Trello alternatives: a data-backed comparison

Best Trello alternatives in 2025

Notion

Best for: Teams that want an all-in-one workspace to manage docs, tasks, and wikis in a highly flexible and customizable way.

Relative cost:

The cost is about 25% lower than average

Adoption trend:

Notion has seen 9% adoption growth in the last quarter

Pros:

• Real-time collaboration and document creation
• Affordable pricing compared to competitors
• Highly customizable with a variety of templates
• Combines note-taking, task management, and databases

Cons:

• Basic workflow management not ideal for complex projects
• Can be slow with large workspaces
• New users may find it overwhelming due to its high level of customization

Trello vs. Notion

Basecamp

Best for: Teams that value simplicity, clear communication, and an all-in-one place to manage projects without unnecessary complexity.

Relative cost:

The cost is about 74% lower than average

Adoption trend:

Basecamp has seen 15% adoption growth in the last quarter

Pros:

• Clean, intuitive interface that's easy for anyone to use
• Combines messaging, task lists, schedules, and file sharing in one place
• Ideal for async or remote teams with tools like automatic check-ins
• Flat monthly pricing makes it affordable for larger teams
• Centralized communication reduces scattered emails and Slack overload

Cons:

• Lacks task dependencies and advanced workflow features
• No built-in time tracking or workload management
• Reporting and analytics are minimal
• May not scale well for complex or technical project needs

Trello vs. Basecamp

Smartsheet

Best for: Organizations of all sizes that need collaborative project management and scalable workflow solutions that can grow with their business.

Relative cost:

The cost is about 22% lower than average

Adoption trend:

Smartsheet has seen 15% adoption growth in the last quarter

Pros:

• Team members can comment, attach files, and update tasks in real time.
• Ability to link data across sheets like a database, enabling dynamic project rollups.
• Connections with systems like Salesforce, Jira, Microsoft Teams, and ServiceNow.

Cons:

• Unlike Google Sheets, simultaneous edits by multiple users can lag.
• Some features are harder to access or use on mobile.
• Requires third-party tools for detailed time tracking.

Trello vs. Smartsheet

Teamwork

Best for: Teams managing complex projects with multiple stakeholders who need integrated time tracking, resource planning, and client collaboration in one platform.

Relative cost:

The cost is about 27% lower than average

Adoption trend:

Teamwork has seen 18% adoption growth in the last quarter

Pros:

• Comprehensive project management tools including Gantt charts, Kanban boards, and templates.
• Built-in time tracking for accurate productivity and budget analysis.
• Advanced reporting with customizable insights on performance and resources.
• Strong collaboration via chat, file sharing, and integrations with Slack and Google Workspace.
• Scalable pricing plans that support teams from startups to enterprises.

Cons:

• Steep learning curve and a dense interface for new users.
• Performance can lag with large volumes of projects and tasks.
• Limited project view options compared to some competitors.
• Higher pricing tiers required for advanced features.
• No centralized control or enforcement of two-factor authentication (2FA).

Trello vs. Teamwork

ClickUp

Best for: Teams heavily reliant on multiple tools and requiring extensive integrations.

Relative cost:

The cost is about 34% lower than average

Adoption trend:

ClickUp has seen 14% adoption growth in the last quarter

Pros:

• Comprehensive feature set
• Regular platform updates
• Powerful automation options
• Competitive pricing

Cons:

• Steeper learning curve for new users
• Feature-rich environment can be overwhelming

Trello vs. ClickUp

Airtable

Best for: Teams that need flexible data organization that combines spreadsheet simplicity with database capabilities.

Relative cost:

The cost is about 38% lower than average

Adoption trend:

Airtable has seen 12% adoption growth in the last quarter

Pros:

• Links information across multiple tables
• Offers nearly 30 field types for customization
• Enables complex filtering and grouping
• Offers API access for integrations
• Allows no-code interface building
• Supports complex formula calculations

Cons:

• Steeper learning curve requires time to master
• Limited records in free plan
• Mobile app has limited functionality
• Performance slows with large databases

Trello vs. Airtable

Asana

Best for: Teams that need to coordinate complex projects across multiple departments with adaptable workflows.

