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10 Best Project Workflow Software In 2022

Best Project Workflow Software List

  1. monday.com

    Intuitive navigation with lovely visuals

  2. Hive

    Streamlined interface with simple workflows

  3. Teamwork

    Personalized workflows and easy task tracking

  4. Next Matter

    Operation-focused with automation at its core

  5. ClickUp

    Workflow software with nested checklists, and drag-and-drop functionality

  6. Kissflow

    Minimalistic user interface for easy navigation

  7. Wrike

    Workflow software with scheduling features for contractors

  8. Smartsheet

    Hyper-customizable spreadsheets to fit your every need

  9. Mavenlink by Kantata

    Full project management suite with workflow management features

  10. TeamGantt

    Easy to use project planning software with great timeline visuals

Everyone can be a digital project manager. Also, everyone can turn-in their projects late! One difference between a successful project manager and moguls is the understanding of your project management workflow.

You may have felt a little surprised about this first statement, but before you slap me, let’s think about it for a second. Everyone can handle a project, we all have things in our lives that require planning and we have a basic understanding of steps,  processes, and due dates.

However, a project workflow process requires an understanding of the dependencies between tasks and how they affect our deliverables, whatever these may be. This is one step beyond that basic notion of project management, and one that differentiates the PRO’s.

Of course workflow means a different thing for everyone in your team. While some may see it as passing work down an assembly line in an orderly fashion, others understand it as building consistency and collaboration into complex tasks. 

So, over the next sections we’ll cover these tools from your perspective! The person who is setting all the deadlines, milestones, creating tasks, assigning resources, and ultimately making sure the project gets delivered. The person who needs to build predictability into their work to make it more efficient. Make sure you look at the pricing, though. These tools are never for unlimited users and there’s limited functionality in their free plan.

In this article, I’ll go over the 10 best workflow management software that project managers are using and detail what each does best so that you can make your choice.

Comparison Criteria

This list is compared using the visibility of granular information as a priority. Although most of these tools have customizable, no-code features and automation tools to handle complex workflows, I wanted to bring it back to basics.

Understanding the interconnections between tasks in a project is what ultimately makes it successful. Identifying the critical path or knowing that one section of your project cannot start until another (apparently unrelated) is finished.

What do I look for when I select the best project management tool? Here’s a summary of my evaluation criteria: 

  1. User Interface (UI): I look for friendly visual aspects of the tool that make it enjoyable to use. Why? you are going to be stuck to your software for long periods of time.
  2. Usability: I look at the overall user experience. Is it easy to navigate? Is it intuitive? How many clicks to create a task, move it, transform it?
  3. Integrations: I look at the external tools that they can connect with to make managing projects easier.
  4. Value for Pricing: I look at the benefits and if they outweigh the cost of the license.

Project Workflow Software: Key Features

  1. Integrations: Connecting the software to other platforms. i.e. Google Drive
  2. Task management: Ability to track activity and move it within the project workflow.
  3. Team collaboration: One place where team members can connect and communicate on task progress.
  4. Custom workflows: Make the software adapt to the way you work, especially with automations.
  5. Kanban boards view: Workspace view that shows tasks in cards and arranged by stage within a process.
  6. Gantt view: Workspace view that displays tasks, due dates, and a visual representation of the duration of tasks.
  7. Calendar view: Workspace view that displays the tasks to be done on a calendar.
  8. Workflow Templates: Pre-made content that can serve as a starting point for your projects.
  9. Access Control: The ability to set permissions per user so that you only have the right people editing the tasks.
  10. Dashboards: Section within the platform where you can monitor the overall progress of your projects.
project workflow software logos list

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10 Best Project Workflow Software List

1

monday.com

Intuitive navigation with lovely visuals

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

monday is free for up to 2 users. Paid plans cost from $6/user/month and come with a 14-day free trial.

14 days free trial

From $6/user/month

2

Hive

Streamlined interface with simple workflows

Hive is VERY intuitive and user-friendly. The information within their Gantt chart is displayed in a way that shows it has countless hours of thought into the user experience.

If you are used to handling your projects within MS Project or spreadsheets, this interface will look and feel like a minimalistic version of it. One thing I love though is that as you assign people to tasks, their picture appears next to the activity bar (see image above). It’s just nice to see the faces of the people you are working with, and you can see who is working on what at a quick glance.

Hive groups project tasks as actions and sub-actions. Both types of tasks have the same properties (you can set dates, add descriptions, assign them) and the number of sub-actions you can create is infinite. For this reason, our friends at Hive added a link at the top of a sub-action card that can take you to the main action. Missing the start date, end date, and task duration fields? You can add them to this Gantt view with only two clicks.

