Trello and Avaza are two of the most popular project management tools available today.
But how do they stack up against each other?
Which one manages tasks better?
Which one helps you allocate resources more effectively?
Which one is more affordable?
Discover all the answers in our detailed comparison guide.
A. Project and Task Management
Get. Things. Done.
You and every project manager likely live by those words.
It’s also the heart and soul of any project management software.
This is why, before anything else, you must evaluate a tool’s ability to help you manage your tasks and projects.
Features to look out for:
- Project structure: A simple, intuitive way to organize work and toggle through multiple projects, tasks, boards, etc.
- Views: Board, list, timeline, Gantt, and other types of views that let you visualize various types of information within each project.
- Tasks & subtasks: Dedicated spaces offering the ability to drill down to the smallest level of actionable detail about each project item.
- Statuses: Effortless ways to communicate the exact progress of each task, board, project, etc.
- Checklists: Quick to-do lists for each task so things don’t fall through the cracks
- Task templates: Easy-to-copy templates to create identical tasks at scale across multiple projects.
- Assignees: The ability to assign tasks, boards, or projects to individual team members, groups, or even teams.
- Priorities: A way to communicate the urgency level of each task, subtask, or project.
- Automations: Trigger-based (if X happens then do Y); ways to automate repetitive actions such as notifications, comments, status updates, etc.
1. Project Structure / Hierarchy
Track your workload in Trello by organizing it into:
Workspaces > Boards > Lists > Cards
- Workspaces: A container for all the Boards in your team. You can create multiple Workspaces to classify your work further.
- Boards: A simple Kanban board interface to view task progress within a Workplace.
- List: A series of tasks (Cards) at the same progress stage. For example, To-do List, Doing list, Done List, etc.
- Cards: The smallest component of the board with all the actionable aspects of the project.
Avaza simplifies project management by breaking down projects into easy-to-use spaces based on roles and functions.
Projects > Sections > Tasks > Subtasks
- Project: An overarching campaign a team works on. A project’s goals can be broken into multiple sections.
- Section: A function or module of a project based on user access roles (admin, manager, employees, etc.). For example, you can create sections based on your development lifecycle (analysis, design, implementation, etc.). Each section can have its own set of Tasks.
- Task: Actionable items assigned to individuals or teams as a part of a section.
- Subtasks: Smaller steps within a task are necessary for task completion.
Trello provides seven project views, namely:
- Boards: View your tasks on a Kanban board. It’s the simplest way to go from idea to action, plan projects, and track tasks.
- Timeline: Stay on top of project timelines, sprints, and goals. It’s great for adjusting dates on the fly and spotting potential gaps.
- Calendar: Perfect for managing schedules or to-dos; plus, you can sync it with third-party calendars.
- Dashboard: Offers a bird’s-eye view of projects and processes, helping you manage workloads and spot bottlenecks before they start.
- Map: Ideal for location-based data. Great for tracking properties, planning events, or organizing fieldwork.
- Workspace: Manage work across multiple Boards. Create custom overviews for detailed tracking of both minor tasks and large projects.
- Table: See your work like a spreadsheet. Sort and filter to focus on what matters.
Avaza has four project layout views:
- List View: Visualize all Tasks within a project in a list-based format with details about Task Status, Assigned To, and Due Dates.
- Kanban Boards: View Tasks as cards sorted into columns based on sections. Each card contains information about the Task name, Tags, and Assignees. You can also drag and drop Tasks to reorganize or reorder them.
- Gantt Chart: Monitor task timelines and dependencies with the Gantt view for project planning.
- Calendar View: Keep track of important deadlines with a calendar view to see Tasks based on Due Dates. You can sort the view by month, week, or day.
3. Tasks & Subtasks
Manage tasks, goals, or anything that needs to get done via cards on Board.
Your cards can hold a variety of useful information, like:
- Members who are responsible for the task
- Due dates
- Custom Fields
You can also track and monitor task progress via a Checklist of smaller to-dos within the task.
Avaza lets you create Tasks to track each actionable item of a project. Add details for effective task completion, like:
- Task Type
- Assigned To
- Start Date
- Due Date
- Estimated Hours
- Hours Per Day
- Timesheet Category
Move cards to specific lists that indicate the workflow stage they’re in. Customize these lists to suit your workflow.
Use Avaza’s default task statuses, like Not Started, In Progress, and Complete to indicate Task progress and completion. Administrators can also create custom statuses or modify color codes to suit different types of Projects.
Add multiple checklists to a single card. @mention team members in checklist items to notify them.
You can also track checklist completion with the help of a progress bar at the top that shows the completion percentage.
Finally, turn checklist items into cards to move them to the main board.
