Month: March 2022

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How to Do Payroll for Small Businesses in 11 Steps

Payroll concept

Your business has reached a point where you can’t handle everything on your own. Hiring employees seems like the obvious next step. However, doing so adds a layer of complexity to running a business that will forever change how you spend your time. One of your biggest new responsibilities and time sinks will be payroll.

What is payroll? Not all new business owners are familiar with this concept and it’s a good idea to start off with a brief explanation. Payroll is the organized process of calculating wages owed to employees, calculating and paying payroll taxes, distributing employee wages, and documenting the whole process.

How to Do Payroll with Payroll Software In 11 Steps

Since payroll is a broad concept that covers everything from payroll laws and taxes to documentation, it can be a bit too much to wrap your head around. It’s easy to run into errors if you’re running payroll on your own for the first time. Remember that the penalties for an error in taxes or employee paychecks are no joke. 

Small business owners, even those with only one employee, should certainly invest in a consistent method for running payroll. Rather than doing payroll manually, we recommend you use payroll software. These payroll processing services will manage the entire process for you from paying your employees, calculating payroll taxes, paying and filing them, to managing employee benefits.

Although different payroll software may have slightly varying steps to run payroll, the overarching process is almost the same. So here’s your easy guide on how to do payroll for your small business with payroll software. We’ll be using screenshots from the Square Payroll setup process to help you along the way. 

Step 1: Choose a Payroll Software that Suits Your Needs

The first and most important task on your hands is to choose the right payroll software. You’ve got plenty of options to choose from, but if you’re new to payroll, you can’t immediately tell which software is right for you.

Plus, some not-so-good payroll service providers run relentless ad campaigns and you might end up subscribing to them if you’re not well-informed about which one suits you best. To ease things for you, we’ve researched the market and enlisted the best payroll software for different kinds of businesses. Here are our top three picks. 

Gusto

Built for small businesses, Gusto is a robust platform that unifies payroll, benefits administration, HR, and compliance functions into a single, easy-to-use package. It offers a range of payroll tools to simplify and automate the entire process of paying your employees. Plus, advanced plans have HR services to help you and your employees make the most of your time. Read our in-depth review on Gusto to find more about it. 

Square Payroll

Square Payroll is an easy-to-use payroll software with a simple design and all tools accessible from the homepage. It lets you manage employees’ paychecks with ease and offers seamless timecard imports, automated tax filings, and a range of other helpful features. Check out our Square Payroll review to see if it suits your needs. 

Rippling

Rippling is a high-end payroll service and is a great option for mid-sized businesses. It offers HR functionalities as well as powerful payroll tools which makes it great for personnel management. Rippling also offers loads of integrations with accounting, time tracking, attendance, and other tools. 

Step 2: Set Up Employer Account on Payroll Software

Screenshot of Square Payroll get started page

Enter your personal details and your business’s information to set up your account. You just need your business name, type, address, and contact information to complete this step. Once down, you can move on to adding your employees’ information. 

Screenshot of Square Payroll personal information page

Step 3: Add Employees to the Payroll Software

Add your employees using basic information such as their full name, email address, and employment type. You don’t need to go into detail; all technical stuff is handled by the software on its own. Once you’ve added the employees’ basic information and email address, the software sends them an email invite so they can complete the rest of the process on their own.

Screenshot of Square Payroll add new team member

This means according to their employment type, the payroll software requests them to fill in tax forms such as the W-4, I-9, or 1099s to process contractor payroll. If you’re not using payroll software, you need to gather this information and deal with all the paperwork on your own.

Using these employee-filled forms, the payroll software automatically sorts out exempt and non-exempt employees, information about taxes and employee benefits, and other important information to run payroll.  

Step 4: Enter Tax Information

This is where you enter your business’s tax information such as the EIN number and state tax IDs so the payroll software can use them to file payroll taxes on your behalf. Find your employer identification number (EIN), if you don’t already have it, you can apply for it free on the IRS website. 

Your EIN, also known as your business’s federal tax number, helps the IRS and the government identify your business. It’s just like your company’s social security number and is essential for you to file payroll taxes. 

Also, check if your state or local government requires a different identification number such as the state income tax number, or state unemployment ID. Most states just need the EIN, but it’s a good idea to check before you continue. Once you have all the information required to set up your employer profile on the payroll software, it’s time to create your account.

Screenshot of Square Payroll business tax information page

Step 5: Select a Payroll Schedule and Payment Method

Once you’ve set up your account on the payroll software, you need to decide on a payroll schedule and the payment methods you’re going to offer. There are four types of payroll schedules. This includes weekly, bi-weekly, semi-monthly, and monthly schedules. But remember each state has its own pay period requirements. 

For example, your state may require weekly or biweekly paydays, depending on the occupation. We recommend you check out your state payday requirements to ensure compliance. 

In some states, the law mandates that you offer multiple payment options for your employees. Paper checks are becoming rare options for employee paychecks, and are being replaced by methods more convenient for both employer and employee, like direct deposit. Another option is pre-loaded payroll cards, similar to prepaid credit cards. 

Step 6: Use a Time Tracking System

You must have an accurate time tracking system in place to track your employees’ worked hours. The FLSA makes it a must for employers to accurately track hours for their hourly employees. A simple solution is to use spreadsheets, but if you want a more advanced solution, use time tracking software. 

Employees can clock in and out their hours through the tracking system. By integrating the time tracking app with your payroll software, you can import the total hours worked instantly. Not just that, issues like determining overtime hours are also taken care of. 

Step 7: Run Payroll

Once everything is set up and you’re ready to pay your employees, your payroll software gives you an option to run payroll for a given pay period. After you verify information, you can simply press a button to pay workers.

Screenshot of Square Payroll Run Payroll

Step 8: Input Employees’ Hours or Import Timecards

With payroll software, you can either input employees’ hours worked manually or import them through the time tracking system you use. Note that the latter is the faster and more efficient way to pay your employees accurately.

Screenshot of Square Payroll timecards import

If you import timecards, the hours each employee has worked are automatically entered. If employees have worked overtime or double overtime, those hours are entered accurately too. Note that you can still edit these hours manually if needed. 

Next up, you can add any additional payments, paycheck tips, or take cash tips into account. The payroll software uses this information to accurately calculate the gross pay for each employee. 

Step 9: Deductions and Adjustments

The most complicated part of payroll processing may be calculating and paying payroll taxes. This complexity is due to several factors. As an employer, you must calculate both what you and your employees owe when determining your company’s total payroll tax liability. Employers should withhold income taxes and other payroll taxes from employees’ wages, to be paid on their behalf. 

Federal taxes include federal income tax, as well as the federal unemployment tax. Deductions governed by the Federal Insurance Contributions Act (FICA), including medicare tax and social security tax, also need to be tracked and paid. Taxes are also owed at the state level, including but not limited to state income tax and state unemployment tax. 

All of this is taken care of by the payroll software. It calculates all taxes accurately so you don’t have to worry about any of that. You just need to make sure if there are any extra adjustments you want to make in each employee’s paycheck. For example, if you’ve received a garnishment order or want to make a post-tax deduction, you can at this stage. 

Screenshot of Square Payroll deductions

Step 10: Review Payroll Run Summary and Pay Your Employees 

Finally, the payroll software takes you to a review page where you can see each employee’s net pay and all payroll taxes and other deductions in one place. Once you’ve reviewed it, you can finally pay your employees by confirming withdrawal. 

Note that if you opt for direct deposit, the payments can take two to four days to reach your worker’s bank accounts. Other payment methods can take varying time periods to reach employees. 

Screenshot of Square Payroll review payroll, confirm the withdrawal

As a note, pay stubs from each pay period showing information like deductions are made available to employees. This can be an additional concern but is not a problem if you use payroll software.

Step 11: Keep Payroll Records

Paying employees generates a lot of paperwork, some of which needs to be saved. Not keeping this paperwork safe is one of the most common payroll mistakes new employers tend to make. Records of payroll tax forms and other information have to be saved for at least four years. 

These records include:

  • Your employer identification number
  • Amounts and dates of all payments to employees
  • Tips reported
  • The fair market value of in-kind payments, ie. trading goods for labor or other goods, rather than paying money
  • Important information regarding employees, including names, social security numbers, and occupations
  • Dates of employment
  • Sick or vacation pay
  • Copies of each employee’s W-4
  • Payroll records of tax deposits
  • Copies of tax returns
  • Records of fringe benefits

Keeping payroll records is essential to maintain transparency and helps you stay clear of legal trouble. It also makes it easy for you to conduct a payroll audit.  

There may also be specific requirements for different business types. Additional records may be required for some payroll deductions or other tax documents. Employers have a few other recordkeeping and reporting responsibilities. One that’s important for new employers to be aware of is notifying the correct state agency when bringing a new employee on board. 

Should You Do Payroll Yourself?

Small business owners have lots of claims on their time, so sitting down to run payroll yourself may be a sacrifice. At the same time, it’s one of a business’s biggest expenses, so it can be nerve-wracking to put it in the hands of a payroll service.

However, payroll can be complicated and time-consuming, with several aspects and a multitude of requirements as you might’ve found out in the steps above. Running payroll is not like most other administrative tasks you’re able to pull along with your main work. It’s technical and requires undivided attention to be done properly.

Thus, it’s only natural to think about whether you should hire an in-house accountant to run payroll. This might be out of the question for smaller teams but larger businesses may want to give it a thought. But if you think your business can’t afford an accountant’s services yet, investing in reliable payroll processing software is a smart step. 

You Have to Familiarize Yourself with Federal & State Payroll Laws

If you’re running payroll on your own, you’re responsible for complying with all federal and state payroll laws. This includes important payroll laws like minimum wage rules in your city or state, worker’s compensation insurance requirements, final paycheck, and PTO payout regulations. 

You’re an entrepreneur trying to grow your business. Why slow yourself down trying to learn laws and regulations? Go for automated payroll software as they take care of all the legal requirements for you. You don’t need to study any laws since these payroll services take into account all federal and state regulations automatically.

Should You Use Professional Payroll Services?

A payroll provider is usually the more expensive payroll solution. However, you’re paying for a wider range of services. They’ll manage payroll calculations and file payroll taxes for an employer, of course, but may offer a number of other benefits as well.

What to Expect

With a payroll service, payroll processing is taken largely out of the employer’s hands. They’ll handle distributing employees’ paychecks, whether by direct deposit or another method, after calculating net pay. They’ll also pay payroll taxes and manage record-keeping. 

They may offer additional services that can help both you and your employees, such as advances on future earnings and making pay stubs available. You will have to pay more for the more elaborate features, however, which can quickly add up.

Benefits of Using Payroll Software 

Payroll software lets you pay your employees with ease. It takes care of everything from employee paperwork to filing taxes and frees up a lot of your time. Employees can enter their information on the software and it automatically calculates all taxes and benefits for each worker. All you have to do is run the payroll on payday, everything else is handled by the software. 

Payroll processing software comes in a wide variety of options. Some might be better thought of as a payroll system, doing a lot more than simply filling out tax forms. Examples include Quickbooks Payroll or Paychex. Other options are less complex and correspondingly less expensive. If you’ve got a small team with simple payroll needs, check out the best free payroll software.

You’re also likely to find industry-specific payroll software. For instance, we recommend restaurant owners use the best restaurant payroll software to manage payroll.

What to Expect

Even basic payroll software options help you process payroll and calculate deductions like state and federal taxes. A full payroll system automatically makes tax payments from your bank account and produces payroll reports at the end of each pay period. Software of that kind often comes with guarantees backing their tax calculations.

At this point, some software options are on par with a payroll service, both in terms of services and expense. Some software options may also offer full bookkeeping options, or integrate with bookkeeping software to make moving information easier. Higher-end options will even notify the correct state agency when you hire new employees.

Frequently Asked Questions (FAQs) for How to Do Payroll

Here are some of the most common questions new employers ask about running payroll manually. 

Bottom Line on How to Do Payroll 

Every business owner should know how to do payroll manually, but that doesn’t mean they should do it that way. It’s good that you’re aware of the underlying processes but given the tons of time consumed by payroll processing, smart entrepreneurs automate it with payroll software.

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What Are Applicant Tracking Systems and How Do They Work?

Businessman studying a resume on his laptop

To screen a job applicant, an HR manager has to look carefully through a resume to confirm whether the experiences and skills listed meet the job requirements. When businesses receive hundreds of resumes, dozens of hours can be wasted going through them.

To fight this problem, many businesses are now using applicant tracking systems to automate hiring and significantly reduce cost-per-hire.

This article will detail what an applicant tracking system is, how it works, and how to get your resume past one as a job applicant.

What Are Applicant Tracking Systems?

An applicant tracking system streamlines the hiring process for a vacancy. This software screens job applications and ranks candidates based on experience and skill.

ATS software eases recruiting efforts for companies, especially for those with multiple vacancies that receive thousands of applications. From job postings to ranking applicants and scheduling interviews, applicant tracking systems are used at every hiring stage to minimize time spent on each resume.

These days, when someone submits an application online, there’s a high chance that it’s going to pass through an ATS before getting to a hiring manager. Over 90% of businesses use tracking systems to automate hiring.

For businesses, the best applicant tracking systems save money and time, and present only the best candidates to HR managers. For individuals, an ATS is another hurdle to jump before they can get a serious consideration from a company.

Why Do Businesses Use Applicant Tracking Systems?

