# ProWorkflow Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is ProWorkflow the right Project Management solution for you? Explore 249 verified user reviews from people in industries like yours to make a confident choice. Source: https://www.capterra.com/p/77208/ProWorkflow/reviews --- ProWorkflow 4.5 (249) [View alternatives](https://www.capterra.com/p/77208/ProWorkflow/alternatives/) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated March 13th, 2026 # Reviews of ProWorkflow Ease of use 4.3 Customer Service 4.6 ## Pros and Cons in Reviews JP Joe P DirectorEnvironmental Services, 2 - 10 employeesUsed the software for: More than 2 years. “We gradually built a series of Excel project management tools to fill the gaps in this software's offering, covering things like weekly staff planning, project performance assessments, and calculating the value of work in progress.“ June 9, 2024 WM Whitney M Operations Manager Accounting, 11 - 50 employeesUsed the software for: Less than 6 months. “Exporting contacts for our new software had challenges - and unfortunately notes cannot be exported which created a ton of work for us.“ February 28, 2022 AM Alison M Chat AgentInformation Services, Self-employedUsed the software for: 1-2 years. “Pro Work flow is a great software tool to help and business owners stay on track with projects and tasks.“ July 9, 2023 DP David P Director Construction, 2 - 10 employeesUsed the software for: 6-12 months. “Not being able to access my online account!!“ August 24, 2022 NL Natasha L President Graphic Design, 11 - 50 employeesUsed the software for: More than 2 years. “I couldn't be happier with the system and the support's responsiveness and helpfulness.“ January 24, 2023 RM Rik M ownerDesign, 2 - 10 employeesUsed the software for: More than 2 years. “PWF uses a lot of hover menus to keep the interface clean, but if you don't know where to click, you'll miss functionality. “ February 9, 2021 MH Matt H Occupational TherapistHealth, Wellness and Fitness, 1,001 - 5,000 employeesUsed the software for: More than 2 years. “This program is the easiest system and most comprehensive we have utilised to manage ministry of health funding requests with Enable NZ, being able to attach and follow the flow of reports and information is great.“ March 2, 2021 PK Pavel K AccountantConstruction, 11 - 50 employeesUsed the software for: More than 2 years. “Reports when imported to excel have issues with dates and hours figures and need to be changed before meaningful information can be presented“ March 4, 2021 ## Showing most helpful reviews Showing 1-25 of 249 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use Todd W. Director Graphic Design Used the software for: 2+ years ### "Does what it says on the packet - and does it well." February 10, 2021 5.0 We compare PWF with other solutions on the market on an annual basis (every year for 10 years!) and still continue to find ways that OPWF comes out on top. Pros We have used Proworkflow for around 10 years and heavily use it for time tracking, resource scheduling, budget management and cost tracking. We run a marketing agency with a team of 13 people and all users rely on PWF for daily management of their billable. The reporting features are strong and customisable. The interface continues to improve and periodic upgrades that always seem o add another level of improvement and usability. Cons We have seen other more feature rich software options on the market that would improve our client collaboration. Review Source ZS Zsolt S. Director Printing Used the software for: 2+ years ### "Customisable perfection" March 2, 2021 5.0 PWF is the most important management tool in our company. Pros I've been a subscriber since 2011. In the last years the number of new functions skyrocketed. I love that we can add custom fields, it is really helpful. I am also happy with the quote and invoice module, the Xero integration is crucial for us. I can't imagine my company without PWF. Cons Possible improvements: - direct email import to projects - a bit more fancy Fixed Cost Items list editor - thumbnails for the pictures Alternatives considered [WorkflowMax](https://www.capterra.com/p/226306/WorkflowMax/) Reason for choosing ProWorkflow I like the Project Page in PWF. And the Custom Fields. Review Source CE Carmen E. Office Manager Environmental Services Used the software for: 1-2 years ### "Good start but still a lot to be implemented" August 6, 2018 3.0 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. Pros 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. Cons 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. Review Source JR Julie R. President Graphic Design Used the software for: 2+ years ### "The only project management tool you'll ned!" February 11, 2021 5.0 Pros I love the ability to customize my clients schedules Cons I wish I had more automation options for emailing and followups so ensure nothing gets missed. Alternatives considered [HoneyBook](https://www.capterra.com/p/162588/HoneyBook/)[Dubsado](https://www.capterra.com/p/206389/Dubsado/) Reason