ClickUp vs Paymo: 2024 Comparison

ClickUp and Paymo are two of the most popular project management tools available today.

But how do they stack up against each other?

Which one manages tasks better?
Which one helps you allocate resources more effectively?
Which one is more affordable?

Discover all the answers in our detailed comparison guide.

A. Project and Task Management

Get. Things. Done. 

You and every project manager likely live by those words.

It’s also the heart and soul of any project management software. 

This is why, before anything else, you must evaluate a tool’s ability to help you manage your tasks and projects.

Features to look out for:

  • Project structure: A simple, intuitive way to organize work and toggle through multiple projects, tasks, boards, etc. 
  • Views: Board, list, timeline, Gantt, and other types of views that let you visualize various types of information within each project.
  • Tasks & subtasks: Dedicated spaces offering the ability to drill down to the smallest level of actionable detail about each project item. 
  • Statuses: Effortless ways to communicate the exact progress of each task, board, project, etc.
  • Checklists: Quick to-do lists for each task so things don’t fall through the cracks 
  • Task templates: Easy-to-copy templates to create identical tasks at scale across multiple projects. 
  • Assignees: The ability to assign tasks, boards, or projects to individual team members, groups, or even teams. 
  • Priorities: A way to communicate the urgency level of each task, subtask, or project. 
  • Automations: Trigger-based (if X happens then do Y); ways to automate repetitive actions such as notifications, comments, status updates, etc.

1. Project Structure / Hierarchy

a. ClickUp

Organize your workspace with the help of an easy-to-understand Hierarchy. 

Workspace > Space > Folder > List > Task > Subtasks

  • Workspace: The team that your ClickUp account is affiliated with
  • Space: Various categories, each representing projects, teams, high-level initiatives, clients, etc. 
  • Lists: A collection of tasks within a particular category under a Space. 
  • Folders: Optional ways to zip various Lists together so you can spot them easily. 
  • Tasks: Actionable deliverables that can be assigned to individuals or teams. 
  • Subtasks: Granular action items within each task with the option to create nested subtasks. 

 

b. Paymo

Keep your work organized with Paymo’s hierarchy:

Client > Project > Task list > Task > Subtask

  • Client: All the work for each client is grouped together
  • Project: All projects belonging to one client
  • Task list: A collection of tasks that need to be done to complete a project
  • Task: Individual work items within the task list
  • Subtask: Tasks broken down into smaller steps

2. Views

a. ClickUp

ClickUp allows you to see your work with these 11 views:

  • List: Displays all tasks in a Space, Folder, or List, with their crucial details, grouped by task status in a list-based format.
  • Board: Visualize task progression based on status and shift tasks within your workflow by dragging and dropping on a Kanban-style board. 
  • Calendar: Your hub for planning, scheduling, and resource coordination in a calendar format. Sync with your Google Calendar and more.
  • Team: View individual capacity, completed tasks, and Sprint points per person in a box format.
  • Gantt: Use the Gantt view for project planning, time management, and deadline setting.
  • Activity: See a list of activity updates and who did what within a Space, Folder, or List.
  • Timeline: Prioritize, organize, and collaborate seamlessly on projects with an overview of task timelines.
  • Workload: Visualize team capabilities and oversee resources.
  • Mind maps: Create visualizations of workflows, hierarchies, and task Dependencies.
  • Map: A clear visual of task locations, helpful if you have a remote team or clients in different areas.
  • Table: Spreadsheet-style overviews of tasks with custom fields for details like task progress, attachments, priority, and more.

b. Paymo

Paymo enables you to visualize your projects in five different ways:

  • List: For each project, you see a list of tasks with a brief overview of their details (E.g., due date, assignees, etc.)
  • Table: A more detailed view of tasks with information fields in columns
  • Board: A Kanban board view of tasks grouped by status
  • Calendar: Displays tasks on a calendar, showing their start and due dates
  • Gantt: A timeline of tasks depicting start and due dates, dependencies, and milestones

3. Tasks & Subtasks

a. ClickUp

Create Tasks to indicate minute, actionable aspects of the project. 

Add rich detail to each Task with the help of: 

  • Task descriptions
  • Assignees
  • Tags 
  • Due Dates and Time Estimates
  • Checklists
  • Attachments
  • Comments 

b. Paymo

Break tasks into granular subtasks to indicate the steps needed to complete a task.