Businesses implement tracking software in their hiring process for many reasons, including to:

  • Customize and automate the hiring process
  • Filter out spam and duplicate applications
  • Rank candidates in a searchable database
  • Save time and money

To Customize and Automate the Hiring Process

Businesses have custom hiring flows for different openings. For example, the hiring processes for a marketing manager may be different for a software engineer. 

ATS software allows HR teams to create customized recruitment steps for different job openings and automatically track candidates as they move along the recruiting process. For instance, once a software engineer’s resume has been ranked, the HR manager can auto send an email to schedule an interview.

To Filter Out Spam and Duplicate Applications

Many applicants online play the numbers game—send as many applications as possible and hope for one positive response. This means that hiring managers have to deal with lots of irrelevant spam and duplicate applications.

Applicant tracking systems have algorithms that filter out duplicate applications and rank spam applications low.

To Rank Candidates in a Searchable Database

When someone applies online, the ATS automatically creates a candidate profile, parses the applicant’s data, and adds that information to the profile. Hiring personnel can then search the database for resumes containing relevant keywords or for highly ranked applicants.

To Save Time and Money

A tracking software saves hiring managers extra hours of looking through resumes and organizing them. By reducing the amount of time spent on applications, businesses can direct their capital to onboarding the right talents.

How Do Applicant Tracking Systems Work?

The most basic task of an applicant tracking system is to auto-read a resume and score an applicant. When an applicant submits a resume through an ATS like BambooHR, the resume is parsed into plain text, scored, and added to a digital profile.

An ATS software typically searches for keywords indicating that an individual may be qualified for a job. For instance, when hiring for the position of digital marketing manager, the employer is interested in keywords like “marketing strategy,” “digital marketing,” “search engine optimization,” “social media,” etc. An applicant’s resume that doesn’t include relevant keywords is scored low.

Recruiters search for qualified candidates by looking for relevant keywords in the database. When they search for “SEO,” for example, the tracking software pulls up all applicants who included this term in their resumes.

Employers set other parameters for applicant scoring. For instance, an employer may include a yes-no question to filter out inexperienced applicants. They may ask, “Do you have up to 2 years of experience?” or “Are you legally qualified to work in the U.S.?” When an applicant answers “No” to such questions, they’re automatically removed from the hiring process and auto-sent a rejection email.

ATS systems analyze the listed skills of an individual or the work experiences they’ve had. Modern applicant trackers implement artificial intelligence and natural language processing to improve accuracy.

How Accurate Is an Applicant Tracking System?

ATS software focuses on how a candidate’s listed skills and experiences match job descriptions. Over 80% of employers believe ATS inadvertently remove highly-skilled job seekers. This shows that ATSs are not entirely accurate.

Even though tracking software can filter out skilled applicants, employers are still willing to use it instead of manually sorting through resumes. The majority of recruiters find that application tracking systems speed up talent acquisition. Losing a few good talents to gain many others and maximize efficiency seems a fair price to pay.

How To Get Your Resume Past an ATS Software

Many applicants create sleek and visually enticing resumes that are designed to draw in a recruiter. However, hiring managers often never see those resumes unless it meets specific criteria. 

The most important factor in getting past a tracking software is to make sure it can correctly parse your resume. Applicant trackers read from left to right, top to bottom. We recommend that you use the chronological or hybrid resume formats. These list your work experiences in a way that an applicant tracking software can easily read.

Many candidates are discouraged when they see the list of requirements and skills in job descriptions. Nevertheless, make sure to include the major relevant keywords in your resume. At this stage, your resume is for the ATS and not for a human recruiter.

Include keywords wherever you can—in your career description, past job titles, and listed skills. Use both the long-form and acronyms of relevant keywords, and common headings. For instance, use “work experience” not “what I have done,” “skills” not “what I can do,” and “recommendations” or “references” not “who to contact.” Inserting tables or images may cause resume parsing errors.

Submit your resume in the best file format. We recommend using DOCX and PDFs. PDFs have the advantage of preserving formatting but older tracking software cannot properly read PDFs.

5 Best ATS Software for Businesses

Here are five of the top applicant tracking systems for businesses.

Pinpoint logo

Pinpoint

From $600

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Pinpoint is a relatively new ATS software ideal for companies that don’t want to outsource hiring needs to a recruitment agency. Pinpoint is designed to be easy for company personnel to advertise openings, source employees, and fill talent acquisition pipelines.

Pinpoint lets you create custom career sites that enforce employer branding. It automatically creates candidate profiles and ranks applicants based on who matches the job description. A talent acquisition team can also collaborate to hire the right employees.

The app has a Chrome extension that lets you source top hires for talent acquisition. You can send templated emails, schedule video interviews, see employee referrals, and pull custom reports with Pinpoint.

A great advantage is the well-designed UI. The dashboard shows you how many total applications there are for jobs and makes it easy for you to review them. Qualified candidates can apply when there is no vacancy, so you store applicant information for when there is an opening. Pinpoint starts from $600 per month.

  • Fixed monthly fees.
  • Custom reports and recruiting analytics.
  • Unlimited active jobs.
  • Connects with many job boards.
  • No mobile app.
ICIMS Logo

iCIMS

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iCIMS Talent Cloud is a dominant ATS in the industry. For organizations with over a thousand employees and staffing agencies, iCIMS seems the best software for applicant tracking.

iCIMS is a cloud-based applicant tracking system that streamlines recruitment processes from job postings to making an offer. The tracking software integrates smoothly with a company’s career page and popular platforms like Indeed, LinkedIn Jobs, Monster, and Zip Recruiter. It can even integrate with other ATS software like BambooHR.

The ATS system adds a profile page for each applicant and parses every file they attach. Recruiters easily create custom hiring workflows, search for candidates, create a human resource information system, and pull data reports. The software has add-ons that make the recruiting process engaging for candidates and also a feature for social media posting.

iCIMS has a well-laid-out UI, but it can be a little overwhelming for new users. The number of features available may be too much for HR professionals who want to keep it simple. iCIMS has a mobile app that works for both Android and iOS.

  • Allows profiles and custom workflows.
  • Creates customizable recruiting data reports.
  • Has Text Engagement for a better candidate experience.
  • Pricey. 
  • Add-ons cost extra.
BambooHR logo

BambooHR

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BambooHR is not only for applicant tracking but for the entire life cycle of existing employees. From onboarding to offboarding, BambooHR helps you analyze employee engagement and pull talent acquisition reports.

BambooHR integrates with popular job boards like Indeed, Glassdoor, and LinkedIn jobs. It provides you with a database of applicants and ranks them on how they match your job descriptions. Hiring managers can then search this database to select which applicants move on to the next stage in the recruitment process.

The software makes it easy for you to send templated emails to applicants and schedule discovery meetings. Employees can track their time with the PM software and create reports of their own. You can even work payroll taxes with BambooHR. The app manages human resources for both full-time and contract employees.

With BambooHR, you can work as a talent acquisition team and use employee referrals. By granting permissions, you give different team members access to candidates’ job applications, allowing them to advise on the hiring process. BambooHR has a mobile app for both Android and iOS devices. 

  • Cheaper than other systems.
  • Tracks an entire employee lifecycle.
  • Great for talent management.
  • Not many applicant-engaging features.
Monday logo

monday.com

$8

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monday.com is known for project management, but it also offers an applicant tracking system software. It helps you post jobs to popular platforms and your website’s career page.

To track applicants with monday.com, you have to create a dedicated board. There is a board template to customize, and you can even develop your own hiring flows.

Users can create an application form with a shareable link. You can then add the link to your website career page or job boards. Once an applicant fills the form, their details get added to the hiring board. 

From this board, managers have an overview of the applicants who matched the job description and can decide who moves forward in the recruitment process. Since monday.com integrates with Gmail, you can automatically send acceptance or rejection emails to candidates.

Apart from hiring, monday.com is used for team collaboration and employee management. monday.com charges $8 monthly per user, and has no special pricing for applicant tracking.

Read: The Ultimate monday.com Review – Pricing, Features & More

  • Removes the need to buy special tracking software.
  • Easy to view applicants and their documentation.
  • Does not rank candidates.
  • Not optimal for a large number of applications.
JazzHR logo

JazzHR

From $39 to $359

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JazzHR is designed for companies with less than 500 employees. The software offers custom career pages and integrates with several job boards in the market to make talent acquisition easy.

With JazzHR, you can group applicants, rank their skills and experience, and move them along the hiring stages. You can create custom workflows for every job opening and collaborate with a hiring team.

JazzHR integrates with hundreds of apps including Microsoft Outlook and Gsuite for scheduling interviews, Bob and Gusto for doing payroll taxes, and PeopleG2 for running background checks. It also integrates with tracking software like BambooHR.

Publish job openings on several job boards at once with just one click. You can also work with third-party apps to run candidate skills assessments. 

JazzHR has different pricing models from $39 to $359 per month.

  • Affordable for small to medium sized businesses.
  • Has features of enterprise ATS software vendors like iCIMS.
  • No applicant tracking for the lowest pricing tier.

Pros and Cons of Using an Applicant Tracking System in HR

Let’s look at the for and against of using the right ATS system for hiring.

ATS Pros

  • Streamlines the recruitment process
  • Ranks applicants by comparing their resumes to the job description
  • Reduces cost-per-hire and increases recruiter productivity
  • Filters out spam applications
  • Creates candidate profiles
  • Makes resumes searchable
  • Helps in interview scheduling and candidate communications
  • Automates recruitment marketing and job posting

ATS Cons

  • May filter out skilled applicants
  • Cannot parse complexly designed resumes

Frequently Asked Questions (FAQs) for Applicant Tracking Systems

Bottom Line on Applicant Tracking Systems

Applicant tracking systems are here to stay. Hiring teams minimize cost-per-hire when they set up a tracking system for talent acquisition and create customizable job reqs. Applicants craft more relevant resumes when they write with ATS software in mind. Maximize efficiency in your business by implementing an applicant tracking system—and transform the way you handle recruiting.

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ClickUp Review: The Best Project Management Software Out There?

ClickUp review

Managing a business or project is no small task. It’s more like one human being against a never-ending mountain of work. Fortunately, there are tools out there that can cut out a lot of the mundane tasks while making the rest that much easier. 

We want to look in more detail at some of the best project management tools out there, so we put together this ClickUp review to see what it brings to the table.

Our Verdict

Screenshot of Clickup Hompage
Clickup logo

ClickUp at a Glance

From $0

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ClickUp is a versatile project management tool that can satisfy almost any project type and methodology. Use it for agile project management or the waterfall model. You can also change views to see a list, a Kanban-like style board, or a calendar view. ClickUp offers features to make it easy to collaborate in real time with your team, too. 

There’s a free version for budget-conscious small businesses, but it’s a relatively affordable project management software option if you’re considering upgrading. ClickUp works best for remote teams that need to work on projects together. However, it’s suitable for almost any size business, thanks to the tiers of paid plans and the multiple apps and integrations ClickUp offers.

  • 15 unique views for sorting out tasks, teams, and data
  • Fully customizable user interface
  • Built-in chat for public and private conversations
  • No video conferencing tools
  • The large number of features can be overwhelming for some

Pricing

ClickUp has several pricing options, so you can invest in whatever level makes the most sense for your team.

Free Version

ClickUp offers a free plan that allows users to make use of the project management tool, but only so many features are made available.

Although there’s room for unlimited users, the free plan is best suited for solo users or small startups. Even solo users would make short work of the 100 megabytes of storage to work with. It’s possible to create unlimited projects, but there’s limited access to views and other ClickUp features.

Paid Versions

Should you opt to upgrade from the free version to a paid plan, ClickUp offers a 100% money-back guarantee during the first 30 days of use. If you’re not satisfied with ClickUp’s features, just shoot them an email for a full refund.

The project management system has four paid versions beyond its free plan with increasing levels of functionality. It is not cheap project management software, with ClickUp pricing varying whether you pay monthly or annually. An annual subscription is going to provide the most value for money.

Paid Plans at a Glance

  • Unlimited Plan: $5 per person per month if paid annually, $9 if paid monthly
  • Business Plan: $9 per person per month if paid annually, $19 if paid monthly
  • Business Plus Plan: $19 per person per month if paid annually, $29 if paid monthly
  • Enterprise Plan: Contact Clickup’s sales team for pricing

The Unlimited Plan adds in unlimited storage, users, and the views missing from the free plan. You can level up to the Business Plan, making it even easier to manage projects with advanced features and some customization options. The Business Plus Plan adds priority support, personalized testing, and even more customization to the software.

Finally, the Enterprise Plan has all the features ClickUp can throw your way. Enterprise customers have access to API tools and a dedicated account manager alongside white labeling and managed services. If your business needs this all-in-one solution, contact ClickUp’s sales team for more information.

Team Management

ClickUp features an Activity View that lets you see all the actions taking place in any List, Folder, Space, or your entire Workspace. You can also view team member profiles to see what they’ve been up to.

The Timeline View looks similar to Gantt charts but is sorted by users instead of projects. At a glance, you can see what specific team members are working on with projected task completion dates.

For resource allocation, the Workload View and Box View allow you to see multiple team members at a glance and what each is working on. It shows a day-by-day visualization of each user’s workload and how it compares to their capacity. From there, it’s simple to reallocate tasks to less burdened users through dragging and dropping.

Screenshot of ClickUp Activity View

Project Delivery Management

ClickUp is project management software with time tracking built-in, even at the free level. You can track time across single or multiple projects and also view timesheets for each user. Once enabled, time tracking allows users to log hours spent on tasks with the click of a button. You can use ClickUp’s time reporting to filter and view data any way you want to.

