Paymo vs Workzone: 2024 Comparison

Paymo vs Workzone: 2024 Comparison

Paymo and Workzone 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. 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

b. Workzone

Organize your workspace with the help of Workzone’s simple hierarchy. 

Welcome Page > Workspaces > Projects > List > Tasks > Subtasks

  • Welcome Page: A default welcome page you can tailor to each user role, containing elements such as Documents, Projects, Requests, Calendar, and Reports.
  • Workspaces: A collection of folders or buckets under which you store work, letting users access the content most important to them.
  • Projects: A series of projects most relevant to a specific user role.
  • List: An organized view of all tasks within a particular project or category.
  • Tasks: A series of actionable deliverables that represent different aspects of a project.
  • Subtasks: A collection of deeper subtasks contained within parent tasks.

2. Views

a. 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

b. Workzone

Workzone allows you to see your work with four views:

  • List: Display items in a list, the default view of your main projects and the tasks within them. You can filter projects and tasks by status.
  • Board: Visualize and organize work items using a customizable Kanban-style board with drag-and-drop functionality.
  • Calendar: Schedule, organize, and track events or project tasks by client or department in a date-based format. You can combine separate calendars into a master calendar for the whole organization.
  • Gantt: Use the Gantt view for a visual overview of the start and end dates within a project.

3. Tasks & Subtasks

a. 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

b. Workzone

Create tasks within Workzone to organize projects into multiple phases, activities, and groups at different levels.

When adding tasks, you can add the following details:

  • Status
  • Assignees
  • Due Dates
  • Notes
  • Comments
  • Attachments
  • Checklists
  • Task dependencies

4. Statuses

a. 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.

b. Workzone

Within the status column, a faded-gray checkbox transforms into a green check mark, indicating the task’s completion.

You can also adjust completion percentages for individual tasks and subtasks to reflect progress. Workzone will use these percentages to calculate overall project progress.

Projects and phases that slip behind schedule are automatically flagged with triangular colorful caution symbols in place of the green check mark. Yellow symbols represent late subtasks, while red symbols represent late summary tasks.

5. Checklists

a. Paymo

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

b. Workzone

Each user gets an automatic To-Do List, providing a focused view so you can organize work across projects.

You can sort to-do items by date and customize views for users, groups, and individual or multiple workspaces. It also allows you to update task details directly from the list.

6. Task Templates

a. 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.

b. Workzone

Capitalize on past success with time-saving and reusable project or task templates.

Each template can contain the following items:

  • Descriptions
  • Categories
  • Due dates
  • Dependencies
  • Assignees

7. Assignees

a. Paymo

Add assignees to projects, task lists, and tasks.

b. Workzone

Assign workspaces, documents, tasks, and more to individual team members or groups of people.

8. Priorities

a. 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.

b. Workzone

Assign tasks a numerical value ranging from one to ten to indicate their importance or urgency, with one representing the highest priority.

9. Automations

a. 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. Workzone

Workzone offers automated To-Do List updates, notifications, and Calendar events.

Set up triggers to receive automatic email alerts for various task activities, such as:

  • Comments
  • Project field updates
  • New tasks
  • Upcoming deadlines
  • Late tasks

You can also create recurring events on a weekly, monthly, or yearly basis in Workzone’s Calendar.

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. Paymo

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

b. Workzone

Keep on top of task and project deadlines by adding due dates. If you shift the date for any task, the dates for all dependent tasks will move accordingly.

2. Time Estimates

a. 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.

b. Workzone

If enabled, the work column will provide time estimates for how long tasks will or should take. This feature lets you generate reports comparing the time spent on tasks against budgeted hours.

Additionally, Workzone can calculate new dates and durations if you make changes to any relevant fields.

3. Time Tracking

a. 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.

b. Workzone

Workzone’s native time tracker feature allows you to measure how long specific tasks take and ensure accurate timelines. However, if you want to manually record time, Workzone offers task timesheets so responsible users can input and track hours.

Additionally, you can track projects with or without billable time, meaning you can differentiate between internal and client-related projects.

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. 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.

b. Workzone

While Workzone doesn’t have goal tracking, you can use milestones to track key project phases and stay on track. View progress percentages, deliverables, assignees, and critical evaluation points within your project plan.

You can also filter projects to show milestones exclusively, allowing you to share project progress with anyone who doesn’t need in-depth visibility.

2. Dashboards

a. 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

b. Workzone

Workzone dashboard reports provide quick insights into completed or active project and task data. You can visualize this information in donut or bar charts based on workspace, status, or assignee.

