ProWorkflow Reviews

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.

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.

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.

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.

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

I've been using ProWorkflow for over a decade. The time tracking, custom task templates, messaging and client interface make it a critical part of my business. The few times I have had to contact customer service they have been responsive and exceptionally helpful. ProWorkflow is the administrative backbone of my business. At a glance I can see where a project is, how much time has been spent on it, what tasks have been completed and which ones are outstanding. I can add documents, notes and information specific to each project. When a project completes, it is archived and very easy to pull up should I ever need to reference it again. If you are looking to for a way to EASILY manage your projects and workflow - this is the software for you.

I dislike the fact that contractors cannot track time in the software. So if I have 10 contractors I use, I have to buy full account access for each of them, even though they may only use the software 2-6 times a year. This has always been my biggest complaint.
Add time tracking to the contractor designation and charge 1/2 of the employee rate.

This software has a perfect team integration, custom field addition and also the integration of other financial softwares. Aside from the appealing interface, I love the fact that it easily connects with zero with an excellent tracking tool.

Its almost impossible to duplicate a recurrent project,I believe such should be possible knowing fully well this is a monthly project. Another issue i have which must be considered is on the purchase of full account access on each of our contractors, its not economical if we have to purchase account access for 25 contractors who seldom use the software except when needed.

- Great support for Agile sprints, you can tell that the Agile methodology was thought of in the product's design, offering so many tools and features that enable working on sprints and other fast-paced projects.

- Nice Milestone and Kanban visualisation as well. As I said earlier, points your attention to the most important thing to note; straight to the point.

- Great value for money too.

- Not great support for all invoicing scenarios; that would be useful to integrate into some projects that perhaps require follow-on funding or fractional and/or incremental payments.

- It doesn't have great support for extra-platform communication with colleagues and third parties that are outside the platform, this could be useful when interfacing with clients who may not be registered users

Task management, organization and the collaboration piece are what I like most. Also we were able to successfully integrate the tool with Salesforce

The UI good be improved to have a bit more professional feel.

Fantastic PM platform for teams with multiple users all looking to collaborate on projects down to the task level. Due dates are great to keep things on time. API integration into BOX is huge for us. We also take advantage of Zapier integration to allow the information import from complete online request forms automatically into the project request.

Some features could be added to improve usability. The option to send a message or file to anyone via email address, not just registered users, and let them respond. The ability for those non-registered users to view a project for say, status, or who is assigned to it. Or the option to give outsiders the ability to view a project status in process. Also, a process for project/task reviews by non-users. For example, a triggered message with a button to approve, or reject, or provide feedback that feeds back directly into the platform. Our users would also like more customization on the "Home" screen as to which detail is displayed rather than the default info.

The user interface is fantastic. Super clean. Easy to navigate and made overall learning curve for all users nice and short. One thing I learned after a couple of years of having deployed other work/project management software is that the software is only useful if people use it. Sounds obvious, but if something is complex and requires lots of time to learn, or the user interface isn't quite as intuitive, then the adoption rate won't be as high and the entire purpose gets defeated. PWF is so thoughtfully laid out and the features are in obvious places that basic users were able to be effective after just a few minutes of hands-on exploring. Our adoption rate was nowhere near these levels prior to deploying PWF.

The feature set compared to some of the bigger competitors in this space was a little less robust. However, depending on what you need it may be just fine, as it was for us. There were some things that others had that PWF did not, but for us those were less critical. My one gripe is that the development of this software has gone in fits and spurts. We've been with PWF for almost 5 years now and just recently did we start to see developments/improvements be deployed at a somewhat regular cadence. Again though, we made the decision to go with PWF based on its featureset originally so the new improvements are just gravy to us.

Proworkflow is wonderful!. When our business was expanding we needed software to manage our workflow, invoicing, project management and so much more and we needed to move out of the spreadsheet nightmare. We carried out a thorough search of products that integrated with Xero, our online accounts and then we did a live comparison and we could find no fault with PWF. We adopted and have used it ever since and we are completely organised as a result. We also are able to scale up or business effortlessly.

Honestly, I can't think of anything right now that I don't like about PWF

Proworkflow requires minimal effort to stay on top of your business. I think the importance of this gets overlooked too often. Setting Quotes and invoices are minutes at most, and setting projects and adding tasks can be done on the fly with little investment of your time. You can see the impact on resources scheduling before you even finish setting up your planning your tasks. I don't have enough words how valuable of a tool this has been without scrambling our brains to operate.

If you need a more sophisticated system for proposals and invoices Proworkflow is not there. It will give you just enough flexibility to customize a quote and send your invoices to quickbooks/Xero directly from a quote or proposal. But if you need quote/proposal templates for multi page terms and conditions, and percentage invoicing or progress billing, be prepared to do these manually.

Project management, work scheduling, standard reports, quality of support service; response times to emails; time sheets; time widget;

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.

• Support. The PWF team is the gold standard of customer service!!
• Value
• Ease-of-use
• Using the platform has broadened awareness of what it really takes to complete a project (both from a time and budget perspective)
• Ability to estimate jobs prior to work commencing
• Project templates
• Organization-wide project visibility
• Project and task visibility increases accountability because resources and deadlines are clearly articulated.
• Scalable platform

• Unfortunately we cannot give all team members visibility to the reporting features due to client confidentiality reasons. It puts an extra burden on the admins to provide reports (which is totally manageable at this time) but ideally you could set reporting permissions on a client level.

ProWorkflow is a big secret that people don't know about.

I have seen it all, and I have tried it all- You name the tool, and I've seen it. I have been continuously looking for the exact thing that would work for my situation, making me a national expert on what other tools are out there and ProWorkflow does the job!

What's great is that no one else has been able to steal this- ProWorkflow is genius - I understand that the first 30 days takes learning and I was committed to being a power user and thought it was amazing that someone would call me! The CEO himself as well! His dream and vision are clear, and it takes a particular kind of person to create this. My clients love the reports and how instantaneous it is.

I tell my clients about ProWorkflow and when they into the tool and see what it's all about they go "what! this is couture software but at Walmart prices!!

ProWorkflow is like my car- I know it's going to be there when I need it and work when I get in the car. ProWorkflow is powerful!

The folks that thought this up - are geniuses and this goes back to one thing, the customer experience, and research and this is what the CEO did. He created ProWorkflow from the experience from the customer of the customer.

Simple but robust, does everything we need from time tracking, project/task management and assignment to invoicing

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

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.

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.

I started using ProWorkflow as a project management tool for marketing teams. They liked that it was well designed and extremely easy to use. There is so much flexibility -- such as entering Time Spent -- that users have options in finding what workflow suits them best.

What I personally like most is how quick and easy it is to navigate between the different screens. Practically everything is a link, so it's very efficient moving around within, and between, projects.

If I HAVE to identify a shortcoming with ProWorkflow, based solely on my own preferences, it would be the reporting tools. They are very robust, even including a custom report builder, but it's never been as intuitive as the rest of the software.

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

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

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.

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.

Projects. Tasks. Task Templates. Categories. Built-in Gantt chart (customers love it). Customer tracking. Build-your-own reports. Multiple ways to track time are built-in. Integration with Zapier is smooth.

It integrates with Quickbooks desktop, but I didn't like how it moved over hours and rates. 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. The color contrast is very light for older eyes.

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.

Possible improvements:
- direct email import to projects
- a bit more fancy Fixed Cost Items list editor
- thumbnails for the pictures

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.

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.

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

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?