ProofHub is a project management and collaboration app that is built for teams that want to manage their work from ideation to completion. It offers most of what you would want from a tool to keep the work around you organized and moving. You can handle planning, assignments, collaboration, storage, and tracking across multiple projects.

Nobody needs to be on their toes trying to figure out what’s happening. Accountability is visible right from the start because every piece of information you need to keep the work moving is right there in one place. Even if you want to manage internal teams, collaborate with external clients, or do both, you can keep everyone on the same page.

For the price point, I think ProofHub has a pretty convincing model. It charges flat, no-per-user pricing, unlike other tools that let cost surge up with every new user. Which means, a 70-person team pays the same as a 20-person team. That’s a great advantage I must say. ProofHub lets teams scale at predictable costs. That’s pretty convincing to me.

Go through it to find out what it offers and where it falls short before you decide.

What types of teams is ProofHub best for?

From what I’ve seen while using ProofHub for a few weeks, I think every team can find something useful in the platform. But the two use cases where I think it stands out the most are teams that work closely with clients and teams that are growing.

Teams that have a lot of ongoing work with their clients can keep assets, feedback, and collaboration within the same workspace. Be it creative agencies, marketing agencies, or consulting teams, the platform gives them a central place to manage the work. They can invite guests on the same platform with enough visibility and access limited to the relevant work.

Next, teams expanding in workforce and workloads can benefit from ProofHub’s no-per-user pricing. On the Ultimate Control plan, you can add as many users and projects as you need. On the Essential plan, you can also add unlimited users, but you are limited to 40 projects. That limit might make you consider moving to a higher plan as your workload grows.

To sum it up, if you want better control over your work while managing things your way, without relying heavily on automation, ProofHub is worth considering. But if your workflows depend on advanced automation and deeper integrations, look for other tools.

User ratings

Rating	Score
G2	4.6/5 (121 reviews)
Capterra	4.6/5 (158 reviews)

These ratings broadly align with what I experienced while using ProofHub. It is a strong balance of simplicity and intuitiveness that makes it easier to organize and manage project work at scale. However, integrations and deeper reporting are two areas where I feel other tools have an edge.

Free trial and pricing

ProofHub offers a 14-day free trial along with its two flat-fee, no-per-user pricing plans.

Unlike many other tools, I didn’t have to add my credit card details to explore the product during the free trial. By default, you get access to its Ultimate Control plan, with advanced features like workflows, reports, and custom roles, that aren’t included in the Essential plan.

When the trial ends, you are automatically moved off the trial, so you don’t have to worry about being charged unexpectedly.

Pricing

Note that ProofHub offers both plans for unlimited users, with flat-fee, no per-user charges.

Plan	Monthly Billing	Annual Billing	Features Included
Essential	$50/month	$45/month	Projects Tasks Boards Gantt Calendar Time tracking Templates Discussions Proofing 15 GB storage
Ultimate Control	$99/month for first 3 months $150/month thereafter	$89/month for first 3 months $135/month thereafter	All above features + Workflows Reports Custom roles API access Project manager Detailed activity logs IP restrictions White labeling 100 GB storage

The Ultimate Control plan has a limited-time, discounted rate for the first three months: $89/month (annual billing) and $99/month (monthly billing). This later settles at $135/month (annual billing) and $150/month (monthly billing). This plan is particularly suitable for teams looking for customization and security features, including API access, IP restrictions, etc.

Setting up ProofHub

After signing up, you get a setup checklist to decide how you want to structure your workspace. You can choose whether you want to use it for a specific team or across the organization.

From there, you can create your first project, add tasks, design your workflow, try different layouts, and customize the workspace to match how you work. You can also invite your team members to get them involved and see how the platform fits into their day-to-day work.

While setting up the tool, I created my first project, added task lists, invited my teammates, and set up the basic workflow framework. It took me just 20 minutes. My other 10-15 minutes were spent on building the custom workflows since I wanted my team to follow the same structure as we do in our day-to-day routine.

Being a non-technical person, it was pretty easy for me to get the hang of it. I didn’t require any support to get the basic setup.

Adding your team

After I was done setting things up, I invited my team members to the platform. And it was pretty straightforward. I just added them through email and sent the invite.

I gave them access to the projects and the information relevant to their work. I didn’t have to do much handholding. They were able to get started on their own.

