The 14 Best Online Proofing Tools for All Media Types

June 26, 2024

The importance of proofing work can’t be overstated. Take these two sentences for example:

Let's eat, Grandpa! vs. Let's eat Grandpa!

Do you hear the difference? Does one look a bit off?

While this example is extreme, it does show the importance of proofing. One errant comma, typo, or design flaw can have unintended consequences, making it sound like you come from an enthusiastic family of cannibals.

Many businesses invest in online proofing tools to avoid mistakes like these and ensure their work is error-free. Plus, these tools can enhance creative collaboration and boost productivity, providing a space where teammates, clients, and stakeholders can review, approve, and lead feedback on projects simultaneously.

But, we know what you’re asking…

How Do I Choose the Right Online Proofing Tool?

Great question. Choosing the right online proofing tool takes a lot of research to find which one will fit best in your workflow. You need to look at the differentiators, features, price, and which one can sync with the file types you use most often.

To guide your decision, we have a list counting down the best online proofing software available today. 

Click here to jump to our list of the top 14 online proofing tools your team needs to consider for all your review and approval needs. Otherwise, keep reading to take a deeper dive into online proofing software.

What Is Online Proofing Software?

An online proofing software is a tool that allows teams to collaborate on, review, and approve work, such as graphics, videos, documents, and other types of media. 

This software speeds up the feedback and revision process, making it more efficient and organized unlike traditional emails, meeting notes, Slack messages, etc.

Why Should I Use an Online Proofing Tool?

You should use an online proofing tool if you want:

  • Improved Efficiency: Online proofing tools centralize feedback, eliminating time spent gathering feedback from multiple sources.
  • Better Version Control: Online proofing tools make sure everyone is working on the latest version of a project, minimizing errors and inconsistencies.
  • Increased Accountability: Online proofing tools keep team members accountable for specific tasks and feedback, ensuring that nothing falls through the cracks.
  • Integrations: Many online proofing tools integrate seamlessly with other project management, design, and communication tools, enhancing your overall workflow and productivity.

What Features Should I Look for in an Online Proofing Tool?

Here are some of the key features you should look for in an online proofing tool:

  • Annotation Tools: Users can leave comments on files to provide clear and precise in-context feedback.
  • Version Control: Tracks different versions of a document or media file, making it easy to see what changes you’ve already made based on stakeholder and client feedback.
  • Real-time Collaboration: Multiple collaborators can work on a project simultaneously, allowing for faster feedback and revision rounds.
  • Centralized Feedback: Collects all feedback in one place, making it easier to address all comments and suggestions.
  • Integrations: Accessible with other project management, design, and communication tools.
  • File Support: Able to support a wide range of file types, including PDFs, images, and web content.

Top 14 Online Proofing Tools

  1. Punchlist: Best for Comprehensive Online Proofing

Punchlist is an easy-to-use online proofing tool that makes feedback management and collaboration for teams easy. Rather than searching through long email chains, slack messages, and meeting notes for feedback from clients and stakeholders, you can use Punchlist to gather, review, and approve all your feedback in one place.

What makes Punchlist so useful for online proofing is the point-and-click comments and real-time collaboration. 

With point-and-click comments, proofing is easier than ever. Each comment comes with a screenshot of where a pin was placed so you’ll always understand what you need to revise to get approval faster.

Punchlist’s real-time collaboration lets you work synchronously or asynchronously with collaborators, leading to faster project turnarounds and shorter review, approval, and proofing cycles.

Did we mention that Punchlist integrates with tools like Asana, Figma, monday.com, Webflow, and more? If you can’t find the integration you’re looking for, Punchlist also supports Webhooks so you can easily connect your favorite tools to Punchlist.

Want to experience these features risk-free? Start your free 30-day trial with Punchlist’s online proofing software. If you’re not ready just yet, you can also get a one-on-one walkthrough of Punchlist with one of our customer support representatives.

  1. Ziflow: Best Online Proofing for Graphic Designers

Ziflow is an online proofing solution built specifically for creative teams seeking a seamless review and approval process. Ziflow has robust features and a user-friendly interface, making it a go-to tool for various media types.

