Accelo and ProWorkflow are two of the most popular project management tools available today.
But how do they stack up against each other?
Which one manages tasks better?
Which one helps you allocate resources more effectively?
Which one is more affordable?
Discover all the answers in our detailed comparison guide.
A. Project and Task Management
Get. Things. Done.
You and every project manager likely live by those words.
It’s also the heart and soul of any project management software.
This is why, before anything else, you must evaluate a tool’s ability to help you manage your tasks and projects.
Features to look out for:
- Project structure: A simple, intuitive way to organize work and toggle through multiple projects, tasks, boards, etc.
- Views: Board, list, timeline, Gantt, and other types of views that let you visualize various types of information within each project.
- Tasks & subtasks: Dedicated spaces offering the ability to drill down to the smallest level of actionable detail about each project item.
- Statuses: Effortless ways to communicate the exact progress of each task, board, project, etc.
- Checklists: Quick to-do lists for each task so things don’t fall through the cracks
- Task templates: Easy-to-copy templates to create identical tasks at scale across multiple projects.
- Assignees: The ability to assign tasks, boards, or projects to individual team members, groups, or even teams.
- Priorities: A way to communicate the urgency level of each task, subtask, or project.
- Automations: Trigger-based (if X happens then do Y); ways to automate repetitive actions such as notifications, comments, status updates, etc.
1. Project Structure / Hierarchy
Accelo helps you organize your projects with a straightforward structure:
Company > Project > Milestone > Task > Checklists
- Company: A company or client page set up on your Accelo account.
- Projects: Long-term work that needs to be completed by or for a Company.
- Milestones: Different stages or phases of a Project, which can have separate budgets.
- Tasks: Actionable work items required to achieve Milestones.
- Checklists: Granular action items required to complete a Task.
ProWorkflow has a simple hierarchy for project tracking:
Projects > Task Headings > Tasks
- Projects: A project could be a single end-product you aim to deliver, a client you manage, or any larger goal you’re working towards.
- Task heading: These large tasks act as stepping stones in the project and contain smaller steps.
- Tasks: These are the individual action items within a task heading.
Accelo allows you to see your Tasks with these views:
- Project View: This screen displays all Milestones and Tasks within a Project with details of Assignees, Planned Due, Status, etc.
- Milestone View: Displays an overview of all Tasks within a Milestone. The Tasks can be arranged based on Status, Earned Value, Budget, or Start and Due Dates. You can also shift Tasks within your workflow by dragging and dropping them on a Kanban-style board.
- Project Schedule: Access a Gantt-style overview of your Projects’ Milestones and Tasks for Project planning.
- My Schedule: See all your assigned Tasks based on a calendar view.
- Deadlines Task Board: Displays the Tasks you need to do based on deadlines. You can drag and drop Tasks to change deadlines.
- Status Task Board: Allows a user to see all Tasks they have created or that have been assigned to them. It lets you drag and drop Tasks to change their Status.
- Assignment Task Board: Shows a manager all the Tasks they have created or are managing. It simplifies the process of assigning Tasks.
ProWorkflow offers the following nine ways to visualize work:
- Homepage: An overview of your workload, upcoming deadlines, recent activity, and staff activities.
- Calendar: Projects and tasks organized by start date and displayed on a calendar.
- Timesheet: Shows your time tracked and the tasks you worked on.
- Timeline: Displays your tasks by start and end date and the dependencies between them.
- Customer map: Allows you to see the locations of your clients on a map.
- Projects list: A table showing all your current projects and their details.
- Projects board: A Kanban board displaying your projects grouped according to your chosen parameter — E.g., task status, priority, or category.
- Tasks list: A table displaying details of all your tasks.
- Tasks board: A Kanban board of your tasks grouped by a chosen field.
3. Tasks & Subtasks
Accelo lets you create Tasks under Milestones or Projects to keep track of important actionable items.
Although you cannot add any subtasks, you can add these details to provide context to your Tasks:
- Task Title
- Task Status
- Task Description
To establish a hierarchy of tasks in ProWorkflow, use the task styles feature: heading, bold, and normal. Bold and normal tasks serve as subtasks under a task heading, and bold tasks are higher priority than normal tasks.
When you create a task, you can include the following:
- Task name and description
- File attachments
- Time estimate
- Start and due dates
- Billable status (yes or no)
- Billable rate
- Taxable status (yes or no)
Accelo lets you assign and change your Task Status to indicate its progress in your workflow. The default Statuses include Unassigned, Pending, Accepted, Started, and Completed.
