Businesses have a lot of processes and documents to handle at one time. And nowadays doing that manually it’s not an option anymore. Neither is to use dozens of tools and keep context switching, losing money, and wasting time.
That’s why there is workflow management software that can help organizations improve and automate all their processes, keeping them more focused on growing their companies, instead of worrying about how to do the actual work.
This article will guide you through understanding this kind of software, and also offers a list of top solutions you can find in the market, so you can compare them and decide on purchasing the option that will serve you the best.
What is workflow management software?
Workflow management software is a system that helps businesses run all their processes, documents, and also provides collaboration tools to facilitate teamwork. Besides, it becomes a place where teams can centralize work, and have context on what they are working on.
A workflow management system should have the main following characteristics to be a great fit for businesses and help them grow:
- Process automation;
- Task management features;
- Ways of connecting processes;
- Document management system;
- Communication resources;
The Top 24 workflow management system
Here’s our list of the best 24 workflow management tools available in the market. You can browse between them in the menu:
- Drag
- Monday.com
- Pipefy
- Wrike
- ProWorkflow
- Airfocus
- Airtable
- Asana
- Nifty
- ClickUp
- HoneyBook
- Favro
- Notion
- Infinity
- Fluix
- Bitrix24
- YouTrack
- Teamwork
- Samepage
- Accelo
- Quixy
- Connecteam
- ProofHub
- Redbooth
- Runrun.it
1. Drag
Imagine managing your multiple projects inside your email? Your life would be a lot easier since emails can quickly become tasks. Drag is a shared inbox inside Gmail, that can also be used as a Workflow Management tool, mainly for task tracking, collaboration, and seamless communication between teammates. Its kanban view helps in both the scheduling phase and the tracking and management phase.
It helps to eliminate the back and forth between your Gmail and a third-party tool. Therefore, you will gain more productivity and save time by centralizing your processes in only one place you already know.
Your Drag boards are customizable, and you can display them with a Kanban or a list view. Besides, it’s possible to add notes and due dates to your tasks and emails and mention teammates on the private chat, centralizing all the communication necessary for a specific job. Also, you can drag your cards easily between columns to help you with tracking the steps of a project.
Drag’s free plan is ideal for both individuals and teams, with essential, but limited features. For more advanced and unlimited features, you can purchase a paid program that starts at $8 per user/month.
Key features:
- Unlimited Users
- Shared inboxes
- 10 boards
- 100 cards per board/month
- Integrations with Google Groups and Google Calendar
- Limited workflow
- Unlimited collaboration (delegation, reply as an alias, internal team chat, collision detection, and more.)
- Unlimited productivity (checklists, tags, sort & filter, notes, color coding)
Reviews
G2:
4.4 stars
Capterra:Â 4.5 stars
2. Monday.com
is an open platform easy-to-use, with a visual interface that includes building blocks. It can usually be customized to become a workflow management software to serve your business needs.
The prices depend on which country you are located in, and you can check them on their website.
Key features
- 8 different data visualizations(Kanban, Calendar, Timeline, Gantt, map, form, workload, and main)
- Templates
- Â Files, images, updates, and feedback sharing
- Automation
- 40+ integrations
Reviews
G2:
4.7 stars
Capterra: 4.6 stars
3. Pipefy
is a workflow management software for businesses, which allows users to create their personalized workflows. With Pipefy, you can define work rules and collaborate in real-time with your team. Â The tool also enables you to standardize and automate execution, ensure accountability, and enforce company policies from end-to-end, to avoid errors, manual errors, and time waste.
There is a free plan for small teams, startups, and freelancers, and complete plans starting at $18 per user per month.
Key features
- Software development
- Sales pipeline management
- Bug tracking
- Service level agreements and deadline tracking
- Process integration
- Visual process management
Reviews
G2:
4.6 stars
Capterra: 4.6 stars
4. Wrike
is a software that allows you to control your work progress. You can use the time tracking feature and a timeline view for better managing projects and tasks. It integrates with other most-used business tools such as Dropbox and Microsoft Excel. Besides, you can fully customize your experience in this workflow management system with color code, and custom fields to export data.
