Top 10 Proofing tools for 2025 [Features, pros, cons, pricing]

Introduction

Proofing tools help teams review and improve their content efficiently. They can help you streamline the review and approval process, quickly identify the mistakes, and annotate the changes, resulting in increased productivity and a reduction in errors. As everything is online now, a good proofing tool makes it easy to give feedback, work together, and cut down on revisions, saving everyone’s time.

In this article, we will explore the best image-proofing tools, know their features, benefits, pricing, and understand how these tools can help your business.

10 Best online image Proofing tools in 2025

1. ProofHub

ProofHub is a feature-rich project management and team collaboration software that also offers a comprehensive suite of online proofing tools for designers and creative teams.

The ProofHub’s proofing software offers your team, client, and stakeholder a centralized place to review and approve files without delayed feedback. It helps speed up the review and feedback process since users can annotate designs and documents using the markup tools.

Let us take a look at what you and your team can do with ProofHub’s online proofing tool.

• Collaborate on and review designs and documents in real-time from any location, on any device, by simply mentioning names of team members and adding comments.
• Users can annotate files with markup tools, and add clear and actionable feedback for specific regions.
• Threaded comments allow collaborators to reply to particular suggestions and feedback.
• You can share the proofing link of files with team members and external users who are not part of the team for easy and quick access and collaboration.
• Once changes are made as per suggestions or feedback is given on a particular design or document, you can mark them as resolved.
• Approve files with a single click once the reviewer has checked and resolved all changes made to files in real-time.
• Users can upload new versions of files and compare them with previous versions to review changes.

Now you know that ProofHub’s online proofing tool helps you and the team collaborate on documents and files in real-time. Let’s take a look at some more powerful features offered by this project management and team collaboration tool.

ProofHub features

Here are some of the features you will find inside ProofHub:

• Task management: Say goodbye to confusion and vagueness over job responsibilities with ProofHub’s inbuilt task management feature. You can create, allocate, and track tasks from a single location while ensuring a clear distribution of job responsibilities among team members.
• Group chat: No need to waste time with emails or time-consuming video calls for exchanging quick information. Use Group chat to communicate with your team members. You can attach tasks and add emojis, and GIFs to make your conversation more descriptive and expressive.
• Forms: No more cluttered inboxes and missing out on work requirements. Use ProofHub Forms to easily manage your requests for support queries, tickets, product requests, or any work requests.
• Table view: The Table view in ProofHub offers users an easy-to-understand view of all their to-do tasks in a list form. Users can assign tasks, share essential details, and see which tasks are more important than others. Sorting and Grouping of tasks let users arrange work the way they like.
• Scheduling calendar: Make sure you never miss important tasks, events, and milestones with ProofHub’s scheduling calendar. Save time with automatic reminders for recurring tasks and have multiple views of your calendar. Users have the flexibility to merge their ProofHub calendar with the ones they already use.
• Time tracking: Utilize time efficiently as ProofHub’s time tracking tool lets you bring all your time data in one place. Add timesheets, set time estimates for tasks, and record time spent on tasks manually or by using timers to get a clear picture of where your team’s time is going.
• File management: Don’t let cluttered files and documents consume your precious time and energy. Use ProofHub’s file management tool to upload, organize, and collaborate on them with your team members smartly and efficiently.

Pros

• Review, approve, and share in-context feedback on designs
• Collaborate and share files in JPEG, PNG, PDF, and other formats
• In-line comments to share feedback with team and project clients
• Instant notifications to provide quick feedback and approval on files
• Create and share multiple versions of the same file with a specific team member
• Annotate, highlight, add comments, and share feedback to files with markup tools

Cons

• More suited for teams instead of individual users
• The notification system can be a bit more intuitive
• In-built video calling is not available

Ease of use

ProofHub is a project management and team collaboration tool designed to cater to the needs of every individual. From a freelancer to a large-scale business. It offers an easy learning curve, even for those without experience working on such a tool.

ProofHub offers task management, time management, communication, collaboration, and reporting features to ease the timely completion and delivery of all tasks. The project management tool comes with a bevy of online proofing tools to help designers and other creative teams annotate, edit, and review designs and documents in real-time. ProofHub also has a responsive 24×7 customer support team that is ready to help anyone learn about the tool and its features.

