29 Best Free Workflow Software For Small Teams In 2025

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. Fred Baker, a consultant who has helped numerous firms roll out monday.com, explains: “From CRM, to project tracking, to IT ticketing, and beyond, monday.com has something for your workflow.”

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

Standout Features like custom fields allow you to use monday to mirror your workflow to perfection. If you are looking to do this, I recommend getting help from a consultant or freelancer to make sure these custom fields can show up later in your reporting. Automations is also a personal favorite as it helps you set up automated notifications and task assignments to streamline workflows and reduce manual effort.

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.

ClickUp is a cloud-based project management and team collaboration platform that will help you bring all of your tools into one place and create automated workflows that save you time. Jeff Cypher, Strategic Services Consultant at ClickUp, emphasizes how valuable its built-in resources can be: “Our team prioritizes process templates in ClickUp to maintain consistency across projects. The template library in ClickUp is a huge asset, especially for agencies with repetitive workflows.”

Why I picked ClickUp: I chose ClickUp for this list for its flexible approach creating automations. I love how the automations module lets you create combinations of triggers and actions that replace manual procedures. You can choose from the hundreds of prebuilt templates or create custom automations in a drag-and-drop interface. Additionally, you can chain multiple actions together and set conditions to determine when your automations should run.

ClickUp Standout Features & Integrations

Standout Features like custom forms can help you set up views that can transform responses into trackable tasks that become part of your workflows. What makes these forms powerful is that they can include conditional logic so that the form adapts to the user's responses. The other feature I like is the custom statuses. If you are constantly working with kanban boards, you will love this too. With custom statuses, you can change the name of the stages in your workflow, even if you are loading a template to get started.

Integrations include a wide range of business software, including Slack, Github, real-time reporting, whiteboards and shared documents for collaboration, task management with different views, goal tracking, and templates. You can also access thousands of additional apps using Zapier (requires paid account).

Miro is a free workflow software that suits small teams looking for a visual and interactive platform.

Why I picked Miro: I selected Miro for this list because it supports the import of existing charts from platforms like Visio and Lucid, enabling teams to expand and refine their projects within Miro's versatile environment. The platform's infinite canvas also provides an expansive area for mapping out detailed and intricate workflows. Miro additionally stands out for its capacity to facilitate a rich expression of ideas, incorporating diverse elements such as text, images, videos, and brand elements into workflows for clear legends and color coding.

Miro also facilitates real-time communication through tools like voting, stickies, and comments. Moreover, Miro integrates with project management applications such as Notion and Asana, allowing for seamless incorporation of visual workflows into daily tasks. This setup promotes clarity and teamwork in hybrid work environments.

Miro Standout Features & Integrations

Standout Features include templates and AI features. Miro has over 1,000 templates including mind maps, Kanban boards, Gantt charts, product wireframes, research boards, and flowcharts, as well as TalkTrack, which allows users to record process explanation videos that can be viewed asynchronously. AI features like Intelligent Canvas can help you structure your content and find clarity for your workflows.

Integrations include Zoom, Figma, Asana, Microsoft Teams, Jira, Slack, Google Drive, Box, Airtable, Notion, Confluence, Monday.com, Azure, and Webex. Some integrations are limited to paid plans only.

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.

Why I picked Qntrl: 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.

Qntrl 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.

Qntrl Standout Features & Integrations

Standout Features include process hierarchy building and business rules. With hierarchy building, you can set up approval levels and organizational structure information. This helps Qntrl automatically assign tasks to people based on that information or even using a round-robin format. Business rules will help you set conditions that apply to all requests, or just specific ones, to influence the behavior of your processes, and ensure compliance.

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.

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.

Several pre-built templates are also available, making it easy to set up 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

Standout Features include whiteboarding and its Figma integration. The interactive whiteboard in FigJam can help you and your team visually define and collaborate on different workflows. You can select from various elements, like post-it notes, shapes, arrows, lines, comments, images, and videos to build a flowchart on the whiteboard. Once you finish, the seamless integration with Figma will facilitate a smooth transition from ideation to design.

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

Nanonets is a document workflow automation platform that uses AI to help small teams manage tasks like invoice processing, data extraction, and approvals. It offers a no-code interface, making it accessible for non-technical users.

Why I picked Nanonets: I picked Nanonets for this list because it brings intelligent document processing to small teams that deal with repetitive data tasks. You can automate workflows for accounts payable, financial reconciliation, and document routing. This can help reduce manual input, increase data accuracy, and free up time for more strategic work. While not entirely free, Nanonets offers a usage-based model with credits to get started, making it a low-commitment option for small teams evaluating automation tools.

Nanonets Standout Features & Integrations

Standout Features include intelligent OCR for extracting data from unstructured documents, and role-based access control to manage user permissions. It also supports compliance standards like GDPR, SOC 2, and HIPAA, making it suitable for teams handling sensitive data. Teams working in finance, logistics, healthcare, or property management will find use-specific templates and automation options to accelerate setup.

