ClickUp and Project.co 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
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.
Organize your Project.co workflow as follows:
Dashboard > Projects > List > Tasks > Subtasks
- Dashboard: A combination of various elements like projects, templates, tasks, etc., for quick access.
- Projects: A space to view either all projects regardless of assignment or projects specifically assigned to you.
- List: A series of tasks in a clear and linear format. Select multiple views, such as Calendar, Scheduler, or Kanban.
- Tasks: A collection of tasks within projects, each containing further details like attachments, comments, subtasks, and more.
- Subtasks: Granular action items within each task, which you can create by dragging and dropping tasks or through other methods.
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.
Project.co comes with the following default views:
- List View: Display items in a list and sort, group, edit, or reorder them easily.
- Cards View: Visualize all items assigned to each team member to assess their capacity.
- Calendar View: Display items as colored blocks based on the start and due date.
- Scheduler View: View items on a timeline and group them by project, status, date, assignee, etc.
- Kanban View: View items in columns and group them by any field so you can track progress through different stages.
3. Tasks & Subtasks
Create Tasks to indicate minute, actionable aspects of the project.
Add rich detail to each Task with the help of:
- Task descriptions
- Due Dates and Time Estimates
Create multiple or individual tasks for a clear view of the entire team’s work across all projects.
Tasks can provide a variety of information, like:
- Access (Creators, Collaborators, or both)
- Due Dates
- Task Description
Also, split tasks into smaller to-dos as subtasks within parent tasks.
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.
Create color-coded custom statuses to outline the workflow of your projects and tasks.
You can remove all existing statuses aside from Active and Completed. However, you can edit the name and color of the Active status.
Create a nested Checklist for to-do items within a Task. Assign Checklist items to multiple team members.
Project.co doesn’t have native checklists for to-do items.
6. Task Templates
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
- Comment attachments
- Time Estimates
- Task statuses
- Start date
- Recurring settings
- Custom fields
- And more
Develop task templates in Project.co so you don’t have to set up projects from scratch every time. Adjust fields like Status, Due Dates, and Account privacy settings.
Each template can contain tools like discussions, attachments, notes, and so on. If you don’t have a template, their templates gallery offers 30+ free templates.
Assign Tasks, Comments, and Checklist items to individual team members, a group of people, or an entire team.
Assign projects, tasks, roles, etc. to individual members, entire teams, or groups of people with your Project.co account.
Set tasks to Urgent, High, Normal, and Low Priority levels — visualized by different colored flags on each task.
Set your Project.co tasks to High, Medium, and Low levels — visualized by different colored flags on each task. Creator Plus and Creator Admin users can also set up custom priorities.
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.
Project.co doesn’t have native automations.
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
Stay ahead of task and project deadlines by adding due dates.
You can add and edit due dates on tasks, subtasks, and entire lists.
Set start and due dates for your Project.co projects, tasks, and subtasks.
2. Time Estimates
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.
In Project.co, you can add time estimates for how long a task or project will or should take. You can also use charts to see the difference between time allocated and actual time spent on tasks.
Only Creator Plus and Creator Admin roles can delete and edit allocated time on projects.
3. Time Tracking
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.
Use Project.co’s manual timesheets or its in-built timer to record how long each project and task takes. Creators and higher-level roles can manage time entries.
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
Goals in ClickUp allow users to visualize and edit Goals and their targets alongside team metrics on Dashboards.
- 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.
Project.co doesn’t have features to set goals and milestones.
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
- Time tracked
- Sprint performance,
- Custom, and more.
Customize them with charts, calculation fields, tables, and embedded external apps (E.g., Figma, YouTube, Google Sheets).
Project.co has a welcome dashboard that allows you to quickly access different elements you’ve created or been invited to.
These elements include:
Within each project dashboard, you can add and embed files from other tools like YouTube, Google Docs, Figma, and more.
3. Gantt Charts
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.
Project.co has a Gantt chart view that allows Creators to set up task dependencies and move multiple tasks simultaneously.
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
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.
In Project.co, account administrators or higher-level users can create groups for each client company, department, and team and assign members to the appropriate group.
Groups serve as filters for projects, tasks, payments, and time. If you add groups to any one of these elements, you can then filter them by their allocated group. This helps you with time tracking, invoicing, and understanding who is responsible for which projects.
Users with a Collaborator (or Collaborator Plus) role can invite people to their groups, but they can only add people to their own group.
2. Permission Levels
Choose to give members access to View only, Comment, Edit, or Full access. Protect important information by making Spaces, Folders, Lists, and Tasks private.
Project.co offers five user roles (Collaborator, Collaborator Plus, Creator, Creator Plus, and Creator Admin), each with its own set of permissions. Assigning one of these roles allows you to:
- Set different levels of visibility, from organization-wide to invite-only access.
- Choose which users can define roles for the people they invite.
- Select Creator Admins who can access all account settings.
- Choose who can create projects, manage tasks, or view notes.
- Decide whether members can modify or delete groups, time entries, and payments.
3. Guest Users
Collaborate with external users by giving them Guest access and sharing only the most relevant information.
The Collaborator role in Project.co is ideal for external users because it grants them limited access to specific projects or tasks, enabling collaboration while maintaining your control over sensitive project information and overall system security.
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
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.
Any role in Project.co can add comments, create threads, react to comments with emojis, use @mention to notify people, and reply in-app or by email. However, Collaborator and Collaborator Plus roles can’t edit or delete comments.
2. File Management
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.
You can attach images and documents to projects, tasks, discussions, and notes so assignees have everything they need to collaborate efficiently.
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.
Receive in-app or email notifications for invitations, comments, mentions, assigned tasks, changes to tasks, and payment success in your Project.co account.
When logged in, users don’t receive email notifications straight away to reduce email overload. Instead, you’ll receive an in-app notification. All users can set their notification preferences in settings.
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 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
- Knowledge Base: Pages providing written guidance and information on Project.co’s features.
- Community: Pages for community engagement and support.
- Inspiration: Pages with examples of different ways to use Project.co.
- How-To Videos: More detailed videos explaining specific features and processes.
- Contact Support: 24/7 Live rep, Chat, Email, Phone.
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
- Browser: Firefox, Chrome (Desktop and Android), Safari, Microsoft Edge
- Desktop: Mac, Windows, Linux
- Mobile: iOS, Android
- Browser: Chrome (Desktop and Android), Firefox, Microsoft Edge, Safari, Brave
- Desktop: Mac, Windows
- Mobile: iOS, Android
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 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.
Project.co has two pricing plans:
- Free: Unlimited tasks & collaborative notes, 1GB storage total, six tools per project, and more.
- Paid ($8/user/month): Everything in Free plus unlimited tools per project, 20GB file storage (per user seat/account), 100,000 AI tokens (user/month), and more.
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 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
- 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.
Project.co is a versatile project management tool, most suitable for smaller businesses.
Compared to other project management tools, Project.co stands out for its user-friendliness, offering an intuitive interface and features.
However, its simplicity may not be suitable for companies with more intricate processes. For example, it offers only a limited selection of views and lacks dashboard widgets, recurring payment options, native automation, task checklists, and goal or milestone tracking. As a result, it might not fulfill the advanced requirements of large-scale operations.
On the positive side, Project.co provides robust controls for managing extensive teams, enabling seamless collaboration, project monitoring, and data security. Additionally, small teams can significantly expand the tool’s functionality for a very affordable $8/user/month.
Overall, Project.co serves as a dependable organizational hub, especially for smaller companies. While it may not match the feature richness of some competitors, its flexibility and ease of use make it a valuable choice in the realm of project management tools.