PDF proofing is a vital step for any team that reviews and processes documents. It helps them make sure that every mark, comment, and change gets captured before final approval.
Using the right tools can help shorten the time for review cycles, prevent revision chaos, and keep everyone on the same page. Modern software solutions help gather efficient feedback from your team and stakeholders, all while keeping your PDF documents organized and up to date.
In this guide, we’ll dive further into what PDF proofing is and what features you should look for when choosing proofing software. We’ll then dig into five of the best online proofing tools available.
What we'll cover
Table of contents
What is PDF proofing?
PDF proofing is the process of reviewing, annotating, and providing feedback on PDF documents before final approval. It ensures accuracy, consistency, and compliance with any brand and industry standards. Teams in all departments — including design, publishing, legal, and marketing teams — rely on this process to catch errors, layout issues, and potential compliance violations.
In practice, PDF proofing is much more than reading a document. It means actively making notes, highlights, and corrections that guide revisions.
This process is typically done in a centralized location, like PDF proofing software, which allows teams and stakeholders to work collaboratively in real time. It’s an effective approach that helps reduce miscommunications and endless email threads with multiple attachments and versions of the same document.
Key features of PDF proofing tools
PDF proofing tools are designed to simplify and streamline the proofing process, reducing back-and-forth emails to ensure every comment gets attention. They do this through a few key features:
- Annotation and markup tools: Quickly add notes, highlights, and shapes to pinpoint changes.
- Version control and comparison: Track changes between PDF versions to see updates, and if needed, revert to previous versions.
- Approval workflows: Set up multi-stage approval workflows with clear checkpoints or simple one-step approvals.
- Comment management: Organize and gather feedback in one place to ensure no comments fall through the cracks.
- Integration with other creative and project management tools: Connect with design and project management systems to minimize platform switching and boost productivity.
- Mobile and cloud accessibility: Review and annotate documents from any device — essential for remote teams and people on the go.
- Security and permission control: Protect sensitive information with customizable access rules so users can only view and edit documents they should have access to.
- Automated notifications and reminders: Get reminders to keep the review process on track by prompting action when you need feedback for approaching deadlines.
- Measurement and design tools: Verify that design elements meet required specifications, which is especially important for creative projects that need precise alignment and spacing.
- Audit trails and compliance tracking: Maintain detailed records of every change to stay compliant with industry regulations and maintain clear audit trails.
The top 5 PDF proofing tools
The right online proofing software depends on your team’s needs and workflow. Below are some of the top solutions that improve collaboration and simplify feedback processes.
1. Ziflow
Ziflow is a leading creative workflow platform that simplifies PDF proofing. It’s designed to meet the needs of creative teams and industries with strict compliance requirements. With Ziflow, teams can manage all their PDF documents and review processes in one place — from complex multi-stage reviews to straightforward feedback cycles.
Top features:
- Multi-stage reviews that allow you to customize your approval steps to match your process, ensuring every document receives the necessary signoffs
- Real-time annotation and markup that allows you to instantly comment on documents and see changes as they happen
- Integration with other software like Adobe Creative Cloud, Monday.com, and Dropbox to keep workflows running smoothly
- Mobile and cloud accessible that enables your team to work anytime, anywhere
- Secure access controls to protect your files with customizable permissions
- AI-powered copy to get instant suggestions for headlines, taglines, and body text when you get stuck
- Audit trails to help you maintain compliance and track changes in your documents
Ziflow not only accelerates review times but also streamlines collaboration with team members and stakeholders. It’s a flexible platform that adapts to both creative and highly-regulated environments.
2. Markup.io
Markup.io is a streamlined solution for teams that need efficient PDF proofing without extra complexity. Its focus is on simplicity, which makes it ideal for quick feedback cycles.
Top features:
- Clear version changes to monitor feedback between reviews
- Simple approval processes to keep reviews moving forward
- Browser-based interface to access the tool without installation
- Chrome extension to mark up documents straight from a live website
- Guest user access so external stakeholders can collaborate without an account
Markup.io is best for teams looking for speed and ease of use. Its clean design makes it accessible to users at every level of technical experience.
3. Proofhub
Proofhub blends project management with PDF proofing capabilities. It’s well-suited for teams that need an all-in-one solution to manage creative proofing with other project management tasks.
Top features:
- Task management with deadline tracking to keep projects moving and teams accountable
- Integrated communication to reduce the need for external messaging
- Project templates to streamline repetitive processes
- White labeling to personalize Proofhub with your brand’s look and feel
Proofhub is ideal for teams that need a robust project management solution alongside their creative review tool. The user-friendly interface helps bridge the gap between design and execution.
4. GoProof
GoProof speeds up the review process by focusing on instantaneous communication. The interface works well for teams collaborating in real time, helping them work together easily and efficiently.
Top features:
- Real-time updates to keep everyone up to date with the latest version
- Mobile-friendly design that makes projects accessible on any device
- Advanced permissions for secure file sharing internally and externally
- Insights dashboard to set benchmarks and continuously improve your workflows
- Search feature to quickly find information anywhere on the platform
GoProof is excellent for teams that value speed and collaboration. Real-time collaboration capabilities ensure feedback is shared instantly so projects can stay on schedule.
5. ReviewStudio
ReviewStudio is tailored for teams that need detailed design and creative proofing. It offers tools for precise and comprehensive reviews, as well as features that help you keep feedback organized, clear, and actionable.
Top features:
- Compare mode to look at different PDF versions side-by-side
- Create tasks out of feedback to streamline management
- Customizable review stages to set specific review points and ensure thorough checks at every phase
- Precise annotations that include predefined shapes, freehand, and regular comments
- Organize feedback with labels to help sort and search more easily
ReviewStudio stands out in its attention to detail. It’s perfect for teams with tight review processes that need to thoroughly document every change.
Streamline your PDF proofing with Ziflow
Choosing the right PDF proofing solution can boost productivity and reduce delays in your creative process. An effective tool captures feedback accurately, tracks changes between versions, secures your data, and integrates with other creative solutions.
Whether you’re juggling multi-stage workflows or just need a simple but consistent review process, Ziflow can adapt to your PDF proofing needs. With Ziflow, you can track projects and feedback, manage multiple project versions, stay compliant with audit trails, and centralize your assets and campaigns.