Key Features

  • Automated Workflows: Create workflows that streamline the review and approval process. These help get the collaborators involved at the right time.
  • Extensive File Type Support: Ziflow supports a wide range of file types, including images, videos, PDFs, audio files, and even web content.
  • Robust Version Control: Compare different versions of files side-by-side with Ziflow’s version control system.

Differentiators

  • Advanced Security Options: Ziflow has encrypted file storage and secure sharing options so even your most sensitive files are protected.
  • Integrations: Ziflow integrates with project management and creative software like Asana, Slack, and Adobe Creative Cloud.
  • Scalability: Whether you’re a small team or a large enterprise, Ziflow can meet your team's needs regardless of size.
  1. Aproove

Aproove is an enterprise-level online proofing and approval platform designed to streamline and enhance the review process for large organizations. With its advanced features and customizable workflows, Aproove caters to the needs of teams handling high volumes of creative content.

Key Features

Aproove offers a wide range of features that facilitate efficient and effective review and approval processes:

  • Proof Version Control: Make updates on proofs that are up to date. Aproove automatically locks down the old proof version when you upload a new version.
  • Advanced Review Tools: Aproove comes with side-by-side comparisons, annotation capabilities, and multi-format support, to manage various types of media.
  • Centralized Feedback: Gather all feedback on one user-friendly interface.

Differentiators

  1. Hightail by OpenText

Hightail, initially launched as YouSendIt, has evolved significantly since being acquired by OpenText, focusing on collaboration and feedback for multimedia projects.

Key Features

  • File Sharing and Storage: Hightail provides ample storage and supports large file transfers.
  • Creative Real-Time Collaboration: Users can leave comments directly on files, making it easy to pinpoint specific areas for revisions.
  • Project Management for Creatives: Hightail offers structured approval workflows, ensuring that feedback is organized and actionable.

Differentiators

  • Large File Support: Unlike many competitors, Hightail excels in handling large files, making it ideal for video and high-resolution image projects.
  • Side-By-Side Comparison: See feedback from the previous version and changes made to the latest version between two images on the same screen.
  • Manage Projects: Hightail also offers project management specifically for creative assets, getting you from inception to delivery faster.
  1. GoVisually

Whether you are working on design, video, web, or other media types, GoVisually offers a platform where teams can collaborate efficiently. This tool is particularly useful for creative teams and agencies looking to speed up their review cycles and enhance collaboration.

Key Features

  • Centralized Feedback: GoVisually allows all stakeholders to leave comments directly on the media, making it easy to see who said what and where changes need to be made.
  • Version Control: GoVisually keeps track of all versions of a project, so you can easily revert to a previous version or compare different iterations side by side.
  • Unlimited Reviewers: With every project on GoVisually, you can invite an unlimited number of reviewers with one review link.
  • Video Capable: GoVisually lets you share, review, and approve video assets with easy-to-find comments and timestamps.

Differentiators

  • Annotation Tools: GoVisually offers advanced annotation tools that enable users to draw, highlight, and pinpoint specific areas of the media.
  • Adobe Creative Cloud Plugin: GoVisually’s creative cloud plugin lets you share, review, and update revisions without ever leaving Photoshop, Illustrator, or InDesign.
  • Custom Branding: Agencies and creative teams can customize the GoVisually interface with their own branding.
  1. Filecamp

Filecamp is an intuitive online proofing tool and digital asset manager designed to simplify the feedback process for creative teams. Filecamp stands out with its user-friendly interface and powerful collaboration features, ensuring that projects are completed efficiently.

Key Features

  • Annotation Tools: Users can add comments, annotations, and markups directly on the files.
  • Access Controls: Set different permission levels for users and make sure only the right people have access to specific files.
  • Custom Branding: Personalize your Filecamp workspace with your company’s branding.
  • File Sharing: Filecamp works as a corporate media library and a tool for everyday file-sharing tasks, too.