During the free trial, you can add up to 5 users.

When you move to a paid plan, either of the two, you can add unlimited users to your workspace. That, I feel, is a big plus when you have multiple people to bring in across departments or need to work with external collaborators.

Setting up projects and workflows

Once you’re inside the platform, you get to add projects during the setup process. You can either build a project from scratch or reuse a template based on a project structure you have already built.

The part that required more thought was the workflow. Under each project, you can create multiple task lists, each with its own custom workflow. But you can access them only on the Ultimate Control plan, not Essential.

Tasks within those lists can then move through the stages you define. Teams can choose to add people, subtasks, discussions, files, and other information associated with each project to the task.

I really like how ProofHub gives you the flexibility to structure projects around how your team actually works. Not even once did I feel like I had to change my workflow just to fit the tool; instead, I could configure it the way I wanted to manage the project.

Integrations

ProofHub provides a practical set of integrations rather than an exhaustive library like Asana and monday.com. You get integrations with tools such as Box, Dropbox, OneDrive, and Google Calendar, and Slack, along with FreshBooks and QuickBooks for invoicing and accounting.

With so much built into ProofHub, the shorter integration list seems fair. Teams have less reason to look for extra tools and aren’t forced to connect a dozen separate apps. I didn’t feel the need to switch platforms while using ProofHub. It had almost everything I needed to manage projects and collaborate with my team.

But if your workflow depends on a specific niche integration, check the list before you commit to the tool. In my case, we were struggling with the overhead of disconnected tools. With ProofHub’s built-in features, we needed fewer extra apps. More of our work stayed together, too.

The employee experience

For people who aren’t admins, ProofHub is surprisingly easy to navigate. As soon as I added my team members, they got started without much explanation. The interface is simple and easy to understand.

From the employee view, it’s easy to find what’s needed to manage the day and meet commitments. My Tasks shows tasks across projects in a filtered view, without clicking through multiple layers. Agenda shows what each person needs to do today. It also covers overdue work and what’s coming next.

Each task holds its discussion and file attachments, along with time logs and subtasks. Chat is especially useful for staying connected and sharing quick updates without another communication tool. Announcements is where teams can find important updates.

Features

What stood out most to me about ProofHub was being able to manage day-to-day work without leaving the app. It wasn’t so much any individual feature, but how the features fit together.

Task management

Task management in ProofHub was fairly straightforward for me. The part I liked most was that the context stayed attached to the task. A task can hold subtasks, files and comments. Time entries and related discussions stay with it too, so I didn’t have to look in different places to make sense of the work.

Tasks can be assigned to one team member or to several. And if the work repeats, you can set up recurring tasks to regenerate automatically on a schedule.

You can switch between the two default views. For scanning task details, the table view is better. With Kanban, it’s easier to see task status and manage workload while keeping priorities visible.

The part where I had to slow down was defining workflow stages. You get the flexibility to define stages around your actual process. That’s just a one-time cost. Once configured, you are just good to go.

Gantt charts

If you are using ProofHub’s Gantt chart view, you can map tasks, subtasks, and milestones on a visual project timeline. You can connect tasks through dependencies, estimate project completion, and modify the plan as priorities change.

You can also set a baseline to measure when a project starts drifting from its original plan and see how a delay in one task cascades into others.

I also liked having the critical path available for deadline-driven projects. You can quickly identify the tasks that can threaten the deadline and which ones can be flexible without affecting the final delivery date.

This feature I feel is particularly more valuable when your project has multiple dependent tasks, and you need to understand how changes to one task could affect the rest of the project timeline.

Time tracking

ProofHub’s time tracking is more about closely monitoring how much time projects actually consume and keeping track of billable hours.

You can use the timer while working on a task or add manual estimates to a timesheet to track actual time against that estimate automatically.

I intentionally logged more time than the original estimate to see how this works. ProofHub doesn’t stop the user when the estimated time is reached. It continues accumulating the time so you can record the actual effort spent on the task. When you save the entry, ProofHub flags the time overage and notifies the project manager.

Timesheets in ProofHub are built around project and task visibility, but lack built-in payroll compliance mechanics such as overtime and idle-time tracking. However, you can export timesheets as CSV files or connect with QuickBooks and FreshBooks to manage these workflows.

