18 Best Design Approval Software Reviewed in 2025
Best Design Approval Software Shortlist
Here’s my shortlist of the best design approval software:
Our one-on-one guidance will help you find the perfect fit.
As a product manager, you know the headaches of managing design approvals. Chasing feedback, tracking changes, and keeping everyone on the same page can be a real challenge. That's where design approval software comes in, simplifying your workflow and saving you time.
Through my experience testing and reviewing software, I've found the best tools to help your team tackle these common challenges. Whether you're looking for something specific or just exploring options, you're in the right place. Let's dive in.
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Best Design Approval Software Summary
This comparison chart summarizes pricing details for my top design approval software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for security compliance | Free demo + free plan available | From $249/user/month | Website | |
| 2 | Best for real-time collaboration | 14-day free trial | From $35/5 users/month | Website | |
| 3 | Best for video reviews | Free plan available | From $29/month | Website | |
| 4 | Best for enterprise teams | Free demo available | Pricing upon request | Website | |
| 5 | Best for the print industry | Free demo available | Pricing upon request | Website | |
| 6 | Best for marketing teams | Free demo available | From $30/user/month | Website | |
| 7 | Best for brand compliance | Free plan available | From $39/user/month | Website | |
| 8 | Best for web agencies | Free plan + free demo available | From $35/user/month | Website | |
| 9 | Best for web design feedback | Free plan + 14-day free trial available | From $35/user/month | Website | |
| 10 | Best for Adobe integration | 14-day free trial | From $129/user/month (billed annually) | Website |
Best Design Approval Software Reviews
Below are my detailed summaries of the best design approval software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
PageProof is an online proofing tool designed for marketing and creative teams, focusing on secure and efficient design approval processes. It helps teams manage feedback and approvals while ensuring compliance with security standards.
Why I picked PageProof: It's ideal for teams where security compliance is important. The tool offers encryption features to protect your files and feedback. Reviewers can annotate directly on proofs, making it easy for your team to gather feedback. Its workflow automation helps streamline the approval process, ensuring nothing gets overlooked.
Standout features & integrations:
Features include workflow automation that helps your team manage approvals efficiently. The software offers encryption to ensure your files and discussions remain secure. Annotations and markup tools allow precise feedback directly on designs.
Integrations include Adobe Creative Cloud, Microsoft Office, Slack, Trello, Dropbox, Google Drive, Asana, Jira, Basecamp, and monday.com.
Pros and cons
Pros:
- High-level security features
- Detailed audit trails
- Customizable workflows
Cons:
- Learning curve for new users
- Complex initial setup
Approval Studio is an online proofing software for creative teams, focusing on facilitating design review workflows. It caters primarily to teams needing efficient feedback and version control for artwork projects.
Why I picked Approval Studio: It's designed to enhance real-time collaboration with features like annotations and external reviews. The tool supports various file formats, allowing your team to work with diverse media. Its version control ensures everyone is on the same page, reducing misunderstandings. Its integration capabilities with platforms like Adobe and Shopify add to its appeal, making it a versatile choice for creative projects.
Standout features & integrations:
Features include annotation tools, version control, and external review options. These features help your team provide precise feedback and track changes effectively. The software also supports different file formats, making it adaptable to various project needs.
Integrations include Adobe, Shopify, Slack, Google Drive, Dropbox, Trello, Asana, Jira, and monday.com.
Pros and cons
Pros:
- User-friendly interface
- Built-in communication tools
- Supports various file formats
Cons:
- Limited integration options
- Can be pricey for small teams
QuickReviewer is a collaborative review and approval tool designed for creative teams, with a focus on simplifying video and design project approvals. It serves marketing and design teams by enabling efficient feedback and collaboration on multimedia projects.
Why I picked QuickReviewer: It's particularly effective for video reviews, offering features like frame-by-frame commenting. Your team can provide precise feedback on video content, improving communication and project outcomes. The tool supports multiple file types, making it versatile for various creative projects. Its emphasis on video makes it a great choice for teams focused on multimedia content.
