QuickBase vs monday: 2024 Comparison

QuickBase and monday 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. monday

Use monday’s clean folder system to help everyone find relevant projects and tasks easily. 

Workspace > Folder > Sub-folder> Dashboard/Board/Workdoc

  • Workspace: A space shared across the account that contains all the folders, sub-folders, boards, etc. You can create multiple workspaces.
  • Folder: Groups all dashboards and Workdocs within a Folder to reduce clutter. You can use a Folder each for a project, department, team, etc. 
  • Sub-folders: Add another level of organization within each Folder.
  • Boards: A visual overview of the project where all team members can collaborate on day-to-day tasks within a Folder/Subfolder. Toggle between multiple views, such as List, Calendar, Timeline, etc., to change how your project is displayed.  
  • Items: Individual action items — represented as rows on the Board — that can be assigned to individuals or teams.        

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. monday

monday offers 12 ways to visualize work:

  • Chart: Users can create various reports using different chart types to analyze their workflow​​.
  • Gantt: This flexible view displays milestones and dependencies between items, providing a clear overview of projects and associated tasks​​.
  • Calendar: See all tasks with a date/timeline in a calendar format, customizable by day, week, or month​​.
  • Workload: This view shows how work is divided among team members, indicating who’s got their plate full.
  • Table: Provides a filtered view of the board’s main table, which you can customize to show information by person, status, column, or group​​.
  • Kanban: Use the Kanban project management technique to prioritize tasks and balance demands with available capacity​​.
  • Form response: Converts boards into forms to collect information from contacts as new items​​.
  • Cards: Displays all items assigned to each team member to assess their capacity.
  • Files: Manages all files in one place, offering a consolidated, gallery-like view of board files​​.
  • Blank: A customizable space where users can choose multiple widgets to display on one page, similar to a dashboard. 
  • Map: Use the map view to manage your location logistics.
  • Timeline: Offers a visual representation of project timelines.

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. monday

Track tasks within a workflow by creating items on a project board. 

When you add an item, you can add information such as:

  • People who will work on it
  • Details
  • Due dates
  • Priority
  • Labels

You can also add subitems to break each task down further.

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. monday

Customize the Status Column labels according to your workflow. 

Click the ‘+’ sign on the top right of each Status label to leave a comment with details about status changes. 

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. monday

Add a Checklist in the Update section of each item.

Items containing Checklists show a small tick mark icon to indicate how many Checklist items are currently completed.

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. monday

monday’s item default value lets you set specific values that will be applied to all new items or tasks on a board.

Once set up, you’ll see a pop-up that lets you set default values for:

  • Assignee
  • Timeline
  • Progress
  • Phases 1, 2, and 3
  • Time estimate

7. Assignees

a. QuickBase

Set assignees for tasks using a user field.

b. monday

Designate ownership by assigning a team member, multiple team members, or even entire teams and sub-teams to an item on the board.

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. monday

Add a Priority column and choose between high, medium, and low priority for each item on the board.

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. monday

monday allows you to create custom automation rules with triggers, conditions, and actions. Alternatively, pick a rule template from the library to fill in and apply to your boards. The rules also allow for automations between boards.

You can also automate recurring tasks by time period.

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. monday

You can add due dates to monday items by adding a date column and selecting a date. You can also customize the column with deadline mode to visualize task progress by time or set up reminders.

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. monday

monday doesn’t have a dedicated time estimates feature. However, you can set time estimates for items in a list by adding a number column, naming it time estimates, and noting the estimated time. 

3. Time Tracking

a. QuickBase

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

b. monday

monday’s native time tracking widget tracks the time spent on tasks for projects. It shows you the total time spent on tasks across one or more boards — both on an individual level (for the people assigned) and for the entire team.

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. monday

Set up OKR boards using monday board templates and track your goal progress.

monday also offers a Goal Widget you can add to your dashboard, which lets you:

  • Choose a board to base your goal on.
  • Set a goal target (sum or average).
  • Select a column to calculate your goal.
  • Get goal progress updates.

