QuickBase vs Avaza: 2024 Comparison

QuickBase and Avaza 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. QuickBase

In Quickbase, the general hierarchy of information is as follows:

Apps > Tables > Records > Fields

  • Apps: Quickbase aims to let you build or customize your own project management apps, which are collections of tables, dashboards, and reports summarizing projects and tasks.
  • Tables: Tables are like spreadsheets or databases for capturing project and task information, which you can then use to create dashboards and reports.
  • Records: A record is a row on a table. In a project management app, it represents an individual project or task.
  • Fields: Fields are table columns that contain a type of information (E.g., project name, assignee, due date, etc.)

Tables can also be tied together using table-to-table relationships. For example, a table listing your projects can include a field that collects information from a table of tasks. A formula could summarize the number of tasks in each project or the number in each task status.

b. Avaza

Avaza simplifies project management by breaking down projects into easy-to-use spaces based on roles and functions. 

Projects > Sections > Tasks > Subtasks

  • Project: An overarching campaign a team works on. A project’s goals can be broken into multiple sections.
  • Section: A function or module of a project based on user access roles (admin, manager, employees, etc.). For example, you can create sections based on your development lifecycle (analysis, design, implementation, etc.). Each section can have its own set of Tasks.
  • Task: Actionable items assigned to individuals or teams as a part of a section. 
  • Subtasks: Smaller steps within a task are necessary for task completion.

2. Views

a. QuickBase

When you open a table in a Quickbase app, the default homepage view will display all fields and records as a table. But you can create reports that function as different views. You can also set any report as the table home page.

Report types include:

  • Tables: Create a focused table, selecting columns to show, sorting and filtering records, and adding formulae.
  • Kanban: Group tasks by stage and select the fields, filters, and sorting you want to apply.
  • Grid edit: This function makes the entire table editable at once so you can add, modify, or delete multiple records easily.
  • Summary: Create field summaries with calculations like percentages, counts, averages, etc.
  • Map: Display addresses and locations from your table in a map.
  • Calendar: Use a date field (E.g., start dates or due dates) to create a task calendar and choose what information you want to display for each calendar item.
  • Timeline: Select start and end date fields to display tasks on a timeline.
  • Charts:
    • Pie
    • Bar
    • Stacked Bar
    • Horizontal Bar
    • Horizontal Stacked Bar
    • Line
    • Line and bar
    • Area
    • Scatter
    • Bubble
    • Gauge
    • Funnel
    • Waterfall

  •  

b. Avaza

Avaza has four project layout views:

  • List View: Visualize all Tasks within a project in a list-based format with details about Task Status, Assigned To, and Due Dates.
  • Kanban Boards: View Tasks as cards sorted into columns based on sections. Each card contains information about the Task name, Tags, and Assignees. You can also drag and drop Tasks to reorganize or reorder them.
  • Gantt Chart: Monitor task timelines and dependencies with the Gantt view for project planning.
  • Calendar View: Keep track of important deadlines with a calendar view to see Tasks based on Due Dates. You can sort the view by month, week, or day.

3. Tasks & Subtasks

a. QuickBase

You can set up tasks as records using fields to include specific details. 

Quickbase offers 27 different field types, all of which are multipurpose (E.g., you can use a date field for start dates, due dates, and more). They include:

  • Single and multi-line text
  • Dates and Times
  • Checkboxes
  • Dropdowns
  • Numbers
  • Addresses
  • Phone Numbers
  • Users
  • File attachments 

Quickbase doesn’t offer a native way to create and organize subtasks. 

b. Avaza

Avaza lets you create Tasks to track each actionable item of a project. Add details for effective task completion, like: 

  • Project
  • Section
  • Task Type
  • Assigned To
  • Title
  • Description
  • Subtasks
  • Start Date
  • Due Date
  • Estimated Hours
  • Priority
  • Hours Per Day
  • Timesheet Category

4. Statuses

a. QuickBase

While Quickbase doesn’t offer a dedicated status field, you can easily create one using the dropdown field type and inputting your desired task stages.

b. Avaza

Use Avaza’s default task statuses, like Not Started, In Progress, and Complete to indicate Task progress and completion. Administrators can also create custom statuses or modify color codes to suit different types of Projects.

