workflow management software

25 Workflow Management Software Solutions to Level Up Your Business

Since its introduction in the early 1990s, workflow management systems have greatly improved how teams collaborate and complete projects. In a study by the Eindhoven University of Technology, the adoption of a workflow management tool showed a positive impact on the productivity and efficiency of teams across various organizations. 

For project managers, marketing directors, and the key players of every company, being able to do more with less is part of the grand vision. Fortunately, using a workflow management software to automate your business process can bring you several steps closer to achieving that vision. 

This detailed article explains workflow management systems (WFMS) and why you need one for effective workflow automation. Within, you will find a collection of the best workflow tools available today. 

Now, let’s jump right to it!

What Are Workflow Management Systems and Why Do You Need Them? 

In 1999, the Workflow Management Coalition described workflow management systems as  computer programs designed to create and manage the execution of team tasks. This software (or system, as it is often called) interprets workflow processes and interacts with team members to help bring projects to completion. 

Put simply, workflow management systems are business process management software that automate the way work moves within a team or organization. But if managers are there to make sure that work progresses as necessary, why should you care about a workflow tool?

Benefits of workflow software

WFMS is reputable for improving organizational performance. It automates repetitive tasks and helps you move tasks between team members, allowing you to focus your energy on more demanding tasks. Additionally, your business can benefit in the following ways when you employ a workflow tool. 

Eliminate human errors

In a traditional workplace, business processes are executed by the manager or team head. In organizations, there are usually multiple teams, each with a separate manager. Having each manager go through the repetitive task of managing workflow can result in errors which can be  very expensive. 

Workflow automation rids your business of those human errors and saves you from the million-dollar mistakes that even the most competent leaders can make. 

Increase productivity

Without an automated workflow, hundreds of unnecessary emails bounce between team members as they try to complete projects. However, you can save your organization from pointless emailing and endless updates. With a good workflow management tool, everyone is updated automatically. Then, team members can focus on doing actual productive work. 

Multitask effectively

Even though many productivity experts suggest that multitasking is counterproductive, it is impossible for business leaders to have only a single task on their plate at any time. In business, directors are forced to juggle multiple tasks, whether or not you like it. 

With workflow automation software, you can keep track of all your tasks in the same place, creating a customized flow of responsibility between stakeholders. For instance, for a marketing team, you could manage refund requests, queries, and feature requests from customers along with internal communication. 

Improved work culture

WFMS significantly affects how people perceive work in your organization. Using workflow management systems increases transparency as every task is performed in the open. Every teammate’s responsibility is explicit and their work is executed in a shared space. 

Additionally, WFMS helps you avoid the familiar urge to micromanage your team while also increasing trust within a team. Knowing that every other person on the team can track your progress on a given task, you are motivated to do your best. 

25+ Best Workflow Software 

If you’re looking to choose a workflow management tool that fits your organization’s needs, here are brief reviews of 25 great business process management solutions on the market today. 


Filestage workflow management software

Filestage is an enterprise-ready proofing software that streamlines and automates project review and approval processes online while ensuring secure file sharing that complies with some of the top regulatory laws. With Filestage, you can collaborate, review and approve as well as track tasks as they move through the automated workflow pattern.

Main features

  • Comment and annotate files 
  • One-click approval
  • Unlimited file uploads
  • Secure, flexible file sharing
  • Real-time collaboration
  • Automated review and approval workflow
  • 256-bit SSL file encryption
  • Easy to use
  • Time-stamped feedback
  • Friendly customer support
  • Streamlined process automation
  • Very flexible 
  • No desktop or mobile app (only usable in the browser)


Asana workflow management software

Asana is a productivity and workflow software designed for effective workflow management as well as collaboration across a broad range of tasks. Although it offers many features, Asana has its limitations. 

