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With so many different project workflow solutions available, figuring out which is right for you is tough. You know you want to manage the execution of your timelines more efficiently but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, sharing my personal experiences using dozens of different project tools with large teams and projects, with my picks of the best project workflow software.

Why Trust Our Project Workflow Software Reviews

We’ve been testing and reviewing workflow management software since 2012. As project managers ourselves, we know how critical and difficult it is to make the right decision when selecting software.

We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different project management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our review methodology.

Project Workflow Software Comparison Chart

Nothing like a convenient table where you can compare the best tools side by side. However, if you want to expand your tool research, we have more tools below.

Tools Price
monday.com From $8/user/month (billed annually, min 3 seats)
Wrike From $9.80/user/month min. 2 seats
Celoxis From $25/user/month (billed annually)
Miro From $8/user/month (billed annually)
Teamwork.com From $10/user/month (billed annually)
Camunda Platform From $49/month
beSlick From $10/user/month
Ravetree From $29/user/month
TeamGantt From $24/manager/month
ClickUp From $7/user/month
Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

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How To Choose Project Workflow Software

With so many different project workflow software solutions available, it can be challenging to make decisions on what project workflow software is going to be the best fit for your needs.

As you're shortlisting, trialing, and selecting project workflow software, consider the following:

  • What problem are you trying to solve - Start by identifying the project workflow software feature gap you're trying to fill to clarify the features and functionality the project workflow software needs to provide.
  • Who will need to use it - To evaluate cost and requirements, consider who'll be using the software and how many licenses you'll need. You'll need to evaluate if it'll just be the project management professionals, or the whole organization that will require access. When that's clear, it's worth considering if you're prioritizing ease of use for all, or speed for your project workflow software power users.
  • What other tools it needs to work with - Clarify what tools you're replacing, what tools are staying, and the tools you'll need to integrate with, such as accounting, CRM or HR software. You'll need to decide if the tools will need to integrate together, or alternatively, if you can replace multiple tools with one consolidated project workflow tool.
  • What outcomes are important - Consider the result that the software needs to deliver to be considered a success. Consider what capability you want to gain, or what you want to improve, and how you will be measuring success. For example, an outcome could be the ability to get greater visibility into performance. You could compare project workflow software features until you’re blue in the face, but if you aren’t thinking about the outcomes you want to drive, you could be wasting a lot of valuable time.
  • How it would work within your organization - Consider the software selection alongside your workflows and delivery methodology. Evaluate what's working well, and the areas that are causing issues that need to be addressed. Remember every business is different — don’t assume that because a tool is popular that it'll work in your organization.

Best Project Workflow Software Reviews

Here you can find the details of what makes the tool a great option for project workflows.

Best for its 200+ workflow automation options

  • 14-day free trial + free plan available
  • From $8/user/month (billed annually, min 3 seats)
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Rating: 4.7/5

monday.com is an award-winning project workflow platform that has the functionality to back these accolades.

Why I picked monday.com: They have a feature called subitems, which you might know as subtasks, that allows you to nest activities within your workflow. Subitems can be added at any moment with a couple of clicks, as you can see in the image above.

As your project increases in complexity, monday.com allows you to move tasks between progress stages with their drag-and-drop functionality, create subitems, convert those subitems to main items, and arrange the project in the way you need it to be. Flexibility is clearly the inspiration behind the building of this tool.

Want to take it one step further? monday.com knows that your workflow does not stop at knowing the tasks and their dependencies, but tracking them as well. For that reason, they created an activity log where you can track all the actions performed in a subitem like status updates, task completion, comments, and keep you from being that nagging person I know you hate becoming.

monday.com Standout Features & Integrations

Features include fifteen unique views, resource and project management, time tracking, collaboration, file management, collaborative docs and reporting dashboards.

Integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible through a paid plan with Zapier.

Best scheduling features for contractors

  • Freemium version available
  • From $9.80/user/month min. 2 seats
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Rating: 4.2/5

Wrike is one of the bigger tools in our list as it is a Citrix Systems company and you know what that means… Moneeeyyy 💵. Because of this financial backing, it is a tool with many different features and you will see it in a lot of our best lists.

Why I picked Wrike: Let’s focus on the part of this platform that allows us to handle our project. From the home panel, we can navigate to our projects section and, by default, land on the list view. My recommendation is that if you are only starting to define your project you head to the table view. Basically an Excel spreadsheet that will allow you to input information.

Once you are done with recording the tasks, I recommend going to the Gantt chart view. There, you can play around with the arrows and visually connect tasks. This helped me a lot because I can’t make decisions based on cells. I need to see how the tasks are interconnected, duration and if it makes sense to deliver those tasks in that amount of time.

Recommendation: Hover over the left-hand side of the bar chart and look for the arrow that hides the cells on the left. This will help you have a much better, unobstructed view of what you have created.

Wrike Standout Features & Integrations

Features include pre-built templates, custom request forms, interactive Gantt charts, visual proofing, workflow automations, time tracking, project portfolio management, and dashboards.

Integrations include 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.

Best for project portfolio management

  • 14-day free trial + free demo available
  • From $25/user/month (billed annually)
Visit Website
Rating: 4.5/5

Celoxis is an all-in-one Project Portfolio Management (PPM) software. It has project, resource, and financial management tools to help you plan and keep track of your portfolio of projects or products.

Why I picked Celoxis: The software's project management capabilities are robust. You can create Gantt charts to map out your entire project plan, and even set up task dependencies between projects. It also has resource management built in, so you can schedule your staff automatically, assign tasks based on capacity and location, and more. All this makes it well-suited to the needs of complex projects, products, or team structures.

Not only can you set up a comprehensive project plan, you can easily monitor the real-time status of tasks. Color-coded indicators help you spot tasks that are on track, at risk, or overdue quickly. But what really stands out about the platform's workflow management capabilities are its built-in workflow apps. You can set them up quickly and customize them to your unique processes with custom fields. They cover things like RAID logs, risk issue management, bug tracking, and change requests.

Celoxis Standout Features & Integrations

Features include customizable workflow apps, critical path analysis, milestones, profit and margin tracking, project accounting, automated scheduling, time and expense management, and customizable dashboards.

Integrations include Google Drive, Microsoft Excel, Microsoft Project, Jira, Slack, Salesforce, Google Calendar, Outlook, Evernote, and QuickBooks Online. You can also access additional integrations with a paid Zapier account.

Best for its wide selection of pre-made templates

  • Free plan available
  • From $8/user/month (billed annually)
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Rating: 4.8/5

Miro is an online collaborative whiteboard platform designed to facilitate project workflow management. You can brainstorm, plan, visualize, and manage your projects and access them from anywhere.

Why I picked Miro: Miro distinguishes itself with its expansive selection of pre-made templates, catering to various project types and industries. This key feature, alongside the ability to upload and enhance existing diagrams from other tools, offers flexibility in project visualization.

Moreover, Miro's dependencies app provides insightful visualizations of task relationships, aiding in meticulous project workflow planning. Collaboration is further facilitated through interactive tools that enable team members to communicate, share feedback, and align project goals efficiently, all within a single, intuitive interface.

Miro Standout Features & Integrations

Features include a large template library, real-time collaboration tools, planner widget, dependencies app, asynchronous collaboration, clustering, voting, timer, mind maps, freeform drawing, developer platform, access control, and much more.

Integrations include Confluence, Zoom, Microsoft Teams, Slack, Google Workspace, Asana, monday.com, Jira, Dropbox, OneDrive, Notion, Airtable, ClickUp, and Unito, among others.

Best for external collaborator work

  • 30-day free trial
  • From $10/user/month (billed annually)
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Rating: 4.4/5

Teamwork is a project management software that has been designed to scale with your operation, as it has multiple integrations and features that can be plugged into your software as you grow.

Why I picked Teamwork: Finally a project workflow tool for all of us who have attention problems! Sometimes I find myself working on project #3, when BAM! 💥a trigger makes me remember that I forgot to add that task I discussed about 15 minutes ago to project #1. However, I’m in the middle of this update and I don’t want to change views and change my focus. Enter: quick add!