Reports

ProofHub’s reporting is useful to an extent where the information already exists in your projects, tasks, timesheets, and custom fields.

By default, you get reports on both projects and resources. But for that you should be on the Ultimate Control plan.

By selecting what you want visibility into, you can get a clear view of project status, total number of completed and active tasks, progress, and logged time, laid out as graphs, burn-up charts, and pie charts.

You can even create custom reports to pull more specific insights from the information. But custom reports are further limited to these three options: Tasks, Milestones, and Time report.

The only limitation is that the reporting is built around the existing data and predefined settings available in ProofHub, rather than functioning as a standalone business intelligence and advanced analytics tool.

Proofing

If you are a team that works with creative assets, then ProofHub’s proofing feature is the most beneficial addition to your project management workflow. It keeps the review process attached to the deliverable. You can upload creative assets, let reviewers provide feedback, mark the exact area that needs attention, and leave comments right there.

I found this particularly useful for revision-heavy work. Both comments and annotations are timestamped and tracked, which creates an accountable record of who reviewed, what feedback was given, and who approved the asset. Every time you open the asset, you get a clear view of the feedback and review history associated with that version.

It also handles versioning: each revised upload is saved as a new version. You can access the versions whenever you want to see how a piece evolved, see what changed, compare an older version against the current one, and roll back to a previous version if needed.

Teams wanting to manage both projects and creative reviews in the same workspace can benefit from having proofing built directly into their project management workflow.

Chat and discussions

ProofHub supports built-in chat for quick 1:1 or group conversations, and discussions to keep project-related conversations and decisions structured.

What I found more useful than the chat feature itself was having these conversations connected to work. I could even save important messages so that they can be easily found later.

Discussions give you more control over who needs to be involved. You can either make a discussion public for everyone on the project to join, or selectively subscribe to whoever you want to participate and give them access to the discussion. You can use @mentions to grab someone’s attention or pull them into the conversation. Project-related file attachments, links, replies, and decisions stay together, too.

Having chat and discussions built into the same workspace makes more sense when you want project communication to stay connected to the work.

Custom roles and permissions

Available on the Ultimate Control plan, this feature becomes considerably more useful for teams with different levels of access. You can create custom roles, define access levels, and decide who gets access to what information and functionality.

Apart from its three default roles (Owner, Admin, and Normal User), you can create different types of roles as your structure requires. You can also decide the level of permission by choosing between “view only” or “view and manage” across different areas of the platform. Project visibility can also be limited to assigned projects or expanded to the whole account. It depends on the user’s role and responsibilities.

It’s especially useful for agencies and client-facing teams dealing with sensitive project information and external collaborators. These teams can’t afford to compromise their access control or data security at any level.

ProofHub alternatives compared

Considering other project management platforms? Here’s how ProofHub compares with three popular alternatives on pricing, use cases, and core capabilities.

Tool	Starting price (Annual billing)	Best suited for	Key coverage
ProofHub	$45/month flat	Centralized project management	Projects, tasks, Gantt, boards, proofing, chat, discussions, time tracking
Asana	$10.99/user/month	Structured project workflows	Tasks, projects, dashboards, workflows, automation, access controls
monday.com	$9/seat/month	Visual work management	Boards, docs, templates, dashboards, custom fields, automation
ClickUp	$7/user/month	Broader feature set	Tasks, spaces, custom fields, docs, goals, time tracking, automation

Review summary

I tested ProofHub through its 14-day free trial. That was enough to run real work with my team, not just click around a demo.

I wouldn’t say I realized its value from the start. At first I was mostly focused on setting up projects, adding tasks, uploading files, and putting the groundwork in place to get started. It was pretty simple. The moment when the real work began, I started to see how it makes the work feel a lot easier to follow.

One thing I can say from my experience using the tool is that ProofHub isn’t built for every need. It has some gaps. And it has ways to work around those gaps. For example it doesn’t have tools for detailed analytics and payroll tracking. You can make it work by using integrations or other methods.

Are these problems that stop you from using it? Yes, if you want these dedicated features for your work. No if you like its simplicity and fine using tools alongside it. In my view they are restrictions.

My opinion is based on personal experience. In case you’re looking for a bundle of tools without creating too much complication in between them, I’d recommend taking a closer look at ProofHub. But in case deep integration of third-party tools is something really important to you, evaluate it against different options.