Workflow management software solutions are a must-have for keeping teams unified and on track, especially with the increasing complexity tied to rapid growth. This software can support you as you schedule tasks, collaborate with your team, manage workloads, and evaluate progress—to help ensure that your project is delivered properly and that the quality of the project is maintained.
While the benefits of this powerful software are plenty, it’s critical that you choose the best workflow management for your team, your business goals, and your budget. So I’ve pulled together an overview of the 10 best workflow management software on the market. Below, you’ll find the criteria for my selections, an overview of each of the tools, plus screenshots, feature overviews, pricing, and other key considerations for choosing a workflow tool.
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How I Picked the Best Workflow Management Software
Some workflow management software—like workflow diagram or flowchart software—specialize in managing the workflow itself (e.g., assigning tasks, creating dependencies, tracking deadlines, etc.). Others offer a more robust suite of workflow management features as part of broader resource management or project management software (think: creating process forms, handling invoices and payments, modeling data, managing a project portfolio, and more).
The best and most useful workflow management software, though, is the one that matches your needs and budget.
To decide which tools to feature in this list, I evaluated and compared the details for a number of popular workflow management tools. I weighed a variety of key factors and functions that would be top of mind for businesses of all sizes.
This is the set of criteria I considered to determine the best and most useful workflow management software:
- Automation: I examined each tool’s time-saving automation functionalities, such as automatically assigning tasks, sending push notifications, routing documentation, reducing repetitive processes, sending status updates, and generating reports. The best software should include automation tools with customization options when it comes to workflows, notifications, business rules, process automation, and more. You can support your team with an entire ecosystem of business process management software (AKA BPM tools) for creating efficient, optimized workflows.
- KPI reports: KPI and metrics reporting not only gives team members insight into their task or project status but also gives management a quick look at where inefficiencies may be occurring so you can make changes to optimize business processes. The best workflow management software should offer clean and easy-to-interpret KPI dashboards.
- Deadline tracking: Even with a dashboard, it’s easy to lose sight of deadlines when you’re juggling dozens of workflows. To be most useful, a workflow tool has to offer a clear system for SLA indicators. each tool’s pricing plan is based on its simplicity, transparency, and value. Workflow management software should add a layer of structure and visibility to your workflow process. I looked for tools that employ notifications, color-coding, and dashboard views that display tasks by the due date in order to help you manage deadlines.
- Integrations: Nearly all projects require using multiple tools. So, your workflow management software absolutely must play nice with other apps that you and your business use. I looked at how each of these workflow management tools might integrate with your calendars, CMS, development tools, databases, email and communication tools, payment processing apps, and more.
- Price: The value that you get from a workflow management tool has to align with the price you’re paying. It also must be within the scope of your budget. The best workflow software for you and your team won’t require you to pay for features you don’t need or users you don’t have. I evaluated
monday.com is an award-winning project management software used across diverse industries and enterprise organizations such as Hulu, BBC Studios, Coca-Cola, L’Oréal Paris, Adobe, and Deezer. monday.com sits at the intersection of project management and workflow management software. It simplifies complex workflow processes by streamlining management to focus on structure and transparency.
What users love: you can create tasks on a board and then add the steps required to reach task completion. monday.com is highly customizable and easy to use right out of the box. I also find that it’s incredibly easy to import data from other workflow management software, and even spreadsheets!
Its workflow management software also offers various workflow views that can be arranged by list, geographical map, kanban board, or Gantt chart. These workflows can then be visualized in dashboards to create a bird’s-eye view of the progress and data workflow managers need to monitor. I find information especially useful for workflow managers that sit between their teams and the executive suite and need to communicate complex data sets through visual dashboards.
monday.com Standout Features & Integrations
Features include workflow automation, data visualization, robust workflow customization for task boards, managing task status, assignees, due dates, and hours spent, and more.
Integrations through Zapier include Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and others.
monday.com Pricing & Plans
monday.com pricing begins at $6 per user per month and comes with a free 14-day trial. A free plan is available for up to two users.
