The Ultimate Workflow Management Software Buyer’s Guide 2023

Workflow management software can do wonders for an organization that struggles to find consistency in recurring processes. They can save time and money, reduce errors, and make life easier for employees and customers alike.

But what should you look for when buying a workflow management software?

Well, lucky for you, we make one ourselves. It’s kind of our whole thing. So we promise to steer you in the right direction toward the software that’s best for you.

This guide will cover what workflow management software is, its benefits, who needs it, what to look for, and our top 11 picks for the best tools on the market.

What is workflow management software?

Workflow management software is a powerful tool that helps businesses streamline their processes, improve productivity, and achieve maximum efficiency. It provides a central platform where teams can collaborate, automate tasks, and monitor progress in real-time.

With workflow management software, businesses can eliminate manual processes, reduce redundant tasks, and focus on business growth.

At its core, workflow management software enables users to create custom workflows tailored to their specific needs. Whether it’s managing complex projects, repetitive tasks, or business processes, the software allows businesses to design and implement workflows that align with their unique requirements. This flexibility makes it an ideal solution for a variety of industries and teams, including sales teams, project managers, and remote teams.

One of the key features of workflow management software is the ability to create customizable templates. These templates serve as a starting point for building workflows, saving time and effort for businesses. Additionally, the software offers unlimited users, allowing team members to collaborate and work together seamlessly.

An intuitive and user-friendly interface is also an essential aspect of workflow management software. The interface should be easy to navigate, allowing users to understand and use the software without extensive training. This ensures that businesses can quickly adapt to the new system and maximize its benefits.

Moreover, workflow management software often integrates with popular collaboration tools such as Google Drive, providing seamless connectivity and easy access to files and documents. This integration promotes efficient collaboration among team members, enabling them to work together in real time.

To enhance productivity even further, workflow management software often provides custom dashboards. These dashboards offer a visual representation of project statuses, timelines, and task progress. This visual overview allows managers and team members to track progress effortlessly and identify areas that need attention.

Furthermore, workflow management software is not limited to specific industries or team sizes. It caters to businesses of all sizes, from small startups to large enterprises. The software’s no-code platform ensures that businesses can adapt and customize their workflows without requiring extensive coding knowledge or expertise.

Benefits of workflow management software

Workflow management software offers numerous benefits to businesses, regardless of their size or industry. Here are some key advantages:

Increased efficiency

Workflow management software streamlines processes, automates repetitive tasks, and eliminates manual intervention. This increases productivity and efficiency, allowing teams to accomplish more in less time.

Improved collaboration

The software promotes seamless collaboration among team members, enabling real-time updates and easy access to files and documents. This fosters better communication, teamwork, and knowledge sharing.

Enhanced accountability

With workflow management software, businesses can track the progress of projects and tasks in real-time. This improves transparency and accountability, ensuring that everyone is aware of their responsibilities and deadlines.

Reduced errors and delays

By automating tasks and eliminating manual processes, workflow management software minimizes the chances of human error. This reduces delays, improves accuracy, and ensures consistent quality.

Customization and scalability

Workflow management software offers customizable templates and the ability to create tailored workflows. This allows businesses to adapt the software to their specific needs and scale as their requirements evolve.

Cost and time savings

By streamlining processes and automating tasks, workflow management software saves businesses both time and money. It reduces the need for manual labor, increases productivity, and optimizes resource allocation.

Who needs workflow management software?

Workflow management software is beneficial for a wide range of individuals and businesses, including:

Small and medium-sized businesses

SMBs can benefit greatly from workflow management software as it helps them streamline processes, improve collaboration, and increase efficiency. It allows them to automate repetitive tasks, track projects in real-time, and ensure accountability.

Large enterprises

Large companies with complex workflows and multiple teams can greatly benefit from workflow management software. It helps them manage and automate intricate business processes, enhance collaboration among teams, and ensure smooth operations.

