Top 6 Proofing Tools for 2024 (Features, Pros, Cons, Pricing)

Looking for the perfect proofing software?

Most proofing tools help you eliminate spellings errors, misplaced punctuation, and embarrassing grammatical errors.

But did you know that online proofing software can do much more than just correct your grammar and spelling, or improve your writing skills?

That’s right. 

Think beyond the squiggly red line spellcheck!

Modern proofing tools can be your ultimate creative collaboration hub

It can help you with writing and editing and even with receiving and organizing feedback

That’s the complete document approval process!

But just like the number of spellings for ‘chili’ (chilli? chile?), the list of options in the online proofing software market is endless

So if you want to choose the right online proofing system for your work, you’re in the right place. In this article, you’ll learn what online proofreading tools are, why you need them, and the 6 best proofing tools currently available.  

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What Is A Proofing Tool?

A proofreading tool or a proofing software is a workflow management tool tailored to the needs of content creators. You can use it to create a new piece of text or visual content, and receive and respond to feedback without having to download the document each time. 

But isn’t my dictionary, a Google Doc file, and spell checker enough?

Do I really need proofing software?

Yes, because content creation is full of nightmares. 

Additionally, English is a crazy language!

It takes several meetings, going over content plans, multiple editing, and spell check rounds, and a few (hundred) drafts to create a blog post that everyone likes. 

Trust us, we know this all too well 🙁

Even then, stubborn grammatical errors or a misplaced artwork file rears its ugly head minutes before your final submission!  

And all you can do is scream silently. 

Or loudly. It’s up to you, really.

dwight gif office

Of course, using Ctrl+Z to undo things and pressing the backspace key can considerably ease your pain. (Imagine retyping a thousand-word article for a single spelling error. Phew!)

Yet, the typical proofing workflow remains complicated and challenging.

You must put up with:

  • Lags in collaboration
  • Missing older versions of your MS Word file or artwork
  • Delays in multiple reviews

But don’t worry.

These are exactly the problems that an online proofreading tool is meant to solve. 

What are the benefits of an online proofing tool?

An excellent proofing software will help you:

  • Create content (alone or collaboratively)
  • Conduct rounds of grammar checking easily
  • Gather feedback on it via various media formats (PDF, JPEG, MS Word, etc.)
  • Track feedback or content review tab threads  

All of this, in turn, should help you create great content free of grammatical mistakes with impeccable style!

How to choose a proofreading tool

An online proofing system could be of two kinds. 

Some are simple, bare-bone content management software

While others are elaborate, multifunctional labyrinths.

However, your ideal online proofreading tool should combine ease of use with a feature-rich experience

Tall order? Not really. 

Chances are, content creation is just one of the many things you dabble in. 

You also need to manage your team, deal with your client or freelancer, oversee finances, etc. 

But you won’t be able to do any of this with a narrow-focused proofing software

For that, you need project management software

So if you choose to invest in an online proofing software, ensure that it helps you with much more than just content management. 

Thankfully, just like your favorite yellow sponge, we love making lists!

(But ours are much shorter and better curated.)

spongebob gif

Not one for lengthy (or short) lists?

Jump to this section to see our top suggestion for project management software. 

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What Are the Top 6 Proofing Tools To Choose?

Untitled documents. Emails without subjects. Unscheduled “catchup calls”.

These are a few of our least favorite things.

That’s why we make our lists as Thoreau as possible.

Oh, sorry. We meant ‘thorough’!

(See why everyone needs a proofing process?)

We’ve listed the key features, pros, cons, and pricing for each online proofing system so you can make the most informed choice for your team

1. ClickUp

clickup devices

ClickUp is the world’s highest-rated tool for project management, used by teams of all types and sizes worldwide.

With ClickUp’s combination of content creation and project management features, it’s the ultimate software for all your business needs.

Here are some ClickUp features to look out for.

How ClickUp helps in the proofing process

Much like everything else in ClickUp, the Proofing feature is also geared for efficient collaboration

You can use it to clearly mark changes on an artwork file or streamlining the review for your marketing creatives. Whenever you need to communicate something on a file, just use ClickUp’s proofing tool for the job. 

You’ll find ample support for various file types (PNG, JPEG, PDF, etc.). 

Here’s how easy it is to proof task attachments in ClickUp:

  • Open the attachment within a task
  • Click “Add comments” towards the upper right of the preview window
  • Click on the attachment preview where you want to add a comment
  • Add your comment and assign it to a team member to help them take action immediately
assign comments

With such easy-to-use proofreading features, not even the smallest error will escape your creative team!

And this extends to a whole host of content creation features

The creative work-friendly environment of ClickUp ensures that you never have to leave the window when proofreading. Whether it’s writing a blog post or tracking the time your task takes, you can have it all without ever leaving the ClickUp Workspace


You can dedicate Spaces within your Workspace for various business functions like marketing or HR. 

