Technology

15 Best Workflow Management Software for Business Efficiency

Read this workflow management software review to understand and know how to settle on the best workflow management tool that fits the needs of your business.

Introduction

Businesses use workflow management software to define, organize, manage, document activities, processes and task sequences.

Why? 

Businesses handle large amounts of data and documents across different projects, tasks, departments or the entire organization. Handling the documents, data and information manually would be a nightmare. 

Workflow management software help businesses to define, automate and improve processes documentation efficiency, reduce errors and increase productivity.

But, with too many options, finding the right workflow management software for your business and team's interests is harder.

So, we've compiled a list of workflow management software you can choose for your business's efficiency and growth.

Top workflow management software for 2023

  • Monday.com.
  • Scribe. 
  • ProcessStreet.
  • Zapier.
  • Wrike.
  • ClickUp.
  • Asana. 
  • Kissflow.
  • Hive.
  • Trello.
  • beSlick. 
  • SmartSheet.
  • ProProfs Project.
  • ProofHub.
  • ProWorkflow.

What is workflow management software?

To define workflow management, you must first understand the meaning of workflow and workflow management. So, let's first define workflow.

What is workflow management?

Workflow management involves creating, documenting, monitoring and improving the steps required to complete a task. It aims to optimize the workflow or steps to ensure the task is completed efficiently, correctly and consistently.

What is workflow management software?

Workflow management software is a platform or system that enables businesses to streamline and automate processes and workflows for efficiency. Businesses use workflow management software to create a method of holding data and automating a sequential path of tasks that data follows until it's fully processed.

The most important aspect of a workflow management system is creating a form that holds data and automates a sequential path of tasks. This enables complete data processing and review.

What does workflow management software do?

A workflow management system helps businesses or teams to:

  • Create optimized paths to complete a series of tasks/activities on a project, i.e., map out the workflow.
  • Automate repetitive processes.
  • Follow up automatically on a process' uncompleted tasks.
  • Cut out redundant tasks.
  • Enable process documentation, including SOPs creation.
  • Provided workflow performance metrics.
  • Uncover areas of task improvement and business improvement.
  • An automated process is more easily tracked and evaluated than a manual process, resulting in efficiency, new insights and improvements.

Features of workflow management software

There are different features to consider when looking into workflow management software. Overall, workflow management software should have the following features.  

  • Provide interactive user onboarding (WYSIWYG).
  • Clearly defined, repeatable processes that need automation.
  • Provide process templates and Drag and drop workflow creation or template design.
  • Macro-level process/task views to monitor progress over time.
  • Integrations with other tools or apps to smooth the flow of tasks/projects, streamline processes and automate tasks.
  • Document access control is often role-based.
  • Support Improvement and collaboration to enhance team performance and collaboration among teams or departments. 
  • Notifications and reminders for task assignments or completion and review.
  • Analytics and reporting to determine how effective and successful your process automation is and what needs to be improved.
  • Support workflow documentation, document management, streamlining repetitive processes and creation of custom workflows.
  • Cloud support to enable accessibility from anywhere. 
  • Role-based access control.

Types of workflow management software

There are two main may type of workflows.

  • Sequential workflow management software. There is a need to complete a previous step to execute the next step. This is a linear and progressive workflow, like a flowchart.
  • Parallel workflows. Multiple tasks are performed concurrently, each operating independently.

These two types of workflows dictate the workflow models and software you seek. So, workflow management software may be grouped as follows:

  • Remote workflows (remote workflow management software).
  • No-code workflow management software for non-technical users. 
  • Priority workflows (IT, Finance, HR, workflow management software).
  • Customer-facing workflows (onboarding, marketing, customer service workflow management tools).
  • Employee-centered workflow management software.

How to evaluate successful workflow management software?

When you're shopping for workflow management software, here are some of the essential components that you should look for in a platform.

