# Page 4 | ProWorkflow Reviews 2026. Verified Reviews, Pros & Cons | Capterra

> Page 4 - 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

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ProWorkflow

4.5 (249)

[View alternatives](https://www.capterra.com/p/77208/ProWorkflow/alternatives/)

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Last updated March 13th, 2026

# Page 4 - Reviews of ProWorkflow

## Showing most helpful reviews

Showing 76-100 of 249 Reviews

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Most Helpful

Rating

Company Size

Reviewer's Role

Length of Use

Frequency of Use

DB

Dustin B.  
President/Creative Director  
Marketing and Advertising  
Used the software for: 2+ years

### "Choosing To Use ProWorkFlow Was A No-Brainer!"

March 2, 2021

5.0

I chose ProWorkFlow when I was with a previous company. I knew when I started my own company that THIS was going to be the software I was going to use. No doubt in my mind.

Pros

ProWorkFlow keeps me organized. It helps me to track the progress of a project and the time spent on that project.

Cons

I don't really have anything that I don't like. I feel like there is so much functionality that it can do that I don't utilize. I wish I knew more about how the product works. Maybe offer some more tutorials?

Alternatives considered

[Time Tracker](https://www.capterra.com/p/122309/eBillity-Time-Tracker/)[FunctionFox](https://www.capterra.com/p/99587/FunctionFox/)

Reason for choosing ProWorkflow

I've used it before and the ease of use.

Review Source

Response from ProActive Software

November 4, 2025

Hey there Dustin, Our feature set has been greatly expanded in our new product release, Nexus. With cost tracking and profitability assessments automatically generated, it has everything a growing sole trader might require to make the best decisions for their business.

Amy W.  
Principal  
Accounting  
Used the software for: 6-12 months

### "I love PWF "

July 20, 2018

5.0

We love the messaging tool (which also goes to an email) because it's so much easier to track messages related to a task and client than trying to organize, file and prioritize emails. We use the Recurring jobs app as well. I love having all of our tasks centralized in one place - I can see who is assigned to what and get an idea of their workload and I can see the status of each project. We run an accounting firm with over 1,000 tasks per month with it. The support is outstanding, very responsive and helpful all of the time.

Pros

PWF is visually appealing and easy to use.

Cons

This software does everything that I ask of it, easily. I have a couple of feature requests but they would be bonuses, the workflow does what it's supposed to do!

Review Source

BT

Brian T.  
Senior Writer  
Marketing and Advertising  
Used the software for: 1-2 years

### "A Flighty Employee's Dream"

March 2, 2021

5.0

The ability to track the progress of every project from start to completion has increased our output and limited error in ways I might never have predicted.

Pros

While learning the software initially was somewhat taxing, once the basics are achieved, ProWorkflow improves the work process immeasurably. My entire team is hitting deadlines at a record rate thanks to the prioritizing of tasks and easy access to documents and team messages. It's a one-stop portal for the department to give direction, upload content, and post queries.

Cons

As stated above, ProWorkflow seems overly detailed initially and was a bit overwhelming to learn. A large part of this, though, was making the transition from the far-too-simplistic and far-too-limited software we'd been using for years.

Review Source

PK

Pavel K.  
Accountant  
Construction  
Used the software for: 2+ years

### "Review By Paul from DBJ Furniture"

March 4, 2021

4.0

good system, but I wish there were more flexibility around reporting

Pros

Good scheduling for factory and office staff. Reporting is good. Cost is not too expensive

Cons

No option for user to be able to create customised reports. Reports when imported to excel have issues with dates and hours figures and need to be changed before meaningful information can be presented

Review Source

Anthony B.  
  
  
Used the software for: Less than 6 months

### "Opens a powerful new world"

January 26, 2016

5.0

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.

Review Source

LV

Leora V.  
President  
Accounting  
Used the software for: 2+ years

### "ProWorkflow allows me to track our time and status"

February 9, 2021

5.0

I like working with the support staff as they usually answer within hours even though we are on opposite sides of the earth. I like having the information all in one place and that all my staff can have access to all of it or just their part. Very flexible that way. And I really like the time tracking ability within each project.

