Creative teams have high standards to maintain at all times. To help them produce the best work and ensure everyone is on the same page, they must use the best online proofing tools. That’s where this article comes in. 

Online proofing tools are web-based solutions that provide a collaborative platform for creative, marketing, and publishing projects to be edited, uploaded, shared, and reviewed. Online proofing software is usually available with a wide range of features. However, all of these tools share the ability to permit simultaneous collaborations on creative designs and publishing projects..

Using a good online proofing tool can help your creative team manage projects, and ensures they are error-free and meet their deadlines. What’s more, because online proofing tools are web-based, they allow your collaborators to access your projects easily, at any time of the day, and from any part of the world.

Online proofing means your team can make real-time changes where necessary and can then submit their edits as a file, through the online proofing platform. This saves them from having to send project pieces, separately, over a (possibly unreliable) file sharing service.

1. Hive

Proofing and Approvals

Hive makes it easy for creative teams to manage every aspect of their project in one single dashboard — including proofing. While Hive is a leading project management software, it also supports proofing and approvals right within the same platform. This feature is great for creative teams and agencies who work on collaborative projects and need to get designs proofed and approved as one of the steps within the project. 

When you turn on the proofing and approval app in Hive, your team can attach a file to be reviewed and set up an approval round with both internal or external collaborators. From there, users can add annotations and comments to the file, and then mark the task as completed or request further changes. When you use Hive, you can combine your project management tool with your proofing tool — no need to switch back and forth between windows ever again. 

2. Filestage

filestage proofing tool

Filestage is an extremely easy-to-use online proofing software that allows agencies and marketing teams of all company sizes to easily share, review and approve their work.

On the centralized platform colleagues and clients can comment, annotate and discuss content for ad campaigns, video production, landing page design, or any other project. As soon as everyone is happy with the content, they can approve the file with just one click. 

Furthermore Filestage offers its users more great features like task automation, inbuilt versioning and customizable workflows. This makes Filestage one of the best proofing tools out there and a great fit for marketing teams and creative agencies. If you want to check out the tool for yourself, you can easily start a free trial

3. SodaPDF Online

soda pdf

Soda PDF is a fully-featured PDF software solution that helps you manage documents with ease. Whether you’re looking to edit, create, convert, merge, split, secure or even E-Sign PDF documents, Soda PDF’s easy-to-use tools will help you accomplish these tasks faster than ever.

Soda PDF Online is accessible from any device with a web browser. Plus, Soda PDF allows you to connect to your SharePoint, Box or Dropbox account to easily upload, open and modify any document to your specific needs.

You can use Soda PDF’s Comment feature to pencil draw directly on your document, add sticker notes, highlight, strikethrough or whiteout text, or even insert or customize business stamps to be added directly within your document. Furthermore, Soda PDF provides you and your team with a simple way of viewing document revisions by using their Compare tool, which allows you to open and view two document versions at once.

If you’re looking for a simple and easy-to-use document management tool to increase productivity and streamline workflows, be sure to use Soda PDF’s proofing tools for all your document requirements. Best of all, when you create your FREE Soda PDF account, you’ll get access to their entire suite of PDF tools & services with a 7-day trial.

4. GoVisually


GoVisually is another online proofing software designed for creative and marketing teams. Design agencies that need a faster workflow review, and designers who need a more accessible, yet effective way to get clients’ feedback, use GoVisually for online proofing.

Design and marketing teams can use GoVisually to communicate and work better, and to speed up production. Creative teams can easily invite reviewers and other team members to join the process, so they can track versions, highlight errors, include corrections, review projects, and make immediate updates, collaboratively.

GoVisually has affordable plans and a free trial, with the smallest plan priced at $20 per month. It is suitable for enterprise companies and freelancers.

5. GoProof


GoProof is a user-friendly tool that allows all creative media collaboration to be brought into one central hub, so that members of a project don’t have to use a whole lot of different systems before getting project approval.

An interesting feature of the GoProof software is its ability to integrate with Adobe Creative Cloud. This allows team members to send proofs, get feedback, upload and edit files, send JPG, PDFs, and many more, all inside of the Adobe app.

GoProof software is available as web-based, cloud, Saas, and for Android and Apple users. It gives users a free trial period, before a monthly or annual payment is then deducted.

6. Approval.Studioapproval studioApproval Studio helps you get effective approval for any design. It comes with four comparison modes, and includes a difference finder that will help you track changes in each new version, thereby avoiding critical mistakes.

The software has a seven-language version that allows each project member to select their preferred language, thereby mitigating any language barriers and uniting clients and teams worldwide.

Approval Studio also lets you look at the layout and design, from different perspectives , easily. Other key features include; unlimited projects and reviewers, real-time chat, third party integrations, and many more.

