Top 26 Workflow Management Tools in 2025 for Teams

Key highlights 

• Discover the 26 best workflow management tools to simplify your business processes in 2025. 
• Explore top features like task automation, intuitive dashboards and team collaboration tools. 
• Compare leading workflow management software based on pricing, use cases and integrations. 
• Learn how workflow automation can reduce manual tasks and improve productivity. 
• Find the right solution for project tracking, document management and repetitive task handling. 
• Streamline your workflows with Bluehost’s AI-powered site creation tools.

Is your team juggling spreadsheets, chasing email approvals and losing track of who’s doing what? If so, you’re not alone. As workflows get more complex, the old ways of managing tasks just don’t cut it anymore. That’s why 2025 is the year to rethink how you work—with the help of modern workflow management tools. 

Modern workflow software tools go beyond basic to-do lists. They combine workflow automation and task management software to streamline operations, save time and reduce manual tasks. From startups to large enterprises, everyone’s looking for more innovative ways to run their business processes—and that starts with choosing the right platform. 

In this guide, we’ll explain what workflow management software really does, explore 26 of the top tools on the market and show you how to find the perfect fit.  

Let’s explore! 

What are workflow management tools? 

Workflow management tools are software solutions that help businesses create, monitor and optimize structured sequences of tasks. These tools streamline everyday operations by organizing workflows, automating repetitive actions and assigning responsibilities to the right team members. 

In simple terms, they allow you to: 

• Map out tasks step by step 
• Assign roles and due dates 
• Automate repetitive tasks 
• Track progress in real time 
• Improve team collaboration

Modern workflow management software includes features like drag-and-drop builders, task automation, document management and integration systems. It’s designed to reduce human error, improve transparency and boost overall workplace productivity. This makes it essential for managing both small tasks and complex project workflows. 

Also read: Top eCommerce Tools to Streamline and Grow Your Online Store in 2025   

What are the types of workflow management tools? 

Workflow software management tools come in a variety of forms—each designed to support different business needs and team structures. Understanding the types can help you choose the right platform based on your goals, whether it’s task tracking, automation or document control. 

There are six main types of workflow management tools, each designed to serve specific business needs and team structures: 

• Task-based tools: Focused on organizing and tracking individual or team task management to boost daily productivity. 
• Project-based tools: Ideal for managing complex project workflows, tracking project progress and assigning responsibilities across teams. 
• Automation-focused tools: Built for streamlining repetitive tasks using workflow automation software to improve efficiency and reduce manual tasks. 
• Document-centric tools: Emphasize document management and approval flows to maintain compliance and ensure accurate record-keeping. 
• Custom workflow builders: Provide drag-and-drop interfaces to design custom workflows tailored to specific operations and preferences. 
• All-in-one platforms: Combine features like team collaboration, task automation tools and reporting dashboards for complete workflow and document management.

Each type serves a different purpose, but the goal is the same: simplify work, improve efficiency and help your team stay on the same page. 

Also read: 10 Ways to Improve Your WordPress Workflow 

What are the benefits of using workflow management tools? 

Workflow software management tools offer a wide range of benefits that help teams improve productivity, reduce errors and streamline business operations. 

Here are the key advantages: 

• Increased efficiency: Automates repetitive tasks and frees up time for strategic work. 
• Better team collaboration: Keeps team members aligned through shared dashboards, timelines and communication tools. 
• Fewer manual errors: Reduces human error by automating critical processes and approvals. 
• Improved transparency: Tracks project progress and task completion in real time across teams. 
• Faster decision-making: Provides access to data analytics and real-time updates for quicker responses. 
• Consistent results: Standardizes workflows to ensure repeatable outcomes and fewer delays. 
• Enhanced resource planning: Allocates people, time and tools effectively using resource management features. 
• Scalability: Grows with your team by offering advanced features and customizable workflows.

By using the right workflow software management solution, businesses can simplify complex workflow processes. They also help optimize performance and stay on the same page, even across multiple teams or departments. 

Top 26 workflow management tools for 2025 

Here’s a quick comparison of the top-rated workflow management tools for 2025, based on features, ideal use cases and pricing: 

Tool	Best for	Key features	Starting price
Team Compass	Small teams and status updates	Team check-ins, goal setting, task management	$108/month
ProofHub	All-in-one project planning	Kanban boards, chat, Gantt charts	$45/month (Essential plan)
Nintex	Enterprise process automation	Drag-and-drop builder, workflow automation	Custom pricing
Bit.ai	Document collaboration	Smart docs, templates, document management	$8/user/month
ProcessMaker	Complex enterprise workflows	BPMN support, approvals, automated workflows	Custom pricing
ProProfs Project	Simple project management	Time tracking, task reports	Custom pricing
Process Street	Recurring task automation	Checklists, automating repetitive tasks	Custom pricing
Backlog	Dev teams and bug tracking	Git integration, issue tracking	$35/month
Hive	Collaborative project work	AI insights, multiple views	$1.50/user/month
Kissflow	Workflow and process management	No-code builder, integrations	Custom pricing
Shift	Unified app and email hub	App switcher, productivity tools	$149/year
Fluix	Remote workforce workflows	Form automation, field data	$20/user/month
Projectsly	Agile task planning	Kanban boards, real-time chat	$14.99 /month
ClickUp	Custom workspaces	Docs, dashboards, time tracking	$10/user/month
Smartsheet	Spreadsheet-style project tracking	Templates, reporting, resource planning	$9/user/month
Pipefy	Process automation and requests	No-code builder, approval flows	Custom pricing
Monday.com	Versatile workflows and teams	Automation, dashboards, drag and drop	$9/seat/month
Bynder	Digital asset management	Brand portals, creative workflows	Custom pricing
Kintone	Custom business apps	App builder, workflow templates	$16/user/month
Next Matter	Operations automation	End-to-end workflow visibility	Custom pricing
Process Bliss	Process consistency	Task tracking, templates	$10/user/month
Admation	Marketing workflow management	Approval paths, resource management	Custom pricing
Qntrl	Structured process control	Roles, forms, SLAs	Free; paid plans available
VOGSY	Professional services automation	Quote to cash, project financials	$14/user/month
Airtable	Flexible project databases	Views, automation, team collaboration	Free; paid from $20
Trello	Simple visual task boards	Cards, lists, power-ups	Free; paid from $5

