ProWorkflow vs Workzone: 2024 Comparison

ProWorkflow vs Workzone: 2024 Comparison

ProWorkflow and Workzone 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. Workzone

Organize your workspace with the help of Workzone’s simple hierarchy. 

Welcome Page > Workspaces > Projects > List > Tasks > Subtasks

  • Welcome Page: A default welcome page you can tailor to each user role, containing elements such as Documents, Projects, Requests, Calendar, and Reports.
  • Workspaces: A collection of folders or buckets under which you store work, letting users access the content most important to them.
  • Projects: A series of projects most relevant to a specific user role.
  • List: An organized view of all tasks within a particular project or category.
  • Tasks: A series of actionable deliverables that represent different aspects of a project.
  • Subtasks: A collection of deeper subtasks contained within parent tasks.

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. Workzone

Workzone allows you to see your work with four views:

  • List: Display items in a list, the default view of your main projects and the tasks within them. You can filter projects and tasks by status.
  • Board: Visualize and organize work items using a customizable Kanban-style board with drag-and-drop functionality.
  • Calendar: Schedule, organize, and track events or project tasks by client or department in a date-based format. You can combine separate calendars into a master calendar for the whole organization.
  • Gantt: Use the Gantt view for a visual overview of the start and end dates within a project.

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. Workzone

Create tasks within Workzone to organize projects into multiple phases, activities, and groups at different levels.

When adding tasks, you can add the following details:

  • Status
  • Assignees
  • Due Dates
  • Notes
  • Comments
  • Attachments
  • Checklists
  • Task dependencies

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. Workzone

Within the status column, a faded-gray checkbox transforms into a green check mark, indicating the task’s completion.

You can also adjust completion percentages for individual tasks and subtasks to reflect progress. Workzone will use these percentages to calculate overall project progress.

Projects and phases that slip behind schedule are automatically flagged with triangular colorful caution symbols in place of the green check mark. Yellow symbols represent late subtasks, while red symbols represent late summary tasks.

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. Workzone

Each user gets an automatic To-Do List, providing a focused view so you can organize work across projects.

You can sort to-do items by date and customize views for users, groups, and individual or multiple workspaces. It also allows you to update task details directly from the list.

6. Task Templates

a. ProWorkflow

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

b. Workzone

Capitalize on past success with time-saving and reusable project or task templates.

Each template can contain the following items:

  • Descriptions
  • Categories
  • Due dates
  • Dependencies
  • Assignees

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. Workzone

Assign workspaces, documents, tasks, and more to individual team members or groups of people.

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. Workzone

Assign tasks a numerical value ranging from one to ten to indicate their importance or urgency, with one representing the highest priority.

9. Automations

a. ProWorkflow

ProWorkflow doesn’t have any native automation features.

b. Workzone

Workzone offers automated To-Do List updates, notifications, and Calendar events.

Set up triggers to receive automatic email alerts for various task activities, such as:

  • Comments
  • Project field updates
  • New tasks
  • Upcoming deadlines
  • Late tasks

You can also create recurring events on a weekly, monthly, or yearly basis in Workzone’s Calendar.

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. Workzone

Keep on top of task and project deadlines by adding due dates. If you shift the date for any task, the dates for all dependent tasks will move accordingly.

2. Time Estimates

a. ProWorkflow

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

b. Workzone

If enabled, the work column will provide time estimates for how long tasks will or should take. This feature lets you generate reports comparing the time spent on tasks against budgeted hours.

Additionally, Workzone can calculate new dates and durations if you make changes to any relevant fields.

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. Workzone

Workzone’s native time tracker feature allows you to measure how long specific tasks take and ensure accurate timelines. However, if you want to manually record time, Workzone offers task timesheets so responsible users can input and track hours.

Additionally, you can track projects with or without billable time, meaning you can differentiate between internal and client-related projects.

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. Workzone

While Workzone doesn’t have goal tracking, you can use milestones to track key project phases and stay on track. View progress percentages, deliverables, assignees, and critical evaluation points within your project plan.

You can also filter projects to show milestones exclusively, allowing you to share project progress with anyone who doesn’t need in-depth visibility.

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. Workzone

Workzone dashboard reports provide quick insights into completed or active project and task data. You can visualize this information in donut or bar charts based on workspace, status, or assignee.

Customizable dashboards are an Enterprise-only feature that includes further options like table, donut, bar, column, and line charts.