Learn more about this software in my in-depth review of monday.com
- Huge focus on collaboration
- Long list of supported integrations
- Spreadsheet-style pulses for task progress
- Complex pricing rubric
- No single-user plan
Wrike is an intuitive workflow management software suitable for teams of five or more, and offers an unlimited number of users. The software enables mangers to customize workflows, dashboards, reports, and request forms.
What users love: Wrike’s interface enables users to visualize priorities as Kanban boards, interactive Gantt charts, and traditional workload views. Wrike also features automation such as custom request forms that auto-assign tasks, push notifications, and deadline tracking.
Managers can access insightful data through KPI reports, resource management and allocation, and more. The workflow management software also offers a variety of different solutions depending on the type of team or organization, including marketing teams and professional service teams.
Wrike Standout Features & Integrations
Features include personalized app experience via AI Work Intelligence, user and team workload management functionality, account-wide work schedules, shareable dashboards, interactive workflow views, and more.
Integrations are offered natively for over 400 popular platforms including Microsoft, Google, Dropbox, Salesforce, and Marketo.
Wrike Pricing & Plans
Wrike costs $9.80 per user per month with a 14-day free trial and the option to invite free external collaborators. A free version is available with limited features.
Learn more about this workflow management software in my in-depth review of Wrike
- Holistic, comprehensive task modeling
- Loads of configurable features
- Many different ways to view the same data
- Not tailored for small organizations
- Could use a high-level roadmap tool
Smartsheet is an award-winning work management platform modeled after spreadsheets and allows users to organize tasks, schedules, processes, and more. It is an excellent workflow management software solution for managers currently using Google Sheets or Microsoft Excel for workflows and looking for an upgraded experience.
What users love: One of my favorite aspects of Smartsheet is that it automates calculations, even across multiple sheets. That automation enables workflow managers to gather data across multiple workflows and spaces without needing to write complex formulas.
Reporting is a strong feature of this workflow tool, with editable summary reports that can be easily exported to Excel or Sheets. The Critical Path feature highlights all the tasks that directly impact a project completion date so workflow managers can easily keep an eye on important milestones.
Smartsheet Standout Features & Integrations
Features include custom spreadsheet import, workflow automation and visualization capabilities, custom branding, and workflow automation with built-in formula calculations.
Integrations through a REST API and webhooks include Microsoft Office and Teams apps, Google Drive, Jira, Salesforce, ServiceNow, Slack, Box, and Tableau.
Smartsheet Pricing & Plans
Smartsheet pricing begins at $7 per user per month with a minimum of three users and a maximum of 25. It comes with a 30-day free trial, but there is no free version available.
Learn more about this workflow management software in my in-depth review of Smartsheet
- Easy to pull data from multiple sources
- Great alternative to Excel spreadsheets
- Well-communicated prepared-by-client (PBC) requests
- Advanced training recommended
- Paid plans start at a higher pricing tier
Hive is a project management tool, collaboration platform, and workflow management software that powers companies like Starbucks, Uber, WeWork, and IBM. Hive streamlines workflows into a centralized platform with AI-based analytics, thousands of integrations, and flexible project views.
What users love: Hive also has one of the first full email integrations of any project management tool, which allows users to send and receive Gmail and Outlook messages from the app. This enables a team to perform work and communicate in the same workflow software, removing friction created from switch-cost.
I selected Hive as a well-laid-out, comprehensive workflow management tool that can be scaled up or down based on team needs.
Hive Standout Features & Integrations
Features include an in-app messenger and email, native time-tracking, data analytics and visualization, and flexible view capabilities on both individuals and projects.
Integrations are offered either natively or through Zapier such as: with Microsoft Office and Outlook, Gmail and Google Drive, Zoom, Salesforce, HubSpot, Jira, and others.
Hive Plans & Pricing
Hive pricing begins at $16 per user per month with a 14-day free trial. There is also a free individual plan available with basic features.
Learn more about this workflow management software in my in-depth review of Hive
- Flexible project layouts
- Native email and messaging
- Has infinite subtasks
- Add external users without paying for a seat
- Lack of a desktop app or an add-on
- Calendar tools are more basic
Kintone is a customizable workflow management platform used by enterprise teams and organizations worldwide. Users can build a variety of “apps” either from scratch, using templates, or from existing spreadsheets.
