Trello and Project.co 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.
Organize your Project.co workflow as follows:
Dashboard > Projects > List > Tasks > Subtasks
- Dashboard: A combination of various elements like projects, templates, tasks, etc., for quick access.
- Projects: A space to view either all projects regardless of assignment or projects specifically assigned to you.
- List: A series of tasks in a clear and linear format. Select multiple views, such as Calendar, Scheduler, or Kanban.
- Tasks: A collection of tasks within projects, each containing further details like attachments, comments, subtasks, and more.
- Subtasks: Granular action items within each task, which you can create by dragging and dropping tasks or through other methods.
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.
Project.co comes with the following default views:
- List View: Display items in a list and sort, group, edit, or reorder them easily.
- Cards View: Visualize all items assigned to each team member to assess their capacity.
- Calendar View: Display items as colored blocks based on the start and due date.
- Scheduler View: View items on a timeline and group them by project, status, date, assignee, etc.
- Kanban View: View items in columns and group them by any field so you can track progress through different stages.
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.
Create multiple or individual tasks for a clear view of the entire team’s work across all projects.
Tasks can provide a variety of information, like:
- Access (Creators, Collaborators, or both)
- Due Dates
- Task Description
Also, split tasks into smaller to-dos as subtasks within parent tasks.
Move cards to specific lists that indicate the workflow stage they’re in. Customize these lists to suit your workflow.
Create color-coded custom statuses to outline the workflow of your projects and tasks.
You can remove all existing statuses aside from Active and Completed. However, you can edit the name and color of the Active status.
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.
Project.co doesn’t have native checklists for to-do items.
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.
Develop task templates in Project.co so you don’t have to set up projects from scratch every time. Adjust fields like Status, Due Dates, and Account privacy settings.
Each template can contain tools like discussions, attachments, notes, and so on. If you don’t have a template, their templates gallery offers 30+ free templates.
Assign a Card by going to the Members icon and selecting a member or multiple people from the dropdown.
Assign projects, tasks, roles, etc. to individual members, entire teams, or groups of people with your Project.co account.
Use the custom fields functionality to add a Priority field to each Card.
Set your Project.co tasks to High, Medium, and Low levels — visualized by different colored flags on each task. Creator Plus and Creator Admin users can also set up custom priorities.
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
Project.co doesn’t have native automations.
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.
Set start and due dates for your Project.co projects, tasks, and subtasks.
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.
In Project.co, you can add time estimates for how long a task or project will or should take. You can also use charts to see the difference between time allocated and actual time spent on tasks.
Only Creator Plus and Creator Admin roles can delete and edit allocated time on projects.
3. Time Tracking
Trello doesn’t offer any native time-tracking features.
Use Project.co’s manual timesheets or its in-built timer to record how long each project and task takes. Creators and higher-level roles can manage time entries.
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.
Project.co doesn’t have features to set 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.
Project.co has a welcome dashboard that allows you to quickly access different elements you’ve created or been invited to.
These elements include:
Within each project dashboard, you can add and embed files from other tools like YouTube, Google Docs, Figma, and more.
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
Project.co has a Gantt chart view that allows Creators to set up task dependencies and move multiple tasks simultaneously.
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.
In Project.co, account administrators or higher-level users can create groups for each client company, department, and team and assign members to the appropriate group.
Groups serve as filters for projects, tasks, payments, and time. If you add groups to any one of these elements, you can then filter them by their allocated group. This helps you with time tracking, invoicing, and understanding who is responsible for which projects.
Users with a Collaborator (or Collaborator Plus) role can invite people to their groups, but they can only add people to their own group.
2. Permission Levels
Set different permission levels for all team members. Choose who can comment, react, invite, or remove members on your Trello boards.
Project.co offers five user roles (Collaborator, Collaborator Plus, Creator, Creator Plus, and Creator Admin), each with its own set of permissions. Assigning one of these roles allows you to:
- Set different levels of visibility, from organization-wide to invite-only access.
- Choose which users can define roles for the people they invite.
- Select Creator Admins who can access all account settings.
- Choose who can create projects, manage tasks, or view notes.
- Decide whether members can modify or delete groups, time entries, and payments.
3. Guest Users
Invite guest users to one or multiple Boards to view and edit Cards.
The Collaborator role in Project.co is ideal for external users because it grants them limited access to specific projects or tasks, enabling collaboration while maintaining your control over sensitive project information and overall system security.
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.
Any role in Project.co can add comments, create threads, react to comments with emojis, use @mention to notify people, and reply in-app or by email. However, Collaborator and Collaborator Plus roles can’t edit or delete 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.
You can attach images and documents to projects, tasks, discussions, and notes so assignees have everything they need to collaborate efficiently.
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.
Receive in-app or email notifications for invitations, comments, mentions, assigned tasks, changes to tasks, and payment success in your Project.co account.
When logged in, users don’t receive email notifications straight away to reduce email overload. Instead, you’ll receive an in-app notification. All users can set their notification preferences in settings.
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
- Knowledge Base: Pages providing written guidance and information on Project.co’s features.
- Community: Pages for community engagement and support.
- Inspiration: Pages with examples of different ways to use Project.co.
- How-To Videos: More detailed videos explaining specific features and processes.
- Contact Support: 24/7 Live rep, Chat, Email, Phone.
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: Chrome (Desktop and Android), Firefox, Microsoft Edge, Safari, Brave
- 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
Project.co has two pricing plans:
- Free: Unlimited tasks & collaborative notes, 1GB storage total, six tools per project, and more.
- Paid ($8/user/month): Everything in Free plus unlimited tools per project, 20GB file storage (per user seat/account), 100,000 AI tokens (user/month), 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.
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.
Project.co is a versatile project management tool, most suitable for smaller businesses.
Compared to other project management tools, Project.co stands out for its user-friendliness, offering an intuitive interface and features.
However, its simplicity may not be suitable for companies with more intricate processes. For example, it offers only a limited selection of views and lacks dashboard widgets, recurring payment options, native automation, task checklists, and goal or milestone tracking. As a result, it might not fulfill the advanced requirements of large-scale operations.
On the positive side, Project.co provides robust controls for managing extensive teams, enabling seamless collaboration, project monitoring, and data security. Additionally, small teams can significantly expand the tool’s functionality for a very affordable $8/user/month.
Overall, Project.co serves as a dependable organizational hub, especially for smaller companies. While it may not match the feature richness of some competitors, its flexibility and ease of use make it a valuable choice in the realm of project management tools.