TLDR (Summary)
The best project management software for writers is Plutio ($19/month).
Writers need project management that tracks content pipelines from pitch to publication, connects revision rounds to original briefs, links logged hours directly to invoice line items, and keeps all client communication in one thread alongside project files. Generic task managers organize to-dos but don't connect work to payment, so writers spend hours updating spreadsheets, reconciling timesheets with invoices, and searching email threads for client feedback on drafts submitted weeks ago. Plutio treats writing as client-service work that requires visibility from assignment through payment, not just a list of completed tasks.
36% time goes to administrative work rather than billable writing. Project management that connects assignments to invoicing eliminates the manual reconciliation that eats writing time.
For additional strategies, read our freelance project management guide.
What is project management software for writers?
Project management software for writers is software that organizes content pipelines from pitch through publication with complete visibility across assignments, deadlines, revisions, and payment status.
The distinction matters: generic task managers track to-dos without connecting them to revenue, clients, or the work. Writing-focused project management links every assignment to its client relationship, deadline requirements, revision history, time investment, and invoice, so nothing falls through the cracks between accepting a pitch and collecting payment.
What writers project management actually does
Core functions include tracking assignments from pitch to payment, organizing revision rounds with version history, connecting logged writing time to billable hours, managing multiple deadlines across different publications, and maintaining complete visibility of what's pitched, what's accepted, what's in progress, what's submitted, and what's paid. Writers juggling 10-20 active assignments across different outneed to see everything in one view rather than reconstructing project status from scattered notes and email threads.
Content pipeline vs generic task lists
Generic project management shows tasks as complete or incomplete. Writing project management shows where each piece sits in the pipeline, pitched and awaiting response, accepted and researching, first draft in progress, submitted and pending feedback, revisions requested, final draft approved, invoiced, or paid. The difference: writers need context about client relationships and payment status, not just whether a task is checked off. An article marked complete but never invoiced means work completed without compensation.
What makes writers project management different
Writers face unique challenges that generic tools miss: managing multiple revision rounds without losing track of original scope, tracking billable hours across different rate structures, maintaining visibility when juggling 15+ simultaneous assignments for different publications, and connecting finished work to invoices without manual data entry. Writing is deadline-driven, revision-heavy, and rate-variable, characteristics that require specialized workflow visibility. Without project management that handles multiple assignments, complex revision tracking, and direct connections to invoicing, hours disappear into reconciliation work that should take minutes, not afternoons.
When project management connects to client records, time tracking, and invoicing, assignments flow from acceptance through payment without requiring writers to maintain parallel systems in spreadsheets and email folders.
Why writers need project management software
Writers who manage more than 5-8 active assignments simultaneously face a compounding problem: each additional project multiplies the coordination overhead required to track deadlines, revisions, payment terms, and client communication across disconnected tools.
One assignment sits comfortably in memory. Five assignments stretch recall but remain manageable. Ten assignments require external tracking or details slip. Twenty assignments make it impossible to remember which editor requested what revision, which invoice corresponds to which delivered piece, or which pitch got accepted versus ghosted. The administrative burden scales faster than the writing work.
The deadline collision problem
According to project management research, 60% admin, administrative coordination instead of actual work. For writers specifically, that manifests as checking multiple calendars to identify conflicting deadlines, searching email to find the exact word count an editor specified three weeks ago, cross-referencing completed drafts against outstanding invoices to catch unbilled work, and reconstructing revision history when a client disputes what was originally agreed. Every hour spent on this coordination work is an hour not spent writing, researching, or pitching new assignments.
The fragmentation problem
You stack 4-7 disconnected tools: task manager for deadlines, time tracker for billable hours, spreadsheet for invoice tracking, email for client communication, cloud storage for drafts, invoicing software for billing, and calendar for deadline visibility. Each tool handles one function, but none share data automatically. Finishing a draft means manually updating the task manager, logging final hours in the time tracker, creating an invoice line item from memory, filing the final version in the correct client folder, and noting completion in the master spreadsheet. The same information gets entered five different places, and discrepancies emerge because tools don't sync.
