Instead of spreading your work across multiple tools, Akiflow aims to bring everything into one simple daily view that feels closer to a focused daily planner app than a basic task list.

On Trustpilot, many users praise how well it delivers on that. On Reddit, people are more cautious, often pointing to the high price or not fully clicking with its time-blocking mindset that many productivity apps are built around.

So, what is the TRUTH? Is it worth $34 monthly for you?

Stay here, because in this Akiflow review, I will share where it actually lands between the excitement and the skepticism, and whether it can really help with managing tasks across different tools.

Let’s dive in!

Verdict

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

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

How We Test Daily Planners

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

Our scoring breakdown after testing 10+ daily planner apps:

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 Akiflow

What is Akiflow?

Akiflow is a productivity app built around one idea: keeping all your tasks, events, and plans in a single place. It combines a universal inbox, a fast calendar, natural language task creation, and simple time blocking so you can plan your day without switching between task management apps or calendar tools.

Instead of acting as a traditional to-do list, Akiflow works more like a daily command center. You capture tasks from anywhere, drag them into your schedule, and use lightweight features like AI workflows, statistics, and share availability to keep your day structured without feeling overwhelmed.

It sits somewhere between classic task management and calendar management, without trying to be a full project management tool. Akiflow’s ultimate goal is to reduce context switching and make daily planning feel less chaotic.

My experience with Akiflow

I tested Akiflow on the Windows desktop app, and it felt smooth from the start. What stood out the most was how easy it was to keep my day realistic.

Dragging tasks into the calendar, adjusting time blocks, and checking the Today view helped me see very quickly when I was trying to fit too much into one day and when all my tasks simply did not fit in the available time slots.

Overall, Akiflow felt reliable and thoughtfully designed, especially for planning my day in a realistic way. It did not radically change how I work, but it made the parts I already do like scheduling, reviewing, and committing to tasks noticeably smoother.

Why Akiflow got a 4/5 score

From feature-wise- Akiflow delivered, and only got a “worst score” (4) for its task management features because it lacks some more advanced tools. Apart from that, it delivered excellent features.

However, I cannot say the same about the pricing. It does not offer a free plan; only a trial. Plus, it’s a relatively pricey daily planner compared to other alternatives like Todoist.

Who Would be a Good Fit for Akiflow?

Who Would be a Bad Fit for Akiflow?

Key features

Here, I will share the key features and how they performed during my Akiflow review.

Capture and task creation

Akiflow’s inbox is built to catch everything you need to act on, no matter where it comes from. Emails, calendar invites, saved links, Slack messages, and browser tabs all land in one place, which makes it easier to start your day without jumping between various apps.

The inbox is practical because every item can be processed in seconds. You can turn it into a task, schedule it, snooze it, or send it to a project. Task creation is quick whether you use the Command Bar at the top, click directly on the calendar, or convert something from the inbox.

It all feels smooth and consistent and works well as a quick capture tool for consolidating tasks from other tools. Yet, if you require more advanced features, complex subtasks, or custom fields, Akiflow might underperform expectations.

That said, Akiflow is not a project management app, so I can rate it 4 out of 5 based on our daily planner scoring system.

Planning and time blocking

If you prefer visual planning, dragging a task into the calendar instantly turns it into a time block. The block takes your project color, shows the duration, and becomes part of your schedule, which is great if you want more control over how you plan calendar tasks.

You can also plan from list views like Today, Upcoming, or Inbox. Assign a time slot, set a deadline, or leave the task flexible. Tasks behave like events when placed in the calendar, but they stay easy to move and adjust, which keeps the day from feeling rigid.

The Today view brings everything into one screen. It brings tasks, calendar events, and time blocks in a way that makes it easier to see what realistically fits in your day and how your daily tasks line up with your daily routine.

Considering these features and my experience with Akiflow when planning my days, it earned 4.5/5 based on our scoring system.

Calendar management

Akiflow’s calendar supports multiple accounts, including Google Calendar & Outlook, and keeps your meetings, personal plans, and deadlines in one place.

Events and tasks appear side by side, but only tasks stay flexible until you schedule them. Tasks with deadlines show up as small flags at the top of the calendar, which makes due dates visible without filling your day with fake events.

The calendar sits next to every major view rather than living in its own tab, which makes it feel more integrated into the workflow.

It is also customizable. You can show the whole month, a few days, or the full week, and resize the panel however you like. Color coding helps the layout stay readable at a glance and gives you a clear calendar experience.

Navigation is simple. You can jump through days and weeks quickly or return to Today with a single click. Dragging tasks into the calendar turns them into time blocks instantly, and everything syncs across your accounts without delay.

For basic meeting scheduling and everyday calendar management, Akiflow covers the essential features most people actually use, so I can give it 4.5/5.

Natural language input

Akiflow lets you create tasks the way you would say them out loud. You can type “Call the vet tomorrow at 9” or “Pay rent on the first of every month,” and the app turns that into a scheduled task. It feels more like capturing a thought than filling out a form.

The same logic works inside the Command Bar, which is always visible. You can type or use voice input, speak a sentence, and Akiflow will parse it on the spot.

