-focused feature set. Instead of adapting a general project management tool for software development, you get built-in Git repositories, issue tracking, pull requests, and Wikis from the start.

For development teams, having these tools inside the same platform helps keep projects, code, bugs, and documentation organized. During my testing, this was the biggest difference compared to ClickUp.

Overall, I think Backlog is the better choice for engineering teams. However, if you need one platform for many different departments, ClickUp gives you more flexibility.

What I Liked (and What I Missed Compared to ClickUp)

One of the things I liked most about Backlog was how well everything related to development worked together. I spent most of my time in the Issues view, where it was easy to review bugs, feature requests, and assigned work.

Having Git repositories, pull requests, and issue tracking inside the same platform also meant I didn’t have to switch between multiple tools throughout the day. I also appreciated the built-in Wiki, which made it easy to keep documentation connected to projects instead of storing it elsewhere.

Finally, Backlog’s flat pricing stood out to me, especially compared to ClickUp’s per-user pricing.

What I missed were some of ClickUp’s more advanced project management features. Reporting is much more limited, and there isn’t a native automation builder for creating workflow automations.

I also think ClickUp is the better option if your team manages projects outside software development, as it gives you far more flexibility when building different types of workflows.

Backlog’s top features

Built-in Git and SVN repositories: The biggest advantage over ClickUp is that Backlog includes version control directly inside the platform. I could manage repositories, pull requests, and issues without relying on external development tools.

Issues view: I used the Issues view throughout my testing. It provided a clear overview of bugs, feature requests, and open tasks, and filtering by priority or assignee only took a few clicks.

Wiki: Backlog’s Wiki became the central place for documentation during testing. It’s useful for onboarding guides, technical documentation, and internal knowledge that development teams access regularly.

Flat pricing: Unlike many project management tools, Backlog charges by plan instead of per user. I think this pricing model makes much more sense for growing engineering teams.

Gantt charts: While Backlog is primarily built for developers, I still found the Gantt charts useful for tracking project timelines and milestones across larger projects.

Backlog’s pricing

Free plan available
Starter plan: $35/month
Standard plan: $100/month
Premium plan: $175/month
Enterprise plan: Custom pricing

Wins & trade-offs when choosing Backlog

Pros

Built-in Git and SVN repositories
Excellent issue tracking for development teams
Flat pricing instead of per-user pricing
Simple interface with a short learning curve
Built-in Wiki for documentation

Cons

Limited automation compared to ClickUp
Fewer customization options
Reporting isn’t as advanced as ClickUp’s

Try Backlog

Vaiz

4.4/5

Vaiz is a work management platform that combines project management, docs, collaboration, automation, and AI tools inside a single workspace. It focuses on usability and fast setup, making it a strong option for small and mid-sized teams.

Full Vaiz review Visit Vaiz

Best for teams tired of paying for features they don’t use

Quick verdict

Choose Vaiz over ClickUp if:

You want an all-in-one workspace that’s much easier to set up and navigate than ClickUp.

Stick with ClickUp if:

Your team requires SOC 2 compliance, SAML-SSO, or a procurement-heavy purchasing process.

Biggest advantage over ClickUp:

Replaces your task tracker and docs tool in one workspace without ClickUp’s price and complexity.

Main tradeoff:

Reporting and automation aren’t as advanced as ClickUp’s.

Why I Recommend Vaiz for Teams Leaving ClickUp

The biggest reason I would recommend Vaiz over ClickUp is its simplicity. While ClickUp offers one of the deepest feature sets among project management tools, many teams end up paying for functionality they rarely use.

Instead of trying to compete feature for feature, Vaiz focuses on the tools most teams use every day. It delivers project management, documentation, collaboration, and automation in one place while keeping the platform intuitive and easy to navigate. That balance between usability and functionality stood out to me throughout my testing.

Overall, I think Vaiz is a great choice for small and mid-sized teams that have outgrown simple task managers but find ClickUp too complex. You give up some advanced reporting and automation, but in return, you get a platform that’s much faster to learn and easier to manage.

What I Liked (and What I Missed Compared to ClickUp)

Compared to ClickUp, Vaiz was much easier to get started with. Creating projects, setting up boards, and organizing workflows only took a few minutes, and I rarely needed to spend time configuring the platform before I could start working.

Another thing I appreciated was how closely tasks, docs, and collaboration features were connected. I could manage most of my work from one place instead of constantly moving between different sections.

Even after adding multiple projects, I never had trouble finding the features I needed. The interface remained organized throughout my testing, which made navigation much more straightforward than in ClickUp.

Nevertheless, I missed some of ClickUp’s more advanced capabilities. Reporting and dashboards are still fairly basic, and the automation system doesn’t offer the same depth for more complex workflows. If your team relies on advanced reporting or highly customized automations, ClickUp still has the advantage.

Vaiz’s top features

Project setup: Creating a new project only took a few clicks, and I could start building workflows almost immediately. Vaiz also offers templates for different teams and project types, but you can just as easily build everything from scratch.

Project Docs: The built-in Docs quickly became one of my favorite features. I liked that documentation stayed connected to projects, tasks, and discussions instead of being stored in a separate tool.

Collaboration: Vaiz integrates collaboration directly into projects. I could assign work, leave comments, @mention teammates, create collaborative diagrams in tasks and docs, and review activity without leaving the project itself.

Multiple project views: Vaiz supports Cards, List, Calendar, Milestones, and Gantt views. I switched between them depending on the project, and each one gave me a different way to organize and review my work.

AI assistant: The AI assistant is built directly into Project Docs, where it can summarize, rewrite, translate, and organize content. Vaiz also supports Claude MCP integration and Cursor — meaning your team can create tasks, pull context, and manage work directly from the AI tools you’re already using. A native AI agent is launching summer 2026.

Integrations: Connect Vaiz with Slack, GitHub, GitLab, and 9,000+ apps via Zapier, or import projects from Asana, Jira, Trello, and Notion (tasks only, full import in development) — with ClickUp, Monday.com, and Wrike coming soon.

Vaiz’s pricing

Free plan available & a 30-day trial of the paid plans
Pro plan: $5/user/month with annual billing
Premium plan: $9/user/month with annual billing
Enterprise plan: Custom pricing with self-hosted deployment options available

Wins & trade-offs when choosing Vaiz

Pros

Very easy to set up and learn
Clean and lightweight interface
Strong collaboration features
Project Docs integrated into workflows
Multiple project views for different workflows

Cons

Reporting is relatively basic
Automation isn’t as advanced as ClickUp’s
SOC 2 compliance and SAML-SSO not yet available

Read my full review: Vaiz Review 2026 | Lightweight Done Right

Try Vaiz

Hive

4.3/5

Hive is a project management platform designed for agencies, marketing teams, nonprofits, and other collaborative teams. It combines project management, communication, AI tools, and workflow automation in one workspace while keeping the platform easy to use.

Full Hive review Visit Hive

Best for small teams

Quick verdict

Choose Hive over ClickUp if:

You want an easy-to-use project management platform with excellent collaboration and built-in communication tools.

Stick with ClickUp if:

You need deeper customization, enterprise-level workflows, or advanced automation.

Biggest advantage over ClickUp:

Built-in collaboration features, including chat, email, and collaborative notes.

Main tradeoff:

Many advanced features are only available on the Teams plan or as paid add-ons.

Why I Recommend Hive for Teams Leaving ClickUp

The reason I recommend Hive over ClickUp is that it gives small teams most of the features they actually use, but in a much easier-to-manage platform. While ClickUp offers deeper customization and more advanced workflows, many smaller teams simply don’t need that level of complexity.

What makes Hive different is how much emphasis it puts on collaboration. Chat, email, collaborative notes, dashboards, and project management all work together inside the same platform, so your team spends less time switching between tools.

Overall, I think Hive is a great choice for small and mid-sized teams that want a project management tool that’s easy to learn but still offers strong collaboration features.

What I Liked (and What I Missed Compared to ClickUp)

I particularly liked Hive’s collaboration tools. The built-in chat, collaborative notes, update feed, and email integration made it easy to keep conversations connected to projects.

I also appreciated the App Library, which let me add features like Goals, Automations, and Time Tracking only when I needed them. Another highlight was the dashboards, which gave me a quick overview of projects and tasks throughout my testing.

What I missed was some of ClickUp’s flexibility. Hive doesn’t offer as many project views, and many advanced features are only available on the Teams plan or through paid add-ons. I also would have liked to see Hive’s AI integrated into the email feature, as that felt like a missed opportunity.

Hive’s top features

Collaboration tools: Hive’s collaboration features were easily my favorite part of the platform. Besides comments and task assignments, it also includes collaborative notes, instant messaging, and an update feed, so I rarely needed to switch to another communication tool while managing projects.

App Library: One feature I really liked was the App Library. Instead of filling the platform with features you may never use, Hive lets you enable add-ons like Goals, Time Tracking, Forms, or Automations only when you need them. I especially enjoyed using the Goals add-on to connect objectives directly to my projects.

Dashboards: The dashboards gave me a quick overview of my projects, tasks, and workspace activity. I also appreciated how easy they were to customize with widgets, goals, notes, filters, and external embeds depending on what I wanted to track.

AI tools: Hive’s AI assistant, Buzz, answered my questions quickly and helped create projects, dashboards, and workflows. I also used the AI tools inside Notes to generate and rewrite content, and they worked reliably throughout my testing.

Inbox: After connecting my email account, I could read and send emails directly from Hive. I liked having emails, messages, tasks, and projects available inside the same platform.

Hive’s pricing

Free plan available
Starter plan: $5/user/month (annual billing)
Teams plan: $12/user/month (annual billing)
Enterprise plan: Custom pricing

Wins & trade-offs when choosing Hive

Pros

Excellent collaboration and communication tools
Intuitive interface with a short learning curve
Strong AI features for automated workflows
Customizable dashboards
Built-in productivity tools, for example, email and instant messaging

Cons

Most advanced features require the Teams plan
Fewer project views than some competitors
AI isn’t integrated into the email feature

Read my full review: Hive Review: The Best Project Management App? (2025)

Try Hive

Explore our Apps directory

A curated directory of software tools we’ve independently reviewed, with links to full reviews, comparisons, and category guides.

Explore Apps directory

SmartSuite

4.4/5

SmartSuite is a collaborative work management platform that helps teams manage projects, workflows, and company data in one place. It combines project management with spreadsheet and database capabilities, making it a great fit for teams that need more than task tracking.

Full SmartSuite review Visit SmartSuite

Best free ClickUp alternative

Quick verdict

Choose SmartSuite over ClickUp if:

You want a generous free plan and highly customizable workflows with database-style project management.

Stick with ClickUp if:

You prefer a simpler interface with a shorter learning curve.

Biggest advantage over ClickUp:

One of the most generous free plans I’ve tested.

Main tradeoff:

It takes longer to learn than ClickUp.

Why I Recommend SmartSuite for Teams Leaving ClickUp

The value you get from its free plan is my biggest reason for recommending SmartSuite. Compared to most project management tools, it includes an impressive number of advanced features without requiring a paid subscription.

I also think SmartSuite offers much more than traditional project management. Besides managing tasks and projects, you can build databases, customize workflows, and organize company information using the same platform. That flexibility is what surprised me the most during my testing.

Overall, I think SmartSuite is an excellent ClickUp alternative for small teams that need advanced work management but want to keep costs low.

What I Liked (and What I Missed Compared to ClickUp)

What stood out to me first was SmartSuite’s performance. Everything loaded almost instantly, even when working with larger tables and multiple records.

I also loved the spreadsheet-like approach to managing projects. Linking records, sorting information, creating custom fields, and organizing databases were much more powerful than I expected.

Another thing I appreciated was the level of detail in the permissions and roles, which gave me much more control over who could access different parts of each project.

The biggest thing I missed was a shorter learning curve. SmartSuite’s structure is quite different from most project management tools, so it took me some time to understand how everything worked. I also experienced a few issues with the mobile app, particularly when saving records.

SmartSuite’s top features

Database-style project management: SmartSuite combines spreadsheets and project management in a very natural way. I spent a lot of time sorting, filtering, grouping, and linking records, and it was much more powerful than a traditional task manager. With this setup, SmartSuite is a capable software for managing complex projects.

Custom fields: SmartSuite gives you an impressive number of field types. During testing, I added formulas, time tracking, addresses, and other custom fields to build workflows that matched exactly what I needed.

Permissions and roles: One feature that really stood out was the level of control over permissions. Between role-based access, guest permissions, and solution permissions, I could decide exactly who could view or edit different parts of my workspace.

Templates: I tried several of SmartSuite’s templates and was impressed by both the quality and variety. They made it much faster to build new projects without starting from scratch.

Automation: Setting up automations only took a few minutes. I also liked that SmartSuite supports email-based automation through its Outlook and Gmail integrations, which gives you more flexibility when building workflows.

SmartSuite’s pricing

Free plan available
Team plan: $12/user/month with annual billing
Professional plan: $30/user/month with annual billing
Enterprise plan: $45/user/month with annual billing

Wins & trade-offs when choosing SmartSuite

Pros

One of the best free plans available in the project management space
Combines project and data management
Excellent permissions and role management
Powerful customization options
High-quality templates

Cons

Steeper learning curve than ClickUp
Mobile app still needs improvement
Paid plans become expensive as your team grows

How does SmartSuite stack up against other ClickUp alternatives (and ClickUp itself)?

SmartSuite VS ClickUp

Compare SmartSuite vs ClickUp

SmartSuite VS Monday.com

Compare SmartSuite vs Monday

Read my full review: SmartSuite Review 2025: A Hidden Gem

Try SmartSuite

Teamwork.com

4.3/5

Teamwork.com is a project management platform built specifically for agencies, consultants, IT service providers, and other client-facing teams. It combines project management, time tracking, budgeting, reporting, and client collaboration in one platform.

Full Teamwork review Visit Teamwork

Best ClickUp alternative for client work

Quick verdict

Choose Teamwork.com over ClickUp if:

You manage client projects and need built-in budgeting, invoicing, and profitability tracking.

Stick with ClickUp if:

You mainly manage internal projects or want more flexible workflows.

Biggest advantage over ClickUp:

Client management, budgeting, and reporting are built directly into the platform.

Main tradeoff:

It offers fewer project views and has a longer learning curve.

Why I Recommend Teamwork.com for Teams Leaving ClickUp

If your business revolves around client work, Teamwork.com solves problems that ClickUp only partially covers. Besides managing projects, it helps you track billable time, monitor budgets, manage client relationships, and measure project profitability without relying on additional tools.

Another reason I recommend it is that many of these features work together naturally. Time tracking, budgeting, reporting, invoices, and client access are all connected, making it much easier to manage projects from the initial request to the final invoice.

Overall, I think Teamwork.com is one of the best ClickUp alternatives for agencies, consultants, creatives, and service-based businesses. If your projects are mostly internal, ClickUp remains the more flexible option.

What I Liked (and What I Missed Compared to ClickUp)

I particularly liked how much attention Teamwork.com puts on client work. The client management features, budgeting tools, built-in time tracking, and proofs all worked together, making it much easier to manage projects from both an operational and financial perspective.

I also appreciated the reporting features, which gave me a detailed overview of profitability, billable hours, workload, and project performance.

Compared to ClickUp, I missed having more project view options. Teamwork.com offers the essentials, but I occasionally had trouble finding certain features, such as invoicing. I also wasn’t a big fan of the Gantt view, which was less intuitive than in some other project management tools.

Teamwork.com‘s top features

Client management: The Client view is what separates Teamwork.com from most project management tools. I could see every client’s projects, budgets, owners, and key details in one place, while client users could review files, leave comments, and contribute to projects with limited permissions.

Budgeting & invoicing: I really liked having budgeting, time tracking, and invoicing inside the same platform. With this centralized platform for invoicing, I could monitor billable hours, project costs, profit margins, and prepare invoices in one place.

Reporting: Teamwork.com has some of the most advanced reporting features I’ve tested. I regularly checked profitability, tracked time, workload, and project reports, and I also liked that I could build custom reports when the pre-built ones weren’t enough.

Proofs: Proofs were one of my favorite features for client work. Clients could review files, leave feedback, and approve deliverables directly inside Teamwork.com, while the rest of the team could review everything before requesting final approval.

Resource management: Although I mostly tested Teamwork.com as a solo user, I spent some time exploring the workload and resource management features. They provide detailed information about team capacity, availability, and future workload, which I think would be valuable for larger teams.

Teamwork’s pricing

Free plan available and a 30-day free trial of the paid plans
Basics Plan: $9.99/user/month with annual billing
Accelerate Plan: $24.99/user/month with annual billing
Optimize Plan: Custom pricing
Enterprise plan: Custom pricing

Wins & trade-offs when choosing Teamwork.com

Pros

Outstanding features for client work
Advanced reporting and financial tracking
Excellent budgeting and time tracking tools
Built-in client collaboration
Strong workload and resource management

Cons

Fewer project views than ClickUp
Longer learning curve

How does Teamwork stack up against other ClickUp alternatives (and ClickUp itself)?

Teamwork VS ClickUp

Teamwork vs ClickUp

Teamwork VS Monday

Teamwork vs Monday

Teamwork VS Asana

Teamwork vs Asana

Read my full review: Teamwork.com Review 2025: Here Is My Honest Opinion

Try Teamwork

ProofHub

4/5

ProofHub is a project management and team collaboration platform designed for growing teams. It combines project management, proofing, reporting, time tracking, and collaboration tools, while its flat pricing model keeps costs predictable as your team expands.

Full ProofHub review Visit ProofHub

Best alternative for growing teams

Bottom line

Choose ProofHub over ClickUp if:

Your team is growing and you want predictable pricing with strong collaboration features.

Stick with ClickUp if:

You rely on advanced automation, extensive integrations, or highly customized workflows.

Biggest advantage over ClickUp:

Flat pricing with unlimited users on every paid plan.

Main tradeoff:

Automation and integrations aren’t as advanced as ClickUp’s.

Why I Recommend ProofHub for Teams Leaving ClickUp

The main reason I recommend ProofHub over ClickUp is that it becomes more cost-effective as your team grows.

Unlike ClickUp, which charges per user, ProofHub’s flat pricing includes unlimited users on both paid plans. If you’re planning to expand your team, that pricing model can save a significant amount over time.

Another reason is that ProofHub still covers the core features most growing teams need. Project management, collaboration, proofing, reporting, and time tracking are all built into the platform, so you don’t have to sacrifice essential functionality to get predictable pricing.

Overall, I think ProofHub is a great choice for teams that want to scale without seeing their software costs increase every time they add a new team member.

What I Liked (and What I Missed Compared to ClickUp)

ProofHub exceeded my expectations during testing. I particularly liked how much attention it puts on team collaboration.

Chat, comments, announcements, proofing, and file sharing all worked well together, and I also appreciated how much I could customize projects, dashboards, reports, and user roles. The interface was intuitive, so I didn’t spend much time learning where everything was.

What I missed compared to ClickUp were its automation and integration options. ProofHub doesn’t include workflow automation, and the number of third-party integrations is fairly limited. I also think a free plan would make it a more attractive option for freelancers and smaller teams.

ProofHub’s top features

Proofing tools: The proofing tools were one of my favorite parts of ProofHub. I could review files, highlight specific areas, leave comments, and approve documents directly inside the platform. Version history was also useful when reviewing updated files.

Team collaboration tools: ProofHub offers chat, comments, file sharing, notifications, custom roles, and discussions in one place. All these tools help to keep conversations connected to projects.

Announcements: Announcements are a feature I rarely see in project management software. They let you share company updates, achievements, or important reminders with the whole team, while also allowing comments and file attachments.

Task management: ProofHub offers recurring tasks, custom fields, dependencies, custom workflows, templates, and multiple project views. I also liked the project overview, which combines milestones, logged time, activity, and project progress on one page.

Dashboard: The dashboard gave me quick access to projects, announcements, bookmarks, timers, sticky notes, and agenda items. I also liked that I could rearrange widgets and customize the layout based on what I wanted to see first.

ProofHub’s pricing

No free plan, only a 14-day free trial
Essential plan: $45/month (annual billing)
Ultimate Control plan: $89/month (annual billing)

Wins & trade-offs when choosing ProofHub

Pros

Predictable flat pricing with unlimited users
Excellent collaboration features
One of the best proofing tools I tested
Extensive task customization
User-friendly interface with a short learning curve

Cons

No workflow automation
Limited third-party integrations
No free plan

Read my full review: ProofHub Review 2026 | A Unique Project Management App

Try ProofHub

Summary: Best ClickUp Alternatives in 2026

After my long research and continuous testing, I found these as the top ClickUp alternatives in 2026 and tried to categorize them based on use cases. This way, you can select which one fits you.

Looking for similar tools?

Visit our library of PDF editors to explore other apps we’ve reviewed in this space and how they compare.

See overview

Why you can trust our reviews

Every month, 35,000–50,000 people trust us to find the best productivity apps at the best price.

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros, so you can make an easier decision.

Have a question or suggestion? I’d love to hear from you. Feel free to reach out anytime at aronkantor@thebusinessdive.com.

Frequently asked questions

Is there anything better than ClickUp?

I think Monday, Backlog, Hive, SmartSuite, Teamwork.com, and Coda are the best alternatives to ClickUp right now. Nevertheless, there are many project management apps out there, so I am open to debate on this one.

Some additional alternatives to ClickUp which you can consider:

Notion: Notion offers a powerful and flexible combination of collaborative documents and project management with a generous free plan.
Wrike: It is best for larger teams and enterprise-level workflows, providing advanced analytics and cross-collaboration features.
Jira: The good old Jira. It is superior for software development and agile tracking, but I personally do not prefer it too much.
Trello: Trello is well-known for its Kanban-style task management and is often recommended as a cost-effective substitute for ClickUp. However, it has more basic project management features than ClickUp.
Basecamp: Basecamp’s simplicity and fixed pricing structure attract users looking for a straightforward project management tool instead of ClickUp.
Airtable: Airtable’s database management abilities make it an outstanding alternative for businesses requiring complex data handling.
Nifty: Nifty is mentioned for its effective milestone tracking, offering users a simplified alternative to ClickUp.
Motion: An all-in-one AI workspace for project management, automation, and team collaboration.

Which is the best project management tool?

It depends on your preferences and current processes. For me, SmartSuite, Monday, Teamwork.com, and Motion are definitely among the best project management apps.

Full article here: 8 Best Project Management Software in 2025 | My Honest List

Is Asana or ClickUp better?

After my ClickUp vs Asana review, I discovered that both software solutions are great for project managers, teams, and business owners to increase team collaboration and streamline workflows. However, my pick is ClickUp for several reasons.

ClickUp offers more project management tools to allow you to have complete creative control over your projects. It is an all-in-one tool for project management, note-taking, and team collaboration with a more robust feature set. For example, time-tracking tools, more comprehensive spreadsheet functionality, and advanced customization options.

While I enjoy using Asana’s features, and I think it is an ideal tool for managing projects, it is a no-go for me due to its misleading pricing model.

Full article about ClickUp vs Asana: Asana Vs ClickUp: This will save you $300 (2025)

Which is better, ClickUp or Notion?

After my Notion vs ClickUp review, I discovered that both apps are great. While I have used Notion for more than 2 years, even for managing my projects, it only has the essentials for project management.

So, here is what I can say to you: If you want a project management app solely, ClickUp is a better choice. While it has a longer learning curve, ClickUp has all the features you need to manage your projects and tasks.

Nevertheless, if you want an all-in-one solution and do not need advanced project management tools, give Notion a try. With this app, you can integrate numerous workflows into one single platform.

Full article about ClickUp vs Notion: Notion Vs ClickUp: What I Discovered in 90 Days! (2025)

Aron Kantor

thebusinessdive.com

The post 7 Best ClickUp Alternatives | +25 Apps Tested (2026) appeared first on .

7 Top Trello Alternatives I’d Recommend After Testing Them Myself

Aron Kantor — Tue, 07 Jul 2026 12:38:21 +0000

You outgrew simple Kanban boards and are now looking for a Trello alternative?