  • Automation: Time-saving automation functionalities, such as automatic task assigning, sending push notifications, reducing repetitive tasks, sending status updates,  routing documentation, generating reports and more. The best workflow management software should include automation tools with customization options.  
  • KPI reports: Select a workflow management software that offers clean and easy-to-interpret metrics and KPI dashboards.
  • Deadline tracking: It's easy to lose sight of task/project deadlines in different workflows. A good workflow tool should offer a clear system for SLA indicators and visibility to your workflow process.
  • Integrations: Most tasks/projects require the application of multiple tools. So, a good workflow management software should allow integration with various other apps you and your business use for daily tasks.
  • Price: The value your workflow tool gives you must align with its price. The pricing has to be open without hidden fees. 

Top workflow management software for 2023

Here's our list and comparison of the top Workflow Management Software in 2022.

#1. Monday.com

G2 Rating: 4.7/5 Stars
Capterra Rating: 4.6/5 Stars
Monday.com Pricing:

  • Individual: Free forever. 
  • Basic: $8/seat/mo.
  • Standard: $10 seat/mo.
  • Pro: $16 seat/mo.
  • Enterprise: Custom pricing.

Monday.com Overview

monday.com is a smart project and task collaboration tool and communication platform designed to get team members to work in sync.

The platform streamlines discussions and contributions, keeping all team members and leaders in the loop to ensure quality performance and output. Its highlight features are advanced customization, task segmentation, a to-do list, a collaboration hub, calendar sync, task prioritization, real-time task monitoring, due dates, reporting options and multiple integrations. 

#2. Scribe

G2 rating: 5.0/5 stars
Capterra Rating: 5.0/5 stars
Scribe Pricing:

  • Scribe Basic: Free.
  • Scribe Pro: $29/user/month. 
  • Scribe Enterprise: Customized quote.

Scribe Overview

Scribe is a process documentation tool for any recurring digital process that captures your workflows instantly and turns them into a how-to guide with instructions and screenshots.

It's a no-code platform with a browser extension and desktop app that captures your keystrokes and mouse clicks to automate process documentation, speeding up workflow 15x.

This helps ensure knowledge workers (both in-house and remote) spend little time documenting processes while still delivering useful outputs like process guides, SOPs, manuals, user onboarding, tool implementation and more.

You can share Scribes (Guides) via a link or embedded within other platforms, such as knowledge bases, CMSs, and project management software.  

#3. ProcessStreet

G2 Rating: 4.6/5 Stars
Capterra Rating: 4.7/5 Stars
Process Street Pricing:

  • Starter/individual: Free.
  • Pro: $30/member/mo.
  • Enterprise: Custom Pricing.

Process Street Overview 

Process Street is a simple, robust process, SOPs and workflow management software for modern teams.

It helps teams share their recurring tasks and core processes, then transform them into no-code workflows.

It's a great platform for managing recurring workflows, and checklists while collaborating on projects.

The platform also allows users to create standalone workflow documentation that works side-by-side with customized workflows.

It enables teams to collaborate on workflows seamlessly and track them until completion. It also offers various advanced add-on features, including custom permissions, automation, reporting and seamless integration with various apps like Slack, SalesForce, and more.

#4. Zapier

G2 Rating: 4.5/5 stars
Capterra Rating: 4.7/5 stars
Zapier Pricing: 

  • Free for up to 100 tasks/mo.
  • Starter: $19.99/mo (750 tasks).
  • Professional: $49/mo (2000 tasks).
  • Team: $299/mo (50,000 tasks).
  • Company: $599/mo (100,000 tasks).

Zapier Overview

If you have multiple apps, all generating important data, Zapier is your business process workflow software to boost your team’s workflow. Zapier is also a knowledge base that integrates 5000+ apps, allowing you to focus on other important work matters.

Zapier's drag-and-drop dashboard allows you to link your most used apps and instruct the platform on which activities it should undertake between the linked apps for efficient workflow.

For example, you can instruct Zapier to open your email, transfer attachments to dropbox, and notify you on Slack, all with a mouse click. This simple process makes Zapier an in-demand workflow management tool.

#5. Wrike

G2 Rating: 4.2/5 Stars
Capterra Rating: 4.3/5 Stars
Wrike Pricing:

  • Free: For teams getting started.
  • Team: $9.80/user/mo (for growing teams).
  • Business: $24.80/user/mo (for teams across an organization).
  • Enterprise: Custom pricing (for larger enterprises).

