Nifty vs ProWorkflow: 2024 Comparison

Nifty 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

a. Nifty

Find everything on Nifty by navigating this easy-to-understand hierarchy:

Workspace > Portfolios > Projects > Milestones > Tasks > Subtasks

    • Workspace: A place for all your work on Nifty
    • Portfolios: A collection of projects grouped by teams, departments, etc. 
    • Projects: Designated spaces to manage and collaborate over Milestones, Tasks, docs, etc. 
    • Milestones: High-level objectives in a project comprising several Tasks
    • Tasks: Single to-dos that can be assigned to individuals or multiple team members
    • Subtasks: A breakdown of Tasks into smaller to-dos that comprise them

b. ProWorkflow

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.

2. Views

a. Nifty

Work on these six views on Nifty:

Nifty allows you to see your work with these 11 views:

  • List: Shows all Tasks one after the other in a simple list.
  • Timeline: Track the overall progress of a Project by mapping it from Milestone to Milestone. 
  • Calendar: A master view showcasing all Task volumes and due dates.
  • Kanban: A view to move Tasks (represented as cards) easily and facilitate an easy drag-and-drop working style.
  • Swimlane: A Kanban-style display that showcases Tasks across multiple Milestones, allowing you to move them around with drag-and-drop motions.
  • Custom: Apply various filters to sort Tasks and save the particular view for future reference. 

b. ProWorkflow

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

a. Nifty

Tasks are the individual objectives within a project that live inside Task Lists and can be assigned to single to multiple assignees. 

Completing Tasks contributes towards completing Milestones.

Edit a task with details like:

  • Descriptions
  • Comments
  • Assignees
  • Attachments
  • Dependencies
  • Statuses
  • And more

Further split a Task into Subtasks, each with its own level of detailing as a Task. Each Subtask has its own set of descriptions, comments, assignees, etc. Completing Subtasks doesn’t contribute to Milestone completion.

b. ProWorkflow

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
  • Dependencies
  • Assignees
  • Priority
  • Time estimate
  • Start and due dates
  • Billable status (yes or no)
  • Billable rate
  • Taxable status (yes or no)

4. Statuses

a. Nifty

Nifty offers four default Statuses: To Do, In Progress, Review, and Completed — displayed on all Boards. You can change the Statuses for each Task or Milestone to reflect these. Besides these, users can customize their Board and add more statuses or change their colors.

Moreover, you can use custom statuses to visualize Project-level status too. 

b. ProWorkflow

With ProWorkflow, you can indicate project and task statuses using tags. You can set up custom status tags for projects, tasks, and contacts.

5. Checklists

a. Nifty

Nifty lets you add multiple Checklists to each Task and Subtask. Marking items on the Checklist reflections completion percentage on a progress bar for each list. 

b. ProWorkflow

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

a. Nifty

Save the layout of any Task or Milestone as a Template that you can reuse and apply to other Tasks or Milestones.

Each template contains fields for:

  • Description
  • Start / Due Date offsets
  • Subtasks
  • Custom Fields
  • Embeds

Once saved, you can customize it further. 

b. ProWorkflow

ProWorkflow enables you to create new task templates from scratch or based on other templates or current projects.

7. Assignees

a. Nifty

Nifty lets you assign Tasks, Subtasks, and Portfolios to single or multiple team members. Assigning a Task to a team member will automatically assign its Subtasks to them, too. 

b. ProWorkflow

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

8. Priorities

a. Nifty

Nifty offers four default Priority tags: High, Medium, Low, and Blocked. Besides these, you can create and edit any number of custom Priority tags. 

b. ProWorkflow

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.

9. Automations

a. Nifty

Nifty lets you create the following automations:

  • Custom If/Then Workflow Automations
  • Automated Progress Reporting with Milestones
  • Automated Task Assignments based on Task Status
  • Automated Task Grouping

b. ProWorkflow

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

a. Nifty

When you set due dates for your Tasks, Nifty will automatically calculate the due date for Milestone based on the duration for all Tasks that comprise it.

Moreover, Tasks Dependent on each other have cascading due dates. This means that when you change the due date for one Task, Nifty automatically changes them correspondingly for the other Dependent Tasks. 

b. ProWorkflow

ProWorkflow includes start and due date fields when you create a task, edit a task, or set up a task template.

2. Time Estimates

a. Nifty

Nifty allows you to add Story Points to each Task. Based on them, it automatically sets time estimates for Milestones. Typically 1 point accounts for roughly 1 day of work. 

b. ProWorkflow

Add time estimates to tasks and projects using the time allocation field.

3. Time Tracking

a. Nifty

Use Nifty’s native Time Tracker to track time for each individual Task. You can easily edit this tracked time information or add manual entries of the time you worked on each Task.

Users can access detailed Logs of all their recorded time on Nifty. 

b. ProWorkflow

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

C. Reporting

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

a. Nifty

A Milestone in Nifty refers to a collection of Tasks that form a high-level objective in a Project. Which is why they’re also referred to as ‘Task Lists.’ Each Milestone is auto-updated as and when you move around the Tasks that comprise it. 

You can even create Dependencies between various Milestones within a Project. This blocks the Tasks in Dependent Milestones until the preceding Milestone is achieved. 