Quick add allows you to add a task to any project from any place you are within the tool. Unfortunately, this button will not allow you to add subtasks but I’m sure the people at Teamwork reading this are taking notes. Even though their Gantt view is not the most visually friendly, workflows are easy to follow with their other views. Table view is good if you are transitioning from Excel or other cell-based software. Table view shows the tasks, dates, priority, and assignee in the same place.

Warning: the default view filter is set to show incomplete tasks only. This will remove any tasks that you complete and that may scare you! Make sure you set the dropdown to view all tasks on the top-right corner. You’re welcome!

Teamwork Standout Features & Integrations

Features include resource management, workload management, intake forms, external collaborator access, project financials, invoicing, retainers, file management, proofing, templates, and multiple reports.

Integrations include Google Drive, Box, OneDrive, Dropbox, Slack, Microsoft Teams, MS Office, Harvest, Quickbooks, Xero, Hubspot, SharePoint, Microsoft Project, SoftSync, and hundreds of others using a paid plan through Zapier.

Best for tracking the progress of projects from beginning to end

  • 30-day free trial
  • From $49/month
Visit Website
Rating: 4.4/5

Camunda Platform is an open-source project workflow software that enables organizations to model, automate, and monitor business processes.

It offers a comprehensive set of features for managing and tracking the progress of projects from beginning to end. From process modeling and automation to analytics and monitoring, Camunda Platform makes it easy for organizations to keep their projects on track. It provides users with tools for creating process models that define the steps in a project from start to finish. These models can be used as the basis for automating tasks such as data entry or document processing using BPMN. This eliminates manual work associated with repetitive tasks and ensures that projects are completed efficiently.

Camunda Platform also provides users with powerful analytics capabilities. Users can track the progress of their projects in real-time using dashboard views of KPIs. This allows users to quickly identify areas where processes are not meeting expectations or require further optimization.

It also includes reporting capabilities that allow users to generate reports on the progress of their projects over time. These reports provide useful insights into how processes are performing, enabling users to make informed decisions about how best to optimize their processes going forward. The software includes monitoring tools that enable users to monitor the performance of their processes in real time. These tools provide notifications when certain conditions are met, such as when a task is overdue, allowing users to stay on top of any potential issues before they become serious problems. Additionally, its API enables developers to quickly integrate it with existing tools such as Slack, Microsoft Teams, and Trello without having to do extensive development or maintenance work on their end. 


Build your process templates with ease

  • 14-day free trial
  • From $10/user/month
Visit Website
Rating: 4.6/5

“Less expensive than chaos”. That’s how beSlick describes themselves and it’s too good not to share with you. We all know what they are talking about. Just like other tools on this list, it deals with that component of our work that builds predictability. The more “template-based” we make our work, the better it is for the company and ourselves.

There are two main components to beSlick that I want to focus on here. Tasks and templates. Tasks is a section with a checklist of things to do within the project, only those tasks are processes themselves and are based on the templates you create. I can see this working well for those of you working with freelancers that need to deliver content, and I’ll explain why.

When you are creating the template for your project, you can attach documents to the task, such as a creative brief. Then, you can also add file sharing as a requirement for completion. This means the person will have to upload a file with the results, say the design for your Youtube thumbnails. If you need some inspiration, there is a library of 25 common process templates to pick from.

Integrations are available through Zapier, and it gives you access to thousands of other apps.

beSlick offers a free 14-day trial after booking a demo. Paid plans cost from $10/user/month and come with discounts for charity and education organizations.

Best request and approval workflow management

  • 7-day free trial
  • From $29/user/month
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Rating: 4.1/5

Ravetree is a project and work management platform with request management and approval workflow tools. It also has resource planning, budgeting and billing, and file management features.

Why I picked Ravetree: This software offers comprehensive project management features that allow teams to plan and execute their work. Projects can be broken into tasks with deadlines and checklists to help employees understand what they're accountable for, when. Teams can be established in the system and can then manage their shared work with a Kanban board, calendar, or spreadsheet.