What users love: To build a custom workflow management app, drag and drop elements onto the app-builder screen: rich text fields, date fields, drop-down menus, number fields with built-in calculations, spaces for attachments, user or group selection menus, related data from other apps, tables, and more. That flexibility in creating apps carries over to how a team adapts—Kintone’s flexible workflow management platform allows users to improve their workflows and adjust as needs change.
What I like most about Kintone for a workflow management platform is that it facilitates the ability to track all facets of your teams’ workflows across all the apps you create. That data can range from individual tasks and projects to multi-step approval processes with branching conditionals.
Kintone Standout Features & Integrations
Features are subjective to the “apps” being used for workflow management (giving you complete control over what you need). Common features include in-app communication, customizable filters, customizable reports and dashboards, and multi-step workflows.
Integrations through either API or Zapier include Slack, Gmail, Google Calendar, Outlook, Tableau, Dropbox, Salesforce, HubSpot, Eventbrite, WordPress, QuickBooks, MailChimp, and many more.
Kintone Pricing & Plans
Kintone pricing begins at $24 per user per month with a minimum of 5 users and a 30-day free trial (no credit card required). There are also discounts available for nonprofits and educators. While it doesn’t offer any free plans, Kintone does provide a free custom app build as part of the free trial process.
- Discounted plans for education, NGO, and government
- Low-code customized & automated workflows
- Comprehensive mobile app
- Minimum 5 user plans
- No single-user plan
- Per-user storage capped at 5GB (all plans)
Process Bliss is a workflow management software for teams and small to mid-sized businesses. The software has an excellent workflow builder that supports decision branching, loops, and dependent due dates within a familiar process flowchart view.
What users love: Creating workflows is as easy as selecting the workflow builder, choosing from their robust template library, and assigning task owners and due dates. Teams can set different owners for each step in a task, as well as customize notifications for owners. Tasks can also be automatically scheduled as recurring to ensure they’re not missed.
My favorite aspect of Process Bliss is the built-in workflow process management reporting. By serving up process quality analytics, feedback, and when steps can’t be completed, managers can measure and improve workflows.
Process Bliss Standout Features & Integrations
Features include workflow performance insights, guest access to tasks and projects, group and individual task management, and task process tracking.
Integrations include common platforms available through Zapier.
Process Bliss Plans & Pricing
Pricing starts at $10 per user per month with a 14-day free trial. No free version is available.
- Powerful task workflow builder
- Built-in process improvement capabilities
- Amazing support team and implementation help
- Discounts available for yearly subscribers and Good Causes
- Can't batch export data
- Time tracking not built-in
- No custom branding (is on the roadmap)
- No public API (is on the roadmap)
Kissflow is a low-code workflow management software solution that combines projects, cases, and collaboration within its core functionality. This solution is ideal for teams or projects whose makeup, processes, or framework require flexibility.
What users love: The platform is highly intuitive, requiring little to no effort to utilize. Users can either build on top of existing app categories like HR, Finance, or Procurement, or build one from scratch. The visual interface lets users drag and drop elements to create any number of apps with low-code or no coding required.
The customizable workflows and dynamic routing let users adapt when requirements change or as teams scale. Users can prioritize work and easily delegate work to team members. Users get instant notifications when an item is complete or requires action.
Kissflow Features & Integrations
Features include workflow process reporting, task flow tracking, trigger-based workflow automation, and custom reporting like KPI dashboards and ad-hoc reports configuration.
Integrations are offered natively or through Zapier include Google Drive, Gmail, Google Calendar, MailChimp, Slack, Microsoft Outlook, and others.
Kissflow Plans & Pricing
Kissflow pricing begins at $360 for up to 30 users a month and offers a 14-day free trial. No free plan is available.
