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Boost Your Team’s Efficiency: Best Workflow Management Software of 2019

By 08/10/2018 4 Comments

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 current of project tasks that need to happen along the way, with the project outcomes being fully formed as they flow through different processes, check, and balances.

Workflow Management Software Logo Soup

Workflow management software adds a layer of structure and visibility to your workflow, helping you turn ideas into products, and concepts into processes. These tools helps 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 software is a must-have for keeping teams unified, especially with the growing complexity and fast pace of our multi-taking, 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 tools (BPM tools) for creating efficient, optimized workflows.

The trick is in knowing how to choose best workflow management software for your team, your business goals, and your budget. Here’s a break-down of the best workflow management software along with key criteria to consider in choosing a workflow tool.

What Does A 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 a your workflow and optimizing its many moving parts.

Ways - Workflow Management Software

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 on a project level, to evaluating and optimizing projects’ 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 businesses 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.

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The Best Workflow Management Software To Boost Your Team’s Efficiency

Featured - Workflow Management SoftwareThe sheer variety of BPM tools is enough to overwhelm you! We examine the following tools:

  1. –
  2. DoneDone –
  3. Hive –
  4. WorkflowGen –
  5. Kissflow –
  6. Gmelius –
  7. Wrike –
  8. Asana –
  9. inMotionNow –
  10. Pipefy –

At the bottom of the post, we include a table summarizing basic info about the tools described in this article as well as an explanation of our selection criteria, so you can understand how we made this list of workflow management software.

The Best Workflow Management Software To Boost Your Team’s Efficiency

  • 9.8
  • free 14-day trial
  • from $17/month for 2 users –, an award winning platform, is one of the few workflow tools that prides itself in ‘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, is a good choice because it can round out your workflow with alerts, notifications, integrations and automated processes.’s features include a customizable task board for managing task status, assignee, due date, hours spent, etc.

Monday screenshot - workflow management tools

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, enable big picture view 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.’s integrations include Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible via Zapier. For help setting up integrations, the company’s customer support is available 24/7 by phone or email. pricing starts at $17/month for two users.

Summary of

  1. Automation: Pass
  2. KPI Reports: Pass
  3. Deadline Tracking: Pass
  4. Integrations: Pass
Score: 9.8
  • 10
  • 30-day free trial
  • Starting at $5/per user/per month ($4/per user/per month for annual plans)

DoneDone –

DoneDone is the simple workflow management app for teams that want to avoid too much complexity and quickly get things done.

Users access a sleek dashboard that displays all projects, tasks, docs, files, statuses and due dates. Manage deadlines and urgency by setting task priority, which ranges from Low to Critical with respective color coordination. You can set up Custom Workflows and Statuses to save you time and energy by automatically generating recurring task workflows.

Create tasks manually or let external parties automatically post new tasks to DoneDone via “Mailboxes.” Mailboxes automatically create tasks in DoneDone when your customers submit web forms or send emails to an email address of your choice (such as [email protected]).

You can assign and reassign tasks to anyone within a project. DoneDone will automatically send them notifications that new tasks have been assigned to them. You can run KPI reports on tasks and Mailbox conversations to see how your team is keeping pace.

DoneDone also has a mobile app and pre-built integrations with other applications such as Slack and Glip. The app has just about everything most teams need for day-to-day workflow management, yet DoneDone is still known for its simplicity. It’s robust enough to handle complex projects and simple enough that it can be used by non-technical employees across various departments in your organization.

DoneDone starts at $5/month per user. They offer a 20% discount for annual plans.

Summary of DoneDone:

  1. Automation: Pass
  2. KPI Reports: Pass
  3. Deadline Tracking: Pass
  4. Integration: Pass
Score: 10
  • 9.8
  • 14 days free trial.
  • from $12/user/month.

