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2023's Hottest Podio Alternatives: Which One Is Right for Your Team?

Esther van Opijnen
Esther van Opijnen
May 23, 2023

As the needs of teams evolve and technology continues to advance, the demand for robust and intuitive project management tools has reached new heights. 

Podio is a flexible and collaborative environment for teams to plan and manage their projects. One of the notable aspects of Podio is its highly customizable nature. Users can create their own workspaces and workflows tailored to their specific needs. Small creative teams or startups might want to support their workflows with a less clunky tool.

Today, you can choose from various Podio alternatives catering to specific requirements, preferences, and budgets. 

From intuitive interfaces and comprehensive task management to seamless integrations and advanced analytics, these players in the project management arena are redefining how teams collaborate and achieve their goals. Let’s dive in.

Why should I look for a Podio alternative?

While Podio offers many benefits and features, it's important to acknowledge some of the pain points that users have experienced with the platform.

For example, Podio can feel overwhelming if you’re just starting as a project manager.
The flexibility and customization options can be both a strength and a challenge. The platform's extensive customization capabilities and the ability to create unique workflows may require a significant amount of time and effort to set up initially. Users with limited technical expertise may find the learning curve steep, especially when configuring advanced features or integrations.

Podio review Capterra

Source: Capterra

Podio G2 review

Source: G2

While Podio provides a versatile workspace for collaboration, some users have found that it lacks certain native project management features commonly found in dedicated project management tools. For example, advanced Gantt charts and resource management may not be as robust as in other specialized project management software.

Capterra review Podio

Source: Capterra

Podio review G2

Source: G2

Although Podio's user interface is highly customizable, some users have found the default design and layout outdated or less visually appealing compared to more modern project management platforms. The interface may appear cluttered or overwhelming, particularly for new users, affecting the overall user experience.

Capterra review Podio

Source: Capterra

Podio review

Source: G2

Users have expressed frustration with the level of customer support provided by Podio. Some have reported slow response times, difficulty in reaching support representatives, or limited availability of self-help resources.

Podio review Capterra

Source: CapterraCapterra review Podio

Source: G2

Top 15 Podio alternatives you should try 

Now that we have shared some common frustrations, let's explore the hottest Podio alternatives available.

1. Rodeo

Rodeo brings an end to scattered workflows, confusing UI, and lots of integrations. 

The platform combines project budgeting, time tracking, invoicing, and reporting features to cover your complete project lifecycle. Here’s a better look at the features that Rodeo has to offer:

A sleek and modern interface

Unlike Podio’s clunky interface, Rodeo has an intuitive and modern design that users adore. Your dashboard hosts an overview of outstanding tasks, recently recorded time, and current project statuses so you can jump on whatever has the highest priority quickly. 

Rodeo's dashboard

Schedule tasks based on availability and skills

One of the key elements of structured project management is planning and scheduling tasks. Rodeo makes project planning and assigning tasks a seamless experience. You can easily see the skills and current availability of each employee before assigning them to a job to do.

Assigning a task in Rodeo

Generate the best profit margin for your project

We believe that the key to a successful project lies in creating a detailed budget in phases.  In Rodeo, you can also reuse the same project and budget framework from previous projects.

Once your project is underway, you'll be able to track your budget spending in real time, based on the hours logged by your team members. 

Easy to manage project budgets in Rodeo

Accessing data on budget versus actual spending and project profitability allows you to utilize these insights to create more precise budgets for future projects. 

Plus, by leveraging this data, you can gain a better understanding of your financial performance.

Rodeo's employee productivity report

Free support and onboarding

Implementing new software into your existing workflows can be challenging as you don’t want to slow down productivity and output.

We’ve got you covered. Rodeo offers free personalized implementation, onboarding, and support, eliminating that daunting steep learning curve.

Rodeo’s additional features

  • Time tracking that's connected to your budget: Accurate time tracking is essential to bill clients for the work that your team does. Rodeo offers two ways for users to track time. Start the stopwatch on your dashboard when you begin working on a task or add a timecard after completing the task.
  • Sent client-ready invoices and estimates: Rodeo utilizes your logged hours data to generate invoices automatically, eliminating the need for manual calculations. Additionally, Rodeo allows you to split and send invoices in phases, helping your cash flow management.
  • Quickbooks (US) and Xero (UK) integration: To assist you with your bookkeeping needs.
  • Contact management: Helps to keep all your client and vendor information in one place.

Rodeo weaknesses

  • Lacking customization options: Our features are designed with the needs of creatives in mind. Meaning, you might miss some custom options if you work in another industry.
  • No mobile app (just yet): A mobile app comes in handy when you’re on the go while managing your projects. Trust us, it’s on our roadmap.