Standout features & integrations:
Features include advanced annotation tools that allow your team to leave detailed feedback on design files. The tool offers version control, ensuring everyone is working on the latest file iteration. Additionally, it provides a centralized dashboard to manage all reviews and approvals in one place.
Integrations include Slack, Trello, Asana, Dropbox, Google Drive, Microsoft Teams, Jira, monday.com, Basecamp, and Adobe Creative Cloud.
Pros and cons
Pros:
- Frame-by-frame video commenting
- Supports multiple file types
- Detailed version control
Cons:
- Learning curve for new users
- May need technical support
Adobe Workfront is a project management and design approval software tailored for enterprise teams, helping them manage large-scale projects and streamline workflows. It allows businesses to organize tasks, collaborate on projects, and track progress efficiently.
Why I picked Adobe Workfront: It's tailored for enterprise teams with features like advanced project management capabilities. Your team can benefit from detailed task assignments and real-time updates. The software supports complex workflows, making it suitable for large organizations with diverse project needs. Its integration with other Adobe products enhances its utility for creative and marketing teams.
Standout features & integrations:
Features include advanced reporting tools that provide insights into your projects. The software offers customizable dashboards, allowing you to tailor the interface to your team's needs. Additionally, it supports resource management, helping you allocate and track resources effectively.
Integrations include Adobe Creative Cloud, Salesforce, Microsoft Teams, Slack, Jira, Google Drive, Dropbox, Asana, Trello, and Zoom.
Pros and cons
Pros:
- Extensive customization options
- Scalable for large teams
- Detailed reporting features
Cons:
- Somewhat complex setup process
- Higher cost for small teams
OnPrintShop is a design proofing software tailored for the print industry, helping printing businesses manage their design approvals efficiently. It serves print service providers by streamlining the proofing process and enhancing client communication.
Why I picked OnPrintShop: It's tailored specifically for the print industry, making it ideal for businesses in this sector. The software offers features like online proofing, which allows your clients to review and approve designs easily. It also supports multiple file formats, ensuring compatibility with various design tools. The focus on industry-specific needs differentiates it from more general design approval tools.
Standout features & integrations:
Features include online proofing, which simplifies the client approval process. The tool supports multiple file formats, allowing for diverse design submissions. Additionally, it offers a customizable interface that adapts to your business needs.
Integrations include Adobe, CorelDRAW, Dropbox, Google Drive, QuickBooks, Xero, Microsoft Dynamics, SAP, and Salesforce.
Pros and cons
Pros:
- Customizable templates
- Industry-specific features
- Detailed reporting options
Cons:
- Slight learning curve
- Limited to the print industry
Admation is a project management and design approval tool tailored for marketing teams, helping them manage creative projects and approvals efficiently. It allows users to centralize feedback, track project progress, and ensure deadlines are met.
Why I picked Admation: It's designed specifically for marketing teams, offering features like project tracking and resource management. Your team can benefit from a centralized dashboard that keeps all project details organized. The tool provides customizable approval workflows, making it easier to manage multiple campaigns. Its focus on marketing needs makes it a valuable asset for creative teams.
Standout features & integrations:
Features include project tracking, which helps your team monitor progress and deadlines. The software offers customizable approval workflows, allowing you to tailor the process to your team's needs. Additionally, it includes resource management features that help allocate and track team resources effectively.
Integrations include Adobe Creative Cloud, Slack, Trello, Asana, Google Drive, Dropbox, Microsoft Teams, Jira, Basecamp, and monday.com.
Pros and cons
Pros:
- Tailored for marketing workflows
- Detailed resource tracking
- Supports multiple campaigns
Cons:
- May require lengthy initial setup time
- Learning curve for new users
Artwork Flow is a design approval software aimed at marketing and branding teams, helping them ensure brand compliance and streamline approval processes. It allows users to manage creative projects efficiently by centralizing feedback and approvals.
Why I picked Artwork Flow: It's designed to ensure brand compliance with features like version control and brand guidelines integration. Your team can use these tools to maintain consistency across all projects. The software supports workflow automation, helping you manage approvals efficiently. Its focus on brand integrity makes it a valuable tool for marketing teams.
