Teamwork vs Paymo: 2024 Comparison

Teamwork vs Paymo: 2024 Comparison

Teamwork and Paymo are two of the most popular project management tools available today.

But how do they stack up against each other?

Which one manages tasks better?
Which one helps you allocate resources more effectively?
Which one is more affordable?

Discover all the answers in our detailed comparison guide.

A. Project and Task Management

Get. Things. Done. 

You and every project manager likely live by those words.

It’s also the heart and soul of any project management software. 

This is why, before anything else, you must evaluate a tool’s ability to help you manage your tasks and projects.

Features to look out for:

  • Project structure: A simple, intuitive way to organize work and toggle through multiple projects, tasks, boards, etc. 
  • Views: Board, list, timeline, Gantt, and other types of views that let you visualize various types of information within each project.
  • Tasks & subtasks: Dedicated spaces offering the ability to drill down to the smallest level of actionable detail about each project item. 
  • Statuses: Effortless ways to communicate the exact progress of each task, board, project, etc.
  • Checklists: Quick to-do lists for each task so things don’t fall through the cracks 
  • Task templates: Easy-to-copy templates to create identical tasks at scale across multiple projects. 
  • Assignees: The ability to assign tasks, boards, or projects to individual team members, groups, or even teams. 
  • Priorities: A way to communicate the urgency level of each task, subtask, or project. 
  • Automations: Trigger-based (if X happens then do Y); ways to automate repetitive actions such as notifications, comments, status updates, etc.

1. Project Structure / Hierarchy

a. Teamwork

In Teamwork, your projects rely on a structured hierarchy of information.

Portfolio > Projects > Milestones > Task Lists > Tasks > Subtasks

  • Portfolio: Organize projects with portfolio boards and create columns for different workflow stages.
  • Projects: Create a central hub for clear communication and documents for your project based on business or client needs.
  • Milestones: Monitor your project progress and set goals specifying tasks or sets of tasks to be completed within a defined timeframe.
  • Task Lists: Group and manage tasks with multiple task lists within a project and link each list to a desired milestone.
  • Tasks: Delegate tasks to individuals, multiple people, teams, and clients—or keep them unassigned.
  • Subtasks: Make your tasks more detailed and clear by breaking them down into subtasks. 

b. Paymo

Keep your work organized with Paymo’s hierarchy:

Client > Project > Task list > Task > Subtask

  • Client: All the work for each client is grouped together
  • Project: All projects belonging to one client
  • Task list: A collection of tasks that need to be done to complete a project
  • Task: Individual work items within the task list
  • Subtask: Tasks broken down into smaller steps

2. Views

a. Teamwork

Teamwork provides seven Views to visualize your work:

  • Lists: View all your projects and tailor your level of detail using collapsible projects and subtasks.
  • Kanban Boards: Get a clear view of your project’s inner workings in a swimlane display and update task progress with easy drag-and-drop motions.
  • Tables: Manage tasks in a spreadsheet-style interface with customizable and adjustable columns, drag-and-drop reordering, and horizontal/vertical scroll view options.
  • Gantt Charts: See your project’s timeline at a glance and easily identify deadlines to ensure your projects stay on track.
  • My Work: Get access to all your tasks, milestones, and events in a single location.
  • Clients: Gain insight into the status of all projects associated with a client.
  • Everything: Review all tasks, milestones, messages, files, etc, in your projects. See what’s done and what needs attention across all projects.

b. Paymo

Paymo enables you to visualize your projects in five different ways:

  • List: For each project, you see a list of tasks with a brief overview of their details (E.g., due date, assignees, etc.)
  • Table: A more detailed view of tasks with information fields in columns
  • Board: A Kanban board view of tasks grouped by status
  • Calendar: Displays tasks on a calendar, showing their start and due dates
  • Gantt: A timeline of tasks depicting start and due dates, dependencies, and milestones

3. Tasks & Subtasks

a. Teamwork

Assign tasks to one or multiple team members by adding start/due dates or no dates for flexible task completion.

Add rich detail to each Task with the help of: 

  • Task details
  • Files
  • Priority levels 
  • Progress & Time
  • Followers
  • Tags
  • Dependencies 
  • Reminders
  • Custom fields, etc. 

You can also add multiple Subtasks to a task on your project.

b. Paymo

Break tasks into granular subtasks to indicate the steps needed to complete a task.

