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10 Best Free Workflow Software For Small Teams

The Best Free Workflow Software List

Here’s the list of the best free workflow software solutions that I’ll cover in this article. Some are open-source tools. You can download them and use them for free on an existing server if you have one. While set-up can be difficult, you get full access to the tool’s features.

The other platforms on the list are free versions of paid tools. These give you limited access to advanced features. In many cases, this is more than enough for small teams.

  1. monday.com

    Best for customization

  2. Miro

    Best free workflow mind maps & flowcharts

  3. Asana

    Best for integrations

  4. Bitrix24

    Best for multiple project views

  5. nutcache

    Best workflow management software for up to 20 users

  6. nTask Manager

    Best for unlimited workspaces

  7. OpenProject

    Best open-source tool

  8. PivotalTracker

    Best for agile projects

  9. ProjectLibre

    Best for unlimited Gantt charts

  10. Tom’s Planner

    Best for simple Gantt charts

Workflow Management Software

Free software has its merits if you’re on a small team that doesn’t have a huge budget, or if you’re at a start-up or other small business. But free tools don’t always have the functionality or features to meet your exact needs. Below are some paid options that you might find more useful or functional for your use case.

  1. Wrike

    Best workflow management software for reconnecting siloed teams

  2. monday.com

    Best workflow management software for automating manual processes

  3. Lucidchart

    Best visual collaboration platform for workflow management

  4. Nifty

    Best for automated workflow management

  5. Smartsheet

    Best workflow management software for spreadsheet lovers

  6. beSlick

    Best workflow management software to identify and improve work processes

  7. Kissflow

    Best enterprise workflow management software

  8. Quixy

    No-code workflow management software

  9. Forecast

    Best for managing your projects, resources, and finances in one

  10. Process Street

    Best for managing recurring checklists and procedures

Creating workflows is the easiest way to streamline tasks. A good workflow keeps your team on track and lets those involved know exactly what they need to do at all times.

Workflow software helps you create these processes. They are essential for large teams with tons of moving parts. But small teams can benefit too.

People in smaller businesses often have to juggle multiple roles. Workflow processes help keep them on track, no matter how many projects they’re working on at the same time.

The best news for small teams is that the best free workflow software has more than enough functionality to help you build the flows you need. This means you can save cash while still reaping the benefits of these tools. 

Comparison Criteria

What do I look for when I select the best free workflow solutions? Here’s a summary of my evaluation criteria:

  1. User Interface (UI): The tool you choose needs to be easy enough for you and your team to use. A good user interface ensures this is the case.
  2. Completely Free to Use: You can use all the tools on this list without paying a cent. You may not get access to the same features as premium users, but as long as you are happy with the features on offer you can use them for free forever.
  3. Scalable: All the tools on this list let you upgrade your plan to add more users and functionality when the time comes. You and your team can keep using the features you are used to.
  4. Integrations: Most of the tools integrate with the other software your business uses. This helps you set up business process automation between tools, saving you time and keeping people on track. A common integration is linking the tool to a messaging app and setting up automated workflows to notify relevant people when a task or subtask has been completed.

Free Workflow App Key Features

Free workflow apps allow you to create workflows and assign them throughout your organization.

Here are some specific features to look out for:

  • Tasks and Subtasks: It’s essential that you can break projects into tasks and subtasks when creating workflows. This allows you to plan out each step.
  • Assignees: The best tools let you assign each task and subtask to members of your team. They should also give employees a clear overview of the tasks they need to complete. Most tools let you create deadlines so people know exactly when they need to finish.
  • Variety of Views: Workflow tools should let you view your process in multiple ways. Most free tools include a mixture of lists, Kanban boards, Gantt charts, and calendar views.
  • Templates: Being able to create workflow templates saves you time as you don’t have to create workflows for repetitive tasks from scratch. Not all free tools let you create templates, but they may offer the ability to duplicate tasks.