Project managers

Workflow management software simplifies the task of project management. It allows project managers to track the progress of tasks, assign responsibilities, and allocate resources effectively. They can easily monitor project timelines and ensure that everything is on track.

Sales teams

Sales teams often deal with multiple leads, prospects, and deals simultaneously. Workflow management software enables them to manage their sales process efficiently, automate follow-ups, track customer interactions, and ultimately close deals faster.

Marketing teams

Marketing teams can benefit from workflow management software to streamline campaign execution, manage content creation, coordinate social media activities, and track campaign performance. It helps them reduce manual effort, improve collaboration, and ensure timely delivery of marketing initiatives.

Remote teams

Workflow management software is especially valuable for remote teams. It facilitates effective communication, collaboration, and coordination among team members who may be located in different geographical locations. It ensures that everyone is aligned and working towards common goals.

Key features to look for in workflow management software

When choosing workflow management software, there are several key features to consider that can greatly enhance your productivity and efficiency. Here are some important features to look for:

Customizable workflows

Look for software that allows you to create custom workflows tailored to your specific business processes. This ensures that the software can adapt to your unique needs.

User-friendly interface

A straightforward and intuitive interface is essential for easy adoption and efficient usage. Look for software that offers a user-friendly interface that is easy to navigate and understand.

Real-time collaboration

The ability to collaborate in real-time is vital for effective workflow management. Look for software that allows for seamless collaboration, allowing team members to work together, share updates, and communicate instantaneously.

Automation

Workflow automation is a key feature that can save time and reduce errors. Look for software that enables the automation of repetitive tasks, freeing up time for more important work.

Document management

Effective document management is crucial for efficient workflow management. Look for software that allows for easy document storage, retrieval, and sharing within the workflow.

Integration with other tools

Look for software that seamlessly integrates with other essential tools such as project management software, email clients, or cloud storage platforms like Google Drive. This integration ensures a streamlined workflow without the need for multiple applications.

Top 11 workflow management software solutions

Here are our top picks for workflow management software solutions. Have a read through and try the ones that you think will be best suited for your business.

Process Street

Official website link: Process Street

Description

Process Street is a no-code workflow automation software solution that allows you to streamline processes and improve operational efficiency by creating, automating, and tracking checklists. They make it easy by offering an AI-powered interface that’s as easy to use as telling the software what you want it to do for you.

Key features

• Task assignments
• Task approvals
• AI-powered workflows
• Conditional logic
• Integrations
• Automations
• Data sets
• Custom workflows
• Unlimited users for certain plans

Ideal for

Businesses looking to streamline their approval processes while leveraging the power of AI.

Pricing

Process Street pricing page.

Integrations

• DocuSign
• Google Forms
• Salesforce
• Slack
• Microsoft Teams
• Google Sheets
• Jira
• HubSpot
• Mailchimp
• Stripe
• Greenhouse
• Zapier
• Power Automate
• Airtable
• BambooHR
• Hireflix
• Monday.com
• Workable

Customer reviews

• G2: 4.6 (378 reviews)
• Trustpilot: 3.8 (2 reviews)
• Capterra: 4.7 (587 reviews)

Pros and Cons

Pros:

• Document approvals
• Task approvals
• AI-powered workflows
• Free demo
• Free trial
• Tons of integrations

Cons:

• Pricing details are not available on the home page Workday Official website link: Workday Description Workday is a cloud-based human resource and financial management software system. It offers comprehensive solutions for HR, payroll, talent management, and financial planning, helping organizations streamline their operations and improve workforce management. Key features
  • Approval process
  • Budget management
  • CRM
  • Data visualization
  • Progress tracking
  • Learning management
  • Skills tracking
  • Compliance tracking
  • Email marketing
  • Employee database
  • Automated scheduling
  Ideal for Ideal for companies that want a suite of products for all their workflow management needs. Pricing No pricing information available. You have to contact the sales team. Integrations
  • Adobe Acrobat Sign
  • Expensify
  • Built for Teams
  • Branch
  • ActivTrak
  • Fiix
  • Adobe Learning Manager
  • Nectar
  • UKG Ready
  • Pipefy
  • Checkr
  • Sapling
  • Katana
  • Zinc
  • Circula
  • Peoplebox
  • Jobvite
  • Wayleadr
  • Boomi
  • WorkInSync
  • Humanity
  • Absorb LMS
  • Workvivo
  • Spiff
  Customer reviews
  • G2: 4 (1.4k reviews)
  • Trustpilot: 1.1 (183 reviews)
  • Capterra: 4.4 (1.2k reviews)
  Pros and cons Pros:
  • Excellent support team
  • Great integrations across all the software
  • Perfect for large companies
  
  Cons:
  • No pricing information available

Monday.com

Official website link: Monday.com

Description

Monday.com is a versatile work operating system used for project management and collaboration. It provides customizable workflows, task tracking, and team communication tools. Users can create boards to organize projects, set deadlines, and allocate tasks, fostering efficient teamwork.

Key features

• Approval workflow
• Cost tracking
• Data visualization
• Inventory management
• Sprint planning
• Compliance tracking
• Guest access
• Kanban boards
• Project time tracking
• Quality control
• SEO management

Ideal for

Monday.com is ideal for companies on a budget.

Pricing

Monday.com pricing page.

Integrations

• GitHub
• Asana
• Jira
• Shopify
• Basecamp
• Zapier
• OptiSign
• DocuSign
• Jotform
• LinkedIn
• PandaDoc
• HoneyBook
• Freedcamp
• Fellow
• Spiro
• Process Street

Customer reviews

• G2: 4.7 (7.4k reviews)
• Trustpilot: 3.9 (3k reviews)
• Capterra: 4.6 (4k reviews)

Pros and Cons

Pros:

• Lots of integrations
• Versatility in project management methodologies
• Clean, easy-to-understand interface
• Utilizes spreadsheets

Cons:

• Customers have reported poor customer service

Smartsheet

Official website link: Smartsheet

Description

Smartsheet is a versatile and collaborative workflow management platform that empowers teams to plan, track, automate, and report on work-related tasks and projects. It enables seamless coordination, real-time visibility, and streamlined communication, helping businesses achieve greater efficiency and drive successful outcomes.

Key features

• Performance dashboard
• Extensive integrations
• Project management features
• Custom automations
• Digital asset management

Ideal for

Smartsheet is ideal for businesses looking to streamline document approval for projects.

Pricing

Smartsheet pricing page.

Integrations

• Jira
• Microsoft Teams
• Slack
• Google Chat
• DocuSign
• Miro
• LucidSpark
• Zapier
• Bridge
• Workato
• McAfee
• Salesforce

Customer reviews

• G2: 4.4 (13k reviews)
• Trustpilot: 2.1 (62 reviews)
• Capterra: 4.5 (3k reviews)

Pros and Cons

Pros:

• Customizable dashboard
• Resource tracking
• Conditional formatting
• Workflow automation
• Proofing and approval tools

Cons:

• Difficult to learn

Asana

Official website link: Asana

Description

Asana is a project management platform that is a god-send for project managers. It is designed to streamline team collaboration and task organization. It empowers teams to work efficiently, communicate effectively, and achieve their goals seamlessly.

Key features

• Agile methodology
• Ad hoc reporting
• Product roadmapping
• Project workflow
• Role-based permissions
• Task management
• File management
• Dashboard creation
• Customizable templates
• Spreadsheet view
• Activity tracking

Ideal for

Perfect for project management teams that prefer Agile methodologies.

Pricing

Asana pricing page.