Relative cost:

The cost is about 2% higher than average

Adoption trend:

Asana has seen 11% adoption growth in the last quarter

Pros:

• User-friendly interface with intuitive navigation
• Integrations with tools like Slack, Google Drive, and Microsoft Teams
• Customizable dashboards and timelines

Cons:

• Advanced features can be expensive
• It may become complex for very large projects with numerous tasks

Trello vs. Asana

Monday

Best for: Teams that need powerful yet intuitive work management tools to coordinate projects across teams without the complexity of enterprise software.

Relative cost:

The cost is about 12% higher than average

Adoption trend:

Monday has seen 16% adoption growth in the last quarter

Pros:

• Intuitive, visual interface requires minimal training time
• Strong mobile app functionality for on-the-go monitoring
• Excellent dashboard visualization for metrics
• High user satisfaction ratings for ease of use

Cons:

• Limited functionality in free version
• Limited customization options for complex processes
• Less robust time tracking capabilities for billable hour management
• Limited number of native integrations

Trello vs. Monday

Criteria for evaluating Trello alternatives

Looking at the insights above gives you real-world data from businesses using Trello. This data is drawn from Ramp's analysis of anonymized transactions across more than 30,000 businesses. With this information, you can see how your potential investment compares to market standards and which business segments find the most value in the platform. To make a comprehensive evaluation when considering Trello alternatives, focus on these additional criteria:

Visual workflow management

Compare how different platforms handle visual task organization. Trello's Kanban boards offer intuitive card management, while other tools provide additional views like Gantt charts, calendars, or list formats. Consider which visualization methods best support your team's workflow and project visibility needs.

Scalability and structure

Evaluate how well platforms accommodate growing complexity. Trello's simplicity can become limiting as projects scale. If this is a concern, look for alternatives that offer better hierarchy management with robust subtask handling, task dependencies, project relationships, and advanced organization without sacrificing usability.

Automation capabilities

Assess workflow automation features across platforms. Trello offers automation through Power-Ups and Butler, while alternatives may provide different automation approaches. Compare which platform's automation capabilities best align with your specific recurring workflows and repetitive tasks.

Pricing structure

Compare pricing models across platforms to determine value alignment with your budget. Trello offers tiered pricing based on features and team size, as do most alternatives. Consider factors like per-user vs. flat-rate pricing, free tier limitations, and additional costs for premium features or integrations to forecast your total investment accurately.

Integration ecosystem

Review how platforms connect with your existing tools. Trello connects with many applications through its Power-Up marketplace, while alternatives may offer different integration methods or specialized connections. Consider which platform best bridges your current tech stack and workflow requirements.

How to choose the right alternative

When selecting a Trello alternative, follow these steps to ensure you find the project management solution that best fits your specific needs:

Define your requirements clearly

Start by identifying what's missing in your current workflow:

• List specific features you need that aren't currently available
• Prioritize these requirements based on impact to your productivity
• Identify pain points your team consistently experiences
• Consider both immediate needs and anticipated future requirements

Research potential alternatives

Build a shortlist of platforms that address your core requirements:

• Compare feature sets against your prioritized needs
• Read recent reviews from organizations similar to yours
• Examine comparison charts from neutral sources
• Consider both established platforms and emerging solutions

Test thoroughly before committing

Take advantage of free trials and demos:

• Create realistic test projects that mirror your actual workflows
• Include team members who will use the platform daily
• Test edge cases specific to your projects
• Pay special attention to features that address your top pain points

Evaluate transition practicality

Consider the full implementation process:

• Assess data migration capabilities from your current tools
• Calculate the learning curve and training time required
• Evaluate the impact on existing integrations and workflows
• Consider implementation costs beyond the subscription price

Gather stakeholder feedback

Involve your team in the decision process:

• Collect structured feedback from test users
• Weigh input from different departments and roles
• Consider resistance to change and adoption challenges
• Balance technical requirements with user experience preferences

Remember that the most feature-rich platform isn't necessarily the best choice for your team. The right alternative should address your specific workflow challenges while maintaining the collaborative simplicity that initially made Trello attractive.