Pricing

ProofHub offers two plans:

• The Essential plan costs you $45 per month for unlimited users when billed annually.
• The Ultimate control plan costs you $89 per month for unlimited users when billed annually.

Capterra/G2 Ratings

• Capterra: 4.6/5
• G2: 4.6/5

2. Markup Hero

Markup Hero is a free screenshot and annotation tool to help teams and individuals improve productivity and communication. It lets you capture ideas and share the same with others through its screenshots and annotation tools.

It is amongst the best time-saving proofing tools through which teams can easily access their markups and annotations from any device and make changes on the go. Markup Hero works flawlessly on Mac, Windows, Linux, Chromebook, desktop, and mobile web.

Features

• Upload images and PDF
• Screenshots
• Capture full website
• Shareable links
• Full history and Editing
• Privacy settings
• Create collections

Pros

• Low-cost collaboration tool for creative teams
• Integrates with Google Drive & Slack
• Option to import PDFs for annotation
• Easy to take screenshots and share
• Easy to capture screenshots for tutorials and internal documentation
• Option to edit/re-edit saved screenshots

Cons

• No Firefox add-on
• Difficult to capture screen regions
• Missing scrolling capture feature
• Writing alignment needs improvement
• The process of linking multiple screenshots stored in Markup Hero is cumbersome

Ease of use

Markup Hero makes it super-easy to capture screenshots, and images, and share them with others. It is one of those rare image proofing software for designers that not only capture and mark screenshots. Markup Hero also lets you keep all markups organized according to titles, collections, history, and custom privacy.

Pricing

• Markup Hero offers a free plan for individuals with basic features
• The Pro plan costs $4 per user/month

Capterra/G2 Ratings

• Capterra: 4.7/5
• G2: 4.5/5

3. GoProof

GoProof is amongst the most effective creative online image-proofing software that centralizes daily workflow for improving the review and approval process. Also, GoProof offers a centralized space to organize all product information, so that user doesn’t lose track of their creative goals. The tool lets users post comments, edit, and collaborate on a single platform to brainstorm ideas.

GoProof is an efficient client-proofing software and collaboration tool for businesses, which also integrates flawlessly with the Adobe Creative Cloud. GoProof lets users review, make changes, get feedback, and approve designs and files using the Adobe app.

Features

• Website proofing
• Unlimited collaborators
• Mobile proofing
• Automated proofing workflows
• Manager workflow
• Insights Reporting
• Video reviewing
• Adobe creative cloud

Pros

• Eases copy edits and comments on design elements
• Best tool for collaboration and gathering feedback on designs
• Makes it easy for teams to share updates/proof of a design
• Improves internal and external reviewing of creative content
• Android & iOS mobile application for collaboration on-the-go
• Easy integration with Adobe Creative Cloud products

Cons

• Laggy mobile interface
• Complicated process for requests for changes in file/document/image
• No option to upload a new file version and bypass the need for comments and change requests

Ease of use

GoProof helps users make their daily workflow more efficient. For example, designers can edit faster and better. At the same time, project managers gain a level of autonomy and control over the feedback and approvals process. Add to that, GoProof receives daily updates to offer better features and fix bugs.

Pricing

• The Connect plan costs $129 /month for two users when paid yearly
• The Pro plan costs $259 /month for five users when paid yearly
• The Enterprise plan is available by contacting the sales

Capterra/G2 Ratings

• Capterra: 4.3/5
• G2: 4.3/5

4. GoVisually

GoVisually is one of the leading online proofing tools and software for designers’ creative teams. It helps them receive quick and effective feedback for designs, PDFs, and video content from clients, team members, and reviewers. GoVisually offers features like precise comments, unlimited reviewers, real-time progress tracking, and client approval.

There are many advanced features like commenting and annotating on images, PDFs, and videos, real-time updates, and reminders to help creative teams speed up production and communicate better. Together these make GoVisually the best digital proofing software for designers, video creators, creative agencies, and marketing teams.

