In order to achieve success in a fast-paced work environment, it is crucial to establish a workflow that operates effectively. To assist with this, we have created a list of the top workflow management software options, taking into consideration factors such as efficiency, user-friendliness, and important features. Our selection of software is specifically designed to enhance productivity, simplify your procedures, and enable you to reach your business objectives within designated timeframes.
18 Best workflow management systems compared
1. monday: Best for customizable workflows
monday is a versatile workflow management software that offers customizable workflows, task tracking, and various team collaboration features. It is a valuable tool for teams of any size in any industry.
Monday is work management software that is user-friendly and can be customized for businesses of any size. By simply clicking a few times, business owners can create boards for their employees, monitor specific tasks, and determine which individuals have completed work and who still has pending tasks.
Templates for Monday are easily accessible for specific areas of your business, like sales and content creation. It is possible to further personalize these templates and establish a distinct workflow that suits your business.
Features
- Data visualizations and dashboards.
- Reporting and analytics.
- Task and employee scheduling.
- Automation of business processes.
Pros
- Automation.
- Clear visual dashboard.
- Makes owners and attributions clear.
- Over 200 templates.
Cons
- Complex for smaller teams.
- Less feature-rich on mobile app than desktop.
- Not seamless for agile sprints.
2. Asana: Best for managing task dependencies
Ideal for project management, Asana is designed to be adaptable to any workflow due to its user-friendly interface, streamlined user experience, team collaboration, and extensive list of features.
Asana facilitates smooth work progress and efficient project completion through its focus on task dependencies. Businesses looking to streamline communication can benefit from Asana’s customizable views and visual interface.
Features
- Ability to import tasks.
- Project scheduling and planning features.
- Goal setting and tracking.
- Real-time progress tracking.
- Kanban boards and list views.
Pros
- Powerful project management software for collaboration.
- User-friendly interface that’s easy to use.
- Works with third-party tools like Slack, Dropbox and Google Drive.
Cons
- No time tracking.
- Limited customization.
- An overwhelming number of features.
- No Gantt chart.
3. Smartsheet: Best for visualizing data
Smartsheet provides users with a flexible method to manage projects using a format similar to a spreadsheet. Users are able to organize tasks and timelines in a structured manner, giving them the ability to control and oversee projects effectively.
Smartsheet is a type of software designed for collaboration and project management, focusing on workflow. It provides teams with a range of tools, dashboards, and data visualization features to improve their efficiency. Its unique spreadsheet format makes it an ideal choice for complex projects that involve extensive data and real-time collaboration.
Features
- Spreadsheet interface for data management.
- Gantt charts.
- Data visualization through dashboards and reports.
- Automation processes.
Pros
- Great for small businesses or projects.
- Workflow automation.
- Intuitive dashboard.
- Collaboration tools.
Cons
- Integration limitations.
- Limited exporting.
- Not scalable.
4. Wrike: Best for agile workflows
Wrike is a comprehensive workflow management tool that is equipped with agile capabilities. It enables teams to collaborate in real-time, work with customized workflows, and create custom processes.
Wrike’s specialty lies in collaboration and visibility, offering Gantt charts and customizable workflows. By utilizing its automation and task-tracking capabilities, business owners can optimize the workflow process for different projects.
Features
- Customizable works.
- Agile project management tools.
- Repetitive task automation.
- Real-time communication and collaboration.
Pros
- Collaboration tools.
- Schedules tasks, timelines and follow-ups.
- Task tracking.
- Highly customizable.
Cons
- Lack of integration with other apps.
- Minimal filtering options.
- Slow to download and upload files.
5. Quixy: Best for easy automation
With Quixy’s no-code capabilities, team members find it more convenient to automate tasks, providing businesses with multiple options to create custom processes, which makes it highly suitable for application development.
Quixy is a type of software that focuses on no-code automation and is used for workflow management. The software allows users to generate automated workflows and applications using its user interface, which does not require technical knowledge. It is particularly suitable for business owners who want a solution for managing large-scale projects.
Features
- No-code workflow.
- Customization for processes and document generation.
- Sharing permissions.
- Automation for workflow mapping.
- Real-time monitoring and process analysis.
Pros
- No code workflow automation.
- Customizable.
- Easy integration with other systems.
Cons
- Difficult to set up initially.
- Advanced customization requires technical expertise.
- The community of users is smaller compared to that of other workflow management software.
