With companies constantly looking for better ways to make their business run more efficiently and smoothly, numerous workflow software options have emerged on the market. The wide selection makes the process of choosing the best product for your needs a daunting task. But not anymore! Discover the 10 best options for workflow management, all chosen through the custom evaluation methodology outlined below our table. Scroll further to gain insight into each software option’s specifications. And below that, you’ll find the guide we designed to help you choose the best solution for your business’s specific needs.
When curating our list of the 10 best workflow management apps, we conducted in-depth research to create an initial selection of products, which were then compared against our evaluation criteria. Only the products that ticked all the boxes earned a place on our list. Below, you can find the details of our ranking system and see for yourself why our rankings are so trustworthy.
Virtually any business process can be enhanced with the help of workflow tools. That’s why the majority of the products on the market aim to meet the general needs of various business types.
However, there are some workflow automation systems that target specific industries or cater to the needs of certain business sizes. In other words, a software product for IT will have different features than one for insurance. Similarly, software that focuses on small businesses will have fewer features than software that caters to the needs of large enterprises.
It’s important to note that this step serves only for classification purposes and doesn’t affect the rankings.
The next step is geared toward evaluating the quality behind each software product. We examined the below-listed functional requirements to do so.
Automation is the most important feature of workflow management. It saves you time and money by completing tasks for you. Instead of starting your next project from scratch, you’ll be able to automatically use the templates you created before. With this in mind, we made sure to examine automation functionalities like routing documentation, status updates and push notifications, automatic task assignment, and report generation. We highly value the products that have these automated features.
Integration with other systems is essential to get the most out of your workflow software. Since workflow management shouldn’t operate independently from other processes, you need software that enables smooth integration with your calendar, databases, CMS, development and communication tools, and more. Not only does it help extend the system’s functionality, but it also reduces repetitive tasks such as manual data entry on an on-going basis.
A drag-and-drop workflow designer is a must-have feature in any professional workflow tool. Usually, business workflow processes involve data input or data transfer, and the simplest way to do this is by using forms to avoid doing it manually. The form designer needs to be simple and intuitive, making it easy for anyone on the team to create and edit processes.
SLA indicators let you know which tasks are urgent and which ones can wait, thus helping you stay current on everything that’s happening. Color-coding, notifications, and ordering tasks according to the due-date assigned are some of the most useful SLA indicators.
KPI reporting is the key to maximizing productivity. The best workflow management software will have a KPI reporting feature that helps you evaluate the team’s efficiency, understand profitability, and make smart decisions.
Any process workflow contains sensitive data that isn’t supposed to be shared with everyone. Professional software should allow you to customize what each user can see and edit. Role-based access lets you invite clients into specific tasks without revealing the rest of the process.
Cloud-based software products gain extra points with us. That’s because this type of software enables you to access it anytime and anywhere, which significantly enhances work productivity. What’s more, cloud-based systems are reliable, cost-effective, scalable, secure, hassle-free, collaboration-friendly, and fairly easy to implement.
Integration isn’t merely a valuable feature for workflow software—it’s a must. Business processes usually require multiple tools. With this in mind, we consider only the providers that ensure smooth integration with CMSs, development tools, calendars, email, payment processing apps, and more.
When using a workflow automation tool, you’ll be processing sensitive data, including finances and other company details. Before adding any workflow system to our list, we make sure it offers top-notch security and guarantees no data loss. Specifically, we check the systems it uses to store data.
If something goes wrong, you’ll need technical support that’s available at that moment; otherwise, your business processes can easily crumble, and your productivity will be disrupted. We make sure to evaluate the customer support of every provider in terms of what form of support they offer (via phone, email, or live chat), whether they’re available 24/7, and what their turnaround time for fixing bugs is. We also want to see how trained, caring, and friendly the team is. Besides testing the support ourselves, we check the experiences their previous clients have had.
Aimed at boosting efficiency, Monday.com helps teams easily plan and execute projects on time. It’s incredibly intuitive and easy to use, allowing for full customization that fits your specific workflow and needs. It serves a variety of industries and company sizes.