The revision tracking breakdown
Managing revision rounds without integrated tools creates chaos. A client requests changes to a piece submitted two weeks ago. Finding the original brief requires searching email. Locating the submitted draft means checking cloud storage across multiple folders. Determining whether revision time was included in the original quote requires referencing the proposal or contract sent a month prior. Confirming how many revision rounds remain requires reviewing the agreement. Then all revision work needs manual time tracking, and if the scope expands beyond what was originally quoted, that additional billing needs separate documentation. Multiply this across 15 active assignments and 36% time disappears into project administration rather than writing.
The scaling tipping point
You hit a threshold around 8-12 active assignments where the manual tracking approach breaks down completely. Below that number, mental recall and basic tools suffice. Above that threshold, details slip, deadlines get missed not because the work wasn't done but because the calendar wasn't checked, invoices go unsent because there's no systematic prompt after delivery, clients get frustrated because their feedback email was buried under 50 other messages, and figuring out what you're actually making becomes impossible because hours worked are disconnected from payments received. Growth stops not because demand is lacking but because the administrative overhead makes taking on more work untenable.
Connected project management software absorbs the admin work that would otherwise scale linearly with each new assignment. The coordination that takes 8 hours manually happens automatically when assignments, time tracking, client communication, and invoicing share data.
Project management features writers need
The essential project management features for writers connect content pipeline organization with time tracking, revision management, deadline visibility, and invoicing, while handling the unique patterns that writing work requires.
Core project management features
- Content pipeline stages: Writers need visibility across pitches pending response, accepted assignments in research phase, drafts in progress, pieces submitted and awaiting feedback, revisions requested, final drafts approved, work invoiced, and invoices paid. Generic "to-do" and "done" stages miss the nuance of writing workflows where multiple assignments sit at different pipeline stages simultaneously.
- Deadline and milestone tracking: Managing 15 different deadlines across publications requires calendar integration that shows what's due this week, what's coming up in two weeks, and what's overdue because client feedback arrived late. Buffer time visibility matters, assignments that need editor review 48 hours before publication require different scheduling than pieces with same-day turnaround.
- Revision round management: Track which draft version was submitted when, what feedback was received, what changes were made, and how many revision rounds remain within the original scope. When clients request their third round of changes on a contract that included two revisions, that context needs to be visible instantly to inform scope-change conversations.
- Time tracking per assignment: Writers working across different rate structures, some clients pay per word, others per hour, others per project, need precise time tracking that connects to each specific assignment. Knowing that a $500 article took 8 hours to complete reveals a $62.50/hour hourly rate, informing future pricing decisions.
- Client and publication organization: Assignments need to connect to their client or publication relationship so writers can instantly see all work for TechCrunch versus all work for Forbes, compare payment patterns across outlets, and identify which relationships are worth maintaining versus which consistently underpay for effort required.
Writers-specific features
- Version and draft tracking: Writing requires managing multiple versions of the same piece, initial draft, first revision, second revision, final approved version. Version history prevents confusion about which draft was most recently submitted and what changes were made between versions. Industry standard is 3-5 revisions for most professional writing, making version control essential rather than optional.
- Word count and scope tracking: Assignments come with specific requirements, 1,200 words, 3 expert quotes, 5 examples, SEO keywords. Tracking these parameters alongside the project prevents scope drift where a 1,200-word assignment expands to 2,000 words without corresponding payment adjustment.
- Payment term visibility: Different publications pay on different schedules, some pay on acceptance, others net-30 from publication, others net-60 from invoice. Tracking these terms alongside assignments enables cash flow forecasting and identifies which outlets tie up capital for extended periods.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors. All client-facing communications show your brand, not the tool's branding, important for writers building professional reputation with high-profile publications.
- Unified inbox: All client messages arrive in one place, proposal questions, assignment briefs, revision requests, approval confirmations. Reply directly without opening email or losing context.
- Permissions: Control who sees what, useful for writers working with editors or collaborators who need access to specific projects without viewing financial information.
- Automations: Create rules that trigger actions without your involvement. Common writer automations include: send invoice automatically when project status changes to completed, remind client when revision feedback is overdue, create follow-up task 7 days after pitch submission if no response received.