Fill out the details on tasks to provide assignees with all the information they’ll require, such as:

  • Task name and description
  • List of subtasks
  • Link to the project and task list
  • Start and due dates
  • Assignees
  • Billing type
  • Time estimate
  • Billing estimate
  • Invoice status
  • Time budget alerts
  • Priority
  • Status

4. Statuses

a. Teamwork

Project Statuses help categorize your projects based on their progress in the timeline.

Teamwork offers six types of status options to choose from:

  • Active
  • Current
  • Late
  • Upcoming
  • Completed
  • Archived

b. Paymo

Paymo includes the following default task statuses:

  • Active
  • Proposal
  • On-hold
  • Canceled
  • Completed
  • Archived

You can create custom statuses in the company settings menu, which apply globally.

Additionally, Paymo allows you to set up workflows for specific projects. The default workflow contains To Do, In Progress, and Complete. From the company settings, you can establish new workflows with custom statuses.

5. Checklists

a. Teamwork

In Teamwork Spaces, you can’t add checklists to your Tasks and Subtasks. However, you can add a checklist to your Pages and Subpages that let you create detailed documents and share your company knowledge base with your teams and clients. 

Add a checklist to your Pages or Subpages, reorder the items in it, and mark them as complete once you’ve finished working on your page.
Generate templates to create new Task Lists or duplicate your existing templates.

A Template can contain:

  • Start dates
  • Skip weekend settings
  • Email notifications
  • Notes
  • Privacy
  • Milestones
  • Default properties

b. Paymo

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

6. Task Templates

a. Teamwork

Generate templates to create new Task Lists or duplicate your existing templates.

A Template can contain:

  • Start dates
  • Skip weekend settings
  • Email notifications
  • Notes
  • Privacy
  • Milestones
  • Default properties

b. Paymo

Paymo offers project templates, which are useful when multiple projects share the same task lists and structure.

However, you can’t templatize individual tasks on Paymo.

7. Assignees

a. Teamwork

Teamwork lets you assign tasks to individuals and multiple users within your project.

You can also assign tasks to clients or teams by checking the boxes in the People or Teams tab. 

b. Paymo

Add assignees to projects, task lists, and tasks.

8. Priorities

a. Teamwork

In Teamwork, you can create up to six custom priority levels for your site alongside the three default levels — low, medium, and high. 

You can also replace the default priority levels by adding six entirely custom Priorities.

b. Paymo

Indicate the urgency of a task by setting the priority to one of the default statuses — low, normal, high, or critical. Paymo doesn’t offer custom priority statuses.

9. Automations

a. Teamwork

Set up Automations to execute actions automatically when specific task events or triggers occur.

You can enhance the specificity of your automation by adding extra trigger conditions, such as:

Trigger Event > Additional Condition(s) (optional) > Action Event(s)

Note: The number of times automations can run depends on your subscription type. For example, the scale plan offers 50,000 monthly automation runs with multiple actions.

b. Paymo

Paymo doesn’t include a native feature for setting up automation rules.

However, it does have some time-saving automation features, including:

  • Automatic recurring tasks
  • Automatic time tracking
  • Auto-scheduling (to adjust dependent tasks when dates change)

B. 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. Teamwork

In Teamwork, you can set and modify the Task Dates for all New, Existing, Dependent Tasks, and Subtasks. 

You can also edit due dates for tasks with dependencies in the Gantt Chart.

b. Paymo

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

2. Time Estimates

a. Teamwork

You can add and edit a time estimate in a column next to the task to indicate the total hours or minutes it should take to complete a task.

b. Paymo

Set time estimates for tasks. Additionally, if the billing type is time-based, you can set a billable rate and calculate the estimated billable amount.

3. Time Tracking

a. Teamwork

With Teamwork, you can track the time you spend on tasks and projects as you work through them with multiple time-tracking options, including: 

  • Manual time tracking: Add individual time entries for each task or project.
  • Timer: Track and log time for your chosen project or task as you work using Teamwork’s native time tracker. 
  • Timesheets: Record time for tasks and projects directly in your personal timesheet.
  • Desktop timer app: Use the Teamwork desktop app to track time and switch between tasks smoothly. 
  • Chrome extension: Use the Chrome extension to log time or start a timer manually.
  • Email: Add time entries when responding to email notifications related to a specific task.

b. Paymo

Paymo offers six different avenues for tracking time:

  • Web timer: Select the project and task you’re working on and use a timer to track time in the web app.
  • Manual: Add time directly to tasks by inputting a duration or time interval of work. 
  • Bulk function: Input time entries for an entire week on a timesheet.
  • Desktop Widget: Track time or manually add time from the Paymo tracking widget for desktop.
  • PaymoPlus: Receive an automatic record of your activities for the day, and map them onto time entries at the end of the day to sync them with Paymo.
  • Mobile app: Track time or add it manually via the Paymo mobile app.