Fill out the details on tasks to provide assignees with all the information they’ll require, such as:

  • Task name and description
  • List of subtasks
  • Link to the project and task list
  • Start and due dates
  • Assignees
  • Billing type
  • Time estimate
  • Billing estimate
  • Invoice status
  • Time budget alerts
  • Priority
  • Status

4. Statuses

a. ClickUp

Develop Custom Statuses at Space, Folder, and List levels to indicate the team’s workflow. Default statuses include Active, Done, and Closed. You can add as many types of color-coded statuses as you want.

b. Paymo

Paymo includes the following default task statuses:

  • Active
  • Proposal
  • On-hold
  • Canceled
  • Completed
  • Archived

You can create custom statuses in the company settings menu, which apply globally.

Additionally, Paymo allows you to set up workflows for specific projects. The default workflow contains To Do, In Progress, and Complete. From the company settings, you can establish new workflows with custom statuses.

5. Checklists

a. ClickUp

Create a nested Checklist for to-do items within a Task. Assign Checklist items to multiple team members.

b. Paymo

Paymo doesn’t include a native feature for adding checklists to tasks and subtasks.

6. Task Templates

a. ClickUp

Generate Task templates from live Tasks to suit your workflow and save time. Apply these templates to all Tasks in a List. 

Each template can contain:

  • Due dates
  • Attachments
  • Comment attachments
  • Dependencies
  • Priority
  • Time Estimates
  • Assignees
  • Watchers 
  • Task statuses
  • Tags
  • Subtasks
  • Start date
  • Comments
  • Recurring settings
  • Description
  • Custom fields
  • Checklists
  • And more

b. Paymo

Paymo offers project templates, which are useful when multiple projects share the same task lists and structure.

However, you can’t templatize individual tasks on Paymo.

7. Assignees

a. ClickUp

Assign Tasks, Comments, and Checklist items to individual team members, a group of people, or an entire team.

b. Paymo

Add assignees to projects, task lists, and tasks.

8. Priorities

a. ClickUp

Set tasks to Urgent, High, Normal, and Low Priority levels — visualized by different colored flags on each task.

b. Paymo

Indicate the urgency of a task by setting the priority to one of the default statuses — low, normal, high, or critical. Paymo doesn’t offer custom priority statuses.

9. Automations

a. ClickUp

ClickUp natively offers 100+ Automation rules consisting of Triggers and Actions to automate repetitive Tasks. You can also create custom Automations and set up automatic Recurring Tasks.

b. Paymo

Paymo doesn’t include a native feature for setting up automation rules.

However, it does have some time-saving automation features, including:

  • Automatic recurring tasks
  • Automatic time tracking
  • Auto-scheduling (to adjust dependent tasks when dates change)

B. Time Management

Time is money for a reason. 

The right software can be the difference between pinching pennies and raking in the big bucks.

Effective project management software offers effortless time management features to help you befriend the clock. 

With the right one, expect to keep all your tasks running as scheduled and meet your deadlines with ease. 

Features to look out for include:

  • Due dates: Communicate expected delivery dates.  
  • Time estimates: Make capacity decisions based on how much time each task or project is expected to take. 
  • Time tracking: Measure productivity with accurate time consumption data for each team member. 

1. Due Dates

a. ClickUp

Stay ahead of task and project deadlines by adding due dates.

You can add and edit due dates on tasks, subtasks, and entire lists.

b. Paymo

Set task due dates and time budgets and set up alerts for when you’re approaching deadlines.

2. Time Estimates

a. ClickUp

You can add a time estimate for how long a task will or should take. However, the workspace owner or admin needs to enable the feature for you to use it.

b. Paymo

Set time estimates for tasks. Additionally, if the billing type is time-based, you can set a billable rate and calculate the estimated billable amount.

3. Time Tracking

a. ClickUp

You can use ClickUp’s native time tracker to measure how long each task takes to plan timelines accurately. 

You can also stop the timer to return to the task later and open a detailed log to see who tracked time for a task and when.

b. Paymo

Paymo offers six different avenues for tracking time:

  • Web timer: Select the project and task you’re working on and use a timer to track time in the web app.
  • Manual: Add time directly to tasks by inputting a duration or time interval of work. 
  • Bulk function: Input time entries for an entire week on a timesheet.
  • Desktop Widget: Track time or manually add time from the Paymo tracking widget for desktop.
  • PaymoPlus: Receive an automatic record of your activities for the day, and map them onto time entries at the end of the day to sync them with Paymo.
  • Mobile app: Track time or add it manually via the Paymo mobile app.

C. Reporting

What you can’t measure, you can’t improve. 

Reporting and analytics features can help you track real-time progress, monitor key metrics, and sniff out bottlenecks like a detective.  

Armed with these insights, your team can stay ahead of the curve no matter the situation. 

Expect better resource management, superior deadline compliance, and a more focused and decisive team.