- Holistic, comprehensive task modeling
- Loads of configurable features
- Community feedback voting for roadmap features
- Not tailored for small organizations
- Could use a better commenting system
Formerly Orchestly, Qntrl is a low-code workflow orchestration software that brings visibility, control, and automation to processes by cutting down on manual work. The platform lets users control all incoming requests for a team through a centralized interface.
What users love: Qntrl comes with integrated tools to help workflow process managers design, deploy, and iterate workflows for almost any process. Workflow managers can leverage process automation mapping experience assists in creating custom forms to quickly fetch essential data. Users can escalate issues, assign tasks, approve/reject stages, and handle huge data transfers from spreadsheets present in different verticals.
Qntrl Standout Features & Integrations
Features include robust data management and visualization, workflow-centric collaboration functionality, process mapping, real-time workflow and task status updates, low-code automation, and more.
Integrations include other Zoho products and outside applications and third-party apps through built-in APIs.
Qntrl Plans & Pricing
Qntrl offers a 15-day free trial, and its plans start at $8/user/month. The application is completely free for organizations with a maximum of 5 users.
- Modest per-user price
- Native integration with Zoho
- Great workflow visualizations (“Blueprints”)
- Webhooks can send notifications to third-party applications
- Field names have to be unique across flows
- Complex feature set has a learning curve
Admation is a project management software made for marketing teams and agencies that need a comprehensive workflow management software solution. It combines project, resource, and approval workflow management into a single space. The software enables users to manage the full production cycle of their campaigns, from project setup to resources to managing the entire approval workflow.
What users love: With a friendly user-interface, Admation offers an exceptional range of project tracking software features and tools. A central dashboard enables users to create complete visibility over projects and resources while offering an intuitive framework from which to manage all facets of work.
Admation brings intuitive workflow functions such as the ability to manage internal and external resources and templatize work and project resources. For marketers and agencies, this functionality is critical to effective workflow management for time and resource allocation.
Admation Standout Features & Integrations
Features include workload planning, integrated time tracking, brand archive, permissions & access levels (ideal for working with freelancers), and more.
Integrations include email systems and Mediaocean (formally BCC), which is ad agency finance software.
Admation Plans & Pricing
Admation pricing begins at $30 per user per month and offers a free trial and demo upon request. No free plan is available.
- View extensive history for each job
- Great for proofing material
- Track reviews and approvals
- Easily manage updates and changes
- Custom reporting tools limited to Enterprise
- Plan Can’t batch download a project
VOGSY is a workflow management tool that helps Professional Services Organizations (PSO) by unifying the essential workflows and data. That unification happens in a single, easy-to-use platform so users can automate operations from quote to cash on the Google cloud.
What users love: Its software enables users to manage workflows for sales opportunities, generate & send quotes to clients, create projects, resource management, time-tracking, and invoicing.
Setup is guided by both an in-product setup assistant, plus a dedicated customer success manager, with support provided by real developers. VOGSY is ideal for Professional Services Organizations that have complex tech stacks and want to bring their data and operations into a manageable place.
VOGSY Standout Features & Integrations
Features include a native Google Workspace user interface, AWS alternative cloud-data storage, customizable reports, native CRM functionality, automated invoicing and financial workflows, and more.
Integrations in addition to the Google Workspace include Microsoft Office and Teams, SalesForce, HubSpot, QuickBooks, Xero, and others.
VOGSY Plans & Pricing
VOGSY pricing begins at $19 per user per month. A free trial and plan are available and they offer free workshops.
- Integrates well into Google Suite ecosystem
- Beautiful graphs and management dashboards
- User-friendly, social media-like interface
- Steep learning curve for new employees
- Most workflow features limited to higher plans
- Comment text length limitations
14 days free trial
|From $6/user/month||Visit Website|
14 days free trial
|From 9.80/user/month||Visit Website|
30 days free trial
|From $7/user/month||Visit Website|
14 days free trial
|From $12/user/month||Visit Website|
30 days free trial
|From $24/user/month, minimum of 5 users||Visit Website|
14 days free trial, no credit card needed.
