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Top 20 Workflow Management Tools for Improved Project Outcomes

Best workflow management software

Looking for the best workflow management software after spending way too much time on some tasks you thought would be quick to do? 

Fret not! You are not alone, and this happens to most of us. It is mainly because of the lack of a structured approach.

Workflow management is not easy at all, and that is why the market of workflow management software is seeing rapid growth. Having the right software enables you and your team to streamline the work process and speed up the regular routine for optimal results.

Companies that encourage practices such as effective workflow management save more money than those that do not.

Now, imagine losing a massive amount of money annually just because the right work management system was not in place. Many businesses have already implemented workflow management software to boost productivity and increase efficiency.

But here comes the question, how to find the right workflow management solution for your business? There is a huge list of software out there, and we have taken our time to research dozens of them. We looked at the features, details, pricing, and even tried certain software to check the performance and efficiency.

In this blog guide, we will be discussing the top 17 workflow management tools and how you can choose the right one for your business.

What is Workflow Management Software?

Workflow management software is an advanced system that offers a platform for improving the way you and your team works. It provides you with the ability to create and optimize workflows easily, automate processes, identify areas of improvement, and increase efficiency and productivity. All in all, teams can streamline their work process using the best workflow management systems.

A Quick Look at Top Workflow Management Softwares & Their Key Features

Workflow Management Software

Key Features

Pricing

ProProfs Project

  • Gantt charts, Kanban board, and more
  • Recurring tasks
  • Insightful project reports
  • Task dependencies and prioritization
  • Task comments and file sharing
  • Essentials - $2/user/month
  • Premium - $4/user/month

Trello

  • Real-time task reminders
  • Useful power-ups
  • Professionally-designed templates
  • No-code automation
  • Custom card & board buttons

  • Free - $0
  • Standard - $5/user/month
  • Premium - $10/user/month
  • Enterprise - $17.50/user/month

Asana

  • Customizable internal knowledge base of resources
  • Workflow Builder
  • Useful third-party integration
  • Multi-device sync
  • File storage

  • Basic - $0
  • Premium - $10.99/user/month
  • Business - $24.99/user/month

Kissflow

  • Easy-to-navigate interface
  • Desktop & mobile-friendly
  • Code-free workflow forms
  • Document management
  • Smart notifications

  • Basic - $10/user/month
  • Advanced - $9.90/user/month
  • Fully loaded - $19/user/month
  • Enterprise - Available on request

Nintex

  • Drag and drop interface
  • Automated workflows
  • Document storage
  • Insightful analytics
  • Dashboard customization
  • Nintex Workflow Standard - $910/month
  • Nintex Workflow Enterprise - $1400/month

Smartsheet

  • Customizable workflows
  • Automated reminders
  • Intuitive dashboard
  • Roll-up reports
  • Workflow filtration options
  • Pro - $7/user/month
  • Business - $25/user/month
  • Enterprise - Available on request

Zapier

  • Integrate with 2000+ applications
  • Recurring tasks
  • Advanced filtering
  • Unlimited Zaps
  • Automation capabilities
  • Free - $0
  • Starter - $19.99/month
  • Professional - $49/month
  • Team - $299/month
  • Company - $599/month

Wrike

  • Custom workflows
  • Shareable project reports
  • 400+ integrations
  • Custom request form
  • Shareable dashboards
  • Free - $0
  • Professional - $9.80/user/month
  • Business - $24.80/user/month
  • Enterprise - Available on request

Airtable

  • Task reminders
  • Custom dashboards
  • Multi-device sync
  • Personal & locked views
  • Task comments
  • Free - $0
  • Plus - $10/seat/month
  • Pro - $20/seat/month
  • Enterprise - Available on request

ProWorkflow

  • Customize templates
  • Powerful reporting
  • Resource management
  • File sharing
  • Mobile access
  • Professional - $18/user/month
  • Advanced - $27/user/month

ClickUp

  • Time tracking
  • Task comments
  • Drag & drop functionality
  • Advanced project reports
  • Email task creation

  • Free Forever - $0
  • Unlimited - $5/member/month
  • Business - $12/member/month
  • Business Plus - $19/member/month
  • Enterprise - Available on request

ProcessBliss

  • Tasks checklists
  • Process templates
  • Shareable project reports
  • Recurring schedules
  • Dashboard summaries
  • $10/user/month

