Today, using the WMS has become compulsory, particularly for organizations interested in improving workflow, increasing productivity, and /or improving the relationships between organizational units. This is especially true in the current market environment that companies continue to experience today. Tools for business must reduce workload, streamline apparent repetitive tasks, and encourage organizations to focus on core tasks instead of being hamstrung by administrative requirements.
Workflow management software does this by taking such processes and integrating them to create more efficient solutions. This post builds on the list of 15 best workflow management and how they have enhanced business operations, efficiency, and productivity.
Whether you are a small team trying to find very fundamental workflow automation, or a large enterprise in search of a multi-folded, sophisticated solution, you will get it here. This article reviews each software in depth main characteristics, advantages and disadvantages, recommended activity sphere, and prices will allow you to choose between the best options suitable for your organization.
What is Workflow Management Software?
These software are digital tools that help a business organize, automate, and track workflows. The tools break complex processes into manageable steps, assign the right tasks to the appropriate team members, and track each step’s progress. This software can turn labor-intensive and inefficient processes into streamlined automated systems, thus saving time and reducing errors.
Why Do You Need Workflow Management Software?
Commonly known as the WorkFlow system, the implementation of workflow management tool is a means by which productivity within an organization is increased, while at the same time, minimizing errors within the organization and increasing communication between different teams in the organization. This see-saw of the effects of clarification of steps of the process along with offering visibility to the routine tasks makes the management focus on the higher-order tasks and the employees on their tasks.
Key Features of Workflow Management Tools
- Task Automation: Saves time which otherwise, would be consumed by performing these tasks manually by the employees.
- Progress Tracking: Checks all the steps of the process to assess how much time is left to complete.
- Collaboration Tools: It permits staff to share data or hold meetings with other colleagues or teams effectively.
- Customizable Workflows: Facilitates the possibility of customizing a business process flow to fit the organization’s needs.
- Integration Capabilities: Can also work together with other software tools to enable a smooth working environment.
- Reporting and Analytics: This enables an organization to identify possible bottlenecks and possible improvements in the process flow.
Top 15 Workflow Management Software
1. Cflow
Cflow is an easily configurable Cloud BPM and workflow automation software that can be set up without programming skills. With a visual drag-and-drop interface, Cflow helps users build workflows and convert business processes, such as procurements, finances, and hiring, into optimized and streamlined operations.
Well, it’s great that teams can adjust those rules according to their requirements, keep track of approval, and avoid miscommunication. Cflow has integrations into productivity tools such as SAP, G-Suite, and Zapier to help avoid disruption while working with other tools. It also offers better data encryption, and proper backup of data in case of a power failure or system crash.
- Key Features:
- Drag-and-drop graphic process creation tool
- Easy to integrate with more than 1000 business applications
- Advanced data protection together with data security features
- Pros:
- Real-time tracking of the process status and the process through an easy-to-interpret colorful panel.
- Exceptional customer support
- Enables approval of the workflow by non-NHCS users
- Cons:
- The free version will be available but with a limited set of features.
- At least 10 users are needed to use all paid plans
- They include a very small number of advanced report features
- Ideal For:
Companies that seek an uncomplicated and safe tool for managing complex work processes without programming skills.
- Pricing
| Plan | Price |
|---|---|
| Happy | $7/user/month |
| Joy | $11/user/month |
| Bliss | $16/user/month |
Web URL: https://www.cflowapps.com/
2. ProofHub
ProofHub is an ideal project & workflow management software to manage work, communicate, and collaborate on activities and projects with ease. Several features such as Discussion, Gantt chart, Custom NRL, And Kanbance boards help in assigning tasks and tracking the progress of the project and communication.
Managers can monitor the progress in real time which makes it appropriate for use in teams that want to work under supervision. The software is very easy to use and offers a consolidated platform where you can track documents, and time and prioritize your tasks through ProofHub.
- Key Features:
- It has more flexibility about all switchboards and assigned card workflows
- I only found Gantt charts useful for the visualization of timelines.