After testing productivity apps for over 3 years, these are the ones I’d recommend:

Vaiz → Best Trello alternative for modern collaborative workspaces
Monday.com → Best Trello alternative for larger businesses
Hive → Best Trello alternative for small teams
Motion → Best all-in-one Trello alternative
Coda → Best simple Trello alternative
AppFlowy → Best open-source Trello alternative
ClickUp → Best free Trello alternative

Quick Comparison Before Switching From Trello

Tool	Where it beats Trello	My favorite feature	Where Trello is stronger	Price
Vaiz	More complete workspace with docs, AI, and automation	Clean interface & Project Docs	Simpler for basic Kanban workflows	Free / From $5/user/mo
Monday.com	More advanced project planning and reporting	Custom Dashboards	Better value for small teams	Free / From $9/user/mo
Hive	Built-in collaboration with chat, email, and docs	Team collaboration	Better free plan for simple task management	Free / From $5/user/mo
Motion	AI automatically schedules your work	AI Scheduling	Simpler project management and lower pricing	No free plan / From $19/user/mo
Coda	Combines docs, databases, and project management	Flexible documents	Easier to learn for basic boards	Free / From $10/user/mo
AppFlowy	Open-source, offline, and self-hosted	Local AI & self-hosting	More integrations and mature workflows	Free / From $10/user/mo
ClickUp	Much deeper project management with a generous free plan	Whiteboards & Docs	Simpler interface and shorter learning curve	Free / From $7/user/mo

How we selected the best Trello alternatives

When selecting the best Trello alternatives, I used our standardized testing framework for project management software, developed over 3+ years of testing productivity apps.

The recommendations in this article are based on hands-on testing across multiple categories, including project management, collaboration, automation, AI, pricing, and overall user experience.

Since every tool focuses on a different type of user, I didn’t rank these Trello alternatives purely by their overall score. Instead, I organized them by where they outperform Trello and who they’re best suited for, whether that’s small teams, larger businesses, open-source workflows, or all-in-one productivity.

We evaluate every project management tool using this weighted framework, based on hands-on testing with real projects and everyday workflows.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

A Closer Look at Each Trello Alternative

Vaiz

4.4/5

Vaiz is a modern work management platform that combines project tracking, documentation, collaboration, automation, and AI in one workspace. It offers more structure than Trello while remaining easy to learn and navigate.

Full Vaiz review Visit Vaiz

Best for modern collaborative workspaces

Quick verdict

Best Trello replacement for:

Cross-functional product and tech teams currently running tasks in one tool and docs in another — Vaiz replaces both at roughly half the cost.

Not ideal if:

Your team requires SOC 2 compliance, SAML-SSO, or a procurement-heavy purchasing process.

Biggest advantage over Trello:

More complete workspace without a steep learning curve.

Main tradeoff:

Lighter reporting and automation than larger PM tools.

How Vaiz’s Features Performed During My Testing

Project management: Creating projects only took a few clicks, and I could start building workflows almost immediately. I mostly worked in the Cards view, but I also switched between List, Calendar, Milestones, and Gantt depending on the project. I also liked that Vaiz offers templates for different teams and workflows that make the initial setup even faster.

Task management: The task view includes everything I needed while testing, including subtasks, milestones, dependencies, comments, and activity history. Moving tasks between workflow stages was simple with drag-and-drop, and I could also reorganize work or link related tasks without much effort.

Collaboration: Most collaboration features are built directly into projects and tasks. I could leave comments, mention teammates, collaborate on subtasks, work in shared docs, and create diagrams in tasks and documents without leaving the workspace.

Project Docs: The Project Docs are connected with the rest of the workspace, so it was easy to keep documentation together with tasks and discussions. The editor supports slash commands and collaborative editing, which is practical for project planning and internal documentation.

Dashboards: The dashboards gave me a centralized overview of tasks, workloads, and project activity. Setting them up was straightforward, and I could customize them with different widgets depending on what I wanted to track.

Automation: Vaiz uses a simple “when → then” automation builder. It handled routine workflow automation well, especially for task updates and status changes, but it does not yet offer the same level of flexibility as larger project management platforms.

AI assistant: I mainly used the AI assistant inside Project Docs for writing, editing, and summarizing content. It worked well for documentation. Vaiz also supports Claude MCP integration and Cursor — meaning your team can create tasks, pull context, and manage work directly from the AI tools you’re already using. A native AI agent is launching summer 2026.

Integrations: Vaiz covers the integrations most teams need, including Slack, GitHub, GitLab, and Zapier. I also liked that it supports one-click imports from Trello, Asana, Jira, and Notion (tasks only, full import in development), and several other project management tools, making migration much easier — with ClickUp, Monday.com, and Wrike support coming soon.

User interface: The interface is clean and lightweight, and it was easy to move between boards, tasks, dashboards, docs, and automations. I particularly liked the Home page, which brings together recent documents, assigned tasks, favorite items, and projects in one place.

Vaiz pricing

Free plan available + a 30-day free trial of the paid plans
Pro plan: $5/user/month with annual billing
Premium plan: $9/user/month with annual billing
Enterprise plan: Custom pricing with self-hosted deployment options available

Vaiz’s Strengths

Very easy to learn and set up
Clean, modern interface
Excellent balance between simplicity and functionality
Strong collaboration features built directly into projects and tasks
Multiple project views, including Kanban, List, Calendar, Milestones, and Gantt
Solid integrations
Smooth migration from Trello and other project management platforms

Short wrap-up: I recommend Vaiz for startups, agencies, and small to mid-sized teams that have outgrown Trello but don’t want the complexity of enterprise project management software.

Vaiz’s Limitations

Reporting and dashboards are relatively lightweight
Automation system is less advanced than larger PM platforms

Short wrap-up: If your team depends on advanced reporting, highly customizable automations, or enterprise-level workflows, you’ll likely be better served by ClickUp or Monday.com.

Read my full review: Vaiz Review 2026 | Lightweight Done Right

Try Vaiz

Monday.com

4.2/5

Monday.com is an intuitive project management platform mostly for teams. Thanks to its security measures and integration options, Monday.com is ideal for enterprises as well.

Full Monday review Visit Monday

Best alternative for larger businesses

Quick verdict

Best Trello replacement for:

Growing teams and larger businesses managing multiple projects.

Not ideal if:

You want the lowest-cost project management solution or rely heavily on mobile apps.

Biggest advantage over Trello:

More project views, customizable dashboards, and advanced team management features.

Main tradeoff:

The higher-tier plans can become expensive, and the mobile app still has some limitations.

How Monday.com‘s Features Performed During My Testing

Project management: Monday.com offers one of the widest selections of project views I’ve tested, including Kanban boards, Gantt charts, calendars, workload views, and portfolio management. I enjoyed switching between these views, and I was impressed by how quickly they loaded. It also offers some project templates, which saved me 15-30 minutes when kicking out a new project.

Task management: Adding and assigning tasks only took a few clicks, and I could customize statuses, priorities, timelines, owners, and columns with ease. The only feature I missed was recurring tasks, which require automation instead of being built in.

Custom dashboards: The dashboards were one of my favorite parts of Monday.com. I found them easy to customize with widgets, charts, and apps, and simple to monitor projects, track progress visually, and manage budgets from one place.

Team collaboration: Monday.com includes all the collaboration features most teams need, including comments, mentions, file attachments, project sharing, and an activity feed. Everything stayed well organized inside projects, so collaboration was straightforward.

Time tracking: Thanks to the built-in time tracking tools, it was easy to record time spent on tasks. I also liked that exporting tracked time to Excel only took a few clicks.

Automation: Monday.com has an intuitive automatic builder, so creating automations was simple. Setting up trigger-and-action workflows didn’t require much learning, even when adding conditions.

Docs: Monday Docs allows you to create documents using text, tables, widgets, lists, and templates. I also liked having AI available inside documents for writing and summarizing content.

Integrations: Monday.com integrates directly with over 850 applications and supports thousands more through Zapier. It was easy to connect it with the tools I already use.

Mobile app: I also tested Monday.com’s mobile app on iOS. While it covers the core functionality, I noticed occasional syncing issues when adding new board items, and it still offers fewer features than the desktop version.

User interface: Monday.com has one of the most intuitive interfaces among the project management tools I tested. Although there is still a learning curve, it was easy to find features.

Monday.com pricing

Free plan available
Basic plan: $9/seat/month with annual billing
Standard plan: $12/seat/month with annual billing
Pro plan: $19/seat/month with annual billing
Enterprise plan: Custom pricing

Monday.com‘s Strengths

Intuitive interface
Excellent task management with extensive customization options
Powerful dashboards for tracking simple and complex projects
Flexible data visualization options
Easier to get started compared to tools like ClickUp, Jira, or SmartSuite

Short wrap-up: I recommend Monday.com for growing teams and larger businesses that need a scalable project management platform without the complexity of more technical tools.

Monday.com‘s Limitations

No built-in recurring tasks without automation
Mobile app still has bugs and fewer features than the desktop version
Pro plan is relatively expensive for the features it includes
Offers less advanced project management experience than ClickUp

Short wrap-up: If recurring tasks, a polished mobile experience, or lower pricing are your priorities, there are better Trello alternatives on this list.

Read my full review: Monday.com Review 2025: Is the $228 Price Tag Justified?

Try Monday

Hive

4.3/5

Hive is a project management platform built for small and mid-sized teams. Besides project and task management, it includes team chat, collaborative docs, dashboards, automation, AI tools, and even email, making it a much more complete workspace than Trello.

Full Hive review Visit Hive

Best Trello alternative for small teams

Quick verdict

Best Trello replacement for:

Small teams that need built-in collaboration and communication tools.

Not ideal if:

You need advanced features on a tight budget.

Biggest advantage over Trello:

Team chat, email, AI, and collaborative docs in one platform.

Main tradeoff:

Most advanced features are only available on the Teams plan.

How Hive’s Features Performed During My Testing

Project management: Hive offers enough project views for most small teams, including Kanban boards, Lists, Tables, Gantt charts, and Calendar. During testing, switching between views was smooth, and I particularly liked the Workload view for getting a quick overview of team capacity.

Task management: Creating tasks was straightforward, and Hive includes everything I expected, from assignees and due dates to dependencies, labels, comments, and file attachments. It also records time directly inside tasks, which is useful if your team tracks billable work.

App library: Hive’s App Library lets you customize the platform with additional features depending on your workflow. I liked that there are plenty of add-ons available, although some require one of the higher-tier plans.

Collaboration: This was one of my favorite parts of Hive. Besides task comments and collaborative documents, it includes built-in team chat and an activity feed, so most project communication stays inside the workspace instead of moving to another app.

Dashboards: The dashboards made it easy to monitor projects and workloads in one place. I also liked that I could customize them with different widgets, filters, and external embeds depending on what I wanted to track.

Time tracking: Hive includes built-in time tracking and timesheets, which were easy to use during testing. Filtering recorded time by project also made reporting much simpler.

Email: Unlike most project management tools I tested, Hive lets you access your emails directly inside the platform. Once I connected my inbox, I could manage emails without leaving my workspace.

Automation: Hive uses a simple automation builder that follows the same logic as most modern project management tools. Setting up automated workflows only took a few clicks.

AI tools: Hive’s AI assistant, Buzz, can answer questions, help build projects, create dashboards, and automate workflows. I also used the AI tools inside Hive Notes, where they helped generate and improve content much faster.

Mobile app: I also tested Hive’s iOS app, and it stayed well synchronized with the desktop version throughout my testing. It made it easy to manage projects, tasks, and team communication while away from my computer.

Integrations: Hive offers native integrations with tools like Google Drive, Microsoft Teams, and Dropbox. Through Zapier, you can also connect it with thousands of additional apps.

User interface: The interface is clean and easy to navigate, and I had no issues finding the features I needed. I also appreciated the Hive University section, which includes tutorials and guides for new users.

Hive pricing

Free plan available
Starter plan: $5/user/month with annual billing
Teams plan: $12/user/month with annual billing
Enterprise plan: Custom pricing

Hive’s Strengths

Easy-to-use interface with a short learning curve
Excellent collaboration features for small teams
Built-in chat, email, and collaborative documents
AI assistant for project management and content creation
Customizable dashboards with useful reporting widgets
Strong value for small and growing teams

Short wrap-up: Hive is an excellent choice for agencies, startups, and small businesses that want project management and team communication in one platform.

Hive’s Limitations

Most advanced features require the Teams plan
Fewer project views than tools like Monday.com
AI tools aren’t available across every part of the platform

Short wrap-up: If you’re looking for enterprise-level reporting or need advanced features without upgrading to a higher plan, ClickUp or Monday.com are better options.

Read my full review: Hive Review: The Best Project Management App? (2025)

Try Hive

Motion

4.1/5

Motion has evolved far beyond a scheduling app. It combines project management, task management, AI scheduling, meeting notes, documents, and calendar management in one platform. It’s an excellent choice if you want to replace several productivity tools with a single app.

Full Motion review Visit Motion

Best all-in-one alternative

Bottom line

Best Trello replacement for:

Professionals and teams looking for one app to manage projects, meetings, calendars, and tasks.

Not ideal if:

You only need a simple Kanban board or want a free project management tool.

Biggest advantage over Trello:

AI scheduling automatically prioritizes and schedules your work across projects and meetings.

Main tradeoff:

It takes longer to learn than Trello, and there is no free plan.

How Motion’s Features Performed During My Testing

Project management: Motion offers all the essential project management features, including Kanban boards, Gantt charts, list views, and customizable filters. I could quickly create projects, assign tasks, and manage everything from one place. However, compared to ClickUp or even Monday.com, Motion has basic project management capabilities.

Task management: Adding and managing tasks was straightforward throughout my testing. I could easily set priorities, durations, due dates, and assignees, and let Motion automatically schedule tasks into my calendar.

Calendar: Motion brings together Google Calendar, Outlook Calendar, and Apple Calendar into a single view. Having all my events in one place made planning my work much easier.

AI scheduling: The AI scheduling feature is what makes Motion different from most project management tools. Once I added my tasks, Motion automatically scheduled and rescheduled them based on deadlines, priorities, and my availability, which quickly became one of my favorite features.

Team collaboration: Motion has fewer collaboration features than some other project management tools, but it still covers the essentials. I could assign tasks, communicate within projects, and use the Team Schedule to keep track of everyone’s priorities.

Meeting Assistant: Setting up my booking page took me around 10–15 minutes while I learned the available options. Once everything was configured, sharing booking links and managing meetings became very straightforward.

AI meeting note-taker: Motion automatically records, transcribes, and summarizes meetings while turning action items into tasks. I liked that meeting notes become part of the rest of my workflow instead of staying in a separate tool.

Documents: Motion’s Documents feature made it easy to keep notes together with projects and tasks. I also liked that I could link projects and tasks directly inside documents without switching between different tools.

Integrations: Motion integrates with Google Calendar, Outlook Calendar, iCloud Calendar, Siri, Zapier, and many other productivity tools. Through Zapier, you can also connect Motion with over 8,000 additional apps.

Mobile app: I tested Motion on iOS, and the mobile app stayed well synchronized with the desktop version throughout my testing. It’s also great to see that the developer team frequently updates the app with new features.

User interface: Motion has a practical interface that made it easy to find the main features. While navigation was straightforward, I found the learning curve steeper than most productivity tools because of the number of customization options available.

Motion pricing

No free plan available, only a 7-day free trial
Pro AI plan (individuals): $29/month with annual billing
Business AI plan (individuals): $39/month with annual billing
Pro AI plan (teams): $19/seat/month with annual billing
Business AI plan (teams): $29/seat/month with annual billing
Enterprise plan: Custom pricing

Motion’s Strengths

All-in-one tool for calendar, tasks, and projects
Strong AI auto-scheduling
Syncs all calendars in one place
Efficient for small team project management
Easy to add and manage tasks

Short wrap-up: Motion is an excellent choice for professionals, founders, and small teams who want one app to replace multiple productivity tools and automate daily planning.

Motion’s Limitations

No free plan
Higher pricing
A more basic project management software compared to a dedicated platform

Short wrap-up: If you only need a simple Kanban board or your team depends on advanced collaboration features, you’ll probably be better off with Trello, Hive, or ClickUp.

Read my full review: Motion App Review: My $348 Experience and Why I Don’t Regret It

Try Motion

Coda

4.5/5

Coda is an all-in-one workspace that combines project management, documents, note-taking, and collaboration in one platform. It’s a great choice if Trello feels too limited but more advanced tools seem overwhelming.

Full Coda review Visit Coda

Best simple Trello alternative

Bottom line

Best Trello replacement for:

Individuals and teams looking for a simple all-in-one workspace.

Not ideal if:

You need an offline desktop app or enterprise-level project management.

Biggest advantage over Trello:

Combines documents, notes, databases, and project management in one workspace.

Main tradeoff:

No offline desktop app, and the Enterprise plan is expensive.

How Coda’s Features Performed During My Testing

Project management: Coda offers multiple project views, including boards, tables, calendars, and Gantt charts. During testing, I liked how easy it was to customize layouts, filters, and dashboards to organize projects exactly the way I wanted.

Task management: Task management is highly customizable thanks to the different column types, formulas, and conditional formatting options. I also liked that I could comment, mention teammates, and attach files without leaving the task.

Note-taking: Coda uses a block-based editor similar to Notion, making it easy to build structured notes. I found the note-taking experience intuitive, and the drag-and-drop editor made creating documentation quick. I also used this feature for knowledge management purposes for TheBusinessDive.

Data & document management: Coda works equally well for documents, databases, spreadsheets, and internal wikis. During testing, I appreciated the different sharing permissions. This made it easy to control who could view, edit, or interact with each document.

Team collaboration: Collaboration is built directly into documents and projects. I could edit documents with teammates in real time, assign tasks, leave comments, and share pages with only a few clicks.

Automation: Coda uses a simple “When → Then” automation builder for repetitive workflows. Setting up automations was straightforward, and I had no issues creating simple workflow rules.

Coda AI: Coda AI can write, summarize, brainstorm ideas, analyze information, and even convert text into tables. I found it very useful when working with documents and organizing project information.

Integrations: Coda integrates with many third-party tools and also supports Zapier. Through Zapier, you can connect it with over 8,000 additional applications.

Mobile app: Coda offers mobile apps for both iOS and Android, so it’s easy to access documents and projects while away from your computer.

User interface: Coda has a clean and modern interface that was easy to learn during testing. While it offers many advanced features, the navigation stayed simple, and the available templates helped me get started much faster.

Coda pricing

Free plan available
Pro plan: $10/month per Doc Maker with annual billing
Team plan: $30/month per Doc Maker with annual billing
Enterprise plan: Custom pricing

Coda’s Strengths

Highly customizable project management with multiple project views
Excellent note-taking experience with a flexible block-based editor
Powerful Coda AI for creating, summarizing, and organizing content
Generous free plan for individuals
Short learning curve despite its broad feature set

Short wrap-up: I recommend Coda to individuals and small teams looking for a simple project management tool that also works as a note-taking app and collaborative workspace.

Coda’s Limitations

No desktop app, so you’ll always need an internet connection
Enterprise plan is more expensive than many competing tools

Short wrap-up: If offline access or enterprise pricing are important factors for your team, you’ll probably be better off with another project management platform.

Read my full review: My Honest Coda.io Review: Here’s What Surprised Me! (2026)

Try Coda

Explore our Apps directory

A curated directory of software tools we’ve independently reviewed, with links to full reviews, comparisons, and category guides.

Explore Apps directory

AppFlowy

4.2/5

AppFlowy is an open-source workspace that combines project management, notes, wikis, and collaboration in one platform. It offers a familiar interface, offline access, and self-hosting capabilities, making it a great Trello alternative for users who want full control over their data.

Visit AppFlowy

Best open-source alternative

Quick verdict

Best Trello replacement for:

Privacy-focused users and teams looking for an open-source project management tool.

Not ideal if:

You rely on advanced automations or extensive third-party integrations.

Biggest advantage over Trello:

Offline access, self-hosting, and complete control over your data.

Main tradeoff:

Fewer integrations and less mature workflow features than larger platforms.

How AppFlowy’s Features Performed During My Testing

Project management: AppFlowy works well as a lightweight project management tool. I found it easy to organize projects using different views, and sharing projects with team members only took a few clicks.

Task management: Managing tasks was straightforward, with support for assignees, dates, progress tracking, and custom statuses. It has all the essentials for project organization.

Note-taking: The note editor uses a block-based structure similar to Notion, and it’s easy to create documentation alongside projects. Slash commands also speed up building pages with tables, boards, images, and other content.

Collaboration: AppFlowy includes the collaboration features most small teams need. Sharing projects, assigning tasks, and working together on documents all worked smoothly during testing.

AI features: The built-in AI assistant can generate drafts, summarize content, and answer questions directly inside your workspace. I also liked that AppFlowy supports Local AI, which allows privacy-focused users to run AI models on their own devices.

Integrations: While AppFlowy doesn’t offer as many native integrations as some competitors, it supports Zapier, giving you access to thousands of third-party apps.

User interface: The interface seemed familiar from the beginning and was easy to navigate. If you’ve used tools like Notion before, getting started with AppFlowy takes very little time.

AppFlowy pricing

Free plan available
Pro plan: $10/user/month with annual billing
Self-hosted plans: start at $1/month

AppFlowy’s Strengths

Open-source platform with self-hosting support
Offline access and local-first architecture
Easy-to-use interface with a short learning curve
Combines notes, projects, and wikis in one workspace
Affordable pricing for individuals and small teams
Supports Local AI for privacy-focused workflows

Short wrap-up: AppFlowy is a great choice for individuals, developers, and small teams who want an open-source Trello alternative with offline access and full control over their data.

AppFlowy’s Limitations

Limited native integrations
Basic workflow automation
Fewer advanced project management features than larger platforms

Short wrap-up: If your team depends on advanced automations, extensive integrations, or enterprise-level project management features, you’ll likely be better off with ClickUp, Monday.com, or Hive.

Try AppFlowy

ClickUp

4.3/5

ClickUp is a project management platform built for teams that need more than simple task tracking. Compared to Trello, it offers significantly more features, including docs, dashboards, automation, time tracking, and AI, while still providing one of the most generous free plans available.

Full ClickUp review Visit ClickUp

Best free alternative

Quick verdict

Best Trello replacement for:

Teams that need advanced project management without paying for premium features.

Not ideal if:

You prefer a lightweight tool with a very short learning curve.

Biggest advantage over Trello:

A generous free plan packed with advanced project management features.

Main tradeoff:

The platform can feel overwhelming at first and still has occasional performance issues.

How ClickUp’s Features Performed During My Testing

Project management: ClickUp is an advanced project management tool that offers numerous views, including List, Kanban, Calendar, Gantt, Workload, and Team. I frequently used the customization options, especially filters, layouts, permissions, and workload views, when reviewing project progress.

Task management: It’s useful for structured task management for teams. Setting up tasks only took a few clicks, and each task supports subtasks, priorities, reminders, attachments, comments, and relationships. The amount of information you can add makes ClickUp suitable for managing more complex projects.

Team collaboration: ClickUp brings project management, documentation, and communication into one workspace. I used Whiteboards, Docs, and Chat throughout my testing instead of switching between separate collaboration tools.

Time tracking: The time tracking tools are available on desktop, web, and mobile. Filtering tracked time by projects and workflows made reporting much easier.

Automation: ClickUp uses simple “When → Then” automation rules. Creating automation for task updates, due dates, and communication was very fast and made it easier to manage complex projects more effectively.

AI tools: ClickUp Brain answers questions about projects, tasks, and documents, and it can also generate content or transcribe meetings. Since it’s an optional add-on, I focused most of my testing on ClickUp’s core project management features.

Integrations: ClickUp integrates directly with tools like Slack, Microsoft Teams, and Google Calendar. Through Zapier, it also supports more than 8,000 additional apps.

Mobile app: I used the iOS app to access projects and tasks while away from my computer. The interface is well designed, but I occasionally noticed slower performance, and several desktop features are still unavailable.

User interface: ClickUp includes more tools than most project management platforms, so there is more to explore after signing up. The built-in search helped me locate features quickly, and ClickUp University offers tutorials for learning the platform.

ClickUp pricing

Free plan available
Unlimited plan: $7/month with annual billing
Business plan: $12/month with annual billing
Enterprise plan: Custom pricing

One of the most generous free plans available
Extensive project and task management features
Robust collaboration features, including Whiteboards and Docs
Wide range of integrations
Customizable dashboards for tracking projects and workloads

Short wrap-up: ClickUp is an excellent choice for teams and individuals who have outgrown Trello and want advanced project management features without immediately paying for a premium plan.

