What are workflow management tools?

Workflow management software is a system that helps create, track, and automate tasks across an organization or parts of it. The tool optimizes work processes by defining steps, deadlines, or responsibilities. Users can design workflows with set rules, automate repetitive tasks, and connect with other systems like CRM, ERP, and communication tools.

A range of tools are available, each designed to meet different needs and support various workflows. The question is: How do I choose the best for my case?

Benefits of implementing workflow management software in a company

• Automated and standardized workflows. Workflow management tool ensures every task follows a structured process, reducing errors, automating approvals, and making workflows faster and more efficient.
• Real-time visibility and balanced workloads. Teams can track progress and spot bottlenecks instantly. Managers can distribute tasks fairly, preventing overloading and underutilization.
• Improved collaboration and communication. A centralized platform keeps files, comments, and updates in one place, reducing email clutter and making teamwork easier.
• Faster approvals and fewer delays. Automated workflows route approvals instantly and send reminders, keeping processes moving without unnecessary waiting times.
• Better compliance and audit readiness. Workflow management tool tracks approvals and stores records, ensuring businesses meet regulations while simplifying audits.
• Integration with other systems. The system can be connected with CRM, ERP, HR, and finance tools, synchronizing data and eliminating manual updates.
• Smart decisions with analytics. Real-time insights help businesses track performance, find inefficiencies, and make better, data-driven decisions.

Types of workflow management tools and examples of use across industries

Task and project management

Task and project management tools help teams organize their work and meet deadlines. They allow users to track progress and include features like visual task boards (Kanban), timeline planning (Gantt charts), and real-time collaboration. These tools make it easier for teams to communicate, share files, and assign tasks in one place.

Marketing and creative teams can use task and project management tools to plan and manage campaigns, track design approvals, and streamline collaboration between content creators, strategists, and clients.

Business process management

Business process management (BPM) tools focus on automating and optimizing structured workflows. These tools help standardize procedures to ensure efficient approvals, data processing, and compliance checks. BPM tools work with different business systems and provide real-time reports that improve decision-making.

BPM tool can help financial and banking firms automate loan application approvals, fraud detection, and regulatory compliance to reduce manual workload and human errors.

Robotic process automation

Robotic process automation (RPA) tools use AI-powered bots to perform repetitive, rule-based tasks such as data entry, document processing, and transaction verification. These tools reduce human errors, improve speed, and lower operational costs.

It can be used to support manufacturing and supply chain management with procurement automation, logistics tracking, and quality control checks.

Enterprise workflow automation

Enterprise workflow automation tools help large organizations integrate multiple business processes across departments. They centralize workflow management, enabling coordination between teams such as purchase, finance, and legal departments.

Enterprise workflow automation tools can be used in large companies to manage complex workflows, approvals, and reporting across multiple departments. They can, for example, improve procurement by automating purchase approvals, vendor management, inventory tracking, and compliance.

Document and approval workflow

These tools automate document-based workflows such as contract approvals, invoice processing, and compliance tracking. They offer features such as electronic signatures, version control, and document routing to ensure smooth approvals and audit trails.

This workflow management tool can automate legal case tracking, contract approvals, and document management for law firms or legal departments.

No-code/low-code

No-code and low-code workflow tools allow non-technical users to create and automate workflows. They make it easy to automate workflows quickly with drag-and-drop features, ready-made templates, and API connections.

They can be a good choice for startups or SMEs, as they enable the quick building of automated processes such as invoice approvals and employee onboarding without hiring developers.

IT & DevOps workflow tools

These tools focus on managing IT operations, software development, and infrastructure automation. 

These tools are most often used by IT and software development teams. They help track Agile sprints, manage version control, automate CI/CD pipelines, and efficiently handle software bugs and service tickets.

Case management

Case management tools support workflows that require ongoing case tracking, investigation, and resolution.

An ideal example is a customer service team that uses software to automate ticket processing, handle customer queries, and solve issues involving several specialists.

Digital asset management (DAM)

These tools let teams store and manage digital content like images, videos, and documents. DAM systems centralize assets and provide collaboration features, fostering a consistent brand image.

For example, an e-commerce company can use a Digital Asset Management tool to sort product images, automate content sharing across marketing channels, and ensure that teams use the latest approved brand materials.

