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Best ProofHub Alternatives

Written by Camin McCluskey

Co-Founder & CTO

Edited by Steph Leung

Product & Operations Lead

Updated onMar 14, 2025
ProofHub is a comprehensive project management solution designed to centralize team collaboration, task management, and communication in one platform. While it offers a solid foundation for project coordination with features like Gantt charts, time tracking, and discussion boards, specialized alternatives may better serve specific business needs. Paymo excels in client billing and resource allocation with its advanced time tracking and workload visualization tools. ClickUp outperforms ProofHub in workflow automation, offering conditional logic and an intuitive automation builder that ProofHub lacks. For data-intensive projects, Airtable’s database-centric approach provides deeper data relationships and more sophisticated reporting capabilities. Software development teams might prefer Jira for its customizable workflows and extensive development tool integrations. Meanwhile, Notion surpasses ProofHub in documentation and knowledge management with its flexible structure and seamless integration of documents with project workflows. This comparison explores how these alternatives might better address specific organizational requirements that ProofHub’s more generalized approach may not fully satisfy.

Best alternatives to ProofHub

For managing client billing and resource allocation:

Paymo product logo

Paymo

Stackfix Rating:

5.9 / 10

Paymo manages client billing and resource allocation more effectively than ProofHub through its time tracking and workload management capabilities. ProofHub offers basic time tracking and no workload visualization, while Paymo provides comprehensive time tracking with automatic desktop tracking and Pomodoro timers. Paymo’s ‘Finance’ tab displays billing metrics like billed versus estimated time and internal costs, and its built-in payment system enables direct client payments through invoices. For resource allocation, Paymo’s team scheduling module offers visibility into team member workload across projects, allowing managers to identify overbooking and redistribute work effectively.

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For automating repetitive workflow tasks:

ClickUp product logo

ClickUp

Stackfix Rating:

7.3 / 10

ClickUp’s powerful automation capabilities make it a stronger choice than ProofHub for streamlining repetitive workflow tasks. ProofHub lacks automation features, while ClickUp offers extensive workflow automation with conditional logic that can trigger actions based on task status changes, due dates, priorities, and more. The platform’s intuitive ‘if-then’ automation builder allows teams to easily set up automated task assignments, status updates, notifications, and integrations with tools like GitHub and HubSpot. This automation functionality helps eliminate manual work and keeps projects moving efficiently.

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For managing complex data-driven projects:

Airtable product logo

Airtable

Stackfix Rating:

7.3 / 10

Airtable stands out for managing complex, data-driven projects through its robust data organization capabilities, extensive workflow automation, and comprehensive project linking features. While ProofHub offers basic project management functionality, Airtable’s database-centric approach enables deeper data relationships, more sophisticated reporting, and better integration with data-heavy workflows. Its ability to connect tasks to company OKRs, create custom fields with 25+ data types, and automate complex workflows with conditional logic makes it effective for data-intensive project management. Additionally, Airtable integrates with tools like Zapier, Github, and Jira, allowing for seamless data flow between systems. The platform’s customizable views and powerful filtering options also make it easier to analyze and visualize complex project data, offering greater insights than ProofHub’s reporting features.

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For managing complex software development projects:

Jira product logo

Jira

Stackfix Rating:

6.2 / 10

Software development teams will find Jira’s specialized capabilities make it an optimal choice for managing complex projects. Jira’s powerful customization options, robust automation features, and deep software development integrations enable teams to handle sophisticated workflows with precision. While ProofHub offers basic project management features, Jira provides advanced capabilities like customizable issue types, validation rules, and development-specific views that are essential for complex software projects. Additionally, Jira’s extensive marketplace of integrations, particularly with development tools like GitHub, allows teams to create seamless workflows across their entire development stack.

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For handling extensive documentation and knowledge management:

Notion product logo

Notion

Stackfix Rating:

6.6 / 10

Notion stands out as a powerful choice for documentation and knowledge management through its seamless integration of documents with project workflows and customization capabilities. While ProofHub’s notes feature offers basic document creation with tables and links, Notion elevates the experience with AI-powered writing assistance, synced blocks across pages, and deep integration with third-party tools like Miro and Figma. The platform's flexible structure allows teams to organize documentation within tasks, across project pages, or in dedicated knowledge hubs, while maintaining easy cross-linking between all content. Additionally, Notion’s extensive template library and intuitive keyboard shortcuts make it efficient to create and manage comprehensive documentation systems, despite its complexity.

