ProofHub Pricing & Cost: Is It Worth It in 2025?

If you’re considering using ProofHub for comprehensive project management, its cost is one of the key factors that will influence your decision.

Of course, not everyone will find that ProofHub provides the optimal value for money. If you turn out to be one of those people, no worries! 

I’ll also introduce an alternative solution that might suit you better.

Buckle up, and let’s dive in!

ProofHub Pricing Plans

ProofHub pricing structure is pretty straightforward.

The platform has only two tiers:

• Essential: $45/mo, which gives you access to 40 projects, unlimited users, and 15 GB of storage.
• Ultimate Control: $89/mo for the first three months and then $150/mo afterwards, which adds more customization option and advanced workflows.

While there is no free plan, ProofHub offers a 14-day free trial of its Ultimate Control plan, which allows you to test all its functionality before subscribing.

Note: Nonprofits can get a 40% discount on the Ultimate Control plan.

ProofHub Essential Plan

ProofHub Essential plan is ProofHub’s first paid tier.

It costs $50 per month if billed monthly or $45 per month if you opt for annual billing.

The biggest advantage of ProofHub’s pricing is that both its plans have flat pricing that is not user-based.

This means you can onboard any number of users you want at a fixed price - in this case, $45-$50 per month.

The Essential plan includes 40 projects in total and 15GB of storage.

When it comes to the features you get on it, they include the following:

• Basic task management.
• Customizable board views.
• Gantt Charts.
• Time tracking.
• Project templates allow you to create and save templates that you can use for similar projects instead of building them from scratch.
• Discussions for sharing ideas within the app.
• Team calendar.
• Forms for internal and external use.
• Email-in lets you add tasks, upload files, and participate in discussions from your email.
• Stickies lets you create online sticky notes and reminders for personal use.
• Announcements let you share important updates and celebrate milestones across teams, notify teammates of new guidelines, etc., to keep everyone in the loop.
• Files and documents let you create a centralized knowledge hub for easy access and navigation.
• Proofing & file approval allows you to review, proof, and annotate files with your team within the app.
• File versioning lets you easily update files and access previous versions when necessary.
• Private items enable you to control access to specific tasks and projects.
• Chat for in-app conversations.
• Integrations.
• Custom fields let you add additional information to tasks and projects for better flexibility and more comprehensive management.

Considering the storage, number of projects, and basic project management features included in this plan, it’s fair to say that it’s best suited for smaller to mid-sized teams.

You’ll have to subscribe to its other paid plan for enterprise-level project management.

ProofHub Ultimate Control Plan

ProofHub Ultimate Control plan is its second-highest pricing tier. It also allows you to onboard unlimited users for a fixed price.

Once you subscribe, during the first three months, you’ll pay $99 per month if you opt for monthly billing or $89 per month if you choose annual one.

After the discount period expires, the Ultimate Control plan will cost you $150 per month with monthly billing or $135 per month if you commit to an annual contract.

The Ultimate Control plan includes all the features you get on the Essential plan, plus:

• Workflows for automating essential processes and operations.
• Custom roles let you set up roles unique to your team and grant appropriate access levels.
• Trash management enables you to access deleted projects and restore them if necessary.
• White labeling enables you to tailor ProofHub’s interface to your organization.
• Advanced security measures such as IP restrictions and activity logs.
• Comprehensive reports to track progress across projects, teams, and individual team members.
• API access to connect ProofHub with any third-party app you may need.
• Priority support.
• Lets you set up project managers for every project.

Does ProofHub Provide Good Value for Money?

Answering this question accurately requires a multi-faceted approach, so I’ll try to cover all the key points.

Unlike most other project management software, the fact that ProofHub doesn’t have a per-user pricing structure is a huge advantage for larger teams on a budget.

On the other hand, if you’re an individual user or have a very small team, having a flat fee is far from ideal.

This is especially so if you need access to some of the more advanced features, available only on the Ultimate Control plan.

