ProofHub
5.8/10Flat-priced project management and team collaboration software with tasks, Gantt and board views, file proofing, chat and time tracking for unlimited users.
Data last updated November 2026 · Our methodology
Overview
ProofHub is a web-based project management and collaboration tool that puts task planning, file proofing and team communication in one workspace. Tasks can be viewed as a list, a spreadsheet-style table, a Kanban board, a Gantt chart or a calendar. They support subtasks, dependencies, recurring schedules, custom fields and custom workflow stages. Teams also get one-to-one and group chat, discussion topics, announcements, shared notes organised in notebooks, request forms, timesheets with a timer, and reports on progress, resources and time. Its proofing tool lets reviewers annotate files, compare versions and approve work, which is why creative agencies and marketing teams are common users. Pricing is a flat monthly fee, not per seat. Both plans allow unlimited users. Essential costs 50 USD a month, or 45 a month billed annually, and is capped at 40 active projects and 15 GB of storage. Ultimate Control lifts the project cap and raises storage to 100 GB. The plan comparisons we reviewed say it also adds custom roles, IP restrictions, white labelling, advanced reports, API access and priority support. Its list price is 150 USD a month, or 135 billed annually, with an introductory rate for the first three months. Native integrations are few: Slack, Google Drive, Google Calendar, iCal, Dropbox, OneDrive, Box, QuickBooks and FreshBooks. There is also a REST API and a Make connector. The main limitation is that reviewers repeatedly find no rule-based automation and only a short integration list, which can push larger or process-heavy teams toward ClickUp, monday.com or Asana.
Our Rating
Who ProofHub is best for
Good fit
Built-in proofing with markup and approvals, white labelling and flat pricing for unlimited users suit agencies that review creative work with large teams.
File proofing, request forms and announcements cover typical campaign review and intake workflows without per-seat costs.
- Mid-Market7/10
Flat pricing becomes very cheap per head as teams grow, but there is little automation and a short integration list.
The Essential plan at about 45 to 50 USD a month covers unlimited users, though the 40-project and 15 GB caps can bind.
Less suited
Time tracking with billable breakdowns and QuickBooks or FreshBooks export help, but reviewers note there is no budgeting module.
Unlimited users at a fixed price help a growing team, but there is no free plan and very small teams may pay more than per-seat tools charge.
We found IP restrictions and activity logs but no published SOC 2 or similar attestation, and integrations and automation are limited.
There is no free plan, and the flat team fee is poor value for one person, a point reviewers raise directly.
Pros & Cons
Pros
- The flat fee covers unlimited users, so a 50-person team on Essential pays the same 50 USD a month as a 5-person team.
- Built-in proofing lets reviewers annotate files, compare versions and approve them in one click, so creative teams don't need a separate review tool.
- One tool covers board, table, Gantt and calendar views plus chat, announcements, notes and timesheets, replacing several separate apps.
- Reviewers on G2 and Capterra rate it about 4.6 out of 5 and frequently praise how quickly and helpfully support responds.
- The API is documented publicly on GitHub, with a stated rate limit of 25 requests per 10 seconds.
Cons
- Reviewers repeatedly find no rule-based automation, and recurring tasks are the closest substitute.
- The native integration list is short, covering about eight apps such as Slack, Google Drive, Dropbox, QuickBooks and FreshBooks. We found no first-party Zapier integration.
- Ultimate Control's introductory price lasts only three months, then rises to 150 USD a month, or 135 a month billed annually.
- Essential caps active projects at 40 and storage at 15 GB, and there is no storage top-up option, so outgrowing either means upgrading.
- There is no free plan or budgeting module, and reviewers report the mobile apps have fewer features and more glitches than the web app.
Key Features
ProofHub Pricing
Essential
or $540/year (save 10%)
- 15 GB storage
- Up to 40 active projects
- Unlimited users, flat fee
- Time tracking and timesheets
- Notes, forms and file proofing
- Chat, discussions and announcements
- Custom fields and project templates
- 45 USD per month when billed annually
- Table, board, Gantt and calendar views
Ultimate Control
or $1,620/year (save 10%)
- API access
- 100 GB storage
- White labelling
- Advanced reports
- Priority support
- Unlimited projects
- Unlimited users, flat fee
- Custom roles and custom workflows
- IP restrictions and activity logs
- Introductory rate for the first 3 months: 99 USD per month on monthly billing or 89 USD per month on annual billing, then 150 or 135 USD
Frequently Asked Questions
Essential costs 50 USD a month on monthly billing, or 45 USD a month billed annually. Ultimate Control lists at 150 USD a month, or 135 USD a month billed annually. ProofHub currently offers an introductory rate on Ultimate Control of 99 or 89 USD a month for the first three months. Both plans are flat fees with unlimited users.
There is no free plan. Several independent reviews report a 14-day free trial, and some say no credit card is needed.
No. Both plans include unlimited users for one flat monthly fee. The limits are on projects and storage. Essential allows 40 active projects and 15 GB, and Ultimate Control allows unlimited projects and 100 GB.
Native integrations include Slack, Google Drive, Google Calendar, iCal, Dropbox, OneDrive, Box, QuickBooks and FreshBooks. Make offers a ProofHub app with task, subtask and comment actions. ProofHub also has a REST API (v3) that uses per-user API keys. Reviews say API access is part of Ultimate Control.
ProofHub says all traffic runs over SSL/HTTPS, data is backed up hourly to an off-site location, and backups are encrypted. The account owner can restrict access by IP address and export account data. We found no published SOC 2 or ISO 27001 attestation, and the privacy policy says live database data is not encrypted at rest.
Annual billing saves about 10 percent on both plans. Pricing trackers and reviews report a 40 percent nonprofit discount, which you request by contacting ProofHub support.
You can define custom workflow stages for task lists. However, recent reviews find no rule-based automation beyond recurring tasks, and we found no official announcement of built-in AI features.
Yes, there are iOS and Android apps, but no desktop app. Reviewers say the mobile apps have fewer features than the web version and occasional bugs.
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