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10 Best Workflow Apps To Organize Your Projects & Teams In 2023
  1. 1. Wrike — Best for creating custom dashboards
  2. 2. monday.com — Best for automating manual processes
  3. 3. Pneumatic Workflow — Best for teams looking for a workflow-centric platform
  4. 4. Height — Efficient workflow management for teams.
  5. 5. Camunda Platform — Best for efficient management of projects and teams
  6. 6. Hive — Best for working with external partners
  7. 7. Next Matter — Best workflow app for workflow automation
  8. 8. Admation — Best workflow app for creative and marketing teams
  9. 9. Next Matter — Workflow platform for operations teams
  10. 10. TeamGantt — Best for Gantt charts

Workflow apps take the headache out of organizing complex projects. They do this by letting you create clearly defined processes and automating some of the tasks involved. You can also use these tools to create best-practice templates to streamline specific work. 

The above use cases can have a huge impact on your business. It’s why a recent survey found that 66% of respondents have automated at least one business process.

The only issue is choosing the best workflow app for your needs. This isn’t easy, as there are a ton of options available, each with its own features, specialties, and pricing models.

In this article, I aim to help you choose by introducing some of my favorite tools, and showing you why I like them.

Overviews Of The 10 Best Workflow Apps

Here’s a brief description of each workflow app to showcase each tool’s best use case and standout features. Feel free to check out how I picked the software on this list at any time.

1

Wrike

Best for creating custom dashboards

Wrike is a flexible project management tool that allows you to create custom dashboards and workflows to suit your specific needs.

Why I picked Wrike: It has solutions for teams throughout the organization and it offers customizable templates for various project needs, including event management, content creation, and go-to-market initiatives.

Creating projects and breaking them down into smaller tasks is easy. As the tool updates everything in real-time, you can see potential roadblocks as they occur. You can view these projects in Gantt charts and Kanban boards.

Wrike Standout Features & Integrations

Features include personalized app experience via AI Work Intelligence, shareable dashboards, interactive workflow views, user and team workload management functionality, account-wide work schedules, and more.

Integrations include Slack, salesforce, Adobe Creative Cloud, Microsoft Teams, Miro, Tableau, Zoom, Google Drive, and Box. Additionally, they have a well-documented API that can help your IT team build custom integrations with your current tools.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2 2544

Free plan available

From $9.80/user/month

2

monday.com

Best for automating manual processes

Monday.com is a flexible platform that lets you create workflows that meet various needs—from project management to sales or software development.

Why I picked monday.com: Boards are central to the tool. These are spreadsheet-like documents that allow you to create almost any data input. You can create tasks, set statuses and priorities, add tags, attach files, and assign tasks to users. You can then view these sheets in Kanban, Gantt, timeline, or calendar views.

The flexibility of the entries means it's possible to create workflows for anything from a task management tool to a CRM. And if you don’t want to start from scratch, the tool also offers a large library of templates you can use to start out.

monday.com offers plenty of integrations and automation. You can connect all your tools, such as Slack, Dropbox, and Adobe, and then automate workflows across each one. For example, you can set task reminders to go out in Slack or automatically add email attachments to relevant entries in your board.

monday.com Standout Features & Integrations

Features include workflow data visualization, templates, workflow automation, managing task status, assignees, due dates, hours spent, and robust workflow customization for task boards.

Integrations include Slack, Google Drive, Gmail, GitHub, Trello, Google Calendar, Jira, Dropbox, and Typeform. You can also access additional apps using a paid Zapier account.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7 8065

14-day free trial + freemium plan available

From $8/user/month (billed annually, min 3 seats)

3

Pneumatic Workflow

Best for teams looking for a workflow-centric platform

Pneumatic is a workflow management solution designed for businesses working in different sectors such as finance, human resources, product development, web design, sales, and marketing.

Why I picked Pneumatic Workflow: Its workflow builder allows you to create any task or workflow you need for your team, with pre-defined variables like names, assignees, descriptions, and required policies or standard operating procedures (SOPs). Once built, the dashboards can help you track workflows and see what is in progress, started, and completed, and the same applies to tasks that you have been assigned.