Monday.com comes with several useful features. But the main feature of this marketing workflow software is its centralized management with boards that enable easy visualization of information in multiple views. Each board is color-coded, allowing you to track how every team member is doing. Additionally, the boards can be fully customized by adding a range of columns such as due date, status, timeline, person, or text.
All communication takes place within the board. Comments and file attachments can easily be included by adding rows, called “pulses.” Messages can be sent to specific people or the entire team with real-time notifications. Moreover, this workflow software makes it possible to invite clients as guests to check certain parts of the board and track a project’s progress. Other noteworthy features include advanced search options, timeline views, extensive integrations, automated notifications, and time tracking—all of which help you get better results as fast as possible.
Monday.com offers a free trial and four pricing plans: Basic, Standard, Pro, and Enterprise. The Basic plan starts at $49 a month for 5 users, and it offers the most essential features, 5 GB file storage, and one week of activity log tracking. If you need more advanced workflow solutions, you should consider the Standard or Pro plans, which start at $59 and $99 a month for 5 users, respectively. The Enterprise plan comes packed with the entire suite of features, and the pricing depends on the individual needs of the user. If you opt for annual billing, you’ll enjoy an 18% discount.
Kissflow provides open source workflow software that helps users design and customize business applications. It comes with 50 pre-installed apps that you can install and edit according to your preferences. There’s also an option to build your own app. Suitable for businesses of any size and industry, Kissflow offers extra benefits for finance, school, and HR teams free of charge. Currently, it has more than 10000 clients worldwide.
Kissflow stands out for its simple interface and stable functionalities. Users are given the chance to build an automated workflow application that aligns with their needs. You can create and design an unlimited number of apps thanks to the unique five-step app wizard, which provides different input fields such as user list, attachments, date and time, and more.
Other notable features include advanced reporting and prebuilt reports, progress tracking, single sign-on, custom form builder, and more. Plus, Kissflow comes with pre-built integrations with Google Apps SSO, Mail, Contacts, and Docs. It also has an open API that enables integration with any other tool.
Kissflow offers fairly affordable content workflow software. There are three pricing options for small businesses, growing businesses, and enterprises. The plan for small businesses starts at $199 a month, and it’s suitable for up to 30 users. Prices for growing businesses start at $490 a month for up to 100 users. If you opt to pay annually for either of these plans, you can get a fair discount. The enterprise plan starts at $1000 a month, but it’s billed on a yearly basis depending on the transaction volume and the exact number of users.
Recognized as one of the best workflow management software products available, Pipefy lives up to expectations. It offers a suite of amazing features that help you organize and control your processes while preventing failures and reducing costs. This solution is perfect for managers who work in the IT, sales, marketing, HR, finance, and purchasing sectors.
Pipefy’s intuitive interface helps users to quickly adapt and create custom, automated workflows. The workflow management system comes with pre-designed templates that you can seamlessly import into your Pipefy account and customize according to your preferences. Important information is only a click away in the integrated storage system, and you can keep sensitive data in private pipes.
Admin controls, two-factor authentication, email messaging, bug tracking, and reporting are among this product’s most notable features. Also, Pipefy offers integration with Slack, Google Sheets, MailChimp, Pipedrive, Salesforce, and 500 other apps.
Pipefy isn’t a completely free workflow software system, but it offers a free plan that includes 5 pipes and 10 users. The Professional plan starts at $12 per user per month, while the Business plan starts at $22 per user per month. The Enterprise plan comes with advanced features, and its pricing is by quote. If you opt for annual billing, you can save up to 20%.
ProWorkflow is a popular workflow solution for freelancers and teams alike. It offers great features and powerful tools that support full control and visibility. ProWorkflow is best known for its ability to simplify communication and boost the overall efficiency of day-to-day processes.
ProWorkflow provides simple workflow software with an outstanding set of features. Staying up to date has never been easier thanks to PWF’s project dashboard, which displays all the important project information, including messages, tasks, quotes, files, time entries, and invoices. You can easily schedule and reschedule tasks, manage time and costs, or edit projects.
ProWorkflow also has great customization options, from a selection of color themes to the possibility of uploading your logo or personalizing the header. Moreover, the workflow management software provides you with intrinsic reports, but it also offers a custom reports builder. Our features list wouldn’t be complete without mentioning PWF’s drag-and-drop interface, Gantt style timeline, one-click replies, and extensive API.
