Scoro 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
In Scoro, you can organize your workspace with the help of an easy-to-understand Hierarchy.
Project > Budget > Milestones > Tasks > Subtasks
- Project: Create New Projects and add Titles, Assignees, Start and Due Dates, Client details, Descriptions, Tags, Files, Contacts, and Custom fields.
- Budget: Focus on the financial aspects of the Project, such as Budget usage, Time allocation, and profitability compared to Estimates.
- Milestones: Set goals you wish to achieve in each phase of the Project.
- Tasks: Create Tasks within each Project using Task bundles and Recurring task templates.
- Subtasks: Break down Tasks into unlimited smaller Subtasks by adding Time entries to track time and collaborate with team members.
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.
Scoro allows you to see your work with multiple Project views:
- Project list: Provides an instant view of your entire Project portfolio and lets you filter information, view Project Status, and more at a glance.
- Project timeline view: View all your ongoing and upcoming Projects via horizontal color-coded Progress bars displaying your project’s Duration and progress.
- Summary bar: Get a quick look at your project’s progress through real-time Metrics based on your Project budget settings.
- Gantt charts: Track your Task Status and progress with the help of a color-coded and interactive Gantt chart view
- Calendar view: Integrate Projects, Tasks, and Milestones into your Calendar for a time-based grid view.
- Budget charts: Visualize your project’s Budget over time through line graphs, focusing on tracking time expenses.
ProWorkflow offers the following nine ways to visualize work:
- Homepage: An overview of your workload, upcoming deadlines, recent activity, and staff activities.
- Calendar: Projects and tasks organized by start date and displayed on a calendar.
- Timesheet: Shows your time tracked and the tasks you worked on.
- Timeline: Displays your tasks by start and end date and the dependencies between them.
- Customer map: Allows you to see the locations of your clients on a map.
- Projects list: A table showing all your current projects and their details.
- Projects board: A Kanban board displaying your projects grouped according to your chosen parameter — E.g., task status, priority, or category.
- Tasks list: A table displaying details of all your tasks.
- Tasks board: A Kanban board of your tasks grouped by a chosen field.
3. Tasks & Subtasks
Create New Tasks or Modify existing ones to manage your work efficiently in Scoro.
To make your Tasks more detailed, you can add:
- Billable time
- Start Date
- Due date
If you want to create Subtasks in Scoro, you can do that by adding a Time entry under each Task. This will break down your Tasks into smaller Subtasks, which can be used to track time.
You can add the following details to your Subtasks:
- Activity type
- Billable time
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)
Scoro’s Status feature allows you to track the progress of your Tasks and categorize them based on their current stage in the workflow.
You can also set custom Statuses for your Projects if you have a Pro or Ultimate membership. But if you’re an Essential Plan user, you can only rename the default system Statuses.
These default Statuses are:
- Not started
- In development
- Fully delivered
With ProWorkflow, you can indicate project and task statuses using tags. You can set up custom status tags for projects, tasks, and contacts.
Scoro doesn’t offer a checklist feature.
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
In Scoro, the Task bundle and Recurring task feature acts as a Task template to help you save time while creating New Tasks.
Task bundles act as a template for a predefined set of Tasks that can be used for multiple Projects or Contacts, whereas Recurring task templates help schedule routine Tasks that need to be done daily, weekly, or monthly.
Each Task template can contain:
- Planned duration
- Billable time
- Start date
- Due dates
ProWorkflow enables you to create new task templates from scratch or based on other templates or current projects.
Scoro lets you Assign work to individuals and team members based on their capacity and skills.
You can divide Tasks among multiple team members to make them manageable and allow users to log their work time for the Task.
When a New Task is added, it gets assigned to its creator by default. But you can modify it or leave it unassigned.
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
In Scoro, you can add Task priorities using color-coded symbols:
- High priority is marked with a red check mark symbol.
- Medium priority with a yellow check mark symbol.
- Low priority with a blue check mark symbol
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.
Scoro’s Automation and Triggers feature lets you automate your workflows to reduce the time you spend on repetitive tasks.
You can create Automations using the logic of “When this happens, and these conditions apply, then do that.”
You also get the option to either create new custom Automation rules for your Tasks or use the existing templates to get started.
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
Set, edit, or delete the Start and Due Dates for each Task in a Project to streamline task management and ensure timely completion.
When you add due dates to Tasks in Scoro, they will be organized in the order they need to be completed based on their Due Dates.
ProWorkflow includes start and due date fields when you create a task, edit a task, or set up a task template.
2. Time Estimates
Scoro’s Estimate feature helps plan and use time efficiently in Projects. The Progress bar in your Project list shows how much time your team has used compared to the Estimate.
If you’ve used or planned more time than expected for the Project, the Progress bar turns red, indicating that the Project needs attention.
Add time estimates to tasks and projects using the time allocation field.
3. Time Tracking
Time-tracking features in Scoro provide detailed insights into time spent on Tasks and Projects, thereby enhancing productivity.