Pros

I really like the option to track time for each task and I like that we can communicate with our clients and keep the emails all together.

Cons

The only issue we sometimes have is with the limitation to the file size when we upload or download. Sometimes 1GB just doesn't do it.

Review Source

DT

Daniel T.  
Production Manager / Senior Graphic Designer  
  
Used the software for: Less than 6 months

### "So Far - Really Good."

August 29, 2016

4.0

Work are a growing, highly productive print studio / communications department that services both internal clients in our large organisation and many external clients. It is hard to find a Production Management System that is 'one size fits all'. But, for the most part, ProWorkflow is very diverse and adaptable. After researching and comparing ProWorkflow with other PMS's, this was the most comprehensive and adaptable to our needs. We implemented ProWorkflow about 1 month ago and have not looked back. With the ease of an all-in-one space for us and our clients to lodge jobs and interact with projects and accounts, tracking, quotes and invoices and CRM. It makes our very heavy work load so much more manageable and accurate. Nothing can fall into the cracks of our frantically busy schedule and be missed with all deadline tracked. Clients no longer have a long delay to be invoiced via combersome manual processes between us and our accounts department, as this is now all integrated as part on our professional work flow using this system. Over all, it has fixed a lot of work flow issues for our very time poor, small team. The support is great. The training, general customer service and support, and follow up (yes - actual follow up) well surpasses my expectation of online software - in fact any interaction I can think of to do with software or online service. They are always taking on board my input to better the software to make it more flexible and adaptable as best they can, and are often updating and bettering the system. So far - really good.

Pros

\- Comprehensive, adaptable all-in-one PMS. - Easy and quick to use. - Great Support.

Cons

\- Lack of integration between project / project request data and quote/invoice data. - Unable to have multiple companies for the one contact.

Review Source

Response from ProActive Software

August 29, 2016

Thanks Daniel! We appreciate the review ;-)

JR

Jennifer R.  
Director, Creative and Production  
Staffing and Recruiting  
Used the software for: 2+ years

### "Pro Work Flow Review"

July 26, 2018

5.0

PWF has been invaluable to our team but workflow organization, project management and ultimately file saving and sharing. Having our job numbers automatically created in sequence with our customized pre-fixes has been extremely helpful.

Pros

Pro Work Flow is very easy to use. Very little admin time is needed to train new users. It's been very reliable and only has ever had very minor issues in the past. The customer service has been excellent, even with the time difference.

Cons

There's really not much I don't like about Pro Work Flow. The one thing that can be improved is it's reporting functions, especially on the MAC operating system. It's very user friendly to get what you need from it.

Review Source

CP

Clive P.  
Director  
Information Technology and Services  
Used the software for: 2+ years

### "Keeping Track!"

March 3, 2021

5.0

Brilliant. It saves us time, prevents us from forgetting a step, allows us to bring our clients into line, to bring our projects to completion on time and within budget and ensures that we are billing what we should.

Pros

Our company runs multiple projects often at the same time some which are very complex with up to 100 Tasks and others that are very simple with 3-10 Tasks. The projects are however very similar and we have built up Templates that allow us to quickly establish projects that are then customised to fit that project. This saves a huge amount of time and keeps us on track.

Cons

As we have been suing the product for a number of years we have got to the point where there are no real issues to have us say we least like something.

Review Source

Response from ProActive Software

October 21, 2025

Hey Clive, Thanks so much for saying so! Please take a look at our new product, Nexus, for further improvments.

Michelle N.  
Marketing Manager  
Building Materials  
Used the software for: 1-2 years

### "ProWorkflow"

July 24, 2018

4.0

We went from using a spreadsheet to track projects to ProWorkflow. Woohoo! What a difference it has made in scheduling and project visibility.

Pros

Its ease of use. We were using it within minutes of downloading. The Tasks feature is very helpful for large jobs where there are multiple assignee's and deadlines.

Cons

There is no way to automatically date and initial the Shared Notes. This would be very helpful to my team.

Review Source

OL

Olivier L.  
Project Director  
  
Used the software for: 6-12 months

### "Proworkflow, easy and all editable items."

February 13, 2019

5.0

In general, I would say everything about ProworkFlow is great. It is cheap compared to others but ive tried 15 project management software and I would say this one is the best and easier to work with. Had no issue to learn it. Went pretty fast for me to master the software. Great customer service has they provide good feedback and Skype or Zoom support!