for choosing ProWorkflow ProWorkFlow is an excellent project management tool and extremely easy to use. I am able to customize the tools to best fit my needs. Customer service is also great and always willing to help with any questions! Review Source CG Chris G. Partner Graphic Design Used the software for: 2+ years ### "Invaluable tool for our business, we love it!" February 9, 2021 5.0 We work with PWF multiple times a day, every day. We have seen continued commitment to always making the product better. We rely (without worry) on this tool, and it helps us manage and grow our business Pros Simple but robust, does everything we need from time tracking, project/task management and assignment to invoicing Cons Might not have been the coolest looking option to start with but has gotten steadily better, but regardless, the functionality is the key and it doesn't disappoint Reason for choosing ProWorkflow We considered MANY options but in the end it was an easy choice, PWF has been a true asset to our company and I hate to think where we would be without it Switched from [Function Point](https://www.capterra.com/p/64490/Function-Point/) FunctionPoint was expensive and didn't focus on the things that were important to our company Review Source BG Benny G. Director, Communication & Branding Transportation/Trucking/Railroad Used the software for: 2+ years ### "Easy to Use" February 9, 2021 5.0 We can make sure we have visibility across our team of all our activities and we can make reports to show to the executive team. Pros Web-based, easy to use, customizable, customer portal, notifications Cons There's not a good mobile app to use in conjunction. Switched from [Microsoft SharePoint](https://www.capterra.com/p/1167/SharePoint/) SharePoint was not well suited for this application Review Source MA Melanie A. Project Manager Market Research Used the software for: 2+ years ### "PWF Review" March 2, 2021 4.0 We love it. I did a lot of research and believe it is the best project management tool out there. You just need to accept that you need to adjust your processes and workflow to use the tool optimally Pros Task management, organization and the collaboration piece are what I like most. Also we were able to successfully integrate the tool with Salesforce Cons The UI good be improved to have a bit more professional feel. Alternatives considered [Wrike](https://www.capterra.com/p/76113/Wrike/) Reason for choosing ProWorkflow the ability to integrate with salesforce was more feasible with PWF Review Source JM Jenna M. Licensed Immigration Adviser Legal Services Used the software for: 2+ years ### "Great software for project managers of clients in the immigration advice sector" February 9, 2021 5.0 Cut costs and made me more productive than using other software. Pros I like the ability to add template tasks that I customised and the client portal is of crucial importance to me. Love it! Cons I wish it were easier to manage client files they add there and that the interface in this section is visibly larger. Switched from [8am MyCase](https://www.capterra.com/p/115613/MyCase/) MyCase is far too expensive. Proworkflow is better and far cheaper overall and has a better template system for adding tasks you do often. Review Source Jonathan W. Director of Marketing Publishing Used the software for: 2+ years ### "A decent project management software" July 20, 2018 4.0 I'm the marketing director for my company and proworkflow has helped my small marketing team stay on track. I have 3 licenses for this. So for the money, PWF delivers a good amount! Pros It gives you the ability to get pretty detailed on your tasks if you want to. It allows you to see all the projects next to their due date on one screen. Tasks can be arranged with specific headings so that tasks can be grouped in separate categories all within one project. Cons The mobile app felt useless to me (granted, the last time I tried was over a year ago). The app only allowed you to see tasks that you're specifically assigned to in a project. This doesn't help the manager of a department who needs to see the status of all projects. The software as a whole is not intuitive. Once you've spent time playing around with PWF and creating many projects you have a better grasp of the core functionality, but I feel it takes too long to get to that point. Review Source Jordan P. President Construction Used the software for: 2+ years ### "Couldn't do business without it" July 18, 2018 4.0 We have found that with PWF we are.more efficient, more accountable, and have more time to care for our clients. Pros We've transitioned into using PWF as just information tracking to full customer profiles, work flow, time tracking, and complete information hub. Every time we've called and asked for slight changes to the software they've responded in remarkable timelines. Recommend this for medium to large businesses with lots of information to keep tracked, accessible and organized. Great