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24 Best Workflow Management Software of 2021 (Free & Paid)


Discover the best workflow management software to build your business-critical workflows in minutes. Increase productivity. Reduce paperwork.

Best Workflow Management Software (Free & Paid)

Running a business and ensuring it meets its business goals involves a lot of tasks and activities.

There are endless emails to send and respond to,  back and forth messaging between the teams involved in projects, document sharing, task and project approvals, and so on. 

It is possible to manage such processes manually, but there’s always the risk of mistakes and oversight.

The best way to manage workflow that involves several steps and multiple parties is to use workflow management software.

Workflow management software are software applications that help you define and automate the various processes involved in achieving desired business outcomes.

With workflow management software, you can track the progress of various projects, follow up on pending tasks, assign tasks to specific people, share files and documents between various teams, communicate with those involved in a project, and so on.

Below, let’s take a look at 24 of the best workflow management software to help you improve business efficiency, increase employee productivity, improve collaboration, and shorten turnaround times.

Monday.com

Best Overall Workflow Management Software

Try Monday.com

ClickUp

Best for Independent Workers

Try ClickUp

Wrike

Best for Professional Service Providers

Try Wrike

Smartsheet

Best for Spreadsheet Based Tools

Try Smartsheet

Teamwork

Best for Multiple Projects

Try Teamwork

Scoro

Best for Small & Medium Enterprises

Try Scoro

Asana

Best for User Friendly Features

Try Asana

Infinity

Best for Flexibility & Customization

Try Infinity

Bitrix24

Best for Multiple Tools

Try Bitrix24

Workfront

Best for Large Organizations

Try Workfront

Paymo

Best for Billing & Time Tracking

Try Paymo

Clarizen

Best for Interactive Work Planning

Try Clarizen

Celoxis

Best for Resource Management

Try Celoxis

Hive

Best for Startups & Operations Teams

Try Hive

ProProfs Project

Best for Simple Task Management

Try ProProfs Project

Zoho Workplace

Best for Business Tasks & Activities

Try Zoho Workplace

Airtable

Best for Small & Medium Enterprises

Try Airtable

Backlog

Best for Software Development Teams

Try Backlog

Next Matter

Best for Operations Teams

Try Next Matter

Qntrl

Best for Optimizing Business Processes

Try Qntrl

Kintone

Best for Communication & Collaboration

Try Kintone

Kissflow

Best for Enterprises

Try Kissflow

HyperOffice

Best for Online Collaboration Tools

Try HyperOffice

Trello

Best for Simple Features

Try Trello

Best Workflow Management Software

1. Monday.com

Best For High Quality Process Visualization

Monday.com is the Best For High Quality Process Visualization

Monday.com is a flexible and highly versatile workflow management software that offers extensive functionality.

Key Features

  • Multiple project views: Switch between calendar, timeline, Gantt, and Kanban project views with a single click.
  • Compatibility with third party tools: Monday.com allows integrations with popular third party tools and apps like Gmail, Google Calendar, Zoom, Slack, Shopify, Todoist, Dropbox, and many others.
  • Custom automations: Monday.com makes it very easy to create custom automations for moving a project through each phase and assigning tasks to the right person at each stage.
  • Customizable templates: Dozens of customizable templates allow you to set up your workflow management processes in a matter of minutes.
  • Engaging insights: Monday.com provides you with real-time data and insights that you can use to improve decision making and increase the efficiency of your business processes.

Pricing

Monday.com Pricing Plan

Monday.com has an Individual Plan that is free forever, while their paid plans start at $8 per user per month

The Standard Plan, which is their most popular, costs $10 per user per month. There is a 14-day free trial for all paid plans.

Try Monday.com for free

2. ClickUp

Best For Independent Workers And Small Teams

ClickUp is the Best For Independent Workers and Small Teams

ClickUp is an affordable, user-friendly cloud-based platform that makes it easy to manage your workflow in an efficient and accessible way

Key Features

  • Multiple project views: ClickUp offers multiple ways of visualizing your projects and workflows, including list view, table view, workload view, board view, Gantt view, calendar view, box view, activity view, and so on.
  • Easy automation: Easily create dependencies that you can use to automate and streamline recurring tasks.
  • Robust integrations: ClickUp allows integrations with over 1000 third party tools and apps, including Google Drive, Dropbox, Outlook, Zoom, Slack, Zapier, Amazon Alexa, HubSpot, and so many more.
  • Collaboration tools: ClickUp offers multiple tools that make collaboration easy, including file sharing, ClickUp chat, ability to post comments and tag colleagues, and project-specific chats.
  • Project templates: Whether you want to create lists, tasks, or projects, ClickUp offers customizable templates that can easily be tailored to your industry and specific needs. 

Pricing

ClickUp Pricing Plan

The best thing about ClickUp is that it offers a free plan that comes with most of the features a smaller business might need. Their paid plans start at $5 per member per month.

Get ClickUp for free

3. Wrike

Best For Professional Service Providers, Agencies, And Marketing Teams

Wrike is the Best For Professional Service Providers, Agencies, And Marketing Teams

Wrike is a great workflow management software that comes with an amazing set of advanced workflow management features. It, however, has a steep learning curve for first time users.