Pros

\- Easy to use interface - Fast learning - Able to manage pretty mutch every aspect of your company - Everything is editable - Custom Task - Custom project templates - User management - Contact management - Easy editing and modifications for project - Organising timeline and workflow with team - Admin panel is great for access to everything - Great support!

Cons

\- Ugly looking interface ( They are working on making it look better ) - Apps ( not all of them are currently working ) - No IOS or Android App ( still have a section for toutch screen edition ) - Can't create a customer without having a company. - Have a better notification system.

Review Source

HD

Heather D.  
Graphic Designer/Photographer  
Marketing and Advertising  
Used the software for: 1-2 years

### "Saved My Sanity "

July 20, 2016

5.0

For a long time my company didnt want to spend any money on project management and insisted that an excel sheet tracker was "good enough". I complained and researched, finally finding PWF. It had everything we needed and more. The stuff we didnt need wouldnt be a hinderance either. I work in house so we dont need to do any billing or invoicing. After doing some time saving analysis and working through a trial period I finally convinced my company to subscribe. I easily set-up the account details and the PWF team helped us separate the accounts into our 3 divisions. Each division is able to manage their own sites and job lists as they see fit which is also a huge benefit because we all have slightly different job sets. I even labeled my division header with "Project Sanity Site".

Pros

Easy to use, and very customizable. We can track all of our jobs and keep a record. I am able to track my time so my coworkers understand how long a project can take. (Its not really magic!) I made job templates with key information so that my clients dont forget details, each type of project as a different template!

Cons

nothing!

Review Source

Martha M.  
Principal  
Design  
Used the software for: 2+ years

### "Good for small ad agencies"

September 12, 2018

4.0

A solid software for small ad or creative agencies that need to track projects. Easy to learn and has some good capabilities for tracking time against budget.

Pros

It combines a lot in one software, from proposals and bids to SOWs and tracks everyones time against the work required to complete projects.

Cons

Sometimes hard to modify work in progress effectively. The reports were sort of annoying to run and didn't report certain data that really could have been helpful. Could be better if it included "likelihood' of proposals being accepted and could track forecasting of profit.

Review Source

Cherie L.  
  
  
Used the software for: Less than 6 months

### "PWF is pivotal to working online"

January 25, 2016

5.0

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.

Review Source

VR

Verified Reviewer  
Owner  
Graphic Design  
Used the software for: 2+ years

### "Partner"

July 19, 2018

5.0

We have been with ProWorkFlow for over 15 years. We love it!

Pros

Time tracking capabilities and the ability to report on these hours.

Cons

Invoicing and the lack of ability to assign multiple accounting codes

Review Source

Kelly N.  
Project Manager, Marketing  
Hospital & Health Care  
Used the software for: 1-2 years

### "PWF for workload balancing and meeting deadlines"

January 26, 2016

5.0

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

Review Source

JT

John T.  
Project Manager  
Pharmaceuticals  
Used the software for: 1-2 years

### "An omnipresent project manager."

August 6, 2018

4.0

Pros

The application helps you save a lot of time and allocate more tasks with ease. The responsive customer service and support team is another advantage. Application is an apt option to meet the requirements of marketing teams and IT consultancies. Resource management and expense tracking features are very effective. The application is user-friendly and offers a variety of templates for your projects. They keep updating features on a regular basis. Helps you generate standard reports and schedule time sheets and widgets. Before your project even starts, you can estimate the time taken for each task. The platform is scalable, and they have personalized pricing plans for professionals, advanced and solo.

Cons

Better reporting features specifically for custom reports. Improve the functionalities of financial reports. Visibility features requires improvement. When you deal with large number of tasks, the interface takes time. Absence of a secure client information database. Searchability feature needs improvement, while you search for previous tasks it takes a lot of time to retrieve the same.

Review Source

AM

Alison M.  
Chat Agent  
Information Services  
Used the software for: 1-2 years

### "Pro Work Flow is a great software tool to use to help clients stay organized with there projects."

July 9, 2023

5.0

Pros

Pro Work flow is a great software tool to help and business owners stay on track with projects and tasks. It also help the clients stay organized with there business.