way to communicate too. Cons There could be an app instead of just a mobile site, and with such allow messaging to operate outside of email as an app for staff and clients alike. Also, I think some of the API integration could be a little more robust for a smoother user experience for those users trying to use PWF to it's full capacity. Review Source SM Susan M. Principal Landscape Architect Architecture & Planning Used the software for: 2+ years ### "ProWorkflow - 4 year user" February 9, 2021 5.0 Our firm continues to utilize ProWorkflow in new and effective ways after 4 years. The company has released several upgrades that have been great. One of our favorites is the Project Board. Pros The main reason we selected ProWorkflow was to track project estimated hours to actual hours and see those results in a clear graphic format. PWF has exceeded our expectations. As our workload has increased, along with the number of projects, PWF has allowed us to stay very organized and work more efficiently. The customer service is outstanding. The PWF account representative is readily available for quick questions and training at any time. This is all inclusive of the overall cost of the software. Cons The profitability reports can be a bit time consuming to set up. Also, an earlier feature, the ability to show project locations on a map, is no longer available. Reason for choosing ProWorkflow We chose ProWorkflow over other products due to the inclusion of the Timeline/Gantt feature, the overall user-friendly interface and graphics, the ability to clearly see when the actual hours have exceeded the estimated hours, the high level of customer service, and the reasonable cost. Review Source TB Tyler B. Account Executive Marketing and Advertising Used the software for: 2+ years ### "ProWorkflow is the staple of our agency" February 9, 2021 5.0 I have been using ProWorkflow for almost 3 years now and it has made my job much, much more efficient. When I was hired at the agency I'm currently at, my first task was to learn the system and then train our staff on how to use the software. I would strongly recommend ProWorkflow to everyone. Pros The thing I like most about PWF is the ease of use. It's really easy to learn and I can train new employees on how to track projects and log their time in a matter of minutes. An additional feature that I like most about PWF is the billing. The ability to track and pull billable hours is second to none. Cons One feature that I least like is the Summary page. It's the first thing you see when you first open the website and can be intimidating if you see that you have 24 tasks overdue. Review Source TL Tracey L. Manager - Corporate Services & Finance Civil Engineering Used the software for: 2+ years ### "Overall ProWorkFlow services the needs of the business very well. However there is room to improve." September 21, 2017 4.0 The benefits of day to day performance of PWF software far outweighs the lack of adequate financial reporting. Appreciating that this tool is project management / scheduling focussed, some basic cost analysis is necessary when scheduling projects which have gone over estimates,etc. Overall, we are satisfied with the product and would happily recommend it to people we know as being one of the better ones to consider. Pros Project management, work scheduling, standard reports, quality of support service; response times to emails; time sheets; time widget; Cons Financial reporting - being able to export expenses information, in an excel format, functionally - including expense title; description, cost, dated entered into PWF and invoice/d status. Being able to see the status of the expense on the front screen, rather than drilling into the individual expense would be very beneficial. Employee Leave - as a time management / project management tool, recording / reporting leave has been overlooked; There is no ability to duplicate a project. Recording an employee's hourly rate. There is no provision to record an individual's hourly rate. It would be great if this could be included in Staff Users & Permission profile for each employee and then be exported as part of a report which reports project income against wages expense. Financial comparisons / breakdown information. It would be great to be able to have a standard report which reports on project income, project expenses and project wages expenses as separate items, in excel format. Custom Reporting - it is very difficult to discern / interpret how to draft a custom report. The process is ambiguous. Review Source Response from ProActive Software October 26, 2017 Thanks for the review Tracey! VR Verified Reviewer Sr. Project Manager Construction Used the software for: 1-2 years ### "Easy to Use Program for Projects" February 9, 2021 5.0 Pros Setting up a project template for repeated action items and milestones helps save time on each new project's set up. Cons It would be nice if the Gantt Chart could print into a readable PDF showing the timeline properly. Alternatives considered [monday.com](https://www.capterra.com/p/147657/monday-com/) Switched from [Pipedrive](https://www.capterra.com/p/132666/Pipedrive/) There wasn't enough detail. Review Source VR Verified Reviewer Vice President Retail Used the software for: 2+ years ### "ProWorkflow Product Review" July 20, 2018 5.0 We are doing a much better job of keep track of our time for each project with the use of ProWorkflow. Pros We have been using ProWorkflow for 5 years. It is very easy to use. We can customize general settings, look and feel, and project settings. We are able to create our own project categories, tasks and reports. We are able to easily add additional users when needed. Cons I would like to see some enhancements to the notes section and contact section. Such as being able to have categories for Notes, like we do for projects. For the contacts tab. Add a tab under Companies for Contacts and Notes. I need to see all my contacts for a company on one page not off to the side. The profile page should display key standard fields, but then I would like to add custom fields too. Such as Customer start date, key contact, account number, etc. Review Source VR Verified Reviewer President Civil Engineering Used the software for: 2+ years ### "ProWorkFlow for an Engineering Firm" July 25, 2018 4.0 Keeping track of project budgets, invoices and assingments is way easier that what we have seen in other programs. Pros Timesheets are great giving the time of day, assigned projects and notes for documentation. Projects section is good with the budget, staff assignments and notes sections. Invoices are easy to create. Cons There should be an option to mark time as billed and a summary for all unbilled time by the project with the estimated billing amount for tracking. Our projects are completed over the course of a year with bi weekly billings but finding out what was and was not billed is a pain. Quickbooks online timesheets has this built in and it seems like that should be a simple add on to PWF. Review Source JD Johnna D. Senior Marketing Professional Banking Used the software for: 2+ years ### "Very easy to use project management software" March 2, 2021 4.0 Pros It's very intuitive and easy to use. I love the upgrade they released a while back that allows you to drag/drop the tasks in order. Cons I feel like I could be using it even better and more efficiently than I currently am. Review Source SL Steve L. CEO Marketing and Advertising Used the software for: 2+ years ### "Best PM Software Hands-Down" February 10, 2021 5.0 I've used PWF for nearly 10 years. Along the way I've entertained others here and there, and PWF has consistently been the best value and features. Pros Super easy to use; great customer support; great training videos and on-boarding; robust features at a reasonable price Cons Specifically for marketing/advertising agency...a client proofing/review feature would be great, along with better asset management specific to a project/client. A more robust client portal would be great, too. Alternatives considered [Basecamp](https://www.capterra.com/p/56808/Basecamp/)[Lytho Workflow](https://www.capterra.com/p/241032/Lytho-Workflow/) Review Source DS Dianne S. owner Architecture & Planning Used the software for: 1-2 years ### "ProWorkflow is a flexible tool for project planning and more" July 24, 2018 5.0 We are still learning to take advantage of all the valuable tools PWF offers for project planning and time management. The tools we are using have helped us realize the actually amount of time we should be allocating for different project types as well as keeping tasks / projects slipping through the cracks. Pros Variety of ways of tracking time (from pre-planning the day or week to tracking as you work) Mobile app as well as other online apps work well. Project planning and allocating time for tasks are great to analyzing how much time to allow for projects and tasks. Templates for tasks / workflows makes it easy to plan out projects. Integration with Google maps is very handy when traveling to client's homes or project sites. Integrates well with Xero, after company is manually added into Xero (see con below), for sending over invoices and keeping track of invoice payments. Cons I like knowing what features / improvements are in the works for software / online tools I use. With PWF there really isn't a way of knowing what's in the planning stage from the developers. Xero integration would be better if we could import companies / contacts into Xero rather than having to add to Xero manually. Events would work better if they would show on task lists. Currently the only place to see them is on the calendar view. Review Source GG Gina G. Practice manager Medical Practice Used the software for: 2+ years ### "Organising our projects in PWF" July 19, 2018 4.0 We are not using all of he features of PWF - only really using it to time-track some monthly projects and track certain types of billing. The projects help us track our work on projects and also accurately invoice