ProWorkflow Pricing, Features, Reviews & Comparison of Alternatives


Project Management & Time Tracking For Teams Of Any Size.

4.45/5 (202 reviews)

ProWorkflow overview

What is ProWorkflow?

ProWorkflow helps small & large teams achieve clear visibility and accountability on projects, tasks, billing and reporting. With ProWorkflow, management, contractors, clients & teams collaborate to stay on top of deadlines easily. We provide ongoing personal support to ensure you're getting the best from your solution, no matter your budget. Subscribe with 2 users or more and get unlimited users for the first 30 days of your subscription!

Whether you're a small marketing agency, global IT enterprise or a busy accounting practice; our customizable platform will save you hours of ambiguity so you can focus on what's important - growing your business!


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United States, Asia, Australia, Canada, United Kingdom

Supported languages

ProWorkflow screenshot: ProWorkflow's personalized homepage dashboardIntroduction to ProWorkflowProWorkflow screenshot: ProWorkflows's centralized project collaboration pageProWorkflow screenshot: ProWorkflow's simple task to-do listProWorkflow screenshot: ProWorkflow's gantt styled timeline chartProWorkflow screenshot: ProWorkflow's drag and drop timesheetThe Professional Plan

ProWorkflow reviews

Value for money
Ease of use
Customer support
Lillie Ammann

Very useful

Used daily for 2+ years
Reviewed 2019-04-18
Review Source: Capterra

The company has been very responsive; customer support is amazing. One time there was a relatively minor problem with the timer. I submitted a ticket, and a customer support rep called me on the phone and spent a long time troubleshooting to resolve the problem. I was very impressed that rather than going back and forth via email, he took the initiative to call me and spent as much time as needed. I'm very happy with ProWorkflow.

It makes it easy to manage projects with an associate. Although there are only two of us and the client, there is a lot of back and forth on each project. It used to be hard to keep track of where we were and who needed to take the next step, but now it's simple. I also like the ease of tracking time on each step of a project. I can do a better job of estimating new projects based on the actual time for older projects, and I can see if a project is out of sync. The customer support is fantastic.

I really wish it had a feature that is missing. It has a great invoicing feature, but I really need an accounts receivable component. There is a list of all outstanding invoices, but there's way to keep track if a client makes only a partial payment or if there are several individual invoices. I can track individual invoices, but there is no way to know the total balance due from a specific client. I realize this is not something the software is designed to do, but it creates extra work for me because I have to record all the invoices and payments on a manual spreadsheet to have complete information.

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 10/10

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Michael Collazo

Keeps Management Simple

Used daily for 1-2 years
Reviewed 2020-02-29
Review Source: Capterra

Proworkflow has allowed me to grow my business to where I am now. Scheduling was predictable and I always had flexibity to shift my schedule around on the fly without a lot of pain. The work flow from quote to projects to invoicing has been seemless.

Proworkflow requires minimal effort to stay on top of your business. I think the importance of this gets overlooked too often. Setting Quotes and invoices are minutes at most, and setting projects and adding tasks can be done on the fly with little investment of your time. You can see the impact on resources scheduling before you even finish setting up your planning your tasks. I don't have enough words how valuable of a tool this has been without scrambling our brains to operate.

If you need a more sophisticated system for proposals and invoices Proworkflow is not there. It will give you just enough flexibility to customize a quote and send your invoices to quickbooks/Xero directly from a quote or proposal. But if you need quote/proposal templates for multi page terms and conditions, and percentage invoicing or progress billing, be prepared to do these manually.

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 9/10

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Carmen Edwards

Good start but still a lot to be implemented

Used daily for 1-2 years
Reviewed 2018-08-06
Review Source: Capterra

Whilst PWF has potential and I'm sure the intention to rectify and further develop the software is there, in it's current format it does not meet our business needs, requiring us to use external software sitting outside of PWF's functionality. It appears to be set up for a niche market and would do well to expand its capabilities to provide fuller functionality for all clients.