ProofHub

  • Gantt charts & Kanban board
  • Custom roles
  • Time tracking
  • Task prioritization
  • Customizable project reports
  • Standard - $45/5 users/month

Process Street

  • Recurring tasks
  • Process automation
  • Advanced reporting
  • Easy-to-use interface
  • Task permissions & role assignments
  • Free - $0
    • Pro - $25/full member/month
      • Enterprise - Available on request

Integrify

  • Task requests
  • Shareable dashboards
  • Unlimited forms & processes
  • Expandable file storage
  • Customized alerts & reminders

  • Available on request

Nifty

  • Task & milestone dependencies
  • Recurring tasks & schedules
  • Team chat
  • Customizable Kanban boards
  • Time tracking

  • Free - $0
    • Starter - $39/10 members/month
      • Pro - $79/20 members/month
        • Business - $124/50 members/month
          • Unlimited - $399/unlimited members/month

Monday.com

  • Real-time reminders
  • Task comments
  • Automated processes
  • Customizable task boards
  • Timesheets
  • Individual - $0
    • Basic - $8/3 seats/month
      • Standard - $10/3 seats/month
        • Pro - $16/3 seats/month
          • Enterprise - Available on request

Hive

  • Actions to-do list
  • Automated workflows for recurring tasks
  • Collaborative Hive notes
  • Native chat option
  • Time tracking ability
  • Hive Solo - $0
    • Hive Teams - $12
      • Hive Enterprise - Available on request

Backlog

  • Gantt charts, boards, & Burndown chart
  • Custom task status
  • Ready-to-use templates
  • Data-driven insights
  • Targeted notifications
  • Free - $0
    • Starter - $350/year
      • Standard - $1000/year
        • Premium - $1750/year
          • Enterprise - Available on request

Workflow Max

  • Mobile application
  • Custom fields
  • Timesheets
  • Invoicing
  • Actionable reports
  • Standard - $45/ 3 users/month
    • Premium - $95/ 3 users/month

Must-Have Features of an Online Workflow Management Software

Different teams have different methodologies and strategies to accomplish their tasks and finish the projects. This is why each team follows a unique workflow, and that is what we love about workflow management solutions as teams can do a lot of customized stuff in there. There are some common and must-have features of online workflow management software. Let’s check out!

1. Visual Workflow Management:

Checking out something visually helps in getting a more comprehensive view of what’s going on. So, visual timelines using Kanban boards or Gantt charts tool are a must to track the progress of work and allocate resources according to the priorities and deadlines.

2. Collaboration Tools:

Collaboration is the key when it comes to managing the workflow, as everyone needs to be on the same page. Workflow management applications should have collaboration tools and features like task commenting, real-time notifications, chatbox, forms, and file-sharing options.

3. Customized Reporting:

Customized reporting is great for visualizing and analyzing data related to the project. The project workflow software should have advanced filtering options to generate insightful reports. This helps in making informed decisions on the next stages of the project.

4. Third-party Integrations:

Seamless integration with multiple third-party softwares helps in easy synchronization and transfer of data. It also allows the team members to feel comfortable while working on a new software as they still have access to their old system. So, a cloud workflow management system should support integrations with third-party software.

5. Adaptation to Changes:

The workflow management software should be able to adapt to the changes along the way easily. The workflow might not remain the same due to the changing requirements, and the application should help teams in adapting to such changes in an efficient manner.

How to Choose the Workflow Management Software?

The perfect workflow management software adds a solid layer of visibility and structure to the workflow process that you create. This helps you turn creative ideas into products and smart concepts into processes. So, you definitely want to get the tool right. Let’s look at various factors that you should consider in your hunt for the top workflow process software.

1. Team Size:

The first thing to look out for is your team size. You can decide on your budget and see the workflow management software’s pricing plans according to your team size. Also, some tools are great for small teams, while others are smooth for enterprise-level projects and large teams. Try out the free demo or trial to check the compatibility of the software.

2. Easy Communication:

Bringing the project tasks and communication on the same platform is the perfect way to boost efficiency. So, look for a tool that offers collaboration and communication features like commenting, mentioning other users, file sharing, in-built email/chat, etc.

3. Interface:

The user interface is a crucial part of the software evaluation process. You need to consider the “TECH” factor here as all users might not be tech-savvy. If you are looking for a software for your technical development team, then the interface won’t be a trouble. Still, if you want your sales, customer support, or marketing team to work on it, you need to go for a workflow management solution that is easy to use and navigate.

