Project ManagementProWorkflow vs. Smartsheet

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ProWorkflow and Smartsheet are project management solutions that can help software development teams share ideas, stay on the same page, and enhance productivity via various features like task management, team collaboration, time tracking, third-party integrations, and more. This guide will compare ProWorkflow and Smartsheet in terms of their features, pros, cons, and pricing so you can pick the ideal PM solution for your needs.

  • ProWorkflow: an ideal choice for remote software development teams looking to save time and enhance collaboration.
  • Smartsheet: a great choice for software development teams that prefer a spreadsheet-style format and seek versatile collaboration and robust reporting.

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ProWorkflow Gantt Charts

Best for remote software development teams looking to save time and enhance collaboration.

ProWorkflow is feature-rich project management software used by teams of all types and sizes across a wide range of industries. Project managers and developers can use the user-friendly PM tool to manage projects and tasks, collaborate, track time, generate reports and invoices, and more.

Features of ProWorkflow

ProWorkflow’s long list of project management features includes:

  • Customizable templates
  • Task management
  • Team collaboration
  • Project dashboards
  • Interactive Gantt charts
  • Resource management
  • Workflow management
  • Time tracking
  • Invoicing
  • Reporting
  • Third-party integrations

ProWorkflow saves development teams time with customizable templates for projects, tasks, invoices, quotes, etc. Its task management feature acts like an advanced to-do list and includes subtasks, dependencies, hierarchies, messages, and file attachments. Software development teams can collaborate via threaded discussions, messaging, email replies, file attachments, a WYSIWYG editor for added detail, and notification alerts.

The developer tool’s project dashboards serve as a home base with instant insights into recent activity, task progress, current statistics, and more. Its interactive Gantt charts offer a timeline view of task and project progress with filters and color-coded bars, while its resource management ensures project managers make the most out of their available personnel with features like a weekly workload app, an availability checker, and permissions.

Out-of-the-box time tracking is another ProWorkflow highlight, and it lets you track time manually per task, with a live tracker, the mobile app, or timesheets. Invoices can be easily generated based on client, quote, project, or milestone, while custom/standard reports and valuable insights are just a few clicks away. And if all of those features are not enough, ProWorkflow has third-party integrations with Zapier, Google Workspace, Microsoft OneDrive, and more.

Pros of ProWorkflow

ProWorkflow’s advantages include:

  • Comprehensive features
  • Easy to use
  • Enhanced security
  • Time tracking

ProWorkflow’s full list of features should satisfy any project manager. But despite having so many bells and whistles, the PM software is surprisingly easy to use, mostly thanks to its intuitive dashboard. ProWorkflow security is top-notch with features like 128-bit SSL certificates, sharing restrictions, encrypted transactions, SAML-based authentication, and the like, and its out-of-the-box time tracking is another plus that many project management tools lack.

Cons of ProWorkflow

ProWorkflow’s disadvantages include:

  • Strict pricing
  • Lack of a no-cost option
  • Third-party integrations

ProWorkflow’s pricing options are rather limited compared to some of the competition. There is no free plan for development teams with limited budgets, and the cheapest plan costs more than some similar solutions’ priciest offerings. And while it is full of features, some added extensibility via third-party integrations without needing Zapier would be nice.

Pricing of ProWorkflow

ProWorkflow has three pricing plans to choose from. Here are its options when billed annually:

  • Professional: $18 per user, per month.
  • Advanced: $27 per user, per month.
  • Enterprise: Custom pricing.

The Professional plan, ProWorkflow’s most popular option, is highlighted by comprehensive task, time, and project management, 25GB of file storage, and unlimited projects. The Advanced plan, which is ideal for large teams, serves a minimum of five users and offers unlimited projects, 50GB of file storage, and hierarchical control for managing multiple teams/groups. The Enterprise plan is for organizations seeking scalability and enhanced security and controls.

Check out our ProWorkFlow Review for more information.


Smartsheet Project Management for Developers

Best for software development teams that prefer a spreadsheet-style format and seek versatile collaboration and robust reporting.

Smartsheet is a project management tool known for its spreadsheet-style format. It is ideal for software development teams and project managers looking to collaborate, save time with automation, and enjoy multiple views and a plethora of third-party integrations.

