25 Best Workflow Automation Software Reviewed For 2025
10 Best Workflow Automation Software Shortlist
Here's my pick of the 10 best software from the 25 tools reviewed.
Get free help from our project management software advisors to find your match.
Managing a project effectively can often take more time and effort that an individual—or even an entire team—can provide. As you juggle shifting priorities, tight deadlines, and maintaining team alignment, it's easy to let a few tasks drop so you can balance the rest. Luckily, workflow automation software can help pick up the slack by handling repetitive tasks, streamlining processes, and ensuring that nothing falls through the cracks.
In my experience, finding the right tool is key to improving efficiency without adding complexity. That’s why I’ve tested and reviewed the best workflow automation software available on the market, focusing on what works best for project managers.
In this article, I’ll cover tools that can help your team save time, stay organized, and focus on what really matters.
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The Best Workflow Automation Software Comparison Chart
This comparison chart summarizes basic details about each of my top workflow automation software selections. You can view pricing details and the availability of free trials or demos side-by-side to help you find the best platform that works for your budget.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 |  Wrike Toggle your automations on and off in a user-friendly view. | Best for scaling organizations | Freemium version available | From $10/user/month (min of 2 seats) | Website |
| 2 |  CRM Creatio CRM Creatio allows users to automate workflows with its no-code platform, providing clear visuals of various customer and sales processes. | Best for customer and sales-related workflows | 14-day free trial | From $25/user/month | Website |
| 3 |  Jotform Workflows Building automated workflows in Jotform Workflows is simplified and customizable. | Best for no-code workflow building | Free plan available | From $34/month (billed annually) | Website |
| 4 |  Qntrl Qntrl allows users to quickly create and customize dynamic rules to streamline their workflows to optimize their daily processes. | Best for cross-functional processes | 15-day free trial | From $8/user/month | Website |
| 5 |  Miro Miro's customizable workflow templates help automate the process of creating visual processes from scratch. | Best for drag-and-drop workflows | 30-day free trial + free plan available | From $8/user/month (billed annually) | Website |
| 6 |  Jotform Streamline your operations with ease, automating tasks such as sending emails, approving requests, or updating databases. | Best for data collection projects | Free plan available | From $34/month (billed annually) | Website |
| 7 |  Studio Creatio Studio Creatio allows you to drag and drop workflow automations with its no-code platform. | Best for no-code workflow automation | 14-day free trial | From $25/user/month | Website |
| 8 |  Camunda Platform Camunda Platform enables continuous process and decision table enhancement by ensuring transparency into the user’s automated workflows and decisions. | Best for developer-friendly interfaces | 30-day free trial | From $49/month | Website |
| 9 |  Kissflow Workflow Kissflow Workflow gives users a bird's-eye view of their organization's workflow processes, simplifying access to pertinent documentation and approvals. | Best for non-technical users | Free demo available | From $15/user/monthly | Website |
| 10 |  Adobe Workfront Adobe Workfront helps you ensure that projects stay on track. | Best for comprehensive project oversight | Free demo available | Pricing upon request | Website |
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Smartsheet
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
monday.com
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best Workflow Automation Software Reviews
Here’s a brief description of each workflow automation solution to showcase each tool’s best use case and noteworthy features.
Wrike is a proven work management platform that includes advanced workflow improvement features. The automation engine puts everyday business processes on autopilot, cutting out time-wasting busywork.
Why I picked Wrike: I chose Wrike for this list due to its wide variety of features, all of which are designed to keep teams on schedule. For example, the software alerts team members of potential blocking issues that jeopardize timelines. Custom messaging, reminders, notifications, and @mentions keep everyone on track. Additionally, I like how Wrike's automation engine uses rules, triggers, and actions to determine flow and required steps. Stakeholders are informed of task status changes, new projects, and potential risks.
Once you create automations, you will see them listed in an automations panel that allows you to toggle them on and off with a single click.
Wrike Standout Features & Integrations
Features include dynamic task prioritization that adjusts tasks based on deadlines and dependencies, ensuring critical workflows are addressed promptly. Wrike’s cross-tagging feature also enhances collaboration by allowing tasks to belong to multiple projects, which can improve visibility across teams. Additionally, its proofing module streamlines feedback and approvals within the tool, reducing reliance on external communication channels.
Integrations include over 400 cloud and on-premises apps, including CRM, email, chat, file storage, and business intelligence. If you can't find the tool you were looking for, you can always build a custom integration using Wrike's API.
Creatio CRM is a comprehensive customer relationship management tool designed for businesses of all sizes, from SMBs to large enterprises.
Why I picked CRM Creatio: CRM Creatio offers a more targeted approach than the Studio Creatio suite, focusing specifically on customer, marketing, and sales processes. It offers a no-code platform and drag-and-drop designer to automate workflows, allowing businesses to tailor their processes to their unique industry and needs.
Additionally, CRM Creatio offers a centralized workspace known as Creatio Copilot, which aids in the configuration and deployment of AI use cases. This feature is particularly advantageous for businesses looking to leverage AI to further enhance their processes and gain actionable insights. The platform's visual analytics tools also help in identifying bottlenecks and optimizing workflows, ensuring that processes run smoothly and efficiently.
CRM Creatio Standout Features & Integrations
Features include AI-powered workflow recommendations that help businesses optimize processes by suggesting improvements based on real-time data. CRM Creatio also supports multi-channel communication automations that enable interaction with customers across email, social media, and other platforms.
Integrations include Accelo, Act!, ActiveCampaign, Acumatica, Adobe Analytics, Asana, Microsoft Exchange, Excel, Mailchimp, HubSpot Marketing Hub, Google Calendar, and Tableau.
Jotform Workflows is a no-code automation tool designed to improve workflow management and streamline approval processes within organizations. It allows users to build customized workflows that automate tasks and enhance collaboration through an intuitive drag-and-drop interface.