4. Project Type:

How simple or complex is your project? Is there any software development process involved? Is it a customer-centric project or a sales project? The answer to these questions will help you decide whether to go for a basic tool or an advanced one with more functionalities.

5. Security:

As you will be using the tool for business, sensitive data will be involved. It is mandatory to hide such data from specific users, and abstraction should be properly handled to ensure data security. Proper encryption methods should be in place to secure the project data and files while transferring.

Read More: Critical Success Factors in Project Management

List of Best Workflow Management Software

Let’s take a look at the best workflow management software along with its features and pricing in detail. 

1. ProProfs Project

Proprofs project is one of the best workflow management software

ProProfs is an advanced workflow management software that helps streamline processes and keep your projects on schedule. It helps establish a crystal-clear path of project execution so that task responsibilities are clear right from the start.
Being one of the best workflow management solutions, it offers a wide array of features to help project managers and teams manage their projects better and more efficiently. With ProProfs Project on board, project managers can ensure that their team is always on the same page. You can easily monitor all your work processes, track productive work hours, and improve team communication to deliver exceptional results.

Key Features of ProProfs Project:

  • Use drag and drop functionality for easy task management
  • Set up recurring tasks for repetitive and time-consuming tasks so that you can focus on more important tasks
  • Create custom workflows to suit team needs
  • Get real-time notification updates 
  • Set up task dependencies and task prioritization for clear workflows and responsibilities
  • Track time and track employee productivity
  • Generate accurate and reliable client invoices
Pros  Cons
1. It has simple and intuitive dashboards that help team members stay on the same page. 1. File manager is missing.
2. It provides a collaborative workspace via task comments, shared calendars, and file sharing. 2. You cannot set up reminders for Calendar events.
3. It helps track every step of the project with interactive project views such as Gantt charts, Kanban board, and more.
4. You can break down the entire project into manageable tasks and subtasks.
5. Its rich project reports provide key insights into project metrics and team performance.

Good for: Super easy navigation, Team collaboration, Project visualization

Third-party integrations allowed: Yes

Suitable for: Small businesses, Large organizations, Enterprises, Personal Projects, Remote Teams

Pricing:

Essentials – $2/user/month

Premium – $4/user/month

2. Trello

Trello is a powerful workflow management software

Trello is one of the best workflow tracking tools in the market. It offers ‘Butler’ automation that allows you to automate workflows so that you can focus on more important tasks. It even recognizes repetitive actions for you and suggests automation that can be enabled in a single click.

Key Features of Trello:

  • Set up reminders for tasks and deliver tasks on time
  • Use power-ups with third-party applications
  • Get started within minutes with professionally-designed templates
  • No-code automation for easy navigation
  • Custom card and board buttons to suit team needs
Pros  Cons
1. Trello butler that lets you save significant time by automating a lot of tasks. 1. It can get difficult to handle too many projects with too many tasks in one place.
2. You can start your project within minutes using easy-to-use templates. 2. There is a storage limit on the file that you can attach to a Trello card.
3. It offers multiple project views such as Board, Timeline, Table, and Map views that help track progress from different angles. 3. There is no edit option to edit a comment on its card.

Good for: Workflow automation, Task visualization

Third-party integrations allowed: Yes

Suitable for: Small businesses, Large organizations, Personal Projects

Pricing:

Free – $0

Standard – $5/user/month

Premium – $10/user/month

Enterprise – $17.50/user/month

Read More: Workflow Diagram: What, When, Types & Steps to Create One

3. Asana

Asana is used for managing team workflow

Asana is a team workflow management tool that offers an easy-to-use interface for creating and managing project workflows. You can easily create tasks, allocate resources, and define due dates for your projects. Besides, you can customize these workflows on the fly as per changing requirements.

Key Features of Asana:

  • Manage all project documents in one place
  • Create a customizable internal knowledge base of resources
  • Create automated processes with Workflow Builder
  • Integrate with third-party applications to access more features
  • Sync project data across multiple devices
Pros  Cons
1. Simple and easy-to-use interface 1. It doesn’t track the productive hours of team members.
2. Track progress using  Board, List, Calendar, and Timeline views 2. It is not scalable for complex projects.
3. Collaborate with team members via messages to discuss tasks and projects 3. You cannot assign multiple assignees to a task.

