Plutio vs Trello: Complete Comparison (2026)

Trello organizes tasks visually, but everything else that runs a business lives elsewhere. Cards, lists, drag-and-drop simplicity. But Trello has no proposals, no contracts, no time tracking, no invoicing, and clients see Trello's branding. So monetizing your work requires a stack of separate apps.

Plutio has the same Kanban boards, with everything else connected: proposals that create projects automatically, time tracking that flows into invoices, and a branded portal where clients see their progress at your domain. Try Plutio free and see how much simpler client work gets when everything connects.

Last updated February 2026

4.6

Quick comparison (TLDR)

Trello is a visual Kanban tool where tasks live on cards that move through lists representing workflow stages. Instead of building features natively, Trello relies on Power-Ups (third-party integrations) that add capabilities like time tracking, calendar views, and reporting. The free plan includes unlimited cards, and paid plans start at $5/user/month. You can manage projects with Kanban boards, but you cannot invoice clients, track billable time, create contracts, or give clients a client portal. For those capabilities, you open separate apps, recreate client details in each one, and manually keep them in sync.

Plutio combines proposals, contracts, invoicing, project management, time tracking, and client portals in one platform. When a proposal is signed, it automatically creates the project, and time tracked on tasks flows directly into invoices. Clients log into a client portal to see progress, approve deliverables, and access files.

Key differences at a glance

Invoicing: Plutio includes full invoicing with time-to-invoice conversion and payment collection. Trello has no invoicing, so you open a separate billing app, recreate the client, and manually match completed tasks to line items every billing cycle.
Time tracking: Plutio has built-in time tracking at the task level with billable rates that flow into invoices. Trello needs a Power-Up for time tracking, but those hours stay stuck in the Power-Up with no connection to billing, so you copy them manually and entries get missed.
Client portal: Plutio clients log into a professional client workspace and see tasks, files, and project status. Trello guests see your internal boards rather than a dedicated client-facing workspace, which means clients see internal notes and half-finished work.
Proposals and contracts: Plutio includes drag-and-drop proposals with e-signatures that automatically create projects. Proposals and contracts are outside Trello's scope, so you use a separate document signing tool and then manually create the matching project in Trello.
Project management: Both offer Kanban boards. Plutio adds Gantt charts for timeline visualization, subtasks for breaking down deliverables, and dependencies that show when delays will cascade.
White-label branding: Plutio runs entirely under your brand with custom domains, branded login pages, custom SMTP emails, and full interface theming. Trello always shows Trello branding. When you share a board with a client, they see the Trello interface with Trello's logo, not yours.

The bottom line: Trello covers visual Kanban boards for internal task management when separate tools handle billing, contracts, and client communication. Plutio handles project management connected to invoicing, time tracking, proposals, contracts, and client portals in one platform where everything talks to each other.

Project and task management

Both tools offer Kanban boards. The difference is what connects to those boards: billing, time tracking, and client visibility.

Trello

Trello covers Kanban boards. Cards drag through lists with labels, checklists, and due dates to organize work. Butler automation handles repetitive actions like moving cards or adding labels based on status changes. For pure visual task organization, Trello is simple and effective.

Kanban boards with cards and lists
Timeline and Calendar views (Premium only)
Butler automation for board-level rules
200+ Power-Ups available
No Gantt charts
No true subtasks (only checklists)
No task dependencies

Plutio

Plutio has full project management built in. Kanban boards show work moving through stages like 'To Do', 'In Progress', and 'Done' so you can drag tasks between columns as work progresses. Gantt charts visualize timelines and show which tasks depend on others, so you can see when delays will cascade. List view works for quick daily triage. Subtasks let you break complex deliverables into trackable pieces.

5 views: Kanban, Gantt, List, Table, Calendar
Subtasks with unlimited nesting levels
Task dependencies with visual links
Recurring tasks (daily, weekly, monthly, custom)
Project templates with auto-task creation
Custom fields, statuses, and priorities
Time estimates and actual time per task
File attachments on tasks

Time tracking and billing

A client questions an invoice line item. Can you show them exactly what that time was spent on? When time connects to tasks, billing disputes disappear.

Trello

Time tracking requires Power-Ups. Trello has no native time tracking. Third-party Power-Ups like Clockify or Everhour add timers to cards, but the time data lives in the Power-Up's system, not Trello. To invoice that time, you export from the Power-Up and import to your invoicing tool manually.

No native time tracking
Requires third-party Power-Ups
Time data lives in Power-Up, not Trello
No billable rates in Trello
No invoicing connection
Manual export required

Plutio

Time connects to tasks and invoices. Start a timer on any task with one click. When the task is done, the tracked hours appear in the project total. Generate an invoice and those hours automatically become line items with your billable rate applied. Clients see exactly what they are paying for.

One-click timer on any task
Manual entry and timer options
Task-level AND project-level tracking
Billable vs non-billable separation
Custom rates per task, project, or client
Time reports by client, project, team
One-click invoice from time logs
Team timesheet approval workflow

Client visibility and communication

'Hey, just checking in on the project status?' When clients can see progress in their own portal, they stop sending these emails.

Trello

Guest access to boards. You can invite clients as guests to see specific boards. Guests can view cards and leave comments, but they see your full internal workflow. There is no way to hide internal cards or notes, and clients see Trello branding, not yours.