Key Features

  • Intuitive dashboard: Wrike comes with an intuitive, easy-to-use dashboard that allows you to view your entire workflow without having to navigate to multiple screens.
  • Real-time analytics: From reports and charts to analytic dashboards and infographics, Wrike offers project information, data and analytics that are updated every 15 minutes, allowing you to see what is happening in real-time.
  • Department specific solutions: Wrike allows you to create tailor-made solutions that meet the specific needs of each department within your business. This allows you to use a single workflow management tool across your entire business, while giving each department the exact features they need.
  • Collaboration tools: Wrike provides a central place for multiple teams to communicate and share information about a project, with live-editing, real-time comments and notifications, file-sharing, and so on.

Pricing

Wrike Pricing Plan

Wrike offers a free plan that is great for teams that are just getting started with workflow management software.

Their premium plans start at $9.80 per user per month. Their most popular Business Plan costs $24.80 per user per month. Wrike offers a 14-day free trial on paid plans.

Try Wrike for free

4. Smartsheet

Best Spreadsheet-Based Workflow Management Software

Smartsheet is the Best Spreadsheet Based Workflow Management Software

Smartsheet is a workflow management tool that is based on spreadsheets

If you like using spreadsheet software like Excel and Google Sheets to manage your workflow, but feel limited by their basic features, Smartsheet is your best alternative.

Key Features

  • Collaboration tools: Despite being spreadsheet-based, Smartsheet offers several collaboration features, including notes, chat, notes, file sharing, automated alerts, and shared tasks.
  • Robust reporting: Smartsheet offers very powerful reporting compared to most other workflow management software. The best part is that you can generate and consolidate multiple reports with just a couple of clicks.
  • Data security: Smartsheet offers enterprise-level security for your data, with secure data centers, two factor authentication, and granular user access control. You don’t have to worry about unauthorized persons gaining access to your data.
  • Intuitive automation tools: Smartsheet has a drag and drop automation builder that makes it very easy to create and set up advanced automations within a couple of minutes.
  • Integrations: Smartsheet allows integration with several external tools and apps, including Google Workspace, Slack, Dropbox, Jira, Salesforce, DocuSign, Adobe Creative Cloud, Outlook, Microsoft Teams, and many more.
  • Extended functionality: Smartsheet offers extended functionality beyond workflow management, including digital asset management, resource management, project budgeting, project forecasting, portfolio management, and so on.

Pricing

Smartsheet Pricing Plan

Smartsheet plans start at $7 per user per month, with the recommended Business Plan priced at $25 per user per month. Both plans require a minimum of 3 users. Smartsheet offers a 30-day free trial.

Try Smartsheet for free

5. Teamwork

Best For Simultaneously Managing Multiple Projects 

Teamwork is the Best For Simultaneously Managing Multiple Projects 

Teamwork is an excellent workflow management platform that makes it easy for teams to manage multiple projects and workflows from one central place. 

The platform is easy enough to use for novices, while offering more advanced features for power users.

Key Features

  • Project planning tools: Teamwork offers multiple features for prioritizing, tracking, and visualizing projects, including Gantt charts, task lists, and Kanban boards.
  • Task management tools: Organizing and managing tasks on Teamwork is easy. You can create tasks and sub-tasks, assign these tasks and sub-tasks to specific users or teams, set deadlines for the tasks, and so on.
  • Workflow automation: Teamwork makes it easy to automate your workflow by automatically assigning tasks to users, moving projects to the next phase once specific milestones are achieved, regenerating recurring tasks, and so on.
  • Collaboration tools: With Teamwork, you get an impressive set of communication and collaboration features, including file sharing, in-built messaging, discussions, note-taking, and external collaboration.

Pricing

Teamwork Pricing Plan

Teamwork offers a free plan that is suitable for individuals and small teams with simple workflows, as well as a 30-day free trial for their paid plans, which start at $10 per user per month.

Try Teamwork for free

6. Scoro

Best For Small And Medium Enterprises

Scoro is the Best for Small And Medium Enterprises

Scoro is a feature rich workflow management platform that is best suited for small and medium enterprises, particularly those in IT, consulting, and advertising.

Scoro is more than a workflow management tool; it combines workflow management, customer relationship management, reporting, and billing in one central hub.

Key Features

  • Work scheduling: Scoro makes it easy to schedule tasks and keep track of each team member’s projects, workloads, deadlines, as well as the status of each task.
  • Collaboration tools: With various user-friendly communication tools, such as comments, tags, channels, and chats, as well as file sharing capabilities, Scoro makes collaboration between teams and customers very easy.
  • CRM and BMS tools: Scoro can also be used as a business management system and a customer relationship management tool, allowing you to manage contacts, see past interactions with clients, manage the sales process, move business leads through your sales funnel, and so on.
  • Workflow automation: With Scoro, you can use task dependencies and logic to automate repetitive various workflow processes, leading to better team coordination and shorter turnaround times.
  • Integrations: Scoro allows integrations with multiple external programs, including Google Calendar, Zapier, MailChimp, Xero, Dropbox, Outlook, and many more.