our clients. I know PWF is capable of doing more, but haven't had the need to use the other features. Pros We enjoy being able to load a task template each month for repeating projects. Also having multiple people able to track their time in the projects from various locations. Being able to print reports of tasks and times inside of the projects. Cons It is a bit "buggy" in certain browsers - ie Can't seem to be able to create a pdf (in chrome) when wanting to print a "tasks and time" report so I just "print" it and then save as pdf that way....also, unable to open new project and use template in one of the browsers (Safari I think). There is usually a workaround though. I find the archive section a little difficult to navigate when I need to search for quite a few archived projects ie when you hit the back button it takes you out of the archive page, but perhaps I've overlooked something. Review Source Nate B. President Marketing and Advertising Used the software for: 2+ years ### "Makes one person work with the strength of ten" July 18, 2018 5.0 PWF, as we call it in the office, has been instrumental in allowing our small agency to keep up with the larger agencies. Every project, every note, every detail is organized in ProWorkFlow. Pros I like that this program is completely cloud based and accessible from anywhere. Cons We've been using this program for 3 years and it has been great since day one. Any issues that came about were resolved immediately. Review Source CP Chris P. Director of Technologies Electrical/Electronic Manufacturing Used the software for: 2+ years ### "Good value for feature-rich PM Software" February 9, 2021 4.0 PWF has been an incredibly valuable tool in our company. We are more coordinated and communicate better than ever before thanks to PWF. Pros Template implementation makes new projects easy to kick off. The software is versatile enough to work for our sales, engineering and production departments. Cons A native app would be preferred, their mobile tool isn't as powerful and user-friendly as the web portal. Reason for choosing ProWorkflow This software was more flexible (could be more cross-department) and less expensive. Review Source Sean H. Manager Business Supplies and Equipment Used the software for: Less than 6 months ### "My Experience" July 23, 2018 4.0 In a small business with 2 sales staff and often over 50 jobs to manage at a time, plus incoming enquiries and quotes, it's often easy to forget or miss a lead or part of a job that needs to be done. Workflow has helped me to keep a track of what is complete and what is yet to be done. As long as I make myself input my tasks, I don't forget anything anymore. Pros The task management system. Being able to create my own groups to separate all of my general tasks into the area's of the business they are part of and then to set them a priority within that group. Also then being able to sort ALL tasks by priority to see if there is anything i have missed when grouped. This has helped me to improve my business process's and stop forgetting some of the smaller jobs I have to do if I get interrupted before completing them. When sometimes i have 70 or more tasks, this is a great help. Cons I have had issues using thew web interface on android, this is not something I have brought up with the Workflow team yet, as such I'm not sure if it is my issue, phone issue or a workflow GUI issue. Review Source VR Verified Reviewer Creative Systems Manager Sporting Goods Used the software for: 1-2 years ### "Best-in-class customer service, flexible tool" January 26, 2016 5.0 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. Review Source MD Mark D. Principal Design Used the software for: 1-2 years ### "Powerful Once You Look Under The Hood" July 23, 2018 4.0 Overall we have been pleased with ProWorkFlow, particularly as we've learned the "hidden/not so obvious" features that are difficult to find without digging deep. Customer service has always been outstanding, with responses to emailed questions being answered promptly. Pros I really like the fact that ProWorkFlow integrates basic project management tools such as time tracking and resource allocation, along with accounting tools such as quotation generation and invoicing. We looked at many other solutions which had great accounting or project management tools, but did not combine them into a single solution. Being able to turn an approved quotation into a project with a few simple clicks of the mouse has been a huge efficiency boost. Cons ProWorkFlow is very powerful, but some tools are not all that easy to locate or utilize, and are sometimes counter intuitive. As an example, when logging project time and project expenses one would expect to be able to do this from the same window/screen/menu, but requires the user to enter one and then go to a different part of the application to enter the other. Review Source Similar Products Featured ## Send me user reviews about this product ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox.