Kanban boards that support your workflows and give users an easy way to move a task to other phases
Business process documentation is meant to give you a complete view of the systems that make up, support, and control your business. This may include processes like manufacturing and distribution, HR and employee satisfaction, finances and payroll, web design and software upkeep, customer service systems, and more.
Every business is made up of many, many moving parts. Taking stock of all the moving parts and doing your best to improve and automate some of them is the primary goal of BPM and BPA tools. Process models software can help you do just this. Read on to find out how.
These tools are used in many settings. In project management, specifically, project managers can use BPM tools to help map out workflows and visualize processes that you use in your teams.
In this post, I’ll break down what business process management (BPM) is and what tools we can use to better analyse and automate different systems. I’ll share with you some of my favorite BPM apps and highlight why/how each stands out.
Additionally, I will answer some FAQs about BPM and adjacent processes. I will explain what process modeling software can do for you, outline my evaluation criteria for any BPM software, and provide a simple comparison of business process management tools.
BPM Tools Comparison Criteria
What are we looking for when we select process mapping tools for review? Here’s a summary of my evaluation criteria:
- User Interface (UI): Is it clean and attractive? Does the UX look and feel contemporary or antiquated?
- Usability: Is it easy to learn and master? Does the company offer good tech support, user support, tutorials, and training?
- Features & Functionality:
– Robust BPM Database: Do they have a powerful way to sort, store, organize, and search a BPM database of processes, procedures, and systems? Is it easy to add, remove, and edit processes stored in the database? Can you control permissions on different entries? Do they offer a process checklist?
– BPM Accounting & Financials: Do they offer solutions for navigating finances, budgets, invoices, billing, and other monetary processes? Are their solutions secure, reliable, and adequately customizable?
– Process Description Capture: Do the tools provide ways to explain process descriptions beyond text (like attachments, visual/presentation elements, videos)? Is it easy to update descriptions and notify those affected?
– Coding Specifications: How much, if any, complex coding is required for the software to be fully customizable and fully functionable. Are there low code options for non-technical users? Are their complex features open for customization by programmers?
- Integrations: Is it easy to connect with other tools? Any pre-built integrations? Can it import documents from other software? Can it export documents in a variety of formats?
- Value for $: How appropriate is the price for the features, capabilities, and use case? Is pricing clear, transparent, and flexible? Do they offer any try-before-you-buy options?
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Wrike is a powerful, easy-to-use business process management software trusted by 20,000+ organizations worldwide. The tool is suitable for teams with anywhere from five to an unlimited number of team members. It’s highly configurable and allows users to customize workflows, dashboards, reports, request forms, and more.
Wrike’s simple interface enables users to switch between Kanban boards, interactive drag-and-drop Gantt charts, and traditional workload views, allowing them to choose how to manage business process tasks. Wrike also features task lists, automations, process mapping, process change tracking, shared workflows, and organizational process templates.
Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. You can toggle easily between the home screen and timesheets, dashboards, calendars, reports, and stream (for notifications and messages). Wrike has a dedicated help center with interactive training, videos, a ‘Getting Started’ guide, and a thriving community.
The tool also offers a variety of specific solutions depending on the type of team or organization — including marketing teams and professional service teams.
Wrike offers 400+ pre-built native integrations with business process tools, including integrations with file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.
Pricing starts at $9.80 per user per month. There are four different price points, including a free version and plans which offer the ability to invite free external collaborators to a paid account.
monday.com is a great BPM tool because of the way it has done away with a lot of the trimmings of typical management tools and focused on simple, visually intuitive layouts that help clarify the sequence of work.
monday.com’s features for managing projects include resource and project management, time tracking, collaboration, and reporting features. For example, users can upload and attach files to cards, make comments, mention teammates, and more. It also offers a great project reporting dashboard that can collect data from multiple boards, allowing better tracking abilities of progress. And while monday.com doesn’t offer a complete set of tools for project accounting and invoicing solution as other tools, you can use monday.com to track hours, timelines, and invoices.
Overall, it’s a highly customizable tool that lets you work in whatever methodology—kanban or otherwise—that fits your project and team. You’ll also find some useful workflow tools for automating parts of your process.
monday.com’s integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible via Zapier.
monday.com costs from $6/user/month and comes with a free 14-day trial. They offer a free plan for up to 2 users.
beSlick is a comprehensive BPM tool that keeps ease of use and user-friendliness in mind. You can create processes as workflow templates with a flowchart builder that supports decision branching, loops, dependent due dates, and data/file capture in a drag-and-drop environment. Even non-technical users can quickly create business processes. Process templates are centralized in a permissions-based folder structure and can be shared externally via URL.