Final thought: I can see this becoming scary for huge projects as it can get visually cluttered with the bars, lines, labels, and pictures, so probably better suited for small teams or small businesses.

Hive integrates with Google Drive, MS Teams, Slack, Salesforce, Jira, and many more via a paid plan through Zapier.

Hive is free for up to 2 users. Paid plans cost from $12/user/month and come with a 14-day free trial.

14 days free trial

From $12/user/month

3

Teamwork

Personalized workflows and easy task tracking

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.

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 integrates with 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.

Teamwork is free for up to 5 users. Paid plans cost from $10/user/month and come with a 30-day free trial.

30 days free trial

From $10/user/month

4

Next Matter

Operation-focused with automation at its core

Next Matter handles workflows in a different way than the rest of the tools in this list. They primarily focus on process creation to streamline operations. Because of this, the tool is less visually appealing than others, but it has an amazing number of hours put into its functionality.

One of the jobs we have as DPMs is to create predictable, repeatable patterns of work so it makes the company more efficient. Next Matter helps with that. However, this tool is not recommended if you are just starting to dip your toes into project management. Rather, it requires know-how of the intricacies of dependencies within projects so you are able to automate them. All projects in this platform are called processes and can be arranged by the functional areas in the company.

As you can see in the screenshot, the main view of the functional area of your choosing shows the progress of each of your projects at once, as well as the priority and last time it had any changes made to it.

If you think this could be for you, book a demo and test it. There’s no harm in seeing what it’s about.

Next Matter integrates with Asana, Gmail, Confluence, Hubspot, Jira, Slack, Trello, Zapier, monday.com, and many more.
Next Matter paid plans cost from $29/user/month, and there is a demo scheduling option if you are interested in purchasing.

Demo scheduling option

From $29/user/month

5

ClickUp

Workflow software with nested checklists, and drag-and-drop functionality

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. 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 offers native integrations with Slack, G Suite, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier.

ClickUp is free with limited storage for an unlimited number of users. Paid plans start at $5/user/month and offers a free-trial.

From $5/user/month

6

Kissflow

Minimalistic user interface for easy navigation

Kissflow was labeled one of the fastest growing SaaS companies in 2020 by SaaS 1000. Kissflow’s premise is minimalistic: “the power of simple”. Their digital workplace solutions cover different functional areas of the organization with the intention of becoming a unified platform that supports your operations. Their project management platform is no different from their premise, being as simple as the lyrics to “Around the World” by Daft Punk (millennials assemble).

Now, let’s focus on the ability to see granular activity in our projects. When it comes to this, Kissflow still has some room for growth as there is only a Kanban, list, and matrix view. However, if you are a person who appreciates Gantt charts or calendars to visually represent tasks, you might find it hard to use this tool.

Don’t be discouraged! There’s still a lot of easy ways to create tasks within Kissflow, even without a Gantt view. Create a task, double click to open it and you will see a section dedicated to creating subtasks. From there you can complete them, delete them, and turn them into main tasks if that’s what you wish. Once you go back to the main view, you will see an icon next to the task indicating how many subtasks you have nested within.

If you are only interested in workflows though, Kissflow has a workflow tool dedicated to building processes in a no-code workflow environment.

Kissflow integrations include native Microsoft and Google Workspace integrations, and the platform offers a REST API and webhooks.

Kissflow has a free plan for unlimited users with limited functionality. Paid plans start at $5/user/month with a 14-day trial of the advanced version.

14 days free trial of the advanced version

From $5/user/month

7

Wrike

Workflow software with scheduling features for contractors

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.

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 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.

Wrike is free for up to 5 users. Paid plans cost from $9.80/user/month and come with a 14-day free trial.

14 days free trial

From $9.80/user/month

8

Smartsheet

Hyper-customizable spreadsheets to fit your every need

If you have been in project management for many years, you will enjoy using Smartsheet. It has a classic feel to it, almost like having an Excel spreadsheet embedded in a cloud-based platform.

You can tell right away that this software focuses on functionality. There’s no loud colors or aesthetically immaculate interfaces. It’s all about the tasks in the project, and how you can make the most out of them.

If you are just starting your project, it is best if you use the grid view. That way you can focus on recording the information in bulk and you can figure out the dependencies later in the Gantt view. If you’re looking to get wild, go to the calendar view once you are done and embrace chaos!

Smartsheet integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, ServiceNow, Slack, Box, and Tableau. The platform is extensible through a REST API and webhooks.