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. monday

monday’s dashboards offer a consolidated view across boards, aiding in monitoring project progress, budget tracking, workload estimation, and more.

Add widgets to your dashboard to process and display data from any boards. 

Widgets include:

  • Charts
  • Progress batteries
  • Gantts
  • Number column overviews
  • Apps

You can further customize your dashboards by:

  • Turning live data on or off
  • Filtering by boards, groups, columns, and advanced filters
  • Expanding the view for full-screen or TV mode
  • Toggling between dark and light mode
  • Setting up email notifications for updates

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. monday

monday’s Gantt view allows you to:

  • Choose which timeline, date, or week column you want to display.
  • Display your items by group, board, or column.
  • Label your items by group, item name, owner, status, and more.
  • Color your chart by group, column (E.g., status), or board.
  • Drag and drop to reschedule items and their dependencies.
  • Take a baseline snapshot of your project to compare against future progress or delays.
  • View your chart in days, weeks, months, quarters, or years.
  • Set milestones and view them on your chart as diamonds.
  •  

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. monday

Create a Team by adding users working on or cross-collaborating over a shared goal or project. Team members can also request to join these teams. 

However, you cannot add guest users to a Team.

@mention these Teams in Updates, assign them items or projects, and add them to boards.

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. monday

Adjust permissions for workspaces, boards, dashboards, and even columns.   

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. monday

Invite Guest users to view or edit multiple Boards shared with them. 

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. monday

Open any item you wish to communicate on, go to the Updates section, and leave a text message or @mention a team member, multiple people, or a team. People can respond to the update in text, gif, attachments, or leave an emoji reaction.

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. monday

Add a File column to your board. Click inside the cell to attach files to specific items. Once uploaded, the File column will mention the files attached to items.

Click images, PDFs, and video files in the File column to start annotating. Leave feedback in comments, @mention your team members, and resolve comments.

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. monday

Notify team members with in-app and email notifications on important updates. Use monday’s ‘automation recipes’ to notify someone based on preset trigger actions.

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

monday

  • Help center: Videos, articles, and more about monday
  • monday academy: Free courses, webinars, live training
  • Community: Platform discussions, announcements, feature requests, and community events with fellow monday users
  • Technical documentation: Support to use the monday API
  • Customer support: Email, Help Desk, Chat, 24/7 (Live Rep), Phone
  • 24/7 support: Live chat, email, call

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

monday

  • Browser: Chrome, Firefox, Safari, and Microsoft Edge
  • 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. 

 

monday Pricing

monday offers these five pricing plans:

  • Free: Up to three board 
  • Basic ($10/user/month): Everything in free plus unlimited items, 5GB storage, priority support
  • Standard ($12/user/month): Everything in Basic plus Timeline, Gantt, and Calendar views, and 250 automations and integrations a month
  • Pro ($20/user/month): Everything in Standard plus Chart view, time tracking, and 25,000 automations and integrations a month
  • Enterprise (Contact sales for pricing): Everything in Pro plus advanced analytics, tailored onboarding, premium support, and security

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.

monday Verdict

One thing you’ll notice when you look at the monday app interface is colors, colors, colors. And they’re not just for aesthetics; they have function.

The tool aims to make it easy to understand project statuses at a glance without sifting through mountains of text. This way, project managers can get a high-level, big-picture view of all their processes in context.

Its main view is the grid or table form because it shows you more at once. However, there are also many different views and dashboards to help you oversee projects.

This app also does a lot more than just basic project management. 

For example, it comes with:

  • CRM and content marketing features.
  • Reports about progress, productivity, resources, and capacity.
  • Separate tools for software development teams and sales CRM teams

In short, monday suits companies of any size, from SMEs to enterprises. It supports various work types, such as sales, development, operations management, and HR.

It does lean to the more complex side of things, which can be a tricky adjustment for PM newbies. However, monday offers extensive support documentation and even daily webinars to help new users make the most of the tool’s features.