If you work independently or as an agency with multiple clients at the same time, your tool often determines how professional you are perceived. And for yourself, the right tool is one of the most important decisions for your workflow. Therefore, we have compared the most common project management tools so that you can find out which one really suits you in just a few minutes. 

A good project management tool makes your freelancer everyday life easier 

To make a decision on a tool that you work with on a daily basis in your projects, it is worth taking a look at why you need a tool at all and what work such a tool really takes off your hands. Because in the end, you need something that supports you and doesn’t hold you back. 

If you want to learn more about this topic, feel free to read here: “How to organize client projects in a tool without chaos.” 

• 📬 Clear client communication: All information in one place, no back and forth between email, WhatsApp, and co.

• 🔍 Transparency without much explanation: Your clients can see at a glance in the tool what is happening. And you don't have to constantly catch up. 

• ⏱️ Save time: Fewer clicks, achieve more. A good tool reduces steps instead of doubling them. And time is the most important resource we have. 

• 📅 Overview of tasks and deadlines: You see right away what is upcoming, what is blocked, and what needs urgent attention. 

• ⭐ Professional appearance: With a structured tool, you also show your clients that you have everything under control, which builds trust. 

  
  

The 5 best project management tools in direct comparison

So you don't have to research each tool separately, we have compiled a clear comparison of the five top tools that are most frequently used in the freelancer and agency everyday life. 

1. Proyex: A tool for clean client projects 

Proyex addresses the most common challenges freelancers and smaller agencies face in their daily work: unclear communication, scattered tasks, lack of transparency for clients, and too much time loss due to manual follow-ups.

The tool tries to make it as easy as possible for you so that your clients do not need to go through a thousand registrations and do not have to ask you constantly. 

Essential advantages of Proyex 

• Client transparency without explanation:

In Proyex, each client project has a task section, also viewable in the form of a Kanban board or as a table, where all tasks and milestones are clearly organized with deadlines. Your clients see directly what is current, what is next, and where they need to give you feedback. 

• Intuitive system: 

In fact, you don't need many features to have an overview of your projects. 

Project → Milestones → Tasks 

Your client can also see where you are in the system. When you complete a task and check it off, your client also receives a notification through Proyex and sees the same status of the task that you see. 

• Easy client access and communication: 

As already mentioned, your clients do not need to register. They receive an invitation from you via email, enter as guests, and are directly in the tool. 

• Integrated approvals and revision rounds: 

In addition to tasks and milestones, feedback loops also take place directly in Proyex. You determine how many rounds of revisions your client has access to. Changes are documented and nothing gets lost, saving you a lot of time during approvals.

Why clear approvals are so crucial, you can also learn here: “Why should I use a digital assignment approval as an agency?”

• GDPR compliant: 

Proyex is hosted in Germany and is therefore fully GDPR compliant. This is a significant advantage over many US tools. 

• Time tracking in the tool:

With the integrated stopwatch, you can track and enter your times in Proyex. The evaluation occurs automatically and helps you to better calculate efforts or identify optimization potential.

• Automated project templates: 

You can create recurring project processes once and then retrieve them with just one click. This makes your onboarding for upcoming client projects extremely efficient. 

How you can further optimize your project processes is explained here: “Optimize project structure: How to create your own project pages in Proyex.”

Who Proyex is ideal for 

Proyex is particularly worthwhile if you: 

• work with multiple clients simultaneously

• need clear processes but do not want to set up complex systems

• value transparency and communication

• want to appear professional without spending much time on tool maintenance

• offer services like web design, branding, copywriting, coaching, social media management, or other DFY/DWY services

  
  

Price and assessment

Proyex offers three rates, tailored to the number of users, storage, and projects. 

There is a Basic rate that is completely free, a Start-up rate for €12.99 per month, and an Enterprise model for €19.99 per month. 

It is not a major effort to register in the tool. And due to the intuitive operation, you need hardly any training and can get started right away.

2. Trello: Simple and visual but quickly limited

Trello is one of the best-known project management tools and stands out primarily with its simple, visual Kanban view. For small projects and internal tasks, this definitely works quite well. However, in professional client projects, Trello quickly reaches its limits. 

Advantages

• Visual design: 

The principle of self-designed Kanban boards makes it easy to capture tasks and see your own progress at a glance. 

• Very easy to use: 

Also, without much experience in project management, you can quickly get started with Trello and do not need much training. 

• Integrations: 

Trello can be connected with tools like Google Drive, Slack, or calendar apps, making it flexible to expand.

• Affordable entry: 

Many functions are available in the free package. This is of course ideal for testing. 

Disadvantages

• Unclear for large projects: 

As soon as you work with multiple clients or need more complex structures, it becomes more difficult to maintain an overview. Large boards and many lists, all belonging to different clients, can quickly lead to chaos. 

• Limited automations: 

While Trello offers power-ups and simple automations, these quickly reach their limits with the free and cheaper rates, necessitating an upgrade to utilize the full scope. It is difficult to fully represent a professional workflow. 

• No real client communication: 

Clients can indeed be invited to the board and thus see the board. However, there is no integrated chat function or similar. This means that for questions or specific feedback, you will certainly still receive WhatsApp messages or emails. 

• Not optimized for revision rounds:

Feedback quickly spreads over several cards or comments since there is no specific feedback area. Clients can always pin feedback to cards, leading to the need for discussions and making it harder to set boundaries.

Price and assessment 

Trello offers four rates that differ mainly in features and automation options.

There is a free model that is completely sufficient for simple to-do lists. The Standard rate starts at $5 per user/month, Premium is at $10 per user/month, and the Enterprise model starts at $17.50 per user/month.

The registration is quick and easy. However, the free version quickly reaches its limits for a workflow with more projects. With additional power-ups, you will first need to build your own system.  

