Agiled vs ProofHub: Complete Comparison (2026)

Agiled and ProofHub both serve teams that need project management and collaboration — but they solve different problems. ProofHub is a flat-rate project management and team collaboration tool with built-in proofing for creative review. Agiled is a complete business management platform with CRM, proposals, invoicing, project management, HR, and AI in one system.

ProofHub is "the one place for all your projects, teams, and communications." The platform includes project management with Table, Board (Kanban), Gantt, and Calendar views, built-in proofing with markup tools for design and document review, discussions, group chat, notes, time tracking, forms, custom fields, and reporting. The pricing model is the standout: flat-rate with unlimited users. The Essential plan costs $45/month for up to 40 projects. The Ultimate Control plan costs $89/month for unlimited projects. No per-user fees. Trusted by Boeing, Netflix, Google, NASA, and Nike. ProofHub holds a 4.6/5 on Capterra.

Agiled covers the full business lifecycle — CRM with pipeline management, proposals, contracts, invoicing, project management with Kanban and Gantt, time tracking, scheduling, client portals, HR, payroll, expense tracking, and AI agents. The free plan covers 1 user with unlimited contacts and projects. Paid plans start at $30/month for 3 users.

Quick comparison (TLDR)

ProofHub excels at two things: flat-rate pricing and creative proofing. The unlimited-users model is genuinely compelling — whether you have 10 or 200 team members, you pay the same $45-89/month. For large teams, this creates massive savings over per-seat tools. The proofing and review feature lets teams annotate designs, documents, and images directly — a differentiator for creative agencies and marketing teams managing approval workflows. Built-in discussions, chat, and announcements consolidate team communication.

But ProofHub is strictly a project management and collaboration tool. There is no CRM — no contact management, lead tracking, or sales pipeline. No invoicing — you cannot bill clients from ProofHub. No proposals or contracts. No client portal. No HR, payroll, or expense tracking. No AI features. The project management, while competent, lacks advanced features like resource capacity planning and financial project tracking. Limited integrations (Slack, Box, Dropbox, Google Calendar, and a handful more) restrict connectivity to other tools. The Essential plan caps at 40 projects and 15 GB storage.

Agiled includes CRM, proposals, contracts, invoicing, Gantt charts with dependencies, time tracking, scheduling, client portal, HR, payroll, and expense tracking at $30-120/month. No proofing or markup tools. The project management does not include built-in team chat or discussions. But the total business coverage eliminates the 4-5 additional tools a ProofHub team needs.

The bottom line: ProofHub is the right choice for large teams (20+ people) that need affordable PM with creative proofing and team communication — and already have separate CRM, invoicing, and HR tools. Agiled is the right choice for service businesses that need the complete client lifecycle in one platform.

Key differences at a glance

• Pricing model: ProofHub charges flat rates ($45-89/month, unlimited users). Agiled charges per tier ($30-120/month for 3-unlimited users).
• Proofing: ProofHub includes design/document markup and review. Agiled does not.
• CRM: Agiled includes full pipeline CRM. ProofHub has no CRM.
• Invoicing: Agiled includes invoicing with payment processing. ProofHub has none.
• Proposals/contracts: Agiled includes both with AI and e-signatures. ProofHub has neither.
• Client portal: Agiled includes a branded portal. ProofHub has guest access only.
• HR/payroll: Agiled includes HR, attendance, leave, payroll. ProofHub has none.
• Team chat: ProofHub includes group chat, discussions, and announcements. Agiled does not include team chat.
• AI features: Agiled includes AI agents for proposals and emails. ProofHub has no AI.
• Brand customization: ProofHub Ultimate Control includes custom branding. Agiled includes branded portal.

Project management

ProofHub

Comprehensive PM with multiple views. ProofHub offers four project views: Table view for data-oriented task management, Board view (Kanban) for visual workflows, Gantt charts for timeline planning with dependencies, and Calendar view for scheduling. Tasks support subtasks, custom fields, assignees, start and due dates, attachments, and task history. Project templates speed setup. Milestones track key deliverables. Dependencies link related tasks. Workflows (Ultimate Control) create custom task statuses and process stages.

Forms standardize work requests. Approvals create formal review processes. Labels categorize tasks. The daily agenda provides a personal task planning view. "Me view" and "My tasks" give individuals a personal workspace.

Reporting includes project reports, resource reports, workload reports, and custom reports (Ultimate Control). Activity logs track all changes.

