Honest TaskRay Review 2026: Pros, Cons, Features & Pricing
TaskRay is a 100% Salesforce-native project management and customer onboarding platform that enables teams to create templated workflows, automate task assignments, and track project delivery, exclusively for organizations already using Salesforce CRM. It is not a digital adoption platform and does not provide in-app tooltips or product tours inside your application. TaskRay competes with GuideCX and Rocketlane in the client onboarding project management space, with a defining requirement: every TaskRay user must have a Salesforce license.
Who TaskRay is for
Best for
- Organizations already using Salesforce with Salesforce licenses for all team members
- Companies wanting project management that automatically triggers from Salesforce Opportunity Close-Won
- Teams needing standardized onboarding workflows built natively inside their existing CRM
- Organizations with Salesforce admins available for initial configuration and ongoing management
- Companies wanting to avoid switching between tools - TaskRay lives entirely inside Salesforce
Less ideal for
- Organizations not using Salesforce - TaskRay cannot be used without a Salesforce subscription
- Small teams with simple onboarding: complex, expensive, and built for enterprise-scale process standardization
- Teams without a Salesforce Admin for initial configuration and ongoing management
- Organizations expecting a native TaskRay mobile experience (mobile works via Salesforce Mobile App only)
- Budget-conscious teams: combined TaskRay plus Salesforce licensing can reach $50-$400+/user/month
Pros
- Zero integration maintenance if you live in Salesforce: 100% native means no sync failures, no API keys to manage, no external integration to break - project data and Salesforce data are the same data in the same system
- Automatic project creation from deal close: Opportunity Close-Won automatically triggers a new customer onboarding project with all CRM context carried over - eliminating the manual handoff between sales and implementation that creates data entry errors
- Stable, low-maintenance platform: once templates are built, TaskRay is highly reliable within Salesforce's infrastructure - no CSS selectors, no external dependencies, and no code that breaks when your product ships changes
- Strong AppExchange trial experience: a TaskRay product expert sets up a fully featured trial in your own private Salesforce sandbox - a more informed evaluation than most competitors who offer only generic demo environments
Cons
- Mandatory Salesforce licensing dramatically increases total cost: every TaskRay user must have a Salesforce license, adding $25-$300+/user/month to the true cost - multiple reviewers specifically call out this combined cost as expensive and prohibitive for teams that would not otherwise use Salesforce
- No standalone usability: TaskRay cannot be evaluated or used outside of a Salesforce org - teams without Salesforce cannot use it, and teams considering switching from Salesforce in the future would lose their TaskRay investment entirely
- No dedicated mobile app: mobile access relies on the Salesforce Mobile App, which is a limited experience compared to desktop, and advanced features like Gantt charts do not work well on mobile
- Complexity scales with Salesforce complexity: configuring advanced automation requires Salesforce Flows or Triggers (developer knowledge), and the total maintenance burden includes both TaskRay configuration and Salesforce admin overhead
Pricing
TaskRay no longer publishes per-user prices on its pricing page. All three tiers require contacting sales for a quote. Third-party sources continue to cite an entry point of approximately $25/user/month for the Starter tier, but this is not publicly confirmed. Every TaskRay user MUST also have a Salesforce license, which significantly increases the true cost of ownership.
Per-user, per-month seat-based subscription with annual billing required. NOT MAU-based. Pricing is for your internal project/CS team members. Customers accessing project portals do not require TaskRay licenses. Every user requires BOTH a TaskRay license AND a Salesforce license.
| Plan | Price | MAU limit | Key constraints |
|---|---|---|---|
| Starter | ~$25/user/mo (third-party estimate; not confirmed by TaskRay) | N/A - seat-based, annual billing | Work management (Checklists, Milestones, Dependencies), Kanban/Plan/Row/Calendar/My Work views, Template Projects and Basic Automation, Basic Reports and Dashboards, Template Builder, Dynamic Team Builder, Sales and CS Handoffs. |
| Standard | Custom pricing (contact sales) | N/A - seat-based | Everything in Starter plus Spreadsheet View, Advanced Reporting with Portfolio and Project Insights, Time Tracking, Collaboration Features, Resource Assignment and Management, Business Schedules and Holidays. |
| Premium | Custom pricing (contact sales) | N/A - seat-based | Everything in Standard plus Advanced Scheduler and Resource Planner, Custom Task Weighting, Advanced Progress Controls, Capacity Utilization and Resource Forecasting. |
Things to look out for
- Salesforce license required for EVERY TaskRay user - Salesforce licenses range from $25-$300+/user/month depending on edition, substantially increasing true cost
- True combined cost: TaskRay ($25-$100+/user/month) plus Salesforce ($25-$300+/user/month) = $50-$400+/user/month total
- Annual billing required on all plans
- Salesforce Chatter must be enabled in your org (included in most Salesforce editions)
- Initial Salesforce Admin time for setup, permission sets, and configuration
- Custom automation development (Flows, Triggers) may require Salesforce developer resources
- One user reported TaskRay attempted a ~5% annual price increase (negotiated flat)
Free trial: 30-day free trial available. A TaskRay product expert sets up a fully featured trial in your own private Salesforce sandbox. A self-service AppExchange test drive (free org with sample data) is also available. Requires an existing Salesforce account or a free Salesforce trial org.
