20 Best Workflow Apps For Better Process Management In 2025
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Managing projects is hard enough without chasing updates, approvals, and deadlines across different tools. If your team wastes time on manual tasks instead of making progress, it’s time for a better solution.
A good workflow app keeps everything in one place, automating repetitive tasks and ensuring nothing gets overlooked. It helps you track progress, reduce busywork, and keep your team working efficiently.
I’ve tested and reviewed the best workflow apps for project managers. In this list, you’ll find tools for different team sizes, industries, and budgets. Whether you need simple task automation or advanced process management, there’s an option that fits your needs.
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Compare Specs Side-By-Side
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for automating manual processes | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
| 2 | Best for customizable workflow templates | Free plan available | From $8/user/month | Website | |
| 3 | Best for product teams | 14-day free trial | From $5/user/month (billed annually) + free plan available | Website | |
| 4 | Best for no-code workflows and SOPs | Free trial available | From $100/month (billed annually) | Website | |
| 5 | Best for building workflow apps | 30-day free trial | From $24/user/month | Website | |
| 6 | Best for no-code workflow automation | 14-day free trial | From $25/user/month | Website | |
| 7 | Best for managing projects and teams | 30-day free trial | From $49/month | Website | |
| 8 | Best for ease of use | Free demo available | From $15/user/monthly | Website | |
| 9 | Best for content production workflows | 14-day free trial available | From $109/month | Website | |
| 10 | Best for cross-functional workflows | 14-day free trial | From $149/workflow/month | Website |
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monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Miro
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Ravetree
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.1
Best Workflow App Reviews
Here’s a brief description of each workflow app to showcase each tool’s best use case and standout features.
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.
Miro is a versatile online collaboration tool designed to facilitate project management, diagramming, process mapping, and content visualization.
Why I Picked Miro: I like that Miro has an infinite canvas, which allows users to create comprehensive and interconnected workflows without spatial constraints. This is particularly useful for visualizing complex processes and ensuring that every step is clearly defined and easily accessible.
Another reason Miro stands out is its set of pre-built templates and customizable boards. Whether you are managing a project, conducting a sprint planning session, or tracking progress with a Kanban board, Miro offers a wide variety of templates that can be tailored to fit specific needs with a simple drag-and-drop interface.
The platform also has features for task assignment, deadline tracking, and progress monitoring. Miro's visual task boards and timelines help in organizing tasks efficiently and tracking the progress of individual and collective efforts.
Miro Standout Features & Integrations
Features include agile workflows, remote team collaboration, Kanban boards, mind mapping, brainstorming tools, digital sticky notes, presentation mode, flowcharts, diagramming, customizable templates, project management tools, feedback loops, sketching tools, video chat integration, screen sharing, and user story mapping.
Integrations include Asana, Microsoft Teams, Google Drive, Box, Airtable, Notion, Azure, Webex, Jira, Slack, Monday.com, Confluence, Zoom, and Figma.
Nifty PM calls itself a “collaboration hub”, and it aims to unite projects, allowing teams to better focus on their goals (milestones). These are the goals that each project is structured around. Each milestone is broken down into individual tasks, and a visual completion bar goes up as you complete each task.
Why I picked Nifty: Managers can see an overview of everything their team is working on and how each milestone is progressing. The workflows view is a valuable way to view your team's work, and it shows how much each employee is doing, ensuring no one is under or overworked.
An interesting feature of the tool is the built-in discussion board. While other workflow tools integrate with messaging software, Nifty PM has it built-in. Teams can use this to discuss the projects they are working on from within the app.
Nifty Standout Features & Integrations
Features include a Kanban view to help you better control your workflows, task automation where you can make a resource responsible for a type of tasks, recurring tasks, custom fields, time tracking, forms, file sharing, discussion threads, and reporting.
Integrations include Webex, Slack, Harvest, Zoom, Miro, and Typeform. Additionally, you can access over 2000 apps using Zapier, and custom integrations using Nifty's API.
Process Street is a simple checklist, workflow, and SOP software that lets you create and roll out workflows for all your business processes.
Why I picked Process Street: You can build them around any task you repeat, from vacation requests to onboarding. You start by defining your process within the tool. You can start from scratch or use one of the existing templates and then customize it to your needs. This library is useful to use existing process management best practices for common tasks without worrying about documenting your own.
