WP Project Manager vs Trello: Which One Fits Your Team?

Managing projects can feel like a challenge when your team grows or your tasks become complex. Without a proper system, it becomes challenging to keep everyone on the same page. All these lead to missed deadlines, wastage of resources, communication gaps, and a slowdown in progress.

That’s why businesses use project management tools to stay organized and productive. Two popular options are WP Project Manager, a WordPress-based tool, and Trello, a widely used online project board. Both help teams track tasks, collaborate, and complete projects on time.

Even though their goals are the same, they work in very different ways. If you are confused about which one fits your team better, this post will guide you through the comparison. In this article, we'll cover a detailed analysis of WP Project Manager vs Trello, including their key features, pricing, and use cases.

Let's get started without further delay!

What Is WP Project Manager?

WP Project Manager is a powerful project management plugin designed specifically for WordPress, developed by weDevs. It is designed for small businesses, agencies, freelancers, and anyone who already uses WordPress for their website or content management.

It comes with many helpful features like task lists, milestones, file sharing, time tracking, Kanban boards, Gantt charts, reports, and more options. You can also set user roles and permissions for safe collaboration. If you manage client projects, websites, or eCommerce stores on WordPress, this tool saves you from switching between platforms.

What Is Trello?

Trello is a cloud-based project management tool that uses a simple Kanban board system to organize work. It allows teams to create boards for projects, lists for stages, and cards for tasks. Each card can hold details like checklists, due dates, attachments, and comments.

All these make it easy to track progress visually. The tool is perfect for teams of all sizes and industries, from startups to large companies. Trello also supports collaboration by allowing team members to assign tasks, add notes, and share files. It can connect to apps like Slack, Google Drive, Jira, and more.

WP Project Manager vs Trello: Head-to-Head Feature Comparison

When choosing between WP Project Manager and Trello, understanding their feature sets is crucial to determining which tool aligns with your team’s needs. Both platforms offer robust task management and collaboration capabilities, but their approaches differ significantly. In this section, we'll carry out a head-to-head feature comparison between these two tools.

1. Task Management

WP Project Manager gives teams a detailed task management system inside WordPress. You can create projects, break them into tasks and subtasks, and assign them to specific team members. Each task can have deadlines, priorities, and progress tracking.

The plugin also includes milestones, Kanban boards, and Gantt charts to give a clear view of the project timeline. These features make it easy to handle complex projects that need careful planning, such as website development or content workflows.

Trello manages tasks using its well-known Kanban board system. Here, tasks are represented as cards that can be moved across lists to show progress. Each card can hold checklists, deadlines, attachments, and comments. This makes it simple for teams to see what stage each task is in.

2. Kanban Board

WP Project Manager includes a Kanban board. It lets teams move tasks between columns such as ‘To Do,' ‘In Progress,' and ‘Completed.' Each task card can show details like assignees, deadlines, and progress, making it easy to follow updates at a glance. This kanban board is connected with other features like milestones, time tracking, and reports of the plugin.

Trello is built around the Kanban board system as its core feature. It allows you to create boards for projects, lists for stages, and cards for tasks. This can be moved across lists with a simple drag-and-drop action. Though it is effective for quick organization, advanced functions like detailed reporting or time tracking require Power-Ups or external tools.

Explore the best Kanban Boards for WordPress project management.

3. Gantt Chart

WP Project Manager offers a built-in Gantt chart that gives teams a timeline view of their projects. It shows tasks, deadlines, and dependencies in a visual format. This makes it easier to plan ahead and track progress. Team members can see how tasks connect with each other and adjust timelines if something changes. This feature is extremely helpful for complex projects.

Trello does not have a native Gantt chart feature. To use Gantt-style timelines with Trello, you need to depend on a third-party extension that has integration with Trello.

Learn how to use Gantt Charts to schedule any project.