Standout features & integrations:
Features include version control, which helps your team manage design iterations effectively. The tool offers workflow automation to keep projects moving smoothly. Additionally, it includes brand guidelines integration, ensuring your projects stay consistent with your brand's identity.
Integrations include Adobe Creative Cloud, Slack, Trello, Asana, Google Drive, Dropbox, Microsoft Teams, HubSpot, Jira, and monday.com.
Pros and cons
Pros:
- Detailed version tracking
- Workflow automation
- Centralized feedback collection
Cons:
- Learning curve for new users
- Higher cost for small teams
Atarim is a collaborative design approval tool specifically designed for web agencies, helping them streamline client feedback and project management. It allows web professionals to manage website projects efficiently by centralizing all communications and tasks.
Why I picked Atarim: It's tailored for web agencies, offering features like visual collaboration directly on live websites. Your team can leave comments and feedback in real-time, simplifying communication with clients. The tool also provides project management capabilities, helping you track progress and deadlines. Its focus on web project needs makes it a standout choice for agencies.
Standout features & integrations:
Features include visual collaboration, which lets your team and clients leave feedback directly on websites. The tool offers task management, helping you keep track of project milestones. Additionally, it has a centralized dashboard that aggregates all communications and tasks in one place.
Integrations include Slack, Trello, Asana, monday.com, ClickUp, Basecamp, Jira, Google Drive, Dropbox, and HubSpot.
Pros and cons
Pros:
- Real-time website feedback
- Centralized task management
- Customizable workflows
Cons:
- Learning curve for new users
- Higher complexity for small teams
Pastel is a collaborative feedback tool designed for web designers and developers, helping them collect and manage feedback on web projects. It allows teams to interact directly on live sites, improving communication and project management.
Why I picked Pastel: It's perfect for web design feedback, offering features like real-time comments directly on web pages. This lets your team and clients discuss changes in context, reducing miscommunication. The tool supports visual feedback, making it easier to pinpoint issues and discuss design elements. Its focus on web projects makes it an ideal choice for designers needing precise feedback.
Standout features & integrations:
Features include real-time commenting, which allows your team to leave feedback directly on web pages. The tool also offers visual feedback, helping pinpoint exactly where changes are needed. Additionally, it provides a centralized dashboard to manage all project comments and tasks.
Integrations include Slack, Trello, Asana, Jira, Basecamp, monday.com, ClickUp, Google Drive, Dropbox, and Microsoft Teams.
Pros and cons
Pros:
- Direct feedback on live sites
- Visual feedback tools
- Easy project management
Cons:
- Basic reporting features
- May require initial training
GoProof is a design approval software created for creative teams, focusing on simplifying the review process. It allows teams to collaborate directly on Adobe projects, enhancing communication and speeding up approvals.
Why I picked GoProof: Its integration with Adobe products makes it ideal for teams heavily using Adobe Creative Cloud. Your team can collaborate on proofs without leaving the Adobe environment, saving time and maintaining workflow continuity. The tool supports multi-stage approvals, ensuring all stakeholders are involved. Its focus on Adobe integration makes it a strong choice for creative professionals.
Standout features & integrations:
Features include multi-stage approvals, which help involve all necessary stakeholders in the design process. The software offers real-time feedback, allowing your team to make quick adjustments. Additionally, it provides a centralized dashboard for managing all projects and feedback in one place.
Integrations include Adobe Creative Cloud, Slack, Trello, Asana, Basecamp, Microsoft Teams, Google Drive, Dropbox, Jira, and monday.com.