It’s possible to build your project timeline by providing estimates for the amount of time a project should take. You can compare this information against actual user progress to ensure goals are met. 

Furthermore, you or your team can create subtasks to define more detailed criteria for parent tasks. You can also assign comments to a task that behave like simple subtasks for the sake of accountability. Each subtask or comment can have its own assigned user and due date.

Milestones

ClickUp features milestones to display important events or deadlines. These visual tools are flagged in bold and with a diamond shape, making them stand out among multiple tasks. Changing a task to a milestone does not remove the ClickUp user or duration already assigned to it.

You can see milestones in several ways, including Gantt view, Board view, and even on your dashboard.

Screenshot of waterfall view in ClickUp

Sprints

ClickUp helps your team race to the finish line on old or new projects through the use of sprints.

Sprints are easy to create from the dashboard, where you can break projects into bite-size pieces. You can assign tasks to users alongside deadlines for each. You can prioritize tasks through ClickUp’s unique points system.

There’s a specific list dedicated to sprints that’s easy to navigate and provides to-the-minute updates on the status of each goal. You can also set up the task management software to automatically roll over unfinished work to your next sprint.

Sprint Features

Each sprint provides burnup and burndown charts to see how your team members are pacing against your target. You can create either chart with a few clicks, and they will be accessible from your sprint on the dashboard.

Velocity charts in ClickUp show the amount of work your team has accomplished on sprints in a given week. You can compare this information against the amount of work ClickUp estimates should have been done for the week.

The information appears in bar graph format, and you can choose to view the velocity of your team over one, two, three, six, and 12-month intervals.

Screenshots of ClickUp Burn up and Burn down charts

Dependencies

Another of ClickUp’s best project management tools is dependencies. Dependencies indicate tasks that are either blocking or being blocked by another task to clarify which ones need to be completed first. ClickUp will automatically change the start and end dates of a blocked task if the task it depends on gets adjusted. 

Within Gantt View, you can draw lines between tasks to automatically link them as dependent. A drop-down in either List or Board view is another way to add dependencies between two items. These changes appear simultaneously across all boards.

Risk/Issue Management

Risk management in ClickUp is best handled by using Gantt charting and the Timeline View, which help you see if tasks are on track or falling behind. Due dates in the List View will show in red if an assignment is overdue. Similarly, you can check who on your team is overburdened in Workflow.

Reporting

ClickUp is a very visual project management software with several viewing options available. While the Free and Unlimited plans are somewhat limited, ClickUp contains over a dozen ways to peruse data, including Gantt charts, List View, Calendar View, and Mind Maps.

A banner at the top of the screen lists your favorite views, and a click allows you to move between them. ClickUp can even sync with your Google calendar. ClickUp’s dashboard is full of rich customization options, making it a breeze to build a great user interface in no time flat.

ClickUp has recently done away with its reporting page in favor of becoming even more simple project management software. You can now do all your reporting directly from your dashboard.

At a glance, you can see time estimates that will help you deliver projects on time alongside what your established and new users have been working on. ClickUp can tell you who’s ahead on task work and who is falling behind.

Screenshot of different reporting statistics offered by ClickUp

KPIs

Goals are ClickUp’s way of creating trackable KPI metrics. The project management software has a long list of metrics you can track, and these metrics are just one of the things you can watch on your dashboard. You can use this data to generate operational, analytical, or strategic reports to share with your team.

Finance Management

There’s no need to stop at task management. ClickUp has an array of tools you can use to keep tabs on finances as well.

You can track sales records, invoices, income, and even estimate revenue from within. By adding in expenses, the software can perform mind-numbing calculations with a click to see where money is going and to help allocate a budget.

ClickUp also has checklist templates for payments due, so you never miss a single one. It will automatically create future checklists based on those payments so you don’t have to.

Screenshot of Budget Reporting page in ClickUp

Collaboration and Communication

One of ClickUp’s key features is Docs, allowing users to create and share documents. You can leave files as public access or choose who can view them through shareable links or permissions.

Real-time collaboration allows your team to edit documents together in Docs. Documents can be linked to workflows where you can assign tasks a deadline. 

Another of ClickUp’s collaboration tools is the chat feature. In addition to chatting in real-time, you can mention team members, create reminders, or embed files for others to look at. Once you create a chat, you can assign whichever users you want to participate and leave unnecessary members out.

Whiteboards are in beta testing and are currently available to all ClickUp plans. The digital space is malleable and easy for teams to develop ideas in real-time. You can save whiteboards for review somewhere down the line.

Roles

It’s possible to assign each user one of four roles within a workspace: Member, Admin, Owner, or Guest. Roles are easy to assign from a drop-down when a user joins the team. Note that Enterprise users can create custom roles for their teams.

Accessibility

ClickUp advertises “one app to rule them all”. They have an app for just about any device, including iOS, Android, PC, Mac, and Linux. Functionality is standard across all devices and works well no matter where you go. If an app isn’t your thing, you can run ClickUp straight from a browser.

Integration With Other Apps

ClickUp allows external integrations with over 1,000 other software tools. Some of the most notable apps include:

  • Slack: Create ClickUp tasks right in Slack and add Slack notifications to channels of your choice.
  • Github/Gitlab: Create branches, pull requests, and perform bug tracking directly in ClickUp.
  • Google Drive/OneDrive/Dropbox: Quickly attach external files to tasks in ClickUp.
  • Google Calendar: Organize calendars and create events from ClickUp’s Calendar View.
  • Zoom: Host meetings from within ClickUp tasks using Zoom.
  • Toggl/Harvest/Everhour: Advanced time tracking tools that assimilate with ClickUp tasks.

Artificial Intelligence

You can use a set number of monthly automation based on your ClickUp subscription plan, from 100 to 25,000. These automations remove the monotony of adding in recurring tasks that you’re bound to lose track of over time.

What’s more, you can program triggers to perform an action when a task is complete. With a simple interface, you won’t need software advice to set up your automation conditions.

Usability

To decipher how usable this project management software is, we turned to sites like G2 and Trustradius to look at feedback from thousands of ClickUp reviews.

After poring over ClickUp reviews, the majority of subscribers state that ClickUp’s learning curve is relatively gentle, but can be steep at times. The general consensus is that it’s easy to get started, but the large number of features is overwhelming for some.

To help hit the ground running, ClickUp offers a platform demo and video tutorials. You can use a ClickUp specialist to help with onboarding, or the site has a FAQ and several documents explaining each feature.

Support

ClickUp has 24/7 customer support with even its most basic plan. Business Plus and Enterprise plans receive an enhanced level of support to get issues resolved even more quickly.

All ClickUp’s paid plans come with a 30-day money-back guarantee. If you’re not satisfied within the first month, email ClickUp for a complete refund.

Privacy

ClickUp states in its privacy policy that it doesn’t disclose any information to third parties. The task management software uses Amazon Web Services for data security and encryption alongside two-factor authorization to ensure only the right people log in.

Methodology Suitability

There are a few popular approaches to project management, and ClickUp makes use of them all. Whether your method of choice is Scrum, Waterfall, or Agile, you’ll be good to go here. The software lets you customize your dashboards however you choose and has built-in templates to maximize your effectiveness with a preferred method.

ClickUp Alternatives

ClickUp uses a proven method to streamline projects through tasks, collaboration, and views. The platform does a great job of this, but it may not be for everyone. Here are a few viable alternatives:

Each tool has its own pros and cons that you may choose to weigh against ClickUp’s wide range of features. For instance, Asana is known for its ease of use alongside high-powered tools and a pleasant interface. You can read more about it in our Asana review.

Frequently Asked Questions (FAQs) for ClickUp Review

Here we look at answers to some additional questions you may have about ClickUp.

Final Thoughts on ClickUp Review

The right project management software can make all the difference in running an efficient business. It’s essential to be able to track team members, projects, and finances in a single platform. Just as important is a tool that won’t break the bank.

Considering the features we’ve outlined in this ClickUp review, we believe it gets the job done and then some. The platform also isn’t afraid of rolling out new features to stay ahead of the competition.

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What Is a Business Line of Credit & How Does it Work?

A credit card on a bluish tech background

Lack of capital is a leading reason many small businesses fail in their first year or soon after. Fortunately, the right business financing option can help your startup survive cash flow hiccups. A business line of credit is the ideal solution.

What is a business line of credit, and why should you consider it as a financing option? Read on to find out.

What Is a Business Line of Credit?

A business line of credit is a revolving financing option you can draw from whenever you need money for business expenses. However, a line of credit has a fixed limit for the amount of money you can withdraw.

Once you get a line of credit, you can make multiple withdrawals until you reach the limit. There will be a stipulated repayment period which you should honor to avoid higher interest or having your line terminated.

Types of Business Lines of Credit

There are two main types of credit business lines: secured and unsecured credit lines.

Secured Line of Credit

A secured line of credit is where the lender requires collateral to approve your loan request. Collateral can be assets such as property, business inventory, or accounts receivable.

Most lines of credits offering higher amounts of money are usually secured. Many lenders are reluctant to give unsecured loans to newer businesses, so keep this in mind when applying for a line of credit.

Unsecured Line of Credit

An unsecured business line of credit is when you don’t need to give any collateral to qualify for a loan. Instead, your lender will need proof of good personal and business credit rating and financial statements showing annual revenue and profits to help them gauge risk.

Also, they’ll impose higher interest rates on an unsecured line of credit than on a secured one. An unsecured business line will typically offer lower credit limits than secured types.

Requirements for a Business Line of Credit

Before a lender can consider you for a line of credit, they’ll need to access your business to determine your risk.

Many of the requirements for a business line of credit go towards proving your business’s financial health and your ability to make payments. How well you meet the requirements will determine the limit your lender gives you.

Here are some of the things lenders check before approving credit requests.

Financial Statements and Reports

About 50% of startups fail in the first five years of operation. Hence, creditors need financial statements and tax reports to decide whether to give you a line of credit. With these, they can determine whether you’re generating enough revenue to support your line of credit payments.

Operating Time

Most lenders require you to have been in business for at least a year to consider you for a line of credit. Large banks will often only approve you if you’ve been in operation for at least two years.

Being in operation for a more extended period with sound financial health is proof that your business is making good revenue, which presents less risk to the creditor.

When you’ve not been in business for very long, you may have difficulty accessing a line of credit. If a lender does approve you, they’ll probably impose a high-interest rate and require collateral.

Credit Score

Some lenders have a set minimum credit score that small business owners must meet before they can approve requests for a small business line of credit. The higher the amount of credit you want, the higher the minimum credit score you’ll need to meet.

Note that lenders will need to see your business credit score besides your individual one, so open a business bank account to start building your score.

If you have a poor personal or business credit score, you might want to check out the best bad credit business loans available today.

Collateral

To get a secured business line of credit, you’ll need to provide collateral. Collateral could be anything from business assets to real estate equity. Banks are more likely to give you lines of credit if you can provide qualifying collateral.

Personal Guarantee

What happens if you cannot pay back your used credit amount? Your bank may require you to provide a personal guarantee as the business owner. A personal guarantee allows them to hold you individually responsible if you cannot repay the small business loan. In such a case, they may take your personal assets as collateral.

When Should You Get a Business Line of Credit?

Different types of small business loans come in handy when your business fails to generate enough capital. However, it’s best not to wait until you’re in financial trouble to apply for a business line of credit.

The best time to get a credit business line is when your business is doing well.

One reason is that when your company has good financial health, lenders will be willing to lend you higher amounts at lower interests.

Secondly, applying for a line of credit can take time, which is inconvenient when you need immediate funding. Having a line of credit on standby means that you can access it immediately when you need money.

Reasons To Get a Business Line of Credit

As a small business owner, you’ll need funding at different times for various reasons. To keep from getting into debt trouble, it’s crucial to get the right loan for the correct purpose. A business line of credit could be your best option to:

  • Get working capital.
  • Buy new equipment.
  • Acquire extra inventory for a busy season.
  • Hire new staff.
  • Take advantage of time-limited opportunities.

To Get Working Capital

Many startups lack working capital for daily business expenses for reasons such as delayed payments by clients or seasonal cash flow gaps. Both are temporary setbacks that you should not allow to run your business into the ground.

A business credit loan can provide you with the working capital you need while waiting for clients to fulfill your accounts receivables or for sales to pick up again. Since both scenarios may be repetitive over the years, a line of credit with a fixed amount you can draw from regularly is more suitable than a term loan that only gives you a lump sum amount once. You can also read here the best banks for startups to get more information.

New Equipment Purchase

As your business grows, you may need to buy new equipment to expand operations and meet rising demand. Having a line of credit available to you allows you to draw funds to buy the new equipment immediately.

Acquiring Extra Inventory for a Busier Season

Various industries have business seasons with higher demand than the rest of the year. You’ll need extra inventory to take maximum advantage of the increased activity when this time comes.

Since this increases your expenses, it might be challenging to pay for the new inventory with your usual cash flow. Drawing from a line of credit comes in handy at such a time.

Also, due to the guaranteed higher returns from a busier season, you’re more assured of making enough profits to pay back your drawn amount in the provided repayment period.

Hiring New Staff

Sometimes, hiring new staff is necessary to keep up with a growing business. Before your revenue can support the added payroll expense, a business line of credit will help you successfully manage cash flow shortage.

To Seize Time-Limited Business Opportunities

It’s possible to receive an opportunity to grow your business, such as acquiring a new high-paying client, when you don’t have enough resources to deliver the required services. Getting a line of credit allows you to cover any capital shortage to take on new opportunities and grow your business.

