16 Best Workflow Management Software of September 2023

2. Nintex

Nintex, being a leading software solution for companies, aims to assist businesses in easily and swiftly automating their processes. It achieves this goal by automating the processes of popular collaboration and content management platforms, connecting cloud workflows, on-premise systems, and mobile users.

Why use Nintex?

The reason why this solution is considered one of the best workflow automation software options is because of its user-friendliness. Nintex allows teams to effortlessly optimize work processes, integrate content, and accomplish improved results. The software offers a design that focuses on individuals, making it suitable for both simple everyday processes and intricate procedures.

Nintex Pros

• Nintex Gateway
• Data Lookup Control
• Workflow Testing
• Authenticated Tasks
• User Groups
• Web Request Display
• Microsoft Teams integration for Office 365
• Variable management improvements for SharePoint

Nintex Cons

• No documentation to understand Nintex
• Takes time to track down errors and fix them
• No support for external data fields

3. Bit.ai

Company documents are essential for the functioning of an organization. Every company possesses a vast amount of knowledge in the form of contracts, agreements, proposals, plans, designs, and datasheets that need to be effectively managed. Fortunately, tools like Bit.ai empower companies to enhance their document and workflow management capabilities, enabling teams to operate at peak efficiency.

Why Use Bit.ai?

Bit.ai enables you to create, share, manage, organize, and track all company documents and knowledge in a single platform. You can effectively create intelligent workspaces for projects, departments, teams, and clients to maintain organized data. All documents can be shared with individuals within or outside of the organization, and can also be kept private. Furthermore, Bit.ai provides real-time collaboration capabilities for you and your employees to collaborate on documents.

With Bit, you no longer have to waste hours moving between platforms in search of and exchanging the correct information. Bit flawlessly combines with over 100 platforms, such as OneDrive, Google Drive, Typeform, Tableau, and Airtable. All of these features contribute to making this tool the ultimate workflow solution.

Bit.Ai Pros

• File conversion
• Document generation
• Collaboration tools
• Image editing
• Text editing
• Real-time editing
• Full text search
• Document templates

Bit.Ai Cons

• Lack of intuitive UI
• No guided tutorials
• No mobile or desktop app

4. ProcessMaker

ProcessMaker is a cost-effective and easy-to-use open-source solution that enhances the movement of information between data and systems by automating form-based, approval-driven workflow. It is specifically designed for business process management (BPM) and workflow improvement, offering a intuitive drag-and-drop interface.

Why use ProcessMaker?

ProcessMaker is preferred by professionals because of its lightweight nature, high efficiency, and low overhead. Currently, numerous business analysts and subject matter experts trust ProcessMaker for workflow automation, team communication, and enhanced productivity.

ProcessMaker Pros

• Flexible dashboards
• Document and evidence filing
• Case tracking
• Notifications
• Integrated data analytics

ProcessMaker Cons

• Compatibility issues with Internet Explorer browser
• Several important features require knowledge of coding
• Hard to understand UI

5. ProProfs Project

ProProfs Project is an intelligent software for managing workflow processes. It places emphasis on work planning and team collaboration, aiding project managers and teams in achieving efficiency in reaching their project goals. With ProProfs Project, you can effortlessly design personalized workflows and gain a visual overview of the project through the use of Kanban boards and Gantt charts. Additionally, the software provides actionable reports that enable teams to identify areas of improvement in performance by identifying bottlenecks.

Why use ProProfs Project?

ProProfs Project allows project managers to effectively plan, arrange, and oversee work through a central dashboard. The platform’s user-friendly interface and intelligent functionalities make it suitable for various teams. Additionally, the software offers two cost-effective pricing options catering to small, medium, and large enterprises.

ProProfs Project Pros

• Task management
• Gantt charts
• Email integration
• Document management
• Resource management
• Budget & Expense management

ProProfs Project Cons

• Weak reporting system
• No workflow automation feature
• UI/UX needs improvement

6. Process Street

Process Street is a workflow and process management software that is both simple and robust. It is widely regarded as one of the easiest solutions available for teams to manage recurring workflows and checklists while working on projects. The software is suitable for almost any team, regardless of their specific work environment.