It understands simple phrases like “tomorrow,” “next week,” or “every weekday,” which is enough for everyday task entry and makes new tasks quick to add.

Task Management

Akiflow keeps task management straightforward. Tasks sit in four main views: Inbox, Today, Upcoming, and All Tasks. This makes it easy to see what needs attention now, what is coming up next, and what still needs to be processed in your task list.

Each task can be scheduled, snoozed, assigned a project or label, or turned into a time block. You can also convert a task into an event or keep it flexible until you decide where it fits. No matter where the task comes from, the actions are predictable and fast, which helps when you are managing tasks across many tools.

Projects and labels help you group related work without becoming full project management boards. Akiflow is not designed to manage projects at the same depth as a dedicated project management tool, and it does not try to replace larger projects that live in ClickUp or Notion.

Priorities stay simple. Instead of multiple priority levels, Akiflow uses pinning to highlight the few things you truly want to focus on.

AI Workflows

Akiflow includes several AI workflow templates that automate small parts of your day, like schedule previews, weather updates, or reminders about overdue tasks. You choose the time and recurrence, and Aki sends the message when it is most useful.

If you want something more personal, you can create a workflow from scratch. Write your own prompt, set when it should run, and Aki turns it into a recurring message. It works well for simple routines and habit check-ins.

The workflows stay lightweight and do not try to plan your day for you, but they add basic AI capabilities on top of your existing time management system.

Focus and Timer

Akiflow includes a simple focus timer that helps you stay committed to one task at a time. You can start a session directly from a task or from a time block in the calendar. The timer shows your progress, stays out of the way, and mutes distractions while you work.

It is not a full Pomodoro system, but it pairs naturally with time blocking. Drag a task onto the calendar, lock it, start the timer, and you have a small routine that keeps you grounded in the work you want to finish and helps you stay focused during focused work sessions.

Share availability

Akiflow also covers basic scheduling through its Share availability feature. You choose a few time slots, set the meeting duration, and Akiflow generates a simple booking link. The other person picks one of the times you offered, and the event is added to your calendar automatically.

The setup panel is easy to use. You can customize the event title, choose the meeting location, such as Google Meet, set reminders, add buffer time, and decide how far into the future people can book. Locked calendars help keep private events protected while still showing your real availability.

Other Features

Akiflow includes a long list of keyboard shortcuts that make the app quick to navigate. You can move between views, create tasks, open the Command Bar, or start a focus session without lifting your hands from the keyboard, which is especially nice for power users.

The universal search is fast and flexible. You can jump to tasks, projects, labels, or calendar views with a few letters. Search also doubles as a command launcher, which helps when you do not remember the exact shortcut.

Notifications and reminders stay simple. Tasks can be snoozed, overdue items surface naturally, and deadlines appear as small calendar flags. You can enable desktop notifications or keep everything inside the app if you prefer a quieter workflow, without adding cognitive overload on top of your existing productivity system.

Akiflow’s user interface

The first thing that stood out to me with Akiflow was how polished it feels. This is easily one of the better-designed apps in this category, in my opinion. It looks like a serious tool, but not a heavy one.

The onboarding and everyday guidance are very well done. I always felt like the app was quietly showing me what to do next. Everything is highly customizable in a practical way, and most things worked exactly how I expected the first time I clicked on them.

Akiflow’s integrations

Akiflow offers seamless integration with most tools you probably already use. You can connect Google Calendar, Outlook Calendar, Gmail and Outlook email, Slack, Microsoft Teams, Todoist, Notion, Asana, ClickUp, Trello, Linear, Jira, Zoom, and more.

Multiple accounts are supported, so it is easy to keep both personal and work setups in the same place and integrate tasks from different systems.

With Gmail, you can simply star an email and have it show up in Akiflow as a task, which is much nicer than forwarding or copying things around. You can even send a quick WhatsApp message to Aki, the built-in assistant, and turn that into a task.

For everything else, Akiflow leans on Zapier and IFTTT. That is where the more unusual options show up, such as Spotify and YouTube. These are not native integrations, but simple automations you set up once.

They exist for one purpose: capturing tasks from anything you are doing online. If you hear something useful in a podcast or want to save a video for later, you can turn it into a task with one click. Everything flows into your central inbox, so you never lose track of content you want to revisit.

Akiflow’s pricing

In the course of my Akiflow review, I found that it has one feature set with three billing options.

The monthly subscription costs $34 per month, the yearly subscription drops the price to $17 per month billed yearly, and the Believer 730 plan goes down to $14.90 per month billed every two years.

All three include unlimited tasks, integrations, meetings, full access to Aki, and a 1:1 onboarding call, while the Believer plan adds perks like priority customer success, early access to new features, and AI productivity coaching.

Akiflow offers a 7-day free trial for new users, and the subscription can be canceled at any time. When I clicked to cancel during my trial, Akiflow offered to extend it by another 14 days for free, and I have seen other users report the same experience, so this seems to be a common safety net rather than a one-off gesture.