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CM

Meet your expert: Camin McCluskey

Stackfix Co-Founder & CTO

Having worked as a software engineer and CTO in enterprise and startup environments, I've been on both sides of the software buying journey. I'm excited to help you find the right software for your business, as well as supporting our partners to communicate what makes their software unique.

ProofHub logo

ProofHub

Paymo logo

Paymo

ClickUp logo

ClickUp

Airtable logo

Airtable

Jira logo

Jira

Notion logo

Notion

Our rating
Functionality
5

Functionality

5/10

<p>ProofHub does the basics well and that's about it. It offers easy to use task management features like creating subtasks, dependencies, simple but effective timesheets and strong custom and self-serve reporting dashboard. It offers no automation and limited integrations.</p>
6

Functionality

6/10

<p>Paymo focuses on delivering the core set of functionality required for managing client work. It offers excellent time tracking, invoicing and accounting functionality. However, the focus on client projects mean Paymo lacks some common project management functionality, such as inbuilt documentation, building automated workflows, adding custom fields or any meaningful analytics (besides time reports).</p>
9

Functionality

9/10

<p>ClickUp offers a very broad range of functionalities to handle pretty much everything most companies need.. These include workflow views, portfolio management and company goal setting —all in one platform.</p><p>ClickUp also include those functionalities required only by very large companies. Most notable amongst these are: AI feature which help to create documents and fill out templates, an exceptionally large range of templates to choose from when creating documents, multiple layers of subtasks and real-time collaborative workspaces like whiteboards.</p>
7

Functionality

7/10

<p>Airtable offers most of the functionality that companies will need but lacks a few useful features. Users will benefit from strong workflow automations, dependencies, the ability to link tasks, projects, key metrics and company goals, forms which auto populate spreadsheets with responses and more. However, Airtable lacks in-real-time collaboration, the ability to create internal documents and some strong time-tracking features.</p>
9

Functionality

9/10

<p>Jira delivers nearly all the functionality that SMBs—and even enterprises—will need.</p><p>Its task and project management capabilities are incredibly powerful and flexible. You can customize Jira to fit virtually any project, even those with complex structures like five layers of sub-tasks, each with their own custom fields.</p><p>That said, Jira does have some gaps. It doesn’t natively offer features like invoicing, billing, or expense tracking, which other tools sometimes include. Plus, for built-in docs or wikis, you’ll need to use its sister product, Confluence.</p>
6

Functionality

6/10

<p>Notion offers almost all of the functionality most companies will need. It Offers best-in-class inbuilt documentation, and added a lot of AI features in the past year that allows you to query your entire Notion workspace. It has also been rolling out many new features e.g. Notion calendar, forms, and Notion mail (coming soon).</p><p>That said, it’s still missing some features larger teams with many active projects might require, like advanced analytics, robust workflow automation, and time tracking. There’s room for improvement, but it’s evolving fast.</p>
Ease of Use
9

Ease of Use

9/10

<p>ProofHub is very easy to use. We estimate that an average start-up employee would require around 1-2 hours before being proficient at using all key functionalities.</p><p><br></p><p>Processes are intuitive and require few clicks to find. This goes even for the more advanced features like custom reporting.</p>
7

Ease of Use

7/10

<p>Due to its limited functionality, Paymo is rather easy to navigate. Key workflows such as tracking time, creating new tasks and projects are straightforward and intuitive. However, there are some UX quirks. For example, you can only manage task dependencies in the portfolio view, and there are unfamiliar terms here and there e.g. an unexplained "booking" tab that's by default in every tab.</p>
5

Ease of Use

5/10

<p>ClickUp is a powerful tool, and its high level of customizability can sometimes feel a bit much—especially for tasks that should be quick and straightforward. On average, we’d estimate it takes a startup employee 1-2 days (plus a little guidance) to get comfortable with all the key features.</p><p>To its credit, ClickUp minimizes the number of clicks needed to access most features. But there’s still room for improvement. Some processes—like creating an invoice—aren’t as intuitive as they could be, which can slow things down unnecessarily.</p>
6