Trello is a shared internal tool, not a client-facing portal.

Guest access to specific boards
Guests see internal Trello workspace
Cannot hide internal cards or notes
Trello branding always visible
No approval workflows
No file request features

Plutio

Your own branded client portal. Clients log into your domain (clients.yourbrand.com) and see their tasks, files, messages, and project progress. They can approve deliverables, leave feedback, and track deadlines without emailing you. The portal looks like your business, not like software.

Custom domain (yourcompany.com)
White-label branding (remove Plutio)
Custom CSS for full styling control
Tasks, files, deadlines visible to clients
In-app messaging tied to projects
Deliverable approval workflow
File uploads from clients
Invoice and payment history

Client communication and inbox

A client emails you a project change. Your associate asks about the deliverables. A partner sends updated timelines. Without a central place, you check three apps and still miss something urgent.

Trello

Comments on cards. Trello has a comments section on each card where team members and guests can leave messages. @mentions notify people. Activity feed shows card history.

However, there is no unified inbox, no email integration, and no centralized client communication. Communication happens through card comments or external tools.

Comments on cards
@mentions for notifications
Activity feed on cards
No unified inbox
No email integration
No client communication hub
No embeddable live chat

Plutio

All your client conversations in one place. When a client emails you, that message shows up in their thread alongside every other conversation you have had with them: project updates, file shares, payment confirmations. Your whole team sees the same inbox, so when you are away and a client sends an urgent message, your assistant can handle it. You can reply from your regular email and it syncs back. If you want to chat internally about a client, create a team channel. Need to capture leads from your website? Embed live chat.

Multi-email integration (connect all accounts)
Shared team inbox (everyone sees client emails)
Auto-sort emails into client 1:1 threads
Project conversations stay with the project
Team channels for internal discussions
Direct messages between teammates
@mentions pull people into conversations
Embeddable live chat for your website

Automation and workflows

A lead fills out your inquiry form. Does that automatically create a project, assign onboarding tasks, and schedule a follow-up? Or do you do it manually every time?

Trello

Butler automation for board workflows. Trello's Butler offers board-level automation. Rules run when cards move, due dates approach, or checklists complete. Calendar and email integration available. Over 200 Power-Ups extend functionality.

However, automation is limited to boards. There is no billing or invoice automation because Trello has no invoicing.

Butler automation built-in
200+ Power-Ups available
Card movement automation rules
Automation limited to boards
No billing automation
No invoice automation

Plutio

Automation connects the full workflow. Create automations that flow from proposal acceptance to project creation to invoice generation. Follow-up sequences run based on project milestones. Time tracked becomes invoice line items automatically. The automation builder is visual and requires no coding.

Visual drag-and-drop builder
Start on project status change
Start on task completion
Start on payment received
Start on form submission
Start on date or deadline
Conditional logic branching
Webhook integrations

Team and agency scaling

You hire your first contractor. Can they see their assigned tasks without accessing client financials? When permissions work, growth does not mean chaos.

Trello

Board-level permissions. Trello has workspace members with different roles: Admin, Normal, and Observer. You can set board permissions to control who can view, comment, or edit. Premium and Enterprise add more controls.

For pure board access control, Trello works. For client billing visibility controls, Trello has no billing to control.

Workspace member roles
Board-level permissions
Premium adds more controls
No financial visibility controls
No client-specific permissions
No timesheet approvals

Plutio

Granular permissions for growing teams. Control who sees what at project, task, or document level. Add contractors who see only their assigned tasks. Add team members who manage projects but not financials. Add clients who see only their portal. Scales from solo to agency without changing tools.

Custom role creation with granular permissions
Per-project and per-task access control
Contractor access (assigned tasks only)
Client access (portal permissions)
Internal notes hidden from clients
Multi-workspace for agencies
Team workload and capacity views
Timesheet approval workflow

White-label branding and customization

Your clients should see YOUR brand everywhere. Not your software vendor's logo. When clients log in, book meetings, receive invoices, and check progress, every touchpoint should reinforce your brand.

Trello

No white-labeling. Trello is Trello. When you invite guests or clients, they see the Trello interface with Trello branding. There is no custom domain, no white-labeling, and no way to remove Trello branding from the experience.

Trello is an internal tool, not a client-facing branded platform.

No custom domain support
No white-labeling
Cannot remove Trello branding
No custom SMTP
No branded login pages
Guests always see Trello

Plutio

Your clients see your brand everywhere. When a client logs in, they go to yourcompany.com, not some third-party URL. The login page has your logo and colors. The interface matches your brand. Emails come from you@yourcompany.com because you connect your own email server. If you want to embed the entire client workspace into your own website, you can. You can even write custom CSS if you need exact control.

Custom domain (clients see yourcompany.com)
Full white-label (remove all Plutio branding)
Custom interface theme (your brand colors everywhere)
Branded login and signup pages
Custom SMTP (emails from your domain)
Full workspace embedding into your site
Custom CSS for complete styling control
Custom logo throughout the platform

Invoicing, billing, and subscriptions

Getting paid is more than sending invoices. Plutio is recurring subscriptions, payment plans, transaction tracking, and branded documents that look like they came from your business.