Students, researchers, and teams can also request special pricing, which is helpful if you are testing Akiflow in a professional or academic setting. Still, the price is higher than most to-do lists and simple task management apps, and there is no free plan.

Akiflow positions itself closer to time-blocking and workflow tools like Motion or Sunsama. It is aimed at people who want to run their whole day from one place, not just manage a basic task list.

Pros and cons I found during my Akiflow review

With all that being said, let’s take a look at the pros and cons I found throughout my Akiflow review.

Pros of Akiflow

Cons of Akiflow

Akiflow alternatives

If you are still unsure whether Akiflow is the right fit for you, check out these other tools with similar features:

Compare Akiflow vs alternatives

Akiflow VS Sunsama

Akiflow vs Sunsama

Akiflow VS Motion

Akiflow vs Motion

Wrap up: Akiflow review

After testing it, Akiflow felt like a tool that knows exactly what it wants to be. It focuses on making your day easier to plan by putting everything you need in one place and helping you see what realistically fits. So, I can see why Akiflow is often recommended for busy professionals and freelancers who use multiple tools.

Whether it is worth the price depends on how much you rely on time blocking and how often you plan your day around a calendar. If that is already part of your workflow, Akiflow makes those habits smoother and more structured.

Related articles:

• 9 Best Motion Alternatives | I Tried 20+ Apps (2026)
• 11 Best Daily Planner Apps | 20+ Personally Tested Tools (2026)
• Akiflow vs Sunsama (2026): An Honest Comparison
• Akiflow vs Motion (2026): My Honest Opinion

During my Akiflow review, I discovered that Akiflow is not recommended for users who are budget-conscious due to its higher pricing compared to other task management tools. If you prefer simple to-do lists or want deep project features, it will probably feel like more than you need.

For me, it landed somewhere in the middle of the Trustpilot enthusiasm and Reddit skepticism. This well-designed, well-thought-out tool helps with daily planning, but it also asks for a level of commitment that will not be for everyone.

As always, I will update this Akiflow review over time so you guys have the latest information on this productivity app.

Why you can trust our reviews

At thebusinessdive.com, our team tests, reviews, and compares hundreds of productivity tools 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 Akiflow free?

No. Akiflow does not offer a free plan, only a 7-day free trial. After that, you need a subscription, and the Akiflow pricing is closer to premium time blocking apps than simple to-do lists. There is no free tier or believer plan, but it runs on multiple platforms and includes all calendar functionalities.

Is Akiflow worth it?

It depends on your workflow. If you rely on time blocking and want task consolidation instead of switching between multiple tools and other apps, Akiflow excels at keeping all your tasks in one place. If you only need a lightweight task list or want to manage projects in depth, other competitors may fit better.

What does Akiflow do?

Akiflow combines time management, task management, and calendar features into one daily planner app. You can drag tasks into time slots, sync them with Google or Outlook Calendar using simple two-way sync, and use easy-to-use features like the Command Bar, daily shutdown feature, and basic progress visualization.

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.

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 An Honest Akiflow Review 2026: Is It Worth $34 For YOU? appeared first on .

During this time, I have also tested 20+ project management and note-taking tools, which gave me a clear perspective on where Notion truly stands—both as a note-taking app and as a flexible project management solution.

In this review, I’ll combine my personal experience with direct comparisons to other tools, so you can clearly see Notion’s strengths, weaknesses, and whether it’s the right fit for your workflow.

Let’s dive in!

Verdict

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

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

How We Test Project Management Tools (and how flexible tools like Notion are evaluated)

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.

Our scoring breakdown after testing 20+ project management apps:

Want a detailed breakdown of how we test each category?

Learn exactly how we test tools → Review methodology

Since tools like Notion, Coda, and Taskade are not traditional project management apps, we also evaluate how well they can be adapted into project management systems, including flexibility, structure, and scalability.

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

What is Notion?

Notion is like a Swiss army knife; you can use it for many purposes. It provides a centralized workspace where you can organize your thoughts, notes, tasks, projects, and documents in one single app. Personally, I use Notion to write scripts, track projects, and organize learning.

You can create pages for almost every purpose, such as reading lists, meeting summaries, goals, etc. Every item on a page is customizable; you can easily drag and drop items and insert pictures or videos.

It is also a great app with numerous team collaboration tools. You can invite your team members to work on pages in real-time, create and assign tasks and projects to others, and much more.

My experience after 2+ years of daily use

After using Notion daily for over two years, it has become a must-have tool for me to keep my notes and projects organized, even while constantly testing other alternatives.

While there are tools with more advanced note-taking or project management features, Notion’s flexibility and all-in-one approach make it an ideal choice for anyone who wants to avoid using separate tools for notes, projects, email, and more.

That said, it does come with a learning curve, especially compared to simpler tools. But if you invest the time, Notion can easily replace 4–5 tools and become the backbone of your entire workflow.

Why Notion didn’t score higher (and where it loses points)

Notion earned a strong overall score thanks to its excellent customization (5/5), integrations (5/5), user interface (4.5/5), and pricing (5/5). In my experience, you get this flexibility even with the free plan, which makes it powerful if you need a no-budget setup to manage notes and projects.

