This article will help you quickly compare and evaluate the best business process management (BPM) tools and other process management software.
These tools are used in many settings. In project management, specifically, project managers can use BPM tools to help map out workflows and visualize processes that you use in your teams.
In this post, I’ll break down what business process management (BPM) is and what tools we can use to better analyse and automate different systems. I’ll share with you some of my favorite BPM apps and highlight why/how each stands out.
Additionally, I will answer some FAQs about BPM and adjacent processes. I will explain what process modelling software can do for you, outline my evaluation criteria for any BPM software, and provide a simple comparison of business process management tools.
Business process documentation is meant to give you a complete view of the systems that make up, support, and control your business. This may include processes like manufacturing and distribution, HR and employee satisfaction, finances and payroll, web design and software upkeep, customer service systems, and more.
Every business is made up of many, many moving parts. Taking stock of all the moving parts and doing your best to improve and automate some of them is the primary goal of BPM and BPA tools. Process models software can help you do just this. Read on to find out how.
Looking for something similar to BPM software today? Check out my other reviews:
- Automate workflows with the workflow management software.
- Business intelligence tools can help you garner insights from the data collected by your many tools.
- Use resource management software to evaluate your business processes and understand your capacity.
BPM Tools Comparison Criteria
What are we looking for when we select process mapping tools for review? Here’s a summary of my evaluation criteria:
- User Interface (UI): Is it clean and attractive? Does the UX look and feel contemporary or antiquated?
- Usability: Is it easy to learn and master? Does the company offer good tech support, user support, tutorials, and training?
- Features & Functionality:
– Robust BPM Database: Do they have a powerful way to sort, store, organize, and search a BPM database of processes, procedures, and systems? Is it easy to add, remove, and edit processes stored in the database? Can you control permissions on different entries? Do they offer a process checklist?
– BPM Accounting & Financials: Do they offer solutions for navigating finances, budgets, invoices, billing, and other monetary processes? Are their solutions secure, reliable, and adequately customizable?
– Process Description Capture: Do the tools provide ways to explain process descriptions beyond text (like attachments, visual/presentation elements, videos)? Is it easy to update descriptions and notify those affected?
– Coding Specifications: How much, if any, complex coding is required for the software to be fully customizable and fully functionable. Are there low code options for non-technical users? Are their complex features open for customization by programmers?
- Integrations: Is it easy to connect with other tools? Any pre-built integrations? Can it import documents from other software? Can it export documents in a variety of formats?
- Value for $: How appropriate is the price for the features, capabilities, and use case? Is pricing clear, transparent and flexible? Do they offer any try-before-you-buy options?
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Overviews Of The 10 Best BPM Tools
Here’s a brief description of each of the business process automation tools that are featured on this top 10 list.
1. Monday.com – Best BPM for marketing and creative teams
monday.com is a great BPM tool because of the way it has done away with a lot of the trimmings of typical management tools and focused on simple, visually intuitive layouts that help clarify the sequence of work.
monday.com’s features for managing projects include resource and project management, time tracking, collaboration, and reporting features. For example, users can upload and attach files to cards, make comments, mention teammates, and more. It also offers a great project reporting dashboard that can collect data from multiple boards, allowing better tracking abilities of progress. And while monday.com doesn’t offer a complete set of tools for project accounting and invoicing solution as other tools, you can use monday.com to track hours, timelines, and invoices.
Overall, it’s a highly customizable tool that lets you work in whatever methodology—kanban or otherwise—that fits your project and team. You’ll also find some useful workflow tools for automating parts of your process.
monday.com’s integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible via Zapier.
monday.com costs from $17/month for two users.
2. Kissflow – Best cloud-based BPM software
Used by Dominos, The Telegraph, Pepsi, Sears, Comcast, and Hubspot, Kissflow is a digital workplace app with no-code process management functions that easily adapt to any industrial environment. Features include an easy-to-use interface, user and data scalability, real-time analytics, and more than 50 ready-to-use apps like Travel Reimbursements and Employee Onboarding.
Kissflow scored highly in Features and Functions because they are a viable no-code option for all of your business process management needs, including automated processes, project board building, case flow handling, and collaboration tools.
Integrations include G suite, DropBox, Docusign, Webmerge, Salesforce, Oracle, and more.
One con of Kissflow is that the application is internet-access dependant, meaning there is no way to use the software offline, which may be inconvenient for some (like users with inconsistent internet service).
Kissflow starts at $149/month for up to 30 users and offers a 7-day free trial.