- A way of creating access rights to files and tasks
- Pros:
- Good graphic display of how the project is going
- Coordinated storage of information and activities
- Dispersal of work and time management
- Cons:
- Cluttered user interface
- Difficult form setup
- It is not rich with specific features related to resource management.
- Ideal For:
Biggest projects require centralized project organization, especially when it comes to creative and collaborative functions.
- Pricing
| Plan | Price |
|---|---|
| Ultimate Control | $89/month |
| Essential | $45/month |
Web URL: https://www.proofhub.com/
3. Next Matter
Next Matter is a highly effective application for enhancing business workflows and supporting process automation that is capable of integration with growing companies. Designed for task automation and the management consulting industry, it complements productivity tools such as Slack and Gmail by sending notifications.
The best thing about Next Matter is its no-code side – the software empowers teams to design effective workflows even if they are not IT gurus. It is done through task pooling and a one-page workspace that makes project implementation easier and improves teamwork.
- Key Features:
- Eliminate or at least reduce repetitive activities using no-code solutions
- Notifications, selected within certain platforms, in real-time
- The dashboard simplifies the monitoring and is designed to be a single page.
- Pros:
- These are highly efficient automation sequences – rule-based.
- Interoperability with external users
- Creation of an adaptable Dashboard for convenient alteration in the work setup.
- Cons:
- Extended support is best suitable for large-scale businesses.
- Performance limitations are noticeable especially when the server is heavily used.
- Not very suitable for complicated interactions
- Ideal For:
Large-scale organizations that require high-level integration and real-time work scheduling.
- Pricing
| Plan | Price |
|---|---|
| Starter | $29/user/month |
| Professional | $50/user/month |
| Enterprise | $108/user/month |
Web URL: https://www.nextmatter.com/
4. ProcessMaker
ProcessMaker is an open BPM and workflow automation software that streamlines form-based, data-driven business processes. Offering an easy-to-use, drag-and-drop site builder, it helps small businesses streamline approval-related workflows and minimize the associated need for manual action.
Because it does not require much attention in terms of continual updates and is easily integrated with earlier software programs, it is ideal for business processes’ routine computerization for organizations desiring to minimize costs.
- Key Features:
- The drag-and-drop graphical workflow designer
- Legacy system compatibility
- Easy-to-understand sign for process control.
- Pros:
- Low-code process creation
- Cheaper for small-scale enterprises
- Fosters digitalisation
- Cons:
- There are several features, but to make use of the more complicated ones, you will need to code.
- Not an IE browser-compatible element
- Basic reporting tools
- Ideal For:
Those organizations require a low-risk entry strategy into the BPM market as a first-stage process improvement tool.
- Pricing
| Plan | Price |
|---|---|
| Standard | $1495/month |
| Enterprise | $2479/month |
Web URL: https://www.processmaker.com/
5. Smartsheet
Smartsheet has a spreadsheet-like presentation of project management and workflow automation as presented in tracking tasks, schedules, and deadlines. Thus, it has Gantt charts, card views, and calendar views to allow for project planning versatility. Real-time notifications keep the team informed about what is happening with critical changes, while integration with tools such as Microsoft and Google allows for easy collaboration.
- Key Features:
- Spreadsheet-style interface for project tracking
- Calendar, card, and Gantt view options
- Integration with Microsoft and Google tools
- Pros:
- User-friendly for spreadsheet enthusiasts
- Real-time updates for seamless collaboration
- Good project tracking capabilities
- Cons:
- Needs training to be used at the best
- Expensive, especially for beginner plans
- Not much scope for heavy workflow personalization
- Ideal For:
Teams who want to see spreadsheet-style management of projects and workflows.
