QuickBase vs Wrike: 2024 Comparison

QuickBase and Wrike 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. Wrike

Transform your workspace with the help of Wrike’s simple, user-friendly project hierarchy. 

Spaces > Folders > Projects > Tasks

  • Spaces: Spaces are hubs (or centralized repositories) for all information relevant to your team, departments, or clients.
  • Folders: Organizes projects, tasks, and subtasks within spaces. 
  • Projects: A group of tasks and subtasks that are part of a larger goal.
  • Tasks: Actionable items that help achieve the project’s objectives.

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. Wrike

Wrike consists of Primary and Custom views. 

The types of Primary views are:

  • List: Displays tasks and other items in a list format, allowing for easy organization and management
  • Board: A Kanban-style workflow where you can organize cards (tasks) in a column. 
  • Table: Presents tasks and their details in a tabular format for easy data manipulation and analysis
  • Gantt chart: Visual representation of deadlines, schedules, and task dependencies.
  • Resources: Provides an overview of your team project allocation
  • Dashboards: Displays illustrative widgets that provide updates, like project progress and resource allocation for a specific space.
  • Analytics: Contains simple infographics and insights into active, overdue, and completed tasks.
  • Calendar: Gives a timeline view of work items to keep track of what needs to be worked on and when. 

You can further customize the List, Board, Gantt Chart, Files, and Table views.

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. Wrike

A task in Wrike helps manage simple and complex projects by breaking them down into actionable items. You can further divide tasks into smaller action items called subtasks.

Tasks provide information on: 

  • Task descriptions
  • Assignees
  • Tags 
  • Due Dates and Time Estimates
  • Checklists
  • Attachments
  • Comments

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. Wrike

Wrike offers five default statuses to help users track the progress of projects and tasks. These are:

  • New
  • In progress 
  • Completed
  • On hold
  • Canceled

You can also create custom statuses in Business and Enterprise plans.

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. Wrike

Use the checkbox button in the task description’s formatting panel to break your tasks into to-do lists or step-by-step instructions. 

You can even assign each checklist to different assignees for better task tracking.

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. Wrike

Except for collaborators, all users can easily create task templates in the template folder in their accounts. 

Just copy a task, rename it, and move it to the appropriate space, project, or folder to create a template. Each template can include details like:

  • Title
  • Description
  • Checklists
  • Tags
  • Assignees
  • Priority
  • Attachments
  • And more

7. Assignees

a. QuickBase

Set assignees for tasks using a user field.

b. Wrike

You can add assignees to tasks after clicking the +Add assignee button in the task panel.

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. Wrike

Leverage the Importance feature in Wrike to categorize your tasks as High, Normal, or Low Importance. All tasks are denoted Normal importance by default.

Alternatively, you can simply drag the most crucial tasks to the top of your list to prioritize them.

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. Wrike

Wrike features around 14 automation rules, and each rule can have up to 10 actions. 

For example, you can set a rule to automatically mark a task as ‘completed’ when it gets to the ‘published’ stage. 

These automation rules apply to both tasks and projects.

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. Wrike

Simply add a deadline of a task in the subject field in square brackets: [yyyy-mm-dd].

Wrike also offers date rollups where it automatically sets a project due date after calculating all your subproject, task, and subtask deadlines.

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. Wrike

Create a duration-type custom field on the project/folder level to input the estimated time for a certain task.

Even better, use Wrike’s comprehensive reporting tools to compare the estimated and actual working time taken to complete tasks and projects to measure productivity.

3. Time Tracking

a. QuickBase

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

b. Wrike

Wrike offers two time tracking features to track your time and bill your work hours:

  • Track time manually on timesheets.
  • Record work hours automatically with Wrike’s task trackers.

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. Wrike

Use Wrike’s business goal-setting template to set clear objectives across an organization and ensure team alignment. The template allows users to organize company goals and OKRs into pre-built folders, projects, and tasks.

Milestones in Wrike are one-day tasks with no duration. They are perfect for marking major events in a project, such as the end of a project phase or the completion of a deliverable.

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. Wrike

Create dashboards within Wrike spaces to monitor and manage workflows effortlessly. 

These dashboards contain widgets that show work items that meet the specific criteria. For example, you can view overdue projects or filter tasks by their status.