• Table, Board, Gantt, Calendar views
• Custom fields, dependencies, milestones
• Workflows and custom statuses (Ultimate Control)
• Forms for work intake
• Approvals and labels
• Resource and workload reports
• 40 projects (Essential) or unlimited (Ultimate Control)

Agiled

PM integrated with business operations. Agiled includes Kanban boards, Gantt charts with dependencies, milestones, list views, and calendar views. Tasks support subtasks, checklists, time tracking, file attachments, and custom fields. Workflow automation triggers actions on task events.

Business integration: CRM deals convert to projects, proposals auto-create projects, time tracked flows into invoices, expenses link to budgets.

• Kanban, Gantt, list, calendar views
• Dependencies, milestones, subtasks
• Workflow automation
• CRM deal-to-project conversion
• Time-to-invoice flow
• Unlimited projects on all plans

Verdict

Comparable core PM features. ProofHub adds Table view, forms, and workload reports. Agiled adds business integration (CRM, invoicing, proposals). For pure PM, ProofHub is slightly more feature-rich — the Table view suits data-heavy teams, and forms streamline work intake. Agiled's advantage is connectivity: deals become projects, proposals create projects, and time flows into invoices without manual handoffs. Service businesses that bill by the hour or project benefit from Agiled's integrated flow; creative teams focused on delivery and review benefit from ProofHub's PM depth.

Proofing and creative review

ProofHub

Built-in markup and review tools. This is ProofHub's signature feature. Teams upload designs, documents, PDFs, and images, then annotate them directly with markup tools — drawing, highlighting, commenting on specific areas. Reviewers provide feedback on the exact element that needs attention. Approval workflows track who has signed off and what needs revision.

For creative agencies, marketing teams, and design studios, this eliminates the email-attachment-feedback loop. Instead of "the logo in the top-left needs to be bigger" in an email, reviewers mark the exact element and leave contextual comments.

Agiled

No proofing tools. Agiled does not include design markup, visual annotation, or creative review features. File attachments exist on tasks, but there is no structured review and approval process for creative assets.

Verdict

ProofHub wins for creative teams. The proofing feature is a genuine differentiator that few PM tools match.

Proofing workflow in detail

ProofHub's proofing supports multiple file types: images (PNG, JPG, GIF), PDFs, and design files. Reviewers can draw shapes, add arrows, highlight regions, and leave threaded comments tied to specific coordinates. Approval workflows track who has reviewed and who has approved — reducing the "did you get my feedback?" back-and-forth. Version history keeps previous iterations accessible. For teams that previously used email attachments, shared drives, or standalone tools like Frame.io or GoProof, ProofHub consolidates proofing into the same tool as task management — a meaningful efficiency gain for creative agencies and marketing teams managing 50+ review cycles per month.

Communication and collaboration

ProofHub

Replaces Slack for many teams. ProofHub includes discussions (threaded, topic-based conversations per project), group chat (real-time messaging), 1-on-1 chat (direct messaging), announcements (company-wide or project-specific broadcasts), and notes (shared documentation). This communication suite genuinely replaces Slack ($7.25/user/month) for many teams. Discussions can be scoped to projects, so design feedback stays with the design project and client comms stay with the client project — reducing context switching. Notes support rich formatting and can serve as lightweight wikis for project documentation.

Agiled

Task-level communication and client portal. Comments on tasks and projects, file attachments, and client portal messaging. No team chat, discussions, or announcements. Teams using Agiled typically rely on Slack, Microsoft Teams, or email for internal communication — Agiled focuses on client-facing and project-specific communication.

Verdict

ProofHub wins on team communication. The discussions, chat, and announcements create a complete internal communication hub. For teams that want to consolidate tools, ProofHub can replace both a PM tool and a chat tool. Agiled teams need a separate chat solution but gain client portal messaging and proposal/contract workflows that ProofHub does not offer.

CRM, invoicing, proposals, and contracts

ProofHub

None of these. ProofHub does not include CRM, invoicing, proposals, contracts, or any client billing functionality. Teams using ProofHub need separate tools for every stage of the client relationship — from lead capture to contract signing to billing.

Agiled

Complete client lifecycle. Full pipeline CRM, proposals with AI drafting and interactive pricing, contracts with e-signatures, invoicing with multi-currency and recurring billing, time-to-invoice conversion, and expense-to-invoice linking. Signed proposals auto-create projects.

Verdict

Agiled wins by default. ProofHub does not address client management, sales, or billing.

Time tracking and reporting

ProofHub

Time tracking on all plans. ProofHub includes manual time entry and timers. Time logs attach to tasks. Time reports show where hours are spent across projects and team members. Workload reports visualize team capacity. Resource reports track utilization.