Good for: Ease-of-use, Task visualization

Third-party integrations allowed: Yes

Suitable for: Small businesses, Personal Projects, Remote Teams

Pricing:

Basic – $0

Premium – $10.99/user/month

Business – $24.99/user/month

4. Kissflow

Kissflow helps track workflow

Kissflow, one of the best workflow management solutions, lets you plan, create, and track workflows on its efficient platform. On its comprehensive dashboard, you can either get started with its ready-to-use templates or create project workflows from scratch. Also, it automatically assigns items to team members based on previous standard operating procedures.

Key Features of Kissflow:

  • Easy-to-navigate interface
  • Integrate project information on desktop and mobile seamlessly
  • Access code-free workflow forms instantly
  • Attach documents to tasks and share them with co-workers
  • Automate smart notifications for tasks and never fall behind schedule
Pros  Cons
1. Get custom reports on how your project is progressing. 1. E-mail notifications can be improved.
2. You can plan, create, and analyze tasks on the go. 2. There’s no offline access to the tool.
3. It is a versatile and scalable platform. 3. Needs more advanced collaboration features.

Good for: Task management, Reporting capabilities

Third-party integrations allowed: Yes

Suitable for: Large organizations, Enterprises, Remote Teams

Pricing:

Basic – $10/user/month

Advanced – $9.90/user/month

Fully loaded – $19/user/month

Enterprise – Available on request

Read More: 15 Best Workload Management Tools for Teams in 2022

5. Nintex

Nintex is another best workflow manager

One of the best software for workflow management, Nintex allows you to automate and optimize business processes effortlessly. This enables you to minimize errors and avoid wastage of time and effort throughout the project’s lifecycle. Also, you can leverage multi-device access to drive projects from anywhere and anytime.

Key Features of Nintex:

  • Drag and drop visual design tools for maximum ease
  • Automate workflows within seconds
  • Build and share task documents instantly
  • Track KPIs using insightful analytics
  • Personalize dashboard to suit unique team needs
Pros  Cons
1. Send automated messages for tasks for seamless collaboration. 1. High learning curve
2. Monitor workflows on the move using its powerful mobile application. 2. Frequent lagging issues
3. Stay on top of your workflows with process mapping and management. 3. It is difficult to edit in-process items.

Good for: Team collaboration, Mobile application

Third-party integrations allowed: Yes

Suitable for: Small businesses, Personal Projects

Pricing:

Nintex Workflow Standard – $910/month

Nintex Workflow Enterprise – $1400/month

6. Smartsheet

Smartsheet is a workflow management platfrom

Smartsheet is a solid workflow management platform. Its spreadsheet-like interface is excellent for creating project workflows and managing tasks from start to finish. You can automate workflows and get work done faster and more efficiently. Besides, setting up a crystal-clear workflow helps track task dependencies and eliminates discrepancies regarding task responsibilities.

Key Features of Smartsheet:

  • Customize workflows to suit the project and team needs
  • Automate reminders for tasks and due dates
  • Get real-time visibility into tasks using its intuitive dashboard
  • Access roll-up reports to analyze project data
  • Filter and view workflow using ‘Active,’ ‘Inactive,’ ‘Unable to run’ options
Pros  Cons
1. It provides rich project reports that give key insights into workflows and processes. 1. It doesn’t offer time tracking ability.
2. Collaboration features such as messaging, file sharing, and shared calendars 2. It needs a better mobile application.
3. Know where your project stands with Workflow Status Reports. 3. Needs a better interface in terms of being user-friendly.

Good for: Reporting capabilities, Team collaboration

Third-party integrations allowed: Yes

Suitable for: Small businesses, Large organizations

Pricing:

Pro – $7/user/month

Business – $25/user/month

Enterprise – Available on request

7. Zapier

Zapier

Zapier is a great online workflow management solution to automate the workflow and boost productivity. The tool is equipped with the perfect set of features for different teams so that they can get to their target well within time and budget. Zapier’s unique dashboard makes it easy for project managers and teams to manage processes without any hassle.