Request management is something the software is particularly useful for. Users can create custom request forms for cross-functional support requests or incoming client and prospect requests. Multi-tiered approval flows can also be configured, ensuring that incoming requests are validated and overseen by the necessary stakeholders. All requests that filter through the system can then be turned into projects, and work can be delegated to teams and individuals.

Ravetree Standout Features & Integrations

Features include project templates, dependencies, repeating tasks, milestones, client portals, built-in CRM, approval flows, customizable forms, expenses and budgets, resource planning, and file management.

Integrations include Box, Dropbox, Facebook, HubSpot, Instagram, Github, Google Drive, Gmail, OneDrive, Outlook, QuickBooks, and Stripe.

Best for visual project planning

  • 30-day free trial
  • From $24/manager/month

If you have been reading the reviews of the other tools in this list, you know that a Gantt view is your best friend to have visibility of your workflow. TeamGantt is specifically focused on making the most out of this type of information display and personalizes it to the point where it’s ridiculously easy to see dependencies between tasks.

Why I picked TeamGantt: Their list view is a condensed version of your tasks where you can add start and end dates with ease. If you decide to use the Gantt view though, I recommend that you input the information on tasks that do not take months to be completed. Why? Because the way you set the duration is by dragging your pointer on the chart section from day 1 to the final day of that task.

One thing I really like about this software is that it still is a collaboration tool at heart. Traditionally, the project file is only for you and, after talking to the team in your checkpoint meeting, you update it. TeamGantt has added permission levels to the platform so you can decide how team members can interact with your plan! This will allow them to only update the tasks that concern them and not mess with other people’s activities or mess up your project plan.

TeamGantt Standout Features & Integrations

Features include multi-project display, drag-and-drop interface, workload and team availability, portfolio views, planned vs actual timelines, dedicated mobile apps, real-time progress, and reporting.

Integrations include tools like Slack, Trello, and Dropbox. Additionally, it offers an API for custom integrations and connects to hundreds of other apps using a paid Zapier account.

Best for nested checklists

  • Freemium plan available
  • From $7/user/month
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Rating: 4.7/5

ClickUp is one of the DPM favorites because they pride themselves in being a single platform that replaces every productivity tool across the company. Let me tell you. they’re not lying so far.

Why I picked ClickUp: Their project management module is called ‘simple project management’. This module is far from simple in terms of functionality. Create your tasks from the task view. An easy click allows you to add subtasks and see them visually connect with lines, so you can see the hierarchy. Ready to add dates? Go to the view section and change the view to Gantt. From there you can click on the board to create a timeline bar for the task and drag it from the side to adjust for duration.

Easy to use, intuitive, and uncluttered. The level of detail achieved in this and the other views is incredible. I take my hat off to Clickup on this one; the Dr. Seuss kind of hat.

ClickUp Standout Features & Integrations

Features include ClickApps that extend the tool's functionality, templates, nested subtasks, over fifteen task views, automations, in-app collaboration using whiteboards and collaborative documents, and custom reporting.

Integrations include apps like Slack, Toggl Track, Harvest, Vimeo, Figma, Zoom, G Suite, and Dropbox. You can also access thousands of additional apps using Zapier and build custom integrations using ClickUp's API.

Other Project Workflow Software

These are some tools that did not make it to the top 10, but are worth your consideration if you decide to expand your tool research.

  1. MeisterTask

    Best for team task management

  2. Smartsheet

    Best for its hyper-customizable spreadsheet functionality

  3. Productive

    Best all-in-one work management solution for agencies

  4. Hive

    Best for hybrid work teams

  5. Screendragon

    Best for agencies and professional services teams

  6. Kantata

    Best for professional services

  7. Pneumatic Workflow

    Best project workflow software for building internal workflows

  8. Kissflow

    Minimalistic user interface for easy navigation

  9. ProWorkflow

    Workflow visualization with workload management

  10. VOGSY

    Project management made simple with Google Workspace integration

If you still haven't found what you're looking for here, check out these other related tools that we've tested and evaluated: 

Selection Criteria For Project Workflow Software

Selecting project workflow software requires a deep understanding of each tool's functionality and how it meets specific use cases critical for successful project management. Having personally trialed and researched various tools, I have developed a comprehensive set of criteria that I use to assess project workflow software. Each aspect of the evaluation considers a key factor contributing to the software's overall quality, and the criteria are weighted to reflect their importance in my overall assessment.