Since ProofHub has no invoicing, tracked time does not convert to bills. The data is internal-only — useful for project estimation and team management, but not for client billing.

Agiled

Time tracking connected to invoicing. Time tracked at the task level converts directly to invoice line items. Billable rates per user or project are standard. Time data feeds project budgets.

Verdict

ProofHub has better time reporting (resource and workload reports). Agiled has more valuable time tracking for service businesses (automatic invoicing from tracked hours).

HR, expenses, scheduling, and client portal

ProofHub

None of these. No HR, expense tracking, appointment scheduling, or client portal.

Agiled

All included. HR with employee management and payroll, expense tracking, scheduling with booking pages, and a branded client portal.

Verdict

Agiled wins on operational breadth.

AI features

ProofHub

No AI. ProofHub does not include any AI capabilities.

Agiled

AI agents for business content. Proposal drafting, email writing, report generation.

Verdict

Agiled wins. AI is increasingly essential for competitive service businesses. Proposal drafting, email generation, and report assistance reduce manual work for client-facing teams. ProofHub has no AI roadmap visible — teams that want AI-assisted workflows will need to look elsewhere or use external AI tools alongside ProofHub.

Pricing comparison

Feature	Agiled	ProofHub
Free plan	1 user, CRM, projects	14-day trial only
Entry plan	$30/month (3 users)	$45/month (unlimited users, 40 projects)
Full features	$120/month (unlimited users)	$89/month (unlimited users, unlimited projects)
50-person team	$120/month	$89/month
CRM	All paid plans	Not available
Invoicing	All paid plans	Not available
Proposals/contracts	All paid plans	Not available
Client portal	All paid plans	Not available
HR/payroll	Included	Not available
Proofing	Not available	Included
Team chat	Not included	Included
Brand customization	Branded portal	Ultimate Control ($89)

Where ProofHub's pricing shines

For teams of 20+ people that only need PM and collaboration, ProofHub's flat pricing is unbeatable. A 50-person team pays $89/month total — $1.78/person. No other major PM tool comes close at that scale. Compare: Asana at 50 users costs roughly $1,000+/month; Monday.com similarly scales with seats. ProofHub's model removes per-user pricing entirely — add contractors, interns, or seasonal staff without budget impact. The trade-off is that ProofHub does not grow with your business needs (CRM, invoicing, HR); it stays focused on PM and proofing. Teams that outgrow PM-only needs must add supplementary tools, which quickly erode the flat-rate savings. The 50-person team paying $89/month for PM may save $900+ versus per-seat tools — but adding CRM, invoicing, and HR can cost $1,500+/month, negating the benefit. Evaluate total stack cost, not PM cost alone.

Total cost for a 10-person service agency

ProofHub stack	Monthly cost
ProofHub Ultimate Control	$89/month
CRM (Pipedrive)	$490/month
Invoicing (FreshBooks)	$30/month
Proposals (Proposify)	$49/month
HR (BambooHR)	~$150/month
Total	~$808/month

Agiled stack	Monthly cost
Agiled Pro (10 users)	$60/month
Total	$60/month

ProofHub is cheap for PM. The supplementary tools for CRM, invoicing, proposals, and HR make the total cost 13x higher than Agiled.

User reviews and ratings

Platform	Agiled	ProofHub
G2	4.7/5	4.5/5
Capterra	4.7/5	4.6/5

Common ProofHub complaints

Limited integrations. ProofHub connects to Slack, Box, Dropbox, Google Calendar, and a few others — a narrow set that limits connectivity to CRM, invoicing, and HR tools. Users frequently request Zapier, QuickBooks, and CRM integrations that are not available. Workarounds involve manual CSV exports or third-party middleware.

Limited feature range. While competent for basic PM, ProofHub lacks budgeting tools, advanced customization, resource capacity planning, and financial project tracking. Teams managing fixed-price projects cannot track budget vs. actual within ProofHub. The reporting, while useful for workload and time, does not extend to project profitability or margin analysis.

Small user community. With relatively few reviews on major platforms compared to competitors, the community and ecosystem around ProofHub is smaller. Finding tutorials, templates, or community support is harder than with tools like Asana or Monday. The knowledge base is adequate but not extensive.

No custom roles. ProofHub does not support granular role-based permissions — you cannot restrict certain users to specific projects or limit access to sensitive data. All team members with access see the same project data. Agencies with contractors or clients who need limited visibility must use workarounds or accept full access.