Disclaimer: Prices are subject to change. For the most current details, please refer to the official websites of tools respectively. 

When selecting a workflow management tool, consider your team’s specific needs, such as the complexity of projects, required integrations and budget constraints. The right tool can significantly improve efficiency, collaboration and overall productivity. 

Now, let’s look into each of the 26 workflow management tools for 2025 in detail. 

1. Team Compass 

Team Compass is a streamlined workflow management tool for small and mid-sized teams. It helps in seeking clarity, accountability and alignment without the complexity of larger platforms. Team Compass acts as a centralized workspace where team members can check in, track goals and monitor project progress in real time. 

This workflow software tool enhances productivity by simplifying updates, reducing status meetings and encouraging task ownership. While it lacks heavy-duty workflow automation software features, it makes up for it with a clean, intuitive interface and strong team collaboration capabilities. 

Key features: 

• Enables daily and weekly check-ins to track team goals and updates 
• Offers visual goal tracking and performance summaries 
• Includes real-time status updates and progress feeds 
• Provides customizable dashboards for team visibility

Pros: 

• Easy to set up with an intuitive interface 
• Keeps teams aligned across multiple projects 
• Enhances team collaboration in remote or hybrid environments 
• Helps reduce manual tasks and improves individual accountability

Cons: 

• Lacks advanced workflow automation tools 
• Limited integrations with other project management software

User rating: 4.2/5  

Integration capabilities: Integrates with Slack and Google Calendar; limited third-party app integrations 

Best for: Small to mid-sized teams focused on improving team alignment and status updates without complex automation needs 

Pricing: Starts at $108/month per team; a free trial is available 

2. ProofHub 

ProofHub is an all-in-one workflow management tool built to support growing teams and complex projects. This workflow software tool combines project management, team collaboration and workflow automation features into a single, user-friendly platform.  

Whether you’re managing a marketing campaign or handling cross-departmental projects, ProofHub gives you the flexibility and control to get work done efficiently. 

It’s especially valuable for teams looking to consolidate their tech stack. Instead of juggling multiple tools for tasks, chats, notes and file sharing, ProofHub brings everything under one roof. This makes it one of the best project workflow solutions available today. 

Key features: 

• Offers task lists, custom roles, Gantt charts and calendar views 
• Includes built-in chat, discussions, notes and time tracking 
• Allows teams to assign tasks, set deadlines and monitor task completion 
• Supports drag-and-drop task organization and progress visualization

Pros: 

• Centralizes task management, communication and files 
• Easy to onboard with an intuitive interface 
• Great for planning and executing strategic initiatives 
• Enables team accountability and improves workflow processes

Cons: 

• Fewer third-party integrations than some competitors 
• No free plan; only paid options are available

User rating: 4.3/5  

Integration capabilities: Integrates with Google Drive, Dropbox, Slack and Outlook 

Best for: Growing teams and businesses that want an all-in-one project planning and collaboration tool 

Pricing: Starts at $45/month (Flat rate for unlimited users); 14-day free trial available 

3. Nintex 

Nintex is a powerful workflow automation software tailored for enterprises that require scalable, low-code process solutions. Ninetex is widely used in industries like finance, healthcare and government where compliance, accuracy and speed are essential. With its visual builder and advanced features, Nintex helps teams automate processes, reduce bottlenecks and drive operational efficiency. 

More than a workflow management tool, it’s a comprehensive suite of automation solutions. It includes robotic process automation (RPA), e-signatures and systems that integrate seamlessly with SharePoint, Microsoft Teams and other tools. 

Key features: 

• Drag-and-drop workflow designer with logic rules 
• Built-in tools for forms, e-signatures, document generation and RPA 
• Advanced analytics and real-time reporting dashboards 
• Integration support for SharePoint, Salesforce and Office 365

Pros: 

• Enterprise-grade security and compliance features 
• Enables automating repetitive tasks at scale 
• Offers end-to-end workflow automation across departments 
• Highly customizable with powerful automation capabilities

Cons: 

• Not ideal for small teams or simple workflows 
• Steeper learning curve compared to lightweight workflow software

User rating: 4.1/5  

Integration capabilities: Deep integration with Microsoft ecosystem (SharePoint, Teams, Office 365), Salesforce, SAP 

Best for: Large enterprises requiring advanced automation, compliance and scalable workflow solutions 

Pricing: Custom pricing based on usage and business needs 

4. Bit.ai 

Bit.ai is a modern workflow management tool built for seamless document management and real-time team collaboration. This workflow software tool stands out for its smart document creation system. This makes Bit.ai an ideal choice for teams that rely heavily on content, knowledge sharing and collaborative documentation. 