Why I picked Jotform Workflows: In my opinion, Jotform Workflows is standout option for workflow automation, primarily due to its intuitive no-code workflow builder. With this feature, you can design custom workflows with ease using a drag-and-drop interface, making it accessible for users without a technical background.
Additionally, I found Jotform Workflows' strong automation capabilities, including conditional logic, parallel processing, and automated approvals, highly valuable as they manage to effortlessly address diverse organizational needs such as employee onboarding and budget approvals.
Jotform Workflows Standout Features & Integrations
Features include real-time progress tracking that allows teams to monitor the status of workflows and approvals for improved transparency and accountability. Jotform Workflows also supports advanced task dependencies, enabling users to establish relationships between tasks to ensure processes are executed in the correct order. Additionally, the platform offers extensive reporting tools that can provide insights into workflow performance and identify areas for optimization.
Integrations include several top software, such as Microsoft Teams, Slack, Google Sheets, Zoom, Google Calendar, Zoho CRM, and Pipedrive. Jotform Workflows also connects to Zapier to help users connect to thousands of other software options.
Qntrl is an advanced workflow orchestration software that improves productivity and efficiency in the workplace. At its core, it automates processes across different applications to reduce manual data entry and speed up workflows.
Why I picked Qntrl: I picked Qntrl for this list because it provides a unified platform that can integrate with existing systems, eliminating the need for multiple tools or applications to create automations. It allows you to create automated processes quickly and easily without extensive technical expertise or coding knowledge. You can create workflows that are triggered by events or conditions, which I believe should make it easier to customize the process based on preferences. You can even set up automated responses when certain conditions are met, or an event occurs.
Qntrl Standout Features & Integrations
Features include advanced SLA management that allows you to define and monitor timelines for each workflow step to ensure tasks are completed on time. Additionally, Qntrl offers dynamic conditional workflows that automatically routs and assigns tasks based on real-time data and specified conditions.
Integrations include applications such as Salesforce, Dropbox, MS Teams, Harvest, Google Sheets, and Slack. You can also create as many custom integrations as you want using Webhooks and its API.
Miro is a collaborative online workspace that offers a visual platform for innovation, providing features such as visual project management, diagramming, process mapping, product development workflows, and more.
Why I picked Miro: While most workflow automation features are only possible with third-party integrations, Miro offers some key in-platform automation capabilities. These include templates for different types of workflows with customizable drag-and-drop interfaces, such as project planning, brainstorming, and sprints. It also offers smart diagramming with features like auto-align and auto-layout that can help automate the organization of elements within a board.
With integrations, Miro offers workflow automation like syncing project cards, providing updates in communication channels, and automating other project management functions.
Miro Standout Features & Integrations
Features include interactive automation triggers within boards that help teams set up actions, such as assigning tasks or sending notifications, based on specific changes or updates. Miro also supports cross-board linking to connect workflows and streamline processes across multiple projects. Additionally, the platform provides advanced process visualization tools, such as swimlane diagrams, to organize workflows clearly and effectively for better alignment and decision-making.
Integrations include Box, Airtable, Notion, Azure, Webex, Jira, Asana, Microsoft Teams, Google Drive, Slack, Monday.com, Confluence, Zoom, and Figma.
Jotform Enterprise provides a powerful, easy-to-use data collection process for businesses of all kinds who are looking to optimize their workflow automation processes. According to my research, Jotform gives businesses access to offline forms, surveys for product feedback and reviews, collaboration tools, approvals for automated workflows, and conditional logic for a personalized customer form experience. They specialize in B2B businesses but can be adapted to a wide range of customer markets and industries.
Why I picked Jotform Enterprise: One of the things I most admire about Jotform Enterprise is its flexibility, which allows you to build complex systems that are tailored specifically to your needs. I chose Jotform for this list, however, primarily because it offers an easy-to-use form builder that allows you to quickly create forms for any purpose, from collecting customer information to helping employees to track their progress on projects. The form builder includes hundreds of customizable templates that can be used as a starting point for creating your forms. You can create an order form that integrates with a payment processing service or set up an automated system that sends out email notifications when someone fills out a form.
Jotform Enterprise Standout Features & Integrations
Features include support for multi-step approval processes, which allows businesses to automate complex workflows that require input from multiple stakeholders. Additionally, Jotform's HIPAA-compliant hosting option ensures that workflows involving sensitive data meet stringent privacy and security standards.
Integrations include Google Drive, Google Sheets, Slack, Dropbox, PayPal, Stripe, Salesforce, Mailchimp, and Airtable. It also can integrate with Zapier to automate workflows and connect JotForm with over 1,000 other apps and services but this requires a Zapier account and may incur additional costs.
Studio Creatio is a no-code platform that enables businesses to automate workflows and build applications without the need for extensive coding knowledge.
Why I picked Studio Creatio: The platform features a No-Code Designer, which includes tools for creating and modifying pages, views, data models, workflows, and integrations within a single workspace. The platform also offers industry-specific solutions for sectors such as banking, credit unions, and insurance.
Studio Creatio's workflow automation software is part of this no-code platform. Users can design, automate, and optimize workflows with an intuitive visual interface that requires no prior programming knowledge. This feature makes the technology accessible to a broad range of professionals to help contribute to the digital transformation of their business. The platform also integrates with existing business systems, offers real-time monitoring and reporting, and includes advanced reporting and analytics features to enhance operational efficiency and productivity.
Studio Creatio Standout Features & Integrations
Features include case management capabilities that enable businesses to adapt workflows in real-time based on unique scenarios. Studio Creatio also supports AI-powered process recommendations that can help users identify opportunities to optimize and automate their workflows further.
Integrations include Chat Master, PandaDoc, SharePoint, Jira, Calendly, Zoom, Shopify, Asterisk, Microsoft Teams, Zapier, Quickbooks, SAP BusinessOne, and more.
Camunda is a process orchestration solution that is mainly designed for end-to-end automation. It is an open-source workflow automation software solution that provides users with a simple yet highly intuitive drag-and-drop process builder. This feature makes the platform flexible enough for a wide variety of use cases.
