Asana Free Vs. Paid: Should You Upgrade?

I’ve been using Asana for years—I started out on the free version, just using it for basic task tracking. And honestly? I thought that was enough. I had my projects, my to-do lists, my due dates—it all worked fine.

But then, I upgraded to Asana’s paid version—and OMG I'm even more in love.

It gave me access to features I didn’t even know I needed, and now, I can’t imagine running my business without them.

Either keep reading or watch the video below:

I help online coaches, freelancers, and other small service-based entrepreneurs organize and streamline their business operations so that they can save time and mental energy and focus on what they love to do…

…And one of my absolute favorite tools for that? Asana.

I've been utilizing and optimizing the free version for years now - and teaching others how to do it too, but since experimenting with the paid version in recent months, I cannot wait to share my thoughts and experiences with you.

Have you ever upgraded to a paid tool and wondered, “Is this actually worth it?” Like, is it really going to make a difference in how I work, or am I just spending money for features I’ll barely use?

Well, I did exactly that with Asana’s paid features, and let me tell you—it was a game-changer.

It took my business from organized to next-level efficient, and now, I honestly can’t imagine working without these features.

I’m going to share my absolute favorite Asana paid features and exactly how they’ve transformed the way that I work.

And if you’re on the fence about upgrading, by the end of this video, you’ll have a crystal-clear idea of whether these features are worth it for you. Because, honestly, not everyone needs them.

And trust me, there’s one feature I started using that I didn’t even realize I needed—and now, I cannot function without it. I’ll tell you which one that is in just a bit.

Plus, I’ve got an exciting idea for a deep-dive workshop on how I use these features to systemize and repurpose my content—so if you want an inside look at how I track and maximize every single piece of content I create, stick around because I’ll tell you how to get in on that!

Let’s dive in!

Custom Fields – The Key to Ultimate Organization

Okay, I have to talk about Custom Fields because, honestly—this feature has unlocked so many new levels of organization for me!

I thought I was organized before, but this? This took everything to a whole new level.

Not only can you further categorize tasks, but you can completely customize how you view and manage your projects.

And that might not sound like a big deal at first, but once you start using it—wow.

But here’s what really blew my mind: the ability to create different views based on how you sort and group Custom Fields. This was one of those “how did I not know I needed this?!” moments.

How I Use Custom Fields in My YouTube Planning System

For example, in my YouTube content planning project, I’ve set up Custom Fields to track everything, and the best part? I have different views for different stages of my workflow:

✅ My Pipeline View

This shows exactly where each video is in the production process. Has the script been written? Is it recorded but waiting to be edited? This keeps everything moving smoothly without me needing to dig through multiple tasks.

📅 My Calendar View

I love this view because I can visually see my content schedule.

No more guessing when a video is going live—I can instantly spot gaps, make adjustments, and ensure I have a well-balanced content plan.

💡 My Idea Bank

This is where all my future video ideas live.

Instead of scrolling through random notes on my phone or sticky notes on my desk, every single idea is in one place, and I can tag them based on topic, priority, or estimated effort.

🔄 My Repurposing Tracker

This is the chef’s kiss of my system! Every time I post a video, I make sure I maximize every piece of content by tracking where and how it’s repurposed—whether it’s turned into a blog post, an email, a podcast episode, or something else.

No more guessing what’s been used and where!

And the best part? All of these views share the same information but display it in different ways, so I only see what’s relevant depending on what I’m working on.

It’s like having multiple dashboards for the same project, which has seriously supercharged my efficiency.

Honestly, I didn’t even realize how much time and energy I was wasting before this.

Now, I can just look at the right view and and not see anything I don't need at that particular time.

Like, I don't need to be seeing all of my future ideas when I'm planning out next week's video.

It's flipping amazing and I cannot wait to share the details with you someday sooon.

Rules – Automating the Small Stuff

Now, I’ll be honest—I haven’t fully optimized the rules feature yet.

But even the small ways I’ve been using Rules have already made a huge impact to my workflow. And I know that once I dive deeper, it’s only going to get better.

I’ve mainly been testing them out in my content creation process, and honestly? It’s been amazing!

Even just one well-placed rule has saved me so much time and removed so many manual steps.

One Simple Rule = A Huge Difference

For example, I have a single automation that completely streamlines my YouTube workflow:

The moment I assign a publish date to a YouTube video, Asana automatically does the following:

✅ Adds my templated subtasks (everything from scripting to editing to thumbnail design).

✅ Assigns those subtasks across my team, so everyone knows exactly what they’re responsible for.