Wrike Overview

Wrike is the best workflow management software for siloed teams, especially in mid-sized and larger businesses.

Wrike is a highly flexible cloud-based platform that allows organizations to manage projects and teams with its diverse range of configurable features and integrations.

You can customize the dashboard, workflows, reports, request forms and more. Users can prevent file clutter by cross-tagging to make tasks/projects and folders accessible in multiple places (departments) without duplication. Wrike integrates with 400+ apps, including Dropbox, Slack, SalesForce and more.

#6. ClickUp

G2 Rating: 4.7/5 Stars
Capterra Rating: 4.7/5 Stars
ClickUp Pricing: 

  • Personal: Free Forever.
  • Unlimited: $9/member/mo.
  • Business: $19/member/mo.
  • Business Plus: $29/member/mo.
  • Enterprise: Custom Price.

ClickUp Overview  

ClickUp is a top-brand project management software with process, task, project and time management functionalities. Its mind maps can help you streamline workflows, tasks and projects while managing team resourcing.

The platform offers a checklists feature allowing users to create to-do lists, nest items, sub-items, etc., and even assign checklists. Its automation templates feature lets users create specialized templates to automate portions of their workflow.

ClickUp's project views include Gantt, timeline and calendar views, and it has a reporting feature that allows you to create custom dashboards.

#7. Asana

G2 Rating: 4.3/5 Stars
Capterra Rating: 4.5/5 Stars
Asana Pricing:

  • Basic: Free (for individuals and teams getting started).
  • Premium: $13.49/user/mo ($10.99/mo billed annually).
  • Business: $30.49/user/mo ($24.99/billed annually).

Asana Overview

Asana ranks #1 in G2 for Project Management and is top among Workflow Management software and Wiki Software.

It helps teams orchestrate their work, from daily tasks and activities to strategic initiatives, regardless of their location. From customizations and lists to boards, calendars, forms, templates, task overviews and Gantt charts, Asana allows you to organize tasks or workflow your way.

Asana is focused on workflow scalability and reliability and can be used to manage IT implementations, marketing campaigns, onboarding training, product launches and more.

#8. Kissflow

G2 Rating: 4.3/5 Stars
Capterra Rating: 3.8/5 Stars
Kissflow Pricing: 

  • Small Businesses: $18/user/mo.
  • Corporate: $20/user/mo.
  • Enterprise: Custom Pricing. 

Kissflow Overview

Kissflow is the best cloud-hosted workflow management software for enterprise-level businesses.

The platform allows you to automate many business processes, handle case flow, build project boards, visualize workflows, assign task responsibility and more. It supports structured workflows (such as case management) and unstructured ones (such as BPM).

It's straightforward and highly adaptable, with dynamic routing and customizable workflows, making workflow process automation simple and effective. The platform comes with pre-installed tools and allows integration with other tools and software. 

#9. Hive

G2 Rating: 4.6/5 Stars
Capterra Rating: 4.5/5 Stars
Hive Pricing: 

  • Solo: Free.
  • Teams: $12/user/mo.
  • Enterprise: Custom Pricing.
  • Add-Ons pricing: Analytics $6, other add-ons $/add-on.

Hive Overview

Hive is a great project management and workflow software that powers companies like WeWork, Toyota, Starbucks, The Economist and more.

The greatest thing about Hive is that users design workflow is personal. Hive's workflow management tools and features are designed for teams that need to collaborate on daily work processes.

This tool allows you to streamline work processes, create task templates, automate repetitive tasks, use project views and ultimately save time. It has robust integration with 1000+ other apps (like Slack, Zoom, etc.) and analytics that allow you to measure real-time task progress.

#10. Trello

G2 Rating: 4.4/5 Stars
Capterra Rating: 4.5/5 Stars
Trello Pricing:

  • Free: Individual and small teams starting.
  • Standard: $6/user/mo.  
  • Business: $12.50/user/mo.
  • Enterprise: $17.50/user/mo.

Trello Overview: 

Trello is an advanced task and workflow management software that uses interactive interfaces to help teams complete tasks.

