Workflow Management Software: Top Options In 2023

Workflow management software

Organizations deal with a significant volume of data and documents.
It would be a nightmare if they had to do them by hand, but in today’s digital age, we have workflow software for automation of the business process, document holidays, and do a variety of other things.
We can automate business procedures and save a lot of time with the help of these tools. This article provides a comprehensive analysis of the top 20 project workflow management software solutions.

Before we begin evaluating features and price options, we must first understand why we need workflow management software.

What is Workflow Management Software?

Workflow management software is a sophisticated platform that provides adaptable tools to help you enhance your productivity. It enables you to develop and optimize workflow in an optimal manner, discover redundant jobs, automate work processes, uncover potential areas for improvement, and achieve new levels of efficiency.

What is the Best Workflow Management Software?

The best workflow management software (WMS) is one that includes a robust collection of functions for setting up, performing, and monitoring processes. It’s more than just a to-do list; it’s a solution that supports and automates the entire business/team management ecosystem, resulting in more efficient, streamlined processes.

Now, we’ve chosen some of the best solutions to assist you in making a speedier decision while focusing on what matters most, namely your requirements. Here is a list of the best project workflow management software and tools to consider when selecting a workflow solution.

#1. ClickUp

ClickUp is a solution that can help you streamline workflows and project plans while also managing team resources. Teams all over the world utilize the easy, aesthetically appealing application to keep their work on track. ClickUp could be the project workflow management software for you for a number of reasons, including:

  • Automation templates enable users to construct specialized templates for automating parts of their workflow.
  • Project views include Gantt charts, calendars, and timelines.
  • Reporting with the ability to construct custom dashboards.

#2. KissFlow

Kissflow is an excellent project and workflow management software that is designed to increase productivity, assist teams in visualizing workflows, establish responsibility among team members, and keep everyone on the same page within an organization. Here are some of the characteristics that make Kissflow an excellent choice for workflow management:

  • Forms that may be fully customized to help automate and streamline workflow.
  • Access control defines organizational roles and responsibilities.
  • Reports and analytics that are actionable and provide critical insight into the overall workflow.
  • A tool that facilitates integration.

#3. Shift

Shift is a desktop program that consolidates your email accounts, apps, and extensions into a single browser, improving your workflow. Integrate with your favorite apps, create unique workspaces, and overcome inbox overload. Shift is the ultimate productivity tool; download Shift now and rediscover your focus. It truly is a game changer. Shift allows you to:

  • Connect all of your email accounts and your favorite web app to personalize your workspace.
  • Search all of your Mail, Calendar, and Drive accounts.
  • Combine your favorite tools to create the ideal workflow.

#4. Scoro

Scoro is an all-in-one workflow management software designed to enable teams to do all of their work from one location. This application is ideal for workflow management since it provides a centralized dashboard from which you can monitor real-time progress and collaborate on linked tasks. A few more features of Scoro that make it an excellent workflow management software:

  • Dashboards that are dynamic and track real-time results
  • Business information flow automation
  • More than 1,000 tool integrations

#5. is an excellent workflow management software because of its user-friendly layout and intuitive design. Teams can completely view their process and overall flow at both the micro and macro levels with You may also examine your tasks, projects, and general workflow at multiple levels and perspectives, such as a list, map, and Kanban board. has a few more features that make it a good workflow management software:

  • Dashboards that provide high-level views of projects
  • Integrations with numerous platforms, including Slack and Google Drive
  • Capabilities for automation

#6. ProProfs

ProProfs Project is a smart workflow management software that provides real-time project life cycle information. On its user-friendly interface, you can easily manage projects, subtasks, and deadlines. Enjoy smooth file sharing and participate in discussions from anywhere, at any time. The tool generates invoices and allows you to personalize them. You can also develop bespoke workflows based on the requirements of your project. With ProProfs, team cooperation is a piece of cake. ProProfs also has the following characteristics that make it an excellent workflow management software:

  • Automate workflow execution
  • Control cross-functional teams
  • On-the-go project development updates
  • Gantt charts, Kanban boards, and other tools

#7. Fluix

Fluix is a no-code web software for businesses such as building, energy, aviation, and remodeling. The platform’s key solutions are automated data collecting and workflow management. Mobile forms can be used to collect data, which can subsequently be routed through workflows to streamline operations across distant teams. An automated method like this one aids in the management of field inspections, safety control, equipment maintenance, and other business operations that include many tasks and performers. Fluix provides:

  • Web, iOS, and Android platforms support.
  • Fillable PDFs and web forms facilitate collaboration among many teams.
  • The drag-and-drop workflow builder allows you to develop step-based workflows.
  • Granular role-based access governs who has access to tasks and files.
  • Integrations with business intelligence tools enable data export and analysis.