Why I picked Camunda: This software is used by different types of businesses, ranging from media and entertainment to financial services. I particularly selected Camunda for this list because it is robust enough to facilitate endpoint diversity, meaning it can be utilized to implement various automation solutions across multiple possible endpoints. This includes different devices and systems, as well as key human resources.
Camunda's ability to handle complex logic with branching also caught my attention. It features advanced workflow patterns that enable technical and non-technical users to collaborate and design complex business processes and automated workflows.
Camunda has dynamic parallel execution as well, which allows for the organization and optimization of multiple tasks simultaneously. Camunda is powered by Zeebe’s cloud-native workflow and decision engine. I especially like how this enables dev teams to automate workflows and processes at scale with efficiency and speed. Zeebe is the workflow and decision engine that powers the latest iteration of the software; i.e., the Camunda Platform 8.
Camunda Standout Features & Integrations
Features include event-driven automation capabilities that allow workflows to trigger actions based on specific events. Camunda also provides robust error-handling mechanisms that help workflows automatically detect and resolve issues during execution. Additionally, the platform supports versioning for workflows, allowing teams to manage updates and maintain consistency across process iterations without disruption.
Integrations include Salesforce, Microsoft Dynamics, SAP, Oracle, Microsoft SharePoint, Alfresco, Apache Kafka, RabbitMQ, MySQL, PostgreSQL, Microsoft SQL Server, Amazon Web Services (AWS), Microsoft Azure, Google Cloud Platform (GCP), Signavio, Bizagi, and ProcesMaker.
Kissflow Workflow is a no-code workflow management and automation software that can help teams track and improve their processes and identify bottlenecks.
Why I picked Kissflow Workflow: I chose Kissflow Workflow for this list because of the software's large bank of workflow templates that users can choose. You can can also opt to build your own. Additionally, the drag-and-drop form builder is accessible to people without coding experience, which I think makes it perfect for helping any type of team set up a standardized request process. Built with simplicity in mind, the software's visual workflows help give a high-level picture to spot opportunities to streamline or eliminate bottlenecks. I also like how Kissflow's pre-built reports can help teams track their productivity and efficiency over time.
Kissflow Workflow Standout Features & Integrations
Features include rule-based task assignments that automatically route tasks to the right team members based on predefined criteria. Kissflow Workflow also offers multi-level approval workflows that allow teams to set up sequential or parallel approval processes. Additionally, its built-in notifications and reminders help ensure that no tasks or deadlines are overlooked, keeping workflows on track.
Integrations includes many enterprise-friendly connectors like MailChimp, ActiveCampaign, DocuSign, Basecamp, Dropbox, Quickbooks, Google Workspace, and Slack. You can also build custom integrations using Kissflow APIs.
Now an Adobe company, Workfront aims to unlock organizational productivity at the enterprise level.
Why I picked Adobe Workfront: I chose Adobe Workfront primarily for its process management software, which prioritizes requests, assigns work to teams, and automates approvals. From onboarding to delivery, digital assets are automatically built, reviewed, approved, and tagged to associated projects.
I also love how Workfront simplifies digital reviews and approvals, as well as providing real-time status updates. It accelerates content delivery by surfacing the correct information and tying project information to assets and social media, which I think makes it a great tool for working on large, enterprise-level projects.
Wrike Standout Features & Integrations
Features include scenario planning capabilities that allow you to model and compare different project strategies before implementation. Additionally, Workfront's compliance-ready audit trails provide full visibility into workflow changes, supporting enterprise-level governance and accountability.
Integrations. Wrike offers 400+ pre-built native integrations, including the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo, and creative apps from Adobe.
Other Workflow Automation Software
Here are a few tools that did not make it to the top but are worth your consideration.
- Next Matter
For complex workflows
- Integrately
For an AI automation builder
- Height
For projects across different teams
- Boomi Flow
For low-code workflow automation
- Assembly
For customizable templates
- Nanonets
For custom LLMs
- ClickUp
Shared workflows with external apps
- monday.com
For standardizing processes
- Smartsheet
For dynamic workflows
- Bonsai Agency Software
For agency and consultancy workflows
- SysAid
For IT service management
- Jira
For agile project management
- Hive
For beginners
- Kantata
For professional services
- Pneumatic Workflow
For templated workflows
Related Project Management Reviews
If you still haven't found what you're looking for here, check out these other project management tool reviews we've curated for you:
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- Project Tracking Software
Selection Criteria For Workflow Automation Software
As an experienced project manager, I’ve personally experimented with a wide range of automated workflow software and extensively researched their offerings to develop a thorough understanding. The criteria I use to evaluate and select the best automation software are tailored toward each tool's functionality, ability to address specific needs, and efficiency in streamlining project work.
Core Workflow Automation Software Functionality (25% of final scoring): To be considered for inclusion on my list of the best workflow automation tools, the solution had to support the ability to fulfill common use cases. These encompass:
- Streamlining repetitive tasks
- Collaborative decision-making
- Delegating and tracking project tasks
- Integrating with other software tools
- Providing real-time project monitoring
Additional Standout Features (25% of final scoring): Unique features and functionality distinguish exceptional workflow automation platforms from the rest. For this evaluation, I:
- Seek unique functionalities that set a workflow automation app apart, like advanced AI-driven analytics for predictive insights or blockchain integration for enhanced security and transparency. For instance, business process automation tools that offer customizable AI workflows adapt better to complex, evolving business needs.
- Explore automation workflow tools with extensive API integrations that facilitate seamless connections with a wide range of third-party applications, enhancing flexibility and interoperability.
- Identify automation workflow software that provides advanced reporting and analytics tools, enabling deeper insights into process efficiencies, bottlenecks, and performance metrics.
Usability (10% of final scoring): Ease of use is crucial for ensuring that all team members can efficiently utilize process automation software without extensive training. This criterion assesses the balance between powerful capabilities and intuitive design, focusing on:
- Evaluating automated workflow solutions that balance powerful features with intuitive design, ensuring ease of use without sacrificing functionality. Interfaces should be clean, with logical navigation and user-friendly controls like drag-and-drop for workflow creation.
