Below you’ll find an overview of each of the 10 best workflow management software, with screenshots, feature overviews, and pricing.
Workflow management software channels the flow of a project’s work, directing its course from A to Z. A solid workflow tool serves as a guide for the flood of project tasks that need to happen along the way, with project outcomes becoming fully formed as they flow through different processes, checks, and balances.
Workflow management software adds a layer of structure and visibility to your workflow process, helping you turn ideas into products, and concepts into processes. These tools help you ensure that the project is delivered properly and that the quality of the project is maintained.
These tools support you as you schedule tasks, collaborate with others, manage workloads, create and share documentation, and evaluate progress. Today, workflow management solutions are a must-have for keeping teams unified, especially with the growing complexity and fast pace of our multi-tasking, distributed workforce.
Taking advantage of the new capabilities offered by automation and the availability of useful data for decision-making, you can do so much better than a to-do list—you can support your team with an entire ecosystem of business process management software (AKA BPM tools) for creating efficient, optimized workflows.
The trick is in knowing how to choose the best workflow management software for your team, your business goals, and your budget. Here’s a breakdown of the best work management business applications along with key criteria to consider when choosing a workflow tool.
The Digital Project Manager is reader-supported. We may earn a commission when you click through links on our site — learn more about how we aim to stay transparent.
monday.com, an award winning platform, is one of the few workflow tools that prides itself on ‘not being a project management tool’! They’ve done away with a lot of the trimmings of typical workflow tools and focused instead on a structure and views that help clarify the sequence of work that needs to be done.
You put tasks on a board, and then you add in the steps you’ll need to take to get it done. It’s vaguely similar to a spreadsheet (a nicer-looking one)— if you’re currently using spreadsheets for project management, monday.com is a good choice because it can round out your workflow with alerts, notifications, integrations, and automated processes. monday.com’s features include a customizable task board for managing task status, assignee, due date, hours spent, and more.
The tool offers multiple views of work—view by list, by geographical map, on a Kanban board, and others. It also offers a great project dashboard with a Gantt chart style overview for checking all projects that are underway.
Apart from that, monday.com enables big picture views using dashboards that collect data from multiple boards, allowing better tracking abilities of progress. It doesn’t offer much in the way of financial reporting, though, so for budget-related reports you’d want to look at 3rd party integrations.
monday.com’s integrations include Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and many more that are accessible via Zapier. For help setting up integrations, the company’s customer support is available 24/7 by phone or email.
monday.com costs from $6/user/month and comes with a free 14-day trial. They offer a free plan for up to 2 users.
- Huge focus on collaboration
- Long list of supported integrations
- Spreadsheet-style pulses for task progress
- Complex pricing rubric
- No single-user plan
Smartsheet is based on spreadsheets and allows users to organize tasks, schedules, processes, and more on spreadsheets.
Smartsheet is a spreadsheet-like project management tool. It has won a few awards for quickly becoming a favorite business app. It’s a nice workflow management software if you’re comfortable working in Excel but want a break from complicated formulas—Smartsheet performs all the calculations for you across multiple sheets. You can also add customized brand logos and set color themes for individual projects.
Smartsheet has useful features such as workflow automation and visualization of tasks in Gantt, calendar, and card views. Team members get notified of critical changes in real-time, and the tool provides shared views, detail history, activity logs, automated alerts, reminder, and status reports to keep everyone aligned and informed.
The Critical Path feature highlights all the tasks which directly impact your project completion date to keep an eye on important milestones. Reporting is a strong feature of this workflow tool, with editable summary reports that you can easily export to Excel.
Smartsheet integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, ServiceNow, Slack, Box, and Tableau. The platform is extensible through a REST API and webhooks.
Smartsheet costs from $7/user/month, with a minimum of 3 users and a maximum of 25 users. They also offer a 30-day free trial.
- 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. With AI-based analytics, thousands of integrations, flexible project views, and more, Hive streamlines your workflow in one centralized platform. Used by teams of varying sizes, from 10 people to 1,000, Hive is a great option for a diverse range of companies and work styles.
Hive’s time-tracking, analytics, and flexible view capabilities allow for a transparent understanding of other team-members work and upcoming projects. Hive also has one of the first full email integrations in any project management tool, which allows you to send and receive Gmail and Outlook messages from the app. Choose Hive if you’re in the market for a well-laid-out, comprehensive workflow management tool that can be scaled up or down based on team needs.
The tool costs $12 per user per month when billed annually.