Wrike offers a free plan for unlimited users with up to 2Gb of storage, and plans starting at $9.80 per user/month.
Key features:
- Board view
- Task Management
- File sharing
- Real-time Activity Stream
- Spreadsheet view
- Integrations with Google Drive, Dropbox, Box, MSFT Office 365 and OneDrive
- Desktop & mobile apps
Reviews
G2:Â
4.2 stars
Capterra:Â 4.2 stars
5. ProWorkflow
is a workflow management tool for teams of 5 to 5000 people. It allows users to track Gantt chart tasks, have Kanban boards, time, documents, communications, quotes, and invoices. And it also offers a powerful API and customizable features so you can easily tailor your experience with the tool.
Plans start at $20 per user/month with no user limit.
Key features
- Agile Methodologies
- Backlog Management
- Billable & Non-Billable Hours
- Billing & Invoicing
- Brainstorming
- Budgeting/Forecasting
- Business Process Automation
- Calendar Management
- Kanban Board
- KPI Monitoring
- Live Chat
Reviews
G2:
4.1 stars
Capterra: 4.5 stars
6. Airfocus
Airfocus is an online roadmapping and prioritization tool for individuals, teams, and organizations. In simple terms, it is mainly a product management platform. With this easy-to-use solution, both individuals and companies can build and prioritize roadmaps, collaborate on strategy, and manage multiple products and advanced workflows in a secured environment.Moreover, this tool is designed by keeping flexibility in mind, Airfocus allows you to quickly customize the platform to fit your needs and provides product insight definition without disrupting the way your team works. This insight is basically an analysis of what a user is experiencing when they interact with a product.You can easily integrate it with popular solutions like Jira, Trello, Asana, and Azure DevOps, so your teams can track and evaluate progress with a single solution.Key Features:
- Identify your priorities with an easy-to-use ranking system
- Visualize your priorities
- Create outcome-based roadmaps in minutes
- Task Management
- Collaboration Tools
- Projections
- Task Progress Tracking
- Prioritization
- Reporting/Analytics
- Resource Management
- Milestone Tracking
7. Airtable
works with a mix of task lists, spreadsheets, and databases. It’s a tool to organize, filter, collaborate, and unite your workflow in just one place with flexible tools and help guides along with them.
One of its key features is the ability to create custom dashboards to display the data that you value the most. It also integrates with external apps like Dropbox, Google DriveMailChimp, Slack, and some social media platforms.
Airtable’s free version attends individuals and small teams. In case you need an upgrade, the paid plans start at $10 user/month, billed annually.
Key features
- Task organization
- Field types, including file attachments, checkboxes, dropdowns, and more.
- Grid, calendar, gallery, and Kanban views
- 2GB of attachment space per base
- Web, desktop, iOS, and Android apps
- Unlimited bases
- Real-time collaboration and commenting
Reviews
G2:Â
4.6 stars
Capterra: 4.7 stars
8. Asana
 is one of the most used task management software available on the market. It is a software focused on managing not only tasks but entire customizable workflows.
Asana’s interface is easy to use and flexible, which makes it possible for teams that need to work with different assortments. It allows you to follow almost every stage of your projects. You can also coordinate all your groups and assign work effortlessly inside this software.
In case you may be wondering if Asana is for free, now you found your answer. Its free deal is suitable for individuals, freelancers, or teams that are just getting started with project management software. For an upgrade of features, the prices start at $10.99 per user per month.
Key features
- Unlimited tasks and projects
- Unlimited activity log
- Collaborate with up to 15 teammates
- List, board, and calendar view projects
- Assignee and due dates
- iOS and Android mobile apps
- Time tracking with integrations
- Unlimited file storage
Reviews
G2:Â
4.3 stars
Capterra: 4.4 stars
9. Nifty
is a workflow management tool that helps teams improve their productivity by reducing project development, providing a team chat, tasks, roadmaps, docs, and files in just one place. Moreover, this software allows you to manage tasks with kanban or list view, as also a calendar that you can integrate with Google.