For a more detailed look at the features you might need, check out our article on how to build a workflow system.

free workflow software logos list

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Overviews Of The 10 Best Free Workflow Software

Here’s a brief description of each free workflow platform to showcase each tool’s best use case and some noteworthy features. I’ve also included screenshots to give a snapshot of the interface.

1

monday.com

Best for customization

Monday.com is a no-code tool that helps you create spreadsheet-like tools for project management. It is highly customizable which makes it possible to create workflows for multiple different use cases.

Start by creating a new project and adding tasks to it. You can then add columns for things like due dates, timelines, assignees, and priorities. And while it’s possible to start from scratch when creating workflows, you can also choose from one of the hundreds of existing templates and customize them to your needs.

It’s easy to automate tasks, too. Just use the workflow automation builder to choose triggers and actions. An example of this is starting the approval process as soon as a task has been marked as done by alerting relevant people.

Monday.com’s free plan lets you create unlimited boards and docs. You also get access to a mobile app for Android and iOS users. You can choose from 20 column types and over 200 templates. But you can only collaborate in teams of up to two people. This means the free version is only really useful for freelancers and very small businesses.

14-day free trial

From $10/user/month

2

Miro

Best free workflow mind maps & flowcharts

Miro offers collaborative Gantt charts where teammates can add tasks, shift deadlines, leave notes, or track project progress.

Miro is a collaborative online whiteboard with over 1,000 templates including mind maps, Kanban boards, Gantt charts, product wireframes, research boards, and flowcharts. It’s trusted by 99% of the Fortune 100, and used by teams at TransUnion, HP, Upwork, Cisco, Qlik, and Atkins. Miro’s visual platform is built for hybrid work, and has robust resources for continuous learning like Miro Academy, online events, and a community forum.

One of Miro’s many functionalities is as a workflow management tool with a focus on interactive, visual work boards. Visualize, chart, and share workflows with your team with ease — and watch your project go from idea to execution all in one place.

At The Digital Project Manager, we use Miro to map out content clusters and to visualize content workflows from start (brainstorming ideas) to finish (publishing the content on our site).

Miro has integrations with a whole suite of tools, including Zoom, Figma, Asana, Microsoft Teams, Jira, Slack, Google Drive, Box, Airtable, Notion, Azure, and Webex. Some integrations are limited to paid plans only.

Miro is free to use for unlimited members with up to 3 editable boards. Paid plans start at $8/user/month (billed annually).

Free plan

From $8/user/month

Pros

  • Built-in communication features for streamlined collaboration
  • Intuitive and easy setup
  • Free forever plan available

Cons

  • Free version does not allow high-quality export to pdf
  • Zooming can be jumpy on larger projects
  • Visitor/guest accounts locked to paid plans only
3

Asana

Best for integrations

Asana is task management software that makes creating workflow systems easy.

The tool is based around tasks and projects. Just create a new space for your project and then add new tasks. You can break each one down into subtasks and assign them to people so everyone knows exactly what they need to do.

You can also add deadlines and dependencies so that people know when to start their subtask. You and your teams can view work in either list or calendar views. This helps your people plan their schedules to fit in their scheduled work.

The free plan doesn’t include the ability to create task templates. But you can duplicate tasks and then edit the details so you don’t have to start from scratch every time.

The free plan lets you create unlimited tasks and projects for up to 15 teammates—enough for many small teams and startups. You also get unlimited file storage at up to 100 MB per file. And you can integrate the tool with over 100 business applications including Salesforce, Slack, MS Office, and many Google tools.

The premium plan adds features including templates, timeline (Gantt) views, milestones, and unlimited dashboards. This costs $13.49 per user per month.

From $10.99/user/month

4

Bitrix24

Best for multiple project views

Bitrix24 is a complete business technology solution that includes powerful workflow management features.

Tasks and projects provide everything you need to create complex workflows and assign them to your team. Then it’s just a case of keeping an eye on your projects to check they’re getting done.