Example annual cost: Company with 20 users managing customer onboarding
- Starter Plan (estimated): 20 users x ~$25/month x 12 = ~$6,000/year (TaskRay only)
- Standard or Premium: user reports place higher tiers at $40-$100+/user/month = $9,600-$24,000+/year (TaskRay only)
- PLUS Salesforce licenses (required): $25-$300+/user/month per person depending on Salesforce edition
- True total ownership for 20 users can easily reach $30,000-$100,000+/year when Salesforce licensing is included
Maintenance
Implementation method
Salesforce AppExchange managed package installed directly into your Salesforce org. Setup takes approximately 15 minutes for installation, then 2-4 weeks for full deployment including template design, automation, and training. Auto-generates projects from Salesforce events (e.g., Opportunity Close-Won triggers new customer onboarding).
Mobile support
No standalone TaskRay mobile app. Mobile access is via the Salesforce Mobile App for iOS and Android through a pre-built 'TaskRay Mobile' Lightning App Page. Users can view tasks, update status, deadlines, and owners, and collaborate via Chatter. Functionality is limited compared to desktop. Advanced features may not work well on mobile.
Established teams with stable templates
2-4 hrs/mo
Reviewing and updating project templates, adjusting automation rules as processes evolve, creating new reports or dashboards, troubleshooting user permission issues, training new users. TaskRay runs inside Salesforce's stable infrastructure with no external integrations to maintain.
Fast-growing organizations
4-8 hrs/mo
Creating new templates for new product offerings, adjusting project structures as services evolve, updating resource allocation rules, managing increased user base and permissions, customizing workflows for new departments.
"A little slow since its running inside SFDC and costs a ton if you factor in the requirement of SFDC seats for people who would not otherwise use SFDC."
G2 reviewer
"Complex and expensive, it is not a simple solution, but built more for large complex business needs." (Software Advice reviewer)
"TaskRay is easily customizable and excellent for our user requirements and differing project types." (user review)
Features & analytics
Project Templates and Automation
Create reusable project templates with pre-defined tasks, milestones, and dependencies. Auto-generate projects from Salesforce events. Template versioning and the Stitcher feature for combining multiple templates into complex workflows.
Multiple Project Views
Kanban board for drag-and-drop task management, Gantt chart with dependencies and critical path, Plan view, Spreadsheet view (Standard+), Calendar view, and My Work for individual contributors.
Resource Management
Assign tasks based on team member roles, skills, and capacity. View resource utilization across all projects. Balance workloads to prevent team burnout. Available on Standard and Premium plans.
Native Salesforce Integration
100% native inside Salesforce. Attach projects to any Salesforce record. Full access to Salesforce data without API calls. All reporting uses Salesforce's reporting engine. No external data sync required.
Sales and CS Handoffs
Structured handoff process when deals close. Automatic project creation from Opportunity Close-Won. Customer and deal context flows automatically from CRM to project without manual data entry.
Reporting tiers
| Plan | Included |
|---|---|
| All plans | Basic reports and dashboards via Salesforce reporting engine, Project status, task completion, and milestone tracking, Template performance visibility |
| Growth+ | Advanced Reporting with Portfolio and Project Insights (Standard+), Time Tracking reporting (Standard+), Resource utilization reports (Standard+) |
| Enterprise | Capacity Utilization and Resource Forecasting (Premium), Advanced Scheduler reports (Premium) |
Salesforce-native configuration without separate coding for standard use. Template builder, automation rules, and page layouts are configurable by Salesforce Admins. Advanced automation requires Salesforce Flows or Triggers (developer knowledge). Highly configurable within the Salesforce ecosystem but dependent on Salesforce admin expertise.
Integrations & ecosystem
| Integration | Starter | Growth | Enterprise |
|---|---|---|---|
| Salesforce (required) | |||
| Salesforce Reporting Engine | |||
| Salesforce Chatter | |||
| Salesforce Mobile App | |||
| Salesforce Flows/Automation | |||
| External tools (via Salesforce) |
Because TaskRay is 100% Salesforce-native, it inherits Salesforce's full integration ecosystem including REST API, Bulk API, and native connections to all Salesforce-compatible tools. External integrations are handled at the Salesforce platform level, not through TaskRay-specific connectors. This is both a strength (unlimited Salesforce integration) and a limitation (requires Salesforce for everything).
Support tiers
| Support type | Starter | Growth | Enterprise |
|---|---|---|---|
| Email Support | |||
| Product Expert Trial Setup | |||
| Dedicated Support | |||
| Professional Services |
Reporting & rating
G2
4.7/5
150 reviews
Capterra
4.6/5
55 reviews
TaskRay reporting uses Salesforce's native reporting engine, which is both a strength and a limitation. Teams already building reports in Salesforce can extend those with TaskRay data seamlessly. Teams unfamiliar with Salesforce reporting face a learning curve. Advanced portfolio and project insight reports require Standard or Premium plan, and some users note the platform runs slowly inside SFDC at scale.