Pricing

Scoro Pricing Plan

Scoro plans start at $26 per user per month for the cheapest plan, with a minimum requirement of 5 users. You can try Scoro with a 14-day free trial.

Try Scoro for free

7. Asana

Best For User-Friendliness And Ease-Of-Use

Asana is the Best for User Friendliness and Ease of Use

Asana is one of the most popular workflow management software, which can be attributed to its simplicity, ease-of-use, and powerful set of features. It’s also quite affordable, which makes it an attractive option for many businesses.

Key Features

  • Multiple project views: Asana allows you to view and manage your projects using a list view, Kanban boards, calendar view, timeline view, workload view, and portfolio view.
  • Automation: Asana allows you to easily automate processes and workflows, and repetitive tasks using triggers, actions, and custom rules.
  • Team collaboration: Asana offers very powerful collaboration features, including private chat, project chat, team communication, file sharing, task assignment, task priorities and dependencies, and so on.
  • Integrations: Asana allows integrations with 100+ third party apps, including Zapier, Dropbox, Google Drive, Salesforce, Zoom, Tableau, Slack, and many more.

Pricing

Asana Pricing Plan

The best part about Asana is that it has a free plan that is actually functional. Their Premium Plan costs $10.99 per user per month, while their Business Plan costs $24.99 per user per month. Asana offers a 30-day free trial on their paid plans.

Get Asana for free

8. Infinity

Best For Flexibility And Customization

Infinity is the Best For Flexibility and Customization

Infinity is a great choice for those looking for a flexible and highly customizable workflow management platform

Infinity works for businesses of all sizes, from small, one-person operations to large businesses with multiple teams and multiple projects.

Key Features

  • Extremely flexible: With Infinity, there are no limitations. It allows you to create the kind of workflow structure that works for your business, with a rich set of tools like boards, folders and sub-folders, tabs, tasks, goals, meetings, events, and so on.
  • Multiple views: Infinity allows you to visualize your projects and workflows using Kanban boards, table view, calendar view, column view, list view, Gantt view, or form view.
  • Drag and drop builder: Infinity comes with a drag and drop interface that makes it very easy to build workflow automations. It also comes with pre-built templates that make it easier for you to start building automations.
  • Customization: Infinity allows you to change the look and feel of your dashboard to meet your specific needs. You can use color coding for easier tracking of projects, create formulas, and add multiple types of data using links, checkboxes, attachments, dates, and so on.
  • Impressive collaboration tools: You can invite people to teams and projects, make comments on tasks and projects, assign team members tasks, tag users, share boards, set and manage permissions, keep track of changes made to tasks and projects, and customize notifications.

Pricing

Infinity Pricing Plan

Infinity charges a one-time fee rather than monthly subscriptions. The one-time payment varies depending on the number of members, with prices starting at $149 for 5 members. Infinity offers a 30-day free trial.

Try Infinity for free

9. Bitrix24

Best For Those Looking For Multiple Tools In One

Bitrix24 is the Best For Those Looking for Multiple Tools In One

Bitrix24 is an all-in-one workflow management software that also doubles as a CRM tool, a HRM tool, and a lead management tool.

Key Features

  • Strong collaboration tools: Bitrix24 comes with an extensive set of collaboration tools, including chat rooms, video chat, instant messaging, email, telephony, activity stream, workspaces, and even an employee directory.
  • Time management: With Bitrix24, you can track the time spent on tasks and projects, view deadlines, view shared calendars, work reports, and so on.
  • East task management: You can create tasks and subtasks, set recurring tasks, define task dependencies, view tasks as Kanban boards or Gantt charts, and so on.
  • Integrations: Bitrix24 allows integrations with various external apps, including Google Apps, MailChimp, Microsoft apps, Dropbox, LibreOffice, OpenOffice, Mailigen, Unisender, Docusign, Xero, and IBM Lotus Notes.

Pricing

Bitrix24 Cloud Pricing Plan

Bitrix24 has a free plan that gives you 5GB of cloud storage and support for up to 12 users. Their premium plans start at €39 per month, with a 30-day free trial for premium plans.

Try Bitrix24 for free

10. Workfront

Best For Large Organizations 

Workfront is the Best For Large Organizations 

If you’re looking for a high-end enterprise workflow management platform, Adobe’s Workfront is your best choice. 

Workfront allows you to manage tasks, keep track of projects, manage project budgets, review and approve tasks, and so on. Workfront is best suited for large organizations.

Key Features

  • Resource management: Workfront uses artificial intelligence to automatically assign tasks and activities to team members based on their skillset and availability.
  • Real-time collaboration: Collaborating on projects is easy with Workfront’s communication and collaboration tools, such as status updates, threaded conversations, and file sharing.
  • Consolidated task list: Workfront provides a consolidated task list that gives an overview of all projects, their priority, their schedule and deadlines, the team members assigned to each project, as well as real-time updates on any changes made to the projects.
  • Streamlined approvals: This is a risk-management tool built into Workfront that double-checks approvals to minimize the likelihood of costly mistakes.
  • Portfolio management: You can also use Workfront as a document repository where your employees can access important company documents.
  • Top-grade security: Workfront offers top-grade security features to keep your data safe, including whitelisted IP addresses, audit rights, and encryption at rest.

