WebProof

WebProof is an online proofing and collaboration platform for teams reviewing documents or artwork and routing work for approval. Reviewers can add sticky-note comments, mark areas, highlight text, attach files, and follow revision history. Its project overview uses colour-coded correction, proofing, and approval statuses to show which projects need attention. Teams can invite people outside WebProof by email link so they can comment on pages. InDesign and Illustrator plugins send work into the platform; Platinum adds direct correction in InDesign files and WebFlow automation between WebProof, a front-end MIS, and printing systems. The iOS app supports project navigation, page previews, comments, text highlighting, status changes, and notifications on iPhone and iPad. WebProof supports PDF files, and the maker says selected text can be translated into over 60 languages. The maker also says its software and cloud hosting are ISO 27001:2022 certified. It is available on the web and iOS with a free plan; the pricing note lists paid plans from €199/mo. Free includes four users, four sharing users, and 1 GB of storage.

WebProof combines review tools, approval statuses, guest access, and creative-app integrations. Its free plan has stated user and storage limits, while the pricing note lists paid plans from €199/mo.

WebProof suits teams that need feedback and approvals on documents or artwork, including agencies, publishers, retailers, printers, and translation teams. Its iOS app and email-link sharing can support reviewers working beyond the web platform.

WebProof is a PDF proofing and collaboration service for teams that need accountable feedback and approvals rather than simple file sharing. It suits agencies, publishers, printers, retailers, translation teams, and other production groups with repeat review cycles. Its strongest case is a structured workflow that extends from guest comments to print-system automation, although the free tier is restrictive for active teams.

Overview

WebProof brings document and artwork review into a shared project workspace. Teams can upload PDFs, collect page-level feedback, manage approval progress, and retain revision history. That combination is most useful when several people must review the same deliverable without losing track of which corrections are current.

The service has operated since 1998 and is based in Copenhagen, Denmark. It supports web access and an iOS app, with PDF as the supported file type. WebProof says its software and cloud hosting are ISO 27001:2022 certified, with customer files hosted by Amazon Web Services in Ireland under EU data-protection requirements. Role-based permissions, activity logging, quarterly third-party penetration scans, and multi-factor authentication for staff access provide meaningful controls for organizations handling sensitive proofs. A stated 99.9% uptime guarantee, measured over three months with a refund for shortfalls, is a useful commitment for deadline-driven production.

Key features

Reviewers can place sticky-note comments, draw or mark regions, highlight text, attach files, and inspect revision history. These annotations keep feedback tied to the relevant page or passage, making correction rounds easier to reconcile than comments spread across email threads. Approval workflows and colour-coded correction, proofing, and approval statuses make outstanding work visible at a glance.

Guest access is a practical advantage: an email link lets non-WebProof users comment on pages without creating full platform accounts. That fits clients, advertisers, authors, and other occasional reviewers. Selected text can be translated into more than 60 languages, including Arabic, Chinese, Greek, and Russian, which helps multilingual review teams.

InDesign and Illustrator plugins send work into WebProof. Platinum adds direct correction in InDesign files, reducing the handoff between review and layout. Its WebFlow automation can move and rename files among WebProof, a front-end management-information system, and back-end printing systems. Those capabilities are significant for print production, but unnecessary overhead for a small team that only needs browser annotations.

The iOS app covers project navigation, page previews, comments, text highlighting, status changes, and notifications on iPhone and iPad. It is suitable for approvals away from a desk, though the stated mobile platform support does not extend to Android.

Pricing

WebProof uses a freemium structure. The Free plan costs nothing, is billed free forever, needs no credit card, and allows four users plus four sharing users. It includes 1 GB of storage, three status codes, two user roles, 100,000 page flips, unlimited projects, and email support. That is a useful way to run small, low-volume proofs, but the seat, storage, status, and page-flip ceilings will constrain growing teams.

Basic has custom pricing and raises capacity to 10 users, 5 GB of storage, 500,000 page flips, and 250 projects. It retains three status codes and two user roles, adds email and text sharing, and includes email and chat support. There is no phone support, so it fits teams needing more throughput than Free but not dedicated phone assistance.

Enterprise also has custom pricing. It provides 10 GB of storage, unlimited status codes and user roles, 1,000,000 page flips, unlimited projects, email, chat, and phone support, tailored onboarding, and 12/5 technical support. It is the more sensible tier for larger organizations that need role flexibility and implementation help.

Platinum has custom pricing and includes 20 GB of storage, unlimited status codes and user roles, 1,000,000 page flips, unlimited projects, WebFlow automation, direct InDesign correction, 24/7 technical support, and an SLA. Choose it when print-system integration or round-the-clock support matters; otherwise its specialist workflow features may not justify the upgrade. The pricing note gives paid plans from €199/mo.

Platforms

WebProof runs on the web and offers an iOS app for iPhone and iPad. The app handles navigation, previews, annotations, status changes, and notifications. PDF is the supported file type, while InDesign and Illustrator plugins connect creative production to the review workspace.

Who it's for

WebProof is a strong fit for agencies, newspapers, magazines, retailers, corporations, printers, full-service providers, translation teams, and medical businesses that need repeatable approval trails. External reviewers benefit from link-based commenting, while print organizations gain the most from Platinum's InDesign and WebFlow features. It is less suitable for Android-first teams, non-PDF workflows, or groups whose needs stop at occasional file comments.

Pros and cons

Pros

• Detailed annotations, attachments, revision history, and approval statuses keep correction rounds organized.
• Guest links let clients and other occasional participants comment without WebProof accounts.
• Creative plugins and Platinum's print automation connect review with production systems.
• ISO 27001:2022 certification, EU hosting, access controls, logging, and a 99.9% uptime guarantee support regulated or deadline-sensitive work.

Cons

• The Free plan permits only four users, 1 GB of storage, three status codes, and 100,000 page flips.
• Basic has no phone support and limits teams to 250 projects, three status codes, and two user roles.
• Android is not supported, and PDF is the stated file type.
• Paid tiers use custom pricing, making budget comparison less direct.

Alternatives

Browse Design Proofing Software for a wider category comparison.

Artwork Flow is the better pick if Android support, 20+ file formats, unlimited guest reviewers, or a 2 GB free tier for three users matters more than WebProof's print-oriented integrations.

Choose Ashore for a lightweight free plan limited to one user, 30 files per month, and 1 GB of storage, or when its Android and API coverage is preferable.

Cage suits a solo user who wants one free project, 2 GB of storage, and unlimited reviewers, with extension support.

Ziflow is worth considering for unlimited proofs and reviewers, two users, 2 GB of storage, and a 60-day review history on its free plan.

Notism is an alternative for teams seeking design-project and collaborator-based plans.

MediaBeacon is the paid choice for cloud or on-premise deployment.

Approval Studio offers a paid LITE plan at $60 a month with five or more users, 5 GB of storage, unlimited projects and external reviewers, and a 14-day free trial.

GoVisually is a paid alternative with a $16 per user/month Lite plan for one to five users, 15 active projects, up to 15 external reviewers, and 50 GB of storage.

Verdict

Choose WebProof if your team needs disciplined PDF approvals, guest review links, and a path into InDesign or print-system automation. Its Free plan is credible for small, low-volume work, while Enterprise and Platinum address larger or more integrated operations. Look elsewhere if you need Android, broad file-format support, transparent paid pricing, or generous small-team limits.