Features of Smartsheet

Some of Smartsheet’s top features for project managers and developers include:

  • Multiple views
  • Team collaboration
  • Workflow automation
  • Baselines
  • File attachments
  • Shareable reports
  • Activity log
  • Shareable workspaces
  • Time tracking
  • Resource management
  • Third-party integrations

Project managers will enjoy Smartsheet’s multiple views for tracking and visualizing progress (Gantt, calendar, card, and grid). Software development teams can collaborate with one another and essential stakeholders via conversations, feedback forms, emailed sheet rows or reports, e-signatures, reminders, file sharing with permissions, etc.

Teams can save time on recurring tasks with drag-and-drop workflow automation, and they can stay on track and accountable with Smartsheet’s baselines feature. You can attach files to tasks for added context and collaboration, plus publish and share reports with valuable insights. There is also an activity log for tracking changes, shareable workspaces, integrated time tracking, and resource management for team optimization that includes project budgeting and portfolio management capabilities. Smartsheet also integrates with over 100 third-party developer tools, including Skype, Gmail, Slack, Outlook, Microsoft Teams, and more.

Pros of Smartsheet

Smartsheet’s pros include:

  • Free plan
  • Versatile collaboration
  • Drag-and-drop automations
  • Third-party integrations

Unlike ProWorkflow, Smartsheet has a Free plan that can be useful for individual developers looking to save cash. The developer tool offers multiple ways for teams to collaborate, and its drag-and-drop automations make saving time on recurring tasks a cinch. Smartsheet also excels in extensibility with over 100 third-party integrations for added functionality.

Cons of Smartsheet

Smartsheet’s cons include:

  • Significant price jump between plans
  • Spreadsheet format
  • Sluggish performance

While Smartsheet does offer more pricing options than ProWorkflow and a Free plan for budget-minded users, there is a significant jump in price from the Pro to the Business plan that may put it out of reach for some development teams. While ideal for some who love Excel and the like, the spreadsheet format may not be for everyone. And as you work with larger sheets, you may experience sluggish performance that can stunt productivity.

Pricing of Smartsheet

Smartsheet has four pricing plans to choose from:

  • Free: No cost for a single user and two editors
  • Pro: $7 per user, per month when billed annually.
  • Business: $25 per user, per month when billed annually.
  • Enterprise: Custom pricing.

Smartsheet’s Free offering includes two sheets, dashboards, reports, multiple views, 100 monthly automations, 500MB of attachment storage, and community support. The Pro plan includes unlimited sheets, dashboards, forms, reports, and free viewers, plus 250 monthly automations, 20GB of storage, integrations, user management, and email support. The Business plan includes unlimited free editors, a document builder, proofing, publishable sheets, dashboards, and reports, baselines, license, user, and group management, unlimited automations, 1TB of storage, and Standard/Professional support. Choose Enterprise, and you will get custom email domains, directory integration, single sign-on, work insights, unlimited storage, domain validation, DocuSign integration, Standard/Professional support, and an Enterprise plan manager.

Check out our SmartSheet Review for more information.

What to Look for in Project Management Software

Knowing what to look for when searching for project management software makes it easier to pick the ideal solution for your needs. To ensure the PM software you choose is a help and not a hindrance, look for:

  • Reviews on user-friendliness
  • See that it has an intuitive interface with minimal onboarding
  • Pricing is important, especially if your software development team has a limited budget. Luckily, there are many PM solutions with free plans.

As for what features to look for, some of the most common ones your PM software should have include:

  • Project and task management
  • Team collaboration
  • Dashboards
  • Multiple views
  • Templates
  • Resource management
  • Time tracking
  • Reporting
  • Integrations with popular third-party tools.

For more, check out our Checklist of Project Management Features to Look For.

Final Thoughts on ProWorkflow vs. Smartsheet

ProWorkflow and Smartsheet are project management tools with many pros in their favor, plus some weaknesses. If having a free plan is not a must, choose ProWorkflow for something user-friendly with a comprehensive list of features, versatile time tracking, and enhanced security. And if you prefer a free plan, seamless automations, solid collaboration, plenty of third-party integrations, and working with a spreadsheet-style format, choose Smartsheet.

Now that you have reviewed the differences between ProWorkflow and Smartsheet, you may want to look at some of our other roundups of project management software and tools, including the ones highlighted below:

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