Features

• Online design and video collaboration
• Share with unlimited reviewers
• Upload and annotate various file types
• Automated client reminders
• Mobile optimized
• Standard Slack integration

Pros

• Easy sign-up process
• Allows download of original design file
• Offers video reviewing with exact timestamps
• Private comments for internal team communication
• Password protection for projects with support for over 1000 PDFs
• Option to add new projects, remove old ones, and request revisions

Cons

• Lack of customization options
• No option to archive old projects
• Email notification needs improvement
• No option to set up sub-groups or projects within projects

Ease of use

GoVisually is one of the amazing online image-proofing apps for creative teams and their clients. The tool gets regular updates from the engineering team to make it better and adapt quickly to the changing needs of its customers. Its customer service department has a reputation for providing excellent answers to any questions.

Pricing

• The Lite plan costs $16 per user/month when billed annually
• The Pro plan costs $33 per user/month when billed annually
• The Premium plan is available by contacting the sales

Capterra/G2 ratings

• Capterra – 4.6/5
• G2 – 4.4/5

5. Approval Studio

Approval Studio is amongst the best image-proofing software that helps you optimize workflow and gather feedback effectively. You can upload files, discuss them in real-time without signup, and keep a history of all changes, versions, and activities.

It is a client-oriented image-proofing software that offers 4 comparison modes to monitor changes in every new version, which removes the risk of making critical mistakes. Approval Studio offers an interface in 7 languages. It also has a mobile version that lets you proof files on the go.

Features

• Annotations
• External reviews
• Various file formats
• Barcode scanner
• Spell checker
• On-screen ruler
• Online review sessions

Pros

• Easy-to-use interface
• Efficient proofing app to proof visuals faster and more efficiently
• Multiple markup tools and 4 compare modes to capture the smallest details
• Multi-lingual support within the app and project reports easing communication with international clients
• The review tool has a comment section to help teams hold discussions on the spot
• Annotations of different designs are convenient

Cons

• Does not integrate with Trello
• Video proofing in the Beta stage
• Clunky annotation tool

Ease of use

With a multi-language user interface as well as Slack and Zapier integration, Approval Studio is an effective tool for the approval of any kind of design. Approval Studio is the perfect tool for efficient design management, version comparison, progress tracking, and a host of other design approval features.

Pricing

• The Lite plan costs $45 /month when billed annually (for 5 users)
• The Pro plan costs $135 /month when billed annually (for 5 users)
• The Pro XL plan costs $255 /month when billed annually (for 15 users)

Capterra/G2 ratings

• Capterra – 4.8/5
• G2 – 4.8/5

6. Ziflow

Ziflow is a robust online proofing app designed to streamline the creative review and approval process. It ends the problem of scattered feedback by bringing designers, project managers, and key stakeholders together on an easy-to-share proof with advanced commenting features.

Automated workflows make sure different reviewers see assets at the right time and projects are approved quickly. Additionally, its large integration network allows you to work natively with your favorite creative tools, project management, and cloud storage apps. Creative teams within brands and agencies around the world use Ziflow to automate every step of their creative workflow, eliminating the manual work and allowing them to focus on creating exceptional creative.

Features

• Creative review and approval
• Batch review – Combine all media types into a single proof for campaigns
• Support for 1200+ file types
• 5TB file size support for optimal video and design file (AI, PSD, INDD, HTML5) proofing
• Highly customizable workflows
• Unlimited number of reviewers and approvers both inside and outside your organization

Pros

• Flexible plans to fit companies of any size
• Consistent feature releases and updates to innovate the proofing process
• Automated workflows end tedious, repetitive administrative work
• Supports live websites, HTML5, videos, static images, PDFs, Adobe, and almost any file type imaginable
• The support team can help customize the platform and workflows to match your processes

Cons

• Larger proofs can have long load times
• Email notifications can be overwhelming
• Advanced workflows can be difficult to set up without the help

Ease of use

Ziflow’s intuitive dashboard, intake forms, and customizable email notifications make sure all types of users can easily access the proofs and features relevant to them. Both individual freelancers and international brands use Ziflow to meet their unique processes. A 24/7 live customer support chat is available.

Pricing

• Free to get started with up to 2 users
• The Standard plan costs $199 /month/ billed annually (For 15 users)
• The Pro plan costs $329 /month/ billed annually (For 20 users)
• The Enterprise plan is available through a quote

Capterra/G2 Ratings

• Capterra: 4.8/5
• G2: 4.5/5

7. Filestage

Filestage is a collaboration and online proofing tool that helps you streamline your review and approval processes for various digital assets such as images, videos, documents, and designs. It offers a centralized platform for team collaboration, document feedback, and approval workflow management.