Why use Process Street?

With Process Street, businesses can use checklists to track their work processes, minimize errors, and save significant amounts of time. The software allows teams to create checklists that can be used repeatedly, collaborate on them effortlessly, and monitor them until they are finished. Additionally, it provides various advanced add-ons such as custom permissions, automation, and reporting that enable businesses to surpass their expected achievements.

Process Street Pros

• Process routing
• Document generation
• Process design
• Data unification
• Task scheduling

Process Street Cons

• Lack of templates
• Reporting tools only focus on checklist due date
• No permission to set on subfolders without affecting the main folder

7. Backlog

Backlog is a software for managing work that is specially made for development teams. It covers practically every aspect of the software development process. Backlog enables collaboration, communication, and coordination during development for both managers and non-tech teams. If you want to try the platform yourself, you can easily sign up for a free trial.

Why use Backlog?

By using Backlog, you have the ability to consolidate all your tasks in one place and delegate them to others. With the aid of burndown and Gantt charts, you can have a more comprehensive understanding of your projects. Additionally, the system allows you to monitor the project’s progress and provide feedback to the team.

Backlog Pros

• Task management
• Wiki documentation
• Custom workflows
• Release forecasting
• Time tracking
• Progress monitoring
• Bug History
• Data retention

Backlog Cons

• Unnecessary page reloads
• Gantt charts do not allow link creation for dependencies and task rescheduling
• Free plan offers limited storage capacity

8. nTask

nTask is an online solution for managing workflows that aids businesses of any size in becoming organized and optimizing processes. With this platform, users have the capability to visualize workflows across various departments within different workspaces. It can be utilized for project planning, tracking time, managing issues, and overseeing timelines through Gantt charts.

Why use nTask?

With its ease of use and affordability, this solution becomes the preferred workflow management platform for SME’s and small businesses. Many organizations utilize nTask to effectively collaborate with their project teams, assign tasks, and ensure timely completion of projects. It provides third-party integrations that enable you to manage all project-related aspects in one interface.

nTask Pros

• Project management
• Team chat
• Task tracking
• Kanban boards
• Team management
• Meeting management
• Issue tracking

nTask Cons

• UI is not intuitive
• Software takes time to load
• Less storage option in Free plan

9. Intervals

Intervals is a software solution that provides a combination of work and time management features aimed at assisting project managers and teams in effectively handling their projects. With Intervals, project managers can consolidate all project processes, monitor productive work hours, and enhance communication within the project team. Intervals distinguishes itself in the market due to its outstanding capabilities in project management, workflow management, client management, and analytics, positioning it as the top choice for workflow solutions.

Why use Intervals?

By using Intervals, project managers can ensure the alignment of their team at all times. They can also authorize timesheets, generate invoices, and track the advancement of individual team members’ projects. Intervals not only offers all the customary management and collaboration functionalities but also boasts an exceptional support system. Moreover, the software is accessible through various pricing models that cater to almost every business, irrespective of their size or industry.

Intervals Pros

• Custom workflows
• Kanban boards
• Time tracking
• Report scheduling
• Activity feed
• Lightweight CRM
• Accounting features
• Mobile app
• 3rd party integrations

Intervals Cons

• Does not have the option to track time with start/stop times
• No options to set alerts for a specified date and time
• No option to restrict users to set only allowed task statuses

10. Automate.io

Automate.io resembles other workflow automation tools available in the market, but it stands out by enabling the creation of one-to-one integrations and multi-step workflows among various apps. It is particularly suited for teams seeking to customize their workflow according to their specific requirements and enhance their connectivity and communication.

Why use Automate.io?

At Automate.io, there are integrations with various tools that professionals use regularly, such as CRM, lead generation software, and numerous other business productivity apps. A free version is also provided, allowing users to create five automations that will sync up to 250 actions per month. To access additional automation and actions, one can opt for paid plans, which cost $25, $49, and $99 per month.