Once you’ve created workflows, tasks are automatically routed to the relevant people. When they complete their task, it gets sent to the next person. And you can roll out each workflow you create as many times as you need without any further edits.
Process Street Standout Features & Integrations
Features include conditional logic, multi-tier approvals, dynamic due dates, scheduled workflows, and restored workflow revisions.
Integrations to thousands of apps are available through Zapier, including Gmail, Asana, Pipefy, Google Drive, Jira, Slack, Salesforce, and DropBox.
Kintone is a workplace platform that lets teams build and share custom workflows. Each team can use the tool to create the apps they need, whether a CRM, an expense report, or a content calendar.
The tool offers over 1,000 templates you can use to deploy the apps you need. You can also customize these to ensure they meet your specific workflow needs. Meanwhile, the No-Code interface means it is easy for anyone on your team to create the tools they need.
The tool also has plenty of integrations you can use to manage external data within your app. For example, you can add Dropbox files to the app or record information collected in emails.
Kintone starts at $24 per user per month for a minimum of five users. There is also a $15 per month plan for education, government, and nonprofits.
Studio Creatio is a no-code platform designed to automate workflows and build applications without requiring technical expertise.
Why I picked Studio Creatio: Studio Creatio stands out as an exceptional workflow application due to its robust no-code platform that empowers users to automate workflows and build applications without requiring extensive programming knowledge.
One of the most compelling features of Studio Creatio is its intuitive drag-and-drop interface, which simplifies the process of creating and modifying workflows. Additionally, the platform's composable architecture supports extensive integration capabilities, enabling connectivity with various systems and data stores.
The platform also includes a business process builder, a UI designer, and a marketplace for ready-to-use solutions and templates.
Studio Creatio Standout Features & Integrations
Features include built-in validation tools for easier debugging, multi-level architecture that can scale, AI automation for a wide range of tasks like customer profiling and call routing, an integrated development environment (IDE) for professional developers, and a mobile app.
Integrations include Microsoft Excel, Gmail, Mailchimp, Google Calendar, Microsoft Word, Tableau, Microsoft Outlook, Meta for Business, Twitter/X, Google Contacts, Brandwatch, Asterisk, Pentaho, and Avaya Experience Platform.
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.
Kissflow Workflow is a comprehensive low-code platform that enables users to manage tasks, track project status, and monitor team performance effectively.
Why I picked Kissflow: It offers an easy-to-use drag-and-drop interface that allows team members to create workflows without technical expertise using a visual designer that makes creating and editing workflows straightforward and intuitive.
The software includes a powerful analytics dashboard and detailed analytics and reporting tools to help track key performance metrics and gain insights into all aspects of the workflow process. You can track workflow status, turnaround time, and cycle time, which helps identify areas for improvement and make data-driven decisions backed by real-world data. You can also generate reports in various formats, making it easier to share information with stakeholders.
Kissflow Workflow offers full transparency by providing real-time status updates on all current projects. This feature ensures that everyone involved in the project knows what the team is doing, making communication easier. It also allows team members to vet their progress and lets managers quickly detect and solve project roadblocks. In addition, Kissflow Workflow facilitates easy collaboration between team members, incorporating features such as real-time messaging, file sharing, and project forums.
The app complies with industry-standard data-security requirements and offers access restrictions and permission settings that enable organizations to control access rights and assign users to appropriate roles.
Kissflow Standout Features & Integrations
Features include pre-built reports to track workflows, a drag-and-drop builder, templates, workflow turnaround time and cycle time, a form designer, dashboards, and direct chat with voice message options.
Integrations include ActiveCampaign, Adobe Sign, Mailchimp, Basecamp, Twilio, Dropbox, QuickBooks, HubSpot, Google Drive, and Slack.
GatherContent is a workflow management and collaboration platform designed for content production teams. You can use it to streamline your content creation process, produce new content in a collaborative way, and track each piece through the development process.
Why I picked GatherContent: This isn't just a generic project management software, it's designed specifically for teams who work on content projects. Whether you're a marketing team, agency, publisher, or a company in the media industry, you won't have to adapt the tool to suit your needs because it was made with content production in mind.
