EGroupware vs SmartTask: Complete Comparison (2026)
An in-depth comparison of EGroupware and SmartTask to help you choose the right tool for your business.
Last updated: November 2026
EGroupware
5.6/10
EGroupware is an open-source groupware suite from Germany. It combines CRM address books, calendars, a helpdesk tracker, projects and file sharing for organisations that care about data sovereignty.
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 | 5.6/10 | 6.7/10 |
| Analytics | 3/10 | 6/10 |
| Cost | 8/10 | 9/10 |
| Customization | 6/10 | 7/10 |
| Ease of Use | 4/10 | 7/10 |
| Integration | 5/10 | 5/10 |
| Scalability | 6/10 | 5/10 |
| Security | 7/10 | 5/10 |
| Support | 5/10 | 8/10 |
| Pricing | ||
| Free plan | Yes | Yes |
| Cheapest paid plan | €22/mo eCloud NGO | $6/user/mo Premium |
| Estimated cost for 10 users | Free Community Edition (on-premises) | Free Free Forever |
| Features | ||
| Collaboration | Not listed | |
| Contact Management | Not listed | |
| Customer Support Management | Not listed | |
| Integrations | Not listed | |
| Mobile Access | Not listed | |
| More features | ||
| 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 | |
EGroupware vs SmartTask cost by team size
| Team size | EGroupware | SmartTask |
|---|---|---|
| 1 user | FreeCommunity Edition (on-premises) | FreeFree Forever |
| 5 users | FreeCommunity Edition (on-premises) | FreeFree Forever |
| 10 users | FreeCommunity Edition (on-premises) | FreeFree Forever |
| 25 users | FreeCommunity Edition (on-premises) | FreeFree Forever |
| 50 users | FreeCommunity Edition (on-premises) | FreeFree Forever |
The plan that fits each team size, billed monthly, before add-ons and usage charges. Each cost opens that tool's pricing calculator for the team size.
Which One Should You Choose?
Why choose EGroupware
- Higher Security score (7/10 vs 5/10)
- Higher Scalability score (6/10 vs 5/10)
Why choose SmartTask
- Higher Analytics score (6/10 vs 3/10)
- Higher Ease of Use score (7/10 vs 4/10)
- Better fit for marketing teams (7/10 vs 2/10)
- Better fit for consultancies (8/10 vs 6/10)
Pros & Cons
EGroupware
Pros
- A free open-source Community Edition allows unlimited users when you host it yourself.
- Cloud hosting in German data centres, with a GDPR focus, suits EU organisations that care about data sovereignty.
- CRM address books, calendars, a helpdesk tracker, projects and files come in one suite.
- The base cloud fee is low, at 3.65 EUR per user per month, and there are discounted NGO and school plans.
- Built-in links to Collabora, Jitsi, BigBlueButton and Placetel telephony.
Cons
- The CRM is basic, with no evident sales pipeline or marketing automation.
- Reviewers describe the interface as dated and the mobile experience as awkward.
- Support is billed by the hour, and Community Edition support costs 350 EUR per hour.
- Pricing is complex, with fair-use fees, concurrent-user minimums and 12-month terms on on-premises plans.
- There are very few user reviews on G2 and Capterra.
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.
Not sold on either?
Frequently Asked Questions
SmartTask scores higher on our CRM criteria: 6.7/10 against 5.6/10 for EGroupware. The largest gap is in Analytics: 3/10 for EGroupware and 6/10 for SmartTask.
Yes, both EGroupware and SmartTask have a free plan.
SmartTask is the better fit for marketing teams: we rate it 7/10 for them, against 2/10 for EGroupware.