Smartsheet paid plans cost from $7/user/month and come with a 30-day free trial.

30 days free trial

From $7/user/month

9

Mavenlink by Kantata

Full project management suite with workflow management features

Mavenlink is a powerful tool that is getting stronger every day as they just joined forces with Kimble, a PSA software company. Mavenlink is a little different from other tools in this list because they have an activity view with an arrangement that allows you to see updates on tasks & comments, team members, and upcoming tasks in a single screen. Want to see the completion percentage on all your projects at the same time? Head over to the ‘all projects’ view.

Their Gantt chart view, available to premier members only, will give you MS Project vibes as it has all the fields that you would expect in a Gantt view. Start date, end date, duration, completion percentage, as well as time logged and budget details.

What do I find special and different from others? A single click on the top menu will give you visibility of the critical path for your project. This critical path will help you identify bottlenecks which, as you know, is an important indicator for on-time delivery on milestones and the overall project.

Mavenlink operates its own integration platform (called M-Bridge) that lets you connect to other business apps like CRM, HCM, and financial software. On top of the M-Bridge platform, Mavenlink provides several pre-built integrations with these tools: Expensify, G Suite, Xero, Salesforce, Netsuite, Jira, Hubspot, Slack, Concur, Dynamics 365, Qualtrics, Quickbooks, and Sage Intacct.

Mavenlink offers customized pricing upon request. Contact their sales team to get a free trial.

Pricing upon request

10

TeamGantt

Easy to use project planning software with great timeline visuals

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.

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 integrates natively with Slack, Trello, and Dropbox; offers additional API integrations; and connects to hundreds of other apps using a paid Zapier account.

Hive is free for up to 3 users. Paid plans cost from $19.90/user/month and come with a 30-day free trial.

30 days free trial

From $19.90/user/month

Project Workflow Software Summary

Tool Free Option Price
1
monday.com

Intuitive navigation with lovely visuals

14 days free trial

From $6/user/month Visit Website
2
Hive

Streamlined interface with simple workflows

14 days free trial

From $12/user/month Visit Website
3
Teamwork

Personalized workflows and easy task tracking

30 days free trial

From $10/user/month Visit Website
4
Next Matter

Operation-focused with automation at its core

Demo scheduling option

From $29/user/month Visit Website
5
ClickUp

Workflow software with nested checklists, and drag-and-drop functionality

Not available

From $5/user/month Visit Website
6
Kissflow

Minimalistic user interface for easy navigation

14 days free trial of the advanced version

From $5/user/month Visit Website
7
Wrike

Workflow software with scheduling features for contractors

14 days free trial

From $9.80/user/month Visit Website
8
Smartsheet

Hyper-customizable spreadsheets to fit your every need

30 days free trial

From $7/user/month Visit Website
9
Mavenlink by Kantata

Full project management suite with workflow management features

Not available

Pricing upon request Visit Website
10
TeamGantt

Easy to use project planning software with great timeline visuals

30 days free trial

From $19.90/user/month Visit Website

Other Tools

  1. Screendragon

    Great proofing & approval tools for agencies

  2. Process Bliss

    Build your process templates with ease

  3. Asana

    Simple project workflow app lauded for its user-friendliness. Free for up to 10 users.

  4. Qntrl

    Workflow automation tool with task visibility in mind

  5. Admation

    Project management software for all team sizes

  6. VOGSY

    Project management made simple with Google Workspace integration

  7. Jira

    Software development tool for agile teams

  8. Process Street

    Workflow management with drag-and-drop editor

  9. Formstack

    No-code workflow automation tool

  10. ProWorkflow

    Workflow visualization with workload management

  11. Celoxis

    Classic project management with custom workflow apps

  12. Backlog

    Workflows with custom fields to fit your team

  13. Trello

    Powerful tool with power-ups to cover your workflow wishes

  14. Microsoft Project

    30+ year tool with robust functionality

What do you think about this list?

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.

Worried about automations? We’ve already covered it! Learn about the 10 Best Workflow Automation Software. The capacity of selecting triggers that automatically send notifications or create new tasks can potentially make your life easier and optimize your work. See you next time.

Related List of Tools: Approval Workflow Software For Project Managers

By Hermann Fink

Hi! I'm Hermann Fink Fuentes, a technology enthusiast and chronic researcher. I've been in project management for over a decade, both as a technical lead for global corporations like Hewlett Packard, and as an entrepreneur. I'm constantly looking for tools that can help improve productivity, boost efficiency, consume as little budget as possible, and help shorten project completion timelines. Join me as I search for the perfect tool and share some content along the journey!

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