- Pricing
| Plan | Price |
|---|---|
| Pro | $7/user/month |
| Business | $25/user/month |
| Entreprise | Custom pricing |
Web URL: https://www.smartsheet.com/
6. Monday.com
Monday.com is an agile, flexible workflow management and team collaboration tool that lets its users completely customize the workflows to their requirements. It has an intuitive, drag-and-drop interface coupled with colorful visuals that add a dash of fun to project tracking: it’s engaging and easy to do. Teams can set up custom workflows, assign tasks, set priorities, and follow actual progress in real time.
Integration into other similar popular tools like Slack, Google Drive, and Zoom strengthens communication and boosts productivity in teams. It’s particularly great for businesses looking to create a visual representation of complex workflows and keep track of projects with automated notifications and reminders.
- Key Features:
- Workflow templates
- Anytime coordination and task updates
- Linking to over 50 apps
- Pros:
- Very clean, very intuitive, and gets the job done
- So many customizations that’ll let you tailor your workflows to your needs
- Excels with team communication and accountability
- Cons:
- Lack of depth in reporting capabilities
- Too expensive for smaller teams of fewer than five people
- Advanced features might require users to learn how to work with them
- Ideal For:
Teams looking to get everything done in one place.
- Pricing
| Plan | Price |
|---|---|
| Basic | $8/seat/month |
| Standard | $10/seat/month |
| Pros | $16/seat/month |
| Enterprise | Custom pricing |
Web URL: https://monday.com/
7. Pipedrive
Pipedrive is a workflow management software specifically tailored for the management of CRM system with a focus on sales processes and customer connection. It gives a flexible pipeline view that makes it easy to track sales steps and follow-up activities. Pipedrive supports Google Apps, Trello, and Mailchimp and provides easy-to-use and effective methods to boost overall performance.
Two options of automation are available with the use of this tool, such as setting reminders for follow-ups and automating the assignment of tasks to the most appropriate members of the sales teams. Its analytics and reporting also help to track sales and approximate its value.
- Key Features:
- Ability to select the type of data/measures/products to be included in the sales pipeline view
- Notifications and other timed messages
- Currently, customer relationship management (CRM) and other marketing tools can be integrated with Ocean’s.
- Pros:
- That has been created with salespeople in mind
- Implies the improvement of communication with clients and the management of their relationship.
- Sales monitoring and analysis in real-time
- Cons:
- Not suitable for other forms of processes, apart from sales-related.
- Some nearly useless in the basic functions
- This system lacks some of the most recent and efficient project management attributes.
- Ideal For:
For representatives of sales departments seeking to optimize their performance and automate their sales process.
- Pricing
| Plan | Price |
|---|---|
| Basic | $12.50/user per month |
| Advanced Plan | $24.90/user per month |
| Professional Plan | $49.90/user per month |
| Enterprise Plan | $99.00 per user per month |
Web URL: https://www.pipedrive.com/
8. Kintone
Kintone is an East Asian cloud-based BPM and collaboration software designed for simplification of business processes. Using Kintone’s drag-and-drop feature, there is no need to look for professional assistance to set up a new workflow for tasks, communications, and data management.
This shows that Kintone can handle many formats of customizable apps and it serves nicely as an all-purpose solution for many businesses. It also gives API connection compatibility for integration with various CRM marketing tools.
- Key Features:
- Every app and the workflow system is built into a drag-and-drop application.
- Customizable forms and fields
- Extensive API integrations
- Pros:
- Very flexible and versatile
- Easy to operate for the normal users
- Having robust capability in managing data
- Cons:
- Few options are made available in the package of the basic plan
- The practical implementation of customization also demands some preliminary setting-up time.
- This could become a problem for certain minor teams.
- Ideal For:
Companies where it is necessary to have a different working process for different divisions.
- Pricing
| Plan | Price |
|---|---|
| Professional | $24 per month per user |
| Enterprise | You can request a quote. |
| Education and Government | $15 per month |
| NGO | $15 per month per user |
Web URL: https://www.kintone.com/en-sea/
9. Nintex
Nintex is a business process automation tool that provides unique solutions for large-scale enterprise applications. They provided an opportunity for corporate users to automate mundane tasks, manage approvals, and enhance inter-organizational workflow.
