What Is ProWorkflow?

ProWorkflow is an industry-leading comprehensive project management tool for teams of 5 to 5000. 17 years of experience and trusted for over 3 million projects, we understand small details through to big data. Track Gantt chart tasks, Kanban boards, time, documents, communications, quotes and invoices. Our powerful API and customizable features let you easily tailor ProWorkflow. World-class customer support & free on-boarding makes the decision to join easy.

Who Uses ProWorkflow?

From small start-ups to huge enterprises - ProWorkflow is the best tool to keep track of progress and people. Customizable & adaptable to all of your business needs.

Where can ProWorkflow be deployed?

Cloud, SaaS, Web-based, Mac (Desktop), Windows (Desktop), Android (Mobile), iPhone (Mobile), iPad (Mobile)

About the vendor

  • ProActive Software
  • Located in Hamilton, New Zealand
  • Founded in 2002
  • Phone Support
  • 24/7 (Live rep)
  • Chat

Countries available

Australia, Bahrain, Canada, Jordan, Netherlands and 7 others



ProWorkflow pricing

Starting Price:

USD 20.00/month
  • Yes, has free trial
  • No free version

ProWorkflow does not have a free version but does offer a free trial. ProWorkflow paid version starts at USD 20.00/month.

Pricing plans get a free trial

About the vendor

  • ProActive Software
  • Located in Hamilton, New Zealand
  • Founded in 2002
  • Phone Support
  • 24/7 (Live rep)
  • Chat

Countries available

Australia, Bahrain, Canada, Jordan, Netherlands and 7 others



ProWorkflow videos and images

ProWorkflow Software - Gantt Chart
ProWorkflow Software - Kanban Board
ProWorkflow Software - Time sheet- Track time in a way that suits your business.
ProWorkflow Software - Upcoming Tasks
View 5 more
ProWorkflow video
ProWorkflow Software - Gantt Chart
ProWorkflow Software - Kanban Board
ProWorkflow Software - Time sheet- Track time in a way that suits your business.
ProWorkflow Software - Upcoming Tasks

Features of ProWorkflow

  • Access Controls/Permissions
  • Activity Dashboard
  • Agile Methodologies
  • Alerts/Notifications
  • Approval Process Control
  • Approval Workflow
  • Assignment Management
  • Audit Trail
  • Backlog Management
  • Bar Chart
  • Billable & Non-Billable Hours
  • Billing & Invoicing
  • Brainstorming
  • Budget Management
  • Budgeting/Forecasting
  • Business Process Automation
  • CRM
  • Calendar Management
  • Capacity Management
  • Channel Management
  • Client Management
  • Client Portal
  • Collaboration Tools
  • Color Codes/Icons
  • Commenting/Notes
  • Communication Management
  • Contact Database
  • Contact Management
  • Content Management
  • Cost-to-Completion Tracking
  • Create Subtasks
  • Customisable Dashboard
  • Customizable Templates
  • Dashboard
  • Data Connectors
  • Data Visualization
  • Dependency Tracking
  • Document Management
  • Drag & Drop
  • Email-to-Task Conversion
  • Employee Management
  • Event Triggered Actions
  • File Management
  • File Sharing
  • Financial Management
  • For IT Project Management
  • Forecasting
  • Forms Management
  • Gantt/Timeline View
  • Goal Setting / Tracking
  • Graphical Workflow Editor
  • Guest Access
  • Idea Management
  • Import Tasks
  • Issue Management
  • KPI Monitoring
  • Kanban Board
  • Live Chat
  • Marketing Calendar
  • Meeting Management
  • Messaging
  • Milestone Tracking
  • Mobile Access
  • Multi-Campaign
  • No-Code
  • Online Time Tracking Software
  • Overtime Calculation
  • Percent-Complete Tracking
  • Performance Metrics
  • Personalization
  • Prioritization
  • Process Modeling & Designing
  • Project Management
  • Project Planning
  • Project Planning/Scheduling
  • Project Scheduling
  • Project Tracking
  • Real Time Editing
  • Real Time Notifications
  • Recurring Tasks
  • Release Planning
  • Remote Access/Control
  • Remote Support Software
  • Reporting & Statistics
  • Reporting/Analytics
  • Reporting/Project Tracking
  • Requirements Management
  • Resource Management
  • Resource Scheduling
  • Roadmapping
  • Search/Filter
  • Single Page View
  • Spend Management
  • Sprint Planning
  • Status Tracking
  • Surveys & Feedback
  • Task Editing/Updating
  • Task Management
  • Task Progress Tracking
  • Task Scheduling
  • Task Tagging
  • Team Management
  • Template Management
  • Templates
  • Third Party Integrations
  • Time & Expense Tracking
  • Time Tracking
  • Timesheet Management
  • Utilization Reporting
  • Vendor Management
  • Video Chat
  • Video Conferencing
  • Visual Workflow Management
  • Visualization
  • Widgets
  • Workflow Configuration
  • Workflow Management