How Can You Benefit From a Business Line of Credit?

Having a line of credit brings many benefits to your small business, including:

  • Flexibility.
  • Lower costs.
  • Accessibility.
  • Credit score improvement.

Flexibility

Flexibility is the most significant benefit small business owners get from business lines of credit. A line of credit allows you to withdraw funds multiple times as long as you don’t exceed the total credit limit and pay back the cash you’ve used.

You also don’t need to apply for access each time you need money. All you have to do is withdraw cash, then ensure to repay it within the provided repayment window. In a way, it’s similar to having a savings account you can access at any time.

Lower Costs

Generally, business lines of credit are less costly than a traditional small business term loan. First, you’ll be paying interest only for the amount of money you withdraw. For instance, if you draw $30,000 from a business line of credit with a $50,000 limit, you’ll only be required to pay interest on the $30,000 you’ve used.

Second, most lines of credit don’t have early repayment penalties compared to traditional loans. This allows you to pay back used funds as soon as possible without worrying about penalties and get access to more cash.

However, note that the costs associated with your credit line mainly depend on the lender you use. Costs you may need to cover include origination fees on application, a monthly maintenance fee, inactivity, and draw fees. When looking for a line of credit, consider one that doesn’t have a lot of charges.

Another important thing to remember is that your credit line costs will increase sharply if you’re late for payment or withdraw beyond the agreed credit limit. To avoid these scenarios, apply for a line of credit that gives you an ample limit and only withdraw funds you can repay within the provided payment period.

Accessibility

For many businesses with bad credit, a credit line is easier to access than a traditional (bad credit) term loan. This is partly because you can get the lowest limits with a line of credit, and some lenders will be willing to give you one if your cash flow is healthy despite having bad credit.

Credit Score Improvement

Many small businesses struggle paying monthly payments on high-interest loans that they receive as a lump sum, affecting their credit scores. A line of credit allows you the flexibility to withdraw small amounts of cash you can pay quickly, multiple times, which works to build business credit score.

Pros & Cons of Business Line of Credit

Like every other business loan, a small business line of credit has pros and cons. When seeking a credit loan, it’s vital to weigh both the advantages and disadvantages to determine whether it’s the best option for you.

Pros

  • Lower interest rates than other business loans.
  • Provides revolving credit; no need for repeat applications.
  • An excellent way to build your business credit score.
  • Suitable for businesses with bad credit.

Cons

  • May require collateral for approval.
  • Some lenders require updated financial statements after each draw.

Where Can You Get a Business Line of Credit?

You can get a credit line from major banks, credit unions, community banks, commercial banks, or online lenders. Traditional banks typically offer higher limits but have more stringent requirements.

You’re more likely to find a lower limit line of credit from smaller banks, credit unions, or online banks. Also, most traditional lenders are reluctant to give unsecured business lines, while other lenders readily approve credit without collateral.

An online lender is an excellent option if you’re looking for unsecured lines with less stringent requirements. Fundbox is one of the most trusted online lenders you can consider, and it offers lines of credit up to $150,000. Its requirements include 6+ months in business and a 600+personal FICO score.

When choosing lenders, it will help to consider SBA-approved institutions. Lenders are more likely to give you higher limit credit through the Small Business Administration (SBA) because it’s guaranteed by the government.

What’s the Difference Between Business Lines of Credit & Business Credit Cards?

It’s easy to confuse a business line of credit with a business credit card because they’re both revolving loan options. However, several differences distinguish the two.

First of all, business lines of credit give you cheaper access to cash, while withdrawing cash from a credit card comes with hefty fees. Business credit cards are more suitable for paying for purchases electronically. On the other hand, a line of credit is more economical for withdrawing cash to use for various purposes.

Secondly, business credit cards carry higher interest rates than lines of credit. A business credit card will also have higher maintenance fees than a line of credit.

Frequently Asked Questions (FAQs) for Business Line of Credit

Final Thoughts on Business Line of Credit

A business line of credit is one of the most flexible financing options you can get to help you bridge cash flow gaps. It also allows you to seize growth opportunities, translating to better revenue generation in the future. When looking for a business credit line, go for a lender with the most favorable conditions to your company.

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Waterfall vs Agile Methodology: What’s Better for Your Project?

Man thinking about what project management method to use

Every project comes with its unique challenges. But there’s one challenge that accompanies every project you’ll work on: deciding which project management methodology to choose. The waterfall vs agile question is the most frequent one you’ll come across in this discourse. 

As important as it is to answer, this question might have you bogged down even before you make any progress on the project itself. To make things easier, we’ve thoroughly researched the two methodologies to bring you this waterfall vs agile comparison. Continue reading to find out which project management methodology is the better choice for your project.

Waterfall Methodology: Best for Small & Simple Projects

The waterfall methodology is the older and more traditional project management system. It’s a linear model that divides your project into five to seven strictly sequential phases. In waterfall, you must fully complete a phase before you move on to the next. 


This linear project development method isn’t flexible and won’t give you a lot of space to change course after you’ve started working on it. It also requires extensive documentation and planning upfront to design and implement a solution.

  • Easy to manage
  • Gives an accurate estimate of cost and time 
  • Lets you create a repeatable process
  • Inflexible
  • Carries high risk for larger projects
  • Requires a lot of time for documentation and planning

Agile Methodology: Best for Large & Complex Projects

The agile project management methodology is more flexible as it was designed to replace the waterfall method’s rigid structure. It’s a cyclic process that divides your project into sprints. 

Instead of planning everything upfront, agile management follows a more adaptive and collaborative approach. It’s further divided into seven different frameworks that are suitable for different kinds of projects.

  • Greater flexibility
  • Faster development
  • Greater involvement of clients
  • Costs are higher than other methodologies
  • Project can go off-track as requirements aren’t clearly defined
  • High customer involvement leads to delays

Waterfall vs Agile Project Management – Comparative Overview

Waterfall and agile are two of the most commonly used models in the history of project management. We can’t single out a clear winner because both have their pros and cons and suit different kinds of projects. 

Note that waterfall or agile management techniques are not the only two options. You can also find a middle ground by going for a waterfall-agile hybrid approach. You can keep the features you like from both methods to develop your own hybrid. 

A PMI report suggests that on average, nearly 44% of projects go for the waterfall methodology, 30% use agile, while 23% use hybrid models. 

Agile Vs Waterfall Usage statistics
Source: PMI

You need to familiarize yourself with both management methods to make an accurate comparison and reach the right decision for your project. Here’s a summary for you to compare the two management methods with ease:

Agile vs Waterfall Comparison Chart

Waterfall

Agile

Project Scope

Works well when the scope is clearly defined before the project starts.

Works well even if the scope is not well-defined. Making changes to the project after it starts is easier but may incur expenses.

Timeline

Has a fixed timeline. Better for short-term projects.

Has no fixed timeline. Better for longer or continuous projects that require greater innovation.

Budget

Has a fixed budget. Involves less risk since the budget is finalized upfront.

Has a flexible budget. Increases funding efficiency.

Flexibility

Not flexible. Waterfall projects are fully planned out in the initial stages and different phases cannot overlap.

Very flexible. Allows for innovation and collaboration and makes it easy to change project courses.

Customer Involvement

Minimal customer involvement.

Involves collaboration with customers in every phase.

Team

Good for larger teams with less coordination.

Good for smaller, dedicated teams with high coordination.

Risk

Carries more risk for large projects as the final product isn’t ready for testing until the final stages.

Carries less risk because the product is frequently tested throughout the project.

Waterfall Project Management Methodology 

The waterfall project management methodology is based on three basic principles. A sequential structure, minimal customer involvement, and robust documentation of every phase it entails. 

Being sequential in nature means all stages are mapped out chronologically and you must follow the same pattern. Going back to a previous phase or changing the direction of the project is only possible if you start all over again. 

Communication with clients takes place only in the requirement-gathering phase. Little to no communication takes place in the development stages. Extensive documentation means all steps and specifications are documented in detail in the waterfall model. 

5 Stages of the Waterfall Model

The waterfall model divides your project into five phases. The number of phases can be more for complicated projects but it basically remains a five-step process. 

five stages of the waterfall model
The visual representation of the model mimics a tiered waterfall.
  1. Documenting requirements: In the first phase, you gather and document all the information you can from the client. This includes their requirements, budget, timeline, and any other details that are essential to the completion of the project.
  1. Design: The design phase is where you prepare the logical and physical design of the deliverable. This includes specifying each step of the development process including the software and hardware tools you’d be using.
  1. Implementation: The implementation stage is where you prepare the actual product. It doesn’t take a lot of time since you have everything planned out already. 
  1. Verification: Once you’ve prepared the product you’re working on, you run tests on it during the verification or testing phase. Minor bugs are fixed and the waterfall continues to the last stage. But in case of major faults, you have to return to stage one.
  1. Maintenance: After you’ve released the product to the customer, some issues may arise when they use it practically. This is when your maintenance team works on the product, debugging it from time to time. 

Who Should Use the Waterfall Model?

Since this project management method lacks the agility and flexibility many fast-paced projects require, it’s clearly not the choice for everyone. However, the waterfall model is a good choice for you in three scenarios. 

  • You have clearly defined requirements: If you or your client knows exactly what they want as the outcome, using waterfall is a straightforward way to manage the project without unnecessary complications. 
  • You have an inflexible schedule: Rigidity meets rigidity. If you need to stick to an inflexible timeline or tasks involved in a project, waterfall’s highly structured nature suits you. This is especially true for construction and manufacturing projects.
  • You have time for planning: Requirements and design are two of the most time-consuming phases in the model. If you have enough time to plan out your project thoroughly, this linear methodology ensures you invest your resources correctly. 

Agile Project Management Methodology 

As the name suggests, agile project management is a more flexible and adaptive approach. It’s a modern model that works best for fast-paced projects where you want to keep space for innovation and improvisation. 

Agile management is based on seven key principles:

  • Adaptability: Collaborate with customers and accept changing requirements throughout the development process. 
  • Lean development: Agile development focuses on keeping the final product as simple as possible. You want to achieve the same outcome with the least complications. 
  • Customer involvement: Agile teams include developers, investors, end-users, and other stakeholders in all stages.
  • Time: This methodology gets most work done in the least amount of time. You will break down your timeline into small time-boxed sprints. 
  • Teamwork: Agile development focuses on teamwork more than anything else. Give dedicated team members the resources and support they need to deliver quality work. 
  • Build and test: Deliver a working product frequently during the development phases.
  • Sustainability: Instead of pushing for faster work, develop a sustainable pace where you can deliver a quality product. 

6 Stages of the Agile Model

  1. Concept: In the first stage, the client informs you about their requirements and the key features they expect from the product. You try to document all specifications even though it’s not a necessity for agile development.
  2. Inception: This is where you assemble your team and tools. This phase involves brainstorming potential solutions before selecting one for the next stage. 
  3. Iteration: Iteration is the longest phase where you start off by developing the general framework. As you proceed, iterations or sprints move on to improve the product and develop additional features. 
  4. Release: The name suggests otherwise, but this stage first involves quality assurance. Once you’ve thoroughly tested the deliverable for all features and functionalities, the final iteration can be actually released for customers. 
  5. Maintenance: This stage begins when clients identify bugs or request updates and improvements to the product. 
  6. Retirement: In Agile management, the retirement stage starts when the product falls out of use or needs to be replaced. Here you start ‘end-of-life’ activities which include withdrawing all support and letting users know that the product is no longer available.
six stages of agile methodology

Who Should Use the Agile Model?

Using agile makes sense when your project is based on complex deliverables, gradual progress, and consists of shorter and overlapping timelines. If you require better communication between cross-functional teams to deliver the product, agile is the way to go. Here are some additional scenarios when agile development is the better choice:

  • You have ambiguous requirements: Go for agile management if you or your client haven’t defined project requirements fully but want to start right away, agile management gives you the opportunity to kick things off and correct course along the way.
  • You need to deliver quickly: If you’re on a short timeline and need to get the final product ready quickly, agile is a better choice. This way, you won’t have to spend a lot of time on planning and can finish the project earlier.
  • You work in an industry that changes quickly: Rapidly innovating industries need agility in their project management process. The agile model lets you adapt quickly so you can stay ahead of the competition.

Agile vs Waterfall: Which Project Management Software to Use?

Choosing the right project management methodology is a challenge. But choosing the right project management software is another challenge in itself. Regardless of the method they employ, the most successful teams utilize advanced software for their project management needs. 

Here are some of the best project management software for both waterfall and agile models.

  1. Wrike

Wrike is one of the best project management tools out on the market. It works with both waterfall and agile methodologies as it offers Gantt charts, Kanban boards, and a range of other useful features. Read an in-depth review on Wrike to find more about it.

Wrike offers a high degree of customizability and fits into all sizes and types of businesses. It may be the costlier option, but the functionality is worth the price tag.

  1. Asana

Asana is a top project management software for its ease of use and focus on productivity and collaboration. Its features might suggest that it’s better suited for agile projects but a considerable proportion of its users utilize it for waterfall projects. Asana is one of the more affordable options that offer a wide range of features and potential use cases. Read our comprehensive review on Asana.

  1. monday.com

monday.com is an award-winning project management platform that helps you efficiently plan and execute complex projects. It’s easy to use and flexible with onboarding new teams and team members. It can work 

With a variety of productivity features such as time-tracking, an integrated kanban board, automated notifications, workflow automation, dependencies, multiple views, and calendar integration, teams can achieve better and faster results for every project milestone. Read the monday.com review to find out more about its features and pricing.