And within these Spaces, Folders can store all your writing neatly, along with Lists and Tasks.

Other key ClickUp features

Marketing teams or a freelancer. Designer or CEO. 

There’s a ClickUp feature for everyone

Want to learn how ClickUp caters to remote teams

Check out these articles:

Here are some other ClickUp features that’ll help streamline your proofing workflow:

1. Create documents with Docs

If you want your text to be easy to read and draft, check out ClickUp Docs.

Here, you can collaborate with others to create richly formatted documents and organize them within the relevant project tasks.

clickup docs

2. Create Tasks for all proofing-related work

Deadlines or not, ClickUp can always keep pace with your creativity. 

You can untangle your projects by creating:

  • Tasks and Subtasks for blogs, articles, or any other task and assign them to individual team members or an entire team
  • Checklists to break down each task into smaller steps that can be checked off according to your progress
clickup checklist

With each task tick marked, you’ll step closer to the sweet joy of approval!

3. Use Custom Statuses to simplify your proofing workflow

No two projects (or teams, or clients) will ever be alike. 

That’s why ClickUp lets you set Custom Statuses for each new task workflow. 

So while the creative team can add steps like “Drafting,” “Reviewing,” “Proofing,” the engineers in your team can set completely different statuses.

custom statuses

Use Custom Statuses to run a tight ship and reassure your client of your progress. 

After all, knowledge is power!

4. Communicate easily with Comments Section and Chat view

Access all your messages (and their context) easily with ClickUp’s Comments Section

You can even Assign Comments to a specific team member to ensure that they immediately take action on it. 

And when you want to have unrelated discussions, unscheduled brainstorms, or share adorable pet pictures, go over to the Chat view.

threaded comments clickup

5. Plan intuitively with Mind Maps

Bitten by the creative bug? Or simply can’t get an idea out of your brain? 

Draw your thoughts in a Mind Map and share the scheme with your team. 

While ClickUp gives you templates to get started quickly, you can just as easily start sketching on a blank page too.

mind maps

6. Use Home to stay on top of your tasks

When the days are long and you’re drowning in project deliveries, go to Home and organize all your tasks. Here, you can also access your personal Inbox that lets you set personalized reminders for yourself. 

home inbox

ClickUp Pros

  • Comprehensive set of project management and content creation and proofreading features
  • An ideal fit for Scrum, Kanban, and other Agile software development projects  
  • Custom Permissions to involve all the project stakeholders, like the client, sponsor, freelancer, etc.
  • A detailed report on team performance for decision makers to track productivity
  • Task dependencies to approach tasks in the right priority
  • Custom Task Statuses to show the progress of every task
  • Tons of third-party integrations (Microsoft Office 365, Zoom, Slack, and more)
  • Fully functional desktop app platform for Windows and Mac
  • Android, iOS mobile apps to manage your projects on the go
  • Powerful Forever Free Plan with tons of advanced features 

ClickUp Cons

  • Can’t export Dashboards

But just like you won’t stop with one round of proofreading, ClickUp continuously works to fix any problems you have. Learn more about ClickUp’s product roadmap here.

ClickUp pricing

The Free Forever Plan lets you add unlimited members and projects and gives you 100MB cloud storage. Paid plans start at as low as $5/user per month. 

ClickUp user ratings

  • G2: 4.7/5 (1100+ reviews)
  • Capterra: 4.7/5 (2000+ reviews)

2. Filestage


Filestage is an ‘all-in-one’ online proofing and creative team management software that helps you review and approve content, and streamline your creative workflow. It aims to contain your whole proofing process on a single software.

Filestage key features  

  • Project dashboard to track various stages of review on deliveries
  • System to maintain all older versions
  • Markup tools for the proofer to leave comments on an image or PDF file
  • Time codes to review audio and video files
  • Custom branding of your company or agency
  • Flexible sharing to add internal and external stakeholders (ex: your client) to the approval process

Filestage Pros

  • No sign in required for external stakeholders to review
  • Add comments directly on a file. No need to download
  • Automated to-do lists are generated based on comments left.

Filestage Cons

  • No desktop or mobile app platform
  • No analysis for predicting completion data or team productivity
  • No time tracking or goal setting features
  • No free plan with an expensive starter plan that only supports 10 members

Filestage Pricing

Filestage doesn’t offer any free plans, and its ‘Starter’ plan begins at $99 a month. 

Filestage user ratings

  • G2: 4.8/5 (20 reviews)
  • Capterra: 4.8/5 (40 reviews)

3. ProofHub

proofhub home pag

ProofHub is an all-in-one project management and team collaboration software with powerful online proofing capabilities. It allows creative teams to streamline their review and approval process while also managing other important aspects of work in a centralized location.

