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The 10 Best Workflow Management Software Of 2023

The Best Workflow Management Software

I’ve assessed, reviewed, and selected the best and most popular workflow management software available in 2022. Here’s my selection of 10 of the best workflow tools for creating repeatable process and keeping your teams and tasks on track.

  1. monday.com

    Best workflow management software for automating manual processes

  2. Jotform Enterprise

    Best for custom workflows

  3. DocuWare

    Best for document management & e-signatures

  4. Wrike

    Best workflow management software for reconnecting siloed teams

  5. Height

    Best workflow management software with engaging team collaboration features

  6. Celoxis

    Robust, enterprise-grade workflow system

  7. Qntrl

    Best workflow management software for cross-functional enterprise workflow automation

  8. Nifty

    Best for automated workflow management

  9. Lucidchart

    Best diagramming application for workflow management

  10. Kintone

    Best workflow management software for designing custom workflow apps

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 my selection criteria and an overview of each of the tools, plus screenshots, feature overviews, pricing, and other key considerations for choosing a workflow tool.

workflow management software logos list

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How I Picked the Best Workflow Management Software

Some workflow management software—like workflow diagram software 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. I also delineate whether integrations are native or require Zapier.
  • 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 the price based on features available at the standard vs. premium plans, based on per-user or feature pricing models, and how the overall offering matched the average seen on the market.

Need expert help finding the right Workflow Management Software?

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It takes just a minute to submit your requirements and they will give you a call at no cost or commitment. You’ll get custom product shortlists covering the top solutions that best fit your specific needs from their team of software experts (via phone or email) and they can even connect you to your choice of selected vendors. To get started, please submit the form below:

The 10 Best Workflow Management Software

The following overviews highlight information from my selection criteria above, links to that software provider’s website, and standout features users like myself find especially valuable. You’ll also find details on plan pricing, pros and cons, and whether a free plan and/or trial are available.

1

monday.com

Best workflow management software for automating manual processes

monday.com is a project management software used across diverse industries, rapidly growing teams, and enterprise organizations. 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.

Why I picked monday.com: 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 templates inside of their workflow operating system (Work OS), with workflow automation, data visualization, robust workflow customization for task boards, managing task status, assignees, due dates, 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.

14-day free trial + freemium plan available

From $10/user/month

Pros

  • Large workflow template library to jumpstart planning
  • Work OS—A specifically designed workflow system for custom workflow apps
  • Lots of integrations to support 3rd party data
  • Out-of-the-box workflow automation recipes

Cons

  • Limited export functionality for reports
  • Doesn't easily scale for rapid operations growth
  • Minimal multi-lang support
2

Jotform Enterprise

Best for custom workflows

Jotform Enterprise is a powerful and user-friendly workflow management software that helps businesses streamline their online processes. Its intuitive drag-and-drop interface allows users to manage forms, create workflows, and automate tasks. It includes features such as an unlimited number of form fields and advanced integrations with third-party services like Google Drive, Dropbox, and Zapier.

The platform also offers powerful analytics tools to track user engagement and performance. Users can easily design workflows from scratch or customize existing templates in minutes. Jotform Enterprise allows users to build custom reports from their collected data which can be used for analysis and decision-making. This makes it easy for business owners to track progress toward goals in real-time and make informed decisions faster.

Jotform Enterprise provides users with a wide range of workflows, forms, reports, and automation tools that can be used to build custom applications tailored to their needs. The platform allows users to create customized forms for collecting data from customers or employees and then create automated workflows based on this data. These workflows can automate everyday tasks such as customer onboarding, order processing, invoicing, approvals, reminders, notifications, and follow-ups, allowing businesses to save time by eliminating manual processes.

Users can set up automated form submissions so that all incoming data is automatically sent to the designated destination, like the database or email. This eliminates the need for manual inputting of data and ensures accuracy by reducing human error associated with manual entry. With conditional logic, users can program their forms so that different responses lead to different actions being taken. This helps streamline processes by eliminating unnecessary steps and ensuring that only relevant questions are asked of users. 


Free plan available

From $34/user/month

3

DocuWare

Best for document management & e-signatures

DocuWare is an enterprise content management system that helps organizations organize, manage, and store digital documents in a secure environment. It enables users to create a central repository for all digital documents related to their business operations. This allows employees to access documents quickly and securely anytime, anywhere.

Why I Picked DocuWare: DocuWare allows users to store documents in multiple versions, so they can always access the most up-to-date version. All documents stored in DocuWare are digitally signed and encrypted for maximum security. It also provides tools that enable users to search for documents quickly and easily using keywords or other metadata associated with them. DocuWare integrates with existing systems like Microsoft Office 365 or Google Workspace so users can easily share documents between those applications as well as within the system itself. It comes with business intelligence tools that allow users to gain valuable insights into their operations. Users can track performance data over time or generate reports based on specific criteria such as document type or date range. This helps them identify areas where improvements can be made and make informed decisions about using resources for maximum efficiency.