Core Project Workflow Software Functionality (25% of total weighting score): To be considered for inclusion on my list of the best project workflow software, the solution had to support the ability to fulfill common use cases. These include:

  • Task assignment and progress tracking
  • Real-time team collaboration and communication
  • Deadline and milestone management
  • Resource allocation and management
  • Reporting and analytics for project oversight

Additional Standout Features (25% of total weighting score): In a crowded market, additional features that go beyond the basics can offer unique value to its users and set the tool apart. This evaluation looks for innovative functionalities that enhance project management beyond standard practices, such as:

  • Unique customization options that allow for the personalization of workflows, dashboards, and reports to fit the specific needs of a team or project.
  • Advanced integration capabilities with other tools and software to streamline processes and reduce the need for multiple platforms.
  • Innovative AI-driven analytics for predictive project management, offering insights into potential bottlenecks before they occur.
  • Enhanced security features, such as role-based access control and data encryption, to protect sensitive project information.
  • Mobile application availability for on-the-go task management and updates, ensuring team members can stay connected regardless of location.

Usability (10% of total weighting score): Usability testing ensures that the tool can be efficiently and effectively used by all team members, regardless of their technical expertise. This criterion assesses the software's interface design, ease of navigation, and simplicity in executing project management tasks.

  • Intuitive interface design, making navigation and task management straightforward for all user levels.
  • Drag-and-drop functionality for scheduling and task assignment, simplifying these processes.
  • Clear, easy-to-understand visual project timelines and dashboards that provide at-a-glance project status updates.

Onboarding (10% of total weighting score): Effective onboarding is critical for ensuring quick adoption and realization of the tool's value. This evaluation considers several important factors, including:

  • Comprehensive training materials, including videos, templates, and interactive product tours, to facilitate quick learning.
  • Availability of customer support through multiple channels (e.g., chat, email, phone) from the outset.
  • Community forums or knowledge bases where users can share insights and solutions.

Customer Support (10% of total weighting score): Customer support plays a vital role in the ongoing use and satisfaction with the tool. This criterion examines the responsiveness, availability, and effectiveness of the support team in addressing user needs and problems. Personally, I look for:

  • A responsive support team with a track record of resolving issues promptly.
  • Access to a dedicated account manager for personalized assistance.
  • Regular updates and maintenance communicated effectively to users, ensuring they are aware of new features and changes.

Value For Money (10% of total weighting score): Value for money ensures that the tool provides a significant return on investment. This evaluation particularly looks at how the tool's pricing compares to its features, benefits, and the competition. It also considers:

  • Competitive pricing structures that offer clear advantages over other tools in the market.
  • Flexible plans that cater to different sizes of organizations and project needs.
  • Free trials or demos to allow for thorough evaluation before purchase.

Customer Reviews (10% of total weighting score): Customer reviews offer insights into real-world usage and satisfaction with the tool. This criterion assesses the overall user sentiment, focusing on ease of use, problem-solving capabilities, and the benefits realized from using the tool. It also assesses:

  • High satisfaction ratings from current and past users, indicating strong approval of the tool's features and functionality.
  • Positive feedback on ease of use, indicating that the tool meets the needs of its target user base without unnecessary complexity.
  • Testimonials that highlight effective problem-solving and benefits realized from using the tool, reinforcing its value proposition.

By applying these criteria, I aim to identify project workflow management tools that not only meet standard requirements, but also offer additional value through innovation, user experience, and customer support. This comprehensive approach ensures that selected tools can effectively address the complexities of modern project management, providing users with a powerful ally in achieving their project goals.