3. Asana: Structure and teamwork

Asana is one of the best-known project management tools for teams and offers a strong structure for internal processes. With lists, boards, calendars, and timeline views, it is particularly suitable for companies that coordinate many tasks internally. For freelancers or agencies with intensive client communication, Asana is often a bit too complex.

Advantages

• Many views and structures:

Lists, boards, timelines, and calendars. Asana has many ways to represent projects internally. 

• Good for teamwork: 

Tasks can be easily coordinated, assigned, and prioritized for teams. The tool works well for internal workflows in a large team. 

• Automations and templates: 

Like Proyex, Asana supports recurring tasks and simpler automations.

• Integrations with other tools: 

Google Workspace, Slack, Zapier, etc. can be easily connected to Asana.

Disadvantages

• Complex for freelancers and small teams:

Yes, for a large team, Asana may be a good alternative, but for small teams, the tool has too many functions and distracts from the actual goal. With so many widgets, it requires some onboarding before the system really runs smoothly. 

• Not customer-centric: 

Clients often do not find their way in Asana intuitively. And giving your clients onboarding for the project management tool is definitely not on your to-do list in your workflow for productive projects. 

• Important features in the more expensive rate: 

Certain features like timelines, reports, or advanced automations are not available in the free model and are only available at higher price levels. 

• Not optimized for approvals and revision-heavy projects: 

Since Asana is not so customer-focused in any case but rather oriented towards teams, revisions are not perfectly optimized either. Feedback quickly spreads over comments, making it unclear for client processes.

Price and assessment

Asana offers four rates that are primarily aimed at teams and companies. There is a free Personal model that is sufficient for two users and simple task management. The Starter rate costs $10.99 per user/month, the Advanced rate is $24.99 per user/month. Asana charges custom prices for the Enterprise plan on request.

The registration is uncomplicated; however, Asana takes some onboarding due to the many features before you can work efficiently with it.

If you are specifically looking for alternatives to Asana, also check out this article: “The best Asana alternatives for small agencies.”

4. ClickUp: Powerful and complex 

ClickUp is one of the most feature-rich project management tools on the market. The tool tries to cover everything in one place. This is extremely good and important on one hand, but on the other hand it can quickly become overwhelming for freelancers or small agencies. To use the tool perfectly, you first need to build a complete structure. 

Advantages

• Rich in features: 

Tasks, docs, dashboards, automations, schedules, and even mind maps. ClickUp truly aims to cover everything. 

• Many layouts and views: 

Many dashboards can be viewed as lists, boards, timelines, or calendars, making ClickUp extremely comprehensive. 

• Automations: 

ClickUp can automate many steps if you engage with the given possibilities.

• Individually customizable: 

You can build your system completely by yourself if you know all the functions and rules. 

Disadvantages 

• Very high complexity: 

Exactly the flexibility that makes ClickUp so strong can lead to overwhelm for solo freelancers. Many users spend more time building the system than working in it.

• Steep learning curve: 

To use ClickUp efficiently, you need onboarding and often your own templates.

• Not primarily made for clients: 

Client accesses are possible, but not intuitive. Clear, simple client flows often require explanations.

• Performance and loading times:

Especially in large workspaces, many users report speed losses. 

Price and assessment 

ClickUp offers a free model with limited storage and basic functions.

The Unlimited rate starts at $7 per user/month, while the Business rate is at $12 per user/month. For larger teams, there is an Enterprise model, for which you must inquire about prices. 

Users can register quickly, but the onboarding takes a bit longer to fit into the individual workflow. 

Thus, ClickUp is attractive for complex corporate processes but is also too powerful and time-consuming to set up. 

5. Notion: Flexible if you want to build your system yourself

Notion does not function like a classic project management tool where all functions are pre-made for you. It is rather a "digital workspace" with pages, databases, wikis, and boards that need to be structured by yourself. This naturally makes it extremely flexible, but at the same time, you first have to build a completely own system. With clear client projects, this can lead to significant additional work. 

Advantages

• Maximally flexible:

You can build your own structure: databases, task lists, content plans, knowledge collections, and more.

• Minimalistic design: 

Individual subpages look modern and tidy. 

• Everything in one place: 

Notion can be documentation, project planning, content management, wiki, and notebook at the same time.

Disadvantages

• System needs to be built: 

In Notion, you don’t get pre-made workflows. You have to build these yourself first. This takes time and know-how. 

• Not intuitive for clients: 

Client accesses work but are not made for clear project overviews or approval processes.

• Limited automation possibilities: 

Many processes you have to maintain manually or connect with external tools to run them automatically. 

• Restricted speed: 

In large databases, Notion can become slow, especially if you work a lot with media, long pages, or nested databases. 

Price and assessment

Notion offers a free basic rate for individual users. However, you cannot integrate other apps like Slack. The Plus plan is $10 per month and Business is $20 per month. For Enterprise, individual prices apply.

Notion is less aimed at freelancers or agencies that need clear client processes, transparent workflows, or structured project overviews. While the tool works well as a workspace, it lacks essential workflows like client approvals and revision rounds to make it attractive for your clients. 

Which tool is best for you? 

Conclusion: This tool works best 

All tools in this comparison have their own strengths. Whether it’s usability, various views, or maximum flexibility. However, when it comes to managing client projects really clearly, professionally, and stress-free, one tool stands out significantly: Proyex.

It combines what freelancers and small agencies, as well as their clients, truly need. Intuitive structures, transparent processes for clients, and functions that genuinely save you time in everyday life.

Why Proyex is particularly convincing when working with clients can be read here in more detail: “Why Proyex is the better choice when working with clients.”

If you need a tool that saves you time and sustainably advances your business, Proyex is the most convincing choice. 

Bring more structure into your client projects and start today with Proyex.