Trello is a workflow collaboration tool that organizes tasks and projects into boards and cards. In one glance, Trello shows what's being worked on, the people involved in a task, and where the task is in process. A team can simplify their to-do items with elaborated Kanban boards, expressive labels and tags, and colorful task cards. Trello sorts tasks and takes away distractions to keep each team member productive.  

#11. beSlick

G2 Rating: 4.8/5 Stars
Capterra Rating: 4.7/5 Stars
beSlick Pricing:

  • Price starts from $10/user/mo.

beSlick Overview 

beSlick, also known as Bliss, is a process and workflow management software that helps businesses and teams streamline tasks, processes and workflows. Its customizable workflow builder helps you centralize workflow, eliminating the chaos of running teams and businesses.

The platform allows users to create simple yet powerful task and workflow process templates, which evolve into checklists when executed as tasks. Tasks can be one-off, designed from a template, or an automatic recurring schedule. Users can also create task progress reports to track success and process improvement opportunities. beSlick integrates with 2,000+ applications, including CRM, email, Project Management and finance software. 

#12. SmartSheet

G2 Rating: Not Rated
Capterra Rating: 4.5/5 Stars
SmartSheet Pricing:

  • Pro: $7/user/mo, billed yearly for 10 users mx.
  • Business: $25/user/mo, billed yearly for 3 users Max.
  • Enterprise: Custom quote.

SmartSheet Overview

Smartsheet is an online workflow management tool for spreadsheet lovers. It offers a rich set of designs, workflows, dashboards and reports to capture and track work plans, schedules and resources.

Smartsheet's intuitive platform helps users rack and manage diverse workflows, including task lists, team projects, business processes, customer information, event schedules and more. Smartsheet offers tools and features for workflow automation, project management, content collaboration, task scheduling, forms management, data tracking and more. It integrates with other apps like Google Apps, Salesforce, Dropbox, Zapier and more.

#13. ProProfs Project

G2 Rating: 4.4/5 Stars
Capterra Rating: 4.7/5 Stars
ProProfs Project Pricing:

  • Pricing starts from $39.9/mo.

ProProfs Project Overview

ProProfs is a smart project and workflow management software focusing on planning, team collaboration and project lifecycles. ProProfs Project allows individuals and teams to organize projects, schedule tasks, track progress, collaborate, delegate tasks, share files, create reports and much more.

It is that perfect tool for all your workflow needs, like scheduling, executing plans and assigning tasks, with features like a project calendar, Gantt charts, time tracking and more. The centralized dashboard allows you to plan, organize, and manage workflows easily.

#14. ProofHub

G2 Rating: 4.5/5 Stars
Capterra Rating: 4.5/5 Stars
ProofHub Pricing

  • Ultimate Control: $99.99/mo.
  • Essential: $50/mo.

ProofHub Overview

ProofHub is known for its project planning capability for teams that need to get work done faster. It has no learning curve and an intuitive interface that supports efficient project monitoring.

ProofHub simplifies how teams collaborate on, run, communicate on, track, monitor and report projects. The platform's key features include workflow management, Gantt charts, chat, time-tracking, project calendars, notifications, integrations and more, which assist team and project managers in project management.

#15. ProWorkflow

G2 Rating: 4.1/5 Stars
Capterra Rating: 4.5/5 Stars
ProWorkflow Pricing: 

  • Pro: $20/user/mo.
  • Advanced: $30/user/mo (min: 5 Users).

ProWorkflow Overview

Designed for visibility and transparency, ProWorkflow workflow management software gives teams a simple task overview, guiding them through tasks completed and those in the pipeline.

Clients and team members can view the workflow dashboard. Its customizable features and intuitive drag-and-drop interface allow workflow customization, view and team collaboration.

The platform has a mobile app for smartphones and tablets with task management and time-tracking features. It also integrates with many tools, including Dropbox, Google Drive, Quickbooks, Microsoft OneDrive and more.

Conclusion 

Workflow management software should help you coordinate the planning, tracking, configuring and delivering of your work to accomplish an objective.

You need a tool that automates your workflow, integrates with your tools, supports your team's needs and fits within your budget. The best platform also helps you with collaboration and process guides.

Try Scribe to create workflow automation and efficient process guides.