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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.
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.
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.
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.
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.
Project Dashboard Details Page
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.
Leah Peev, Freelance Photo Stylist
I've used this tool before, a few years back. They've made some improvements since then (and have more in the works to come). I'm impressed it is so versatile and fits just as well with my new company's workflow as my previous. Customer service is stellar, and it's pretty intuitive to navigate once you get a tour. Looking forward to using this tool again.
Pros: It's not hard to come up with pros: *Great, responsive service, especially considering they are based in New Zealand (NOT Australia!) *Flexible options allow you to give access to clients and contractors without additional charges. *Gantt charts and reporting for those that love charts and stats.
Cons: My cons are pretty use-case specific: *I wish it had a ready-made ZenDesk integration, but that's not a deal breaker. Zapier to the rescue! *The upgraded plan has great features, but has a minimum of 5 licenses. Can be hard to justify for tiny teams.
Rating breakdown
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Ease of use
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Free Trial
Richard Jaques, Software Development and eCommerce
Made for web designs, developers and anyone that has a lot going on!
Here's a quote "Nathan and I rarely get excited about project management software but..... we are enjoying ourselves!!!!!"
Proworkflow makes an easy and fun job of everything. From creating quotes, to easily converting them to projects and tasks, then creating invoices from time, quote or just on the fly.
We've tried a huge list of systems over the years and in these early days I am incredibly impressed.
Pros: Feels like it was built for us - we're already saving time and energy. I like: Quotes Invoices Task and projects - we're working differently due to the software, much better in fact Messaging we have yet to use but it looks very good Xero integration is excellent! Reports I have hardly used but also look excellent
Cons: None yet! Everything is easy and clear and all the issues I have come up against have a good solution.
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Less than 6 months
Nick Chaney, Account Executive at INRG
PWF has been a great asset for us to have easy access to all client projects and track where those projects stand. We've been able to tailor the project briefs, project tasks, and project schedules to work effectively with a wide range of project types.
Pros: All project communication and files are in one place; Easy to find previous jobs for reference when planning; Customer service is always very friendly, efficient, and helpful
Cons: Reporting capabilities aren't as easy to adjust as project briefs, tasks, and schedules
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1-2 years
Anthony Brindley, Helping you get the most from your websites
I've been looking around for all-encompassing project management systems for over 2 months now. Invariably things are missing, part-baked or an additional cost. ProWorkflow was the exception to the rule as it has it all beautifully interlinked and comprehensively covered.
Time tracking, desktop widget, phone image uploads, contact management, project (and task) templates just for starters - amazing. Well done!
Pros: Where to start?! Let me first say that the customer service has been beyond anything I'm used to experiencing. The fact that, within an hour of my contacting support, they had tracked down and installed my logo AND branded my account without me even asking - made a huge positive impression. The amount of online videos which guide you through how things work is great, along with the interface itself being very intuitive. I love the fact that the mobile apps are free and really support constant usage of the website and help to get the maximum from it. The ability to add as many contractors and/ or clients a you like or need removes the restrictions imposed by many other Project Management systems and allows you to concentrate on delivering projects.
Cons: It can be a bit onerous to setup, simply because there is so much of the behemoth to configure to your business - but I believe this to be a one-time investment of time which will continue to reap rewards long into the future.
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Ease of use
Customer support
Time used
Less than 6 months
Senior Account Supervisor (Marketing and Advertising company, 51-200 employees)
Our marketing agency had evaluated time tracking tools in the past and ended up scrapping the tool shortly after installation due to lack of support from the vendor. It was a significant time and money investment that was essentially wasted. With that history, we approached a new tool with great caution and extreme due diligence. Unless you are going to hire developers and build your own solution, there will always be compromises and a constant state of development and upgrades. We started with a list of 50 vendors, whittled it down to 5, and ultimately went with ProWorkflow.
The PWF team is stellar. Beyond stellar really. From the get go, our contact Ivan was incredibly patient with our extreme due diligence. He was readily available to understand our needs and answer questions. Besides being impressed with the platform, we were very drawn to the lack of implementation fee or contract. Highly unusual compared to the other vendors we evaluated. We loved this commitment to happy customers and they have more than proven that they are interested in happy customers. Our Implementation Specialist Dena has been super helpful in getting everything set up correctly. Our Support Specialist Jack is easily accessible and often answers questions with a quick screencast which is super helpful.
The platform itself is easy to use and the internal team has migrated to it well. We have set up over 20 project templates which has aided our project team tremendously saving time creating schedules and making the steps relatively consistent between projects. The design team loves having fully built out schedules with clear expectations and deadlines.
