What are online proofing tools? Benefits, features, and top picks

If your team juggles creative projects, feedback rounds, and tight deadlines, online proofing tools can make your workflow faster and more efficient. In this article, we’ll explore what online proofing tools are, why they matter, key features to look for, and the best options available in 2025. Whether you work in marketing, design, or packaging, you’ll learn how to simplify reviews and approvals with the right tool.

Why Should Your Team Use Online Proofing Tools?

Creative teams today are under pressure to deliver high-quality work—faster than ever. But traditional review methods like scattered email chains, PDF markups, or endless chat threads often lead to miscommunication, missed feedback, and frustrating delays.

That’s where online proofing tools come in. These platforms streamline the entire review and approval process, helping your team stay focused and aligned.

From design reviews to packaging approvals, online proofing brings structure to your workflow so nothing slips through the cracks.

Must-Have Features in an Online Proofing & Version Control Tool

Not all online proofing tools are created equal. To truly streamline your creative review process, the right combination of features is essential—especially when it comes to managing multiple versions and feedback from different stakeholders.

Here are the key features to look for:

• Real-time commenting and markup
  Leave visual feedback directly on the file—no need for long email chains or side notes.

• Version control tool
  Compare past and current versions side by side, track changes, and avoid mix-ups. This is crucial when multiple rounds of revisions are involved.

• Approval status tracking
  See exactly who has viewed, commented, or approved each asset—keeping everyone accountable.

• Automated notifications
  Never miss a deadline. Team members receive reminders when action is needed.

• Secure access and permissions
  Set roles and control who can view, comment, or approve each file to protect sensitive content.

“A strong version control tool keeps your feedback loop tight and transparent—ensuring everyone’s working on the latest file.”

For a deeper dive into how these features translate into real business benefits, check out Collabra’s article on 11 benefits of online proofing software. It offers valuable insights into how creative teams improve speed, accuracy, and collaboration with the right tools.

These features not only speed up the review cycle—they also improve clarity, reduce errors, and bring structure to your creative workflow.

Online proofing tools are versatile and can be used across a range of industries:

• Marketing and creative teams: Review social media posts, ad designs, or campaign assets

• Packaging and labeling: Use as an artwork approval software to ensure accurate label designs and compliance

• Agencies and freelancers: Impress clients with organized and professional review processes

• Video production teams: Collect feedback on time-stamped scenes in one place

No matter your field, online proofing tools help deliver better results, faster.

For teams managing packaging or regulated content, Cway’s artwork approval software offers a tailored solution that combines version control, secure access, and automated review flows.

Top Online Proofing Tools in 2025

Here are 4 top online proofing tools in 2025, carefully selected based on features, usability, and how well they support collaborative workflows.

1. Cway Software

Best for: Packaging, artwork approval, and cross-team collaboration
Cway is built with a deep understanding of complex approval workflows, especially in industries like food, pharma, and consumer goods. It combines artwork approval software, version control, and centralized feedback—making it easy for marketing, regulatory, and design teams to stay aligned.
Standout features:

• Centralized feedback & collaboration
  Keep all comments, markups, and approvals in one place—no more chasing emails or scattered input.

   

• Automated workflows & real-time notifications
  Route files to the right people automatically and get notified when it’s your turn to review.

   

• Advanced version comparison & audit trails
  Instantly compare revisions and track every change with a clear, time-stamped history.

   

• Role-based access control
  Manage visibility and permissions across teams to keep your approval process secure and organized.

2. Ziflow

Best for: Creative agencies and marketing teams
Ziflow is known for its sleek interface and powerful review capabilities. It supports a wide range of file types, including video, web pages, and interactive content.
Standout features:

• Automated workflows

• Advanced markup tools

• Real-time collaboration

3. Filestage

Best for: Teams handling multi-format content
Filestage is a user-friendly online proofing tool designed to reduce feedback loops and confusion. It’s ideal for teams that regularly work with videos, PDFs, and design files.
Standout features:

• Clear approval status tracking

• Unlimited reviewers

• Real-time collaboration

4. Aproove

Best for: Enterprise-level workflows
Aproove offers a robust platform with highly customizable workflows and detailed project tracking. It’s ideal for large organizations managing complex approval chains.
Standout features:

• Enterprise-grade version control tools

• Deep integration options

• Task and deadline management

Final Thoughts

If your team is still relying on scattered emails or manual approval processes, it's time to upgrade. Online proofing tools not only speed up reviews—they bring clarity, consistency, and control to your creative workflow.

Pro tip: Choose a platform that fits your industry’s needs and supports version control, automated approvals, and centralized feedback.

Tools like Cway software are built specifically for teams managing packaging, artwork, and regulatory content—making it easier to deliver high-quality assets on time, every time.

Ready to simplify your approval process? The right tool can make all the difference.