Migrate your ProWorkflow data
Per-staff-user project management and PSA tool with integrated time tracking, invoicing, and financial forecasting. Built for professional services teams that bill by the hour.
In its favor
Why people choose ProWorkflow
The signal that keeps ProWorkflow on the shortlist. Sourced from G2, Capterra, and customer scoping calls.
Time tracking per task is built-in and native, with no configuration required — Great Plains Communications reported logging time in seconds instead of minutes.
Project templates let teams duplicate repeatable milestones and action items across projects, reducing setup time on recurring client work.
Client and contractor access is free and unlimited on all tiers, so external stakeholders can view progress without inflating the per-user bill.
The integrated financial suite covers forecasting, margin tracking, and invoicing within the same tool used for task management.
Pricing scales on staff-user count alone, meaning the platform grows cost-efficiently as non-billable clients or contractors are added without penalty.
Custom reporting requires manual field selection and produces results that are difficult to interpret — one reviewer called the custom reporting process ambiguous and error-prone.
The Classic-to-Nexus migration introduced navigation changes and data representation differences that disrupted established workflows for long-term users.
Gantt chart export to PDF does not render a readable timeline, making it unsuitable for client-facing documentation without a workaround.
The platform lacks a public bulk API with documented rate limits, limiting automation options for large teams with complex integration needs.
Reasons to switch
Why people leave ProWorkflow
The recurring reasons buyers give for replacing ProWorkflow. Presented as facts, not knocks.
Platform scorecard
Strengths, weaknesses, and where ProWorkflow fits
Grades across six dimensions, plus a SWOT-style view of where the platform shines and where it falls short.
SWOT — strengths, weaknesses, and use-case fit
Strengths
Weaknesses
Where it works
Where it struggles
Pricing tiers
ProWorkflow pricing overview
ProWorkflow prices on a per-staff-user basis annually, with clients and contractors free and unlimited. There is no free tier. Professional starts around $33/user/month on annual billing, with Enterprise requiring a custom quote. A free trial without a credit card is available.
Professional
Tier 1 of 3
~${price}/user/month (annual billing)
What's included
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Book a free 30 minute consultationPricing is informational. FlitStack AI does not bill on ProWorkflow's schedule — see our quote-based pricing →
What gets migrated
ProWorkflow object support
Object-by-object support for ProWorkflow migrations. Per-pair details surface during scoping.
Projects
Fully supportedProjects are the top-level container in ProWorkflow. All tasks, items, milestones, time entries, and financials roll up to a Project. We map them 1:1 and preserve custom fields attached to the project record.
Tasks
Fully supportedTasks are the primary work unit. They carry standard fields (name, status, due date, assignee) and can have sub-tasks. We map tasks including their hierarchy and assignees, and flag any status values that differ between Classic and Nexus.
Milestones
Fully supportedMilestones are a distinct scheduling construct within a Project. They can be converted directly to Invoices in the financial suite. We preserve milestone dates, names, and their linked Invoice flag.
Items
Mapping requiredItems are the financial unit of ProWorkflow — they carry Time Allocated, Time Spent, Manual Completion %, and Margin % fields. Nexus introduced changes to how these fields calculate. We carry all Item financial fields but re-evaluate margin formulas post-migration.
Clients
Fully supportedClient records are the external party on a Project. They can access the portal without a paid seat. We map client name, contact details, and associated projects 1:1.
Contractors
Fully supportedContractors function like staff users but are billed differently — they are free and unlimited. We map contractor assignments and time entries tied to their user ID.
Staff Users
Fully supportedStaff users are the billable seats. We map their name, email, role, and assignment history. Owner/User assignment on tasks is preserved by user ID lookup.
Time Entries
Fully supportedTime entries are tied to tasks or items and include Hours, Description, Date, and billable flag. We map time entries by their source task/item ID and preserve the billable/non-billable distinction.
Invoices
Mapping requiredInvoices are generated from Items and Milestones using the financial suite. They carry client, amount, status, and line items. We map invoices and their line-item structure, but tax code handling may require manual review on the destination.
Custom Fields
Mapping requiredCustom fields are dropdown-based fields added to Projects in Advanced plan. They are stored as key-value selections and can be reported against. We carry custom field definitions and their selected values, but dropdown option sets must be recreated at the destination.
Custom Forms
Mapping requiredCustom Forms accept raw HTML injected into a Project page. We extract the HTML blob as a text field and flag it as unparsed content. The form structure and rendering cannot be guaranteed in a non-ProWorkflow destination.
Project Templates
Fully supportedTemplates define repeatable project structures including tasks, milestones, and items. We map the template as a Project copy and preserve its task hierarchy and pre-filled financial fields.
