ClickUp vs Notion: Which Project Management Software to Use?

Published by Raffy Montehermoso on January 31, 2020

ClickUp and Notion are both recommended project management software for either personal or business use. Here we are going to compare the features of ClickUp vs Notion and how they stack up against each other in several aspects.


Importance of Project Management Software

Taking charge of your team and assigning tasks can be done even by using email and a spreadsheet to compile instructions. However, emailing back and forth and referencing only on a sheet has its limitations.

Outlining clear instructions to employees is critical in the workplace. Every year, poor communication costs a business. On average, companies with 100,000 employees pointed to a loss of about $62 million per year, while smaller companies with 100 employees attributed a $420,000 loss.

Using task management software is more efficient. In a report by PMI, 61% of companies reported having completed projects on time. By comparison, only 41% of the firms were able to finish on time without using a tool.

Thus, overseeing how your team works is much better done with a workspace platform. Aside from its application in business, you can also use these productivity tools to manage personal activities.

ClickUp and Notion are a popular choice to organize tasks and teams. Let’s weigh in the functions of Notion vs ClickUp to see which platform works best on your end.


ClickUp vs Notion: A Closer Look

1. User Interface

ClickUp has a default list view of all the tasks. Alternatively, you can choose other ways to view them, either in a board, Calendar, or a Gantt view. All these views can be added as a separate tab right next to the default list view.

While Notion provides a similar option to add a view, it won’t appear on an individual tab. Instead, you have to select the view type you want the tasks to appear, and it will be the one followed.

The settings page on ClickUp workspace has options to match your brand colors and logo available with a paid white label option. Notion provides the same configuration with a custom icon, URL, and a display of how many blocks are left if you’re on a free plan.

In the main dashboard, both tools have an almost identical layout with a sidebar on the right compiling the navigation links. ClickUp displays all the necessary buttons to easily filter or sort tasks, whereas Notion opts for an uncluttered look with hidden settings.

Changing the white console into dark mode is faster with Notion. Meanwhile, the visible switch on ClickUp only changes the sidebar and you need to navigate further to change the overall dashboard.

2. Task Management

Within each ClickUp task, there’s also an option to add another subtask. Both the main and the inner dashboard contain a description box, checklist, and attachment in case you need to add files.

A detailed time management feature in ClickUp allows you to add an estimated time, record the time spent for a task, or manually input the time as needed.

Notion allows you to identify a task depending on the type of media it contains – whether images, numbers, a checkbox, or a plain text.

Reviewing the history of a task is accessible within Notion. From the display itself, a date indicates the last time a task was edited. Page history is also available, and you can revert to the previous version. The option to restore, however, is not available in a free plan.

As for notifications, ClickUp automatically notifies you of every action from comments to task assignments. You will need to turn these off if you only want notifications from a few actions. In Notion, getting notified only appears when you tag a member of the team.

3. Templates

ClickUp provides over 20 main template choices with different applications ranging from finance to construction. While the vast number of templates gets you started right away, it’s not readily accessible. You still need to click a few more icons before switching a template.

Notion has nine main templates to choose from, which are automatically selected when you define your industry from the start of the sign-up. Switching between different templates are more accessible as they’re shown right away in the sidebar.

Aside from the main templates that both ClickUp and Notion provide by default, they also have a gallery of templates from other users that you may also apply to your workspace.

Modifying a template is more flexible in Notion than ClickUp. However, if you don’t want to bother fixing how the workspace is going to look like, ClickUp gets you up and running with built-in tools already.

4. Integration

Both platforms have a vast array of applications that are available for integration. These include Slack, Google Drive, and even similar workspace apps such as Trello and Asana.

However, if you want to integrate and transfer tasks from both ClickUp and Notion, there’s no option yet. So, for now, it’s a contest between ClickUp vs Notion, or you can create an account per each tool.

Importing is quicker in Notion than ClickUp. A few extra clicks are required in ClickUp, while Notion lets you import a file from your computer right away. Though, the process can be an advantage if you want to be careful and to make sure that you’ve selected the exact app where you want to import.

Meanwhile, exporting is more accessible in ClickUp than Notion. ClickUp has the same button for both import and export actions. Notion, on the other hand, places the export button in the settings separate from the import option on the sidebar.

5. Pricing

Price Guests Usage File Storage
ClickUp Notion ClickUp Notion ClickUp Notion ClickUp Notion
Free Plan $0 $0 None, permission required 5 Guests Unlimited tasks, 5 spaces Unlimited Pages and Blocks 100mb 5mb
Second Tier $5 $4 5 Guests + 2 extra seat Unlimited Unlimited Tasks and Spaces Unlimited Pages and Blocks Unlimited Unlimited
Third Tier $9 $8 10 Guests + 5 per extra seat Unlimited Unlimited Tasks and Spaces Unlimited Pages and Blocks Unlimited Unlimited
Enterprise Custom Custom 10 Guests + 5 per extra seat Unlimited Unlimited Tasks and Spaces Unlimited Pages and Blocks Unlimited Unlimited

Upon first look, ClickUp is expensive by at least a dollar more than Notion for some of its plans. However, you have to evaluate if the pricing for each of the tier is worth the investment based on the features and accessibility provided.

The Enterprise versions for both workspace apps are the most fully customized plans. If you’re handling a large operation, you will need to contact the sales team from each company to scale up depending on your workflow demands.

6. Scalability

ClickUp is more of a boxed up platform providing everything you need to manage members and tasks. Thus, you rarely need to set up automation as the built-in tools are readily available.

If you have a complicated process and need more parts of the workflow to be custom-built, the Notion Formulas are a helpful feature. From logical operators to automate number calculations, you’re in control of how you want the Notion app to run.

Both work platforms are fully scalable when you consider their Enterprise plans. The steep pricing may not be worth it yet if you’re still starting to navigate the tools. However, ClickUp and Notion are regularly developing their software. Features and integrations that you need could already be underway when they release newer versions.


Should I Use Notion?

If you need a fully customized workspace, use Notion with its flexibility to modify the dashboard and the templates. You can customize it in creating wiki notes, tasks, and even a database. Alternatively, organizing your personal life is also possible with the several options that Notion has.


How Good is ClickUp?

The platform works best if you prefer to sort out tasks immediately without having to spend too much time organizing projects and members. ClickUp has an easier learning curve, so there’s no need to brief every member of the team on how to go about the tool. Aside from its main advantages in team collaboration, ClickUp can also be an option in managing personal duties.

To sum up, each tool has a distinct advantage when you take a look at the functions of ClickUp vs Notion. You only have to assess what part of your operation is better suited to either Notion or ClickUp. The choice between ClickUp vs Notion ultimately depends on how you want to manage your workflow. What is important is that your list of tasks, assets, and members are in one unified workspace, so you can effectively collaborate and thereby increase productivity.

Raffy Montehermoso

Raffy is involved in SEO and digital marketing. He gravitates towards upcoming technologies, startups, and is an avid learner.