If at any point the workflow requires external people to intervene, the software lets you add guest performers at no extra cost. You simply have to click on the “Add Guest” button and enter their email address.

Admins can also use Pneumatic’s workflow management software to configure role-based access permissions for staff members and teams, limiting specific team members’ ability to access certain aspects of the project. They can also be restricted from editing or deleting tasks, processes, and workflows.

Pneumatic Workflow has a built-in API that enables teams to integrate the workflow management software with several third-party systems, including helpdesk, customer relationship management (CRM), and accounting solutions like Zendesk, Salesforce, Checker.com, and Slack. It also enables managers to generate filtered and customized reports to obtain actionable insights into workflow performance and task activities, as well as receive weekly process summaries.

Pneumatic Workflow Standout Features & Integrations

Features include templates, unlimited workflows, external guests, kick-off forms that you can publicly share, conditional workflow logic, and granular access controls.

Integrations include thousands of applications that you can connect using Zapier or Make.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6 4

14-day free trial + free plan available

From $10/user/month

4

Height

Efficient workflow management for teams.

Height is a SaaS product designed to help teams and businesses manage their projects and workflows. With Height, users can easily create workflows, track progress, and collaborate with team members in real-time.

As someone who has used various project management tools in the past, I found Height to be one of the best workflow apps out there. It has a simple and intuitive user interface, making it easy to create and customize workflows to fit the needs of my team.

One of the standout features of Height is its Kanban board, which allows users to easily visualize their workflow and track progress. Another feature that sets Height apart from other workflow apps is its ability to automate tasks and workflows, saving users time and increasing efficiency.

Height integrates with a variety of third-party tools, including Slack, Google Drive, Trello, and more. This allows users to seamlessly integrate Height into their existing workflow and collaborate with team members across multiple platforms.

Overall, I highly recommend Height for anyone looking for a powerful and user-friendly workflow management tool. Whether you're a small startup or a large enterprise, Height can help you streamline your workflow and improve team collaboration.

30-day free trial available

From $8.50/user/month

5

Camunda Platform

Best for efficient management of projects and teams

Camunda Platform is an open-source workflow and decision automation platform that helps teams organize and manage their projects and teams more efficiently.

It allows users to create workflows with a visual editor that makes designing them easy. They can track tasks, assign roles, automate processes using BPMN, and manage data with the built-in data source connectors. Additionally, companies can build custom applications on top of the platform using its powerful REST APIs or JavaScript SDKs. This flexibility makes it possible to integrate the platform into any existing system or application to extend its capabilities. The platform also supports collaboration tools like Slack and Microsoft Teams for quick communication between team members when needed. It offers features such as graphical modeling, process optimization, and automated task execution, making it an attractive choice for teams of all sizes.

By automating common processes, such as task assignments or notifications, users can save time and effort while ensuring accuracy and consistency in their workflows. They can set up automatic reminders for overdue tasks or send notifications when a certain milestone has been reached. At its core, the software helps users build complex workflows using a graphical modeling interface. This allows them to create visually appealing flowcharts and diagrams of processes to understand them better. Once created, these models are used to define tasks that can be automatically executed by the software.

The platform also provides the ability to optimize processes through simulation and analysis tools so that they run more smoothly. Users can make informed decisions about how best to optimize workflows for maximum efficiency and productivity. 


This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.4 76

30-day free trial

From $49/month

6

Hive

Best for working with external partners

Hive is a project management tool that helps you and your team manage multiple projects. It’s easy to create a project and then create a workflow by breaking it down into steps.

Why I picked Hive: The tool has a centralized dashboard that shows all the projects you’re working on. This is great for managers because they can keep track of all their projects from a single dashboard. And you can view this work in Gantt, Kanban, table, and calendar views.

The tool has valuable features for businesses that work with external partners, such as agencies. You can invite these people to collaborate on relevant tasks within Hive. And you can automate tasks like getting client approval. You also get access to features like timesheets and time tracking, which is useful if you charge clients per hour worked.