Main features:

  • Task management and tracking
  • Create boards for different projects
  • Business process automation
  • Multiple project views
  • Data security
  • Permissions and privacy control
  • Private messaging
  • Timeline view to manage dependency
  • Fast and flexible
  • Easy to use
  • User-friendly design
  • Over 100 app integrations
  • Not ideal for video and other large files


BoxRelay workflow management software

Relay Workflow by Box is a workflow software that allows users to automate mundane tasks and save themselves the hassle of handling routine tasks. It is suitable for various teams including marketing, sales, HR, finance, and more.  

Main features:

  • End-to-end data encryption
  • Over 1500 app integrations
  • Cloud backup
  • Native e-signature 
  • Secure file sharing and transfer
  • Easy to use
  • All your work tools in one place
  • Real-time collaboration on Box Notes
  • Accepts and stores large files
  • Design not customizable


ClickUp workflow management software

ClickUp is a productivity solution known especially for its customizable workflow automation feature that allows users to collaborate and bring all their files to one place.

Main Features:

  • Threaded comments
  • Task progress tracking in percentages
  • Assign comments
  • Image mockups
  • Real-time chats
  • Kanban view
  • Allows time tracking and ETA estimations
  • Easy to use
  • Allows notifications and alerts
  • Has native desktop and mobile apps
  • Has great user interface
  • Can’t move uploaded attachments across tasks 
  • New projects appear at bottom of list


FlowWright workflow management software

FlowWright is an intuitive business process automation software for organizations looking for diverse options when it comes to workflow hosting, including on-site hosting.

Main features:

  • Adjustable for culture and timezone
  • Graphical planning for complete view of workflow
  • MS import and export
  • Task acknowledgement and escalation
  • Easy to use
  • Great customer support
  • Offers low overheads
  • Good user interface
  • No cloud offering
  • Only SQL server repository allowed


Flowster workflow management software

Flowster is a workflow management software well-suited for HR teams who wish to allow easy on-boarding of new employees and task delegations. Nevertheless, its customizable business process automation makes it a good choice for other teams, including marketing and more.  

Main features:

  • Workflow scheduling
  • Audit trail
  • Email reminders and notifications
  • Easy to use
  • Simple setup and friendly interface
  • Great support
  • Available standard operating procedures can be overwhelming at first


Flowingly workflow management software

Flowingly is a simple, easy-to-use workflow management software designed to help businesses of all sizes automate administrative and repetitive processes. 

Main features:

  • Process analysis
  • No-code app development
  • Digital forms for data collection
  • Incident response
  • Document indexing
  • Creating new flow is very easy
  • Regulatory compliant
  • Easy-to-build forms 
  • Fast process documentation
  • Lacks customization and complete control

Gravity Flow

Gravity Flow workflow management software

Gravity Flow is a WordPress-compatible workflow automation tool for SMEs and large corporations that automates form submissions and processing, allowing your team to stay focused on other important tasks. 

Main features:

  • Unlimited workflow and users
  • Developer-friendly
  • Data privacy compliant
  • Multiple languages available
  • Audit trail
  • WordPress plug-in
  • Easy to use
  • Powerful at solving serious workflow problems
  • Limited tutorial resources available 


Hive workflow management software

Hive is a workflow management system that offers several project tracking features for  organizations composed of multiple teams. Its project tracking models include Gantt, Kanban, and more. 

Main features:

  • Email integration
  • Workflow automation
  • Flexible project views
  • Project analytics
  • Proofing and approval
  • Has mobile and desktop apps
  • Editable forms
  • Robust proofing and approval environment
  • Intuitive user interface
  • Cannot attach multiple files to a project
  • Cannot track version history


HoneyBook workflow management software

For most freelancers and creative entrepreneurs, HoneyBook offers a useful system to automate business processes. It allows users to automate busy work, book more clients, manage multiple projects, and process invoices all in the same place. 