The pricing range for Nifty goes from $39 per month to $549 per month, depending on the number of seats, the storage space, and the number of projects available your agency needs.
Key features
- Time tracking
- Reporting
- Milestones (Gantt Chart)
- Automation on task assignments
- Recurring tasks
- Custom fields
Reviews
G2:Â
4.7 stars
Capterra:Â 4.8 stars
10. ClickUp
is a software with features to customize your experience with managing your workflow. This way, all the team members can manage individual and shared tasks according to their preferences. Moreover, it is a software that provides functionalities for all kinds of teams —sales, marketing, development.
Besides having an easy visualization of your workflow, you can assign tasks to other members of your team to keep your projects up and running.
It offers a freemium version is for unlimited users and unlimited tasks with limited storage of 100 Mb. And if you want an upgrade to paid plans, with more features, the prices start at $5 per user per month.
Key features
- Recurring tasks
- To-do lists
- Automations
- Gantt Charts
- 50+ Native Integrations
- Time Tracking
- Mind Maps
Reviews
G2:
4.7 stars
Capterra: 4.7 stars
11. HoneyBook
is a tool that helps entrepreneurs book clients, manage projects, and get paid all in one place. With this workflow management software, it’s possible to automate your busy work and stay on top of all your to-dos, saving time and money so you can grow your business.
It offers a starter plan for $9 per month with some limitations, and an Unlimited Monthly plan for $39 per month.
Key features
- Invoices
- Proposals
- Online payments
- Scheduling
- Contact form and lead management
- Branded brochures
- Bookkeeping
- Quickbooks integration
- Automatic payment reminder
Reviews
G2:Â
4.4 stars
Capterra:Â 4.9 stars
12. Favro
is a cloud-based workflow management platform, where teams can organize tasks and collaborate on work. While managers can focus on driving high-level goals and why those goals matter.
This offers three plans: the Lite plan is $10.2 per month, the Standard is $13.6 per month and the Enterprise is $25.5 per month.
Key features
- Creation & Assignment
- Due Dates
- Task Prioritization
- To-Do Lists
- Dependecies
- Mass Updates
- Drag & Drop
- MapCalendar
- Templates
Reviews
G2:Â
4.5 stars
Capterra: 4.4 stars
13. Notion
is the all-in-one workspace that combines notes, docs, project management, and wikis — and makes them all customizable. Tens of thousands of teams and companies around the world use it to collaborate, stay informed, and get more done together.
This tool offers four plans: the Personal plan for free, Personal Pro $4 per month, Team $8 per user/month, and the Enterprise, which requires contacting the sales team for more information on pricing.
Key features
- Task Prioritization
- To-Do Lists
- Calendar View
- Templates
- Wiki Pages
- Comments
- Versioning and Version History
Reviews
G2:
4.5 stars
Capterra:Â 4.7 stars
14. Infinity
is an all-in-one workflow management system where you can organize anything, your way. It offers a toolset that allows you to organize any type of project, no matter the size and complexity. Moreover, it has a customizable structure and overview features to make sure that you won’t have a cluttered workflow.
In addition, it provides the ability to have your data just a click away, so you don’t need to worry about the lack of resources in order to maximize your productivity and team collaboration.
This solution is currently offering a pay-once lifetime deal for a limited time for $99.
Key features
- 6 different ways to view data
- Due dates
- Labels
- Checklists
- Attachments
- Options to customize data
Reviews
G2:
4.6 stars
Capterra: 4.7 stars
15. Fluix
is a no-code, simple-to-use software solution that helps companies to digitize documents and automate routine tasks, all in one place. We solve the pain points of office and field teams who want to deliver faster and gather secure, reliable data while keeping safety and compliance as top priorities. Fluix customers benefit from lightning-fast deployment, increased productivity, and a world-class Support team that always has your back.