ClickUp’s Limitations

Can feel overwhelming for new users
Occasional slow performance, especially when using Whiteboards
Mobile app still has bugs and lacks some desktop features
Customer support could be improved

Short wrap-up: If you prefer a lightweight project management tool with a minimal learning curve, you’ll probably find Trello, Coda, or Vaiz easier to get started with.

Read my full review: My Honest ClickUp Review After Using It For +3 Months (2026)

Try ClickUp

Summary: Best Trello Alternatives in 2026

After I spent numerous months testing project and task management apps, I found these as the top Trello alternatives in 2026. I tried to categorize them based on the most frequent use cases to help you get a full picture of the tools you can choose from.

Looking for similar tools?

Visit our library of PDF editors to explore other apps we’ve reviewed in this space and how they compare.

See overview

Why you can trust our reviews

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Have a question or suggestion? I’d love to hear from you. Feel free to reach out anytime at aronkantor@thebusinessdive.com.

Frequently asked questions

Which is better than Trello?

There are many project management software options on the market if you are looking for a Trello alternative. I would recommend a different app for software development teams than someone who runs an agency and needs an agile project management app.

However, after spending +100 hours with personal testing, these six are the best Trello alternatives for me:

Vaiz
Hive
Motion
Coda
Monday.com
AppFlowy
ClickUp

What is the free alternative to Trello?

If you work alone, there are numerous great Trello alternatives. For me, ClickUp, Notion, and Coda are definitely among the top free Trello alternatives.

What replaced Trello?

Well, in the past +5 years, many project management tools have risen up & become more than a solid Trello alternative. For example, Asana, ClickUp, Monday.com.

What are the best Trello competitors?

In addition to the apps mentioned here, I would add Notion, Todoist, Asana, Airtable, Microsoft Project, and Jira. For software development project managers, I can also recommend SmartSuite and Nulab Backlog.

Aron Kantor

thebusinessdive.com

The post 7 Top Trello Alternatives I’d Recommend After Testing Them Myself appeared first on .

7 Best Asana Alternatives: The Tools I’d Actually Switch To

Aron Kantor — Mon, 06 Jul 2026 12:30:18 +0000

Asana is a popular project management tool, but there are some reasons many users have started looking for alternatives due to concerns around its pricing model and customer support. So, I decided to collect the best Asana alternatives in 2026 to help you find the one that fits you.

These are my top picks after trying over 20 project manager tools to handle my workflows:

SmartSuite → Best free Asana alternative for small teams
Vaiz → Best alternative for teams tired of paying for tools they don’t fully use
Motion → Best Asana alternative for solo entrepreneurs
Teamwork.com → Best Asana alternative for client work
Monday.com → Best Asana alternative for large teams
Hive → Best Asana alternative for small teams
ClickUp → Best Asana alternative for team collaboration

Finding the Right Asana Alternative: Side-by-Side Comparison

Tool	Better than Asana for	What stood out during testing	What You’ll Miss Compared to Asana	Pricing starts
SmartSuite	Small teams that need project management and databases in one workspace	Extremely fast performance, flexible databases, and one of the best free plans I tested	A shorter learning curve and a more polished mobile experience	Free + paid from $12/user/month
Vaiz	Growing teams looking for a simple all-in-one workspace	Clean interface, quick setup, and an excellent balance between simplicity and functionality	More advanced reporting, dashboards, and workflow automation	Free + paid from $5/user/month
Motion	Solo entrepreneurs managing tasks, meetings, and schedules	AI scheduling automatically reorganized my calendar as priorities changed	A free plan and stronger team collaboration features	Paid plans from $19/user/month
Teamwork.com	Agencies and service businesses managing client work	Built-in budgeting, client management, time tracking, and profitability tools	A simpler interface and a wider selection of project views	Free + paid from €9.99/user/month
Monday.com	Large teams managing multiple projects	Intuitive interface, excellent dashboards, and numerous project views	Built-in recurring tasks on lower plans and more affordable pricing	Free + paid from $9/user/month
Hive	Small teams that want collaboration and communication in one place	Built-in chat, collaborative notes, AI tools, and an intuitive interface	More advanced customization and premium features in lower-tier plans	Free + paid from $5/user/month
ClickUp	Teams with complex workflows that need deep customization	Extensive collaboration features, flexible workflows, and a generous free plan	A shorter learning curve and more consistent performance	Free + paid from $7/user/month

How we test project management apps

When selecting the best Asana alternatives, I used our standardized testing framework for project management software, developed over 3+ years of testing productivity apps.

The recommendations in this article are based on hands-on testing across multiple categories, including project management, task management, collaboration, automation, AI features, pricing, integrations, and overall user experience.

Since every team has different priorities, I didn’t rank these Asana alternatives purely by their overall score.

Instead, I organized them based on where they outperform Asana and who they’re best suited for, whether that’s small teams, solo entrepreneurs, client-facing businesses, large organizations, or teams that need more advanced collaboration and customization.

We evaluate every project management tool using this weighted framework, based on hands-on testing with real projects and everyday workflows.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

My Experience Testing Each Asana Alternative

SmartSuite

4.4/5

SmartSuite is a work management platform that helps teams deliver projects, run more efficient processes, and streamline workflows. It has a fresh design compared to the typical project management software. It is the best free Asana alternative for three team members.

Full SmartSuite review Visit SmartSuite

Best free Asana alternative for small teams

Quick verdict

Best Asana replacement for:

Small teams that need project management and database management in one tool without paying for expensive plans.

Not ideal if:

You need an intuitive platform with a short learning curve or you rely heavily on a polished mobile app.

Biggest advantage over Asana:

SmartSuite offers one of the most generous free plans I tested while combining spreadsheets, databases, and project management into a single workspace.

Main tradeoff:

It takes longer to learn than Asana, and its mobile app still has some bugs and performance issues.

Why I Recommend SmartSuite for Teams Leaving Asana

During my SmartSuite review, the first thing I noticed was its performance. It is super fast, and I experienced almost no loading time while switching between projects, databases, and different views.

I particularly enjoyed its Excel-like approach when working with tables. It was easy to sort, filter, and group information, and I could customize records with many different fields without making my workspace confusing.

I also liked how SmartSuite combines project management and database management in one place. It offers numerous project views, solid collaboration tools, automation, and detailed permission settings, so I could manage different workflows without using additional tools.

Overall, SmartSuite was a huge surprise for me. It is one of the most flexible project management tools I tested, and I think it is definitely among the best Asana alternatives for teams that need to manage projects and company data in one place.

The Good and Not-So-Good After Testing SmartSuite

Pro	Why It’s Important
Generous free plan	Includes real-time collaboration, multiple project views, automation, and task management features for up to 3 users.
Combines project and data management	Lets you manage projects, databases, spreadsheets, and workflows in one platform.
Detailed permissions and roles	Makes it easy to control who can view, create, modify, or delete records.
Numerous project views	Gantt, Kanban, timeline, dashboard, and table views help you track projects from different perspectives.
Extensive customization	You can customize records with custom fields, formulas, time logs, addresses, and more.
Fast performance	I experienced almost no loading time while using SmartSuite.
Pre-built templates	Helps you create projects faster for marketing, product development, and other workflows.

Con	The Tradeoff
Steep learning curve	It took me time to understand SmartSuite’s structure and everything I could do with it.
Mobile app has bugs	The iOS app was slow during my testing and sometimes did not save fields or records.

SmartSuite’s pricing

Free plan available
Team plan: $12/user/month with annual billing
Professional plan: $30/user/month with annual billing
Enterprise plan: $45/user/month with annual billing

How SmartSuite compares to other alternatives

SmartSuite VS ClickUp

Compare SmartSuite vs ClickUp

SmartSuite VS Monday.com

Compare SmartSuite vs Monday

Read my full review: SmartSuite Review 2025: A Hidden Gem

Try SmartSuite

Vaiz

4.4/5

Vaiz is a work management platform that combines project management, documentation, collaboration, automation, and AI tools inside a single workspace. It is one of the easiest project management tools I tested and a great Asana alternative for small and mid-sized teams

Full Vaiz review Visit Vaiz

Best Asana alternative for teams tired of paying for tools they don’t fully use

Quick verdict

Best Asana replacement for:

Cross-functional product and tech teams currently paying for Asana plus a separate docs tool — Vaiz replaces both at roughly half the cost.

Not ideal if:

Your team requires SOC 2 compliance, SAML-SSO, or a procurement-heavy purchasing process.

Biggest advantage over Asana:

Combines tasks, docs, and collaboration in one workspace — replacing the Asana + Notion stack at a lower combined cost.

Main tradeoff:

Its reporting, dashboards, and automation are not as advanced as those offered by larger project management platforms.

Why I Recommend Vaiz for Teams Leaving Asana

One thing I appreciated during my Vaiz review was how little time it took to get started. Creating projects, boards, and workflows only took a few clicks, and I did not need to spend much time configuring the workspace.

Compared to many project management tools I tested, Vaiz is much more focused. The interface is clean, navigation is straightforward, and I had no trouble moving between projects, tasks, docs, dashboards, and automations.

I also liked the balance between simplicity and functionality. While Vaiz is easy to use, it still includes the collaboration, documentation, and project management features that most small and mid-sized teams need for their daily work.

Another feature I enjoyed was the built-in documentation. Since Project Docs are connected with tasks, milestones, and discussions, it was easy to keep everything related to a project in one place.

The only area where I felt Vaiz was behind some larger competitors was reporting and automation. They work well for everyday workflows, but they are not as advanced as what you get with tools like ClickUp or Monday.com.

Overall, I think Vaiz is a solid Asana alternative for small and mid-sized teams. It combines the core project management features most teams need with an interface that is easy to learn and navigate.

The Good and Not-So-Good After Testing Vaiz

Pro	Why It’s Important
Easy project and board setup	You can start managing projects in just a few clicks.
Clean and lightweight interface	Makes it easy to navigate between projects, tasks, docs, and dashboards.
Good balance between simplicity and customization	You can personalize workflows without spending much time on setup.
Strong collaboration features	Team members can collaborate on tasks, docs, dashboards, and discussions in one workspace.
Multiple project views	Includes Kanban Cards, List, Calendar, Milestones, and Gantt views for different workflows.
Good range of integrations	Connects with Slack, Zapier, GitHub, GitLab, and thousands of other apps through Zapier.
Free plan for up to 10 users	Small teams can test the platform before upgrading.

Con	The tradeoff
Lightweight reporting and dashboards	Larger teams may need more advanced reporting and analytics.
Less advanced automation	It covers everyday workflows but offers fewer automation options than larger PM platforms.

Vaiz’s pricing

Free plan available & a 30-day trial of the paid plans
Pro plan: $5/user/month with annual billing
Premium plan: $9/user/month with annual billing
Enterprise plan: Custom pricing (self-hosted deployment options available)

Read my full review: Vaiz Review 2026 | Lightweight Done Right

Try Vaiz

Motion

4.1/5

Motion is an AI-based scheduling tool with task and project management features. Besides many other use cases, Motion can auto-schedule meetings, synchronize your work and personal calendar, and block time slots for recurring tasks and certain projects.

Full Motion review Visit Motion

Best Asana alternative for solo entrepreneurs

Bottom line

Best Asana replacement for:

Solo entrepreneurs and small business owners who want to combine project management, scheduling, meetings, and tasks in one app.

Not ideal if:

You need a free plan or advanced collaboration features for larger teams.

Biggest advantage over Asana:

Motion automatically schedules and reschedules your tasks based on your priorities, deadlines, and calendar.

Main tradeoff:

It is more expensive than most Asana alternatives and has a steeper learning curve.

Why I Recommend Motion for Teams Leaving Asana

During my Motion review, I quickly realized that it is much more than a scheduling tool. Besides managing projects and tasks, I could also organize my meetings, calendars, and documents in one place.

I particularly liked Motion’s AI scheduling feature. Once I added my tasks, it automatically scheduled them into my calendar based on my priorities, deadlines, and availability. When my schedule changed, Motion adjusted my tasks automatically.

Another feature I found useful was the calendar sync. Motion brings together Google Calendar, Apple Calendar, and Outlook Calendar into one place, so I could manage all my events from a single view.

Motion also provides many customization options when creating tasks and projects. Entering tasks, changing existing tasks, and adding new tasks to projects worked smoothly during my testing.

While Motion has a steeper learning curve than many productivity tools, there are many tutorial videos and support articles that make it easier to learn the platform.

Overall, I had a very pleasant experience using Motion in my daily work life. I particularly liked it as a combination of a project management software and scheduling tool, and I think it is one of the best Asana alternatives for solo entrepreneurs.

The Good and Not-So-Good After Testing Motion

Pro	Why It’s Important
AI auto-scheduling	Automatically plans and reschedules your tasks based on deadlines and priorities.
Combines multiple productivity tools	Replaces your calendar, task manager, project management tool, and AI meeting assistant.
Calendar sync	Brings Google, Outlook, and Apple calendars into one view.
Easy task management software	Adding, assigning, and managing tasks is quick.
AI meeting note-taker	Records meetings, creates summaries, and turns action items into tasks.

Con	The Tradeoff
No free plan	You only get a one-week free trial before choosing a paid plan.
Higher pricing	Costs more than many other Asana alternatives.
Steep learning curve	Some features take time to learn, especially when setting up workflows.

Motion’s pricing

No free plan available, only a 7-day free trial
Pro AI plan (individuals): $29/month with annual billing
Business AI plan (individuals): $39/month with annual billing
Pro AI plan (teams): $19/seat/month with annual billing
Business AI plan (teams): $29/seat/month with annual billing
Enterprise plan: Custom pricing

How Motion compares to other alternatives

Motion VS ClickUp

Motion vs ClickUp

Motion VS Asana

Motion vs Asana

Read my full review: Motion App Review: My $348 Experience and Why I Don’t Regret It

Try Motion

Explore our Apps directory

A curated directory of software tools we’ve independently reviewed, with links to full reviews, comparisons, and category guides.

Explore Apps directory

Teamwork.com

4.3/5

Teamwork.com is a project management platform built for client work. It combines project management with time tracking, budgeting, reporting, and client collaboration, making it an excellent Asana alternative for agencies and consultants.

Full Teamwork review Visit Teamwork

Best Asana alternative for client work

Quick verdict

Best Asana replacement for:

Agencies, consultants, and service-based businesses managing client work and billable projects.

Not ideal if:

You mainly manage internal projects or want a simple task management tool.

Biggest advantage over Asana:

Teamwork.com offers dedicated client management, budgeting, time tracking, invoicing, and reporting features in one platform.

Main tradeoff:

It has fewer project views than many competitors and takes longer to learn because of its extensive feature set.

Why I Recommend Teamwork.com for Teams Leaving Asana

During my Teamwork.com review, this project management software surprised me numerous times. Due to the number and depth of features, it has a longer learning curve, but I think it is worth the time.

What I liked most was that Teamwork.com was clearly built for client work. Besides managing projects, I could track billable hours, create budgets, manage client users, review proofs, and monitor project profitability from one place.

Another thing I appreciated was how well the client management features were integrated into the platform. It was easy to organize multiple projects for the same client, share updates, and give clients limited access when they needed to review or approve work.

I also found its reporting and workload management features particularly useful. They made it easy to understand how projects were performing, how my team’s capacity was allocated, and where more resources might be needed.

The built-in time tracking also worked well during my testing. Combined with budgeting and invoicing, it helps keep client projects organized from planning to delivery.

Overall, I think Teamwork.com is one of the best Asana alternatives for agencies, consultants, creatives, and marketing teams. It offers the project management features most teams need while adding specialized tools for managing client work.

The Good and Not-So-Good After Testing Teamwork.com

Pro	Why It’s Important
Advanced client management	Lets you manage clients, projects, budgets, and client users from one place.
Built-in time tracking and budgeting	Makes it easy to track billable hours, project costs, and profitability.
Advanced reporting	Gives you detailed insights into profitability, tracked time, workload, and project performance.
Resource management	Helps you understand team capacity and plan future projects more effectively.
Proofs and client approvals	Streamlines feedback and approval workflows with clients.
Strong collaboration tools	Team members can communicate, share files, and create tasks directly from Teamwork Chat.
Decent free plan	Includes the core project management features and basic client work tools for up to five users.

Con	The Tradeoff
Longer learning curve	It takes time to learn because of the extensive feature set.
Fewer project views	Offers fewer visualization options than some other project management platforms.

Teamwork’s pricing

Free plan available and a 30-day free trial of the paid plans
Basics Plan: $9.99/user/month with annual billing
Accelerate Plan: $24.99/user/month with annual billing
Optimize Plan: Custom pricing
Enterprise plan: Custom pricing

How Teamwork.com compares to other alternatives

Teamwork VS ClickUp

Teamwork vs ClickUp

Teamwork VS Monday

Teamwork vs Monday

Teamwork VS Asana

Teamwork vs Asana

Read my full review: Teamwork.com Review 2025: Here Is My Honest Opinion

Try Teamwork

Monday.com

4.2/5

Monday.com is a modern project management software mostly for teams. Thanks to its security measures and integration options, Monday.com is ideal for enterprises as well.

Full Monday review Visit Monday

Best Asana alternative for large teams

Quick verdict

Best Asana replacement for:

Large teams that need an intuitive project management platform with advanced dashboards, reporting, and multiple project views.

Not ideal if:

You need deep workflow customization or you’re looking for a budget-friendly project management tool.

Biggest advantage over Asana:

Monday.com combines one of the most intuitive interfaces I tested with customizable dashboards and numerous project views for managing work at scale.

Main tradeoff:

The paid plans are expensive, and some features, like recurring tasks, still rely on automation.

Why I Recommend Monday.com for Teams Leaving Asana

After testing Monday.com, I understood why it is one of the most popular project management tools. It has a short learning curve, and I could create projects and organize workflows much faster than with many other platforms I tested.

I particularly enjoyed using Monday.com’s project views. Between the Kanban, Gantt, calendar, workload, and many other view options, it was easy to review projects from different angles and quickly reorganize my workflows.

The customizable dashboards were another highlight during my testing. They gave me a clear overview of project progress, workloads, budgets, and other key data, which I think is especially valuable for larger teams managing multiple projects.

Monday.com’s task management tools were also easy to use. I could quickly add tasks, customize columns, and organize projects, although I missed having a built-in recurring task feature.

Overall, I had a positive experience with Monday.com. I think it is one of the best Asana alternatives for large teams that want an intuitive project management platform with excellent dashboards, reporting, and visual project management features.

The Good and Not-So-Good After Testing Monday.com

Pro	Why It’s Important
Intuitive user interface	Makes it easy for teams to get started and manage projects with minimal training.
Wide range of project views	Kanban, Timeline, Calendar, Gantt, Workload, and almost 100 board views from Views Center help teams visualize work in different ways.
Customizable dashboards	Lets you monitor project progress, workloads, budgets, and key metrics from one place.
Easy task management	Adding, assigning, and organizing tasks is quick and straightforward.
Strong automation	Helps automate repetitive workflows using a simple automation builder.
Extensive integrations	Connects with 850+ apps directly and thousands more through Zapier.

Con	The Tradeoff
Expensive paid plans	Higher-tier plans cost more than many competing project management tools.
No built-in recurring tasks	You need to use automation for recurring tasks.
Mobile app bugs	I experienced occasional syncing issues and some missing features on mobile.

Monday.com‘s pricing

Free plan available
Basic plan: €9/user/month with annual billing
Standard plan: €12/user/month with annual billing
Pro plan: €19/user/month with annual billing
Enterprise plan: Custom pricing

How Monday.com compares to other alternatives

ClickUp VS Monday.com

ClickUp vs Monday

Notion VS Monday.com

Notion vs Monday

Monday.com VS Asana

Monday vs Asana

Teamwork VS Monday.com

Teamwork vs Monday

SmartSuite VS Monday.com

SmartSuite vs Monday

Read my full review: Monday.com Review 2025: Is the $228 Price Tag Justified?

Try Monday

Hive

4.3/5

Hive is a project management tool designed for teams, whether it is an agency, a remote team, or a non-profit organization. It has numerous features to track projects, collaborate with team members, and build automated workflows.

Full Hive review Visit Hive

Best Asana alternative for small teams

Quick verdict

Best Asana replacement for:

Small teams that want an easy-to-use project management tool with built-in collaboration and communication features.

Not ideal if:

You need deep customization, enterprise-level workflows, or all advanced features included in lower-tier plans.

Biggest advantage over Asana:

Hive combines project management, chat, email, notes, dashboards, and AI tools in one easy-to-use workspace.

Main tradeoff:

Many advanced features are only available in the Teams plan or as paid add-ons.

Why I Recommend Hive for Teams Leaving Asana

Hive was one of the easiest project management tools to learn during my testing. The interface is intuitive, the navigation is straightforward, and I was able to start managing projects almost immediately.

Its collaboration features were the biggest highlight for me. Besides task management, Hive includes built-in chat, collaborative notes, email, and project updates, so I could manage both communication and work from one place.

I also found the dashboards and workspace customization useful. The dashboards gave me real-time insights into projects and tasks, while the add-ons made it easy to customize Hive based on different workflows.

Another area where Hive performed well was its AI tools. The AI assistant helped create projects, dashboards, and workflows, while the AI writing features were useful for creating content inside notes.

Overall, Hive delivers a great combination of collaboration, AI, and project management features. I think it is one of the best Asana alternatives for small teams that want an easy-to-use platform for managing their daily work.

The Good and Not-So-Good After Testing Hive

Pro	Why It’s Important
Easy to use	The short learning curve makes it easy for small teams to get started quickly.
Strong collaboration tools	Built-in chat, collaborative notes, email, and project updates keep communication in one place.
AI features	The AI assistant helps create projects, dashboards, workflows, and content faster.
Customizable dashboards	Gives you real-time insights into projects, tasks, and team activity.
Workspace customization	Add-ons let you personalize Hive based on your team’s workflow.
Good mobile experience	During my testing, the mobile app worked smoothly and stayed synced with the desktop version.

Con	The Tradeoff
Advanced features require higher plans	Many of the most valuable tools are locked behind the Teams plan or paid add-ons.
Less advanced than top-tier competitors	It offers all the essentials, but it does not match tools like ClickUp for customization and workflow depth.

Hive’s pricing

Free plan available
Starter plan: $5/user/month with annual billing
Teams plan: $12/user/month with annual billing
Enterprise plan: Custom pricing

Read my full review: Hive Review: The Best Project Management App? (2025)

Try Hive

ClickUp

4.3/5

ClickUp is a project management software designed for teams to help them organize tasks, collaborate effectively, and manage complex projects. It is a popular option for project management, streamlines work processes, and improves team productivity.

Full ClickUp review Visit ClickUp

Best Asana alternative for team collaboration

Quick verdict

Best Asana replacement for:

Teams that need advanced collaboration features and highly customizable workflows.

Not ideal if:

You want a simple project management tool with a short learning curve.

Biggest advantage over Asana:

ClickUp offers deeper customization, more collaboration tools, and greater flexibility for managing complex projects.

Main tradeoff:

Its extensive feature set comes with a learning curve, and I experienced occasional performance issues during testing.

Why I Recommend ClickUp for Teams Leaving Asana

After using ClickUp for several months, I realized it is one of the most feature-rich project management tools I have tested. It combines project management, team communication, documentation, AI, and time tracking in a single platform.

What stood out to me most was the flexibility. ClickUp offers numerous project views, customizable dashboards, advanced resource management, and collaboration tools that make project planning smooth.

I also enjoyed using features like Whiteboards, Docs, and Chat. Instead of switching between different tools, I could plan projects, collaborate with my team, and organize documentation in one workspace.

ClickUp also offers a generous free plan, which includes many collaboration and project management features. That makes it easy to explore the platform before moving to a paid plan.

That said, I experienced occasional performance issues, especially when using heavier features like Whiteboards. It also takes time to learn because of the number of customization options and tools available.

Overall, ClickUp surprised me in the right way. I think it is one of the best Asana alternatives for teams that need advanced collaboration, customization, and a feature-rich project management platform.