Key Features of Zapier:

  • Integrate with 2000+ applications to sync and transfer data
  • Automate recurring tasks and focus on the important ones
  • Import/export data using Google Sheets
  • Advanced filtering for better functionality
  • Unlimited Zaps for effortless workflow management
Pros  Cons
1. Workflow automation that eases everyday task management 1. Expensive for small and medium-sized businesses
2. Useful third-party integrations 2. High learning curve for beginners
3. A bar chart that displays the number of tasks left 3. Customer support needs to be more responsive

Good for: Automation capabilities, Third-party integrations

Third-party integrations allowed: Yes

Suitable for: Small businesses, Large organizations, Enterprises

Pricing:

Free – $0

Starter – $19.99/month

Professional – $49/month

Team – $299/month

Company – $599/month

8. Wrike

Wrike

Wrike, an easily scalable platform, is one of the best software for workflow management. It offers a friendly interface with beautiful Gantt charts, Kanban board, and Timeline views that allow you to track project status instantly. Moreover, its dynamic reports give actionable insights into key project metrics effortlessly.

Key Features of Wrike:

  • Create custom workflows easily
  • Store briefs in one spot using the custom request form
  • Schedule project reports and share them with clients
  • Use 400+ integrations to bring in more functionality
  • Shareable dashboards to loop in external stakeholders
Pros  Cons
1. It is a flexible and scalable platform. 1. It does not offer different levels of prioritization for tasks
2. It is a visually appealing tool with multiple project views. 2. It lacks advanced filtering options.
3. It offers live editing for seamless collaboration between team members  3. Users often complain about frequent lagging issues.

Good for: Project visualization, Team collaboration

Third-party integrations allowed: Yes

Suitable for: Large organizations, Enterprises, Remote Teams

Pricing:

Free – $0

Professional – $9.80/user/month

Business – $24.80/user/month

Enterprise – Available on request

Read More: Workflow Optimization: 10 Ways to Streamline Your Systems to Get More Done

9. Airtable

Airtable

A solid workflow tracking software, Airtable helps you build project workflows and track them effectively. Its rich project reports provide actionable insights into OKRs (Objectives & Key Results) and let you stay up to date with ongoing workflows and processes. Also, its Gantt and Timeline views help you visualize where your resources are assigned, which tasks are ongoing, and when they are due within seconds.

Key Features of Airtable:

  • Set reminders for tasks due dates
  • Create custom dashboards that cater to individual and team needs
  • Sync project information across your favorite apps
  • Use personal and locked views to maintain data security
  • Comment on tasks and give instant feedback
Pros  Cons
1. You can view and prioritize KPIs extracted from project reports via its powerful dashboard. 1. Its UI can be confusing for some users.
2. It lets you manage sprints and deliver projects on time and within budget. 2. Its upgraded plans are not very affordable for everyone.
3. You can set task priority as ‘Low,’ ‘Medium,’ ‘High,’ and ‘None.’ 3. It lacks advanced collaboration features.

Good for: Reporting capabilities, Sprint management

Third-party integrations allowed: Yes

Suitable for: Large organizations, Enterprises

Pricing:

Free – $0

Plus – $10/seat/month

Pro – $20/seat/month

Enterprise – Available on request

10. ProWorkflow

ProWorkflow

ProWorkflow, one of the best workflow management tools, is best known for visual deadline tracking. All the team members and clients can access its workflow dashboard. This makes visualizing tasks, due dates, messages, feedback, quotes, and invoices easy and convenient.

Key Features of ProWorkflow:

  • Customize templates as per project needs 
  • Analyze progress via powerful reporting
  • Manage resources and reschedule easily
  • Share files with team members and stakeholders
  • Manage workflows on the go with mobile access
Pros  Cons
1. Collaborate with team members via shared notes and live chat 1. Its UI is outdated.
2. You can set up task dependency and eliminate confusion related to roles and responsibilities. 2. Limited file size upload/download
3. You can automate recurring tasks and save both time and effort on repetitive, time-consuming tasks. 3. It needs better automation for tasks and notifications.

Good for: Mobile application, Task management

Third-party integrations allowed: Yes

Suitable for: Small businesses, Personal Projects

Pricing:

Professional – $18/user/month

Advanced – $27/user/month

Read More: 16 Best Visual Project Management Tools for 2022

11. ClickUp

ClickUp

ClickUp is one of the top workflow management tools with easy-to-use features for project planning, team performance tracking, resource management, milestone tracking, and much more. There are multiple customizable templates to fit the unique requirements of different workflows. Its user-friendly interface makes it suitable for small, medium, and large teams.