Trello

Not supported. Trello has no invoicing. There are no invoice templates, no payment collection, no subscription management. For invoicing, you need a separate tool like QuickBooks, FreshBooks, or Wave.

Each additional tool means another login, another monthly bill, and manual data entry between systems.

No invoice builder
No payment collection
No subscription management
No recurring invoices
Requires separate invoicing tool
Manual data transfer required

Plutio

Billing that works like you are running a real business. You open the invoice builder and drag elements where you want them. Logo here, line items there, payment terms at the bottom. The result looks like something you designed, not a template you filled in. When you have retainer clients, you set up subscriptions that charge them automatically every month. When someone needs to pay in installments, you split the invoice and schedule the charges. All your payment processors connect: Stripe, Square, PayPal, bank transfers.

Drag-and-drop invoice builder (visual design)
Subscription management (auto-billing)
Recurring invoices on schedule
Payment plans with installments
Multiple gateways: Stripe, Square, PayPal, ACH
Full transaction history and tracking
Fully branded invoice design
One-click invoice from time logs

Proposals and contracts

Your proposal is the first document a potential client sees. When they open it, do they see modern interactive pricing? Or a static quote?

Trello

Not supported. Trello is purely a project management tool. Proposals, contracts, and agreements must be created and signed in separate document signing and proposal tools like PandaDoc or Proposify.

Each tool adds monthly cost and creates manual handoffs between systems.

No proposal builder
No contracts
No e-signatures
No interactive pricing
No proposal analytics
Requires separate proposal tool

Plutio

Proposals that close deals. You drag in sections, add interactive pricing tables where clients pick packages or add-ons, and send something that looks like you built a custom app for them. When they accept, the proposal converts into a project automatically with tasks from your template. Contracts attach to the same flow with e-signatures and full audit trails. You see exactly when someone opened your proposal, what they clicked, and how long they looked at each section.

Drag-and-drop proposal builder
Interactive pricing tables
Package and add-on selection
Auto-convert to project on approval
E-signatures with audit trail
Real-time view tracking
Proposal templates
Proposal-to-invoice automation

What this looks like in real life

A client finds your website, likes your work, and fills out your inquiry form. What happens next?

With Trello, here is how it usually goes:

You create a board for the project with lists like To Do, In Progress, and Done
Tasks become cards that move through columns as work progresses
You add a Power-Up for time tracking, but hours stay in the Power-Up
You switch to FreshBooks or QuickBooks to create an invoice
You recreate line items manually because nothing connects
The client asks for a status update and you share the whole board or send an email

With Plutio, here is how it works:

The client signs your proposal and a project is created automatically
Tasks are already assigned with due dates from your template
You track time on tasks with one click and the hours attach to the project
You generate an invoice and the tracked hours become line items automatically
The client logs into their branded portal and sees their project progress
You upload deliverables to the project. They download from the same place.

Trello covers visual task organization with Kanban boards. Plutio handles the task organization plus the business workflow that actually pays you: proposals that create projects, time tracking that feeds invoices, and client portals where clients see progress without emailing you.

Where Plutio wins (the proof)

These are verifiable differences, not opinions.

1. Invoicing: Plutio has it, Trello does not

Trello: No invoicing at all. No invoice builder, no payment collection, no subscription management. You need QuickBooks, FreshBooks, or Wave for billing.

Plutio: Drag-and-drop invoice builder, subscription management for recurring billing, payment plans with installments, and payment collection through Stripe, Square, PayPal, or ACH.

The proof: Trello's official features page lists boards, lists, cards, and Power-Ups. Invoicing is not mentioned because it does not exist.

2. Time tracking: Built-in vs add-on

Trello: Requires third-party Power-Ups like Clockify or Everhour. Time data lives in the Power-Up, not in Trello, and has no connection to billing.

Plutio: Built-in time tracking at the task level. One-click timers, billable rates per project or client, and one-click invoice generation from time logs.

The proof: G2 reviewers consistently mention needing external tools for time tracking and invoicing when using Trello for client work.

3. Client portals: Branded workspace vs shared board

Trello: You can invite clients as guests to view boards, but they see your internal workspace with Trello branding. No way to hide internal cards or create a dedicated client view.

Plutio: Clients log into a branded portal at your custom domain. They see only what you choose to share: tasks, files, and progress. Your internal workflow stays private.

The proof: Search Trello's official support documentation for custom domains or white-labeling. The features do not exist.

When Trello might still work

No tool fits every workflow. Trello might still work if:

You only need task visualization. If your workflow is internal team organization with no client billing, Trello's Kanban boards handle that without extra features you will not use.
You already have billing tools you love. If QuickBooks and Harvest are working for you and you just need better task boards, Trello keeps things simple.
You want a free tier. Trello's free plan includes unlimited cards, up to 10 boards per workspace, and basic Power-Ups. Plutio has a 14-day trial but no permanent free tier.
You prefer the Power-Up ecosystem. Trello has 200+ Power-Ups that add specific features. If you want to pick and choose exactly what connects to your boards, Trello offers that flexibility.

But if you need project management connected to invoicing, time tracking, contracts, and client portals in one platform, Plutio fits better.

Why they switched: real outcomes

What happens when Trello users switch to Plutio?

West 7th Design Studio reduced client support requests by 90% after switching. Clients got one branded portal to see progress instead of chasing updates through email or shared Trello boards. Their workflow stayed in one place instead of scattered across Trello, QuickBooks, and email.

