ProWorkflow vs Easy Project: 2024 Comparison

ProWorkflow vs Easy Project: 2024 Comparison

ProWorkflow and Easy Project 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. 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.

b. Easy Project

Manage your work and business processes in Easy Project via: 

Project > Sub-project > Milestone > Tasks > Subtasks

  • Project: A space to organize and access all your client work, tasks, and larger goals. 
  • Sub-project: The subcategory under any parent project, including major todos related to the overall project. 
  • Milestone: Multiple checkpoints within a project that denote when certain activities have been completed.
  • Tasks: Actionable deliverables with due dates and assignees.
  • Subtasks: Main action items within each task that can act as a checklist.

2. Views

a. 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.

b. Easy Project

Easy Project comes with eight Views to visualize your work:

  • List: Includes tasks created by you, tasks assigned to you, tasks you’re added to as a collaborator, etc. 
  • Kanban Boards: A swimlane-style board giving you an overview of the tasks to be completed and their current progress.
  • Gantt Charts: A timeline displaying all your projects where you can create new tasks, subtasks, and milestones. 
  • WBS – Work Breakdown Structure: A space showing colorful visualizations of your tasks, sub-tasks, and projects. 
  • Project Roadmap: A complete overview of your project goals, milestones, and tasks, along with their due dates and progress status. 
  • Portfolio Tree: Shows all your projects, overdue tasks, the number of hours spent and remaining for each task, current statuses, and other critical details with advanced filtering options. 
  • Project Dashboard: View real-time data related to project completion, overall time spent, due date, start date, etc.
  • Mind Maps: A space where you can draw the structure of your project, consisting of tasks, subtasks, and other relevant details.

3. Tasks & Subtasks

a. 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)

b. Easy Project

All tasks in Easy Project have the following components:

  • Author of the task
  • Assignee of the task
  • Start date
  • Due date
  • Estimated time
  • Spent time
  • Task priority
  • Tracker
  • Status

You can also create subtasks with ease by clicking on the ‘More’ button in the right column and then ‘Add sub task’.

4. Statuses

a. ProWorkflow

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

b. Easy Project

Use the task dashboard to learn about each task’s status, such as:

  • In Progress
  • Assigned
  • New

You can even create a new or custom task status and choose a color scheme for it.

5. Checklists

a. 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.

b. Easy Project

Every task in Easy Project gives you the option to create checklists. 

Once a checklist is marked complete, you can view when it was completed and by whom.

6. Task Templates

a. ProWorkflow

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

b. Easy Project

In Easy Project, task templates exist within Project Templates. 

You can either create project templates from existing projects or scratch.

To create task templates, you must access a Project Template and select the particular Task you want to recreate. When you copy the Task, a new, prefilled task form will appear.

You can edit this task template and save the task.

7. Assignees

a. 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

b. Easy Project

Assign tasks to individual employees, a group of employees, or an entire team within your project. 

You can also assign roles (like team member, external member/client, project manager, and so on) to users in a project.

8. Priorities

a. 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.

b. Easy Project

Set various levels of task priorities (like Normal, High, Urgent) for effective organization and management of tasks based on their importance. 

You can also create custom, color-coded priority statuses to indicate different priority levels.

9. Automations

a. ProWorkflow

ProWorkflow doesn’t have any native automation features.

b. Easy Project

Easy Project offers the following automation functionalities:

  • Sets the current date as the starting date for a task
  • Labels closed tasks as 100% done

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. ProWorkflow

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

b. Easy Project

Besides the usual functionality to add, edit, and update due dates on all tasks, Easy Project prevents users from setting the due date of a task after the milestone date.

2. Time Estimates

a. ProWorkflow

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

b. Easy Project

Add estimated hours for and within your Easy Project tasks and update it as the project progresses.

3. Time Tracking

a. 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

b. Easy Project

Easy Project allows you to track time spent on different tasks and project activities in two ways:

  • Use the in-built Stopwatch (aka Task Timer) to track time.
  • Enter the time you spent on different tasks in daily and weekly timesheets.

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. ProWorkflow

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

b. Easy Project

Milestones indicate notable developments or major phases throughout the course of your project. 

A milestone can have any of these three statuses:

  • Open: You can assign tasks to it, and it is shown on the project roadmap.
  • Locked: You can’t assign tasks to it anymore, but it is shown on the project roadmap.
  • Closed: You can’t assign tasks to it, and it isn’t shown on the project roadmap.

2. Dashboards

a. 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.

b. Easy Project

Get real-time, visual overview of project health, progress, team performance, and more through personal dashboards. 

Every user can access a customized personal dashboard that shows details like:

  • Tasks assigned to you
  • Projects you’re a part of
  • Time report
  • Variety of graphical outputs, reports, and gauge diagrams

Here are the different types of dashboards in Easy Project, depending on your role in the company: 

  • Portfolio Manager Dashboard
  • Project Manager Dashboard
  • Project Team Member Dashboard
  • CEO Dashboard
  • Dashboard for Product Owners and Scrum Masters
  • Team Leader Dashboard

3. Gantt Charts

a. 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

b. Easy Project

Visualize your project progress and schedule tasks in Easy Project’s Gantt-style View. 

You get a Gantt chart on both the project level (the workspace of team leaders, project owners, and assignees) and global level (the workspace of CEOs and business owners). 