DocuWare can help streamline workflows through automation, helping organizations reduce manual processing time and increase efficiency by ensuring that tasks are carried out in an organized fashion. Users can set up individual tasks for different team members with flexible efforts and deadlines. Everyone involved is kept up-to-date with customized notifications when tasks are assigned, changed, or completed. When new customer orders come in, they can be automatically routed through specific departments based on predetermined criteria such as order type or customer segmentation—saving time as employees don’t have to manually route each order themselves. DocuWare's substitution rules allow administrators to assign users as “substitutes” in the event of unavailability due to sickness or vacation, meaning that tasks and projects continue regardless of potential staff absences.

DocuWare Standout Features & Integrations

Features include workflow automation, contract & esigning, contract management, payments & invoicing, document management, process planning, and mobile app.

Integrations include 500 different apps across email, team portals, CRM, ERP, HR systems, and homegrown software; for example, SAP, Outlook, Quickbooks, Sage, Oracle, SharePoint, and Microsoft Dynamics.

DocuWare Plans & Pricing

DocuWare offers pricing upon request and offers a 30-day free trial.

30-day free trial + free demo

Pricing upon request

Pros

  • E-documents easy to create, send, share, remind
  • Quick to implement and user friendly
  • Easy integrations to hundreds of third party tools

Cons

  • Bulk forms don't notifiy inidvidual completion
  • No free trial available
4

Wrike

Best workflow management software for reconnecting siloed teams

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.

Why I picked Wrike: The software’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.

14-day free trial

From $9.80/user/month

Pros

  • In-app chat to reduce switch cost for collaboration
  • Easily visualize workflow performance
  • Individuals and teams can track workloads
  • Comprehensive workflow modeling

Cons

  • Long onboarding/migration from previous solution
  • High learning curve to fully utilize
  • Not suitable for small organizations
5

Height

Best workflow management software with engaging team collaboration features

Height is a workflow management software that enables users to create and manage multiple projects within the same workspace, making it ideal for businesses with multiple teams or departments working on different projects simultaneously. Their software acts as a central repository for all your tasks and monitors each task's progress to see how close you are to completing a project at any given time.

Why I picked Height: Their collaboration features allow organizations to combine their members' perspectives, insights, and ideas into one collective space. In any given group, multiple users can simultaneously chat with each other to brainstorm ideas or complete tasks. When collaborating in real-time, users can @mention another user to get someone’s attention and share files directly within the conversation.

Height also offers reacjis, GIFs, and stickers within chats, adding style and personality to each conversation—further customizing the user's messaging experience in whatever way desired. Height's customizable keyboard shortcuts give users the power to do more with their existing keyboards. They can create commands and hotkeys quickly while avoiding the need to memorize keystrokes or fumble with menus.

Height Standout Features & Integrations

Features include automated workflows, task assignments, deadlines, progress tracking, and real-time updates. These features work together to ensure your tasks are completed on time and that your projects stay on track. Height also helps identify potential issues early on so they can be addressed quickly, and offers user or role-based permission settings.

Integrations are available with Discord, Figma, Fivetran, Git Hub & Git Lab, Notion, Sentry, Slab, Slack, and Zendesk. You can also connect your Height workspace with other third-party applications like Google Drive, Dropbox, and OneDrive.

Height Pricing & Plans

Pricing for Height starts at $8.50/user/month and includes a 30-day free trial. They also offer a freemium plan with limited features as well.

30-day free trial

From $8.50/user/month

6

Celoxis

Robust, enterprise-grade workflow system

Celoxis is a web-based software for managing projects, resources, issues, risks, timesheets, workflows, and collaboration. Team members and project managers can customize project dashboards, project KPIs, and reports to track project progress and workflow in real-time.

Through Celoxis, teams can create custom “apps” that help track business processes. Features such as notifications, escalation and routing rules, automation, and time-driven actions ensure project managers create and use a workflow that works for their teams and their projects.

Another useful feature is the ability to include clients in workflow processes, allowing them to collaborate efficiently and in real-time.

Celoxis costs $25/5 users/month. The tool is available as a cloud service or can be installed on-premise.

30-day free trial

From $25/user/month

Pros

  • Gantt view is extremely customizable
  • Great scheduling and resourcing
  • In-app timer allows you to easily track time

Cons

  • Tasks in a project cannot be assigned to clients
  • Can’t add custom fields to a discussion
  • UX flow and menu structure can be confusing
7

Qntrl

Best workflow management software for cross-functional enterprise workflow automation

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.

15-day free trial

$8/user/month

Pros

  • Webhooks can send notifications to third-party applications
  • Great workflow visualizations (“Blueprints”)
  • Native integration with Zoho
  • Modest per-user price

Cons

  • Complex feature set has a learning curve
  • Field names have to be unique across flows
8

Nifty

Best for automated workflow management

Nifty is a project management app for automated workflow management. Nifty gives you the ability to manage tasks, track project milestones, communicate with teammates, create collaborative documents, and share and discuss files in a centralized workspace.

