Best Online Proofing Software 2026

What is Online Proofing Software?

Online proofing software allows users to upload various file types and provide feedback on them by marking up the content assets. Some online proofing tools may only allow users to upload specific file types, such as PDF, JPEG, or PNG. Others offer more

This type of software is commonly used by marketing teams, designers, content or creative teams, and freelancers working in the creative industry. The primary use case for this type of software is to provide feedback on and approve content assets and marketing collateral before they are published.

Project management tools like Wrike and Asana also often include a set of online proofing capabilities. Larger project management or project portfolio management software may not be the right choice for smaller teams, or teams looking for a stand-alone online proofing software tool.

Creative collaboration software offers the same features as online proofing software, plus advanced capabilities around automation, workflows, and compliance. It also typically supports a wider range of file types.

Online Proofing Software Features

Some smaller online proofing tools may only provide users with the ability to mark up specific file types, but most online proofing software has the following features:

• Uploading multiple different file types (e.g., PDFs, documents, images)
• Markup tools (e.g. highlighting, shapes, pixel measurements, etc.)
• Commenting and annotations on files
• Version management and control
• Side-by-side version comparison
• Folder system or file taxonomy tagging
• File sharing
• Real-time collaborative commenting on files
• Approval templates
• Project templates
• File storage
• Mobile applications
• Integrations with third-party software

Online Proofing Software Comparison

Before deciding to purchase online proofing software, consider the following key points:

Online proofing vs. creative collaboration: There’s a big difference between creative collaboration tools that are designed for larger teams and smaller online proofing products that typically focus on serving the needs of small teams and freelancers. Simpler online proofing tools may not allow users to upload as many file types, may not have real-time collaboration features, and typically do not offer workflow automation capabilities. They generally also do not offer as many (or any) integrations with other popular project management or creative software like the Adobe Creative suite of products. Deciding what level of tool you and your team need before purchasing is a critical first step.

Stand-alone tool vs. PM suite: Another thing to keep in mind while shopping for online proofing software is that both online proofing tools and project management software have these capabilities. The important question is, are you looking for a stand-alone online proofing tool or a larger project management suite that includes these capabilities? A larger project management platform will be more expensive than a tool that only does online proofing. This may be an added benefit for some businesses and overkill for others.

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Pricing Information

Pricing for online proofing point solutions can vary depending on the amount of storage required, the number of users, and the number of advanced features included. Most vendors offer a free trial of their product, which typically lasts for 14 days. Some offer limited free plans as well. Different plans may charge either per month per user, or simply per month and allow a set number of users. Billing is typically monthly or annual.

Starter plans can range from $4 per user per month up to $90 per month for a set number of users. Mid-tier plans can cost between $20 per user per month up to $200 per month for a set number of users. Some vendors offer enterprise-level plans with custom pricing.

Larger project management software suites are typically more expensive than point solutions like online proofing tools. See the project management software page for a more comprehensive breakdown of pricing.