Workflow management software solutions are a must-have for keeping teams unified and on track, especially with the increasing complexity tied to rapid growth. This software can support you as you schedule tasks, collaborate with your team, manage workloads, and evaluate progress—to help ensure that your project is delivered properly and that the quality of the project is maintained.
While the benefits of this powerful software are plenty, it’s critical that you choose the best workflow management for your team, your business goals, and your budget. So I’ve pulled together an overview of the 10 best workflow management software on the market. Below, you’ll find my selection criteria and an overview of each of the tools, plus screenshots, feature overviews, pricing, and other key considerations for choosing a workflow tool.
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How I Picked the Best Workflow Management Software
Some workflow management software—like workflow diagram software or flowchart software—specialize in managing the workflow itself (e.g., assigning tasks, creating dependencies, tracking deadlines, etc.). Others offer a more robust suite of workflow management features as part of broader resource management or project management software (think: creating process forms, handling invoices and payments, modeling data, managing a project portfolio, and more).
The best and most useful workflow management software, though, is the one that matches your needs and budget.
To decide which tools to feature in this list, I evaluated and compared the details for a number of popular workflow management tools. I weighed a variety of key factors and functions that would be top of mind for businesses of all sizes.
This is the set of criteria I considered to determine the best and most useful workflow management software:
- Automation: I examined each tool’s time-saving automation functionalities, such as automatically assigning tasks, sending push notifications, routing documentation, reducing repetitive processes, sending status updates, and generating reports. The best software should include automation tools with customization options when it comes to workflows, notifications, business rules, process automation, and more. You can support your team with an entire ecosystem of business process management software (AKA BPM tools) for creating efficient, optimized workflows.
- KPI reports: KPI and metrics reporting not only gives team members insight into their task or project status but also gives management a quick look at where inefficiencies may be occurring so you can make changes to optimize business processes. The best workflow management software should offer clean and easy-to-interpret KPI dashboards.
- Deadline tracking: Even with a dashboard, it’s easy to lose sight of deadlines when you’re juggling dozens of workflows. To be most useful, a workflow tool has to offer a clear system for SLA indicators. each tool’s pricing plan is based on its simplicity, transparency, and value. Workflow management software should add a layer of structure and visibility to your workflow process. I looked for tools that employ notifications, color-coding, and dashboard views that display tasks by the due date in order to help you manage deadlines.
- Integrations: Nearly all projects require using multiple tools. So, your workflow management software absolutely must play nice with other apps that you and your business use. I looked at how each of these workflow management tools might integrate with your calendars, CMS, development tools, databases, email and communication tools, payment processing apps, and more. I also delineate whether integrations are native or require Zapier.
- Price: The value that you get from a workflow management tool has to align with the price you’re paying. It also must be within the scope of your budget. The best workflow software for you and your team won’t require you to pay for features you don’t need or users you don’t have. I evaluated
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Wrike is an intuitive workflow management software suitable for teams of five or more, and offers an unlimited number of users. The software enables mangers to customize workflows, dashboards, reports, and request forms.
Why I picked Wrike: The software’s interface enables users to visualize priorities as Kanban boards, interactive Gantt charts, and traditional workload views. Wrike also features automation such as custom request forms that auto-assign tasks, push notifications, and deadline tracking.
Managers can access insightful data through KPI reports, resource management and allocation, and more. The workflow management software also offers a variety of different solutions depending on the type of team or organization, including marketing teams and professional service teams.
Wrike Standout Features & Integrations
Features include personalized app experience via AI Work Intelligence, user and team workload management functionality, account-wide work schedules, shareable dashboards, interactive workflow views, and more.
Integrations are offered natively for over 400 popular platforms including Microsoft, Google, Dropbox, Salesforce, and Marketo.
Wrike Pricing & Plans
- In-app chat to reduce switch cost for collaboration
- Easily visualize workflow performance
- Individuals and teams can track workloads
- Comprehensive workflow modeling
- Long onboarding/migration from previous solution
- High learning curve to fully utilize
- Not suitable for small organizations
monday.com is a project management software used across diverse industries, rapidly growing teams, and enterprise organizations. monday.com sits at the intersection of project management and workflow management software. It simplifies complex workflow processes by streamlining management to focus on structure and transparency.