Ease of Use

6/10

<p>Airtable is generally easy to use. We estimate that an average start-up employee would require around half a day and some guidance to proficiently use all key functionalities of the platform. The notable exceptions to this are the extensions required to make custom reports and creating subtask in table view.</p><p><br></p><p>Airtables key processes are easy to find and do not require many clicks to reach. Some more complex processes like customizing the UI itself can be more hidden.</p>
4

Ease of Use

4/10

<p>Compared to other project management tools, we find Jira complex to navigate. The interface is packed with features and options, which can make it overwhelming and unintuitive—especially for new users. The learning curve is steep, and it can take weeks for team members to get fully comfortable.</p><p>For example, even for simple projects, there are multiple configuration pages to manage: settings for the entire project, specific project views, built-in fields, custom fields—you name it. It’s powerful, but all these layers can quickly become confusing.</p>
6

Ease of Use

6/10

<p>For those new to Notion, its blank canvas, endless customization options, and sheer number of templates can feel a bit overwhelming at first. Setting up a project management system from scratch might take a few days to figure out—but once you get past that initial learning curve, Notion becomes incredibly intuitive and user-friendly.</p><p>Creating new projects, documents, and tasks is lightning-fast, and there are quick keyboard shortcuts for almost everything, from adding new blocks to navigating between pages. Once you’re up to speed, Notion feels like second nature.</p>
Look and feel
6

Look and feel

6/10

<p>Nice touches of colour and and well-structured UI make ProofHub visually acceptable The home page in particular organised all salient information into an easy-to-read and attractive set of widgets, though it lacks that touch of elegance offered by more modern competitors. </p><p><br></p><p>Loading times are fast ~1 second.</p>
6

Look and feel

6/10

<p>Although not visually stunning, Paymo's interface is uncluttered and functional. However, we have noticed that Paymo's pages load slowly at times (3+ seconds).</p>
6

Look and feel

6/10

<p>ClickUp has a well structured UI architecture and is visually acceptable.</p><p>Loading times are fast at roughly 1 second per page.</p>
8

Look and feel

8/10

<p>Airtable has a more customizable UI than most. You can alter colour and some layout features vai their interface designer. However, inevitably, UIs will not differ so much from one user to the next. They could all still have more sleep designs and more colour.</p><p><br></p><p>Loading times are fast (1 second per page).</p>
5

Look and feel

5/10

<p>While Jira has made strides in design and usability with recent updates, it still feels a bit dated compared to more modern Project Management tools like Linear. Customizing the UI is pretty limited, so you’re mostly stuck with the default look and feel.</p><p>Our main gripe, though, is page load times. At 2–3+ seconds per page, things can feel sluggish—and this gets gets compounded as your projects and teams grow. It's a frustration that can niggle you every day.</p>
7

Look and feel

7/10

<p>Out of the box - Notion has a clean, modern, uncluttered interface. But you have the power to completely customise the look and feel of Notion to make it look visually stunning.</p><p>The main drawback is that Notion suffers from slow load times, especially as your workspace grows. Pages can take 3–4 seconds to load, especially if you have a lot of data and files stored&nbsp;in Notion.&nbsp;It’s something to keep in mind if you plan on using Notion as your all-in-one company operating system, or as your usage scales.</p>
Customisability
8

Customisability

8/10

<p>Custom reports, dashboards, widgets on the homepage and fields are the best features here. Custom reports allow you to collect data on based on any custom fields you have assigned to projects and tasks and display such information using bar charts.</p><p>Cosmetically, you can use white-labelling to make your workspace consistent with your branding and aesthetic. Custom domain names are also available.</p><p><br></p><p>There is no customisable automation is available.</p>
3

Customisability

3/10

<p>While Paymo allows for some customisation e.g. switching between project views, applying filters to customise project views - its focus on client projects limits further customisability. Every project must be structured around clients and time budget. Also, you're unable to add any custom fields or tags, or create custom reports.</p>
9