Rodeo pricing

Rodeo offers a unique pricing structure that allows you to pay for access and features based on the needs of individual team members. You can save money by temporarily suspending access when team members or freelancers are not working on a project.

The platform begins at $29.99 per month for one full-user license, and you can add additional users for the below prices:

  • Full user (+$14.99 per month): provides access to all features except for the planner.
  • Standard user (+$8.99 per month): provides access to time tracking and the project dashboard.
  • Planner add-on (+$4.99 per user/month): includes resource management and task planning capabilities.

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2. Smartsheet

Smartsheet's dashboard

Source: Smartsheet

Smartsheet is a great alternative to Podio for users who love to work in Excel to manage their work. The tool focuses on task management, allowing users to assign tasks and track project progress. With the various dashboard viewing options and collaboration features, the tool helps teams stay on track.

Also read: Smartsheet Alternatives: A Review of the Best Competing Software

Smartsheet’s popular features 

  • Team collaboration
  • Workflow automations
  • Task management
  • Resource management

Smartsheet’s weaknesses

  • Lack of robust invoicing and reporting functionalities. 
  • The spreadsheet-like interface may be challenging for some users.

Smartsheet pricing

  • Free version: Dashboards and reports for up to two editors.
  • Pro version ($9 per user/month): 20GB attachment storage, user management, and email support.
  • Business version ($32 per user/month): Proofing, document builder, and activity log.
  • Enterprise version (price upon request): SSO, domain validation, and custom email domains.
  • Note: All paid plans require a minimum of 3 users.

3. Asana

Asana's dashboard

Source: Asana

Asana has been one of the most popular project management solutions for years and for a good reason. The intuitive, clean interface will appeal to users looking for a simple, friendly layout. 

Its features include task management, a variety of different views, and the ability to add milestones to projects.

Related: Top 20 Asana Alternatives to Consider in 2023

Asana’s popular features 

  • Task boards
  • Timelines
  • Workload management
  • Dependencies

Asana’s weaknesses

  • Asana is less robust when it comes to project execution functionalities.
  •  The platform is not designed for budget tracking and financial management of your projects.

Asana pricing

  • ​​Basic plan (free): Maximum 15 users and unlimited tasks and projects.
  • Premium plan ($13.49 per user/month): automated workflows and milestones.
  • Business plan ($30.49 per user/month): proofing and advanced reporting.
  • Enterprise plan (contact sales): custom branding and priority support.

4. Trello

Screenshot of Trello's dashboard

Source: Trello

Trello takes a Kanban board approach to task management and helps small teams to stay organized. The cards represent each project task and can be assigned to a team member and move through the board as they progress. You can also create checklists and attach files to your cards. 

Related: Top 22 Trello Alternatives for Project Management [Free & Paid]

Trello’s popular features 

  • Automations
  • Templates 
  • Dashboard views
  • Task management
  • Add-ons to enhance project management

Trello’s weaknesses

  • Trello isn’t designed to manage full-scale projects. You’ll need additional integrations for this. 

Trello pricing

  • Free plan: Unlimited cards, up to 10 boards, and Power-Ups. 
  • Standard ($6 per user/month): Custom fields, advanced checklists, and unlimited boards.
  • Premium plan ($12.50 per user/month): multiple views and templates. 
  • The Trello Enterprise plan (from $17.50 per user/month): Public board management, attachment permissions, and SSO.

5. Zoho Projects

Zoho Projects' Gantt Chart

Source: Zoho Projects

Zoho Projects falls under the larger Zoho ecosystem. While other Zoho tools are focused on other workplace elements such as HR, customer relationship management, and sales, Zoho Projects is built around features like task management and collaboration.

Also read: Top 15 Zoho Projects Alternatives [Free & Paid]

Zoho Projects’ popular features 

  • Time tracking
  • Charts and reporting
  • Team collaboration
  • Issue tracking
  • Task management

Zoho Projects’ weaknesses

  • Reviews mention that integrations are not always reliable.
  • Technical knowledge is required as the platform can be quite complex.
  • If you have a smaller team, the learning curve and onboarding costs could outweigh the tool's benefits.

Zoho Projects pricing

  • Free plan ($0 for up to 3 users): maximum 3 users, 2 projects, limited storage
  • Premium plan ($5 per user/month): maximum 50 users, unlimited projects, 20 project templates
  • Enterprise plan ($10 per user/month): 30 project templates, 120GB storage 

6. Basecamp

Basecamp's dashboard

Source: Basecamp

If you are looking for a simplified project management solution, Basecamp will come out on top. It offers to-do lists, a chatbox for internal communication, and message boards. 

