ProWorkflow and GanttPRO 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
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.
Organize your workspace with the help of an easy-to-understand Hierarchy.
Project portfolio > Project > Mileston > Task > Subtasks
- Project portfolio: All projects are displayed on the same screen to give you a complete overview of all work in one glance.
- Project: A sequence of tasks headed towards the same goal.
- Milestone: Key, zero-duration events in a project’s lifecycle, showcased as diamonds.
- Task: Specific to-dos that lead up to a milestone and comprise a project.
- Subtask: Smaller to-dos that need to be completed in order to complete a task.
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.
While a Gantt chart is its default view, GanttPRO lets you work with four more views. These are:
- List: A table format displaying all tasks one after the other.
- Board: A Kanban-board-style representation of tasks categorized by their current statuses.
- Portfolio: Make top-level changes across all projects in a single view.
- Dashboard: Add widgets to display key project metrics and other information.
- Gantt: A detailed timeline view containing all task details, such as deadlines, assignees, milestones, and more, to help you track project progress.
3. Tasks & Subtasks
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)
Tasks in GanttPRO are steps to be completed as part of the whole project. You can set up the following four levels of tasks:
- Summary tasks: A small group of tasks that forms a phase
- Tasks: Stand-alone to-dos within the project
- Subtasks: A smaller version of the task that leads to the completion of the summary task.
- Milestones: A zero-duration task that marks a significant event in the project lifecycle.
But there’s more. You can break your tasks down into 16 levels. Each time you create a new level, the parent task turns into a summary task. GanttPRO automatically generates a Work Breakdown Structure (WBS) that indicates this hierarchy in appropriate bulleting.
With ProWorkflow, you can indicate project and task statuses using tags. You can set up custom status tags for projects, tasks, and contacts.
You can assign project statuses to indicate their exact position.
The default statuses in GanttPRO are No status (cannot be deleted), On track, At risk, and Off track. You can edit their names and colors and even create new statuses.
Additionally, you can set one of the following default statuses for tasks:
- In Progress
Moving the status changes the progress percentage in the Progress field of a task, too.
Use the Custom fields functionality to add and edit these statuses.
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.
GanttPRO doesn’t offer any native checklists.
6. Task Templates
ProWorkflow enables you to create new task templates from scratch or based on other templates or current projects.
In GanttPRO, you can create a project from scratch, add a bunch of tasks to it, add milestones and dependencies, and save it as a reusable template. The next time you use a self-created or GanttPRO’s default template, you can access the task template it contains too.
However, GanttPRO doesn’t let you create templates just for tasks.
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
Once you add them to a project, you can assign tasks to people or virtual resources in GanttPRO. Virtual resources are either external teams, their members, or physical resources (for ex: materials) that can be added to your projects.
Here are ways you can assign tasks in GanttPRO:
- Use the standard Assigned field in a task
- Use task settings to Add assignee
- Assign tasks in the My tasks tab
- Draw the task bar and drop it to the required resource or person
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.
Choose between any of GanttPRO’s five default Priority levels for any task: Highest, High, Medium, Low, and Lowest.
ProWorkflow doesn’t have any native automation features.
GanttPRO doesn’t offer any native automations.
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
ProWorkflow includes start and due date fields when you create a task, edit a task, or set up a task template.
Set a date on any GanttPRO task by:
- Picking a date on the calendar
- Typing it in manually
2. Time Estimates
Add time estimates to tasks and projects using the time allocation field.
GanttPRO gives you the option to set the following for each task:
- Estimation: The number of hours a task should be completed in
- Duration: The time span (number of days) that a task should be completed in
You may set one or both of these. Using this data, GanttPRO will automatically calculate by what date and time the assigned resource(s) should complete the task and set the due date accordingly.
3. Time Tracking
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
Log time on GanttPRO using any one of the following three ways:
- Manually enter time in a task’s time log
- Start the automatic timer on each task window when you work on it
- Add your time in My time log (containing a list of all your tasks) in the left sidebar
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
ProWorkflow doesn’t have any native features for setting goals and milestones.
GanttPRO offers no dedicated features to set and track project goals.
However, you can set milestones as important events on your project timeline. These milestones — displayed as diamonds — can easily be spotted on the Gantt chart.
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.
Use GanttPRO’s Dashboard tab to get a quick overview of key project data, such as:
- Performance against baselines
- Risks and opportunities
- Schedules and delivery, etc.
By default, the Dashboard tab contains the following widgets:
- Project info & description
- A bar chart with Time spent on tasks
- A bar chart and a table with Milestones
- A bar chart with a Schedule
- A bar chart with Costs
- A pie chart with Task status
3. Gantt Charts
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
As one of its central features, GanttPRO offers immense customizability in its Gantt charts.