Why I picked monday.com: you can create tasks on a board and then add the steps required to reach task completion. monday.com is highly customizable and easy to use right out of the box. I also find that it’s incredibly easy to import data from other workflow management software, and even spreadsheets!
Its workflow management software also offers various workflow views that can be arranged by list, geographical map, kanban board, or Gantt chart. These workflows can then be visualized in dashboards to create a bird’s-eye view of the progress and data workflow managers need to monitor. I find information especially useful for workflow managers that sit between their teams and the executive suite and need to communicate complex data sets through visual dashboards.
monday.com Standout Features & Integrations
Features include workflow templates inside of their workflow operating system (Work OS), with workflow automation, data visualization, robust workflow customization for task boards, managing task status, assignees, due dates, hours spent, and more.
Integrations through Zapier include Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and others.
monday.com Pricing & Plans
- Large workflow template library to jumpstart planning
- Work OS—A specifically designed workflow system for custom workflow apps
- Lots of integrations to support 3rd party data
- Out-of-the-box workflow automation recipes
- Limited export functionality for reports
- Doesn't easily scale for rapid operations growth
- Minimal multi-lang support
Lucidchart is a cloud-based workflow management solution. This centralized platform helps you create flows of business processes, then share process maps with colleagues. Key features include feedback management, graphs, data import, and customizable templates.
You can also use the software to build organizational charts and upload employee data, identifying the requirements of various team members. Critical documents can be managed by configuring user access and providing view-only licenses.
This tool integrates with popular applications such as Slack, Salesforce, GitHub, and LinkedIn Sales Navigator.
Lucidchart costs from $7.95/user/month. A limited free version is also available.
Nifty is a project management app for automated workflow management. Nifty gives you the ability to manage tasks, track project milestones, communicate with teammates, create collaborative documents, and share and discuss files in a centralized workspace.
Nifty's Milestones feature lets you view your task progress and automate progress updates based on the completion of related tasks. You can also block tasks that are dependent on the completion of prior tasks. Nifty also lets you create recurring schedules.
Nifty integrates with Github, Google Drive and Calendar, Microsoft Suite, Slack, and Zoom with native integrations and more than 1000 integrations are available through Zapier.
Nifty costs from $39/month and offers a 14-day free trial. Nifty also offers a free forever plan for up to 2 projects and an unlimited number of team members.
Smartsheet is a work management platform modeled after spreadsheets that enables users to organize tasks, schedules, processes, and more. It is an excellent workflow management software solution for managers currently using Google Sheets or Microsoft Excel for workflows and looking for an upgraded experience.
Why I picked Smartsheet: One of my favorite aspects of Smartsheet is that it automates calculations, even across multiple sheets. That automation enables workflow managers to gather data across multiple workflows and spaces without needing to write complex formulas.
Reporting is a strong feature of this workflow tool, with editable summary reports that can be easily exported to Excel or Sheets. The Critical Path feature highlights all the tasks that directly impact a project completion date so workflow managers can easily keep an eye on important milestones.
Smartsheet Standout Features & Integrations
Features include custom spreadsheet import, workflow automation, data visualization, custom branding, and workflow automation with built-in formula calculations.
Integrations through a REST API and webhooks include Microsoft Office and Teams apps, Google Drive, Jira, Salesforce, ServiceNow, Slack, Box, and Tableau.
Smartsheet Pricing & Plans
Smartsheet pricing begins at $7 per user per month with a minimum of three users and a maximum of 25. It comes with a 30-day free trial, but there is no free version available.
Learn more about this workflow management software in my in-depth review of Smartsheet
- Workflow process notifications keep users on track
- Cross-sheet data sharing for holistic reports
- Great alternative to Google or Excel spreadsheets
- Low/no-code workflow automations
- Can be difficult to access support resources for answers
- Limited change-tracking functionality
- Set limit to rows per spreadsheet
Hive is a project management tool, collaboration platform, and workflow management software that powers companies like Starbucks, Uber, WeWork, and IBM. Hive streamlines workflows into a centralized platform with AI-based analytics, thousands of integrations, and flexible project views.