You can also create new or custom Statuses.
With ProWorkflow, you can indicate project and task statuses using tags. You can set up custom status tags for projects, tasks, and contacts.
Accelo lets you add Checklists for to-do items within a Task. Assignees can tick Checklist items to indicate their completion.
ProWorkflow doesn’t have a native feature for adding checklists to tasks. However, you can create a list of indented subtasks to serve as a checklist.
6. Task Templates
Accelo’s standard Task Template helps you assign work and provide context to aid your Project workflow.
This template can be configured to include additional details. However, by default, it contains:
- Task Title
- Task Description
- Task Status
- Task Time
- Task Rate
- Start and Due Dates
ProWorkflow enables you to create new task templates from scratch or based on other templates or current projects.
Accelo lets you assign Projects, Milestones, and Tasks to people on your team. Projects and Milestones can be assigned to managers, while Tasks can be assigned to both managers and team members.
ProWorkflow offers several ways to assign tasks, including:
- Drag and drop assignees from a list onto a task on the project description page.
- Assign or remove a team member across all tasks in a project
- Add assignees in the contacts column of the tasks view
- Assign multiple tasks to a contact at once
You can set Task Priorities to Critical, High, Normal, Low, or None on Accelo. Each level has a corresponding icon based on its urgency.
You can edit the Priority names but can’t create custom ones or modify the icons.
Select a low, medium, or high priority status for tasks and projects. To create custom priority statuses, you can use project or task tags.
Additionally, you can indicate priority using the bold task style.
Accelo allows you to automate certain business and Project processes to save time for more important work. You can set up automations based on Triggers, Rules, and Actions.
ProWorkflow doesn’t have any native automation features.
B. Time Management
Time is money for a reason.
The right software can be the difference between pinching pennies and raking in the big bucks.
Effective project management software offers effortless time management features to help you befriend the clock.
With the right one, expect to keep all your tasks running as scheduled and meet your deadlines with ease.
Features to look out for include:
- Due dates: Communicate expected delivery dates.
- Time estimates: Make capacity decisions based on how much time each task or project is expected to take.
- Time tracking: Measure productivity with accurate time consumption data for each team member.
1. Due Dates
Maintain deadlines for Project deliverables by adding Start and Due Dates on Accelo.
You can add or modify these dates while creating or editing Tasks. They can also be modified from your Project Schedule.
ProWorkflow includes start and due date fields when you create a task, edit a task, or set up a task template.
2. Time Estimates
Accelo lets you add a Time Budget to Tasks. Once an Assignee has finished a Task, you can compare the estimated time vs the actual time taken.
Add time estimates to tasks and projects using the time allocation field.
3. Time Tracking
You can use Accelo’s in-built Timer to track how long you work on a Task. The timer starts automatically by default when you start an Activity. However, you can pause, resume, and stop the Timer at any time or manually log time using the Time Log button.
And if you’re working on different Tasks, the app will automatically start tracking time for both and switch between Timers as you move between Tasks.
ProWorkflow offers four methods for tracking time on tasks:
- Live tracker: Track time for a task using a timer while you work
- Manual entry: Add a time record declaring hours and minutes worked on a task
- Drag and drop: Drag a task onto a timesheet and size the block to indicate time worked
- Direct entry: Enter time details directly into the timesheet
What you can’t measure, you can’t improve.
Reporting and analytics features can help you track real-time progress, monitor key metrics, and sniff out bottlenecks like a detective.
Armed with these insights, your team can stay ahead of the curve no matter the situation.
Expect better resource management, superior deadline compliance, and a more focused and decisive team.
Features to look out for include:
- Goals and milestones: Record targets for the whole team to see and work towards.
- Dashboards: Visualize data from all corners of the team into a user-friendly, interactive interface.
- Gantt charts: Keep your plans flexible with Gantt charts that allow you to adjust timelines based on changing resource availability and task completion ratio.
1. Goals & Milestones
Accelo’s Milestones are overarching agendas within a Project. For example, a testing stage for a product release. The stage can be classified as a Milestone and has several Tasks under it that need to be completed.
However, the tool doesn’t have a distinct feature for setting goals.
ProWorkflow doesn’t have any native features for setting goals and milestones.
