This article will help you quickly compare and evaluate the best business process management systems (BPMS) and other online BPM tools that are designed for large organizations and enterprises.
These will be of utmost importance to you if you intend to continuously analyze, advance, and improve your business’s processes and systems or if you need a more coordinated, in-depth integration of IT and non-IT departments during process refinement.
While simple BPM tools geared toward individuals, teams, and medium-sized businesses let you build and run workflows, the fully-featured business process management suites that we explore in this overview have the flexibility and capability to integrate with your existing IT architecture and help you design, test, and improve models from a unified vantage point.
In this post, I’ll go over a BPMS definition and answer some FAQs about BPM suites and what they can do for growing your processes over the long-term. We’ll look at some of the top BPMS on the market and provide a simple comparison between them. In addition to that, I outline evaluation criteria for what makes the best BPM software in my opinion.
Quickly Compare & Evaluate the 15 Best BPMS Solutions
BPM software is commonly used by mid-to-large-sized corporations to assist in automating business processes through various styles of workflow apps.
Processes that might be grouped, analyzed, or improved using the above include the full lifecycle of processes: employee onboarding, expense reporting, vacation or PTO requests, account management, invoicing systems, loan origination, compliance management, CRM, project management, and more.
Additionally, BPMS tools tend to focus on long-term, ongoing analysis, and improvement rather than a one-off launch of a particular app or process.
Not looking for a BPMS system right now? Check out our other lists of top project management and analytics tools that you can use to streamline your workflows:
- Any company that has considered BPM tools should also look at the different workflow management software that is out there. Like BPM, workflow software has a focus on collecting and automating processes and tasks.
- Part of BPM revolves around the desire to analyze and improve upon current systems. That’s why I recommend checking out the best business intelligence tools to collect and organize the data you need.
- A perfect complement to this article is our deep-dive into the list of the best BPM tools and other business process solutions to automate your processes.
Business Process Management System (BPMS) Comparison Criteria
What am I looking for when I select BPM solutions for review? Here’s a summary of my evaluation criteria:
1. User Interface (UI): Is it clean and attractive? Does the UX look and feel contemporary or antiquated?
2. Usability: Is it easy to learn? How comprehensive is the company’s tech support, user support, tutorials, and training?
3. 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? Do they have a method for mapping and monitoring processes long term?
- Visual Workflow Modeling: Is there a way to easily design and edit a visual map of workflow processes? Can you toggle between model versions? Does it support drag-and-drop, keyboard shortcuts, and other quality-of-life implementations?
- Automation: Is automation software built-in? Are you able to automate common or familiar manual processes with the software? Are critical pathways, permissions, functions/formulas, notifications, etc., sufficient enough to enable automation with minimal administrative oversight?
- IT and non-IT integration: Does the system integrate easily with existing IT infrastructure? Is communication and collaboration between IT and non-IT parties facilitated appropriately? Are there enough resources for IT users to get the most out of the software while remaining approachable for non-IT users?
4. Integrations: Is it easy to connect with other tools? Any pre-built integrations with software you have in use, such as business activity monitoring (BAM) software or business rules engine software? Can it import documents from other software? Can it export documents in a variety of formats?
5. 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 Best BPMS Software
Here’s a brief description of each of the BPM automation tools that are featured on my top 15 list. I go into detail about what each tool offers and why it was selected for this business process modelling tools comparison.
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 of progress. And while monday.com doesn’t offer a complete set of tools for project accounting and invoicing as other tools do, you can use monday.com to track hours, timelines, and invoices.
Overall, this is one of the most customizable business process management software solutions that I’ve examined. It’s a 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 business apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and many more, accessible via Zapier.
You can try monday.com for free.
- 14 days free trial, no credit card needed.
- From $10/user/month. Yearly subscribers receive two months free. Further discounts for Good Causes.
Process Bliss is a powerful business process management system for teams and small to medium businesses. The tool includes strong template features and an excellent workflow builder that supports decision branching, loops, dependent due dates, and data and file capture within a familiar process flowchart view. It’s easy for even non-technical users to create business processes.
Process Bliss scored highly with their tight integration of process and workflow, which helps to systemize your business. The tool’s process templates can be executed as a dynamic task checklist and tracked for progress (from multiple reporting views), with notifications to advise who needs to do what and when (and what is overdue). Workflow can be automatically scheduled as recurring to ensure things are not missed.
The tool also includes built-in process improvement, which is achieved by features for process quality analytics and template feedback, as well as the ability to record when steps can’t be done and why, which assists in improving workflows on an ongoing basis.
Integration with other business systems such as G Suite and Salesforce, as well as ERPs, are handled using Zapier.
Pricing starts at $10 per month.