This tool offers a starter plan for $20 per user/month, for a minimum of 10 users. Then the Core plan costs $30 per user/month, while the Advanced needs contacting the company for information.
Key features
- Advanced Workflows
- Team Collaboration
- Reports
- Mobile
- Forms
- Offline Access
- Barcodes & QR codes Annotations
- Geo-Tagging
- Cloud Storage
- Form Builder
Reviews
G2:
4.8 stars
Capterra: 4.9 stars
16.Bitrix24
Bitrix24 is a complete platform for companies. It helps you with managing tasks, projects, CRM, communications, contact center, and website building. So if you are looking for a tool that will help in most of the aspects of your daily operations, Bitrix will be a great choice.
When it comes to online task management, you can expect to have a wide range of features such as an interactive Gantt chart view, task dependencies, and reports.
The freemium version of Bitrix is unlimited, offering all the core features, including the ones for task management. For special features, you can purchase plans with prices starting at $19 per month.
Key features
- Tasks and projects
- Planner
- Subtasks
- Checklists
- Reminders
- Integration with CRM, workflows, calendar, and drive
- Mobile functions for iOS and Android
- Project Kanban
- Gantt
- Task time tracking
Reviews
G2:Â
4.1 stars
Capterra:Â 4 stars
17. YouTrack
is a workflow management tool that can be adapted to your processes to help you deliver great products. Track projects and tasks, use agile boards, plan sprints and releases, keep a knowledge base, work with reports and dashboards, create workflows that follow your business processes. Never force your process to fit the limits of a tool again. YouTrack has the flexibility to adapt not just to every team, but to every team member. Moreover, it allows teams to handle personal tasks or company-wide portfolios of projects.
There is a free version for up to 10 users, and a paid plan for more than 11 users costing US $3.67 per user/month.
Key features
- Task Management and Team Collaboration
- Agile Boards
- Knowledge Base
- Reporting
- Onboarding Pack
- Time Management
- Planning
- Customization
- Integrations
Reviews
G2:
4.2 stars
Capterra:Â 4.4 stars
18. Teamwork
 helps teams to manage their projects with more visibility, accountability, collaboration, and results. You can customize your workflow and also centralize the information about your assignments in just one place.
The free version is limited to 2 Projects and 5 team members, and it’s ideal for small teams. In case you need an upgrade, prices start at $10 user/month.
Key features:Â
- Filters and tags
- 100MB of Storage
- Mobile and Desktop apps
- Milestones
- Calendar view
- Time tracking
- Gantt Chart
ReviewsCapterra:
 4.5 stars
G2:Â 4.4 stars
19. Samepage
is a workflow management software that facilitates team mates communicate, handle project management, run meetings, and do much more by combining team chat, video conferencing, screen sharing, task management, file sharing, and real-time team document collaboration in a single cloud-based collaborative workspace.
This solution offers a free plan with basic features, and two other paid plans: Standard billed $7,50 per license monthly, and Pro billed $9 per license monthly.
Key features
- Device Syncing
- Web Interface
- Mobile Apps
- File following
- File Sharing
- Audio Conferencing
- Video Conferencing
Reviews
G2:
4.5 stars
Capterra:Â 4.8 stars
20. Accelo
is an all-in-one workflow management software business system makes it easy to manage all your client work, from prospect to payment, and everything in between.It allows you to connect all the moving parts of your business in one cloud-based platform. With powerful features like automatic email capture, automated time sheets, custom reporting, and intelligent business processes that alert you if things are going off track, you can forecast the future and make sure you keep your revenue growth in sight.
The pricing is $39 per user per month in either Sales or project plan.
Key features
- Performance and Reliability
- User, Role, and Access Management
- Sales Force Automation
- Customer Support
- Reporting and Analytics
- Task Creation and Assignment
- Due Dates
- Calendar View
Reviews
G2:Â
4.4 stars
Capterra: 4.5 stars
21. Quixy
is a cloud-based workflow management system that helps businesses to automate workflows and processes, using simple and fast drag and drop design. This workflow management tool provides pre-built solutions for several use cases such as CRM, Project Management, Travel and Expense Management, Service Request, and much more.