A Gantt chart will let you: 

  • Restructure your project by rearranging tasks and subtasks with the easy drag-and-drop functionality.
  • Easily adjust the duration of tasks by pulling the start or end of the bar in the Gantt chart.
  • Create relations between tasks to ensure the correct workflow. 
  • View project milestones. 
  • Identify key tasks and project baselines

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. 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.

b. Easy Project

Easy Project has over 15 predefined user types (under different role levels), including:

  • Director Roles Level
    • CEO
    • CFO
    • Sales Director
  • Management Roles Level
    • Project Manager
    • Portfolio Manager
    • Scrum Master
    • Team Leader
    • Resource Manager
    • Help Desk Manager
  • Executive Roles Level
    • Team Member
    • Sales Account
    • Help Desk Operator
  • External Roles Level
    • Client 
    • External Worker
    • Anonymous

Additionally, you can create a new user type from scratch and make it a default user type.

2. Permission Levels

a. 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

b. Easy Project

Easy Project has two types of permissions — global permissions and project permissions. 

Individuals (usually CEOs and senior project managers) with global permissions can perform specific actions across all projects, like create and edit projects, decide who can view/manage global sprint and Scrum board, etc. 

Individuals with project permissions can perform specific actions within a particular project they have been assigned to, such as select who can view attachments on a project, manage who can create and edit checklists, etc.

3. Guest Users

a. 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

b. Easy Project

All guest users or members in the External Role Level (client, external worker, anonymous) can access a customized dashboard and user menu to view all the latest work updates or project details. 

Guest users aren’t included in the Budgets plugin, though. This implies that their time spent working on any Easy Project task isn’t automatically converted to money for billing or invoice purposes.

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. 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

b. Easy Project

Easy Project lets you add comments to project items like tasks and subtasks.

In the Quick task editor, you can view these comments.

2. File Management

a. ProWorkflow

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

b. Easy Project

Attach files to tasks, view existing files, and manage attached task files to keep all task-related information organized in one place.

View details about the added files in the task journal (history).

3. Notifications

a. ProWorkflow

ProWorkflow delivers both in-app and email notifications to assignees for activities in projects and tasks, account alerts, and resource alerts.

 

b. Easy Project

Users can view project and task-related notifications in the “Overall activity” view of a project. The admin chooses what kind of updates and notifications should be displayed here.  

The admin or owner can also select actions for which users receive email notifications, such as:

  • Task updated
  • Document added
  • Status updated
  • Milestone updated, and more. 

Additionally, you can customize the header/footer of your email notifications to include details such as project name, social media handles, etc.

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

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

Easy Project

  • Custom design: Helps create a personalized login page for your company that aligns with your branding. 
  • FAQ: Answers some of the most burning questions any new user would have. 
  • Knowledge base: In-depth support pages explaining the ins and outs of the tool and its numerous features. 
  • Implementation: Lets you connect with Easy Project’s consultants to set up the system while saving your precious time and
  • resources. 
  • Training center: Quick online guides and videos that educate you about the tool’s best features. 
  • Onboarding session: Free sessions of less than an hour to help you navigate Easy Project like a pro from day one.
  • Customer support: Free (onboarding manuals, knowledge base, email support, etc.) and paid (hotline, in-app live chat, etc.) customer support plans.

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

ProWorkflow

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

Easy Project

  • Browser: Firefox, Chrome (Desktop and Android), Opera, Safari, Microsoft Edge
  • Desktop: Mac, Windows, Linux
  • Mobile: iOS, Android

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. 

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)

Easy Project Pricing

Easy Project has the following pricing plans:

  • Free trial: 30-day free trial
  • Essentials ($5.90/user/month): Unlimited projects, Gantt chart, Time tracking, WBS & Mind maps, Custom reports, and more
  • Business ($11.90/user/month): Everything in the Essentials Plan plus Attendance Management, Dashboards & Reports, Project Budgets, and Test Cases
  • Platform ($23.90/user/month): Everything in the Business Plan plus SLA management, Alerts, Reporting, and KPI
  • Enterprise (Contact sales for pricing): Everything in the Platform Plan plus High availability cloud solution, Hybrid infrastructure, Custom domain, and Risk Management

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.

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.

Easy Project Verdict

Easy Project fits any project management methodology, from Waterfall to Agile. 

Besides smooth management with Kanban boards, it gives you access to project planning functionalities like Gantt charts, WBS, resource management, time tracking, and more. 

The tool has a customizable feature for sending alerts about approaching deadlines, milestone due dates, employees not logging in on time, unresolved checklists in a task, and so on. This helps project managers run a tight ship and ensure nothing slips through the cracks. 

But before adding this project management tool to your arsenal, you should learn more about Easy Project’s downsides.  

The tool lacks automation functionalities and integrations with other commonly used tools in the workforce (think Slack, Trello, Salesforce, and more). You’ll have to rely on third-party tools like Zapier to set up and map the integration, making it slightly more expensive and cumbersome. 

Now, that’s something most project managers would rather avoid by choosing another tool that offers tons of native integrations.

On the upside, you can create and use “dynamic filters” to browse vast amounts of data efficiently. These filters are more advanced and powerful versions of standard or default filters in any project management tool.  

How?

You can change the entity for which these filters are applied (tasks, projects, spent time, etc.), name your filter, load an already saved filter, select filtering criteria (such as “Date” or “User Type”), select multiple sorting or grouping criteria, or customize the filter columns (change their order or remove some).

All in all, it’s safe to say that Easy Project is a strong contender in the market of project management tools. While it may take you a while to become familiar with the tool, there’s no stopping you once you do!