I've been using PWF for a year now and see there is potential for this to be a convenient, easy to use tool once development improvements have been implemented. The support staff are friendly and provide assistance where possible. The software enables us to pay per user and grants multiple users to access the platform with individually allocated access rights, allowing us to set security levels pending the role of the user and adjust our monthly payments pending the number of consultants we currently have on board. You are able to live track time which is helpful for our consultants in allocating to billable projects. Review of time entered and staff workload is also a useful function.

I feel this software is still in its developmental stage and has a lot of improvements to be implemented. For example, integration with MYOB is poor and non usable, invoicing fields need expanding (ie choice of PO or street address, ABN field for recipient, etc), templates and emailing tools are very basic and limited, contact listings are restrictive and missing vital fields (ie ABN, PO Box, etc) or requiring double handling (ie single contacts need to be connected to a non existent company, for example where no company is applicable you have to create fake one to connect them contact to), reports need to have more functionality and retrospective time reports come up with errors in date ranges making data inaccurate, add/edit tasks need further options such as sort functions, window resizing/positioning needs to be added, pro bono projects cannot be marked as non billable unless you tick them off as "invoiced" (which is incorrect and misleading). These are just a few of the issues we have recently been struggling with.

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 5/10

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Straight to the point solution

Used daily for 6-12 months
Reviewed 2019-07-25
Review Source: Capterra

Overall, a great solution that cuts through the noise for you in the already-crazy world of project management with great value for money as well.

- Great support for Agile sprints, you can tell that the Agile methodology was thought of in the product's design, offering so many tools and features that enable working on sprints and other fast-paced projects. - Nice Milestone and Kanban visualisation as well. As I said earlier, points your attention to the most important thing to note; straight to the point. - Great value for money too.

- Not great support for all invoicing scenarios; that would be useful to integrate into some projects that perhaps require follow-on funding or fractional and/or incremental payments. - It doesn't have great support for extra-platform communication with colleagues and third parties that are outside the platform, this could be useful when interfacing with clients who may not be registered users

Rating breakdown

Ease of use

Likelihood to recommend: 8/10

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Lillie Ammann

Excellent tool

Used daily for 2+ years
Reviewed 2018-07-19
Review Source: Capterra

Other than not being able to keep track of invoices and payments, I love ProWorkflow. It is excellent for collaboration but also works well for solo use. It's the best way I've found to stay on track on multiple projects simultaneously.

I love how easy it is to manage multiple projects. I can keep track of where I and my associate are on any job. Even when I work alone on a project, I use ProWorkflow to keep track of every step. Having an archive of all previous projects, including related documents, is very useful. Being able to create templates for tasks, invoices, etc. saves a lot of time and effort. Although I rarely have any problems, when I have had issues, customer service has been outstanding.

Since I bill for projects incrementally, I wish there was a better way to invoice and keep track of incremental payments. ProWorkflow reminds you to invoice at the end of a project for the entire amount. There's no way to set up invoices for incremental payments, and there's no way to show an invoice partially paid. So I if receive a partial payment, I have to mark the original invoice paid (or delete it) and issue a new invoice for the balance. I'd really like an accounting component to be able to keep track of payments instead of having to have another system for that.

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 10/10

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ProWorkflow pricing

Starting from
Pricing options
Free trial
View Pricing Plans

Solo: $10 per staff user per month
- designed for Freelancers
Professional: $20 per staff user per month
- most popular
Advanced: $30 per staff user per month
- perfect for Enterprise
Client and Contractor access is free on all plans.
Professional and Advanced plans include unlimited active projects.

