ClickUp 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
Organize your workspace with the help of an easy-to-understand Hierarchy.
Workspace > Space > Folder > List > Task > Subtasks
- Workspace: The team that your ClickUp account is affiliated with
- Space: Various categories, each representing projects, teams, high-level initiatives, clients, etc.
- Lists: A collection of tasks within a particular category under a Space.
- Folders: Optional ways to zip various Lists together so you can spot them easily.
- Tasks: Actionable deliverables that can be assigned to individuals or teams.
- Subtasks: Granular action items within each task with the option to create nested subtasks.
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.
ClickUp allows you to see your work with these 11 views:
- List: Displays all tasks in a Space, Folder, or List, with their crucial details, grouped by task status in a list-based format.
- Board: Visualize task progression based on status and shift tasks within your workflow by dragging and dropping on a Kanban-style board.
- Calendar: Your hub for planning, scheduling, and resource coordination in a calendar format. Sync with your Google Calendar and more.
- Team: View individual capacity, completed tasks, and Sprint points per person in a box format.
- Gantt: Use the Gantt view for project planning, time management, and deadline setting.
- Activity: See a list of activity updates and who did what within a Space, Folder, or List.
- Timeline: Prioritize, organize, and collaborate seamlessly on projects with an overview of task timelines.
- Workload: Visualize team capabilities and oversee resources.
- Mind maps: Create visualizations of workflows, hierarchies, and task Dependencies.
- Map: A clear visual of task locations, helpful if you have a remote team or clients in different areas.
- Table: Spreadsheet-style overviews of tasks with custom fields for details like task progress, attachments, priority, and more.
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
Create Tasks to indicate minute, actionable aspects of the project.
Add rich detail to each Task with the help of:
- Task descriptions
- Due Dates and Time Estimates
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)
Develop Custom Statuses at Space, Folder, and List levels to indicate the team’s workflow. Default statuses include Active, Done, and Closed. You can add as many types of color-coded statuses as you want.
With ProWorkflow, you can indicate project and task statuses using tags. You can set up custom status tags for projects, tasks, and contacts.
Create a nested Checklist for to-do items within a Task. Assign Checklist items to multiple team members.
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
Generate Task templates from live Tasks to suit your workflow and save time. Apply these templates to all Tasks in a List.
Each template can contain:
- Due dates
- Comment attachments
- Time Estimates
- Task statuses
- Start date
- Recurring settings
- Custom fields
- And more
ProWorkflow enables you to create new task templates from scratch or based on other templates or current projects.
Assign Tasks, Comments, and Checklist items to individual team members, a group of people, or an entire team.
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
Set tasks to Urgent, High, Normal, and Low Priority levels — visualized by different colored flags on each task.
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.
ClickUp natively offers 100+ Automation rules consisting of Triggers and Actions to automate repetitive Tasks. You can also create custom Automations and set up automatic Recurring Tasks.
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
Stay ahead of task and project deadlines by adding due dates.
You can add and edit due dates on tasks, subtasks, and entire lists.
ProWorkflow includes start and due date fields when you create a task, edit a task, or set up a task template.
2. Time Estimates
You can add a time estimate for how long a task will or should take. However, the workspace owner or admin needs to enable the feature for you to use it.
Add time estimates to tasks and projects using the time allocation field.
3. Time Tracking
You can use ClickUp’s native time tracker to measure how long each task takes to plan timelines accurately.
You can also stop the timer to return to the task later and open a detailed log to see who tracked time for a task and when.
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
Goals in ClickUp allow users to visualize and edit Goals and their targets alongside team metrics on Dashboards.
- See your Goals’ progress percentages, target numbers, owners, and last update details.
- Sort, filter, duplicate, refresh, and delete Goals.
- Control who has access to see your Goals.
ProWorkflow doesn’t have any native features for setting goals and milestones.
ClickUp has a Dashboards Hub that allows you to quickly locate and access different Dashboards you’ve created or been invited to.
Create custom dashboards to:
- Track progress
- Time tracked
- Sprint performance,
- Custom, and more.
Customize them with charts, calculation fields, tables, and embedded external apps (E.g., Figma, YouTube, Google Sheets).
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
ClickUp’s Gantt charts let you:
- Create, delete, and edit Tasks and Subtasks on the timeline.
- Drag and drop to reschedule groups of Tasks.
- Sort tasks by Assignees, Dates, Priority, and more.
- Draw lines between Tasks to add and visualize Dependencies.
- See a progress percentage of completed Tasks compared to Tasks in the group.
- Select multiple Tasks and edit them simultaneously.
- Set color codes on your chart by Task Statuses, Priority, or List.
- Set Milestones and display them as diamonds on your chart.
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
As a Workspace owner or admin, you can set up Teams that can include a select set of team members — including Guest users.
You can adjust their permission levels and share Folders, Lists, Tasks, Checklists, Dashboards, Goals, and Docs with the Team in one go.
Users can also @mention Teams in comments, assign them comments, or add them as watchers.
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
Choose to give members access to View only, Comment, Edit, or Full access. Protect important information by making Spaces, Folders, Lists, and Tasks private.
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
Collaborate with external users by giving them Guest access and sharing only the most relevant information.
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
Any ClickUp user (who has comment access to a particular task or item) can leave comments and create threads. Use rich text formatting, @mention to notify people, and react to comments with emojis.
Additionally, instantly turn comments into tasks by assigning them to team members.
Share links to comments to improve the discoverability of conversations.
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 documents and images to tasks for better task collaboration.
Add Comments to images, PDFs, and videos. Turn your feedback into Assigned Comments for members to execute as Tasks.
Attach files in various formats to projects, tasks, and messages.
Stay organized with notifications grouped by nature — E.g., newly created Tasks, Task status changes, Tasks assigned to you, etc.
Never forget about any notifications. Respond to or Assign Comments, set reminders, copy comment URLs, and more, right from the notification tray.
Customize whether or not (and where) you receive notifications for specific actions.
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
- ClickUp University: Interactive courses to improve productivity
- Demos: Quick videos on the basics of working on ClickUp
- Help Docs: Answers to questions about how the tool works
- Professional Services: Premium support and hands-on help from the Professional Services team
- Communities: A global community of other ClickUp users
- Customer support: 24/7 Live rep, Chat, Email, Help Desk, 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: Firefox, Chrome (Desktop and Android), Safari, Microsoft Edge
- 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.
ClickUp has the following pricing plans:
- Free: Unlimited tasks and members, 100MB storage, four views
- Unlimited ($10/user/month): Everything in free plus unlimited storage, integrations, and dashboards
- Business ($19/user/month): Everything in Unlimited plus Google SSO, unlimited teams, advanced automations, dashboards, and time tracking.
- Enterprise (Contact sales for pricing): Everything In Business plus white labeling, enterprise API, and VIP support.
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.
ClickUp is a versatile tool most suitable for small to large teams.
The free plan is extensive and doesn’t limit the number of users, which is great for small businesses. Additionally, small teams can significantly expand the tool’s functionality for a very affordable $7/user/month.
The feature-rich tool offers over 15 ways to visualize work, making it suitable for agile teams and complex projects. But it’s also great for organizing text-based communication so your team can talk things through.
Also beneficial are its:
- Native Docs and whiteboards
- Goal setting features
- AI add-on
- Project templates
All in all, ClickUp is fairly balanced regarding user-friendliness and complexity, but there is still a learning curve for new users.
Moreover, if you’re the only person looking to use the tool, you could try looking for a simpler project management tool to avoid dealing with features you may not use.
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.