Hive –

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 screenshot - workflow management software

Hive’s time-tracking, analytics and flexible view capabilities allow for 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:

  1. Automation: Pass
  2. KPI Reports: Pass
  3. Deadline Tracking: Pass
  4. Integration: Pass
Score: 9.8
  • 9.5
  • free demo
  • $3,900/year for 10 users

WorkflowGen –

This workflow management tool is miles above your Kanban cards and color-coded deadline alerts. WorkFlowGen was created by ADVANTYS, who has built a large portfolio of leading business applications over the past 20+ years. Overall, this tool is especially well-suited for teams whose workflow requires high levels of configuration and handles a high volume of process instances. It’s a well-developed, enterprise-grade BPM tool with some of the most advanced features you’ll find, appropriate for environments that lean toward the technical side. However, for smaller agencies and creative teams, the technically advanced nature of this tool is a bit much.

workflowgen screenshot - workflow management softwareWorkFlowGen offers many advanced process design features in their workflow builder and form designer, as well as advanced search functions and the ability to perform operations on data. Automation and process optimization features strongly in this tool, with functions that enable bulk approvals and one-click approvals across processes. The reporting function is also robust, providing users the ability to generate custom charts, reports, and dashboard displays.

In terms of integrations, WorkFlowGen’s technical infrastructure makes it a dream BPM tool for IT enterprises—its GraphQL API, webhooks, Node.js integrations, and extensive Azure integration capabilities offer deep levels of customization and data manipulation.

WorkFlowGen costs from $3900/year for 10 users.

Summary of WorkFlowGen:

  1. Automation: Pass
  2. KPI Reports: Pass
  3. Deadline Tracking: Pass
  4. Integrations: Pass
Score: 9.5
  • 10
  • free 14-day trial
  • from $149/month for 30 users

Kissflow –

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, Procurement in their gallery or build one from scratch.
kissflow screenshot - workflow management software

The platform is highly intuitive and requires little to no effort to learn. The customizable workflows and dynamic routing lets users adapt when requirements change or as teams scale. Users can prioritize work and easily delegate work to the 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 costs from $149/month for 30 users, $390/month for 100 users, and starts at $1,000/month for Enterprises.

Summary of Kissflow:

  1. Automation: Pass
  2. KPI Reports: Pass
  3. Deadline Tracking: Pass
  4. Integration: Pass
Score: 10
  • 9.8
  • free trial
  • from $9/user/month

Gmelius –

Gmelius is a workflow management software that allows teams to work better and faster by collaborating on clients and projects and automating work processes without leaving their inbox. Designed for teams to automate workflows, Gmelius transforms Gmail into a helpdesk, project management, and unique collaborative automation solution. Its interface is designed to be user-friendly and intuitively feels like you are simply using a more powerful version of Gmail.

Gmelius screenshot - Workflow Management Software

Gmelius empowers the Gmail inbox with a range of automation and collaboration tools, and allows users to combine them together to manage their workflows more efficiently. Kanban boards integrated into Gmail inbox give teams visibility on the status of each project. Sequences automate workflows with “If this, then that” directions. Shared Inboxes let teams manage group emails like [email protected] and [email protected] directly from their personal Gmail inboxes, while email and ticket assignment make task delegation and accountability clear. The software’s shareable tools such as email templates, notes, sequences and boards allow teams to manage their projects efficiently and collaborate in real-time.

Gmelius syncs in real-time across all team members and all their devices, and it integrates with Slack via 2-way, real-time syncing. More than the standard integration, it also allows your team to sync shared label and shared inboxes.

Gmelius offers a support system for its users, including live support via online chat, a dedicated team, and 24/7 access to their knowledge base, which includes tutorials, guides, videos, and FAQs.

Gmelius is a freemium SaaS which is free to use with some limits. Pricing starts at $9/user/month and offer a free trial.

Summary of Gmelius:

  1. Automation: Pass
  2. KPI Reports: Fail
  3. Deadline Tracking: Pass
  4. Integration: Pass
Score: 9.8
  • 10
  • freemium version
  • 14-day free trial of paid versions
  • from $9.80/user/month

Wrike –

It’s hard to draw a comparison between lightweight tools like Asana with enterprise-grade tools like Wrike. If Asana were a bicycle, Wrike would be an SUV. They both get you from A to B, but the scenario and the user are clearly different. While Wrike offers several versions that are well-suited to small teams, this workflow management software comes equipped to quickly scale to an enterprise-grade solution.

wrike screenshot - workflow management softwareWrike simplifies managing your workflows with auto-assigned workflows that can be set to various folders, projects, and templates. In addition to task management, Wrike comes with a resource management suite of features, including Gantt charts, time-tracking, and budgeting. In fact, many of these are included in the Professional version ($9.80/user/month), offering a bit more than most other platforms for the typical price we often see hover around $10/user/month.