ProWorkflow features

Activity Dashboard
Activity Tracking
Automatic Notifications
Collaboration Tools
Drag & Drop Interface
Gantt Charts
Multiple Projects
Project Management
Project Planning
Project Time Tracking
Project Tracking
Reporting & Statistics
Task Management
Task Tracking
Third Party Integration

Progress Tracking (130 other apps)

Security and privacy


Encryption of sensitive data at rest
HTTPS for all pages

Access control

Multi-factor authentication options
This will ask you to sign in with LinkedIn

GetApp Analysis

Developed more than a decade ago with the goal of supporting the internal workflows and communication needs of growing organizations, ProWorkflow has expanded to become an all-in-one platform for businesses that need project management solutions. The cloud-based project management system works to reduce waste and operational inefficiencies within organizations, with time tracking, task management, and other tools that facilitate collaboration between managers, staff, clients, and contractors.

Small and mid-size businesses can use ProWorkflow to collect detailed work records, while also organizing jobs and delegating tasks in an efficient manner. The platform’s Timeline and Availability tool gives users the ability to review and reschedule projects with the click of a button, while mobile features for smartphones and tablets satisfy the demands of organization leaders who are always on the go.

What is ProWorkflow?

ProWorkflow is an online project management solution for small to mid-size businesses. The platform has been designed to include features for managing workflows and tracking time, which are two common struggles faced by growing organizations. Users can assign start and due dates for particular tasks, they can allocate certain amounts of time, and they can generate detailed reports showing how close their employees are to meeting those estimates. A time tracker widget is available to make tracking time even easier for people who use Mac or Windows.

ProWorkflow is most frequently used by businesses in the technology, creative, marketing, government, community, education, and health industries. Production managers, executives, employees, clients, and contractors all benefit from this platform, as they can become more efficient in their roles when they take advantage of the project management features that the app provides. For example, ProWorkflow gives managers an easy way to record work content for multiple projects and delegate tasks to the most capable employees. Its App Store is available to extend the functionality of the platform, as well.

Who is ProWorkflow For?

  • Experience level: All experience levels
  • Industry: Technology, creative, marketing, government, community, education, and health
  • Business size: Small businesses and mid-size businesses
  • Departments/roles: Production managers, executives, employees, clients, and contractors
  • Budget/point: Starting at $10 per month
  • Example customers: NV Interactive, Fourth, Lines In Design, Euphoria Telecom

Main Features


ProWorkflow uses a Gantt drag-and-drop interface to easily schedule (and reschedule) both projects and tasks. Individual items can be placed on a project Gantt chart, where workload calculations are seamlessly run to ensure all team members are working at optimum efficiency. Color-coded bars are used to demonstrate which projects and tasks are in progress, completed, or past due.

In the event that a particular project or task is running behind schedule, you can revisit your timeline and quickly reschedule certain tasks or due dates. ProWorkflow gives you the flexibility to move single items or multiple items at one time, while comprehensive filters limit the noise and bring you the information you need.


Timesheets are used to track time, and they play an integral role in the ProWorkflow platform. Users can track time and move time entries into different positions with drag-and-drop functionality. They can also enter bulk time records. Timesheet reports can be printed or exported at a moment’s notice.

To use Timesheets, just select any task and drag the task onto the Timesheet. That action will allow you to track time and record time records. Manually start and stop the timer as you make your way through the workday, and ProWorkflow will automatically allocate the time you’ve spent on the specific project or task. ProWorkflow also makes it possible to set working hours and generate summary reports.

Project Dashboard

ProWorkflow keeps all project information on one dashboard, which makes it easier for users to quickly find the details they need. Project dashboards can be viewed by assigned employees, clients, and contractors. They can be setup to include tasks, time tracking, messages, files, quotes, and invoices.

From your dashboard, you can manage resources, time, and cost. You can also access ProWorkflow’s messaging tool, which allows you to collaborate securely with clients or contractors through the cloud. Clients can also submit Project Requests through ProWorkflow, however you still maintain total control over how projects are managed and tasks are assigned.


In today’s work environment, mobile solutions are a requirement. ProWorkflow gives professionals a way to manage projects and tasks from their smartphones and tablets. In addition to basic project management features, users also have access to time tracking and task management tools.