However, the lower scores in project & task management (4/5), automation (2.5/5), and reporting (3/5) reflect its biggest limitations. Don’t expect it to become a robust project management software; it lacks advanced automation and reporting tools, and you’ll need to invest time in setting up workflows before it becomes truly efficient.

These trade-offs, combined with limited offline and password support, are the main reasons it doesn’t score higher. While Notion is extremely versatile, it’s not the best choice if you need advanced project management or note-taking features.

Who Notion is a good fit for

Who Notion is not ideal for

Let’s take a closer look at the features to see why I reach this conclusion.

Notion’s key features

Here, I collected all the essential features I found during my Notion review.

Note-taking app

Notion is one of the most popular note-taking tools, and it is not an accident. Just to give you a background on how this app works: You can have multiple workspaces in which you structure your notes and basically everything. For example, you can have a workspace for personal or work-related items. The workspaces include your pages.

The Notion pages are the fundamentals of your workspaces. You can use them for notes, projects, tasks, and so on. There are no strict rules on how you structure your pages or what information you want to include in them.

For instance, in my Notion’s workspace, there are pages dedicated to self-development, money plans, YT scripts, admin info, and notes. Now, let’s go back to note-taking!

Notion is a sophisticated text editor that allows you to easily add and organize different types of content called blocks. When writing your notes, you can add headings, sub-pages, bullet points, and tables without touching your mouse.

In your notes, you can insert images, bookmarks, videos, code, kanban board, and more by simply hitting the “/” button on your keyboard. I especially love the embedded functions. Notion offers multiple embedded forms like YouTube videos, Google Docs, Google Maps, Miro, and more.

Notion is incredibly useful for note organization and knowledge management. You can tag notes with custom keywords, add teammates, set a due date, etc. You can access all your notes with your sidebar on the left.

Overall, Notion is a solid note-taking app, but it lacks some advanced features to connect your notes compared to some dedicated note-taking apps I tried, like Obsidian or Anytype.

Project management tool

Notion also works as a lightweight task and project management software, where you can plan and execute your projects with your team. Let’s start with the project management features.

With Notion, you can visualize your projects’ workflows in different formats, from calendars to boards. Depending on the format you choose, Notion allows you to use progress bars to show how your project is moving forward.

You can also create charts or visualize dependencies to see when one task is blocking another and avoid bottlenecks. Such data visualization options help a lot in project tracking.

When checking your projects, you can utilize filters to show only the tasks assigned to you or the urgent ones.

Notion’s task management features have everything that you need. You can break your projects into manageable tasks and add status, assignee, or due dates.

Nevertheless, if you need in-depth reporting features or automation, you’ll need to set them up yourself. For automation, you can connect Notion with third-party apps, and the reporting needs to be updated manually. Therefore, I can only give 2.5 stars for automation and 3 stars for reporting.

As for the pure project management features, I think 4 out of 5 stars is justified for Notion’s project and task management features. While it lacks a few advanced features and takes longer to set up projects manually than dedicated project management apps, it still provides the features most teams need.

Templates

Whether you want to use Notion for project or task management, you do not have to spend hours creating the proper form for you or your team. This is where you can use the templates.

Notion currently has more than 20,000 free templates from which you can browse. This is an insane number. Just to give you an example: if you want to create a to-do list, you can choose from almost a thousand templates.

Utilizing the templates, you do not have to go through the time-consuming process of creating pages to track your projects or tasks. With a few clicks, you can insert a template you like, and you just need to add the databases.

Collaboration features

You can share workspaces and pages with others. Here, you can customize access levels so others can comment, edit, view, or all of them.

Furthermore, you can create pages and publish them on the web. Once it’s done, anyone with the link can view the page’s content and see contributor names and emails.

Moreover, when managing projects, you can assign tasks to your team members, add comments, and enable simultaneous editing, mentions, and granular permissions.

Ultimately, I give 4.5/ 5 for collaboration for Notion. It’s because it offers significantly more team features than note-taking apps but a bit fewer than project management tools.

Notion AI writing assistant

Notion’s AI writing assistant is one of Notion’s AI features. It can greatly improve your writing by detecting errors and correcting misspelled words and incorrect grammar. But it can do much more.

In the bottom left corner of Notion, you can access the AI assistant feature that answers your questions, gives you summaries, translates your page, finds action items, and helps you improve your writing. Basically, it works like a built-in ChatGPT.

But it can do more than just work with text. The AI writing assistant’s feature can help you gather information from various file types, including PDFs and images.

Overall, these tools help you to become more efficient when taking notes. However, it’s worth noting that Notion AI is not included in the standard plans and requires a separate paid add-on.

For individuals or teams who heavily rely on AI for daily workflows, this can be justified, but for casual use, the additional cost may feel unnecessary.

Wikis & knowledge management

Team members often struggle to find the information they need. Using Notion, you can create your own knowledge library. These hubs can help your team members find and understand the information they need to do their jobs.