Pros and cons
Pros:
- Native Adobe integration
- Supports multi-stage approvals
- Real-time feedback capabilities
Cons:
- Requires Adobe subscription
- It can be overwhelming for small teams
Other Design Approval Software
Here are some additional design approval software options that didn’t make it onto my shortlist, but are still worth checking out:
- Cage
For creative teams
- GoVisually
For visual feedback
- Smartsheet
For spreadsheet-style campaign management with enterprise scalability
- Miro
For real-time digital whiteboarding and remote brainstorming sessions
- Filestage
For compliance workflows
- Wrike
For cross-team project visibility with built-in dashboards
- ReviewStudio
For agency-client review cycles
- Ziflow
For large file reviews
Design Approval Software Selection Criteria
When selecting the best design approval software to include, I considered common buyer needs and pain points like managing feedback efficiently and ensuring version control. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Manage feedback efficiently
- Ensure version control
- Facilitate communication between teams
- Support multiple file formats
- Track project progress
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Real-time collaboration
- Customizable workflows
- Advanced security options
- Integration with creative tools
- Automated approval processes
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Intuitive interface design
- Easy navigation
- Minimal learning curve
- Responsive design
- Customization options
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Comprehensive documentation
- Access to chatbots or support
- On-demand webinars
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support availability
- Multiple support channels
- Fast response times
- Access to a knowledge base
- Personalized assistance
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive pricing
- Flexible subscription plans
- No hidden fees
- Discounts for annual billing
- Free trial availability
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Positive feedback on functionality
- Consistent high ratings
- Commonly reported issues
- User recommendations
- Feedback on recent updates
How to Choose Design Approval Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
| Scalability | Ensure the software can grow with your team. Look for solutions that handle increasing workloads and larger teams without sacrificing performance. |
| Integrations | Check if it integrates with tools you already use. This includes design software like Adobe and project management tools like Trello or Asana. |
| Customizability | Look for options to tailor workflows to your needs. The ability to customize dashboards and approval processes can enhance your team’s efficiency. |
| Ease of Use | Assess whether the interface is intuitive and user-friendly. Your team should be able to navigate the software with minimal training. |
| Budget | Consider the cost relative to your budget. Look for transparent pricing with no hidden fees and assess if there’s a free trial to test the software. |
| Security Safeguards | Verify that the software includes strong security measures to protect your data. This is essential if you’re dealing with sensitive information. |
| Support | Consider the availability and quality of customer support. Ensure there are multiple channels like chat, email, and phone to get help when needed. |
| Feedback Mechanisms | Ensure the software supports detailed feedback collection. Look for features like annotation tools and comment threads for clear communication. |
Trends in Design Approval Software
In my research, I sourced countless product updates, press releases, and release logs from different design approval software vendors. Here are some of the emerging trends I’m keeping an eye on:
- Real-time collaboration: More tools are prioritizing this feature, especially creative agencies and freelancers, to review and edit creative assets together. This allows for quicker feedback, faster turnarounds, and fewer delays across multiple formats.
- AI-driven insights: Some vendors are introducing AI features that analyze patterns in creative review cycles. These insights can highlight bottlenecks, suggest next steps, or help optimize custom workflows based on previous project data.
- Enhanced security features: As protecting sensitive creative content becomes an industry standard, many platforms are investing in permissions controls, API-level authentication, and data encryption. This helps teams ensure compliance while keeping brand assets secure throughout the artwork approval process.
- Integrated feedback loops: Many tools now support centralized feedback and annotation directly on design files. This allows all comments, edits, and decisions to be tracked in one place, improving version control and reducing the need for follow-up emails or meetings.
- User experience focus: Vendors continue refining their interfaces to make design approval software easier to adopt. Simpler layouts, faster onboarding, and fewer training requirements are making these tools more accessible for both in-house teams and external stakeholders.
What Is a Design Approval Software?
Design approval software is used to manage the feedback and approval process for creative projects, from social media graphics to branded documents and digital campaigns. It's especially helpful for creative teams, agencies, and freelancers who need to collect input, manage edits, and gain final sign-off on visual work.
The software supports key tasks like real-time collaboration, creative review, and project tracking. Many tools now include features like AI insights, version control, and integrated feedback systems to help reduce revision cycles and keep projects on schedule. Some platforms even support artwork approval workflows tailored to brand or regulatory compliance.
Whether you're managing client approvals or working on internal creative assets, these tools provide a centralized space to move designs through each stage of review.