Frequently Asked Questions (FAQs) for Waterfall Vs Agile

Bottom Line on Waterfall vs Agile Methodologies

In the end it all boils down to you and your project’s needs. The waterfall focuses on upfront documentation and planning. This means you spend most of your time in the first two planning phases. Although this delays the project, it makes sure you invest your resources with minimum wastage. 

On the other hand, agile is the more modern approach. It’s faster, cheaper, and flexible which gives it the edge over waterfall. But this also means that you need a highly dedicated team that can communicate and respond to change well. Still, if you think both are viable options for your project and find yourself torn between the two, a hybrid approach may be the answer.

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Waterfall Methodology: History, Principles, Stages & More

Visual representation of the 5 Stages of the Waterfall Model

If you’re discovering potential project management methodologies for a new project, you might’ve come across a lot of project management jargon. If you aren’t already familiar with them, terms like the waterfall, scrum, agile, lean, and kanban methodologies aren’t immediately digestible. 

This guide is all about explaining one of these terms: the waterfall methodology, also known as the waterfall model. If you’re interested in learning more about this project management method, and whether it suits your project goals or not, you’re at the right place. 

Summary

The waterfall project management methodology lets you plan out your project in a linear manner where each subsequent phase initiates after the last one ends. It’s one of the most straightforward ways to manage a project and is a good choice if you already have clearly outlined objectives.

Try The best PM software for waterfall methodology

 

Best Project Management Software for Waterfall Methodology

Historical Overview of the Waterfall Methodology

The waterfall methodology is the oldest project management procedure out there. Construction and manufacturing firms have traditionally used similar management methods albeit it was not formally recognized until Dr. Winston Royce introduced the idea. 

He developed the waterfall management approach in 1970 to manage the development of large software. Though the term ‘waterfall’ still wasn’t linked to it, it was Dr. Royce’s design that later came to be known as the waterfall model. 

The step-by-step approach helped it gain support from managers quickly, making it the most widely used management methodology. Since then, waterfall project management has been a popular choice, especially for software development projects and other relatively sequential fields of work. 

The waterfall model is named so because it mimics a waterfall in its trajectory. Just like water flows down in one direction, your operations will flow from one step to the next. The flowing water cannot take a u-turn and flow back to a point it has already passed from. Similarly, this management method doesn’t allow you to return to previous phases. The only way to do so is to start over from the beginning. 

Principles of the Waterfall Methodology 

The 3 principles of waterfall methodology

Every management process follows a set of principles. If you’re confused about whether or not the waterfall model suits your operations, we recommend you review the principles it follows. The right project management model should follow the same principles as you want for your project. 

Here are the three basic principles the waterfall project management methodology goes by. 

  • Sequential structure: The waterfall model divides your operations into sequential phases. You can only move to the next stage in your project once the current one is complete. This also means there’s no space for changing course or revisiting a phase after its completion. The only way to go back is to start all over again.
  • Minimal customer involvement: A waterfall project involves minimal customer interaction. This is primarily due to the fact that operations only start after the customer’s requirements and objectives are clearly defined. The first meeting takes place before operations begin and the next when the project is in its final stages. 
  • Robust documentation: This methodology also involves in-detail documentation of all requirements, the development process, and the final outcome. This includes everything from the timeline to the precise route you will take to solve the client’s problems. Since there’s minimal to no customer communication during the development process, every essential detail needs to be documented upfront. 

If these principles are in-line with the project you’re planning, the waterfall model is indeed a suitable option. Let’s dive deeper to discover the different phases involved in the waterfall system development cycle. 

5 Stages of the Waterfall Model – Software Development Cycle

Waterfall usually breaks down a project into five to seven distinct phases. The stages, also known as the waterfall software development cycle for software development projects, are strictly chronological. Each phase has a fixed timeline, requirements, and objectives. 

Although most waterfall systems have five project management stages, more complicated plans have more stages in their development process. Here is what a typical waterfall model looks like:

Visual representation of the 5 Stages of the Waterfall Model
The visual representation of the model mimics a tiered waterfall.

Here’s an in-depth look at each of these phases and what each one entails. Oftentimes, a single phase can involve multiple subsections, but everything is part of the plan taking on one task at a time. 

Stage 1: Documenting Requirements

The waterfall model calls for extensive documentation upfront. In the first stage, you gather information from clients or end-users regarding their requirements and the results they expect from the software or product. 

This is a planning phase and is the last one where you can communicate with clients before work starts on the project. You want to document as much information as you can to make sure you take off in the right direction and have everything mapped out. 

The requirements phase is crucial since it lays the foundation for the next phases. This is also why a lot of time is allocated to gathering requirements. By the end of stage one, you should be able to describe each of the upcoming phases in detail. This includes timelines, costs, risks, assumptions, and dependencies of the project.

Stage 2: Design

The second stage, also known as the analysis stage, is when you review the requirements and develop a design to meet them. Here, your team identifies the path it will take to deliver a solution and the relevant specifications. 

The second stage is often divided into two parts: the logical design and the physical design stage. In logical or high-level design subphase, you will come up with all theoretical solutions that have the potential to meet the client’s objectives. 

Physical design, also known as the low-level design, entails more concrete specifications. This is where you specify the hardware, software, architecture, data sources, and services you will be employing during the project. Note that no on-ground work or coding takes place in this stage. 

Stage 3: Implementation

This is where the action starts. The implementation phase is where the construction or coding, in the case of software development projects, happens. But this might be the shortest stage of all since the entire design is already in place. Your team will follow the documentation from the first two phases to flesh out the actual deliverable.

More complex projects break down large software into smaller programs. Teams employ unit testing where they build and test one unit at a time which is later merged together for the final product. 

Stage 4: Verification

After the implementation phase is complete, the testing or verification stage is where you make sure all requirements are met and whether the product needs debugging. Here, the quality assurance team thoroughly scans the deliverable before it reaches the client. 

In case they find major faults or the requirements are not met, the project goes back to stage one. However, a forced repeat of the design phase takes care of minor bugs. 

You can also utilize a UAT (user acceptance test) for clients or end-users to check for faults and user experience. In case the product passes testing and verification, we move on in the waterfall.

Stage 5: Maintenance

The maintenance stage starts after you release the product and users start using it. You can only identify some issues once the client brings the deliverable to practical use. In case a bug or faulty feature arises, your maintenance team can take care of it. This stage ends when the client is fully satisfied or continues in case they need frequent updates. 

When to Use Waterfall Methodology

The extensive documentation and painstaking planning in the initial stages are two of the best features of the waterfall model. They make sure your time and money are invested right. However, its inflexibility gives you limited space to revise your plans. 

Different projects have different circumstances and requirements. Let’s take a look at some instances where a waterfall system would make a great choice. 

  • Project has clearly defined requirements: If you’re clear about the ultimate objective you want to achieve with a project, go for waterfall management. However, if you or your clients are not sure about the end goal, have ambiguous requirements, and may change course, go for agile project management.
  • Project has firmly set tasks and deadlines: The waterfall model is highly structured by nature. It’s best for projects in the construction or manufacturing industry where you need to maintain deadlines. This is a rigid management methodology for rigid businesses where meeting deadlines is a must.
  • You have time for planning: A considerable amount of time is spent in the first two stages when you use waterfall management. You can go for waterfall if you have ample time to spend on gathering requirements and planning. But if you’re short on time and need to start right away, an agile methodology is a better option.

Pros and Cons of Waterfall Methodologies 

Every project development methodology has its pros and cons. Similarly, the waterfall method has its own which makes it suitable for some projects and unsuitable for others. 

Its straightforward approach and the robust documentation involved are two of the best things about it. On the other hand, the inability to adapt to change is its greatest weakness. 

Advantages of the Waterfall Method

  • In-depth analysis and design phases make sure the implementation follows the correct route. This helps your team take all the right steps and finish the implementation phase quickly.
  • The waterfall method gives an accurate estimate of the total cost and time required for a project.
  • It’s easier to evaluate progress since the model has a highly structured approach and defined milestones.
  • This methodology lets you create repeatable processes. This means new team members can easily get familiarized with the project as everything they need to know is already documented.
  • Limited customer involvement means customers aren’t adding new suggestions or requirements. This helps you avoid delays and reach completion according to the set timeline.

Disadvantages of the Waterfall Method

  • The waterfall management model assumes all requirements can be enlisted at once, but this is not always the case. This incurs higher costs if a client requests an additional requirement midway through the development process.
  • Since requirements and design planning take up a lot of time, projects can take longer to reach completion.
  • Limited communication with the clients during design and implementation.
  • If one stage gets delayed, all subsequent stages are delayed.
  • Doesn’t allow processes to overlap, hence reducing efficiency.
  • A working deliverable isn’t available until the final stages.

Frequently Asked Questions (FAQs) on Waterfall Methodology

Final Thoughts on Waterfall Methodologies

The waterfall methodology is simple, sequential, and easy to apply. It’s most commonly used for software development and construction projects where you need to finalize one phase before you move to the next. 

That said, this project management method lacks flexibility and involves high risk when it comes to complicated projects. It’s a suitable option only if you’re working on a shorter project with clearly defined requirements, and enough time for planning. If you think the waterfall isn’t for you, feel free to discover other project management methodologies to get off on the right foot.

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Which Simple Project Management Software Is Right for You?

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Good project management may be more art than science, balancing human needs, budgetary concerns, and the constraints of scheduling. However, the right tool can make the task a lot easier. 

The very best simple project management software is the simplest that also does everything you need it to. However, making simple but useful tools may be even more difficult than managing a project well. Find out how each of our choices measures up, and which is best for your needs.

Quick View

Software

Price

Features

Services and Support

Customization and Integrations

Mobile Friendly

Easy Project logo

Easy Project

Three levels of cost with different features, at $7.90, $14.90, and $29.90

Essentials level has basic PM tools, including project mapping, time tracking, and task management

Customer support and help implementing tools

A range of popular integrations and possible customizations

Free mobile app on iOS and Android

Wrike logo

Wrike

Basic tier is free, while more expensive tiers are $9.80 and $24.80

Free tier has unlimited users, task management, and collaboration tools, but limited tasks

A range of professional services. Also, support and training available

Free integration with Google, Microsoft, Slack, and more

Free mobile app for Android and iOS

TeamGantt logo

TeamGantt

Basic tier is free, Standard tier is $24.95 and Advanced is $29.95

Customizable Gantt chart, with some other options

Tutorials, classes, and guides available

No integrations and little customization

Android and iOS mobile apps

Monday logo

Monday

Free tier offers unlimited project boards and docs, but only two team members. Pay tiers cost less than average at $8, $10, and $16

Task management boards; varied methods for visualizing data; project templates

Guides, tutorials, and community support

Integrates with many common apps; create your own automatic functions

Free iOS and Android apps

Hive logo

Hive

Free plan limited to two users. One pay tier at $16 with optional add-ons or customizable tier

Full range of project management, time tracking, and scheduling tools

Limited support; Enterprise tier gets a dedicated team

Common integrations available, at an extra cost

Android and iOS apps

Teamwork logo

Teamwork

Unlimited projects with free version. Full function has a reasonable price at $12.50 or $22.50

Free tier doesn’t have some basic features, like no templates

Phone, chat, and email support

Popular integrations available, limited customization

Mobile apps for Android and iOS

GanttPRO logo

GanttPro

Individual tier for $15 a month, Team tier for $8.90 per user, free trial available

Task managing, time tracking, and collaboration via Gantt charts

Personal account support

Limited integrations; API available to create your own

Mobile and iOS app free

Clickup logo

ClickUp

Free version with unlimited tasks and members, Unlimited is $5, Business is $9 and Business Plus is $19

Task oriented project management app, time management, tracking, and more 

Standard online support at all but Enterprise tiers

Many native integrations, API available for custom integrations, limited API calls at some tiers

Android and iOS app

Microsoft Project logo

Microsoft Project

3 tiers at $10. $30, or $55 per person, per month; separate plans for on-premises options

Gantt chart scheduling, Agile or Waterfall project planning, closely integrated with Microsoft products

Part of Microsoft general support

Closely integrated with Microsoft tools, Automations require an additional subscription

No available mobile app; build your own w/Azure

Asana logo

Asana

Free tier, or $13.49 and $30.49 per user per month pay plans

Free tier allows you to manage tasks and progress; strong collaboration tools, unlimited tasks, and projects, up to 15 users

Standard support

Wide range of popular integrations

Android and iOS app available

Quick Verdict

Best Overall – Easy Project provides all the essential tools you’ll need to manage a successful, professional project. Whether you’re working on your own or with a whole company, you’ll find everything you need to get the job done efficiently.

The 10 Best Simple Project Management Software

We’ve reviewed some of the most popular project management solutions and best project management tools so you don’t have to.

Easy Project logo

Easy Project

4.4

★★★★★

$7.90, $14.90, or $29.90

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Easy Project’s Essential tier is well named, as it is an affordable option for basic project management tools. It offers options for planning your project, including tools for breaking a project down into tasks, identifying critical path tasks, and creating baselines for assessing performance. 

Work management, tracking time, and personalized dashboards are also available. Additionally, Agile project management specific tools are also available in the Essential tier.

Higher tiers also include resource and financial management tools. Support is also included, as are a range of custom options.