Industry-specific workflow systems

Industry-specific workflow systems are designed (or can be customized) for specific sectors or cases. They come with pre-build templates, compliance tracking, and workflow automation features.

For example, a medical or healthcare company may want to manage patient records and automate administrative tasks while maintaining the highest level of data security and compliance with regulations.

Now, let's move on to a list of ten workflow management tools worth considering in 2025.

1. Workflow Builder – white-label workflow editor for tailored development

Workflow Builder is an AI-powered tool that lets businesses and developers embed a customizable workflow editor into their software. Built with React and React Flow, it offers a scalable, drag-and-drop interface and pre-built nodes for easy workflow design. AI automation and white-label customization help businesses integrate workflow management into their applications quickly and efficiently.

Key features:

• Drag-and-drop workflow editor. Create workflows visually with an intuitive interface.
• White-label customization. Apply branding, colors, and logos for a tailored experience.
• AI-powered automation. Automate workflow generation with natural language prompts.
• Pre-built workflow elements. Access a library of customizable nodes to accelerate development.
• Real-time notifications: Stay informed with snack bar notifications and workflow updates.

Best for:

• SaaS providers and software companies looking to embed a white-label workflow automation tool.
• Enterprise teams requiring customizable, AI-driven process automation.
• Businesses that need scalable workflow solutions for process optimization.

Pros:

• Highly customizable while cutting off the need to build a workflow tool from scratch.
• AI-driven automation that enhances workflow efficiency.
• User-friendly drag-and-drop interface that works in any web browser.

Cons:

• Requires React or React Flow for full compatibility.
• Some features are still in development.
• Customization may require development effort.

Pricing:

Custom pricing – must contact Synergy Codes for a quote.

2. Monday.com – flexible workflow management for teams of all sizes

Monday.com is a customizable workflow platform for teams to plan, track, and collaborate on projects. It offers multiple views, automation, and integrations for complex workflows. It has strong task management and reporting. Monday.com is highly scalable (a free workflow application up to two seats)  but can be costly for large teams and requires setup for full optimization.

Key features:

• Multiple project views. Switch between kanban, Gantt, calendar, and table views for task tracking.
• Subtasks and task dependencies. Organize complex projects with task hierarchies.
• Resource and workload management. Monitor team workloads and balance assignments.
• Integrations. Can be connected with over 200 apps like Slack, Google Drive, and Salesforce.
• Custom dashboards and reporting. Track progress with interactive dashboards.

Best for:

• Scalable teams managing multiple projects.
• Businesses needing extensive workflow automation.
• Organizations transitioning from spreadsheets to structured workflow systems.

Pros:

• Highly customizable with multiple project views.
• Strong automation and third-party integrations.
• Real-time collaboration tools that improve efficiency.

Cons:

• Expensive for larger teams due to pricing tiers.
• Advanced automation requires higher-tier plans.
• Limited reporting capabilities or time-tracking features.

Pricing:

• Free – up to two seats.
• Basic – $9 per user/month.
• Standard – $12 per user/month.
• Pro – $19 per user/month.
• Enterprise – custom pricing.

3. Smartsheet – spreadsheet-based workflow and project management software

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Smartsheet is a project management tool that combines spreadsheets with automation and collaboration features. It offers multiple views, like grid, Gantt, kanban board, and calendar, to fit various workflows. Smartsheet is a great choice for companies looking for advanced work management, as it offers automation, reporting, and resource management. However, it has a learning curve and lacks real-time features.

Key features:

• Spreadsheet-based interface. Utilize a familiar grid format for easy adoption.
• Monitoring. Easily follow progress with Gantt, kanban, and calendar views. Get real-time updates on key project metrics.
• Automation and workflows. Automate repetitive tasks, approvals, and notifications.
• Control center. Standardize workflows across large-scale projects.
• Integrations. The tool works with Google Workspace, Microsoft 365, and other third-party apps.

Best for:

• Teams of all sizes needing structured workflow automation.
• Businesses requiring strong reporting and portfolio management.
• Companies looking for a customizable alternative to traditional project management tools.

Pros:

• Highly customizable with flexible workflow automation.
• Strong reporting and dashboard capabilities.
• Seamless integration with Google Workspace and Microsoft tools.