The deciding factor for writers is integration depth. Project management software that connects with time tracking, invoicing, contract management, and client communication eliminates duplicate data entry, the assignment details entered once populate project records, time logs, invoice line items, and payment tracking automatically.
Project management software pricing for writers
Project management software for writers typically costs $10-50 per month for individual plans, with integrated platforms providing complete functionality that would otherwise require 3-5 separate subscriptions.
What writers typically pay for project management tools
- Asana: $10.99-24.99/month (annual billing). Forces 5-seat increments after 5 users. Includes task management, timeline views, and automation but lacks time tracking and invoicing.
- Monday.com: $9-19/month (annual billing). Requires 3-seat minimum on paid plans. Provides project boards and deadline tracking but no built-in time tracking or billing.
- Trello: $5-10/month (annual billing). Limited features on lower tiers. Handles basic task organization but lacks time tracking, invoicing, and client communication tools.
- ClickUp: $7-12/month (annual billing) plus $9/month per user for AI features. Reported slow loading times (3-5 seconds). Includes extensive features but requires separate tools for invoicing.
All these options organize work but don't connect projects to revenue. Writers need separate subscriptions for time tracking ($8-15/month), invoicing software ($12-20/month), and client portal or communication tools ($10-25/month). Total monthly cost: $40-80 when stacking tools to match what integrated platforms provide in one subscription.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited project management plus time tracking, invoicing, proposals, contracts, scheduling, client portals, and file storage. Up to 9 active clients.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions, priority support. All Core features included.
- Max: $199/month: Unlimited team, full white-label with custom domain, single sign-on, dedicated account manager. All Pro features included.
The ROI calculation for writers
- Eliminated subscriptions: Replacing separate task manager ($12), time tracker ($9), invoicing software ($15), contract tool ($15), and file storage ($10) saves $61/month in subscription costs, more than paying for Plutio Core while gaining integrated functionality.
- Recovered writing time: 36% of goes to admin work. For a writer working 40 hours weekly, that's 14.4 hours on administration. Connected software that eliminates manual data entry, invoice reconciliation, and project status updates recovers even 25% of that time (3.6 hours weekly), that's 15 hours monthly. At a $75/hour writing rate, 15 recovered hours equal $1,125 in additional time you could bill for.
- Reduced billing gaps: Automated invoicing from logged time prevents the common problem where finished assignments don't get invoiced for weeks because there's no systematic trigger. Writers typically have $800-2,000 in unbilled completed work at any time, automatic invoice generation from project completion eliminates this cash flow gap.
Project management software ROI comes through brought together subscriptions and recovered writing time. Plutio pays for itself when the 3-5 hours weekly saved on manual admin work gets reallocated to billable writing.
Why Plutio is the best project management for writers
Plutio handles project management as part of a complete platform where time tracking, invoicing, contracts, client communication, and file storage work together rather than as separate tools that need manual connection.
Content pipeline with revenue visibility
Assignments move through stages, pitched, accepted, in progress, submitted, in revision, approved, invoiced, paid, with complete visibility at every step. But unlike generic project boards, each project shows time logged versus estimated hours, what you're making based on rate and hours invested, and payment status. Writers see immediately which assignments pay well and which ones are eating more hours than they're worth. A $400 article that's already consumed 10 hours of work shows a $40/hour hourly rate before it's even finished, prompting scope conversations before you lose more money. Money-connected project visibility is what separates managing a writing business from just checking off tasks.
Revision tracking with scope protection
Each project maintains complete version history, first draft submitted March 15, revisions requested March 18 with client feedback attached, second draft submitted March 22, final approval March 24. When a client requests their fourth round of changes on a contract that specified two revisions, that history is visible immediately. Writers can reference the original agreement, show what's been delivered, and frame additional revisions as scope changes requiring updated compensation. Without this visibility, work expands invisibly, assignments expand from 1,200 to 2,000 words, two revision rounds become five, and payment remains unchanged because there's no systematic documentation of what was originally agreed versus what was ultimately delivered.