Hive Standout Features & Integrations

Features include Hive chat, video calls using Zoom and Google Meet, time tracking, project baselines, placeholders to help your resource management, custom notifications, analytics dashboards, a drag-and-drop workflow builder, and workflow automation.

Integrations include over 1,000 tools, including Salesforce, Slack, and Google Workspace. This lets you bring information from each platform into a single dashboard. And you can set up automation between the tools and Hive.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.6 417

14-day free trial

From $16/user/month

7

Next Matter

Best workflow app for workflow automation

Next Matter is intuitive workflow management software for business operations. The tool has several features to help these teams build processes across a business.

Why I picked Next Matter: Creating new processes is easy using the tool’s drag-and-drop editor. Just create the process, assign the relevant people, and connect any related tools or systems. Once each step in the workflow is completed, the next people are notified automatically.

An example of this is the order confirmation workflow. You can break the task down into steps and include instructions for each part of the flow.

For example, the first step could be recording customer and order details, and the instructions are to upload or take photos or fill out the order form. Once this is complete, it will move on to the next step—sending the order summary to the customer—and notify the relevant party.

Next Matter Standout Features & Integrations

Features include unlimited workflows, users and integrations, condition-based flows, email workflow triggers, recurrences, customer portals, and decision steps.

Integrations include tools like Slack, Adobe Reader, Dropbox, and Freshworks. You can automate actions across connected tools, for example, sharing data with relevant platforms.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.3 31

Free demo available

From $990 /month

8

Admation

Best workflow app for creative and marketing teams

Admation is project and approval management software designed for creative and marketing teams. It has features specific to the needs of this type of business, such as project management, resource management, proofing and approval, and asset management.

Why I picked Admation: Proofing and approval workflows are key features. You can create pathways to ensure the right people review your team’s creative work at the right time. For example, you could start with team-level approval, then send the work to your legal team, before routing it to your executives. You just choose the approvals that meet your needs to ensure that nothing is missed.

Feedback collection is another useful tool. Instead of working via email, you gather feedback from multiple parties from within the tool and then send it to your creative teams. Meanwhile, asset management features ensure everyone can access the assets they need.

Admation Standout Features & Integrations

Features include timesheets, scheduling, project briefs, approval checklists, online proofing, approval path templates, annotations, brand asset management, marketing calendars, and revisions with version comparison.

Integrations include Box.com, Amazon, AWS Storage, and Google Drive.

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.5 1

Demo available

From $30/user/month

9

Next Matter

Workflow platform for operations teams

Next Matter is intuitive workflow management software for business operations. The tool has several features to help these teams build processes across a business.

Creating new processes is easy using the tool’s drag and drop editor. Just create the process, assign the relevant people, and connect any related tools or systems. Once each step in the workflow is completed, the next people are notified automatically.

An example of this is the order confirmation workflow. You can break the task down into steps and include instructions for each part of the flow.

For example, the first step could be recording customer and order details, and the instructions are to upload or take photos or the order form. Once this is complete, it will move onto the next step—sending the order summary to the customer—and notify the relevant party.

Next Matter integrates with tools like Slack, Adobe Reader, Dropbox, and Freshworks. You can automate actions across connected tools, for example, sharing data with relevant platforms.

Pricing starts at $29 per user per month for a minimum of 10 users. You can request a demo via the website.

Free demo available

From $29 per user per month for a minimum of 10 users

10

TeamGantt

Best for Gantt charts

TeamGantt is an online Gantt chart maker built specifically to create workflows around Gantt charts.

Why I picked TeamGantt: This tool helps you schedule and manage complex projects by laying out exactly which tasks you need to complete and in what order. You can also assign tasks to people in your team, so everyone knows what they have to do.

Creating workflows is easy thanks to the tool’s drag-and-drop interface. And you can create dependencies to ensure tasks stay in the right order even if you move one of them around. It’s also easy to navigate the chart to see the project’s overall progress. And while the tool is primarily for Gantt charts, you can also view the information via Kanban or sheet views.

TeamGantt Standout Features & Integrations

Features include multiple-project-one-screen view, resource workload and team availability, in-app comment threads, portfolio views, planned vs actual reports, and mobile app access.