Main features:

  • Customer data management 
  • Workflow management
  • Integration with Gmail
  • Quote & order management
  • Invoice processing
  • Lead management
  • Report and analytics
  • Task and payment reminders for clients and users
  • Automated emails sent to stakeholders
  • Track expenses
  • Schedule payment from clients
  • User friendly interface
  • Inability to export client data
  • Limited app integrations


Infinity workflow management software

Infinity is a project management tool that allows teams to automate repeated business processes and stay organized with all their files in the same place.

Key features:

  • Customizable attributes
  • Bug management
  • Premade templates
  • File and task organization
  • Process automation
  • Support for Agile Methodology
  • Support for Waterfall Methodology
  • Manage multiple projects in one board
  • View data in different forms
  • Has desktop apps
  • Friendly user interface
  • Not a very intuitive interface


Integrify workflow management software

Integrify is an easy-to-use workflow system for teams and organizations. It allows for easy implementation of request management and process automation. 

Key features:

  • Process Builder
  • Form Designer
  • Self-Service Portal
  • Reporting and Key Performance Indicators (KPIs)
  • Open REST-Based API for Integration
  • Drag and drop for easy form building
  • Good user support
  • Simple to follow workflow diagram
  • Some issues with Javascript


InMotionNow workflow management software

InMotionNow is a creative workflow management software designed for marketing and creative teams to help them automate routine processes in their creative projects. 

Main features:

  • Creative workflow management
  • Online proofing and approval
  • Built-in customizable reports
  • Flexible subscriptions and permissions
  • Comment prioritizing
  • Streamline edits
  • Promotes effective communication
  • Great for heavy-graphic files 
  • User friendly and simple interface
  • Email notifications are delayed


Kissflow workflow management software

Kissflow is a simple cloud-based workflow software for teams that want to design, build, and customize great applications for business use. 

Main features:

  • No-code custom workflows
  • Built for scalability
  • Easy-to-use user interface 
  • Real-time analytics
  • Progress tracking
  • Mobile apps available
  • Users can create parallel tasks
  • Good for smooth collaboration
  • Holds people accountable for their purchases
  • Difficulty exporting report to personal email


Kintone workflow management software

Kintone is an all-in-one workflow automation solution for highly collaborative teams to build projects and securely share files for data-driven results. 

Main features:

  • Centralized collaboration
  • External system integration
  • Cloud-based storage
  • Private messaging
  • Certificate authentication
  • Flexible data management
  • Allows different level of user permissions
  • Easy to use
  • Excellent customer service
  • Mobile applications available
  • File importation is slow


Laserfiche workflow management software

Laserfiche is a codeless enterprise content management platform that offers workflow automation. It makes for transparent and organized work management through automation and information collection, all in one place.

Main features:

  • Records management
  • Industry-specific solutions
  • Document management
  • Geotagging
  • Invoice processing
  • Document version management
  • Provides large amount of storage space
  • Easy to scan and upload documents
  • Drag and drop makes for easy uploads
  • Ability to use form without full license
  • Different interface for web and desktop apps
  • Document preview only available for PDFs and images workflow management software is a cloud-based organizational productivity software that allows users to create workflow management apps in a few minutes using its simple drag and drop feature. The custom workflows can run business processes as well as everyday activities. 

Main features:

  • Task management
  • Multi-level user access control
  • Visual progress display
  • Workflow management
  • Secure file sharing
  • Intuitive interface makes it easy to use
  • Increasing add-ons translate to limitless possibilities 
  • Excellent user support
  • Visual task manager for easy tracking
  • It has many features and add-ons so it can take some time for team members to feel comfortable with the program. 


NextMatter workflow management software

Built for effective business process management, NextMatter is a user-friendly workflow automation tool that allows hundreds of integrations. With little coding, your complex workflow is set in motion as your team focuses on what matters most.

Main features:

  • Visual workflow management
  • Reporting and analytics
  • Process change tracking
  • Permissions and access controls
  • Instantly automate workflow in minutes
  • Easy integration with hundreds of apps
  • User-friendly and intuitive
  • Responsive support
  • Performance losses may occur as the number of users increases.