In 2024, project workflow software has seen significant evolution, driven by the demand for more efficient, flexible, and integrated project management solutions. As organizations continue to adapt to the changing work environment, including remote and hybrid working models, the technology underpinning project workflow software has advanced to meet these new challenges. Below, I have identified some notable current trends, highlighting how they cater to the changing needs of project management professionals.

Automation and AI Integration

  • Increased Automation for Routine Tasks: Tools are increasingly incorporating automation for administrative tasks such as scheduling, time tracking, and status updates, freeing up project managers and team members to focus on more strategic activities.
  • AI-Driven Analytics and Predictions: Advanced analytics and predictive models are being integrated to provide insights into project risks, resource allocation efficiencies, and deadline predictions, aiding in proactive project management.

Collaboration Enhancements

  • Enhanced Real-Time Collaboration Features: There's a significant focus on improving real-time collaboration capabilities, including seamless integration with communication tools, shared workspaces, and live document editing, to support remote and distributed teams.
  • Centralized Communication Platforms: Integration with or development of built-in messaging and video conferencing tools within project workflow software has become more common, simplifying communication across different project stakeholders.

Open Ecosystems

  • Development of Open Ecosystems: Some project workflow tools are moving towards more open ecosystems, allowing third-party developers to create add-ons and integrations, further extending the functionality of the core platform.

Novel and Unusual Functionalities

  • Virtual and Augmented Reality for Project Planning: Incorporation of VR and AR technologies for project visualization and planning is one of the most novel trends, providing immersive ways to assess project plans and progress.

These trends demonstrate a clear direction towards creating more adaptive, user-friendly, and integrated project management tools that cater to the evolving needs of businesses. Project workflow software developers are keenly aware of these needs, as evidenced by the rapid evolution of features designed to enhance project efficiency, team collaboration, and data-driven decision-making.

What Is Project Workflow Software?

Project workflow software is a tool that optimizes and automates project processes, enhancing efficiency and clarity in task management and team collaboration. This software provides a systematic and visual representation of the project workflow, outlining the sequence of activities, dependencies, and milestones.

This tool allows you to create and customize project workflows tailored to the unique requirements of your projects. By visualizing the entire project workflow, you can identify potential bottlenecks, allocate resources strategically, and set realistic timelines.

Features of Project Workflow Software

Project workflow software is an essential tool that streamlines the management of various tasks and activities within a project. It aids in planning, coordination, and execution, and generally ensures that every team member is aligned and productive. Here are some of the most important features to look for when selecting a project workflow tool that will work for you.

  1. Task Management: This feature allows for the creation, assignment, and tracking of tasks. It is crucial because it ensures that all project tasks are clearly defined and allocated to the right team members, facilitating smooth progress.
  2. Collaboration Tools: These tools enable team members to communicate and work together in real-time. They are important because they foster a unified approach to problem-solving and task completion, enhancing team synergy.
  3. Deadline Tracking: This capability provides a visual or numeric representation of task deadlines. It is essential for keeping the project on schedule, allowing team members to prioritize their work and manage their time effectively.
  4. Document Sharing and Management: This feature enables centralized storage and access to project documents. It is critical because it ensures that all team members have the latest information and resources they need, reducing errors and misunderstandings.
  5. Resource Allocation: This functionality allows for the mapping out of resources to tasks. It is vital for ensuring that each task has the necessary resources allocated to it, optimizing the use of available resources and preventing bottlenecks.
  6. Time Tracking: This feature records the amount of time spent on tasks. It is important for monitoring productivity and providing insights into how project time is being utilized, which can lead to more accurate planning and estimation in future projects.
  7. Reporting and Analytics: This capability generates reports and analyses project data. It is crucial for providing stakeholders with insights into project progress, identifying trends, and making data-driven decisions.
  8. Integration Capabilities: The ability to integrate with other tools and platforms is important because it allows for a seamless workflow, reducing the need to switch between different applications and improving efficiency.
  9. Customization: This feature allows software to be tailored to the specific needs of the project or team. It is essential for ensuring that the software can adapt to various project requirements and workflows, enhancing usability.
  10. Access Controls and Security: This functionality manages who can see and do what within the software. It is critical for protecting sensitive project information and ensuring that only authorized personnel can access certain data or perform specific actions.