|From $10/user/month.||Visit Website|
14 days free trial
|From $360/30 users/month||Visit Website|
15 days free trial
|From $8/user/month||Visit Website|
Free demo and trials available
|From $30/user/month||Visit Website|
Free demo and workshops
|From $19/user/month||Visit Website|
Best workflow management software that’s free and easy to use
Easy drag-and-drop creation of Gantt charts
- Process Street
Manage recurring checklists and procedures
Workflow template library with over 200 pre-built forms
Integration-friendly collaborative workflow platform
Social media + marketing workflows & approvals
Work management software for marketing teams
100 free uses of basic workflow tools + charts
Workflow app for PMOs & professional services
Robust, enterprise-grade workflow system
Low-code iBPMS for enterprise-level processes
Simple way to manage repeatable business workflows
iPhone, iPad, & Android friendly workflow app
Build shareable forms, portals & actions
Workflow mangement with built-in DAM
Create integrated, adaptive workflows for digital ecosystems
Build custom document & file approval workflows
Online workflow management app for developers
End-to-end process intelligence & workflow automation
Need expert help finding the right Workflow Management Software?
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How To Select Workflow Management Software
Here’s a buyer’s guide covering the essentials to help you choose the right workflow management tool.
What Is Workflow Software?
At its core, a workflow management system is a set of functions for planning, configuring, and tracking business tasks.
What Does Workflow Software Do?
It varies by tool, but most workflow tools are made to help you perform these functions:
- List tasks and organize them (hierarchically, by temporal order, by project, by tag, etc)
- Map dependencies between tasks
- Set deadlines for tasks and monitor them over time
- Create diagrams that show the sequence of tasks
A lot of tools that offer a free version include those basic functions.
More advanced tools are focused around helping you automate the workflows you’ve set up. These use triggers and rules to automatically route tasks, files, and notifications to the right people, according to the trigger and rule.
Common Use Cases
I split the main use cases for workflow software into two main use cases.
Essentially, all large companies use some type of workflow management system, whether they make consumer products or deliver a service. So I find it useful to consider whether I’m looking at workflow software from a people-centric or system-centric workflow perspective.
Coordinating people-centric process
This use case focuses on organizing people by bringing their tasks, files, status updates, and comms into one place, with a clear structure to the flow of work.
This is often the case in businesses including:
- Digital agencies, development agencies, creative agencies (etc)
- Project and product teams or departments within companies
- Professional services companies
If you’re among these users, the type of workflow software that’s most useful for you will usually be focused on:
- file sharing
You also will want all these features in a no-code environment that simply organizes your business processes in a central place. Most of the products in my list here fall into this category.
Coordinating system-centric workflows
This use case focuses more on connecting business processes or systems together, integrating their functions and tech systems to create a unified workflow.
This is more common in enterprise companies, as well as in sectors including:
- IT and software
- Manufacturing and logistics
If you’re among these users, the type of workflow software that is most useful is often an enterprise-grade solution. At the very least, you need access to a REST API and SLA manager to help you orchestrate across multiple systems.
At this level, though, many companies may go beyond a workflow SaaS product and use an Integration Platform As-A-Service (iPaaS) such as Make (formerly known as Integromat) offering connectors to unify their business process systems.
Who Is Going To Use It?
- How many people are on your team?
- Who is going to use the tool, and do you require role-based access control? What other stakeholders will be involved in using or accessing the tool (ex. clients, management, and others)?
- You’ll also need to ask yourself what types of people will be using the tool in order to decide if you require something code-based or with low code or no code.
- Does this tool fit in with your existing toolkit and integrate with the right tools?
- Does it align with your use cases?
- If this is one of the first tools you’re adding, will it scale and expand in order to meet your needs as you grow? Ask yourself whether your team will use it online, or if they need something that works offline as well.
Cost Of Workflow Management Software
Prices fall into a wide range from $0-$40 per user per month. Most SaaS workflow tools are priced per user, which highlights the importance of considering how many team members will use it—as well as how many team members are going to be using it in the future.
Make sure you look at how the cost will increase as you scale—not only will your costs increase with each team member, but you may also need to bump up your plan to a more expensive tier as your business needs expand.