Pricing

Workfront offers custom pricing for all their plans based on your specific needs.

Try Workfront

11. Paymo

Best For Billing, Invoicing, And Time Tracking

Paymo is the Best For Billing, Invoicing, and Time Tracking

Paymo is a great choice for those looking for a reliable workflow management software that provides special focus on time tracking, billing, and invoicing. Paymo is best suited for small and medium enterprises.

Key Features

  • Activity feed: Paymo comes with an activity feed where you can get an overview of all ongoing projects, and all the people involved in the project.
  • Milestones: This feature allows you to create significant milestones for each project and track the project’s progress through these milestones.
  • Timesheets: Timesheets allow you to keep track of time spent on various tasks and projects. Timesheets are highly precise, allowing you to track time down to the minute.
  • Permissions: Paymo allows you to create three types of user roles, each with different permissions. Admins have access to the entire platform, including settings and all projects. Project managers only have access to projects they have created, while users can only view information about projects they have been assigned to.
  • Smart invoicing: Paymo makes it possible to create invoices for projects you are working on, which can be based on an hourly rate, a flat rate, or a flexible rate. You also have the option of creating non-billable internal projects.

Pricing

Paymo Pricing Plan

Paymo has a free plan for small teams, with support for up to 10 users and unlimited projects. 

Their popular Small Office Plan starts at $9.95 per user per month, while the Business Plan starts at $15.79 per user per month. There’s a 15-day free trial on both paid plans.

Try Paymo for free

12. Clarizen

Best For Interactive Work Planning

Clarizen is the Best For Interactive Work Planning

Clarizen is a cloud management platform that combines workflow management and project management into one single tool.

While it offers a ton of features, Clarizen is a bit expensive compared to many other workflow management tools, which makes it suitable for larger organizations and enterprises.

Key Features

  • Automations: With Clarizen, you can easily automate administrative tasks and other repetitive tasks and processes, leaving your staff to focus on doing work that matters.
  • Multiple boards: Clarizen allows you to create different boards for each project and workflow, which makes it easier to organize and manage different teams, products, customers, and projects. You can also create a custom workflow for each board to suit the needs and processes of each team or project.
  • Resource management: As a manager, Clarizen gives you full visibility into your team’s schedule and tasks, as well as resource demands, making it easier for you to plan and allocate your staff to different activities.
  • Financial management: Clarizen comes with a financial tracking tool that makes it easy for you to keep projects within budget and monitor financial metrics in real-time.
  • Collaboration tools: With Clarizen, you get a slew of communication tools that make collaboration easy. These include a social area, a chat app, comments with support for @ replies and hashtags, ability to organize meetings, file sharing capabilities, and a chat app.
  • Apps and extras: Clarizen offers an apps marketplace where you can find and install apps to add extra functionality to your Clarizen setup. Clarizen is also compatible with external apps like Google Apps and Box.com, and offers an API that you can use to build your own custom integrations.

Pricing

Clarizen has two plans with custom pricing based on your needs. However, they allow you to get a feel for the platform with a 30-day free trial.

Try Clarizen for free

13. Celoxis

Best For Resource Management And Issue Tracking 

Celoxis is the Best For Resource Management and Issue Tracking

Celoxis is a fully featured platform for work, project, and portfolio management. It offers an impressive set of features at a competitive price, and is best suited for larger organizations.

Celoxis offers more tools than a small business might need, so small business owners will be better off getting a lower cost platform rather than paying for features they might never use.

Key Features

  • Easy task management: For each task, Celoxis allows you to give it a name, description, priority rating, planned and actual start date, budget, status, completion percentage, assignee, and so on. You can also add followers and comments to a task, upload files, and track task time.
  • Budgeting: Celoxis makes it easy to manage project budgets, both for flat fee and hourly billing. While Celoxis doesn’t have an invoicing tool, it allows integration with QuickBooks for invoicing.
  • Scheduling and resource management: Celoxis allows you to create and manage schedules, makes automatic schedule adjustments in case of delays, allows you to view dependencies that affect schedules, and alerts you about potential problems that might affect scheduling and resource distribution.
  • App integrations: You can integrate Celoxis with a wide range of third party tools, including Google Apps, Zendesk, WUfoo, Trello, Salesforce, JIRA, QuickBooks, Harvest, and GitHub.

Pricing

Celoxis Pricing Plan

Celoxis has a cloud version that costs $22.50 per month, and an on-premise version with a one-time payment of $450 per user. You can try Celoxis for 30 days for free without having to submit your credit card.

Try Celoxis for free

14. Hive

Best For Startups, Operations Teams And Marketing Agencies With Remote Teams

Hive is the Best For Startups, Operations Teams and Marketing Agencies With Remote Teams

Hive is a powerful and modern workflow management platform that is a great option for startups, operations teams and marketing agencies. 

Hive comes equipped with the right set of features to help streamline your business processes, manage tasks, and improve efficiency and productivity.

