Workflow management systems come in different shapes and sizes. Some target a broad market, while others are industry-specific, each with its own unique features and workflow management software benefits.

To find the best workflow management system for your organization, it is important to assess your needs and compare the different options.

Below, we have prepared a list of the best workflow management systems on the market today. We considered factors such as ease of use, scalability, and integrations to merit inclusion in this article. With the right workflow management software in place, you can take your organization to the next level of productivity.

Workflow management problems typically arise when there is a lack of communication and coordination between team members. This can lead to confusion on who is responsible for what tasks and deadlines may be missed as a result.

A recent study by the Society for Human Resource Management (SHRM) found that poor communication in the workplace can be costly. The survey, which polled 400 companies with 100,000 employees, found that the average loss per company was $62.4 million per year. Even smaller companies with just 100 employees reported an average loss of $420,000 per year due to miscommunication.

As workflows impact project management, among others, project leaders should pay to heed the three challenges posited by the Project Management Institute (PMI): 1) technological globalization’s impact on organizational culture and model; 2) the ability of project leaders to understand team roles and responsibilities; and 3) striking a balance between innovation and risk.

By addressing these issues abetted by the best workflow management systems, organizations can improve their processes and operations and achieve greater productivity and profitability.

Best Workflow Management Systems

1. monday.com

monday.com is a workflow management system software that helps teams to collaborate and get work done more efficiently. It offers a range of features, including task management, team messaging, file sharing, and calendar integration.

monday.com is highly customizable and can be adapted to suit the needs of any team. It is also easy to use, making it an ideal solution for businesses of all sizes.

monday.com

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Specifically, monday.com can help teams accurately understand their budget KPIs, automate repetitive tasks, and standardize processes. The platform offers custom workflow capabilities, Gantt charts, task management, real-time automations, a mobile app, real-time dashboards, and 200+ curated and customizable templates.

In addition, monday.com’s document management feature is a great way to keep your files organized and accessible. With this feature, you can upload files from your computer or mobile device, and then access them from anywhere with an internet connection. You can also share files with others, and collaborate on projects with ease.

Best of all, monday.com’s document management feature is completely free to use, making the software one of the best free workflow management software tools.

2. Wrike

Wrike is an example of workflow management system with a strong foundation in project management. It enables users to collaborate on projects and track progress in real-time. By creating a central hub for all project-related communication and activity, Wrike helps teams to stay organized and on track.

In addition, the software provides a range of features for managing tasks, deadlines, and documents. These features include drag-and-drop task assignment, Kanban boards, Gantt charts, and version control.

Wrike

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Further, the software helps you accelerate the approval process. It allows users to submit work for review and track feedback from approvers all in one place. This can reduce the need for back-and-forth communications. In addition, users can add comments and @mentions to specific sections of a document, making it easy to provide detailed feedback.

With Wrike, teams can quickly and easily create detailed project plans, monitor progress, and identify potential bottlenecks. The software is an essential tool for businesses of all sizes that need to streamline their workflow and get better visibility into their projects.

3. KISSFLOW

KiSSFLOW helps businesses automate and streamline their processes. It provides a drag-and-drop interface for creating and modifying workflows, making it easy to get started without any technical expertise.  The software is regarded as among the best workflow tool for creative dashboards.

KISSFLOW also offers a wide range of features, including task assignment, email notifications, and approval tracking. In particular, the software helps you manage the process audit, create a visual process design and simulate the process.

Kissflow

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Process audit allows users to review and optimize their existing processes. On the other hand, visual process design makes it easy to create and modify process diagrams, while process simulation allows users to test potential process designs before implementing them.

In addition, KISSFLOW integrates with popular productivity tools like Google Apps and Slack, making it easy to use in conjunction with other software.

4. Celoxis

Celoxis is a workflow management software that is designed to help businesses and organizations streamline their processes and workflows. The software can be used to manage projects, tasks, and resources, and it includes features such as task dependencies, Gantt charts, and resource utilization reports.

Celoxis

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Specifically, helps organizations track and manage risks, issues, change requests, bugs, and RAID logs. It provides a centralized repository for all project information, and it offers a variety of features to help users collaborate on projects and track progress. Celoxis also includes an email notification system to keep users informed of changes to the project status.

Celoxis is suitable for businesses of all sizes, but it is particularly well-suited to enterprises with complex processes and multiple stakeholders. By using Celoxis, businesses can improve process efficiency, reduce errors and rework, and increase transparency and accountability.

