What Is Proofing Software? A Modern Guide for Creative Teams

Proofing software has been a core part of creative workflows for years. But as creative teams produce more video-first, multi-channel, and fast-turn content, many teams are discovering that traditional proofing tools no longer cover the full reality of how work gets done.

This guide explains:

• What proofing software actually is

• How online proofing tools work

• Where they fall short for modern video workflows

• When teams should consider a Video Collaboration & Review Platform instead

What Is Proofing Software?

Proofing software is a category of tools designed to help teams review, comment on, and approve creative assets before they are finalized.

At its core, proofing software enables:

• Visual feedback directly on assets

• Version tracking and approvals

• Stakeholder alignment before delivery

Historically, proofing tools were built for:

• Static design files

• PDFs and images

• Simple review cycles

This worked well when creative output was slower and less complex.

What Are Online Proofing Tools?

Online proofing tools are cloud-based versions of proofing software that allow distributed teams to collaborate asynchronously.

They typically include:

• Browser-based asset review

• Commenting and annotations

• Email or in-app notifications

• Basic approval states (approved / changes requested)

These tools became especially popular with:

• Marketing teams

• Design agencies

• Remote and hybrid teams

However, most online proofing tools still assume flat files and linear workflows.

The Limitations of Traditional Proofing Software

As creative work has shifted toward video, motion, and multi-channel campaigns, the gaps in traditional proofing software have become more visible.

Common limitations include:

1. Weak Video Review Capabilities

Many proofing tools treat video as just another file upload, lacking:

• Frame-accurate commenting

• Version comparison

• Playback-aware feedback

Related reading:
Video Review Tools for Creative Teams

2. No Connection to Production Context

Proofing tools often exist in isolation:

• No link to tasks or deliverables

• No ownership clarity

• No production timeline awareness

This leads to:

• “Approved” files without context

• Confusion over what is final

• Feedback living separately from execution

Related reading:
Creative Production Management Explained

3. Approval Without Accountability

Traditional proofing software focuses on marking files, not managing outcomes.

There is often no clear answer to:

• Who approved what—and when

• Which version was approved

• Whether approvals match delivery requirements

Proofing Software vs Video Review Software

As video becomes the dominant creative format, teams increasingly compare proofing software with video review software.

Beyond Proofing: Video Collaboration & Review Platforms

Modern creative teams need more than proofing.

They need tools that connect:

• Review

• Feedback

• Versions

• Ownership

• Delivery

This is where Video Collaboration & Review Platforms emerge.

Kreatli, for example, is a Video Collaboration & Review Platform designed to support video-centric production workflows end-to-end.

Unlike traditional proofing tools, platforms like Kreatli focus on:

• Frame-accurate video feedback

• Clear version lineage

• Review tied to deliverables and tasks

• A single source of truth for “final”

Learn more:
Production Platforms for Creative Teams

When Proofing Software Is Still Enough

Proofing software can still be the right choice if:

• You work mostly with static assets

• Review cycles are simple

• Video is not a core output

• Production context lives elsewhere

For many design-only teams, proofing tools remain sufficient.

When Teams Outgrow Proofing Tools

Teams typically outgrow proofing software when:

• Video becomes a primary deliverable

• Multiple versions are in circulation

• Stakeholders need clearer approvals

• Review must align with production workflows

At that point, proofing becomes just one part of a much larger process.

Key Takeaway

Proofing software helped creative teams move beyond email feedback and file chaos. But today’s creative reality—especially in video—demands more.

Online proofing tools are no longer the end state. They are the starting point.

For teams producing high-volume video, multi-channel campaigns, or collaborative content at scale, the future lies in Video Collaboration & Review Platforms that connect feedback directly to production outcomes.

Frequently Asked Questions

What is proofing software used for?

Proofing software is used to review, comment on, and approve creative assets before final delivery.

Are online proofing tools good for video?

Most online proofing tools offer limited video capabilities and lack frame-accurate feedback or version comparison.

What’s the difference between proofing software and video review platforms?

Proofing software focuses on file annotation, while video collaboration & review platforms connect review, versions, and production context.

When should teams upgrade from proofing tools?

Teams should consider upgrading when video volume increases, versions multiply, or approvals need stronger accountability.