Whether onboarding new hires, preparing client proposals or managing SOPs, Bit.ai’s interface and features simplify content workflows. It supports real-time collaboration, embeds media and tracks team contributions—making it more than a document editor. 

Key features: 

• Smart document editor for collaborative content creation 
• Rich media support (videos, PDFs, charts, embeds, etc.) 
• Document tracking, version history and link sharing controls 
• Integrates with over 100 apps including Slack, Trello and OneDrive

Pros: 

• Excellent for content-driven workflow processes 
• Ideal for remote teams and asynchronous collaboration 
• Improves productivity with dynamic, centralized documents 
• Supports custom workflows for document approvals and updates

Cons: 

• Not focused on task or project management features 
• Limited automation tools compared to traditional workflow software

User rating: 4.4/5  

Integration capabilities: Slack, Trello, Google Drive, OneDrive 

Best for: Teams focusing on document collaboration and knowledge sharing 

Pricing: Starts at $8/user/month; free version with limited features is available 

5. ProcessMaker 

ProcessMaker is an enterprise-grade workflow automation software built to handle complex, rule-based business processes with precision. It’s widely used by banks, universities and large corporations that need to manage approvals, forms and document-heavy operations at scale. With its BPMN 2.0-compliant visual builder, ProcessMaker allows teams to design and deploy powerful, logic-driven workflow processes. 

This tool stands out in the best workflow management software category for its ability to combine simplicity with deep technical control. Whether you’re automating multi-level approvals or integrating with legacy systems, ProcessMaker delivers robust performance and flexibility. 

Key features: 

• Low-code BPMN 2.0 workflow designer with form builder 
• Integration support for Salesforce, SAP and third-party APIs 
• Advanced reporting and SLA tracking 
• Supports mobile workflows for on-the-go task management

Pros: 

• Ideal for automating multi-step, document-intensive workflows 
• High level of customization and access control 
• Enables advanced workflow automation with minimal coding 
• Great for scaling complex operations and eliminating manual tasks

Cons: 

• Not suitable for small teams or simple projects 
• Requires onboarding to navigate its full capabilities

User rating: 4.0/5  

Integration capabilities: Salesforce, SAP, REST APIs, Microsoft Power BI 

Best for: Large organizations with complex operational workflows 

Pricing: Custom pricing based on organizational needs and workflow volume 

6. ProProfs Project 

ProProfs Project is a simple, yet effective workflow management tool designed for teams that need clear visibility into tasks, timelines and deliverables. With a user-friendly interface and key features for managing small to medium-sized projects, This workflow software tool is perfect for businesses aiming for streamlined task management. 

Built for clarity and speed, ProProfs Project helps teams assign tasks, track deadlines and collaborate in real time. This makes it a solid choice for marketing teams, agencies and service-based businesses. 

Key features: 

• Task assignment with deadlines and priority levels 
• Gantt charts and calendar views for project planning 
• Time tracking, file sharing and milestone tracking 
• Real-time project status updates and reporting

Pros: 

• Great for beginners and non-technical teams 
• Offers all core features for basic project management 
• Encourages on-time task completion and accountability 
• Integrates with email and file storage platforms

Cons: 

• Lacks deep workflow automation or process customization 
• Not ideal for highly complex or regulated business operations

User rating: 4.2/5  

Integration capabilities: Email clients, cloud storage (Google Drive, Dropbox) 

Best for: Small to medium teams needing straightforward project management 

Pricing: Custom pricing based on team size and usage 

7. Process Street 

Process Street is a powerful workflow automation tool built for teams that need to manage recurring checklists, standard operating procedures (SOPs) and routine approvals. Designed with simplicity in mind, it combines no-code automation with structured task tracking. 

With a strong focus on automating repetitive tasks, Process Street allows users to build and run workflows using conditional logic, approvals and custom request forms. It’s one of the best platforms for teams aiming to reduce manual tasks and improve process consistency. 

Key features: 

• No-code workflow builder with conditional logic and approvals 
• Recurring checklists for SOPs and compliance workflows 
• Role assignments, due dates and rich media task instructions 
• Integrations with over 1,000 apps via Zapier and native connectors

Pros: 

• Excellent for handling recurring repetitive processes 
• Helps teams streamline processes and stay audit-ready 
• Offers detailed tracking of task completion and accountability 
• Highly scalable for multiple projects and departments

Cons: 

• Limited flexibility for one-off or complex project workflows 
• More checklist-oriented than traditional project management tools

User rating: 4.5/5  

Integration capabilities: Zapier, Slack, Google Workspace, Salesforce 

Best for: Teams automating repetitive tasks and SOPs 

Pricing: Custom plans based on requirements  

8. Backlog 

Backlog is a robust workflow management tool tailored for development teams, designers and cross-functional project groups. Combining issue tracking, version control and project management, this workflow software tool serves as a one-stop solution for teams handling bugs, tasks and releases. 