Pricing for the platform is $10 per user/month, and the Enterprise plan requires contacting the sales team.
Key features
- Document Generation
- Process Design
- No-Code App Development
- Data Unification
- Accessibility
- Process Routing
- Process Overview
- Real-Time Process Monitoring
- Workflow Automation
- Real-Time Updates
Reviews
G2:Â
4.9 stars
Capterra: 4.8 stars
22. Connecteam
This workflow management tool allows you to easily engage and manage non-desk employees. Connecteam lets teams create any form in minutes with a simple drag and drop editor. It offers some different features from other tools such as image-capturing, location stamps, detailed dropdown lists, voice recordings, file attachments, signatures, and more.
The Connecteam plans start at $39/month for up to 200 users.
Key features
- Employee Time Clock
- Employee scheduling
- Real-time Execution Updates, Team Reminders, and Notifications
- Repeating and Structured Checklists, Tasks
- Online Forms & Checklists App
Reviews
G2:Â
3.9 stars
Capterra: 4.8 stars
23. ProofHub
is a web-based workflow management software in which it is possible to manage, discuss, and communicate with team members and clients. It is ideal for planning, collaborating, organizing, and delivering projects on time.
It offers tools to help integrate your clients into your workflow easily and gives you control over who can see what data. This is essential to keep both internal and external people aware of what is happening with clear communication.
The essential plan with up to 40 projects costs $45 /month, and the Ultimate Control plan is $89 /month. Both prices are for annual billings.
Key features:
- Kanban boards
- Gantt Charts
- Calendar
- Files and Documents
- Chat
- Reports
- Proofing
ReviewsCapterra:
 4.3 stars
G2:Â 4.4 stars
24. Redbooth
is a flexible workflow management tool that can help creative agencies manage an unlimited number of collaborative workspaces projects. It’s possible to work on tasks, files, and even feedback inside this tool. It is also available on Android, iOS, web, and desktop, so teams can easily work together from anywhere they need.
Redbooth offers a free plan with up to 2 workspaces and limited features. The other plans have unlimited seats and workspaces but different storage and feature coverage. For small teams, the Pro plan costs $9 per user/month, the business plan for bigger teams is $15 per user/month. Meanwhile, the Enterprise plan is the complete one, but you need to contact Redbooth’s sales team to know more details about pricing.
Key features
- Workspace Templates;
- Organize Tasks with Tags;
- Store and Share Files;
- Comments and Conversations;
- Visual project timelines;
- Time tracking;
Reviews
G2:
4.4 stars
Capterra:Â 4.4 stars
25. Runrun.it
is a cloud workflow management software. If your company needs to track where people’s time goes, Runrun.it can help in a simple and unique way. Imagine Runrun.it as a playlist of tasks, projects, and workflow. The user clicks on Play and Runrun.it automatically counts hours, allocating costs to clients, projects, and task types. You gain control and insight into the profitability of your projects and clients through a powerful set of data.
This work management system offers a free plan with some limitations, and two other plans: Business, for $8 per user/month for a minimum of 5 users, and Enterprise, for $25 per user/month for a minimum of 100 users.
Key features
- Creation & Assignment
- Due Dates
- Task Prioritization
- To-Do Lists
- Drag & Drop
- Recurring Tasks
- Project Map
- Calendar View
- Time & Expense
- Baselining / KPIs
- Resource Allocation
Reviews
G2:
4.7 stars
Capterra: 4.6 stars
Wrapping up
Before deciding which workflow management software you are going for, it’s necessary to make a deep analysis of several aspects of your business. First, analyze how your workflow is running at the moment, so you can pick a tool that will require a smooth transition for your whole team.
Then, list all the features essential for your workflow, such as automation features to eliminate manual work, and collaboration features to help your team work together seamlessly.
And at last, compare the available software with these crucial features, so you can make a thorough comparison between them and choose the best fit for your business.
The best workflow management software to level up your business.
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