Avaza doesn’t have a checklist feature for Tasks. However, you can create Projects and use the Tasks as checklist items or use available Project Checklist Templates, like Welcome Email or Onboarding Checklist.
6. Task Templates
Trello allows you to create a default Card Template. You can do this from a blank or new card, where you can:
- Format the description
- Add custom fields
- Copy over checklists, and more.
Generate Task templates from live Tasks in Avaza to suit your workflow and save time. Apply these templates to all Tasks in a List.
Each template can contain:
- Time Estimates
- Task statuses
- Start Date
- Due Date
- Recurring settings
- Custom fields
- And more
Assign a Card by going to the Members icon and selecting a member or multiple people from the dropdown.
Assign Tasks to team members who have access to the project to hold them accountable for the Task’s completion.
You can assign a Task to one or more people, and all of them will receive Task-related notifications. Assignees can also update the Task Status as they complete the work.
Use the custom fields functionality to add a Priority field to each Card.
Set Tasks to Urgent, High, Medium, and Low priority levels — indicated also by different colored flags.
Trello’s automation features include:
- Card and board buttons: Adds buttons to automate the next step in a workflow
- Rules: Set triggers to automate actions
- Scheduled automations: Set up recurring actions
- Due date automations: Trigger actions when a task reaches its due date
Avaza’s Gantt Charts view lets you auto-schedule dependent Tasks based on changes to the Start and Due Dates of an earlier Task.
B. Time Management
Time is money for a reason.
The right software can be the difference between pinching pennies and raking in the big bucks.
Effective project management software offers effortless time management features to help you befriend the clock.
With the right one, expect to keep all your tasks running as scheduled and meet your deadlines with ease.
Features to look out for include:
- Due dates: Communicate expected delivery dates.
- Time estimates: Make capacity decisions based on how much time each task or project is expected to take.
- Time tracking: Measure productivity with accurate time consumption data for each team member.
1. Due Dates
Trello lets you add and edit start dates, due dates, and due date reminders in a card.
Keep track of Project and Task deadlines by adding Due Dates to Tasks.
You can also add Start Dates to Tasks to give assignees more context on when they need to begin and finish working on them. Adding both Start and Due Dates will automatically add a Task to your Gantt Chart view.
2. Time Estimates
Trello doesn’t have a dedicated time estimates feature. However, you can create a custom field to note a time estimate for working on a card.
Avaza lets you add the Estimated Effort (Estimated Hours) for each Task as well as the Hours per day that need to be completed.
3. Time Tracking
Trello doesn’t offer any native time-tracking features.
Avaza’s native Time Tracker lets you track time spent on each Task or Project.
You can pause and continue the timer at any point, irrespective of Task Start or Due dates.
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
Browse the Trello template library for templates to help you set and track goals. For example, you can clearly define project goals and track milestones with the OKR (objectives and key results) template.
Avaza doesn’t have a dedicated feature for tracking goals and milestones.
Trello keeps it simple and user-friendly, so its reporting mainly consists of the Dashboard View — a bird’s-eye perspective on your projects and how much work needs to be done.
You can add bar or pie charts in tiles that tabulate the number of cards (tasks) per list, due date, member, and label.
Avaza’s primary Account Dashboard lets you view widgets containing different types of project and time data.
You can customize the Dashboard with different widgets, like:
- Unpaid Invoices
- Task Summary
- Task Project Breakdown
- Time Summary
- Expense Summary
- Sales & Payments
You can adjust the widgets’ settings based on date range and group.
3. Gantt Charts
Trello doesn’t have any native Gantt chart capabilities. However, it does offer a timeline view that provides a visual representation of project interconnections and deadlines.
It allows you to:
- Adjust start and end dates for issues
- View by day, week, month, or quarter
- Group by member, list, and label
- View unscheduled cards
Avaza’s Gantt Chart view lets you:
- Add, edit, and delete Tasks.
- Drag and drop to reschedule Task start dates and due dates.
- Auto-schedule codependent Tasks by changing the start and due dates on an earlier Task.
- View Tasks in a month, week, or day, and group them by sections.
- Sort Tasks by start dates and due dates.
- See and edit the progress percentage of Tasks.
D. User Management
Software, features, and other tech things aside, the real heroes of any project are your team members. So make sure to pick the kind of project management software that puts them front and center!
How do you do this?
Look for software that knows what different team members need and helps you deliver the right experience.
Features to look out for include:
- User groups: Create internal teams representing various departments, functions, or projects.
- Permission levels: Grant different access levels depending on the users’ information requirements and the company’s security concerns.
- Guest users: Invite team members from other companies/teams to collaborate with your team without compromising on confidential data.