With built-in Git and Subversion (SVN) repositories, Backlog allows developers to manage code alongside project workflows—something not all the best workflow management software offers. Its clean interface, Kanban boards and team-friendly design make it a great fit for both technical and non-technical users. 

Key features: 

• Built-in Git and SVN for version control and code collaboration 
• Bug tracking, task assignment and milestone management 
• Wiki, file sharing and comment threads for better team collaboration 
• Gantt charts and Kanban boards for workflow visualization

Pros: 

• Ideal for engineering and product teams managing software lifecycles 
• Supports both agile and traditional project planning methods 
• Bridges communication between developers and other stakeholders 
• Offers role-based permissions and strong document management features

Cons: 

• Might feel dev-focused for teams outside of tech 
• Limited automation compared to other workflow automation software

User rating: 4.1/5  

Integration capabilities: GitHub, Slack, Jira, Google Drive 

Best for: Software development and product teams 

Pricing: Starts at $35/month; free plan available for up to 10 users 

9. Hive 

Hive is a flexible and visually engaging workflow management tool designed for fast-moving teams and growing businesses. Hive combines task management, time tracking, communication and file sharing in one intuitive platform. 

What makes Hive stand out is its AI-powered insights and ability to support various work styles. Whether your team prefers Gantt charts, Kanban boards, calendars or tables, Hive adjusts to your preferred project management view. It’s a strong contender in the space of productivity management platforms. 

Key features: 

• Multiple project views including Gantt, Kanban and calendar 
• Native messaging, file sharing and proofing tools 
• Time tracking and real-time analytics dashboards 
• AI insights for smarter planning and workflow automation

Also read: AI in web development: How AI is transforming the industry 

Pros: 

• Highly customizable to fit any workflow processes 
• Excellent UI and smooth onboarding with an intuitive interface 
• Combines collaboration, planning and execution in one space 
• Supports integrations with over 1,000 tools including Slack, Zoom and Google Workspace

Cons: 

• Can be overwhelming with too many features for small teams 
• Occasional lag reported in large-scale task management scenarios

User rating: 4.3/5  

Integration capabilities: Slack, Zoom, Google Workspace, Microsoft Teams 

Best for: Fast-paced teams needing flexible project views 

Pricing: Starts at $1.50/user/month; free trial available 

10. Kissflow 

Kissflow is a no-code workflow management tool that empowers teams to design, run and manage workflows with ease. This workflow software tool is built for both technical and non-technical users, offering a drag-and-drop interface that makes building custom workflows intuitive and fast. 

Whether you’re streamlining HR requests, finance approvals or IT service tickets, Kissflow brings structure and visibility to everyday business processes. It’s a top choice for companies that want end-to-end workflow automation without needing heavy IT involvement. 

Key features: 

• Visual builder for workflow automation with form and rule creation 
• Pre-built templates for procurement, onboarding, travel and more 
• Integration with Google Workspace, Microsoft 365 and over 50 tools 
• Role-based access and permissions for secure workflow management

Pros: 

• Ideal for teams new to workflow automation tools 
• Helps eliminate manual tasks and reduce turnaround time 
• Offers great flexibility with customizable workflows 
• Scales well across departments and team members

Cons: 

• Reporting and analytics could be more advanced 
• May require training for process optimization

User rating: 4.1/5  

Integration capabilities: Google Workspace, Microsoft 365, Zapier 

Best for: Businesses seeking no-code automation with ease 

Pricing: Custom pricing (based on features and user count) 

11. Shift 

Shift is a productivity-focused workflow management tool that unifies your apps, email accounts and browser tabs into one streamlined interface. Unlike traditional project management tools, Shift is designed to reduce digital clutter and improve focus by keeping all your work tools in one place. 

It’s especially useful for individuals and teams that manage multiple workflows across platforms like Gmail, Slack, Trello, Asana and Microsoft Teams. Shift offers a centralized command center that cuts down on tab switching, helping users reclaim lost time and boost workplace productivity. 

Key features: 

• Combines emails, apps and extensions in one unified dashboard 
• Supports over 1,200 integrations with popular task automation tools 
• Built-in search, notification control and app pinning 
• Cross-platform access with synced workspaces

Pros: 

• Reduces friction between tools and streamlines processes 
• Great for remote teams juggling multiple projects and platforms 
• Helps manage digital overload with a clean, intuitive interface 
• Boosts efficiency across communication and task workflows

Cons: 

• Not a full-featured project management software 
• Some advanced features are limited to higher-tier plans

User rating: 4.0/5  

Integration capabilities: Gmail, Slack, Trello, Asana, Microsoft Teams 

Best for: Individuals and teams managing multiple apps and email workflows 

Pricing: Starts at $149/year per user; Pro and Advanced plans available 

12. Fluix 

Fluix is a lightweight yet powerful workflow automation software built specifically for remote and field teams. This workflow software tool focuses on digitizing paper-based workflows, streamlining data collection and improving compliance. This, in turn, makes Fluix an ideal choice for industries like construction, logistics and field services. 

It helps organizations replace clipboards and manual paperwork with mobile-first workflow management tools, enabling faster task completion, real-time updates and better documentation. Fluix’s offline capabilities are a key strength for teams working in low-connectivity environments. 

