20 Best Workflow Software For Small Business Reviewed In 2024
Best Workflow Software For Small Businesses Shortlist
Here’s my pick of the 10 best software from the 20 tools reviewed.
Get free help from our project management software advisors to find your match.
Managing workflow efficiency in your small business can be as challenging as selecting the right software to simplify your operations. Many small businesses struggle with finding practical tools to improve their team's productivity, leading to bottlenecks and missed opportunities.
As a project manager, I’ve noticed a rising need for solutions that tackle these challenges head-on. Drawing on my expertise in workflow software, I evaluated and reviewed several leading solutions available to help businesses select the best tools for their teams.
Whether implementing a new system or upgrading your existing processes, my guide will help you make informed choices that boost efficiency and profitability.
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Best Workflow Software For Small Businesses Summary
We’ve investigated the pricing and availability of free trials and demo versions so you can make a much simpler side-by-side comparison.
| Tools | Price | |
|---|---|---|
| Quixy | From $10/user/month (billed annually) | Website |
| Flowlu | From $29/user/month (billed annually) | Website |
| Nifty | From $5/user/month (billed annually) + free plan available | Website |
| Cflow | From $9/user/month (billed annually) | Website |
| Zenkit | From $8/user/month (billed annually) | Website |
| Zoho Creator | From $10/user/month (billed annually) + $20 base fee per month | Website |
| ProcessMaker | Pricing upon request | Website |
| Kissflow | From $1,500/month | Website |
| Process Street | From $100/month (billed annually) | Website |
| Celoxis | From $15/user/month (billed annually) | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow To Choose Workflow Software For Small Businesses
As you work through your unique software selection process, remember the following points.
- Identify Your Business Needs: Before diving into the selection process, it's important to understand your business's specific needs. Are you looking to automate repetitive tasks, improve team collaboration, or simplify customer interactions? Identifying these needs will help you narrow your options and choose software that aligns with your business goals.
- Evaluate Integration Capabilities: Workflow software should integrate with your existing tools and systems. Whether it's your CRM, email platform, or project management tools, ensure the software can connect and work harmoniously with your current tech stack. This will prevent data silos and enhance overall efficiency.
- Consider User-Friendliness: The software should be easy to use for all team members, regardless of their technical expertise. Look for intuitive interfaces, drag-and-drop features, and support resources. A user-friendly platform will reduce the learning curve and encourage widespread adoption within your organization.
- Assess Scalability and Flexibility: As your business grows, your workflow software should scale with you. Choose a solution that offers flexible pricing plans and can accommodate increasing users and processes. Additionally, the software should allow customization to adapt to your changing business needs.
- Check Customer Support and Training: Reliable customer support is essential, especially during the initial setup and implementation phase. Ensure the software provider offers solid support options, including live chat, phone support, and complete documentation. Additionally, look for training resources such as webinars, tutorials, and user communities to help your team get the most out of the software.
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Hub Planner
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
ClickUp
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Miro
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8
Best Workflow Software For Small Businesses Reviews
This in-depth analysis provides overviews of each workflow software for small businesses. It walks through each tool’s pros and cons, features, and best use cases.
Quixy is a no-code app development, BPM, and workflow automation software that helps businesses build digital solutions quickly. Its drag-and-drop application builder allows users to create custom applications without coding knowledge.
Why I Picked Quixy: I chose Quixy for this list because it stands out as a versatile no-code platform that empowers business users to build custom applications efficiently. Its ability to accelerate application development and improve workforce productivity makes it a valuable tool for small businesses.
Standout Features & Integrations:
Features include an intuitive drag-and-drop application builder, advanced enterprise-grade security, and integration options. It also offers prebuilt templates and responsive app design for easy access on any device.
Integrations include Microsoft Teams, Slack, Google Drive, Dropbox, Salesforce, HubSpot, QuickBooks, Zapier, Twilio, and PayPal.
Pros and cons
Pros:
- Pre-built templates available
- Advanced security features
- No-code app development
Cons:
- Learning curve for complex features
- Limited integration with niche tools
Flowlu is an online work management software for teams that offers a complete suite of tools for project management, CRM, financial management, and collaboration. It provides tools to simplify business operations, from task management to financial tracking.