4. Time Tracking

WP Project Manager comes with a built-in time tracking feature that helps teams measure how much time is spent on each task or project. Team members can start and stop timers while working, and managers can see detailed logs of tracked hours. This makes it easier to monitor productivity, calculate billable hours, and prepare client reports directly from the WordPress dashboard.

Trello does not include native time tracking. Here again, you have to depend on an additional tool for time tracking.

Check this guide on how to master time management with WP Project Manager.

5. Detailed Reporting

WP Project Manager provides detailed reporting tools built directly into the plugin. You can generate reports on task completion, project progress, time spent on tasks, and overall productivity. These reports can be viewed inside WordPress or exported for clients and management.

This feature helps managers monitor performance, identify bottlenecks, and make informed decisions without relying on external tools.

Trello has very basic reporting by default. Its reporting is sufficient for simple tracking, but for in-depth analytics and client-ready reports, it may not be as convenient.

6. Mobile and Desktop Apps

WP Project Manager primarily works through the WordPress dashboard in a web browser. It does not have dedicated mobile or desktop apps.

Trello offers dedicated mobile apps for iOS and Android, as well as a desktop app for Windows and Mac. This allows users to manage tasks, update boards, and collaborate with their team from anywhere, even when they are away from a computer. Notifications, offline access, and real-time syncing make Trello highly flexible for remote teams who need constant access to project updates across devices.

7. Team Collaboration

WP Project Manager has strong built-in collaboration tools within the WordPress dashboard. Team members can comment on tasks, share files, participate in discussion threads, and receive real-time notifications. Role-based permissions let managers control who can view or edit specific projects, making it ideal for client projects or sensitive work.

Trello allows teams to collaborate using cards, comments, mentions, and attachments. Team members can assign tasks, discuss updates, and share files in real time. Its cloud-based platform ensures that everyone sees changes immediately, which is useful for distributed or remote teams.

Explore the best ways to improve team collaboration.

8. Document Management

WP Project Manager includes built-in document management features that allow teams to upload, share, and organize files directly within the WordPress dashboard. Documents can be attached to tasks or projects, making it easy for team members to access the right files at the right time. This integration keeps all project-related documents in one place.

Trello handles documents by allowing attachments to cards, including files from your computer or cloud services like Google Drive, Dropbox, and OneDrive. While this makes sharing and accessing files simple, Trello does not provide a full document management system.

Check how to create and update files in WP Project Manager.

9. Integrations

WP Project Manager is designed to integrate deeply with the WordPress ecosystem. It connects smoothly with popular WordPress plugins like WooCommerce, WP ERP, BuddyPress, and more. It also integrates Slack, Pusher, GitHub, and Bitbucket. So, this plugin is equally helpful for eCommerce and different types of project management.

Trello offers a wide range of integrations through its Power-Ups system. Teams can connect Trello to tools like Slack, Google Drive, Jira, Zoom, and many others. This flexibility allows Trello to adapt to different industries and project types. However, some advanced integrations require paid plans or third-party tools, which can add complexity and extra costs.

10. User Roles and Permissions

WP Project Manager provides advanced user roles and permission settings within WordPress. Administrators can assign specific roles to team members, controlling who can view, edit, or manage certain projects and tasks. Such granular control is especially useful for agencies handling client projects or larger teams needing structured access.

Trello offers basic user permissions at the board level. Team members can be added as admins, normal members, or observers, controlling overall access to boards. However, Trello does not allow detailed, task-level permissions like WP Project Manager.

11. Task Calendar

WP Project Manager includes a built-in task calendar that shows all tasks, deadlines, and milestones in a clear monthly, weekly, or daily view. Team members can see what needs to be done, when, and who is responsible for each task. The calendar integrates with other project features like milestones and time tracking, making it easier to plan work, manage deadlines, and avoid overlaps in team schedules.

Trello has no built-in calendar. Here again, you have to depend on an additional tool or extension to create and display a calendar.