Key features: 

• Mobile form creation, electronic signatures and file routing 
• Real-time data sync and offline access for field operations 
• Customizable workflows with approval chains and automation rules 
• Integration with cloud storage, CRMs and document systems

Pros: 

• Designed for remote teams and field-based business processes 
• Great at reducing paper usage and improving data accuracy 
• Offers secure, role-based access and document management 
• Enhances mobility with mobile-friendly workflow software

Cons: 

• Not ideal for teams that need deep project management features 
• Limited collaboration tools compared to other platforms

User rating: 4.3/5  

Integration capabilities: Salesforce, Dropbox, Google Drive 

Best for: Field operations and paperless workflows 

Pricing: Starts at $20/user/month; custom enterprise pricing available 

13. Projectsly 

Projectsly is a top project management tool from 500apps, designed for fast-moving teams requiring efficient planning, real-time collaboration and visual task tracking. With its sleek design and intuitive features, Projectsly is well-suited for small to mid-sized businesses. It is best suited for those looking to improve day-to-day task management and boost team collaboration. 

It brings together all essential elements of project management—including timelines, team assignments and activity tracking—into a centralized platform. Projectsly affordable pricing also makes it an attractive alternative to more complex workflow software options. 

Key features: 

• Visual Kanban boards, Gantt charts and calendar views 
• Built-in time tracking, task dependencies and milestone planning 
• In-app chat for seamless team collaboration software experience 
• Automation features for recurring tasks and status updates

Pros: 

• Easy to use with a clean, intuitive interface 
• Offers robust tools for planning and tracking multiple projects 
• Great value for teams that want all-in-one project workflow solutions 
• Includes basic automation to help handle repetitive tasks

Cons: 

• Limited integrations compared to enterprise-level tools 
• Still evolving in terms of advanced customization

User rating: 4.0/5 

Integration capabilities: Google Workspace, Slack 

Best for: Small teams needing affordable project management 

Pricing: Starts at $14.99/month; Custom pricing via 500apps subscription 

Also read: Small Business Automation: How To Do It & Do It Well! 

14. ClickUp 

ClickUp is one of the most versatile and feature-rich workflow management tools available today. Designed for teams of any size, it offers task management, document sharing, time tracking, goal setting and automation in a customizable, engaging interface. 

Whether managing project workflow solutions for a startup or a large organization, ClickUp offers flexible modules. This workflow software tool allows teams to build custom workflows, automate steps and stay aligned across departments. It’s known for replacing multiple apps, making it a popular choice for businesses looking to simplify their productivity management platforms. 

Key features: 

• Multiple views: Kanban boards, Gantt charts, timelines, calendars 
• Built-in docs, whiteboards and real-time chat 
• Advanced task automation using triggers and conditions 
• Goal tracking, workload view and sprint planning tools

Pros: 

• Highly customizable and ideal for automating repetitive tasks 
• Replaces several apps with a single unified platform 
• Great for managing projects across multiple departments 
• Supports both agile and waterfall project management methodologies

Cons: 

• Feature-heavy interface can be overwhelming at first 
• Requires setup time to tailor for specific business processes

User rating: 4.7/5  

Integration capabilities: Slack, Google Drive, Zoom, GitHub, Zapier 

Best for: Teams of all sizes wanting an all-in-one workflow and project platform 

Pricing: Free plan available; paid plans start at $10/user/month 

15. Smartsheet 

Smartsheet is a spreadsheet-style workflow management tool that helps teams manage projects, resources, approvals and task automation. It’s ideal for organizations that love Excel but need more flexibility, collaboration and scalability for modern workflow processes. 

What makes Smartsheet stand out is its familiar grid view combined with dynamic workflow automation, reporting tools and enterprise-level integrations. It’s commonly used for marketing campaigns, IT projects and operational planning across industries. 

Key features: 

• Grid, Gantt, calendar and Kanban board views 
• Automated alerts, approvals and update requests 
• Built-in forms and dashboards for custom workflows 
• Integration with Google Workspace, Microsoft 365, Slack and more

Pros: 

• Ideal for teams transitioning from spreadsheets to full workflow management systems 
• Excellent reporting and analytics features for tracking project progress 
• Helps automate tasks and reduce dependency on manual updates 
• Scales easily for teams managing multiple projects

Cons: 

• Takes time to set up complex automations 
• May feel rigid compared to more visual platforms

User rating: 4.4/5  

Integration capabilities: Microsoft Teams, Salesforce, Jira, Slack 

Best for: Teams transitioning from spreadsheets to workflow software 

Pricing: Starts at $9/user/month; enterprise plans available 

16. Pipefy 

Pipefy is a no-code workflow management tool that empowers teams to build, automate and optimize their own processes with ease. Whether overseeing finance approvals, onboarding or IT requests, Pipefy centralizes operations with structured workflows that reduce manual tasks and improve oversight. 

Built for scalability, Pipefy enables both business and IT users to create workflows without writing code. Its interface is intuitive and supports a wide range of workflow automation capabilities for companies aiming to increase control and efficiency. 

