ProWorkflow Review

ProWorkflow Review
4.2
4.2 of 5 stars 1 review
  • Pricing
    (4)
  • Features
    (4.5)
  • Support
    (4)

Summary

The software works well for a variety of business models, from solo entrepreneurs and freelancers to SMBs and enterprise-level corporations. This is mainly due to its rich feature set that includes plenty of time-saving and customization options.

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Pros

  • Robust project management features
  • Powerful reporting tools
  • Well-built Gantt Chart
  • User-friendly interface
  • Excellent customer support

Cons

  • Limited integrations
  • No mobile app

ABOUT

ProWorkflow is an online project management software based out of Christchurch, New Zealand. It was created in 2002 by Julian Stone, who initially designed it as an internal communication and workflow tool for his creative design company. He soon realized that the tool he had built would benefit other businesses too, and launched it to a wider audience. The software was initially sold as a downloadable app but is now mainly a cloud-based offering. According to the company’s website, the software has been used to manage over 2,400,000 projects to date in 100 countries worldwide. As the app’s name suggests, its USP lies in streamlining a project’s workflow management and internal team collaboration.

Who is ProWorkflow for?

The software works well for a variety of business models, from solo entrepreneurs and freelancers to SMBs and enterprise-level corporations. This is mainly due to its rich feature set that includes plenty of time-saving and customization options. Additionally, its two top-tier plans allow you to manage an unlimited number of projects, which can be a boon for small and large establishments alike. Price-wise, it has a low starting price, which scales up as you add users. This once again lends itself to being used by a range of companies with different budgetary constraints.

PRICING

This project management app has three pricing plans, each of which comes with monthly and annual subscriptions. The company offers a 10% discount to those who make the annual commitment. Importantly, ProWorkflow has a 14-day free trial that will let you test out the waters before taking the plunge. You will get all the features of the software’s Professional plan to play around with on the free trial. Additionally, you can request the company to extend the trial to 30 days if you need more time to make up your mind.

Here is a comparative look at ProWorkflow’s pricing plans:

Plan

Solo

Professional

Advanced

Price/User/Month

$10

$20

$30

Users

1

Unlimited

Minimum 5 – Unlimited

Projects

10 Active Projects

Unlimited

Unlimited

File Storage

5 GB

25 GB

50 GB

External Projects

Yes

Yes

Yes

Internal Projects

Yes

Task Management

Yes

Yes

Yes

Messaging

Yes

Yes

Yes

Time Management

Yes

Yes

Yes

Contact Management

Yes

Yes

Yes

Quotes & Invoice Plugin

Yes

Yes

Custom Reports

Yes

Yes

Yes

Task Templates

Yes

Yes

Yes

Project Templates

Yes

Organizational Chart

Yes

Project Status Editor

Yes

Custom Fields & Forms

Yes

FEATURES​

  1. Projects Dashboard
  2. Task Management
  3. Timeline Management
  4. Time Tracking
  5. Team Collaboration
  6. Contact Management
  7. Invoice And Quote Management
  8. Reports

1. Projects Dashboard

The software’s project dashboard is divided into two distinct columns. On the left side, you get a summary of all your active projects and tasks along with total time tracked, invoices, and quotes generated in the past week. The right side is occupied by an activity column, which gives you an overview of your current and upcoming workload. Helpfully, overdue tasks are displayed prominently in red, so you always know which ones to prioritize.

If you are a project manager, the activity tab also gives you a real-time look at when your team members logged in and what tasks they are working on. On the customization front, the software offers seven different color themes to choose from. If that doesn’t satisfy you, then you can create a custom color scheme and can even upload your company’s header and logo to give it a more official look.

2. Task Management

With ProWorkflow, you can manage tasks either from the project dashboard or the tasks page. When creating a task, the software allows you to set a task name, start and due date, assign a priority, attach any pertinent notes or files to it, and start tracking time. Helpfully, the bottom left corner has a button that lets you check your staff’s availability before you assign the task to them. Uniquely, you can mass assign resources to specific tasks and mass assign hourly services to external contractors.

The tasks page allows you to filter your task views according to project, priority, due date, or client. A nice feature here lets you save time by setting up task templates, preconfigured with subtasks, resources who are always responsible for completing these specific tasks, and the timeline for the task. Once you activate a task template, the software changes the task’s due date dynamically based on its start date. Subscribers of the advanced plan can set up entire projects beforehand by using the project template feature.

Another time-saving tool allows you to set up recurring tasks. The app will automatically create one at the intervals you have set.

3. Timeline Management

ProWorkflow has a well-designed Gantt Chart that allows you to see if your projects are running on schedule. There are several project and task filters you can use to create a Gantt Chart of your liking. These include parameters such as active or complete tasks, tasks by all or only some of your staff, date ranges, and project categories. The chart’s interface is interactive and easy to use. You can edit a timeline by lengthening it at one end or dragging-and-dropping them around to change their start and end dates.

Additionally, each task is color-coded for easier distinction with critical path tasks being signaled out in red. Another helpful feature is the software’s workload manager at the bottom of the screen that shows you how many hours each team member is assigned. This allows you to ensure that the workload is shared equally among your employees.

