ProofHub

ProofHub is a cloud-based project management and team collaboration platform that brings tasks, discussions, files, and reporting together in a single workspace. It is built around a flat, no-per-user pricing model, so organizations can add unlimited users on each plan and focus on structuring their projects rather than managing seat counts. Work is organized into projects, task lists, and tasks with assignees, start and due dates, time estimates, labels, and attachments, giving teams a central hub for planning and execution.

The tool offers multiple core views on the same project data. Table (list) view supports spreadsheet-like editing of tasks and fields, while Board view provides Kanban-style columns to visualize workflow stages and spot bottlenecks. Gantt charts let teams map tasks over time, define dependencies, and see how changes affect the overall schedule, and a shared Calendar view aggregates events, milestones, and tasks in one place. At the personal level, Me view, My tasks, My calendar, and related views make it easier for individuals to see what they need to work on across all projects.

Task management in ProofHub includes subtasks to break work down, custom fields to capture extra data such as numbers, dates, and currencies, and milestones to mark key checkpoints. Dependencies indicate which tasks must be completed before others can start, and labels help categorize work by priority, type, or constraint. Teams can create project templates for repeated workflows, use forms to capture structured requests from internal or external stakeholders, and rely on built-in proofing tools with versioning and approvals to review creative assets and documents directly in the app.

ProofHub includes native time tracking with timesheets, manual or timer-based logging, and time estimates on tasks. Time reports, along with project, resource, and workload reports, give managers visibility into effort, utilization, and progress. Reporting tools include all-project overviews, per-project performance views, and custom reports that can aggregate tasks, milestones, and logged time for different stakeholders. Resource and workload reports support basic resource management by showing how work is distributed across people and helping avoid overload.

Collaboration features cover discussions, group and one-to-one chat, announcements, shared notes, and centralized file storage with version control and approvals. Custom roles, access roles, and client-oriented collaboration options allow admins to control what internal users and external clients can see and do, effectively providing a client portal for project updates, file sharing, and feedback. Security features such as IP restrictions (on higher plans), activity logs, and white labeling options are available on the Ultimate Control plan for organizations that need stricter governance.

ProofHub exposes a REST API so teams can integrate it with other systems, automate data flows, or build custom extensions. Official mobile apps for iOS and Android extend access to projects, tasks, discussions, and time tracking on the go. In addition to traditional project management features, third-party sources widely describe a layer of AI-driven capabilities marketed as ProofHub AI, including AI-generated project reports, AI-driven analytics, and automated handling of routine tasks such as approvals and status summaries. These generative and analytical features are positioned as a way to reduce manual reporting and support more data-informed decisions on top of ProofHub’s existing task, time, and reporting tools.

Pricing is simple and flat: the Essential plan starts at a fixed monthly fee and includes up to 40 projects, unlimited users, and 15 GB of storage, while the Ultimate Control plan adds unlimited projects, more storage, advanced permissions and workflows, API access, extended reporting, and other administrative controls for a higher flat monthly price. A 14-day free trial gives prospective customers full access to the platform before committing, but there is no permanent free tier.

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