3. Formstack – Bes BPM template library
Formstack’s BPM strategy is centered around an easy-to-use form builder that delivers complete and consistent information across your team, wherever you need it. They offer an impressive template library with over 200 pre-built business forms to customize. This document software is good for growing business process management protocols, as it’s a bit of a “one-stop” admin shop. Overall, it’s a higher price-per-user than many of the other BPM tools, but if your projects are documentation-heavy, this tool pays for itself in those time-saving templates.
Formstack features include some process automation, such as automatically collecting payments or collecting data and routing it to people who need it. The dashboard provides a visual display of your data and KPIs, and even in basic versions, you can access custom visual reports of metrics like unique views, conversion rates, and abandonment rates to assess your campaigns.
Formstack integrations include business applications like Salesforce, PayPal, MailChimp, Slack, ZenDesk, and 40 others.
Formstack costs from $19/month for 1 user, which allows you to create online forms. Note: the caveat with using Formstack for BPM specifically is that you don’t really access many of the workflow features until you upgrade to the Gold plan ($82.50/month for 5 users).
4. Process Street – Best BPM software for automating scheduled tasks
Process Street is a process-driven tool that adapts well to simple workflow strategies. While Process Street doesn’t offer as much as other BPM software tools in terms of analytics and reporting, it’s a good fit for teams with document-driven workflows. The free plan welcomes an unlimited number of users, which is a nice trade-off for being feature lite in some areas.
Process Street’s approach breaks up process management into three chunks: handling documentation (creating, exporting, and embedding procedure documents and templates), running trigger-based workflows (for random events initiated by a trigger, such as client onboarding), and programming recurring tasks that run on an automated schedule. Its drag-and-drop task manager makes it easy for anyone to use.
With many tools for process documentation and workflow automation, it’s a good choice for teams who want a streamlined process framework without a maze of features to get lost in.
Process Street integrations include 1000+ apps through Zapier. It also integrates with Formstack, opening up a world of additional templates.
Process Street costs from $12.50/user/month for the Business Plan, but also offers a freemium account.
5. ProWorkflow – Best BPM tool for remote teams
Created in 2002, ProWorkflow was designed as a process management solution that supports internal workflow and communication needs. Here, you get an easy birds-eye-view on active projects and tasks, time tracked, quotes and invoices, recent actions, and recent logins. There is also a ‘Recent Work’ tab and the ability to see who is currently working on what—so you can adapt current and future process planning to real-time workflow data.
Keep a birds-eye view on projects and tasks with an easy-to-use Gantt chart timeline. Empower your workflow processes with drag and drop features to reschedule work as things change.
The ProWorkflow mobile app works with a touchscreen smartphone or tablet and offers core features like time tracking and task management, bringing simple processes to you, wherever you are. Additionally, you can use the app for document management and internal messaging on-the-go.
ProWorkflow integrates with tools like Xero, Quickbooks, KashFlow, FreshBooks, MYOB AccountRight, Box Storage, DropBox, Google Drive, Microsoft OneDrive, and hundreds more through Zapier.
ProWorkflow costs from $10/user/month, which includes a maximum of 10 active projects.
6. Favro – Best agile BPM software
Favro was founded by serial deep tech entrepreneurs Hans Dahlström, Erik Olofsson, and Patric Palm and has employees based out of Sweden, Vietnam, and North America. Visualize work and switch the view between kanban, timelines, and sheets; iterate and collaborate on process boards and cards; build rules to automate, with an assortment of customizable fields; and more.
Favro scored highly in the Integration segment of the evaluation criteria because not only does it have a lot of app integration options (see below) but the integration processes are straight-forward and seamless.
Favro can integrate with over 1500 apps through a paid Zapier plan. Options include Slack, Gmail, Google Calendar, Google Sheets, Trello, Typeform, Bitbucket, Google Forms, Tod ist, and more.
A slight critique is the structuring of tasks and subtasks. The more subtasks you add on, the more unruly the software becomes. Favro could definitely benefit from overhauling their tool structuring system.
Favro starts at $10.20/month for up to 2 users and offers a 14-day free trial.
7. Engage Process – Best BPM software for beginners
With head offices in The Netherlands and the United Kingdom, Engage Process’s self-directed mandate is to simply process improvement. Features of the app include: easy to understand icon-based visual mapping; automated, drag-and-drop process mapping with a logic check; the ability to create reports and overviews tailored to a specific target audience; and more.
Visualization, customization, and deployment are made very easy with clean UX and intuitive navigation. Engage Process scored highly in both UX and Usability because of this ease-of-use.