You can use both pre-built templates or create custom dashboards and widgets.

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. Wrike

Wrike’s Gantt charts allow you to visualize project plans, adjust deadlines, and communicate project details with your team. 

Some of its key features are:

  • Interactive timelines
  • Dependencies and milestones
  • Sharing options
  • Drag and drop functionality

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. Wrike

All Wrike accounts have a default user group called “My Team,” which includes all regular users of the account. When new regular users are added to the account, they are automatically included in this group. 

Additionally, you can create customized user groups or teams to share information and collaborate with specific teams or departments quickly.

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. Wrike

Wrike offers access roles to control what users (or user groups) can do within a shared folder, project, or space. 

There are four types of access roles in Wrike: 

  • Full: Access, create, edit, and manage tasks, permission levels, projects, and folders.
  • Editor: Add projects as well as edit statuses, custom fields, guest approvals, reports, and more. 
  • Limited: Change task statuses, duplicate folders, add attachments, and more. They can’t create projects and tasks, edit dashboards, or access reports.
  • Read only: They can only view folders, projects, and tasks, as well as duplicate analytics boards.

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. Wrike

In Wrike, guest users are called ‘Guest Reviewers’. 

Users with full access roles can invite guest reviewers and share files with them. This feature lets you collaborate with external stakeholders who don’t have a Wrike account. 

They can view, add comments, and approve the shared 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. 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. Wrike

Any user with comment access in Wrike can add comments to tasks, projects, and folders. 

Plus, @mention your team members to talk to a specific person or user group.

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. Wrike

Attach files to tasks, folders, and projects in Wrike and find them in the task description. 

Wrike supports various file formats, such as docs, images, website links, and more.

Moreover, Wrike’s Document Editor feature lets you edit popular file types (MS Office and Adobe files) directly within the platform.

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. Wrike

Wrike provides a comprehensive notification system, available through both desktop and email. 

Additionally, it offers the flexibility to customize your email notifications according to your preferences. 

For instance, you can choose not to get notified when someone comments without @mentioning you.

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

Wrike

  • Wrike Help Center: Guides and tutorials on Wrike features.
  • Community Discussions: Users can ask questions about features and their usage.
  • Wrike Blog: Covers a variety of topics related to project management, collaboration, and productivity.
  • Webinars: Live or on-demand videos.
  • Resources Library: Blogs and ebooks on Wrike features.
  • Customer support: Available in multiple languages 24/7 through chat, phone, and 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

Wrike

  • Browser: Google Chrome, Mozilla Firefox, and Safari
  • Desktop: Windows and Mac
  • Mobile: Android and iOS

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. 

 

Wrike Pricing

Wrike offers a 14-day trial period. Its pricing plans are:

  • Free: Web, desktop, and mobile apps, project & task management, AI content generation, and more.
  • Team ($9.80/user/month): 3-25 users, unlimited projects, AI risk prediction & work creation, and more.
  • Business ($24.80/user/month): 5-200 users, custom item types, guest approval, time tracking, and more.
  • Enterprise (price upon request): 5 to unlimited users, password policies, custom access roles, 10 GB storage per user, and more.
  • Pinnacle (price upon request): 5 to unlimited users, locked spaces, advanced reporting & BI, billable hours, and more.

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.

Wrike Verdict

Wrike distinguishes itself in the field of project management through its powerful tools, including effective task management, accurate time tracking, and custom workflows.

Here are some more features that make Wrike special:

  • Dynamic automations
  • Custom workflows, dashboards, and reports.
  • Advanced reports and analytics
  • Business goal-setting templates
  • Document editor and file management
  • Security features (in higher-priced tiers)  

However, Wrike does come with a few drawbacks of its own.

Most of Wrike’s project management features are only available in its higher-priced tiers. For example, you can only access the time tracking feature in its Business plan. This can pose budgetary challenges for smaller teams. 

Additionally, the mobile app lacks some functionalities, such as the ability to create spaces or projects. This can be a drawback for users looking for flexibility across various devices. 

Yet, despite these hurdles, Wrike’s versatility extends to numerous applications, such as sales lead tracking, capacity planning, bug tracking, event management, and so much more. 

This makes it worth your investment and a game-changer for any team looking to streamline complex workflows and scale new heights.