  • Several different price points.
  • Enterprise solutions available.
  • A service team provides support and customization.
  • More expensive options add resource, finance, and customer resource management.
  • No free tier.
  • Helpful tools cost more.
Wrike logo

Wrike

4.6

★★★★★

Free, $9.80, or $24.80

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The trend these days is for online, free project management software with added functions costing more. Wrike is a great example of this concept, with a limited, free tier for small projects, while professional tools add a small cost. Free project management apps can be integrated so you can use your Google or Microsoft accounts easily.

Its main selling point is the many project templates that can help you get a variety of projects started. You can make your own templates for your team members as well. Read our in-depth Wrike review to learn more about this software.

  • Free tier.
  • Many free integrations.
  • Agile project management tools.
  • Customizable templates.
  • Limited tasks for free tier.
  • Deployment services cost more.
TeamGantt logo

TeamGantt

2.8

★★★★★

Free, $24.95, or $29.95

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Gantt charts have been used in business for about a century, which is a testament to their usefulness. They are designed to help monitor project progress and visualize which tasks are dependent on others. TeamGantt also adds task management options and collaboration tools. 

In some ways, this is a cheap project management software, as there is a free option. However, it’s only suited for small projects with only a few people. Professional and business tools come with a higher price tag.

  • Free plan for small projects.
  • Customizable Gantt charts.
  • Guides, templates, and classes to get the most out of it.
  • Calendar view and task lists alternatives to Gantt chart.
  • Pay tiers are more expensive.
  • No integrations.
  • Lacking customer support.
Monday logo

Monday

4.2

★★★★★

Free to $20

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Monday may be the worst day of the workweek, but it’s far from the worst project management app. Whether it’s the best project management software with time tracking, automation, many charting options, and much more will depend on your budget. All of those and a few more features can only be found in the pay tiers.

You may need to spring for the subscription even if your project team is fairly small, as the free plan is limited to two users. However, the price is lower than some other options, so it may be a good choice. Read our complete monday.com review to learn more about this software.

  • Unlimited boards and docs on free tier.
  • Wide range of common integrations.
  • Customizable automizations.
  • Several ways to view info.
  • Pay tiers are less expensive than other options.
  • Free tier limited to two users.
Hive logo

Hive

3.4

★★★★★

Free to $16

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Hive offers unlimited projects on the free plan, but only for two users, which is a common limitation. Its single pay tier offers a lot of useful functions. However, many extras come with an individual price tag of between $4 and $6. To get them included in the subscription price, you’ll have to go to Enterprise-level service.

It might be worth the cost, though, as that gets you a priority support team and a range of extra project management software tools, including a Kanban board and other Agile tools.

  • Free tier.
  • Pay tier with a la carte options to fit your budget.
  • Free trial for pay tier.
  • Able to request new features.
  • Limited users for free tier.
  • Pay an additional fee for some individual features.
Teamwork logo

Teamwork

3.3

★★★★★

Free, $12.50, $22.50

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Similar in many ways to Monday, Teamwork allows users to assign tasks and track progress. Unlike other options, the free version doesn’t limit assigning tasks or users. It does have far less functionality overall, however. You’ll have to pay or find yourself lacking a critical project management tool.

Teamwork offers plenty of integration opportunities to ensure a seamless workflow, from Google Drive and MS Office to Slack and Dropbox. Plus features such as tracking time, budget management, file sharing, and status updates are beneficial to all project managers. 

  • Unlimited users and tasks at free tier.
  • Pay tiers are lower cost than competitors.
  • Common integrations available.
  • Free trial for paid tiers.
  • Critical tools only available at paid tier.
  • Limited templates, tasks, and integrations even with paid plans.
GanttPRO logo

GanttPro

4.0

★★★★★

$15 or $8.90/user for teams

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While there is no free version, GanttPro may be a great option for individual projects. Unlike other options with limited free tiers or costly options better suited to running a business, this simple project management software offers all functions even at the basic level. 

Gantt charts are useful, but a project manager may need more. However, an offered API allows you to create your own integrations if you need added functions.

  • Individual tier has full functionality.
  • Customizable and multi-functional Gantt charts.
  • Common integrations.
  • API available to create your own integrations.
  • No free tier.
  • Functions heavily focused on Gantt charts.
Clickup logo

ClickUp

4.1

★★★★★

Free, $5, $9, $19

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ClickUp is a great option if you like being able to track project progress at a glance, as it allows custom workflows. Other project management tools allow collaboration within each task, as well as tracking time spent. 

There are some significant absences on the free tier, including timesheets. You’ll also have to pay if you want to integrate with Google Calendar, Drive, or other products. 

On the other hand, if you don’t think ClickUp is a good project management tool, you can get a refund within 30 days. Other pros include features such as tracking time, management for resources, visual representations of workloads, and many sprint options. Read our in-depth ClickUp review to learn more about this software.

  • Unlimited tasks and members even on the free tier.
  • 30-day satisfaction guarantee.
  • Two-factor security on all tiers.
  • API for wide customization.
  • Some useful integrations not available on free tier.
  • Pay per ‘workspace’ or project.
Microsoft Project logo

Microsoft Project

2.2

★★★★★

From $10, $30, or $55

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MS Project may not have the best free project management tools, as you’ll end up paying a fair amount no matter the plan you choose. However, Microsoft has been creating new project management tools for years, even being considered an influence on Agile methodologies. 

The price may be worth it for medium or larger businesses, while small businesses may not want to pay for such heavy-duty management software. Remote project management and communicating between team managers in different locations may also be a challenge and require additional costs.

  • Integrated with Microsoft products.
  • On-premises solutions for brick-and-mortar businesses.
  • Use Azure to create own functions.
  • Requires Microsoft 365 tools.
  • Power Automate for automated tasks.
  • Steep learning curve—not very simple.
Asana logo

Asana

4.0

★★★★★

Free, or $13.49 and $30.49

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Asana may actually be one of the best free project management tools. It has a lot of the same functionality as other project management software, including task lists and collaborating with an entire team. It’s in the collaboration area it may shine, particularly when working with small groups.

Some of those functions require one of the paid plans, including the ability to build a new project management tool you may need. To learn more about this software, read our complete Asana review.

  • Free tier has lots of functionality.
  • One view to track several projects.
  • Easy collaboration—suited for Agile projects.
  • Some basic tools not available on the free tier.

Choosing the Right Simple Project Management Software

Finding a simple project management tool that also provides everything you need can be a challenge. Rather than there being a lack of options, however, there may be too many to choose from. 

Every project will have its own needs. Considering these basic project details may help clarify what precisely those needs are.

Scheduling and Task Management Tools

At the most basic level, project planning has two requirements: breaking down and assigning tasks; and scheduling their start and end dates. Any project management tool will therefore cover these basic needs.

However, real-world, complex projects can quickly become a rat’s nest of interdependent tasks. The ability to schedule recurring tasks automatically, or a critical path feature to identify important tasks, can help keep things straight.

Monitoring

Trying to track project progress can be a little like keeping a couple of dozen plates spinning. Even when every team member is doing their best, due dates and task assignments can require finessing. Additionally, time tracking and monitoring project data is a requirement for managing budgets and other logistics. 

User Interface

Though perhaps not often considered, one of the most important project management features can be controlling what everyone can see and do. There are several ways to manage that aspect, including project templates and permissions. For some projects, that sort of customization for the user interface can be key.

Team Collaboration Tools

A traditional approach to organizing a team’s tasks is often required to manage projects. However, modern methods of managing projects have focused ever more on collaborating with team members and away from top-down concepts of how to assign tasks. Any project organized along Agile concepts will need easy-to-use and effective collaboration features.

Integrations

New project management software can have a steep learning curve or there may be one app that would be perfect, if only it wasn’t lacking that one project management tool. Integrations allow you to move data easily back and forth between apps, allowing a smooth project management process. Many apps will even allow you to create your own integrations to fill unique needs.

Resource Management

Trying to manage projects’ resources can both be one of the most difficult and critical tasks. Juggling multiple projects makes it even more difficult. Without the right resources, however, project tasks don’t get completed. A simple project management tool should still have tools to track project budgets and more.

Frequently Asked Questions (FAQs) for Simple Project Management Software

Conclusion

Even simple project management tools may still be pretty complicated. Juggling requirements, while getting a group of people of any size to do what you need means balancing many factors. The software has to be at least that complex to keep up.

A great project management tool, however, manages to handle that complexity in an intuitive way. A better goal may be software that clarifies that complexity, offering ease of use that masquerades as simplicity.

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ClickUp vs GanttPRO: Flexibility or Ease of Use?

feedback survey on business products

Project management apps are critical tools in modern business, automating or simplifying some of the most difficult aspects of getting things done. That doesn’t mean the apps themselves are simple, unfortunately. We compared ClickUp vs GanttPRO to find out which is best for you.

The flip-side of high-powered, omni-functional apps is often a bewildering array of functions that require an expert to use well. As we compare ClickUp and GanttPRO, we’ll see which has the features needed to manage your projects, and which is more trouble than it’s worth.

Quick Comparison: ClickUp vs GanttPRO

Key Features

Clickup logo

ClickUp

GanttPRO logo

GanttPro

Usability

3.5/5

3/5

Budget Management

4/5

3/5

Portfolio Management

3/5

4/5

Gantt Chart View

4/5

3.5/5

Collaboration

4/5

2/5

Time Tracking

5/5

3/5

Customer Support

3.5/5

2/5

Pricing

3/5

3/5

Overall Rating

4/5

3/5

ClickUp vs GanttPRO

Gantt charts are a great tool for managing projects, having been used for over a century. It’s such a useful project management tool that almost every project management software option includes some variation. However, does it offer everything you need to keep yourself organized?

To find out, we’ll compare GanttPRO to the less specialized ClickUp across eight different categories. By doing so, we’ll see how each can work for your business, whether you prefer traditional project planning methods or more collaborative agile project management.

Usability

There are a few different ways to judge usability, but we’re going to focus on basic ease of use. 

Both platforms have a learning curve to climb before you’ll get the most out of them. In fact, in user reviews of ClickUp, the learning curve was one of the most mentioned issues. However, that may be unavoidable, as even simple project management is quite complex. 

Ease of use comes to play in other areas as well. For example, integration with other popular apps is offered by both, as is an API to create your own integrations. However, ClickUp definitely comes out ahead, with a greater range of options easily accessed. 

GanttPRO does integrate with Slack for team communication and Google Drive to access the cloud version of documents. It also allows you to import and export projects in several popular formats including Excel and MS Project.

Budget Management

Every business needs to control its budget to be successful. That’s likely being handled by another piece of software. However, both ClickUp and GanttPRO can track critical budgetary information for companies regarding labor management, resource management, and more. We’ll also discuss another important aspect of budgeting, time management, a bit further down.

ClickUp allows users to define goals and track resources, tying both to associated tasks. You can also see the workload of your team or individual team members. Some of those options are only available at pricier tiers. ClickUp does support some additional integrations to make resource management easier.

GanttPRO has a few tools in this regard, as well. In addition to tracking workload and tasks, you can create and define resources to track and assign to projects. It’s also straightforward to create critical path dependencies, to better avoid costly delays.

Portfolio Management

In this case, your portfolio is all of the projects you have in development. Ideally, a project management software tool will track all of those at once, allowing you to see how using resources for one project may affect others.

The good news is that both ClickUp and GanttPRO can be used to support multiple projects. You can see a whole project in one place, then click over to look at the next. GanttPRO also makes it easy for businesses to monitor multiple projects at once by creating a project portfolio, something that’s a little more complicated with ClickUp.

On the other hand, ClickUp allows unlimited storage, unlimited projects, and unlimited members at a lower price. However, GanttPRO has one price for everything, while you’ll have to pay a bit more to get that with ClickUp. 

GanttPRO also gives you a ‘baseline’ feature helpful in project maintenance, allowing you to compare the projected progress to actual progress. 

Gantt Chart View

You’d probably guess that when it comes to Gantt charts, GanttPRO has a bit of an edge. If you’re not familiar with them, they’re a popular tool for tracking project progress and identifying critical path dependencies, one which almost every project management app makes available. 

With GanttPRO, it’s the default view, so you create a Gantt chart just by setting up your project. You can also share the chart with just a link. In a GanttPRO vs ClickUp comparison, GanttPRO comes out ahead in ease-of-use. 

On the other hand, ClickUp offers a lot of tools when using your Gantt chart, while also allowing you to see the same information across multiple views. Though it may be fiddly, it’s one of several tools you can use after entering information once. 

While the result might be different if we were comparing another Gantt chart-focused app, say Microsoft Project vs GanttPRO, in some ways ClickUp actually might be the better option.

Collaboration

Gantt charts are generally most useful to project planners, allowing them to monitor how tasks affect each other. As a result, it may not be surprising that GanttPRO doesn’t put a lot of emphasis on being able to collaborate with team members. Basics like commenting, file attachments, and notifications are available, but that’s about it. 

If you want to get several employees together at the same time for some cloud-based collaboration, you may need to look at an integration like Slack or Google Drive.

On the other hand, ClickUp’s service comes packed with tools to connect your employees and teams. In addition to email integration and being able to comment on tasks, it’s also possible to have a real-time chat discussion within teams. It’s not just a barebones chat, either. There are tools to keep a topic or interest organized in a discussion. You can also proof documents or designs directly in ClickUp.

Your mileage may vary depending on your company. If you’re looking for something to meet your personal needs, GanttPRO’s basic collaboration tools may be enough. For a larger company, however, good collaboration can be vital.