Download shared files and send messages to colleagues about the status of any tasks you’re working on through ProWorkflow’s mobile messaging system. Reporting tools allow you to track the status of projects and view upcoming projects while you’re on the road or before you agree to add anything more to your plate. You can also track time, approve project requests, download files, and access contact details for clients through your mobile device.


With the ProWorkflow API, organizations have the flexibility to create their own custom apps and integrate existing ones. ProWorkflow’s App Store includes a number of useful tools to extend the functionality of the platform. ProWorkflow also integrates with popular third-party business apps like Quickbooks, Xero, and Invoice Plugin Quotes.


Multiple pricing plans are available to meet the needs of businesses. ProWorkflow’s most lightweight plan is its Solo plan, which costs $10 per month, per user. The Professional plan costs $20 per month, per user. The Advanced plan costs $30 per month, per user. A 14-day free trial is available for new users with no credit card required.

Bottom Line

  • Collaborate on tasks with clients and contractors
  • Manage company projects remotely
  • Plan projects and tasks by assigning start dates and allocating time.
  • Create invoices from time records
  • Give employees access to information pertaining to allocated tasks

Videos and tutorials

ProWorkflow Tutorial Videos from GetApp

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Additional information for ProWorkflow

Key features of ProWorkflow

  • Gantt style timeline
  • Client database
  • Timesheet management
  • Quotation management
  • Xero, Quick Books, MYOB, FreshBooks, Kashflow
  • Assignment Management, Task Management
  • Audit trail
  • Notifications For Tasks & Deadlines
  • Chart your progress
  • Custom & secure client portal
  • Collaborative review
  • Collaborative workspace
  • Communication management
  • Customisable workflows
  • Contact & company search
  • Customer database
  • Branding & configuration
  • Customisable & accurate reporting
  • Flexible Project Templates
  • Import Contacts & other data
  • Notifications & alerts
  • Employee management
  • Messaging & file sharing
  • Upload and Download files
  • Gantt-type charts
  • Invoice management
  • Individual & overview reports
  • Android & iPhone apps
  • Timesheet entry options
  • Permission-based access, free client access
  • Pipeline management
  • Project notes
  • Track time spent on projects to stay on track
  • Quotes & invoices
  • Secure data storage
  • Data security
  • Summary reports
  • Easy Task scheduling and tracking
  • Track Task progress
  • Template management
  • Third party integration
  • Time tracker widgets for desktop
  • Visibility of staff hours
  • Easy to-do lists to keep organised
  • Free training & support
  • Manage and customise workflows
  • Centralized Project Collaboration
  • Availability for staff time management
  • Customisable levels of importance
  • Drag tasks and projects for easy completion
  • Widget add-on
  • Task management
  • Contact management
  • Collaboration tools
  • Simple & Fast Project Management Tool
  • Timeline management
  • Client management
View All Features


Project Management:
Manage projects through interactive timelines and company wide overviews. Plan projects by looking at staff availability to gauge realistic deadlines. Get the job on done on time, every time.

Task Management:
Create in-depth task lists with sub tasks breaking down the structure of a project. Drag and drop to delegate and assign tasks to staff members. Prioritize your to-do list and keep communications all in one place. Recreate similar lists of tasks through powerful templates.

Budgeting and Tracking Time:
Streamline processes through budgeting and tracking time on tasks and projects. Create quotes based on budgeted time on projects and tasks. Invoice based on actual time spent.

Resource Management:
Forecast staff resource and plan realistic project scopes. Look into how individual staff workload is affected in real time as you go.

Keep all file sharing and communications in one place, on one page. Structured visibility to ensure the right people see the right things at the right time.

Business insight:
Robust reporting to help you identify and make real decisions that add real value to your business. Dedicated support to help you create personalized custom reports, showing you the answers your company is asking.