6. Jira: Best for software development teams
Jira is a powerful software tool for managing workflows that can be customized. It offers features for agile project management and can integrate with different tools. Jira is specifically designed for tracking issues and managing bugs. It is essential for software development teams who need to establish workflows for identifying, assigning, and fixing bugs and glitches in ongoing software projects.
Features
- Agile development.
- Project tracking.
- Time tracking.
- Bug tracker with extensive search capabilities.
- Roadmaps.
Pros
- Robust issue tracking.
- Customizable workflows for agile methodologies.
- Large marketplace for extensions.
Cons
- Difficult to set up.
- User interface is not intuitive.
- Complex for non-technical team members.
7. Trello (good workflow process software for beginners)
If you are in search of business process workflow software that is intuitive, look no further than Trello. Trello offers a highly intuitive Kanban board, as well as additional views such as Dashboard, Timeline, Calendar, Table, and Map view. The functionality of your Kanban boards can be enhanced by utilizing a feature called Power-Ups.
Trello’s included automation tool is named Butler, enabling users to generate automation for various actions, such as card movement between lists, notification sending, task allocation to users, and others.
Trello provides a wide range of ready-made templates for different workflows such as web development, scrum board, editorial calendar, event management, design sprint, and others. Just select a template and modify it to suit your specific workflow.
Pros:
Plan that does not require payment.
Step by step, rephrase the text while maintaining the same meaning: Monthly plans that are affordable.
Kanban boards that are easy to understand and follow.
The onboarding process is quick.
Perfect for those who are just starting out, this exercise requires a systematic approach when rephrasing the given text. It is important to retain the original meaning without adding or removing any information.
There are no limitations to the number of integrations that are possible.
There are many automation and workflow features.
Apps for Android and iOS that can be accessed on mobile devices.
The free plan includes automation availability.
Cons:
Inadequate for projects on a large scale.
The features that are more advanced can only be accessed by subscribing to a paid plan.
There is no tool integrated for managing task dependencies.
8. ClickUp (great team workflow management platform for workflow automation)![]()
Even though ClickUp is a newer workflow automation software, it is already as good as the well-known names in the industry such as Asana and Monday.
There is a free plan available which includes unlimited users and tasks, 100 MB of storage, collaborative documents, real-time chat, various task views, and additional features. All users have access to time-tracking functionality.
ClickUp has the capability to integrate with more than 50 third-party apps. In addition, it can connect with an additional 1,000 apps through Zapier. ClickUp also provides advanced automation features that allow users to set triggers and actions for various repetitive processes. These processes include automatically assigning tasks, posting comments, and changing statuses, among others. The Automations gallery offers over 50 pre-made templates for team workflows.
Pros:
Characteristics of workflow automation
Free plan that is generous.
Monthly plans that are affordable.
Feature of live chat.
Collaborating on a whiteboard, following a step-by-step thought process, is required.
The capabilities of reporting are powerful.
Approaching work from any angle, there are at least 15 views to consider.
A considerable amount of customization.
Cons:
When there are too many features, it can give an impression of being bloated.
There is a learning curve.
9. Airtable (workflow app for creating customizable databases)![]()
Airtable is a tool that combines the features of a spreadsheet and a database, making it highly efficient for organizing structured data. It is a suitable choice for handling large databases and can also be used for various purposes such as project management, content management, event planning, and inventory management. Additionally, Airtable offers multiple viewing options for databases, including grid, form, calendar, gallery, Kanban, timeline, and Gantt.
The free plan of Airtable includes unlimited bases, five views, 2 GB of attachment per base, and 100 automations per month. In terms of automation capabilities, Airtable offers reliable functionality. It allows you to automate various tasks such as recurring tasks, sending emails, creating Slack messages or Twitter posts, generating issues in Jira Cloud, updating records, and more. You have the option to incorporate up to 50 automations in a base and up to 25 actions in a single automation.
The software is able to connect with platforms such as Miro, Google Workspace, and Jira. By utilizing Zapier, it can also establish connections with several thousand additional third-party applications.
Pros:
Free plan with generous benefits
Ideal for constructing databases
An extensive marketplace for applications with a high amount of wealth.
Various perspectives, such as Gantt charts and Kanban boards.
Apps for web, desktop, iOS, and Android.
Real-time collaboration and providing comments.
The features of workflow automation.
Cons:
This is not recommended for businesses that have no need for creating extensive databases.