Summary of Hive:
- Automation: Pass
- KPI Reports: Pass
- Deadline Tracking: Pass
- Integration: Pass
- 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 tool used by teams at Volvo Trucks North America, Japan Airlines, Shiseido, LiveWell Colorado, and over 23,000 organizations worldwide. Their unique approach to workflow management lets you build a wide variety of customizable “apps” either from scratch, using templates or from your existing spreadsheets, for data management, business processes, and workflows. Kintone apps can be customized for project management, sales CRM, customer databases, expense reports, shared to-do lists, equipment management, product feedback, and much more.
Kintone lets you build custom workflow management apps by dragging and dropping elements that you want to see onto the page: 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. Your workflow management solution can look and work however you want it to.
What makes Kintone particularly great for workflow management is that it empowers managers to track all facets of their teams’ workflows, from individual tasks and project data to multi-step approval processes with branching conditionals. Kintone’s flexible workflow management platform allows users to quickly improve their workflows as they go and adjust processes as their needs change.
Supporting features for workflow management include the ability to filter tasks by data field or team member to generate custom reports or dashboard views, and automate reminders and handoffs between team members for multi-step workflows. You can also view, edit, and update workflows from a desktop web browser or the platform’s mobile app.
Kintone’s built-in communication features also allow teams to discuss workflows and tasks directly in the workflow apps and in topic or project-based threads. Dedicated “spaces” organize everything your team needs, including task-tracking apps and searchable conversation threads.
There are so many ways to customize Kintone it can be hard to know where to start. Read the starter blog “What Can You Build with Kintone?” or watch Creating an App from Scratch for a quick look at how the drag-and-drop builder works.
Kintone lets you expand its capabilities with both free native plugins built by the Kintone team as well as integrations with other tools like Slack, Gmail, Google Calendar, Outlook, Tableau, Dropbox, Salesforce, HubSpot, Eventbrite, WordPress, QuickBooks, MailChimp, and many more through a paid plan with Zapier or via API integrations.
Kintone costs $24/user/month with a minimum requirement of 5 users. They offer a 30-day free trial (no credit card required) and discounted prices for nonprofits and educators. Kintone’s team also offers 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)
Next Matter is an workflow management platform for scaling businesses where you get a dedicated partner with management consulting and technical experience, a personalized implementation and onboarding plan, technical support for integration and platform design, and guided rollout and onboarding sessions for teams.
Next Matter comes with customization and automation features for tasks and workflows and integrations with popular third-party tools. With Next Matter, you can scale processes without knowing how to code, the need for consultants, or IT project management skills.
Next Matter lets you build and launch no-code operations tools and solutions using building blocks like barcode scanning, electronic signatures, and external access.
Next Matter integrates with tools such as BambooHR, Basecamp, Box, DocuSign, Dropbox, Freshworks, Gmail and Google Workspace, Hootsuite, Hubspot, Jira, MailChimp, Microsoft Dynamics 365, Miro, Oracle Suite, Quickbooks, SAP ERP, Sage, Salesforce, Slack, SurveyMonkey, Trello, Workday, Xero, Zendesk, monday.com, and other apps.
Next Matter costs from $29 per user/per month (minimum 10 users).
- Rules-based automation for everything
- Dashboard overview for status and escalations
- Streamlined collaboration for external users
- No-code/Low-code, drag and drop process builder
- No single-user plan
- Minimum of 10 seats
- Not tailored for small organizations
Process Bliss is a powerful workflow management system for teams and small to medium businesses. The tool includes strong template features and an excellent workflow builder that supports decision branching, loops, dependent due dates, and data and file capture within a familiar process flowchart view.
Templates are centralised in an easy to navigate folder structure that supports permissions. Users can also build their own templates using the workflow builder. Tasks can be created one-off or from templates, and 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.
The tool also includes built-in process improvement, which is achieved by features for process quality analytics and template feedback, as well as the ability to record when steps can’t be done and why, which assists in improving workflows on an ongoing basis.
Pricing starts at $10 per user per month.
- Powerful task workflow builder
- Built-in process improvement capabilities
- Great workflow progress reports
- Amazing support team and implementation help
- Can't batch export data
- Time tracking not built-in
- No custom branding (is on the roadmap)
- No public API (is on the roadmap)
Miro is a collaborative online whiteboard with over 1,000 templates including mind maps, Kanban boards, Gantt charts, product wireframes, research boards, and flowcharts. It’s trusted by 99% of the Fortune 100, and used by teams at TransUnion, HP, Upwork, Cisco, Qlik, and Atkins. Miro’s visual platform is built for hybrid work, and has robust resources for continuous learning like Miro Academy, online events, and a community forum.
One of Miro’s many functionalities is as a workflow management tool with a focus on interactive, visual work boards. Visualize, chart, and share workflows with your team with ease — and watch your project go from idea to execution all in one place.
At The Digital Project Manager, we use Miro to map out content clusters and to visualize content workflows from start (brainstorming ideas) to finish (publishing the content on our site).