5. Checklists

a. QuickBase

To create a checklist for tasks in Quickbase, you’ll need to create a field with a checkbox for each checklist item.

b. Avaza

Avaza doesn’t have a checklist feature for Tasks. However, you can create Projects and use the Tasks as checklist items or use available Project Checklist Templates, like Welcome Email or Onboarding Checklist.

6. Task Templates

a. QuickBase

Creating a task in Quickbase is, by nature, templatized. When you create a new table, Quickbase automatically creates a form that users can fill in to add new records. Each record in a table will include the same fields each time.

Additionally, Quickbase Exchange provides a collection of prebuilt apps, many of which are already populated with tables, forms, sample data, and reports. These can serve as customizable table and record templates.

b. Avaza

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

Each template can contain:

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

7. Assignees

a. QuickBase

Set assignees for tasks using a user field.

b. Avaza

Assign Tasks to team members who have access to the project to hold them accountable for the Task’s completion. 

You can assign a Task to one or more people, and all of them will receive Task-related notifications. Assignees can also update the Task Status as they complete the work.

8. Priorities

a. QuickBase

Quickbase doesn’t provide a ready-made priority field. However, you can create one using the dropdown field type and inputting your desired priority levels.

b. Avaza

Set Tasks to Urgent, High, Medium, and Low priority levels — indicated also by different colored flags. 

9. Automations

a. QuickBase

Automations in Quickbase are called pipelines or workflows. The pipelines designer provides a flow chart-style visual space to craft automations composed of trigger events, actions, and loops.

b. Avaza

Avaza’s Gantt Charts view lets you auto-schedule dependent Tasks based on changes to the Start and Due Dates of an earlier Task. 

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. QuickBase

Set due dates and any other significant project dates simply using a date field.

b. Avaza

Keep track of Project and Task deadlines by adding Due Dates to Tasks.

You can also add Start Dates to Tasks to give assignees more context on when they need to begin and finish working on them. Adding both Start and Due Dates will automatically add a Task to your Gantt Chart view.  

2. Time Estimates

a. QuickBase

Add time estimates to tasks by including a duration field. This field type allows you to format durations as seconds, minutes, hours, days, weeks, and smart units (E.g., “120 mins” formats as “2 days”).

b. Avaza

Avaza lets you add the Estimated Effort (Estimated Hours) for each Task as well as the Hours per day that need to be completed. 

3. Time Tracking

a. QuickBase

Quickbase doesn’t include a native time-tracking feature.

b. Avaza

Avaza’s native Time Tracker lets you track time spent on each Task or Project.

You can pause and continue the timer at any point, irrespective of Task Start or Due dates.

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. QuickBase

Quickbase doesn’t offer a goal-setting feature, but it does have native date-based milestones. You can set these up by creating a checkbox field in a table, naming it “Milestone”, then navigating to a timeline report and choosing your milestone field from the milestone dropdown. 

These will display as diamonds on the timeline view, representing the end dates of tasks you checked in the table.

b. Avaza

Avaza doesn’t have a dedicated feature for tracking goals and milestones. 

2. Dashboards

a. QuickBase

With Quickbase, you can create a dashboard for apps using reports as widgets. From the customization settings of your app homepage, you can drag and drop widgets anywhere on the page. Here, you can select reports and charts you have made for any of your tables to display on the dashboard.

Additionally, you can create distinct or duplicate apps for different teams and display a different app dashboard for each. This way the right people see the right data on their front page. 

For example, a manager dashboard might display information about overdue tasks and table changes while regular employees see a Kanban report.

b. Avaza

Avaza’s primary Account Dashboard lets you view widgets containing different types of project and time data.

You can customize the Dashboard with different widgets, like:

  • Unpaid Invoices
  • Task Summary
  • Task Project Breakdown
  • Time Summary 
  • Expense Summary
  • Sales & Payments

You can adjust the widgets’ settings based on date range and group. 

3. Gantt Charts

a. QuickBase

Quickbase’s Gantt feature enables you to: 

  • View the dates from a table in a timeline format.
  • Drag to move start and end dates.
  • Visualize dependencies.
  • Conduct what-if analysis (The “Critical Paths” feature allows you to make experimental changes without affecting the tables to see how it will affect the timelines).
  • Compare actual project dates to original baselines.
  • Trigger actions in pipelines.

b. Avaza

Avaza’s Gantt Chart view lets you:

  • Add, edit, and delete Tasks.
  • Drag and drop to reschedule Task start dates and due dates.
  • Auto-schedule codependent Tasks by changing the start and due dates on an earlier Task. 
  • View Tasks in a month, week, or day, and group them by sections.
  • Sort Tasks by start dates and due dates.
  • See and edit the progress percentage of 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

a. QuickBase

Create user roles by entering an app’s settings and clicking “New” next to Roles. Here, you can name and describe the user group, then select the permissions you want it to have for all of your tables.