Customisability

9/10

<p>ClickUp is impressively—sometimes overwhelmingly—customizable.</p><p>You’ve got 15 task views to choose from (like board, list, map, and more), the ability to create custom tasks, and access to hundreds of templates tailored to specific teams and tasks. When it comes to workflow automation, ClickUp takes it up a notch. With branching and conditional logic, you can automate almost anything, from internal actions to exporting key data to tools like GitHub, HubSpot, and beyond.</p>
8

Customisability

8/10

<p>Airtable has strong customizability. Automations integrate with third parties and offer a decent selection of action/ trigger functions, as well as, conditional logic. Highly customizable forms also allow for conditional logic, many answer types and cosmetic customizations like banners, logos and colours. Out-of-the-box reporting extensions also allow for customizable reports.</p>
10

Customisability

10/10

<p>We find Jira to be impressively, and overwhelmingly, customisable.</p><p>You can customise almost anything you can think of - custom task types, workflows, specialized screens, validation rules, and more. For ultimate flexibility, there’s even Jira’s own query language (JQL), which lets you search and filter issues with incredible precision.</p>
9

Customisability

9/10

<p>Notion gives you endless customization options to shape it exactly how you want.</p><p>You can mix and match blocks—pages, databases, calendars, and project views—and even connect them with third-party tools to create a setup that fits your workflow, system, or use case perfectly. You’re in control of everything: how tasks and projects are organized, the structure of your internal docs and wikis, the platform’s overall look and feel, and even the layout of individual pages.</p><p>That said, Notion isn’t without its limits. It falls short on advanced reporting features and can’t handle workflows that require complex automation, like branching or conditional logic.</p>
Ease of Setup
7

Ease of Setup

7/10

<p>Offers a self-serve free trial and allows purchase without needing to talk to sales. Getting started and setting up a few tasks and subtasks should take 20-30 minutes, but it lacks a rich library of templates. Full setup should take less than a day.</p>
6

Ease of Setup

6/10

<p>Offers a self-serve free trial and allows purchase without needing to talk to sales. Getting started and setting up a few tasks and subtasks should take 20-30 minutes, but it lacks a rich library of templates. Full setup should take less than a day.</p>
7

Ease of Setup

7/10

<p>ClickUp makes it easy to dive right in with a self-serve free trial and the option to buy without ever talking to sales—no awkward calls, just action. You can get started and set up a few tasks and subtasks in just 20-30 minutes, thanks to its extensive library of templates. That said, a full setup might take a few days, especially if you’re customizing it to suit your team’s unique needs.</p>
8

Ease of Setup

8/10

<p>Offers a self-serve free trial and allows purchase without needing to talk to sales. Getting started and setting up a few tasks and subtasks should take 20-30 minutes, because it has a very rich library of templates. Full setup should take less than a day.</p>
4

Ease of Setup

4/10

<p>Jira offers a self-serve free trial and lets you purchase without dealing with sales. Getting started and setting up a few tasks or subtasks takes about 30–40 minutes, which can feel a bit more confusing compared to other tools. That said, its rich library of templates helps streamline the process.</p><p>Be prepared, though—a full setup will likely take at least a few days, especially if you’re customizing it for more complex workflows.</p>
7

Ease of Setup

7/10

<p>Notion offers a self-serve free trial and lets you purchase without needing to talk to sales. Getting started and setting up a few tasks and subtasks should take 20-30 minutes, helped by very extensive library of templates. A full setup shouldn’t take more than a day or two, even for more complex use cases.</p>
Customer Support
6

Customer Support

6/10

<p>ProofHub push their self-serve materials, albeit they are of strong depth and quality - with videos and articles covering almost all queries you could have. However, no personalised in-app chat is available. You must click through their self-serve materials until you arrive at a 'questions and queries section' where you can complete a form and receive an email response. Responses usually take less than 12 hours and are usually helpful.</p>
9

Customer Support

9/10

<p>Paymo offers in-app live chat with their C-suite members. The Paymo team almost always responds within minutes, and helpful and patient. You can also tell that the team is open and responsive to customer feedback. You can also easily access Paymo's help centre within the live chat widget, which is a plus.</p>
8