In Scoro, you can track time using:
- Time tracker: Start the automatic Time Tracker to track time for any Task or Time entry you’re working on from the Task list.
- Timesheets: Use the Timesheets to log time retrospectively for larger Tasks or Tasks you didn’t track in real time.
- Time entries: Manually log the time you spent or will take to complete a Subtask.
- Automatic tracking for Calendar events: Track time for Calendar events automatically based on your Calendar data.
ProWorkflow offers four methods for tracking time on tasks:
- Live tracker: Track time for a task using a timer while you work
- Manual entry: Add a time record declaring hours and minutes worked on a task
- Drag and drop: Drag a task onto a timesheet and size the block to indicate time worked
- Direct entry: Enter time details directly into the timesheet
What you can’t measure, you can’t improve.
Reporting and analytics features can help you track real-time progress, monitor key metrics, and sniff out bottlenecks like a detective.
Armed with these insights, your team can stay ahead of the curve no matter the situation.
Expect better resource management, superior deadline compliance, and a more focused and decisive team.
Features to look out for include:
- Goals and milestones: Record targets for the whole team to see and work towards.
- Dashboards: Visualize data from all corners of the team into a user-friendly, interactive interface.
- Gantt charts: Keep your plans flexible with Gantt charts that allow you to adjust timelines based on changing resource availability and task completion ratio.
1. Goals & Milestones
Scoro offers a Milestone feature that lets you set goals you wish to achieve in each Project phase.
You can give each Milestone a Name, set the Start and End dates, or rearrange the Milestones using the drag-and-drop options.
Once you have added the Milestones, they can be viewed and tracked in the Gantt charts.
ProWorkflow doesn’t have any native features for setting goals and milestones.
The Dashboard in Scoro allows you to:
- Add Widgets such as a list of Active projects or details about your clients.
- Display numerical data such as Project costs or unpaid Invoices using Result metrics.
- Use Ratio metrics to calculate ratios between two results.
You can customize your Dashboard by rearranging and resizing the Dashlets (dashboard elements), which include widgets, numerical data, and other metrics presented via horizontal and vertical boxes, through simple drag-and-drop actions to suit your layout preferences.
You can also create multiple Dashboards or modify existing ones based on your requirements.
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
Gantt charts display your project’s Timeline and Progress from start to finish while also allowing you to set Task dependencies.
With Scoro’s Gantt charts, you can:
- See all your Project activities, including Tasks and Milestones, in a clear, linear format.
- Understand the order and Duration of various Project phases and Tasks.
- Identify possible overlaps or Resource allocation problems.
- Track real-time progress compared to planned Estimates to ensure your teams deliver their work on time.
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
In Scoro, User Groups make it easier to invite people or multiple teams to work together on Projects and Tasks.
A single user can also be part of multiple Groups at once. For example, a user in the “Finance” team can also be in the “Social Media Team,” giving you flexibility in organizing and managing your 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.
2. Permission Levels
Scoro divides users into two main categories — Administrators and Regular users.
Administrators manage user rights through Permission Sets that determine what a Regular user can see and do in Scoro.
They can either use existing Permission Sets to modify them or create new ones from scratch.
This customization allows Administrators to decide how much access users have to different features, such as Tasks, Calendars, and financial data, based on their requirements.
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
Manually add companies and individuals as Contacts to your Scoro Workspace. You can include their contact information and address and use Tags for identification.
Scoro also lets you import multiple Contacts simultaneously, which is helpful if you’re dealing with multiple clients.
You can add clients and external parties as contacts in your ProWorkflow organization and customize the permissions for all client contacts or individual clients.
On their contact profile, you can edit the following information and settings:
- Client name, title, and company name
- Whether they’re the main contact for that company
- Whether they can log in (you set the username and password)
- Their email address and phone contact details
- Whether they can request projects
- Which projects and tasks can they view
- Which views can they access
In project management, collaboration and communication are like a ballroom dance — if everyone isn’t in sync, you’re just stepping on each other’s toes!
A project manager should encourage their team to be on the same page regarding everything happening on the project. This could involve regular meetings, periodic status updates, shared checklists, etc.
But things can get tricky when you add different team structures (remote, hybrid, distributed, etc.).
The trick is to balance ‘informing everyone’ with ‘over-communicating.’
The solution is to forge a shared space where the whole team can contribute without hampering individual productivity. Picking a suitable project management software is the first step toward achieving this goal.
Features to look for include:
- Comments: Simple ways to send feedback or discuss a task or project.
- Threads: Keep all relevant comments in a single thread.
- Tagging/@mention: Mention a team member on a task, in comments, or in any shared space to notify them.
- Sharing tasks: Share tasks with relevant team members for efficient collaboration.
- File management: Attach and store files, create and annotate documents, etc., for ready access to project documentation.
- Notifications: Customize how team members receive notifications.
1. Comments, Threads, & Tagging
In Scoro, you can leave Comments on Projects, Tasks, and Documents to create a centralized space for team discussions. You can also Tag users in the Comments using the @-sign.