Integrations

• Zoom
• Canva
• Dropbox
• Salesforce
• Mailchimp
• Jira
• Basecamp
• Rippling
• Google Suite
• Google Calendar
• Gusto
• FreshBooks
• Zendesk Suite
• Airtable
• Confluence
• Miro
• Jotform
• Zoho
• Outlook
• Hubstaff

Customer reviews

• G2: 4.3 (9.4k reviews)
• Trustpilot: 2.7 (156 reviews)
• Capterra: 4.5 (12k reviews)

Pros and Cons

Pros:

• Easy to use
• Has advanced features
• Can manage multiple projects
• Lots of integrations

Cons:

• Some features are hidden behind a paywall

Trello

Official website link: Trello

Description

Trello is a workflow management tool that utilizes boards, lists, and cards to help teams organize tasks and projects seamlessly. It facilitates efficient teamwork, enabling users to prioritize, track progress, and communicate effectively, making project management a breeze.

Key features

• Agile methodology
• Brainstorming
• Kanban boards
• CRM
• Client portal
• Gantt view
• Live chat
• Project planning
• Project scheduling
• Templates
• Roadmapping
• Guest access
• Milestone tracking
• Projections
• Activity dashboard
• Customizable templates

Ideal for

Excellent for small teams on a budget.

Pricing

Trello pricing page.

Integrations

• Google Drive
• Google Docs
• Slack
• Gmail
• Zoom
• Dropbox
• WordPress
• Mailchimp
• Jira
• GitHub
• SurveyMonkey
• Basecamp
• Telegram
• Microsoft Teams
• Rippling
• Monday.com
• Gusto
• Zappier
• Toggl Track
• Squarespace
• Semrush
• Pipedrive

Customer reviews

• G2: 4.4 (13k reviews)
• Trustpilot: 4.2 (151 reviews)
• Capterra: 4.5 (22k reviews)

Pros and Cons

Pros:

• Very easy to use
• Easy to monitor project progress
• Takes a few minutes to set up
• Useful integrations

Cons:

• Archived tasks sometimes get lost

Kissflow

Official website link: Kissflow

Description

Kissflow is a business process management software tool that simplifies workflow automation and enables organizations to build custom applications without coding. It allows teams to streamline their processes, optimize efficiency, and drive better productivity across the entire organization.

Key features

• E-signatures
• Agile methodology
• E-verification
• Single Sign-On
• Role-based permissions
• Workflow automation
• Peer appraisals
• Project workflows
• Expense tracking
• Approval control

Ideal for

Good for Agile business process management.

Pricing

Kissflow pricing plan.

Integrations

• DocuSign
• Zapier
• Salesforce
• IBM Cloud
• Formstack
• Dropbox
• Google Docs

Customer reviews

• G2: 4.3 (525 reviews)
• Trustpilot: N/A
• Capterra: 3.9 (36 reviews)

Pros and Cons

Pros:

• Well-designed interface
• Good support team

Cons:

• Many users report poor value for money

ClickUp

Official website link: ClickUp

Description

ClickUp is an all-in-one workflow management software solution that empowers teams to streamline workflows, communicate effectively, and stay organized. Its user-friendly interface and wide range of integrations make it a go-to solution for seamless collaboration and productivity.

Key features

• Agile methodology
• Cost tracking
• Audit trail
• Daily reports
• Gantt view
• No-code
• Project planning
• Product lifecycle management
• Sprint planning
• Workflow automation
• Calendar management
• Scheduling
• Lead generation

Ideal for

Great for Agile teams looking to automate product lifecycle management.

Pricing

ClickUp pricing plan.

Integrations

• Slack
• Trello
• Gmail
• Google Drive
• Google Workplace
• Asana
• Zoom
• Dropbox
• Jira
• GitHub
• Basecamp
• Microsoft Teams
• Zapier
• Calendly
• HubSpot
• Zendesk Suite
• LiveAgent
• Jotform
• Miro
• Outlook

Customer reviews

• G2: 4.7 (8.3k reviews)
• Trustpilot: 3.4 (249 reviews)
• Capterra: 4.7 (3.7k reviews)

Pros and Cons

Pros:

• Invite guests for free
• Powerful features
• Easy to use
• Lots of video tutorials

Cons:

• Customers have complained about the mobile app

Jira

Official website link: Jira

Description

Jira is a comprehensive workflow tracking software developed to enhance software development and project management processes. It enables teams to plan, track, and release products efficiently while maintaining transparency and maximizing productivity.