Why I Picked Flowlu: I chose Flowlu for this list because it is a versatile tool that combines multiple business management functionalities into one platform. It is particularly valuable for businesses needing project management and financial tracking in one platform. Flowlu’s integration of CRM, project management, and invoicing tools makes it stand out from other workflow software.
Standout Features & Integrations:
Features include project management, CRM, financial management, online invoicing, and collaboration tools. It also offers specialized solutions for various industries, such as marketing agencies, construction, and IT departments.
Integrations include Google Drive, Dropbox, Slack, Zapier, QuickBooks, Xero, Trello, Asana, Jira, and GitHub.
Pros and cons
Pros:
- Industry-specific solutions
- User-friendly interface
- Complete feature set
Cons:
- Interface can be overwhelming
- Limited customization options
Nifty is a versatile project management software that unifies roadmaps, tasks, docs, chats, and other tools in one app. It offers a unified platform for team collaboration, project management, and workflow automation.
Why I Picked Nifty:
I chose Nifty because it consolidates multiple project management tools into one cohesive platform, making it ideal for small businesses that need versatility without complexity. Nifty stands out for its flexibility and wide range of features, which cater to various use cases such as agile development, client management, and marketing teams.
Standout Features & Integrations:
Features include roadmaps for visual timeline setting, task management with multiple views (Kanban, List, Timeline, Calendar, Swimlane), real-time collaboration through chat and video calls, and automated reporting for operational clarity.
Integrations include Asana, Basecamp, ClickUp, Jira, Trello, Wrike, Slack, Dropbox, G Suite, and Jira.
Pros and cons
Pros:
- Automated reporting
- Real-time collaboration
- Complete feature set
Cons:
- No offline mode available
- Limited advanced customization
Cflow is a cloud-based workflow software tailored for small businesses to automate their business processes and improve productivity. It provides an intuitive platform for designing, automating, and optimizing workflows without requiring coding knowledge.
Why I Picked Cflow: I chose Cflow for its no-code workflow automation capabilities, which make it stand out among other workflow software. Its intuitive drag-and-drop interface allows users to create and manage workflows without any coding knowledge. Additionally, Cflow's library of ready-to-use templates and its focus on various business functions like HR, finance, and IT operations make it a versatile tool for automating diverse workflows.
Standout Features & Integrations:
Features include a visual drag-and-drop forms designer, ready-to-use workflow templates, and secure cloud-based storage. Cflow also offers flexible approval processes which allows users without a Cflow license to approve requests.
Integrations include Slack, Zapier, Salesforce, SAP, and QuickBooks.
Pros and cons
Pros:
- Secure cloud storage
- Extensive template library
- No coding required
Cons:
- Basic reporting capabilities
- Limited advanced features
Zenkit is a project management solution designed for small businesses. It offers a suite of collaboration tools, including project organization, knowledge management, digital transformation, task management, forms and surveys, and chat. Its features support methodologies like Agile, Scrum, Kanban, and Waterfall, making it suitable for diverse project needs.
Why I Picked Zenkit: I chose Zenkit for its adaptability in project management, which stands out from other workflow software. Its ability to support multiple project methodologies and integrate with other tools makes it versatile. Zenkit allows teams to customize workflows to fit their needs without compromising functionality.
Standout Features & Integrations:
Features include Kanban boards, Gantt charts, mind maps, and real-time reporting. It also offers data migration from other tools, GDPR compliance, and dedicated support.
Integrations include Trello, Asana, Microsoft To Do, Zapier, Google Calendar, Slack, Dropbox, Evernote, GitHub, and Microsoft Teams.
Pros and cons
Pros:
- Real-time reporting
- GDPR compliant
- Versatile project views
Cons:
- Mobile app needs improvement
- Complex for beginners
Zoho Creator is a low-code workflow software designed for small businesses that allows users to build custom applications, automate workflows, and manage business processes without extensive coding knowledge. It offers a flexible platform for creating tailored solutions that meet specific business needs.