Nifty's Milestones feature lets you view your task progress and automate progress updates based on the completion of related tasks. You can also block tasks that are dependent on the completion of prior tasks. Nifty also lets you create recurring schedules.

Nifty integrates with Github, Google Drive and Calendar, Microsoft Suite, Slack, and Zoom with native integrations and more than 1000 integrations are available through Zapier.

Nifty costs from $39/month and offers a 14-day free trial. Nifty also offers a free forever plan for up to 2 projects and an unlimited number of team members.

14-day free trial

From $9 /user/month

9

Lucidchart

Best diagramming application for workflow management

Lucidchart is a cloud-based workflow management solution. This centralized platform helps you create flows of business processes, then share process maps with colleagues. Key features include feedback management, graphs, data import, customizable templates, and an infinite canvas for building out intelligent diagrams of your most critical workflows.


You can also use the software to build organizational charts and upload employee data, identifying the requirements of various team members. Critical documents can be managed by configuring user access and providing view-only licenses.


This software integrates with popular applications such as Slack, Salesforce, GitHub, and LinkedIn Sales Navigator, and fits within a suite of additional Lucid Software products for collaboration and ideation (Lucidspark) and cloud visualization (Lucidscale).


Lucidchart costs from $7.95/month per user. A limited free version is also available.

Free trial available

From $7.95/user/month

10

Kintone

Best workflow management software for designing custom workflow apps

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.

Why I picked Kintone: It's easy to build a custom workflow management app—all you have to do is drag and drop elements onto the app-builder screen and click build! Elements include 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.

As a workflow management platform, Kintone 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.

30-day free trial

From $24/user/month

Pros

  • Onboarding support to help you set up
  • Comprehensive mobile app
  • Low-code customized & automated workflows
  • Discounted plans for education, NGO, and government

Cons

  • Per-user storage capped at 5GB (all plans)
  • Some workflows are dependent on external apps
  • Minimum 5 Users per plan

Summary Of The Best Workflow Management Software

Here’s a table summarizing basic info about the tools described in this article. View pricing as well as the availability of free trials to make a quick side-by-side comparison.

Tool Free Option Price
1
monday.com

Best workflow management software for automating manual processes

14-day free trial + freemium plan available

From $10/user/month Visit Website
2
Jotform Enterprise

Best for custom workflows

Free plan available

From $34/user/month Visit Website
3
DocuWare

Best for document management & e-signatures

30-day free trial + free demo

Pricing upon request Visit Website
4
Wrike

Best workflow management software for reconnecting siloed teams

14-day free trial

From $9.80/user/month Visit Website
5
Height

Best workflow management software with engaging team collaboration features

30-day free trial

From $8.50/user/month Visit Website
6
Celoxis

Robust, enterprise-grade workflow system

30-day free trial

From $25/user/month Visit Website
7
Qntrl

Best workflow management software for cross-functional enterprise workflow automation

15-day free trial

$8/user/month Visit Website
8
Nifty

Best for automated workflow management

14-day free trial

From $9 /user/month Visit Website
9
Lucidchart

Best diagramming application for workflow management

Free trial available

From $7.95/user/month Visit Website
10
Kintone

Best workflow management software for designing custom workflow apps

30-day free trial

From $24/user/month Visit Website

Other Workflow Management Software Worth Considering

I haven’t had a chance to review these properly, but if the tools included in the review aren’t working for you, consider checking out these additional BPM tools:

  1. Smartsheet

    Best workflow management software for spreadsheet lovers

  2. beSlick

    Best workflow management software to identify and improve work processes

  3. Kissflow

    Best enterprise workflow management software

  4. Quixy

    No-code workflow management software

  5. Forecast

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

  6. Process Street

    Best for managing recurring checklists and procedures

  7. Pipefy

    Build shareable forms, portals & actions

  8. Avaza

    iPhone, iPad, & Android friendly workflow app

  9. Asana

    Best workflow management software that’s free and easy to use

  10. Hive

    Best small business workflow management software

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?

Workflow management software is a platform or tool that enables users to coordinate the planning, configuring, and tracking of work to accomplish an objective or goal.

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:

  • collaboration
  • scheduling
  • 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
  • Transportation

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.

More Workflow Management Resources

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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4 Comments

  • Ben, thank you for the great guide to choosing workflow software. I would also add role-based access control and routing as well as backup and security as important criteria that all workflow management software should have.

    Reply

  • Hi ,first at all congratulations for your article, strong content and very useful. I will suggest to include LeanDNA and Tableu.

    Reply

  • Any reason you missed https://tallyfy.com ? :)

    Reply

    • It's there!

      Reply

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