Key features: 

• Custom pipelines for HR, procurement, finance and more 
• Visual drag and drop builder for customizable workflows 
• Built-in forms, automation rules and approval routing 
• Integration with Slack, Salesforce, Google Sheets and more

Pros: 

• Excellent for automating repetitive tasks across teams 
• Ensures consistency with approval workflows and templates 
• Offers SLA tracking and performance dashboards 
• Supports both small teams and enterprise workflow management systems

Cons: 

• Advanced reporting requires higher-tier plans 
• Slight learning curve for users new to workflow design

User rating: 4.2/5  

Integration capabilities: Salesforce, Slack, Google Workspace, Zapier 

Best for: Businesses needing customizable no-code workflows 

Pricing: Involves custom enterprise pricing  

17. Monday.com 

Monday.com is a flexible, visually appealing workflow management tool that adapts to any team or project type. Its user-friendly interface and modular design enable users to create workflows, track progress, automate tasks and collaborate in real time—all from a customizable platform. 

It supports a wide range of use cases. From marketing campaigns and product launches to HR tracking and employee onboarding, Monday.com is one of the most versatile productivity management platforms available today. 

Key features: 

• Visual drag and drop boards with timeline, Kanban and calendar views 
• Custom automations for repetitive and administrative tasks 
• Dashboards for tracking project progress, workload and performance 
• Integration with over 200 tools, including Zoom, Slack and Google Workspace

Pros: 

• Extremely intuitive and fast to onboard 
• Strong collaboration and team communication tools 
• Great for managing multiple projects with centralized visibility 
• Offers pre-built templates for quick workflow setup

Cons: 

• Can become pricey as teams scale 
• Automation limits on lower-tier plans

User rating: 4.6/5  

Integration capabilities: Zoom, Slack, Google Workspace, Jira 

Best for: Teams requiring versatile workflows and collaboration 

Pricing: Starts at $9/seat/month; free plan with limited features available 

18. Bynder 

Bynder is a digital asset management (DAM) platform with built-in workflow management tools. This workflow software tool is designed to help creative and marketing teams manage brand content, collaborate on projects and streamline asset approval workflows. It stands out as a specialized solution within the larger space of the best workflow management software.  

From creating campaign materials to managing brand guidelines, Bynder brings order and visibility to what’s often a chaotic and fragmented process. It offers automation and structure to creative pipelines, making it one of the most targeted productivity management platforms for branding and media teams. 

Key features: 

• Centralized digital asset library with version control 
• Branded portals for easy internal and external access 
• Workflow routing for content creation and approval 
• Metadata tagging, advanced search and permission management

Pros: 

• Ideal for marketing, branding and content-heavy teams 
• Enhances document management and collaboration 
• Enables fast asset delivery with built-in approval workflows 
• Supports role-based access control for secure sharing

Cons: 

• Not designed for general project management or dev teams 
• Pricing is on the higher side for smaller businesses

User rating: 4.3/5  

Integration capabilities: Adobe Creative Cloud, Slack, Microsoft Teams 

Best for: Marketing and branding teams managing digital assets 

Pricing: Custom pricing based on features and storage needs 

19. Kintone 

Kintone is a customizable, no-code workflow management tool that lets teams build their own business apps and workflows—without needing developers. It’s ideal for companies that want full control over how they manage workflows, data and collaboration within a centralized platform. 

It comes with drag-and-drop functionality and a modular design. Kintone empowers users to create apps for everything from project management and employee onboarding to CRM and help desk systems. It’s especially well-suited for teams with unique or evolving business processes. 

Key features: 

• Visual app builder with drag and drop elements 
• Centralized workspace for task management, updates and records 
• Workflow automation with approvals, reminders and notifications 
• Integration support for Zapier, Slack, Box and more

Pros: 

• Enables teams to build highly tailored workflow management solutions 
• Simplifies data handling, collaboration and tracking in one place 
• Great for non-technical users creating custom workflows 
• Offers built-in controls for reducing human error

Cons: 

• UI may feel dated compared to newer tools 
• Learning curve for building more advanced logic

User rating: 4.1/5  

Integration capabilities: Slack, Zapier, Box, Google Workspace 

Best for: Teams needing custom business apps without coding 

Pricing: Starts at $16/user/month; free trial available 

20. Next Matter 

Next Matter is a comprehensive workflow automation software designed to manage and streamline complex operational workflows across teams and departments. Next Matter offers a customizable platform for operations professionals to orchestrate and automate business processes. This includes onboarding, compliance, procurement and logistics. 

Its no-code interface makes it easy for users to build custom workflows that automate tasks. This triggers actions and ensures smooth handoffs between team members, all while maintaining full visibility and control over process execution. 

Key features: 

• End-to-end workflow management with process mapping and automation 
• Custom forms, rule-based logic and approval chains 
• Real-time dashboards for tracking task completion and bottlenecks 
• Integration with Slack, HubSpot, Google Sheets and more

Pros: 

• Built for operations-heavy teams managing critical workflows 
• Excellent at reducing manual tasks and increasing accountability 
• Enables process standardization and compliance 
• Clean, intuitive interface with scalable automation

Cons: 

• Limited project-centric views (for example, Gantt or Kanban) 
• Focused more on structured operations than flexible planning

User rating: 4.0/5  

Integration capabilities: Slack, HubSpot, Google Workspace 

Best for: Operations teams managing complex workflows 

Pricing: Starting from $625 platform fee/month; $19/user/month 

21. Process Bliss 

Process Bliss is a straightforward, yet powerful workflow management tool built for teams that want to document, execute and refine their everyday business processes. It’s especially effective for small to mid-sized businesses that need clarity, accountability and consistent outcomes without the complexity of enterprise platforms. 