Bitrix24 stands out due to the variety of views you get on the paid plan. You can view your workflows in lists, Kanban boards, or calendar views. Meanwhile, individual users can organize tasks in order of due date.

The free plan has some limitations. The biggest is that you can’t create task templates or recurring tasks. This means you have to create a new workflow for every task, which can be time-consuming. You can also only create five dependencies, which may not be enough for your needs.

Bitrix24 offers plenty of integrations with popular tools like G Suite, MS Office, Xero, and more. You can also get extra functionality by using some of the other features offered by Bitrix24. For example, you can access a CRM, website builder, and collaboration environment. Pricing starts at $39 per month for up to five users.

Free with some feature limitations

5

nutcache

Best workflow management software for up to 20 users

Nutcache is a workflow management tool with a generous free plan that lets you create unlimited projects and tasks for up to 20 users. You get all the basic features you need to plan and manage flows.

The way it works is that you create a workspace and then add relevant tasks. You can then assign people to each one, add further information, and mark out deadlines. Statuses let you see which tasks people are working on and which still haven’t been started.

Meanwhile, subtasks and checklists ensure people stick to your optimized workflows. You can also duplicate tasks which means you don’t need to create a new workflow every time you create a new job.

Nutcache comes with plenty of built in integrations. And you can access even more by connecting the API to Zapier.

The free version of the tool comes with simple time tracking, board views, and a project dashboard. But, you miss out on advanced features like a Gantt chart, budgeting, and task automation. Paid plans start at $10.95 per user per month.

14-day free trial

From $13.95/user/month

6

nTask Manager

Best for unlimited workspaces

nTask Manager is project management software with user-friendly workflow creation tools. The free version of the software lets you create unlimited tasks and workspaces for up to five team members.

The task management features are the most relevant for workflows. Start by creating a project and then plan and organize related tasks. You can create subtasks, dependencies, and to-do lists so the people you assign to the tasks know exactly what to do at all times. Meanwhile, clear deadlines keep people on track.

The free plan also comes with timesheets and meetings. Timesheets help you track how long people are spending on tasks which simplifies billing. The meeting scheduling module lets you add context to meetings to keep them productive.

The free version of nTask Manager lacks some popular features. You don’t get access to Gantt charts or Kanban boards and you’re limited to 100 MB storage. If you want to upgrade, the premium plan is relatively affordable at $3.99 per user per month.

14 days free trial for paid plans

From $2.99/user/month

7

OpenProject

Best open-source tool

OpenProject is open-source project management software. Download the software and install it on Linux distributions or Docker containers to provide your entire team or organization with access.

Once set up you can create projects for each of your teams or departments. You can create hierarchies to structure projects in a way that makes sense. You can then break a project down into smaller tasks and start to create plans and workflows that help you complete them.

Once set up, you can view these projects in a Gantt chart to visualize how work is progressing and identify and remove bottlenecks. You can also create dependencies, milestones, tasks, and phases to further organize each project. All this information is displayed in the Gantt chart. You can also view it as calendar or task lists.

The downside to OpenProject is that you are in charge of maintaining your software installation. And while it’s free, you will need to pay for servers or use existing ones. OpenProject does provide the option to install and host the software for you. This starts at €6.95 per user per month for a minimum of five users.

14 days free trial

Free version + starts at $7.25/user/month

8

PivotalTracker

Best for agile projects

Pivotal Tracker is an agile project management software that provides you with its entire feature set, regardless of the plan you have.

Why I picked Pivotal Tracker: The features in this software are well thought out and developed. The stories feature lets you see functionality from a different perspective as it encourages thinking from a user perspective. Additionally, once your team starts working on items, the software will measure the speed at which the team is completing tasks. Therefore, giving you information about the velocity of their work.

Pivotal Tracker Standout Features & Integrations

Features include stories to describe a certain functionality from a user perspective, team velocity stats, analytics, file sharing, and project history.

Integrations are built by the community and shared with everyone. They include apps like Jenkins, Slack, Jira, Zendesk, Clockly, ZapUp, Braid, roadmap, and status hero.