The Good and Not-So-Good After Testing ClickUp

Pro	Why It’s Important
Extensive collaboration tools	Whiteboards, Docs, Chat, and Clips keep teamwork in one platform.
Highly customizable workflows	Multiple project views, dashboards, and workspace customization fit different teams.
Advanced project management features	Includes resource management tools, workload planning, automation, and detailed task management capabilities
Generous free plan	You can access many core collaboration and project management features without upgrading.
Wide range of integrations	Connects with thousands of third-party apps through native integrations and Zapier.
AI-powered features	ClickUp Brain and the AI note-taker help automate documentation and everyday work.

Con	The Tradeoff
Longer learning curve	It takes time to learn because of the platform’s depth and flexibility.
Occasional performance issues	I experienced slowdowns when using more advanced features like Whiteboards.
Mobile app still needs improvement	Some features are missing, and the app can be slow at times.

ClickUp’s pricing

Free plan available
Unlimited plan: $7/user/month with annual billing
Business plan: $12/user/month with annual billing
Enterprise plan: Custom pricing

How ClickUp compares to other alternatives

Notion VS ClickUp

Notion vs ClickUp

ClickUp VS Monday.com

ClickUp vs Monday

SmartSuite VS ClickUp

ClickUp vs SmartSuite

Teamwork VS ClickUp

ClickUp vs Teamwork

Taskade VS ClickUp

ClickUp vs Taskade

Motion VS ClickUp

ClickUp vs Motion

Coda VS ClickUp

ClickUp vs Coda

Asana VS ClickUp

ClickUp vs Asana

Read my full review: My Honest ClickUp Review After Using It For +3 Months (2026)

Try ClickUp

Summary: Best Asana Alternatives in 2026

After my long research and continuous testing, I found these as the top Asana alternatives in 2026 and tried to categorize them based on use cases. This way, you can select which one fits you.

Looking for similar tools?

Visit our library of PDF editors to explore other apps we’ve reviewed in this space and how they compare.

See overview

Why you can trust our reviews

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Have a question or suggestion? I’d love to hear from you. Feel free to reach out anytime at aronkantor@thebusinessdive.com.

Frequently asked questions

What is the best alternative to Asana?

Depends on your preferences and needs. Besides the ones I showed you in the article, my additional alternative to Asana would be Coda.

It is an all-in-one collaborative workspace for individuals and teams. It integrates note-taking, task management, project management, document management, and team collaboration features into one platform.

Who competes with Asana?

There are numerous Asana alternatives out there that offer similar or even better project manager capabilities. One of the most popular alternatives are Monday.com and ClickUp.

Is Asana worth the price?

My main problem with Asana’s pricing is that there is no single-user subscription, and you will charged for at least two seats without clear notice from Asana. Because of this reason, Asana has become a no-go for me.

Full article about Asana’s pricing: Asana Pricing For 2025 | This Will Save You +$300

Aron Kantor

thebusinessdive.com

The post 7 Best Asana Alternatives: The Tools I’d Actually Switch To appeared first on .

10 Best Project Management Software I Recommend (500+ Businesses Helped)

Aron Kantor — Mon, 06 Jul 2026 08:29:59 +0000

After testing 30+ project management tools and helping 500+ businesses find the right software, I found that choosing the best platform comes down to answering two simple questions:

Do you need simplicity or flexibility? And what type of work will you manage?

Below, you can find my top recommendations using this logic:

Tool	Best for	Pricing
SmartSuite	Free project management	Free + paid from $12/user/mo
Monday.com	Large businesses	Free + paid from $9/user/mo
Vaiz	Lightweight project management	Free + paid from $5/user/mo
ClickUp	Complex projects	Free + paid from $7/user/mo
Teamwork.com	Client work & agencies	Free + paid from $9.99/user/mo
Hive	Small teams	Free + paid from $5/user/mo
Jira	Software development & Agile teams	Free + paid from $7.91/user/mo
Zoho Projects	Structured workflows	Free + paid from €4/user/mo
Motion	AI-powered project management	7-day trial + paid from $19/user/mo
ProofHub	Growing teams	Free + paid from $45/month (flat fee)

How to read this table:

Simple – Easy to learn and quick to set up.
Balanced – Good mix of ease of use and customization.
Highly flexible – Powerful, but requires more setup and a steeper learning curve.

How do I rank the best project management tools?

When selecting the best project management software, I used our standardized testing framework, developed over 3+ years of testing productivity apps.

The recommendations in this article are based on hands-on testing across project management, task management, collaboration, automation, AI features, pricing, integrations, customization, and overall user experience.

Since every team has different priorities, I didn’t rank these tools purely by their overall score.

Instead, I organized them based on where they perform best, whether that’s free project management, complex workflows, client work, software development, AI-powered planning, or structured business processes.

We evaluate every project management tool using this weighted framework, based on hands-on testing with real projects and everyday workflows.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Top project management software breakdown

SmartSuite

4.4/5

SmartSuite is a highly customizable work management platform that combines project management, databases, and workflow automation in one place. Its generous free plan and flexible structure make it an excellent choice for teams that need more than basic task management.

Full SmartSuite review Visit SmartSuite

Best free project management software

Quick verdict

Best project management tool for:

Teams that want a highly customizable work management platform with one of the best free plans available.

Not ideal if:

You need a simple project management app with almost no learning curve.

Biggest advantage:

Combines project management and database capabilities in a highly flexible workspace.

Main tradeoff:

It takes time to learn, and the mobile app still needs refinement.

Why I Recommend SmartSuite for free project management

SmartSuite offers one of the most generous free plans I tested. Instead of limiting the core functionality, it includes project views, workflow automation, collaboration features, permissions, and task management tools that many competitors reserve for paid plans.

Another reason I recommend SmartSuite is its flexibility. During testing, I could organize projects, databases, and spreadsheets inside the same workspace, which gave me far more control than a traditional project management app.

I also liked how much I could customize every project. Custom fields, formulas, automations, permissions, and templates allowed me to build workflows that matched different use cases rather than adapting my work to the software.

It certainly takes longer to learn than tools like Monday.com or Asana, and I noticed a few issues with the mobile app. Still, considering everything included in the free plan, SmartSuite delivers outstanding value and easily earned its place as my top free project management tool.

Standout features

Project views: You can switch between Kanban boards, Gantt charts, timelines, dashboards, and spreadsheet-style tables depending on how you prefer to manage your projects.

Task customization: Every task supports custom fields, formulas, time logs, color coding, and many other field types, giving you plenty of flexibility when building workflows.

Workflow automation: Automate repetitive work using simple “When → Then” rules for record updates, form submissions, email triggers, and other recurring processes.

Permissions & roles: Control exactly who can view, edit, create, or delete records by setting detailed workspace, solution, and guest permissions.

Templates: Get new projects up and running faster with ready-made templates for marketing, CRM, product development, operations, and many other workflows.

My Key Takeaways After Using SmartSuite

What impressed me	Why it made a difference
Generous free plan	It includes collaboration tools, multiple project views, workflow automation, and advanced task management features for up to three users
Combines project and data management	I could organize projects, databases, and spreadsheets in one workspace instead of relying on multiple tools
Detailed permissions and roles	It was easy to control who could view, edit, create, or delete records across different projects
Extensive customization	Custom fields, formulas, and flexible workflows made it easy to adapt SmartSuite to different use cases
Fast performance	I experienced almost no loading time while switching between projects, views, and databases.

What I’d improve	Who it could affect
Steep learning curve	Teams looking for a simple project management tool may need extra time to learn SmartSuite’s structure
Mobile app	Users who primarily manage projects from their phones may notice occasional bugs and missing polis

Plans & costs

Free plan available
Team plan: $12/user/month with annual billing
Professional plan: $30/user/month with annual billing
Enterprise plan: $45/user/month with annual billing

SmartSuite vs other tools

SmartSuite VS ClickUp

Compare SmartSuite vs ClickUp

SmartSuite VS Monday.com

Compare SmartSuite vs Monday

Read my full review: SmartSuite Review 2025: A Hidden Gem

Try SmartSuite

Monday.com

4.2/5

Monday.com is one of the easiest project management software solution to learn, yet it still offers enough depth for growing teams and larger organizations. Thanks to its security measures and integration options, Monday.com is ideal for enterprises as well.

Full Monday review Visit Monday

Best project management software for large businesses

Quick verdict

Best project management tool for:

Large businesses that want an intuitive platform with strong reporting and collaboration features.

Not ideal if:

You need advanced customization or enterprise-level features at a lower price.

Biggest advantage:

An exceptionally intuitive interface combined with powerful dashboards and project views.

Main tradeoff:

Pricing is higher than many competitors with similar feature sets.

Why I recommend Monday.com for large businesses

I recommend Monday.com for large businesses because it’s one of the easiest project management tools to roll out across a team.

I could build new projects, organize workflows, and onboard team members in just a few minutes. Despite offering dashboards, automation, AI tools, reporting, and almost a 100 project views, the interface is very easy to navigate.

The customizable dashboards, workload view, and project portfolio management features also made it effortless to track progress.

My biggest concern was the pricing, as Monday.com costs more than many alternatives, and I also missed built-in recurring tasks. Still, if your team values fast onboarding and an intuitive workspace, Monday.com is an excellent choice.

Standout features

Project views: Monday.com offers Kanban, Timeline, Calendar, Gantt, and Workload views, and you can add more through the plus icon or Views Center, with up to 100 views per board.

Custom dashboards: Track project progress, workloads, budgets, and other key metrics by combining more than 30 widgets into a personalized dashboard.

Task management software: Task creation is super fast, and you can organize them with custom columns, priorities, subitems, and statuses, then move them freely across different project views.

Automation & AI: Automate routine tasks and use AI Blocks, AI Sidekick, and AI Agents to summarize content, generate updates, and streamline everyday work.

Team collaboration: Keep conversations, file sharing, mentions, comments, and project updates in one place so everyone stays aligned throughout the project.

My Key Takeaways After Using Monday.com

What impressed me	Why it made a difference
Intuitive user interface	I could build projects and organize workflows quickly, even compared to other project management software like ClickUp or Jira.
Custom dashboards	They gave me a clear overview of project progress, workloads, and key metrics without switching between multiple pages.
Wide selection of project views	Having so many ways to visualize projects made it easier to adapt workflows for different teams and use cases.
Easy task management	Creating, assigning, and organizing tasks felt fast and required very little setup.

What I’d improve	Who it could affect
No recurring tasks	Teams with recurring workflows may find it frustrating to rely on automation for something many competitors offer natively.
Higher pricing	Smaller businesses and budget-conscious teams may struggle to justify the cost compared to similarly capable alternatives.
Buggy mobile app	Teams that frequently manage projects from mobile devices may occasionally run into syncing issues and missing functionality.

Plans & costs

Free plan available
Basic plan: €9/user/month with annual billing
Standard plan: €12/user/month with annual billing
Pro plan: €19/user/month with annual billing
Enterprise plan: Custom pricing

Monday.com vs other tools

ClickUp VS Monday.com

ClickUp vs Monday

Notion VS Monday.com

Notion vs Monday

Monday.com VS Asana

Monday vs Asana

Teamwork VS Monday.com

Teamwork vs Monday

SmartSuite VS Monday.com

SmartSuite vs Monday

Read my full review: Monday.com Review 2025: Is the $228 Price Tag Justified?

Try Monday

Vaiz

4.4/5

Vaiz is a work management platform that combines tasks, docs, collaboration, automation, and AI in one workspace. Compared to many project management tools I tested, it takes far less time to set up while still covering everything most small and mid-sized teams need.

Full Vaiz review Visit Vaiz

Best work management platform for growing product teams

Quick verdict

Best project management tool for:

Cross-functional product and tech teams currently paying for Jira and Confluence separately — Vaiz replaces both at roughly half the cost.

Not ideal if:

Your team requires SOC 2 compliance, SAML-SSO, or a procurement-heavy purchasing process.

Biggest advantage:

Replaces your task tracker and documentation tool in one workspace — without the combined price tag.

Main tradeoff:

Reporting and automation are still less advanced than in larger project management platforms.

Why I recommend Vaiz for growing product teams

Some project management tools require a lot of setup before you can actually start working. Vaiz was the opposite. I could create a project, choose a template, invite team members, and start organizing tasks within a few minutes.

Despite its simplicity, Vaiz covers much more than basic project management. It includes project docs, dashboards, automation, collaboration tools, and multiple project views, but everything remains easy to find and use. It also sits in a nice middle ground: more structured than Notion, yet much less overwhelming than ClickUp or Jira.

The only areas where I think Vaiz still has room to grow are reporting and automation. Both work well for everyday project management, but they don’t offer the same depth as larger PM platforms. For small and mid-sized teams, though, I think Vaiz gets the balance right.

Standout features

Project management: You can create projects in just a few clicks, choose from 15+ templates, with new ones added regularly, and manage work using Cards, List, Calendar, Milestones, and Gantt views.

Task management: Organize tasks with subtasks, milestones, dependencies, comments, activity history, and drag-and-drop workflows that are easy to manage.

Project Docs: Keep documentation connected to your projects, collaborate with teammates in real time, and use the built-in AI assistant to write, summarize, or edit content.

Collaboration: Work together through task comments, @mentions, real-time co-editing, and collaborative diagrams in tasks and docs, plus shared dashboards for tracking progress.

Integrations: Connect Vaiz with Slack, GitHub, GitLab, and 9,000+ additional apps via Zapier, or quickly import projects from Asana, Jira, Trello, and Notion (tasks only, full import in development) — with ClickUp, Monday.com, and Wrike coming soon.

AI: Use the built-in AI assistant in docs and tasks to write, summarize, and organize content. Connect Vaiz to Claude and Cursor via MCP to create tasks, pull project context, and manage work directly from your AI tools. A native AI agent is also available in beta it sees your tasks, projects, docs, and team members, and can search, analyze, create tasks, build reports, and generate diagrams directly inside Vaiz.

My Key Takeaways After Using Vaiz

What impressed me	Why it made a difference
Fast project setup	I could create projects, choose templates, and start collaborating within minutes instead of spending time configuring the workspace.
Clean and lightweight interface	The workspace stayed organized, making it easy to switch between projects, docs, dashboards, and tasks.
Good balance between simplicity and customization	Vaiz offers enough flexibility for real project work without becoming overwhelming.
Strong collaboration tools	Docs, comments, dashboards, and whiteboards are built into the workspace, so teamwork happens in one place.

What I’d improve	Who it could affect
Basic reporting	Larger organizations that depend on advanced analytics and reporting may outgrow Vaiz fairly quickly.
Less advanced automation	Teams with complex operational workflows may find the automation system too lightweight compared to ClickUp or Monday.com

Plans & costs

Free plan available & a 30-day trial of the paid plans
Pro plan: $5/user/month with annual billing
Premium plan: $9/user/month with annual billing
Enterprise plan: Custom pricing with self-hosted deployment options available

Read my full review: Vaiz Review 2026 | Lightweight Done Right

Try Vaiz

ClickUp

4.3/5

ClickUp is an all-in-one project management platform built for teams that need more than basic task tracking. It combines project management, docs, chat, whiteboards, AI, time tracking, and collaboration tools into a highly customizable workspace.

Full ClickUp review Visit ClickUp

Best project management software for complex projects

Quick verdict

Best project management tool for:

Teams managing complex projects that need advanced workflows, collaboration, and customization.

Not ideal if:

You prefer a simple project management tool that works with minimal setup.

Biggest advantage:

One of the deepest feature sets I’ve tested, with extensive customization across nearly every part of the platform.

Main tradeoff:

The learning curve is steeper, and performance can occasionally be inconsistent.

Why I recommend ClickUp for complex projects

The first thing that stood out during my testing was just how much ClickUp could do. Every time I thought I had explored its main features, I found another tool that could replace a separate app, whether it was Docs, Whiteboards, AI meeting notes, chat, or advanced dashboards.

I also appreciated how much control ClickUp gives you over your workspace. I could switch between different project views, customize dashboards, build automations, manage workloads, and adjust almost every part of the workspace to fit the project instead of changing the way I work.

This flexibility is exactly why I recommend ClickUp for complex projects.

That said, all these features come with a learning curve. I also noticed occasional slowdowns, especially when using heavier tools like Whiteboards. Still, if your projects involve multiple teams, detailed workflows, and lots of moving parts, ClickUp is one of the most complete platforms I tested.

Standout features

Project management: Manage project schedules using List, Board, Calendar, Gantt, Workload, Box, and Team views, then customize each workspace with filters, layouts, and permissions.

Task management: You can organize work with subtasks, priorities, tags, reminders, dependencies, forms, templates, and custom fields that handle even complex workflows.

Collaboration tools: Work together using Docs, Chat, Whiteboards, comments, screen recordings, and AI meeting notes without relying on separate collaboration apps.

Automation & AI: Automate repetitive workflows with ready-made templates and use ClickUp Brain to summarize meetings, answer workspace questions, and generate content.

Time tracking & reporting: Track time across projects, build customized reports, monitor workloads, and manage team capacity from a single workspace.

My Key Takeaways After Using ClickUp

What impressed me	Why it made a difference
Extensive feature set	ClickUp combined project management, documentation, collaboration, AI, and time tracking into one platform.
Highly customizable workspace	I could tailor views, dashboards, workflows, and permissions to fit different projects and teams.
Advanced collaboration tools	Docs, Chat, Whiteboards, Clips, and AI meeting notes reduced the need for additional software.
Strong resource management	Workload views, dashboards, and reporting made it much easier to manage multiple projects at the same time.

What I’d improve	Who it could affect
Steep learning curve	Teams looking for a lightweight or plug-and-play solution may find ClickUp overwhelming at first.
Occasional performance issues	Larger teams using advanced features like Whiteboards or complex automations may notice slower performance.
Mobile access	Users who rely heavily on mobile project management may miss some desktop functionality or encounter bugs.

Plans & costs

Free plan available
Unlimited plan: $7/user/month with annual billing
Business plan: $12/user/month with annual billing
Enterprise plan: Custom pricing

ClickUp vs other tools

Notion VS ClickUp

Notion vs ClickUp

ClickUp VS Monday.com

ClickUp vs Monday

SmartSuite VS ClickUp

ClickUp vs SmartSuite

Teamwork VS ClickUp

ClickUp vs Teamwork

Taskade VS ClickUp

ClickUp vs Taskade

Motion VS ClickUp

ClickUp vs Motion

Coda VS ClickUp

ClickUp vs Coda

Asana VS ClickUp

ClickUp vs Asana

Read my full review: My Honest ClickUp Review After Using It For +3 Months (2026)

Try ClickUp

Teamwork.com

4.3/5

Teamwork.com is a project management solution specialized for client work. It helps to keep your client projects on track, manage your resources, and keep tabs on every billable hour.

Full Teamwork review Visit Teamwork

Best project management app for client work

Quick verdict

Best project management tool for:

Agencies, consultants, and service businesses managing client projects.

Not ideal if:

You mainly manage internal projects or just need a simple task management app.

Biggest advantage:

Purpose-built features for client work, including budgeting, billing, reporting, and time tracking.

Main tradeoff:

Fewer project views and a steeper learning curve than simpler PM tools.

Why I recommend Teamwork.com for client work

Most project management tools treat client work the same as any other project. During my Teamwork testing, though, I kept finding features that were clearly designed for agencies and service businesses rather than general project management.

The client workspace was one of the biggest differences. Instead of simply organizing projects, I could group them by client, track project costs, monitor billable hours, and even prepare invoices from the same platform.

I was also impressed by the reporting. Profitability reports, workload planning, resource management, and detailed time tracking gave me a much clearer picture of how projects were performing beyond just checking whether tasks were completed.

The downside is that Teamwork.com isn’t as flexible as tools like ClickUp, and some project views feel limited. Still, if most of your work revolves around clients, I think Teamwork.com offers one of the most complete workflows I tested.

Standout features

Client management: Keep all client projects in one place, invite client users with limited permissions, and track budgets, project health, and ownership from a dedicated client workspace.

Budgeting & invoicing: Monitor project budgets, billable hours, profitability, and prepare invoices directly inside the platform without relying on separate tools.

Time tracking: Track time with a built-in timer or manual entries, review detailed timesheets, and filter hours by project, client, or team member.

Reporting & workload management: Monitor profitability, optimize resource allocation, and team capacity through advanced reports that help you plan future projects more confidently.

Proofs: Share files with clients, collect feedback, manage approvals, and keep the entire review process connected to your projects and tasks.

My Key Takeaways After Using Teamwork.com

What impressed me	Why it made a difference
Purpose-built client management	Managing clients, projects, budgets, and billable work from one place made the platform feel very different from traditional PM tools.
Advanced reporting	Profitability, workload, and resource reports helped me understand how projects were performing beyond task completion.
Excellent time tracking	Built-in timers, timesheets, and billable hour tracking fit naturally into client-based workflows.
Proofs and client collaboration	Clients could review files, leave feedback, and approve work without getting full access to internal projects.

What I’d improve	Who it could affect
Limited project views	Teams that rely heavily on different visual project views may find the available options restrictive.
Steeper learning curve	Smaller teams looking for a lightweight project management tool may need extra time to learn the platform.

Plans & costs

Free plan available and a 30-day free trial of the paid plans
Basics Plan: $9.99/user/month with annual billing
Accelerate Plan: $24.99/user/month with annual billing
Optimize Plan: Custom pricing
Enterprise plan: Custom pricing

Teamwork.com vs other tools

Teamwork VS ClickUp

Teamwork vs ClickUp

Teamwork VS Monday

Teamwork vs Monday

Teamwork VS Asana

Teamwork vs Asana

Read my full review: Teamwork.com Review 2025: Here Is My Honest Opinion

Try Teamwork

Hive

4.3/5

Hive is a project management tool designed for teams, whether it is an agency, a marketing team, or a non-profit organization. It has numerous features to track projects, collaborate with team members, and build automated workflows.

Full Hive review Visit Hive

Best project management software for small teams

Quick verdict

Best project management tool for:

Small teams that want an easy-to-use workspace with strong built-in collaboration.

Not ideal if:

You need enterprise-level customization or want every advanced feature included in the base plans.

Biggest advantage:

Built-in chat, email, collaborative notes, and AI tools help keep communication and project work in one place.

Main tradeoff:

Many advanced features and add-ons are only available on the Teams plan.

Why I recommend Hive for small teams

Small teams rarely need the most advanced project management platform on the market. They usually need something everyone can learn quickly, collaborate in every day, and maintain without spending hours on setup or administration. That’s exactly why I recommend Hive.

When using Hive, I discovered that it covers the key features most small teams actually use to complete projects efficiently. Project management, chat, email, collaborative notes, dashboards, and AI tools are all available in one workspace, so there was no need to rely on several separate apps.

I also liked that Hive doesn’t require much time to learn. Creating projects, assigning tasks, sharing updates, and collaborating with teammates all felt straightforward from the beginning.

The only downside is that some advanced features require the Teams plan or paid add-ons. Still, for most small teams, Hive offers everything needed to manage projects and collaborate effectively.

Standout features

Built-in communication: Chat with teammates, send emails, leave task comments, and keep project discussions in one place.

Collaborative notes: Create and edit shared documents with your team, add images, tables, and attachments, and collaborate across desktop, web, and mobile.

Project views: Track projects using Kanban boards, Gantt charts, tables, calendars, and other views that give you different ways to organize your work.

Dashboards: Build custom dashboards with widgets, charts, goals, notes, and external embeds to keep your most important project data in one place.

AI assistant: Use Hive Buzz to answer questions, generate content, create dashboards, and automate everyday work directly inside your workspace.

My Key Takeaways After Using Hive

What impressed me	Why it made a difference
Excellent collaboration tools	Chat, email, notes, and project discussions worked together naturally, reducing the need for separate communication apps.
Easy-to-use interface	I could start managing projects quickly without spending much time learning the platform.
Useful AI features	Hive Buzz and the AI writing tools helped speed up content creation and everyday project work.
Custom dashboards	They made it easy to monitor projects, goals, and team activity from one central place.

What I’d improve	Who it could affect
Advanced features require higher-tier plans	Smaller teams on the Free or Starter plans may miss tools like advanced reporting, time tracking, and premium add-ons.
Less customization than top competitors	Teams managing highly complex workflows may eventually outgrow Hive’s feature set.