Customer Support

8/10

<p>ClickUp offers in-app live chat with both an AI assistant and, if needed, a human agent to help sort out any issues. Response times are quick—usually under an hour.</p><p>On top of that, ClickUp has an impressive collection of self-serve resources that cover just about every functionality and how to use them. They also host webinars and have a solid selection of YouTube videos to help you learn best practices and make the most of the platform.</p>
7

Customer Support

7/10

<p>An in-app chatbot is useful for filtering through self-serve material, but if you want to talk to a real human you need to do this via email (not that forms can be submitted via email) and agents will reply within 48 hours - but usually in less than 12 hours.</p><p><br></p><p>Airtable's self-serve materials are excellent. Articles, videos and seminars all have excellent depth and quality. These can all be access in app.</p>
4

Customer Support

4/10

<p>We find that Jira's support leaves a lot to be desired. Atlassian (the maker of Jira) nudge users toward self-service options like documentation and community forums, which can be frustrating when you need quick, direct help. Even when you reach out for support, the experience can be hit-or-miss—especially if you’re a smaller customer without a premium support plan.</p>
5

Customer Support

5/10

<p>Notion's support team can only be contacted via email, and this option is very hidden away on their site. From our experience, responses take about a full business day—not the fastest—but the agents are friendly and genuinely helpful. On the bright side, Notion’s help center is top-notch, with detailed, high-quality documentation that can often solve your questions without needing to wait for support.</p>
Integratability
5

Integratability

5/10

<p>ProofHub is let down by its lack of integrations with only 14 available and some useful software -like Zapier, Zendesk, Notion and Jira - missing. That being said basic integrations like Quickbooks, email and Slack work well.</p><p><br></p><p>To mitigate this, however, ProofHub offers an API for custom integrations.</p>
3

Integratability

3/10

<p>Paymo only has 14 pre-built integrations. While this list includes Google Calendar, Zapier and Slack, it's missing a lot of common integrations with tools from categories like customer support, sales, analytics etc. However, it does offer an API for custom integrations.</p>
9

Integratability

9/10

<p>ClickUp offers three levels of integrations to keep your workflows connected and seamless.</p><p>First, there are native integrations, including essentials like Slack, email, SSO, and GitHub.</p><p>Second, automatic imports make it easy to bring in data from tools like Monday.com and Jira.</p><p>Finally, there’s a range of other integrations, covering everything from Grammarly and Salesforce to Evernote.</p><p>A nice feature worth knowing about here is connected search in Slack, OneDrive, and SharePoint. Search through all of them simultaneously!</p>
8

Integratability

8/10

<p>Airtable only offers 36 native integrations which pails in comparison to other project management software - like Clickup or Asana. However, most of the big names are covered - like Jira, Github, Slack etc. Some integrations also include automations - e,g. sending messages in slack or creating a weekly digest in google documents.</p><p><br></p><p>Airtable also offer an API allowing users to build integrations where necessary.</p>
9

Integratability

9/10

<p>Jira, powered by Atlassian, has a thriving app marketplace with thousands of plugins. If there’s a feature you need that Jira doesn’t offer natively, chances are there’s a third-party app for it. Plus, Jira provides an API, giving you the flexibility to build custom integrations when needed.</p>
6

Integratability

6/10

<p>Notion offers 110 integrations with a decent range of third-party tools, covering areas like automation, analytics, and collaboration. However, it’s missing some key integrations in commonly needed categories—there’s no native support for customer support tools, calendars, or email platforms.</p><p>That said, Notion does provide an API, so you can build custom integrations if you have specific needs.</p>
Ease of Migration
8

Ease of Migration

8/10

<p>All self-serve and custom reports are available to export to CSV or PDF file with one click.</p>
4

Ease of Migration

4/10

<p>It seems like you're only able to export invoices and your list of projects + clients via self-serve. There doesn't seem to be any easy way to export your tasks &amp; task content. However, this may be doable via Paymo's API.</p>
8

Ease of Migration

8/10

<p>ClickUp makes it easy to export your data with self-serve options for Excel or CSV files. From a list or table view, you can export task data and customize details like whether to include subtasks, choose your preferred date format, and even show “time in status” (how long a task has spent in progress).</p><p>You can also export dashboard cards—those handy visuals that report on your team’s metrics and data. These can be exported in multiple formats, including PDF, PNG, JPEG, SVG, and CSV, giving you flexibility depending on how you want to use them.</p>
8