Pivotal Tracker Plans & Pricing

The free version has all features and a limit of 5 projects. There are three other plans and pricing starts at $10/month.

Freemium version available

From $10/month

9

ProjectLibre

Best for unlimited Gantt charts

ProjectLibre is open-source workflow software. It is completely free to download and use on your desktop or on-premise server with no limitations. You can use it to open up Microsoft Project files, which is useful if you are used to Microsoft’s solution. The software has also been translated into 29 languages making it a great option for global teams.

The tool has plenty of useful features for creating business workflows. The Gantt chart is my favorite as it is rare to get unlimited Gantt chart usage for free. Make a list of tasks in your workflow and the Gantt chart clearly shows who should be working on what and when they should be finished by.

Because ProjectLibre is not a SaaS tool you have to install and manage the software yourself. This may be tough if you don’t have high technical ability.

Free open source software

10

Tom’s Planner

Best for simple Gantt charts

Tom’s Planner is software with a single goal: to make creating Gantt charts easy. Setting up is simple—just create a new chart for your project and then list everything you need to do to finish it. Mark out when you expect this work to be completed on the calendar and add people to each task.

The software stands out due to its ease of use. Its focus on Gantt charts means it isn’t as complicated as some other tools and the intuitive drag-and-drop interface is a pleasure to use. But there are still plenty of customization options to ensure you get a clear overview of your project.

The free version of the tool lets you create a single chart for your own personal use. If you want access to more charts and the ability to invite people, you can get up to 20 for $9.95 per month or unlimited charts for $19.95.

14-day free trial

From $9.95/user/month (1 project for free)

Need expert help selecting the right Workflow Management Software?

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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:

The 10 Best Free Workflow Software Summary

Tool Free Option Price
1
monday.com

Best for customization

14-day free trial

From $10/user/month Visit Website
2
Miro

Best free workflow mind maps & flowcharts

Free plan

From $8/user/month Visit Website
3
Asana

Best for integrations

Not available

From $10.99/user/month Visit Website
4
Bitrix24

Best for multiple project views

Not available

Free with some feature limitations Visit Website
5
nutcache

Best workflow management software for up to 20 users

14-day free trial

From $13.95/user/month Visit Website
6
nTask Manager

Best for unlimited workspaces

14 days free trial for paid plans

From $2.99/user/month Visit Website
7
OpenProject

Best open-source tool

14 days free trial

Free version + starts at $7.25/user/month Visit Website
8
PivotalTracker

Best for agile projects

Freemium version available

From $10/month Visit Website
9
ProjectLibre

Best for unlimited Gantt charts

Not available

Free open source software Visit Website
10
Tom’s Planner

Best for simple Gantt charts

14-day free trial

From $9.95/user/month (1 project for free) Visit Website

Other Options

Here’s a few more free workflow management solutions that didn’t make the top list.

  1. dotProject – Best volunteer supported open source tool.
  2. Agantty – Best unlimited free software.
  3. TeamGantt – Best for powerful Gantt charts.
  4. Podio – Best low-code tool builder.
  5. GanttProject – Best desktop app.

Small Teams Don’t Always Need a Paid Tool

Small teams don’t always need a paid tool for workflow creation. The free ones on this list offer plenty of powerful features that can be more than enough to manage small teams and projects. But, if you do want to try out a paid tool, then check out some of our overall favorite workforce management tools.

If you’re a small business owner struggling with project management, I think you’ll really benefit from signing up for our newsletter. I use it to send out articles from top PM thinkers every week. You can sign up here.

Ever heard of self-managing teams? If you're wondering what that could mean for you, check this out: Project Teams Without Project Managers: Exploring The PM Dilemma (with Julia Ryzhkova from Railsware)

Related Lists of Tools:

By Ben Aston

I’m Ben Aston, a digital project manager and founder of thedpm.com. I've been in the industry for more than 15 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony.

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