Filestage offers customizable review processes that can be set up according to the needs of your business. You can create custom workflows, set due dates, and automate reminders, ensuring that the review process stays on track and that feedback from multiple stakeholders is efficiently managed.

Features

• Team members can leave comments, annotations, and feedback directly on the files, enabling seamless collaboration.
• Tracks file versions, making comparing changes and approving the final version easy.
• Create custom review and approval workflows to fit your business needs.
• Provides insights into the review process, such as feedback trends and approval timelines, to help optimize workflows.

Pros

• Intuitive and user-friendly interface
• Real-time collaboration and feedback collection
• Centralized file management and version control
• Customizable workflows to fit your business needs
• Integrations with popular tools for seamless work
• Analytics and reporting to optimize processes

Cons

• Pricing may be higher compared to some other proofing tools
• Limited mobile functionality (no mobile app for Android)

Ease of use

Filestage is an intuitive and easy-to-use interface that makes it simple for teams to share, review, and approve digital assets. The features, such as real-time collaboration, version control, and customizable workflows help streamline the proofing process and reduce the back-and-forth document exchange.

Pricing

• Free to get started with limited features
• The Basic plan costs $109 /month for 10 active projects (unlimited team members)
• The Professional plan costs $299 /month for 25 active projects (unlimited team members)

Capterra/G2 Ratings

• Capterra: 4.7/5
• G2: 4.6/5

8. PageProof

PageProof is used to review and approve various types of content, including documents, images, videos, and web pages. Marketing and creative teams can gather feedback and approvals, enhance productivity, and maximize workflow efficiency.

It offers an efficient solution for marketing and creative stakeholders to review content by annotation features. It enables viewing any asset by providing support for documents, pictures, videos, and web files so that all assets can be reviewed in one place.

Features

• It allows reviewers to mark up proofs with comments, highlights, and drawings.
• It stores all versions of one proof in one place, which helps monitor changes to the proof over time.
• Customizable workflows automatically route proofs to stakeholders based on set sequences or approval chains.
• Multiple users can review and comment, which speeds up the review process.

Pros

• Customizable workflows to automate review processes
• Real-time collaboration for faster decision
• Comprehensive annotation tools for precise feedback
• Version control for easy tracking of changes
• Advanced security features

Pros

• Limited offline access, as PageProof is cloud-based
• Pricing may be high for smaller teams or freelancers
• Limited customization options for branding the interface

Ease of use

PageProof is a user-friendly tool with an intuitive interface, so even users who are not technical can use it to collaborate. Because of the drag-and-drop feature and simple design make uploading, reviewing, and managing proofs seamless.

Pricing

• The Team plan costs $249 /month
• The Team Plus plan costs $399 /month 
• The Enterprise plan is available through a quote

Capterra/G2 Ratings

• Capterra: 4.8/5
• G2: 4.9/5

9. Zipboard

ZipBoard is used to mark up documents, websites, and videos. You can easily manage projects, documents and review them seamlessly. Designers, marketers, and developers use ZipBoard when they are required to collect digital feedback on websites, documents, videos, and various other digital assets.

With ZipBoard, teams can manage the review process through a simple interface. Users can also annotate and comment directly on specific areas of the content where changes are required. It supports real-time collaboration so that multiple team members can provide input simultaneously. Users can track changes across different versions and ensure all feedback is addressed.

Features

• Visual feedback and annotation directly on content.
• Real-time collaboration for simultaneous reviews and comments.
• Version control to track changes and feedback.
• Easy-to-use interface with a simple design.

Pros

• It lets users give feedback directly on the project, making it simple to understand the issues.
• Screenshots and annotations help clearly show bugs and design problems
• Team members can discuss feedback and updates in one place
• Works with websites, PDFs, images, and videos
• The platform is straightforward and doesn’t need much training to use

Cons

• The free version has restrictions, so you may need to upgrade for full features.
• Some users experience delays, especially with large files or projects
• Zipboard requires an internet connection, limiting use on the go.
• It integrates with fewer third-party tools compared to some competitors
• It’s better suited for desktops, so mobile usability can be challenging

Ease of use

Zipboard allows teams to manage visual feedback and bug tracking. It keeps all markups organized and accessible, making it easy for teams to collaborate and review changes quickly.