Time Tracking

GanttPRO is a PM tool with a time tracker that allows users to assign tasks, track working hours for employees, and monitor progress. It does this through a basic time tracker, which allows users to log hours later or use it at the moment as a time clock. All that information, for all of your teams, can then be viewed in a customizable time log report. It’s simple and requires little training.

ClickUp offers a wider range of options. It has a time tracker, but one that is customizable with a number of different fields. Users can also set time estimates for task management, with feedback so estimates get more accurate. 

It’s possible for your business to assess efficiency in project development, monitoring which employees are behind or ahead of schedule. Time tracking can also be done through free mobile apps.

The fanciest feature from ClickUp is Pulse. Using advanced machine learning capability, it generates automated reports based on what you’ve been looking at lately. Even better, it’s available even on the free tier.

Customer Support

As we mentioned, there’s a learning curve with both options. Some support or training really is necessary to get the most out of them. The availability of customer support is therefore a key issue.

The customer service that comes with GanttPRO’s single tier of service is mostly limited to their help center, offering docs and videos explaining how to use the app. If those aren’t clear, you can see if a live rep is available for chat help. However, a representative isn’t always standing by. As a result, you may have to leave a message and hope for a timely response.

ClickUp only offers on-demand support for its enterprise-tier customers. However, they do offer a bunch of other ways to get help, including free online webinars, documentation, videos, and demos showing you how to use all of their features.

There is also a service that will connect you with a free coach offering video chat training, though you do have to schedule an appointment. Support coaches are available to everyone, even those on the free tier.

If DIY isn’t for you, you can hire consultants who can help you set up and use ClickUp, though it’s not a cheap option.

Pricing

Cheap project management software isn’t always good project management software, but price sometimes makes the decision for you. In this case, deciding what features you need may be the key to choosing the right option.

GanttPRO has a very simple pricing structure. You can pay $15 a month, billed annually, for personal use. If you’re using it for a few teams or even a whole company, the cost is $8.90 per user per month, still billed annually. If you’re not sure if it’s for you, there’s a free trial available. All features are available for either option.

ClickUp’s pricing is more in line with other, similar products. There is a free tier with unlimited members and basic features. Above that are four pay tiers, charged per user, with different levels of functionality and a free trial to test them out. Even at the lowest pay tier, however, you get unlimited projects and unlimited storage. 

Both also offer free Apple and Android mobile apps.

Overall Winner: ClickUp vs GanttPRO

While it’s close, ClickUp comes out on top in our comparison. Both platforms have useful features that can help manage a project to completion. Although for personal projects the better choice may be GanttPRO, ClickUp offers a wider range of useful features.

Those features offer more ways of handling task management, tracking employees’ timekeeping, and integrating with other tools your company may use. Unlimited projects don’t make as much of a difference. However, user reviews make it clear that online webinars, documentation, videos, and live rep support would be nice when using the best PM tools ClickUp has to offer.

Depending on your business needs, ClickUp may even be better for personal use. It offers a lot of useful features, including Gantt charts, on its free tier.

Frequently Asked Questions (FAQs) for ClickUp vs GanttPRO

Conclusion: ClickUp vs GanttPRO

Many apps love to brag about features like unlimited projects or all the different ways they offer to visualize information. However, when choosing software, a better factor to consider is the ease of use and the degree of support provided. Whatever wonderful features may be offered by the service, they’re only really useful if you can figure out how to use them.

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ClickUp vs TeamGantt: Which Project Management Software Should You Choose?

TeamGantt vs ClickUp

In a comparison of ClickUp vs TeamGantt, you’ll see both project management tools can help you efficiently collaborate with your team. To help you decide which of these two top PM software is best for your business, we highlight the most important features and pricing of each.

We checked out pricing and key features such as team management, project management, methodology suitability, reporting, risk management, finance, collaboration and communication, ease of use, customer support, and security.

Clickup logo

ClickUp: Best Overall

From $0

★★★★★

4.0

Visit

ClickUp is the best overall project management software for remote teams that collaborate on projects. Originally created in 2017 as an internal productivity tool, you can now use this all-purpose platform to organize your teams and projects into Workspace and Spaces. 

Through ClickUp, you can coordinate with your co-workers via its customizable UI and built-in chats. We recommend ClickUp for small teams that work together remotely on projects, thanks to its hierarchical organization, powerful features, and fairly affordable pricing.

  • Hierarchical organization via Workspace & Spaces
  • Feature-packed free version
  • Multiple customization options via ClickApps
  • Smooth integration with a variety of apps
  • Slows down when too many ClickApps are active

Pricing:

  • Free Forever: Free
  • Unlimited: $9 per member / month
  • Business: $19 per user / month
  • Business Plus: $29 per user / month
  • Enterprise: Contact ClickUp for quote

*Rates for monthly billing

TeamGantt logo

TeamGantt: Best for Visualization

From $0

★★★★★

3.5

Visit

TeamGantt is a project planning software that is best for teams who use visualization tools like Gantt charts to complete projects. Originally launched in 2010, this Gantt chart creator makes it simple for you to schedule, manage, and track tasks and resources. It organizes all your documents, conversations, and tasks in a central hub.

The drag-and-drop feature enables you to start planning projects in minutes. We recommend TeamGantt for remote teams that plan projects in a graphic way, thanks to its native Gantt view, ease of use, and reasonable pricing.

  • Built-in Gantt view
  • Risk assessment templates
  • Built-in time tracking ability
  • Limited features

Pricing:

  • Free: Free for 3 users
  • Standard plan: $24.95 per month for 1 user + unlimited guests
  • Advanced plan: $29.95 per month for 1 user + unlimited guests

*Rates for monthly billing

Pricing & Features Comparison

Your selection of project management software will be influenced by the price and functions of each product. Let’s explore the pricing and features of ClickUp and TeamGantt so you can decide which one works best for your team.

Key Features

Clickup logo

ClickUp

TeamGantt logo

TeamGantt

Pricing

Free plan + Paid plans start at $9 per member / month

Free version + Paid plans start at $24.95 per month for 1 user & unlimited guests

Team Management

Hierarchical team organization via Workspaces & Spaces w/ recurring task assignments

Visual team organization via Gantt charts w/ basic task assignments

Project Management

Time tracker function via add-on ClickApp

Built-in time tracker & milestones

Methodology Suitability

Supports Agile & Waterfall project management methodologies

Supports Waterfall & Agile project management methodologies

Risk Management

Lacks advanced risk management feature

Risk assessment & bug report templates

Reporting

Few built-in report templates but expandable via ClickApps

Reporting templates like project health, time tracking & workload reports

Finance Management

ClickApp time tracker generates invoices & marks billable hours

No finance management features except built-in time tracker

Collaboration and communication

Task management & document sharing via Workspaces

Visual project creation & task assignments

Integrations

Integrates w/ most major apps

Basic, limited app integrations

Ease of Use

Powerful features but has a learning curve

Simple dashboard with basic features

Customer Support

Multiple support options accessible year-round, except holidays

Multiple support options

Security

Amazon AWS hosting, password encryption, SSL data transfer & SOC 2 compliance

Amazon AWS hosting, password encryption & SSL data transfer

Pricing

You need the best project management tool that provides good value for money. It should be budget-friendly and functional at the same time.

ClickUp

ClickUp offers a free version of software for personal use, which includes 100MB of storage, unlimited members and tasks, and two-factor authentication. The Unlimited plan for small teams costs $9 per user each month. The rate for the Business package for mid-sized teams is $19 per user a month, while the price for the Business Plus plan for various teams is $29 per user every month. Contact the sales department of ClickUp to get a quote for the Enterprise plan for multiple large teams.

TeamGantt

TeamGantt offers a free plan for three users, which includes the portfolio management feature and daily email notifications. However, it is limited to a single project and a maximum of 60 tasks. You have the option to upgrade to a paid plan if the free plan is too restricted for you. The Standard package costs $24.95 per month for one user and unlimited guests. The price of the Advanced plan is $29.95 per month for one user plus unlimited guests.

Winner: ClickUp. ClickUp is one of the best free project management tools, and it includes more services than the free version of TeamGantt. Clickup also offers more affordable paid plans than its competitor.

Team Management 

You can benefit from a project management platform that makes it simple for you to supervise your team.

ClickUp

This tool organizes teams based on hierarchy via Workspaces and Spaces. Workspaces are global folders where all team members are added. Spaces are folders inside the Workspace where you can add users to assign tasks, subtasks, and due dates. ClickUp also allows you to set recurring tasks like daily or weekly tasks, which TeamGantt can’t do.

TeamGantt

This software features visual team organization through Gantt charts. It only lets you assign new projects and tasks. You can assign team members and set the due date for basic tasks. TeamGantt lets team managers decide who gets added to a project. Users can have view, edit, or admin access to projects depending on what level of permission was granted to them.

Winner: ClickUp. It creates subtasks and recurring tasks for team members, while TeamGantt only assigns basic tasks.

Project Management

Project management software makes it simpler for you to start, monitor, and complete projects by tracking the progress of your team

ClickUp

It doesn’t include a default time tracker for project tasks so you need to enable ClickApp. ClickApp is a web app that adds extra functionality to a Workspace. The time tracker ClickApp lets you monitor projects, set time estimates, and download time reports. You also need to use ClickApps to set milestones, create sprints, and create Gantt charts. Using several ClickApps at the same time might slow down the tool.

TeamGantt

It has default time tracking and hourly estimate features. You can add estimated hours before or after assigning a task. The software has a tracking feature that records time from the beginning of the task to the end. You can also generate time sheets and reports. You may add milestones and schedule them. TeamGantt allows dependencies to be created in only one direction: from finish to start.

Winner: TeamGantt. It is a PM software with a built-in time tracker and milestones that helps you manage projects, while ClickUp relies on ClickApps for time tracker functionality.

Methodology Suitability

You should pick a platform that supports your preferred project management methodology.

ClickUp

ClickUp supports both Agile and Waterfall methodologies. It is handy for Agile teams who work on dynamic projects that are constantly tested and modified to suit consumers. It allows users to create progress labels and move tasks back and forth in the progress chain. Also, it is useful for Waterfall teams who run sprints by assigning subtasks with due dates. There is a Sprint ClickApp which creates sprints and sprint durations.

TeamGantt

TeamGantt can also be used for Waterfall methodology and Agile methodology. It is ideal for Waterfall teams who already planned the project and need to complete it quickly. The default Gantt project view shows the timeline and how many tasks have been done. It is also appropriate for Agile teams who need flexibility. Its project status feature allows team members to keep track of the evolving project timeline.

Winner: Tie. Both ClickUp and TeamGantt support different project management methodologies.

Risk Management

You must select a project management tool that lets you identify, evaluate, and control potential risks which could have a negative impact on your business.

ClickUp

This platform does not have an advanced risk management feature. It only allows you to mark a task based on priority.

TeamGantt

TeamGantt has a spreadsheet risk assessment template which you can use to calculate risks. You can input a risk to find out the probability of occurrence and severity. It automatically completes templates to determine low, medium, or high impact risks. It also has a bug report template.

Winner: TeamGantt. It has templates for risk assessment and bug reports, while ClickUp lacks an advanced risk management feature.

Reporting 

You need a project management app with the ability to generate insightful reports that can help you make future business decisions.

ClickUp

It only has a few built-in report templates. You have to enable reporting ClickApps for added functionality. Even though it has many reporting templates, ClickApps are costly and slow down ClickUp.

TeamGantt

It has three major types of reporting templates: project health, workload reports, and time tracking. The project health report displays the project timeline. The workload report shows you how many tasks each team member is assigned and how many tasks are overdue. Time tracking allows users to measure the time they spend on tasks.

Winner: TeamGantt. It generates sophisticated reports without the extra expenses which ClickUp incurs with ClickApps.

Finance Management 

Finance management features in project management platforms can help you monitor your financial resources.

ClickUp

It has no built-in tools for tracking billable hours or auto-generating invoices. However, you can enable several ClickApps to manage a project’s expenses. The ClickApp time tracker lets a user track time, mark them as billable, and generate invoices automatically. It also has invoicing and budgeting templates. However, ClickApps can be pricey for small to medium-sized businesses.

TeamGantt

TeamGantt app can track time. Aside from this, it has no other features that can assist you with finance management.

Winner: ClickUp. Both software aren’t impressive in finance management. However, ClickUp offers a little more expense management features than TeamGantt if your budget allows it.

Collaboration and Communication

A project management tool should make it easy for you to communicate and collaborate with your business team.

ClickUp

You can use it to share relevant documents within Workspaces to your team members, including Google Docs, PDF files, and images. You can assign tasks to one person, while adding another user as a watcher through its hierarchy method. Guests can be invited to work in Spaces, but guest access is very limited.

TeamGantt

You can create projects and assign tasks through its visual interface. You may add users and assign work to them, set due dates, and carry out project scheduling. Users can assign comments and label work as “Done.” It’s also possible to create milestones to measure progress.

Winner: ClickUp. Both web-based platforms have mobile and desktop apps which lets you coordinate with your team, whether you are working in the office or remotely. However, ClickUp has an edge over TeamGantt because it has offline functionality and it allows task level communication.

Integrations

Integrations with apps and programs can increase the functionality of your project management software.

ClickUp

It integrates with most major apps, including Google Docs, Gmail, Asana, Microsoft Teams, Jira, and Zendesk.

TeamGantt

It only integrates directly with a limited number of tools, such as Google Calendar, iCal, Outlook, Zapier, Trello, Dropbox, Basecamp, and Slack.