Ease of Migration

8/10

<p>Exports of key and custom data and reports are available self-serve via a CSV file.</p>
5

Ease of Migration

5/10

<p>Migrating away from Jira can be a bit of a headache. Exporting data isn’t exactly seamless, and you’ll likely need to spend time cleaning and reformatting it before it’s usable in another tool. Custom fields, workflows, and issue types often don’t have direct equivalents elsewhere, which can lead to data loss or tricky mapping processes. It’s definitely something to plan for if you’re considering switching.</p>
8

Ease of Migration

8/10

<p>Notion makes exporting easy with a self-serve option—there’s an export button on every page, so you can quickly grab what you need. For more advanced needs, you can also export data using their API.</p>

Paymo: ProofHub alternative for managing client billing and resource allocation

Paymo product logo
Paymo

Stackfix Rating:

5.9 / 10

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Starting at

$0

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Updated onMar 14, 2025
Paymo manages client billing and resource allocation more effectively than ProofHub through its time tracking and workload management capabilities. ProofHub offers basic time tracking and no workload visualization, while Paymo provides comprehensive time tracking with automatic desktop tracking and Pomodoro timers. Paymo’s ‘Finance’ tab displays billing metrics like billed versus estimated time and internal costs, and its built-in payment system enables direct client payments through invoices. For resource allocation, Paymo’s team scheduling module offers visibility into team member workload across projects, allowing managers to identify overbooking and redistribute work effectively.

Want to know more? See a detailed comparison of ProofHub vs. Paymo.

Pros

  • Comprehensive Client Billing System

  • Strong Team Workload Management

  • Excellent Customer Support

  • Effective Portfolio Management

  • Exceptional Time Tracking Capabilities

Cons

  • Poor Task Management Functionality

  • Weak Customization Options

  • Limited Integration Capabilities

  • Limited Reporting Capabilities

  • Poor Data Export Options

Compare all Project Management toolsRead the full review

ClickUp: ProofHub alternative for automating repetitive workflow tasks

ClickUp product logo
ClickUp

Stackfix Rating:

7.3 / 10

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Updated onMar 14, 2025
ClickUp’s powerful automation capabilities make it a stronger choice than ProofHub for streamlining repetitive workflow tasks. ProofHub lacks automation features, while ClickUp offers extensive workflow automation with conditional logic that can trigger actions based on task status changes, due dates, priorities, and more. The platform’s intuitive ‘if-then’ automation builder allows teams to easily set up automated task assignments, status updates, notifications, and integrations with tools like GitHub and HubSpot. This automation functionality helps eliminate manual work and keeps projects moving efficiently.

Want to know more? See a detailed comparison of ProofHub vs. ClickUp.

Pros

  • Robust collaboration and communication features

  • Powerful workflow automation capabilities

  • Comprehensive project visualization options

  • Advanced reporting and dashboard functionality

  • Robust task management and prioritization

  • Rich functionality at low cost

Cons

  • Customisability can be overwhelming

  • Unintuitive Interface Elements

  • Basic Visual Design

Compare all Project Management toolsRead the full review

Airtable: ProofHub alternative for managing complex data-driven projects

Airtable product logo
Airtable

Stackfix Rating:

7.3 / 10

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Updated onMar 14, 2025
Airtable stands out for managing complex, data-driven projects through its robust data organization capabilities, extensive workflow automation, and comprehensive project linking features. While ProofHub offers basic project management functionality, Airtable’s database-centric approach enables deeper data relationships, more sophisticated reporting, and better integration with data-heavy workflows. Its ability to connect tasks to company OKRs, create custom fields with 25+ data types, and automate complex workflows with conditional logic makes it effective for data-intensive project management. Additionally, Airtable integrates with tools like Zapier, Github, and Jira, allowing for seamless data flow between systems. The platform’s customizable views and powerful filtering options also make it easier to analyze and visualize complex project data, offering greater insights than ProofHub’s reporting features.

Want to know more? See a detailed comparison of ProofHub vs. Airtable.