PWF has three plans. The cheapest one is Solo, which is great for freelancers. It starts at $10 per user per month. The most popular plan is Professional, which costs $20 per user per month. The Advanced plan costs $30 per user per month and requires a minimum of 5 users. Those who opt for annual pricing get a 10% discount.
Backlog’s reliable project workflow software is best known for its collaboration features. It’s a great solution for development teams that want greater productivity and simpler project tracking. Moreover, it’s fairly easy to set up and use. Still, the app’s UI could be better.
Backlog helps managers keep all tasks in one place and seamlessly make assignments. The Gantt charts and burndown charts enable a clear view of projects. Plus, the files are kept in a central location that helps you track progress, share feedback, or create milestones. Collaboration is also simplified with Backlog, which gives you the opportunity to add comments and attachments directly to tasks, invite clients into a project, discuss plans, and more.
Additionally, this workflow software has issue-tracking capabilities, as well as features like version control, wikis, task hierarchy, custom fields, email integration, IP address control, and more. The platform can even be accessed anywhere and anytime via a mobile app.
There’s a free version valid for up to 10 users and one project. The most affordable plan starts at $35 a month for 30 users and 5 projects. The Standard plan costs $100 a month for an unlimited number of users and 100 projects. The most expensive plan is Premium, $175 a month, and it’s good for an unlimited number of users and projects. An annual payment will save you 16%.
Wrike is a scalable, open source workflow engine for businesses of all sizes. Its primary function is to help managers prioritize projects, enhance team collaboration, and boost efficiency. Although Wrike caters to teams in any niche, it offers special solutions for those in the marketing, creative, and project management sectors. While this software excels in many areas, its ease of use and UI could be improved on.
This automation workflow software comes with a built-in time-tracking feature that enables you to include a timer on each task. The time log view allows you to see how much time you’ve spent on a specific task. Also, there’s the document version tracking functionality. Moreover, the interactive Gantt chart, resource allocation, dynamic request forms, and templates help simplify project planning.
Also, the platform keeps all project discussions and task details in context. You can share feedback on digital assets, update task descriptions, or add comments and mentions. Another place where Wrike shines is the reporting feature. It provides enhanced visibility with all the information you need to make informed decisions and improve processes. Wrike also offers a variety of integrations and can be used with services like Dropbox and Google Drive.
Compared to other workflow software solutions, Wrike is on the pricier side. Still, if you want to see if Wrike is good for the money, you can go for the 14-day trial. There’s also a free plan good for up to five users. The Professional plan (for 5–15 users) costs $9.80 per user per month, and you’ll have to pay $24.80 per user for the Business plan, which is great for up to 200 users. The more advanced plans, Marketers and Enterprise, come at a custom price based on your needs. It should be noted that these prices are valid if you opt to be billed on an annual basis.
Scoro is a great workflow management system that streamlines processes—eliminating routine tasks to boost efficiency. It’s designed to bring teams, sales projects, and reports together in an organized manner. This software caters to small and medium-sized businesses with a focus on the advertising, IT, and consulting sectors. Scoro’s available via mobile apps for Android and iOS and offers numerous integration options.
Its wide selection of features is the main reason Scoro is one of the best workflow software solutions. Its advanced functionalities make it possible to manage projects on one page. It shows information about planned tasks, time spent, time billed and expenses, comments, and files. Users can easily create budgets, manage quotes, or track statuses.
Thanks to the Scoro Planner, users have a visual overview of everything that happens, getting the opportunity to schedule meetings in a shared calendar, track billable and nonbillable working hours, and manage tasks by project, deadline, or priority. Financial management is another area in which Scoro excels. It automates invoices, helps you keep track of your expenses, compares budget scenarios, and helps settle multi-currency rates. What’s more, Scoro offers great reporting through an intuitive dashboard that gives information in real-time.
This workflow management system offers four types of plans starting with Essential, which costs you $26 and up per user. The Work Hub and Sales Hub plans start at $37 per user, while the initial price per user for the Business Hub plan is $61. As with nearly all software solutions, you get a fair discount if you choose to be billed on an annual basis.