One compromise we did have to make is in regards to reporting. Due to client agreements, we cannot give financial visibility of projects to all team members and the advanced plan didn't work for us as we have resources that span multiple clients. This has left some managers without the ability to pull their own reports which took some getting used to but they are adjusting.
Pros: • Support. The PWF team is the gold standard of customer service!! • Value • Ease-of-use • Using the platform has broadened awareness of what it really takes to complete a project (both from a time and budget perspective) • Ability to estimate jobs prior to work commencing • Project templates • Organization-wide project visibility • Project and task visibility increases accountability because resources and deadlines are clearly articulated. • Scalable platform
Cons: • Unfortunately we cannot give all team members visibility to the reporting features due to client confidentiality reasons. It puts an extra burden on the admins to provide reports (which is totally manageable at this time) but ideally you could set reporting permissions on a client level.
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Free Trial
Kelly Nelson, Strategic Planning, Project Management, Process Improvement
Our large marketing department was having issues with workload balancing - swinging from overtime to downtime. Because of our poor workflow, we were also missing deadlines.
We used PWF to solicit accurate time allocations from designers/writers, created task templates that clearly outlined our timeline and allowed us to set reasonable expectations for clients, and used several of the report tools for executive reporting and team member reporting.
We are now much more efficient, streamlined, and have also used our new reporting tools to request additional budget/resources from management.
Pros: Great for resource / workload balancing Great reporting tools Easy and intuitive to use Fantastic customer service
Cons: Timeline/Gantt chart is difficult to download/manipulate Holidays/PTO need to be tracked manually Not efficient for document storage
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Customer support
Time used
1-2 years
Creative Systems Manager (Sporting Goods company, 1001-5000 employees)
We are currently using Pro Workflow as our project management tool for digital creative and marketing teams. After doing trials with several other vendors we decided to move forward with PWF, very satisfied with the tool itself, reporting options, clean UI...everything you would expect from a project mgmt system. What has been utterly astounding, though, is their quality of service. We have definitely "challenged" the breadth of the system and have truly enjoyed working with PWF as a partner...very quick response times, friendly support, attention to detail and customer (our) need. It is rare to find a vendor so helpful.
Pros: Can be customized in terms of reporting options, dashboards, etc which are especially helpful with management. Clean/simple UI makes training easy and experience in-app pleasant for users. Strong customer service. Stable.
Cons: Would like to see more flexibility in native dashboard (ability to add additional columns for sort). Does not have native annotation of creative comps.
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Customer support
Time used
1-2 years
Ronald Tadross, CFA, Chief Financial Officer at Spark451
Our company has grown up on ProWorkflow, and it has helped us scale professionally. The system can do almost everything we need it to do, and functionality is always improving. Our biggest challenge is getting people to use it instead of random google docs and iCal, but that could just be human nature.
Pros: Functionality Reliability Customization
Cons: iCal and Quickbooks integration too manual, but doable
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Value for money
Ease of use
Customer support
Time used
1-2 years
Mindy Stallings, Marketing Production Manager at Renovate America
I've used Prowork Flow at three companies. It has been key to helping me establish processes that keep our teams running fast, effectively and with ease. Everyone finds it to be a useful and easy tool to use from clients to designer and writers.
Pros: -Easy reporting -Incredible Dashboard -Ability for clients to request projects (this is HUGE) -Customer Service is top notch
Cons: I started with Prowork Flow several years ago and when it was starting there were some things that needed tweaks but they listened to their customers and have made the experience better and better.
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1-2 years
Cherie Ladkin, Owner of Virtual Business Assistant NZ
ProWorkflow is the hub of our online Virtual Assistant office at Virtual Business Assistant NZ. We used a existing project template for collaborating on our website design and development project, and have created custom templates for our main services of Virtual Admin Assistant, Virtual PA and Virtual Sales & Marketing Assistant. Internal projects such as business planning, health and safety documentation have been created and are able to be tailored to clients needs.
I was looking for a product that was easy to use, cost effective and most importantly would help me track projects, connect with clients, streamline my workflow process and enable progress reports and billing information. PWF does it all! It makes sense to keep all relevant information such as files, messages and information linked to a project or specific task and sharing with workers and clients as required.
The Virtual Assistant is a fairly new concept in NZ, so I needed a product that made the process of outsourcing work to a VA and working online easy for my clients.
Pros: The online tutorials, one on one training, together with fast, friendly response from the support staff ensured that I got up to speed and was operating in no time.
Cons: It is hard to fault PWF. It is comprehensive but not too bulky. The only thing I can suggest is a few options for setting up task templates to allow for changes to the structure. I.e., adding or rearranging tasks in a large project.
Rating breakdown
Ease of use
Customer support
Time used
Less than 6 months
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