Frequently asked questions
No. TaskRay is 100% Salesforce-native and is installed as a managed package into your Salesforce org. It cannot function without an active Salesforce subscription. Every team member who uses TaskRay must have both a TaskRay license and a Salesforce license. This is a hard technical dependency, not an optional integration.
TaskRay's Starter plan is estimated at approximately $25/user/month (third-party data; not confirmed by TaskRay). But every user must also have a Salesforce license ($25-$300+/user/month depending on Salesforce edition). Combined, the true cost can reach $50-$400+/user/month per person. For a 20-person team, total annual costs can easily exceed $30,000-$100,000+/year depending on Salesforce tier.
Not a dedicated one. TaskRay provides a pre-built TaskRay Mobile Lightning App Page within the Salesforce Mobile App for iOS and Android. Users can view tasks, update status and owners, and collaborate via Chatter. Advanced features like Gantt charts and complex reporting do not work well on mobile. The experience is more limited than competing tools with dedicated mobile apps.
TaskRay, GuideCX, and Rocketlane all manage client onboarding projects, but differ significantly. TaskRay is 100% Salesforce-native - the right choice if you live in Salesforce and want zero integration maintenance. GuideCX works with HubSpot and Salesforce without being limited to either, and adds AI risk management. Rocketlane is a full PSA with resource management, time tracking, and financial management - the right choice for professional services teams tracking profitability.
Yes - a 30-day free trial where a TaskRay product expert sets up a fully featured trial in your own private Salesforce sandbox. A self-service AppExchange test drive is also available (free org with sample data). Both require an existing Salesforce account or a free Salesforce trial org.
For teams with stable processes, 2-4 hours/month is typical. For growing organizations, 4-8 hours/month. TaskRay runs inside Salesforce's infrastructure, so there are no external APIs to maintain, no CSS selectors to update, and no code that breaks when your product changes. Advanced automation may require Salesforce developer resources for initial setup.
Conclusion
TaskRay is a strong, reliable project management platform for organizations that are fully committed to Salesforce and want their onboarding project workflows to live natively inside their CRM. The automatic project creation from deal close, zero integration overhead, and Salesforce-native reporting are genuine advantages for Salesforce-first teams. However, the mandatory Salesforce licensing requirement is the most important factor to evaluate: the combined TaskRay plus Salesforce licensing cost is frequently cited as expensive and prohibitive for team members who would not otherwise need Salesforce access. TaskRay also does not address in-product user adoption - it manages the onboarding project but not what happens inside your software when individual users try to learn and adopt it.
Obi by Cor: The Better Alternative to TaskRay
Compared with TaskRay and other alternatives, customers choose Obi
Obi by Cor
No Salesforce required. Obi works independently of your CRM stack and does not require any specific CRM to function.
TaskRay
Salesforce required for every user. TaskRay cannot function without an active Salesforce subscription, adding $25-$300+/user/month to the true cost.
Obi by Cor
Obi guides individual end users through your product with conversational AI, answering questions and walking them through setup in real time.
TaskRay
TaskRay manages the project coordination for B2B implementations inside Salesforce. It does not guide individual users inside your product.
Obi by Cor
Usage/time-based starting ~$750/month. No additional platform licensing required.
TaskRay
TaskRay license plus mandatory Salesforce license. Combined cost can reach $50-$400+/user/month. True annual cost for a 20-person team can easily exceed $30,000-$100,000+/year.
TaskRay at a glance
| Comparison point | Obi by Cor | TaskRay |
|---|---|---|
| Prerequisite | None - works independently | Active Salesforce subscription required for every user |
| Function | In-product AI onboarding for end users | Salesforce-native project management for implementation teams |
| Total Cost | Usage/time-based starting ~$750/month | TaskRay + Salesforce licenses; $50-$400+/user/month combined |
| User Guided | Individual end users inside your product | Your implementation team managing customer projects in Salesforce |
| Best For | Scaling in-product user onboarding without headcount | Salesforce-first organizations needing onboarding project management inside their CRM |
TaskRay is the right tool for organizations deeply committed to Salesforce who want their onboarding project management to live natively inside their CRM. The automatic project creation from deal close, zero integration maintenance, and Salesforce reporting integration are genuine advantages for Salesforce-first teams. However, the mandatory Salesforce licensing requirement makes the true cost of ownership dramatically higher than it appears, and TaskRay does not address in-product user adoption - it manages the project but not what happens inside your software. Obi addresses in-product user guidance directly, reducing the onboarding burden on implementation teams regardless of what CRM or project management tool they use.
Give every customer your best onboarding
Obi is an AI agent that guides each customer through onboarding the way your best teammate would, at scale, without per-seat or per-MAU surprises.