Cons:

• Requiring extensive training to use.
• Limited real-time collaboration features.
• Some workflows depend on third-party integrations.

Pricing:

• Pro – $9 per user/month, billed annually.
• Business – $19 per user/month, billed annually.
• Enterprise and Advanced Work Management – custom pricing.

4. Airtable – flexible workflow and database management for data-driven teams

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Airtable combines the simplicity of spreadsheets with the power of databases, helping teams organize and automate workflows. It’s commonly used for marketing, product development, and CRM, as it has a no-code interface easy to use for non-tech people. For a team of five, it can be used as a free workflow application. However, it can be complex for beginners and expensive for larger teams.

Key features:

• Hybrid spreadsheet-database interface. Utilize spreadsheet ease with database functionality, as well as kanban, Gantt, list, and calendar views.
• Templates and pre-built workflows: Start any project with industry-specific templates that simplify setup and workflow automation.
• Automation and AI integration. Streamline repetitive tasks and generate content with AI.
• Integration capabilities. Connects with Slack, Google Drive, Zapier, and more.
• Form builder. Collect structured data via custom forms.

Best for:

• Teams managing data-intensive workflows like content management, product development, or CRM.
• Businesses needing structured project tracking with relational database capabilities.
• Organizations requiring automation without technical expertise.

Pros:

• Highly customizable with a no-code interface.
• Strong automation and AI-powered workflow features.
• Extensive third-party integrations for seamless connectivity.

Cons:

• Not-beginner friendly, especially for users unfamiliar with databases.
• Limited API rate limits can slow down high-volume data processes.
• Pricing scales up significantly for larger teams.

Pricing:

• Free Plan – up to five users, 1,000 records per base.
• Team – $20 per user/month, billed annually.
• Business – $45 per user/month, billed annually.
• Enterprise Scale – custom pricing.

5. Nintex – enterprise-grade workflow automation and process management

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Nintex is a workflow automation platform designed for large businesses. It helps simplify complex processes without coding. It cuts the manual work with robotic process automation, AI insights, and document automation. While Nintex can scale to meet the needs of large companies, it’s not beginner-friendly and can be expensive in a long run. Because of its price, it’s a better fit for large enterprises rather than small or medium-sized businesses.

Key features:

• Automate. Simplify approvals, data entry, and collaboration with no-code interface. Utilize AI-driven bot for robotic process automation.
• Process mapping and discovery. Identifies inefficiencies and optimizes workflows.
• Pre-built workflow templates. Offers industry-specific templates for quick automation setup.
• Analytics and AI-driven insights. Gather actionable data to refine workflows and optimize processes.
• Enterprise integrations. Connects with Salesforce, SAP, Oracle, and Microsoft tools.

Best for:

• Large enterprises needing advanced workflow automation.
• Industries with complex workflow requirements like finance, healthcare, IT, or HR.
• Organizations managing high-volume document approvals and compliance.

Pros:

• Scalable for enterprise-wide process automation.
• No-code drag-and-drop builder that simplifies workflow creation.
• Strong automation capabilities for reducing manual work.

Cons:

• Expensive, making it inaccessible for small businesses.
• Requires extensive setup and customization.
• Takes time to understand and has complex documentation.

Pricing:

Custom pricing – must contact Nintex for a quote.

6. Process Street – no-code workflow automation for recurring processes

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Process Street is a no-code workflow tool that helps manage recurring tasks and maintain consistency. It focuses on checklists, approvals, and structured workflows, allowing teams to document and automate processes without technical skills. Its AI-powered builder makes the setup easy, though some users say navigation and permissions management could be better.

Key features:

• Checklist automation. Create and automate dynamic checklists for recurring workflows.
• Conditional logic workflows. Adapt processes based on responses and triggers.
• Workflow approvals. Enables multi-step approval tracking with notifications.
• Integrations. Connects with over 1,000 business apps.
• Task assignment and tracking. Assign tasks automatically based on conditions.

Best for:

• Small to medium-sized businesses automating repetitive workflows.
• Companies in need of AI-powered automation and dynamic process management.
• Organizations needing structured, checklist-based workflow automation.

Pros:

• No-code, user-friendly automation for non-technical users.
• AI-powered workflow creation for quick process setup.
• Extensive template library for fast implementation.