Key Features of ClickUp:

  • Track time for employees accurately
  • Use task comments to send and receive instant feedback on work done
  • Use drag and drop functionality to adjust workflows
  • Get advanced analytics via rich reports
  • Create and automate tasks via email
Pros  Cons
1. You can centralize all information on an easy-to-use platform. 1. It offers too many features, which can be overwhelming for users.
2. You can track tasks and projects with multiple project views. 2. It doesn’t offer a table view to view project status.
3. Effective milestone tracking ensures that you achieve your goals on time. 3. Using too many customizations is time-consuming and makes it difficult to work efficiently.

Good for: Project visualization, Milestone tracking

Third-party integrations allowed: Yes

Suitable for: Large organizations, Enterprises, Personal Projects

Pricing:

Free Forever – $0

Unlimited – $5/member/month

Business – $12/member/month

Business Plus – $19/member/month

Enterprise – Available on request

12. Process Bliss

Processbliss

Process Bliss is a task workflow management software using which you can create, execute, and deliver multiple projects with ease. You can organize your tasks and track which ones are done and which ones are pending using to-do lists. Also, the tool gives you access to its Central Library of ready-to-use templates that enable you to centralize processes and procedures.

Key Features of Process Bliss:

  • Use checklists to track which tasks are completed
  • Easily create workflows within minutes using process templates
  • Save and share reports on task status
  • Save time by configuring recurring schedules
  • Access dashboard summaries to get real-time project updates at a glance
Pros  Cons
1. You can use personal and company task lists for better efficiency. 1. Users often complain about facing frequent glitches such as incorrect due date updates.
2. Access process quality analytics to monitor whether the project is running as desired 2. It has an outdated interface.
3. Stay up-to-date with notifications and Activity Feed. 3. It doesn’t offer a seamless third-party integration experience.

Good for: Reporting capabilities, Real-time notifications

Third-party integrations allowed: Yes

Suitable for: Small businesses, Large organizations

Pricing:

$10/user/month

Read More: 10 Best Project Portfolio Management Software (PPM ) for 2022

13. ProofHub

Proofhub

ProofHub is not just a workflow management software but is capable of managing all your projects, teams, and communications. Trusted by popular big brands, this versatile and one of the best workflow manager software is perfect for boosting productivity. The customized workflows and project management features make it easy for PMs to allocate tasks, track progress, and deliver successful results.

Key Features of ProofHub:

  • Track tasks using Gantt charts and Kanban board
  • Get ultimate control with custom roles
  • Track time and see where your team members are engaged
  • Prioritize tasks and get work done on time
  • Access customized and detailed project reports
Pros  Cons
1. Create, organize, and monitor tasks on a centralized platform. 1. Alerts and notifications can be improved.
2. Create custom project workflows and delegate tasks within minutes. 2. It lacks a good recurring tasks option.
3. Group and individual chat options to coordinate team efforts 3. Limited mobile application capabilities

Good for: Task management, Team collaboration

Third-party integrations allowed: Yes

Suitable for: Large organizations, Enterprises, Remote Teams

Pricing:

Standard – $45/5 users/month

14. Process Street

Process street

Process Street is a robust workflow and process management application that offers simple solutions to teams for managing recurring workflows. The software is ideal for almost any team looking to manage and track their work processes using checklists. It saves a lot of time and allows teams to collaborate effectively.

Key Features of Process Street:

  • Create recurring tasks for repetitive tasks
  • Customize process automation easily
  • Track progress with advanced reporting
  • Easy-to-use interface
  • Use task permissions and role assignments
Pros  Cons
1. Streamline processes and deliver projects on time using this online workflow management tool 1. Clunky user interface
2. Track team activity and assign tasks as per availability 2. No offline access to the tool
3. Get notified as soon as tasks are done 3. Not an easily scalable platform

Good for: Task tracking, Real-time notifications

Third-party integrations allowed: Yes

Suitable for: Small businesses, Personal Projects

Pricing:

Free – $0

Pro – $25/full member/month

Enterprise – Available on request

15. Integrify

Integrify

Integrify, one of the best workflow tracking tools, is excellent for staying updated on which tasks are due and which resources are available to take them up straight away. This eliminates overwork and only assigns tasks to underworked team members. Thus, you can easily track workflows and optimize team performance for better project outcomes.