Integrations include Google Drive, Zapier, Dropbox, SharePoint, Gmail, Notion, Airtable, FTP, Yardi, QuickBooks, Salesforce, and Xero. These integrations help Nanonets fit into your existing tech stack without major disruptions.

Jotform Workflows is a no-code automation tool that allows users to create customized workflows for efficient task and data management. It automates repetitive tasks, integrates forms, and uses conditional logic to trigger actions based on inputs.

Why I picked Jotform Workflows: Jotform Workflows stands out primarily due to its no-code, drag-and-drop interface. This feature makes it accessible to users regardless of their technical expertise, enabling the easy creation and management of workflows. Additionally, the software's availability of over 200 customizable templates is particularly beneficial, as it caters to a variety of needs, such as employee promotions and expense reports. This extensive template library significantly reduces the time spent on repetitive tasks, allowing users to dedicate more time to strategic activities.

Jotform Workflows Standout Features & Integrations

Features include form-driven workflows and approval processes. Form workflows transform form submissions into automated workflows, streamlining data collection and processing. Meanwhile, approval processes automate approval workflows with customizable templates, reducing manual follow-ups.

Integrations include Microsoft Teams, Zoom, Slack, PayPal, Square, HubSpot, Dropbox, Mailchimp, Salesforce, and ActiveCampaign.

Process Street is a software that provides checklist, workflow, and standard operating procedure (SOP) solutions for businesses.

Why I picked Process Street: Process Street has an intuitive, no-code platform that allows for easy creation, tracking, and optimization of workflows. The software’s drag-and-drop interface simplifies the process of designing and managing workflows, making it accessible even for non-technical users. Small businesses benefit from features like task assignments and automated workflows, which ensure tasks are completed efficiently and consistently.

Additionally, the ability to create detailed Standard Operating Procedures (SOPs) helps maintain quality and compliance across operations. The platform’s conditional logic also allows workflows to adapt dynamically based on specific triggers, providing flexibility and efficiency in handling various business scenarios.

Process Street Standout Features & Integrations

Standout Features like checklist-based workflows can help you ensure consistency in recurring processes through the design and management of workflows using intuitive lists. Another great feature is conditional logic. This allows you to set specific criteria that will generate dynamic workflows based on your needs. Finally, automated approvals can help you reduce human touch points from your workflow and speed up execution.

Integrations include Salesforce, Slack, Google Sheets, Zapier, Trello, Asana, Microsoft Teams, Dropbox, Box, Airtable, HubSpot, Jira, Monday.com, GitHub, WordPress, and Intercom.

Process Street offers a 14-day free trial with access to pro plan 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 intelligent indexing and a workflow manager. Intelligent indexing identifies the most important or relevant data from your documents and turns them into structured data. This is a feature that helps quickly retrieve documents but requires training from users to get better at identifying key information. However, it will reach a point where it requires no feedback and can index automatically, enhancing document management efficiency. The workflow manager will help you design and automate document-centric workflows to streamline business processes.

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.

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.

Jira is a robust project management solution developed by Atlassian. It’s built based on agile frameworks and methodologies and is well-suited to the needs of business and software teams.

Why I picked Jira: I decided to include this platform on my list because of its suitability for business and software development projects. It offers Kanban and Scrum boards, sprint planning, and agile reporting tools, as well as code review and issue tracking features.

When it comes to workflow management, you can set up a customized version of whatever stages you need to go from ‘not yet started’ to ‘done’. The freemium plan boasts unlimited project boards and can work for teams of up to 10 people. Issues can be assigned to team members, due dates set, and custom fields outlined for a more custom experience.

Jira Standout Features & Integrations

Standout Features include the workflow builder and dev tool integrations. The workflow builder requires you to be a Jira administrator but can help you define the steps that a task will go through and customize it to your needs. It's a drag-and-drop interface that can help you visually set these parameters. Dev tool integrations help you connect to other tools and connect the work from the project and the development team.

Integrations include thousands of apps available through the Atlassian marketplace, like Adobe, Confluence, Drobbox, Figma, Google Workspace, InVision, Microsoft, Miro, Slack, Trello, Zendesk, and Zoom.

airSlate Workflow is a no-code platform that helps small teams automate document workflows, from creation to routing and signing. It combines tools for PDF editing, e-signatures, web forms, and robotic process automation, making it a versatile option for teams that manage high volumes of paperwork.