For instance, you can:
- Add a Today marker line on the chart to indicate the current date when planning
- Customize how the chart looks using the Skin mode
- Format the chart to add indents and outdents and improve visibility
- Show people’s Avatar on the chart to easily spot assigned tasks
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
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.
The People tab in GanttPRO lets you see all the people invited to be members of a particular project. The Project Owner can then add or delete team members as needed and even edit their permissions.
2. Permission Levels
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
All GanttPRO plans let you set up the following default types of account types:
- Account Owner: Can manage the subscription and other key account-level functionality
- Account Admin: Have project-specific permissions that don’t extend to adding/deleting users or to other projects they’re not in charge of
- Account Member: Have limited access to the projects they’re invited to — as set up by Account Ownder and Admin
Besides these, an Account Owner using an Enterprise plan can create a Custom role with a completely unique set of permissions.
3. Guest Users
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
GanttPRO doesn’t offer a dedicated feature for onboarding guest users.
However, one can use one of the two following methods to invite guest users:
- Create Account Member seats with limited project access
- Enterprise plan customers can create Custom user roles
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
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
You can access task comments using one of the following methods:
- The comment icon on a task
- An Activity feed that shows a timeline of all project activities
- Your personal Communication hub
GanttPRO’s Communication hub shows you people’s comments from across all their projects, mentioned under respective tasks. This saves you the time of having to browse every project space for the latest updates.
Moreover, GanttPRO organizes comments into read and unread stacks.
Users can tag each other and send important project updates via these comments.
2. File Management
Attach files in various formats to projects, tasks, and messages.
Drag and drop or upload files directly onto tasks on GanttPRO with ease. You can keep track of all task attachments in a single space below the comments section.
ProWorkflow delivers both in-app and email notifications to assignees for activities in projects and tasks, account alerts, and resource alerts.
To stay on top of all project updates, GanttPRO users can receive:
- Activity feed notifications (in-app) that are by default sorted by date. These cannot be deactivated.
- Email notifications
- Push notifications that must be activated for the app and browser.
You can customize how you receive email and push notifications in your settings.
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
- 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
- Learning center: Help portal with detailed documentation on all GanttPRO features
- Video tutorials: A YouTube channel with walkthrough videos on how the platform works
- Customer Stories: Case studies from GanttPRO customers to demonstrate the software’s successful deployment
- Blog: Writings on project management, productivity, remote work, and more
- Customer support: Live chat, email
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: Google Chrome, Safari, Internet Explorer
- Desktop: Windows, Mac
- Mobile: Mobile web app
- Browser: Google Chrome, Opera, Safari, or Firefox (recommended)
- Desktop: Windows
- Mobile: iOS, Android
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 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)
GanttPRO offers a 14-day full-feature free trial plan, after which you can choose from any of the following pricing plans for a team of five and above:
- Basic ($7.99 per user/month): All core feature such as Gantt charts, project calendar, auto scheduling, and virtual resources.
- Pro (12.99 per user/month): Core features + advanced planning tools such as overdue tasks, custom fields and filters, calendar exceptions, and custom project templates.
- Business ($19.99 user/month): Everything in Pro + workload management, portfolios and reports, budget planning, and time tracking.
- Enterprise (price on request): Everything in Business + SAML Single sign-on, custom roles and rights, enterprise onboarding assistance, and priority support
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 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.
GanttPRO makes a solid case for Gantt chart-focused project management.
Its comprehensive project management core features nearly cover all bases for a team with basic requirements. This includes a feature-rich Gantt chart view with every kind of customization imaginable and automatic timeline calculation.
Then there’s the detailed ask planning that lets you split your work breakdown structure (WBS) into 16 levels!
Moreover, you can plan for not just human but also virtual resources such as material and external labor. Such diverse functionality makes GanttPRO a PM tool of choice for all kinds of teams — from software developers to construction companies.
The flip side?
A lack of a free plan (with paid plans starting at $7.99 per user/month) makes GanttPRO inaccessible to many. And even with a Pro subscription, you will not have access to project management staples, such as:
- Time tracking
- Custom project templates
- Overdue tasks
- Custom user roles
Finally, GanttPRO gives you a minimal — yet capable — mobile app for Android and iOS, but skips adding a Mac desktop app to the bag.
All in all, this project management tool has some ground to cover before it becomes a top-tier PM tool. But if you’re willing to pay and sure about what you need, GanttPRO might just be what you’re looking for.