ProcessStreet workflow management software

Process Street is a software designed for automating standard operating procedures (SOPs) and workflows. Because it is customizable, all types of teams (including sales, marketing, and others) will find it very useful. 

Main features:

  • Review and approval 
  • Configurable workflow
  • Dynamic workflow with conditional logic
  • Process analysis and control
  • Group chats
  • Activity feeds
  • Data protection and privacy compliant
  • Group chat facilitates team engagement and open discussion
  • Over 1000 app integrations 
  • Drag-and-drop system for easy upload and organization
  • Very responsive support team
  • Difficult to navigate folders


ProWorkflow workflow management software

ProWorkflow is a business process automation solution for both small and large teams. It helps to promote transparency and accountability for every project being handled by the team or organization. 

Main features:

  • Timesheet entry
  • Resource and invoice management
  • Secure file sharing
  • Reporting and analysis
  • Integration API
  • Easy to learn
  • Excellent for tracking time against budget
  • Huge template library helps save time
  • You can categorize projects and tasks
  • Pretty poor interface and customization options


ProcessMaker workflow management software

ProcessMaker is an enterprise business process management (BPM) software that can be deployed online via cloud technology or utilized on site. It is known for optimizing and improving efficiency of workflows in big and small teams. 

Main features:

  • Compliance control and tracking
  • Google authentication plugin
  • Multi-tenant manager
  • Data reporting
  • File archiving and restoration
  • Seamless workflow capabilities
  • Intuitive desktop user interface
  • Mobile apps available
  • Easy to set up
  • Excellent customer support
  • Text formatting not allowed


Quixy workflow management software

Quixy is a no-code cloud-based digital business process management software that allows users to create efficient workflow apps by simply dragging and dropping components of their desired app. 

Main features:

  • Permission and access controls
  • Compliance tracking
  • Secure file storage
  • Process mapping and modelling
  • Reporting and analytics
  • Build custom applications without writing any code
  • Process requests at high speeds
  • Easy to use
  • Excellent customer support
  • Visual development helps you see what you’re doing before publishing
  • Some dashboard features (like graphs) need improvement
  • Can’t add comments


Unito workflow management software

Unito is a no-code workflow management software that allows project managers to build and run workflow automation across teams and organizations. It offers deep, two-way integrations with several other productivity tools to help users connect with tools already in use. 

Main features:

  • Two-way multi-app sync
  • Project splitting and merging
  • Unlimited projects and boards
  • Data mapping and transformation
  • Reporting and analytics
  • Agile methodology
  • Built with reliability in mind
  • Mirror other projects without data redundancy
  • Keeps other project management tools updated with two-way sync
  • Multiple syncs across integrations can be confusing 
  • Not usable for field mapping


WorkflowGen workflow management software

With super fast prototyping and no code required, WorkflowGen allows IT providers to build and deploy process-driven web and mobile applications to meet their customers’ immediate needs. 

Main features:

  • Audit trail
  • Version tracking
  • Communications and operations management
  • HIPAA-compliant
  • Invoice processing
  • Real-time tracking and reporting
  • Can be accessed on all devices (mobile and desktop)
  • Pre-built templates make it easy to get started
  • Data privacy compliant; secure storage of sensitive data
  • End-to-end encrypted data sharing
  • Team-wide activities are not tracked
  • Cannot track task progress


Zapier workflow management software

Zapier is an integration workflow management software that allows businesses to automate daily business processes that typically require more than one kind of software. Smart triggers (like emails or even SMS) can set off recurring processes. 

Main features:

  • Set up triggers and actions
  • Connect over 300 applications
  • Track task history
  • All-round sync across apps
  • Helps you connect apps that could never connect with each other naturally
  • Easy to use and intuitive
  • No coding required 
  • Automatically collect leads from CRMs
  • Sometimes leads to data redundancy across apps


ZohoFlow workflow management software

ZohoFlow is an integration software for automating workflow. It is designed to connect cloud-based apps (like Trello) and automate business processes so that teams can have everything running in a single platform. 