#8. Projectsly

500apps’ Projectsly is a new project workflow management software that includes extensive task management and powerful automation tools. The application is extremely beneficial for remote teams, facilitating work collaboration and allowing project managers to assign and track team assignments without missing important milestones. Projectsly streamlines project planning and allows you to handle all parts of a project from start to finish. Projectsly project workflow management software has the following features:

  • Kanban boards are used to create and track tasks.
  • To graphically track task progress, use a Gantt chart.
  • Automation for workflow creation
  • Gmail project management through Chrome extension

#9. Spreadsheet

Since partnering with 10,000 feet, Smartsheet has become an excellent tool for managing not only workflow but also resourcing across a team. Smartsheet is primarily built in an Excel-like manner, which allows teams to readily visualize future steps and action items. Smartsheet is an excellent workflow management software because of the following factors:

  • Workflow automation across projects and tasks.
  • Gantt chart and table view for task visualization are included in flexible project configurations.
  • Integrations with tools such as Microsoft Office and Google Apps.
  • Increased resourcing capacity.

#10. Pipefy

Pipefy is workflow management software that assists teams in requesting data, carrying out activities, and reporting success throughout projects and campaigns. It has become the go-to solution for workflow management for teams all around the world because of its low-code workflow development process. A few more features that make Pipefy an excellent workflow management software:

  • Templates that can be used to help structure overall workflows and processes.
  • Custom low-code workflows that improve productivity.
  • When needed, visibility into workflows from throughout the enterprise.

#11. Airtable

Because of its unique Excel-like framework, Airtable is an excellent choice for a workflow management application. This tool is utilized by teams worldwide, and its ability to operate as a powerful spreadsheet has made it a fan favorite for workflow management. A few more features of Airtable that make it an excellent workflow management software:

  • Ability to establish a database that can be customized for various projects and responsibilities
  • Project-specific templates that are adaptable
  • Grid, calendar, gallery, and Kanban views allow you to view tasks in the way that works best for you.
  • Pre-made apps to enhance your experience

#12. Backlog

Backlog is an excellent workflow software for combining project management and code management in one convenient location. You and your team can quickly manage project progress using Gantt and Kanban, use the bug tracker to triage any product defects, and use a backlog for team collaboration with Backlog. Backlog has a few other features that make it an excellent workflow management software:

  • Team file sharing capabilities
  • Capability to construct a Wiki for the entire team
  • Notifications to notify teammates about new or updated things
  • Mobile application for on-the-go work

#13. Asana

Asana is a powerful workflow management software created by one of Facebook’s co-founders. With a simple UI and simple capabilities, Asana assists teams in organizing workflows at both the micro and macro levels. This workflow management software also features excellent process management and automation capabilities. Here are a few additional characteristics that make Asana an excellent workflow management tool:

  • All project information is listed on the project overview page.
  • Routing of approvals
  • Templates and forms

#14. Next Matter

Next Matter is an all-in-one operations platform that allows teams to collect, visualize, automate, and execute their processes from start to finish. Managers finally get the operational visibility and performance they require, and teams are free of coordination drudgery for good. Following are some of the features that make Next Matter an excellent choice for operations workflow management:

  • Everything is automated using rules, including task assignments, decisions, conditionals, process scheduling, notifications, and more.
  • Dashboard status and escalation summary – no more follow-ups or status meetings necessary!
  • External users such as suppliers, partners, and customers can now collaborate more easily.
  • A no-code/low-code, drag-and-drop process builder that is extremely easy to use.

#15. NetHunt CRM

NetHunt is a CRM solution embedded within Gmail that helps salespeople to develop automated buyer journey workflows. With NetHunt, sales teams may generate leads from a variety of sources instantaneously and initiate an automatic sequence of activities ranging from an email sequence campaign to altering the pipeline stage to automated tasks developed for the sales team based on the circumstances. Here are a few of the characteristics that distinguish NetHunt as excellent workflow management software:

  • Automated sales workflows based on rules and performance analytics;
  • After submitting a web form, you can create leads and launch automatic sales workflows.
  • Integration with third-party tools such as LinkedIn, Intercom, Facebook, and others.
  • Notifications of pending or changed products to the sales team

#16. Scribe

Scribe is a workflow documentation tool that can capture any workflow in seconds. It’s a browser extension and desktop application that converts procedures into how-to guides, replete with written instructions and screenshots. The application is simple to use and can accommodate both remote and in-house teams. A few significant elements that help to streamline operations, improve teams, and encourage consistency are as follows:

  • Autogeneration with editable choices and fast availability
  • Shareability using a link, within a Scribe workspace, or simple embedding
  • Enterprise plans provide desktop access.
  • Automatic Scribe suggestions are built-in.