YazMarketing increased their sales pipeline by 80% after moving to Plutio. Connecting proposals directly to projects meant less manual handoff, faster client onboarding, and more capacity to take on new work.

These results come from connecting the full workflow. When proposals flow into projects automatically, when time tracked becomes invoice line items, and when clients can check their own portal, the admin overhead drops and capacity for real work increases.

Final verdict

Trello and Plutio approach work management from different angles. Both are well-rated: Plutio holds a 4.4/5 on G2 while Trello has a 4.4/5 rating with over 13,000 reviews.

Trello has built effective visual task management. Kanban boards are simple to learn and widely adopted. Power-Ups extend functionality when you need calendar views, automation, or integrations. For teams who primarily need internal task organization, Trello delivers.

The limitations appear when freelancers need to bill clients. Trello has no invoicing, no native time tracking, no proposals, no contracts, and no client portals. Each business function requires a separate tool: QuickBooks for invoicing, Harvest for time tracking, PandaDoc for proposals. You end up switching between apps, recreating client data in each one, and manually keeping everything in sync.

Plutio handles task management with Kanban boards and Gantt charts, then connects that work to everything else a freelancer needs. Proposals become projects automatically. Time tracked on tasks flows into invoices with one click. Clients see progress in a branded portal instead of shared Trello boards.

How to switch from Trello to Plutio

Switching from Trello to Plutio means keeping your project structure while adding invoicing and client portals.

Step 1: Export your Trello data
Download your boards as JSON files from Trello's export feature. Each board exports with all cards, lists, labels, and attachments.

Step 2: Import into Plutio
Upload the JSON or recreate your project structure in Plutio. Map Trello lists to Plutio statuses (To Do becomes To Do, In Progress stays In Progress).

Step 3: Set up your project templates
Create project templates for your common workflows. Include all the tasks, subtasks, dependencies, and time estimates that Trello could not support.

Step 4: Configure your client portal
Set up your custom domain, add your branding, and configure what clients can see. When ready, invite clients into their new branded workspace.

Research & Sources

Every comparison and price point on this page is backed by direct research conducted in January 2026. We verify data across official product pages, user reviews, and third-party analysis to ensure accuracy.

Pricing verification sources

Plutio: Official pricing, GetApp reviews
Trello: Official pricing, G2 reviews

Verification methodology

For each feature in the comparison table:

We consult official product documentation
We verify with multiple third-party sources (G2, GetApp, TrustRadius)
We cross-reference with video demonstrations and user reviews
We update pricing monthly based on current published rates

If you find any inaccuracies, please let us know so we can investigate and update immediately.

Plutio vs Trello: full feature comparison for 2026

Project management, time tracking, client portals, proposals, invoicing, and automation compared side by side

PRICING Collapse	Plutio 198/199	Trello 55/199
Starting price	$19/month (Core plan)	$5/user/month (Standard plan, free tier available)
Free plan	No free plan (14-day trial available)	Yes (10 boards per workspace limit)
Trial period	14-day free trial	14-day Premium trial
PROJECT MANAGEMENT Collapse	Plutio 198/199	Trello 55/199
Manage projects and tasks	Fully flexible project and task setup you can shape to your workflow	Kanban boards with cards and lists
Project roles and permissions	Control exactly who can view or edit each part of a project	Admin, Member, Observer roles
Multiple task boards	Unlimited boards to run parallel workflows in the same project	Unlimited boards (paid plans)
Embeddable project boards	Live project boards embedded into client portals or websites	No native embed (Power-Up needed)
Sharable project boards	Read-only public links for sharing progress without risk	Shareable board links available
Project stages and milestones	Define custom project lifecycles for different types of work	Lists as stages (no milestones)
Connected proposals, contracts, and invoices	Everything related stays connected to the project automatically	No proposals/contracts/invoices
Custom project data fields	Track, sort, filter, and report on custom project data	Custom Fields (Standard+)
Kanban boards	Drag-and-drop tasks across customizable columns	Core feature - Kanban is Trello
Table view	Bulk-edit tasks like a spreadsheet	Table view (Premium only)
List view	Clean task lists with clear hierarchy	Cards in lists (default view)
Calendar view	See tasks and deadlines on a calendar	Calendar view (Premium only)
Gantt view	Plan work visually with task order and dependencies	Timeline view (Premium, not Gantt)
Subtasks	Break work down into multiple nested levels	Checklists only (not true subtasks)
Email to task	Turn emails into tasks without manual copying	Email-to-board creates cards
Task comments	Keep discussions tied directly to each task	Comments on cards
Task attachments	Store files directly on the task they belong to	File attachments on cards
Task priorities	Define priority levels that fit your workflow	Labels for priority (no native)
Task labels & color coding	Use unlimited labels to visually organize tasks	Color labels built-in
Multiple task assignees	Assign tasks to one or multiple teammates	Multiple members per card
Task templates	Reuse task-level structures across projects	Card templates available
Task permissions	Control access at the individual task level	Board-level only (not per card)
Task dependencies	Prevent work from starting out of order	No native dependencies (Power-Up)
Recurring tasks	Automate repeating work with flexible schedules	Via Butler automation rules
Custom task data fields	Add task-level fields for tracking custom details	Custom Fields (Standard+)
TIME TRACKING Collapse	Plutio 198/199	Trello 55/199
Time tracking system	Easily track time using timers or manual entries	No native time tracking
Task-level tracking	Log time directly against tasks and subtasks	Requires Power-Up (Clockify, etc)
Project-level tracking	See time spent per project and per client	Requires Power-Up
Billable time tracking	Clearly separate billable and non-billable time	No billable time feature
Billable time invoicing	Turn tracked time into invoices without extra steps	No invoicing capability
Timesheet reports	View detailed time reports by task, project, or client	Requires Power-Up
Team timesheets	See how each team member tracks their time	Requires Power-Up
PROPOSALS Collapse	Plutio 198/199	Trello 55/199
Create and send proposals	Create proposals clients can review, approve, and sign in one flow	No proposal feature
Drag-and-drop proposal builder	Create custom, branded proposals without layout limits or code	No proposal feature
Reusable proposal templates	Reuse proven proposal layouts across clients	No proposal feature
Real-time proposal analytics	See exactly when proposals are opened and reviewed	No proposal feature
Live messenger on proposals	Answer questions directly while clients review proposals	No proposal feature
Proposal flow automation	Move from proposal to contract, invoice, or booking automatically	No proposal feature
Convert proposal to invoice	Create invoices directly from approved proposals	No proposal feature
Packages and add-ons	Offer upsells and add-ons directly inside proposals	No proposal feature
Interactive pricing tables	Let clients choose options before approving	No proposal feature
Dynamic data and variables	Auto-fill proposal content with client and project data	Butler has some variables
Expiration dates	Automatically expire proposals after a set date	Due dates on cards
PDF Export	Download as branded PDFs	Print to PDF only
Reusable content blocks	Create reusable proposal sections you can reuse on demand	Card templates only
Legally binding e-signatures	Collect secure electronic signatures on proposals	No e-signature feature
Custom proposal data fields	Create custom proposal data you can sort, filter, and report on	No proposal feature
CONTRACTS Collapse	Plutio 198/199	Trello 55/199
Create and sign contracts	Create, send, and sign contracts in one continuous flow	No contract feature
Drag-and-drop contract builder	Create fully custom contracts with flexible layouts, no code or formatting limits	No contract feature
Legally binding e-signatures	Collect secure signatures with audit trails and signer verification	No e-signature feature
Multi-signature / signees	Collect signatures from multiple people on the same contract	No contract feature
Reusable contract templates	Reuse contract structures to create new agreements faster	No contract feature
Auto-reminders automation	Automatically follow up until contracts are signed	Due date reminders (Butler)
Dynamic data/variables	Auto-fill contract content with client and project data	Butler has variables
Contract automation triggers	Trigger automated workflows the moment a contract is signed	No contract feature
View notifications	See when contracts are opened and reviewed	Activity notifications
PDF download with signature certificate	Download signed contracts with official proof of signature	No contract feature
Custom signer data fields	Collect structured signer information during signing	No contract feature
Custom contract data fields	Create custom contract data you can sort, filter, and report on	No contract feature
INVOICES & PAYMENTS Collapse	Plutio 198/199	Trello 55/199
Create invoices and get paid	Send invoices and collect payments in one connected flow	No invoicing feature
Fully branded invoices	Match invoices to your brand with custom logos, colors, and layout	No invoicing feature
Drag and drop invoice builder	Create custom invoice layouts visually without formatting limits	No invoicing feature
Customizable line items	Edit pricing, quantities, descriptions, and structure freely	No invoicing feature
Item or invoice discounts	Apply discounts at the item or full invoice level	No invoicing feature
Customizable taxes	Create tax rules that match your location and use case	No invoicing feature
ACH payments	Accept bank transfers for lower-fee payments	No payment collection
Stripe integration	Accept credit and debit cards instantly	No payment collection
Square integration	Collect in-person payments when needed	No payment collection
PayPal integration	Let clients pay using PayPal	No payment collection
Flexible partial payments	Collect deposits and split payments across milestones	No invoicing feature
Payment plans	Break invoices into scheduled installments	No invoicing feature
Automated recurring invoices	Automatically send invoices on a recurring schedule	No invoicing feature
Subscription management	Manage ongoing client subscriptions and billing	No invoicing feature
Automated payment reminders	Follow up automatically until invoices are paid	No invoicing feature
Reusable invoice templates	Reuse invoice layouts without rebuilding each time	No invoicing feature
Multiple currency support	Bill clients globally in their local currency	No invoicing feature
Invoice automation triggers	Trigger automated workflows when invoices are sent or paid	No invoicing feature
View notifications	See when invoices are opened and paid	Activity notifications
Built-in expense tracking	Track project-related costs alongside invoices	No expense tracking
Invoice deposits	Collect upfront payments before work starts	No invoicing feature
Auto-invoice billable time	Turn tracked time into invoices automatically	No invoicing feature
Custom invoice data fields	Create custom invoice data you can sort, filter, and report on	No invoicing feature
INBOX Collapse	Plutio 198/199	Trello 55/199
Centralized unified inbox	Manage email, chat, and messages from one shared inbox	No unified inbox
Full email integration	Connect and manage all your email accounts in one place	Email-to-board only
Embeddable live chat	Add real-time chat to your website and client portals	No live chat
Instant direct messages	Message teammates privately without leaving your workspace	No direct messaging
Contextual project conversations	Keep conversations tied directly to the project they belong to	Comments on cards
Team channels	Create shared spaces for team-wide discussions	No team channels
Customized channels	Organize channels by team, topic, or workflow	No channels feature
@mentions	Notify teammates instantly inside conversations	@mentions in comments
Message read receipts	See when messages are read	No read receipts
File sharing in chat	Share files directly inside conversations	Attachments in comments
Shared email inbox	Collaborate on incoming emails as a team	No shared inbox
Inbox mobile app	Access and respond to messages on mobile	Notifications only (no inbox)
Email reply to inbox	Reply from your email client and keep conversations synced	No email inbox feature
FILES Collapse	Plutio 198/199	Trello 55/199
Store and manage files	Keep all client and project files in one organized place	File attachments on cards
Advanced folder organization	Organize files by project, client, or structure you choose	No folder structure
Folder permissions	Control who can view or edit folders	No folders
People folders	Group files by person when needed	No folders
Project folders	Keep files scoped to each project	No folders
In-app previews	Preview files instantly without downloading	Preview attachments
Custom file data fields	Capture file metadata you can sort and filter	No file custom fields
Built-in documents	Create and edit documents directly inside Plutio	No native documents
Comments on files and docs	Leave comments directly on files and documents	Comments on cards with files
Bulk file actions	Move, tag, or manage many files at once	No bulk file actions
Files search & filter	Find files quickly using search and filters	Search finds attachments
External cloud sync	Sync files with Google Drive or Dropbox	Google Drive, Dropbox Power-Ups
Secure sharing controls	Restrict access with permissions or passwords	Board-level permissions only
File sharing links	Share files externally with controlled access	Attachment links shareable
SCHEDULING Collapse	Plutio 198/199	Trello 55/199
Schedule meetings	Let clients book meetings directly without back-and-forth emails	No scheduling feature
Branded booking page	Build a fully branded, customizable booking system using a drag-and-drop editor	No booking pages
Advanced availability management	Define flexible availability rules applied automatically to bookings	No scheduling feature
Automatic buffer times	Add buffer time automatically between meetings	No scheduling feature
Multiple meeting types	Create unlimited booking types with different rules and setups	No scheduling feature
Calendar sync (Google/Outlook)	Two-way calendar sync that stays up to date automatically	Google Calendar sync (Premium)
Customizable booking confirmations	Fully customizable confirmation pages with no layout or branding limits	No booking feature
Redirect after booking	Send bookers anywhere after scheduling, not just a fixed thank-you page	No booking feature
Booking automation triggers	Trigger automated workflows the moment a meeting is booked	No booking feature
Smart meeting reminders	Send automatic reminders without manual follow-ups	No meeting feature
Automatic timezone detection	Handle timezones automatically without manual adjustments	Timezone detection built-in
Paid appointments (Stripe/PayPal)	Collect payments during booking without extra steps	No payment collection
Custom booking forms	Build booking forms with full control over questions and layout	No booking feature
Minimum notice / daily booking limits	Set booking limits to control lead time and daily volume	No booking feature
Rescheduling and cancellation controls	Define flexible rules for rescheduling and cancellations	No booking feature
AUTOMATION Collapse	Plutio 198/199	Trello 55/199
Automated workflows builder	Build advanced workflows visually without code or rigid templates	Butler automation builder
Trigger-based workflows	Start workflows from real events across projects, clients, and payments	Butler rules and triggers
Schedule-based workflows	Run workflows on schedules you control, not fixed intervals	Scheduled Butler commands
Multi-step workflows	Chain multiple actions into one continuous automation	Limited multi-step support
True/False branching	Create conditional paths instead of one-size-fits-all flows	No conditional branching
Delay-based actions	Add precise timing between steps, down to minutes or days	Scheduled delays available
Create & update records	Create, update, or move records automatically across the system	Create/update cards
Move & duplicate records	Reorganize work automatically without manual cleanup	Move/copy cards and lists
Delete & archive records	Automatically archive or remove records based on rules	Archive cards and boards
API calls (webhooks)	Trigger or receive real-time events from external systems	Webhooks available
Send emails	Send automated emails tied to real workflow events	Email notifications only
Post comments	Add notes or comments automatically where work happens	Auto-comment via Butler
Complete automation logs	See exactly what ran, when, and why	Limited automation history
Auto-fill data/variables	Pass data between steps dynamically without manual mapping	Limited variable support
Cross-entity connections	Run workflows that span projects, tasks, proposals, invoices, and more	No cross-board automation
FORMS Collapse	Plutio 198/199	Trello 55/199
Create branded forms	Build fully branded forms that match your workflow and client experience	No form builder
Drag-and-drop form builder	Design forms visually with full layout control, no code required	No form builder
Reusable form templates	Reuse form structures without rebuilding from scratch	No form feature
Custom form data fields	Collect structured data you can sort, filter, and report on	No form feature
Smart conditional logic	Show or hide fields based on responses, not static forms	No form feature
Instant email notifications	Get notified immediately when forms are submitted	Activity notifications
Form automation triggers	Trigger automated workflows when a form is submitted	No form feature
Embed forms	Embed forms anywhere without layout restrictions	No form feature
Advanced field preferences	Control required, hidden, and default field behavior	No form feature
Comprehensive field types	Collect text, files, dates, selections, and more	No form feature
Form signature field	Collect legally binding signatures directly inside forms	No form feature
File upload fields	Accept file uploads as part of form submissions	No form feature
Redirect after submission	Send submitters to a custom next step, not a fixed thank-you page	No form feature
CRM Collapse	Plutio 198/199	Trello 55/199
Manage clients and leads	Manage contacts and companies in one connected system	Cards can track contacts
Full company management	Track organizations, not just individual contacts	No company management
Custom contact data fields	Collect and manage structured contact data you define	Custom Fields on cards
Complete activity timeline	See every interaction with a client in one place	Card activity history
Contacts labeling and grouping	Organize contacts flexibly without rigid pipelines	Labels on cards
WIKI Collapse	Plutio 198/199	Trello 55/199
Comprehensive knowledge base	Create an internal wiki for processes, docs, and guides	No wiki/knowledge base
Beautiful rich text pages	Write structured, formatted content without complexity	Card descriptions only
Unlimited nested pages	Build deep knowledge hierarchies without limits	No nested pages
Granular page permissions	Control exactly who can view or edit each page	No wiki feature
DASHBOARDS Collapse	Plutio 198/199	Trello 55/199
Custom dashboards and pages	Build dashboards around what matters to you, not fixed metrics	Dashboard view (Premium)
Drag-and-drop dashboard builder	Design dashboards visually with full layout control	No dashboard builder
Charts widget	Visualize data with customizable charts	Dashboard view has charts
Metrics widget	Track key numbers without manual reporting	Basic metrics in Dashboard
Goals widget	Monitor progress toward defined goals	No goals widget
Notes widget	Add contextual notes directly to dashboards	No notes widget
Calendar widget	View upcoming events alongside work and metrics	Calendar view (Premium)
Financial widgets	Track revenue and expenses in the same view	No financial widgets
BRANDING Collapse	Plutio 198/199	Trello 55/199
White-label and branding	Run the entire platform under your brand	Cannot remove Trello brand
Custom interface theme	Apply your brand colors across the system	Custom backgrounds only
Stylesheet customization	Fine-tune styling beyond basic theming	No CSS customization
Custom login/signup pages	Use branded authentication pages instead of generic screens	No custom login pages
Email branding	Send all system emails with your branding	Trello branding remains
Custom brand fonts	Use your own fonts throughout the platform	No custom fonts
Custom brand logos	Replace all platform logos with your own	Board background images
Custom domain name	Run everything on your own domain	No custom domains
Custom email SMTP	Send emails from your own email infrastructure	No custom SMTP
Full workspace embedding	Embed Plutio directly into your website or product	No embedding option
CUSTOMIZATION Collapse	Plutio 198/199	Trello 55/199
Flexible workspace setup	Shape the platform to match how your business works	Workspaces and boards
Main menu editor	Add, remove, or reorder navigation items freely	Limited menu customization
User-based menus	Show different navigation for different roles	No user-based menus
Custom user roles	Create role types beyond preset permissions	Admin, Member, Observer only
Advanced user permissions	Control access at a granular level	Workspace-level permissions
SSO / OAuth	Support enterprise-grade single sign-on	SSO via Atlassian (Enterprise)
INTEGRATIONS Collapse	Plutio 198/199	Trello 55/199
Connect with other tools	Integrate with external systems without lock-in	200+ Power-Ups available
Zapier integration	Connect to thousands of apps without custom code	Zapier supported
Make.com integration	Build advanced automation scenarios visually	Make.com supported
Pabbly Connect	Connect services without usage-based limits	Pabbly Connect supported
Full REST API access	Build custom integrations with full system access	REST API available
Incoming & outgoing webhooks	Send and receive real-time events	Webhooks supported
PLATFORM Collapse	Plutio 198/199	Trello 55/199
Mobile apps	Access your business from native mobile apps	iOS and Android apps
iOS app	Full-featured iPhone app	iOS app available
Android app	Full-featured Android app	Android app available
Mac desktop app	Native macOS app for desktop workflows	Mac desktop app
Windows desktop app	Native Windows app for desktop workflows	Windows desktop app

Try Plutio free

Plutio vs Trello FAQ: common questions answered

Is Plutio better than Trello?

Plutio and Trello serve different purposes. Trello organizes tasks on kanban boards with cards and lists. Plutio extends beyond task boards into proposals, contracts, invoicing, time tracking, and client portals. If you only need visual task organization, Trello performs well. If you need to manage the full client lifecycle from proposal to payment, Plutio fits better.

Can Plutio replace Trello?

Yes. Plutio includes proposals, contracts, e-signatures, invoices, payments, scheduling, time tracking, and project management. You can export your Trello boards and recreate projects in Plutio, then add the billing and client management features that Trello lacks.

Does Trello have project management?

Trello is built around kanban boards with cards, lists, and checklists. However, Trello has no built-in Gantt charts, no native time tracking, and limited task dependencies without Power-Ups. Most Trello users add third-party Power-Ups or pair Trello with other tools for complete project management features.

Does Trello include time tracking?

Not natively. Trello requires third-party Power-Ups like Toggl, Clockify, or Everhour for time tracking. Plutio includes built-in time tracking with manual entry and a stopwatch, plus automatic invoice generation from logged billable hours.

What are Trello Power-Ups?

Power-Ups are Trello add-ons that extend board functionality. Free accounts get limited Power-Ups per board. Premium accounts get unlimited Power-Ups. Common Power-Ups add calendar views, time tracking, and automation. Plutio includes these features natively without requiring add-ons or extra costs.

Which tool is better for photographers?

Trello works for organizing project tasks on visual boards. However, managing a multi-month client project with dozens of tasks requires more than kanban cards. Plutio offers Gantt charts for timeline planning, client portals for file sharing, contracts for booking, invoicing for payments, and project templates for repeatable workflows that photographers can customize for their business.

Can clients see project progress in both tools?

In Trello, you can share boards with clients as guests. They see cards and lists but this exposes your internal workflow. In Plutio, clients log into a dedicated client portal where they see only what you choose to share: tasks, files, deadlines, and messages tied to their project.

How much does Plutio cost compared to Trello?

Trello offers a free tier with limited boards and Power-Ups. Trello Standard costs $5/user/month and Premium costs $10/user/month. Plutio starts at $19/month (Core) or $49/month (Pro) with unlimited projects, time tracking, invoicing, proposals, contracts, and client portals included on all plans.

Can I import my Trello data into Plutio?

You can export boards and cards from Trello as JSON files. While there is no direct import, you can recreate your project structure in Plutio. The benefit is that Plutio adds invoicing, client portals, and time tracking that Trello does not have.

Which tool has better automation?

Both tools offer automation. Trello has Butler automation for moving cards, setting due dates, and triggering actions based on board events. Plutio has a visual automation builder that extends across the entire business workflow including invoices, contracts, client communication, and project milestones.

Does Plutio offer white-label branding?

Yes. Plutio offers complete white-labeling including custom domains, branded login pages, custom SMTP for emails, and CSS customization. Trello shows Trello branding throughout the interface and has no white-label options for client-facing views.

Why do creatives switch from Trello to Plutio?

Most creatives switch when they outgrow Trello kanban boards. They need Gantt charts for project timelines, client portals for progress visibility, built-in invoicing for payments, or time tracking for hourly work. Trello handles task visualization but lacks the business tools that client work requires.

What integrations does Plutio support?

Plutio connects to 5,000+ apps through Zapier, including Google Calendar, Stripe, PayPal, QuickBooks, Slack, and more. Plutio also has a REST API for custom integrations. Native integrations include calendar sync, payment processors, and email services.

Does Plutio have a mobile app?

Yes. Plutio has native iOS and Android apps that let you manage projects, communicate with clients, track time, and send invoices from your phone. The mobile apps sync in real-time with the web platform.

Does Plutio offer a free trial?

Yes. Plutio offers a 14-day free trial with full access to all features. No credit card required to start. You can explore proposals, contracts, invoicing, project management, and client portals before choosing a plan.

Is my data safe with Plutio?

Yes. Your data is private, encrypted, and never used to train AI models. Plutio uses industry-standard security practices including SSL encryption, regular backups, and GDPR compliance. You can export your data at any time.

How long has Plutio been around?

Plutio has been built and refined for over 10 years based on real freelancer and agency feedback. The platform is actively developed with regular updates and new features added based on user needs.

Can I import data from other tools into Plutio?

Yes. Plutio supports CSV imports for clients, projects, and invoices. You can migrate from most business tools including Trello, Dubsado, 17hats, and others. Our support team can help with complex migrations.

Does Plutio have a unified inbox?

Yes. Plutio has a unified inbox where you connect multiple email accounts and manage all client communication in one place. Client emails automatically sort into their conversation threads. Your team shares one inbox so no one misses urgent requests. Trello has no email or messaging features.

Does Trello have proposals or contracts?

No. Trello is kanban boards only. To send proposals and contracts, you need a separate tool like PandaDoc or Bonsai. Plutio includes proposals, contracts, and e-signatures connected to your projects and invoicing.

Can I use Plutio for team collaboration?

Yes. Plutio includes team features on all plans: shared inboxes, team channels, @mentions, task assignments, and workload views. You can create custom roles with granular permissions so team members see only what they need.

Find your all-in-one platform

Compare more alternatives

All the tools you'd normally juggle and pay for separately, now built into one intuitive platform, powered by Super Work AI - for a value that's hard to beat.

Plutio vs Asana

Compare task management, timelines, and project views.

Plutio vs Monday.com

Compare project boards, team dashboards, and automations.

Plutio vs Basecamp

Compare project management, team communication, and client access.

Plutio vs HoneyBook

Compare client booking, CRM, and project management tools.

Plutio vs Dubsado

Compare intake automation, project views, and client portals.

Plutio vs Bonsai

Compare freelance contracts, proposals, and tax tools.

Ready for more than Kanban boards?

Add proposals, invoicing, and client portals to your workflow

Start your 14-day trial and see how proposals create projects automatically, time tracking feeds invoices, and clients see progress in their branded portal.

No credit card required

Plutio - Your entire business, one login away

4.6/5 Rating

4.4/5 Rating

4.6/5 Rating

4.7/5 Rating