✅ Sets due dates for each task relative to the scheduled publish date—so my VA, for example, gets assigned her tasks the week before, while my promo tasks get triggered closer to the live date, and day-of tasks all are automatically added to the live date.

And just that one automation? Game-changer.

Before this, I had to manually set up due dates for each task for every new video, which wasn’t a huge time-suck, but it added up—especially when managing multiple projects at once.

But now? It all happens instantly, and I never have to worry about something getting missed.

Why This Is Just the Beginning

And the best part? This is just one small way to use Rules.

I’m still discovering all the different ways I can automate my workflow, and every time I test a new rule, I get a little bit more obsessed.

I have to say—I’m pretty proud of how quickly I’ve adapted to these paid features, and I’m only scratching the surface!

I’m already thinking about new ways to incorporate these advanced features into my products and services, and I can’t wait to show you more.

Forms – Streamlining My Lead & Client Intake

Next up is forms. I’m currently in the process of moving all my Google Forms and website forms into Asana Forms, and I have to say—I’m already puuumped. Like, why did I not do this sooner?!

I knew Asana Forms would be useful, but I didn’t realize just how much time and mental energy they would save me.

Instead of manually tracking responses across multiple platforms (ugh), everything is now seamlessly integrated inside my Asana workflow.

Here’s What’s So Amazing About It:

✅ Instant Lead Capture: For example, When someone fills out my Back-Pocket Support application form, their details are automatically added to my Leads project in Asana.

No more manually copying and pasting info from emails or spreadsheets—it's all there, neatly organized.

✅ All Info is in One Place: Every single response from the form gets captured right inside the task, so I never have to go searching for information later.

I don’t have to dig through my inbox, scroll through messages, or wonder, Wait, where did they say they needed help?—it’s all in Asana, exactly where I need it.

✅ The moment a new lead submits an application, I get an instant notification.

No more delays - if someone is interested in working with me, I can follow up quickly while they’re still engaged.

And I don't have to worry about checking my email inbox. It shoots off a notification to me where I'm active most throughout the work day - Asana!

Omg, such a time-saver!

Why I’m Transferring All My Forms Over

Right now, I’m still in the process of moving everything over, but after seeing how much smoother my Back-Pocket Support intake has become? I’m all in.

Next on my list:

📌 Client onboarding forms – So I can streamline the process of gathering key details for new projects.

And this way I don't have to copy and paste client information into Asana, which I am currently doing because ultimately I do want everything inside Asana - my central hub.

This is where I manage my clients so it only makes sense.

📌 Client feedback forms – So that I can have the feedback go exactly where I need it - either into the product or service management project - instead of hiding away in Google Forms responses.

Super helpful because then it's already in Asana so that I can assign it as a task to add to my website or just store it there for future updates.

Have You Tried Asana Forms Yet?

If you’re still using Google Forms, Typeform, or website contact forms, trust me—moving to Asana Forms is a so worth it.

Here’s How These Features Can Transform Your Business

Custom Fields → Your Projects Will Be 10x More Organized

Before, your projects might feel somewhat structured, but something always seems to be missing.

Custom Fields change the game by letting you categorize and filter tasks exactly how you need.

You can create different views for different workflows, making it easier to focus on what matters most.

No more clicking through endless tasks trying to find the right information—it’s all beautifully sorted, giving you instant clarity and efficiency.

Rules → Automation That Saves You Mental Energy

It’s easy to underestimate how much tiny, repetitive tasks eat up your time—until you start using Rules.

Instead of manually adding subtasks, assigning due dates, or updating statuses, Asana does it for you.

It’s like having a built-in assistant that keeps everything moving without you having to lift a finger.

And the best part? You don’t have to remember to do these things anymore—because Asana takes care of them automatically.

Forms → No More Manual Lead Management

If your lead and client intake process feels messy—scattered emails, DMs, notes everywhere—Forms will change everything for you.

When a potential client fills out an application, their details instantly get added to your Asana Leads project.

No more searching, no more copy-pasting, no extra admin work. Just a smooth, stress-free intake process that keeps everything in one place.

These features are just the beginning. The more you use them, the more ways you’ll find to streamline your workflow and save time.

And as your business grows, Asana’s paid features will continue to help you scale efficiently—without adding extra work to your plate.

Want My Help Setting This Up?

If all of this sounds amazing but you’re thinking, “This looks great, but I don’t have time to set it all up”—I got you!

Inside my Back-Pocket Support service, you can get help setting up your own custom Asana systems so you don’t have to figure it all out on your own.

You’ll have me in your corner, ready to answer questions, troubleshoot, and help you create the systems that actually work for your business. Click here to learn more and sign up.