#17. Miro

Miro is an online collaborative whiteboard platform that allows users to present ideas, manage meetings, perform agile workshops, and communicate in real-time. Miro’s Template Library contains hundreds of templates, including a Workflow Template for immediately tracking project status and team progress. It’s an excellent resource for remote and hybrid design teams. Miro supports numerous software connections, including Jira, Trello, Zoom, Slack, and others. Here are some of Miro’s distinguishing characteristics:

  • Canvas is infinite.
  • Pre-made templates
  • Collaboration via mouse-over
  • Integrated video, chat, and comments
  • Tasks and dependencies should be visualized.
  • 20 or more integrations

#18. ProofHub

ProofHub is an excellent workflow management software designed to assist teams in collaborating and meeting deadlines on time. You may say goodbye to endless email threads and chat as a group on a single topic with tools like Discussions. To track workflow and projects, you can also use multiple views such as Kanban, table, Gantt, and calendar. Here are a few more features that make ProofHub an excellent workflow management tool:

  • Proofing allows for simple document inspection and approval.
  • Use Activity Logs to keep track of all activities.
  • “Me View” allows you to keep track of all tasks that involve you.

#19. Process Avenue

Process Avenue converts your team’s recurrent processes into interactive, no-code workflows that are centrally stored. The modern process management platform for teams enables you to build standalone documentation that lives and operates alongside your bespoke workflows. It also interacts perfectly with Slack, SalesForce, DocuSign, and all of your favorite work tools, allowing you to manage your assignments with no effort. Some of the fantastic characteristics are as follows:

  • Guest users and permissions allow for easy internal and external collaboration.
  • Conditional logic enables adaptive procedures that cover a wide range of scenarios.
  • Automates your recurrent tasks so you can focus on what’s essential.

#20. is similar to other workflow management automation software on the market, with the exception of the ability to construct one-to-one integrations and multi-step workflows between several apps. The software is great for teams who want to adapt their workflow to best meet their goals while interacting and communicating efficiently.

Integrations are accessible in with a variety of tools that professionals use on a daily basis, including CRM, lead generation software, and numerous more business productivity apps. The workflow management software also has a free edition that allows users to create five automation that syncs up to 250 actions each month. Paid plans with more automation and actions are offered for $25, $49, and $99 per month.

Here’s how we determined the best.

First and foremost, the goal of any technology is to make your life easier and save you time. When looking for a workflow tool (or any other tool), make sure it removes all manual effort and saves you time and energy. Aside from that, below is the checklist we used to compile the list of the best workflow management tools and apps for you and your team. Examine it out.

  • Simple to use
  • Simple to set up
  • Affordable
  • Excellent data analytics
  • Collaboration
  • Reporting
  • Excellent assistance
  • In-depth integration

What are the Benefits of Using Workflow Management Software?

#1. Successive Approval Management:

Almost all processes in today’s collaborative business environment entail approval management. This indicates that delays in the approval process result in process delays and decreased efficiency. Workflow management software automates the approval process at various levels by allowing users to submit approval requests, appoint approvers, and set deadlines. When approval requests are created, these systems automatically send email notifications to the responsible people.

#2. Workable Process Collaboration:

The majority of workplace procedures include teamwork, cross-departmental collaboration, and cross-organizational collaboration. Manually managing these multi-method collaboration procedures is time-consuming and taxing. Workflow management systems use custom forms, process flows, portals for process change requests, and approval management to enable users to build, customize, and monitor their collaborative processes.

#3. Visible Team Performance:

Workflow management software acts as a central repository for process-related data, such as current tasks, pending and completed approvals, and finished tasks. Workflow management systems use this data to generate reports on a business’s process performance. Managers can also set KPIs for their team members and evaluate them based on specified criteria such as timeliness and efficiency.

What Features Does Workflow Management Software Have?

1. Business Process Automation:

Using a drag-and-drop interface, create process workflows. Users can include forms to collect data at each stage of the process.

2. Task Management

Create standard task lists and checklists for different process phases, and track task progress in real-time.

3. Workflow Configuration

Design process flows and sequence phases (e.g., approval, review, etc.) within a process.

4. Access Controls and Permissions

Manage data access for people or groups based on their organizational structure or department.

5. Approval Process Control

Manage approvals at various levels; when permission requests are generated, responsible stakeholders are notified.

6. Calendar Management

Using a calendar, keep track of the due dates for events and tasks. Users can sync this data with calendar applications like Outlook and Google Calendar.


We might conclude that the best software is one that offers more functionality at a reasonable price. When selecting the best Workflow Software, keep in mind that the software should enable automation of the business process management and tracking.

Workflow Management Software FAQs

Why is workflow management important?

Workflow is crucial because it provides you with regular insights into what is going on within your processes, the individuals engaged, and a sense of how well your business meets its deadlines.

What is workflow management?

This is the discipline of developing, documenting, monitoring and refining the sequence of actions required to perform a certain activity, or workflow. The goal of workflow management is to optimize the workflow phases so that the task is accomplished correctly, consistently, and efficiently.


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