Integrity is one of the best workflow approval software solutions for enterprises. Its main characteristics are scalability, ease of use, and extensive integration. Integrify simplifies even the most complex business processes at a reasonable price.
Arguably the most notable feature of this workflow management software is the process builder, which comes with an impressive toolset for building process routing fast. What sets Integrify apart from the competition is the Custom Self-Service Portal that handles request management, like submitting and tracking requests.
Additionally, there’s the intuitive, drag-and-drop form designer, which allows you to include a variety of field types that simplify the process of creating reusable forms. You can even add images, videos, tables, and links to them, as well as easily show and hide any form element. Reporting is another of Integrify’s strong suits. All important data is stored in a relational database and can be distributed upon request or displayed in real-time, depending on the user’s preferences. Also, we should note that Integrify is considered one of the best on premise workflow management software products.
Integrify is subscription-based with no fixed prices. They’ve designed a flexible payment plan that can meet the unique requirements of every user.
Hive is a collaboration platform and workflow used by teams of different work styles and sizes. It leverages AI-based analytics to provide flexible project views and thousands of integrations that streamline the workflow.
Project layouts allow smart organization in Gantt charts, tables, Kanban boards, and calendars. You can easily automate routine tasks or combine several projects and get summary views, which can be sorted by team member, current status, or assigned labels. The action cards make it easy for every team member using the workflow system to assign tasks, attach files, set dependencies, or comment.
Furthermore, this platform comes with interactive dashboards that can be easily customized to provide actionable insights and detect any risks. The time-tracking and view functionalities offer unprecedented transparency. Available on Mac, Windows, iOS, and Android, Hive offers over 1000 integration options.
The starting price for Hive is $16 per user per month. This price includes the core features needed for workflow process management, such as summary views, meeting notes, Hive mail, flexible project layouts, and chat. The cost goes up if you opt for add-ons such as analytics, time management, resourcing, or enterprise security. The prices are fair, but you might experience trouble when it comes to billing transparency.
Process Street is one of the top workflow apps. It’s perfect for managing recurring workflows such as new client setup, monthly reporting, employee onboarding, and building maintenance. It’s best for HR, technology, legal, sales, and marketing teams of all sizes.
Process Street has a simple interface with drag-and-drop properties, making it easy for anyone to create structured documents. Its main features include scheduled checklists that enable quick task assignments and track activity. Another area where Process Street shines is process documentation. Thanks to its text editor, you can create comprehensive instructions for any task. Plus, there’s an option to insert fields and sub-checklists into the text, add media, create parallel branches and sequential tasks, and manage SLAs.
Process Street doesn’t have a reporting module, unlike most workflow engines. However, it gives an overview of any template, showing all the data for these processes. Another downside is the lack of built-in notifications when comments are added inside the checklist, making team collaboration a bit harder than you’d expect. To overcome this issue, you can use mentions.
Process Street offers three plans starting with the Business option, which costs $15 per user per month. The next tier is Business Pro, which comes with a price tag of $30 per user per month and is great for complex multi-person workflows. The price of the Enterprise plan is custom and depends on the individual needs of the user. It should be noted that you could save 17% if you opt for annual billing. Also, all plans start with a 14-day trial of the Business Pro features.
Our work doesn’t stop with ranking the software. We work tirelessly to make sure you shortlist the right companies and ultimately purchase the best software for your needs. Here’s what you should consider:
The most basic step is to weed out the options that don’t fit your industry or business size. Since most accounting workflow software will have different features than the software designed to serve the IT industry, for example, this is an important process that shouldn’t be overlooked. Additionally, if your business is small, you won’t use the same features that an enterprise business would; therefore, you shouldn’t pay for them.
Next, you should outline what features and workflow management tools you expect to get from the software you choose. To determine this, consider the following:
If a platform can’t handle the processes that your team needs, then you should continue your search. Once you find potential options, compare them against the list you’ve created after step one to shortlist the best ones.
The final step is to determine how much money you’re willing to spend on your workflow software. This will help you shortlist the providers further. Make sure to choose software that fits within your budget frame, and before you jump in, consider how the cost will increase as you scale. There might be options that will become more expensive the more your business expands.