You can manage your production workflows with the software, and design various workflows to represent how different types of content are created. This allows you to map and track the various stages of development as your team works on multiple projects. The software can also auto-assign tasks to specific team members, and you can create an editorial calendar for an overview of what's coming up.
In addition to its project management tools, the platform also has a content editor your team can use to collaborate on their projects. You can embed your style guide and set content guidelines and field rules. Team members can also exchange inline comments and keep a revision history on every document. You can also build out a template library to use for future content production.
GatherContent Standout Features & Integrations
Features include multiple workflows, template library, access control, editorial calendar, content editor, inline commenting and tagging, style guide embedding, content guidelines, and revision history.
Integrations include Adobe PDF, Microsoft Word, Wordpress, Slack, Drupal, Kentico, Adobe Experience Manager, Sitecore, Sitefinity, Craft CMS, Gatsby, and Episerver, among others.
Next Matter is the platform for capturing and automating a business’s high-impact workflows – no matter how unique or complex. It accomplishes that by offering workflow builders all the custom tools required to mirror complex workflows to the exact specifications of the business, as well as a no-code management and optimization experience for teams looking to scale up.
Why I picked Next Matter: Next Matter offers the reliability and performance of custom code, with the speed and flexibility of no-code – so complex workflows can be ready for go-live in just hours. The no-code building blocks are easy-to-use and cover an enormous range of operational functions and use cases, and advanced Builders can use low-code blocks to craft custom activities for everything else.
Next Matter’s no-code workflow management experience is equally impressive. The platform provides managers with full operational transparency and the ability to track workflow status at high and granular levels, in real-time. Managers and executives alike can use powerful reporting and analytics to spot improvement opportunities, and optimize workflows on the fly.
Lastly, Next Matter engages end users – employees, suppliers, customers, and more – with delightful, personalized experiences that reduce coordination friction and cognitive load. If you’re ready to bring reliable automation and scalability to your most complex workflows, and you’re looking to see real results fast, check out Next Matter.
Next Matter Standout Features & Integrations
Features include no-code / low-code tools and custom building blocks to recreate, launch, and optimize workflows, an all-in-one workspace for workflow orchestration, external steps, granular permissions and visibility controls, custom workflows triggers, advanced workflow logic, and more.
Integrations out-of-the-box include Slack, GSuite, Office 365, Sendgrid, Hubspot, Zendesk and many others, while an API can be used to connect custom apps, databases, and more.
Pricing:
14-day free trial
From $20/user/month (minimum 50 users)
Other Workflow Apps
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.
- beSlick
For documenting business processes
- Ravetree
Request workflow management
- Admation
For creative and marketing teams
- Height
For task management workflows
- ClickUp
For comprehensive project management
- CRM Creatio
For customer-related workflows
- Nanonets
For AI-driven workflow automation
- Lucidchart
For collaborative workflow diagrams
- Smartsheet
With multiple views and integrations
- Wrike
For creating custom dashboards
Workflow App Selection Criteria
When selecting the best workflow apps to include on this list, I considered common buyer needs and pain points like reducing manual task management and ensuring process visibility across teams. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion on this list, each solution had to fulfill these common use cases:
- Automating task assignments and approvals
- Tracking workflow progress in real time
- Integrating with other business tools
- Allowing for role-based access and permissions
- Supporting notifications and reminders
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- AI-powered workflow suggestions
- No-code workflow builders
- Conditional logic for advanced automation
- Built-in reporting and analytics
- Mobile app access for on-the-go management
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- A clean and intuitive interface
- Minimal learning curve for new users
- Drag-and-drop workflow design
- Customizability without complexity
- Speed and responsiveness across devices
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of interactive product tours
- Access to pre-built workflow templates
- Clear and concise documentation
- Quality and frequency of training webinars
- Presence of an in-app chatbot or guided help
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- Availability of 24/7 support
- Multiple support channels, including chat and phone
- Help center with detailed guides and FAQs
- Response time for resolving issues
- Availability of dedicated account managers for enterprise users
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Pricing compared to similar tools
- Free plan or trial availability
- Transparency of pricing with no hidden fees