Key Features

  • Flexible project views: All team members can customize their dashboard to visualize projects and data in their own preferred way. Options to choose from here include Gantt charts, Kanban boards, table view, summary view, calendar view, and portfolio view.
  • Hive forms: Hive allows you to collect data using custom forms. Once filled forms are submitted, Hive automatically turns the details in the forms into action cards.
  • Focus mode: If you want to put all your focus into a high priority task or project, Hive allows you to switch to focus mode, which mutes all chats and notifications, allowing you to work in a distraction-free environment.
  • Project baselines: Project baselines allow you to compare project progress versus planned deadlines and milestones, which tells you whether projects are progressing as planned.
  • Collaboration tools: Hive provides a ton of collaboration and communication tools, including comments, chat, Hive mail with multiple and shared inbox, project permissions, card priority levels, notes, and proofing and approvals.
  • Integrations: Hive supports integrations with over 1,000 external apps and tools, including Slack, Drive, Microsoft Teams, Gmail, Salesforce, Outlook, JIRA, GitHub, and HubSpot.

Pricing

Hive Pricing Plan

Hive has a free plan with limited features that is a great option for individuals and small teams. Their Hive Teams Plan starts at $12 per user per month and comes with a free 14-day free trial, while the Hive Enterprise Plan offers custom pricing based on your needs.

Try Hive for free

15. ProProfs Project

Great Online Platform For Simple Task Management

ProProfs Project is the Great Online Platform for Simple Task Management

ProProfs Project is a simple, intuitive and easy to use work management solution that provides businesses with a centralized location for managing teams, projects, and business processes.

Key Features

  • Optimized task management: With ProProfs Projects, you can see all available tasks and the team members assigned to them, view task status and progress, task dependencies, time spent on tasks, and so on.
  • Efficient collaboration: ProProfs Project comes with solid collaboration features, including file sharing, comments and discussions, real-time notifications, tagging, task assignments, and shared calendars.
  • Powerful reporting: ProProfs Project allows you to generate highly detailed reports about projects and tasks with just a couple of clicks.
  • Drag and drop interface: ProProfs Project comes with a drag and drop interface that makes it amazingly easy to manage tasks, create workflows, set up automations, and so on.
  • Integrations: You can extend the functionality of ProProfs Project by integrating it with Google Calendar, iCal, Outlook, Salesforce, Box, Dropbox, Zapier, and Xero.

Pricing

ProProfs Project Pricing Plan

ProProf Project has two plans, an Essential Plan costing $2 per user per month, and a Premium Plan costing $4 per user per month. Both plans come with a 15-day free trial.

Try ProProf Project for free

16. Zoho Workplace

Best For Bringing Together All Business Tasks And Activities 

Zoho Workplace is the Best For Bringing Together All Business Tasks and Activities 

Zoho Workplace bundles nine different apps into one centralized platform, allowing you to amalgamate all your business tasks and activities into one simple workflow. Zoho Workplace brings together document management, file storage, presentation, chat, email, and other communication tools.

Key Features

  • All-in-one dashboard: Despite comprising 9 different apps, Zoho Workplace brings them all together in one integrated dashboard for seamless multitasking and easier collaboration. You can perform multiple tasks without having to keep switching between apps.
  • Robust security: Zoho Workplace keeps your data highly secured with high-level security features like two factor authentication, password encryption, and encryption at rest and transit.
  • Built-in Zoho tools: Zoho Workplace is compatible with all other apps within the Zoho ecosystem, which means there’s truly no limit to what you can do with Zoho Workplace. You can create documents, create presentations, edit spreadsheets, store and manage files, hold meetings, send mail, and so much more.
  • Smart digital assistant: Zoho Workplace comes with a digital assistant named Zia, who acts as a data analyst, a writing assistant, and a fully-fledged assistant who can answer your questions, search for data and information from your projects and files, and so on.

Pricing

Zoho Workplace Pricing Plan

Zoho Workplace offers two plans, a Standard Plan at $3 per user per month, and a Professional Plan at $6 per user per month. Zoho Workplace offers a 15-day free trial for both plans.

Try Zoho Workplace for free

17. Airtable

Best Spreadsheet-Based WMS For Small And Medium Enterprises

Airtable is the Best Spreadsheet Based WMS For Small and Medium Enterprises

Airtable is another spreadsheet-based work management and online collaboration tool that is great for small and medium enterprises. The platform is highly customizable and comes with a very light and user-friendly interface.

Key Features

  • Automations: Airtable allows you to set up automations using “if this, then that” triggers. This makes it possible to delegate repetitive and administrative tasks to the platform.
  • Resource management: Airtable gives you access to programmable and customizable spreadsheets that you can use to track the time and schedules of your team.
  • Collaboration: Extensive collaboration features, team dashboards, file sharing capabilities, real-time updates and a mobile application for on-the-go access.
  • Apps Marketplace: The Airtable Apps Marketplace gives you access to dozens of apps that allow you to add more features and functionality to Airtable.
  • Integrations: Airtable allows integrations with various online services and tools, including Trello, GitHub, Salesforce, Asana, IFTTT, Zapier, Basecamp, Goove Drive, Box, Instagram, and many more.
  • Data security: Features like two factor authentication, single sign on, and advanced account permissions help keep your Airtable data protected from unauthorized access.