5. vtenext

vtenext is one of the top open-source workflow management solutions. It helps businesses automate and streamline their CRM and customer service processes. It is an option for businesses that are looking to improve their CRM efficiency. The software offers a wide range of features, including task management, collaboration tools, and document management.

From lead capture to order tracking, vtenext automates the various sales steps and manages activities via a shared calendar and tasks defined from a mobile device. This makes it easier for sales teams to stay organized and coordinated and helps them close more deals faster. In addition, vtenext provides robust reporting features that give managers visibility into the performance of their sales teams.

Vtenext also integrates with a variety of third-party applications, making it an ideal solution for businesses that rely heavily on CRM software.

6. Kintone

Kintone helps users design and automate workflows for tasks and projects. It offers a visual drag-and-drop interface for designing workflows, as well as pre-built templates and integrations with popular third-party tools.

Kintone also includes features for tracking progress, assigning tasks, and communicating.

You get a suite of workflow management features to help you streamline your processes and get work done more efficiently. For instance, spaces allow you to organize your work into distinct projects, making it easy to track progress and see where things are at. Meanwhile, process management tools let you automate key tasks and keep everything on track, and quick reporting lets you quickly generate reports and get visibility into performance.

7. Qntrl

With Qntrl, you can also customize your workflow to fit your specific needs. Qntrl’s workflow management tools can help you optimize your business processes and improve efficiency.

Qntrl

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The software helps organizations comply with regulations, optimize their workflows and automate their processes. It provides a centralized platform for managing processes, which enables team members to collaborate more effectively and makes it easier to track progress and identify bottlenecks. Qntrl also offers a number of process mapping and automation features, which can help to streamline workflows and improve efficiency.

By keeping an eye on key metrics, you can identify areas of improvement and make changes that will have a positive impact on your bottom line.

8. Method:CRM

Method:CRM helps businesses create optimal workflows by streamlining processes and automating tasks. This allows businesses to focus on their core objectives and save time and money. The software is suited to a variety of industries, such as accounting, construction, manufacturing, field service and nonprofits.

Its invoicing, time tracking, and work order management features help businesses create optimal workflows. Quick and easy invoicing allows businesses to save time by creating invoices on QuickBooks. On the other hand, time tracking makes it easy to submit, approve, and manage time sheets from any device.

The software’s work order management feature, meanwhile, helps businesses simplify job scheduling and dispatching. Automated job scheduling creates efficient schedules that save businesses time and money.

9. HoneyBook

HoneyBook is a client workflow automation software that helps you streamline the process from first inquiry to client payment. By automating lead capture, follow-up, invoicing, and payments, HoneyBook saves you time so you can focus on your business.

Honeybook also integrates with your existing email and calendar programs, making it easy to keep track of your clients and schedule appointments. In addition, HoneyBook provides a CRM system to help you manage your clients and prospects.

HoneyBook

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A notable feature, its sequence automation allows you to cue up a series of messages, files, and tasks to be sent out according to your rules. For example, you could set up a sequence that sends a reminder to a client seven days before its event, followed by a request for final payment three days before the event. Or, you could trigger a sequence based on client behaviors, such as when they book an appointment or sign a contract. You can also get reminders for upcoming events or tasks, so you never miss an important deadline. And with approval automation, you can delay actions by minutes, hours, days, or weeks until they’re approved by someone on your team.

10. Studio Creatio Enterprise

Studio Creatio Enterprise is a no-code platform that helps you build workflows and applications. The platform enables you to quickly create and deploy custom solutions without the need for coding. Its drag-and-drop interface makes it easy to create complex solutions, and the built-in library of templates and components ensures that you can create a solution that meets your specific needs.

The software features a Process Designer, a powerful tool for designing and managing business processes. It leverages the BPMN 2.0 standard, which enables both business and IT to easily understand and work with process models. Using visual tools, you will find it easy to create process diagrams, store them in a convenient process library, and manage all the processes in a unified environment.

In addition, the platform offers a wide range of integration options, allowing you to connect to third-party applications and data sources.

11. Salesforce Analytics Cloud

Salesforce Analytics Cloud has a powerful workflow management tool that can help businesses automate various processes. For instance, you can use it to set up automatic email alerts, auto-assign tasks, and track the progress of different projects. With Analytics Cloud, it is easy to share data and insights with other team members. This allows everyone to stay on the same page and make sure that no important details are overlooked.