Plans & costs

Free plan available
Starter plan: $5/user/month with annual billing
Teams plan: $12/user/month with annual billing
Enterprise plan: Custom pricing

Read my full review: Hive Review: The Best Project Management App? (2025)

Try Hive

Jira

4.3/5

Jira is one of the few project management tools I tested that focuses primarily on software development. Between its issue tracking, Agile boards, customizable workflows, and developer integrations, it offers everything technical teams need to manage complex projects.

Full Jira review Visit Jira

Best project management software for software development teams

Quick verdict

Best project management tool for:

Software development, IT, and DevOps teams managing complex Agile workflows.

Not ideal if:

You want a simple project management tool that works with little setup.

Biggest advantage:

Deep customization for workflows, issue tracking, and Agile project management.

Main tradeoff:

The learning curve is one of the steepest of any project management tool I tested.

Why I recommend Jira for software development teams

I wouldn’t recommend Jira for every team, but I would absolutely recommend it for software development. Almost every feature I tested was designed around the way development teams work, from issue tracking and backlogs to Scrum boards, sprint planning, and highly customizable workflows.

Another reason is the level of control Jira gives you. I could customize issue types, workflows, custom fields, automations, and project structures far more than in most other PM tools. That flexibility becomes much more valuable once multiple developers and complex release cycles are involved.

Jira also fits naturally into development workflows thanks to its native integrations with GitHub, Bitbucket, and other Atlassian products.

The tradeoff is complexity. Jira takes considerably longer to learn than tools like Monday.com or Hive, and many teams simply won’t need everything it offers. For software development teams, though, that extra complexity translates into much greater control.

Standout features

Issue tracking: Track bugs, features, epics, and custom work items with detailed fields, priorities, dependencies, and workflows that match your development process.

Agile project management: Manage Scrum and Kanban projects with backlogs, sprints, timelines, calendars, and reporting tools built specifically for Agile teams.

Workflow customization: Customize issue types, fields, automations, and project structures to support everything from simple development projects to complex enterprise workflows.

Developer integrations: Connect Jira with GitHub, Bitbucket, and more than 1,000 apps through the Atlassian Marketplace to keep development workflows connected.

AI & automation: Use Jira AI and Rovo to improve tasks, summarize content, automate repetitive work, search your workspace, and create AI-powered workflows.

My Key Takeaways After Using Jira

What impressed me	Why it made a difference
Extensive workflow customization	I could adapt almost every part of the platform to match different development processes and team structures.
Powerful issue tracking	Managing bugs, epics, features, and development tasks felt much more structured than in general-purpose PM tools.
Developer ecosystem	Native integrations with GitHub, Bitbucket, and other Atlassian products fit naturally into software development workflows.
Strong Agile support	Scrum boards, backlogs, sprint planning, and reporting covered everything I expected from an Agile project management platform.

What I’d improve	Who it could affect
Very steep learning curve	Small teams and non-technical users may struggle to learn Jira or never use many of its advanced capabilities.
Additional Atlassian products cost extra	Teams that need Confluence or Jira Service Management should expect additional subscription costs.

Plans & costs

Free plan available & a 7-day free trial for its paid plans
Standard plan: $7.91/user/month with monthly billing
Premium plan: $14.54/user/month with monthly billing
Enterprise plan: Custom pricing

Read my full review: Brutal Honest Jira Review 2026 | Before You Use It

Try Jira

Zoho Projects

4.3/5

Zoho Projects is a structured project management platform built around planning, reporting, and long-term project organization. It works particularly well for teams that follow repeatable processes and want consistent workflows rather than endless customization.

Full Zoho Projects review Visit Zoho Projects

Best project management software for structured workflows

Quick verdict

Best project management tool for:

Teams that manage structured, process-driven projects with clear workflows.

Not ideal if:

You prefer highly visual project management or extensive workspace customization.

Biggest advantage:

Strong planning, reporting, and workload management backed by the Zoho ecosystem.

Main tradeoff:

The interface is more traditional, and customization is more limited than in tools like ClickUp.

Why I recommend Zoho Projects for structured workflows

I recommend Zoho Projects for teams that already have established processes. During testing, I found it much easier to build projects around milestones, task lists, dependencies, and timelines than in tools that focus more on flexible layouts.

Reporting is another reason I recommend it. Workload reports, time logs, planned vs. actual reports, and portfolio dashboards gave me a much clearer picture of project progress and team capacity than basic task boards alone.

I also liked how naturally Zoho Projects connects with the rest of the Zoho ecosystem. If your business already uses Zoho CRM, Books, Invoice, or other Zoho apps, project work becomes part of a much larger workflow instead of existing on its own.

My biggest complaint is the lack of flexibility. Compared to ClickUp or Monday.com, there are fewer customization options, and the interface is more traditional.

Standout features

Project planning: Organize projects with milestones, task lists, dependencies, templates, and timelines that make repeatable workflows easy to manage.

Reports & insights: Track workload, planned vs. actual progress, time logs, and custom reports to understand project performance and team capacity.

Automation: Automate approvals, notifications, assignments, and status updates with no-code workflow rules that are easy to maintain.

Time tracking: Log billable and non-billable hours, approve timesheets, and monitor project time without relying on third-party integrations.

Zoho ecosystem: Connect Projects with Zoho CRM, Books, Invoice, Analytics, and other Zoho apps to keep project work aligned with the rest of your business.

My Key Takeaways After Using Zoho Projects

What impressed me	Why it made a difference
Structured project planning	Milestones, dependencies, project templates, and task hierarchies made recurring projects much easier to organize.
Advanced reporting	Workload, time log, and portfolio reports provided a much better overview of project health than simple dashboards.
Built-in time tracking	Tracking billable hours and approving timesheets worked smoothly without additional software.
Strong Zoho integrations	Connecting projects with CRM, finance, and other Zoho tools helped create a more connected business workflow.

What I’d improve	Who it could affect
Limited customization	Teams that like building highly personalized workspaces may find Zoho Projects too structured.
No native desktop app	Users who prefer desktop software instead of browser-based apps may find daily use less convenient.

Plans & costs

Free plan available & a 15-day free trial for the paid plans
Premium plan: €4/user/month when billed annually
Enterprise plan: €9/user/month when billed annually
Ultimate plan: €14/user/month when billed annually
Projects plus plan: Custom pricing

Read my full review: Zoho Projects Review: My Honest Experience (2026)

Try Zoho Projects

Explore our Apps directory

A curated directory of software tools we’ve independently reviewed, with links to full reviews, comparisons, and category guides.

Explore Apps directory

Motion

4.1/5

Motion combines AI scheduling, task management, calendars, meetings, and lightweight project management in a single workspace. It focuses less on managing projects and more on making sure the work actually gets done on time.

Full Motion review Visit Motion

Best AI-powered project management software

Bottom line

Best project management tool for:

Busy professionals and small teams that want AI to plan their work automatically.

Not ideal if:

You need advanced project management, reporting, or enterprise-level workflows.

Biggest advantage:

AI automatically schedules tasks, meetings, and projects based on your priorities.

Main tradeoff:

Higher pricing and fewer project management features than dedicated PM platforms.

Why I recommend Motion for AI-powered project management

I recommend Motion because it’s the only project management tool I tested that actively builds your schedule for you. Once I added my tasks, deadlines, priorities, and meetings, Motion automatically found time for everything on my calendar and kept adjusting the schedule whenever something changed.

I also liked how well the calendar, tasks, meetings, and projects worked together. Adding a new task, changing a deadline, or blocking time for deep work immediately affected the rest of my schedule, so I rarely had to reorganize my calendar myself.

The biggest drawback is that Motion isn’t a replacement for a full project management platform like ClickUp or Jira. Reporting is limited, and the pricing is higher than most competitors.

If your biggest challenge is managing time rather than managing complex projects, though, Motion is one of the most useful tools I’ve tested.

Standout features

AI scheduling: Motion automatically schedules tasks around your meetings, deadlines, priorities, and working hours, then continuously optimizes your calendar as plans change.

Smart calendar: Bring together your Google Calendar, Outlook, Apple, and iCloud calendars, then manage meetings, events, and tasks from one centralized view.

Task management: Create tasks from almost anywhere in the app, assign priorities, estimate durations, and let Motion automatically decide when each task should be completed.

AI meeting tools: Record meetings, generate transcripts and summaries, then turn discussions into actionable tasks that sync directly with your projects.

AI Employees: Create AI assistants trained on your workflows to generate project plans, summarize documents, draft emails, and automate repetitive work.

My Key Takeaways After Using Motion

What impressed me	Why it made a difference
AI auto-scheduling	Motion continuously reorganized my schedule based on deadlines, priorities, meetings, and available time.
Calendar and task management	Tasks, meetings, and projects stayed connected, so planning my week required very little manual work.
Fast task management	I could create and update tasks from almost anywhere in the app, making it much easier to capture work as it came up.
AI productivity tools	AI meeting notes, AI Docs, and AI Employees reduced repetitive work beyond simple scheduling.

What I’d improve	Who it could affect
Limited project management depth	Teams managing large, complex projects may outgrow Motion’s reporting and project management capabilities.
Higher pricing	Individuals and smaller teams looking for a budget-friendly solution may find Motion difficult to justify.

Plans & costs

No free plan available, only a 7-day free trial
Pro AI plan (individuals): $29/month with annual billing
Business AI plan (individuals): $39/month with annual billing
Pro AI plan (teams): $19/seat/month with annual billing
Business AI plan (teams): $29/seat/month with annual billing
Enterprise plan: Custom pricing

Motion vs other tools

Motion VS ClickUp

Motion vs ClickUp

Motion VS Asana

Motion vs Asana

Read my full review: Motion App Review: My $348 Experience and Why I Don’t Regret It

Try Motion

ProofHub

4/5

ProofHub combines project management, collaboration, reporting, and proofing tools in one platform with a flat-fee pricing model. Unlike most project management software, the cost doesn’t increase as your team grows, making it a practical choice for larger teams on a budget.

Full ProofHub review Visit ProofHub

Best project management software for growing teams

Bottom line

Best project management tool for:

Growing teams that want predictable pricing and strong collaboration features.

Not ideal if:

You rely on advanced automations or a large library of third-party integrations.

Biggest advantage:

Flat pricing with unlimited users, plus excellent collaboration and proofing tools.

Main tradeoff:

Automation features and integrations lag behind many competitors.

Why I recommend ProofHub for growing teams

I recommend ProofHub because its pricing becomes more attractive as your team grows. Most project management tools charge per user, so adding new teammates quickly increases your monthly costs. ProofHub keeps pricing predictable by charging a flat monthly fee regardless of team size.

The pricing wouldn’t matter much if the software couldn’t support larger teams, but that wasn’t my experience. I found everything needed to manage projects, collaborate, review files, and share updates from one workspace.

Features like announcements and proofing tools also gave ProofHub an advantage over many competitors I tested. I also appreciated how easy the platform was to learn.

The biggest limitation is automation. ProofHub doesn’t support workflow automations like ClickUp or Monday.com, and its integration library is relatively small. If predictable pricing matters more than advanced automation, though, ProofHub is one of the strongest options I tested.

Standout features

Flat-fee pricing: Add unlimited users on both paid plans without paying extra for every new team member, making costs much easier to predict as your team grows.

Proofing tools: Review PDFs, images, and creative assets by leaving comments directly on files, highlighting specific areas, and approving work without extra software.

Task management: Organize projects with custom fields, recurring tasks, dependencies, custom workflows, labels, and multiple project views.

Team collaboration: Keep conversations organized through chat, comments, file sharing, announcements, and notifications that stay connected to your projects.

Reporting: Generate progress, resource, and project reports in just a few clicks, then export them as PDFs for sharing with your team or stakeholders.

My Key Takeaways After Using ProofHub

What impressed me	Why it made a difference
Flat pricing model	Unlimited users made ProofHub significantly more affordable than per-user alternatives as the team grows.
Excellent proofing tools	Reviewing creative files and collecting feedback happened directly inside the project workspace.
Strong collaboration features	Chat, comments, announcements, and file sharing kept communication organized around project work.
Easy-to-use interface	New projects and team members could be onboarded quickly with very little training.

What I’d improve	Who it could affect
No workflow automation	Teams that automate repetitive processes may find ProofHub too limited.
Limited integrations	Businesses that rely on connecting many third-party tools may outgrow the platform.

Plans & costs

No free plan, only a 14-day free trial
Essential plan: $45/month (annual billing)
Ultimate Control plan: $89/month (annual billing)

Read my full review: ProofHub Review 2026 | A Unique Project Management App

Try ProofHub

Summary: Best project management software in 2026

There are many other excellent project management tools out there. The real question is, how do you choose project management software?

After my long research and continuous testing, I found these as the best project management software in 2026 and tried to categorize them based on use cases. This way, you can select which one fits you.

I hope I was able to find the best project management apps in 2026. As always, I will keep updating this list to ensure it reflects the reality.

Looking for similar tools?

Visit our library of PDF editors to explore other apps we’ve reviewed in this space and how they compare.

See overview

Why you can trust our reviews

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Which is the most popular project management software?

Some of the most popular project management software include Monday.com, ClickUp, Jira, and Zoho Projects. That said, popularity doesn’t always mean it’s the right project management software for you.

After testing more than 30 project management tools, I also found excellent alternatives like SmartSuite, Teamwork.com, Vaiz, and Hive that outperform more established platforms for specific use cases.

Which project management software is best for beginners?

When selecting project management software as a beginner, I’d recommend Monday.com, Vaiz, or Hive.

All three are easy to learn, quick to set up, and don’t require much training before your team can start managing projects.

If you need something more advanced later, ClickUp or SmartSuite offer much greater flexibility, although they come with a steeper learning curve.

What is the best PMO tool?

It depends on the preferences and teams. For example, I would recommend a different project management app for agile software development teams than an agency.

I tried to cover most of the possible use cases with my list of best project management software to ensure you can find the perfect one for you.

Which is the best free project management software?

Small teams or project managers can use Notion, Coda, ClickUp, or SmartSuite’s free plan. While my top free project management software is SmartSuite, all of these solutions include solid free plans.

Aron Kantor

thebusinessdive.com

The post 10 Best Project Management Software I Recommend (500+ Businesses Helped) appeared first on .

Vaiz Review 2026 | Lightweight Done Right

Aron Kantor — Wed, 03 Jun 2026 12:40:07 +0000

There’s no shortage of project management tools promising to be your ‘all-in-one workspace’, and Vaiz is one of them.

It combines project management, docs, collaboration, dashboards, automation, and AI tools inside a single workspace, while trying to stay much simpler and less overwhelming than platforms like ClickUp or Jira.

In this Vaiz review, I tested the tool across multiple real workflows to see how well it actually works in practice, where it stands out, where it still feels limited, and who it’s really a good fit for.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Best for: Small and mid-sized teams looking for a simple all-in-one workspace
Not ideal for: Organizations that need advanced reporting and enterprise-level workflow automation
Biggest strength: Ease of use and fast setup
Biggest weakness: Limited reporting and analytics

Verdict: A well-designed project management platform that combines tasks, docs, collaboration, and automation in one place without the complexity of larger PM tools.
Score: 4.4 / 5

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

Vaiz Review

Project & task management features

Collaboration & teamwork

Automation & workflows

Customization & flexibility

Reporting & analytics

Integrations

User interface

Performance & reliability

Pricing

My experience

Summary

Vaiz is a lightweight project management platform that combines tasks, docs, collaboration, automation, and AI in one workspace. It’s easy to set up, simple to navigate, and offers a good balance between usability and functionality. While reporting and automation are less advanced than in larger PM tools, Vaiz is a strong choice for small and mid-sized teams looking for an all-in-one workspace.

4.4

pros

	Clean and lightweight user interface
	Very easy project and board setup
	Good balance between simplicity and customization
	Strong collaboration features built directly into workflows
	Multiple project views, including Kanban Cards, List, Calendar (newly launched), Milestones, and Gantt
	Good range of integrations
	Easier learning curve than heavier PM tools

cons

	Reporting and dashboards are relatively lightweight
	Automation system is less advanced than larger PM platforms

Try Vaiz

How We Test Project Management Tools

We score every project management tool using this weighted framework based on hands-on testing and real use cases.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of Vaiz

What is Vaiz?

Vaiz brings project management, docs, collaboration, and automation together in one workspace.

Vaiz is a relatively new work management platform that combines project management, documentation, collaboration, automation, and AI tools inside a single workspace.

Positioning itself as a simpler alternative to heavier platforms like Jira, ClickUp, and Asana, the platform is gaining traction among small and mid-sized teams, particularly agencies, development teams, and startups looking for an all-in-one workspace.

How Vaiz performed during testing

My experience with Vaiz was generally very positive, especially when it comes to usability and setup speed. Compared to many project management platforms that require a lot of configuration before becoming usable, Vaiz is much lighter and easier to get started with.

I would say Vaiz sits somewhere between overly simple tools and complex enterprise platforms. It’s more organized and workflow-oriented than Notion, while also being much less overwhelming than platforms like ClickUp or Jira.

That said, reporting and dashboards are relatively basic, and automation is not as advanced as what you get in tools like Monday.com or ClickUp.

While the AI features I tested were primarily focused on documentation and writing assistance, Vaiz also supports Claude MCP integration and is expanding its AI capabilities with a native AI agent currently being rolled out.

Overall, for small and mid-sized teams that want a modern project management platform, but not the complexity of heavier systems, Vaiz is a solid option.

Why Vaiz got a 4.4 / 5 score

Vaiz scored highest in areas like collaboration, usability, and overall workspace experience. The platform is very easy to navigate, and setting up projects, workflows, docs, and dashboards is fast. The positive experience is also reflected in user reviews, with Vaiz maintaining strong ratings across platforms like G2, Trustpilot, Crozdesk, and SoftwareSuggest.

At the same time, some areas are still less developed than what you get with larger PM platforms. Reporting and analytics remain fairly limited, and automations are useful but not as advanced as those offered by tools like ClickUp or Monday.com.

However, Vaiz’s AI capabilities are expanding, with Claude MCP integration and a native agent joining the existing docs assistant.

Who I would recommend Vaiz to

Small and mid-sized teams
Startups and agencies
Teams that want an all-in-one workspace for tasks, docs, and collaboration
Users who find tools like Jira or ClickUp too overwhelming
Content, marketing, and development workflows
Teams looking for a lightweight but structured PM tool

Who Vaiz is probably not for

Large enterprise teams with highly complex workflows
Companies needing advanced reporting and analytics
Teams heavily dependent on advanced automation systems
Organizations looking for mature enterprise-grade AI workflow automation
Organizations that need very mature enterprise ecosystems and integrations

Try Vaiz

Vaiz features overview

To get a better sense of how Vaiz works in practice, I tested its main project management, collaboration, automation, and workspace features across several real workflows.

Project management

Creating projects is straightforward, with multiple templates available for different workflows.

Creating a new project is very simple and only takes a few clicks. The onboarding process is lightweight, and you can start building workflows almost immediately.

After creating a project, you add boards. Vaiz offers multiple templates for different teams and workflows, including marketing, sales, recruitment, development, production, and non-profit teams. There are also framework-based templates for Kanban, Scrum, Waterfall, etc. workflows.

The Cards view makes it easy to organize tasks and track progress across workflow stages.

For users migrating from another platform, Vaiz supports one-click imports from Asana, Jira, Trello, YouTrack, Linear, and Notion (with ClickUp, Monday.com, and Wrike coming soon).

You can also choose a default or empty template if you want to build your own structure from scratch. Another useful option is cloning existing Vaiz boards to reuse workflows.

Once you select a template, you can personalize the board and define which users or groups can access it. After that, you can immediately start organizing tasks and collaborating with your team.

Lastly, Vaiz supports Cards, List, Calendar (newly launched), Milestones, and Gantt views, with Smart List coming soon.

Task management

Tasks include subtasks, milestones, assignments, dependencies, comments, and activity history.

Tasks are easy to create, and once you open one, you get a full task view with the most important fields. You can set a milestone, choose a type, add dates, assign team members, manage blockers and dependencies, and link related work.

The task panel offers a good amount of structure – you can add subtasks, write descriptions, leave comments, and follow the activity history. That makes the system useful for real collaborative work, especially when tasks require context or multiple steps.

Tasks can be quickly moved between workflow stages using drag-and-drop.

Vaiz also includes a good level of flexibility within tasks. You can easily reorganize work, move tasks across boards, convert them into milestones, or manage them through different workflow stages. Combined with activity tracking and task history, the system is capable enough for ongoing project work.

In the Cards view, tasks are easy to scan and move between stages with a simple drag-and-drop workflow. The overall experience is clean and intuitive, and during testing, it was easy to switch between quick task management and more detailed task editing.

Collaboration features

Inviting team members and setting up collaboration takes only a few clicks.

Vaiz puts a strong focus on collaboration throughout the platform, so most teamwork features are built directly into projects, boards, and tasks.

Once you create a board, you can define which users or groups can access it. Inside tasks, team members can leave comments, follow activity history, assign work, and collaborate on subtasks or milestones.

The platform also includes shared dashboards, discussion threads, whiteboards, and project documents, which reinforces Vaiz’s “connected workspace” approach.

Project docs

Project Docs combine documentation, collaboration, and AI assistance inside the same workspace.

Vaiz includes built-in project docs, which are tightly connected to the rest of the workspace, so you can connect documentation with tasks, milestones, and discussions.

The editor itself is clean and easy to use, and it was simple to create structured documents during testing. Vaiz also supports slash commands and collaborative editing features, which make the experience similar to modern workspace tools like Notion or ClickUp Docs.

It works well for internal project documentation, planning, and collaborative workflows.

Dashboards

Dashboards provide a centralized overview of tasks, workloads, and project activity.

To keep track of everything happening across projects and boards, Vaiz also lets you create customizable dashboards. These dashboards work as a centralized overview where you can monitor task progress, project activity, workloads, and ongoing workflows.

Setting them up is fairly simple. You can add different cards and widgets depending on what you want to track, rearrange layouts, and create multiple dashboards for different teams or projects.

However, the reporting experience still feels lighter than what you get on larger platforms like ClickUp or Monday.com. Still, for small and mid-sized teams, the dashboards provide a clean and practical way to monitor projects.

Automation

Vaiz uses a simple “when → then” automation builder for handling repetitive workflow actions.

Once projects and workflows are set up, you can automate repetitive actions through a simple “when → then” automation builder.

You can build automations around task updates, status changes, priorities, due dates, and workflow actions. For example, tasks can automatically move between stages, update progress, or trigger notifications when certain conditions are met.

The system handles practical day-to-day workflow automation well, but it does not yet offer the same depth of multi-step conditions or advanced operational logic found in larger PM tools.

AI assistant

The built-in AI assistant helps with summarizing, rewriting, translating, and organizing content directly inside Project Docs.

On top of its core project management features, Vaiz includes an AI assistant directly in its Project Docs editor, focused on writing, editing, and organizing documentation. Vaiz also offers Claude MCP integration and a native AI agent currently being rolled out, which were outside the scope of this review

Try Vaiz

Integrations

Vaiz offers native integrations with Slack, Zapier, GitHub, GitLab, and other developer tools.

Vaiz covers a solid range of integrations for a project management tool. It offers native connections with Slack and Zapier, plus developer-focused options like GitHub, GitLab, webhooks, a REST API, a Python SDK, and Claude MCP integration.

Through Zapier, Vaiz can also connect to 9,000+ additional apps. It also supports one-click imports from Asana, Jira, Trello, YouTrack, Linear, and Notion, with ClickUp, Monday.com, and Wrike imports coming soon.

Beyond standard app integrations, Vaiz supports embedded tools directly inside documents, including Figma, Miro, Excalidraw, YouTube, Vimeo, Swagger/OpenAPI, GraphQL Editor, Mermaid Chart, and CodeSandbox.

Vaiz user interface

The Home tab gives a clear overview of projects, tasks, documents, and recent activity.

Vaiz has a clean and lightweight interface that is easy to navigate. During testing, it was simple to move between boards, tasks, dashboards, automations, and docs. I also liked the level of customization. You can personalize workflows, boards, dashboards, and project structures quite freely.