Where beSlick really stands out is the tight integration of process and workflow. The tool’s process templates can be executed as dynamic task checklists and tracked for progress (from multiple reporting views) with notifications to advise who needs to do what and when (and what is overdue). Your workflow can be automatically scheduled using recurring events to ensure items are not missed. On top of that, a full audit trail of all activity and changes supports compliance.
beSlick also includes built-in process improvement, such as process quality analytics and a process feedback loop, with the ability to record when steps can’t be done and why, which assists in improving workflows on an ongoing basis.
beSlick integrates with other business systems such as Office 365, G Suite and Salesforce, as well as ERPs and hundreds of connections through a paid plan with Zapier.
Pricing starts at $10/user/month and offers a 14-day free trial.
ClickUp is a project management tool where you can build Kanban boards. The statuses within this board can guide your project through its different phases or stages and provide your users with a colorful functionality that helps them move tasks to future stages.
As a result, your team will see something similar to the screenshot above when opening a task. On the top left corner, there’s a button that will show the current phase and an arrow to send it to the next one.
If you wish to improve this, you can set automations that immediately notify users when a task changes phases.
ClickUp offers native integrations with Slack, G Suite, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier.
ClickUp is free with limited storage for an unlimited number of users. Paid plans start at $5/user/month and offer a free trial.
Used by Dominos, The Telegraph, Pepsi, Sears, Comcast, and Hubspot, Kissflow is a digital workplace app with no-code process management functions that easily adapt to any industrial environment. Features include an easy-to-use interface, user and data scalability, real-time analytics, and more than 50 ready-to-use apps like Travel Reimbursements and Employee Onboarding.
Kissflow scored highly in Features and Functions because they are a viable no-code option for all of your business process management needs, including automated processes, project board building, case flow handling, and collaboration tools.
Integrations include G suite, DropBox, Docusign, Webmerge, Salesforce, Oracle, and more.
One con of Kissflow is that the application is internet-access dependant, meaning there is no way to use the software offline, which may be inconvenient for some (like users with inconsistent internet service).
Kissflow starts at $149/month for up to 30 users and offers a 7-day free trial.
Forecast is a business process management software that allows you to unite your projects, resources, and financials in one AI-powered platform. Visual workflow modeling including drag-and-drop features makes Forecast highly adaptable by all teams.
Forecast allows you to save time on project planning by predicting what can be accomplished to maximize your team’s capacity. Team leads can forecast months into the future and predict when to hire new people. You can have a bird’s eye view of the entire portfolio of finished, running, and planned projects in a detail-oriented pipeline.
The platform uses planned and actual data to present you with real-time insights into project progress so you can spend less time collecting data and more time acting on it. Forecast’s budget feature lets you see up-to-the-minute numbers on where you are earning revenue, what is costing you, and how profitable the project is overall.
Forecast integrates with Slack, Microsoft Teams, iCloud Calendar, Google Drive, Google Calendar, Outlook, Harvest, Trello, Asana, GitLab, Github, and dozens more using a paid plan through Zapier. Higher-tier subscriptions include native integrations with Timelog, Xero, QuickBooks Online, JIRA, Azure DevOps, Salesforce, Okta, OneLogin, and Azure Active Directory.
Forecast cost from $29/user/month with a minimum of 10 users and offers a 14-day free trial.
Process Street is a process-driven tool that adapts well to simple workflow strategies. While Process Street doesn’t offer as much as other BPM software tools in terms of analytics and reporting, it’s a good fit for teams with document-driven workflows. The free plan welcomes an unlimited number of users, which is a nice trade-off for being feature lite in some areas.
Process Street’s approach breaks up process management into three chunks: handling documentation (creating, exporting, and embedding procedure documents and templates), running trigger-based workflows (for random events initiated by a trigger, such as client onboarding), and programming recurring tasks that run on an automated schedule. Its drag-and-drop task manager makes it easy for anyone to use.
With many tools for process documentation and workflow automation, it’s a good choice for teams who want a streamlined process framework without a maze of features to get lost in.
Process Street integrations include 1000+ apps through Zapier. It also integrates with Formstack, opening up a world of additional templates.
Process Street costs from $12.50/user/month for the Business Plan, but also offers a freemium account.
Founded in 2015 by Alessio Alionço, a former mergers and acquisitions consultant, Pipify is a lean management platform with technology that allows you to streamline and automate any business process. Features include automatically triggering actions using event & action logic, automated company emails, integration of company processes; and more.
Pipefy is a stand-out choice in the Value for Cost evaluation criteria, as they offer a freemium version for up to 10 users and then a modest per-user-per-month fee compared to others on this list. Smaller, budget-conscious groups will benefit from this very fair price scheme.
Pipefy offers Native App Integrations, API Integrations, and Zapier Integrations. Enable native apps like Slack, GitHub, GitLab, BitBucket, Appear.in and Google Hangouts in Pipefy. Build your own integrations with their public API that uses flexible GraphQL data query language. Or, integrate with hundreds of apps via Zapier.