Choosing the right project workflow software with these features ensures that planning, coordination, and execution are streamlined, leading to more efficient project completion. It enables teams to work more effectively, keeps projects on track, and helps in achieving better outcomes. Consequently, selecting software that aligns with your project's needs and team's workflow can significantly impact the success of your project management efforts.

Benefits of Project Workflow Software

Project workflow software can be an invaluable asset for teams looking to enhance their efficiency and productivity in project management. By streamlining processes and improving coordination, this type of software offers a range of benefits that can transform the way organizations execute projects. Here are five primary benefits of project workflow software that users and organizations can enjoy:

  1. Enhanced Collaboration: This software fosters a collaborative environment where team members can easily share information and communicate. It benefits users and businesses by breaking down silos, enabling real-time updates and discussions, which leads to a more cohesive and informed team effort.
  2. Increased Productivity: By automating routine tasks and providing clear task assignments, project workflow software significantly boosts individual and team productivity. Users benefit from a structured approach to their work, which helps in reducing the time spent on administrative tasks and focusing more on important project activities.
  3. Improved Project Visibility: Offering dashboards and reporting tools, the software provides an overview of project progress and performance. This benefit is crucial for businesses, as it enables managers and stakeholders to make informed decisions based on real-time data and helps to keep projects on track and within budget.
  4. Better Resource Management: The software allows for effective allocation and tracking of resources, including time, budget, and manpower. This benefit aids organizations in optimizing their resource use, ensuring that no resource is overburdened or under-utilized, leading to more efficient project execution.
  5. Streamlined Workflow: Project workflow software standardizes processes across projects, making it easier to manage multiple projects simultaneously. This uniform approach benefits users by reducing complexity and confusion, and it helps businesses maintain consistency in project execution, improving overall quality and efficiency.

Adopting project workflow software offers compelling advantages for both users and organizations; it both simplifies project management tasks and enhances the overall project execution strategy, leading to greater success rates. For potential buyers, understanding these benefits is key to making an informed decision that will bring long-term improvements to their project management practices.

Costs & Pricing For Project Workflow Software

When selecting project workflow software, it's important to understand the range of available plan and pricing options. These plans are designed to cater to a variety of business sizes, from small startups to large enterprises, each with its unique needs and budget constraints.

Pricing can vary widely based on the features offered, the number of users, and additional services like support and training. Below is a detailed breakdown of the common plan types, their average prices, and the features typically included in each.

Plan Comparison Table for Project Workflow Software

Plan TypeAverage PriceCommon Features
Free$0Basic task management, Limited users, Essential collaboration tools, Access to community support
Basic$10-15/user/monthTask and project tracking, Time tracking, Additional integrations, Email support
Professional$20-35/user/monthAdvanced reporting, Resource management, Unlimited projects, Priority support
EnterpriseCustom pricingCustom integrations, Advanced security features, Personal account manager, 24/7 support
Premium$50-80/user/monthPortfolio management, Capacity planning, Custom branding, Dedicated support

Each plan is tailored to fit different stages of business growth, ranging from just starting out to scaling operations globally. Consequently, when selecting a plan, it is important to consider the scale of your projects, the size of your team, the specific features that will benefit your workflow the most, and your budget, in order to choose the most appropriate plan for your needs.

Project Workflow Software Frequently Asked Questions

Find answers to common questions other people ask about this topic.

What is a workflow?

In project management, a workflow is a series of activities that are necessary to complete a task. The notion of workflows started after the work of Frederick Taylor, a mechanical engineer who was looking to increase industrial efficiency back in the day. These workflows can be linear or nonlinear in nature, and it depends on the project. As a quick example of what a workflow is, consider we are creating a website. The high-level flow would be:

  1. Design the layout
  2. Write the code
  3. Test the site
  4. Launch the site

A process like this is mostly linear, while the activities within step 2 might be non-linear flows. In either case, knowing the sequence of activities helps you quickly see overall project progress, and identify if a project is on track, or not.