- Assessing the workflow automation system's mobile responsiveness and cross-platform compatibility, ensuring accessibility and a seamless user experience across devices.
Onboarding (10% of final scoring): A smooth onboarding process accelerates the adoption and effective use of the platform. For this part of the assessment I:
- Look for comprehensive onboarding resources, including detailed training videos, customizable templates, and interactive product tours, which accelerate the learning curve and value realization for business workflow automation.
- Check for the availability of chatbots, dedicated account managers, and live webinars that provide real-time assistance and guidance to new users.
Customer Support (10% of final scoring): Reliable customer support is essential for resolving issues swiftly and ensuring continuous, effective use of the platform. This section of the evaluation:
- Prioritizes workflow automation softwares with a reputation for responsive, multichannel customer support, offering timely assistance via email, phone, and live chat.
- Evaluates the availability of a robust online knowledge base, FAQs, and community forums where users can find answers and share solutions.
Value For Money (10% of final scoring): Getting the most out of every dollar spent is key for businesses investing in business process automation software. This criterion:
- Compares pricing plans against the feature set, scalability, and customization options, looking for transparent, competitive pricing that offers clear ROI.
- Considers the flexibility of pricing models, including subscription-based or pay-as-you-go options, catering to businesses of various sizes and budget constraints.
Customer Reviews (10% of final scoring): Feedback from current and past users offers invaluable insights into the software's performance and reliability in real-world scenarios. This evaluation focuses on user reviews to understand how well the software meets its users' needs and whether it lives up to its promises. This involves:
- Analyzing feedback from current and past users to gauge satisfaction levels, focusing on reviews that highlight reliability, performance, and user experience.
- Paying attention to comments on how well the platform addresses specific industry needs and challenges, ensuring it aligns with your business context.
In selecting workflow automation platforms, it's paramount to prioritize tools that not only offer advanced features but also deliver a user-centric experience. Through meticulous evaluation of these criteria, businesses can identify a solution that not only meets but exceeds their process automation and efficiency goals, ensuring a strategic fit that propels them forward.
How to Choose Workflow Automation Software
With so many different workflow automation software solutions available, it can be challenging to make decisions on what workflow automation software is going to be the best fit for your needs.
As you're shortlisting, trialing and selecting workflow automation software consider:
- What you want to use it to do - Start by identifying the workflow automation feature gap you're trying to fill to clarify the features and functionality the workflow automation software needs to provide.
- Who will need to use it - To evaluate cost and requirements, consider who will be using the software and how many licenses you'll need. You'll need to evaluate if it'll just be your team or the whole organization that will require access. When that's clear, it's worth considering if you're prioritizing ease of use for all, or speed for your workflow automation power users.
- What other tools it needs to work with - Clarify what tools you're replacing, what tools are staying, and the tools you'll need to integrate with, such as accounting, CRM or HR software. You'll need to decide if the tools will need to integrate together, or alternatively, if you can replace multiple tools with one consolidated workflow automation software.
- What outcomes are important - Consider the result that the software needs to deliver to be considered a success. Consider what capability you want to gain, or what you want to improve, and how you will be measuring success. For example, an outcome could be the ability to get greater visibility into performance. You could compare workflow automation features until you’re blue in the face but if you aren’t thinking about the outcomes you want to drive, you could be wasting a lot of valuable time.
- How it would work within your organization - Consider the software selection alongside your workflows and delivery methodology. Evaluate what's working well, and the areas that are causing issues that need to be addressed. Remember every business is different — don’t assume that because a tool is popular that it'll work in your organization.
Workflow Automation Software Trends for 2025
Workflow automation software is evolving rapidly in 2025 as workflow automation software companies respond to growing demand for tools that can streamline and automate complex business processes efficiently. Below, I have identified several trends that I believe provide a glimpse into the latest workflow automation software tools, and the future of the project management space as a whole, for project management professionals.
Emerging Trends in Workflow Automation
- Blockchain for Enhanced Security and Transparency: The integration of blockchain technology is an emerging trend, offering unparalleled security and transparency in enterprise workflow automation. This innovative application is particularly relevant for industries requiring rigorous audit trails and tamper-proof records, such as finance and healthcare. Blockchain enhances trust in automated processes, ensuring data integrity and facilitating compliance with stringent regulatory standards.
- Collaboration and Remote Work Features: As remote work continues to be prevalent, there's a growing emphasis on features that support collaboration and accessibility for distributed teams. This includes real-time updates, shared dashboards, and communication tools integrated directly into the workflow automation platform. Such features cater to the need for seamless collaboration across geographical boundaries, ensuring that team members remain aligned and workflows are efficiently managed regardless of location.
- Predictive Analytics for Proactive Decision Making: Beyond basic AI and machine learning capabilities, predictive analytics are becoming more sophisticated, enabling businesses to anticipate potential issues and opportunities in their workflows. By analyzing historical data and current trends, these tools can forecast future bottlenecks, workload spikes, and efficiency improvements, allowing managers to make proactive adjustments to their processes.
Declining Trends
- Manual Data Entry and Process Triggers: Features that require manual data entry or manual initiation of workflows are becoming less important. Automation and AI enhancements are making these processes increasingly autonomous, reducing the reliance on human intervention and minimizing the potential for errors.
- Standalone Solutions: The demand for standalone automation software is decreasing, as businesses prefer integrated solutions that offer a more cohesive and connected ecosystem. This shift away from siloed tools towards more comprehensive, interconnected platforms signifies a move towards more streamlined and efficient operations.
As businesses face increasingly complex challenges and opportunities, these advanced features and functionalities are becoming critical for maintaining competitive advantage and fostering innovation. These trends not only reflect the changing demands of project management professionals but also point to a future where having an automation workflow becomes even more integral to the fabric of business operations, enabling organizations to operate more efficiently, adaptively, and securely.
