What is Paymo?
Paymo is a project management solution that helps small companies and freelancers manage their work from start to finish.
It’s an all-in-all software to boost productivity when managing projects, with time tracking, task management, collaboration and invoicing.
Who is Paymo for?
This platform is ideal for small business, creative agencies, marketing, web design and development teams and departments, construction teams, business consultants and freelancers.
If you have been working in a project before, you know how difficult it is to follow-up tasks, people, and timeframes and here is where Paymo does an outstanding job.
With this software there is no need to switch between several apps, and everything is available at your fingertips.
The clean and intuitive interface allows everyone to know what needs to get done, who is responsible for what and when it’s due. This reduces bottlenecks and eliminates confusion among team members, keeping the team engaged and happy.
Through its multiple time tracking option, Paymo is truly focused on making sure time spent working is being captured so you can accurately bill for it.
In the dashboard you can get an insight of the most important data, such as calendars, clients and projects.
Key features as total time spent (this month and previous month) a timesheet, billable and nonbillable invoices, milestones and more.
From this panel you have access to an overview of the project, an essential item to know where your project is and where it is going to.
You can drag and drop every component to personalize reports to your particular needs.
This screen is easy to use and intuitive, but learning to go through all the info and screens takes some time (which is worthwhile because of the benefits the whole platform offers)
Key Paymo features:
In this screen you can add clients and related contacts and also see projects (and percentage of completion) timesheet and invoices.
This view is fully customizable, with the possibility to add/delete columns with hours worked, unbilled, status, budget hours and more.
In this module you will spend most of the time working with Paymo. There are several tabs to select; Overview, tasks, milestones, timesheets, files, discussions and activity feed.
The overview shows a detailed report of the project, including time worked, completed tasks, milestones, timesheet and latest events.
If you click on the portfolio view and then in the project name, a Gantt chart appears on the right side with detailed information and multiple customization options.
From the project tab you can add and edit tasks. These are ordered in chronological order, but you can drag and drop them up and down to the ideal position.
There are three classes of tasks: Billable (time based and flat rate) and non-billable.
Add and edit milestones and check how the project is running.
From this tab you can easily track your work, the drop-down menu allows month, week, day, agenda and active timers. You also can customize the timesheet to your own needs.
In this tab you access to a repository that stores all the files related to the project.
This is a useful feature because all the files you need to run the project are in one place, and there is no need to open drives or mails and spend time looking for some lost file.
Here you can open and track discussions with other users, ask for details, receive feedback and also add files to each conversation for more detail.
Since one of project management basics is team communication, this tool provides all team members with a straightforward way to connect and stay in touch.
From this screen you access a detailed list of tasks day by day and user related.
You can customize project templates and also build new ones with your own workflows and stages.
There are two types of users; Admins and Project managers.
Users can be set to any combination of three privileges; manage invoices, manage estimates and manage expenses. (For example, a user is allowed to manage estimates and expenses but has no access to invoices)
When you click on the user tab, you have access to the full users list, and clicking on one individual user will show all information about him; different tabs show overview, projects, tasks, timesheets, leave planner and activity feed.
This information lets you know who is performing as expected and also detect bottlenecks before the project gets compromised. This is also an interesting evaluation tool if you need to build a team for choosing a proper mix of teammates.
All this data is on a clear and understandable interface, here you have the user information at a glance on one screen.
Paymo Plus is an automatic time tracking tool that tracks what you do on the computer. It tracks how much time you spend browsing Facebook, editing a Word document, tweeting, or how much time you spend away from the desk.
The Desktop Widget is designed to help you track time on your desktop, without having to open your web browser and log into Paymo. It syncs with the web timer, so you can start it there and stop it in the desktop widget or vice versa. An interesting feature to run this widget is that you can be offline and later when you connect to the internet all the info synchronizes.
This module includes invoicing, estimates, recurring and expenses.