This is only further aggravated by the fact that ProofHub doesn’t have a free plan, meaning the platform doesn’t provide a viable option for micro teams or startups looking to get started with project management without spending too much.

Furthermore, when deciding whether ProofHub is truly a cost-efficient choice for you, you must consider its capabilities and viable use cases.

Namely, many ProofHub users mention issues with some of its functionalities, especially ones regarding collaboration and efficient task management, such as notifications.

ProofHub’s notifications cannot be effectively filtered and streamlined, causing notification overload, often leading to overlooking important tasks and updates.

The only thing I don't like about ProofHub is the lack of a budgeting feature, and sometimes the notifications become overwhelming. - G2 Review.

I have had some issues with the mobile app, which could be more responsive. The app lags sometimes and you don’t get granular control over notifications, which can be quite annoying. - G2 Review.

Additionally, things that enable comprehensive team collaboration, such as co-editing and easy sharing, are somewhat limited.

Co-editing and sharing capabilities of ProofHub notes can be improved. - G2 Review.

The tool isn't as great as we hoped it would be while moving from Clickup to here. It lacks a hue of features such as a good note tool, project management tool or team collaboration. - G2 Review.

Also, ProofHub doesn’t include as many customization options, making it difficult to perfectly tailor it to your organization.

The customization features it provides are limited and complex. - G2 Review.

Finally, you should note that ProofHub does not enable advanced resource allocation and lacks features such as budgeting.

The only thing about ProofHub that I don't like is that it doesn't have a budgeting option. - G2 Review.

So, considering all this, ProofHub isn’t for you if:

• You’re a solo user or have a very small team, making its flat fee completely useless.
• You need more advanced team collaboration features.
• You need sophisticated resource allocation capabilities.
• You want a tool to customize and adapt to your needs, goals, and specific project management frameworks.

If this sounds like you, you’ll be much better off with a completely different solution, such as SmartSuite.

A More Powerful Alternative to ProofHub

SmartSuite is an all-in-one project management tool built for teams of all sizes and capable of adjusting to any project, need, or use case you may have.

It’s a more versatile platform than ProofHub, providing a wider range of features and a rich library of pre-built project management templates to help you get started.

It’s also more flexible price-wise, offering several different pricing tiers, including a free forever plan.

Here are some of the things that give SmartSuite an edge over ProofHub.

SmartSuite Features

First up, let’s look into several of SmartSuite’s key features that enable project management across industries and use cases.

Feature #1: Comprehensive collaboration features

One of the main complaints ProofHub users have is the lack of options that enable real-time collaboration.

Once you pair this with too many notifications that often interrupt the workflow more than improve it, it’s clear why ProofHub might not be the ideal choice for teams looking for seamless collaboration.

SmartSuite, on the other hand, provides several features designed to help your whole team work together on managing projects, share ideas, and communicate in real-time, including:

• Communication center: This feature lets you talk to team members within the platform, right next to a specific project. You can also attach important files, share links, and more, keeping a constant flow of ideas and boosting efficiency across levels.
• Mentions: Use @mentions to easily get the coworker you need to look at a particular task or project segment. 

• Real-time updates: This allows multiple team members to view, edit, and work on shared projects without overlapping or delays. Whenever a team member modifies a project in any way the change becomes immediately visible across the team, ensuring that everyone is always working on the latest version.

• Member Directory: This lets you connect with team members, see who’s online, check out their interests and skills, and reach out no matter where they’re working. 
• Pre-built email templates: You can easily send and reply to emails using customizable templates to speed up handling repetitive tasks. 

• Mobile app for iOS and Android: This way, all your team members can access and edit projects and reply to comments and inquiries whenever and wherever.

The best part?

SmartSuite provides access to team collaboration features on all its plans - including the free one.

Feature #2: Customizable project management templates for various use cases and industries

Figuring out all the bells and whistles of project management boards and views takes time, especially when dealing with complex projects.

