Comprehensive project management software for companies of all sizes with some issues
Table of contents
Verdict: 7.3/10
Proofhub provides all the essential project and task management tools, making it well-suited to project-based businesses. It lets you create projects and tasks, build custom workflows, and track time spent on each task.
The software also features an extensive toolkit for team collaboration, which really impressed me. It covers everything from an in-app chat to real-time announcements.
Proofhub offers flat pricing plans for unlimited users. But it doesn’t have a free plan for small businesses or freelancers who might not get value for their money from the app. Plus, it doesn’t have offline capabilities, so it might not work for dispersed teams that work from remote locations.
Key Features:
- Project and task management. Create projects and add tasks, start and due dates, assignees, and estimated hours. You can also set workflows and dependencies to ensure everything is completed in the right order.
- Task views. Track tasks in various ways, including lists, tables, boards, Gantt charts, and calendar views.
- Time tracking. Have team members log time spent on projects and tasks, which you can use to monitor billable hours, create invoices, and compare time spent to estimated time.
- Communications. Use the in-app chat, project discussion tool, real-time announcements, custom notebooks, and forms to simplify team collaboration.
- File management and proofing. Upload important documents to Proofhub’s file management feature and organize them in folders and sub-folders. You can also collaborate on files with the platform’s markup and editing tools.
- Integrations. Sync your Proofhub account with third-party apps—including QuickBooks, Slack, Dropbox, and more—to seamlessly transfer information across platforms.
| Pros ✅ – iOS and Android mobile apps – Multiple languages – Affordable flat-fee pricing | Cons ❌ – No offline capabilities – Storage limit on all price plans – Limited reporting capabilities |
Proofhub Pricing
Proofhub offers 2 pricing plans, detailed in the chart below.
| Essential | Ultimate Control |
| $45/month | $150/month |
| 40 projects | Unlimited projects |
| Unlimited users | Unlimited users |
| 15GB storage | 100GB storage |
| Project management and templates | Everything in Essential |
| Task management | Workflows |
| Gantt, calendar, board views | Project manager |
| Time tracking | Reporting |
| Chat, discussions, and announcements | White labeling |
| Forms | Priority support |
| Files and documents | Custom roles and permissions |
| Proofing and editing tools | IP restrictions |
| Multiple languages | Activity logs |
| Integrations | API access |
Right off the bat, I was impressed with Proofhub’s simple, transparent pricing model. Proofhub lets you choose a plan based on the features you need rather than the number of users, which makes it ideal for teams of all sizes and allows you to scale without fear.
Even if you exceed the 40-project limit on the Essential plan, the Unlimited Control plan is still pretty reasonable and gives you access to the full range of features.
That said, I do have some minor complaints. I wish the Essential plan covered reporting, which I consider “essential” to any good project management tool.
Additionally, I think companies that work with large files—for example, in media and design or construction and engineering—could quickly exhaust the Essential plan’s 15GB storage limit. This means they’ll have to upgrade even if they haven’t grown to 40 projects yet.
Despite all this, though, I still think Proofhub is competitively priced. Here’s how it compares to other popular project management and collaboration platforms.
| Team size | Proofhub (Essential) | Asana (Starter) | Monday.com (Basic) | Connecteam (Basic) |
|---|---|---|---|---|
| 10 Users | $45 | Free for life—limited features | $90.00 | Free for life—all features and dashboards |
| 20 Users | $45 | $219.80 | $180.00 | $29.00 |
| 30 Users | $45 | $329.70 | $270.00 | $29.00 |
| 50 Users | $45 | $549.50 | Contact vendor | $39.00 |
Unfortunately, unlike other apps, Proofhub doesn’t offer a free plan, so it might not be affordable for freelancers or very small teams.
However, it does offer a 14-day free trial to let you explore its full suite of features before committing to a paid plan. I also liked that Proofhub has discounted prices for non-profits.
Verdict: 8.5/10
Proofhub Usability and Interface
Proofhub’s web portal has a simple and clean interface. Its black, white, and gray colors and readable font are easy on the eyes. Plus, unlike most other apps I’ve reviewed, Proofhub lets you choose between light, dark, or your system’s default mode, depending on your preferences, which I think is really cool.