Another thing I liked is the Home tab, which gives you a clear overview of recent documents, assigned tasks, favorite items, projects, and quick notes in one place. It makes the workspace more organized and easier to navigate, especially when working across multiple projects.

Vaiz is also preparing an iOS app scheduled to launch in summer 2026, which should make the platform more accessible for teams that rely on mobile project management.

Try Vaiz

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A curated directory of software tools we’ve independently reviewed, with links to full reviews, comparisons, and category guides.

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Vaiz plans and pricing

Vaiz offers a free plan alongside Pro, Premium, and Enterprise options.

Vaiz offers a free plan, three paid tiers, and a generous 30-day free trial.

The free plan supports up to 10 users, and includes 2 GB storage, core project management tools, and 100 automations per month. It’s more than enough for small teams to properly test the platform before upgrading.

The Pro plan removes user limits and automation limits, increases storage to 500 GB, and unlocks unlimited history. It costs $5/user/month with annual billing.

The Premium plan is $9/user/month on a yearly subscription. It adds unlimited storage and priority support.

For larger organizations, Vaiz also offers an Enterprise plan with custom pricing and self-hosted deployment options.

What works well in Vaiz and what could improve

Strengths

Clean and lightweight user interface
Very easy project and board setup
Good balance between simplicity and customization
Strong collaboration features built directly into workflows
Multiple project views, including Kanban Cards, List, Calendar (newly launched), Milestones, and Gantt
Good range of integrations
Easier learning curve than heavier PM tools

Limitations

Reporting and dashboards are relatively lightweight
Automation system is less advanced than larger PM platforms

Vaiz alternatives

While I think Vaiz is an excellent project management software, here are some alternatives you might want to check if you think it is not ideal for you:

App	Best for	Description
ClickUp	Best all-in-one	An easy-to-use AI-powered project management software. Full ClickUp review \| Quick ClickUp overview
Hive	Best for small teams	A project management app for small teams with advanced collaboration and AI features. Full Hive review \| Quick Hive overview
SmartSuite	Best for no-code workflow building	A collaborative work management solution for teams to track and manage workflow. Full SmartSuite review \| Quick SmartSuite overview
Monday.com	Best for visual workflows	An intuitive project management app with advanced features for teams. Full Monday.com review \| Quick Monday.com overview
Taskade	Best lightweight AI tool	An AI-powered workflow and lightweight project management app. Full Taskade review \| Quick Taskade overview
Coda	Best for custom workflows	An all-in-one app that is similar to Notion, however, with more massive project management tools. Full Coda review \| Quick Coda overview
Notion	Best for notes & projects	It provides a centralized workspace where you can organize your thoughts, notes, tasks, projects, and documents in one place. Full Notion review \| Quick Notion overview
Motion	Best for AI scheduling	It is an AI calendar app, but it also works as a project management software. Full Motion review \| Quick Motion overview
Asana	Best for ease of use	A popular and easy-to-use project management tool. Full Asana review \| Quick Asana overview
Teamwork.com	Best for client work	An excellent project management software for client-facing teams. Full Teamwork review \| Quick Teamwork overview
Zoho Projects	Best for structured planning	A structured project management tool designed to help teams plan, track, and deliver projects with clear processes and long-term visibility. Full Zoho Projects review \| Quick Zoho Projects overview
ProofHub	Best for approvals & feedback	A project and team management app with outstanding collaboration, proofing, and customization options. Full ProofHub review \| Quick ProofHub overview
Jira	Best for agile teams	An advanced project management and issue tracking tool, built mainly for agile software and IT teams. Full Jira review \| Quick Jira overview

Final thoughts on Vaiz

As I mentioned at the beginning of this review, Vaiz is one of those ‘all-in-one’, but not too limited and not too complex tools.

After testing the platform, I can definitely see the appeal. It’s especially strong if you want a clean, easy-to-use tool for projects, tasks, docs, collaboration, and basic automation without the learning curve that comes with bigger PM platforms.

Hopefully, this Vaiz review gave you a clearer picture of how the platform works in practice and whether it’s the right fit for your workflow.

Try Vaiz

Looking for similar tools?

Visit our library of PDF editors to explore other apps we’ve reviewed in this space and how they compare.

See overview

Why you can trust our reviews

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is Vaiz free to use?

Yes, Vaiz offers a free plan for up to 10 users. It includes core project management features, 2 GB of storage, and limited automations, which is enough for small teams to test the platform properly before upgrading.

What is Vaiz best used for?

Vaiz works best for collaborative workflows that combine project management, documentation, and team communication inside one workspace. It’s especially well-suited for startups, agencies, content teams, and small to mid-sized businesses.

Is Vaiz better than ClickUp?

That depends on what you need. Vaiz is simpler, easier to navigate, and much faster to set up, which makes it a strong fit for smaller teams or users who prefer a cleaner workspace. ClickUp offers more depth in automation, reporting, and enterprise workflows, but comes with a steeper learning curve.

Aron Kantor

thebusinessdive.com

The post Vaiz Review 2026 | Lightweight Done Right appeared first on .

Brutal Honest Jira Review 2026 | Before You Use It

Aron Kantor — Thu, 23 Apr 2026 12:40:03 +0000

Jira is one of the most popular project management apps, but is it worth it these days? After testing 20+ project management apps, I will answer this question shortly.

Stay here, because in this brutally honest Jira review, I will share insights from 3 years of experience in testing project management software and help you decide whether this app is for you or if you should look elsewhere.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Best for: Software, IT, and agile teams needing deep customization and issue tracking
Not ideal for: Small teams or non-technical users looking for simplicity
Biggest strength: Unmatched customization and powerful workflows
Biggest weakness: Steep learning curve and complexity

Verdict: Jira is one of the most powerful project management tools on the market, especially for software teams, but its complexity makes it overkill for most general use cases.
Score: 4.3 / 5

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

Jira

Review

Project & task management features

Collaboration & teamwork

Automation & workflows

Customization & flexibility

Reporting & analytics

Integrations

User interface

Performance & reliability

Pricing

My experience

Summary

Jira is a project management and issue tracking tool developed by Atlassian. It was primarily designed for agile project management and is particularly effective for software and IT teams. Nonetheless, its extensive feature set can be daunting and overwhelming for beginners and teams that need a simple project management app.

4.3

pros

	Numerous customization options
	You can connect it with numerous third-party apps through its marketplace
	Advanced AI features
	Solid free plan
	Ideal for software, IT, and tech-heavy teams
	Native integrations with developer tools (Bitbucket, GitHub)

cons

	Extremely long learning curve
	You need to buy the Jira service management and Confluence separately
	Not ideal for individuals or small teams looking for a simple solution
	The space-focused approach, instead of project focus, might be confusing first

Try Jira

How We Test Project Management Tools

We score every project management tool using this weighted framework based on hands-on testing and real use cases.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of Jira

What is Jira?

Jira is a project management and issue tracking tool developed by Atlassian. It was primarily designed for agile project management and is particularly effective for software and IT teams.

Jira offers agile boards (Scrum/Kanban), reporting, and customized workflows to visualize work progress and track projects.

It’s integrated with Confluence, which is a cloud-based team workspace and knowledge management tool ideal for creation, collaboration, and organization.

While this Jira review will mainly focus on the project management features, I will also cover and share my thoughts about Confluence.

My experience with Jira

Jira is a powerful and robust project and issue tracking software developed for larger businesses. Its features are mostly useful for technical teams requiring traceable workflows and in-depth reporting. For example, software development businesses, IT DevOps, or tech-heavy teams.

In terms of customization options, Jira is outstanding. You can customize workflows, issue types, custom fields, and a wide range of automations to help reduce repetitive tasks.

Nonetheless, this extensive feature set, options, and space-focused approach can be daunting and overwhelming for beginners.

Most of the teams I talk with require a simple project management app for tracking tasks and projects and collaborating. For those, Jira is an “overkill” app. The time it takes to master it simply does not make sense to them.

Based on my experience during my Jira review, it is an ideal project management app for teams above 100 users and/or those working in a tech-heavy industry.

Why Jira got a 4.3 / 5 score

Jira scored highly because of its exceptional depth in features and customization. It performed near the top across most categories compared to other project management apps we have tested.

However, it didn’t achieve a higher score for a few key reasons.

First, reporting—while solid—is not as intuitive or accessible as in some competing tools, especially for non-technical users. Extracting insights often requires more setup and familiarity with the system.

Second, and more importantly, Jira’s user experience significantly impacts usability. The platform has a steep learning curve, and its structure (like the “spaces” approach) can feel confusing at first.

Even though the interface looks clean, the sheer number of features and configuration options makes it overwhelming, especially for new users or non-technical teams.

Who Jira is a good fit for

Software development, IT, and DevOps teams using Agile, Scrum, or Kanban methodologies
Medium to large teams (especially 100+ users) managing complex workflows
Teams that need advanced issue tracking and highly customizable workflows
Teams that want deep integrations with developer tools like GitHub or Bitbucket
Businesses that rely on automation, structured processes, and traceability
Technical teams that can spend time learning and customizing the system

Who Jira is not ideal for

Small teams or individuals looking for a simple, easy-to-use project management tool
Non-technical users who don’t want to deal with a steep learning curve
Teams needing a quick setup with minimal configuration
If you prefer visual, intuitive tools like Monday or Asana
Users who want an all-in-one solution without extra paid add-ons (e.g., Confluence, Service Management)
Teams managing straightforward projects where Jira would feel like overkill

Try Jira

Jira’s key features

Here, I collected the tools I tried during my Jira review.

Homepage

Jira’s dashboard provides a quick look at the recent spaces showing open queries, tasks, and ideas, depending on the type of space.

If you scroll down, you will access the outstanding tasks for today, assigned and viewed tasks, starred spaces, and boards. Unfortunately, I missed the option to customize this page with widgets, for example, showing the timeline view of one of my most urgent projects or a calendar.

Try Jira

Project management

If you are looking for projects in Jira, you’re not going to find them, at least in this way. Instead of projects, Jira uses spaces to better represent the workflows as flexible, ongoing work containers rather than just time-bound projects.

When creating spaces, you can choose from numerous templates for software development, marketing, finance, product management, and more. It takes 30-40 seconds, and Jira will add it to your workspace.

You can visualize project lists, boards, calendars, and timeline views. However, your space (i.e., project) can include way more views and functions, such as goals, backlog, security, etc. You can add these to the navigation panel with a click.

Inside your spaces, you can add further views to give you a picture of your project from a different angle. You have numerous options here, and if you used a template, Jira will pre-fill your space with relevant view options, and you only need to change the parameters.

Task and issue tracking

In your spaces, you can create tasks with a few clicks. But the tasks can be different work types, like a feature, an epic, or a simple task. You can customize and add work types to your workflows.

In contrast to the homepage, Jira provides many customization options here. You have full control over what the fields should include. That said, you can add labels, URLs, tracked time, and many other options.

With this feature, you can easily track issues with customizable fields, types, and workflows that match your team’s processes. It allows you to map issues through stages (e.g., To Do, In Progress, Done) and prioritize to efficiently manage issues.

When creating tasks, you only need to type the name, add an assignee, and a due date, and you are good to go. If you click on your task, you can create sub-tasks and link to other work items.

Nevertheless, there are numerous other smaller tools you can use for your tasks. You can move them, add flags, votes, clone them, add to a parent, and export.

Overall, Jira has one of the most robust task and bug tracking features I have tried so far. It not only offers many functions, but you can further customize them to design them for your workflows.

Service management

Using Jira Service Management, you can receive, track, manage, and resolve requests from your team’s customers. It allows them to share requests via email, help centers, and an embeddable widget. With this tool, you can categorize requests, issues, and changes and prioritize them in one place.

Jira Service Management enables Customer Satisfaction (CSAT) surveys to collect feedback trends upon ticket resolution.

Just a heads-up: It’s a separate Atlassian product that requires an additional fee to use it. However, Jira Service Management offers a free tier for up to three agents, allowing users to try the product at no cost.

Team collaboration features

With Jira, you can share spaces and assign tasks to your team members. When you click on the task, you can add comments, mention others, share files, and set up automatic notifications. In addition to assigning tasks to your team members, you can assign them to teams as well.

In your task, you will access the activity history and work log if your team members used time tracking. Furthermore, you can also see team members editing in real-time, with instant updates on issues to avoid duplicate work.

When it comes to the team collaboration features, we also need to cover Confluence. Scroll down, because in the next step of this Jira review, I will guide you through Confluence and what it can offer.

Try Jira

Confluence

Confluence works as a collaborative knowledge base and documentation hub. It lets you create, share, and organize team knowledge, documents, and meeting notes. So, essentially, it works like a Wiki for your business.

You can create folders to organize content and share them with your team members, but you can keep them private as well. Confluence allows you to add pages, whiteboards, databases, live docs, and more.

It uses a block-based text editor similar to Notion, and you can place headings, pictures, pie charts, links, and many other items in your document.

Confluence is a different product of Atlassian, so even if you use the paid version of Jira, you need to buy Confluence to use it. Nevertheless, up to 10 users can use its basic functionalities for free.

AI features

Jira has numerous built-in AI features across the platform. When clicking on a task, just hit the “Improve Task” and you can improve the description, summarize comments, and more. Furthermore, you can use natural language for searching, and Jira uses AI to find the tasks you need.

Jira also offers a feature called Rovo. It is an AI-powered assistant designed to accelerate workflows, accessing all the Atlassian tools and third-party integrations. You can use it for finding tasks, creating content, or asking for definitions of acronyms and company jargon.

Moreover, with Rovo, you can create AI agents to organize work, automate, write content, prepare OKRs, and more. Based on my experience during Jira review, I found such AI agents useful and helped to avoid switching to ChatGPT when a bit of AI assistance is needed.

Automations

Jira lets you use automations to avoid repetitive manual tasks. For this, the Jira software uses rules. Rules are automations you define in an “If This, Then That” format. Each rule has these elements:

When: add a trigger
If: add a condition
For each: add a branch
Then: add an action

You can create quite complex automations that include up to 65 components.

Ultimately, you can create powerful automations with Jira. Again, its capacity for components, plus its massive customization options, make it a robust project management app for automations.

Jira’s integrations

To further improve your experience with Jira software, you can add further apps from the marketplace. Jira has a large app marketplace that allows for extensive integrations with third-party tools. For example, you can download apps for time tracking, creating timesheets, script running, and more.

It supports 1,000 integrations, which you can access through the Atlassian Marketplace. You can filter by pricing, category, use cases, and trust signals to find the ideal apps more easily.

Jira’s user interface

During my Jira review, I discovered that it has a good-looking user interface. You can easily switch between the Atlassian apps and access your spaces fast.

Nevertheless, despite its user interface, Jira is a complex app with a very long learning curve. It’s packed with features, integrations, and customization options, which will take time to learn.

Furthermore, in contrast to other project management apps, Jira utilizes spaces, which makes it even more difficult for beginners to use this app.

Explore our Apps directory

A curated directory of software tools we’ve independently reviewed, with links to full reviews, comparisons, and category guides.

Explore Apps directory

Jira’s pricing

Jira has a free plan and three paid plans. If you need Jira Service Management or Confluence, you need to purchase them separately.

Jira offers a 7-day free trial for its paid plans, which can be extended to 30 days upon request.

Let’s break down the pricing plans of Jira!

Free plan

Jira’s free version includes unlimited goals, projects, tasks, and forms. Also, you will access backlog, list, board, timeline, calendar, and summary views.

Furthermore, you can use the reports and dashboards, and get 100 automations per month and 2 GB storage. You can utilize the Free plan up to 10 users, which is quite good.

To summarize, Jira has a solid free version ideal for smaller teams. However, it can be an “overkill” for small teams in the sense that this project management app is very complex and full of features. Even though it is an ideal free option, if you are looking for a simple solution, Jira is not ideal for you.

Standard plan

Jira offers a Standard plan for $9.05 per user per month with monthly billing. Besides the features in the Free version, it covers Rovo, user roles and permissions, external collaboration features, multi-region data residency, 1,700 automations per month, and 250 GB storage.

The Standard plan for Jira provides access to customer support via a ticket system during business hours.

It’s recommended for mid-sized businesses. Overall, it has decent pricing, although it would be great if it had a higher automation limit.

Premium plan

Jira’s Premium plan is $18.30 per user per month if choosing the monthly billing. It includes everything in the Standard plan, plus cross-team planning, customizable approval and onboarding, 1,000 automations per user per month, and unlimited storage. The Premium plan for Jira offers 24/7 ticket support for critical issues only.

It was developed for mid-sized and large businesses. After testing numerous project management apps, Jira’s Premium plan’s price tag is okay. However, it has some hidden costs, especially if you start integrating it with third-party apps or want to use Confluence as well.

Enterprise plan

Jira’s Enterprise plan pricing is available when you enter 801 or more users. They offer customized pricing here. Jira’s Enterprise plan includes 24/7 support for all issues.

Try Jira

Pros and cons I discovered during my Jira review

Let’s summarize the pros and cons I found during my Jira review!

Pros of Jira

Numerous customization options
You can connect it with numerous third-party apps through its marketplace
Advanced AI features
Solid free plan
Ideal for software, IT, and tech-heavy teams
Native integrations with developer tools (Bitbucket, GitHub)

Cons of Jira

Extremely long learning curve
You need to buy the Jira service management and Confluence separately
Not ideal for individuals or small teams looking for a simple solution
The space-focused approach, instead of project focus, might be confusing at first

Jira alternatives

Here are some alternatives to Jira if you think it is not right for you.

App	Best for	Description
Hive	Best for small teams	A project management app for small teams with advanced collaboration and AI features. Full Hive review \| Quick Hive overview
SmartSuite	Best for no-code workflow building	A collaborative work management solution for teams to track and manage workflow. Full SmartSuite review \| Quick SmartSuite overview
Monday.com	Best for visual workflows	An intuitive project management app with advanced features for teams. Full Monday.com review \| Quick Monday.com overview
Teamwork.com	Best for client work	An excellent project management software for client-facing teams. Full Teamwork review \| Quick Teamwork overview
Motion	Best for AI scheduling	It is an AI calendar app, but it also works as a project management software. Full Motion review \| Quick Motion overview
Coda	Best for custom workflows	An all-in-one app that is similar to Notion, however, with more massive project management tools. Full Coda review \| Quick Coda overview
Asana	Best for ease of use	A popular and easy-to-use project management tool. Full Asana review \| Quick Asana overview
ClickUp	Best all-in-one	An easy-to-use AI-powered project management software. Full ClickUp review \| Quick ClickUp overview
Notion	Best for notes & projects	It provides a centralized workspace where you can organize your thoughts, notes, tasks, projects, and documents in one place. Full Notion review \| Quick Notion overview
ProofHub	Best for approvals & feedback	A project and team management app with outstanding collaboration, proofing, and customization options. Full ProofHub review \| Quick ProofHub overview
Taskade	Best lightweight AI tool	An AI-powered workflow and lightweight project management app. Full Taskade review \| Quick Taskade overview
Zoho Projects	Best for structured planning	A structured project management tool designed to help teams plan, track, and deliver projects with clear processes and long-term visibility. Full Zoho Projects review \| Quick Zoho Projects overview
Vaiz	Best lightweight all-in-one	A lightweight project management platform that combines tasks, docs, collaboration, automation, and AI in one workspace. Full Vaiz review \| Quick Vaiz overview

Wrap-up: Jira review

Jira is an excellent project management app if you are running software development or similar projects, and use Agile or Scrum methodology. While it provides a ton of value for software and larger teams, it’s not a good fit for most other use cases.

It is complex, has a steep learning curve, and is overkill for simple project management and collaboration.

Looking for similar tools?

Visit the link to explore other apps we’ve reviewed in this space and how they compare.

See overview

Hope I was able to help you find the best project management app for you. As always, I will update this Jira review over time so you guys have up-to-date information about this project management software.

Try Jira

Why you can trust our reviews

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Who is Jira’s biggest competitor?

Besides the popular project management apps like Asana, Monday, or ClickUp, which are better for more use cases, I found Nulab Backlog as one of the biggest competitors of Jira.

In addition to Nulab Backlog, Linear, and GitLab are also great choices for software teams.

Is Jira free or paid?

Jira’s free version includes unlimited goals, projects, tasks, and forms. Also, you will access backlog, list, board, timeline, calendar, and summary views.

If you have a team bigger than 10 users and want to access advanced features, you need to purchase one of the paid plans.

Is Jira still popular?

Jira was among the first project management apps developed for software development and agile teams. Currently, it has over 300,000 customers, and in 2026, it is still the most popular project management app for software development.

Why is Jira so difficult?

Jira provides an extensive feature set with high customization. Therefore, finding all the key features and mastering Jira’s functions takes a lot of time.

Aron Kantor

thebusinessdive.com

The post Brutal Honest Jira Review 2026 | Before You Use It appeared first on .

Zoho Projects Review: My Honest Experience (2026)

Jovana Simić — Thu, 23 Apr 2026 12:34:53 +0000

Most project management tools focus on tasks, while Zoho Projects focuses on how projects fit into the rest of your business. Instead of treating projects as isolated workspaces, Zoho Projects is built to connect project work with sales, finance, and customer support.

So, the overall idea sounds exciting.

But how does it actually deliver in real life?

In this Zoho Projects review, I will share my honest experience on how it fits into our business workflows, what features it offers, its pricing model, and its pros and cons.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Best for: Teams that need structured project management with strong reporting and business integrations
Not ideal for: Users who prefer highly visual or flexible workflows
Biggest strength: Deep ecosystem integration and advanced reporting
Biggest weakness: Less flexibility and a more traditional interface

Verdict: Zoho Projects is a powerful and structured project management tool that excels in planning, reporting, and business integration, making it ideal for process-driven teams, but less appealing for users who want flexibility or modern UI.
Score: 4.3 / 5

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

Zoho Projects

Review

Project & task management features

Collaboration & teamwork

Automation & workflows

Customization & flexibility

Reporting & analytics

Integrations

User interface

Performance & reliability

Pricing

My experience

Summary

Zoho Projects is a structured project management tool designed to help teams plan, track, and deliver projects with clear processes and long-term visibility. It offers strong planning tools, built-in time tracking, reporting, and automation, especially when used within the Zoho ecosystem, but its more traditional interface and limited visual flexibility mean it will appeal most to teams that value structure and predictability over heavy customization.

4.3

pros

	Strong project planning and task structure
	Powerful automation and custom workflows
	Built-in time tracking and timesheets
	Detailed reports and workload management
	Clear roles and permission controls
	Strong ecosystem integrations
	Competitive pricing with a usable free plan

cons

	No native desktop app
	More customization options would be great

Try Zoho Projects

How We Test Project Management Tools

We score every project management tool using this weighted framework based on hands-on testing and real use cases.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of Zoho Projects

What is Zoho Projects?

To understand Zoho Projects, it helps to first look at the company behind it.

Zoho is a global software company that builds cloud-based business tools across sales, finance, customer support, marketing, analytics, and operations. Rather than offering isolated products, Zoho focuses on building a connected ecosystem where tools are designed to work together.

The company is best known for Zoho CRM, which acts as the foundation of the Zoho ecosystem. CRM plays a central role, with other tools naturally extending into areas like project delivery, billing, and customer support.

Zoho Projects is Zoho’s project management tool within this ecosystem. It is designed to help teams plan work, organize projects and milestones, track time, and create task dependencies, while staying closely connected to other business functions.

My experience with Zoho Projects

While Zoho Projects has a learning curve, especially when setting up advanced features, it is worth it in the end, as it significantly improves the overall user experience and efficiency.

One thing that helped a lot in my workflow was the Chrome extension, which kept Zoho Projects easily accessible at all times. I also found the Gmail add-on genuinely useful. Being able to turn emails into tasks with a single click made it much easier to capture work without breaking focus.

Moreover, I discovered that when reviewing Zoho projects, it is designed to be scalable and customizable to meet the unique needs of different organizations.

My biggest frustration is that Zoho Projects still does not have a native desktop app, and that it doesn’t offer extensive customization options.

Overall, Zoho Projects feels reliable and capable, especially for complex or recurring projects. While the interface is traditional and there is limited visual flexibility, it is a top project management software for structured workflows.