Features of Design Approval Software
When evaluating design approval tools, look for these essential features:
- Real-time collaboration: Enables multiple reviewers to leave feedback and make decisions quickly.
- Version control: Keeps all edits and iterations organized so teams always work from the correct file.
- Integrated feedback loops: Consolidates comments across documents and formats, making it easier to track progress.
- AI-driven insights: Helps spot workflow issues or repetitive feedback, and suggests ways to improve the review cycle.
- Advanced security features: Includes permissions control, API integration, and encryption to protect sensitive work.
- Custom workflows: Adapts the approval process to your specific needs, including optional stages or external sign-offs.
- Annotation tools:Enables users to leave feedback directly on docs, graphic design files, or illustrator formats.
- Project management capabilities: Tracks deadlines, tasks, and approvals in one system.
- Intuitive interface: Reduces the learning curve, making it easier for both team members and clients to get started.
- Multi-stage approvals: Allows for complex sign-off processes involving multiple stakeholders.
Benefits of Design Approval Software
Implementing design approval software provides several benefits for your team and your business. Here are a few you can look forward to:
- Improved communication: Real-time collaboration and annotation tools enhance how your team exchanges feedback, reducing miscommunication and speeding up decision-making.
- Time savings: Version control and integrated feedback loops ensure everyone is on the same page, which minimizes time spent on back-and-forth emails and meetings.
- Enhanced security: Advanced security features protect your sensitive design data, ensuring compliance with industry standards and safeguarding your business's reputation.
- Increased efficiency: Customizable workflows and AI-driven insights optimize processes, allowing your team to focus on creativity and productivity.
- Better project management: Project management capabilities help organize tasks and deadlines, ensuring projects are delivered on time and within scope.
- Streamlined approvals: Multi-stage approvals involve all necessary stakeholders, ensuring comprehensive feedback and reducing the likelihood of overlooked details.
- User-friendly experience: An intuitive interface allows your team to quickly adapt and use the software effectively, reducing the learning curve and increasing adoption rates.
Costs and Pricing of Design Approval Software
Selecting design approval software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in design approval software solutions:
Plan Comparison Table for Design Approval Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0/user/ month | Basic feedback tools, limited storage, and basic version control. |
| Personal Plan | $5-$25/user/month | Advanced feedback tools, moderate storage, version control, and annotation tools. |
| Business Plan | $25-$50/ user/month | Team collaboration, increased storage, advanced security, and customizable workflows. |
| Enterprise Plan | $50+/user/ month | Unlimited storage, comprehensive security, multi-stage approvals, and dedicated support. |
Design Approval Software FAQs
Here are some answers to common questions about design approval software:
How does design approval software improve collaboration?
Design approval software improves collaboration by allowing team members to provide feedback in real-time, directly on the design files. This reduces the need for lengthy email chains and meetings, ensuring that stakeholders and designers are on the same page. The tools also centralize feedback, making it easy for teams to access and act on it.
Can design approval software handle different file types?
Yes, most design approval software can handle a variety of file types, including images, videos, and documents. This flexibility allows your team to work on diverse projects without switching between different tools. It ensures that all feedback and approvals are managed in one place.
What should I look for in artwork approval software security?
When evaluating security, check if the software offers end-to-end encryption to protect your data. Look for compliance with industry standards like GDPR or SOC 2. These features ensure that your sensitive designs and feedback are safe from unauthorized access.
How do I integrate design approval software with my existing tools?
Many design approval software solutions offer integrations with popular tools like Adobe Creative Cloud, Slack, and Trello. These integrations allow you to connect your design software with project management and communication tools, creating a seamless workflow for your team.
Is there a learning curve with design approval software?
While there may be a learning curve, most design approval software is designed to be user-friendly. Look for tools with intuitive interfaces and available training resources like tutorials and webinars. This can help your team quickly adapt and make the most of the software’s features.
How does design approval software support remote teams?
Design approval software supports remote teams by enabling real-time collaboration regardless of location. Team members can access and review designs from anywhere, providing feedback and approvals without delay. This flexibility ensures that projects continue to move forward smoothly, even with team members spread across different locations.
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