KanbanFlow Pricing Plans & Costs Guide

KanbanFlow is a lean project management tool built to simplify work and boost productivity for individuals and teams. With its intuitive Kanban board, you can visualize tasks, limit work-in-progress, and focus on finishing what truly matters. Features like swimlanes, time tracking with Pomodoro or stopwatch timers, and real-time collaboration keep teams aligned and efficient from anywhere. Powerful analytics—such as cumulative flow, cycle time, and burndown charts—help you identify bottlenecks and improve delivery speed.

Seamless integrations with tools like Google Calendar, Excel, and Zapier make workflows even smoother. Simple to set up yet flexible enough to grow with your needs, KanbanFlow gives you clarity, control, and flow. Now let’s break down KanbanFlow’s pricing plans and costs so you can see which option fits your workflow best. If you need more than Kanban for project management, we suggest trying AceProject. It is an affordable alternative that doesn’t charge based on the number of users.

How Much Does KanbanFlow Cost?

KanbanFlow offers simple, transparent pricing designed to grow with your needs. You can start free and upgrade anytime when you need advanced features. The Free plan covers the essentials, while Premium unlocks powerful analytics, integrations, and security to support larger teams. With no time limits on the Free plan and flexible monthly or annual Premium billing, it’s easy to scale productivity at your own pace.

• Free ($0): Best for individuals or small teams starting out. Includes unlimited boards and tasks, WIP limits, subtasks, filters, swimlanes, recurring tasks, Pomodoro timer, and basic time tracking. Use it forever with no time restrictions.
• Premium ($5 per user/month): Ideal for teams that need more control and insights. Adds advanced reporting (cycle/lead time, burndown, throughput), analytics, Monte Carlo forecasting, integrations with Dropbox, Google Drive, OneDrive, Box, and Zapier, custom fields, priority support, and enhanced permissions. A 14-day free trial and 10% annual discount are included.

KanbanFlow Free Plan

The Free plan is designed for individuals or small groups who want essential Kanban tools without cost. It’s forever free, offers unlimited boards and tasks, and includes basic time tracking. If you’re testing Kanban or managing personal projects, this plan gives you everything you need to start strong.

Included in Free:

• Unlimited Boards and Tasks: You can create as many boards and tasks as you want, without worrying about hitting limits. This flexibility allows individuals and small teams to experiment, expand, and organize their work however they see fit, with no extra costs.
• Work-In-Progress (WIP) Limits: WIP limits ensure you don’t overload yourself or your team by juggling too many tasks simultaneously. They help maintain focus, reduce bottlenecks, and encourage finishing current tasks before moving on to new ones, creating steady, sustainable productivity.
• Subtasks: Subtasks let you break larger tasks into manageable steps, giving better clarity on what needs to be done. They’re especially helpful for projects that require small, sequential actions or collaboration among multiple people without needing advanced project management functions.
• Filters: Filters allow you to quickly find tasks that match specific criteria, such as due dates, assigned users, or keywords. While basic, they help users navigate boards efficiently and prioritize what truly matters, preventing tasks from slipping through the cracks.
• Recurring Tasks: Automating repetitive work is easy with recurring tasks. Whether it’s weekly reports, monthly check-ins, or routine habits, you can schedule them to reappear automatically, saving time and ensuring nothing essential gets forgotten in ongoing workflows.
• Pomodoro Timer: Built-in Pomodoro timers make it easier to focus in short, productive bursts while avoiding burnout. You can track focused work intervals, schedule breaks, and maintain a consistent work rhythm, improving discipline and concentration during your day.
• Time Tracking: Basic time tracking helps measure how long tasks take, giving insight into productivity and effort distribution. While it lacks advanced reporting, it’s still valuable for freelancers, individuals, or small teams who want visibility on time spent across tasks.

KanbanFlow Premium Plan ($5 per user per month)

The Premium plan is tailored for businesses and teams that require more structure, data insights, integrations, and security. With advanced analytics, reporting, collaboration tools, and customization, it’s built for organizations that want efficiency at scale and accountability across complex projects.

Everything in Free plus:

• Swimlanes: Swimlanes let you separate tasks by category, team member, project, or priority within the same board. This provides clarity, prevents confusion, and makes it easier to balance workloads, ensuring larger teams can visually track and organize responsibilities efficiently.
• File Attachments: Tasks can include file attachments, making collaboration smoother. Whether it’s documents, images, or presentations, team members have quick access to relevant materials directly inside tasks, eliminating the need for external links or constant file sharing via email.
• Custom Fields: Custom fields allow you to define and track extra data relevant to your workflow, such as budgets, client names, or project types. They make your boards more adaptable to different industries and specific use cases, keeping processes tightly aligned.
• Custom Colors: Customize colors for tasks, labels, and boards to match team priorities or company branding. Beyond aesthetics, this enhances visual clarity, helping teams immediately spot task types, urgency levels, or ownership, reducing errors in busy boards.
• Search: The search function helps users locate any task or board element instantly, even in large projects. This saves valuable time, ensures no important work gets lost, and makes scaling boards with hundreds of tasks far more manageable.
• Copy Board: Copying boards enables quick duplication of existing workflows or project templates. This feature is ideal for recurring projects, allowing teams to save time setting up structures and keep consistency across multiple clients or similar workflows.
• Task Numbering: Every task receives a unique identifier, making referencing, tracking, and communication easier. For larger teams handling dozens of tasks daily, this ensures conversations and reports stay organized without confusion or overlapping details.
• Automatic Task Sorting: Automatically sorting tasks by due date, priority, or assignee helps maintain order in busy boards. It reduces manual effort, improves clarity, and keeps the team aligned on the most important tasks first.
• Relations: Relations allow tasks to be connected to one another, showing dependencies and connections. This makes it easier to plan work logically, avoid conflicts, and track progress across interconnected pieces of a larger project.
• Watch Columns: Watching specific columns notifies you of updates and activity in critical workflow areas. This feature ensures managers or stakeholders stay informed without monitoring every task, striking a balance between oversight and efficiency.
• Mass Update: Teams can update multiple tasks at once instead of editing them individually. This saves time, especially during large project transitions, reassignments, or workflow changes, where efficiency is crucial to keeping projects moving.
• Analytics & Reporting: Detailed reports and visual analytics highlight performance trends, bottlenecks, and productivity metrics. This gives teams actionable insights to refine processes, predict outcomes, and demonstrate results to stakeholders with confidence.
• Print View: The print view lets you export and print clean task overviews or workflows for offline use, presentations, or client updates. It’s a simple but valuable tool for professionals who need physical summaries of digital workflows.
• Excel & CSV Export: Exporting boards to Excel or CSV allows deeper analysis or offline sharing. This flexibility is essential for organizations that need to manipulate data further, create custom reports, or integrate with external business tools.
• Cumulative Flow: Cumulative flow diagrams show task progress across workflow stages over time. They’re useful for spotting bottlenecks, predicting capacity, and ensuring tasks are moving smoothly without piling up in one stage.
• Cycle & Lead Time: Measuring cycle and lead times provides insight into how quickly tasks are completed. Teams can identify inefficiencies, track delivery speed, and improve predictability, ensuring projects stay aligned with deadlines and client expectations.
• Burndown: Burndown charts visually show remaining work versus time left. This keeps teams accountable, motivated, and aligned on hitting project goals, especially during sprints or deadlines where progress tracking is critical.
• Throughput: Throughput reports track how many tasks are completed over time. This metric helps managers evaluate team performance, capacity, and whether productivity is improving, declining, or stable over weeks and months.
• Calendar: The calendar view makes it easy to plan and visualize tasks by due dates. It helps prevent missed deadlines, keeps schedules organized, and allows teams to balance workloads effectively across projects.
• Due Date Performance: This feature measures how well tasks meet their deadlines. It provides accountability, highlights problem areas, and helps teams understand whether time management strategies are effective or need adjustment.
• Dashboard: A centralized dashboard provides a snapshot of productivity, deadlines, and progress. It ensures managers and teams have immediate visibility into key metrics without digging through multiple boards.
• Monte Carlo Forecasting: Monte Carlo simulations predict project completion times based on past performance. It gives teams data-driven forecasts to plan realistically, manage client expectations, and avoid overpromising delivery dates.
• Revision History: Track changes made to tasks or boards over time with revision history. This feature provides accountability, transparency, and the ability to roll back mistakes if needed.
• Time Estimate Report: Compare estimated times versus actual tracked times across tasks. This provides valuable feedback on accuracy, helping teams refine planning and become more realistic in future project scheduling.
• Task Count Report: A task count report breaks down how many tasks were completed, in progress, or pending. It helps teams analyze workload distribution and see whether productivity is balanced across members or skewed.
• Integrations: Premium integrates with Dropbox, Google Drive, OneDrive, Box, and Zapier. This streamlines workflows by connecting your project boards with file storage, automation tools, and external apps, reducing manual data entry.
• Excel & CSV Import: Importing tasks from Excel or CSV makes setup faster for teams migrating from other tools. It saves hours of manual entry and ensures projects transition seamlessly into KanbanFlow.
• Add Tasks by Email: You can create tasks directly by sending emails to your KanbanFlow account. This simplifies input for busy teams, allowing quick task creation on the go without logging in.
• API & Webhooks: Developers can use the API and webhooks to integrate KanbanFlow with custom systems. This enables automation, advanced reporting, and seamless syncing with company-specific workflows.
• Calendar Feed / iCal: Sync tasks with external calendars like Google or Outlook via iCal feeds. This keeps deadlines visible across all platforms without duplication, ensuring no task is missed.
• Zapier: With Zapier, you can connect KanbanFlow to hundreds of other tools for automation. This minimizes repetitive work and boosts productivity by linking your boards with existing apps.
• Security & Control: Premium provides enhanced security features for business-grade reliability. From two-factor authentication to custom permissions, organizations can trust that sensitive data is protected while keeping control over who can access what.
• Two-Factor Authentication: Adds an extra layer of security to accounts, reducing the risk of unauthorized access. Essential for teams managing sensitive data or client information.
• View-Only Permission Role: Allows stakeholders to view project boards without making changes. This keeps data secure while ensuring visibility for clients or external collaborators.
• Custom Permission Roles: Define unique roles with tailored permissions, giving businesses the flexibility to control exactly who can do what within boards.
• Backup Site: Premium includes backup site support, offering higher reliability and reassurance in case of technical issues.
• Support Level: Premium users receive priority support, ensuring quicker responses and dedicated help when needed.

Conclusion

KanbanFlow is a flexible, straightforward solution that adapts to both solo professionals and growing teams. Its Free plan gives you the basics you need to stay productive without limits on boards or tasks, while the Premium plan unlocks powerful analytics, integrations, and advanced customization for those who need deeper control. Whether you’re managing personal projects, team workflows, or client deliverables, KanbanFlow offers a clean balance between simplicity and efficiency.

If you’re still weighing whether it’s the right tool for your needs, be sure to also check out our detailed KanbanFlow Pros and Cons article. It breaks down the real strengths and weaknesses, helping you decide if KanbanFlow is the best fit for your workflow.

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