Features to look out for include:

  • Goals and milestones: Record targets for the whole team to see and work towards.
  • Dashboards: Visualize data from all corners of the team into a user-friendly, interactive interface.
  • Gantt charts: Keep your plans flexible with Gantt charts that allow you to adjust timelines based on changing resource availability and task completion ratio. 

1. Goals & Milestones

a. ClickUp

Goals in ClickUp allow users to visualize and edit Goals and their targets alongside team metrics on Dashboards.

You can:

  • See your Goals’ progress percentages, target numbers, owners, and last update details.
  • Sort, filter, duplicate, refresh, and delete Goals.
  • Control who has access to see your Goals.

b. Paymo

On Paymo, you can set milestones that are dates by which you want the associated tasklist to be resolved. You can also set reminders for upcoming milestones.

2. Dashboards

a. ClickUp

ClickUp has a Dashboards Hub that allows you to quickly locate and access different Dashboards you’ve created or been invited to.

Create custom dashboards to:

  • Track progress
  • Workloads
  • Time tracked
  • Sprint performance, 
  • Assignees
  • Tables
  • Custom, and more.

Customize them with charts, calculation fields, tables, and embedded external apps (E.g., Figma, YouTube, Google Sheets).

b. Paymo

The Paymo dashboard displays real-time graphs and information from across clients, projects, and tasks.

You can customize the dashboard by activating, deactivating, and reordering various plugins, which include:

  • Finance plugin: A graph of sent vs paid invoices for a period
  • Time plugin: Displays time tracked by you, the whole company, or team members you manage, depending on your company role
  • Billable vs non-billable plugin: Shows a pie chart of billable vs non-billable hours tracked
  • Milestones plugin: Displays upcoming and overdue project milestones
  • Active timers plugin: Shows which team members are working and what they’re working on in real time

3. Gantt Charts

a. ClickUp

ClickUp’s Gantt charts let you: 

  • Create, delete, and edit Tasks and Subtasks on the timeline.
  • Drag and drop to reschedule groups of Tasks.
  • Sort tasks by Assignees, Dates, Priority, and more.
  • Draw lines between Tasks to add and visualize Dependencies.
  • See a progress percentage of completed Tasks compared to Tasks in the group.
  • Select multiple Tasks and edit them simultaneously.
  • Set color codes on your chart by Task Statuses, Priority, or List.
  • Set Milestones and display them as diamonds on your chart.

b. Paymo

Paymo automatically displays all tasks that have a start and end date in the Gantt chart view, where you can:

  • Drag to adjust dates and duration
  • Change the view to show days, weeks, months, or years
  • Create dependencies between tasks
  • Click on tasks to see an overview of details

D. User Management

Software, features, and other tech things aside, the real heroes of any project are your team members. So make sure to pick the kind of project management software that puts them front and center!

How do you do this?

Look for software that knows what different team members need and helps you deliver the right experience. 

Features to look out for include:

  • User groups: Create internal teams representing various departments, functions, or projects. 
  • Permission levels: Grant different access levels depending on the users’ information requirements and the company’s security concerns. 
  • Guest users: Invite team members from other companies/teams to collaborate with your team without compromising on confidential data. 

1. User Groups

a. ClickUp

As a Workspace owner or admin, you can set up Teams that can include a select set of team members — including Guest users. 

You can adjust their permission levels and share Folders, Lists, Tasks, Checklists, Dashboards, Goals, and Docs with the Team in one go. 

Users can also @mention Teams in comments, assign them comments, or add them as watchers.

b. Paymo

Paymo doesn’t offer any native features for creating user groups or teams.

2. Permission Levels

a. ClickUp

Choose to give members access to View only, Comment, Edit, or Full access. Protect important information by making Spaces, Folders, Lists, and Tasks private.

b. Paymo

Paymo offers the following user privilege levels:

  • Admin: Has access to financial information, client data, company settings, company-wide time data, team scheduling, and PTO 
  • Project manager: Can add, manage, and view time entries, time reports, and schedules for the projects they’re assigned to
  • Regular user: Can add tasks for themselves, view task details, and discuss tasks they are assigned to

3. Guest Users

a. ClickUp

Collaborate with external users by giving them Guest access and sharing only the most relevant information.

b. Paymo

You can invite external people to view a project on Paymo as a guest user.

They will be able to:

  • View projects, tasks, time reports, invoices, and estimates you share with them
  • See upcoming milestones
  • Contribute to discussions on shared tasks
  • Add tasks (If granted the user privilege by an admin)

E. Collaboration

In project management, collaboration and communication are like a ballroom dance — if everyone isn’t in sync, you’re just stepping on each other’s toes!