Cons

Its an over great software tool to have.

Review Source

RW

Ryan W.  
Resume Writer  
Human Resources  
Used the software for: 2+ years

### "Excellent Workflow system"

March 13, 2019

5.0

The system allowed me to keep track of our clients documents and keep timeframes so I know where we are with each of our clients to make sure we follow and stick to our deadlines.

Pros

The software is so easy to use and integrates to my Gmail account easily so that when me and my resume writer share documents back n forth between it alerts each of us to check the system. I would definitely recommend this system for any small or large business. If you need to track where you're in the process with clients this system really does the job well.

Cons

I honestly have no complaints. The system is amazing!

Review Source

AB

Anna B.  
Project Manager  
Marketing and Advertising  
Used the software for: 1-2 years

### "Love ProWorkFlow"

February 9, 2021

4.0

They have been great and support is great.

Pros

Love the different views for tasks and the transparency on fields you see daily

Cons

The ability to select billable/nonbillable on a project level and not task level so we can default to one or the other. It is always the one thing PMs forget to update.

Switched from

[Redbooth](https://www.capterra.com/p/114953/Redbooth/)

needed more flexibility and features

Review Source

Matthew S.  
Director/Owner  
Media Production  
Used the software for: 6-12 months

### "ProWorkflow works for us!"

July 20, 2018

5.0

It's a great, centralised platform that lets us keep track of all the jobs and projects on the go at any one time. It's reliable and a go to for us every day!

Pros

We loved the ability to customise templates, orders and projects. We have a variety of work that comes in - some following a set structure, others a bit more fast-and-loose. ProWorkflow can reflect all of that!

Cons

We don't use Gantt chart style scheduling as we often have moving deadlines. It's something we don't see much use for in our business.

Review Source

VR

Verified Reviewer  
Managing Director  
Marketing and Advertising  
Used the software for: 2+ years

### "Team collaboration & Business Insight"

January 28, 2019

5.0

Pros

Easy to use and gives data into how profitable your projects really are.

Cons

Can't duplicate recurring agency projects so have to set up each time.

Review Source

SL

Suzanne L.  
Creative Director (aka taskmaster)  
Design  
Used the software for: 2+ years

### "Proworkflow for design"

July 24, 2018

5.0

The ability to task and track and invoice are fantastic, this really has changed the way we work for the better.

Pros

WE use PWF everyday for tasking and keeping track of hours allocated and spent on projects. We also use it for invoicing+ quoting. Its a great programme for keeping track of everything and the apps are great.

Cons

The idiosyncratic tendancies that the apps have - the Weekly workloader for example, its difficult to see at a glance the project title as the client name is first. We have several projects with the same name. The hours allocated to a task are also not noted on this app. The ability to drag a task from one day to the next would be great too. I find that custom reports are very hard to create too...

Review Source

ES

Elliott S.  
Owner  
Accounting  
Used the software for: 2+ years

### "Amazing Project Management Tool for Small Businesses"

February 9, 2021

5.0

Very happy with the produce and will continue to add team members as we grow.

Pros

Ease use use, layout, functionality for time tracking and project management (tasks/project deadlines). Great support always available to assist with produce features, suggestions, and new features.

Cons

Reporting section customizing reports is difficult without assistance from proworkflow.

Review Source

VM

Victoria M.  
Studio Manager  
Architecture & Planning  
Used the software for: 2+ years

### "Review from a Studio Manager "

July 24, 2018

4.0

Great customer service and quick to answer our calls. We understand that you're still going through some teething problems so we'll stick with Pro Work Flow for now as we've been informed that changes are coming. Would still recommend this software.

Pros

This software has helped us a lot as we came from excel spreadsheets. The reports capability is fantastic. The timesheet is easy to use. The customer support is also great.

Cons

The templates for invoicing is quite basic and can look a little unprofessional. Not having filters in reports that calculate the number of hours per staff member. Not enough report templates. It would be good if there were more ready-made templates. The syncing process with myob works but isn't the easiest.

Review Source

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