Time tracking built into project workflow
Start a timer when beginning research for a TechCrunch article. Stop it when finished. Time logs attach directly to that specific project, no separate time tracking app, no manual entry, no reconciliation required. At month's end, all hours are already allocated to their corresponding assignments. For per-hour clients, time logs convert directly to invoice line items automatically. For per-project clients, time tracking reveals actual hourly rates earned, showing that a $600 article that required 15 hours of work paid $40/hour while a $300 article completed in 3 hours paid $100/hour. The data informs future pitch decisions: which types of assignments are worth accepting and which consistently underpay for effort required.
Automated invoicing from completed projects
Finish an assignment, mark the project complete, and Plutio generates an invoice automatically, pulling client details, project description, hours logged (if hourly), and agreed rate from the project record. No manual invoice creation, no copying information between systems, no risk of forgetting to invoice completed work. For writers managing 15-20 active assignments monthly, this automation prevents the common cash flow problem where $2,000-3,000 in completed work sits unbilled because there's no systematic trigger to create invoices after delivery. Invoices go out immediately when work completes, payment links are included automatically, and reminders send on schedule, converting completed assignments into cash flow without requiring manual intervention.
Client portals that centralize communication
Writers working with 10+ different publications typically juggle communication across email threads, messaging apps, and project comments in whatever tool each client prefers. Plutio flips this: clients access their branded portal where all communication, files, drafts, and project status live in one place. Submit a draft through the portal. Client reviews and leaves feedback in the same location. All comments and revisions stay attached to the project record rather than scattered across email. When a client asks about an article from three months ago, the entire history, brief, drafts, feedback, revisions, final approval, is instantly accessible from their portal rather than requiring an email archaeology expedition through hundreds of messages.
Deadline visibility across all assignments
Writers juggling assignments for Forbes (due Monday), TechCrunch (due Wednesday), HBR (due Friday), and three other outneed complete deadline visibility. Plutio's calendar view shows all project deadlines across every client, color-coded by status, with buffer time for client review built in. See what's due this week, what's coming next week, and what needs to start today to hit deadlines. Assignments that require editor review 48 hours before publication show that buffer time automatically. When deadlines conflict, two major pieces due the same day, that collision becomes visible immediately rather than surprising you the night before.
Proposal to project flow
Pitch a new assignment by sending a proposal that outlines scope, deliverables, word count, revision rounds, timeline, and fee. Client reviews through their portal and accepts with digital signature. Proposal acceptance automatically creates the project with all specifications pre-filled, scope copied from proposal, timeline set according to agreed dates, payment terms recorded. What would take 10 minutes of manual setup in separate tools happens instantly. The original proposal stays attached to the project, providing scope reference throughout the writing and revision process. When clients request changes beyond original scope, the proposal is immediately accessible to reference what was agreed.
White-label everything
Use your own domain. Upload your logo, set your brand colors and typography. Every client-facing touchpoint, proposals, contracts, invoices, client portals, project communications, shows your brand, not Plutio's branding. For writers building professional reputation with high-profile publications or corporate clients, this brand consistency matters. Clients see your professional business identity, not generic tool branding that undermines credibility.
Unified inbox for all client communication
When a client comments on a draft, questions a proposal, approves an invoice, or requests revisions, the message appears in one inbox. Reply directly without opening email. All communication stays threaded with the relevant project, proposal, or invoice, no more searching email to find that specific piece of feedback from three weeks ago. Writers working with 12+ active clients typically receive 30-50 project-related messages weekly. Centralized communication with project context attached eliminates the coordination overhead of managing separate email threads for each assignment.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. Useful for writers working with editors or collaborators who need access to specific projects without viewing financial information, an editor can see drafts and provide feedback without accessing invoicing or payment data. Or grant a researcher access to specific assignments they're supporting without exposing other client work. Permissions scale with business complexity.
No-code automations
Create rules that trigger actions without your involvement. Common writer automations include: send invoice automatically when project status moves to completed, schedule follow-up task 7 days after pitch submission if client hasn't responded, create reminder when revision feedback is overdue by 48 hours, send thank-you message when invoice is paid. These automations handle the repetitive follow-up and coordination work that otherwise requires constant attention.
Native integrations for writer workflows
Connect Stripe and PayPal for payment collection on invoices. Sync Google Calendar or Outlook to maintain deadline visibility alongside other commitments. Use Zapier to connect 3,000+ other apps, publish completed drafts to WordPress, notify your Slack when invoices are paid, add new clients from form submissions. Integrations extend functionality without requiring separate tool management.
Everything runs from one app with your branding, your content pipelines, and your workflow logic. Assignments connect to time tracking, which connects to invoicing, which connects to client communication, eliminating the manual bridging work that currently eats 36% of available writing time.
How to set up project management in Plutio
Setting up project management in Plutio takes 2-4 hours for initial configuration, then 5-15 minutes per new assignment after your templates and integrations are in place.
Step 1: Configure default settings (30 mins)
Set your default rate structure (hourly, per-project, or per-word), establish standard payment terms (net-15, net-30), choose default currency, configure tax settings if applicable, and set your availability for client scheduling. Define content pipeline stages that match your workflow, suggested stages for writers: Pitched, Accepted, Researching, First Draft, Submitted, In Revision, Approved, Invoiced, Paid. Customize stage names to match your terminology, some writers use Planning, Writing, Editing, Delivered instead.
Step 2: Create project templates (1-2 hours)
Build 3-5 templates covering your common assignment types. For writers, recommended templates include:
- Blog article (800-1,200 words): Template includes research phase, outline approval, first draft, revision round, final delivery. Pre-set timeline: 2 days research, 1 day writing, 1 day for client feedback, 1 day revisions. Standard rate and payment terms pre-filled.
- Long-form feature (2,500+ words): Extended timeline with interview phase, multiple draft stages, fact-checking step. Template includes milestones for outline approval, first draft delivery, revision deadline, and publication date.
- Technical or white paper: Longer timeline, higher rate, additional revision rounds. Template includes expert review phase and technical accuracy verification step.
- Ongoing content series: Recurring project structure for clients with monthly article commitments. Template includes standard deliverables, consistent timeline, and automated invoicing schedule.
- Copywriting project: Shorter turnaround, different rate structure. Template optimized for fast-turnaround marketing copy with emphasis on revision management.
Step 3: Connect integrations (20 mins)
Link Stripe and/or PayPal for invoice payments. Connect your calendar (Google Calendar or Outlook) so project deadlines appear alongside other commitments. Test each integration before using with clients, create a test invoice and process a $1 payment to verify Stripe connection works correctly.
Step 4: Import existing assignments (30 mins)
Upload existing active projects via CSV export from your current system (spreadsheet, Trello, Asana). Map fields appropriately, assignment name becomes project title, deadline becomes due date, client name links to client record, status maps to pipeline stage. Alternatively, manually create 2-3 current assignments to establish your system before migrating historical data.
Step 5: Test with one real assignment
Run through the complete workflow with an actual client assignment rather than a test project. Create project from template, track time while working, submit draft through client portal, receive feedback via portal, complete revisions, mark project complete, verify invoice generates automatically, send invoice to client. The real-world test reveals any workflow gaps before you migrate all assignments.
Common setup mistakes to avoid
- Over-customizing too early: Start with minimal pipeline stages (Pitched, In Progress, Submitted, Completed, Invoiced) and refine based on actual use. Adding 12 hyper-specific stages before understanding your workflow creates unnecessary complexity.
- Ignoring mobile: Download the mobile apps during setup and test key workflows, especially time tracking and client communication. Many writers track time from phones or tabwhile researching on the go.
- Skipping automation setup: Configure automatic invoice generation and payment reminders during initial setup. These automations provide immediate value and prevent cash flow gaps from forgotten invoicing.
Build templates for the 80% cases that cover most of your assignments. A well-configured blog article template that gets used 40 times monthly is more valuable than 10 hyper-specific templates that rarely apply.
Project management organization for writers
Organizing project management creates clarity across multiple simultaneous assignments and enables efficient content pipeline visibility.
Pipeline stage organization for writers
- Pitched/Proposed: Ideas sent to editors or publications, awaiting response. Track pitch date and follow-up timeline, if no response within 7-14 days, automation prompts follow-up or re-pitch to different outlet.
- Accepted/Confirmed: Assignment confirmed with scope, deadline, and rate agreed. Proposal accepted or brief received. Ready to begin research or writing.
- Research/Planning: Active assignments in research phase, gathering sources, conducting interviews, organizing outline. Time tracked separately from writing to understand research investment per piece.
- Writing/Draft: First draft in progress. Includes outline work, first draft writing, self-editing before client submission.
- Submitted: Draft delivered to client, awaiting feedback. Track how long assignments sit in client review, if feedback is delayed beyond agreed timeline, follow-up automation triggers.
- In Revision: Client feedback received, revisions in progress. Track revision round number against originally agreed scope.
- Approved/Final: Client has approved final draft. Ready for invoicing. Some publications have separate publication step if payment timing depends on publication date rather than approval date.
- Invoiced: Invoice sent, awaiting payment. Track against payment terms, net-15, net-30, net-60, to identify late payments.
- Paid/Complete: Payment received, project complete. Archive maintains history for future reference but removes from active pipeline.
Content pipeline stages
- Active assignments view: See all projects currently in writing, revision, or submission stages. The In Progress column is where daily focus goes, what needs writing today, what's awaiting feedback, what revisions are due.
- Awaiting client response: Assignments blocked by client, pitched ideas awaiting response, submitted drafts awaiting feedback, questions needing answers before proceeding. Separate view for work you can't control keeps it visible without cluttering active work view.
- Payment pipeline: Projects completed and invoiced but not yet paid. Shows expected cash flow and identifies late payments. Filter by payment due date to see what should have been paid already versus what's still within terms.
- By publication or client: View all assignments for specific outlets, everything for Forbes separate from everything for TechCrunch. Compare workload, payment patterns, and relationship health across different clients.
Information to track per assignment
- Assignment scope: word count, topic, required elements (quotes, examples, data), SEO keywords if applicable
- Timeline: assignment date, deadline, buffer time for client review, publication date if relevant
- Rate structure: per-word rate, per-hour rate, flat project fee, kill fee if applicable
- Revision scope: number of revision rounds included, what constitutes major revision requiring additional payment
- Time investment: hours logged for research, writing, revision separately to see what you're making by assignment type
- Payment terms: net-15, net-30, payment on acceptance vs publication, how client pays (check, direct deposit, PayPal)
- Client communication: all feedback, questions, approvals attached to assignment record for future reference
- Deliverables: final approved files, publication links once live, invoice records
Proven methods
- Review pipeline weekly: Every Monday, review everything in Submitted stage that's awaiting feedback beyond agreed timeline. Follow up on delayed responses. Check everything in Approved stage and verify invoices were sent. Confirm nothing sits in Invoiced stage beyond payment terms without follow-up.
- Track effective hourly rates: Even for per-project assignments, log hours to calculate actual hourly rate earned. The data reveals which assignment types pay well and which consistently pay below your target rate.
- Document scope changes immediately: When clients request additional work beyond original agreement, document it in project notes in real-time. The notes create a paper trail for scope adjustment conversations and prevents work from expanding without you noticing.
- Use templates ruthlessly: Create new projects from templates rather than starting blank. Templates make sure consistent information capture and prevent missing critical details like payment terms or revision limits.
Organized project management shows what you're actually making. Structure shows what you're earning, so It's easy to see which publications pay fairly and which ones consistently eat more time than they're worth.
Client portals for writers: project management connection
Client portals connect project management data to client-facing access, creating smooth collaboration without endless email threads.
Portal as content collaboration hub
Clients access their complete project history through branded portals. Current assignments with draft status, submitted articles awaiting their review, revision requests, approved final pieces, invoices, and payment history in one place. Project management organization powers what clients see, the pipeline stages and project details you maintain internally determine what appears in their portal view.
Consistent experience
Portal presentation reflects the organized project data in your system. Professional, consistent client experience across all interactions. When an editor logs in, they see all assignments for their publication, some in draft stage, others awaiting final revisions, others completed and invoiced. Everything organized and accessible without requiring you to manually compile status updates or search for old drafts.
Self-service access
Clients find their own drafts, project files, and invoices. A publication asks for a copy of that article from three months ago, they access their portal and download it themselves. Project management organization enables client self-service without administrative burden on your end. The alternative: searching your file system, locating the correct version, and emailing it, a 10-minute interruption that happens 2-3 times weekly across multiple clients. Multiply that across 12 active client relationships and 6-8 hours monthly disappear into file retrieval that portals eliminate.