Customizable dashboards are an Enterprise-only feature that includes further options like table, donut, bar, column, and line charts.

You can also generate workload reports with metrics like user capacity, user availability, assigned tasks, workload, and utilization, which you can filter by timescale, group, or completion.

3. Gantt Charts

a. 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

b. Workzone

Workzone’s interactive Gantt charts let you:

  • Build, view, and edit project schedules directly on the timeline
  • View assignees, progress, and task dependencies
  • Drag and drop bars to adjust start and end dates
  • Sort by timescale (Weeks, Months, Quarters, or Years), dates, and priority
  • Draw lines between tasks to create dependencies

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. Paymo

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

b. Workzone

In Workzone, Administrators can set up user groups to include a set of team members or individuals outside of your organization. However, you can only assign user groups if every member of the group has access to the task or project.

You can also @mention users with access in messages or comments.

Note: You can only have ten users maximum per project or task.

2. Permission Levels

a. 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

b. Workzone

Workzone allows you to set different permission levels for team members with five roles: Partner Users, Reviewers, Contributors, Managers, and Administrators.

This lets you:

  • Select Administrators who have full access to everything and control user access.
  • Choose which workspaces users can access and what they can do or access within them.
  • Define user capabilities, including the ability to create, modify, or delete items, documents, tasks, and users.
  • Specify who can view, add, and manage items within folders, documents, calendars, and projects.

3. Guest Users

a. 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)

b. Workzone

The Partner User role is well-suited for external users, because it ensures they can only manage the documents, tasks, attachments, etc. you assign to them.

Managers and Administrators can also create screening rooms in Workzone to provide guests with access to important files.

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. 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.

b. Workzone

You can leave comments on each project task and document. Keep the whole team in the loop with organized, time-stamped logs of all important discussions.

You can @mention users with access to the same item or area you’re typing in.

2. File Management

a. 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

b. Workzone

File sharing in Workzone is a seamless and secure process.

Users can easily upload files by dragging and dropping them from their desktop into projects, tasks, or documents. You can also send email alerts for updated files, approvals, or comments.

Furthermore, Workzone allows for precise control over folder or document permissions, ensuring that each individual has access only to the information that is relevant to them.

3. Notifications

a. 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.

b. Workzone

You can set up a variety of automatic notifications for newly created tasks or to remind users when work is due.

Whenever you assign new tasks to a user, Workzone sends emails to them. Administrators can customize whether or not users receive notifications.

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

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

Workzone

  • Product Tour: Guides that walk you through the basics of using Workzone.
  • Knowledge Base: Articles and resources that offer in-depth information and solutions for various aspects of using the product.
  • Resources: Collection of pages, such as FAQs, best practices, webinars, and more.
  • Professional Services: Premium support and hands-on help from the Professional Services team.
  • How-To Videos: Short videos explaining specific features and processes.
  • Customer support: 24/7 Live rep, Chat, Email, Help Desk, 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

Paymo

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

Workzone

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

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. 

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.

Workzone Pricing

Workzone has the following pricing plans:

  • Team ($24/user/month): Unlimited project and task management, 100GB storage, advanced reporting, and more.
  • Professional ($34/user/month): Everything in Team plus 150GB storage, custom project intake forms, enhanced time-tracking controls, and more.
  • Enterprise (Contact sales for pricing): Everything in Professional plus single sign-on (SSO), public access forms, advanced reporting, custom project and task fields, and more.

Note: Contact the sales team for a demo or free trial.

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 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.

Workzone Verdict

Workzone is a robust platform that caters to a wide range of teams, particularly small and medium-sized businesses. Its feature-rich paid plans offer comprehensive solutions for effective project management.

Balancing sophistication with simplicity, Workzone offers user-friendly and intuitive features like personalized to-do lists, precise time estimates, and efficient time tracking.

Additionally, Workzone’s real-time status alerts and in-depth workload reports are ideal for users who require advanced automations and analytics. With several visualization methods, this tool is a solid choice for handling complex projects, streamlining workflows, and promoting effective communication across departments.

That said, it’s worth noting that Workzone is strictly a web-based tool and doesn’t currently offer a dedicated mobile app. This lack of mobile support may hinder productivity for companies seeking a seamless workflow across devices.

Although geared primarily toward SMEs, Workzone doesn’t provide a free plan that you would expect for smaller teams. Furthermore, it limits views and lacks custom dashboards and fields, which are Enterprise-exclusive features.

Altogether, Workzone is user-friendly and adaptable, catering to teams with varying levels of experience. While it has its limitations, its overall simplicity and functionality still make it a valuable choice for many organizations.