WP Project Manager vs Trello: A Snapshot of Their Key Features' Comparison

Now, in a table, we'll summarize the comparison of the key features between these two plugins so you can have an idea about them at a glance.

WP Project Manager vs Trello: Pricing Comparison

Both WP Project Manager and Trello have a unique set of pricing schemes. Let's take a look at them below:

WP Project Manager: Pricing Plans

WP Project Manager has a free version available on WordPress.org. Besides, it has annual and lifetime plans. They are:

With WP Project Manager’s lifetime plans, you will always get up to a 30% discount. In addition, during different festivals and special campaigns, you can enjoy even bigger discounts on both annual and lifetime plans.

Note: Here, domain means website. As WP Project Manager is a WordPress-based plugin, you have to use it on a domain or a custom domain.

So, the number of users under a single domain is no longer a concern. Even if there are 100 users under one domain, the plugin price will remain the same, which will significantly reduce the overall cost.

Trello: Pricing Plans

Trello also has a free plan available. In addition to this, it has three pricing plans. They are:

• Standard – $60/annually (Per user)
• Premium – $120/annually (Per user)
• Enterprise – $210/annually (Per user)

WP Project Manager vs Trello: Use Cases

Hope you are enjoying. Let's now take a look at some use cases of these tools so you can easily understand, specifically, where each of these tools fits best.

WP Project Manager: Use Cases for Your Projects

Below we have presented and discussed three use cases of WP Project Manager so you can have an idea right away. Keep reading!

1. Managing WordPress-Based Projects

WP Project Manager is designed to handle projects that are built or run on WordPress. You can create tasks, set deadlines, assign team members, and track progress directly from your WordPress dashboard. This makes it easy to manage website development, content creation, or other WordPress-based work without switching between multiple tools.

2. Manage Multiple Clients and Receive Payments

Freelancers and agencies can manage multiple clients efficiently because WP Project Manager includes an invoice generator. You can create invoices for each client, track payments, and keep all client-related tasks and files in one organized workspace. This makes client management professional and hassle-free.

3. Team Collaboration for Small to Medium Businesses

Small and medium-sized teams can collaborate effectively using WP Project Manager. Team members can comment on tasks, share files, and monitor project progress in real time. Everyone stays on the same page, which reduces miscommunication and ensures projects are completed on time.

Trello: Use Cases

Similarly, we have covered three use cases of Trello in this section. Hope this will provide you with a clear idea of where Trello fits best.

1. Visual Task Management

Trello uses boards, lists, and cards to give a clear visual overview of tasks. It is ideal for teams or individuals who prefer a drag-and-drop interface to organize their work. You can see at a glance what tasks are in progress, pending, or completed, which makes project tracking simple and intuitive.

2. Cross-Platform Team Collaboration

Trello is cloud-based, so teams can collaborate from anywhere using any device. Whether your team is remote or spread across different locations, everyone can update tasks, share comments, attach files, and track progress in real time without logging into multiple tools.

3. Simple Personal or Team Projects

Trello is also great for smaller projects or personal organization. For example, planning a marketing campaign, tracking content ideas, or even managing a personal to-do list. Its simplicity makes it easy for anyone to use without a steep learning curve, while still offering flexibility and customization.

Which One Fits Your Team?

Hope by now, you have got a detailed idea about both these tools. If you are looking for a feature-rich project manager plugin, you should definitely go for WP Project Manager. However, if you're looking for a tool to manage simple projects that aren't too complex, you may want to try Trello.

However, when it comes to managing multiple complex projects at a time, Trello will never be a sufficient tool. WP Project Manager, something that must come to your mind. But you may again ask, why WP Project Manager has so many cloud-based tools, like Jira and Asana, out there!

It's because of budget-friendliness. WP Project Manager is the most affordable and budget-friendly project manager plugin, which is why it should be a great choice for small and medium enterprises. If you have any further queries in your mind, mention them in the comment box below or knock at our live chatbox.