Two-way visibility
Portal interactions feed back into project management. When a client leaves feedback on a submitted draft, that comment appears in your project record. When they approve a final version, project status updates automatically. Complete picture from both perspectives, you see their feedback, they see your revisions, everyone has context. No more "Did you get my comments?" confusion because feedback visibility is symmetric.
Relationship continuity
Portals maintain client relationships across multiple assignments. Returning publications find their complete history, previous articles, ongoing projects, future assignments. Connection maintained across assignment cycles. Particularly valuable for writers with ongoing client relationships, magazines with monthly article commitments, content marketing clients with weekly blog schedules, corporate clients with quarterly white papers. Portal becomes the long-term relationship hub that transcends individual assignments.
Portals make project management client-facing. Internal organization translates to external experience, your pipeline structure becomes their collaboration interface.
How to migrate project management to Plutio
Migration from another project management system typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between major project cycles rather than mid-month when 15 assignments are simultaneously due.
Step 1: Export from your current tool
You management software provides CSV export. Here's what to export from common tools:
- Asana: Export project data from each workspace. Go to project menu → Export → CSV. Exports include task names, due dates, assignees, status, but typically not time tracking data (which lives in separate tool).
- Trello: Export boards as JSON via board menu → More → Print and Export → Export JSON. Convert to CSV using online JSON-to-CSV converter for easier import.
- Monday.com: Export boards to Excel from board menu → Export. Save as CSV format for import compatibility.
- Spreadsheet system: If managing assignments in Google Sheets or Excel, clean data before export, remove empty rows, make sure consistent column headers, verify dates are formatted consistently.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported assignment list as reference to create new templates. Focus on forward-looking workflows, not historical archives. If your export shows 40% of assignments are blog articles between 800-1,200 words, that's your first template. If 25% are long-form features above 2,500 words, that's template two. Build templates that cover 80% of future assignments rather than trying to accommodate every historical edge case.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and file storage if using external cloud storage (Google Drive, Dropbox). Test each integration before relying on it, process test invoice payment, verify calendar events sync correctly, confirm files upload properly.
Step 4: Import data (30 mins)
Upload your CSV to Plutio. Map fields appropriately, assignment name to project title, deadline to due date, client name to client record, current status to pipeline stage. Plutio provides field mapping interface during import. Focus on importing active assignments only, projects currently in progress, recently submitted work awaiting feedback, approved pieces not yet invoiced. Historical completed work can remain in old system for archive reference.
Step 5: Run parallel for new work
Use Plutio for all new assignments accepted starting today while keeping the old system active for work already in progress. The parallel approach reduces transition risk, active assignments continue in familiar system while you build confidence with new tool using fresh projects. As assignments complete in the old system, they exit naturally without requiring migration. Within 4-6 weeks, most active work naturally moves to Plutio.
Step 6: Phase out the old tool
Once all active assignments move to Plutio (typically 30-60 days for most writers with monthly or weekly assignment cycles), cancel old system subscriptions. Export final archive data for record-keeping. You maintain old system exports as PDF or CSV backup rather than keeping subscriptions active for historical data access.
Common migration pitfalls to avoid
- Trying to migrate everything: Don't import 3 years of historical assignments. Focus on active work and forward-looking workflows. Historical reference can stay in archived exports or old system until subscription ends.
- Switching mid-cycle: If you have 12 assignments due within the next 10 days, wait until that deadline cluster passes before migrating. Switching project management systems while managing urgent deadlines adds unnecessary stress.
- Not testing integrations: Verify payment processing works before relying on it, send yourself a test invoice and process a $1 payment to confirm Stripe or PayPal integration is correctly configured. Finding payment integration issues when trying to send real client invoice is problematic.
- Abandoning old system too fast: Keep old system accessible for 60-90 days during transition. Occasionally you'll need to reference how something was organized or find old client communication. Having overlap period prevents panic when you need old data.
The investment in migration pays back in time saved on every future assignment. The 3-5 hours spent on setup eliminates 2-3 hours weekly spent on manual admin, invoice reconciliation, and project status updates, breaking even within 2 weeks and saving 100+ hours annually thereafter.