Alternatives to ProWorkflow

monday.com is a cloud Work OS, where teams run their projects and everyday work, whether they are in the office, home or on-the-go. Learn more about monday.com
A single platform for all your project management needs; from quotes to timesheets, job tracking, and costing, reporting and more.
Workflow management for marketing and design teams who need improved project visibility and control to achieve better content outcomes.
High-end solution designed for effective collaboration, communication, social networking, and workflow and knowledge management. Learn more about Bitrix24
Asana is the easiest way to organize and manage all of your team's work. See why Asana is a top performer on Capterra. Learn more about Asana
Wrike is an enterprise project management software with templates, time tracking, Gantt charts, Kanban boards, reports, and more. Learn more about Wrike
FunctionFox provides simple yet powerful project management tools that allow you to keep multiple projects on track. Try a free demo.
Teamwork is the only platform built for scaling client work. Learn more about Teamwork
ActiveCollab is a project management software that gives you complete control over your work. Make Real Work happen now! Learn more about ActiveCollab

Reviews of ProWorkflow

Average score

Ease of Use
Customer Service
Value for Money

Reviews by company size (employees)

  • <50
  • 51-200
  • 201-1,000
  • >1,001

Find reviews by score

Jessica Rose
Jessica Rose
Managing Director in South Africa
Verified LinkedIn User
Marketing & Advertising, 2-10 Employees
Used the Software for: 2+ years
Reviewer Source

Bring on tick Friday - Love ProWorkFlow

5.0 4 years ago

Comments: Our team are able to collaborate more. We have a greater transparency with clients & are overall much productive.


Our team are able to collaborate & we are able to manage both projects (development/design) as well as monthly recurring tasks (agency social media posting/community management). ProWorkflow weekly workload app is a life saver & the team proactively have a "tick Friday" were we go home early if all boards are cleared and completed. Our business is able to see where the profitability lies within our services & where we can make improvements. Highly recommend this tool due to its ease of use & flexibility.


For recurring tasks / monthly repetitive services of an agency you cannot just duplicate a current "project" and rename it. This would be an awesome time saving feature to have.

Project Coordinator in US
Graphic Design, 11-50 Employees
Used the Software for: 2+ years
Reviewer Source

QA Graphics-Pro Work Flow Review

5.0 last year

Comments: Overall Pro Work Flow has been a great experience. Their online chat and help service always helps when I'm stuck trying to update something or do something specific in a report. My customers have found it very easy to use as well which is a huge plus for me as we deal with hundreds of clients a month and multiple clients per project. The ability for me to be the administrator and to see everything for messaging, time reporting, time auditing, etc has also been a great tool for our business as well for my team.


I like the ease of functionality on this software. I love being able to toggle between my work and my users and the ability to categorize projects, tasks, etc. The archive function is amazing and very easy to use. The ability to communicate between customers and my staff with the software is very smooth as well. Also, the ability of my customers to respond directly in their email inbox was a game changer. In the world where everyone has a million sites and passwords to remember, they don't necessarily have to remember this one in order to do business with us. My [SENSITIVE CONTENT HIDDEN] and I also really like the reporting that is available for staff time reporting, monthly project updates, etc.


I feel like the app could use work. Honestly I don't use it and my clients tend not to use it as well. It's a bit hard to navigate to specific projects and the view is a lot different than the website so it's hard to communicate with them where they need to go.

Office Manager in Australia
Environmental Services, 2-10 Employees
Used the Software for: 1+ year
Reviewer Source

Good start but still a lot to be implemented

3.0 4 years ago

Comments: 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.

Design, 2-10 Employees
Used the Software for: 2+ years
Reviewer Source

I've tried everything else... ProWorkflow is the cream of the crop

5.0 last year

Comments: I've been a customer for many years. I feel like a value to the company with the communication I get from you guys and support. I love how you take feedback and actually make your product better based on our suggestions. It makes me feel like I'm a part of building this great software.


The customization is unmatched. You can really make this exactly what you need it to be. I have a very creative and visual brain but need to stay organized. This allows me to create what works best for my brain and has changed the game for onboarding clients, running projects and much more. I now come across like a type-a CEO.


I wish there was more automation. That would be really great. I had tried out dubsado for this, but it is a really crap product in comparison. It automates and love the templates they had, but when it came to project management, there's no comparison.

Alternatives Considered: Dubsado, Trello, Basecamp and monday.com

Reasons for Choosing ProWorkflow: PWF checked all the boxes. Accelo was close, but it wasn't as intuitive and not as customizable and the UI is so much better with PWF. I'm a designer. I need this to look great and work with my creative brain.

Switched From: Accelo

Reasons for Switching to ProWorkflow: Again, ease of use, features were unmatched, customizability, and it just looks great.

Creative Director in New Zealand
Graphic Design, 2-10 Employees
Used the Software for: 1+ year
Reviewer Source

ProWorkflow is the best task management tool

5.0 2 years ago


Easy to use Easy to customise Easy to track time and projects Connects seamlessly with xero I love it, I tested many demos, it has an attractive interface, accuracy, great support - this task management system gets a 9.8/10 from me :)


Sadly there is no pause button on the timer When invoices transfer to xero they keep the hourly rate - so I can't activate auto invoice reminder in xero otherwise i have to remove that rate off each task (no time for that) Large scale project management and team communication tools could have improvements made

Alternatives Considered: Dubsado

Reasons for Choosing ProWorkflow: I used Workflow Max for years until they changed their whole timing system view, also invoicing had an 2-3 extra clicks per process horrible and added time wastage to what should be simple tasks

Switched From: WorkflowMax

Reasons for Switching to ProWorkflow: Proworfkflow has unmatched invoicing capabilities (excellent compared to others we’ve tested and used in the past) and great time tracking/workflow processes, it is perfect for tracking multiple small-medium sized jobs between 1-3 users and multiple monthly invoices.