Imagine how powerful it could be when onboarding new employees or just wanting to have organized databases where your team members can access the information they need to do their jobs.

Calendar

You can connect your Google Calendar with your existing Notion workspace, so you will be able to see your meetings and appointments in your Notion calendar. Notion’s calendar is synced with your entire workspace, so you can make references to specific pages in the meeting invite.

Notion Calendar is available for iPhone and Android devices and integrates with Google Calendar and Apple iCloud, while Outlook support is still pending.

Ultimately, Notion’s integrated calendar helps you to centralize your calendar management, notes, and project management tasks in a centralized app.

AI meeting notes

Notion recently released its AI note-taker for Zoom, Microsoft Teams, and Google Meet calls. Basically, it joins your calls without a bot and transcribes & summarizes them.

It is a useful AI feature for your calls, as it can turn your conversations into insights and action items in your Notion workspace.

Notion’s integrations

During my Notion review, I realized this is one of the note-taking apps with the most integrations. You can connect Notion with many other tools. First of all, you can connect it with Zapier, which will give you access to more than 8000 apps.

Besides the Zapier integration, you can integrate Notion with more than 100 other apps including Asana, ClickUp, Dropbox, Google Drive, or Jira.

Notion’s user interface

Notion’s user interface is simple. It has a minimalist design with white space, clear typography, and subtle colors as the focus. Even if you are a first-time Notion user, you will be able to quickly navigate the pages, as you will find all the important information on the sidebar.

As you can see, Notion has many features. This is the only thing that might feel overwhelming at first. Even though I have used Notion for more than 2 years, I have not fully explored its features or potential.

When working in Notion, you will quickly realize that it uses a block system that works like Lego. It transforms all the content into movable, customizable pieces, which gives you the flexibility to move these blocks around.

Notion’s pricing plans

Notion has a free plan and three paid plans.

The free plan includes a collaborative workspace, basic forms and sites, Notion Calendar and Mail. It also supports databases with subtasks, dependencies, and custom properties. Based on my experience, Notion’s free version is totally sufficient for individuals to organize their notes and projects.

The plus plan is $10 per seat per month. It has unlimited collaborative blocks, unlimited file uploads, charts, custom forms and sites, and basic integrations. The plus plan is ideal for small teams and individuals who work a lot with others.

The business plan costs $20 per seat per month. It offers features such as granular database permissions, private teamspaces, domain verification, conditional form logic, and premium integrations. Business users also get access to Notion AI features, including AI meeting notes. I recommend the business plan for bigger teams that want to utilize more advanced features.

Finally, Notion has an enterprise plan as well with custom pricing. By choosing the enterprise plan, you will receive a dedicated success manager, advanced integrations, and advanced security and control features, among other things.

Keep in mind that, while Notion AI is included in the price of Notion’s Business and Enterprise plans, there is only a trial usage on Free and Plus plans.

For users who rely heavily on documentation and structured workflows, the pricing still makes sense, especially if Notion replaces several other tools.

Notion’s pros and cons

Let’s see the pros and cons I found during my Notion review!

Pros of Notion

Cons of Notion

Notion alternatives

Here are some of the best Notion alternatives:

Compare Notion vs alternatives

See how Notion stacks up against other alternatives

Notion VS ClickUp

Notion vs ClickUp

Notion VS Monday

Notion vs Monday

Notion VS Asana

Notion vs Asana

Notion VS Coda

Notion vs Coda

Notion VS Taskade

Notion vs Taskade

Todoist VS Notion

Todoist vs Notion

Notion VS Motion

Notion vs Motion

Xtiles VS Notion

Xtiles vs Notion

Notion VS NotebookLM

Notion vs NotebookLM

Evernote VS Notion

Evernote vs Notion

Anytype VS Notion

Anytype vs Notion

Final thoughts: Notion review

Even before my Notion review, I knew that it was a fantastic note-taking app. But honestly, it is much more than “just” a note-taking app.

Related article:

• 7 Best Productivity Apps I Use In 2026 | 100+ Tools Tested
• 18 Best Slack Integrations You Are MISSING In 2026
• 15 Best AI Tools | 200+ Apps Tested By A Skeptical (2026)

One of the standout features of Notion is its versatility in organizing information. Notion users can create databases, projects, Kanban boards, and more, all within the same platform. It can effectively replace many other apps, which makes it a must-have app for my tool stack.

With its wide range of collaboration features and affordable pricing, I highly recommend Notion for teams as well.

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 Notion worth it in 2026?

In 2026, Notion is still a great tool that you can implement in multiple workflows. For example, note-taking, project and task management, generating summaries or to-do lists, or fixing spelling.

It has affordable pricing, especially if you consider how many apps it can replace for this money, whether you’re using it as part of a personal plan or within a team setup.

What is the disadvantage of Notion?

The biggest disadvantage for me is that this note-taking app has no offline mode. It would be awesome if I could reach my notes without an internet connection.

Also, you can not protect your pages with passwords. As my notes include sensitive data, I would feel safer if I could protect them with a password.

What is better than Notion?