What Is Workflow Automation Software?
Workflow automation software is a technological solution designed to streamline and optimize business processes by automating repetitive tasks and facilitating the smooth flow of information within an organization. This type of software allows users to define, execute, and manage complex workflows without manual intervention.
Business workflow automation software is an invaluable tool that enhances project efficiency and organization. As a project manager, you are responsible for overseeing multifaceted tasks, timelines, and team collaborations. Workflow automation helps you automate routine project activities such as task assignment, progress tracking, and communication, freeing up time for more strategic and critical aspects of project management.
You can read more in our workflow automation guide.
Types of Workflow Automation
Workflow automation spans various business areas. In short, it can be useful in any area that can benefits from streamlined processes and improved efficiency. Here are some key types of workflow automation:
- Marketing Workflow Automation: Content workflow software automates tasks like email campaigns, social media posting, and lead nurturing.
- Sales Workflow Automation: Business process automation software helps automate lead management, contract approvals, and sales pipeline tracking.
- Customer Service Workflow Automation: Process automation software automates ticket assignment, customer inquiries, and feedback collection.
- HR Workflow Automation: Task automation tools handle employee onboarding, performance reviews, and compliance tasks.
- Finance Workflow Automation: Automates expense approvals, invoicing, and payroll with business process automation tools.
- IT Workflow Automation: Streamlines system updates, backup processes, and service requests through IT process automation tools.
- Supply Chain Workflow Automation: Business process automation softwares help automate inventory management, order processing, and vendor communications.
- Manufacturing Workflow Automation: A process automation platform streamlines production scheduling, quality checks, and maintenance tracking.
Workflow Automation Software Features
Automation workflow tools can play a crucial role in enhancing efficiency, reducing manual errors, and saving time in business processes. By automating repetitive tasks, businesses can focus more on strategic work that requires human intelligence. While the benefits of automation are clear, not all tools are created equal.
Some tools are much more flexible and allow for deeper customization, especially with automation and formulas. However, others are easier to use and have a more intuitive interface.
When selecting a task automation software, certain features stand out as particularly vital for successfully streamlining and automating business operations. Here, I have detailed the most important features to look for when deciding which workflow automation tool is best for you.
- Visual workflow designer: This feature allows users to create and customize workflow diagrams visually. Powered by its drag-and-drop functionality, it's vital for quickly designing and modifying workflows, enhancing clarity, and facilitating collaboration among team members.
- Automation: Reducing manual input and human errors through automatic status updates, business process automation, task assignments, API calls, etc.
- Comprehensive notifications: Reminders sent via email, text, or within the platform to notify team members of pending tasks and approvals. Timely notifications keep stakeholders informed, reducing delays and improving overall project communication.
- Workflow Versioning: Enables tracking and managing different versions of automation workflows. Versioning ensures transparency and facilitates auditing, allowing teams to revert to previous versions if needed and maintain a clear audit trail.
- KPI-focused reports: Feedback based on key performance indicators to ensure that priority issues get the attention they deserve. Reporting functionality aids in identifying bottlenecks, optimizing processes, and making data-driven decisions.
- Task Assignment and Tracking: Facilitates assigning tasks to team members and tracking their progress. This feature promotes accountability, ensures timely task completion, and provides visibility into project status.
By prioritizing these key aspects, businesses can significantly enhance their operational efficiency, reduce costs, and stay competitive in their industry. The aim is to choose a system that not only automates tasks, but also transforms the way work is done, ultimately driving better business outcomes.
Workflow Automation Software Benefits
Deciding to automate your workflow software can help users achieve an unprecedented level of efficiency and control in managing projects, allowing them to focus more on strategic planning and innovation while minimizing manual errors and improving overall productivity. Here are five primary advantages of utilizing workflow automation software for your team:
1. Enhanced Efficiency: Process automation tools streamlines repetitive tasks, thereby freeing up valuable human resources for higher-level tasks.
2. Increased Accuracy: By eliminating the risk of human error in repetitive tasks, such software ensures more accurate results, thus increasing integrity in your processes.
3. Improved Accountability: The software enables real-time tracking and updates, making it simpler to assign and track the responsibility of tasks, which strengthens accountability within your team.
4. Better Communication: With everything documented within workflow automation apps, communication becomes more streamlined and straightforward, fostering better collaboration and minimizing misunderstandings.
5. Cost-Effective: Automation software, by saving time and minimizing errors, provides value over time that vastly outweighs its initial cost, making it a smart investment for project management.
Whether you're looking to enhance productivity, ensure compliance, or scale your business efficiently, business workflow solutions stand as a cornerstone for achieving these objectives, propelling your organization towards its strategic goals with greater ease and effectiveness.
Workflow Automation Software Costs & Pricing
For many, pricing is one of the most important factors to consider when selecting workflow automation software. The best automation tools typically offer a range of pricing options to suit various business needs and budgets. Most plans fall into similar categories, with providers offering tiered plans that include comparable features and price points at each level.
These plans often vary in features, user limits, and support options, so it is important to understand which tier fits your needs, whether you're comparing across the market or focusing on a specific tool. The last thing you want is to waste money on features you don't use or overspend for basic features.
Here's a breakdown of typical project management plan options and their pricing to help you determine which type of plan will be right for you:
Plan Comparison Table For Workflow Automation Software
| Plan Name | Price (per user/month) | Features |
|---|---|---|
| Free | $0 | Basic automation, limited users and workflows, basic integrations |
| Basic | $10 - $20 | Task automation, simple workflow customization, basic reporting, limited users and workflows |
| Standard | $20 - $50 | Advanced automation, workflow customization, reporting and analytics, integrations, multiple users |
| Premium | $50 - $100 | Advanced workflow automation features, customizable workflows, advanced reporting, unlimited users |
Becoming familiar with typical pricing plans for workflow automation software can ultimately save you money by helping you pinpoint the right balance of features and cost. For example, Basic plans are usually more affordable and suitable for small businesses, while enterprise plans offer advanced features for larger organizations with complex workflows.
