ProWorkflow vs
Notion
The project-focused, time-tracking, client-ready alternative to Notion
Looking for an alternative to Notion that goes beyond note-taking and databases? ProWorkflow offers complete project management, time tracking, and collaboration tools built for delivering client work.
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Try a free trial
No credit card, no fees
Integrations that work with your existing tools
- Accounting: Xero, QuickBooks Online, FreshBooks, MYOB Essentials, MYOB AccountRight, KashFlow
- Cloud Storage: Google Drive, Dropbox, Box, OneDrive, SharePoint
- Productivity: Open API (use tools like Zapier to connect with your favourite apps)
Trusted by thousands of productive teams
From digital agencies to construction firms and consultants, ProWorkflow supports teams worldwide with full visibility, accountability, and tools that actually manage the work — not just document it.
★ 4.6/5 Capterra
★ 4.5/5 G2
★ Trusted by thousands of teams across 100+ industries
PROJECTS DELIVERED
TASKS COMPLETED
HOURS TRACKED
REVENUE INVOICED
Why people look for alternatives to Notion
- No native time tracking, no built-in project reporting or budgeting tools.
- Disconnected task tracking with very basic task management options.
- Limited automation for workflows.
- No built-in quoting or invoicing.
- Difficult for clients or external teams to collaborate.
- Teams rely on templates or workarounds to make it feel like a project tool.
Why people look for alternatives
to Notion
Notion is a flexible tool, but many teams quickly find it too open-ended or difficult to structure for actual project management and team collaboration.
Common pain points include:
Limitations As A Project Tool
Limited project management capabilities
Teams rely on templates or workarounds to make it feel like a project tool.
Lacking Resource Scope
Limited resource management
Disconnected task tracking with very basic task management options.
Communication Challenges
Basic collaboration tools
Difficult for clients or external teams to collaborate.
Flow Blockers
No built-in invoicing and quoting
No built-in quoting or invoicing.
Scalability Issues
Reporting lacks depth for large teams
No native time tracking, no built-in project reporting or budgeting tools.
System Bottleneck
Few automation and workflow options
Why teams choose ProWorkflow
over Notion
Purpose-built for project management
Ready-Out-of-the-Box
Native time tracking and job costing
Built-In Time Tools
Clear task views & drag-and-drop Gantt charts
Visual Workflow Planning
Built-in collaboration & client access
Seamless Team Collaboration
Reports that don’t require workarounds
Instant, Actionable Insights
Worried about switching tools?
Don’t be — we’ve got your back
Many teams use Notion as a starting point but soon hit its limits.
Switching from Notion is easier than you think. We offer full onboarding support, migration assistance, and even templates to recreate your workflows quickly.
How does ProWorkflow compare to Notion?
| ProWorkflow | Harvest | Asana | Jira | Mavenlink | Monday.com | Wrike | SimPro | SmartSheet | Teamwork | WorkFlowMax | ProCore | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Pricing (Standard)/user/month | $20 | $12 | $18.39 AUD | $7.50 | n/a | $12 | $9.80 | n/a | $10 | $12.50 | $30 | n/a |
| Pricing (Premium)/user/month | $30 | n/a | $41.49 AUD | $14.50 | n/a | $80 | $24.80 | n/a | $38 | $22.50 | $80 | n/a |
| Accounting |  |  | | | | | | | |
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| Client/Contractor Access | | only | Client only | | Client only | |||||||
| Collaboration | | | | | | | |
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| Custom Permissions | | | | | | |||||||
| Custom Reports | | | | | | | | |||||
| Demo/Training Implementation | | |||||||||||
| Document Management | | | | | | | | | | |
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| Free training | | | Fundamentals only | |||||||||
| Gantt Chart | | | | | | | ||||||
| In-app help/Support | | | | | | | | |
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| Messaging within app | | | | | Add-on | | | | ||||
| Mobile App | | | | | | | | | | |||
| Modern UI | | | | | | | | |
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| Multiple Project Views | | | | | | | | |||||
| On Screen Tips | | | | | | | | |
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| Quotes | | | | | |
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| Invoicing | | | | | | | | |
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| Templates | | | | | Limited | |||||||
| Time Tracking | | | Additional | Manual | | Manual | | | ||||
| Workflow Builder | | | | | |
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| Open API | | | n/a | | | | | | | |
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| SSO | | | | | | | | | ||||
| 2FA | | | | | | | ||||||
| CRM | |
No credit card, no fees
Take a closer look at how ProWorkflow has helped many great companies
Case Studies
Ara delivers projects 20% faster without a lose in quality.
Case study
Learn how ProWorkflow was a game-changer for Ara since implementation in 2017
The time required to log hours dropped 300% from 10-15 minutes to just a 2-second check
Case study
Learn how Great Plains eliminated the constant emailing back-n-forth of spreadsheets
DBJ Furniture saw a 50% increase in their project capacity.
Case study
Learn how ProWorkflow became winning-software for managing the busy DBJ portfolio
Clear financial reporting
Communication, resource planning, project management, reporting, invoicing and time tracking… one amazing solution!
Case study
See how Stage Marketing turned inefficiencies into profitability by measuring labour costs
The team’s capacity to comfortably handle more projects increased 25 -30% per month
Case study
Reduced stress and operation efficiency underpinned Pace Creative's shift to ProWorkflow. Learn for yourself.
Over a decade in partnership
Reduced overheads have meant more resources towards innovation and growth.
Case study
With over a decade in a working partnership, Brevity has seen improvements in all business areas
The increase in operational efficiency was critical in growing our business
Case study
Managing the client has become easy with clear project collaboration and people resource tracking and reporting
Frequently Asked Questions
What’s the main difference between ProWorkflow and Notion?
Can I migrate my Notion tasks into ProWorkflow?
Does ProWorkflow support the same level of customization as Notion?
How long will onboarding take?
Most teams are fully up and running within a few days. We offer guided onboarding, training, and resources to help every step of the way.