For reporting, Wrike has a leading edge. Among the reporting features, users can choose from report templates or use the report-building wizard to create custom reports and schedule notifications for any report updates. One major advantage of Wrike is its real-time reporting function, which can automatically share real-time reports with clients, stakeholders, etc.

In terms of integrations, Wrike also offers a distinct advantage, especially for teams using GitHub and Jira: as an add-on they offer a two-way sync with these platforms for better collaboration between technical teams. Wrike also integrates with dozens of other CMS, IT, automation, customer support, and file storage platforms.

Wrike costs from $9.80/user/month for the Professional plan (up to 15 users). There’s also a free plan for up to 5 users with simple task management functionality.

Summary of Wrike:

  1. Automation: Pass
  2. KPI Reports: Pass
  3. Deadline Tracking: Pass
  4. Integrations: Pass
Score: 10
  • 10
  • freemium version
  • free trial of paid versions
  • from $9.99/user/month

Asana –

For teams who are used to Trello, Asana will appear familiar. Like Trello, Asana’s workflow is visually simple and intuitive, based off of kanban-style cards. In fact, if you’re already using Trello but looking to add some important functions to your workflow, you can sync your Trello boards with Asana so your teams can work in the app of their choice. Really, the use case for both of these workflow apps is the same: they’re both great for small-to-mid-sized teams who work closely together and who need all of their project deadlines, reports, communication, and tasks all in one organized place. For small, growing teams who don’t require a ton of features at the start, Asana’s free version might do the trick—at least for the first couple of months—with unlimited projects and basic dashboards for up to 15 team members.

asana screenshot - workflow management software

Flexible and lightweight, Asana is a simpler tool with fewer features than the other workflow management software tools in this list (which could be ideal, especially if you know you’re not going to want loads of ultra-configurable workflows). While it doesn’t include a ton of advanced features, it does offer a straightforward, functional task management tool that is easy to learn how to use. There are some reporting features, including a customizable dashboard and visual progress chart. You’ll also find some basic automation, such as turning processes into templates, creating task dependencies, and setting up automatic status updates.

Asana integrations include 100+ applications that you can use to round out the tool with further time-tracking, reporting, and communication functionality.

Asana costs from $9.99/user/month. There’s also a free version for up to 15 team members.

Summary of Asana:

  1. Automation: Pass
  2. KPI Reports: Pass
  3. Deadline Tracking: Pass
  4. Integrations: Pass
Score: 10
  • 10
  • free demo
  • $1780/user/year

inMotionNow –

On the opposite end of the spectrum from the technical WorkFlowGen (above), inMotionNow is a workflow management software designed specifically for enterprise creative and marketing teams. This tool simplifies and streamlines the key processes in a creative business environment. It focuses on simpler onboarding for new users, and creating a more streamlined flow for approvals and reviews.

inmotionnow screenshot - workflow management software

inMotionNow is tailored specifically to the needs of creative project management. It offers essentials such as review and approval functions, reporting and analytics, task and time management. Additionally, a perk of this workflow management software is its 90-day onboarding program that can help you and your team effectively use the tool’s features, regardless of your technical background (or lack thereof).

inMotionNow integrations include the essential file storage and sharing apps (Google Drive, Dropbox, Box, ShareFile).

inMotionNow costs $1780/year/user.

Summary of inMotionNow:

  1. Automation: Pass
  2. KPI Reports: Pass
  3. Deadline Tracking: Pass
  4. Integrations: Pass
Score: 10
  • 10
  • freemium version
  • free trial of paid versions
  • from $12/month/user

Pipefy –

Pipefy is among the more robust workflow management tools, with a comprehensive suite of workflow functions, form templates, reporting and analytics, and integrations. Much as the name suggests, Pipefy’s workflow could be likened to a network of pipes equipped with valves and triggers. What sets this Kanban tool apart is that you can apply a different set of specific work rules and triggers to each of your work processes—granted, it’s a bit of extra work to set up, but it does get more granular than many tools. This is a highly configurable tool, most suitable for teams with complex workflows involving many team members and constantly moving pieces.