ProofHub key features  

  • Annotate and mark changes using markup tools
  • @mentions and comment resolutions
  • Advanced task management features like Kanban boards and Gantt charts
  • Labels and task prioritization
  • File sharing and document management

ProofHub Pros

  • One-click approval of final edits
  • File version control for better comparisons
  • Detailed project reports to measure overall productivity
  • Fully functional Android and iOS mobile apps

ProofHub Cons

  • Granular notification management could be improved
  • No single sign-in on Google

ProofHub pricing

ProofHub’s paid plans start from $45/month, billed annually (no per-user fee).

ProofHub user ratings

  • G2: 4.5/5 (60+ reviews)
  • Capterra: 4.5/5 (65+ reviews)

4. Hightail


Hightail is an online proofing system meant for agency collaboration. It reduces review time, keeps projects on track to completion, and aids in managing the overall content project.  

Hightail key features

  • Task management with to-do lists that can be assigned
  • Easy sharing of large files
  • Can notify the proofer of files you’ve shared with them
  • Can track if your file has been received
  • Search and filter options to find files
  • Bulk upload for videos and video streaming

Hightail Pros

  • Can assign follow-ups to team members
  • Can handle in-context discussions in a dedicated project space
  • Side by side comparison of previous and current versions of files
  • Supports high resolution, live previews of your documents.

Hightail Cons

  • No time tracking functionality
  • Limited file support on the mobile app
  • No desktop app platform
  • Integrates only with a few tools like Dropbox, Google Drive, and Microsoft Outlook 

Hightail pricing

The Hightail ‘Lite’ plan lets you upload files up to 100MB at a time and offers 2GB storage for free. Its paid plans start at $12 per month. 

Hightail user ratings

  • G2: 4.2/5 (659 reviews)
  • Capterra: 4.4/5 (271 reviews)

5. Smartsheet


Smartsheet is a throwback to the days of Excel project management

It uses a familiar spreadsheet interface to track and manage projects of all kinds and doubles up as an online proofing software. But yeah, it’s pretty much just a spreadsheet software that can do a little more than Excel. 

Learn about Smartsheet project management and alternatives to Smartsheet.

Smartsheet key features

  • Project sheet to oversee progress
  • Version control with automatic document locking
  • Wide range of integrations for seamless connectivity
  • Gantt charts to visualize project planning
  • High-level team planning view of your projects
  • Automate your proofing workflow by combining multiple actions and conditional paths

Smartsheet Pros

  • Easy to adapt for those who’re comfortable with the Excel format
  • Live on-demand reports on the dashboard
  • Well suited for Agile, Scrum, and Waterfall projects

Smartsheet Cons

  • Spreadsheets are inadequate for modern project management
  • No real-time collaboration support
  • No desktop app available
  • No free plan

Smartsheet pricing

Smartsheet doesn’t have a free version, and its paid plan starts at $14 per month. 

Smartsheet user ratings

  • G2: 4.2/5 (2000+ reviews)
  • Capterra: 4.4/5 (1500+ reviews)

6. Ziflow


Ziflow is an online proofing software specifically designed with creative agencies and brands in mind. It caters to their content sharing, review, and approval requirements.  

Ziflow key features  

  • Collaborative review in which creative team members can add comments and respond to them in real-time
  • Flexible sharing with different permission settings for each proofer
  • Version tracking and comparison with audit trail features
  • Built-in file organizer
  • Integrations with a wide range of third-party tools

Ziflow Pros

  • Document lock to prevent further comments once it’s been finalized
  • Support for a wide range of file types
  • Enterprise-ready security features
  • Review groups for easy file sharing and reviews

Ziflow Cons

  • No desktop app platform
  • No task management features
  • Limited set of integrations compared to similar software
  • Steep pricing for small teams

Ziflow pricing

Ziflow offers no free plan, and its paid plan begins at $10/user per month. 

Ziflow user ratings

  • G2: 4.7/5 (59 reviews)
  • Capterra: 4.6/5 (102 reviews)
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When we were all much younger, Microsoft Word, Powerpoint, and the whole Microsoft Office suite were the greatest things ever. 

I mean, the creative possibilities were endless (WordArt ftw)!

However, we’re older and (hopefully) much smarter now.

And that means recognizing the limitations of those tools.

If creative work and writing skills are the essence of your business or agency, then it’s time to move on to an online proofing tool. You can’t afford to compromise anymore.

And while tools like Filestage and Ziflow can weed out grammar errors, you need to think bigger. You need to think ClickUp.

With advanced features like proofing, Docs, and Mindmaps, it’s going to make creative work and the approval process a cakewalk. And with tons of other project management features, it ticks all the boxes you could ever need!  

Need more convincing? 

No need to contact our sales rep

Just open your ClickUp account for FREE, and try it for yourself.

We guarantee it’ll help you become a content king in no time!

lion king yass

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