Designed with usability in mind, Process Bliss allows teams to create step-by-step workflow processes, assign responsibilities and track task completion in real time. This workflow software tool helps teams reduce human error, standardize operations and increase accountability—making it ideal for internal audits, employee onboarding and repeatable workflows. 

Key features: 

• Template-based workflow builder for recurring tasks 
• Built-in checklists, approvals and status tracking 
• Performance analytics to identify bottlenecks 
• Secure collaboration with role-based access control

Pros: 

• Perfect for documenting and managing repetitive tasks 
• Offers real-time tracking and transparency into team workflows 
• Easy to use and adopt, even for non-technical users 
• Improves consistency across task management and operations

Cons: 

• Limited advanced workflow automation features 
• May not be ideal for complex or cross-departmental projects

User rating: 4.2/5  

Integration capabilities: Zapier, Slack 

Best for: Small to mid-sized teams needing simple workflow management 

Pricing: Starts at $10/user/month; free trial available 

22. Admation 

Admation is a workflow management tool for marketing and creative teams to manage campaigns, approvals and asset production on one platform. Built to simplify the complex approval chains common in creative workflows, Admation helps teams reduce delays, improve visibility and stay compliant. 

With its robust document management and built-in approval workflows, Admation is especially useful for organizations in highly regulated industries or teams working with multiple stakeholders. 

Key features: 

• Project timelines, resource scheduling and calendar management 
• Review and approval tools with markups and version history 
• Digital asset management with metadata tagging and rights control 
• Time tracking and workload dashboards

Pros: 

• Ideal for creative teams managing content-heavy business processes 
• Improves transparency and control over critical tasks 
• Supports campaign and asset review with detailed feedback tools 
• Helps reduce email reliance and keeps everyone on the same page

Cons: 

• Geared toward marketing use cases; less suitable for IT or dev workflows 
• UI may feel dated compared to newer platforms

User rating: 4.0/5  

Integration capabilities: Adobe Creative Cloud, Slack 

Best for: Marketing teams managing campaigns and approvals 

Pricing: Custom pricing based on users and storage needs 

23. Qntrl 

Qntrl (pronounced “control”) is a powerful, lightweight workflow management tool built to give teams complete visibility and control over their everyday operations. Created by Zoho, Qntrl is designed to streamline structured workflow processes, automate approvals and improve team accountability through built-in forms and rules. 

This workflow software tool is particularly useful for mid-sized businesses looking to eliminate manual tasks, reduce human error and enforce process standardization across departments. Qntrl’s flexibility makes it a strong fit for HR, finance and operations teams managing repetitive workflows. 

Key features: 

• Workflow builder with conditional rules, forms and SLAs 
• Visual dashboards to monitor project progress and task ownership 
• Role-based access, audit logs and automated notifications 
• Integration with other Zoho apps, Slack, Zapier and REST APIs

Pros: 

• Helps automate processes and maintain compliance 
• Intuitive UI ideal for quick setup and adoption 
• Great for setting up approval workflows and structured task flows 
• Free plan available with essential features

Cons: 

• Limited advanced analytics compared to some enterprise platforms 
• More focused on process control than full-scale project management

User rating: 4.1/5  

Integration capabilities: Zoho apps, Slack, Zapier 

Best for: Mid-sized teams focusing on process control 

Pricing: Free plan available; paid plans start from $20 per user per month  

24. VOGSY 

VOGSY is a professional services automation (PSA) platform that combines workflow management tools, resource planning and project financials in a single interface. Built on Google Workspace, it’s designed for service-based businesses. These businesses include consultancy firms, marketing agencies and IT firms that need a clear view of both operations and revenue. 

With VOGSY, teams can track everything from proposal to payment, ensuring that project management, client delivery and billing processes all stay aligned. It’s ideal for teams that want to unify their workflows and data into one end-to-end solution. 

Key features: 

• End-to-end project lifecycle management from quote to cash 
• Resource and capacity planning with real-time dashboards 
• Built-in time tracking, invoicing and margin reporting 
• Integration with Gmail, Google Drive and Sheets

Pros: 

• Excellent for tracking both task completion and project profitability 
• Helps align workflow processes with business goals 
• Supports automating repetitive tasks across finance and delivery 
• Clean, Google-inspired user interface

Cons: 

• Designed primarily for professional services firms 
• Not suitable for product or manufacturing workflows

User rating: 4.0/5  

Integration capabilities: Google Workspace, Salesforce 

Best for: Professional services and consultancy firms 

Pricing: Starts at $14/user/month; custom pricing available for larger teams 

25. Airtable 

Airtable is a highly customizable workflow management tool that blends the simplicity of a spreadsheet with the power of a database. Airtable is ideal for teams that need flexible tools to manage data, automate tasks and track multiple projects across various departments. 

Airtable helps users create custom workflows for content calendars, product development and customer onboarding using templates, drag and drop and integrations. 