Miro has integrations with a whole suite of tools, including Zoom, Figma, Asana, Microsoft Teams, Jira, Slack, Google Drive, Box, Airtable, Notion, Azure, and Webex. Some integrations are limited to paid plans only.
Miro is free to use for unlimited members with up to 3 editable boards. Paid plans start at $8/user/month (billed annually).
- Free forever plan available
- Intuitive and easy setup
- Built-in communication features for streamlined collaboration
- Visitor/guest accounts locked to paid plans only
- Zooming can be jumpy on larger projects
- Free version does not allow high-quality export to pdf
This is the buffet of workflow management software. Combining projects, cases, and collaboration with its core functionality, workflows, Kissflow offers a unified digital workplace for all forms of work, both manual and automated. The visual interface lets users drag and drop elements to create any number of apps without any coding. Users can either build on top of apps spanning across multiple categories like HR, Finance, or Procurement in their gallery or build one from scratch.
The platform is highly intuitive and requires little to no effort to learn. 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.
Further, users can identify bottlenecks, track task flows, and drastically improve efficiency. Kissflow is intrinsically connected with G-suite and users can make use of its open API to integrate with any other tool.
There’s nothing else quite like Kissflow on the market. This tool offers highly configurable, trigger-based workflows and advanced reporting features like KPI dashboards and ad-hoc reports configuration. Kissflow is a good tool for teams or projects whose makeup, processes, or framework can experience change at the drop of a hat.
However, for users who are building workflows that require more system integrations rather than human tasks, Kissflow may not have all the features required.
Kissflow starts at $360/month for up to 30 users and offers a 14-day free trial.
- 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
Quixy is a user-friendly no-code business application platform that empowers users with no coding skills to automate workflows and processes. Users can assess, design, model, implement, monitor, and modify any processes using simple and efficient drag and drop design.
Quixy provides dozens of pre-built workflow applications for a variety of use cases such as CRM, project management, HRMS, travel and expense management, helpdesk and incident management, and much more. Quixy also offers automation options, and users can build custom workflows and processes to fit the needs of their team or department. The tool also includes capabilities for tracking project and task milestones.
The platform is rated Leader – Asia Pacific for No-Code Application Development on G2. The platform is ISO 27001 and SOC 2 Type 2 certified. Quixy’s API allows integration with other third-party apps and tools.
Pricing starts at $10/user/month.
- Simple drag and drop workflow design
- Workflow building requires zero coding skills
- Excellent data tables and app referencing
- No in app collaboration with other users in the workflow
- More online help content welcomed
- Could benefit from larger variety of app templates
Admation is a project management software made for marketing teams and agencies that want the benefit of multiple features rolled into one comprehensive tool. Combining project, resource, and approval workflow management, Admation enables users to manage the full production cycle of their campaigns, from project set up to resources to managing the entire approval workflow.
With a user-friendly interface, Admation offers an exceptional range of project tracking software features and tools. A central dashboard enables you to have complete visibility over your projects and resources while offering an intuitive framework from which to manage all facets of your work.
Features include briefing templates, project resource templates, project timelines, scheduling and assigning tasks, document approval, capacity planning, department dashboard & calendar, resource allocation, timesheets and time tracking, a complete brand archive, permissions & access levels, tags & keywords, a secure digital storage system for your finalized ads, and more. Integrations include email systems and Mediaocean, formally BCC, which is ad agency finance software.
Admation costs from $30 per user per month and offers a free demo and free trial upon request.
- 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
14 days free trial
|From $6/user/month||Check out monday.com|
30 days free trial
|From $7/user/month||Check out Smartsheet|
14 days free trial
|From $12/user/month||Check out Hive|
30 days free trial
|From $24/user/month, minimum of 5 users||Check out Kintone|
14 days free trial
|From $29/user/month (minimum 10 users)||Check out Next Matter|
14 days free trial, no credit card needed.
|From $10/user/month. Yearly subscribers receive two months free. Further discounts for Good Causes.||Check out Process Bliss|
|From $8/user/month||Check out Miro|
14 days free trial
|From $360/30 users/month||Check out Kissflow|
21 days free trial
|From $10/user/month when billed annually||Check out Quixy|
Free demo and trials available
|From $30/user/month||Check out Admation|
Best workflow management software for optimizing processes
Workflow automation exclusively for G Suite
Easy drag-and-drop creation of Gantt charts
Easy-to-use, free workflow software
- 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?
We’ve partnered with the software comparison portal Crozdesk.com to help you find the right solution. Crozdesk’s Workflow Management Software advisors can give you independent advice and shortlist software products that best fit your specific needs. Our partnership gives you free access to their tailored software selection advice and community negotiated discounts, taking the hassle out of the research process.