Why I Picked Zoho Creator: I chose Zoho Creator for its solid capabilities in custom app creation, which sets it apart from other workflow software. Its intuitive drag-and-drop interface and extensive customization options make it good for small businesses. The platform's flexibility and ease of use ensure that even those with minimal technical expertise can create apps.
Standout Features & Integrations:
Features include a drag-and-drop interface for building custom applications, customization options, and automation tools. It also offers analytics and reporting capabilities, so that businesses can gain insights from their data.
Integrations include Zoho CRM, Zoho Books, Zoho Desk, Onehub, PayPal, SuiteDash, Google Apps, Zendesk, and QuickBooks.
Pros and cons
Pros:
- Automation tools
- Extensive customization options
- Easy-to-use interface
Cons:
- Occasional performance lags
- Limited design customization
ProcessMaker is a business process automation platform that offers a wide range of solutions for small businesses. This includes process and task mining, automation, documentation, and invoice processing. Its complete suite of tools simplify operations, enhance efficiency, and reduce operating costs.
Why I Picked ProcessMaker: I chose ProcessMaker for its solid capabilities in business process automation, which stand out in the crowded field of workflow software. Its ability to integrate AI and intelligent document processing makes it a versatile tool for small businesses. ProcessMaker offers end-to-end visibility, data-backed automation opportunities, and reduced manual work.
Standout Features & Integrations:
Features include intelligent document processing, process intelligence, and a low-code platform that allows users to design, execute, and optimize workflows without extensive technical knowledge. It also offers advanced OCR capabilities and AI-driven data extraction to ensure data integrity and reduce errors.
Integrations include Adobe Sign, SAP S/4HANA, and Slack.
Pros and cons
Pros:
- Advanced OCR capabilities
- Low-code platform
- AI-driven automation
Cons:
- Limited out-of-the-box templates
- Complex setup for beginners
Kissflow is a low-code application development platform that enables businesses to create and manage workflows and applications with minimal coding. It provides a user-friendly interface for creating and optimizing workflows, making it accessible for teams without technical expertise.
Why I Picked Kissflow: Kissflow’s ability to empower non-technical users to create complex workflows and applications with ease makes it a valuable tool for small businesses. The platform's versatility and user-friendly interface set it apart from other workflow software options.
Standout Features & Integrations:
Features include an app builder, process builder, form builder, external portals, reports & analytics, and decision tables. These features allow users to create customized workflows and applications tailored to their specific business needs.
Integrations include Google Workspace, Microsoft Office 365, Slack, Salesforce, Zapier, QuickBooks, Dropbox, Box, Trello, and Jira.
Pros and cons
Pros:
- Solid analytics
- Extensive customization options
- User-friendly interface
Cons:
- Some features require additional setup
- Limited offline capabilities
Process Street is a workflow software designed for businesses to simplify recurring tasks and processes. It offers an intuitive interface for managing checklists, workflows, and standard operating procedures.
Why I Picked Process Street: I chose Process Street because of its solid AI capabilities, which set it apart from other workflow software. The AI-powered features simplify complex processes, making it an excellent choice for small businesses looking to automate repetitive tasks. It is best because it can transform manual processes into automated workflows.
Standout Features & Integrations:
Features include AI-powered workflow design, which adapts to unique operational needs, and automation tools that boost productivity by minimizing manual labor. It also offers analytics to track key performance indicators and a centralized data repository for easy access and management.
Integrations include Slack, Google Drive, Salesforce, Zendesk, Asana, GitHub, Google Calendar, Dropbox, and Zapier.
Pros and cons
Pros:
- No-code, drag-and-drop interface
- Supports dynamic and complex processes
- AI-powered automation
Cons:
- Limited customization in lower tiers
- No in-depth reporting features
Celoxis is an enterprise project portfolio management (PPM) software that offers analytics and dashboards to simplify projects, resources, and workflows. Its complete features allow businesses to manage every aspect of their project portfolios, from optimizing project selection to tracking profit margins.