Cons:

• UI navigation can feel clunky for some users.
• Permissions and role management need improvement.
• Some advanced automation features require extra costs.

Pricing

• Pro – $1,500/month, billed annually.
• Startup and Enterprise – custom pricing.

7. Hive – project management and collaboration with workflow automation

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Hive is a project management platform that helps teams organize collaboration with multiple views, automation, and integrations. It offers Gantt charts, kanban boards, time tracking, and proofing tools for managing complex projects. While Hive has strong analytics and automation, some users find it hard to adopt and encounter UI issues and bugs.

Key features:

• Hive forms. Provides customizable forms for collecting and processing project-related information.
• Proofing and approval workflows. Facilitates review and approval of creative assets.
• Automated workflows. Streamline processes and reduce manual effort.
• Time tracking and analytics. Monitor productivity with built-in tracking tools.
• Integrations. Connects with over 1,000 third-party apps.

Best for:

• SMEs needing an affordable project management tool.
• Marketing and creative teams requiring proofing and approval workflows.
• Businesses managing multiple projects with analytics and automation.

Pros:

• Flexible project views for different workflow needs.
• Strong automation options for task management.
• Extensive integration capabilities with third-party tools.

Cons:

• Frequent bugs and inconsistent updates.
• UI navigation can feel frustrating.
• Some advanced features require additional payments.

Pricing:

• Free – individual plan.
• Starter – $3 per user/month, billed annually.
• Teams – $6 per user/month, billed annually.
• Enterprise – custom pricing.

8. Qntrl – low-code workflow orchestration and business process management

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Qntrl is a workflow and business process management tool that automates and streamlines business processes. As a low-code/no-code platform, it helps teams improve visibility, control, and automation in departments like HR, IT, and finance. It offers strong process tracking and integrations, but some users may face a learning curve and customization limits.

Key features:

• Workflow automation. Automate routine processes with if-then conditions to minimize manual intervention.
• Real-time tracking. Visually map out and track workflows. Get instant updates on project and task progress.
• Role-based access control. Assign permissions based on user roles to enhance security.
• Analytics and reporting. Generate workflow insights and performance dashboards.
• Integrations. Works with Zoho CRM, Google Sheets, Gmail, MySQL, Pipedrive, and Zapier tools.

Best for:

• Medium to large businesses managing structured process automation without much coding.
• Industries handling compliance-heavy workflows like finance, IT, and HR.
• Organizations requiring cross-department workflow orchestration.

Pros:

• Strong integration capabilities with business applications.
• Effective automation for eliminating repetitive tasks.
• Detailed reporting for workflow optimization.

Cons:

• Advanced features take time to master.
• Limited customization compared to high-end BPM tools.
• Mobile experience could be better.

Pricing:

• Standard – $15 per user/month, billed annually.
• Enterprise – $30 per user/month, billed annually.
• Custom – pricing available on request.

9. ProofHub – all-in-one project management and collaboration platform

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ProofHub is a project management and collaboration tool with automation and communication capabilities. It offers multiple views, in-app discussions, and file proofing, making it a good choice especially for creative teams. Unlike many competitors, it uses a flat-fee pricing model, making it cost-effective for larger teams. However, its limited reporting, resource management, and customization may be lacking for complex workflows.

Key features:

• Multiple project views. Assign, track, and prioritize tasks using kanban, Gantt, calendar, and table views.
• In-App communication. Includes chat, discussion boards, real-time announcements, and email-in integration.
• File management and proofing. Upload, organize, and collaborate on documents with built-in proofing and file approval tools.
• Role-based access control. Manage permissions for security and workflow control.
• Integrations. Connect with third-party apps like QuickBooks, Slack, Google Drive, or Dropbox.

Best for:

• Mid-to-large teams needing centralized project management.
• Creative and marketing teams requiring proofing and approval workflows.
• Companies looking for a flat-fee pricing model without per-user costs.

Pros:

• Fixed pricing with no per-user fees.
• Intuitive interface with easy onboarding.
• Strong collaboration tools, including chat and discussions.

Cons:

• Limited reporting and analytics.
• Storage limits on all pricing plans.
• Mobile app performance issues.

Pricing:

• Essential – $45/month, billed annually.
• Ultimate Control – $89/month, billed annually, increasing to $150 after three months.