Pricing

Airtable offers a free forever plan that comes with limited features for smaller teams with lightweight needs, as well as 14-day free trial for their premium plans, which start at $20 per user per month.

Try Airtable for free

18. Backlog

Best Workflow Management Platform For Software Development Teams

Backlog is the Best Workflow Management Platform for Software Development Teams

Backlog is a collaboration and workflow management tool with a special focus on teams involved in software development. Backlog makes it easy for developers to collaborate with non-technical team members.

Key Features

  • Task hierarchy: Task hierarchies on Backlog make it easy to keep workflows organized. You can create main tasks with sub-tasks under them, and create custom attributes for the sub-tasks, such as assigned team members, start and completion dates, milestones, and so on.
  • Git access: Backlog allows developers in the team to use Git to create their own repositories on the platform.
  • Role-based access: With Backlog, you can give different levels of access to different users based on their roles, which keeps things streamlined and enhances security.
  • Redmine and JIRA importer: Backlog allows users to import their data from Redmine and Jira onto the platform.
  • Knowledge sharing: Users can create wikis on Backlog and share the wikis with other team members. In addition, Backlog makes it easy for developers to collaborate on their code, with the ability to add comments and keep track of and review changes made to code.

Pricing

Backlog Pricing Plan

Backlog has a free plan with support for up to 10 users, while their paid plans start at $35 per month. You can try their paid plans for free for 30 days.

Try Backlog for free

19. Next Matter

Best Workflow Management Software For Operations Teams

Next Matter is the Best Workflow Management Software For Operations Teams

Next matter is a no-code, cloud-based platform that allows organizations to automate their business operations. The platform is best suited for operations teams in growing organizations.

Key Features

  • Automated task management: With Next Matter, you can automate every aspect of task management – creating new tasks, assigning them to the right users and teams, advancing tasks to the next person in line, and sending notifications.
  • Drag and drop editor: Next Matter comes with a drag and drop editor that allows you to automate tasks, design custom forms, create workflows, and build business processes within minutes.
  • Unlimited integration: Rather than rebuilding new systems, Next Matter allows integration with most of your everyday tools and systems, including Microsoft apps, Google apps, HubSpot, Zendesk, Slack, and many more.
  • Operations Experts: Next Matter gives you access to highly-knowledgeable experts who act as an extension of your team, helping you make the most out of Next Matter and achieve your desired results first.

Pricing

Next Matter Pricing Plan

Next Matter does not have a free plan. Their paid plans start at €25 per user per month. They also offer a free 14 day guided trial.  

Get a free guided trial of Next Matter

20. Qntrl (Formely Orchestly)

Best Workflow Management Software For Optimizing Business Processes

Qntrl is the Best Workflow Management Software For Optimizing Business Processes

Qntrl is a code-free, drag and drop platform that allows businesses to optimize and automate their business workflows

The platform acts as a central command center for your entire business, and is perfect for use in medium and large enterprises across multiple industries.

Key Features

  • Layouts: Layouts is Qntrl’s form creation feature that allows you to capture data that can then be used to create and define workflows and processes.
  • Lead management: Aside from being a workflow management platform, Qntrl also doubles up as a business management platform that allows you to categorize leads depending on where they are in the sales funnel and trigger automatic lead follow-ups.
  • Integrations: Qntrl can be integrated with Google Drive, Property Tweaker, Harvest, Slack, Dropbox, and Checklist.
  • Widgets: Qntrl also gives you access to dozens of widgets that you can use to add more functions to Qntrl and allow more interactions between Qntrl and external tools.

Pricing

Qntrl Pricing Plan

Qntrl offers a free plan with support for up to 5 users, as well as a paid Business Plan that costs $8 per user per month, with a 15-day free trial.

Try Qntrl for free.

21. Kintone

Best WMS For Communication And Collaboration

Kintone is the Best WMS For Communication and Collaboration

Kintone is a work management platform that makes it easy for non-technical users to automate workflows, build databases, create powerful apps, and quickly generate reports.

Key Features

  • Automations: Kintone makes it easy to automate all the tedious stuff, such as sending reminder emails, getting work approvals, passing tasks to the next person in line, crunching numbers to generate reports, and so on.
  • Spaces: With Kintone, you can create micro-intranets for different teams, projects and departments within your organization. These micro-intranets are known as “Spaces.”
  • Collaboration tools: Kintone makes it easy for teams to communicate within context, with tools such as threads, private messages, user profile walls, and in-record comments.
  • Pre-built apps: There are over 500,000 prebuilt apps on Kintone that you can deploy right away, rather than having to build your own from scratch. This allows you to get started with Kintone right away.
  • Integrations: Add more functionality to Kintone by integrating it with your favorite apps and tools, including Box, Ricoh, Zapier, CData, Dropbox, Evernote, Eventbrite, GitHub, and so many more.