The platform is easy to navigate, with all its key features neatly laid out on the left sidebar. The landing page is a personalized dashboard with your assigned projects, tasks, time entries, and any relevant announcements. This way, you can see important information right when you sign in. I love that you can set a custom background image for this dashboard, too.
Over in the right sidebar are shortcuts to tools such as notifications, sticky notes, bookmarks, a timer, and more.
Even the features are intuitive, and the platform provides helpful prompts to explain its functionalities when you first use it. For instance, when I clicked on Project Files, a pop-up quickly explained that I could categorize my files into folders.
Signing up was also easy. I added my company name, team size, and some more basic information to get going. The software even gave me the option to add a project and tasks and choose my preferred project view—calendar, Gantt, table, or board—which added a personalized touch to the set-up process.
After this, however, I experienced several issues. First, Proofhub helpfully asked me if I wanted to download the app—which I assumed was the desktop app, as I was using my laptop. But when I clicked “Get the app,” it took me to the Google Play Store instead of the App Store on Mac. I also later learned that there are no Proofhub desktop apps.
Additionally, when I invited team members to join the app, Proofhub’s invite went to their spam folder. When one of them accessed the email and clicked the log-in link, it showed them “404 not found.” This isn’t something I’ve experienced with other platforms, so I was less than impressed.
Finally, I couldn’t see any accessibility support for users with visual, hearing, or other impairments on Proofhub. While most platforms don’t offer these either, I hope to see them in future updates.
Verdict: 7.5/10
Mobile app
Proofhub doesn’t offer desktop apps but has mobile apps for iOS and Android devices. Users can access it from anywhere with an internet connection.
Here’s how Proofhub’s mobile app compares to its web portal.
| Menu Item | Admin | Employee | ||
| Website | Mobile App | Website | Mobile App | |
| Core Features | ||||
| Projects | ✅ | ✅ | ✅ | ✅ |
| List view | ✅ | ✅ | ✅ | ✅ |
| Calendar view | ✅ | ❌ | ✅ | ❌ |
| Gantt view | ✅ | ❌ | ✅ | ❌ |
| Task management | ✅ | ✅ | ✅ | ✅ |
| Workflows | ✅ | ✅ | ✅ | ✅ |
| Kanban workflow | ✅ | ✅ | ✅ | ✅ |
| Discussions | ✅ | ✅ | ✅ | ✅ |
| Notes | ✅ | ✅ | ✅ | ✅ |
| File management | ✅ | ✅ | ✅ | ✅ |
| Timer | ✅ | ✅ | ✅ | ✅ |
| Chat | ✅ | ✅ | ✅ | ✅ |
| Analysis Features | ||||
| Personalized dashboard | ✅ | ✅ | ✅ | ✅ |
| Reporting | ✅ | ❌ | ❌ | ❌ |
| Timesheets | ✅ | ✅ | ✅ | ✅ |
| Management Features | ||||
| People | ✅ | ✅ | ❌ | ❌ |
| Manage workflows | ✅ | ❌ | ❌ | ❌ |
| Activity log | ✅ | ✅ | ✅ | ✅ |
| Notifications | ✅ | ✅ | ✅ | ✅ |
| Settings | ✅ | ✅ | ❌ | ❌ |
| Subscriptions | ✅ | ❌ | ❌ | ❌ |
Proofhub has one of the most full-featured mobile apps I’ve ever used. Besides a few features—such as calendar and Gantt views, reporting, managing workflows, and account settings—Proofhub’s mobile app basically mirrors its web portal. Its design was also clean and easy to follow.
That said, not every feature is intuitive. While the timer is easily accessible on the web portal’s right sidebar, it took me a long time to find it in the mobile app. To record time, I had to go into the task list, click on a task, go to “Logged time,” and then choose between “Use timer” or “Add manually.”
Finally, I wish Proofhub had offline capabilities. Not only could I not use other features, but I also couldn’t see any information—for instance, project names, tasks, and so on—without the internet. This made me wonder if teams working across different locations—for example, in construction or cleaning businesses—might benefit from other apps like Toggl Track that offer offline features.