Engage Process integrates with Microsoft Excel, Microsoft Powerpoint, Microsoft Word and supports Android, iPhone, and iPad devices. No other integration information was made available.
One critique is that Engage Process could use some additional reporting features. For example, reports on what users have completed what tasks. A wider variety of template-based reports, sans manual interference, would be beneficial to customers.
Engage Process starts at $72/month for their Professional Modeler product and they offer a 30-day free trial.
8. Pipefy – Best BPM for finance and HR
Founded in 2015 by Alessio Alionço, a former mergers and acquisitions consultant, Pipify is a lean management platform with technology that allows you to streamline and automate any business process. Features include automatically triggering actions using event & action logic, automated company emails, integration of company processes; and more.
Pipefy is a stand-out choice in the Value for Cost evaluation criteria, as they offer a freemium version for up to 10 users and then a modest per-user-per-month fee compared to others on this list. Smaller, budget-conscious groups will benefit from this very fair price scheme.
Pipefy offers Native App Integrations, API Integrations, and Zapier Integrations. Enable native apps like Slack, GitHub, GitLab, BitBucket, Appear.in and Google Hangouts in Pipefy. Build your own integrations with their public API that uses flexible GraphQL data query language. Or, integrate with hundreds of apps via Zapier.
The number of notifications (before customization) was a major con upon first using the app. However, this was easily rectified.
Pipefy starts at $9/user/month and offers a freemium version for up to 10 users.
9. Ultradox – Best BPM for G Suite users
Developed and owned by Floresoft, Ultradox is part of a Google-centric collection of software for teams already using G Suite products in their day-to-day. Ultradox features include: automating tedious tasks; the ability to create your own enterprise apps sans-developer; merge, send and print documents, generate websites or send out responsive emails as part of your process; and more.
Ultradox has a thorough and helpful selection of guides, references, and samples, which scored it favorably in the Usability evaluation criteria section. They also have a robust customer service platform that includes an online help center, FAQ, a community forum, enterprise support, bug reporting, and feedback service.
Ultradox integrates with the full Google Suite platform. You can also use Ultradox with Zapier to integrate with over 1000 apps; however, the Ultradox app for Zapier is still in beta stage so you will have to add the app to your Zapier account manually.
Ultradox lost some points in our evaluation criteria for Value for Cost, as certain functions require spending “credits” on top of what you are already paying monthly. There are plenty of free executions and a certain number of credits are included in each plan at no additional cost, but it’s just another thing to have to keep track of.
Ultradox starts at $31/month for a single user plan and they have a freemium version of the software if you prefer.
10. Process Plan – Best free BPM tool
ProcessPlan is an intuitive, easy-to-use business process manager that also offers process outsourcing with their ProcessPeople app. Noteworthy features of ProcessPlan include: unlimited concurrent running processes; automated emails, actions, emails, and decisions; account and process branding; milestone reports for sharing progress with customers; and more.
ProcessPlan is very feature-rich and has a freemium version of the software to boot. Hence, it rated highly in both the Features and Functions category of our evaluation criteria as well as the Value for Cost section.
Integrations include MySQL, Microsoft SQL Server, Agile CRM, Magneto, Rest API, Amazon Web Services, Kipfolio, Gmail, Zendesk, Infusionsoft, Webhooks, MailChimp, Google Drive, Survey Monkey, Office 365, Slack, Microsoft Dynamics CRM, Hubspot, DropBox, and plenty more.Additional apps can be integrated through a paid Zapier plan.
ProcessPlan’s major weakness is their lack of data forms capability and their inability to segment and zoom in on data chunks for analysis. The latter, in particular, can be “fixed” with integrations like Airtable.
ProcessPlan starts at $12/user/month and offers a 14-day free trial and demo.
Business Process Management Tools
Other BPM Apps Options
Here’s a few more that didn’t make the top list. If you need additional suggestions for business process automation, check these out.
- Metatask – Best BPM tool for mid-sized businesses
- Mavim – Best BPM for presenting workflows
- Flowfinity – Best BPM for mobile forms and mobile data collection
- Gluu – Best open source BPM
- OnTask – Best BPM for HIPAA and SOC2 compliance
- Tonkean – Best BPM tool for IT and operations teams
- Flokzu – Best agile cloud-based BPM tool
- Tallyfy – Best simple BPM to get started quickly
- FlowForma – Best low-cost BPM tool
- ProntoForms – Best BPM for app development
What Do You Think About These BPM Tools?
What list of business processes do you require your BPM app to cover? Do any of the above fit your qualifications? Is there another software you would pick instead? Let us know in the comments.
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