Automate.io Pros

• Multiple data sources
• Cost management
• ETL
• Web services

Automate.io Cons

• Integrations are hard to implement
• Failure of automation triggers
• Difficulty moving documents out of Docusign to Google Drive

11. Gravity Flow

Gravity Flow is a widely-used workflow management tool that operates in conjunction with Gravity Forms, a WordPress plug-in designed for creating contact and lead generation forms. This software enables effortless and swift creation of multi-step workflows. Gravity Flow is particularly beneficial for web-based businesses and teams that prioritize online marketing and visitor attraction.

Why use Gravity?

The workflows produced by Gravity Flow are perfect for utilizing current marketing efforts with a user-friendly form builder and workflows that transfer information to your CRM and other marketing tools. Furthermore, Gravity Flow aids in preventing excessive control by keeping teams informed and enabling easy participation from managers, teams, and clients in the workflow.

Gravity Flow Pros

• Option to add unlimited users and workflows
• Smooth business process automation
• Detailed reporting
• Custom workflows
• Data privacy compliant

Gravity Flow Cons

• Additional plugins are required to get features not part of Gravity Forms
• Setup process is a bit challenging
• Unintuitive controls

12. Nifty

Nifty, as the name implies, serves as a handy method for effectively managing projects and all the chaotic elements of your work. It enables teams to join forces, cooperate, and converge to tackle prioritized tasks on one platform. It is user-friendly and offers a task-oriented strategy for handling work assignments and accomplishing projects.

Why use Nifty?

Nifty stands out from other workflow management software platforms because it aids in time management by providing a singular platform for organizing schedules. It enables the management of tasks through a calendar view, facilitating the scheduling of meetings, tasks, and events. Additionally, it supports teams in remaining focused on their objectives by offering defined agendas and milestones.

Nifty Pros

• Task management
• Project tracking/reporting
• Collaboration tools
• Time & Expense tracking
• Idea management
• Resource management
• Milestone tracking

Nifty Cons

• Lack of document markup features like highlighting and commenting
• Database management and recording user data suffer from duplication
• Unprofessional customer support team
• Chat option only for account admin

13. Trello

Trello offers an advanced software platform that assists teams in completing their tasks through its intuitive features and interactive interface. By utilizing detailed Kanban boards, vibrant task cards, and descriptive labels and tags, teams can effectively simplify all of their to-do items simultaneously. There are numerous advantages to integrating Trello as a workflow assistant.

Why use Trello?

Trello facilitates organization and productivity enhancement by providing intuitive boards, lists, cards, assignments, and readily available productivity metrics. With this platform, distractions are eliminated and teams can work efficiently and smartly, allowing them to stay focused and keep track of tasks effectively.

Trello Pros

• Task Management
• Project Planning
• Task Dependencies
• Task Prioritization

Trello Cons

• Option to sharing confidential documents is not available
• Automation process is not easy to understand
• Integrating Excel with Trello is not easy

14. GoodDay

GoodDay is a fantastic tool for managing workflows, allowing users to organize tasks, monitor progress, and effectively manage time. By utilizing Kanban boards and descriptive tasks, teams can collaborate seamlessly. This software platform offers a comprehensive view of the entire work process, promoting collaboration via timely updates and informative notifications.

Why use GoodDay?

GoodDay is an excellent software for project management. It offers a robust system for workflow management that allows teams to consolidate information and work together in real time. The software simplifies the planning process with user-friendly workflows and project dependencies. It enables users to establish milestones and recurring tasks. Moreover, it facilitates the creation of a product backlog for all projects, allowing for organized editing, modification, and management of priorities.