Here’s a list of some of the many Dashboards that Accelo offers:
- Schedule Dashboard
- Utilization Dashboard
- Profitability Dashboard
- User Dashboard
- Manager Dashboard
- Company Dashboard
- Sale Dashboard
- Project Dashboard
- Ticket Dashboard
These Dashboards provide you with a quick, accurate overview of different aspects around Project and Task management. It lets you oversee progress, planning, and profitability.
Your ProWorkflow homepage displays a dashboard of graphs and details on upcoming tasks.
The graphs can display details like projects and tasks by status or priority, time tracked vs billable time, and quotes and invoices.
You’ll also see a list of upcoming task start and due dates.
3. Gantt Charts
Accelo’s Gantt charts allow you to:
- View Milestones and Tasks based on their durations and dependencies.
- Click and drag to link Milestones or Tasks and create dependencies.
- Collapse or expand Milestones to hide/view Tasks.
- Drag Milestone bars to extend or reduce durations for project planning.
ProWorkflow’s timeline view functions as a Gantt chart and allows you to:
- Create new tasks
- Drag to adjust start and due dates
- Select and adjust multiple tasks at once
- Set or remove task dependencies
D. User Management
Software, features, and other tech things aside, the real heroes of any project are your team members. So make sure to pick the kind of project management software that puts them front and center!
How do you do this?
Look for software that knows what different team members need and helps you deliver the right experience.
Features to look out for include:
- User groups: Create internal teams representing various departments, functions, or projects.
- Permission levels: Grant different access levels depending on the users’ information requirements and the company’s security concerns.
- Guest users: Invite team members from other companies/teams to collaborate with your team without compromising on confidential data.
1. User Groups
You can create custom User Groups in Accelo with specific permission levels for the whole group.
This lets you categorize your team and bulk assign access levels, helping you to easily sort users and control their access to different Accelo modules.
From the users and permissions settings in ProWorkflow, you can set up user roles and assign them to your contacts. You can use this feature to group people by role, department, team, etc.
2. Permission Levels
Accelo offers comprehensive permission levels, including view, edit, assign, delete, plan, admin, and more, across three different access levels for users:
- Administrators have full access
- Professionals are standard users who can log time and manage work
- Contractors are limited roles that can only log time
You can also choose to give members access based on their roles within specific teams on Accelo (for example, Company, Sale, Projects, etc.).
In ProWorkflow, there is only one permission level with default settings — super user. Other than that, you must create custom roles to define your organization’s permission levels.
Permissions for roles include:
- Super user status (full access)
- Ability to view all work
- Ability to see sensitive business information (quotes, invoices, rates, etc.)
- Whether the role can receive client project requests
- Whether the role receives billing alerts from ProWorkflow
- If the role can view, add, edit, or delete information on each page of the organization
- Ability to add, edit, or delete user permissions
- Whether the role can access and make changes to areas in the settings menu
3. Guest Users
Accelo doesn’t have a distinct feature to add guest users. However, you can add users with temporary access by assigning Contractor roles.
You can also add client users via the Client Portal.
You can add clients and external parties as contacts in your ProWorkflow organization and customize the permissions for all client contacts or individual clients.
On their contact profile, you can edit the following information and settings:
- Client name, title, and company name
- Whether they’re the main contact for that company
- Whether they can log in (you set the username and password)
- Their email address and phone contact details
- Whether they can request projects
- Which projects and tasks can they view
- Which views can they access
In project management, collaboration and communication are like a ballroom dance — if everyone isn’t in sync, you’re just stepping on each other’s toes!
A project manager should encourage their team to be on the same page regarding everything happening on the project. This could involve regular meetings, periodic status updates, shared checklists, etc.
But things can get tricky when you add different team structures (remote, hybrid, distributed, etc.).
The trick is to balance ‘informing everyone’ with ‘over-communicating.’
The solution is to forge a shared space where the whole team can contribute without hampering individual productivity. Picking a suitable project management software is the first step toward achieving this goal.
Features to look for include:
- Comments: Simple ways to send feedback or discuss a task or project.
- Threads: Keep all relevant comments in a single thread.
- Tagging/@mention: Mention a team member on a task, in comments, or in any shared space to notify them.
- Sharing tasks: Share tasks with relevant team members for efficient collaboration.
- File management: Attach and store files, create and annotate documents, etc., for ready access to project documentation.
- Notifications: Customize how team members receive notifications.