- Flexibility of pricing plans based on team size
- ROI potential based on efficiency gains
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall user satisfaction ratings across platforms
- Ease of setup and daily use
- Reliability and uptime consistency
- Responsiveness of customer support
- Scalability for growing teams
How to Choose a Workflow App
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
| Scalability | Ensure the app can grow with your team. Look for user limits, workflow complexity, and automation capabilities. If your company expands, will the tool support additional processes without a steep learning curve? |
| Integrations | Your workflow app should connect with your existing tools—CRM, project management, email, and cloud storage. Check for native integrations and API availability to avoid manual workarounds. |
| Customizability | Your team’s processes are unique. Choose an app that lets you tailor workflows, form fields, and automation rules to match your specific needs without requiring extensive coding knowledge. |
| Ease of Use | A workflow app should simplify processes, not complicate them. Look for an intuitive interface, drag-and-drop builders, and minimal training requirements so your team can onboard quickly. |
| Budget | Compare pricing tiers and hidden costs, such as extra user fees, automation limits, or integration add-ons. Make sure the app’s value justifies its cost based on your team's needs. |
| Security Safeguards | Your workflows may involve sensitive data. Ensure the app offers encryption, access controls, and compliance with industry standards like GDPR or SOC 2. |
| Collaboration Features | Look for features like real-time updates, notifications, and role-based permissions to keep your team aligned and prevent bottlenecks. |
| Mobile Accessibility | If your team works on-the-go, a mobile-friendly app with a responsive design or a dedicated app ensures seamless task management from anywhere. |
Trends in Workflow Apps
In my research, I sourced countless product updates, press releases, and release logs from different workflow app vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI-Powered Process Optimization: More apps are using AI to analyze workflows and suggest improvements. Some tools auto-detect bottlenecks and recommend changes, while others adjust task priorities dynamically based on workload and deadlines. This helps teams cut down on inefficiencies without manual adjustments.
- No-Code Rule Builders: Users want more control without needing developers. Many workflow apps now offer drag-and-drop rule builders that let teams create complex logic for approvals, notifications, and branching paths. This makes it easier to customize workflows without writing scripts or relying on IT support.
- Embedded Analytics Dashboards: Teams want to measure efficiency without exporting data to separate reporting tools. More workflow apps now include built-in dashboards that track cycle times, completion rates, and workload distribution. This allows managers to make real-time decisions without switching between platforms.
- Cross-Platform Task Syncing: Users expect workflows to update instantly across different workspaces. Some vendors now offer two-way syncing between project management, communication, and documentation tools to prevent duplicate work. This ensures tasks stay consistent across multiple platforms without extra manual updates.
- AI-Powered Document Processing: Many workflows involve documents, so vendors are adding AI to auto-classify, extract data, and even generate summaries. This reduces the need for manual data entry when handling invoices, contracts, and forms, making document-heavy workflows faster and more accurate.
What is a Workflow App?
A workflow app is a software application designed to facilitate and streamline business processes by automating and organizing repetitive tasks in a systematic manner. These apps typically provide a user-friendly interface that allows individuals or teams to create, manage, and track workflows, ensuring a smooth and efficient progression of tasks within an organization.
You can use these apps to create visual representations of project workflows, assign tasks to team members, and set up automated notifications for task deadlines and updates. This centralized platform for project communication not only reduces manual effort and the risk of errors but also enhances transparency and accountability within the team.
Features of Workflow Apps
When selecting workflow apps, keep an eye out for the following key features:
- Task automation: Automatically assigns tasks, sends notifications, and updates statuses to reduce manual work and keep processes moving.
- Conditional logic: Adjusts workflows based on predefined conditions, ensuring the right actions happen based on specific triggers or inputs.
- Role-based access: Limits user permissions based on roles, ensuring team members only see and edit what’s relevant to them.
- Form builder: Allows users to create custom forms for data collection, approvals, and process initiation without coding.
- Process tracking: Provides real-time visibility into workflow progress, helping teams identify delays and optimize efficiency.
- Approval workflows: Routes tasks through a structured approval process, ensuring necessary sign-offs before actions are completed.
- Collaboration tools: Enables teams to comment, tag, and share updates within workflows to improve communication.