This feature lets your team collaborate on Projects or Tasks in one place rather than relying on emails or other communication tools.
Scoro also has settings that let you decide who can modify or delete Comments, keeping your team’s chats organized and secure.
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
Scoro’s versatile file management system allows you to add, manage, and access Files across the platform and easily link them to your Tasks, Projects, and Quotes in Scoro.
This helps you keep all your essential Files in one place and use them when necessary.
Attach files in various formats to projects, tasks, and messages.
Scoro lets you notify users every time you — Add or Modify a Task, mark it as Complete, assign Time entries, clear Bulk Tasks, change Assignees, add/edit/delete a Comment, etc.
Plus, you have the option to receive Notifications via email.
However, you must have the relevant user Permissions to receive and notify other users in Scoro.
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
- Guides and Ebooks: Detailed Guides and Ebooks that share tips and insights on ways to improve team productivity.
- Video tutorials: Short tutorial videos showcasing various features of Scoro and how to use them.
- Help center: Find answers to all your questions on the support pages.
- Webinars and events: Engage in multiple interactive webinars to understand the product and get productivity enhancement tips.
- Success Stories: Explore how Scoro helped their clients transform their businesses.
- Customer support: Contact sales via email and phone (US/UK) or submit support requests.
- Help center: A collection of tutorials relating to ProWorkflow features
- Video guides: A playlist of YouTube how-to videos
- Contact support: Via the support request form, email addresses, or phone number
G. Platforms Supported
Distributed and field teams might not always be armed with laptops or computers.
But that doesn’t mean productivity has to stop.
With a mobile-friendly project management tool, the workflow keeps humming along, turning those smartphones into mighty workflow tools.
More reason to look into this?
If your company follows a Bring Your Own Device (BYOD) approach, your team members need the freedom to switch between various devices.
With support for all types of apps, you can:
- Ensure uniform access irrespective of device type
- Save on the cost of buying the same types of devices for the whole team
- Give all team members a chance to log work from anywhere, anytime
Features to look for include:
- App support for the latest Mac, Windows, iOS, and Android versions.
- Maximum coverage for all key features across devices
- Browser: Google Chrome (Desktop and Android), Safari, Mozilla Firefox, etc.
- Desktop: Mac, Windows
- Mobile: iOS, Android
- Browser: Google Chrome, Safari, Internet Explorer
- Desktop: Windows, Mac
- Mobile: Mobile web app
Whether you have deep pockets or shoestring budgets, there’s project management software out there for every kind of organization.
But the confusing combination of features and numbers on pricing pages can make it difficult to choose.
Here are some easy tips for starters.
If you plan on buying the software subscription for just yourself or a small team that’s not likely to grow rapidly anytime soon — stick to the free plan as long as possible. Or pick the cheapest monthly subscription possible. These should cover most of your feature requirements comfortably in most cases.
However, if you expect to hire rapidly and grow to a sizable number, go for a plan that grows with you — ideally with a per-user rate that doesn’t add up exponentially.
Finally, most software offers flexible enterprise plans that let you cherry-pick your favorite features into a custom package. If you’re part of such a team, it’s best to contact the sales team and get the best deal possible.
Scoro offers a 14-day free trial to help users understand how the product works (no credit card details required).
It also offers four paid plans and each plan requires a minimum of 5 users:
- Essential ($28/user/month/): Access basic PM and CRM tools, such as Calendars, Task lists, Task boards, Invoices, Billing, Dashboards, etc.
- Standard ($42/user/month/minimum of 5 users): Everything in Essential plus Gantt chart and Dependencies, Phases and Milestones, Time Tracker, Project templates, and Expenses.
- Pro ($71/user/month/minimum of 5 users): Everything in Standard, plus Planner, Budgets, Retirement planning, Timesheet, Time locking, Sales and Pipeline reports, Invoice reminders, etc.
- Ultimate (Contact sales for pricing): Everything in Pro plus Single sign-on, unlimited Custom Fields, Company Budgets, Forecasts, Orders and Contracts, WIP reports, etc.
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.
Scoro is a comprehensive cloud-based work management software for small to medium-sized Professional service businesses, Consultancies, and Agencies.
It is well-known for its robust project management features that promote effective teamwork and resource allocation for timely project completion.
Plus, its user-friendly Dashboards and real-time Time tracking make it an excellent choice for businesses that prioritize performance monitoring.
However, Scoro also has its fair share of limitations.
For one, Scoro doesn’t offer a checklist feature, making it difficult to keep track of a task’s progress. Additionally, its per-user price plans can be unaffordable for small businesses.
Another common shortcoming of Scoro is that its extensive feature set sometimes leads to a steep learning curve since it takes new users some time to get accustomed to the tool.
Nevertheless, the benefits of Scoro’s all-in-one work management approach outweigh these challenges, making it a practical choice for organizations. Its high user satisfaction rating also indicates that it’s a powerful tool for driving business success and operational excellence.
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.