1. Comments, Threads, & Tagging
Accelo doesn’t let you comment directly on Tasks. However, you can add replies to Activities in Message Streams.
An Activity is any work correspondence done for a Task, like sending an email, scheduling a meeting, or creating an Internal Note for your team. These Activities are logged in a Message Stream within a Project or Milestone.
Team members and clients can add in-line replies or comments in response to an Activity in the Message Stream.
Clicking on a task title in ProWorkflow will reveal a comment icon where you can leave messages.
This feature allows you to:
- @mention contacts
- Include hashtags to tag the message
- Select recipients
- Add file attachments
- Set the message as private
- Send an email notification to recipients
2. File Management
Attach files like PDFs and images to Tasks or email exchanges with your team or clients.
You can also search for attachments or files from your Accelo Dashboard and upload files from integrated services like Dropbox or Google Drive.
Attach files in various formats to projects, tasks, and messages.
Stay on track with Task updates with email notifications for Task or Activity creation, Status updates, Expense submission, etc.
You’ll only receive email notifications based on your preconfigured settings.
ProWorkflow delivers both in-app and email notifications to assignees for activities in projects and tasks, account alerts, and resource alerts.
F. Customer Support
Individual users in smaller teams often face a steep learning curve with most project management software.
In their case, having access to responsive support executives and a wealth of helpful resources can make a significant difference, turning a frustrating experience into a positive one.
However, customer support is just as crucial for larger teams.
Even if these teams initially received thorough onboarding and training, their needs and use cases tend to evolve over time. Continuous and adaptable customer support becomes essential to address these changing needs effectively.
With adequate customer support, you can:
- Derive maximum value from the app with the help of professional guidance whenever required
- Ensure your team is making full use of all the features you’re paying for
- Learn from case studies of other teams using the same software
- Expand your use cases with time
- Learn about the features your team uses the most and avoid spending on those you don’t need
- Solve minor issues on your end by going through help resources
- Get hands-on support when you get stuck
- Keep a record of all your complaints and feedback for the platform to aid future buying decisions
- Send feedback to the app’s developers so they can design the features you most desire
Features to look for include:
- Detailed knowledge bases and documentation to aid DIY solutions to common issues
- Case studies, templates, guides, and other resources
- Easy access to resources for all types of users — free or paid
- Async support executives to cover for the time difference
- Live agents who can respond via chat or phone
- Screenshots and recordings to display how the tool works
- Translations to resources in other languages, if needed
- Webinars: Recordings of training sessions and interviews around using Accelo
- Video tutorials: Brief video walkthroughs on navigating Accelo products
- Help Guides and FAQs: Guides and answers on everything you need to know about using the tool
- Community: A space to share ideas, learn, and ask questions to other Accelo users
- Professional service: Consultative services for building workflows, configuring platforms, train your team to use Accelo
- Customer support: Email, Phone
- Help center: A collection of tutorials relating to ProWorkflow features
- Video guides: A playlist of YouTube how-to videos
- Contact support: Via the support request form, email addresses, or phone number
G. Platforms Supported
Distributed and field teams might not always be armed with laptops or computers.
But that doesn’t mean productivity has to stop.
With a mobile-friendly project management tool, the workflow keeps humming along, turning those smartphones into mighty workflow tools.
More reason to look into this?
If your company follows a Bring Your Own Device (BYOD) approach, your team members need the freedom to switch between various devices.
With support for all types of apps, you can:
- Ensure uniform access irrespective of device type
- Save on the cost of buying the same types of devices for the whole team
- Give all team members a chance to log work from anywhere, anytime
Features to look for include:
- App support for the latest Mac, Windows, iOS, and Android versions.
- Maximum coverage for all key features across devices
- Browser: Chrome, Firefox, Microsoft Edge, Safari
- Desktop: Mac, Windows, Linux
- Mobile: iOS, Android
- Browser: Google Chrome, Safari, Internet Explorer
- Desktop: Windows, Mac
- Mobile: Mobile web app
Whether you have deep pockets or shoestring budgets, there’s project management software out there for every kind of organization.
But the confusing combination of features and numbers on pricing pages can make it difficult to choose.
Here are some easy tips for starters.
If you plan on buying the software subscription for just yourself or a small team that’s not likely to grow rapidly anytime soon — stick to the free plan as long as possible. Or pick the cheapest monthly subscription possible. These should cover most of your feature requirements comfortably in most cases.