Notion is an outstanding app for note-taking. However, if you want to try out other apps, I recommend trying Xtiles, Anytype, Evernote, Taskade, or Coda. They are all great note-taking apps and can improve your productivity.

Related article:

• Best 7 Notion Alternatives In 2026 | 100+ Personally Tested Tools
• 7 Best Note-Taking Apps For 2026 | +2 Years Personal Testing

Is Notion really free?

Notion has a generous free plan. It covers a collaborative workspace, basic forms and sites, Notion Calendar and Mail.

It also supports databases with subtasks, dependencies, and custom properties. Based on my experience, Notion’s free version is totally sufficient for individuals to organize their notes and projects.

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

The post My Honest Notion Review After Using It For +2 Years (2026) appeared first on .

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:

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

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.

Our scoring breakdown after testing 20+ project management apps:

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

Who Jira is not ideal for

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.

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.

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.

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.

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

Cons of Jira

Jira alternatives

Here are some alternatives to Jira if you think it is not right for you.

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.

Related posts:

• 8 Best Project Management Software in 2025 | My Honest List
• 6 Best Asana Alternatives in 2025 | 20+ Personally Tested Apps
• 5 Best Jira Alternatives | 20+ Personally Tested Apps (2025)
• 6 Best Trello Alternatives After Testing +20 Tools (2025)
• 5 Best Basecamp Alternatives in 2025 | 100+ Hours Testing

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.

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

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

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

The post Brutal Honest Jira Review 2026 | Before You Use It appeared first on .

So, I have been using Asana in the past weeks and thanks to my +2 years of personal experience and testing in the project management software space, I have a chance to put this tool into perspective.

In this Asana review, I will share the key features I tried, pricing, red flags, pros and cons, and ultimately, my and other users’ experience with this project management software.

Here is my goal: I want to give you an honest and unfiltered view of Asana so you can easily decide whether this project management software is for you or if you have other alternatives.

Let’s dive in!

Verdict

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

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

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.

Our scoring breakdown after testing 20+ project management apps:

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 Asana

What is Asana?

Asana is project management software that helps teams organize, track, and manage projects and workflows. It offers numerous view options for projects and tasks, and overall, it is an easy-to-use app compared to other project management software.

You can use Asana on the web and on your desktop. Furthermore, Asana has mobile apps for iOS and Android devices.

When signing in, you have the option to add extra security by using two-factor authentication. This essentially means that Asana will ask for another code besides your email address and password when you log in next time.

My experience with Asana

I loved the simplicity of working with Asana. It has a user-friendly interface and a short learning curve. While it does not have as many project management tools as other apps, it offers all the features you need, even for managing large teams.

It was great to be able to use multiple project views and easily customize them. The goals feature is also very useful, especially for teams.

However, Asana’s pricing model is unfair. There is no single-user subscription, and you will be charged for at least two seats. Based on user reports, Asana denies the refund. I took some screenshots and will share them under the pricing section of this Asana review to ensure you don’t fall for it.

Furthermore, I have read many negative reports about Asana’s customer support. Many Asana users who had issues were ghosted multiple times before finally replying and resolving the issue.

Overall, I think Asana is a solid project management tool from a product perspective. However, its pricing structure and customer experience left a really negative impression.

Why Asana didn’t score higher (and where it loses points)

Asana lost points mainly in pricing (2/5) and real-world experience (3/5).

Its pricing structure is misleading, with no true single-user option and a minimum seat requirement that can significantly increase costs.

It also scored lower in real-world experience due to consistent negative user feedback about customer support and concerns about how the company handles billing and refunds. These factors hurt trust, even though Asana performed well as a project management software.

Who Asana is a good fit for

Who Asana is not ideal for

Asana’s key features

I collected all the essential features I tried during my Asana review here.

Home Dashboard

Your home dashboard gives you a quick overview of your tasks and projects. Under the “Good morning, Aron” part, you can filter your monthly or weekly tasks.

Also, you have the option to see only the upcoming, overdue, or completed tasks for a more focused view. I enjoyed that Asana offers customization options for your dashboard.

You can drag and drop the cards, and move them around, change background color, and add widgets like notepad, Asana AI, or comments mentioning me. While you might not have infinite options to customize your home page, you can put here are the workflows you need.

On the top, you will access a search bar, which is quite useful for quickly accessing specific tasks or projects in your workspace. You can use this search bar on every page of Asana.

At the next step of this Asana review, let’s dive into its project management tools!

Project management tools

Using this project management tool, you can create projects in a few minutes. You only need to add the essential information, such as due dates or team members, to get started. Furthermore, you can accelerate the process by using the Asana intelligence (AI) tool.

When creating projects, Asana offers some templates that you can use. There are templates for marketing, IT, sales, and product teams. When using a template, you have no further to dos, just to change the example tasks and their parameters.

The heart of your project management are the project views. You can choose from numerous view options like Gantt charts, kanban boards, workflow, list, calendar views, etc.

The project overview provides you with the some essential information about the specfic projects. On the right side, you can ask Asana’s AI tool to summarize what happened on this project lately.

While other project management softwares also have AI tools, I found this helpful since you can generate a report with one click.

You can change between the project views with a click, although some view options took time to load. If you click on the “+” icon, you will access some additional view options, for example, a workload view, which is quite valuable for resource planning.

It is also worth mentioning that Asana offers a portfolio feature that provides a holistic view of all your projects in one place. You can create more portfolios and decide which projects you want to involve in each portfolio.

Now, let me show you some task management tools I tried during my Asana review.

Task management tools

No matter which project views you use, you can easily add new tasks. When you click on the task, you can edit, change due dates, assignees, and leave comments.

It is great that you can add recurring tasks in Asana. You can change the frequency of the task, and it will pop up based on your instructions.

Although this is a small thing, it saves you from constantly adding repetitive tasks.

Overall, Asana’s task management tool is quite easy to use, and you can easily track progress on your home page.

Collaboration tools

As mentioned earlier, you can add task comments, but you can also leave comments under the project view. This option is useful when you have a more general comment regarding your project rather than a task specific.

In the top right corner, you can share projects with your team members. You can also change the access level and user permissions so you can choose whether everyone inside your organization should see the project or only those who received an invite.

Among the view options, you will find the “files.” By clicking on it, you can drag and drop files to share them with your team members inside the project. If you want to attach a file only to a task, that is not a problem, you can do it inside the task.

Another exciting feature I discovered during my Asana review is the collaborators. When you assign tasks to your team members, you can also add collaborators. Collaborators can work actively on a task and track how the task is going.

Rules

Asana’s automation builder tool is called Rules. You can access this tool under the customize options inside your projects.

There are rules for automation, but you can also create custom rules. Similarly to other project management tools, it follows the “when” and “then” logic. It also great that you can use Asana AI here to help you setup your own rules.

All in all, the rules are easy to set up, and Asana AI can help a lot with this process. Now, if we are here, let’s check Asana’s AI tool more closely!

Asana AI

To access this feature, click on the AI icon at the top right corner. Essentially, this tool helps you obtain the project data or information you need and answers your questions.

Based on my experience, it works pretty fast, and it is also useful to include references from your projects.

When it comes to the outputs, I got relevant and quite good answers from Asana’s AI assistant. So, overall, I was satisfied with this feature.

Goals

You can add three types of goals in Asana. First, there are company goals that focus on your business’s mission, priorities, and objectives.

Second, there are team goals. These goals are created by different teams to support company goals and other teams’ goals. Lastly, there are my goals. These objectives focus on your performance and aims.

This tool helps you track your key objectives and gives you a fantastic overview of how your goals are connected to each other. You can connect your goals, leave comments under them, and add owners.

Honestly, this feature was one of my favorites during my Asana review.

Asana’s integrations

Asana offers many third-party integrations like Google Calendar, Microsoft Teams, and more. Furthermore, you can connect Asana with Zapier, so you can access an additional +7,000 third-party apps.

Asana’s user interface

Asana has a user-friendly interface. You can easily navigate among its features, and you can quickly find all the tools you need.

When it comes the learning curve, it is relatively short compared to many other project management tools. There are two reasons behind this.

First, Asana’s user-friendly interface helps you find all the features smoothly. Second, Asana has fewer features than some other tools, such as ClickUp.

Asana’s mobile app

Asana’s mobile apps for iOS and Android allow you to track projects and tasks from your phone. The iOS app is decent; however, I ran into some bugs, and the user interface was far from perfect.

Asana’s pricing

Let’s see what I found during my Asana review when it comes to pricing.

Personal Plan (i.e. Free Plan)

Asana’s Free Plan includes some of the most essential features like projects, tasks, activity log, storage, and comments. With the free Plan, you can access the list, board and calendar views, a few integrations for your workflow builder, and basic reporting tools.

Compared to other project management tools’ free plans, I would say Asana has a decent one, and it is ideal for personal use.

Starter Plan

Asana’s Starter plan is $10.99 per month if you choose the annual billing. It covers all the features in the Free Plan, plus a list, board, calendar, timeline, and Gantt views. Furthermore, you will access Asana’s AI tool, advanced integrations, and scaled security.

It is ideal for small teams and individuals, BUT here is the problem with Asana’s paid plans. There is no single-user subscription, and you will charged for at least two seats without clear notice from Asana.

When I read the user reports, I did not believe them first, so I also checked them for myself. And I also ran into the same issue when I tried to upgrade my Plan.

Moreover, the default setting for your Plan is for 5 seats. So, if you do not check the details, you can easily buy the Starter plan for 5 seats.

So, if you want to use Asana alone, the Starter Plan is actually $21.98 if you opt for the annual billing.

Advanced Plan

You can get Asana’s Advanced Plan for $24.99 in case of annual billing. Besides the features included in the Starter plan, you can use five project views, portfolios, goals, advanced reporting, and resource management tools. These features make Asana ideal for teams.

Asana’s pricing mechanic works same here, so you can purchase two seats at minimum for $49.98, which makes this project management tool one of the most expensive on the market.

Enterprise Plan

Lastly, Asana offers Enterprise and Enterprise + plans for larger teams and businesses. Here, they apply custom pricing.