Main features:

  • Multi-step, pre-built flows
  • Monitor flow history
  • Flow progress tracking
  • Workflow insights
  • Collaboration tools
  • Action triggers 
  • Excellent user interface
  • Ability to set logic conditions for dynamic workflow
  • You can write custom functions (coding required)
  • Easy to use
  • No mobile or native apps 

3 Concrete Use Cases of Workflow Management Software 

You might be thinking, “Ok, those seem like great tools … but how would they really improve my business?” There are many use cases of these workflow management software options, so below, we’ve presented a few scenarios.

Content review & approval workflow – Filestage

Marketing is one of the most sensitive areas of running a business. Sending the wrong message could cause damage to your brand image. 

Creating a good content strategy and a solid business process are the best ways to ensure that your target audience gets the right message and product offers. However, content needs to be reviewed by the marketing director and other internal stakeholders to make sure that all messages are congruent with the brand image. 

Whether they’re working on a video, image, or written content, there’s a need to provide clear feedback to content creators. And when a content piece has to run through multiple reviewers or collaborators, efficiency is impossible without workflow management software. 

Using Filestage breaks this barrier by: 

  1. Eliminating misunderstanding between collaborators; 
  2. Creating transparency as all feedback is visible to all stakeholders; 
  3. Automating time-consuming tasks so that you can focus on other productive activities;
  4. Incorporating files of all formats so that you’ll have all aspects of a project managed in one place, with no need for multiple tools.

Filestage’s solution for marketing teams allows for secure file sharing with teammates and external reviewers. This way, you can avoid endless email attachments and circuitous feedback loops. 

Content review & approval workflow – Filestage

Lead management workflow – Zapier

Leads are another very important product of a marketing campaign. A business’s success hinges on its ability to generate and manage leads effectively. Lead generation can be automated to vastly improve your team’s efficiency. Reaching out to these leads manually requires long hours. For example, sending a welcome email to every newly generated lead could take days.

Fortunately, both lead generation and management can be automated by using Zapier to connect the necessary apps for effective lead management. 

Using Zapier, you can integrate your workflows from several other apps including Google Apps, Mailchimp, Trello, Slack, and many more. 

You can also schedule lead follow-up emails and social media postings to keep your audience updated, as well as track engagement and more. 

Therefore, as long as you need to nourish your leads, you can work all of your strategies in one place. There’s no need to bounce around to keep your leads up to date.

Lead management workflow – Zapier

Invoice payment workflow – Integrify

For finance teams, invoice payment workflow can be filled with mundane tasks. Most of these tasks could be automated to avoid human error, improve payment approval rates, and reduce invoice escalations. 

Integrify is one of the workflow management software that allows you to do all of this in a few simple steps. Instead of manually reviewing each submitted payment invoice, users can upload a copy of their invoices and fill out unique fields. Their inputs are sent to your email for immediate review and approval (or rejection). 

This workflow management software also offers Robotic Process Automation that scans uploaded images for inputs that can facilitate invoice review and approval. 

Now, you don’t have to run through each invoice submission manually before approving. Just use a WFMS to keep everything running hands-free. 

Invoice payment workflow – Integrify


Every part of an organization is connected. Lags in one area can affect the whole organization. So, workflow has to be at its best company-wide. 

However, human abilities vary. As such, units move at varying paces if business processes are  left totally manual. Adopting the use of workflow management software can save your organization the inevitable errors and high costs (monetary and non-monetary) of repetitive tasks. 

Filestage is our top choice for improving your content review and approval workflow. For other areas of your business, you can also adopt any of the other workflow tools outlined above to improve your team’s productivity and efficiency.

We wish you the very best as you achieve double the productivity with these tools.

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