However, if you expect to hire rapidly and grow to a sizable number, go for a plan that grows with you — ideally with a per-user rate that doesn’t add up exponentially.
Finally, most software offers flexible enterprise plans that let you cherry-pick your favorite features into a custom package. If you’re part of such a team, it’s best to contact the sales team and get the best deal possible.
Accelo has the following pricing plans:
- Free Trial: Try Accelo with full access for 7 days. No credit card required.
- Professional ($50/user/month): Client Project Management, Sales Management, Quote Management, Time Logs, Timers, Timesheets, Invoices, Payments, Financial Insight Dashboards
- Business ($70/user/month): Everything in Professional plus Client Retainer Management, Ticket Management, Shared Request Inbox, Expenses & Materials, Time Approvals for Billing, Unlimited Client Portal Users.
- Advanced ($90/user/month): Everything in Business plus Advanced Custom Workflows, Advanced Triggers & Automation, Smart Scheduling & Utilization, Adaptive Project Scheduling, Client Asset Management, and 3 Advanced Reporting Users.
- Elite (Contact for pricing): Everything In Advanced plus Role-Based Users from $39/month, Divisions Module, Unlimited Collaborator Users, SAML / Enterprise SSO, Premium Support with SLAs, Dedicated Account Manager.
ProWorkflow has the following pricing plans:
- Free trial: 14-day free trial
- Professional ($20/user/month): Unlimited pricing, no user limit, 25GB file storage
- Advanced ($30/user/month): Five users minimum; includes everything in Professional, plus client project requests, custom fields, and 50GB file storage.
- Enterprise (Contact sales for pricing and more information)
I. Best Suited To
Picking the right project management tool is like finding the perfect pair of shoes. They must be a snug fit but also leave you some wiggle room to get comfortable!
In other words, the tool you pick must fit all your current needs and grow alongside your future requirements, too.
So make sure you’ve covered all bases in your research when picking project management software for your team.
One way to do this is to check what types of teams your choice serves best.
For instance, what works for a small software development team might not suit a large marketing agency.
When hunting for a PM solution, it’s vital to match the tool’s features and use cases with your team’s workflow. Tailor your search to find a tool with all the necessary features to manage your tasks and boost productivity.
Packed with various features for project management, client management, sales, and more, Accelo is well-suited for large-scale businesses and enterprises. It helps manage the diverse aspects of running a business without needing multiple tools.
But is it the best choice for you?
Accelo’s extensive feature set is easy to understand and use. The segregation of Projects by Company and the distribution of Tasks within Milestones lets you create a clean breakdown of your work.
Its Project Schedule view provides an excellent overview of Task dependencies. Project managers can even add separate time and monetary budgets to each Milestone to ensure overall profitability. But the tool isn’t perfect.
Accelo’s broad offerings come at the cost of basic project management features. For example, you can’t break down Tasks into Subtasks. This can lead to your team losing focus on the subcomponents of a Task.
Moreover, it isn’t easy to communicate about Tasks on Accelo. Users need to send emails or add Internal Notes since they can’t add comments to Tasks. You also can’t customize Priority labels or set goals.
Another prominent issue is its lack of a free plan. The pricing (starting at $50/user) is also much higher than other tools in this niche. This makes it less suitable for solopreneurs, small businesses, and startups.
Still, Accelo can be a viable choice if you require a broad solution with excellent customer service to manage diverse needs.
ProWorkflow offers a lot of freedom to customize permissions, statuses, and time tracking. It’s useful for handling tasks in bulk and assigning them easily.
Its approach to setting up tasks and subtasks stands out as both simple and unique, and the way in which it organizes information in views is adequate (but not stellar).
The inclusion of invoicing and quotations also enhances ProWorkflow’s utility. These features make ProWorkflow suitable for organizing project work across multiple clients.
However, there are some major downsides.
The tool doesn’t have a free plan and is relatively expensive out of the gate. The features also don’t differ much between the pricing plans.
One must wonder if the price tag is justified, given that the app lacks automation and AI features, which are generally standard practice among project management tools today.
Additionally, the user interface, commenting, and notifications are dated and not very user-friendly. The comments resemble an old-school forum and aren’t particularly well-equipped for organized, threaded discussions.
ProWorkflow’s support resources are also rather sparse, which can contribute to a higher learning curve.
In general, this tool has a solid foundation but has some catching up to do to match up with the standards set by more established, modern PM tools.