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 business process system across different environments. It is among the most popular and common BPMS. 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.
Quixy is a cloud-based user-friendly business application platform that empowers business users with no coding skills to automate workflows & processes. Users can build enterprise-grade applications, using simple drag and drop design, ten times faster than the traditional approach.
Quixy provides dozens of pre-built solutions for a variety of use cases such as CRM, project management, HRMS, travel and expense management, service request and incident management, and much more.
Quixy also offers automation options, and users can build custom workflows and processes to fit the needs of the project manager and their team.
Quixy costs $10/user/month on an annual plan. The tool offers a 21 day free trial.
Orchestly is a business process management software that helps automate, manage, and optimize routine business workflows and standard operating procedures on a drag and drop platform. Built for medium and enterprise businesses in any industry, it helps automate workflows across departments like HR, Marketing, Finance, IT, and Legal.
Customizable forms make it easy to capture business information. Both simple and complex workflows can be mapped as flowcharts in a few minutes on a drag and drop workflow builder that doesn’t require in-depth technical knowledge. Manual labor can be eliminated by automating stages based on condition or time.
Contextual data like comments and attachments can be requested from users during the process. Decision making can be automated by setting if-then conditions to route the flow. Process exceptions can be handled through business rules. Requestors can track everything in real-time, and stay updated on requests. Employees know exactly what should be done, and when. Ready-made reports give you powerful insights on your process bottlenecks and redundancies, and you can create your own process-specific reports to analyze and improve your operational KPIs.
Orchestly syncs one-way with Active Directory and has role-based access control. You can also connect to other tools via Zapier and Zoho Flow. There is a marketplace with several pre-built extensions like Slack, Dropbox, Google Drive, and Zoho Sign as well.
Orchestly offers a 15 day free trial and has flexible user-based pricing that starts at $8/user per month. There is also an implementation team that can help you automate your organization’s workflows.
Process Street is a process-driven tool that adapts well to BPMS workflow strategies. While Process Street doesn’t offer as much as other BPMS 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 to BPMS breaks up workflow 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 scheduled 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.
Created in 2002, ProWorkflow was designed as a BPMS tool to support internal workflow and communication needs. When you log in to this tool, you immediately see a user-friendly dashboard showing a graphical summary of your current stats for active, completed, and upcoming work. Here, you get a birds-eye-view of active projects and tasks, time tracked, quotes and invoices, recent actions, and recent logins—invaluable data for BPMS organization.
In addition to seeing upcoming projects and tasks, there is also a ‘Recent Work’ tab and the ability to see who is currently working on what. This tool also supplies comprehensive messaging features that are integrated with your existing email. Recipients can reply to the message from their email client and replies are added to the project discussion.
The ProWorkflow mobile app works with a touchscreen smartphone or tablet and makes BPMS necessities portable, like time tracking and task management. Additionally, you can use the app for document management and internal messaging.
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.
Trisotech’s Digital Enterprise Suite’s modeling capabilities allow the description and communication of the strategy of your organization by visually identifying goals using pre-set templates, assigning responsibility to items, and analyzing the quality and value of the work via Lean and Six Sigma concepts.
The applications not only support modeling business processes using BPMN, but it also integrates with business rules using DMN and case management using CMMN, which helps to design and automate more complex processes.
The Trisotech automation engine enables a one-click deployment of workflows and decisions as microservices. The API invocation template and endpoints are generated on the fly and available in a Service Library.
Trisotech aces the integration segment of the evaluation criteria in an interesting way: by strictly using formal standards and methodologies, it makes it uber easy to integrate with other platforms. Models carry over directly from one application to another (in many cases).
The Digital Enterprise Suite integrates with Microsoft Office 365 and several other technologies such as RPA and Machine Learning. The major con was a lack of access controls and permissions, as well as no alert and notification functions. Buffing up these basic features would be an asset going forward.
Trisotech offers various success programs and “try before you buy” options. Pricing is based on configuration, and so is only provided upon request.
IBM Blueworks Live is a business solution for documenting, improving, and automating workflows. With it, you will have drag-and-drop process mapping, starter templates, embedded tutorials, real-time collaboration, a centralized business process repository, and more.
As far as usability goes, Blueworks meets and exceeds our evaluation criteria because of how simple and intuitive they make the deployment. It’s simple to get started with basic tasks, like capturing and building processes with the discovery map.
System-system integrations are possible via an extensive set of APIs through Blueworks. Use various REST APIs to get data from or push data to Blueworks Live for various integration opportunities.
One minor con is that Blueworks isn’t as adept at moving lines and connections for visualizations around as some other similar programs. More customizability (color of lines, placement of boxes) would also be an asset.
