Paymo and GanttPRO 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
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
Organize your workspace with the help of an easy-to-understand Hierarchy.
Project portfolio > Project > Mileston > Task > Subtasks
- Project portfolio: All projects are displayed on the same screen to give you a complete overview of all work in one glance.
- Project: A sequence of tasks headed towards the same goal.
- Milestone: Key, zero-duration events in a project’s lifecycle, showcased as diamonds.
- Task: Specific to-dos that lead up to a milestone and comprise a project.
- Subtask: Smaller to-dos that need to be completed in order to complete a task.
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
While a Gantt chart is its default view, GanttPRO lets you work with four more views. These are:
- List: A table format displaying all tasks one after the other.
- Board: A Kanban-board-style representation of tasks categorized by their current statuses.
- Portfolio: Make top-level changes across all projects in a single view.
- Dashboard: Add widgets to display key project metrics and other information.
- Gantt: A detailed timeline view containing all task details, such as deadlines, assignees, milestones, and more, to help you track project progress.
3. Tasks & Subtasks
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
- Billing type
- Time estimate
- Billing estimate
- Invoice status
- Time budget alerts
Tasks in GanttPRO are steps to be completed as part of the whole project. You can set up the following four levels of tasks:
- Summary tasks: A small group of tasks that forms a phase
- Tasks: Stand-alone to-dos within the project
- Subtasks: A smaller version of the task that leads to the completion of the summary task.
- Milestones: A zero-duration task that marks a significant event in the project lifecycle.
But there’s more. You can break your tasks down into 16 levels. Each time you create a new level, the parent task turns into a summary task. GanttPRO automatically generates a Work Breakdown Structure (WBS) that indicates this hierarchy in appropriate bulleting.
Paymo includes the following default task statuses:
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.
You can assign project statuses to indicate their exact position.
The default statuses in GanttPRO are No status (cannot be deleted), On track, At risk, and Off track. You can edit their names and colors and even create new statuses.
Additionally, you can set one of the following default statuses for tasks:
- In Progress
Moving the status changes the progress percentage in the Progress field of a task, too.
Use the Custom fields functionality to add and edit these statuses.
Paymo doesn’t include a native feature for adding checklists to tasks and subtasks.
GanttPRO doesn’t offer any native checklists.
6. Task Templates
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.
In GanttPRO, you can create a project from scratch, add a bunch of tasks to it, add milestones and dependencies, and save it as a reusable template. The next time you use a self-created or GanttPRO’s default template, you can access the task template it contains too.
However, GanttPRO doesn’t let you create templates just for tasks.
Add assignees to projects, task lists, and tasks.
Once you add them to a project, you can assign tasks to people or virtual resources in GanttPRO. Virtual resources are either external teams, their members, or physical resources (for ex: materials) that can be added to your projects.
Here are ways you can assign tasks in GanttPRO:
- Use the standard Assigned field in a task
- Use task settings to Add assignee
- Assign tasks in the My tasks tab
- Draw the task bar and drop it to the required resource or person
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.
Choose between any of GanttPRO’s five default Priority levels for any task: Highest, High, Medium, Low, and Lowest.
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)
GanttPRO doesn’t offer any 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
Set task due dates and time budgets and set up alerts for when you’re approaching deadlines.
Set a date on any GanttPRO task by:
- Picking a date on the calendar
- Typing it in manually
2. Time Estimates
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.
GanttPRO gives you the option to set the following for each task:
- Estimation: The number of hours a task should be completed in
- Duration: The time span (number of days) that a task should be completed in
You may set one or both of these. Using this data, GanttPRO will automatically calculate by what date and time the assigned resource(s) should complete the task and set the due date accordingly.
3. Time Tracking
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.
Log time on GanttPRO using any one of the following three ways:
- Manually enter time in a task’s time log
- Start the automatic timer on each task window when you work on it
- Add your time in My time log (containing a list of all your tasks) in the left sidebar
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
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.
GanttPRO offers no dedicated features to set and track project goals.
However, you can set milestones as important events on your project timeline. These milestones — displayed as diamonds — can easily be spotted on the Gantt chart.
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
Use GanttPRO’s Dashboard tab to get a quick overview of key project data, such as:
- Performance against baselines
- Risks and opportunities
- Schedules and delivery, etc.
By default, the Dashboard tab contains the following widgets:
- Project info & description
- A bar chart with Time spent on tasks
- A bar chart and a table with Milestones
- A bar chart with a Schedule
- A bar chart with Costs
- A pie chart with Task status
3. Gantt Charts
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
As one of its central features, GanttPRO offers immense customizability in its Gantt charts.