If your company expands, consider looking into a more scalable application. 

Also read: 19 Best Basecamp Alternatives in 2023 [Free & Paid]

Basecamp’s popular features 

  • Message boards 
  • To-do lists
  • Chat
  • File storage and sharing 

Basecamp’s weaknesses

  • Basecamp’s limited features aren’t a good fit for complex projects
  • Its pricing model works for either freelancers or enterprise-level organizations. Medium-sized creative companies may find that Basecamp's pricing isn't affordable.

Basecamp pricing

  • Individual plan ($15 per user/month): all features and 500GB file storage. 
  • Pro unlimited plan ($349 per month for unlimited users): annual billing, 5TB file storage.


Monday's dashboard


Here’s one of the ‘OG’ project management tools. Monday is a versatile tool that offers loads of customization options. Users can structure their workflows and view project progress in a variety of ways thanks to its colorful interface and features that support the complete project lifecycle.

Related: Top 25 Monday Alternatives to Try in 2023’s popular features

  • Task Management
  • Time Tracking
  • Automated Workflows
  • Guest Access’s weaknesses

  • You would need some technical know-how and a desire to set up custom workflows.
  • doesn’t provide in-depth metrics to assess a project's health, such as employee productivity or project profitability. pricing

  • Individual plan (free for up to 2 users): Up to 3 dashboards and 200 templates
  • Basic plan ($10 per user/month): Unlimited viewers and 5GB file storage
  • Standard plan ($12 per user/month): Timeline, Gantt, and calendar views
  • Pro plan ($20 per user/month): Private boards, dependencies, and formulas
  • Enterprise plan (contact sales): Advanced reporting and analytics and improved
  • Note: All paid plans require a minimum of 3 users. 

8. ProofHub

ProofHub's dashboard

Source: ProofHub

ProofHub’s features will help project managers define their workflows while communicating with their team members and clients. The tool works great for task management, reporting, and collaboration. If you’re looking for a project management solution with more basic functionalities, it might be for you.

Read also: 15 Best ProofHub Alternatives to Consider [Free & Paid]

ProofHub’s popular features 

  • Time management
  • Gantt charts 
  • Custom reports
  • ProofHub Discussions

ProofHub’s weaknesses

  • Some reviewers have found ProofHub challenging to work with for people who lack knowledge of project management terminology.
  • The platform has fewer integration options compared to other project management software.
  • ProofHub doesn’t offer pay-per-user fees, making it an expensive option if you work with a small team.
  • You will need additional tools for financial management features such as budgeting and invoicing. 

ProofHub pricing

  • Essential plan ($50 monthly): 40 projects and unlimited users
  • Ultimate control plan ($99 monthly): Unlimited users and projects

9. Workzone

Screenshot of Workzone's dashboard

Source: Workzone

Workzone helps project managers with overall project planning and productivity, and analyze performance. It also functions as a central communication hub across departments and tracks billable and non-billable hours. Are you just starting out? Workzone’s customizable templates will help you on your way.

Workzone’s popular features 

  • Task management
  • Status tracking
  • Gantt/timeline views
  • Calendar management

Workzone’s weaknesses

  • Be prepared to spend a pretty penny.
  • Workzone’s user interface can feel outdated.

Workzone pricing

  • Team ($24 per user/month): Project templates, calendar, and boards.
  • Professional ($34 per user/month): Task dependencies, advanced reporting, and resource management. 
  • Enterprise ($43 per user/month): Time tracking, expense tracking, and unlimited training sessions.
  • Note: All plans require a minimum of 5 users. Pricing for a team of 1-4 users begins at $200 per month. 

10. Teamwork

Teamwork's dashboard

Source: Teamwork

​​The name gives it away: Teamwork is built to improve collaboration and automate processes for teams of any size. The customized navigation and workflow visualizations make the tool flexible and easy to use. 

The platform also makes communication with clients a breeze by offering sign-off features on project items.

Related: 20 Best Teamwork Alternatives in 2023 [In Depth Review]

Teamwork’s popular features 

  • Milestones 
  • File sharing 
  • Time management
  • Templates
  • Custom fields

Teamwork’s weaknesses

  • The reporting feature can be a bit tricky to set up and use.

Teamwork pricing

  • Free forever plan: Maximum 5 users, project templates, and tasks.
  • Starter plan ($8.99 per user/month): dashboards, custom inboxes.
  • Deliver plan ($13.99 per user/month): Minimum 3 users, time tracking, and invoicing.
  • Grow plan ($24.99 per user/month): Minimum 5 users, 50 project templates, and workload management.