Why I picked Hive: The software has one of the first full email integrations of any project management tool, which allows users to send and receive Gmail and Outlook messages from the app. This enables a team to perform work and communicate in the same workflow software, removing friction created by the switch cost of working between multiple apps.
I selected Hive as a well-laid-out, comprehensive workflow management tool that can be scaled up or down based on team needs.
Hive Standout Features & Integrations
Features include an in-app messenger and email, native time-tracking, data analytics and visualization, and flexible view capabilities on both individuals and projects.
Integrations are offered either natively or through Zapier such as: with Microsoft Office and Outlook, Gmail and Google Drive, Zoom, Salesforce, HubSpot, Jira, and others.
Hive Plans & Pricing
- External users can be added without paying for a seat
- Capability for infinite subtasks in workflows
- Native email and messaging
- Helpful support to get workflows up and running
- Limited workflow visualization
- Search function is inconsistent
- Desktop and mobile app can run slower
Celoxis is a web-based software for managing projects, resources, issues, risks, timesheets, workflows, and collaboration. Team members and project managers can customize project dashboards, project KPIs, and reports to track project progress and workflow in real-time.
Through Celoxis, teams can create custom “apps” that help track business processes. Features such as notifications, escalation and routing rules, automation, and time-driven actions ensure project managers create and use a workflow that works for their teams and their projects.
Another useful feature is the ability to include clients in workflow processes, allowing them to collaborate efficiently and in real-time.
Celoxis costs $25/5 users/month. The tool is available as a cloud service or can be installed on-premise.
- Gantt view is extremely customizable
- Great scheduling and resourcing
- In-app timer allows you to easily track time
- Tasks in a project cannot be assigned to clients
- Can’t add custom fields to a discussion
- UX flow and menu structure can be confusing
beSlick is a workflow management software for small to mid-sized businesses. The software has an excellent workflow builder that supports decision branching, loops, and dependent due dates within a familiar process flowchart view.
Why I picked beSlick: Creating workflows is as easy as selecting the workflow builder, choosing from their robust template library, and assigning task owners and due dates. 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.
My favorite aspect of beSlick is the built-in workflow process management reporting. By serving up process quality analytics, feedback, and when steps can’t be completed, managers can measure and improve workflows.
beSlick Standout Features & Integrations
Features include workflow performance insights, guest access to tasks and projects, group and individual task management, and task process tracking.
Integrations include common platforms available through Zapier.
beSlick Plans & Pricing
Pricing starts at $10 per user per month with a 14-day free trial. No free version is available.
- Workflow implementation and support
- Discounts available for yearly subscribers and Good Causes
- Ability to identify workflow improvement opportunities
- Powerful workflow builder
- No public API (is on the roadmap)
- Workflow time tracking not native
- Can't batch export workflow data
Kissflow is a low-code workflow management software solution that combines projects, cases, and collaboration within its core functionality. This solution is ideal for teams or projects whose makeup, processes, or framework require flexibility.
Why I picked Kissflow: The platform is highly intuitive, requiring little to no effort to utilize. Users can either build on top of existing app categories like HR, Finance, or Procurement, or build one from scratch. The visual interface lets users drag and drop elements to create any number of apps with low-code or no coding required.
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.
Kissflow Features & Integrations
Features include workflow process reporting, task flow tracking, trigger-based workflow automation, and custom reporting like KPI dashboards and ad-hoc reports configuration.
Integrations are offered natively or through Zapier include Google Drive, Gmail, Google Calendar, MailChimp, Slack, Microsoft Outlook, and others.
Kissflow Plans & Pricing
Kissflow pricing begins at $360 for up to 30 users a month and offers a 14-day free trial. No free plan is available.
- Community feedback voting for roadmap features
- Loads of configurable workflow design features
- Built-in, holistic workflow modeling
- Requires longer time to implement and onboard
- Not tailored for small organizations
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.