The permissions include whether users can:

  • Invite users to the app
  • Edit the app’s structure and permissions
  • View a table
  • Modify a table
  • Add and delete information in a table
  • Edit fields in a table

You can also set a homepage for a specific user group with their own dashboard and crucial reports. Their homepage will also only display links to tables you’ve set as visible to the group.

b. Avaza

Avaza has various user groups, including: 

  • Administrator
  • Finance Manager
  • Timesheet Approver
  • Expense Approver
  • Scheduling Manager
  • Customer Finances
  • Portfolio Manager
  • Project Manager
  • Scheduling User
  • Timesheet/Expense User
  • Chat User
  • Project Collaborator 

Administrators have the highest authority while Project Collaborators have the lowest. 

Project Managers can add Team Members or External Contacts as Projects Collaborators. You can assign a Timesheet/Expense User role if you want to track a user’s time or expenses.

You can change their roles later by editing their access.

2. Permission Levels

a. QuickBase

Quickbase includes the following built-in administrator permission levels:

  • Realm admin: Manages security and billing settings. Most realm admins are also account admins.
  • Full management account admin: Hold far-reaching permissions for managing users, roles, apps, account plan, and pipelines.
  • Support-level account admin: Similar to full management admins but with limitations on changing the account plan, transferring or removing apps, and setting apps to public.
  • App admin: Can make changes to app structure, including modifying tables, forms, and fields.
  • App manager: A single user with app admin privileges and the ability to transfer or delete apps.

Non-admin user permissions will be determined by their role settings.

b. Avaza

You can set Task-Level Permissions to make Tasks visible to your team or everyone (team + External Contacts). Viewers in Avaza can comment and access Task data. 

3. Guest Users

a. QuickBase

In Quickbase, a “guest user” is one that an admin of the appropriate level has neither approved nor denied from entering a realm.

This status allows guests to enter a realm but limits them from viewing any apps marked for approved users only. They can also only view apps that an app manager has invited them to.

b. Avaza

Collaborate with clients, customers, contractors, etc. by adding them as External Contacts on Tasks.

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. QuickBase

Aside from using a text field to leave a note on a table record, Quickbase has no native features for hosting threaded discussions or tagging users in a conversation. 

b. Avaza

Avaza lets you add comments to Tasks for better collaboration with assignees or watchers.

You can tag people (@mention) in the comments and add links or attachments to provide resources or context.

Followers and Assignees of the task will get notifications about the comments.

2. File Management

a. QuickBase

The file attachment field allows you to include attachments in various formats.

The field settings include:

  • Setting the field as required or not
  • Open links in a new window or not
  • Allow link access without signing in or not
  • Display links with the filename or a custom anchor text
  • Show image thumbnails or filenames
  • Set text wrapping
  • Limit field access by role
  • Include or exclude the field in searches, reports, and filters
  • Save entries for reuse in other records or not
  • Add a help icon and text explaining the field’s purpose

b. Avaza

Attach files, like documents and images, to Projects, Tasks, and comments to share project resources in Avaza. 

You can also add Tags to uploads and access easy previews in Tasks. 

3. Notifications

a. QuickBase

Quickbase doesn’t send or display notifications in-app. You can set up trigger conditions in pipelines to automate notifications when a record is added, modified, or deleted.

Furthermore, you can set up subscriptions (reports sent daily, weekly, or monthly) and reminders (emails sent a set number of days before a date in a field). 

When creating notification triggers, you can choose to send notifications (via email or other channels) to an individual user, a group (role), or a list of users.

Its main notification channel is email, but it can send via channels like:

  • Gmail
  • Outlook
  • Mailgun
  • Slack
  • Microsoft Teams
  • Twilio (SMS)
  • PushBullet

b. Avaza

Stay informed with notifications across various channels (in-app, email, and push). You can receive notifications for Tasks assigned to you, Task Status changes, mentions, etc. 