Pros

  • Exceptional Project Portfolio Management

  • Powerful Workflow Automation

  • Highly Customizable

  • Strong Integration Capabilities

Cons

  • Cumbersome Subtask Management

  • No Internal Documentation Capabilities

  • Absence of Time Tracking

  • No Task Creation from Forms

Compare all Project Management toolsRead the full review

Jira: ProofHub alternative for managing complex software development projects

Jira product logo
Jira

Stackfix Rating:

6.2 / 10

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$0

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Updated onMar 14, 2025
Software development teams will find Jira’s specialized capabilities make it an optimal choice for managing complex projects. Jira’s powerful customization options, robust automation features, and deep software development integrations enable teams to handle sophisticated workflows with precision. While ProofHub offers basic project management features, Jira provides advanced capabilities like customizable issue types, validation rules, and development-specific views that are essential for complex software projects. Additionally, Jira’s extensive marketplace of integrations, particularly with development tools like GitHub, allows teams to create seamless workflows across their entire development stack.

Want to know more? See a detailed comparison of ProofHub vs. Jira.

Pros

  • Extremely Configurable

  • Transformative Project Templates

  • Extremely Sophisticated Task Management

  • Powerful Workflow Automation

  • Extensive Integration Ecosystem

Cons

  • Complex to Navigate

  • Dated User Interface

  • Subpar Customer Support

Compare all Project Management toolsRead the full review

Notion: ProofHub alternative for handling extensive documentation and knowledge management

Notion product logo
Notion

Stackfix Rating:

6.6 / 10

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Updated onMar 14, 2025
Notion stands out as a powerful choice for documentation and knowledge management through its seamless integration of documents with project workflows and customization capabilities. While ProofHub’s notes feature offers basic document creation with tables and links, Notion elevates the experience with AI-powered writing assistance, synced blocks across pages, and deep integration with third-party tools like Miro and Figma. The platform's flexible structure allows teams to organize documentation within tasks, across project pages, or in dedicated knowledge hubs, while maintaining easy cross-linking between all content. Additionally, Notion’s extensive template library and intuitive keyboard shortcuts make it efficient to create and manage comprehensive documentation systems, despite its complexity.

Want to know more? See a detailed comparison of ProofHub vs. Notion.

Pros

  • Powerful abstractions and relationships between project items

  • Blank canvas to build your own system

  • Flexible task management

  • Best-in-class document management

Cons

  • Lacks Some Traditional Project Management Features

  • Slow Page Loads with Large Databases

  • Poor Customer Support

  • Severely Limited Analytics & Reporting

Compare all Project Management toolsRead the full review

How we test products

With so many Project Management tools on the market, we focus on identifying the best options for small and midsize businesses. Our evaluation process reflects real-world usage, prioritizing functionality, ease of use, and overall value. Here’s how we do it:

Functionality

Project Management software should help teams stay organized, track progress, and collaborate efficiently. We start by identifying key use cases—task management, workflow automation, resource allocation, reporting, and team collaboration—then test how well each platform supports these needs. Tools that provide essential features without unnecessary complexity score highest.

User Experience & Onboarding

A great Project Management tool should be easy to adopt and navigate. We test each platform’s interface by accessing core features without prior training and track onboarding time—from account setup to managing the first project. Platforms that require extensive setup or technical expertise lose points.

Collaboration & Workflow Automation

Effective project management requires seamless collaboration. We evaluate built-in communication tools, task dependencies, automation workflows, and team notifications. Platforms that reduce manual effort and improve team efficiency score highest.

Integrations & Compatibility

Project Management software must integrate smoothly with other business tools, such as CRMs, file storage solutions, and communication platforms. We test how well each product connects with essential business systems and assess whether native integrations or third-party connectors are required.

Pricing & Value

We compare pricing across competitors, analyzing what each plan includes and whether critical features are locked behind paywalls. Hidden costs—such as per-user fees, premium automation features, or required enterprise plans—are factored into our assessment. Platforms that offer strong core functionality at a fair price score highest.

Stackfix’s Fit Score

All of these factors contribute to Stackfix’s Fit Score, a proprietary ranking system that measures how well each Project Management tool aligns with a buyer’s needs. It combines two key elements:

  • Requirements Met – How many buyer requirements the software fulfills
  • Stackfix Rating – Our expert assessment of the software’s overall quality, usability, and value

The result? A clear, data-driven recommendation that helps businesses choose the right Project Management software—without hours of trial and error.

