Paymo Review

by Paymo LLClast updated October 16th, 2020
3.4/5
starting from$0
Layer 1
Offers free trial

Paymo Pros and Cons

RESULTS Score

3.4/5
Lydia Pang

reviewed by

Lydia Pang

Pros

Available in 20 languages
Good for client management
Native invoicing and time-tracking tools
Great for team collaboration
Easy to use interface
Aimed at freelancers

Cons

Only suitable for small to medium businesses
Limited third-party integrations
Mobile apps only used to track time

Overview

Paymo is an online work and project management software suitable for team collaboration. It unites all the features needed to run a business in one app, enabling teams to manage their projects from one place from start to finish. Paymo’s main features include task management, file-sharing, resource scheduling, project budgeting, time-tracking, and more. 

On the flip side, Paymo does not boast a wide range of third-party applications, especially in comparison with its competitors. Its mobile apps also have a limited range of functionalities and might not be suitable for teams that want to work on the go. Paymo does not offer enterprise pricing and is targeted at smaller teams, such as freelancers and small to medium businesses.

In this Paymo review, we will explore project management features, pricing, ease of use, add-ons, and more.

Paymo Screenshot Interface

What is Paymo?

Paymo is an easy to use project management software targeted at small and medium-sized companies. Paymo is a privately owned company that is headquartered in Oradea, Romania, and is now used in marketing agencies, accounting firms, film studios, universities, banks, and more.

Since its launch in 2008, Paymo has garnered the support of over 150,000 users worldwide, including companies like Adidas, Toyota, and Fujifilm. 

Facts and Figures

Employees20
Customers Worldwide150000
Founded2008
FounderJan Lukacs
HeadquartersOradea, Romania
CEOJan Lukacs

Paymo Project Management Features

Paymo is fitted with the essential project management features for managing projects of all sizes, from small to. These features include task management tools, external collaboration, time-tracking and invoicing tools. Besides creating and assigning tasks, project managers can also monitor workloads, create invoices, and readjust project timelines. Team members can leave comments and share files, whereas customers can view invoices and make payments directly in Paymo.

Project Planning

Project planning is a key part of Paymo’s project management features, enabling teams to manage tasks and obtain overarching views of a project. Paymo boasts Kanban boards and Gantt charts, ensuring that teams can monitor timelines and set realistic deadlines for their projects. Teams can also add milestones, set up task dependencies, and create critical paths. Paymo also provides a broad collection of customizable templates, so teams can get started with projects right away. 

Gantt Charts

Gantt charts are another visualization tool used in project management to schedule, monitor, and adjust project timelines. The Gantt chart view in Paymo displays activities and tasks against time, offering answers to critical questions like what needs to be done and the timeline needed to complete those tasks. 

There are two ways of viewing Gantt charts: Portfolio Gantt chart and Project Gantt chart. In the first option, project leaders can see the timeline of all active projects, whereas in the second, it is just the timeline of a single project. Project managers can also create task dependencies, change task duration, display full task details in a pop-up window, and more.

Kanban

The Kanban board is an essential component of most project management software. In Paymo, the three default columns are “To Do”, “In Progress”, and “Done”. Teams that use Paymo can add and customize columns in each Kanban board to suit their workflow preferences. Moving cards around the Kanban board is as simple as dragging and dropping. Teams can also add more information to a card, such as due date, assigned user, comments, files, alerts, and more. 

Users can filter each Kanban board and their cards by name, date range, assigned users, and even group them by users and billing type. 

Task Management

Teams using Paymo can create tasks and group them by task priority, due date, and project. Teams can also set tasks to recur in the future. In addition, Paymo has a Milestones function where users are able to set up alerts for major events that require special attention. With the critical path feature, project managers can enter all necessary factors involved in the completion of the project before arriving at an optimal project timeline. This feature is helpful in terms of visualizing a project’s timeline. 

By using Paymo’s customizable project templates, users also no longer have to add tasks manually each time they create a new project, nor do they need to set up task dependencies from scratch. Paymo also offers estimate and invoice templates available in multiple languages. Project leaders can manually edit fields and add in custom designs, giving the templates a personalized flair.