10. Teamwork (top software for process automation)
Teamwork is a great workflow management tool for businesses in any industry, particularly small creative agencies that are organizing creative campaigns for different clients. However, the app is also suitable for freelancers, independent contractors, and startups. It offers a free plan that allows up to five users, time tracking, 100 automations per month, Kanban boards, and other features.
The main functionality of the software allows you to easily create teams and sub-teams. Once a team is created, there are built-in communication tools that enable seamless communication within the team. Additionally, separate teams can also communicate with each other.
The automated workflows operate based on a cause and effect logic. Additionally, there are pre-made templates available for automation workflows so that you don’t have to start from the beginning; you can duplicate and reuse automated creations. Teamwork seamlessly integrates with the most commonly used applications, and it also connects to thousands of other apps through Zapier.
Pros:
The learning curve is low.
A plan that is free and characterized by its generosity.
The software includes a variety of tools for budgeting, tracking billable hours, monitoring expenses, and creating invoices.
A library of project templates that are abundant with resources.
are tools used to automate the sequence of tasks or activities involved in a particular workflow.
Integrations that are native as well as integrations facilitated through Zapier.
Cons:
The absence of live chat is apparent.
Smaller companies may find it costly.
11. Zoho Projects (great tool to streamline day-to-day activities)
Zoho Projects is favored by users due to its user-friendly interface, cost-effectiveness, and wide range of tools and features, making it a preferred workflow tracking software for startups and small businesses. Additionally, there is a free plan available, which allows the support of two projects and three users.
Zoho Projects can be beneficial for software development teams as it offers built-in features such as issue tracking and bug tracking. Additionally, with the use of the drag-and-drop editor, workflows such as sending notifications and updating team members can be automated.
In addition, there is a feature called the business rule builder which allows for the creation of higher-level trigger-based actions. It is possible to establish task dependencies in order to connect tasks in a specific order. It is worth mentioning that the software includes a reliable time-tracking function. In regards to team collaboration, both personal messaging and group chat rooms are available.
Pros:
A comprehensive range of features for managing tasks.
Views such as Gantt charts and Kanban boards, among others, are considered in a sequential manner.
The process of keeping track of issues and bugs.
The simplicity of use
The ability to seamlessly work with other Zoho applications.
The functionality of automating workflows.
Cons:
The number of projects is limited on the free plan.
The enterprise plan exclusively offers the top workflow automation features.
12. Kissflow (low-code project management software with workflow automation)
Kissflow is a software for project management workflows designed for users with low-code or no-code skills. It offers numerous tools for managing workflow projects and enables users to develop and implement business process apps without the need to write any code.
The system offers a highly intuitive visual interface that includes numerous drag-and-drop features. This allows you to create tables, fields, and design logic-based forms effortlessly. Additionally, you can create workflows with sequential tasks, enable automated notifications, and utilize the system’s native integrations. Furthermore, it can connect to thousands of other apps through Zapier.
Pros:
A platform that requires a minimal amount of coding or does not require coding at all.
The interface is extremely intuitive.
Reports and analytics that can be acted upon.
Forms that are fully customizable can be used to automate and streamline processes.
Access control allows for the easy definition of roles and responsibilities.
Detailed reports and analytics provide a thorough analysis of data, offering valuable insights and information.
Cons:
Not appropriate for big corporations.
The lack of a free plan is evident.
13. Pipefy (low-code app for business and IT collaboration)
Pipefy is a software that allows you to quickly design and automate business processes. Users can easily create, automate, and modify any type of process using the user-friendly visual interface. With Pipefy, you have the ability to define stages, assign tasks to team members, set deadlines, and monitor the progress of work items as they move through the pipeline.
The platform includes features like document management, integrations with other tools, and real-time updates to assist teams in staying organized and efficient. Pipefy is designed to be adaptable and expandable, making it suitable for businesses of any size and in various industries.
Pros:
Free plan that is generous.
Enables the creation of personalized low-code workflows by following a sequential thought process.
Easy to use and understand for inexperienced users.
Includes a variety of templates.
There are numerous opportunities for seamless integration, both through native means or via Zapier.
Unlimited linkages among workflows.
Custom integrations are available.
Cons:
Does not have Gantt charts.
For certain teams, the free plan could potentially have limitations that are too restrictive.
14. Processmaker (workflow management app to eliminate bottlenecks)
ProcessMaker is a software platform for managing workflows and business processes. It enables businesses to automate, optimize, and digitize their processes, offering features like drag-and-drop process design, document management, data management, and collaboration tools.