SmartSuite has got you covered by providing a rich library of fully customizable project management templates which you can easily tweak and apply for your specific use case.

The templates are categorized by industry for easier navigation, ensuring that teams across sectors and use cases will find what they need.

Some of the categories you can find in SmartSuite’s library include:

• Startup solutions: Here, you can find everything a startup needs to kick off project management, including SWOT analysis, UX/UI design, fundraising CRM, goals & objectives dashboard, etc.

• Finance & Accounting: This category has templates such as tax preparation, budgeting, orders and invoicing, loan tracker, etc.
• Software development: Bug tracker, retrospective, feature prioritization, and customer feedback are just some of the templates you can access here.
• Governance, risk and compliance: This includes pre-built templates for handling risk management, vendor management, contract management, IT security policies, etc.

Feature #3: Advanced task & project management tool suite

SmartSuite has a broad range of tools that let you manage tasks and projects from top to bottom.

Thanks to them, you can handle everything from resource allocation to tracking projects’, teams’ and team members’ performance.

Some of these tools include the following:

• Time tracking: Keep track of the time spent on specific tasks, logging time spent along with who performed the work for more efficient resource allocation.
• Task management: This includes everything from creating checklists and personal tasks to setting up repeating tasks and tracking statuses and due dates.

• Workflow automation: You can automate all kinds of project management tasks for different project types, ranging from tracking the execution of your content strategy to monitoring budgeting and more. 
• File management: This feature allows you to add, store, organize, edit, and manage all kinds of files within your workflows, creating a centralized knowledge hub.

• Customizable board views: You can choose the view that best suits your team and project type, including everything from Kanban and calendar views to Gantt Charts and basic grid views.

• Budget and cost tracking: You can set up visual dashboards to track expenses monthly, ensuring that your designated budget is realistic and that you stay within its limits.

SmartSuite Pricing

When it comes to SmartSuite’s pricing options, there is one free and four paid plans.

SmartSuite’s free forever plan lets you onboard up to three users and provides access to all of the platform’s essential features, including:

• Templates.
• SmartDocs.
• All views and reporting features except Gantt Charts, folders, and locked views.
• Comprehensive team collaboration.
• Basic permissions.
• Core security features.
• 100 automations per month.
• All project & task management tools.

If you need more users, storage, and some extra features, there are four paid plans to choose from:

1. Team: $10/user per month, includes:

• Unlimited users and projects.
• Gantt charts.
• AI features.
• Personal and locked views.
• 5,000 automations.

2. Professional: $25/user per month, includes everything in Team, and adds:

• Two-factor authentication.
• Gmail & Outlook integrations.
• 50,000 automations.
• Advanced roles and permissions.
• Folders. 

3. Enterprise: $35/user per month, includes everything in Professional, plus:

• Access to audit logs.
• Data loss prevention.
• IP address restrictions.
• 500,000 automations.

4. Signature: A customized plan tailored to your organization’s needs and team size with no predefined limits.

If you want to try SmartSuite before subscribing, there’s a 14-day free trial.

As you can see, unlike ProofHub, SmartSuite includes advanced features, such as workflow automation, on all its plans, the only difference being the monthly limits applied.

Moreover, all its paid plans let you manage unlimited projects, meaning you don’t have to subscribe to an enterprise-level tier to experience the best of SmartSuite’s offerings.

Finally, although SmartSuite has a per-user pricing, its freemium plan and no mandatory minimum of licenses for subscribing make it ideal for smaller teams or those needing sophisticated features without breaking the bank.

Achieve Seamless Collaboration and Efficiency with SmartSuite

While ProofHub can be a cost-efficient solution for larger teams, if you’re looking for a more flexible and versatile solution capable of adjusting to teams big and small alike, SmartSuite is the optimal option.

With SmartSuite, you get advanced project management, workflow automation, and collaboration tools on every plan you choose - including the free one.

Want to check it out firsthand?

Sign up for SmartSuite’s free plan and start redefining the way you handle project management today.

‍