Communication & Collaboration

Paymo’s communication tools are aimed at situating tasks within their relevant contexts. Users can start discussions, leave comments, and share files and documents easily. Team members can also choose to receive email notifications whenever there are new updates. Finally, the Client portal enables project leaders to create invoices and bill clients in the language they prefer. Paymo also supports online payments, ensuring that teams can receive payments directly from their customers. 

File Sharing

Paymo’s file-sharing tools are easy to use. Teams can attach files to a task, comment, or project to keep all documents in context. Users can drag and drop files from their computer, or use a third-party application such as Google Drive. Paymo accepts a variety of file formats, including DOCX, PDF, JPG, and ZIP. 

File storage limits are tied to the pricing plan the team is subscribed to. On the Freelance plan, users have up to 1GB of storage space, whereas teams on the Small Office plan have up to 50GB. Teams on the Business plan have 100GB of storage space.

Paymo supports collaboration between teams and clients through the Client portal. Project managers can give clients access to invoices and time reports via the Client portal. Once given access, clients can log in with an email address and password and view the reports. 

Nonetheless, client proofing features are currently unavailable and reports that include more than one client are not shareable via the Client portal. 

Discussion

Real-time discussions facilitate collaboration between users. To keep task updates in context, Paymo allows users to add comments within every task and select the team members that should be notified about new comments. All comments are time-stamped and threaded, with the latest comments appearing at the bottom. Users can also add files to their comments or start a discussion on the project level. 

Resource Allocation & Planning

Paymo has a solid set of resource management tools, ranging from time-tracking to expense-tracking. Project owners can customize invoices according to fixed prices or billable hours, label expenses, and send them directly to customers. The time-tracking tool allows team members to keep track of the time spent on tasks. If necessary, project managers can use Paymo’s data in other resource management tools by exporting timesheets into reports.

Time-Tracking

With Paymo Plus, an automatic time-tracking tool built for Paymo’s desktop app, teams can accurately track time on a task by starting the built-in timer. When the task is completed, users can stop the timer and the time is automatically logged. All time entries can be linked to ongoing projects and exported into timesheet data and customizable time reports. 

Paymo offers many different combinations so project managers can customize time reports to various clients and situations. The time report feature also includes advanced report settings, which allow project managers to include time elements like “Flat Rate Tasks”, “Billable Tasks”, “Project Budget Hours”, and more.

Paymo has an in-built scheduler that enables project managers to keep an eye on team member’s workloads. Project managers can assign a task booking which denotes how much time a user should work on a task, and add or remove vacation days. Based on previously entered data, Paymo can also set up ghost bookings, reducing the need for project managers to manually enter information once again. 

Scheduling

Paymo has an in-built scheduler that enables project managers to keep an eye on team member’s workloads. Project managers can assign a task booking which denotes how much time a user should work on a task, and add or remove vacation days. Based on previously entered data, Paymo can also set up ghost bookings, reducing the need for project managers to manually enter information once again. 

Paymo Pricing

Layer 1
Offers free trial

Paymo offers a free plan and two paid plans with a 15-day trial period. On the free plan, users can take advantage of task management features such as Kanban boards, file storage, reporting and time-tracking tools. 

On the Small Office and Business plans, teams unlock advanced features such as recurring tasks, unlimited project templates, unlimited invoices, estimates, and expenses, as well as up to 100GB of file storage. The Business plan also offers free onboarding and training, employee leave management, online remote assistance, and priority support.

Note that these pricing lists are simplified for the purposes of this Paymo review. For more details, visit Paymo’s pricing page.