Learn more about workflows and see some examples in our ultimate guide to workflows.

What is a workflow diagram?

A workflow diagram is a graphical representation of the repetitive tasks that need to be completed sequentially in a project. This diagram is based on conditional logic rules that define the correct routing of information through business processes. This diagram can help you to identify and track the progress of each step or task in the project as it progresses towards desired outcomes.

Flowchart tools, like Lucidchart, have collaboration features that allow you to diagram next to unlimited users and see where they are on the canvas in real-time.

You might already be familiar with business process mapping or process flow diagrams—that’s great! Process flow diagrams are used to illustrate the sequence of steps that are necessary to complete a process, and similarly, workflow diagrams in project management illustrate the steps, stages or activities required to move a project forward.

Find more information in our guide to workflow diagrams.

What is workflow management?

As we mentioned in the questions above, workflows can be linear and non-linear. Because of this dynamism, they’ll often involve a lot of back-and-forths, branching paths, and many different tools and teams.

Workflow management attempts to address this complexity, and it involves 3 activities. First is mapping out your workflows, second is tracking those workflows, and third is finding ways to optimize – usually through process automation or integrations.

Workflow management is all about iteration and improvement. Read more about it, and the essential parts of a workflow management system.

Can I automate a workflow?

Yes! Just like process automation, workflows can be “programmed” to execute on their own. Tools like Pipefy, for example, have an interactive workflow builder that lets you drag and drop elements into a canvas.

Our main focus here is on project management, but know that this applies to many different use cases, like employee onboarding in HR, document management in Sales, or a business operations flow in Logistics.

Our guide to workflow automation has more details on this topic.

What other workflow management tools can I use?

If project workflow software isn’t the right fit for your needs, there are plenty of other workflow management tools out there that might suit you better. Check out some of our other workflow management software reviews:

Are there options for self-hosted deployment of project workflow software for added control?

Absolutely, there are project workflow software options that offer self-hosted deployment. This setup can give your team more control over the data and customization of the tool. It’s great for organizations with strict data security requirements or those who prefer to manage their own IT infrastructure.

While cloud-based solutions are popular for their convenience and scalability, self-hosted options cater to those prioritizing complete control and ownership of their project management environment. It does come with the need for a bit more IT muscle to handle the installation, maintenance, and updates, but if you’ve got the resources, it’s a solid choice.

Read our article covering on-premise project management software to learn more about managing projects using a private infrastructure.

How can a project workflow be optimized for speed without sacrificing quality?

To optimize project workflows for speed without compromising quality, it is important to focus on streamlining communication and leveraging automation. Here are three simple steps you can implement:

  1. Simplify processes by removing unnecessary steps and using tools that automate repetitive tasks.
  2. Prioritize tasks effectively, ensuring the most critical aspects of the project are addressed first.
  3. Implement continuous feedback loops, allowing for quick adjustments without derailing the project’s progress.

These approaches can not only speed up your workflow, but also maintain, if not improve, the quality of output. It’s all about being smart with your resources and processes.

How can technology be leveraged to improve traditional project workflows?

Leveraging technology to enhance traditional project workflows involves integrating digital tools that facilitate communication, task management, and collaboration. This can include:

  • Project management software to keep tasks organized and visible to all team members
  • Communication platforms to streamline discussions and decisions
  • Automation tools to handle repetitive tasks, freeing up time for more complex issues.
  • Utilizing data analytics can provide insights into project performance, helping to refine processes over time.

By embracing these technological solutions, project workflows can become more efficient, transparent, and adaptable to changing project demands.

project workflow software logos list

What's Next?

That’s all!. Interested in taking a step back and looking at the broader picture? This article on the best workflow management software can give you a sense of direction.

Galen Low
By Galen Low

Galen is a digital project manager with over 10 years of experience shaping and delivering human-centered digital transformation initiatives in government, healthcare, transit, and retail. He is a digital project management nerd, a cultivator of highly collaborative teams, and an impulsive sharer of knowledge. He's also the co-founder of The Digital Project Manager and host of The DPM Podcast.