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. Teamwork

A Milestone represents a project goal with a target date that can be tracked using task lists to monitor progress.

Site and project admins and other users (with permission) can add or edit project milestones. 

You can create bulk milestones (10 at a time) or duplicate an existing milestone. 

b. Paymo

On Paymo, you can set milestones that are dates by which you want the associated tasklist to be resolved. You can also set reminders for upcoming milestones.

2. Dashboards

a. Teamwork

Teamwork offers a pre-populated Personal Dashboard, giving you an overview of activities across all your projects.

You can create custom dashboard views using different metrics for specific projects and items. When creating a dashboard view, you can choose one of these templates: 

  • Personal: Display your active tasks, upcoming events, milestones, and tracked time.
  • Starred: Provide counts for tasks, milestones, and time on your starred projects.
  • Everything: Include all possible options in a comprehensive view.
  • Custom: Build your own customized dashboard using the available options. 

b. Paymo

The Paymo dashboard displays real-time graphs and information from across clients, projects, and tasks.

You can customize the dashboard by activating, deactivating, and reordering various plugins, which include:

  • Finance plugin: A graph of sent vs paid invoices for a period
  • Time plugin: Displays time tracked by you, the whole company, or team members you manage, depending on your company role
  • Billable vs non-billable plugin: Shows a pie chart of billable vs non-billable hours tracked
  • Milestones plugin: Displays upcoming and overdue project milestones
  • Active timers plugin: Shows which team members are working and what they’re working on in real time

3. Gantt Charts

a. Teamwork

Visualize your project progress in a Gantt-style View, where each bar represents:

  • Project timeline: Months, days, or weekends spent working on the task. 
  • Task duration based on start and due dates: Users are color-coded, and each person is represented by colored bars on the chart. 
  • Milestones: Target date on which the task should be completed. 

b. Paymo

Paymo automatically displays all tasks that have a start and end date in the Gantt chart view, where you can:

  • Drag to adjust dates and duration
  • Change the view to show days, weeks, months, or years
  • Create dependencies between tasks
  • Click on tasks to see an overview of details

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. Teamwork

Teamwork enables site admins and users with permission to create Teams for managing people in their workspace. Each team can be grouped by:

  • Subteams 
  • Project-level teams
  • Company-level teams (only for premium plan users) 

This helps group individuals based on roles or project contributions.

When delegating work, you can:

  • Assign items to specific teams 
  • Give each team a name and logo for easy identification.

b. Paymo

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

2. Permission Levels

a. Teamwork

The Permissions and Access levels you can assign to each user depend on the user license type on your workspace.

Standard users can have complete access, including access to site administrator privileges (if necessary).

Teamwork’s permission setting offers:

  • Project level permissions: Project admins and users with project-level permissions can customize permissions for each user.
  • Project feature access: Users with specific project permissions can decide which features are active for everyone on a project and set their display order.
  • Site-level feature access: Site admins and users with site-level permission can choose which user gets access to various site-level areas like dashboards, events, and projects.
  • Site-level administrator access: Site owners choose which user gets access to all items throughout the site.

b. Paymo

Paymo offers the following user privilege levels:

  • Admin: Has access to financial information, client data, company settings, company-wide time data, team scheduling, and PTO 
  • Project manager: Can add, manage, and view time entries, time reports, and schedules for the projects they’re assigned to
  • Regular user: Can add tasks for themselves, view task details, and discuss tasks they are assigned to

3. Guest Users

a. Teamwork

Collaborate with third parties by giving them access to your project in a limited capacity. 

They can:

  • Complete tasks
  • Add comments
  • View files

However, they can’t:

  • Change task statuses
  • Log time 
  • Add new users, task lists, milestones, and tags to projects.

b. Paymo

You can invite external people to view a project on Paymo as a guest user.

They will be able to:

  • View projects, tasks, time reports, invoices, and estimates you share with them
  • See upcoming milestones
  • Contribute to discussions on shared tasks
  • Add tasks (If granted the user privilege by an admin)

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. Teamwork

Teamwork lets you add Comments to project items like tasks, milestones, files, notebooks, and links.

Project admins can enable or disable the Comments tab in the project’s settings, allowing you to mark comments as read, add replies, or view all comments. 