Business

from $18.95 per user, per month

Everything in small office, plus
Employee scheduling and workload
Gantt charts
Portfolio gantt chart
Employee leave management
Priority support
Online remote assistance
100GB storage

Free

Free, for freelancers and individuals

Task management
Kanban boards
Time tracking
Reporting
Desktop and mobile apps
File storage

Small Office

from $11.95 per user, per month

Task views (list, table and board)
Meta task board
Recurring tasks
Unlimited project templates
Time tracking
Timesheet reporting
Unlimited invoices, estimates, and expenses
In-app tech support
50GB storage
Desktop and mobile time tracking apps
Integrations

Paymo Security

Paymo designs and develops all security systems with their customers’ privacy in mind and follows the best practices such as data minimization. However, while Paymo is GDPR compliant, there is little information about security practices such as data encryption protocols. Paymo servers are hosted on Amazon Web Services, which are located in secure facilities with 24/7 surveillance. Paymo’s customer support services rely on Intercom. 

In case of a security breach, all affected customers will be notified by email and directly in the app within 72 hours of first having become aware of the breach. Last but not least, Paymo limits access to personal data only to those who need to perform essential checks and services.

Paymo Integrations

Teams using Paymo can enjoy 13 third-party integrations:

  • Application Programming Interface
  • Google Apps
  • Zapier
  • Google Calendar
  • Xero
  • Slack
  • LambdaTest
  • PomoDone
  • Adobe CC Extension
  • QuickBooks Online
  • JotForm
  • Rethink
  • GrandTotal

Interface

Paymo has a user interface that’s intuitive and user-friendly. Once logged in, users will be able to see a sidebar and a home screen. The sidebar contains icons that allow users to easily switch between files, clients, resources, and more. Teams can also use the search function to find projects, invoices, and files. There is a web timer located on the bottom left. At the top is a header that navigates to “My Tasks”, “Team’s Tasks”, and “Dashboard”.

However, some training is required before teams can enjoy all the features that Paymo provides. Overall, the interface is easy to use and users should have no problems navigating Paymo. 

Mobile Apps

The Paymo mobile apps, available on iOS and Android devices, are limited to time-tracking. With each app, users track time on the go, add tasks, and filter them according to project, due date, priority, and task status. To access the remainder of Paymo’s features, team members must use a desktop or laptop.

Paymo Support

Paymo provides a good range of customer service and support for its customers, including:

  • Knowledge base: Paymo offers step-by-step tutorials and FAQs to help users navigate the platform. Topics range from learning how to create projects and tasks to managing reports and analytics.
  • Community forum: All teams subscribed to Paymo are allowed to participate in Paymo’s community forum, where other Paymo users and experts give out personalized advice and recommendations. Teams have to be logged into their Paymo account before posting a thread. 
  • Direct support: Teams can receive direct support from Paymo via live chat and form submission. The live chat button can be found on the bottom right of Paymo’s page. Finally, users can also contact Paymo via social media. Customers on the Business plan receive priority support, though response times are currently unknown. 

Paymo Alternatives

Paymo is a great project management tool, but lacks a wide range of third-party integrations and its mobile apps have limited functionalities. Teams looking for other alternatives may consider:

Verdict

Paymo features project management tools designed to help teams manage projects, stay connected with clients, and keep track of time spent on tasks. In addition to Kanban boards and Gantt chart views, teams can also leave comments on tasks, collaborate with clients via the Client portal, share files, create invoices, and track project expenses. Paymo also has a resource scheduling feature that allows project managers to optimize workloads and resources. It is best suited for individuals and small to medium-sized businesses that need a lightweight but robust project management tool. 

Nonetheless, it does not have a broad range of third-party integrations and its mobile apps can only track time. Teams looking to work on the go might have to consider other alternatives.

FAQ

Paymo offers a free version of their product, specifically targeted at freelancers who need a reliable method of tracking time and billing clients. Some free features include task management, Kanban boards, time tracking, reporting, and file storage.
Paymo offers a 15-day unlimited free trial. Anyone can sign up without the use of a credit card. Once the 15 days are up, Paymo will automatically prompt the user to upgrade to a paid subscription or cancel it altogether. 
For small to medium-sized businesses, Paymo costs $11.95 per user, per month if billed annually. On the Business plan, it is $18.95 per user per month. For non-profit organizations and universities, Paymo offers their product for free for the first year, after which a 50% subscription discount is given.