The number of notifications (before customization) was a major con upon first using the app. However, this was easily rectified.
Pipefy starts at $9/user/month and offers a freemium version for up to 10 users.
With 38 locations across Asia, Europe, and North America, Pega has a 35-year legacy of software development. Their BPM and Case Management applications let you orchestrate your workflow, automate with bots, make decisions with rules and AI, and deliver channel-less experiences. Pega enables development through visual tools, all with little to no coding.
Pega has outstanding no- or low-code flexibility to adapt to business process needs. Hence, they scored well in UI and Usability within the evaluation criteria, as Pega is intuitive to use and easy to modify to your needs.
Integrations include DocuSign, Salesforce, Cisco, and more. You can also connect to channels and front-end technologies you are already using, like React and Angular. Or, open UI APIs power web and mobile front end with Pega’s REST-enabled service.
Pega is quite costly compared to other options on the market, which is a minor con to adapting the software in your own business process management.
Pega $200/month and offers a 30-day free trial.
Created in 2002, ProWorkflow was designed as a process management solution that supports internal workflow and communication needs. Here, you get an easy birds-eye-view on active projects and tasks, time tracked, quotes and invoices, recent actions, and recent logins. There is also a 'Recent Work' tab and the ability to see who is currently working on what—so you can adapt current and future process planning to real-time workflow data.
Keep a birds-eye view on projects and tasks with an easy-to-use Gantt chart timeline. Empower your workflow processes with drag and drop features to reschedule work as things change.
The ProWorkflow mobile app works with a touchscreen smartphone or tablet and offers core features like time tracking and task management, bringing simple processes to you, wherever you are. Additionally, you can use the app for document management and internal messaging on-the-go.
ProWorkflow integrates with tools like Xero, Quickbooks, KashFlow, FreshBooks, MYOB AccountRight, Box Storage, DropBox, Google Drive, Microsoft OneDrive, and hundreds more through Zapier.
ProWorkflow costs from $10/user/month, which includes a maximum of 10 active projects.
Need expert help selecting the right Business Process Management (BPM) Software?
We’ve joined up with the software comparison platform Crozdesk.com to assist you in finding the right software. Crozdesk’s Business Process Management (BPM) Software advisors can create a personalized shortlist of software solutions with unbiased recommendations to help you identify the solutions that best suit your business's needs. Through our partnership you get free access to their bespoke software selection advice, removing both time and hassle from the research process.
It only takes a minute to submit your requirements and they will give you a quick call at no cost or commitment. Based on your needs you’ll receive customized software shortlists listing the best-fitting solutions from their team of software advisors (via phone or email). They can even connect you with your selected vendor choices along with community negotiated discounts. To get started, please complete the form below:
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Kanban boards that support your workflows and give users an easy way to move a task to other phases
Free plan available
Free demo available
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Ensure process compliance through granular task control
Best BPM tool for large organizations
Best BPM for G Suite users
Best BPM tool for modelling complex processes
Best agile BPM software
- Engage Process
Best BPM software for beginners
Bes BPM template library
- Process Plan
Best free BPM tool
- Interfacing Technologies
Best enterprise business process management system
Best for mapping processes and workflows
Looking for something similar to BPM software today? Check out my other reviews:
- Automate workflows with the workflow management software.
- Business intelligence tools can help you garner insights from the data collected by your many tools.
- Use resource management software to evaluate your business processes and understand your capacity.
Business Process Automation FAQ
Have some questions about business process automation and the tools we use for BPM? I address some commonly asked questions below.
What is BPM?
Business Process Management (BPM) is a means to improve and automate any number of business processes. Business processes may be managed through software designed to streamline BPM, through operations management intervention, or any number of other methods.
What are some types of business processes?
Types of business processes include anything from manufacturing processes, banking, and finance, HR processes like hiring or employee reviews, health care processes and/or emergency products and services, public sector, compliance and auditing, travel booking or agent liaison, and so on.
What’s the difference between BPO and BPM?
Business Process Management (BPM) is an internal strategy and automation for navigating a range of business processes and is often carried out directly by internal management. Business Process Outsourcing (BPO) manages business processes with the help of a third-party or several third-party sources. This may include an external HR department, for example, or an overseas call center for customer service management.
Business process modeling is representing all the business processes, often visually in a graph or chart, in order to survey, improve, and automate the current systems.
Business Process Analysis (BPA) seeks to plot, view, and understand the current web of business processes within an organization in order to develop ways to improve operational effectiveness. BPA is a way to state and record business processes so that they can be understood, improved upon, and examined.
What Do You Think About These BPM Tools?
What list of business processes do you require your BPM app to cover? Do any of the above fit your qualifications? Is there another software you would pick instead? Let us know in the comments.
You can also become a member to access the DPM community forum where you can swap tool recommendations and share best practices with 100s of digital project professionals. Hope to see you there!
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