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 the selected vendors. To get started, please submit the form below:
Workflow Management Tool: Selection Criteria
Some workflow automation software is more comprehensive than others—some are focused on managing the workflow itself (assigning tasks, creating dependencies, tracking deadlines). This type of application might also go by the name of workflow diagram software or flowchart software.
Others offer a more robust workflow management system as part of a broader resource management software or project management software. As such, they offer a suite of additional business features for creating process forms, handling invoices and payments, modeling data, managing a project portfolio, and more.
In our selection of workflow management software, we narrowed down our criteria to a few key points. These are the essential functions of a useful workflow tool:
This is the whole point of using workflow software. We examine the tools’ 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 and full customization for automations, including custom workflows, automated notifications, business rules, process automation, and more.
2. KPI reports
This is usually some type of dashboard with graphic displays of your workflow stats. KPI and metrics reporting not only gives team members insight into their task or project status, but also gives management insight into where inefficiencies are occurring so you can optimize your business processes.
3. Deadline tracking
Even with a dashboard, when you’re running dozens of workflows, it’s easy to lose sight of deadlines. To be useful, a workflow tool has to offer a clear system for SLA indicators. Tools use notifications, color-coding, and dashboard views that display tasks by due date in order to help you manage deadlines.
Nowadays, all projects require multiple tools. Your workflow management software absolutely must integrate with other apps that you use for your business. This includes calendars, CMS, development tools, databases, email and communication tools, payment processing apps, and more.
The value that you get from a workflow tool has to align with the price you’re paying. The best workflow software for you won’t require you to pay for features you don’t need or users you don’t have. We evaluate a tool’s pricing based on its simplicity, transparency, and value offered at the price.
What Does Workflow Management Software Do? (And How It Can Help You)
What Is Workflow Software?
At its core, a workflow management system (WMS) is a set of functions for setting up, doing, and monitoring business tasks.
What Does Workflow Software Do?
Workflow management software goes by many names—you might hear it referred to as including BPM software, or simply process management software. No matter what you call it, all workflow tools offer an interface for visually representing your workflow and optimizing its many moving parts.
Freelancers, agencies, enterprises, and everyone in between can benefit from some kind of workflow tool, with the aim of increased productivity, reduced costs, better communication, and a fluid exchange of information within a project.
You can use workflow management software for anything from monitoring deadlines at an individual level, to automating recurring tasks and setting up automated processes on a project level, to evaluating and optimizing project performance on a business level.
Workflow software automates these processes. It contributes to a BPM framework or methodology.
What Is BPM Framework?
A BPM framework (business process management) framework is a process-centric framework that provides definition for and visibility into an organization’s sets of coordinated tasks.
What Is BPM Methodology?
BPM methodology aims to simplify business processes from end to end in order to increase productivity and efficiency. BPM methodology includes analyzing business processes, creating new frameworks, and monitoring processes for continuous optimization.
How To Choose The Best Workflow Management Software?
The best workflow software out there is one that aligns closely with the requirements of your business processes. When choosing, ask yourself:
What Do You Need It For?
When asking this, you’re really trying to identify: are my processes human- or system-centric? A human-centric workflow focuses more on bringing people and their tasks, documents, timesheets, and progress into one place, as well as increasing team collaboration. A system-centric workflow focuses on bringing different business processes or systems together, integrating their functions to create a unified workflow in one space.
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.
When thinking of your team, it’s easy to assume that a large team necessarily needs more complex workflow functions. However, keep in mind that even large projects can work best with simple workflows where all that’s really necessary is the ability to assign tasks, share documentation, and track deadlines. On the flip-side, even small businesses with very small teams can have complex workflows that benefit from advanced reporting, resource management, and optimization features.
When thinking of your team, it’s easy to assume that a large team necessarily needs more complex workflow functions. However, keep in mind that even large projects can work best with simple workflows where all that’s really necessary is the ability to assign tasks, share documentation, and track deadlines. On the flip-side, even very small teams can have complex workflows that benefit from advanced reporting, resource management, and optimization features.
How Would That Fit Into Your Process?
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.
How Long To Get It Running Smoothly?
Is it easy to implement? Along with this, look at the ease of team member and employee onboarding, as well as the ease of use: is it a tool that your team can easily learn to use? Does it require coding to use or does it provide a drag and drop interface for making changes?
Also consider the customer experience from your end. Many tools offer different levels of support based on your pricing tier—does it offer technical support, or will you be left hanging? Finally, is the solution hosted, or will you maintain the infrastructure behind it?
How Much Does It Cost?
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.
What Do You Think?
What did you consider when choosing a workflow management software? What’s your experience with choosing and using workflow software? Share with our community what you think is the most important consideration in selecting a workflow tool.