Key Features of Integrify:

  • Review and approve task requests instantly
  • Keep clients in the loop with shareable dashboards
  • Utilize unlimited forms and processes
  • Store files easily with expandable file storage
  • Receive customized alerts and reminders
Pros  Cons
1. It allows you to customize your user experience via its powerful dashboard. 1. It doesn’t offer very good automation options.
2. Its project reports allow you to track and analyze trends so that you can adjust processes if required. 2. It needs better team collaboration features.
3. Manage documents and invoice approvals at the same time 3. Customer support is not very responsive.

Good for: Intuitive dashboard, Reporting capabilities

Third-party integrations allowed: Yes

Suitable for: Small businesses, Large organizations

Pricing:

Available on request

16. Nifty

Nifty

Nifty is a collaborative and cloud-based workflow management solution with Gantt charts and Kanban boards to create and manage customized workflows. Being one of the best workflow manager software, it offers a sleek and modern interface that’s easy to use and navigate for most users. Also, Nifty’s collaboration features allow users to share their ideas and gather feedback from PMs and clients in real-time.

Key Features of Nifty:

  • Set up task and milestone dependencies for crystal-clear workflows
  • Set up recurring tasks and schedules
  • Collaborate with team members via team chat
  • Customize Kanban boards for different projects and teams
  • Track time for each employee and generate hassle-free invoices
Pros  Cons
1. Set up milestones and track work from start to finish effectively. 1. Complex-to-use interface
2. Analyze overall progress with cross-project overviews. 2. Mobile application is not user-friendly.
3. Track budget utilization and never exceed the budget. 3. Lacks advanced collaboration features

Good for: Project visualization, Budget tracking

Third-party integrations allowed: Yes

Suitable for: Large organizations, Enterprises

Pricing:

Free – $0

Starter – $39/10 members/month

Pro – $79/20 members/month

Business – $124/50 members/month

Unlimited – $399/unlimited members/month

Read More: Creative Workflow Management: A Complete Guide

17. Monday.com

Monday.com

monday.com is one of the best software for workflow management for process visualization that provides a simple and structured interface. It helps the teams understand the sequence of work, and with real-time alerts and notifications, users can always stay on top of the milestones and deadlines. It is undoubtedly a productive tool for medium and large teams to get work done in a collaborative environment.

Key Features of Monday.com:

  • Set up reminders for task status updates and seek approvals
  • Upload attachments, add comments, and mention teammates
  • Automate processes to save both time and effort
  • Customize task boards to adjust ongoing workflows
  • Track timesheets to assign new tasks to resources for best optimization
Pros  Cons
1. Streamline communication across teams and departments by collaborating for projects on one shared platform. 1. Reporting capabilities are limited.
2. Efficient task management capabilities for smooth functioning of projects  2. It might take time to adjust to using its plethora of features.
3. It is a flexible and scalable platform, ideal for growing teams. 3. Lacks the ability to easily set up task dependencies

Good for: Team collaboration, Task management

Third-party integrations allowed: Yes

Suitable for: Large organizations, Enterprises, Remote Teams

Pricing:

Individual – $0

Basic – $8/3 seats/month

Standard – $10/3 seats/month

Pro – $16/3 seats/month

Enterprise – Available on request

18. Hive

Hive

Hive offers a powerful platform to manage tasks and resources at the same time with the best optimization throughout the project. This workflow management system’s project and task summary views enable you to analyze existing metrics and adjust processes if required. Also, its ready-to-use templates make getting started on any project easy and fast.

Key Features of Hive:

  • Manage your ‘Actions’ to-do lists and deliver tasks on time
  • Create automated workflows for recurring tasks
  • Use collaborative Hive notes for jotting down meeting minutes
  • Communicate with team members via the native chat option
  • Track time and know which tasks your team members are occupied in
Pros  Cons
1. View project progress via Gantt, Kanban, and Calendar project views. 1. Not a very efficient tool when it comes to providing advanced collaborative options
2. Track project baselines and check where you are deviating from the defined path. 2. Frequent lagging issues
3. Extract reports with custom analytics that help analyze KPIs hassle-free. 3. Its dashboard may take time to adjust to.