GoodDay Pros

• Task management
• Issue management
• Client portal
• Customizable templates
• Project planning/scheduling
• Resource management

GoodDay Cons

• Mobile view is a bit slow in comparison to desktop view
• Lags behind in sending out alerts and notifications for tasks
• Initial load time is high
• UI lacks simplicity

15. ProWorkflow

ProWorkflow is primarily focused on visibility and control as a workflow management tool. It provides teams with a clear overview of their active, finished, and future work. Additionally, the tool offers features such as a simple drag and drop interface, one-click replies, a timeline in Gantt style, and timesheets. These features enable teams to enhance their control over tasks and projects.

Why use ProWorkflow?

ProWorkflow provides a specialized mobile app for users of Android, iOS, and Blackberry devices. This app enables these users to conveniently access all the standard features of ProWorkflow, such as team messaging, time tracking, and task management, regardless of their location or the device they are using. Additionally, ProWorkflow’s open API system ensures seamless integration with various widely used third-party business applications.

ProWorkflow Pros

• Project management
• Resource management
• Collaboration tools
• Time & Expense tracking
• Client portal
• CRM

ProWorkflow Cons

• No option to duplicate current project for recurring tasks
• No reporting permissions on a client level
• Lack of more automation features

16. Zapier

It offers teams the appropriate tools to enhance their productivity and minimize both effort and errors.

Why use Zapier?

Zapier stands out with its streamlined and efficient dashboard, which allows teams to effortlessly manage apps and zaps. By establishing effective systems and processes, it enables teams to excel at their core competencies. Moreover, it streamlines the data flow between various web pages, enabling teams to concentrate on the essential tasks.

Zapier Pros

• Task management
• Business process automation
• Real-time integration
• Data encryption
• Data mapping

Zapier Cons

• Some 3rd party integrations have poor support
• Collaboration not available on Professional Plan
• Business plans are quite expensive

Provide a Positive Experience for Your Employees

Your employees play a vital role in your business, regardless of the industry your brand operates in. They are responsible for directly engaging with your audience, each in their respective roles. For salespeople, their focus is on meeting the needs of customers. Therefore, it is crucial that they have a tool that allows them to gather and store all essential client information.

By introducing a business process management application, you are simplifying the lives of your team members. This enables them to easily document and log the tasks that they are required to complete. Employing the appropriate tool enables them to work efficiently, fostering motivation and leading to enhanced productivity.

Automate Your Processes

Business process management tools provide numerous benefits, with one of the key advantages being the automation of processes and data analysis. Manual outlining of internal workflow is time-consuming and inefficient. In addition, mismanaged information and unmeasured data can have a negative impact on your overall sales output.

BPM solutions can evaluate your company’s processes and aid in identifying the most suitable internal workflow for your specific needs. Additionally, mapping and centralizing should be incorporated to ensure maximum utilization of the tool by you and your team.

Identify Manual Errors

When it comes to data input and analysis, human errors are bound to happen. A way to enhance your internal workflow is by consolidating all the important data and information in a single application, accessible to the entire team for viewing and management purposes. Additionally, the software is capable of rapidly identifying errors and rectifying them.

Below are additional tips that can be helpful in reducing human errors within the workplace.

1. Set realistic and attainable deadlines.
2. Give the staff access to the documents and tools that they need, especially for BPM software.
3. Leverage your internal communications.
4. Provide training and refreshers from time to time.
5. Monitor your team members’ progress and output.

Maximize the Features of Your BPM Tool

Once you have selected the business process management application, it is time to make use of its features. The ideal software should provide workplace optimization attributes, which include the following:

1. Monitor vacation and sick leaves so everyone can be notified ahead of time.
2. Create separate and dedicated sheets for assigning tasks and projects.
3. Track meetings, activities, and events so the team members can prepare as early as possible.
4. Manage your third-party vendors and suppliers by creating a separate section where everyone can view the important details in real-time.
5. Have a dedicated corner wherein everyone can pitch in their ideas and suggestions. This way, redundancy can be eliminated.
6. Keep a “reporting” tab to be updated on everyone’s progress.
7. Provide a central information system for better visibility.
8. Make onboarding new teammates easier and more efficient by keeping guidelines and other documents in one place.