Mobile app limitations. Users report that the ProofHub mobile app is functional for basic task viewing and updates but lacks feature parity with the web app — proofing markup, Gantt editing, and advanced reporting are limited or unavailable on mobile. Field teams and reviewers who need to approve designs on the go may find the mobile experience frustrating.

Essential plan constraints. The $45/month Essential plan caps at 40 projects and 15 GB storage. Teams that outgrow this hit a hard limit — upgrading to Ultimate Control ($89) doubles the cost. Some users feel the jump between tiers is steep for the additional features (unlimited projects, workflows, custom statuses).

Detailed project management comparison

Task and workflow handling

Capability	ProofHub	Agiled
Table view	Yes — data-oriented task lists	No — list view only
Board (Kanban)	Yes	Yes
Gantt charts	Yes, with dependencies	Yes, with dependencies
Calendar view	Yes	Yes
Custom task statuses	Yes (Ultimate Control)	Yes
Forms for work intake	Yes	No
Approval workflows	Yes	Via workflow automation
Resource reports	Yes — workload visualization	No dedicated resource reports
Project templates	Yes	Yes
Project limits	40 (Essential) / unlimited (Ultimate)	Unlimited on all plans

ProofHub's Table view suits teams that prefer spreadsheet-style task management. The forms feature lets you create intake forms for requests — useful for creative teams receiving briefs from stakeholders. Agiled's strength is the automatic flow from CRM deals and proposals into projects, eliminating manual project creation.

Financial project tracking

Neither platform offers full financial project tracking (budget vs. actual, margin by project). ProofHub's time reports show where hours go but do not connect to invoicing. Agiled connects time to invoices and expenses to projects, giving service businesses a clearer picture of project profitability.

Security and compliance

ProofHub

ProofHub uses industry-standard encryption (SSL/TLS) for data in transit. Data is stored on secure servers. ProofHub does not publish a formal SOC 2 or ISO 27001 certification. The platform offers two-factor authentication (2FA) for account security. Admin controls let you manage user access and project visibility. Data residency options are not clearly documented — businesses with strict data sovereignty requirements should confirm where ProofHub stores data.

Agiled

Agiled provides standard SaaS security — encryption in transit and at rest, secure authentication. Agiled does not currently publish SOC 2 or ISO certifications. Both platforms are suitable for typical SMB use; enterprises with strict compliance requirements should evaluate certification status before adoption.

Verdict

Neither platform targets regulated industries with extensive compliance documentation. For most service businesses, both provide adequate security. ProofHub's 2FA and admin controls match typical PM tool expectations.

Integration ecosystem

ProofHub

ProofHub's integration set is narrow. Supported integrations include:

• Slack — notifications and activity sync
• Google Calendar — two-way calendar sync
• Box — file storage
• Dropbox — file storage
• OneDrive — file storage
• iCal — calendar feed
• Freshbooks — time export (one-way)

There is no native Zapier or Make (Integromat) integration. No CRM integrations (Salesforce, HubSpot, Pipedrive). No invoicing integrations beyond Freshbooks time export. No HR or payroll integrations. Teams using ProofHub typically rely on manual data transfer or custom API work for CRM, invoicing, and HR connectivity.

Agiled

Agiled offers integrations across CRM, invoicing, calendar, and communication tools. The platform connects to payment gateways, calendar providers, and common business apps. Agiled's all-in-one approach reduces integration dependency — CRM, invoicing, and PM live in one system.

Verdict

ProofHub's limited integration ecosystem is a significant constraint for teams that need to connect PM to CRM, invoicing, or HR. Agiled's integrated stack reduces the need for third-party connections.

Onboarding and learning curve

ProofHub

ProofHub's interface is relatively straightforward — the four-view structure (Table, Board, Gantt, Calendar) is familiar to PM tool users. New users can create projects and tasks within minutes. The proofing workflow has a slight learning curve for reviewers unfamiliar with markup tools. Discussions and chat work like standard messaging. Documentation and in-app guidance are adequate. The main complexity is understanding the difference between Essential and Ultimate Control features — workflows, custom statuses, and unlimited projects require the higher tier.

Agiled

Agiled's breadth creates more initial learning — CRM, proposals, invoicing, projects, HR. Each module has its own concepts. The benefit is that once learned, users work in one system. Agiled provides onboarding flows and contextual help. Teams migrating from separate tools (CRM + PM + invoicing) often find Agiled simpler long-term because they no longer switch between applications.