pipefy screenshot - workflow management software

Their kanban-inspired workflow management app is board-based (they call them “pipes”). Users choose from pre-made templates for common workflows, or you can build your own with an intuitive drag-and-drop tool. Within the boards, you create lists (or “phases”) that accommodate a wide range of management functions, such as survey questions, time estimates, difficulty ratings, and more. You can also track deadlines in various ways with a number of different notifications for overdue, late, and expired tasks. In addition to a customized workflow with triggers that help to automate processes (such as sending an email when a task hits a certain stage), it offers advanced reporting to visualize the data from workflows, a custom dashboard that can display information about productivity, lead time, and more.

Pipefy integrations include 500+ apps, through Zapier.

Pipefy costs from $12/month/user. There’s also a free plan that includes 5 boards and 10 users.

Summary of Pipefy:

  1. Automation: Pass
  2. KPI Reports: Pass
  3. Deadline Tracking: Pass
  4. Integration: Pass
Score: 10

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 availability of free trials to make a quick side-by-side comparison.

Software Overview Free Option Price Score Site
monday.commonday logo Read features & functionality Free 14-day trial From $17/month for 2 users 9.8 Check out
donedone logo - workflow management software
Read DoneDone features & functionality 30-day free trial from $5/user/month 10 Check out DoneDone
Hivehive logo - workflow management software Read Hive features & functionality Free 14-day trial from $12/user/month 9.8 Check out Hive
WorkflowGenworkflowgen logo - workflow management software Read WorkflowGen features & functionality Free demo $3,900/year for 10 users 9.5 Check out WorkflowGen
KissFlowKissflow logo - Workflow management software Read KissFlow features & functionality Free 14-day trial From $149/month for 30 users 10 Check out KissFlow
GmeliusGmelius logo - Workflow Management Software Read Gmelius features & functionality Free trial From $9/user/month 9.8 Check out Gmelius
Wrikewrike logo Read Wrike features & functionality Freemium version
14-day free trial of paid versions
From $9.80/user/month 10 Check out Wrike
Asanaasana logo Read Asana features & functionality Freemium version
Free trial of paid versions
From $9.99/user/month 10 Check out Asana
inMotionNowinMotionNow logo Read inMotionNow features & functionality Free demo $1780/user/year 10 Check out inMotionNow
Pipefypipefy logo Read Pipefy features & functionality Freemium version
Free trial of paid versions
From $12/month/user 10 Check out Pipefy

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. Formstack –
  2. Flokzu –
  3. Casual PM –
  4. Ruum by SAP –
  5. Scoro –
  6. Process Street –
  7. Productive –
  8. Avaza –
  9. GetFlow –
  10. MetaTask –
  11. ProWorkflow –
  12. ProcessMaker –
  13. Clarizen –
  14. Comindware Tracker –
  15. systemHUB –
  16. WorkflowMAX –
  17. Workgroups DaVinci –
  18. Workfront –
  19. Workamajig –
  20. Bonitasoft –
  21. Tallyfy –
  22. Filestage – (for video, design, and PDF approval workflows)
  23. Magnetic –
  24. Naavia –

Want Help Narrowing Down the Options?

This tool is pretty useful. We’ve partnered with Crozdesk to give you access to their “Software Finder”.

If you input some of the details about your project and the features you’re looking for in a project management tool, it will generate a list of tools that match your preferences. You provide your email, and they send over a nice PDF guide with a summary of your best matches.

Workflow Management Software 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 workflow diagrams 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:

1. Automation

This is the whole point of using a workflow software. We examine the tools’ time-saving automation functionalities, such as automatically assigning tasks, sending push notifications, routing documentation, sending status updates, and generating reports.

2. KPI reports

This is usually some type of dashboard with graphic displays of your workflow stats. KPI 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.

4. Integrations

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, etc

5. Price

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 tool’s pricing based on its simplicity, transparency, and value offered at the price.

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, and progress into one place. 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? 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/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 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? 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 onboarding: is it a tool that your team can easily learn to use? 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 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 considerations in selecting a workflow tool.

Ben Aston

About Ben Aston

I’m Ben Aston, a digital project manager and founder of 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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