Why Zoho Projects got a 4.3 / 5 score

Zoho Projects outperformed numerous project management apps we have tested in terms of integrations (Zoho ecosystem), reporting depth (workload reports, time log reports, etc. ), and project and task management features.

Where Zoho Projects lost points is in the level of customization options offered (3/5). Compared to other project management software such as ClickUp or Monday, Zoho Projects offers fewer personalization options.

Who Zoho Projects is a good fit for

Teams that need structured, process-driven project management with clear hierarchies
Businesses already using the Zoho ecosystem (CRM, Books, Invoice, etc.) and want everything connected
Project managers who rely on advanced reporting, time tracking, and workload management
Teams that value predictability, scalability, and long-term organization over flexibility
Companies that need strong role-based permissions and control over workflows

Who Zoho Projects is not ideal for

Users who prefer highly visual tools
Teams looking for maximum flexibility and deep customization
Users who prioritize a modern, highly polished UI over functionality
Those who need a native desktop app
Teams that prefer creative or unstructured workflows

Key features

Now, let’s take a closer look at Zoho Projects’ key features!

Dashboard

In Zoho Projects, the dashboard lives inside the Home tab and is split into two views: Personal and Portfolio.

The Personal view focuses on individual work. It shows your tasks, phases, issues, time logs, items due today, and overdue work across all projects.

The Portfolio view provides a higher-level overview of projects. Here, you can see reports such as Project Status, Project Ownership, Project Groups, customer-related reports, and a yearly timeline summary. This view is more about understanding overall project health than managing individual tasks.

Overall, the Home dashboard feels practical and easy to work with. It does a good job of supporting both daily execution and project-level oversight.

Reports and project insights

The reports section gives you a much clearer picture of what is happening across projects, teams, and time.

You can switch between different types of reports, such as Workload Reports, Planned vs Actual, Time Log Reports, and Custom Reports, depending on what you want to analyze.

I found this structure intuitive because it mirrors how project managers usually think about work: who is overloaded, how plans compare to reality, and where time is actually going.

The workload reports are especially useful. Using Zoho Projects’ features lets you view capacity by task owner and time period, and you can switch to a heatmap view to quickly spot overloads or gaps.

Ultimately, this makes it easier to adjust assignments.

Project planning and task structure

At its core, Zoho Projects uses a clear project hierarchy built around projects, milestones, task lists, tasks, and dependencies.

Creating a new project is simple. When you add one, you can either start from scratch or choose from a wide range of ready-made project templates, depending on how much structure you want upfront.

What I really liked here is the way Zoho Projects supports this structure with a large library of premade templates.

Instead of limiting project templates to software or marketing workflows, Zoho offers templates across many different areas, including construction, manufacturing, HR, events, SEO, product launches, and even more practical use cases like wedding planning, travel planning, and vehicle inspections.

I found this surprisingly useful. These templates feel less abstract than what many PM tools offer and more grounded in real-world processes.

Each template comes with predefined tasks and phases, which makes it easy to get started quickly, while still allowing full customization. Of course, you can also create your own templates from scratch.

Compared to other project management apps like ClickUp, Asana, or Monday, Zoho Projects puts more emphasis on industry-specific and process-driven templates rather than flexible visual setups. That makes templates feel more practical, especially for teams that value structure over experimentation.

Once a project is set up this way, it also becomes much easier to automate workflows and manage timelines later on.

Try Zoho Projects

Automation and custom workflows

Zoho Projects provides practical customization where it counts, enough to make the tool fit your workflow. You can add custom fields, adjust task statuses, create your own views, reuse templates, and set up simple no-code automations.

On the automation side, Zoho Projects offers a dedicated set of tools for building workflows around that structure. You can create workflow rules triggered by user actions or by date and time, automate status updates, assignments, notifications, and approvals, and manage everything from a single place.

There are also additional automation options like task blueprints, email alerts, and approval flows.

If you are used to some Zoho Projects competitors, such as ClickUp or Monday, where you can redesign almost everything and build very specific setups, Zoho Projects will feel more structured and a bit less flexible.

That said, this can actually be a good thing. Zoho Projects keeps a clear and consistent structure, so you spend less time configuring and more time actually managing work.

It is easy to get started, easy to explain to new team members, and easier to keep organized over time. The trade-off is that it is not the best choice if you want highly customized layouts or very specific workflows.

Built-in time tracking and timesheets

Time tracking is not an afterthought in Zoho Projects. The platform supports timers, manual time entries, weekly timesheets, and timesheet approvals, which is a big deal if you bill clients or need clean internal reporting.

One small thing worth mentioning is that the timer is not immediately front and center. It is there and works reliably, but you may need a moment to notice it when you first start using the tool. Once you do, it works without any issues.

Zoho Projects also makes a clear distinction between billable and non-billable time, and timesheets can go through an approval flow before being finalized. This is something many teams end up solving with third-party tools in other project management platforms.

I discovered that during my Zoho Projects review, teams using other project management apps often rely on external time tracking integrations to achieve the same level of control and reporting as I had with Zoho Projects.

Gantt charts and project timelines

Zoho Projects has a solid Gantt experience that goes beyond a basic timeline view. You can work with task dependencies directly inside the Gantt chart and define how tasks relate to each other, which makes planning more realistic from the start.

What I found useful is that the Gantt view actually feels central to project planning. You can see how tasks shift when timelines change, track progress against the original plan, and quickly spot delays or bottlenecks.

Tools like Asana also support dependencies on their Timeline view, but Zoho Projects feels more oriented toward classic project planning, where tracking planned versus actual progress is part of everyday project management rather than an advanced feature.

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Resource and workload management

After reading some user reports, I found that in the course of my Zoho Projects review, this is one of the most underrated features. The platform includes dedicated workload and resource utilization views that help you see who is overloaded and who still has capacity, using clear visual indicators like bars and heatmap-style reports.

What I liked here is that workload planning feels like a built-in part of the tool, not something you have to assemble yourself through dashboards or extra reports. You can quickly understand how work is distributed across the team and adjust assignments accordingly.

This feature matters most for project managers, agencies, and service teams where capacity planning is a daily concern and where knowing who can take on more work is just as important as knowing what tasks are due next.

Collaboration and team communication

Zoho Projects includes built-in collaboration features such as task comments, mentions, file attachments, activity feeds, and a dedicated Chat section for team conversations. This covers most everyday communication needs without relying on external tools.

What stood out to me during my Zoho Projects review is that collaboration is still primarily anchored to work items. While built-in chat exists as a separate space, most discussions naturally happen around tasks, phases, or issues, which makes conversations easier to follow later and keeps context intact.

Compared to chat-first platforms like ClickUp or Notion, collaboration in Zoho Projects feels more structured and work-focused. It works best for teams that prefer communication to support project execution, rather than replace task-based workflows with constant real-time chat.

Roles and user permissions

Zoho Projects supports role-based access control with clearly defined roles such as Administrator, Manager, Employee, and Contractor. These roles are tied to profiles that determine what each user can see, edit, or manage across projects.

This feature becomes especially important if you work with external collaborators, freelancers, or clients. You can give people access only to the parts of a project they actually need, without exposing internal discussions, budgets, or sensitive information.

Many lighter project management tools offer basic permission settings, but Zoho Projects takes a more business-oriented approach. It is designed for teams that need clear boundaries and accountability, not just internal collaboration.

For agencies and service teams, this level of control can make day-to-day project management much easier to maintain.

Zoho Projects user interface

The user interface in Zoho Projects feels clean and structured, with a clear focus on functionality. Navigation is consistent, and once you understand where things live, it is easy to move around.

That said, the UI is not the most modern or visually flexible on the market. Compared to tools like ClickUp or Monday, it feels more traditional and a bit conservative. I see this as a trade-off that works in Zoho’s favor if you value clarity and predictability over heavy customization or pretty design.

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Zoho Projects integrations

Integrations are one of the strongest parts of Zoho Projects, especially if you are already using other Zoho tools. The platform is designed to work as part of a larger ecosystem, which makes it easier to connect project work with sales, support, finance, and internal operations.

What stood out to me is that these integrations feel built in rather than bolted on. You are not just syncing data, but actually extending workflows across tools.

For example, the integration with Zoho Books and Zoho Invoice allows users to manage project budgets and invoicing directly within Zoho Projects. Also, the integrations with Zoho’s CRM allow for automatic task creation based on customer interactions, improving project tracking.

Furthermore, Zoho Projects can connect with third-party tools like Google Drive, Microsoft Office, and Slack to streamline project management.

There are also integrations with Google and Microsoft apps for calendars, email, and documents, but the real value shows if you plan to work inside the Zoho ecosystem rather than mixing many unrelated tools.

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Zoho Projects pricing plans

Zoho Projects offers one of the more flexible pricing structures in the project management space, with a usable free plan and several paid tiers that scale gradually as teams grow. In addition to the free plan, Zoho Projects also offers a 15-day free trial on paid plans.

The Free plan supports up to five users and three projects. While it supports only basic issue tracking and reporting features, and only includes 5GB of cloud storage, it is a decent option for small teams or for testing the tool long-term.

Paid plans start with Premium, at €4 per user per month when billed annually, and unlock unlimited projects, custom views and statuses, time tracking, task blueprints, and workflow automation. For many teams, this tier already covers most core project management needs.

The Enterprise and Ultimate plans are aimed at larger or more process-driven teams. These tiers add advanced permissions, higher automation limits, resource management features, portfolio-level dashboards, and enterprise-grade security options like SSO and sandbox environments.

There is also a Projects Plus option for organizations that want Zoho Projects bundled with other Zoho apps. It is a combination of four applications – Zoho Projects, Zoho Sprints, Zoho Workdrive, and Zoho Analytics.

Overall, I found Zoho Projects’ pricing fair, and the Premium and Enterprise plans seem especially an affordable solution compared to other software.

Try Zoho Projects

My experience with Zoho Projects

After spending time with Zoho Projects, my overall impression is that this is a genuinely serious project management tool. It is clearly built for teams that care about structure, process, and long-term project visibility.

While Zoho Projects has a learning curve, especially when setting up advanced features, it is worth it in the end, as it significantly improves the overall user experience and efficiency.

My biggest frustration is that Zoho Projects still does not have a native desktop app.

That said, there are a few solid workarounds that make daily use much more comfortable. On Microsoft Edge, you can open Zoho Projects, click the three dots in the top right corner, go to More tools, then Apps, and choose Install this site as an app.

It still runs in the background as a web app, but it gives you a proper desktop-app feel. You can do something similar in Chrome by clicking the three dots, going to Cast, save, and share, and choosing Install page as app.

Another thing that helped a lot in my workflow was the Chrome extension, which kept Zoho Projects easily accessible at all times. I also found the Gmail add-on genuinely useful. Being able to turn emails into tasks with a single click made it much easier to capture work without breaking focus.

Moreover, I discovered that when reviewing Zoho projects, it is designed to be scalable and customizable to meet the unique needs of different organizations. So, if your business grows, Zoho Projects can grow with you.

Overall, Zoho Projects feels reliable and capable, especially for complex or recurring projects. While I would still love to see a native desktop app in the future, the available workarounds make it easy to live with the web version in the meantime.

Pros and cons I found during my Zoho Projects review

Here, I show you the pros and cons I discovered throughout my Zoho Projects review.

Pros of Zoho Projects

Strong project planning and task structure
Powerful automation and custom workflows
Built-in time tracking and timesheets
Detailed reports and workload management
Clear roles and permission controls
Strong ecosystem integrations
Competitive pricing with a usable free plan

Cons of Zoho Projects

No native desktop app
More customization options would be great

Zoho Projects alternatives

Here are some alternatives to Zoho Projects if you think it is not right for you.

App	Best for	Description
Hive	Best for small teams	A project management app for small teams with advanced collaboration and AI features. Full Hive review \| Quick Hive overview
SmartSuite	Best for no-code workflow building	A collaborative work management solution for teams to track and manage workflow. Full SmartSuite review \| Quick SmartSuite overview
Monday.com	Best for visual workflows	An intuitive project management app with advanced features for teams. Full Monday.com review \| Quick Monday.com overview
Teamwork.com	Best for client work	An excellent project management software for client-facing teams. Full Teamwork review \| Quick Teamwork overview
Motion	Best for AI scheduling	It is an AI calendar app, but it also works as a project management software. Full Motion review \| Quick Motion overview
Coda	Best for custom workflows	An all-in-one app that is similar to Notion, however, with more massive project management tools. Full Coda review \| Quick Coda overview
Asana	Best for ease of use	A popular and easy-to-use project management tool. Full Asana review \| Quick Asana overview
ClickUp	Best all-in-one	An easy-to-use AI-powered project management software. Full ClickUp review \| Quick ClickUp overview
Notion	Best for notes & projects	It provides a centralized workspace where you can organize your thoughts, notes, tasks, projects, and documents in one place. Full Notion review \| Quick Notion overview
ProofHub	Best for approvals & feedback	A project and team management app with outstanding collaboration, proofing, and customization options. Full ProofHub review \| Quick ProofHub overview
Taskade	Best lightweight AI tool	An AI-powered workflow and lightweight project management app. Full Taskade review \| Quick Taskade overview
Jira	Best for agile teams	An advanced project management and issue tracking tool, built mainly for agile software and IT teams. Full Jira review \| Quick Jira overview
Vaiz	Best lightweight all-in-one	A lightweight project management platform that combines tasks, docs, collaboration, automation, and AI in one workspace. Full Vaiz review \| Quick Vaiz overview

Wrap up: Zoho Projects review

Zoho Projects is a strong choice if you are looking for a serious, structured project management tool. It shines in areas like planning, automation, reporting, and resource management, and it feels especially well-suited for teams that run repeatable, process-driven projects.

The tight integration with the broader Zoho ecosystem is a major advantage if you already use Zoho tools or plan to build a connected business stack. As for the pricing aspect, Zoho Projects is affordable for small businesses, making it accessible even for cash-strapped organizations.

Try Zoho Projects

As always, I will update this Zoho Projects review over time so you guys have the latest information on this project management software.

Looking for similar tools?

Visit the link to explore other apps we’ve reviewed in this space and how they compare.

See overview

Why you can trust our reviews

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

What are Zoho Projects?

Zoho Projects is a cloud-based project management app designed for managing projects, tasks, timelines, and teams in one place.

Zoho Projects lets project managers create a new project, assign multiple team members, manage task dependencies, track time, and monitor progress using tools like Gantt charts and reports.

It works especially well when handling multiple projects as part of the broader Zoho ecosystem.

Is Zoho Projects free?

Yes, Zoho Projects offers a free plan that supports up to five users and three projects, making it a solid free version for small teams or first-time users.

The free plan includes core features like task management, basic time tracking, and limited storage space. Paid plans unlock advanced features such as workflow rules, detailed reports, single sign-on, premium support, and higher limits, with options available on an annual or monthly basis.

Is Zoho a CRM or ERP?

Zoho is best described as a full business software ecosystem rather than just a CRM or ERP. While Zoho CRM is one of its most popular products, Zoho also offers ERP-style tools through apps like Zoho Books, Zoho Analytics, and other Zoho apps that cover finance, operations, and analytics.

That said, Zoho Projects fits into this ecosystem by connecting project work with broader business workflows.

Is Zoho Projects any good?

Zoho Projects is a strong choice for teams that need structured project management with built-in time tracking, Gantt chart views, and solid reporting.

It is especially useful for project managers and service teams that track time, manage project tasks, and rely on task status, dependencies, and timely delivery. While it may feel limited compared to highly visual tools, it offers reliable core features at competitive pricing.

Jovana Simić

Hey! I’m Jovana, a content writer who loves writing, researching, and testing new productivity apps. With a background in philosophy, I bring a thoughtful but no-bullshit approach to everything I do. Let’s connect on Linkedin!

The post Zoho Projects Review: My Honest Experience (2026) appeared first on .

ProofHub Review 2026 | A Unique Project Management App

Aron Kantor — Thu, 23 Apr 2026 12:31:02 +0000

ProofHub is a popular project management app with a fixed fee pricing model that is pretty unique in this space. How unique is this?

After testing 20+ project management software recently, this is the first time I’ve seen this pricing model.

But I wanted to take a closer look at this project management software to see how it stacks up against the most popular competitors like Asana or ClickUp.

In this ProofHub review, I will cover the key features I tried, pricing, pros and cons, and, ultimately, my experience with this app.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Best for: Teams looking for an easy-to-use project management tool with predictable pricing
Not ideal for: Users who need advanced automation or deep integrations
Biggest strength: Flat pricing model and strong collaboration features
Biggest weakness: Lack of automation and limited integrations

Verdict: ProofHub is a well-balanced and user-friendly project management tool with one of the most attractive pricing models, but it falls behind more advanced tools in automation and integrations.
Score: 4 / 5

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

ProofHub

Review

Project & task management features

Collaboration & teamwork

Automation & workflows

Customization & flexibility

Reporting & analytics

Integrations

User interface

Performance & reliability

Pricing

My experience

Summary

ProofHub is a project management and team collaboration software for teams. It offers an extensive toolkit of task management, reporting, proofing, and more. To wrap up my experience with ProofHub, it is a unique and top project management app, excellent for teams.

pros

	Excellent task management features
	Top proofing tools
	Announcements feature
	Advanced team collaboration
	Extensive customization options
	Straightforward pricing

cons

	Lack of automations
	Limited third-party integrations
	No free plan, only trial

Try ProofHub

How We Test Project Management Tools

We score every project management tool using this weighted framework based on hands-on testing and real use cases.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of ProofHub

What is ProofHub?

ProofHub is a project management and team collaboration software for teams. It offers an extensive toolkit of task management, reporting, proofing, and more.

As mentioned, one of the standout advantages of ProofHub is that there is no per-user fee; however, they have adopted flat-fee pricing plans, which makes it a cost-effective solution for both small and larger teams.

Just a heads-up: you can access ProofHub on the web, but it also offers mobile apps for iOS and Android devices.

My experience with ProofHub

ProofHub exceeded my expectations. With its easy-to-use interface, customization options, and unique features like announcements or proofing tools, it is an outstanding project management app.

In addition to these unique features I mentioned, ProofHub did a great job in team collaboration. Using its in-app chat, notifications, and comments, I think it has every tool a team might need to stay organized.

The flat pricing was another huge plus for me. There is no additional charge per user, and there are no extra fees for add-ons.

As for the drawbacks, there are not many. From a feature perspective, it would be great if ProofHub offered more integration options and automations. Also, very small teams or freelancers might appreciate the free plan.

To wrap up my experience with ProofHub, it is a unique project management app that is excellent for teams that need a budget-friendly solution.

Where ProofHub Lost Points

ProofHub lost points when we tested its automations (1.5/5) and integrations (2/5). It severely lacks function depth on this end.

Nevertheless, it offers outstanding collaboration (5/5) and high performance & reliability (5/5). Besides, it performed well in terms of pricing, UI, and customization options.

Who ProofHub is a good fit for

Teams looking for an affordable project management app with predictable, flat pricing (no per-user fees)
Teams that need collaboration tools like chat, comments, announcements, and file sharing
Creative teams or agencies that benefit from built-in proofing tools for feedback and approvals
Remote teams needing a centralized workspace to manage tasks, communication, and files

Who ProofHub is not ideal for

Users who need advanced automation workflows (ProofHub lacks automation features)
Teams that need extensive integrations with third-party apps
Freelancers or very small teams looking for a free plan
Businesses that depend on complex, automated workflows across multiple apps

Try ProofHub

ProofHub’s key features

Here, I collected the tools I tried during my ProofHub review.

Dashboard

After you sign up for ProofHub & complete the first tasks, you can access its homepage. Here, you can access your projects, announcements, shortcuts, and more.

The tools you see on the right side can be found on all the pages. Therefore, no matter where you are, you can add new sticky notes or bookmarks, start the timer, and check the announcements or agenda.

During my ProofHub review, I discovered that it offers many customization options. That said, you can move the widgets around, change their size, add a new background, etc.

The only thing I missed here is the option to add more different widgets, such as reporting boards or recently visited projects.

Nevertheless, the dashboard worked smoothly for me overall.

Project management

On the left toolbar, you can find your projects. Here, you find a quick overview of multiple projects, no matter if they are active or not, and you can add a new one with a few clicks.

With ProofHub, you can also create a template for your projects, so you do not need to add similar projects manually in the future.

When you enter your project, you can access the tasks & view options. ProofHub offers board, table, calendar views, and Gantt charts as well.

The Gantt charts look great, and I believe it is among the top ones I have tried so far. You can easily drag and drop the green blocks to update the timeline of the task and provide a smooth way to track tasks.

Another feature I recommend checking out if you sign up for ProofHub is its project overview feature. It includes a summary of tasks, milestones, logged time, and events relating to the project. In addition, it has an activity log as well, so you can track who did what in a specific project.

Moreover, you can use ProofHub’s file-sharing functions. Here, you can create folders & sub-folders so you can easily structure your documents and facilitate efficient file management.

Now, let’s take a closer look at the task management tools!

Task management tools

If you click on the task, you can easily add and change the task details. That said, you can add start and due dates, custom labels, create dependencies, assign tasks, add sub-tasks, attach files, and write comments.

However, you can also create custom fields, choosing from various types, including text, dropdown, date, and more. I appreciated this feature during my ProofHub review, as it gives you complete control to build your custom workflows in your projects.

When adding a task, you can select the repeat option to add recurring tasks. You can set up daily, weekly, monthly, or yearly recurring tasks to automate reminders and due dates.

Moreover, ProofHub lets you create custom workflows, so you can add more stages to the task or project progress. This feature helps you break down complex projects into more manageable tasks, even with more steps/statuses besides the regular ones (not started, in progress, completed).

I noticed how effectively ProofHub centralizes the task assignments, project progress, file sharing, and task tracking into one dedicated space. Combining this with the filters and searching functions, it works like a task management hub for your team.

Try ProofHub

Reporting features

ProofHub offers solid reporting features for teams, which you can utilize in numerous use cases. Whether it is progress reports or resource allocation, ProofHub helps you in making data-driven decisions.

If you click on the plus icon, you can add further reports with a few clicks. It only takes a few seconds, and ProofHub generates the report for you. Also, you can download the report in PDF to your PC.

Overall, I was satisfied with ProofHub’s reporting tools.

Proofing tools

Inside the file sharing, you can access the proofing tools. ProofHub allows you to add arrows and rectangles in different colors to highlight specific parts of your document.

On the right side, you can add comments to your team members and approve the document with a single click. Next to the approve, you can download the document to your PC.

You can share files in multiple formats, including JPEG, PNG, and PDF. Additionally, you can create various versions of the same document and share them with your team members.

Personally, I see this feature as valuable in creative work. Sharing here the creative assets with your team members helps the whole team to centralize all the project-related workflows in one place.

Time tracking

ProofHub allows you to create timesheets to record logged time for project assignees. Just click on the plus icon, and you can easily add a new time entry.

When taking a look at the timesheet, you can see the time logged, the date, the task description, and the task list. Besides, you can see a quick summary based on how you set your filters in the top right corner.

With the timesheet, you can not only track time, but also see a breakdown of whether the hours are billable or not.

There are two ways to add time. First, you can manually fill out your timesheet. Second, you can use the timer on the right side to capture the time spent with each task and save it in your timesheet.

Compared to other project manager apps, I would say ProofHub has an okay time tracking feature, which can be sufficient for most teams.

Team collaboration tools

When it comes to the real-time collaboration tools, ProoHub did a good job. It has an in-app chat that you can utilize to discuss with your team members.

You can send messages, files, emojis, and GIFs. You can create one-on-one or group chats with your team members or even clients.

In addition to the real-time chat, you can write comments to projects and tasks, and share files, so everyone can stay organized & up-to-date.

On the right panel, you can see the notifications and if someone mentioned you. This way, you can easily check if there are any updates.

Under the “People” tab, you can add new team members to your workspace and select their access role or set new custom roles for them. It’s great to see that ProofHub adopted its customization options not just in project management tools, but also in people management features like this.

Ultimately, I discovered that in the course of my ProofHub review, it has massive team collaboration tools, and it is an ideal choice for remote teams.

Try ProofHub

Announcements

Announcements are also a helpful feature that I did not see at other project management apps. With this feature, you can share updates and achievements with your entire team.