Differentiators

  • Ease of Use: Filecamp is designed with simplicity in mind, making it easy for users of all technical levels to navigate and use effectively.
  • Scalability: Suitable for teams of all sizes, Filecamp can scale with your business, accommodating an increasing number of users and projects.
  • Secure File Sharing: Filecamp shares your files securely, protecting sensitive information from unauthorized access.
  1. IntelligenceBank

IntelligenceBank is a robust digital asset management (DAM) and online proofing solution designed to streamline creative workflows for marketing teams.

Key Features

  • Digital Asset Management: Centralize all your digital assets in one secure, accessible location. Easily organize, search, and retrieve files as needed.
  • Workflow Automation: Automate repetitive tasks and streamline approval workflows to increase efficiency and reduce bottlenecks.
  • Compliance Management: Ensure all assets meet regulatory and brand guidelines with built-in compliance management features.

Differentiators

  • Comprehensive DAM Integration: IntelligenceBank combines DAM capabilities with online proofing, offering a more integrated approach to managing and approving digital content.
  • Customizable Workflows: Tailor workflows to meet the specific needs of your organization.
  • Scalability: Whether you're a small team or a large enterprise, IntelligenceBank scales to accommodate your growing needs, providing the flexibility required for evolving projects.
  1. QuickReviewer

QuickReviewer is a versatile online proofing tool designed to simplify the review process for a wide range of media types, including PDFs, images, videos, and HTML web content.

Key Features

  • Multi-Media Proofing: QuickReviewer supports various media formats, allowing users to review and annotate PDFs, images, videos, and HTML files within the same platform.
  • Real-Time Collaboration: Users can collaborate synchronously, making it easy to leave comments, highlight changes, and resolve issues quickly.
  • Email Notifications: With QuickReviewer, email notifications and alerts get automatically sent when things get approved or changed within projects.

Differentiators

  • HTML Proofing: One of QuickReviewer’s standout features is its ability to review and annotate HTML web content directly, making it ideal for web developers and designers.
  • Speed and Performance: QuickReviewer is optimized for fast loading times and smooth performance, even when handling large files or multiple reviewers.
  • White Labeling: One of QuickReviewer’s perks is that the software can be customized to fit any organization's branding and exact design specifications.
  1. Artwork Flow

Artwork Flow is an AI-powered online proofing software that caters to a wide range of media types, making it a versatile choice for marketing teams, design agencies, and freelance web designers.

Key Features

  • Real-time Collaboration: Artwork Flow allows multiple stakeholders to review and comment on files simultaneously, promoting efficient collaboration and faster feedback cycles.
  • Annotation Tools: Use a variety of annotation tools to highlight areas that need attention.
  • Automated Workflows: Set up custom workflows to automate the review and approval process.

Differentiators

  • Branding Compliance: Artwork Flow is all about sticking to branding. With their tools, you can standardize unique compliance needs and launch worry-free, compliant designs.
  • AI Capabilities: Artwork Flow uses ComplyAI to spot critical errors like incorrect barcodes and missing allergen information so everything is correct at launch time. 
  1. ClickUp

ClickUp is a versatile project management software and collaboration tool that has gained popularity for its comprehensive features and user-friendly interface. Originally designed to help teams manage tasks and projects, ClickUp has expanded its capabilities to include online proofing features.

Key Features

  • Task Management: ClickUp offers a powerful task management system that allows you to create, assign, and track tasks with ease. 
  • Document Sharing and Proofing: Upload documents, images, and videos directly to ClickUp for review. Team members can annotate files, leave comments, and suggest edits.
  • Customizable Workflows: Tailor ClickUp to your specific needs by creating custom workflows. You can set up different stages for your projects, automate repetitive tasks, and ensure that nothing falls through the cracks.

Differentiators

  • Versatility: While many online proofing tools focus solely on reviewing and approving content, ClickUp combines task management, project tracking, and collaboration features.
  • User-Friendly Interface: ClickUp's intuitive interface ensures that even those who are not tech-savvy can easily navigate and use the platform. 
  • Limited Filetypes: Unfortunately, the only filetypes compatible with ClickUp are PNG, GIF, JPEG, WEBP, video, or PDF files.
  1. zipBoard

Whether you're working on web development projects, e-learning modules, or other digital media, zipBoard provides a robust platform for collecting and managing feedback.