Integrations include Trello, Basecamp 2, Slack, and Dropbox. You can also connect with thousands of additional apps using Zapier.

30-day free trial

From $24/manager/month

Need expert help selecting the right Workflow Management Software?

We’ve joined up with Crozdesk.com to give all our readers (yes, you!) access to Crozdesk’s software advisors. Just use the form below to share your needs, and they will contact you at no cost or commitment. You will then be matched and connected to a shortlist of vendors that best fit your company, and you can access exclusive software discounts!

The 10 Best Workflow Apps Summary

Tool Free Option Price
1
Wrike

Best for creating custom dashboards

Free plan available

From $9.80/user/month Visit Website
2
monday.com

Best for automating manual processes

14-day free trial + freemium plan available

From $8/user/month (billed annually, min 3 seats) Visit Website
3
Pneumatic Workflow

Best for teams looking for a workflow-centric platform

14-day free trial + free plan available

From $10/user/month Visit Website
4
Height

Efficient workflow management for teams.

30-day free trial available

From $8.50/user/month Visit Website
5
Camunda Platform

Best for efficient management of projects and teams

30-day free trial

From $49/month Visit Website
6
Hive

Best for working with external partners

14-day free trial

From $16/user/month Visit Website
7
Next Matter

Best workflow app for workflow automation

Free demo available

From $990 /month Visit Website
8
Admation

Best workflow app for creative and marketing teams

Demo available

From $30/user/month Visit Website
9
Next Matter

Workflow platform for operations teams

Free demo available

From $29 per user per month for a minimum of 10 users Visit Website
10
TeamGantt

Best for Gantt charts

30-day free trial

From $24/manager/month Visit Website

Other Options

Here are a few more workflow apps that didn’t make the top list. These tools may still be good choices for the right business.

  1. Process Street

    Best for no-code workflows and SOPs

  2. Nifty

    Best for product teams

  3. Smartsheet

    Workflow app with multiple views and integrations

  4. Kissflow Workflow

    Best workflow software for ease of use

  5. beSlick

    Document all your business’s best practices

  6. Ravetree

    Best request workflow management

  7. Kintone

    No-Code platform for building workflow apps

  8. Qntrl

    Card-based workflow automation with task tracking features

  9. Pipefy

    No-Code tool for automating business workflows

  10. Screendragon

    Workflow app for enterprise teams

How I Picked The Best Workflow App Contenders

In coming up with this list, I researched the most popular workflow app tools on the market based on user ratings and reviews. Then, I narrowed down my choices using my years of experience in project management and factors I consider important for workflow tools. Finally, I evaluated the tools on this list based on the following criteria:

User Interface (UI)

A good user-friendly interface makes it easy to keep track of your workflows. The information should be clear and understandable for all. Building a complex workflow requires you to focus on the logic behind the diagram. Therefore, we can't have the interface confuse you while trying to do it.

Usability

Workflow apps need to be easy to use by everyone in your organization and sometimes even outside partners. I research these tool's available knowledge bases, training docs, videos, and anything that will help you master the app.

Integrations

Workflow apps need to integrate with the other tools you use to automate processes. All the apps on this list connect to plenty of cloud-based solutions. I will describe the types of integrations available, whether that is built-in options, third-party connections, and custom integrations using APIs.

Pricing

Prices may vary, but I think all the tools on this list offer value for money to the right user. You just need to choose a plan that fits your needs. I will provide you with information about free trials, free versions, and any relevant discounts.

Workflow app FAQs

Find answers to common questions people ask about this topic.

Best workflow apps. Monday. Hive. Wrike. Qntrl. Admation. Nifty. Smartsheet. Next Matter. Kintone. Process Bliss

What's Next?

Perhaps now that you know more about workflow apps, you should look into how to use a workflow management tool to create automated workflows. I will also give you some related tool lists you can look at.

Related tool lists:

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By Ben Aston

I’m Ben Aston, a digital project manager and founder of thedpm.com. I've been in the industry for more than 20 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony. Ben's a Certified Scrum Master, PRINCE2 Practitioner and productivity nut.

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