Nintex has Workflow options like Document Generation, Process Mapping, and Electronic Forms which work well for enterprises having large documentation and compliance issues. It also works seamlessly with Microsoft applications, adding value within MS365 ecosystems.
- Key Features:
- They work as low-code solutions for both – workflow automation and document generation.
- Process mapping and analytics
- Is compatible with Microsoft 365 Backup and other platforms
- Pros:
- Good for mass automation
- Integration with Microsoft products for example shares is very good.
- Substantial process mapping and compliant instruments
- Cons:
- Higher price point
- Some features may need training even when the development is complex.
- Ideal For:
Suite for large businesses with multilevel processes and strict requirements for security.
- Pricing
| Plan | Price |
|---|---|
| Nintex Promapp Standard | $955 per month |
| Nintex Promapp Enterprise | $1405 per month |
| Nintex Workflow Standard | $910 per month |
| Nintex Workflow Enterprise | $1400 per month |
Web URL: https://www.nintex.com/
10. Process Street
Process Street is a basic and effective checklist and workflow app that is designed for recurring business processes. Documenting, tracking, and managing workflow has been made easy and easy through its user-friendly interface and templates.
Process Street provides integration for collaboration and one can assign tasks to multiple individuals and they get real-time notification of changes in tasks. It interacts with more than 1000 other apps so that users can run them in parallel and achieve their objectives exceptionally well.
- Key Features:
- Checklist-based workflows
- Templates: this is where one can input different tasks that are common in the organization hence making the creation of new templates easier.
- Compatibility with applications such as Zapier as well as Slack
- Pros:
- It is very useful in managing and recording repeat activities.
- Easy to set up and use
- Collective emphasis and extensive reliance on notification.
- Cons:
- Few features to provide support for customized complicated work processes
- No timeline or Gantt chart view
- Options for customization can look very imposing
- Ideal For:
Teams in which work is mechanized and executed in a follow-the-pattern fashion.
- Pricing
| Plan | Price |
|---|---|
| Basic | Free |
| Pro | $25/user/month |
| Entreprise | Custom Pricing |
Web URL: https://www.process.st/
11. beSlick
beSlick is an online tool for managing tasks and business processes for SMBs willing to introduce the best practices into their workflows. It offers process maps, task lists, and checklists that can be used to facilitate daily operations and maintain organizational consistency and conformity to the laid down procedures beSlick has a user-friendly working platform whereby; a user or organization can set a task and track it, measure performance and monitor process progress.
Due to this, it would be suitable for teams that plan to standardize performance and increase productivity, thanks to its paradigm of the approach to task management.
- Key Features:
- Prescription of working processes for routine work
- Task and performance tracking
- The applications for workflow enhancement
- Pros:
- User-friendly and easy to interface
- This is good for processes that one wants to standardize.
- Strong focus on compliance
- Cons:
- Limited integrations
- Statically untenable to complex project planning and project.
- This ECG system has reduced reporting features.
- Ideal For:
Small to medium businesses that have tasks to be done repeatedly and want improvements in the compliance of the tasks.
- Pricing
| Plan | Price |
|---|---|
| Essentials | $10/user/month |
| Premium | $20/user/month |
Web URL: https://beslick.com/
12. Freshservice
Freshservice is a cloud solution for managing IT and workflow processes that comes from Freshworks and is based on IT Service Management (ITSM) principles but can be used by other departments of a company. It has a ticketing system, business process management, and lets management track all the assets which makes it suitable for supporting IT business processes.
The basic automation capabilities of Freshservice let IT teams minimize routine work, filter tickets, and track SLAs. The platform also supports integrating the tools like Slack, Jira, and Microsoft Teams, to boost collaborative support.
- Key Features:
- Ticketing through auto attendants as well as the SLA assessment of the tickets.
- Assets management and tracking
- Interoperability with commonly used IT and Productivity Solutions
- Pros:
- Easy to navigate and appealing to the eye
- Ideal for organizations that have technical processing architectures.