10. Bynder – AI-powered digital asset management for brand and content control

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Bynder is a digital asset management platform designed to store, organize, and distribute digital content. It uses AI for tagging files, automates workflows, and keeps media in one central place, supporting content creation and maintaining brand consistency. Bynder integrates with many enterprise tools, but may be costly and require training for advanced features.

Key features:

• Digital asset management. Centralized repository with automated AI media file tagging.
• Brand guidelines and templates. Ensure brand consistency with pre-defined fonts, colors, and logos.
• Workflow automation. Streamline content creation, approval, and distribution processes. Track asses changes.
• Digital rights management. Control content access and usage permissions for compliance.
• Developer toolkit and integrations. Connect seamlessly with platforms like Salesforce, Adobe, WordPress, and more.

Best for:

• Enterprises managing large volumes of digital assets.
• Marketing and creative teams maintaining brand consistency.
• Organizations needing AI-driven automation for content workflows.

Pros:

• Intuitive interface and search with AI-powered tagging.
• Strong integrations with major enterprise tools.
• Secure asset sharing with internal and external stakeholders.

Cons:

• Not transparent pricing, expensive for small businesses.
• Takes some experience to effectively use advanced features.
• Limited customization for workflow automation.

Pricing:

Custom pricing – must contact Bynder for a quote.

How to choose a workflow management software?

Finding the right workflow management system starts with understanding your company's needs. Before making a decision, consider the following factors to ensure the tool aligns with your processes, team structure, and long-term goals.

1. Identify your company's workflow needs

First, ask yourself: What processes do you need to automate? Are you looking to streamline HR tasks like onboarding, payroll approvals, or leave requests? Maybe you need to automate IT workflows or manage digital assets and maintain brand consistency.

Consider who will use the system. Will it be for a small team managing tasks or enterprise-wide automation that spans multiple departments? Choose a tool that fits your company's workflow complexity.

2. Look for essential features

• No-code/low-code. If your team lacks technical expertise, select a tool with a drag-and-drop workflow builder that allows users to create and modify processes without coding.
• Automation capabilities. Does your business rely on repetitive, time-consuming tasks? If so, choose a system that automates assignments, notifications, and approvals to save time and reduce errors.
• Customization and flexibility. Your company's workflows may evolve over time. Pick a tool that allows custom workflows, automation rules, and integrations so it can grow with your business.
• Integration with existing tools. If your company already uses CRM, ERP, or HR software, ensure the workflow management system integrates seamlessly with those tools to prevent silos.
• Role-based access and security. If your workflows involve sensitive data, ensure the tool supports granular access controls.
• Collaboration and task management. If multiple teams work on shared projects, choose a workflow management system that offers real-time task tracking, file sharing, and notifications to improve team coordination.
• Reporting and analytics. If measuring efficiency is a priority, select a system with built-in reports and analytics to help you track performance and identify workflow bottlenecks.
• Mobile accessibility. If your employees work off-site, choose a tool that is mobile-friendly or has a well-functioning mobile app. Look for features like push notifications, offline access, and digital signatures to keep workflows moving, even when employees are in the field.

4. Take compliance and security into account

If your company operates in a highly regulated industry, such as healthcare, finance, or legal, ensure the tool you select meets industry standards like HIPAA, GDPR, or ISO certifications. Also, check if it provides audit logs and approval tracking to maintain compliance.

5. Choose a pricing model that fits your business

When selecting a workflow management tool, consider how pricing aligns with your business size and needs. If you run a startup or a small team, look for free workflow application or basic plans with per-seat fee. Companies that scale can provide themselves flexibility with monthly per-user payment. For large enterprises, the most cost-effective may be a flat-fee pricing model. Be sure to evaluate whether additional costs apply for integrations, storage, or premium support.

Final thoughts: streamline your workflows with the right tool

Selecting the right workflow management tool can improve efficiency, automate repetitive tasks, and boost teamwork. Whether you need a simple task manager or a powerful automation platform, the key is to find a solution that fits your team’s needs and scales with your business.

If you're seeking a customized approach, Synergy Codes can assist you in managing your company's processes with tailored workflow and data visualization solutions. Get in touch to explore how you can optimize operations and drive smarter decisions.

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