Pricing

Kintone Pricing Plan

Kintone Porfessional subscriptions start at $24 per user per month, while plans for educational institutions, governments, and non-profits start at $15 per user per month. The professional, government and education subscriptions come with a 30-day free trial, with no credit card required.

Start your free Kintone trial

22. Kissflow

Best Workflow Management Platform For Enterprises

Kissflow is the Best Workflow Management Platform for Enterprises

Kissflow is an end to end software for workflow management, business process automation, and performance tracking with support for both structured and unstructured workflows.

Key Features

  • Visual design process: Kissflow comes with a visual design environment that allows you to easily design workflows and processes and make quick changes with no code.
  • Preinstalled apps: Every Kissflow installation comes with 50+ pre-installed but customizable applications, including vendor payment, purchase orders, employer onboarding, mileage reimbursement, and so on. This saves you the time of having to build yours from the ground up.
  • Analytics and reporting: Kissflow allows you to generate powerful reports and analytics that provide you with actionable insights on how to improve your business process.
  • Dynamic routing: Tasks, activities and projects are automatically assigned to the right team members based on your organization’s standard operating procedures.
  • Fast integration: With handy tools like Zapier, as well as Kissflow’s REST API, you can easily link your workflows with virtually any external tool or application of your choice.

Pricing

Kissflow Workflow Management Pricing Plan

Kissflow doesn’t have a free plan, but you can try the platform for free for 14 days. Their paid plans range between $9.90 per user per month and $19 per user per month, with custom pricing for their Enterprise Plan.

Try Kissflow for free

23. HyperOffice

Best WMS With Intranet Capabilities

HyperOffice is the Best WMS With Intranet Capabilities

HypeOffice is a multipurpose online collaboration tool that brings together workflow management, project management, communication and collaboration, document management, and an intranet experience.

Key Features

  • Highly customizable: HyperOffice allows you to truly make the platform your own. You can incorporate your own design into the user interface, make changes to the configurations, add your company logo to the platform, and so on.
  • Easy task management: Creating tasks and sub-tasks on HyperOffice and assigning them to team members takes just a few clicks. You also get access to tools that allow you to easily monitor and track the progress of these tasks.
  • Efficient user management: HyperOffice makes it easy to add and delete users, and set permissions and limitations on what different users can and cannot access.
  • Secure document management: With their cloud-based system, HyperOffice makes all your documents available on the go, with enterprise-grade security features to keep your company data and information from the wrong hands.

Pricing

HyperOffice Pricing Plan

HyperOffice plans start at $7 per user per month. All plans except the WorkMap Enterprise Plan come with a 15-day free trial.

Try HyperOffice for free

24. Trello

Best Visual Collaboration Tool

Trello is the Best Visual Collaboration Tool

Trello is a simple and easy to use collaboration platform that makes the process of organizing, coordinating and tracking work intuitive and fun with its drag and drop Kanban interface.

Key Features

  • Easy workflow automation: One of the best features on Trello is Butler, an automation bot that really simplifies the process of setting up automations. Simply answer a few questions, and Butler will handle the rest of the setup for you.
  • Additional functionality options: Despite being very simple, Trello allows you to extend the platform’s functionality with integrations and Power-Ups. You can integrate Trello with Google Drive, Slack, Dropbox, Confluence, Zoom, Evernote, Microsoft Teams, and many more apps.
  • Powerful mobile app: Trello’s mobile app is very powerful, allowing you to do just about anything that is possible from the desktop version. This allows your entire team to stay on the loop, even when they are away from their computers.
  • Powerful collaboration features: Trello packs all the tools and features your team needs for collaboration, including file sharing, comments, user tagging, real-time notifications, and Slack integration for easier communication.

Pricing

Trello Pricing Plan

Trello has a free plan that comes with a ton of features, as well as a 14-day free trial for all their premium plans, which start at $5 per user per month.

Try Trello for free

Key Features Of Best Workflow Management Software

With so many reliable workflow management platforms in the market, choosing the right one boils down to the specific needs and requirements of your business.

That said, there are some key features that are a must-have when choosing a workflow management software. Here are some of the features you should not compromise on.

1. Cloud Access

Always go for cloud-based, rather than on-premise workflow management software. Not only are cloud-based platforms cheaper, they also allow your team to access their work on the go, and provide support for remote teams, which are becoming more mainstream today.

2. Automation

There’s no point of investing in workflow management software if it doesn’t support automation. 

A good workflow management platform should allow you to automate repetitive tasks and processes, as well as activities such as sending notifications, generating reports, pushing tasks down the pipeline, and so on.

3. Powerful Reporting

Your workflow management software of choice should be able to generate detailed and insightful reports about active and completed tasks and processes.

Such reports can help you identify bottlenecks, areas for improvement, the productivity and performance of different employees, and so on, all of which can help you make better decisions that make your organization more efficient and productive.

4. Deadline Tracking

When your team members are working on multiple tasks and projects, it’s quite easy to get caught up in all the work and forget about some deadlines.

A good workflow management tool should provide multiple ways of tracking and managing deadlines, such as notifications for approaching deadlines, calendar views, or color-coding tasks based on their deadlines.