To create an invoice, you can send data from a timesheet to an invoice easily. There is no need to gather data from different places and the process is straightforward.
The platform supports 20 languages and currencies, a great add-on if you deal with overseas business
Before the invoice is confirmed you can edit the invoice data if needed, print it or send to the client as a PDF attachment and also grab it on Quickbooks or Xero, two powerful integrations available (more on this later)
If you are using some electronic payment system like Stripe, the client has the option to pay into the invoice and then Paymo marks the invoice as paid.
Note that with this system you don't have to search for emails with payments receipts because the process is automatic.
Invoice fields are fully customizable, and you can arrange them using a simple editor.
Paymo provides a method to edit invoice templates, but to do this you must know HTML, and this for sure isn’t the best option for the average user.
You can create an estimate from projects in a pair of minutes and then convert an estimate to invoices with a single click.
There are several templates to choose from and you can customize this form with your logo, but don’t expect a lot of fancy visual customization here.
When a client has a recurring type of work- for example on a weekly or monthly basis - there is the option to create a recurring profile. You must select the starting date and the frequency and also set your mail to send automatically the invoice.
The system will create the invoice on the date previously set and it will appear in the invoices dashboard
From this screen, you can add expenses and assign them to a certain project and/or client.
Time Report :
This module shows time spent on each project, and data is available in text mode, pie chart or bar chart.
A very interesting feature is a permalink at the bottom of the page, that you can copy and send to your client to deliver up-to-date information about the project status.
Desktop and Mobile Apps
Paymo has available iOS and Android Apps, so you can go on working and tracking your project on the go. And don’t worry if you are offline because as soon as you can go online, the software synchronizes all the information.
Paymo integrates with PayFlow from Paypal, Stripe, Authorize.Net, and Paypal. You can get the payment from your client and once an invoice is paid online, Paymo will mark it as paid.
You can sign in with a Google account and even add files to Paymo from GDrive.
Sync your Google calendar with Paymo tasks.
If you are using Slack regularly for team communication, you can add tasks, projects and more from the Slack platform.
Export invoices, register payments and sync them back in Paymo.
Export invoices and track cash flow with this integration.
Adobe CC Extension:
Are you working with Adobe Photoshop, InDesign, Premiere and/or Illustrator? The Paymo widget integrates and tracks time spent on these apps.
Add files, projects and tasks in Paymo when a Typeform form is submitted.
Add files, projects and tasks when a JotForm form is submitted.
With this integration, you can check emails and manage tasks from a single interface without opening a browser.
Upload projects and tasks to PomoDone and track time with this app.
The LambdaTest integration allows you to test the responsiveness of your website or app across different web browsers and screen sizes and push bugs into Paymo at a click of a button. Take screenshots and annotate any changes in LambdaTest, then specify the details (project, task list, etc.) to match in Paymo.
Rethink syncs all the files from the desktop, cloud apps, and tools you already use in one place. Sync files from Paymo to Rethink and access them whenever needed.
The GrandTotal integration allows you to track work in Paymo and then invoice that time with GrandTotal. You'll be able to keep track of outstanding payments, while the detailed graphs and stats will give you insights into the current state of your business.
There is always an in-app help system to browse a knowledge base or connect with customer service.
When you first sign in for an account, you receive a welcome email as usual, but the big difference here is that later you get a follow-up email offering to schedule a personal guidance session from a customer service agent and this is not a regular feature found in many other software companies.
As you can see, there are two plans to choose from: Small Office and Business. The first aimed at small business, and the second for larger teams.
Paymo offers a full 15-day free trial with no credit card, an excellent option to try this software for yourself.
This is an intuitive solution for small businesses that includes: task management, collaboration, time tracking, invoicing and planning. You can run a project from start to end (until getting paid) entirely into the platform without the need to use any other tool.
That said, it saves lots of time and money and makes a decisive impact on productivity.
Although we feel that a payroll feature to track employees is missing, along with more detailed financial reports, this software is one of the best in the category.