7. Aproove


Another online proofing tool is Aproove. It’s a cloud platform that’s designed to manage the entire project’s approval and collaboration process efficiently. It is able to meet the most challenging requirements of visual professionals and other users.

The software’s project-centralized dashboard means you’ll never miss a deadline, as you can track your progress on each project easily, and get early warning indicators of late project submissions.

The software enables video proofing with real-time collaboration. Each account is secured by a two-factor authentication(2FA), as a security layer.

8. Markup Hero

Markup Hero

Markup Hero helps professionals and teams capture ideas and communicate clearly with their daily-use screenshot and annotation tools. Snap screenshots with their free desktop app or Chrome extension and upload images or PDF’s from their web interface. Then add annotations like arrows, boxes, text, highlights, callouts, and much more. 

Markup Hero is great for a ton of use cases; from user feedback and customer service to marketing review, sales communication, and product QA. Just about every remote worker should have a screenshot and annotation tool in their toolbox. Markup Hero is a great option because it’s lightning-fast, works on Mac, Windows, Linux, Chromebook, and desktop or mobile web. Plus, it works with many of your daily productivity apps like Slack and has some slick integrations like Google Drive which enables you to annotate Google Docs, Sheets, and Slides directly from Drive with one click.

Markup Hero is only $5/month and you can try it out for free.

9. Workfront

Designed for streamlined workflows and faster outcomes, the new Workfront experience creates a more modern and intuitive work canvas for people.

Workfront is a project management platform that connects creative and marketing teams and individuals, to achieve success. The tool supports diligent planning, streamlined processes, and reporting on a real-time basis, to get the best out of the work environment. It is good for enhancing collaboration, work automation, and speeding up workflows, as it eliminates the communication barrier and makes the most out of talent and time.

Workfront is ideal for teams with requirements for project management, digital collaborations, and resource management,such as those in marketing, product development, professional services, and other agencies. The tool is available in eight languages, including traditional and simplified Chinese. Users of this powerful tool can choose between four plans, for various workgroup configurations.

10. Pastel


With Pastel, it is easy to invite your clients and team members to leave comments directly on your live websites. Simply input a website URL, to share a link and to invite anyone to comment on it.

All comments are pinned to a specific element and are recorded to help you resolve all project issues faster and more effectively. With Pastel, your website’s changes are constantly updated, to keep everyone in the loop.

Collaborate effectively with designers and developers to transform designs into picture-perfect websites and receive actionable feedback from customers to get faster project approval.

11. ReviewStudio

review studio

ReviewStudio is an online proofing tool designed for marketing teams, production and creative studios, and ad agencies, to make the review and approval process easier.

Whether you are proofing a PDF or a video, or annotating an HTML, ReviewStudio is the easiest way to follow up on feedback, tasks, revisions, and approvals. Using ReviewStudio means your projects are completed on time.

For individual accounts, the tool is priced at $15 per month; it’s $56 per month for single teams, $124 per month for multiple teams and agencies pay $240 a month.

12. WebProof


WebProof is an online tool that makes it easy for graphics companies, designer agencies, newspapers, and translators to collaborate, and review projects. It allows for seamless communication between collaborators.

With WebProof, teams can remove any obstacles from their workflow; thereby reducing costs and completing projects faster. Users have full control over the proofing process and can integrate InDesign and FileMaker workflows.

Are you having any difficulty with the tool? You can get help from a live representative, who is always online to assist with any questions you might have .

13. LookAt


Here’s another powerful proofing tool that lets you collaborate on any video or other file, in real-time. LookAt makes it easy to compare versions: each version is shown in a split-screen, which makes managing them easier, as the latest version of a project, and previous ones, are well organized and easily accessible as needed.

The tool can also be integrated with other editing tools, such as Adobe Premiere, Adobe After Effects, and others, while you view the comments. Users can also share and review a video privately, so each team only sees what its members are allowed to see.

14. Indy

indy files

Indy is a user-friendly platform for managing your freelance projects. Bring all your workflows into one place with Indy’s tools, which allow you to create proposals, contracts, and invoices in minutes with automatic tools. And now with its latest proofing tool, Files, you can upload your work, receive feedback and comments, and get approval with the click of a button.

In addition to proofing, Indy makes managing projects easier because you can use the Forms tool to automate client info requests, the Time Tracking tool to manage hourly billing, and the Tasks tool to connect tasks to Projects and get work done.

This article provides an overview of how each of the tools, mentioned above, works. Don’t forget that it’s also essential to train your employees to use new software, under your brand guidelines, to ensure you get the best results.

This is a guest post originally written by Muriel Skusa. Muriel loves to create any kind of content and is a big fan of graphics that are visually catching and provide value to the reader.