Key features

• Backlog management
• Ad hoc analysis
• Inventory management
• Project planning
• Task management
• Rick management
• Widgets
• Marketing automation
• Gantt charts
• Bug tracking

Ideal for

Perfect for marketing teams with lots of projects.

Pricing

Jira pricing page.

Integrations

• Trello
• Zoom
• Dropbox
• Salesforce
• Asana
• Zapier
• Monday.com
• ClickUp
• Smartsheet
• Zendesk Suite
• Confluence
• Slack
• Gmail
• GitHub
• Miro
• Zoho
• Wrike
• Adobe

Customer reviews

• G2: 4.3 (5.4k reviews)
• Trustpilot: 3.7 (1 review)
• Capterra: 4.4 (13k reviews)

Pros and Cons

Pros:

• Automate projects
• Utilizes Agile methodologies
• Useful integrations
• Easy to use

Cons:

• The server has occasional problems

BambooHR

Official website link: BambooHR

Description

BambooHR is a workflow management software solution for HR teams with features such as employee handbook access, digital signatures, and task assignments. It also offers compliance management tools to ensure legal and regulatory requirements are met.

Key features

• Data visualization
• Document management
• Reporting and analytics
• Workflow management
• Calendar management
• Audit trail
• Employee onboarding templates

Ideal for

Perfect for companies looking for employee and customer onboarding processes.

Pricing

BambooHR pricing page.

Integrations

• Gusto
• Indeed
• Google Calendar
• Zapier
• Bonusly
• Kudos
• Lucidchart
• Breezy
• Apple Pie
• Okta
• Deputy
• Greenhouse
• Deel
• Pinpoint
• Delighted
• Airbase

Customer reviews

• G2: 4.5 (1.5k reviews)
• Trustpilot: 2.9 (27 reviews)
• Capterra: 4.6 (2.5k reviews)

Pros and cons

Pros:

• Great resource for all things HR
• Tons of integrations
• Can be used for customer service
• Can handle complex workflows

Cons:

• Updates have a habit of messing up the system, according to reviewers

Kintone

Official website link: Kintone

Description

Kintone is a cloud-based workflow management tool that empowers businesses to build and deploy custom apps for various workflows without extensive coding. It streamlines data management, automates processes, and enhances team communication, making it an ideal solution for efficient and agile project management.

Key features

• Agile project management
• Budget management
• Data synchronization
• Milestone tracking
• Sales forecasting
• Risk management
• Spreadsheet view
• Visual modeling
• Workflow management
• Accounting integration
• API
• Authentication

Ideal for

Ideal for companies that prefer Agile for their project management.

Pricing

Kintone pricing plan.

Integrations

• Slack
• Mailchimp
• WordPress
• OneDrive
• GitHub
• Eventbrite
• Zapier
• Box
• Zendesk Suite
• Google Drive
• Okta
• Jira
• Make
• Twilio
• Quantive
• Cognito Forms
• DBxtra
• LeadMaster

Customer reviews

• G2: 4.6 (197 reviews)
• Trustpilot: N/A
• Capterra: 4.7 (140 reviews)

Pros and Cons

Pros:

• Simple to learn how to use
• Excellent customer support
• Creates accurate reports
• Built for Agile

Cons:

• Not the most attractive UI

Share the workflow knowledge

With the right workflow software, you should become a workflow expert in no time. Use that knowledge to make suggestions to the vendor – or spread the word to colleagues.

Workflows are for everyone!