Why I Picked Celoxis: I chose Celoxis for its project portfolio management capabilities, which stand out in the crowded field of workflow software. Its ability to easily handle complex project portfolios and provide insights through customizable dashboards makes it a top choice. Celoxis offers a balanced mix of capabilities, ease of use, and price, making it good for small businesses looking to manage multiple projects.
Standout Features & Integrations:
Features include dynamic project planning that auto-adjusts to resource time-offs and task delays, what-if analysis for strategic project selection, and complete resource management. It also offers customizable workflow apps and portfolio monitoring with drill-down capabilities.
Integrations include Google Drive, Outlook, Microsoft Project, Excel, Salesforce, Jira, Slack, and Trello.
Pros and cons
Pros:
- Solid resource management
- Customizable dashboards
- Complete project portfolio management
Cons:
- Limited mobile app functionality
- Complex setup for new users
Other Workflow Software For Small Businesses
Below is a list of additional workflow software for small businesses that I evaluated but did not make it to the top list. Definitely still worth checking them out though!
- Pneumatic Workflow
Best for unlimited workflow management
- Notion
Best for integrated workspace solutions
- monday.com
Best for customizable workflows
- Trello
Best for visual task management
- Wrike
Best for team collaboration tools
- Smartsheet
Best for spreadsheet-based tracking
- Airtable
Best for database management
- Lucidchart
Best for detailed diagram creation
- ClickUp
Best for all-in-one project management
- Jira
Best for agile project management
Related Project Management Software Reviews
If you still haven't found what you're looking for, check out these related project management tools we've tested and reviewed.
- Project Management Software
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- Workflow Automation Software
- Task Management Software
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- Gantt Chart Maker
Workflow Software For Small Businesses Selection Criteria
The criteria for choosing software should address buyer needs and common pain points, ensuring the tool effectively serves its intended purpose. As an expert who has personally tried and researched this type of software, here are the requirements I use when evaluating these tools.
Core Workflow Software for Small Business Functionality: 25% of total weighting score
- Task management with customizable workflows
- Team collaboration with integrated communication features
- Time tracking and reporting
- Project management with milestone tracking
- Document sharing and version control
Additional Standout Features: 25% of total weighting score
- Advanced automation capabilities like rule-based triggers
- Integration with third-party apps like accounting or CRM software
- Customizable dashboards tailored to different roles within the business
- AI-driven insights for workflow optimization
- Mobile-friendly interfaces for on-the-go management
Usability: 10% of total weighting score
- Intuitive drag-and-drop interfaces for task management
- Clean, minimalistic design that reduces learning curves
- Role-based access that's easy to configure for different team members
- Navigation between different modules or features
Onboarding: 10% of total weighting score
- Availability of interactive product tours that guide new users
- Access to a library of video tutorials and webinars
- Ready-to-use templates for common workflows
- Chatbot support during the initial setup phase
- Clear and simple migration tools for importing data
Customer Support: 10% of total weighting score
- Availability of 24/7 live chat or phone support
- Responsiveness of the support team to queries and issues
- complete help center with FAQs and troubleshooting guides
- Access to a community forum for peer support
- Availability of dedicated account managers for larger teams
Value For Money: 10% of total weighting score
- Competitive pricing plans that scale with business growth
- Transparent pricing with no hidden fees
- Availability of a free trial or freemium version
- Discounts or incentives for annual subscriptions
- Clear alignment between price and the number of features offered
Customer Reviews: 10% of total weighting score
- Overall satisfaction ratings
- Feedback on reliability and uptime
- Testimonials highlighting ease of use and feature richness
- Commonly reported issues or limitations
- User recommendations based on their specific business needs
Trends For Workflow Software For Small Businesses
Workflow software is changing remarkably, transforming how businesses manage their human resources and payroll. As technology advances, staying informed about the latest developments is essential. Here are some key trends to watch closely that could impact your organization.
- Cloud-Based Solutions: Cloud-based software provides flexibility, enabling access from anywhere at any time, essential for remote work environments.