For instance, you can:
- Add a Today marker line on the chart to indicate the current date when planning
- Customize how the chart looks using the Skin mode
- Format the chart to add indents and outdents and improve visibility
- Show people’s Avatar on the chart to easily spot assigned tasks
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
Paymo doesn’t offer any native features for creating user groups or teams.
The People tab in GanttPRO lets you see all the people invited to be members of a particular project. The Project Owner can then add or delete team members as needed and even edit their permissions.
2. Permission Levels
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
All GanttPRO plans let you set up the following default types of account types:
- Account Owner: Can manage the subscription and other key account-level functionality
- Account Admin: Have project-specific permissions that don’t extend to adding/deleting users or to other projects they’re not in charge of
- Account Member: Have limited access to the projects they’re invited to — as set up by Account Ownder and Admin
Besides these, an Account Owner using an Enterprise plan can create a Custom role with a completely unique set of permissions.
3. Guest Users
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)
GanttPRO doesn’t offer a dedicated feature for onboarding guest users.
However, one can use one of the two following methods to invite guest users:
- Create Account Member seats with limited project access
- Enterprise plan customers can create Custom user roles
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
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.
You can access task comments using one of the following methods:
- The comment icon on a task
- An Activity feed that shows a timeline of all project activities
- Your personal Communication hub
GanttPRO’s Communication hub shows you people’s comments from across all their projects, mentioned under respective tasks. This saves you the time of having to browse every project space for the latest updates.
Moreover, GanttPRO organizes comments into read and unread stacks.
Users can tag each other and send important project updates via these comments.
2. File Management
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:
Drag and drop or upload files directly onto tasks on GanttPRO with ease. You can keep track of all task attachments in a single space below the comments section.
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.
To stay on top of all project updates, GanttPRO users can receive:
- Activity feed notifications (in-app) that are by default sorted by date. These cannot be deactivated.
- Email notifications
- Push notifications that must be activated for the app and browser.
You can customize how you receive email and push notifications in your 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
- 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
- Learning center: Help portal with detailed documentation on all GanttPRO features
- Video tutorials: A YouTube channel with walkthrough videos on how the platform works
- Customer Stories: Case studies from GanttPRO customers to demonstrate the software’s successful deployment
- Blog: Writings on project management, productivity, remote work, and more
- Customer support: Live chat, 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
- Browser: Firefox, Chrome (Desktop and Android), Safari
- Desktop: Mac, Windows, Linux
- Mobile: iOS, Android
- Browser: Google Chrome, Opera, Safari, or Firefox (recommended)
- Desktop: 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.
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.
GanttPRO offers a 14-day full-feature free trial plan, after which you can choose from any of the following pricing plans for a team of five and above:
- Basic ($7.99 per user/month): All core feature such as Gantt charts, project calendar, auto scheduling, and virtual resources.
- Pro (12.99 per user/month): Core features + advanced planning tools such as overdue tasks, custom fields and filters, calendar exceptions, and custom project templates.
- Business ($19.99 user/month): Everything in Pro + workload management, portfolios and reports, budget planning, and time tracking.
- Enterprise (price on request): Everything in Business + SAML Single sign-on, custom roles and rights, enterprise onboarding assistance, and priority support
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.
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.
GanttPRO makes a solid case for Gantt chart-focused project management.
Its comprehensive project management core features nearly cover all bases for a team with basic requirements. This includes a feature-rich Gantt chart view with every kind of customization imaginable and automatic timeline calculation.
Then there’s the detailed ask planning that lets you split your work breakdown structure (WBS) into 16 levels!
Moreover, you can plan for not just human but also virtual resources such as material and external labor. Such diverse functionality makes GanttPRO a PM tool of choice for all kinds of teams — from software developers to construction companies.
The flip side?
A lack of a free plan (with paid plans starting at $7.99 per user/month) makes GanttPRO inaccessible to many. And even with a Pro subscription, you will not have access to project management staples, such as:
- Time tracking
- Custom project templates
- Overdue tasks
- Custom user roles
Finally, GanttPRO gives you a minimal — yet capable — mobile app for Android and iOS, but skips adding a Mac desktop app to the bag.
All in all, this project management tool has some ground to cover before it becomes a top-tier PM tool. But if you’re willing to pay and sure about what you need, GanttPRO might just be what you’re looking for.