Apptivo vs SmartTask: Complete Comparison (2026)
An in-depth comparison of Apptivo and SmartTask to help you choose the right tool for your business.
Last updated: November 2026
Apptivo
6.3/10
Apptivo is a modular cloud CRM and business suite that combines sales, help desk, projects, invoicing and campaigns for small and mid-sized businesses.
SmartTask
6.7/10
SmartTask is a work management platform that combines projects, time tracking, a client portal and a sales CRM for agencies and client delivery teams.
Feature-by-Feature Comparison
| Feature | | |
|---|---|---|
| Scores | ||
| Overall Rating | 6.3/10 | 6.7/10 |
| Analytics | 5/10 | 6/10 |
| Cost | 8/10 | 9/10 |
| Customization | 8/10 | 7/10 |
| Ease of Use | 5/10 | 7/10 |
| Integration | 5/10 | 5/10 |
| Scalability | 5/10 | 5/10 |
| Security | 6/10 | 5/10 |
| Support | 8/10 | 8/10 |
| Pricing | ||
| Free plan | No | Yes |
| Cheapest paid plan | $20/user/mo Lite | $6/user/mo Premium |
| Estimated cost for 10 users | $200/mo Lite | Free Free Forever |
| Features | ||
| Contact Management | Not listed | |
| Customer Support Management | Not listed | |
| Integrations | Not listed | |
| Lead Management | Not listed | |
| Marketing Automation | Not listed | |
| Mobile Access | Not listed | |
| Opportunity Management | Not listed | |
| Reporting & Analytics | Not listed | |
| Sales Automation | Not listed | |
| App integrations | Not listed | |
| Client collaboration | Not listed | |
| Collaboration tools | Not listed | |
| Dashboards | Not listed | |
| File sharing | Not listed | |
| Gantt charts | Not listed | |
| Kanban boards | Not listed | |
| Reporting | Not listed | |
| Scheduling | Not listed | |
| Task lists | Not listed | |
| Task management | Not listed | |
| Team messaging | Not listed | |
| Time tracking | Not listed | |
| Timeline view | Not listed | |
| Workflow Automation | Not listed | |
| Whiteboards | Not listed | |
Which One Should You Choose?
Why choose Apptivo
- Higher Customization score (8/10 vs 7/10)
- Higher Security score (6/10 vs 5/10)
Why choose SmartTask
- Has a free plan (Apptivo does not)
- Lower estimated cost for 10 users: Free vs $200/mo
- Higher Ease of Use score (7/10 vs 5/10)
- Higher Analytics score (6/10 vs 5/10)
- Better fit for agencies (9/10 vs 7/10)
Pros & Cons
Apptivo
Pros
- Entry pricing of $15 per user per month on annual billing is low for a suite that also covers projects, invoicing and help desk.
- Support is the most praised area, with 94% positive mentions on Capterra and responsive help even on entry-level plans.
- Modular apps and up to 500 custom fields per app let teams tailor the system without switching tools.
- Built-in estimates, invoicing, expenses and accounting integrations with QuickBooks and Xero suit businesses that bill for services.
- Native apps for iOS, Android and Windows, with offline use reported.
Cons
- Reviewers describe the interface as dated and navigation as cumbersome.
- There is a learning curve, and complex customizations often need developer help.
- Users report glitches and slowdowns, especially with large datasets.
- Email integration and email marketing are reported to be limited and clunky.
- There is no free-forever plan, and marketing email volume is capped per user.
SmartTask
Pros
- The free plan has no cap on users, projects or guests, which is unusually generous for small teams.
- Paid plans are cheap at 6 and 11 USD per user per month on yearly billing.
- It combines project management, a sales CRM, a client portal and billable time tracking in one tool, so agencies need fewer separate apps.
- Reviewers on G2 and Capterra often praise how quickly new users learn it and how responsive support is.
Cons
- Capterra reviewers say the interface looks dated and the app can be slow to start.
- Reviewers report bugs and slowdowns, particularly in the mobile app.
- Timeline view, dashboards and time tracking require the Business plan.
- No whiteboard view and no two-way Google Calendar sync, according to reviewers.
- The vendor is very small, about 9 to 50 staff, which may concern larger buyers.