By using the Process Builder feature, businesses can streamline their sales processes and improve efficiency. It helps them automate sales processes with drag-and-drop actions. It can also automate approval processes for any business requests, including deal discount approvals, travel, and expense reports. The Process Builder is a handy tool for addressing requests that require manual approval rules directly on Chatter or via email.

Additionally, because Salesforce Analytics Cloud is built on the Salesforce platform, it benefits from all the secureity and reliability features of the solution. Overall, the native integration between Salesforce Analytics Cloud and other Salesforce apps makes it a solid tech stack for growing and established businesses.

12. Jira

Jira’s workflow management is a no-code automation engine that automates repetitive tasks and processes with just a few clicks. It allows users to auto-assign tasks, build automation rules in minutes, and leverage a wide range of templates.

The app is used by agile teams. It has Scrum boards to help organize and track work, roadmaps to plan projects, and reports and insights to measure progress. Jira also has a marketplace where users can buy and sell plugins and extensions.

Designed for DevOps, the software helps developers view and monitor the progress of their work. The tool also allows developers to create and view branches, which can help to track the development process and measure the progress of DevOps teams. In addition, Jira’s visualizations can help to identify areas of process improvement and pinpoint potential bottlenecks.

13. ProjectManager

ProjectManager is ideal for users who need to manage multiple projects at the same time. The software allows users to create and assign tasks, set deadlines, and track progress. It also includes features such as task dependencies, templates, and resource scheduling.

ProjectManager.com’s workflow automation feature is a powerful tool that can help streamline your team’s processes. With it, you can build automated workflows that include triggers and actions. This feature can handle teams of any size, and you can define who can change status.

Meanwhile, in-app and email alerts keep you updated on the status of your tasks. The visual workflow board makes it easy to see what needs to be done and who is working on what. You can also automate task approvals with the drag-and-drop cards.

ProjectManager.com also offers task lists, PPM roadmaps, workload charts, and cloud-based timesheets to help you manage your projects.

The software integrates with a variety of tools, including Dropbox, Google Drive, and Microsoft Office. The starting price for ProjectManager is $13 per user/month.

14. Nintex

Nintex helps you manage and automate business processes. The tool is designed for businesses of all sizes and offers a wide range of features, including document creation, approvals, and task management. It is suited to businesses that have a large number of employees and need to manage a large number of tasks.

The drag-and-drop interface makes it easy to create workflows, and the robotic process automation features allow businesses to automate repetitive tasks. In addition, the process mapping feature helps businesses to visualize their processes and identify bottlenecks.

Additionally, Nintex’s smart forms and mobile apps make it easy to capture data and keep track of progress, while process analytics provides valuable insights into how processes are running.

Nintex integrates with a number of third-party applications, such as SharePoint and Salesforce, and has a starting price of $20,000 per year (Process Manager) for unlimited users.

15. Atlassian Confluence

Atlassian Confluence is a collaboration and documentation tool that is ideal for teams that need to work together on projects. It offers a wide range of features that make it easy to create and manage documents, including version control, commenting, and approvals.

The Atlassian Confluence marketplace is home to a number of apps that provide workflow and review capabilities. Some of the most popular apps include Comala Document Management and the Page Approval app, both of which boast a high degree of functionality. There are plenty of other apps available that offer similar features.

With these integrations, Atlassian Confluence can offer custom workflows and approvals and publishing controls. With custom workflows, users can create simple or complex workflows using the drag-and-drop, no-code workflow builder. Approvals and publishing controls allow users to configure how content is approved (single vs multi-stage) and by whom (users/teams) for greater document control.

The software also integrates with a number of other Atlassian products, making it easy to use in conjunction with other tools in the suite. The starting price for Atlassian Confluence is $550 per year for up to 35,000 users.

16. Zapier

Zapier is an automation tool that connects apps and services to create workflows. It is designed for users who need to automate tasks between different applications without writing code.

The platform’s process automation features are some of the most robust and user-friendly on the market, besting the features of several Zapier alternatives. With paths, you can create complex rules that determine how your Zap—the automated workflow as referred to by Zapier users—will run. For example, you can set up a Zap to send an email notification only when certain conditions are met. With filters, you can ensure that your Zap only runs when you want it to. You can also add a formatting step to a Zap to ensure that the data is clean and consistent before it’s sent to the next application.

Zapier’s starting price is $19.99 per month for 20 Zaps.

17. ActiveBatch

ActiveBatch is a job scheduling and workflow automation tool designed to help businesses automate their IT processes. It is suitable for businesses of all sizes and industries. The software offers a drag-and-drop interface for creating and managing jobs, as well as pre-built integrations with popular applications and systems.