ProofHub allows you to add a title, description, file, and who should receive it, and how long it should last. I appreciated the fact that you can write comments on the announcements.

ProofHub’s integrations

You can connect ProofHub with Google Drive, Google Calendar, Slack, Dropbox, OneDrive, Box, FreshBooks, and QuickBooks.

In comparison to other project management apps, ProofHub has limited integration options, and you can access only a few third-party integrations.

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A curated directory of software tools we’ve independently reviewed, with links to full reviews, comparisons, and category guides.

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ProofHub’s user interface

ProofHub has a user-friendly interface overall. Throughout my ProofHub review, I easily found the tools, and the navigation was smooth.

Thanks to its intuitive user interface, I believe ProofHub is an ideal tool for less tech-focused teams as well, and offers a short learning curve.

ProofHub’s pricing

ProofHub has transparent and simple pricing and offers two different plans with fixed pricing. Both ProofHub pricing plans offer unlimited users at no additional cost.

Just a side note here: Many project management software not only use a per-user pricing structure, but have many add-ons that you can get only for an extra fee, which makes the ultimate price confusing.

Free Plan

ProofHub does not offer a free plan, only a 14-day free trial. Therefore, it is a less affordable option for freelancers or small teams.

Essential Plan

The Essential Plan is $45 per month if billed annually. If you choose the monthly billing, it is $50 per month.

You can create up to 40 projects with this plan, which includes unlimited users and 15GB storage. Based on my experience, the 15GB storage could be quickly surpassed if you work with larger files.

In terms of project management tools, you access the core features with the Essential Plan. That said, you can use the project management views, discussions, forms, templates, sticky notes, file management, and many other features.

Ultimate Control Plan

If you want to utilize all the advanced features, you have to go with the Ultimate Control Plan. It is $89 monthly if billed annually. Alternatively, it will cost you $99 with monthly billing.

It includes unlimited projects, unlimited users, and 100GB storage. As mentioned, you will also have access to advanced features, such as custom roles, IP restrictions, API access, priority support, project & resource reports, and more.

Overall, ProofHub offers affordable pricing, especially for larger teams, as the cost per team member will be significantly lower compared to Asana, Monday, or ClickUp.

Finally, ProofHub has discounted prices for non-profit organizations. So, you can get a 40% discount on the Ultimate Control Plan if you qualify, and you only need to reach out to ProofHub’s customer support team.

Pros and cons I discovered during my ProofHub review

Let’s summarize the pros and cons I found during my ProofHub review!

Pros of ProofHub

First, ProofHub offers excellent task management features to manage projects effectively. I also enjoyed the custom fields here.

Secondly, its proofing tools are easy-to-use and a feature that most of the project management software don’t offer.

Moreover, I enjoyed its announcements feature. It is a unique feature that can be quite useful for remote teams.

Furthermore, ProofHub was designed for teams. It has advanced team collaboration features.

An additional advantage of ProofHub is the customization options. You can customize tasks, projects, team members’ roles, reports, and more.

Finally, ProofHub offers transparent and straightforward pricing. And most importantly, compared to other tools, it is affordable for teams.

Cons of ProofHub

As for the cons, my first issue was the lack of automations. You can not design rules for automations in ProofHub.

Also, ProofHub has limited third-party integrations.

Lastly, ProofHub does not provide a free plan.

Try ProofHub

ProofHub alternatives

Here are some alternatives to ProofHub if you think it is not right for you.

App	Best for	Description
Hive	Best for small teams	A project management app for small teams with advanced collaboration and AI features. Full Hive review \| Quick Hive overview
SmartSuite	Best for no-code workflow building	A collaborative work management solution for teams to track and manage workflow. Full SmartSuite review \| Quick SmartSuite overview
Monday.com	Best for visual workflows	An intuitive project management app with advanced features for teams. Full Monday.com review \| Quick Monday.com overview
Teamwork.com	Best for client work	An excellent project management software for client-facing teams. Full Teamwork review \| Quick Teamwork overview
Motion	Best for AI scheduling	It is an AI calendar app, but it also works as a project management software. Full Motion review \| Quick Motion overview
Coda	Best for custom workflows	An all-in-one app that is similar to Notion, however, with more massive project management tools. Full Coda review \| Quick Coda overview
Asana	Best for ease of use	A popular and easy-to-use project management tool. Full Asana review \| Quick Asana overview
ClickUp	Best all-in-one	An easy-to-use AI-powered project management software. Full ClickUp review \| Quick ClickUp overview
Notion	Best for notes & projects	It provides a centralized workspace where you can organize your thoughts, notes, tasks, projects, and documents in one place. Full Notion review \| Quick Notion overview
Zoho Projects	Best for structured planning	A structured project management tool designed to help teams plan, track, and deliver projects with clear processes and long-term visibility. Full Zoho Projects review \| Quick Zoho Projects overview
Taskade	Best lightweight AI tool	An AI-powered workflow and lightweight project management app. Full Taskade review \| Quick Taskade overview
Jira	Best for agile teams	An advanced project management and issue tracking tool, built mainly for agile software and IT teams. Full Jira review \| Quick Jira overview
Vaiz	Best lightweight all-in-one	A lightweight project management platform that combines tasks, docs, collaboration, automation, and AI in one workspace. Full Vaiz review \| Quick Vaiz overview

Wrap-up: ProofHub review

To wrap it all up, I think ProofHub is one of the best software when it comes to project and team management. It has numerous unique features, and I had a very positive experience during testing. And I can highly recommend this software for teams.

Hope I was able to help you find the best project management app for you. As always, I will update this ProofHub review over time so you guys have up-to-date information about this project management software.

Looking for similar tools?

Visit the link to explore other apps we’ve reviewed in this space and how they compare.

See overview

Why you can trust our reviews

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is ProofHub good?

ProofHub is a top app to manage teams and projects. It has an advanced feature set to handle comprehensive projects in your team.

Is ProofHub better than Asana?

Both project management apps have different strengths and weaknesses. However, if I need to choose, I would definitely go with ProofHub.

How secure is ProofHub?

ProofHub provides enterprise-grade security through measures like 128-bit SSL/TLS encryption, hourly data backups, real-time monitoring, and activity logs.

How much does ProofHub cost?

ProofHub has two pricing plans. The Essential Plan is $45, while the Ultimate Control Plan is $89 monthly when billed annually.

Aron Kantor

thebusinessdive.com

The post ProofHub Review 2026 | A Unique Project Management App appeared first on .

Teamwork.com Review 2026: Here Is My Honest Opinion

Aron Kantor — Thu, 23 Apr 2026 12:24:56 +0000

Teamwork.com is a project management tool designed for client work. I read many positive reports about this tool, so I wanted to do my own Teamwork.com review to check for myself.

Besides content creation, I also run my own agency with multiple clients, so I was curious how this project management software could help to improve my workflows. I hope this review will give you insight into how this tool can help you and whether it is the right project management software for you.

In this Teamwork.com review, I will cover the key features I tried, pricing, pros and cons, and, ultimately, my experience with this project management software.

Let’s dive in!

Verdict

Here’s the quick verdict if you don’t want to read the full review:

Best for: Agencies and teams managing client work and billable projects
Not ideal for: Users who need maximum flexibility or simple task management
Biggest strength: Client management, reporting, and billing features
Biggest weakness: Limited flexibility and fewer project views

Verdict: One of the best project management tools for client work, combining project tracking, collaboration, and financial insights in one platform.
Score: 4.3 / 5

Tested with our review & scoring methodology Real-world testing Unbiased evaluation

Teamwork.com

Review

Project & task management features

Collaboration & teamwork

Automation & workflows

Customization & flexibility

Reporting & analytics

Integrations

User interface

Performance & reliability

Pricing

My experience

Summary

Teamwork.com is a project management software specialized for client work. It helps to keep your client projects on track, manage your resources, and keep tabs on every billable hour. During my Teamwork.com review, this project management software surprised me numerous times. To summarize my experience, I think Teamwork.com is an excellent choice for client-facing teams thanks to its extensive client management features.

4.3

pros

	Advanced features for client work
	Extensive reporting features
	Solid budgeting and time tracking tools
	Outstanding collaboration tools

cons

	Project views
	Learning curve

Try Teamwork

How We Test Project Management Tools

We score every project management tool using this weighted framework based on hands-on testing and real use cases.

Our scoring breakdown after testing 20+ project management apps:

Features & functionality — 60%
User interface — 10%
Performance & Reliability —10%
Pricing — 10%
Real-world experience — 10%

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Short on time? Here’s a quick overview of Teamwork.com

What is Teamwork.com?

Teamwork.com is a project management software specialized for client work. It helps to keep your client projects on track, manage your resources, and keep tabs on every billable hour.

This project management tool was designed for agencies, IT service providers, consultants, and basically everyone who works with clients.

Teamwork.com offers a desktop app and a mobile version as well for Android and iOS devices. Its wide range of integration options allows you to connect Teamwork.com with numerous third-party apps.

My experience with Teamwork.com

During my Teamwork.com review, this project management software surprised me numerous times. Due to the number and depth of features, it has a longer learning curve, but it is worth the time.

It offers many helpful features for managing client work, including proofs, time tracking, forms, and more. If you are a professional like me who runs an agency, these are valuable tools in my day-to-day life.

Furthermore, it offers advanced reporting and workload management features, making it a fantastic tool for teams. You easily access all the data you need to make your team and processes more efficient.

Teamwork.com focuses on agencies, consultants, creatives, and marketing teams who want to maximize not only their efficiency but also their profits, and it does so well.

Why Teamwork got a 4.3 / 5 score

Teamwork received only 3.5 for project management features, mainly due to a lack of options for project views. Besides this criterion, Teamwork performance was balanced across other scoring benchmarks.

Who Teamwork is a good fit for

Agencies, consultants, and service-based businesses managing client work and billable projects
Teams that need built-in time tracking, budgeting, and invoicing in one platform
Teams handling complex client projects with multiple stakeholders
Agencies that need profitability tracking and advanced reporting

Who Teamwork is not ideal for

Teams that need a project management app to track internal projects
Non-client-facing teams that don’t need billing, budgeting, or client management features
Users looking for a simple, lightweight task management tool
Users who rely heavily on diverse project views and visual workflows

Try Teamwork

Teamwork.com’s key features

Here, I collected the features I tested during my Teamwork.com review.

Home page

Before we jump into the features, let’s take a quick look at Teamwork.com’s home page. It offers a quick overview of your projects, gives you access to your calendar, email inbox, and the latest activities.

Here, you can also add new tasks and access the task management tools. So, Teamwork.com’s home page is excellent for quickly overviewing your upcoming tasks & schedules.

Now, it’s time to see the project management features I tried during my Teamwork.com review!

Project management features

You can add a new project with a few clicks. Teamwork.com allows you to use a template, but you can start it from scratch. It offers numerous templates designed for agencies and different teams.

Furthermore, you can select due dates, select the client, choose the project owner, add a description, and more. Once you are done, it takes a few minutes for Teamwork.com to generate the project, and after that, you can add your tasks.

When it comes to project view options, Teamwork.com offers the essential ones. You can use Gantt charts, Kanban boards, and list views to track and visualize your projects.

Compared to other project management platforms, Teamwork.com has fewer view options, and the way you change the project parameters feels clumsy sometimes. But honestly, the project views are not the main focus point of Teamwork.com.

You can utilize the project dashboards to help you get a solid understanding of the tasks, their stages, and non-billable and billable hours. Essentially, it was found to be an excellent tool during my Teamwork.com review for complex projects and client work.

In addition to the dashboards, the milestones feature is also a valuable tool. It is a target date representing a point of progress or a goal within your project. It helps to set clear goals for your team, but it is also great for checking how work is going because the task lists and milestones are connected to each other.

Normally, I talk about the resource and workload management views and solutions here, but I will show them later in more detail.

Let’s take a look at the task management features I tested during my Teamwork.com review!

Try Teamwork

Task management tools

I loved that you can add tasks from everywhere, no matter which project view you use. With Teamwork.com, you can add or assign tasks with one click.

When creating a task, you can add dependencies, priorities, stages, and due dates. While all these are obvious, and you can add such parameters with every project management app, you can also select followers with Teamwork.com.

The followers tool offers a simple way for you or your team members to keep track of projects or clients. They receive notifications about the updates, and you can select how deeply you want to involve them. So, they can receive all the notifications, only task changes, or only comments.

Furthermore, you can add task lists to a project, so you can group more tasks together. With this option, you can use and create templates, so next time you do not have to add all the tasks manually.

Client management

With tools like Asana or ClickUp, you usually manage projects without a dedicated client layer, while Teamwork.com builds this directly into the core of the platform.

Teamwork.com is a special project management app, as it focuses on client work. Besides projects, you can also add clients. The client view is a centralized place where you can access all your clients’ projects and keep track of high-level client data.

For each client, you can assign more projects with different budgets and project owners. For example, I created a sample client and assigned two projects to it.

If you click on the properties, such as health or budget, you can update them with a click. However, Teamwork.com allows you to customize the columns if you want to see additional information like country or industry, but there are way more options, and you can create custom fields as well.

With Teamwork.com, you can add client users. Basically, it is a limited-permission license for your clients. When adding client users, you can provide your client with visibility into your work and create trackable work that you will invoice your client for later.

Adding client users for your projects is pretty straightforward. You only need to type the name and email address and select the license type.

The client users can leave comments, attach files, edit project items, and reply to messages. Overall, it is a fantastic solution for those cases when your clients also need to contribute to your projects in some way, but you do not want to give them detailed access to project profitability reports, forms, and more.

Budgeting tool

Using Teamwork.com, you can create budgets for projects to track hours and money spent. You can choose from different types of budgets, and choose if the budget repeats or not.

This feature helps you in numerous ways, such as monitoring the cost of each project, tracking profit margin, and having a good understanding of your projects from a financial perspective. You can select the billable rate for each project and easily track the cost, billable hours, and overall profit.

In addition, you can update, edit, complete, and export invoices with Teamwork.com. It lets you prepare an invoice inside the app and export it to your accounting software. You can find this option inside your projects, under the finance tab.

Personally, I appreciate that this platform integrates project management, time tracking, and invoicing into one app. Unfortunately, I have special tax rules in my country, so I could not utilize this feature.

Ultimately, this Teamwork.com feature can help a lot if you run an agency or consulting business.

Try Teamwork

Built-in time tracker

During my Teamwork.com review, I took my time and tested the time tracking tool as well. To track time, you can use the timer or log time manually.

When using the timer, you only need to select the project, task, and whether it is billable or not. Once you are done, you will see the timer on the left button of your page. However, you can move it around, and you can pause and stop the time tracking with a click.

Teamwork.com has an easy-to-use timesheet feature besides its built-in time tracking tool. The timesheet automatically captures the time spent on each project.

Although I work alone, I particularly found the company timesheet useful for teams, as it offers a quick overview of how your team members spend time. If you click on one of your team members, you will access a more detailed breakdown of which projects they dealt with.

Lastly, you can apply numerous filters to only track the time spent on a specific client, project, and more.

Overall, Teamwork.com has solid time tracking features, and I think it is one of the best ones I have tried so far when testing project management tools.

Forms

When you enter into one of your projects and hit “more”, you can create new forms with Teamwork.com. Using this feature, you can collect requests, feedback, and other key details. For instance, you can use it as an agency to request information from your clients.

Proofs

Utilizing the proofs, you can streamline the client approval process. The way Teamwork.com designed this feature is great.

You can bring your clients directly into a proof to review, provide feedback, and approve. It allows you to attach files, give due dates, and assing a project and task. Also, you can invite your team members to review the materials before client approval.

It is important to note that your clients do not need licenses to approve, and you will receive a notification once your proofs are approved.

All in all, this is a valuable feature for agencies and consultants, and it was one of my favorite features during the Teamwork.com review.

Try Teamwork

Automations

Teamwork.com offers many templates for automations. You can easily filter on those based on priority, tags, progress, and more.

However, if you did not find the one you need, you can also create custom automation. It uses the when and then logic similarly to other project management apps. Based on my experience, it was quite easy to set up automations with Teamwork.com.

Reporting tools

Teamwork.com has advanced reporting features. You can quickly access reports on profitability, tracked time, team’s workload, and more.

During my Teamwork.com review, I discovered that this project management software offers many customization options, and this is true for the reports as well. If the pre-built reports are not sufficient for your business, you can create custom reports from scratch.

After testing +15 project management software, I think Teamwork.com has one of the most advanced reporting features.

Workload management features

This project management app has fantastic resource and workload management features that are ideal for managing even larger teams. With these features, you will know exactly who is available, when, and for how much. This way, you can plan your future projects more easily and with confidence.

Teamwork.com provides more view options like schedule, workload, portfolio, or chart to get a clear understanding of the available capacity.

While I work alone, it does not give me that much value compared to a team. Nevertheless, if you run a team, it will probably look like this:

Overall, Teamwork.com has massive resource planning features that are ideal for teams of any size.

Collaboration tools

You can assign tasks, add owners to projects, and easily invite your team members to your workspace. However, Teamwork.com offers more collaboration tools.

The Teamwork Chat offers an excellent solution to discuss inside the app, attach files, create channels, and ultimately get real-time answers about your projects. I especially value the fact that you can create tasks from your Teamwork Chat channels.

Try Teamwork

Teamwork.com’s integrations

You can directly connect Teamwork.com with many third-party apps. In addition, Teamwork.com has a Zapier integration as well, so you can access an additional 7,000 apps.

Teamwork.com’s user interface

Teamwork.com has an intuitive interface, and I loved its design. However, during my Teamwork.com review, I experienced that sometimes it was challenging to find the features, for example, invoicing.

Also, the design and the ease of use of the Gantt chart view were off for me. But apart from these, I had no problem with Teamwork.com’s interface.

Explore our Apps directory

A curated directory of software tools we’ve independently reviewed, with links to full reviews, comparisons, and category guides.

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Teamwork.com’s mobile app

Teamwork.com has a mobile version that is available for Android and iPhone users as well. This way, you can manage projects and access your tasks from your mobile devices.

Personally, I used the iOS version and experienced some bugs when filtering on tasks.

Teamwork.com’s pricing

Let’s see what I found during my Teamwork.com review when it comes to pricing.

Free Plan

Teamwork.com offers a Free Plan for individuals and small teams up to 5 users. It includes the built-in time tracking tool, timesheets, client view, invoicing, 5 proofs monthly, limited project budgets, and workload capacity features.

Based on my experience with project management tools, the free version has all the essential project management features and some basic tools for client work. Compared to other project management tools, it is quite a decent free version.

Deliver Plan

The Deliver Plan includes automations and forms, and you can invite client users as well. It starts with 3 users, and you can get it for €10.99 in case of annual billing per user. If you choose the monthly billing, it will cost you €13.99 per user per month.

The Deliver Plan has more advanced project management features, which make it ideal for small teams.

Grow Plan

Teamwork.com offers a Grow Plan to manage more complex projects. It is €19.99 per month per user if you opt for the annual billing. If you want to move forward with the monthly plan, the Grow Plan is €25.99 per month per user. Also, you need at least 5 users to purchase this plan.

This is the plan that has everything a small business might need. It covers the workload and resource management tools, advanced budgeting, and the reports I showed you above.

Scale Plan

The Scale Plan is excellent for small and mid-sized businesses. It has a custom pricing.

Compared to the Grow Plan, this plan does not offer many more features, but provides unlimited access to these features.

Enterprise Plan

Finally, Teamwork.com offers an Enterprise Plan with custom pricing. This plan covers premium customer support and consulting, advanced security & SSO, and you get a dedicated infrastructure.

Try Teamwork

Pros and cons I discovered during my Teamwork.com review

Let’s summarize the pros and cons I found during my Teamwork.com review!

Pros of Teamwork.com

First, Teamwork.com has the most advanced features among the project management tools when it comes to client work.

Secondly, this project management software has advanced reporting features. You can quickly access reports on profitability, tracked time, team’s workload, and more.

Moreover, Teamwork.com has solid budgeting and time tracking tools.

In addition, it has outstanding collaboration tools, which make it an ideal solution for teams.

Cons of Teamwork.com

When it comes to the cons, one of the issues I encountered is the number of project views. It would be great if Teamwork.com could provide more options for viewing the projects.

Also, I discovered that during my Teamwork.com review, it has a relatively long learning curve due to its extensive feature set.

Try Teamwork

Teamwork.com alternatives

Here are some alternatives to Teamwork.com if you think it is not right for you.

App	Best for	Description
Hive	Best for small teams	A project management app for small teams with advanced collaboration and AI features. Full Hive review \| Quick Hive overview
SmartSuite	Best for no-code workflow building	A collaborative work management solution for teams to track and manage workflow. Full SmartSuite review \| Quick SmartSuite overview
Monday.com	Best for visual workflows	An intuitive project management app with advanced features for teams. Full Monday.com review \| Quick Monday.com overview
Taskade	Best lightweight AI tool	An AI-powered workflow and lightweight project management app. Full Taskade review \| Quick Taskade overview
Motion	Best for AI scheduling	It is an AI calendar app, but it also works as a project management software. Full Motion review \| Quick Motion overview
Coda	Best for custom workflows	An all-in-one app that is similar to Notion, however, with more massive project management tools. Full Coda review \| Quick Coda overview
Asana	Best for ease of use	A popular and easy-to-use project management tool. Full Asana review \| Quick Asana overview
ClickUp	Best all-in-one	An easy-to-use AI-powered project management software. Full ClickUp review \| Quick ClickUp overview
Notion	Best for notes & projects	It provides a centralized workspace where you can organize your thoughts, notes, tasks, projects, and documents in one place. Full Notion review \| Quick Notion overview
Zoho Projects	Best for structured planning	A structured project management tool designed to help teams plan, track, and deliver projects with clear processes and long-term visibility. Full Zoho Projects review \| Quick Zoho Projects overview
ProofHub	Best for approvals & feedback	A project and team management app with outstanding collaboration, proofing, and customization options. Full ProofHub review \| Quick ProofHub overview
Jira	Best for agile teams	An advanced project management and issue tracking tool, built mainly for agile software and IT teams. Full Jira review \| Quick Jira overview
Vaiz	Best lightweight all-in-one	A lightweight project management platform that combines tasks, docs, collaboration, automation, and AI in one workspace. Full Vaiz review \| Quick Vaiz overview

Teamwork vs alternatives

Teamwork VS ClickUp

Teamwork vs ClickUp

Teamwork VS Monday

Teamwork vs Monday

Teamwork VS Asana

Teamwork vs Asana

Wrap-up: Teamwork.com review

After testing +15 project management software, I believe Teamwork.com is the best for client work. Its features were designed for client-facing teams, and ensure that you not only make your workflows more efficient, but also deliver work on time and on budget.

Hope I was able to help you find the best project management app for you. As always, I will update this Teamwork.com review over time so you guys have up-to-date information about this project management software.

Looking for similar tools?

Visit the link to explore other apps we’ve reviewed in this space and how they compare.

See overview

Why you can trust our reviews

Our mission? No fluff, no shortcuts—just honest, hands-on insights from productivity pros.

Discover how we stay transparent, read our review methodology, and let us know about any tools we missed.

Frequently asked questions

Is Teamwork.com a customer relationship management (CRM) tool?

Teamwork.com is a project management software for project and task management. It offers advanced features to manage your team’s day-to-day capacity, get an overview of how your time is being spent, and accurately charge your clients for your work.

How much does Teamwork.com cost?

It offers a free version and four paid plans. The Deliver Plan starts with 3 users, and you can get it for €10.99 in case of annual billing per user. If you choose the monthly billing, it will cost you €13.99 per user per month.

The Grow Plan is €19.99 per month per user in if you opt for the annual billing, and starts with 5 users. If you want to move forward with the monthly plan, the Grow Plan is €25.99 per month per user.

The Scale Plan is €54.99 monthly per user if billed yearly, and starts with 5 users at a minimum. The monthly billing is €69.99 per month per user.

Finally, Teamwork.com offers an Enterprise plan with custom pricing and premium customer support.

Where is Teamwork.com based?

Teamwork.com is based in Cork, Ireland. It is a privately owned software company with over 300 employees.

Aron Kantor

thebusinessdive.com

The post Teamwork.com Review 2026: Here Is My Honest Opinion appeared first on .