Considerations such as the size of the team, complexity of workflows, integration requirements, and level of support needed are also essential factors to weigh. Additionally, reviewing the scalability options offered by each plan ensures that the automation platform can grow with your business.
Common stages where your company may want to upgrade their pricing plan include:
- Increased User Base: As a company grows and more employees need access to the software, the current pricing tier may not support the additional users.
- Enhanced Feature Requirements: As business processes become more complex, the company may require advanced features not available in the current pricing tier.
- Higher Data Volume: As the volume of data processed through the task automation platform increases, the current data storage and processing limits may necessitate upgrading to handle larger datasets.
- Need for Advanced Security and Compliance: As the company scales, there may be a need for more comprehensive security features and compliance with industry regulations (e.g., GDPR, HIPAA).
- Customer Support and Service Level Agreements (SLAs): Growing companies often require more enhanced customer support and guaranteed service levels.
By evaluating factors such as pricing tiers, associated features, and scalability options, you can make an informed decision and choose a plan that best aligns with your requirements and budget.
New & Noteworthy Product Updates
Below you’ll find our release notes and take on the latest and greatest workflow automation software product updates. Discover what’s now possible through feature releases, improvements, and updates on web, desktop and mobile apps. Learn what’s new, if it’s hot - or not, and why it matters for automating workflows.
Q4 2024 Workflow Automation Software Updates
ClickUp Update Notes
ClickUp's Release 3.36 introduces several enhancements aimed at improving user experience and productivity. Notably, users can now filter views and reports by Custom Relationships, allowing for more tailored data insights. Additionally, Microsoft Teams link previews enable users to view shared Teams content directly within ClickUp tasks, Docs, and Chat, reducing the need to switch between applications.
The update also includes a new 'My Work' page for mobile users, consolidating tasks, events, and calendar entries into a single, organized view grouped by day. This feature facilitates efficient task management on-the-go, allowing users to create tasks, view event details, and complete reminders with ease.
These enhancements are particularly beneficial for project managers, team leads, and mobile users who require streamlined workflows and improved integration between communication platforms.
Verdict: Hot! Better data, better integration, and better mobility, all in one update!
Check out ClickUp's most recent pricing information.
Miro Update Notes
In Q4, Miro released several updates to enhance collaboration and customization. Key additions include Custom Shape Packs, which allow users to upload and share personalized shapes, and a Docs feature that supports AI-assisted drafting and integrates diagrams, images, and videos for seamless document creation within the workspace.
Miro has also improved integrations and the user interface. The Microsoft Copilot integration allows Miro boards to be accessed directly in Teams via search prompts, while the AWS Cloud View integration helps visualize AWS infrastructure in Miro, enabling collaborative assessment. Additionally, Miro expanded language support to Polish and Korean and introduced a streamlined UI for easier navigation.
These updates benefit design, project management, and IT professionals aiming to improve team collaboration. Customization options, enhanced integrations with Microsoft and AWS, and broader language support make Miro more accessible, efficient, and effective for a global user base.
Verdict: Hot! AI summarization is a trendy new feature, and expanding the languages available is just one more step to becoming a truly global tool.
Next Matter Update Notes
Next Matter's latest update introduces significant enhancements tailored for managers and end users to streamline workflow management and improve task coordination. The new Workflow Versions feature is a key highlight, allowing managers to access, share, and reuse previous workflow versions seamlessly. This ensures compliance and audit readiness while enabling updates to live workflows without disrupting ongoing processes, making it ideal for managing regulatory changes efficiently.
For end users, task notifications have been significantly improved with optimized email and Slack alerts that emphasize critical details, driving quicker responses. Additionally, the introduction of an out-of-office feature ensures uninterrupted workflow continuity by preventing task assignments during absences and enabling seamless delegation to backup team members, reducing bottlenecks.
These updates are particularly valuable for managers overseeing complex workflows and teams needing robust task management. Organizations prioritizing operational efficiency, compliance, and smooth task delegation will find these enhancements particularly beneficial in maintaining high productivity and alignment across teams.
Verdict: Not. Easier sharing and notifications are nice, of course, but they are not particularly innovative.
Kantata Update Notes
In Q4, Kantata OX released Kantata Pulse, an integrated sentiment tool designed for professional services organizations to gather real-time feedback from clients and employees. By automating feedback collection across project phases, Pulse provides project managers with insights into how clients and team members feel about project progress. This tool helps detect issues early, combining sentiment data with quantitative metrics to give a fuller view of project health, ultimately improving satisfaction and project outcomes.
For organizations often hindered by disconnected, time-consuming feedback processes, Kantata Pulse is a valuable solution. Unlike post-project surveys, it captures feedback continuously, allowing for quicker interventions and strengthening relationships with clients and employees. The system is flexible, enabling both internal and external surveys without requiring additional user accounts, which enhances accessibility and participation rates.
Those likely to benefit from this release include project managers, account administrators, and client success teams who aim to improve project satisfaction and engagement. Kantata Pulse’s structured survey approach—focusing on happiness, confidence, and collaboration—delivers actionable feedback, supporting informed decisions and fostering a proactive approach to project management.
Verdict: Hot! Automating feedback and analysis is a great way to make your business better, faster.
Check out Kantata's most recent pricing information.
monday.com Update Notes
The Engineering Performance Dashboard is a new feature in monday.com that integrates with GitHub to provide real-time insights into development workflows. It tracks key metrics such as time to pull request, code review, approval, merge, and overall cycle time, offering a comprehensive view of the development process.
This dashboard includes tables displaying items currently in each phase and their histories, detailing item names, pull request links, story points, owners, and time spent in each phase. These features can also help teams identify bottlenecks and make data-driven decisions to enhance efficiency.
Currently in beta, the Engineering Performance Dashboard is accessible to users with the GitHub integration enabled. Development teams, project managers, and stakeholders aiming to optimize their development cycles and improve workflow transparency will find this feature particularly beneficial.