5. An Intuitive, No Code Workflow Designer

The best workflows are those that are created by process owners and users, since they have the best understanding of the processes and tasks. Here’s the thing, however. Process owners are not coders and developers; they’re often non-technical staff.

A good workflow management platform, therefore, is one that allows just about anyone to intuitively design their workflows without the need for code.

6. Support For Integrations

Today, businesses rely on multiple tools and apps to get work done. CRM tools, document management tools, marketing automation tools, calendars and scheduling tools, and so on.

The problem is, switching between multiple tools every few minutes can be tiring and distracting, leading to decreased productivity.

When choosing workflow management software, you should go for platforms that allow integrations with the third party tools and applications your team uses on a day to day basis, allowing them to get their work done from one central place, rather than having to keep jumping from one app to another.

For instance, a workflow management platform that allows integration with Google Calendar can pull your scheduled tasks, activities, and meetings from Google Calendar and show them on the platform dashboard, allowing you to keep track of your to-do list without having to switch to Google Calendar.

7. Role-Based Access Control

Very often, workflows and projects involve sensitive information that should only be accessible to specific people, such as management.

Your workflow management system of choice should make it possible to set up different user roles with different permissions and limitations

This makes it possible to keep sensitive information secure, while giving all team members access to all the information they need to get their work done.

Benefits of Using Workflow Management Software

Using workflow management software can deliver huge advantages to your business or organization, including…

1. Reduced Errors

Doing things manually increases the likelihood of errors, some of which can be quite costly. With a workflow management system, however, most processes are automated, which reduces the likelihood of errors occurring.

Even when they do, it is a lot easier to pinpoint the exact place where the error occurred, make corrections, and most importantly, prevent similar errors from occurring again in future.

2. Increased Productivity

Workflow management software allows automation of repetitive and administrative tasks. When your employees don’t have to spend hours every day sending emails, following up on tasks assigned to others, and updating information from diverse sources, they free up time that can be spent working on important tasks that push the needle.

3. Better Collaboration

Workflow management systems bring different teams together and allow them to see what others are working on, work together on projects, share documents, discuss active projects, make approvals, and so on. This breaks down silos that exist and allows tasks and projects to be completed faster.

4. Get Better Insights About Your Business

Mapping out your business processes and automating them gives you a top level view of your business operations and allows you to uncover how processes affect each other.

This can, in turn, give you insights on how to improve various processes, get rid of bottlenecks, reduce redundancies, and make your business more efficient.

5. Improved Accountability

With a workflow management system, everyone knows what each job or project entails, the team members responsible for each task within that job or project, and the due date for each task.

Having all expectations and responsibilities clearly defined keeps everyone accountable and increases trust between your team members.

Workflow Management System FAQ

What is workflow management software?

Workflow management software are applications and platforms that allow businesses to define and automate their business process, assign tasks to team members, monitor and track work-related tasks, and enhance collaboration between team members.

What does workflow management software do?

Some of the things that workflow management software does include…

– Give you a big picture view of your workflow
– Streamline your organization’s daily tasks and processes
– Allow you to create and assign tasks
– Allow users to manage documents and share files
– Provide a medium for enhanced communication between individuals and teams
– Allow you to define work stages and move tasks through these stages
– Provide a system for following up on pending tasks

What is workflow management?

Workflow management is the process of defining the paths that data needs to follow in order to get certain work done, and then optimizing these paths for maximum efficiency.

Some of the steps that go into workflow management include mapping out the path required to complete a given business process, finding and eliminating redundant tasks, identifying opportunities for improvement and bottlenecks, and automating the process such that work can flow in a streamlined manner with minimal human intervention.

How much does a good workflow management software cost?

Good workflow management software will usually cost you anywhere between $4 to $50 per month, depending on the features offered.

There are some good workflow management platforms that give you access to their platforms for free, but it’s good to note that most of these free plans come with limitations that make them suitable for lightweight users only.

You should also keep in mind that many workflow management platforms charge per user per month, which can significantly drive up the costs.

For instance, a platform that charges $4 per month might look very cheap, but if you have 25 users, you’ll end up paying $1,200 every year.

Which Workflow Management Software Should I Try?

There isn’t a one-size-fits-all answer to this question. A workflow management platform that works perfectly for your company might not be suitable for another company.

The key to choosing the best workflow management software for you is to look at factors like the specific features your organization is looking for in a workflow management system, the size of your time, the integrations you want, and the ease of use.

In addition, you should go for workflow management software that is within your budget.

That said, here are the top 5 workflow management software you should consider using.

  • Monday.com: flexible and highly versatile workflow management software that is great for those looking for high quality process visualization.
  • ClickUp: Affordable, user-friendly cloud-based platform that is best for independent workers and small teams
  • Wrike: Comes with an amazing set of advanced workflow management features and is best suited for professional service providers, agencies, and marketing teams.
  • Asana: Simple, easy to use, and comes with a powerful set of features
  • Trello: A visual collaboration tool that makes workflow management fun and intuitive. 

We recommend trying the free plans and free trials to help you determine the best workflow management software for your needs before committing to a paid plan. 

Written by
Martin Luenendonk
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