10 Best Free Workflow Software For Small Teams

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.

Why I picked monday.com: Building task workflows is easy. You can start by creating a new project and adding tasks to it. 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.

Finally, 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 Standout Features & Integrations

Features include embedded documents, whiteboard collaboration, guest access, custom fields, unlimited boards, templates, and collaborative documents.

Integrations include Google Drive, Google Calendar, Slack, Jira, GitHub, Gmail, Trello, Typeform, Dropbox, and many more, accessible via Zapier.

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. However, 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.

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

Why I picked Miro: 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.

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 Standout Features & Integrations

Features include over 1,000 templates including mind maps, Kanban boards, Gantt charts, product wireframes, research boards, and flowcharts

Integrations include 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.

Pneumatic Workflow is a free workflow software that allows helps small teams create and manage workflows quickly and easily through its intuitive drag-and-drop interface and pre-built templates.

Why I picked Pneumatic Workflow: You can use it to create custom workflows tailored to your needs, and collaborate with your colleagues on projects in real-time from anywhere worldwide.

Its powerful analytics tools will give you valuable insights into your project performance by tracking task completion times. This data can identify bottlenecks in your workflow process so you can make adjustments accordingly, helping you complete your projects on time and within budget.

Pneumatic Workflow’s task management features include the ability to assign tasks with due dates, manage assignees, identify task dependencies, and flag priorities. You can view and organize tasks according to their status on their built-in task boards. Recurring tasks can also be created so that repetitive tasks are taken care of automatically without manually entering them each time. This feature helps keep teams on track without constant reminders or manual input.

Pneumatic Workflow also offers advanced automation capabilities that allow you to build complex workflows by connecting different actions with simple drag-and-drop functionality. You can create custom rules that trigger automated tasks based on certain conditions, such as when an individual completes a job, or a deadline is approaching. This feature helps maximize efficiency by automating mundane and repetitive tasks so employees can focus on more important matters. 

Pneumatic Workflow Standout Features & Integrations

Features include workflow tools, templates, shareable kick-off forms, conditional logic, a WYSIWYG editor, file versioning, and comment threads to help team members quickly communicate with one another about changes or updates they have made on any given project.

Integrations are available through third-party connections using Zapier and Make. Additionally, you can build custom integrations using the Pneumatic API.

FigJam is a collaborative whiteboard platform that can be used for project management, workflow mapping, roadmapping, and other work management purposes.

Why I picked FigJam: This is a unique workflow software because workflow mapping is just one among many use cases for this tool. The virtual whiteboard works much like a physical one, but with plenty of features and options to customize it to meet your needs. It's a visual and interactive interface that is so flexible it can be used to support all kinds of team needs. That said, it's also a user-friendly and intuitive platform that's accessible and easy to navigate.

You can select from various elements, like post-it notes, shapes, arrows, lines, comments, images, and video to build a flowchart in the whiteboard. Several pre-built templates are also available, making it easy to setup your workflows quickly and customize them to fit your business processes. Templates for brainstorms, team meetings, project management, and more are also available.

FigJam Standout Features & Integrations

Features include pre-built project management templates, audio and live chat, stamp and emoji reacts, external collaborator access, calendar and timeline widgets, bitmoji avatars, music player, and mobile app.

Integrations include Figma, Microsoft Teams, Asana, Jira, Mixpanel, and Github.

What's Free: A free plan is available with unlimited users and up to 3 FigJam files.

Qntrl is a workflow orchestration software developed by the Zoho Corporation. It is a privacy-focused solution that enhances control, visibility, and automation of business processes.

The software provides individual users and teams with complete control and visibility over their operational processes. This workflow orchestration tool is tailored to give users access to customized work views, centralized request submissions, and real-time updates. The software has an automation functionality that enables staff members and team leaders to automate recurring or repetitive work within a specific process. Additionally, businesses can leverage the workflow software solution to process and assign requests without requiring any human/manual intervention and then generate documents automatically.

The software is well-suited for users responsible for managing and overseeing different processes for their company, department, or team. It helps users optimize and streamline their workflows by providing the tools that allow them to orchestrate complex processes and turn those into straightforward tasks that are then allocated to different team members. While the software is suitable for mid-market and large organizations, it services small businesses and startups through its robust free plan functionality. Small teams can upgrade to a premium plan as their automation needs scale.