A project manager should encourage their team to be on the same page regarding everything happening on the project. This could involve regular meetings, periodic status updates, shared checklists, etc. 

But things can get tricky when you add different team structures (remote, hybrid, distributed, etc.). 

The trick is to balance ‘informing everyone’ with ‘over-communicating.’ 

The solution is to forge a shared space where the whole team can contribute without hampering individual productivity. Picking a suitable project management software is the first step toward achieving this goal. 

Features to look for include: 

  • Comments: Simple ways to send feedback or discuss a task or project. 
  • Threads: Keep all relevant comments in a single thread. 
  • Tagging/@mention: Mention a team member on a task, in comments, or in any shared space to notify them. 
  • Sharing tasks: Share tasks with relevant team members for efficient collaboration.
  • File management: Attach and store files, create and annotate documents, etc., for ready access to project documentation. 
  • Notifications: Customize how team members receive notifications.

1. Comments, Threads, & Tagging

a. ClickUp

Any ClickUp user (who has comment access to a particular task or item) can leave comments and create threads. Use rich text formatting, @mention to notify people, and react to comments with emojis. 

Additionally, instantly turn comments into tasks by assigning them to team members.

Share links to comments to improve the discoverability of conversations. 

b. Paymo

Comment on tasks and assign comments to notify specific users on Paymo. 

Alternatively, you can comment at the project level by adding a discussion in the Discussion tab.

2. File Management

a. ClickUp

Attach documents and images to tasks for better task collaboration. 

Add Comments to images, PDFs, and videos. Turn your feedback into Assigned Comments for members to execute as Tasks.

b. Paymo

You can upload files to tasks from your device or Google Drive. You can also add files in comments on tasks.

All files for a project will be available in the Files tab.

The maximum file size is 2GB, and the following file formats are allowed:

  • .doc
  • PDF
  • .csv
  • .xml
  • .png
  • .jpg
  • .psd
  • .cad
  • .zip
  • afd.esign
  • .afpub
  • .afphoto
  • .dwg
  • .cdr
  • .rvt
  • .rfa
  • .blend
  • .fbx

3. Notifications

a. ClickUp

Stay organized with notifications grouped by nature — E.g., newly created Tasks, Task status changes, Tasks assigned to you, etc. 

Never forget about any notifications. Respond to or Assign Comments, set reminders, copy comment URLs, and more, right from the notification tray.

Customize whether or not (and where) you receive notifications for specific actions.

b. Paymo

Paymo can send in-app and email notifications to assignees for activities on their projects and tasks.

Each user can change their email notification settings to select which activities they want to be notified about.

F. Customer Support

Individual users in smaller teams often face a steep learning curve with most project management software. 

In their case, having access to responsive support executives and a wealth of helpful resources can make a significant difference, turning a frustrating experience into a positive one.

However, customer support is just as crucial for larger teams. 

Even if these teams initially received thorough onboarding and training, their needs and use cases tend to evolve over time. Continuous and adaptable customer support becomes essential to address these changing needs effectively.

With adequate customer support, you can:

  • Derive maximum value from the app with the help of professional guidance whenever required
  • Ensure your team is making full use of all the features you’re paying for
  • Learn from case studies of other teams using the same software
  • Expand your use cases with time
  • Learn about the features your team uses the most and avoid spending on those you don’t need
  • Solve minor issues on your end by going through help resources
  • Get hands-on support when you get stuck
  • Keep a record of all your complaints and feedback for the platform to aid future buying decisions
  • Send feedback to the app’s developers so they can design the features you most desire

Features to look for include: 

  • Detailed knowledge bases and documentation to aid DIY solutions to common issues
  • Case studies, templates, guides, and other resources
  • Easy access to resources for all types of users — free or paid
  • Async support executives to cover for the time difference
  • Live agents who can respond via chat or phone 
  • Screenshots and recordings to display how the tool works
  • Translations to resources in other languages, if needed

ClickUp

  • ClickUp University: Interactive courses to improve productivity
  • Demos: Quick videos on the basics of working on ClickUp
  • Help Docs: Answers to questions about how the tool works
  • Professional Services: Premium support and hands-on help from the Professional Services team
  • Communities: A global community of other ClickUp users
  • Customer support: 24/7 Live rep, Chat, Email, Help Desk, Phone

Paymo

  • Help Center: A collection of written tutorials about how to use Paymo
  • Customer Support: Fill in a support request form to get help via email

G. Platforms Supported

Distributed and field teams might not always be armed with laptops or computers. 

But that doesn’t mean productivity has to stop.