Key features: 

• Grid, gallery, calendar and Kanban board views 
• Automations for alerts, data updates and task automation 
• Real-time collaboration and team member permissions 
• Integrations with over 100 apps, including Slack, Google Drive and Zapier

Pros: 

• Extremely flexible and easy to customize for any team or industry 
• Ideal for both structured data management and creative workflows 
• Encourages team collaboration with shared workspaces and live updates 
• Supports low-code scripting for advanced workflow automation

Cons: 

• Can become complex as databases scale 
• Lacks native Gantt or resource planning tools in the free plan

User rating: 4.6/5 

Integration capabilities: Slack, Google Workspace, Zapier 

Best for: Teams needing flexible database-style workflows 

Pricing: Free plan available; paid plans start at $20/user/month 

26. Trello 

Trello is a popular, beginner-friendly workflow management tool known for its simplicity and visual interface. Based on the kanban board system, Trello helps individuals and teams organize tasks, manage workflows and keep track of projects at a glance. 

While it may not offer the depth of enterprise platforms, Trello shines in its ease of use and adaptability. This workflow software tool is an excellent option for small teams, freelancers and startups who need a lightweight, flexible system to manage their task management and collaboration needs. 

Key features: 

• Visual drag-and-drop boards, lists and cards for organizing tasks 
• Power-ups (add-ons) for calendars, time tracking and integrations 
• Custom fields, checklists and automated workflows 
• Collaboration tools for assigning and commenting on critical tasks

Pros: 

• Extremely easy to learn and set up 
• Offers essential tools for planning and tracking repetitive tasks 
• Highly visual interface improves engagement and clarity 
• Integrates with Slack, Google Drive, Jira and more

Cons: 

• Limited built-in reporting and analytics 
• Advanced features often require paid plans or add-ons

User rating: 4.5/5  

Integration capabilities: Slack, Google Drive, Jira, Salesforce 

Best for: Small teams, freelancers and startups needing simple task management 

Pricing: Free plan available; paid plans start at $5/user/month 

How to choose the best workflow management software? 

With so many options available, selecting the right workflow management software can feel overwhelming. The best choice depends on your team’s size, structure, goals and how you plan to scale over time.  

Here are a few essential factors to consider when choosing a workflow management solution: 

1. Consider your team size and structure 

Start by identifying who will be using the tool. Small teams might benefit from lightweight workflow software with a simple interface. While larger organizations may need a robust workflow automation software with support for complex hierarchies, role-based access and compliance features. 

If you manage fast-moving projects or sprints, you might also prefer tools that support agile project management, such as visual boards and sprint planning tools. 

2. Assess integration needs with existing tools 

Your workflow software should easily integrate with your existing ecosystem—email, CRM, file storage, communication tools and more. Look for platforms that support automation through native or third-party integrations to help you build automated workflows that save time and reduce repetitive tasks. 

Also, consider whether the tool functions well as part of a broader project management app ecosystem or effectively stands alone. 

3. Set a realistic budget for your team’s needs 

Some workflow management software tools are free or freemium, while others have premium price tags. Assess your budget based on the number of users, automation limits and the features you actually need rather than paying for options your team won’t use. Keep scalability in mind as your projects or team grow. 

Remember to consider future needs: If you want to automate in the future, it may be wise to choose the best workflow automation tools that can grow with your business. 

Choosing the right workflow software isn’t about picking the flashiest option. It’s more about finding the right balance between usability, functionality and automation to meet your unique workflow management needs. 

Streamline your workflow with Bluehost WordPress hosting 

Choosing the right workflow software is only part of the equation. To get the most out of your tools, you need a stable, secure and flexible digital foundation—and that’s exactly what we offer at Bluehost. 

Our WordPress hosting platform is built to support growing teams and evolving workflows. Whether setting up internal task systems, managing client portals or integrating automated workflows, our infrastructure ensures smooth operation. With Bluehost, you can confidently support everything from simple projects to enterprise-grade workflow automation software. 

Here’s what sets us apart: 

• AI-powered site creation: Use our intuitive tools to spin up custom WordPress sites in minutes—no coding required. Perfect for building personalized project hubs or collaborative dashboards. 
• Drag-and-drop customization: Add new pages, embed forms and design dynamic layouts that mirror your workflow needs. 
• Plugin flexibility: To enhance your setup, install your favorite project management apps, automation tools and form builders. 
• High performance and reliability: Enjoy fast load times, 24/7 support, free SSL and automatic backups—so your team can focus on work, not web maintenance. 
• Scalability: Whether you’re managing a small internal project or scaling across departments, our plans grow with you.

Bluehost’s infrastructure supports project dashboards, form-based approvals, and collaborative task environments, making it an ideal platform to host and scale your workflow tools. Pair your preferred workflow management software with our trusted WordPress hosting and create a streamlined system tailored to how your team works best. 

Final thoughts 

Selecting the right workflow management tool is key to simplifying tasks, improving team coordination and saving time through automated workflows. Whether you need basic task tracking or full-scale workflow automation software, there’s a tool that fits your team’s goals. 

And when you’re ready to bring it all together online, pair your system with our powerful WordPress hosting. Fast, flexible and easy to customize—it’s everything you need to support smarter workflows. 

Ready to build your workflow platform? Get started with Bluehost WordPress hosting today. 

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