SmartTask
Project management and CRM in one place for client delivery teams.
What is SmartTask?
SmartTask is a work management platform that combines task and project management with a built-in CRM, aimed at professional services and client delivery teams. It offers a genuinely unlimited free tier and affordable paid plans, positioning itself as an all-in-one alternative to running separate PM and CRM tools.
Best known for: Affordable PM plus CRM in one tool
Key features
- Task and project management
- Built-in CRM and sales pipeline
- Time tracking and workload views
- Timeline (Gantt) and dashboards
- Custom fields, forms, and workflows
- Portfolios and reporting
Who SmartTask is best for
- Professional services firms
- Client delivery teams
- Small agencies
Ideal team: Small to mid-sized service teams that want tasks, projects, and a lightweight CRM together in one tool.
SmartTask pricing
Free Forever
$0
- Unlimited tasks and projects
- Unlimited users and contacts
- Board, list, and calendar views
Premium
$6/per user / mo
- Custom fields and milestones
- Forms and reminders
- Private groups and workflows
Business
$11/per user / mo
- Timeline view and dashboards
- Time tracking and budgeting
- Portfolios and custom branding
Enterprise
Custom
- Single sign-on (SSO)
- Whitelabel and enterprise API
- Dedicated success manager
Costs to watch before you commit
- Premium and Business prices ($6 and $11 per user) require annual billing; monthly billing costs more
- Paid features like time tracking, budgeting, and dashboards are Business-tier only
- SSO, whitelabel, and API access are gated behind custom-priced Enterprise
SmartTask pros and cons
Pros
- The free plan allows unlimited users, tasks, projects, contacts, and guests, which is genuinely rare in this category
- Premium at $6 and Business at $11 per user undercut almost every comparable work management tool
- Built-in CRM alongside project management, so client work and the pipeline behind it share one system
- Time tracking and budgeting are included at Business rather than sold as add-ons
- Guests are unlimited on every tier, so client collaboration does not consume paid seats
- Call recording integration, which is unusual for a project tool and useful for client-facing teams
Cons
- The $6 and $11 rates require annual billing; monthly costs meaningfully more
- Timeline view, dashboards, portfolios, time tracking, and budgeting are all Business-tier only
- SSO, white-label, and API access sit behind quote-only Enterprise
- 4.4 from 65 reviews is a small evidence base next to Asana, ClickUp, or monday.com
- Smaller integration ecosystem and community than the major platforms
- Less brand recognition, which matters when persuading a team to adopt a new system
SmartTask review: a closer look
What SmartTask is
SmartTask is a work management platform that combines project and task management with a built-in CRM. Tasks, projects, portfolios, time tracking, and a sales pipeline live in one tool, which is an unusual pairing: most teams run a project tool and a CRM separately and reconcile them by hand. It is aimed squarely at client delivery teams, agencies, and small businesses where the work being managed is work sold to a customer.
The free plan is unusually generous, and that is the story
Free tiers in this category are normally trials in disguise, capped at a handful of users or projects precisely so you outgrow them. SmartTask's free plan allows unlimited tasks, unlimited projects, unlimited contacts, unlimited guests, and unlimited users. For a small team that needs shared task management and nothing more sophisticated, that is a complete product at no cost, and it will genuinely serve some businesses indefinitely. What it does not include is the reporting layer: timeline view, dashboards, portfolios, time tracking, and budgeting all sit at Business. So the honest way to evaluate SmartTask is to run the free plan properly and let it tell you whether you need those things, rather than guessing up front.
The CRM pairing is the real differentiator
This is the reason to choose SmartTask over a cheaper task tracker or a better-known platform. For an agency or a client delivery team, the project and the customer relationship are the same thing viewed from two angles, and keeping them in separate systems means duplicate contact records, status that lives in one place and not the other, and a monthly reconciliation nobody enjoys. SmartTask puts both in one tool. If your work is internal, that CRM is capacity you will not touch and you should compare on project features alone, where the established platforms are stronger. If your work is client work, it removes an entire second subscription and the sync between them.
Where the tiers actually split
Free covers task and project management for unlimited people. Premium at $6 adds the structural pieces: custom fields, milestones, reminders, forms, private groups, and workflows. Business at $11 adds everything a manager wants to see rather than everything a doer needs to work: timeline view, dashboards, portfolios, time tracking, budgeting, and call recording integration. That split is worth understanding because it means the upgrade trigger is usually reporting rather than capability. Teams that simply need to coordinate can sit low on the ladder; teams that need to show utilization or bill against budget are on Business from the start. Note too that both rates assume annual billing.
How it compares
Against Asana and monday.com, both are far better known with much larger ecosystems and cost several times more per seat. Against ClickUp, ClickUp offers more features at a similar price and is considerably more complex to configure. Against Trello, Trello is simpler and has no CRM or reporting depth. Against Todoist, that is task management rather than project management and a different purchase. Against running a project tool plus a separate CRM such as Capsule or Pipedrive, SmartTask replaces two subscriptions with one, which is the comparison that actually favors it. The honest summary: SmartTask wins on price and on the CRM pairing, and loses on ecosystem, recognition, and the weight of evidence behind it.
Who should use SmartTask?
A good fit
SmartTask fits agencies, consultancies, and client delivery teams of roughly 2 to 50 that manage projects and the customer relationships behind them, and would rather not pay for a project tool and a CRM separately. The unlimited free plan makes it an unusually low-risk trial, and unlimited guests mean clients can be brought into projects without buying seats for them.
Look elsewhere if…
Teams doing purely internal work will not use the CRM and should compare on project features, where Asana, ClickUp and monday.com are stronger. Organizations that need SSO or API access should price Enterprise before committing, since both are quote-only. Anyone needing timeline views, dashboards, or time tracking should budget Business at $11 rather than the $6 headline. And teams that need a large integration ecosystem will find the major platforms better served.
The verdict
SmartTask is a strong value proposition that suffers mainly from being less well known than its competitors. The free plan is genuinely unlimited on users, projects, and guests rather than a trial with a countdown, and the built-in CRM is a real answer for agencies currently paying for two systems and reconciling them by hand. Two things decide the tier. Reporting, not capability, is what pushes you to Business at $11, so if you need dashboards or time tracking start there. And the advertised rates assume annual billing. Start on the free plan, which costs nothing and will tell you more in a fortnight than any comparison table.
Top SmartTask alternatives
Popular Project Management tools teams evaluate alongside SmartTask.
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MeisterTaskIntuitive Kanban task and project management for teams that value simplicity.
Aha!Product management software to link strategy to detailed, AI-assisted roadmaps.