1. User Groups
Trello doesn’t let you create custom user groups with different permission levels.
Avaza has various user groups, including:
- Finance Manager
- Timesheet Approver
- Expense Approver
- Scheduling Manager
- Customer Finances
- Portfolio Manager
- Project Manager
- Scheduling User
- Timesheet/Expense User
- Chat User
- Project Collaborator
Administrators have the highest authority while Project Collaborators have the lowest.
Project Managers can add Team Members or External Contacts as Projects Collaborators. You can assign a Timesheet/Expense User role if you want to track a user’s time or expenses.
You can change their roles later by editing their access.
2. Permission Levels
Set different permission levels for all team members. Choose who can comment, react, invite, or remove members on your Trello boards.
You can set Task-Level Permissions to make Tasks visible to your team or everyone (team + External Contacts). Viewers in Avaza can comment and access Task data.
3. Guest Users
Invite guest users to one or multiple Boards to view and edit Cards.
Collaborate with clients, customers, contractors, etc. by adding them as External Contacts on Tasks.
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
Click any card to open the comments section and leave a comment. Add attachments in them and @mention team members to collaborate on tasks.
Edit your comments to keep them up to date with the latest information. Or delete them to avoid miscommunication.
Right-click the timestamp to get a share link. Share these comments with others to invite more people to view and comment on the cards.
Avaza lets you add comments to Tasks for better collaboration with assignees or watchers.
You can tag people (@mention) in the comments and add links or attachments to provide resources or context.
Followers and Assignees of the task will get notifications about the comments.
2. File Management
Attach files to cards to offer more insight into the task.
Trello automatically makes it the Card cover if it’s an image file.
Attach files, like documents and images, to Projects, Tasks, and comments to share project resources in Avaza.
You can also add Tags to uploads and access easy previews in Tasks.
Send and receive notifications for various actions such as adding cards, being mentioned on them, changing due dates, moving cards, and more.
Change how and when you receive these notifications.
Stay informed with notifications across various channels (in-app, email, and push). You can receive notifications for Tasks assigned to you, Task Status changes, mentions, etc.
F. Customer Support
Individual users in smaller teams often face a steep learning curve with most project management software.
In their case, having access to responsive support executives and a wealth of helpful resources can make a significant difference, turning a frustrating experience into a positive one.
However, customer support is just as crucial for larger teams.
Even if these teams initially received thorough onboarding and training, their needs and use cases tend to evolve over time. Continuous and adaptable customer support becomes essential to address these changing needs effectively.
With adequate customer support, you can:
- Derive maximum value from the app with the help of professional guidance whenever required
- Ensure your team is making full use of all the features you’re paying for
- Learn from case studies of other teams using the same software
- Expand your use cases with time
- Learn about the features your team uses the most and avoid spending on those you don’t need
- Solve minor issues on your end by going through help resources
- Get hands-on support when you get stuck
- Keep a record of all your complaints and feedback for the platform to aid future buying decisions
- Send feedback to the app’s developers so they can design the features you most desire
Features to look for include:
- Detailed knowledge bases and documentation to aid DIY solutions to common issues
- Case studies, templates, guides, and other resources
- Easy access to resources for all types of users — free or paid
- Async support executives to cover for the time difference
- Live agents who can respond via chat or phone
- Screenshots and recordings to display how the tool works
- Translations to resources in other languages, if needed
- Atlassian University: Product training and certification for Jira, Confluence, Trello, and more
- Atlassian Playbook: Free workshop resources to address common team challenges
- Atlassian Documentation: Help to administer Atlassian products
- Developer Resources: Build, deploy, and manage your apps while Atlassian takes care of security, computing, and storage
- Atlassian Community: Ask questions to product experts
- Atlassian Support: Resources for users and administrators
- Migration Program: Cloud migration support for all teams
- Enterprise Services: Support for enterprise teams
- Support: Email/Help Desk, Chat, 24/7 Live rep, Phone
- Video Tutorials: Quick videos on getting started with basic Avaza features
- Support Docs: Guides on how to complete various actions using Avaza
- Customer support: Chat, Email
G. Platforms Supported
Distributed and field teams might not always be armed with laptops or computers.
But that doesn’t mean productivity has to stop.
With a mobile-friendly project management tool, the workflow keeps humming along, turning those smartphones into mighty workflow tools.
More reason to look into this?
If your company follows a Bring Your Own Device (BYOD) approach, your team members need the freedom to switch between various devices.
With support for all types of apps, you can:
- Ensure uniform access irrespective of device type
- Save on the cost of buying the same types of devices for the whole team
- Give all team members a chance to log work from anywhere, anytime
Features to look for include:
- App support for the latest Mac, Windows, iOS, and Android versions.