Verdict: 8/10
Proofhub Core Functionalities
Projects and tasks
Proofhub boasts a comprehensive project and task management solution, which I feel is its best feature. Adding a project was easy, and I could also assign a project manager to oversee progress. Additionally, the platform lets you turn projects into templates for future use. This is great for recurring or seasonal projects.
Once you’ve created a project, you can create tasks and subtasks and assign them to relevant team members. You can also add a description, write comments, attach files, set start and due dates, tag priority levels, and set estimated time. Putting an estimated time for a task is helpful because you can later check how long was spent on the task and track productivity levels.
Furthermore, as with projects, you can also set recurring tasks to save time and effort.
But what really impressed me was that you can add custom fields while creating tasks. Proofhub lets you name and describe the field and choose the format of information that goes in it—for instance, dropdown, numbers, date, priority, etc.
Since I couldn’t find fields for budget or client name, I created these myself. While this was a quick fix, I think Proofhub should have official budget and client fields for better insights in its dashboards.
Once you’ve set tasks, Proofhub lets you view them in multiple ways. You can view task details in a list, as tables, in calendar format, as boards, and even as Gantt charts with dependencies.
You can also see a project overview dashboard within each project. This gives you a glimpse into the project’s progress, tasks, time logged, milestones, and more.
Overall, other than the lack of client and budgeting fields found in other apps like Timely, I thought Proofhub did a fantastic job with this feature.
Verdict: 9/10
Time tracking
Unlike other time trackers, which are built to track workers’ hours for payroll, Proofhub’s time tracker is designed to track hours spent across tasks and projects.
You can create and label timesheets by people, projects, or anything else you desire and categorize them as public or private with specific access controls. When users log hours, they can add it to the specific timesheet for that project.
Tracking time from the web portal was straightforward. The platform’s right sidebar has a timer tool with one-click clock-in and clock-out functionality. Once I stopped the timer, I simply added details such as project, task, relevant timesheet, etc., and my timesheet was ready.
The best part? The logged hours feed into the estimated hours I’d set for that task, project, or timesheet, helping me track progress.
That said, I wish Proofhub’s timer had GPS tracking—similar to apps like Deputy. This helps ensure employees are tracking time accurately.
Besides this and the lack of offline time tracking, though, I thought this was an effective feature.
Verdict: 8/10
Communications
No project management software is complete with collaboration tools, and Proofhub has really come through in its communications and collaboration offering. I love this because it means you don’t have to spend on additional communication apps.
Here are some of Proofhub’s key communication tools.
Chat
Proofhub has an instant messaging system for 1-to-1 or group messaging. The in-app chat is easy to use and lets you add emojis, files, and GIFs to messages. I imagine this is useful for quick questions and even some friendly banter among teammates.
Discussions
Proofhub also has a discussion tool within each project. Similar to how Slack works, the platform lets you create different discussion threads for different topics.
I was also happy to see the ability to attach files, add emojis, and format text within discussions.
Announcements
With Proofhub, you can post announcements—complete with formatting, emojis, attachments, and more—straight to your chosen users’ personalized dashboards. At first, I wasn’t sure what the point was, but once I posted an announcement myself, I saw that it appeared on team members’ dashboards immediately. Now, I believe this is a fantastic tool for sending urgent updates to team members.
Notebooks
Proofhub’s notebooks are like project guides. You can create documents about anything—project scopes, meeting minutes, key performance indicators, etc.—and save them within a project. This way, everyone is always on the same page. Team members can edit docs and add comments to collaborate, too.
Forms
With Proofhub’s form feature, you can create a custom form to gather information in the way you want. This is incredibly useful for gathering expectations and feedback from client expectations and internal information such as employees’ personal details.
I was able to create a form in under a minute and copy the link to share it with whomever I wanted.
My only complaint with the forms feature is that it’s limited to 6 fields, and I couldn’t choose custom formats, such as numbers, dates, etc., for the fields—everything was text.
Overall, all of Proofhub’s communication features exceeded my expectations. I could hardly fault them.
Verdict: 9.5/10
File management and proofing
Like most great project management systems, Proofhub has a file center for each project where you can upload important documents and organize them into folders and even sub-folders.