- Mobile Accessibility: Mobile-friendly workflow tools are gaining popularity as they empower on-the-go work, which is essential for businesses with mobile teams.
- Customization Options: Software offering customization features is becoming increasingly popular. It addresses specific business needs, thereby enhancing overall efficiency.
- Data Analytics: Workflow tools now incorporate data analytics, offering insights into business operations that aid in making informed decisions.
- AI Integration: AI automates routine tasks, reducing human error and saving time. As a result, small businesses can focus on strategic activities.
As technology advances, these tools become more sophisticated, offering enhanced analytics, better integration with social media platforms, and improved user experience. Companies that leverage these evolving trends are likely to gain a competitive edge.
What Is Workflow Software For Small Businesses?
Workflow software for small businesses automates and manages business processes and tasks. Small business owners, managers, and employees use it to simplify operations, improve efficiency, and ensure tasks are completed consistently and on time.
The software components typically include task management, process automation, and collaboration tools. These features help users define workflows, assign tasks, set deadlines, and track progress, ensuring all team members are aligned and productive.
Features Of Workflow Software For Small Businesses
When choosing workflow software for small business, it's essential to recognize the key features that will let you manage your HR tasks more efficiently. Here are the most important features to look for.
- No-Code Workflow Management Solution: A no-code solution allows users to create and modify workflows without extensive technical knowledge. This feature is crucial as it empowers business owners and employees to manage workflows independently, reducing reliance on IT support.
- Customizable Solution: Every business has unique processes. A customizable workflow management tool enables you to tailor workflows to meet your specific needs, ensuring that the software adapts to your business rather than the other way around.
- Agile Process Management: Agile process management allows for flexibility and quick adjustments. This feature is essential for handling unexpected changes and ensuring that workflows can be modified on the go to maintain efficiency.
- WYSIWYG Form Editor: A What-You-See-Is-What-You-Get (WYSIWYG) form editor with complete data capture options makes it easy to design forms and capture necessary information. This feature is essential for creating user-friendly interfaces that employees will use.
- Automatic Assignments and Auto-Execute Capability: Automatic task assignments and the ability to auto-execute tasks ensure that workflows move forward without manual intervention. This feature helps maintain momentum and reduce task completion delays.
- Dynamic Due Dates and SLA Monitoring: Dynamic due dates and Service Level Agreement (SLA) monitoring automatically calculate task deadlines based on workflow progress. This feature is vital for keeping projects on track and ensuring timely completion.
- Third-Party App Integrations: Integration with other software and applications is crucial for seamless data transfer and system collaboration. This feature allows your workflow software to work harmoniously with your existing tools, enhancing overall efficiency.
- Notifications, Reminders, and Escalations: Automated notifications, reminders, and escalations keep all stakeholders informed and ensure tasks are completed on time. This feature is essential for maintaining communication and accountability within the team.
- Dashboards and Reports: Live dashboards and reports provide real-time insights into workflow status and performance. This feature is essential for informed decision-making and identifying areas for improvement.
- Security, Authentication, and Role-Based Access Control: It is critical to ensure that only authorized users can access sensitive information. This feature provides granular control over who can view and edit different parts of the workflow, enhancing security and compliance.
By focusing on these key features, you can ensure that your workflow software will help simplify your operations and support your business growth.
Benefits Of Workflow Software For Small Businesses
By leveraging workflow software for small business, companies can become more productive. Here are five primary benefits of using workflow software for small businesses.
- Increased Efficiency: Workflow software automates repetitive tasks, reducing the time and effort required to complete them, which allows employees to focus on more strategic activities.
- Improved Collaboration: Workflow software provides a centralized platform for task management and communication, ensuring that team members are always on the same page. This leads to better coordination and teamwork.
- Enhanced Accountability: With clear task assignments and deadlines, workflow software helps ensure that everyone knows their responsibilities, which increases accountability and reduces the likelihood of missed deadlines.
- Better Resource Management: Workflow software provides insight into resource allocation and usage, helping businesses optimize resources and avoid over or under-utilization.