FAQs

What is a Project Management tool?

A project management tool is a software application that helps teams plan, organize, and track their work. It’s a centralised hub where everyone can collaborate, manage tasks, and keep projects moving smoothly. The key features of a Project Management tool usually include:

  • Task Management: Create, assign, and track tasks to ensure everyone knows what needs to be done and by when. This helps keep projects on schedule and ensures accountability.
  • Project Planning: Use calendars, timelines, or Gantt charts to map out milestones and deadlines. Visual planning helps organize tasks and spot potential delays early.

What should I consider when buying Project Management software?

Choosing the right Project Management software can make or break your team’s productivity and collaboration—so it’s essential to find one that fits your workflow, integrates with your existing tools, and aligns with your budget. Here are the key factors to consider before making your decision.

  1. Your requirements. It's important to first define what you need the project management tool to accomplish. Consider the types of projects you want to track – whether you need to manage all projects across the company, including departments like HR and sales, or focus on specific types of projects. This decision will directly influence the features and level of customization you require.
  2. Ease of use. Look for an interface that your team will actually like and use. A cluttered or overly complex interface can overwhelm less experienced teams, meaning all those fancy features go to waste. That’s why Stackfix gives every project management tool an ‘Ease of Use’ rating, so you can quickly see which ones are intuitive and user-friendly. Click into each product above to find the right fit for your team.
  3. Workflows and integrations.Take stock of your current workflows and the tools you use. You may want to connect the project management tool with your existing tools such as Google Calendar for time blocking, customer support platforms, design and engineering tools, and Slack for updates
  4. Cost. Many project management tools offer seductive free plans, but it's essential to check if the free plan includes the features you need. Additionally, consider how pricing scales as your team grows to avoid unexpected expenses down the line. Factor in setup costs and feature limitations to ensure the tool remains cost-effective as your usage increases.
  5. Customer support. This is one of those things you don’t think about—until you really need it. If something goes wrong during setup or day-to-day use, will the vendor be there to help? Look at response times, availability (24/7 or just business hours?), and self-serve resources like help centers or community forums. To make this easier, Stackfix rates every project management tool on customer support. Click into each product above to see how they stack up.


What are the common mistakes to avoid when buying Project Management software?

Avoiding common pitfalls when choosing Project Management software can save you time, money, and workflow frustrations. Here are some of the biggest mistakes startups make—and how to avoid them.

  1. Falling into the “all-in-one” trap: A lot of project management tools boast about being all-in-one solutions, but this often means they can be bloated and clunky. Depending on your specific needs, a more streamlined and focused tool might allow your team to move faster and use only the features that truly matter for your projects.
  2. Buying based on vendor popularity: The project management space is flooded with big names dominating through big marketing budgets (looking at you, ClickUp and Monday.com) While these popular tools are generally solid choices, ensure they’re the best fit for your use case, and has the features that you need.
  3. Over-optimizing for scalability: Sounds counterintuitive, right? But trying to pick a tool that can handle every possible future need can actually make things more complicated. Most* project management tools offer solid migration options and integrations, making it easy to switch if your needs change. Plus, unlike sales systems where migrating all client data is crucial, you usually don’t need to transfer every completed task or project. Instead of choosing a PM with a massive feature list you might never use, go for one that fits your current growth stage. A streamlined solution with the features you need now keeps things simple and efficient, and you can always upgrade as your team and projects expand.

How much does Project Management Software typically cost?

Several providers (like Asana, ClickUp, Notion, and Jira) offer free plans with core functionality, though these typically restrict user limits, advanced views, and automation capabilities.

For enterprise plans and above, you can expect to speak to sales for a bespoke price. These custom quotes typically factor in integration requirements, security needs, and advanced reporting capabilities. To skip the demo calls, be sure to check out our pricing calculator.

Compare other Project Management Tools

View our comparisons of other Project Management

AT

Asana vs Trello

ST

Smartsheet vs Teamwork

MW

Monday.com vs Wrike

PG

ProofHub vs GanttPRO