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

QuickBase

  • Quickbase University: Course with video guides to developing your first app
  • Help Center: Written and video guides to Quickbase’s main processes and features
  • Qrew: Community support forums
  • Office Hours: A weekly webinar where you can ask an expert questions
  • Customer Support: Contact support to receive a response within one business day
  • Video Demos: A collection of short video tutorials
  • Resource Center: A selection of blog posts, ebooks, on-demand webinars, and case studies
  • Training: A center for live training sessions, self-training videos, and certification courses

Avaza

  • Video Tutorials: Quick videos on getting started with basic Avaza features
  • Support Docs: Guides on how to complete various actions using Avaza
  • Customer support: 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

QuickBase

  • Browser: Google Chrome, Safari, Firefox
  • Desktop: Windows, MacOS, Chrome OS, 
  • Mobile: iOS, Android

Avaza

  • Browser: Firefox, Chrome, Safari, Microsoft Edge (all modern browsers)
  • Desktop: Mac, Windows
  • Mobile: iOS, Android

H. Pricing

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

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

Here are some easy tips for starters.

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

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

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

QuickBase Pricing

Quickbase has the following pricing plans:

  • Free trial: 30-day free trial
  • Team ($35/user/month billed annually): 20+ users, access to templates and personalized dashboards
  • Business ($55/user/month billed annually): 40+ users, access to everything in Team plus custom branding, Gantt charts, and SAML SSO
  • Enterprise (Contact sales for pricing): Everything in Business plus advanced data encryption and security. 

 

Avaza Pricing

Avaza’s pricing structure is as follows:

  • Free: Unlimited Project Collaborators, 1 User with Timesheet access, 5 Team Members with Chat Access, Unlimited External Contacts with Chat Access, 5 Active Projects, 10 Customers, 100 MB Storage.
  • Startup ($11.95/month): 2 Users with Timesheet access (add more at $7 each/month), 20 Active Projects, Unlimited Customers, 10 GB Storage, Priority Support, and everything else in the Free plan. 
  • Basic ($23.95/month): 5 Users with Timesheet Access (add more at $7 each/month), 50 Active Projects, 20 GB Storage, and everything else in the Startup plan.
  • Business ($47.95/month): 10 Users with Timesheet Access (add more at $7 each/month), Unlimited Active Projects, Unlimited Invoices, 30 GB Storage, and everything else in the Business plan.

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.

QuickBase Verdict

Quickbase feels more like using spreadsheets or databases, familiar to people comfortable with software like Excel or Access.

Its versatility shines through its tables and fields, which can be used to host and manage a wide array of data and project types.

However, its drawbacks are notable. 

Quickbase presents a steep learning curve and an unintuitive interface. It lacks native communication and collaboration features to discuss work in context. Its notification system feels archaic, relying heavily on manual setup and email, which can be a recipe for a chaotic inbox and scattered communication.

Then there’s the cost — It’s extremely pricey compared to many of its industry counterparts. At the lowest tier and minimum user count, it’ll run you $8,400 a year (more if you pay monthly).

So, we don’t recommend Quickbase if you’re looking for a modern interface, automated in-app notifications, and organized collaborative discussions. It’s also not ideal for small teams.

That said, if you’re used to old-school software and want to switch to the cloud to expand your team across locations, Quickbase might suit you.

This is especially true if you need visibility into work but don’t require a lot of discussion to complete tasks (i.e., your team members work fairly independently). For example, at a construction or manufacturing company, crucial discussion often happen on site and teams mainly need a way to document work items and progress.

Avaza Verdict

Avaza is an easy-to-use project management tool that’s suitable for teams of all sizes.

The software makes collaboration easy — for team members working on a project and for businesses that need to connect with customers or contractors. 

Avaza is a cost-effective option for small businesses and startups since the free plan lets you add unlimited Project Collaborators and External Contacts. Plus, its paid plans allow you to add more Team Members with Timesheet access at an affordable $7/user/month.

This versatile tool also has many features for visualizing projects, scheduling resources, generating reports, and creating invoices. Its chat app is great for communication between teams and external parties.

However, Avaza doesn’t offer much in terms of automation and it doesn’t have offline-synchronization capabilities. So, it may not be the best choice for teams that need to work offline.

But that’s to be expected with most cloud-based software solutions. 

Still, Avaza makes up for these missing features by providing a well-balanced project management tool with amazing customer support. Plus, its top-notch timesheets and invoicing features are perfect for service-based businesses with many clients.