- Scalability: As a business grows, workflow software can quickly scale to accommodate increased workloads and more complex processes, ensuring that operations remain smooth and efficient.
Implementing workflow software helps small businesses streamline operations, boost collaboration, and increase productivity, enabling better resource management and effective scaling.
Costs & Pricing Of Workflow Software For Small Businesses
This section provides a detailed estimate of average workflow software for small business plans and associated costs. The data is derived from an analysis of standard pricing tiers and the features they offer.
By understanding these pricing structures, users can better assess their needs and budget considerations when choosing workflow software for small businesses that fit their specific requirements.
Below is a breakdown of the standard pricing plans for workflow software for small businesses.
Plan Comparison Table for Workflow Software for Small Businesses
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic task management, limited users, basic integrations, limited storage |
| Personal Plan | $6 - $10 per user/month | Task management, process automation, basic reporting, limited integrations |
| Business Plan | $20 - $30 per user/month | Advanced task management, process automation, collaboration tools, real-time reporting, multiple integrations |
| Enterprise Plan | $50 - $70 per user/month | All features of the Business Plan plus advanced security, role-based access control, custom workflows, premium support |
Selecting the right plan depends on your business's size, complexity, and specific needs. Smaller teams might start with a free or basic plan, while growing businesses could benefit from more advanced options that offer additional support and features.
Workflow Software For Small Businesses FAQs
Still figuring out how workflow software for small businesses can simplify your daily operations? Here are answers to some of the most frequently asked questions to help clarify how this software can transform your processes.
Can workflow software for small businesses integrate with existing tools and systems?
Yes, most modern workflow software solutions offer integration capabilities with various tools and systems. This includes CRM systems, project management tools, and email platforms. Integration ensures seamless data flow between different applications, reducing manual data entry and improving overall efficiency.
Before choosing a workflow software, check its integration options and compatibility with your current tech stack to avoid disruptions and ensure smooth operations.
What are the common challenges in implementing workflow software in a small business?
Implementing workflow software can come with several challenges, including resistance to change from employees, the complexity of setting up and customizing workflows, and ensuring data security. Training and support are crucial to help employees adapt to the new system.
Additionally, small businesses may face budget constraints, making it essential to choose a cost-effective solution that doesn’t compromise essential features. Proper planning, involving stakeholders in decision-making, and choosing a user-friendly platform can mitigate these challenges.
How can automation workflow software for small business improve my operations?
Workflow automation can significantly enhance small business operations by streamlining repetitive tasks, reducing errors, and improving efficiency. Automated workflows ensure consistency in task completion, freeing up time for employees to focus on more strategic activities.
This leads to faster project turnaround, better resource management, and improved customer satisfaction. Additionally, automation provides real-time insights and analytics, helping businesses make informed decisions and continuously optimize their processes.
Is it necessary to have technical expertise to use workflow software for small businesses?
While some workflow software may require technical expertise for advanced customization, many modern solutions are designed to be user-friendly and do not require extensive technical knowledge.
These platforms often feature drag-and-drop interfaces, pre-built templates, and intuitive dashboards, making it easy for non-technical users to create and manage workflows. However, having basic technical skills can be beneficial for troubleshooting and optimizing the software to meet specific business needs.
How do I measure the ROI of implementing workflow software for small businesses?
Measuring the ROI of workflow software involves tracking key performance indicators (KPIs) such as time saved, error reduction, and increased productivity. Compare the time and resources spent on manual processes before and after software implementation. Monitor project turnaround times, customer satisfaction, and overall operational efficiency improvements.
Additionally, consider the cost savings from reduced manual labor and errors. Regularly reviewing these metrics will help you assess the software’s impact on your business and justify the investment.
Can workflow software for small businesses help with regulatory requirements?
Yes, workflow software can help small businesses comply with regulatory requirements by automating and standardizing processes. It ensures tasks are completed consistently and according to predefined rules, reducing non-compliance risk.
The software can also provide audit trails, documentation, and reporting features that make it easier to demonstrate compliance during audits. By automating compliance-related tasks, businesses can minimize errors and focus on maintaining high standards of operation.
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