- Excellent data tables and app referencing
- Workflow building requires zero coding skills
- Simple drag and drop workflow design
- Could benefit from larger variety of app templates
- More online help content welcomed
- No in app collaboration with other users in the workflow
14-day free trial
|From $9.80/user/month||Visit Website|
14-day free trial
|From $11/user/month||Visit Website|
Free trial available
|From $7.95/user/month||Visit Website|
14 days free trial. No credit card required.
|From $39/month||Visit Website|
30-day free trial
|From $9/user/month||Visit Website|
14 Days Free Trial
|From $12/user/month||Visit Website|
30 days free trial
|From $22.50/user/month||Visit Website|
14 days free trial
|From $10/user/month.||Visit Website|
Free demo available
|From $360/month for up to 20 users||Visit Website|
21 days free trial
|From $10/user/month when billed annually||Visit Website|
Best for managing your projects, resources, and finances in one
- Process Street
Best for managing recurring checklists and procedures
Build shareable forms, portals & actions
Best workflow management software for designing custom workflow apps
iPhone, iPad, & Android friendly workflow app
Best workflow management software that’s free and easy to use
Integration-friendly collaborative workflow platform
Best workflow management software for marketing-specific projects
Simple way to manage repeatable business workflows
Best workflow management software for cross-functional enterprise workflow automation
How To Select Workflow Management Software
Here's a buyer's guide covering the essentials to help you choose the right workflow management tool.
What Is Workflow Software?
Workflow management software is a platform or tool that enables users to coordinate the planning, configuring, and tracking of work to accomplish an objective or goal.
What Does Workflow Software Do?
It varies by tool, but most workflow tools are made to help you perform these functions:
- List tasks and organize them (hierarchically, by temporal order, by project, by tag, etc)
- Map dependencies between tasks
- Set deadlines for tasks and monitor them over time
- Create diagrams that show the sequence of tasks
A lot of tools that offer a free version include those basic functions.
More advanced tools are focused around helping you automate the workflows you've set up. These use triggers and rules to automatically route tasks, files, and notifications to the right people, according to the trigger and rule.
Common Use Cases
I split the main use cases for workflow software into two main use cases.
Essentially, all large companies use some type of workflow management system, whether they make consumer products or deliver a service. So I find it useful to consider whether I'm looking at workflow software from a people-centric or system-centric workflow perspective.
Coordinating people-centric process
This use case focuses on organizing people by bringing their tasks, files, status updates, and comms into one place, with a clear structure to the flow of work.
This is often the case in businesses including:
- Digital agencies, development agencies, creative agencies (etc)
- Project and product teams or departments within companies
- Professional services companies
If you're among these users, the type of workflow software that's most useful for you will usually be focused on:
- file sharing
You also will want all these features in a no-code environment that simply organizes your business processes in a central place. Most of the products in my list here fall into this category.
Coordinating system-centric workflows
This use case focuses more on connecting business processes or systems together, integrating their functions and tech systems to create a unified workflow.
This is more common in enterprise companies, as well as in sectors including:
- IT and software
- Manufacturing and logistics
If you're among these users, the type of workflow software that is most useful is often an enterprise-grade solution. At the very least, you need access to a REST API and SLA manager to help you orchestrate across multiple systems.
At this level, though, many companies may go beyond a workflow SaaS product and use an Integration Platform As-A-Service (iPaaS) such as Make (formerly known as Integromat) offering connectors to unify their business process systems.
Who Is Going To Use It?
- How many people are on your team?
- Who is going to use the tool, and do you require role-based access control? What other stakeholders will be involved in using or accessing the tool (ex. clients, management, and others)?
- You’ll also need to ask yourself what types of people will be using the tool in order to decide if you require something code-based or with low code or no code.
- Does this tool fit in with your existing toolkit and integrate with the right tools?
- Does it align with your use cases?
- If this is one of the first tools you’re adding, will it scale and expand in order to meet your needs as you grow? Ask yourself whether your team will use it online, or if they need something that works offline as well.
Cost Of Workflow Management Software
Prices fall into a wide range from $0-$40 per user per month. Most SaaS workflow tools are priced per user, which highlights the importance of considering how many team members will use it—as well as how many team members are going to be using it in the future.
Make sure you look at how the cost will increase as you scale—not only will your costs increase with each team member, but you may also need to bump up your plan to a more expensive tier as your business needs expand.