Verdict: Hot! Accurate data tracking can be difficult, so anything that makes it easier is a great improvement.
Smartsheet Update Notes
Smartsheet has introduced a File Library feature within workspaces, enabling users to store, search, and collaborate on various file types—such as documents, presentations, images, and videos—directly alongside their projects. This integration simplifies access to relevant content, allowing teams to upload files via drag-and-drop, search and filter by attributes like name and type, and maintain version control to ensure all stakeholders are aligned with the latest information.
The File Library also offers tools for asynchronous collaboration, including the ability to leave directed annotations with customizable pins, shapes, and arrow mark-ups, as well as commenting and @mentioning team members directly on files. These features streamline feedback loops and expedite content reviews, reducing the need for external communication channels and enhancing overall workflow efficiency.
This update is particularly beneficial for project managers, creative teams, and organizations that rely on centralized content management within their workflows.
Verdict: Not. While having an all-in-one system is great, you can achieve the same results with an integrated DAM system.
Check out Smartsheet's most recent pricing information.
Wrike Update Notes
In Q4, Wrike introduced AI Widget Generation, a feature that enables users to create dashboard widgets using natural language descriptions. By simply typing phrases like "leads by channel" or "leads by month column chart," the system generates the corresponding widgets, streamlining the dashboard customization process. This functionality is currently available in Wrike Labs under the Work Intelligence preview and requires activation to access.
This enhancement is particularly beneficial for project managers, data analysts, and team leads who regularly utilize dashboards for reporting and data visualization. The AI-driven approach reduces the time and effort needed to set up widgets, allowing users to focus more on interpreting data and making informed decisions. Additionally, it lowers the barrier for those less familiar with manual widget configuration, promoting broader adoption of advanced reporting tools within teams.
By leveraging AI, Wrike aims to simplify complex tasks and provide users with intuitive tools that adapt to their needs, fostering a more efficient and user-friendly environment for project management and collaboration.
Verdict: Hot! It may still be in the preview stage, but this update has excellent potential to streamline data visualization in the future.
Check out Wrike's most recent pricing information.
Jotform Update Notes
Jotform has introduced push notifications for its no-code app builder, Jotform Apps, enabling users to send real-time alerts directly to their app users. This capability enhances user engagement by keeping app users informed without relying on email or SMS, which can be slower or involve additional costs. Businesses can leverage this feature to share time-sensitive information like event updates, special offers, or system changes, ensuring their audience stays connected and engaged.
This feature supports major platforms like Android, iOS, macOS, Windows, and Linux, and is compatible with browsers including Safari, Google Chrome, Firefox, and Opera. Notably, iOS users must save the app to their device's home screen to receive notifications.To activate push notifications, users can navigate to the App Builder's Settings, select Push Notifications, and toggle the feature on. They can then customize the notification's title and content, and edit the permission request message that users will see. After sending a notification, users can monitor its performance through metrics such as subscribers, sent, delivered, and clicked counts, all accessible in the Push Notification History section.
This enhancement is particularly beneficial for businesses and organizations aiming to boost user engagement and promptly inform their audience about updates, promotions, or important information.
Verdict: Not. While more efficient notifications are always nice, plenty of other tools also offer notifications systems.
Check out Jotform's most recent pricing information.
Studio Creatio Update Notes
Creatio's latest release, version 8.2 "Energy," introduces Creatio AI, an AI-native architecture designed to enhance workflow automation, no-code development, and CRM capabilities. This unified AI environment integrates predictive, generative, and agentic AI functionalities, enabling users to perform tasks more efficiently through intuitive no-code tools. Notably, Creatio AI leverages Large Language Models to assist users in completing daily tasks with greater speed and accuracy.
A key feature of Creatio AI is the AI Command Center, which allows users to customize AI tools to meet specific organizational needs. This workspace includes sections for configuring out-of-the-box AI Skills, adding custom skills, and accessing dashboards that provide insights into AI Skill usage, token consumption, and user activity. Additionally, users can set up predictive models tailored to their unique requirements, facilitating a more personalized AI experience.
The introduction of pre-built AI Skills within Creatio's CRM system also offers functionalities like customer churn prediction and content generation for knowledge bases. These tools aim to reduce operational inefficiencies and boost productivity across various business processes.
Verdict: Hot! AI is trending, and customizable AI is even better.
Height Update Notes
Height has launched version 2.0, introducing autonomous project management features designed to streamline workflows and reduce manual tasks. The update includes AI-driven capabilities such as automatic backlog maintenance, real-time project progress tracking, and intelligent bug triage, allowing teams to focus more on product development rather than administrative duties.
A notable addition is the "Live Product Docs" feature, which dynamically updates project specifications based on team discussions and activities, ensuring all members have access to the latest information without manual updates. This functionality aims to eliminate outdated documentation and enhance team alignment.
Height 2.0 also introduced "Teams," which provides dedicated spaces for departments to organize projects, views, and task forms. This structure facilitates better collaboration and management within specific teams.
Organizations seeking to enhance efficiency and reduce the manual workload associated with project management will find these features particularly beneficial.
Verdict: Hot! AI is obviously trending, but the Live Product Docs feature is particularly new and interesting.
Workflow Automation Software Frequently Asked Questions
Find answers to common questions about this topic.
What is a workflow?
A workflow is a series of steps that describe how people get work done from beginning to end. The overall logic is that if you follow that workflow several times, you will always get the same result.
Discover more information about workflows and how automation works in our beginner’s guide to workflow automation software.
Why is workflow automation important?
Workflow automation is important because it can help you save money, be more productive, and reduce errors. Once you set up your automation, the system takes over the execution of tasks and decision making in between steps based on the logic you provided. This reduces or eliminates human intervention completely.
Automation helps you save money and reduce errors by decreasing human intervention. In a larger scale, automation can even substitute the work of a human that would be paid for a repetitive task, such as the examples we saw in the automotive industry’s production lines.