- Sound asset management strengths
- Cons:
- Mainly designed for use by managers of the Information Technology departments
- Few choices are available apart from moving within IT processes
- It can be expensive for an organization or a group comprising of a few employees.
- Ideal For:
Manufacturers who want to free their IT teams from time-consuming manual work on services and assets management.
- Pricing
| Plan | Price |
|---|---|
| Starter | $14 per user |
| Growth | $34 per user |
| Pro | $54 per user |
| Entreprise | $64 per user |
Web URL: https://www.freshworks.com/freshservice/
13. Hive
Hive is a project and work management tool that emphasizes the idea of a team and its efficiency. Hive enables teams to work with tasks in multiple layouts, such as Gantt charts, Kanban boards, or a calendar, which makes Hive appropriate in organizations with a range of task organization solutions.
One of the benefits of Hive is that it offers options for time tracking and analyzing the current status of the projects, as well as noticing workers’ productivity. Currently, it connects with more than a thousand apps including Slack, Zoom Google Drive to increase its effectiveness for working groups.
- Key Features:
- Time tracking and analytics
- Extensive integration options
- Pros:
- Several highly customizable shows of lifetime globe operations
- Great for teamwork and project information sharing
- Applicable in large projects so that one can be able to handle every part well.
- Cons:
- Can be costly for small teams
- Rare latency of oral performance especially when handling large tasks
- Impressive functions may call for a little familiarization.
- Ideal For:
Teams that require multiple project perspectives and greater planning depth for their project management.
- Pricing
| Plan | Price |
|---|---|
| Hive Solo | Free |
| Hive Teams | $12/user/month |
| Entreprise | Custom pricing |
Web URL: https://hive.com/
14. Wrike
Wrike is an effective project and overall project management software developed for organizations that need to manage intricate projects. The software provides a variety of task perspectives such as lists, Gantt, and Kanban together with tools for teamwork, timers, and analytics.
The fourth is flexibility where Wrike allows users to modify their workflows, design their dashboards, and avoid unnecessary and repetitive tasks. The platform is great for cross-functional teams due to the possibility of its integration with tools such as Microsoft Teams, Slack, or Google Drive.
- Key Features:
- Multiple project vision (list, Gantt, Kanban)
- Reliable customizable dashboards with efficient Real-time workflow automation
- It provides detailed analysis and reporting functionality.
- Pros:
- Full project management solutions
- Very suitable for team applications and therefore can be customized.
- Reporting and analytical attributes stand out as a primary component.
- Cons:
- Slopes very sharply toward new user experience.
- Added functionalities come with higher price options
- Some learners may feel that the interface is a little complicated or full of challenges.
- Ideal For:
Appropriate where large teams are dealing with large projects that require slight variations.
- Pricing
| Plan | Price |
|---|---|
| Free | Limited features |
| Professional | $9.80/user/month |
| Business | $24.80/user/month |
| Entreprise | Custom Pricing |
Web URL: https://www.wrike.com/
15. Quixy
Quixy is an application and process automation tool that aims to help organizations create applications without having to write code. It enables them to design workflows, generate them automatically, and build applications through the use of symbols. Real-time collaboration, the ability to integrate with other third-party applications, and numerous security options include Quixy among the tools that can benefit organizations that require highly customizable and flexible work processes.
- Key Features:
- No-code project and application development StyleSheet
- A simple way of designing the appearance of your avatar by using the feature of dragging and dropping.
- The availability of the tools facilitating real-time collaboration and the list of security options
- Pros:
- Ideal for designing your unique processes, which do not require coding.
- Flexibility is a result of the multitudes of needs in businesses.
- Stable security and link performances
- Cons:
- Few tools are used for reporting and analytics.
- Every piece of software has a learning curve when it comes to using the most advanced of features.
- Not useful for teams with a smaller number of members because of the complexity.
- Ideal For:
Those executive teams seeking an efficient, rapid means of automating business processes with little to no code.