- Audit logs: Tracks all workflow changes and actions, ensuring compliance and providing a history of modifications.
- Integration support: Connects with other software tools to pull in data, trigger actions, or synchronize information across platforms.
- Custom reporting: Generates reports on workflow performance, helping teams analyze trends and improve processes.
Benefits of Workflow Apps
Implementing workflow apps can provide several benefits for your team and your business. Here are a few you can look forward to:
- Faster task completion: Automates repetitive work and keeps tasks moving with notifications and scheduled actions.
- Fewer errors: Reduces mistakes by enforcing structured workflows, pre-set rules, and automatic data validation.
- Better team coordination: Keeps everyone on the same page with shared task lists, status updates, and collaboration tools.
- Clearer process visibility: Provides real-time tracking so teams can see bottlenecks, pending approvals, and task progress at a glance.
- Easier compliance tracking: Logs actions, approvals, and changes, making it easier to meet regulatory requirements and audit workflows.
- More efficient approvals: Routes tasks to the right people for sign-off, reducing delays and manual follow-ups.
- Smarter decision-making: Collects workflow data and generates reports that help teams analyze trends and improve processes.
Costs & Pricing of Workflow Apps
Selecting workflow apps requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in workflow apps:
Plan Comparison Table for Workflow Apps
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic task automation, limited users, basic integrations, and minimal storage. |
| Personal Plan | $5-$15/user/month | Advanced task automation, custom workflows, priority support, and mobile access. |
| Business Plan | $20-$40/user/month | Team collaboration tools, detailed reporting, API access, and increased automation limits. |
| Enterprise Plan | $50+/user/month | Advanced security controls, dedicated account manager, custom integrations, and unlimited workflows. |
Workflow App Frequently Asked Questions
Here are some answers to common questions about workflow apps:
What is a workflow app used for?
A workflow app is used to bring teams together to sync on building workflow diagrams that let you to represent the conditional logic behind the completion of a unit of work. And although there are some standalone solutions, you can also find workflow functionality in project management software. The advantage of using a project management solution is that you can also have access to other collaboration features that complement workflow diagramming.
Examples of these activities are co-authoring on wiki type of documents, creating checklists within task views to support diagram development, or use an automation tool to take that workflow to its next level.
Workflow apps normally aim to be all-in-one solutions to help you create custom workflows on a whiteboard-looking canvas where you can add elements, notes, comments, and collaborate on projects. Although these tools are normally meant for desktop users, you can find mobile app alternatives that let you collaborate on workflows from an Android or iOS device.
Can workflow apps be customized to fit our processes?
Yes, many workflow apps provide customization options. You can often tailor workflows, set up specific rules, and design forms to match your team’s unique processes. This flexibility ensures the app aligns with how your team works, rather than forcing you into a predefined structure.
What kind of support is available for workflow app users?
Support varies by provider, but it typically includes resources like user guides, video tutorials, and community forums. Many vendors also offer email or chat support, and some provide dedicated account managers or priority assistance for higher-tier plans. It’s a good idea to review the support options available to you before selecting a tool.
Are workflow apps secure for handling sensitive information?
Reputable workflow apps implement security measures like data encryption, user authentication, and regular backups to protect your information. Some also comply with industry standards such as GDPR or HIPAA. Always review the app’s security features and policies to ensure they meet your organization’s requirements.
How do workflow apps handle user permissions and access control?
Most workflow apps allow you to set role-based permissions, ensuring team members have access only to the information and tasks relevant to them. This helps maintain data security and prevents unauthorized changes. You can typically assign roles like admin, editor, or viewer, depending on each user’s responsibilities.
Do workflow apps offer mobile access?
Many workflow apps provide mobile versions or responsive web interfaces, allowing your team to manage tasks and monitor workflows on the go. This is especially useful for teams that need flexibility and access outside the office. Check if the app offers mobile support and if it’s compatible with your team’s devices.
What are some alternative workflow tools?
There are many types of workflow tools on the market, depending on your needs. Some focus on automation, others cater to small teams with free plans, and some provide full workflow management for larger organizations. Here are a few alternatives across different categories:
- Workflow management software
- Workflow software for small teams
- Workflow automation software
- Workflow diagram software
- Enterprise workflow software
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.
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