4. Time Tracking

There are four ways that you can track time with ProWorkflow. The software has a built-in stopwatch timer on its dashboard. When you click on the clock icon, it starts tracking your time. Second, if you don’t spend a lot of time on your web browser, you can use ProWorkflow’s time tracker desktop widget to track time. This widget also allows you to attach files to a task and send messages to your team members away from your browser.

Third, you can drag and drop the task you want to record into the app’s time tab, which gives you a calendar view of time tracked. Finally, if you want to enter time manually, you can do so by going to the direct entry tab on the timesheet page. The software allows you to make multiple time entries for the entire week. Conveniently, you can set the software to round off time entries by 5, 10, or 15 minutes for easy payroll calculations.

5. Team Collaboration

This project management software does not have an in-built chat feature, which is a big miss for an app that prides itself on improved team collaboration. That said, you can communicate with team members and clients associated with a project from within a task. Aside from a written note, you can also attach files to your message if you need to.

The software sends the message to all its recipients both within the application and directly to their email inbox. Additionally, recipients get in-app and email notifications when they receive a message. What’s nice here is that team members can reply to a message even though their email provider if they don’t have access to the software at the time of receiving it.

6. Contact Management

The platform’s contact manager stores all your contact information in one central database, so you have easy access to it. For easy distinction, it sorts your contacts into categories such as staff, clients, and contractors. Further, you can assign tags to contacts to make searches simpler. The software allows you to store a wide range of information on contacts, including their contact data and social media profiles. You can also add files and notes to record any unique detail about them. The contacts manager even has an inbuilt Google Maps integration that shows you a contact’s physical address location. Additionally, you can send out a mass email to all your contacts, which is convenient for sending out newsletters and company updates.

7. Invoice And Quote Management

Invoices and quotes are add-on features and cost an additional $10 each per month. Both have similar functionality and customization options. You can upload your company’s logo on them, change the display settings and default text wording, as well as modify the document’s footer, and add a few custom fields. The software also allows you to create a library of hourly rates for different tasks and fixed cost times, which you can pull from to create an invoice or quote easily. As with projects and tasks, you can set up multiple invoices and quote templates beforehand to save time. Once created, invoices and quotes can be sent to your clients directly from the software or downloaded as a PDF document.

8. Reports

This app has a robust reporting feature. It has several in-built or standard reports in eight categories. These are:

  • Resource reports
  • Time reports
  • Individual project reports
  • General project reports
  • Task reports
  • People reports
  • Quote reports
  • Invoice report

If their selection of standard reports doesn’t satisfy you, the software has a custom report builder that offers a host of filters.

INTEGRATIONS

ProWorkflow has only about a dozen integrations. This could be a deal-breaker for enterprise-level corporations that need more to run all their business processes smoothly. That said, the app has an open API that developers can use to create custom integrations.

Here are some of the software’s essential integrations:

  • Zapier
  • Xero
  • QuickBooks Online
  • Freshbooks
  • Box
  • Dropbox
  • OneDrive
  • Google Drive
  • Kashflow

More About ProWorkflow

Set Up And Ease Of Use

This project management app has a straightforward onboarding process that is made easier with its set-up manager. Once you have signed into your account, the manager takes you on a virtual tour of the software’s features. The app also allows you to start with a preloaded sample project, so you can quickly get the hang of things. As you navigate through the sample project, you will encounter pop-ups that encourage you to try out different features, a helpful tool that tech newbies will find useful. Once set up, the software sports a clean interface with clearly demarcated buttons. The main horizontal menu houses all the software’s main features along with a clock icon for tracking time easily.

Device Compatibility

Desktop Browser App

Android App

iOS App

Windows Phone App

Apple Watch App

X

X

X

X

ProWorkflow does not have a dedicated mobile app. What they do have is a mobile web app that you can access through your phone’s browser, which is designed to be responsive and compatible with any mobile device. As they are the same thing, you get the same functionality on your mobile as you would on a desktop.

Customer Service

The software is renowned for its responsive customer service. Its email support service has a quick turnaround time. Also, users get weekday phone service during business hours. What’s more, the company’s reps will give you free set-up aid, going so far as to help you customize your dashboard’s colors. In terms of the knowledge base, the software has a good repertoire of how-to guides, video tutorials, and FAQs. You can access these from the app through the inbuilt help button that is present on every page.

Online Security

ProWorkflow has several security measures in place that ensure your data is secure. These include:

  • 128 bit SSL encrypted data transmissions
  • PCI certified payment processing
  • SAML based authentication
  • SAS 70 Type II certified data centers with 24/7 surveillance and biometric access controls
  • Regular data backups
  • IP restrictions
  • User permissions
  • Audit logs

PROS AND CONS

PROS

  • Robust project management features
  • Powerful reporting tools
  • Well-built Gantt Chart
  • User-friendly interface
  • Excellent customer support

CONS

  • Limited integrations
  • No mobile app

CONCLUSION

There’s a lot to like about ProWorkflow. It is an extremely powerful app with features that cover the A-Z of project management. That the company has almost two decades of experience behind them shows in the app’s thoughtful design and user-friendly interface. Where the software can improve is by including an in-app chat feature, or at least by providing integration for a third-party chat app. Speaking of integrations, the company only stands to gain by improving in that department. These quibbles aside, it is a project management software that, as its name suggests, helps you ‘manage your workflow like a pro’. If nothing else, it’s features merit that you give its 14-day free trial a go.

Check out our list of the best Project Management Software companies

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