Lucidchart is a visual workspace that combines diagramming, data visualization, and collaboration to accelerate understanding and drive innovation. It's a SaaS product that's been around for a while, and it's got a reputation for being a solid choice for teams who need to create flowcharts, process maps, network diagrams, wireframes, and other types of visual content.

Why I Picked Lucidchart: Lucidchart is also incredibly user-friendly. You don't need to be a design whiz to create professional-looking diagrams with this tool. The drag-and-drop interface is intuitive and easy to use, and there are tons of templates to choose from if you're not sure where to start. Another standout feature is the data linking capability. You can link your diagrams to live data from spreadsheets, databases, and other sources. This means your diagrams can automatically update as the data changes, which is a huge time-saver.

But what really makes Lucidchart stand out are its collaboration features. You can work on diagrams in real-time with your team, and everyone can see the changes as they're made. This makes it a great tool for brainstorming sessions, project planning, and any other situation where you need to visually map out ideas or processes as a team.

Lucidchart Standout Features & Integrations

Features include external sharing options, comments, mentions, real-time collaboration, revision history, and data linking.

Integrations include everything from Slack, Google Workspace, Asana, Atlassian, and Office365, to more industry-specific applications like Salesforce, AWS, Azure, and BambooHR. Lucidchart has a free plan available for individual users.

Lucidchart is free for 3 editable documents, 60 shapes, 100 templates, and basic feedback/communications features.

DocuWare is a cloud-based workflow and document management software that helps keep people across a business connected digitally. It helps companies standardize and streamlines processes and keep documentation organized, secure, up-to-date, and accessible to relevant parties.

Why I picked DocuWare: The workflow management tool helps users build various workflows using a drag-and-drop interface, and automate various actions throughout their processes. Workflows are customizable and users can assign tasks, specify substitution rules, and define triggers to set the flows in motion. Every employee involved in a workflow has a personal view of their tasks and role. The platform is responsive and mobile-friendly for access on any device.

Document management works together with the workflow automation tool to keep relevant documentation connected to core business processes. The platform hosts company documents in a secure cloud environment, keeping them easily accessible within the process management system.

DocuWare Standout Features & Integrations

Features include a drag-and-drop builder, task management, fully customizable workflows, mobile access, substitution rules so you can assign the next available person in a team, and automatic escalations.

Integrations include over 500 other platforms, including Microsoft Teams, Oracle, Outlook, SAP, SharePoint, and QuickBooks. Connect it with your HR tools, CRM, ERP, and other workplace tools.

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

Why I picked Asana: The tool is based on 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 subtasks.

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.

Asana Standout Features & Integrations

Features include an easy-to-use workflow builder, forms to help you gather requests, automations using rules and triggers, workflow reports so you know what is working, and the ability to convert workflows into templates.

Integrations include over 100 business applications like Salesforce, Slack, MS Office, and many Google tools.

The premium plan adds features including templates, timeline (Gantt) views, milestones, and unlimited dashboards.

Camunda Platform is a free and open-source workflow software developed to help small teams automate their business processes.

This platform enables users to easily manage, monitor, and optimize all their business operations. It offers powerful tools that enable teams to quickly create workflows and integrate them with other systems. Camunda Platform lets users build, deploy, and operate automated workflows without writing code or relying on third-party services. This makes it ideal for small businesses that need a simple yet powerful tool for managing their workflows.

The Camunda Platform provides tools that allow users to easily monitor and optimize the performance of their workflows. This includes features such as dashboards, analytics tools, alerts, and insights into how processes are running across the organization. These tools help teams identify areas of improvement to maximize efficiency and productivity. Camunda Platform integrates with popular third-party applications such as Salesforce, Slack, AWS Lambda, and Microsoft Azure Functions. This allows users to quickly build complex workflows and automate manual tasks within their existing software solutions.

The Camunda dashboard is simple to use and navigate. It comes with an extensive library of pre-built templates so users don't have to start from scratch every time. Its architecture is designed to scale up or down as needed. Teams can easily adjust the number of nodes in their cluster or add more processing power to ensure that their workflow runs smoothly even when demand spikes. This makes it ideal for businesses of all sizes, from startups to established enterprises.

Camunda takes data security seriously and offers multiple layers of protection so that data is always secure. All communication between the platform and external services is encrypted using SSL/TLS protocols, which helps protect against potential attacks or breaches.

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

Why I picked Bitrix24: 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.

Bitrix Standout Features & Integrations

Features include online documents, collaboration through chat and video calls, task management, time tracking, task automation, and HR and CRM capabilities.

Integrations include many 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.