What really sets it apart, though, is its proofing tools. Team members can open files and “proof” them—i.e., mark them up, edit them, add comments, and more. This is an excellent way to collaborate on text files, graphics, presentations, and more.
Once a file is ready, it can be marked as approved so everyone knows it’s complete. You can also access version histories for each file and even restore older files if needed.
Verdict: 10/10
Integrations
Proofhub offers limited third-party integrations. This includes document management tools like Box and Dropbox, storage solutions like Google Drive and OneDrive, Google Calendar and iCal to sync calendars, Slack for communication, and QuickBooks and FreshBooks for invoicing.
While I know the app covers many features itself, I would have liked to see more integrations—especially with payroll providers so timesheets can be used not just for invoicing but also for payments.
Verdict: 5/10
Proofhub Security Features
Here’s how Proofhub keeps its data private and secure.
- All data is end-to-end encrypted, preventing it from being decoded in transit between devices.
- You can set an IP address restriction that limits users from using the app from specific locations.
- Proofhub provides a detailed activity log, including for logins, so you can see who has accessed what data at any time.
- The forms feature lets you add a CAPTCHA to ensure you’re not being hacked by a bot when sending forms externally.
- With Proofhub, you can set a strong password requirement for users, helping to protect their accounts from cyber threats.
- You can also set custom roles for each user—such as normal user, admin, or owner—and restrict their app permissions and controls.
With custom roles, I couldn’t edit access levels for different roles. For example, a normal user can access everyone’s activity logs and timesheets—and I wasn’t able to change this. Although you can add a new role and set custom permissions, it’s time-consuming and unnecessary, in my opinion.
Further, unlike with apps like Connecteam, I didn’t see anything about Proofhub being compliant with the General Data Protection Regulation (GDPR) or Health Insurance Portability and Accountability Act (HIPAA) regulations.
Overall, I think the platform can do slightly better with its security features.
Verdict: 6/10
Proofhub Reporting & Analytics
I found Proofhub’s reporting very limited compared to other apps. Below is a quick breakdown of its key reports.
- All projects report: Dashboard showing all projects, progress statuses, and details about start and due dates and assignees.
- Project report: Dashboard for individual projects that shows project information, tasks, assignees, task progress, time logged, and more.
- Resource report: Dashboard displaying an individual team member’s activities, time logged, assigned tasks and projects, and progress.
I would call these high-level dashboards rather than reports. While they did provide some insights, there was no way to download line-by-line raw data to use in my own way. Also, you can export the dashboards only as PDFs, so they’re not editable.
All in all, I wasn’t impressed with this feature and its lack of customization options.
Verdict: 4.5/10
Proofhub Customer Support
A customer service agent emailed me within hours of my signing up for a free trial. This proactive and personalized level of service suited me very well.
Additionally, Proofhub offers various channels for customer support, including:
| Support | Timings | Response time |
| Help center with guides, video tutorials, and FAQs | Anytime | Instant |
| Email support | Anytime | Within a few hours |
| Contact form | Anytime | Within a few hours |
| Chat | Anytime | Within a few hours |
While the support overall seems okay, my big complaint with the platform’s customer support is that there’s no way to speak to an agent in real-time. The chat isn’t live, and Proofhub doesn’t have a call center to provide immediate assistance.
Verdict: 5/10
Final Thoughts on Proofhub
Proofhub is a fantastic project and task management platform with a user-friendly interface, comprehensive mobile app, and affordable pricing plans. In addition to its task and project tools, it has excellent time tracking, communication, and file management features, making it ideal for project-based or hourly companies.
While Proofhub has an impressive range of features, I was disappointed with its reporting capabilities, security tools, and limited third-party integrations. I also didn’t like the lack of a plan for small businesses or independent freelancers who won’t get the bang for their buck even on Proofhub’s cheaper plan.
Everything considered, though, Proofhub is great, and just a few minor improvements can take it to the next level.
FAQs
What is Proofhub used for?
Proofhub is used for task and project management, workplace communication, file management and proofing, and more.
Is Proofhub free?
No, Proofhub isn’t free. The platform offers two plans: Essential ($45/month for 40 projects, unlimited users, and limited features) and Ultimate Control ($150/month for unlimited projects, unlimited users, and additional features).