- Pricing
| Plan | Price |
|---|---|
| Solution | $1000 per month |
| Platform | $18 per user per month |
| Entreprise | Contact the sales team |
Web URL: https://quixy.com/
How Workflow Management Software Helps Us
Enterprise resource planning software enhances the smooth running of operations in businesses by reducing the repetitive tasks in operations by automating them. Automating the workflows removes tasks from employees’ hands and leaves room for more critical and inventive work. Here are some key ways workflow management software benefits organizations:
- Enhanced Productivity: The workflow software promotes automation and simplification of routine work procedures to get through the work process without having to spend time on minor tasks. This automation increases the rate of task accomplishment and efficiency, especially with large projects.
- Improved Team Collaboration: When a platform is arranged for the project, then the team members can share information, work progress, and such related items much more effectively. Workflow tools also make the dealings clear and bring all the associates into a single platform so that everyone can know what needs to be done, what needs to be completed, and the time that is required to do it.
- Reduced Human Errors: Implementation of automatic methods decreases the possibilities of errors that can be made by utilizing the manual approach. As activities are specified, meaningful controls are put in place and then repeated at specific intervals, the consistency of work and hence the quality of data is ensured; this reduces the likelihood of error and therefore costs are managed and maintained at reasonable levels.
- Better Resource Allocation: This way, by structuring and visualizing work, the use of the software assists the manager in the correct distribution of the resources. Performing talent can also be managed where, when, and how much to assign to every team member and how best to allocate resources to get better yields.
- Scalability and Adaptability: WMS is scalable for an organization meaning that as your organization progresses, the WMS also progresses with it. Entirely, it can help provide the ability where business needs or can be adapted for effective scales and/or changing market needs as time progresses.
Common Mistakes to Avoid While Choosing Workflow Management Software
Choosing the most appropriate software for the management of workflow can be quite a process. Here are some common mistakes to avoid:
- Ignoring Scalability: Select only such software that can be expanded with the growth of your business. An open solution will be compatible with your expanding business infrastructure so it does not become necessary to shift to new platforms as your business continues to grow.
- Overlooking Integration: Make sure that the software is compatible with the existing tools like CRM, email marketing, and sharing platforms you actively employ. This integration will help to reduce the time that is taken in the process because data from one platform will directly go to another without following complex procedures.
- Focusing Only on Price: Nevertheless, being overly emphasizing on the cheap price, individuals can end up not obtaining all the functions they need or sufficient assistance. Those are the features, simplicity, and customer service for the software alongside its cost.
- Underestimating User Training Needs: In particular, many organizations fail to consider the process of staff training which is so critical for the successful implementation of new software. They should be relatively easy to use and if they require training or are complex there should be resources to support the main users.
- Neglecting Security and Compliance: Failing to evaluate the software’s security and compliance with industry standards can lead to data risks. Choose a tool with strong security features and ensure it complies with relevant regulations to protect sensitive information.
Conclusion
To have the capacity to compete effectively, every business organization needs to have workflow management software to enhance its operations. From repetitive work and labor and even intelligence to assistance in brainstorming and decision-making. The demanding nature of today’s work environment makes these tools practical to use for real-time information on the progress of projects. Selecting the best workflow management tool enhances efficiency, enhanced productivity, and allows the teams to work on higher-value activities.
FAQs
-
1. What does it mean to have a definition of workflow management software?
BPM software enables streamlining, tracking, and managing of business processes to enhance workflow.
-
2. Why does a business need the concept of workflow management platform?
This makes work to be organized, complicated processes to be simplified and deadlines to be met to the letter.
-
3. How can I select the right workflow management software?
Most of the time, try to use appearance to identify compatibility with your business goals, adaption, compatibility with other applications, and ease of use.
-
4. Is it possible for small businesses to also use and reap the rewards of using WMS?
Yes, workflow management platform can make an all-time job savings for small businesses at the same time decreasing the amount of errors a business can have and increasing communication.