Winner: ClickUp. It integrates with way more tools compared to TeamGantt. Take note that if you integrate either software with Zapier, they will gain the ability to connect with more than 4,000 apps.

Ease of Use

You must select a project management platform that is easy to use and navigate for the convenience of your team.

ClickUp

The UI can be overwhelming for new users. Nevertheless, the dashboard offers more in-depth information that helps you work efficiently, such as notifications, approvals, reports, and pie charts. The menu has links to the different Spaces you were added to, as well as related goals and docs. Plus, team members can share other dashboards with you.

TeamGantt

It doesn’t have a steep learning curve so you can use it right away. Its dashboard is simple to navigate. The menu displays the total number of tasks assigned to you and the total number of tasks on all the projects you’re working on. You can click on the list of active projects to view more details which you need to complete your projects.

Winner: Tie. TeamGantt is easier to use for new users, but ClickUp has more advanced features you can maximize once you get used to it.

Customer Support

ClickUp

Free users get support via email, community support, and online webinars documentation videos. For paid users, ClickUp also offers support through live rep and chat training channels. 

TeamGantt

It grants free users access to all support channels except phone support, which is available only for the first 30 days. Plus, it showcases a large library of documentation and video tutorials.

Winner: ClickUp. Both ClickUp and TeamGantt have multiple support options like email contact, phone support, chat training, and live rep. However, ClickUp’s support is more accessible because it is available every day of the year, except major holidays.

Security

ClickUp

It is hosted on Amazon AWS, a top platform for storing and securing user data. It protects your information through password encryption, data transfer over SSL, and offline document storage. Plus, it is SOC 2 compliant, meaning it performs data encryption at rest and supports two-factor authentication. 

TeamGantt

Similar to ClickUp, it is also hosted on Amazon AWS. It safeguards your data through SSL data transfer, password encryption, and offline storage. However, it lacks SOC 2 certification.

Winner: ClickUp. It protects your company’s privacy more thoroughly by offering more security features than TeamGantt.

Alternatives to ClickUp vs TeamGantt

You can check out other software alternatives to ClickUp and TeamGantt that can help you manage the projects of your small business.

Trello logo

Trello

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Trello is a widely used project management tool that is employed by more than 1 million teams. Its basic features are simple to use even for newbies. It utilizes the Kanban style to give you an overview of your team’s progress through a big board with cards and lists. Most Trello reviews consider it an ideal choice for people who want to manage their projects in a visual way.

  • Easy to use
  • Visual tracking of projects
  • Lacks advanced features
  • Suitable for simple projects only
GanttPRO logo

GanttPRO

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GanttPRO is an online project management platform that is based on Gantt charts. It allows you to view projects in different formats, such as Timeline, Board, or List. It assists you in coordinating with your team through task management and collaboration tools. It helps you save time on project planning through ready-made templates. Also, in a comparison of ClickUp vs GanttPRO, this software is typically recommended for teams working on small projects.

  • Easy to learn to use
  • Simple, flat rate
  • Basic integrations only
  • Limited customer support

Frequently Asked Questions (FAQs) for ClickUp vs TeamGantt

Do you want to learn more about ClickUp and TeamGantt? Here are our answers to commonly asked questions about the two popular platforms.

Bottom Line on ClickUp vs TeamGantt 

Both ClickUp and TeamGantt are popular among remote teams. They offer helpful project management features via cloud-based systems for an affordable price. However, ClickUp is a cut above TeamGantt.

ClickUp is the overall winner because it offers more advanced features and customization options. Its free version is more useful compared to the free plan of TeamGantt. Plus, ClickApps boost its functionality and it integrates smoothly with more apps.

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Basecamp Review: Collaboration Over Project Management

Basecamp review

Basecamp bills itself as a tool for working remotely, which is a great way to sum up its service. Even as recently as five years ago, most team communication could take place through conversations, post-it notes, and saved sections on a whiteboard. 

More and more, however, people are working remotely. Keeping a team working together collaboratively can be a challenge. As you’ll discover in our Basecamp review, it may be the answer to that challenge. We’re focusing specifically on the latest version, Basecamp 3.

Screenshot of Basecamp Homepage

5 Things That Make Basecamp Stand Out From the Crowd

  • Simple and intuitive to use.
  • Flat rate business plan of $99/month, for unlimited users and projects.
  • Lots of tools for communicating and collaborating with your team.
  • Offers tons of integrations with commonly used apps like Google Business, Toggl, Zapier, and more.
  • Very secure; Basecamp has never had a data breach.

Where Basecamp Falls Short

  • Lacks a lot of reporting, analysis, and automation tools.
  • Relies on integrated apps for a lot of important features.

Pricing

Basecamp pricing may be the simplest of any of the cloud-based project management platforms. For individuals or teams with only a handful of people, it may also be the best option for cheap project management software. There are two options:

  • Basecamp Personal: The free version with limited services. 
  • Basecamp Business: Unlimited users and unlimited projects for $99/month flat (or pay yearly to get 15% off).

The Personal version allows three projects, 20 users, and up to 1GB of file storage. It doesn’t allow access to project templates, client access, priority support, or any of the other features $99/month buys you. As a result, it’s best for individual or basic projects.

Basecamp Business can be used for a 30-day free trial, also, providing access to all Basecamp’s features. Unlike other options which charge by user, the simple Basecamp cost makes it easy to decide if it’s worth it for your business.

Team Management

Screenshot of Basecamp team management to-do list

Project management software can often reflect the concerns of those using it. These days, that means a focus on keeping a team on task, collaborating effectively, and staying connected, all while the team may be spread over half the world. For a project manager, task management features are a key aspect of performing that magic trick.

In the latest version of the app, Basecamp 3, to-do lists form the primary method of tracking how many tasks each team member has and setting deadlines. An easy-to-access action log also helps you track what each team member has done, either within a specific project or for your company overall. 

Additionally, you can look over all the tasks you’ve assigned under the ‘My stuff’ tab. Message boards and the “campfire”, or team chat, help you keep in contact. 

There don’t appear to be any tools for time tracking or other types of resource allocation.

Project Delivery Management

Screenshot of Basecamp Hill chart

In some ways, Basecamp is more like a virtual meeting space than anything else. Most Basecamp features, like the message board and campfire, focus on communication. There are fewer tools for tracking the progress of a particular project, estimating needs, or identifying pain points. 

Basecamp does allow you to manage multiple projects and multiple teams. However, project management requires more than good communication. Tools for time tracking, estimating needs in the future, sharing resources between different projects, distinguishing internal and external projects, and milestones are all missing. Perhaps most importantly, there are no tools for identifying or managing task dependencies. 

There is a scheduling tool, but you could use Google Calendar and get basically the same services. Basecamp 3 introduces the Hill Chart, which has some characteristics of a burndown chart and my help with velocity management. However, it’s really more of a visual aid than a reporting tool. 

Basecamp Review: Project Management Failure Statistics

It was reported by KPMG 70% of organizations suffered a failure and 50% failed consistently to achieve their goals due to poor, or a lack of proper, project management

Risk/Issue Management

There aren’t any tools aimed specifically at one of the more important aspects of project management, controlling risk. For example, there is no specific risk or issue log. On the other hand, part of Basecamp’s appeal may be its flexibility. It would be easy to use one of the other project management tools to track risks.

As an example, you could create a specific topic on the project’s message board for risk tracking. Automatic check-ins could be used to create reminders regarding risks. Tasks can be customized and updated with information, for example, regarding a risk. However, no specific tools means Basecamp doesn’t offer much in the way of risk analysis or reporting.

Reporting

Overall, Basecamp 3 has fairly few integrated reporting features. In fact, the only feature may be the Hill Chart. It is a bell-curved-shaped graph that allows you to track the progress of each to-do list. However, there isn’t any automation and everything has to be updated by hand. Note that the chart isn’t available in the free version of Basecamp for personal projects.

Beyond a few basic features, Basecamp looks to one of the many integrations it offers for things like Gantt charts or time tracking.

Finance Management

As with several other aspects of project management, there aren’t any dedicated financial tools within Basecamp. If you were to compare Basecamp to some of its competitors, for example ClickUp, Basecamp starts looking a little sparse.

However, some features might be used as ad-hoc budgeting tools. Alternatively, a range of integrations provide the same functions.

Collaboration and Communication

As we’ve mentioned, Basecamp 3 may have primarily been designed as a communication tool. All of its features are focused on allowing project managers to keep in touch with all team members, even if they’re all remote working. Most of Basecamp’s basic features provide different types of communication:

  • Campfire: The group chat feature for Basecamp allows for most basic chat features, like tagging team members, attaching files, and editing, for real-time team collaboration.
  • Message board: Less ephemeral than chat, message boards allow you to focus the conversation with topics and message categories.
  • To-do lists: This is where you can find tasks assigned, annotated, changed, and marked complete.
  • Documents: The document sharing feature in Basecamp creates documents similar to blog posts, allowing you to insert images or attach files, with additional options to keep track of versioning.
  • File storage: Comments can be added to uploaded files or docs, which sends notifications to the team.
  • Automatic check-ins: Essentially, this allows you to create recurring questions, either as reminders or for something like regular status reports.

Each tool is available at every level of communication, including the entire team or separate departments or project. This is important as you get unlimited users with the Business plan, which could add up to a lot of friendly-fire spam. 

Screenshot of Basecamp campfire team communication

Integration With Other Apps

Basecamp 3 can integrate with a large library of other apps, which is a good thing as it doesn’t have all the features its competitors offer. On the other hand, your team members may already be using some of these apps, including Google Docs and Calendar, Zapier, and Toggl. Other integrations like Automate.io and Zoho Flow offer additional options.

Artificial Intelligence

They say the best project management tool is the one between your ears. However, it’s nice to put some of that burden on your PM software. AI for project management tools looks less like Jarvis fetching Iron Man’s coffee, instead taking the form of automated reports, notifications, or even risk analysis. The only one that Basecamp offers, however, are some types of automated notifications.

With its focus on team communication, Basecamp’s automation centers on notifications. In particular, the automated check-in tool is the closest they offer.

Usability

How Basecamp works, what it's like to organize your projects & teams in one place

Basecamp has to be among the most simple project management software options. One benefit of having a basic user interface and limited number of features is that the learning curve is pretty easy to climb. Different functions are divided among the different tools, so it’s always clear where to go for messages, to chat with team members, to manage tasks, and so forth. Overall, it’s very user-friendly.

Many tools link easily with apps you already use. For example, the Basecamp Calendar, its schedule tool, is easy to use and automatically links to Google Calendar. The mobile apps are similarly easy to use. 

The downside is that Basecamp may not be the best choice for complex projects, as it doesn’t offer many of the tools you’ll need to keep them organized and complete all the tasks efficiently. The Basecamp Personal plan is similarly simple to use, as it has even fewer functions.

The support documents and guides offered are really all you’ll need to use Basecamp effortlessly.

Support

Support for Basecamp 3 comes in three varieties:

Support services offered by Basecamp 3
  • Help guides: The Basecamp manual, which walks you through its project management tools and some specific uses.
  • Video tutorials: There is a small library of videos that go through how to use basic tools, as well as regular live video tutorials.
  • Support messages: If you have a problem with one of the project management tools that’s not answered elsewhere, you can send a message, including file attachments, which Basecamp’s staff will respond to.

Basecamp Business does offer a small, but potentially very useful bump in support. When you sign up for the Business plan, your support messages get moved to the front of the line. That means answering them becomes a priority for Basecamp’s staff, which may be important as their support staff is only a small team. Paying for the Business plan gets you the answer you need much more quickly.

Privacy

Basecamp offers a “Customer Bill of Rights,” which is a grandiose way of describing a few service policies. Like most project management apps, Basecamp 3 and previous versions guarantee you own data in your account and you can expect complete privacy, which in this context means your user data won’t be shared with or sold to a third party. They promise not to share user data and claim they’ve never had a data breach.

Basecamp offers an added layer of secondary security as well. If you decide to leave Basecamp, you take all your data with you. The account owner can download the data whenever it’s required, to move to another service or whatever else they like.

Methodology Suitability

Basecamp’s overall rating for use with either waterfall methodology or Agile methodology is about the same. The software doesn’t offer the usual features for these PM methodologies and takes a different approach to project management.

However, some aspects of this project management solution might be better suited for adherents of Agile, such as the software industry, as it puts such a focus on team collaboration. Also, to-do lists could easily serve as a Kanban board.

However, there is no reason to-dos couldn’t also serve as a loose work breakdown structure. You don’t have to choose a PM methodology when you create projects. Either way, for time tracking, financial tools, or hardcore task management software, you’ll need to look to third-party integrations.

Basecamp Alternatives

There may be no such thing as a perfect project management system. However, Basecamp may be the best project management software for people with just a few specific concerns. As we’ve seen in our Basecamp review, it’s got a clean, super tight interface and a big focus on collaboration. Other options may have more tools for specific problems. Examples include:

5 Basecamp alternatives

Basecamp Personal offers more users for free than most others, though check out our Asana review for a look at another option suited for small businesses. Many project management apps offer a free trial, just like Basecamp does, so you can check out a range of options for no cost.

Frequently Asked Questions (FAQs) for Basecamp Review

Final Thoughts on Basecamp Review

While you may be as likely to find Agile methods in the advertising industry as software development these days, different industries or types of project require different tools. Communication tools are always required, so Basecamp can work with just about any project. However, you’ll need to look elsewhere for a lot of necessary business tools.