A step further than this is a Goal. A Nifty Goal lets you track progress across Projects and Portfolios. To set a Goal, you need to select:

  • Progress Source: The Tasks and Lists (Milestones) that make up the Goal
  • Track Metric: Whether the Goal depends on the number of Tasks completed, time tracked, Story Points, or any other Custom Field you decide
  • Target: Whether the Track Metric will dynamically update itself or will need a static (predefined) target

Goals progress as the Tasks within them progress. 

b. ProWorkflow

ProWorkflow doesn’t have any native features for setting goals and milestones.

2. Dashboards

a. Nifty

A Nifty Project Dashboard uses widgets to display the status of Roadmaps, Tasks, Discussions, Docs, and Files in a particular Project. 

b. ProWorkflow

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

a. Nifty

Milestones — or a List of Tasks that form a high-level objective in Nifty — can be displayed as a Gantt chart. 

This timeline-style view lets you see the selected Task’s name, due date, and assignees in the sidebar, while the main view gives you a complete overview of where the Task stands in the Milestone. 

b. ProWorkflow

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

a. Nifty

Besides the four default user roles, you can create Custom Roles on Nifty and tailor every bit of access they get.

Plus, you can add Custom User Tags to a user’s profile to indicate things like their geography, work shifts, departments, etc. This will help you sort and filter users via tags.

b. ProWorkflow

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

a. Nifty

Nifty offers four default types of user roles:

  • Owner: In charge of billing
  • Admins: Can create Portfolios and Projects, invite other Team Members and Guests, and promote them as Admins 
  • Team Members: Can create Projects and invite other Team Members and Guests to Nifty
  • Guests: Can join only by invite and cannot access anything not shared with them 

Barring a few core functionalities, such as those related to the creation of realms and inviting/removing members, most other permissions are shared across all users on Nifty. 

Team Members predominantly have edit and invite/remove access only to their Projects.

b. ProWorkflow

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

a. Nifty

Guest users on Nifty get access only to the specific Projects shared with them.

b. ProWorkflow

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

E. Collaboration

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

a. Nifty

Team Members can have project-specific discussions on dedicated channels for each Project in Nifty. Here, they can post a message in text, emoji, or GIFs and even react to each other’s messages. 

Nifty discussion channels let you create threads and pin messages too.

b. ProWorkflow

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

a. Nifty

Nifty’s Files tool lets you upload and manage all relevant files with ease. You can even comment on them directly in Nifty to keep your feedback organized and accessible. 

b. ProWorkflow

Attach files in various formats to projects, tasks, and messages.

3. Notifications

a. Nifty

Nifty currently offers support for browser push notifications across Chrome. Firefox, Internet Explorer 11, and Microsoft Edge. 

You can change your Nifty notifications to pick and choose what you get notified for.

b. ProWorkflow

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

Nifty

  • Help Center: A single source for all tool-related questions
  • Change logs: An updated list of all newly released features and updates
  • Support: Live chat and email

ProWorkflow

  • 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

Nifty

  • Browser: Chrome, Firefox, Internet Explorer 11, Microsoft Edge 
  • Desktop: Mac, Windows
  • Mobile: iOS, Android

ProWorkflow

  • Browser: Google Chrome, Safari, Internet Explorer
  • Desktop: Windows, Mac
  • Mobile: Mobile web app

H. Pricing

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. 

Nifty Pricing

Nifty offers a 14-day free trial, without any credit card. Post this, you can choose from the following pricing plans:

  • Free forever: Unlimited Members, 100 MB storage, up to 2 Projects, along with all Core features
  • Starter ($49 per month): 10 Members, 100 GB storage, 40 Projects, Unlimited Guests and Clients. 
  • Pro ($99 per month): 20 Members, 500 GB, Unlimited Projects, Unlimited Guests and Clients.
  • Business ($149 per month): 50 Members, 1 TB storage, Unlimited Projects, Unlimited Guests and Clients.
  • Unlimited ($499 per month): Unlimited Members, storage, Projects, Guests, and Clients.

ProWorkflow Pricing

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.

Nifty Verdict

Nifty lives up to its name in more ways than one. 

It’s a fantastic project management tool with a comprehensive feature set that covers most basic to intermediate use cases. A tool for many trades, Nifty packs quite the punch — starting with its multiple views. 

Besides the standard List and Calendar views, a Nifty user can view their tasks in the Swimlane view that pulls information from multiple Milestones/Lists simultaneously. This unique twist on a traditional view allows you to compare progress and multitask like never before!

And then there’s the ability to add multiple Checklists within Tasks, letting you add every intricate detail to each to-do. Finally, users can create as many custom Priority tags as they need.

A few sore points stick out, though. 

For example, many users find the lack of resource allocation, cost-tracking, and visual ideation (mind mapping or whiteboards) features jarring. Moreover, its free plan — allowing just two projects — is extremely limiting to all but the smallest scale of operations. 

However, despite these limitations, features like interactive Gantt charts, time estimates in Story Points, Milestones, and more endear Nifty to Scrum Masters and Agile project managers. 

This is why Nifty remains a versatile project management software that offers tough competition to market leaders.

ProWorkflow Verdict

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.