11. Wrike

Wrike's dashboard

Source: Wrike

Wrike is designed to help organizations maximize their efficiency through real-time updates and time tracking. The platform automates routine tasks, so your team can focus on the creative output. 

Also read: The 15 Best Wrike Alternatives for Project Management

Wrike’s popular features

  • Reporting and advanced analytics
  • Gantt charts 
  • Activity tracking
  • Portfolio management
  • Time tracking

Wrike’s weaknesses

  • Its limited collaboration features can be a pain if you want to work and communicate updates in one place.

Wrike pricing

  • Free: The limited version of the platform is free for up to five users and offers board and table views and task management.
  • Pro plan ($9.80 per user/month): Custom fields, templates, and 2GB storage per user.
  • Business plan ($24.80 per user/month): Guest approvals, automations, and folder structure. 
  • The Enterprise plan (pricing is provided upon request): Admin permissions and 10 GB storage per user.
  • Pinnacle plan (pricing is available upon request): Budgeting, locked spaces, and advanced reporting.

12. Adobe Workfront

Workfront's dashboard

Source: Workfront

Is your team currently working with Adobe software? Workfront may be a tool to consider as part of your design ecosystem. It comes with time tracking in addition to project management features like portfolio management. 

Also read: 15 Best Adobe Workfront Alternatives in 2023

Adobe Workfront’s popular features 

  • Reporting
  • Document sharing
  • Resource management 
  • Task management and tracking 

Adobe Workfront’s weaknesses

  • The interface can feel complicated and a bit buggy.
  • The platform is not very scalable.

Adobe Workfront pricing

Ask Adobe Workfront for a custom plan, or log in to your Adobe Creative Cloud to find out more.

13. Kantata

Kantata dashboard

Source: Kantata

Kantata is formerly known as Mavenlink. The project management tool has an extensive library of features and is widely used for resource planning and project progress tracking. 

Also read: 12 Best Kantata Alternatives for Project Management in 2023

Kantata’s popular features 

  • Resource management
  • Talent management
  • Project budgeting
  • Dashboards 

Kantata’s weaknesses

  • Be aware of some administrative set-up before you can get started.
  • The interface can feel quite clunky.

Kantata pricing

Request a custom plan through the website. 

14. nTask

Screenshot of nTask's dashboard

Source: nTask

The friendly pricing structure and extensive features set nTask apart from the competition. The platform aims to optimize workflows across teams and departments. Its issue-tracking and project risk-management capabilities go beyond the traditional project management features.

Also read: 15 Best nTask Alternatives in 2023 [Paid & Free]

nTask’s popular features 

  • Issue tracker
  • Timesheets
  • Gannt charts and Kanban boards

nTask’s weaknesses

  • The response time of their customer service can cause some delays if you’re setting up your workspace.

nTask pricing

  • Premium plan ($4 per user/month): Unlimited workspaces and to-do lists.  
  • Business plan ($12 per user/month): Advanced reporting and risk tracking.
  • Enterprise plans are also available for teams looking for custom onboarding and a large amount of file storage.

15. Avaza

Avaza dashboard

Source: Avaza

Avaza is a collaboration and project management software designed to help teams manage projects, and track time and expenses. It offers a range of features and tools that enable teams to effectively communicate, collaborate, and track progress on tasks and projects.

Avaza’s popular features

  • Time and budget tracking 
  • Task management
  • Unlimited projects

Avaza’s weaknesses

  • It’s not an option to use phases for larger projects.
  • While Avaza does offer integrations with popular tools such as Xero, QuickBooks, and PayPal, its integration options may be relatively limited compared to other project management platforms. 

Avaza pricing

  • Free: Includes 5 team members with timesheet access, 5 invoices and bills, and 100 MB storage.
  • Startup ($11.95): 1 user has finance access and includes priority email and chat support.
  • Basic ($23.95): Get 100 invoices, 20GB storage, and 5 users with timesheet access.
  • Business (47.95): Unlimited active projects and  5 users with admin access.
  • All plans have a base fee and dedicated roles. If you wish to upgrade permissions, calculate $7 on top of the monthly fee.


That concludes our list of the hottest Podio alternatives. If your team is comfortable navigating a complex tool with many customization options, platforms like Teamwork and Podio may suit your needs.

If you work in a creative team, we recommend trying out Rodeo as it provides you with a set of features to manage your creative projects without a steep learning curve.

Why not give it a try? Sign up for our 14-day risk-free trial today.