Trello vs ProWorkflow: 2024 Comparison

Trello vs ProWorkflow: 2024 Comparison

Trello and ProWorkflow 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. Trello

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.

Trello_Project_Structure

b. ProWorkflow

ProWorkflow has a simple hierarchy for project tracking:

Projects > Task Headings > Tasks

  • Projects: A project could be a single end-product you aim to deliver, a client you manage, or any larger goal you’re working towards.
  • Task heading: These large tasks act as stepping stones in the project and contain smaller steps.
  • Tasks: These are the individual action items within a task heading.

2. Views

a. Trello

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.

Trello_Views

b. ProWorkflow

ProWorkflow offers the following nine ways to visualize work:

  • Homepage: An overview of your workload, upcoming deadlines, recent activity, and staff activities.
  • Calendar: Projects and tasks organized by start date and displayed on a calendar.
  • Timesheet: Shows your time tracked and the tasks you worked on.
  • Timeline: Displays your tasks by start and end date and the dependencies between them.
  • Customer map: Allows you to see the locations of your clients on a map.
  • Projects list: A table showing all your current projects and their details.
  • Projects board: A Kanban board displaying your projects grouped according to your chosen parameter — E.g., task status, priority, or category.
  • Tasks list: A table displaying details of all your tasks.
  • Tasks board: A Kanban board of your tasks grouped by a chosen field.

3. Tasks & Subtasks

a. Trello

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 
  • Attachments
  • Labels 
  • Comments
  • Location
  • Custom Fields

You can also track and monitor task progress via a Checklist of smaller to-dos within the task.

Trello_Tasks_Subtasks

b. ProWorkflow

To establish a hierarchy of tasks in ProWorkflow, use the task styles feature: heading, bold, and normal. Bold and normal tasks serve as subtasks under a task heading, and bold tasks are higher priority than normal tasks.

When you create a task, you can include the following:

  • Task name and description
  • File attachments
  • Dependencies
  • Assignees
  • Priority
  • Time estimate
  • Start and due dates
  • Billable status (yes or no)
  • Billable rate
  • Taxable status (yes or no)

4. Statuses

a. Trello

Move cards to specific lists that indicate the workflow stage they’re in. Customize these lists to suit your workflow.

Trello_Statuses

b. ProWorkflow

With ProWorkflow, you can indicate project and task statuses using tags. You can set up custom status tags for projects, tasks, and contacts.

5. Checklists

a. Trello

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.

b. ProWorkflow

ProWorkflow doesn’t have a native feature for adding checklists to tasks. However, you can create a list of indented subtasks to serve as a checklist.

6. Task Templates

a. Trello

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.

Trello_Task_Templates

b. ProWorkflow

ProWorkflow enables you to create new task templates from scratch or based on other templates or current projects.

7. Assignees

a. Trello

Assign a Card by going to the Members icon and selecting a member or multiple people from the dropdown.

b. ProWorkflow

ProWorkflow offers several ways to assign tasks, including:

  • Drag and drop assignees from a list onto a task on the project description page.
  • Assign or remove a team member across all tasks in a project
  • Add assignees in the contacts column of the tasks view
  • Assign multiple tasks to a contact at once

8. Priorities

a. Trello

Use the custom fields functionality to add a Priority field to each Card.

b. ProWorkflow

Select a low, medium, or high priority status for tasks and projects. To create custom priority statuses, you can use project or task tags.

Additionally, you can indicate priority using the bold task style.

9. Automations

a. Trello

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

Trello_Automations

b. ProWorkflow

ProWorkflow doesn’t have any native automation features.

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. Trello

Trello lets you add and edit start dates, due dates, and due date reminders in a card.

b. ProWorkflow

ProWorkflow includes start and due date fields when you create a task, edit a task, or set up a task template.

2. Time Estimates

a. Trello

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.

b. ProWorkflow

Add time estimates to tasks and projects using the time allocation field.

3. Time Tracking

a. Trello

Trello doesn’t offer any native time-tracking features.

b. ProWorkflow

ProWorkflow offers four methods for tracking time on tasks:

  • Live tracker: Track time for a task using a timer while you work
  • Manual entry: Add a time record declaring hours and minutes worked on a task
  • Drag and drop: Drag a task onto a timesheet and size the block to indicate time worked
  • Direct entry: Enter time details directly into the timesheet

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. Trello

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.

b. ProWorkflow

ProWorkflow doesn’t have any native features for setting goals and milestones.

2. Dashboards

a. Trello

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.

Trello_Dashboards

b. ProWorkflow

Your ProWorkflow homepage displays a dashboard of graphs and details on upcoming tasks.

