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We Are Not the Cheap Option
Per seat we are nine to fourteen times the price of a general work management tool, depending on which plans you line up, and we do considerably less. If a comparison page has not told you that in the first paragraph, it is selling rather than comparing. Here is the actual trade.
The Trade
Breadth Against Depth in One Domain
General work management tools are built to run any kind of work for any kind of team. That is a genuinely harder problem than the one we are solving, and they solve it well. The cost of solving it is that none of them can have an opinion about your work, and none of them is going to grow a go-live readiness model.
What They Give You
- Real-time collaboration for a whole company
- Mobile apps, notifications, inboxes
- Hundreds of integrations and a mature API
- Automations, forms and intake workflows
- Portfolios across dozens of teams
- A price per seat that is easy to say yes to
What We Give You
- Phases and gates as structure, not a hardcoded template
- Phase gates as counted objects, not labelled tasks
- Migration reconciliation with a variance column
- A weighted readiness score that can refuse a go-live
- Handover tracking where TBD counts as nobody
- A status report generated from the same data as the plan, with red, amber or green set for you
Side by Side
Where Each One Wins
Read the bottom half of this table as carefully as the top half.
| ProVo PM | Asana | monday.com | Smartsheet | |
|---|---|---|---|---|
| Phased Delivery Structure, Built In | Phases, gates, RAID, UAT | Generic templates | Generic templates | Generic templates |
| Phase Gates as First-Class Objects | Built in | No | No | No |
| Weighted Go/No-Go Readiness Scoring | Built in | No | No | No |
| Migration Reconciliation Tracking | Built in | No | No | No |
| Go-Live to BAU Handover Tracking | Built in | No | No | No |
| Estimator, Built In | Built in | No | Via CRM product | No |
| Custom Queries with Live Dashboard Charts | Built in | Reporting add-on | Dashboards | Reports |
| Readiness Compared Across Go-Lives | Built in | No | No | No |
| Status Report Generated from the Plan | Built in | Dashboards | Dashboards | Dashboards |
| Page-Level Access by Role, Enforced on the Server | Hidden, View or Edit per page | Per project | Per board | Per sheet |
| Multi-User Editing | Every plan, refreshes about every 10 seconds | Real-time | Real-time | Real-time |
| API Access & Integrations | Not yet. CSV import and export today; ERP and work-tool connectors in beta | Extensive | Extensive | Extensive |
| Portfolio Management & Dashboards | Firm & above | Portfolios add-on | Dashboards | Portfolios |
| Mobile App | Not yet | Yes | Yes | Yes |
| Automations | Not yet | Yes | Yes | Yes |
| Entry Paid Price | $149/mo · 1 seat | $10.99/user/mo | $9/seat/mo | Per user, tiered |
| Cost for a Team of Five | $499/mo | ~$55/mo | ~$45/mo | Varies by tier |
Do Not Buy This
Three Situations Where We Are the Wrong Answer
Selling a niche tool to someone with a general problem produces a refund and a bad conversation. Both are avoidable.
Your Work Is Not Phased
Continuous delivery, a support queue, a marketing calendar, anything with no cutover and no sign-off. The entire value here is the gate and the readiness score, and work without either gains nothing from carrying them. This is the clearest reason to buy something else.
You Want One Tool for the Whole Company
Marketing, support, engineering and delivery in one place, with the same automations and intake forms across all of them. That is what a general work management platform is for, and the good ones are very good at it. We run delivery engagements and nothing else.
You Need Many Editors on a Small Budget
Every plan is cloud and shared, but seats come with the plan: one on Solo, five on Practice, twenty on Firm. If a large team editing one plan is the reason you are buying and the seat count you need is beyond your budget, a general tool at ten dollars a seat will serve you better.
The Real Incumbent
You Are Probably Comparing Us to a Spreadsheet
Most firms running client delivery are not choosing between us and a general work tool. They are running the whole thing out of a spreadsheet with a folder of document templates beside it, and that setup has two genuine advantages: everybody already knows it, and it does exactly what you tell it.
What it does not do is stop you. A spreadsheet will let you mark a phase complete with the sign-off outstanding, record a migration object as done when nobody reconciled it, and produce a green status report over an open P1. Every one of those is a keystroke away and none of them raise an objection.
That is the whole pitch. Not that this is a nicer grid, but that it is a grid with opinions about your domain, which is the one thing a spreadsheet structurally cannot have.
The Honest Cost Comparison
Five people on Practice is $499 a month, about $6,000 a year. Five people on a mainstream per-seat tool is a few hundred. If the gates, reconciliation and readiness checks built into the trackers do not save your firm more than $5,000 of delivery risk and rework annually, the spreadsheet was the right answer and you should keep it.
Decide Against Your Own Engagement
Bring a live project. If the trackers do not fit how you deliver, that is worth finding out in an hour rather than a quarter.