There are seemingly countless workflow solutions available, so figuring out which is best for you is tough. You want to streamline the coordination of tasks and ensure that everyone is on the same page, but need to figure out which tool is the best fit. I've got you! In this post I make things simple, leveraging my experience managing big, complex projects, and using dozens of different PM tools to bring you this shortlist of the best workflow apps.
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.
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.
Ravetree is a work management platform with project, workflow, resource, financial, and contact management capabilities.
Why I picked Ravetree: Work can be managed using a Kanban board, spreadsheet, or calendar system with this software. Projects and tasks can be created with deadlines, checklists, and assigned team members. One of the ways that new projects and tasks can be created is via the customizable request forms users can build using the software.
Request forms can be used for requests coming from internal teams or external clients. The forms can contain unlimited fields and are highly customizable to fit to whatever service you're offering. Users can establish multi-tiered approval workflows for incoming requests, ensuring the right stakeholders receive the information and can make decisions about a request before it becomes a project.
Ravetree Standout Features & Integrations
Features include repeating tasks, project templates, dependencies, milestones, built-in CRM, client portals, approval flows, customizable forms, resource planning, expenses and budgets, and file management.
Integrations include Box, Dropbox, Facebook, HubSpot, Instagram, Github, Google Drive, Gmail, OneDrive, Outlook, QuickBooks, and Stripe.
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.
Lucidchart Enterprise is a comprehensive solution for visual collaboration, specifically designed for enterprise teams. It merges diagramming capabilities with a virtual whiteboard, facilitating both real-time and asynchronous collaboration.
Why I Picked Lucidchart: Lucidchart stands out for its robust security measures, including domain restrictions, document permissions, and publishing restrictions, ensuring a secure environment for collaborative diagramming. The Enterprise plan is what you need to unlock team spaces, a virtual whiteboard, and a collaborative AI for things like brainstorming new ideas.
Lucidchart works as a workflow app partially due to its robust features that cater to secure, collaborative diagramming. In the realm of project management tools, it stands out due to its focus on visual communication and collaboration. Its ability to create flowcharts, network diagrams, org charts, and other visual documentation makes it a unique tool in the digital project management space. It allows teams to visualize complex processes and systems, which can be instrumental in understanding and managing digital projects.
Lucidchart Standout Features & Integrations
Features include diagramming tools, templates, flowcharts, process maps, network diagrams, a library of shapes and lines, real-time collaboration, co-editing, in-editor chat, commenting, single sign-on (SSO), data loss prevention (DLP), user access and permissions, and team spaces.
Integrations include Slack, Salesforce, GitHub, and LinkedIn Sales Navigator, and fits within a suite of additional Lucid Software products for collaboration and ideation (Lucidspark) and cloud visualization (Lucidscale).
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.
Camunda Platform is an open-source workflow and decision automation platform that helps teams organize and manage their projects and teams more efficiently.
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.
beSlick is a tool for creating processes around your business's best practices. You can then store and share these procedures and use them as templates whenever you need.
Creating processes is easy. Just build a task workflow and break the task up into individual steps. You can make this in the form of a checklist and then add dates and owners to each step in the process.
Once tasks are created, managers can see an overview of their team’s work from within the dashboard. It’s easy to see bottlenecks and tasks that are at risk of falling behind. Meanwhile, team members can communicate within each task. This streamlines conversations and keeps a record of related discussions.
beSlick integrates with over 2,000 applications via Zapier, which lets you create automation across each tool. However, you need a Zapier account to use this feature.
Pricing is $10 per user per month, and you can choose to pay more for on-site implementation help.
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.
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.
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.
Best for automating manual processes
14-day free trial + free plan available
|From $8/user/month (billed annually, min 3 seats)||Website|
Best request workflow management
7-day free trial
Best for teams looking for a workflow-centric platform
14-day free trial + free plan available
|From $99/month (unlimited users)||Website|
Best for workflow visualizations using collaborative diagrams
7-day free trial + free plan available
Best workflow software for ease of use
Free demo available
Best for efficient management of projects and teams
30-day free trial
Document all your business’s best practices
14-day free trial
Best workflow app for creative and marketing teams
Best for Gantt charts
30-day free trial
Efficient workflow management for teams.
30-day free trial
Best for product teams
- Process Street
Best for no-code workflows and SOPs
No-Code platform for building workflow apps
Workflow app with multiple views and integrations
Best for creating custom dashboards
Best workflow management for content production
Best for working with external partners
- Next Matter
Best for handling complex, cross-functional workflows
Card-based workflow automation with task tracking features
Enterprise-class project management tools
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.
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.
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.
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.
What is a workflow app used for?
What are the key features I should look for when selecting workflow apps?
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:
- Best Workflow Automation Software
- Free Workflow Software For Small Teams
- Best Process Workflow Software
- Approval Workflow Software For Project Managers
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