Pricing

• The team plan starts at $99/ month, ideal for a small team for quick reviews.
• The agency plan starts at $199/ month, ideal for agencies with multiple managers to manage projects.
• The Enterprise plan is available through contacting sales team.

Capterra/G2 Ratings

• Capterra: 4.3/5
• G2: 4.3/5

10. Hightail

Hightail allows team members to upload large files, whether pictures, PDF documents, videos, or any other file type and also gives room for client feedback. It has different functionalities like project history and allocation, which makes Hightail suitable for designing teams, marketing teams, and other teams requiring a proper feedback system.

By using Hightail’s advanced features like visual commenting, file structuring, and tracking of a project’s status, the creative teams can handle and finish projects successfully within the given time.

Features

• Online proofing and project tracking
• Secure file sharing with access control
• Visual annotations for images, PDFs, and videos
• Real-time project status updates
• Integration with popular tools

Pros

• Allows version control and side-by-side comparison
• Simple and intuitive interface
• It is easy to organize projects with folders and labels
• Allows real-time feedback and collaboration

Cons

• Limited customization options for branding
• Requires higher-tier plans for advanced features
• Occasional delays in loading large files

Ease of use

Hightail is a user-friendly proofing tool that is best for creative teams looking for an easy way to manage feedback on large files. It provides a clean interface and an efficient workflow, making it easy to use even for those new to online proofing tools.

Pricing

• The Lite plan is available for free
• The Pro plan costs $12 /month
• The Teams plan costs $24 /user/month
• The Business plan costs $36 /user/month

Capterra/G2 ratings

• Capterra: 4.4/5
• G2: 4.2/5

What are the benefits of using proofing tools?

The online image-proofing software simplifies, streamlines, and speeds up the design review and feedback process.

That said, some more benefits of using digital image proofing software are as follows:

• These speed up proofing, review, and feedback with markup tools and single-click approval.
• The online proofing tools offer a collaborative space for teams of all shapes and sizes. It promotes team bonding and improves workplace coordination.
• Many proofing apps are accessible on any device and from any location. This makes them apt for remote as well as in-house teams.
• These tools help eliminate time-consuming email approvals.
• The online proofing apps make it easy for the team to view and track all tasks and proofing reviews, which helps maintain transparency.
• Online image-proofing tools promote team accountability as every comment, suggestion, and feedback gets recorded in visible tasks.

How to choose the right proofing tool for your needs?

Whether you are a designer, writer or project manager, choosing the right proofing tool will make your work much easier. Here are the most basic points to consider when choosing a proofing tool:

1. Know your needs

Know your needs before buying a proofing tool. Do you need it for reviewing text, images, videos, or all of them? Some tools are designed specifically for certain types of files.

2. Check for features

Check the features before buying a proofing tool. Consider whether the tool enables people to review and leave comments if you work in a team.

3. Consider ease of use

Select a tool that is easy to use. You want to spend your time on something other than how to utilize it. Most tools offer free trials, it would be a good idea to test them first.

4. Think about integrations

If you use other software like project management or design tools, check if the proofing tool can connect with them. Integrations save time by letting you access everything in one place.

5. Pricing

Proofing tools come at different prices. Check out the pricing and see if the price fits into your budget. 

6. Read reviews and ratings

Check the reviews and feedback from other users. It may be helpful to know if it is safe to use if support answers fast, and if there are common issues.

7. Try before you buy

Try a demo or a free trial before buying. This way, you can know whether the tool fits your needs. After that, you can choose your preferred proofing tool that best fits your team’s workflow, budget, and requirements.

Conclusion 

Using online proofing software can have a significant impact on your review and approval process. Your team can work smarter, collaborate quickly on designs and documents, and deliver error-free, high-quality work consistently.

Of all the top online proofing tools and software listed in this article, ProofHub offers more functionality in terms of the number of features offered in a centralized location. It is easy to use, intuitive, customizable, and affordable.

FAQs