You can also generate workload reports with metrics like user capacity, user availability, assigned tasks, workload, and utilization, which you can filter by timescale, group, or completion.

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. Workzone

Workzone’s interactive Gantt charts let you:

  • Build, view, and edit project schedules directly on the timeline
  • View assignees, progress, and task dependencies
  • Drag and drop bars to adjust start and end dates
  • Sort by timescale (Weeks, Months, Quarters, or Years), dates, and priority
  • Draw lines between tasks to create 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. 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. Workzone

In Workzone, Administrators can set up user groups to include a set of team members or individuals outside of your organization. However, you can only assign user groups if every member of the group has access to the task or project.

You can also @mention users with access in messages or comments.

Note: You can only have ten users maximum per project or task.

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. Workzone

Workzone allows you to set different permission levels for team members with five roles: Partner Users, Reviewers, Contributors, Managers, and Administrators.

This lets you:

  • Select Administrators who have full access to everything and control user access.
  • Choose which workspaces users can access and what they can do or access within them.
  • Define user capabilities, including the ability to create, modify, or delete items, documents, tasks, and users.
  • Specify who can view, add, and manage items within folders, documents, calendars, and projects.

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. Workzone

The Partner User role is well-suited for external users, because it ensures they can only manage the documents, tasks, attachments, etc. you assign to them.

Managers and Administrators can also create screening rooms in Workzone to provide guests with access to important files.

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. Workzone

You can leave comments on each project task and document. Keep the whole team in the loop with organized, time-stamped logs of all important discussions.

You can @mention users with access to the same item or area you’re typing in.

2. File Management

a. ProWorkflow

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

b. Workzone

File sharing in Workzone is a seamless and secure process.

Users can easily upload files by dragging and dropping them from their desktop into projects, tasks, or documents. You can also send email alerts for updated files, approvals, or comments.

Furthermore, Workzone allows for precise control over folder or document permissions, ensuring that each individual has access only to the information that is relevant to them.

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. Workzone

You can set up a variety of automatic notifications for newly created tasks or to remind users when work is due.

Whenever you assign new tasks to a user, Workzone sends emails to them. Administrators can customize whether or not users receive notifications.

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

Workzone

  • Product Tour: Guides that walk you through the basics of using Workzone.
  • Knowledge Base: Articles and resources that offer in-depth information and solutions for various aspects of using the product.
  • Resources: Collection of pages, such as FAQs, best practices, webinars, and more.
  • Professional Services: Premium support and hands-on help from the Professional Services team.
  • How-To Videos: Short videos explaining specific features and processes.
  • Customer support: 24/7 Live rep, Chat, Email, Help Desk, Phone.

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

Workzone

  • Browser: Chrome (Desktop and Android), Firefox, Microsoft Edge, Safari
  • Desktop: Mac, Windows, Linux
  • Mobile: N/A

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)

Workzone Pricing

Workzone has the following pricing plans:

  • Team ($24/user/month): Unlimited project and task management, 100GB storage, advanced reporting, and more.
  • Professional ($34/user/month): Everything in Team plus 150GB storage, custom project intake forms, enhanced time-tracking controls, and more.
  • Enterprise (Contact sales for pricing): Everything in Professional plus single sign-on (SSO), public access forms, advanced reporting, custom project and task fields, and more.

Note: Contact the sales team for a demo or free trial.

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.

Workzone Verdict

Workzone is a robust platform that caters to a wide range of teams, particularly small and medium-sized businesses. Its feature-rich paid plans offer comprehensive solutions for effective project management.

Balancing sophistication with simplicity, Workzone offers user-friendly and intuitive features like personalized to-do lists, precise time estimates, and efficient time tracking.

Additionally, Workzone’s real-time status alerts and in-depth workload reports are ideal for users who require advanced automations and analytics. With several visualization methods, this tool is a solid choice for handling complex projects, streamlining workflows, and promoting effective communication across departments.

That said, it’s worth noting that Workzone is strictly a web-based tool and doesn’t currently offer a dedicated mobile app. This lack of mobile support may hinder productivity for companies seeking a seamless workflow across devices.

Although geared primarily toward SMEs, Workzone doesn’t provide a free plan that you would expect for smaller teams. Furthermore, it limits views and lacks custom dashboards and fields, which are Enterprise-exclusive features.

Altogether, Workzone is user-friendly and adaptable, catering to teams with varying levels of experience. While it has its limitations, its overall simplicity and functionality still make it a valuable choice for many organizations.