Blueworks Live starts at $53/user/month and has a 30-day free trial.
iGrafx is a business transformation software supporting RPA and workflow automation, customer journey, governance, risk, compliance, and more. It is designed to easily connect and synchronize information between customer and process while also being scalable.
iGrafx excels in plotting what-if analysis of hypothetical or upcoming process changes. Process documentation is also intuitive and flexible once you have settled on a direction.
Internal apps can be purchased for integration, which includes Flowcharter, Process, and Process for Six Sigma.
iGrafx was dinged a bit for being feature/function-lite according to our evaluation process compared to some of its competitors, missing key items like document archiving, document indexing, electronic signature capabilities, offline access, etc.
iGrafx offers pricing upon request and has a 30 day free trial.
K2 helps you build sophisticated automation and workflows and lets you drag-and-drop to create workflows, gain real-time insight, use and reuse feature-rich forms, contains comprehensive security and governance features, and more.
The tool has a pricing model that can’t be beaten on this list. Not only is it an extremely low cost to entry but they have their model listed clearly and concisely right on the website. No sales call needed. They also have scalability for when you outgrow your plan. They scored highly on the value for the dollar segment of the evaluation criteria.
K2 Platform integrates with many different platforms, depending on what you need, for example: TensorFlow, Microsoft Cognitive Services, UIPath, PowerBI, and more.
Installation and deployment caused some delays. A considerable con was the amount of time required to get it up-and-running and workable, much less get those involved trained up on what appears to be a steep learning curve.
K2 Platform starts at $12/user/month and has a 30 day free trial.
Novacura Flow is a business process management that connects to your ERP. It allows you to create low-code, business-logic-oriented applications and push them to users. It also has barcode scanning, notifications and inboxes, offline work options, and more.
Novacura Flow checked off a lot of boxes for features and functions options. They offer a range of tools that include connectors, workflows, drag and drop capabilities, Gantt charts, easy flow design, and multi-platform and browser compatibility.
Integrations include IFS Applications, Microsoft Office (like Microsoft Excel and Microsoft Project), and others.
As for the cons, the graphical user interface leaves much to be desired. Between that and some ease-of-use issues for newcomers, they lost a bit of ground in the UX and usability categories within the evaluation criteria.
Novacura Flow offers pricing upon request and does not offer a free trial.
Wrike is a powerful, easy-to-use business process management software trusted by 20,000+ organizations worldwide. It’s suitable for teams with anywhere from five members to an unlimited number of members. The tool is highly configurable and allows users to customize workflows, dashboards, reports, request forms, and more.
Wrike’s simple interface enables users to switch between Kanban boards, one-click Gantt charts, and traditional workload views, allowing them to choose how to visualize their priorities. Wrike also features task lists, automations, subtasks, calendars, shared workflows, file sharing, and organizational process templates.
Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. Toggle quickly between the home screen and timesheets, dashboards, calendars, reports, and an activity stream.
Wrike offers 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.
Pricing starts at $9.80 per user per month. There are four different price points, including a free version and plans which offer the ability to invite free external collaborators to a paid account.
OnBase, Hyland’s flagship product, is an enterprise information platform for all important business content. Features include tools to build content-enabled applications, low-code configuration, automate processes and content, real-time task status visibility, and more.
Onbase received high marks in both UX and usability thanks in part to their colorful, user-friendly web-based design. The layout is easy to navigate and the “Favorites” system means you can pin important items close-by.
Integrations options include PeopleSoft, SAP, Microsoft Office, Outlook, ESRI, Ellucian, Workday, Infor, and more.
A minor complaint is that it can take quite some time to load pages and input files. It’s a minor quality-of-life complaint, but the form recognition through the scanning feature doesn’t always work well.
OnBase starts at $25,000 as a one-time payment and has no free trial option.
The Oracle BPM Suite facilitates collaboration between business and IT to automate and optimize business processes. It includes real-time metrics and predictive analytics, rapid process modeling and development, process documentation and reports, and more.
Per the evaluation criteria, having a robust list of features and functions is a must. Not only does Oracle BPM Suite have what I’ve called out (BPM database, visual workflow modeling, etc.) but it has gone above and beyond other software offerings.
Integrations are admittedly one of their weak points. If you want to incorporate legacy tools or project management apps, you may want to look elsewhere.
Oracle has been around for ages, which is great in terms of expertise. However, it means that the primary con to this suite is that it lacks the modern UX, usability, and integration options that new or emerging tech tends to have from the get-go.
Oracle BPM Suite offers pricing upon request and does not offer a free trial.
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What Do You Think About These BPMS?
Have you used any of the tools on our BPM software list yet? What do you think and how do they stack up against other BPM systems? Are you aware of something on the BPMS market that we forgot to mention here? Leave your thoughts in the comments below.