Key Features

  • Visual Feedback: Users can leave comments directly on images, videos, PDFs, and live websites, making it easy to pinpoint exact issues.
  • Annotations and Screenshots: Enhance clarity with visual annotations and screenshots, providing context to feedback and reducing misunderstandings.
  • Bug Tracking: zipBoard works well with website development and bug tracking, allowing you to do User Experience testing before deployment.

Differentiators

  • Focus on Web Development: While versatile, zipBoard is particularly strong in web development projects, offering tools that cater specifically to the needs of developers.
  • Construction Submittals: zipBoard is good for managing construction submittals, claiming to make the process 50% faster.
  • E-Learning Development Collaboration: zipBoard is also a tool that works well with eLearning modules so SMEs can deliver high-quality learning experiences faster.
  1. Frame.io: Best Video Proofing Software

Frame.io is a leading online proofing tool designed specifically for video production. Frame.io has become a favorite among filmmakers, editors, and creative professionals.

Features

  • Centralized Collaboration: Frame.io provides a centralized hub for all your video projects.
  • Time-Stamped Comments: Reviewers can leave frame-accurate, time-stamped comments directly on the video, ensuring precise feedback and reducing ambiguity.
  • Fast File Transfer: Frame.io comes with its own file transfer app, rivaling other file transfer services while keeping folders intact.

Key Differentiators

  • Video Focus: Frame.io is specifically tailored for video production, offering features that are uniquely suited to this medium.
  • High-Quality Playback: The platform supports high-quality video playback, allowing reviewers to see exactly what the final product will look like without any quality loss.
  • Mobile and Apple TV: Frame.io works well on mobile devices and Apple TV so you can collaborate on the go or on the big screen.
  1. Simple. Admation

Simple. Admation is an all-in-one project management and online proofing tool designed to streamline the creative approval process. It is ideal for marketing teams, creative agencies, and production houses looking to manage their projects efficiently while ensuring high-quality outputs.

Features

  • Centralized Dashboard: Simple. Admation offers a centralized dashboard that allows users to view and manage all their projects in one place.
  • Collaborative Proofing: The tool facilitates real-time collaboration, enabling multiple stakeholders to review and annotate proofs simultaneously. 
  • Version Control: Simple. Admation’s version control feature makes sure the latest version of a file is always accessible and helps avoid confusion during the review process.

Differentiators

  • MS Word Approvals: Review, comment, mark up, and approve changes to Microsoft Word documents without downloading the document or leaving Admation.
  • Timesheets: Simple. Admation has time-tracking features so you can get more accurate resource estimation.
  • Batch Review and Approval: Compare versions and approve entire batches of content while saving time, avoiding repetitive tasks, and ensuring swift market delivery.
  1. Wrike

Wrike is a versatile project management and collaboration tool that has ingrained proofing capabilities to streamline the creative approval process.

Features

  • Integrated Proofing Tool: Wrike's proofing tool is built directly into its project management platform, allowing users to manage feedback and approvals without switching between different applications.
  • Automated Approval Workflows: Wrike offers automated workflows that route creative assets to the appropriate stakeholders for review and approval.
  • Streamlined Intake: Wrike has automatic request forms that gather details and create and assign tasks to the right teams.

Differentiators

  • All-In-One Solution: Wrike combines powerful project management capabilities with advanced proofing features.
  • Customizable Dashboards: Wrike offers customizable dashboards that allow users to create a personalized view of their projects and tasks.
  • Advanced Reporting: Wrike’s advanced reporting capabilities provide insights into project performance, helping teams identify trends, monitor progress, and make data-driven decisions.

Find Your Online Proofing Software

As you can see, there are many online proofing software out there that can make your team more efficient by getting you through review rounds faster.

However, if you need an online proofing tool that’s fast, easy to use, and doesn’t require a download, try Punchlist! We have a 30-day free trial where you can try out the software on any of your projects.