The software allows users to easily design and customize their own workflows and processes without needing any coding knowledge. It is user-friendly and flexible. ProcessMaker can be utilized for various business processes such as human resources, finance, sales, and customer service.
Pros:
Simplifies complex processes by providing intuitive drag-and-drop features.
Created to accommodate the adaptability and expansiveness of enterprises.
Connects to API to establish connections with different third-party systems.
Cons:
To obtain detailed pricing information, it is necessary to contact the sales team directly.
15. Zapier (best workflow management tool for business process automation)
Zapier is a type of application software used for automating tasks between various online platforms and tools.
Users have the ability to create “Zaps,” which are sequences of tasks that link multiple applications together to complete a particular action. As an instance, a user can generate a Zap that promptly transfers fresh data from a Google Sheets spreadsheet to a Trello board as a new card.
Zapier collaborates with various widely-used online tools and platforms, including CRM systems, project management tools, email marketing platforms, and social media networks. Additionally, users have the option to utilize the Zapier API for creating personalized integrations with different platforms.
Zapier is designed with the intention of being user-friendly, even for individuals lacking technical knowledge. It presents a straightforward platform for establishing and overseeing Zaps, accompanied by comprehensive guidance and tutorials for beginners.
Pros:
This is a step-by-step approach, without adding or removing any information, to successfully integrate non-native apps.
It provides integrations with more than 3,000 applications.
The automation of workflows with minimal manual work helps to save time.
By saving you the trouble of creating complex API codes, this helps simplify the process.
This text offers guidance and illustrations on the process of creating workflows.
Cons:
Business plans can come with a high cost.
16. ProProfs Project (workflow tracking software for creating custom workflows)
ProProfs Project is a software designed to aid companies in managing and monitoring the advancement of their projects. It provides various functionalities, such as task management, resource management, time tracking, and collaboration tools.
ProProfs Project has several key features. These include the capability to create and assign tasks, monitor progress, establish deadlines, and handle resources. It also allows integration with commonly used tools like Google Drive and Dropbox, simplifying the sharing and collaboration of project-related documents and files. Users can create customized workflows and access their tasks from different perspectives through Kanban boards, Gantt charts, and Calendar view.
Pros:
The pricing is simple and affordable.
It works well with other ProProfs products.
The package includes tools for managing resources, budgets, and expenses.
Provides a substantial amount of options for customization.
Cons:
There are only a few options for integration available.
17. ProofHub (workflow application software for building custom workflows with unlimited stages)
ProofHub is a tool designed for project management, enabling teams and organizations to effectively plan, collaborate, and successfully complete projects within the designated timeline. This software allows teams to generate tasks, allocate them to team members, establish deadlines, and monitor progress. Additionally, users can engage in communication through the integrated chat and messaging tools, exchange files and documents, and keep a record of time expended on various tasks.
When it comes to workflows, there are two pre-set workflows that you can use: the Basic workflow, which has two standard stages, and the Kanban workflow, which has three stages. However, if these do not suit your needs, you always have the option to create your own customized workflow. Additionally, ProofHub offers integration with various tools that are important for businesses, such as Slack, Dropbox, Google Drive, and One Drive.
Pros:
Effective task automation for recurring tasks and forms.
Allows for the creation of customized workflows that can have an unlimited number of stages.
There are several options for viewing things from different perspectives.
The pricing is flat and not calculated per user.
Cons:
Small teams may find it excessively costly.
Does not have automated workflows.
18. nTask (great workflow task management software for NGOs, educational institutes, and startups)
nTask is a software for managing tasks, projects, and workflows in a cloud-based platform. It is designed to assist teams in planning, tracking, and collaborating effectively. The software provides various capabilities such as project and task management, employee timesheets and time tracking, resource management, and communication tools for team collaboration.
nTask is a suitable option for teams of any size and experience level with project management software, as it is user-friendly and intuitive. It is accessible through a web-based platform and also has mobile applications for both iOS and Android. Moreover, it offers numerous native integrations and can connect to thousands of other applications through Zapier. Additionally, the company provides eligible NGOs, educational institutes, and startups with a 50% discount on all plans.
Pros:
Provides a free plan with generous offerings
There are multiple options for viewing.
The learning curve is low.
A well-chosen variety of features.
The features of task dependency and recurring tasks.
Cons:
Does not have automated workflows.
What are the different types of workflow management systems?
When considering a workflow management system for your business, it is important to note that there are three types of systems available, each with their own unique specialties and setbacks.
Sequential
The workflow system that is sequential (or linear) is composed of tasks that are completed in a sequential order. A predefined sequence is followed for each task.