Related post: Asana Pricing For 2026 | This Will Save You +$300

Pros and cons I discovered during my Asana review

Let’s summarize the pros and cons I found during my Asana review!

Pros of Asana

I loved Asana’s user interface and the fact that they put an emphasis on simplicity and have only the relevant tools to manage projects.

Asana’s goal tool offers a great way to connect and visualize business, teams, and personal goals in one place.

Furthermore, Asana has fantastic project view options where you can see the task dependencies, deadlines, responsible team members, and more.

Moreover, Asana supports a wide range of integrations, so you can easily connect it with other popular apps.

Lastly, Asana allows you to add recurring tasks, which I really appreciate.

Cons of Asana

Sometimes, I experienced that Asana is slow when changing between views and even freezes out.

However, there is a more significant problem: their pricing model. Asana’s pricing is misleading, and you can only realize it when you check out.

Lastly, the user reports regarding Asana’s customer support are a huge con for me.

Asana alternatives

Here are some alternatives to Asana if you think it is not right for you.

Compare Asana vs alternatives

Monday.com VS Asana

Monday vs Asana

Notion VS Asana

Notion vs Asana

Teamwork VS Asana

Teamwork vs Asana

Asana VS ClickUp

Asana vs ClickUp

Motion VS Asana

Motion vs Asana

Related article:

• 6 Best Asana Alternatives in 2026 | 20+ Personally Tested Apps

Wrap-up: Asana review

Honestly, I think Asana has the potential to become one of the best project management software if we consider its features. It would be an ideal app for project managers and even individuals to manage their personal tasks.

Nevertheless, its cons made me a no-go when it comes to project management tools. Because of these factors, I can not recommend Asana, even though I personally had a good experience with it.

Hope I was able to help you to find the best project management app for you. As always, I will update this Asana review over time, so you guys have up-to-date information about this project management software.

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

What are the disadvantages of Asana?

Asana has fantastic project management tools, and user-friendly interface. However, they have a misleading pricing, and non-responsive customer support team.

How good is Asana’s customer support?

During my Asana review, I also considered user reports, and many of those involved their customer support team. In a nutshell, there were only negative reports on their customer support.

What is better than Asana?

It depends on your preferences and goals. I think Coda, SmartSuite, ClickUp, Notion, and even Taskade could be a great alternative.

Is Asana really free?

Asana has a free plan. It includes some of the most essential features like projects, tasks, activity log, storage, and comments. With the free Plan, you can access the most basic features you need to manage tasks and projects.

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

The post Asana Review 2026: I Might Be BANNED for Saying This appeared first on .

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:

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

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.

Our scoring breakdown after testing 20+ project management apps:

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

Who Zoho Projects is not ideal for

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.

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.

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.

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.

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.

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

Cons of Zoho Projects

Zoho Projects alternatives

Here are some alternatives to Zoho Projects if you think it is not right for you.

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.

Related posts:

• 8 Best Project Management Software in 2025 | My Honest List
• ClickUp vs Monday: My Findings After +6 Months (2025)
• 6 Best Jira Alternatives | 25+ Personally Tested Apps (2025)
• 6 Best Trello Alternatives After Testing +20 Tools (2025)
• 5 Best Monday Alternatives in 2025 | 20+ Personally Tested Apps
• 6 Best Asana Alternatives in 2025 | 20+ Personally Tested Apps

As always, I will update this Zoho Projects review over time so you guys have the latest information on this project management software.

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

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 .

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:

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

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.

Our scoring breakdown after testing 20+ project management apps:

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

Who ProofHub is not ideal for

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.

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.

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.

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.

Related articles:

• Asana Pricing For 2026 | This Will Save You +$300
• ClickUp Pricing 2026 | Why Is EVERYONE Choosing It?

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

Cons of ProofHub

ProofHub alternatives

Here are some alternatives to ProofHub if you think it is not right for you.

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.

Related posts:

• 8 Best Project Management Software in 2026 | My Honest List
• 6 Best Asana Alternatives in 2026 | 20+ Personally Tested Apps
• 5 Best Jira Alternatives | 20+ Personally Tested Apps (2026)
• 6 Best Trello Alternatives After Testing +20 Tools (2026)
• 5 Best Basecamp Alternatives in 2026 | 100+ Hours Testing
• 35+ Mind-Blowing Project Management Statistics for 2026

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.

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 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

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

The post ProofHub Review 2026 | A Unique Project Management App appeared first on .

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:

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

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.

Our scoring breakdown after testing 20+ project management apps:

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

Who Teamwork is not ideal for

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!

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.

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.

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.

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.

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.

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.

Teamwork.com alternatives

Here are some alternatives to Teamwork.com if you think it is not right for you.

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.

Related posts:

• 8 Best Project Management Software in 2026 | My Honest List
• Teamwork vs Monday 2026 | I Personally Tested Both
• Teamwork Vs Asana 2026 | The BRUTAL Truth
• Teamwork vs ClickUp 2026 | An Unfiltered Comparison

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.

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 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.

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!

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