With a mobile-friendly project management tool, the workflow keeps humming along, turning those smartphones into mighty workflow tools.

More reason to look into this?

If your company follows a Bring Your Own Device (BYOD) approach, your team members need the freedom to switch between various devices. 

With support for all types of apps, you can:

  • Ensure uniform access irrespective of device type
  • Save on the cost of buying the same types of devices for the whole team
  • Give all team members a chance to log work from anywhere, anytime

Features to look for include: 

  • App support for the latest Mac, Windows, iOS, and Android versions.
  • Maximum coverage for all key features across devices

ClickUp

  • Browser: Firefox, Chrome (Desktop and Android), Safari, Microsoft Edge
  • Desktop: Mac, Windows, Linux
  • Mobile: iOS, Android

Paymo

  • Browser: Firefox, Chrome (Desktop and Android), Safari
  • Desktop: Mac, Windows, Linux
  • Mobile: iOS, Android

H. Pricing

Whether you have deep pockets or shoestring budgets, there’s project management software out there for every kind of organization. 

But the confusing combination of features and numbers on pricing pages can make it difficult to choose. 

Here are some easy tips for starters.

If you plan on buying the software subscription for just yourself or a small team that’s not likely to grow rapidly anytime soon — stick to the free plan as long as possible. Or pick the cheapest monthly subscription possible. These should cover most of your feature requirements comfortably in most cases. 

However, if you expect to hire rapidly and grow to a sizable number, go for a plan that grows with you — ideally with a per-user rate that doesn’t add up exponentially. 

Finally, most software offers flexible enterprise plans that let you cherry-pick your favorite features into a custom package. If you’re part of such a team, it’s best to contact the sales team and get the best deal possible. 

ClickUp Pricing

ClickUp has the following pricing plans:

  • Free: Unlimited tasks and members, 100MB storage, four views
  • Unlimited ($10/user/month): Everything in free plus unlimited storage, integrations, and dashboards
  • Business ($19/user/month): Everything in Unlimited plus Google SSO, unlimited teams, advanced automations, dashboards, and time tracking.
  • Enterprise (Contact sales for pricing): Everything In Business plus white labeling, enterprise API, and VIP support.

Paymo Pricing

Paymo’s pricing plans are structured as follows:

  • Free: Unlimited users, five clients, 10 projects, and 1GB storage.
  • Starter ($9.90/user/month): Everything in Free, plus unlimited clients and projects, calendar and Kanban views, and 5GB storage.
  • Small Office ($15.90/user/month): Everything in Starter, plus recurring tasks, project templates, and 50GB storage.
  • Business ($23.90/user/month): Everything in Small Office, plus Gantt chart view, employee scheduling, priority support, and 500GB storage.

I. Best Suited To

Picking the right project management tool is like finding the perfect pair of shoes. They must be a snug fit but also leave you some wiggle room to get comfortable! 

In other words, the tool you pick must fit all your current needs and grow alongside your future requirements, too. 

So make sure you’ve covered all bases in your research when picking project management software for your team. 

One way to do this is to check what types of teams your choice serves best. 

For instance, what works for a small software development team might not suit a large marketing agency. 

When hunting for a PM solution, it’s vital to match the tool’s features and use cases with your team’s workflow. Tailor your search to find a tool with all the necessary features to manage your tasks and boost productivity.

ClickUp Verdict

ClickUp is a versatile tool most suitable for small to large teams.

The free plan is extensive and doesn’t limit the number of users, which is great for small businesses. Additionally, small teams can significantly expand the tool’s functionality for a very affordable $7/user/month.

The feature-rich tool offers over 15 ways to visualize work, making it suitable for agile teams and complex projects. But it’s also great for organizing text-based communication so your team can talk things through.

Also beneficial are its:

  • Native Docs and whiteboards
  • Goal setting features
  • AI add-on
  • Automations
  • Project templates

All in all, ClickUp is fairly balanced regarding user-friendliness and complexity, but there is still a learning curve for new users.

Moreover, if you’re the only person looking to use the tool, you could try looking for a simpler project management tool to avoid dealing with features you may not use. 

Paymo Verdict

Paymo presents a modern and user-friendly interface with a solid set of project management features, offering a comprehensive solution for users.

However, it’s missing some features that are industry staples, like automation rules, task checklists, user groups, and task templates.

Also, some important views and tools are only available in the higher-priced plans. For example, the Gantt view is only in the Business plan, and project templates are not available in the free and starter plans.

In the end, Paymo could do with some advanced and unique features that would make it stand out from the big names in the project management space. However, it covers the essentials for effective project management and provides a free plan, making it worth a try.