ProWorkflow 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
ProWorkflow has a simple hierarchy for project tracking:
Projects > Task Headings > Tasks
- Projects: A project could be a single end-product you aim to deliver, a client you manage, or any larger goal you’re working towards.
- Task heading: These large tasks act as stepping stones in the project and contain smaller steps.
- Tasks: These are the individual action items within a task heading.
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
ProWorkflow offers the following nine ways to visualize work:
- Homepage: An overview of your workload, upcoming deadlines, recent activity, and staff activities.
- Calendar: Projects and tasks organized by start date and displayed on a calendar.
- Timesheet: Shows your time tracked and the tasks you worked on.
- Timeline: Displays your tasks by start and end date and the dependencies between them.
- Customer map: Allows you to see the locations of your clients on a map.
- Projects list: A table showing all your current projects and their details.
- Projects board: A Kanban board displaying your projects grouped according to your chosen parameter — E.g., task status, priority, or category.
- Tasks list: A table displaying details of all your tasks.
- Tasks board: A Kanban board of your tasks grouped by a chosen field.
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
To establish a hierarchy of tasks in ProWorkflow, use the task styles feature: heading, bold, and normal. Bold and normal tasks serve as subtasks under a task heading, and bold tasks are higher priority than normal tasks.
When you create a task, you can include the following:
- Task name and description
- File attachments
- Time estimate
- Start and due dates
- Billable status (yes or no)
- Billable rate
- Taxable status (yes or no)
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
With ProWorkflow, you can indicate project and task statuses using tags. You can set up custom status tags for projects, tasks, and contacts.
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.
ProWorkflow doesn’t have a native feature for adding checklists to tasks. However, you can create a list of indented subtasks to serve as a checklist.
Paymo doesn’t include a native feature for adding checklists to tasks and subtasks.
6. Task Templates
ProWorkflow enables you to create new task templates from scratch or based on other templates or current projects.
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.
ProWorkflow offers several ways to assign tasks, including:
- Drag and drop assignees from a list onto a task on the project description page.
- Assign or remove a team member across all tasks in a project
- Add assignees in the contacts column of the tasks view
- Assign multiple tasks to a contact at once
Add assignees to projects, task lists, and tasks.
Select a low, medium, or high priority status for tasks and projects. To create custom priority statuses, you can use project or task tags.
Additionally, you can indicate priority using the bold task style.
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.
ProWorkflow doesn’t have any native automation features.
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
ProWorkflow includes start and due date fields when you create a task, edit a task, or set up a task template.
Set task due dates and time budgets and set up alerts for when you’re approaching deadlines.
2. Time Estimates
Add time estimates to tasks and projects using the time allocation field.
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
ProWorkflow offers four methods for tracking time on tasks:
- Live tracker: Track time for a task using a timer while you work
- Manual entry: Add a time record declaring hours and minutes worked on a task
- Drag and drop: Drag a task onto a timesheet and size the block to indicate time worked
- Direct entry: Enter time details directly into the timesheet
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.
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
ProWorkflow doesn’t have any native features for setting goals and 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.
Your ProWorkflow homepage displays a dashboard of graphs and details on upcoming tasks.
The graphs can display details like projects and tasks by status or priority, time tracked vs billable time, and quotes and invoices.
You’ll also see a list of upcoming task start and due dates.
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
ProWorkflow’s timeline view functions as a Gantt chart and allows you to:
- Create new tasks
- Drag to adjust start and due dates
- Select and adjust multiple tasks at once
- Set or remove task dependencies
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
From the users and permissions settings in ProWorkflow, you can set up user roles and assign them to your contacts. You can use this feature to group people by role, department, team, etc.
Paymo doesn’t offer any native features for creating user groups or teams.
2. Permission Levels
In ProWorkflow, there is only one permission level with default settings — super user. Other than that, you must create custom roles to define your organization’s permission levels.
Permissions for roles include:
- Super user status (full access)
- Ability to view all work
- Ability to see sensitive business information (quotes, invoices, rates, etc.)
- Whether the role can receive client project requests
- Whether the role receives billing alerts from ProWorkflow
- If the role can view, add, edit, or delete information on each page of the organization
- Ability to add, edit, or delete user permissions
- Whether the role can access and make changes to areas in the settings menu
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
You can add clients and external parties as contacts in your ProWorkflow organization and customize the permissions for all client contacts or individual clients.
On their contact profile, you can edit the following information and settings:
- Client name, title, and company name
- Whether they’re the main contact for that company
- Whether they can log in (you set the username and password)
- Their email address and phone contact details
- Whether they can request projects
- Which projects and tasks can they view
- Which views can they access
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)
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
Clicking on a task title in ProWorkflow will reveal a comment icon where you can leave messages.
This feature allows you to:
- @mention contacts
- Include hashtags to tag the message
- Select recipients
- Add file attachments
- Set the message as private
- Send an email notification to recipients
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
Attach files in various formats to projects, tasks, and messages.
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:
ProWorkflow delivers both in-app and email notifications to assignees for activities in projects and tasks, account alerts, and resource alerts.
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
- Help center: A collection of tutorials relating to ProWorkflow features
- Video guides: A playlist of YouTube how-to videos
- Contact support: Via the support request form, email addresses, or phone number
- 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
- Browser: Google Chrome, Safari, Internet Explorer
- Desktop: Windows, Mac
- Mobile: Mobile web app
- Browser: Firefox, Chrome (Desktop and Android), Safari
- Desktop: Mac, Windows, Linux
- 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.
ProWorkflow has the following pricing plans:
- Free trial: 14-day free trial
- Professional ($20/user/month): Unlimited pricing, no user limit, 25GB file storage
- Advanced ($30/user/month): Five users minimum; includes everything in Professional, plus client project requests, custom fields, and 50GB file storage.
- Enterprise (Contact sales for pricing and more information)
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.
ProWorkflow offers a lot of freedom to customize permissions, statuses, and time tracking. It’s useful for handling tasks in bulk and assigning them easily.
Its approach to setting up tasks and subtasks stands out as both simple and unique, and the way in which it organizes information in views is adequate (but not stellar).
The inclusion of invoicing and quotations also enhances ProWorkflow’s utility. These features make ProWorkflow suitable for organizing project work across multiple clients.
However, there are some major downsides.
The tool doesn’t have a free plan and is relatively expensive out of the gate. The features also don’t differ much between the pricing plans.
One must wonder if the price tag is justified, given that the app lacks automation and AI features, which are generally standard practice among project management tools today.
Additionally, the user interface, commenting, and notifications are dated and not very user-friendly. The comments resemble an old-school forum and aren’t particularly well-equipped for organized, threaded discussions.
ProWorkflow’s support resources are also rather sparse, which can contribute to a higher learning curve.
In general, this tool has a solid foundation but has some catching up to do to match up with the standards set by more established, modern PM tools.
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.