The graphs can display details like projects and tasks by status or priority, time tracked vs billable time, and quotes and invoices.

You’ll also see a list of upcoming task start and due dates.

3. Gantt Charts

a. Trello

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

b. ProWorkflow

ProWorkflow’s timeline view functions as a Gantt chart and allows you to:

  • Create new tasks
  • Drag to adjust start and due dates
  • Select and adjust multiple tasks at once
  • Set or remove task dependencies

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. Trello

Trello doesn’t let you create custom user groups with different permission levels.

b. ProWorkflow

From the users and permissions settings in ProWorkflow, you can set up user roles and assign them to your contacts. You can use this feature to group people by role, department, team, etc.

2. Permission Levels

a. Trello

Set different permission levels for all team members. Choose who can comment, react, invite, or remove members on your Trello boards.

b. ProWorkflow

In ProWorkflow, there is only one permission level with default settings — super user. Other than that, you must create custom roles to define your organization’s permission levels.

Permissions for roles include:

  • Super user status (full access)
  • Ability to view all work
  • Ability to see sensitive business information (quotes, invoices, rates, etc.)
  • Whether the role can receive client project requests
  • Whether the role receives billing alerts from ProWorkflow
  • If the role can view, add, edit, or delete information on each page of the organization
  • Ability to add, edit, or delete user permissions
  • Whether the role can access and make changes to areas in the settings menu

3. Guest Users

a. Trello

Invite guest users to one or multiple Boards to view and edit Cards.

b. ProWorkflow

You can add clients and external parties as contacts in your ProWorkflow organization and customize the permissions for all client contacts or individual clients.

On their contact profile, you can edit the following information and settings:

  • Client name, title, and company name
  • Whether they’re the main contact for that company
  • Whether they can log in (you set the username and password)
  • Their email address and phone contact details
  • Whether they can request projects
  • Which projects and tasks can they view
  • Which views can they access

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. Trello

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.

Trello_Comments_Threads_Tagging

b. ProWorkflow

Clicking on a task title in ProWorkflow will reveal a comment icon where you can leave messages.

This feature allows you to:

  • @mention contacts
  • Include hashtags to tag the message
  • Select recipients
  • Add file attachments
  • Set the message as private
  • Send an email notification to recipients

2. File Management

a. Trello

Attach files to cards to offer more insight into the task.

Trello automatically makes it the Card cover if it’s an image file.

b. ProWorkflow

Attach files in various formats to projects, tasks, and messages.

3. Notifications

a. Trello

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.

Trello_Notifications

b. ProWorkflow

ProWorkflow delivers both in-app and email notifications to assignees for activities in projects and tasks, account alerts, and resource alerts.

 

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

Trello

  • 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

ProWorkflow

  • Help center: A collection of tutorials relating to ProWorkflow features
  • Video guides: A playlist of YouTube how-to videos
  • Contact support: Via the support request form, email addresses, or phone number

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

Trello

  • Browser: Chrome, Safari, Firefox, Edge
  • Desktop: Mac, Windows
  • Mobile: iOS, Android

ProWorkflow

  • Browser: Google Chrome, Safari, Internet Explorer
  • Desktop: Windows, Mac
  • Mobile: Mobile web app

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. 

Trello Pricing

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

ProWorkflow Pricing

ProWorkflow has the following pricing plans:

  • Free trial: 14-day free trial
  • Professional ($20/user/month): Unlimited pricing, no user limit, 25GB file storage
  • Advanced ($30/user/month): Five users minimum; includes everything in Professional, plus client project requests, custom fields, and 50GB file storage.
  • Enterprise (Contact sales for pricing and more information)

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 Verdict

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.

ProWorkflow Verdict

ProWorkflow offers a lot of freedom to customize permissions, statuses, and time tracking. It’s useful for handling tasks in bulk and assigning them easily.

Its approach to setting up tasks and subtasks stands out as both simple and unique, and the way in which it organizes information in views is adequate (but not stellar).

The inclusion of invoicing and quotations also enhances ProWorkflow’s utility. These features make ProWorkflow suitable for organizing project work across multiple clients.

However, there are some major downsides.

The tool doesn’t have a free plan and is relatively expensive out of the gate. The features also don’t differ much between the pricing plans.

One must wonder if the price tag is justified, given that the app lacks automation and AI features, which are generally standard practice among project management tools today.

Additionally, the user interface, commenting, and notifications are dated and not very user-friendly. The comments resemble an old-school forum and aren’t particularly well-equipped for organized, threaded discussions.

ProWorkflow’s support resources are also rather sparse, which can contribute to a higher learning curve.

In general, this tool has a solid foundation but has some catching up to do to match up with the standards set by more established, modern PM tools.