State machine
The state machine workflow management system is comprised of tasks that exist in different states. Transitions between states are triggered or conditioned. This type of workflow is appropriate for tasks that have multiple paths or changing conditions.
Rules-driven
The rules-driven workflow is the final workflow management system that operates based on established rules and conditions. These rules determine the specific conditions under which a task is performed and dictate how it is carried out.
Key features of workflow management software
Businesses and projects of all types require workflow management software, which is crucial for enhancing productivity, efficiency, and minimizing errors. Additionally, such software enables team leads and business owners to have visibility on employees’ tasks and the sequential steps involved, while also facilitating the visualization of large data sets in a user-friendly manner.
When looking for the right workflow management software for your business, it is important to consider the following features as the most crucial ones.
Workflow automation
Workflow management software is specifically designed to decrease the occurrence of repetitive tasks. Having automation as a built-in feature is crucial in your software, especially if you frequently execute numerous or comparable tasks for a considerable number of users. Automation diminishes the chances of mistakes and grants team members additional time to focus on different aspects of a project.
Task and project tracking and management
The top priority for the best workflow software is to enable easy project creation, tracking, and management regardless of the project’s size. Several top software options offer features like milestone-setting and goal-tracking. Additionally, the software should have a user-friendly interface that allows team members to easily identify their assigned tasks.
Process documentation
Workflow software commonly includes a type of process documentation. These tools aid team members in generating, recording, and standardizing processes. Process documentation is typically presented as checklists and templates to enhance the uniformity of workflows.
Collaboration tools
When collaborating with a team, it is crucial to have real-time communication for clear communication. Your workflow management software should include a simple method of communication, typically offered through a comment feature. Certain software even provides comprehensive communication and note-taking tools to facilitate smooth collaboration with different team members.
Integration of third-party tools and software
Workflow management software frequently includes integration capabilities, which commonly encompass a range of tools extensively used by teams, including Google Drive, Dropbox, Excel, and other project management software.
Data visualization
The ideal software should offer a simple method for observing and examining collections of data. Visualization of data is valuable for observing project advancements, overall schedules, and task interdependencies. It is especially advantageous for analyzing, reporting, and making data-influenced decisions. The top-notch software accomplishes this type of visualization using Gantt charts, timelines, graphs, and charts.
User-friendly
When considering the UI and UX of workflow management software, it is important to ensure that it can be easily accessed. It should be kept in mind that multiple individuals, such as new employees and project managers, may need to access the software concurrently. The presence of a user-friendly interface enables smooth implementation and minimizes delays caused by confusion or user mistakes.
Cost-effective scalability
As your team expands, it is important for your workflow management tools to be able to adapt to different team sizes. Many workflow software options charge on a per user basis. Therefore, a scalable solution is necessary to meet the demands of your growing business, while also staying within your budget.
What are the benefits of working with workflow management software?
There are several benefits that come with using workflow software, including the ability to streamline the workflow process, reduce redundancy, and aid in completing multiple projects.
Increased efficiency
By automating tasks, streamlining processes, and keeping team members informed on the progress of various projects and tasks, workflow management software has the capability to decrease downtime.
Better visibility
Workflow management software provides clear visibility into the tasks and assignments of team members, ensuring that there is no ambiguity regarding their current and upcoming work, as well as the progress made by the team as a whole in completing tasks or projects.
Goal and milestone setting
Establish specific objectives and milestones that are easily understandable and can be followed by all members of the team.
Convenience
In one convenient location, you can communicate, share files, and track tasks. Numerous tools have integrations that enable the use of various third-party tools, which could be crucial for your business operations.
Reporting data
With workflow management software, data visualization facilitates easier reporting. Gain a precise visual depiction of the data within your business and utilize the gathered information to make informed decisions.
How do I choose the best workflow management software for my business?
In order to choose the most suitable workflow management software, it is important to take into account the requirements of your business and the resources that are at your disposal. Determine which processes require enhancement and how the software can enhance efficiency. The majority of the software we have assessed offers automation, visualization, and tracking tools that can be advantageous to companies in any sector.
Teams involved in software and app development find tools like Jira particularly valuable as they can efficiently detect bugs and monitor workflows. Consider examining the advantages and disadvantages of each software and evaluating its compatibility with your requirements.
When considering these tools, it is always advisable to utilize the free trials and free options. This will allow you to gain firsthand experience and evaluate how effective the software is for your team and workflow.