Attachments
Mapping requiredAttachments on tasks and projects are stored by reference URL. We carry attachment metadata (filename, type, uploader) and attempt to re-link or re-upload files where storage access is preserved.
Tags
Fully supportedTags are label-based metadata on tasks and projects. We map tags as string arrays and apply them to the corresponding destination records.
| Object | Support | Notes |
|---|---|---|
| Projects | Fully supported | Projects are the top-level container in ProWorkflow. All tasks, items, milestones, time entries, and financials roll up to a Project. We map them 1:1 and preserve custom fields attached to the project record. |
| Tasks | Fully supported | Tasks are the primary work unit. They carry standard fields (name, status, due date, assignee) and can have sub-tasks. We map tasks including their hierarchy and assignees, and flag any status values that differ between Classic and Nexus. |
| Milestones | Fully supported | Milestones are a distinct scheduling construct within a Project. They can be converted directly to Invoices in the financial suite. We preserve milestone dates, names, and their linked Invoice flag. |
| Items | Mapping required | Items are the financial unit of ProWorkflow — they carry Time Allocated, Time Spent, Manual Completion %, and Margin % fields. Nexus introduced changes to how these fields calculate. We carry all Item financial fields but re-evaluate margin formulas post-migration. |
| Clients | Fully supported | Client records are the external party on a Project. They can access the portal without a paid seat. We map client name, contact details, and associated projects 1:1. |
| Contractors | Fully supported | Contractors function like staff users but are billed differently — they are free and unlimited. We map contractor assignments and time entries tied to their user ID. |
| Staff Users | Fully supported | Staff users are the billable seats. We map their name, email, role, and assignment history. Owner/User assignment on tasks is preserved by user ID lookup. |
| Time Entries | Fully supported | Time entries are tied to tasks or items and include Hours, Description, Date, and billable flag. We map time entries by their source task/item ID and preserve the billable/non-billable distinction. |
| Invoices | Mapping required | Invoices are generated from Items and Milestones using the financial suite. They carry client, amount, status, and line items. We map invoices and their line-item structure, but tax code handling may require manual review on the destination. |
| Custom Fields | Mapping required | Custom fields are dropdown-based fields added to Projects in Advanced plan. They are stored as key-value selections and can be reported against. We carry custom field definitions and their selected values, but dropdown option sets must be recreated at the destination. |
| Custom Forms | Mapping required | Custom Forms accept raw HTML injected into a Project page. We extract the HTML blob as a text field and flag it as unparsed content. The form structure and rendering cannot be guaranteed in a non-ProWorkflow destination. |
| Project Templates | Fully supported | Templates define repeatable project structures including tasks, milestones, and items. We map the template as a Project copy and preserve its task hierarchy and pre-filled financial fields. |
| Attachments | Mapping required | Attachments on tasks and projects are stored by reference URL. We carry attachment metadata (filename, type, uploader) and attempt to re-link or re-upload files where storage access is preserved. |
| Tags | Fully supported | Tags are label-based metadata on tasks and projects. We map tags as string arrays and apply them to the corresponding destination records. |
Gotchas
What to watch for in ProWorkflow migrations
Issues we've hit on past ProWorkflow migrations, tagged by severity. FlitStack AI handles every one — surfacing them up front because buyer engineering teams want to know.
Classic-to-Nexus schema divergence on Item financial fields
Custom Forms are HTML blobs with no structured schema
No public bulk API — migration throughput is UI-constrained
Client/contractor access does not create billable seat records
| Severity | Issue |
|---|---|
| High | Classic-to-Nexus schema divergence on Item financial fields |
| Medium | Custom Forms are HTML blobs with no structured schema |
| Medium | No public bulk API — migration throughput is UI-constrained |
| Low | Client/contractor access does not create billable seat records |
Leaving ProWorkflow?
Where ProWorkflow customers move next
5 destinations ProWorkflow can migrate to.
How a ProWorkflow migration works
Four steps, ProWorkflow-specific
Connect
API key (per-org token) into ProWorkflow. Scopes limited to read-only on the data we move.
Map
We translate ProWorkflow-specific structures (custom fields, objects, value lists) to the destination's model.
Sample
Test with a 50–200 record subset to validate ProWorkflow quirks before production.
Migrate
Full migration with ProWorkflow rate-limit handling. Rollback available throughout.
FAQ
ProWorkflow migration FAQ
Answers to the questions buyers ask most during ProWorkflow migration scoping. Not seeing yours? Book a call.
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Free scoping call with a migration engineer. Tell us about your ProWorkflow setup and destination — written quote back within a business day.