Good for: project visualizing, Project tracking

Third-party integrations allowed: Yes

Suitable for: Large organizations, Enterprises

Pricing:

Hive Solo – $0

Hive Teams – $12

Hive Enterprise – Available on request

19. Backlog

Backlog

Backlog, one of the best workflow management tools, helps create subtasks and manage workflows better. You can set up your project workflows and track them effectively right from the beginning. Moreover, its bug tracking dashboard simplifies how your teams record and track bugs.

Key Features of Backlog:

  • Use custom status to keep everyone up-to-date with progress
  • Save time and get started immediately using ready-to-use templates
  • Add issues via mail easily
  • Use @mention to loop in team members
  • Drag and drop file attachments with ease
Pros  Cons
1. View project progress using Gantt charts, Boards, and Burndown Charts. 1. Frequent lagging issues
2. Stay updated with targeted notifications. 2. Does not offer good project filtering options
3. Simple and straightforward tool 3. Needs to incorporate more collaboration features

Good for: Project visualization, Real-time notifications

Third-party integrations allowed: Yes

Suitable for: Small businesses, Large organizations

Pricing:

Free – $0

Starter – $350/year

Standard – $1000/year

Premium – $1750/year

Enterprise – Available on request

20. Workflow Max

Workflow max

Workflow Max is one of the top workflow management tools that provide efficient job management capabilities that help you manage all your tasks in one place. Also, the tool’s productivity reporting capabilities help track where your team is engaged and how productively they are able to close the day.

Key Features of Workflow Max:

  • Manage documents easily across projects
  • Generate invoices hassle-free with recurring invoices
  • Use custom fields to sort tasks and projects
  • Generate reliable invoices for clients
  • Track your leads via lead management
Pros  Cons
1. It provides accurate Timesheets for employee tracking. 1. Its UI can be confusing at times.
2. It offers a solid mobile application to always stay updated. 2. CRM capabilities can be enhanced.
3. Manage your cash flow and ensure project delivery within budget. 3. Customer support is not proactive.

Good for: Time tracking, Reporting capabilities

Third-party integrations allowed: Yes

Suitable for: Small businesses, Large organizations, Remote Teams

Pricing:

Standard  – $45/ 3 users/month

Premium – $95/ 3 users/month

Read More: 19 Best Software for Remote Team Collaboration

Comparison of Best Workflow Management Tools

Software

Pricing (starting/user/month)

Accurate Time Tracking

Seamless Team Collaboration

Insightful Project Reporting

Interactive Project Views

Responsive 24/7 Support

Effective iOS/Android Apps

ProProfs Project $2 Yes Yes Yes Yes Yes Yes
Trello $0 Yes Yes Yes Yes Yes Yes
Asana $0 No Yes Yes Yes Yes Yes
Kissflow $10 Yes No Yes Yes Yes Yes
Nintex $910 Yes Yes Yes Yes Yes Yes
SmartSheet $7 No Yes Yes Yes Yes Yes
Zapier $0 Yes Yes Yes Yes No Yes
Wrike $0 Yes Yes Yes Yes Yes Yes
Airtable $0 Yes No Yes Yes Yes Yes
ProWorkflow $18 Yes Yes Yes Yes Yes Yes
ClickUp $0 Yes Yes Yes Yes Yes Yes
Process Bliss $10 Yes Yes Yes Yes Yes Yes
ProofHub $45 Yes Yes Yes Yes Yes Yes
Process Street $0 Yes Yes Yes Yes Yes Yes
Integrify Available on request Yes No Yes Yes No Yes
Nifty $0 Yes No Yes Yes Yes Yes
Monday.com $0 Yes Yes No Yes Yes Yes
Hive $0 Yes No Yes Yes Yes Yes
Backlog $0 Yes No Yes Yes Yes Yes
Workflow Max $45 Yes Yes Yes Yes Yes Yes

Improve Overall Efficiency Using a Robust Workflow Management Tool

Adopting the best workflow management software for your team can help streamline processes and stay the on schedule right from project initiation to its closure.

It lets you set clear project workflows, delegate tasks effectively, and track real-time progress effectively. You can even automate recurring tasks and establish work processes that help optimize both task and resource optimization.

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About the author

David is a Project Management expert. He has been published in elearningindustry.com, simpleprogrammer.com. As a project planning and execution expert at ProProfs, he has offered a unique outlook on improving workflows and team efficiency. Connect with David for more engaging conversations on Twitter, LinkedIn, and Facebook.