Automation increases productivity since it will reduce the time in between the execution of one task vs the next. Especially in workflows that require approvals and these can be automated based on certain conditions. Additionally, it will allow you to use the time you would have spent in those tasks doing other things that carry more impact for your organization.
What is an example of workflow automation?
A workflow automation example is a newsletter subscription. Without an automation, someone has to be attentive to new subscribers so they can send them a welcome email and then monitor the open rate stats and make decisions based on how many people have seen the content. A quick workflow automation would look like this:
What other tools have workflow automation?
Here are a few more tools where you can find workflow automation options.
- OnTask – adds document routing, eSignature, and form-filling features to business applications
- Hive – a project management platform that simplifies multi-step projects
- Integrately – integrates workflow automation through pre-built automations
- Comindware Tracker – empowers non-technical users to design, run and modify processes with drag-and-drop simplicity
- Aiwozo – integrates robotic business process management with artificial intelligence to deliver advanced process automation
- Onspring – Non-coding software for workflow automation and productivity boost.
- Proofhub – comprehensive project-planning software for organizing and delivering projects of all sizes.
- Axonator – flexible, customizable workflows for organizations large and small.
How do I automate my workflows?
In order to automate your project workflows you will need to do some documentation and extra thinking. It starts with identifying the series of tasks that take place around your work. Once you identify a workflow you want to automate, you will need to document this in a workflow diagram or document. This will help you better understand the steps involved and if there are any variations you should consider.
Once documented, think about causality. What happens that makes another activity start? Make sure you document as many “actions and reactions” as you can. These will be translated into triggers and actions in your workflow tool.
Finally, keep in mind that there are different workflows you can automate. A popular one is an approval workflow for which you will need to document the task that starts the workflow and then the series of people involved in the approval process.
What are 3 strategies to improve productivity with workflow automation?
Productivity is a critical factor for businesses and individuals alike, and workflow automation can be a powerful productivity tool that can significantly enhance efficiency. By automating repetitive and time-consuming tasks, you can free up valuable time and resources to focus on more strategic and creative aspects of your work. Here are three key strategies to use workflow automation to improve productivity:
1. Task and Deadline Automation: Workflow automation tools can be used to set up automated task assignments and reminders. For instance, when a project is initiated, the tool can automatically assign tasks to the relevant team members and send them notifications about deadlines. This ensures that everyone is aware of their responsibilities, reducing the chances of tasks slipping through the cracks and helping the project progress smoothly.
2. Communication Streamlining: Effective communication is a cornerstone of successful project management. Workflow automation can help streamline communication by automating the distribution of project updates, reports, and status notifications. For example, you can configure automated email notifications to stakeholders whenever project milestones are achieved or if there are critical updates. This ensures that everyone involved is well-informed, reducing the need for manual communication and keeping the project on track.
3. Data Integration and Reporting: Project management often involves handling a multitude of data from various sources. Workflow automation tools can integrate with project management software and other data sources to automatically update project status, generate reports, and consolidate information in real time. This not only saves time on data entry and report generation but also provides project managers with accurate and up-to-date information, enabling them to make informed decisions and adjustments as needed.
How can workflow automation software integrate with existing CRM systems?
Workflow automation tools often offer robust integration capabilities with CRM systems to streamline processes and enhance data flow between platforms. These integrations typically allow for the automation of tasks such as data entry, lead tracking, and customer communication, ensuring that information remains up-to-date across systems. Integration methods vary, from built-in connectors and APIs to custom integration services offered by the tool vendors.
Can workflow automation software be customized for unique business processes?
Yes, many workflow automation tools are designed with customization in mind to cater to the specific needs of different business processes. This flexibility allows organizations to tailor the software’s functionalities to match their operational requirements, from custom workflows and forms to specific automation rules.
The extent of customization can vary across platforms, with some offering drag-and-drop interfaces for easy setup and others providing advanced scripting options for more complex needs.
How scalable are these solutions as a business grows?
Workflow automation solutions are generally built with scalability in mind, enabling businesses to adapt and grow without outgrowing the software itself. These platforms are designed to handle increasing amounts of work and more complex processes as a company expands. The ability to add users, integrate with more systems, and automate a broader range of tasks allows these tools to grow alongside your business, ensuring that your investment remains viable over the long term.
How does workflow automation work?
Workflow automation simplifies repetitive tasks and business processes by using workflow automation software to ensures consistency, reduces human error, and improves efficiency. Automating workflows involves several stages, from identifying the process to deploying and maintaining the automated system.
Step-by-Step Guide to Building Automated Workflows:
- Identify the Process: Start by pinpointing the tasks or processes that are repetitive, time-consuming, or prone to errors. Choose processes that can benefit from automation workflows, such as approvals, data entry, or notifications.
- Map the Workflow: Visualize the current process using a flowchart or diagram. This will help you identify key tasks, decision points, and bottlenecks and understand how the tasks will fit into an enterprise workflow automation system.
- Design the Automated Workflow: Use a workflow automation platform to design how the tasks will be automated. Define triggers (events that start the automation), actions, and conditions.
- Implement the Workflow: Once designed, implement the workflow using process automation tools. These tools should integrate with your existing systems and work smoothly with your overall infrastructure.
- Test the Automation: Before full deployment, always test the automation. Ensure that all steps in the automated workflow function as intended and catch any potential errors. Use workflow applications to monitor performance and ensure accuracy.
- Deploy and Monitor: After testing, deploy the automated workflow across the relevant teams or departments. Keep an eye on the system using workflow automation solutions to track performance metrics and address any issues.
- Maintain and Update: Workflow automation requires regular maintenance. As business processes evolve, update your tools and workflows to adapt to new requirements or regulations.
What's Next?
If you want to dig deeper into the logic behind workflow automation tools, I suggest you read our ultimate guide on workflows and workflow diagrams for project managers.
Also, make sure you subscribe to the Digital Project Manager newsletter. You’ll get fascinating insights into this fast-moving world, together with the information you need to stay on top of your professional game.