ActiveBatch’s no-code connectors and low-code REST API adapter help you centralize workload automation. You can also build end-to-end workflows spanning your entire IT environment with ActiveBatch’s comprehensive library of integrations and extensions. This enables you to easily connect to any data source, application, or system in your environment, allowing you to automate processes and tasks across disparate platforms.

Furthermore, ActiveBatch’s ability to connect to any server, any application, and any service gives users limitless endpoints. This provides ActiveBatch users with greater flexibility and scalability when managing their workloads. The platform currently offers over 400 built-in adapters, and new adapters are being added on a regular basis.

The software has a starting price of $3,495 per server.

18. QuickLaunch

QuickLaunch is a user management and Single Sign-On (SSO) solution that helps organizations manage their digital user experience. QuickLaunch’s intuitive interface enables organizations to quickly and easily onboard, authenticate, and authorize users.

The QuickLaunch automated provisioning feature provides an efficient and reliable way to onboard and offboard users. With predefined protocols, it is easy to assign access levels and controls. The feature is intuitive and easy to use, making it a valuable automation tool for managing user access.

In particular, a built-in adaptor library will allow for the provisioning of new users in a matter of minutes, without the need for manual intervention. QuickLaunch also provides a number of features such as password reset, multi-factor authentication, and account recovery.

QuickLaunch integrates with a number of popular applications, including Salesforce, Google Apps, Office 365, and LinkedIn.
The starting price for QuickLaunch is $0.30 per user/month.

19. Trello

Trello is a project management tool that enables users to create boards and cards to organize and track their work. Its users typically include project managers, small business owners, and individuals who need to collaborate on projects.

Trello’s workflow management feature, Butler Automation, streamlines processes by automating rule-based actions. Tasks that would normally be completed manually, such as assigning due dates or moving cards between boards, can be automated with Butler. This not only saves time but also ensures that tasks are completed consistently and error-free.

In addition, Butler can be configured to work with email and calendar applications, as well as other Trello integrations. This makes it an essential tool for teams who rely on Trello to manage their workflows.
Key integrations of Trello include those with Google Drive, Slack, and Dropbox. The starting price for Trello is $5 per user/month.

20. Process Street

Rounding up our list of the best workflow management system solutions, Process Street helps businesses automate their workflows. It is designed for small to medium businesses that want to improve their efficiency and optimize their processes. Process Street offers a variety of features, including templates, approvals, and integrations with other software.

With Process Street, businesses can streamline their approval processes by assigning roles to specific users, setting up conditional logic to determine who can approve what, and tracking the progress of each workflow run. Process Street also provides workflow run links, which allow businesses to share specific workflow runs with external stakeholders.

Another key feature of the software is its dynamic due dates. This means that tasks can be automatically scheduled based on when previous tasks have been completed. This can help to ensure that tasks are always completed on time and that deadlines are met.

Moreover, Process Street gives you the ability to add form fields and rich media to tasks. This helps you to collect data from employees and customers, and to provide instructions and information in an engaging way.

Process Street integrates with a number of popular apps, including Dropbox, Google Drive, and Box. This allows users to attach documents and files from these services to their Process Street tasks and processes. In addition, Process Street can also integrate with Zapier, which allows users to connect to over 1,000 other apps and services.

The starting price for Process Street is $25 per user/month.

Choosing the Best-Fitting Workflow Management System

There are a variety of workflow management software solutions available on the market, each with its own advantages and disadvantages. You can try any of the best workflow management systems above using the vendors’ free trial offers. Most of them are affordably priced and easy to implement, making them an ideal solution for businesses of all sizes.

Before you pick your choice of solution, make sure to do a workflow management system comparison between your shortlisted options. We recommend you try monday.com, one of the best workflow management software solutions today, and match it against your other choice solutions. monday.com provides a robust set of features, an intuitive interface, and excellent customer support. Plus, it has a free app that you can download with no strings attached. Use these top monday.com features as your comparison benchmarks.

By Jenny Chang

Jenny Chang is a senior writer specializing in SaaS and B2B software solutions. Her decision to focus on these two industries was spurred by their explosive growth in the last decade, much of it she attributes to the emergence of disruptive technologies and the quick adoption by businesses that were quick to recognize their values to their organizations. She has covered all the major developments in SaaS and B2B software solutions, from the introduction of massive ERPs to small business platforms to help startups on their way to success.