Verdict

ProofHub is faster to learn for PM-only use. Agiled requires more upfront investment but pays off for teams that need the full business stack.

The hidden cost: 50-person team analysis

ProofHub's flat-rate pricing is compelling at scale. A 50-person team pays $89/month for unlimited projects — $1.78 per person. No other major PM tool matches that. But most 50-person service businesses need more than PM.

Need	ProofHub approach	Monthly cost
Project management	ProofHub Ultimate Control	$89
CRM	Pipedrive Professional (50 users)	~$1,225
Invoicing	FreshBooks or similar	$30–80
Proposals	Proposify or PandaDoc	$49–79
Contracts	DocuSign or HelloSign	$25–40
HR/payroll	BambooHR + payroll	$200–400
Team chat	Included in ProofHub	$0
Proofing	Included in ProofHub	$0
Total	~$1,648–1,968/month

Need	Agiled approach	Monthly cost
Everything	Agiled Pro (unlimited users)	$120
Total	$120/month

ProofHub saves money on PM and chat for large teams — but the supplementary stack costs 14–16x more than Agiled. The break-even depends on whether you already have and will keep separate CRM, invoicing, and HR tools. If you need those capabilities, Agiled's total cost is dramatically lower.

When ProofHub's flat rate makes sense

ProofHub's pricing shines when: (1) you have 20+ team members, (2) you need PM and proofing only, (3) you already use and will keep separate CRM and invoicing tools (e.g., enterprise Salesforce + NetSuite), and (4) your primary pain point is project delivery and creative review — not sales, billing, or HR. In that scenario, $89/month for unlimited users is a genuine bargain. Most service agencies, however, need CRM and invoicing — and that shifts the math toward Agiled.

Who should choose ProofHub

• Large creative teams (20+ people) that need flat-rate PM with proofing and markup
• Marketing agencies that manage design review and approval workflows
• Teams that want to replace Slack with built-in discussions and chat
• Budget-conscious large teams where $89/month for unlimited users creates significant savings
• Companies already using separate CRM and invoicing that need a focused PM tool

Who should choose Agiled

• Service businesses that need CRM, proposals, contracts, invoicing, and PM in one platform
• Agencies that bill clients and need time tracking connected to invoicing
• Freelancers and small teams that want a free plan with CRM and unlimited projects
• Teams with employees that need HR, attendance, leave, and payroll
• Client-facing businesses that need a branded portal and proposal workflows
• Teams that want AI for proposal drafting and email generation

FAQ

Is ProofHub cheaper than Agiled?

For large teams doing PM only, yes. ProofHub at $89/month for unlimited users is cheaper than any per-seat PM tool at scale. But ProofHub does not include CRM, invoicing, proposals, or HR — adding those tools typically costs $500-800+/month, making the total stack far more expensive than Agiled.

Does ProofHub have a CRM?

No. ProofHub has no contact management, deal pipeline, or sales features. Agiled includes full pipeline CRM on all paid plans.

Does ProofHub have invoicing?

No. ProofHub has no invoicing, billing, or payment processing. Tracked time cannot be converted to client invoices.

Does ProofHub have a free plan?

No. ProofHub offers a 14-day free trial. The cheapest plan is $45/month. Agiled offers a permanent free plan for 1 user.

Which is better for creative agencies?

ProofHub's proofing and markup tools are built for creative review workflows. Agiled's proposals, contracts, and invoicing are built for the business side of agency work. Ideally, creative agencies need both — but if choosing one platform, Agiled covers more of the business.

Does ProofHub have AI features?

No. ProofHub does not include any AI capabilities. Agiled includes AI agents for proposal drafting, email writing, and report generation.

Does ProofHub offer brand customization?

Yes. The Ultimate Control plan ($89/month) includes custom branding — you can add your logo, colors, and domain to the ProofHub interface. The Essential plan ($45/month) does not include brand customization. Agiled includes branded client portal customization on paid plans.

How does ProofHub's mobile app compare?

ProofHub offers iOS and Android apps for task management, discussions, and basic proofing. Users report that the mobile experience is adequate for checking tasks and replying to comments but lacks full feature parity — Gantt editing, advanced proofing markup, and detailed reporting are limited or web-only. Agiled provides mobile-responsive web access; native apps vary by platform.

Does ProofHub support custom roles and permissions?

No. ProofHub does not offer granular role-based access control. You can add or remove users from projects and set basic admin roles, but you cannot create custom roles (e.g., "viewer only," "editor for specific projects") or restrict access to sensitive data. All project members with access see the same information.