Additionally, you can Message your team in projects to discuss ideas, ask questions, or share suggestions, and everyone can reply in the thread.

b. Paymo

Comment on tasks and assign comments to notify specific users on Paymo. 

Alternatively, you can comment at the project level by adding a discussion in the Discussion tab.

2. File Management

a. Teamwork

Attach files to tasks, view existing files, and manage attached task files to keep all task-related information organized in one place. 

b. Paymo

You can upload files to tasks from your device or Google Drive. You can also add files in comments on tasks.

All files for a project will be available in the Files tab.

The maximum file size is 2GB, and the following file formats are allowed:

  • .doc
  • PDF
  • .csv
  • .xml
  • .png
  • .jpg
  • .psd
  • .cad
  • .zip
  • afd.esign
  • .afpub
  • .afphoto
  • .dwg
  • .cdr
  • .rvt
  • .rfa
  • .blend
  • .fbx

3. Notifications

a. Teamwork

Project admins can choose to notify the users when a new task, milestone, message, file, notebook, or link has been added. 

This default option automatically sends task-specific notifications to the person who created the task, the person assigned, and the person who completed a task or milestone.

Furthermore, it lets you mark notifications as read or unread, mute the notifications you receive, or opt to receive notifications via email.

b. Paymo

Paymo can send in-app and email notifications to assignees for activities on their projects and tasks.

Each user can change their email notification settings to select which activities they want to be notified about.

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

Teamwork

  • Teamwork academy: Training course to help understand the workings of the tool.
  • Resource Center: Interactive guides, books, recorded webinars, and free tools. 
  • Demos: Brief videos covering the fundamentals of Teamwork.
  • Live webinars: Engage in real-time sessions to see how the tool works.
  • Help docs: Find answers to questions about how the tool operates.
  • Customer support: Contact the support team through live chat and email.

Paymo

  • Help Center: A collection of written tutorials about how to use Paymo
  • Customer Support: Fill in a support request form to get help via email

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

Teamwork

  • Browser: Chrome Extension, Microsoft Office Add-in, Outlook Online and Desktop 
  • Desktop: Windows, Mac
  • Mobile: iOS, Android

Paymo

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

Teamwork Pricing

Teamwork has the following pricing plans:

  • Free ($0 for up to 5 users): Suitable for small teams that are getting started. 
  • Starter ($8.99/user/month): All the essential PM tools you’ll need to get started.
  • Deliver ($13.99/user/month): Everything in the Starter plan, plus more robust project management tools.
  • Grow ($25.99/user/month): Everything in the Deliver plan, plus more features to handle complex client projects.
  • Paymo Pricing

    Paymo’s pricing plans are structured as follows:

    • Free: Unlimited users, five clients, 10 projects, and 1GB storage.
    • Starter ($9.90/user/month): Everything in Free, plus unlimited clients and projects, calendar and Kanban views, and 5GB storage.
    • Small Office ($15.90/user/month): Everything in Starter, plus recurring tasks, project templates, and 50GB storage.
    • Business ($23.90/user/month): Everything in Small Office, plus Gantt chart view, employee scheduling, priority support, and 500GB storage.

    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.

    Teamwork Verdict

    Teamwork is an easy-to-use project management tool used by large enterprises and mid to small-sized businesses.

    Compared to other project management tools, Teamwork stands out for its user-friendly interface and intuitive features, making it ideal for teams with varying levels of technical proficiency. 

    It excels at managing complex projects through features like Tasks and Subtasks, Dashboards, Automations, Project Views, etc., that help enhance clarity and track project progress. 

    Another popular aspect of this tool is its client management feature, which facilitates effective interaction with clients while giving you control over shared information.

    The only notable shortcoming of this tool is that it may not fully meet the needs of companies that require advanced functionalities, like sophisticated reporting tools or extensive integrations. 

    However, Teamwork compensates for these shortcomings with its robust collaborative features and adaptable user experience. This makes it an appealing option for teams that prioritize simplicity, ease of use, and effective project management capabilities.

    Paymo Verdict

    Paymo presents a modern and user-friendly interface with a solid set of project management features, offering a comprehensive solution for users.

    However, it’s missing some features that are industry staples, like automation rules, task checklists, user groups, and task templates.

    Also, some important views and tools are only available in the higher-priced plans. For example, the Gantt view is only in the Business plan, and project templates are not available in the free and starter plans.

    In the end, Paymo could do with some advanced and unique features that would make it stand out from the big names in the project management space. However, it covers the essentials for effective project management and provides a free plan, making it worth a try.