Why I picked airSlate Workflow: I chose airSlate Workflow because it can automatically route documents to the right recipients based on predefined rules, reducing the risk of errors and delays. This is especially useful for small teams that juggle multiple approval chains or need to ensure accuracy in time-sensitive workflows. I also like that documents can adapt dynamically based on recipient data and stage in the process, so communication stays relevant without extra manual work. For teams that want to connect document workflows to their existing tools, airSlate’s integrations with platforms like Salesforce, HubSpot, and Google Drive make it easy to keep everything in sync.

airSlate Workflow Standout Features & Integrations

Standout Features include dynamic document assembly that changes content based on context, industry-specific workflow templates for sectors like healthcare and finance, and secure document attachment that links signed files to the right records automatically. These features help maintain accuracy and compliance without adding complexity for the user.

Integrations include Salesforce, Microsoft Dynamics 365, Netsuite, UiPath, HubSpot, Google, AirTable, Smartsheet, Magento, Pipedrive, and ServiceNow, along with other CRM, ERP, and productivity tools.

Next Matter is the platform for capturing and automating a business’s high-impact workflows – no matter how unique or complex. It accomplishes that by offering workflow builders all the custom tools required to mirror complex workflows to the exact specifications of the business, as well as a no-code management and optimization experience for teams looking to scale up. 

Why I picked Next Matter: Next Matter offers the reliability and performance of custom code, with the speed and flexibility of no-code – so complex workflows can be ready for go-live in just hours. The no-code building blocks are easy-to-use and cover an enormous range of operational functions and use cases, and advanced Builders can use low-code blocks to craft custom activities for everything else.

Next Matter’s no-code workflow management experience is equally impressive. The platform provides managers with full operational transparency and the ability to track workflow status at high and granular levels, in real-time. Managers and executives alike can use powerful reporting and analytics to spot improvement opportunities, and optimize workflows on the fly.

Lastly, Next Matter engages end users – employees, suppliers, customers, and more – with delightful, personalized experiences that reduce coordination friction and cognitive load. If you’re ready to bring reliable automation and scalability to your most complex workflows, and you’re looking to see real results fast, check out Next Matter. 

Next Matter Standout Features & Integrations

Features include no-code / low-code tools and custom building blocks to recreate, launch, and optimize workflows, an all-in-one workspace for workflow orchestration, external steps, granular permissions and visibility controls, custom workflows triggers, advanced workflow logic, and more. 

Integrations out-of-the-box include Slack, GSuite, Office 365, Sendgrid, Hubspot, Zendesk and many others, while an API can be used to connect custom apps, databases, and more.

Pricing:

14-day free trial

From $20/user/month (minimum 50 users)

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.

Nutcache is a collaborative project management software that helps you track work hours across projects.

Why I picked Nutcache: This workflow management tool has a generous free plan that helps teams that are operating on a low budget. With this plan, 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 Standout Features & Integrations

Features include real-time budgeting, resource allocation, invoicing, task management, and time tracking.

Integrations include Stripe, Google Drive, Slack, PayPal, and GitHub. Additionally, you can access thousands of other apps using Zapier.

If you're looking for a free workflow software that caters to diverse business needs, nTask might be the ideal solution for your team. It provides an intuitive platform for managing projects and tasks, making it suitable for both small teams and larger projects. With features like Gantt charts, issue tracking, and meeting management, nTask can help enhance productivity and maintain efficient team collaboration.

Why I Picked nTask

I picked nTask because its unlimited workspaces feature is a standout for those seeking free workflow software, allowing you to manage multiple projects and teams without constraints. This feature is particularly beneficial for organizations that need to handle diverse projects simultaneously, as it supports unlimited tasks and meetings, ensuring comprehensive project oversight. With the ability to customize roles and permissions within each workspace, your team can maintain organized collaboration and streamlined task allocation. In my view, this flexibility makes nTask a compelling choice for enhancing productivity and optimizing workflow management.

nTask Key Features

In addition to the unlimited workspaces, nTask offers several other features that make it appealing for teams seeking free workflow software.

• Task Management: This feature allows you to create, assign, and prioritize tasks, ensuring that your team stays organized and focused on their objectives.
• Time Tracking: With automated timers and manual timesheets, you can monitor how time is spent on tasks and projects, enhancing accountability and time management.
• Meeting Management: Organize and manage meetings effectively by setting agendas, discussion points, and follow-up actions to keep your team aligned.
• Issue Tracking: Manage bugs and issues with customizable severity and priority settings, helping your team address and resolve problems efficiently.

nTask Integrations

Native integrations are not currently listed by nTask, but it integrates with over 1000 applications via Zapier.

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.

Why I picked OpenProject: 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.

Additionally, 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.

OpenProject Standout Features & Integrations

Features include a team planner with workload information, custom fields, help texts for additional information about features, placeholder users, and advanced agile boards.

Integrations can be built using its API. This can help you connect to any other tool on your tech stack.

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.

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 Standout Features & Integrations

Standout Features include advanced automation and a template generator. Advanced automation capabilities 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. The template generator, on the other hand, lets you generate custom workflow templates based on specific needs, accelerating process setup.

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

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.