- Maximum coverage for all key features across devices
- Browser: Chrome, Safari, Firefox, Edge
- Desktop: Mac, Windows
- Mobile: iOS, Android
- Browser: Firefox, Chrome, Safari, Microsoft Edge (all modern browsers)
- Desktop: Mac, Windows
- Mobile: iOS, Android
Whether you have deep pockets or shoestring budgets, there’s project management software out there for every kind of organization.
But the confusing combination of features and numbers on pricing pages can make it difficult to choose.
Here are some easy tips for starters.
If you plan on buying the software subscription for just yourself or a small team that’s not likely to grow rapidly anytime soon — stick to the free plan as long as possible. Or pick the cheapest monthly subscription possible. These should cover most of your feature requirements comfortably in most cases.
However, if you expect to hire rapidly and grow to a sizable number, go for a plan that grows with you — ideally with a per-user rate that doesn’t add up exponentially.
Finally, most software offers flexible enterprise plans that let you cherry-pick your favorite features into a custom package. If you’re part of such a team, it’s best to contact the sales team and get the best deal possible.
Trello’s four pricing plans are as follows:
- Free: Up to 10 boards, 250 workspace commands a month
- Standard ($6/user/month): Everything in Free plus unlimited board, 1,000 Workspace commands a month
- Premium ($12.50/user/month): Everything in Standard plus extra views, Unlimited Workspace command
- Enterprise ($17.50/user/month): Everything in Premium plus unlimited workspaces, public board management, SSO and user provisioning
Avaza’s pricing structure is as follows:
- Free: Unlimited Project Collaborators, 1 User with Timesheet access, 5 Team Members with Chat Access, Unlimited External Contacts with Chat Access, 5 Active Projects, 10 Customers, 100 MB Storage.
- Startup ($11.95/month): 2 Users with Timesheet access (add more at $7 each/month), 20 Active Projects, Unlimited Customers, 10 GB Storage, Priority Support, and everything else in the Free plan.
- Basic ($23.95/month): 5 Users with Timesheet Access (add more at $7 each/month), 50 Active Projects, 20 GB Storage, and everything else in the Startup plan.
- Business ($47.95/month): 10 Users with Timesheet Access (add more at $7 each/month), Unlimited Active Projects, Unlimited Invoices, 30 GB Storage, and everything else in the Business plan.
I. Best Suited To
Picking the right project management tool is like finding the perfect pair of shoes. They must be a snug fit but also leave you some wiggle room to get comfortable!
In other words, the tool you pick must fit all your current needs and grow alongside your future requirements, too.
So make sure you’ve covered all bases in your research when picking project management software for your team.
One way to do this is to check what types of teams your choice serves best.
For instance, what works for a small software development team might not suit a large marketing agency.
When hunting for a PM solution, it’s vital to match the tool’s features and use cases with your team’s workflow. Tailor your search to find a tool with all the necessary features to manage your tasks and boost productivity.
Trello is an exceptionally user-friendly and intuitive PM tool. It focuses heavily on visualizing work, especially on Kanban boards (though other views are available in higher-paid tiers). And its customization features make your workspaces visually engaging to make work more fun.
These factors make Trello perfectly suited to PM beginners, startups, and SMEs with relatively simple processes and small teams.
It’s also great for personal productivity and project management — E.g., if you’re a freelancer or you’re planning a big party.
The tradeoff for simplicity is, of course, limited complexity. Trello isn’t the best choice if you want to manage big projects with lots of simultaneous tasks, team members, and moving parts.
For example, Trello’s commenting functionalities are quite linear and not well-suited to multiple conversation threads at once.
There are extensive options to expand the app’s functionality with account upgrades, integrations, and power-ups. However, these will also cost extra money and time.
Avaza is an easy-to-use project management tool that’s suitable for teams of all sizes.
The software makes collaboration easy — for team members working on a project and for businesses that need to connect with customers or contractors.
Avaza is a cost-effective option for small businesses and startups since the free plan lets you add unlimited Project Collaborators and External Contacts. Plus, its paid plans allow you to add more Team Members with Timesheet access at an affordable $7/user/month.
This versatile tool also has many features for visualizing projects, scheduling resources, generating reports, and creating invoices. Its chat app is great for communication between teams and external parties.
However, Avaza doesn’t offer much in terms of automation and it doesn’t have offline-synchronization capabilities. So, it may not be the best choice for teams that need to work offline.
But that’s to be expected with most cloud-based software solutions.
Still, Avaza makes up for these missing features by providing a well-balanced project management tool with amazing customer support. Plus, its top-notch timesheets and invoicing features are perfect for service-based businesses with many clients.