Key highlights
- Discover the 26 best workflow management tools to simplify your business processes in 2025.
- Explore top features like task automation, intuitive dashboards and team collaboration tools.
- Compare leading workflow management software based on pricing, use cases and integrations.
- Learn how workflow automation can reduce manual tasks and improve productivity.
- Find the right solution for project tracking, document management and repetitive task handling.
- Streamline your workflows with Bluehost’s AI-powered site creation tools.
Is your team juggling spreadsheets, chasing email approvals and losing track of who’s doing what? If so, you’re not alone. As workflows get more complex, the old ways of managing tasks just don’t cut it anymore. That’s why 2025 is the year to rethink how you work—with the help of modern workflow management tools.
Modern workflow software tools go beyond basic to-do lists. They combine workflow automation and task management software to streamline operations, save time and reduce manual tasks. From startups to large enterprises, everyone’s looking for more innovative ways to run their business processes—and that starts with choosing the right platform.
In this guide, we’ll explain what workflow management software really does, explore 26 of the top tools on the market and show you how to find the perfect fit.
Let’s explore!
What are workflow management tools?
Workflow management tools are software solutions that help businesses create, monitor and optimize structured sequences of tasks. These tools streamline everyday operations by organizing workflows, automating repetitive actions and assigning responsibilities to the right team members.
In simple terms, they allow you to:
- Map out tasks step by step
- Assign roles and due dates
- Automate repetitive tasks
- Track progress in real time
- Improve team collaboration
Modern workflow management software includes features like drag-and-drop builders, task automation, document management and integration systems. It’s designed to reduce human error, improve transparency and boost overall workplace productivity. This makes it essential for managing both small tasks and complex project workflows.
Also read: Top eCommerce Tools to Streamline and Grow Your Online Store in 2025
What are the types of workflow management tools?
Workflow software management tools come in a variety of forms—each designed to support different business needs and team structures. Understanding the types can help you choose the right platform based on your goals, whether it’s task tracking, automation or document control.
There are six main types of workflow management tools, each designed to serve specific business needs and team structures:
- Task-based tools: Focused on organizing and tracking individual or team task management to boost daily productivity.
- Project-based tools: Ideal for managing complex project workflows, tracking project progress and assigning responsibilities across teams.
- Automation-focused tools: Built for streamlining repetitive tasks using workflow automation software to improve efficiency and reduce manual tasks.
- Document-centric tools: Emphasize document management and approval flows to maintain compliance and ensure accurate record-keeping.
- Custom workflow builders: Provide drag-and-drop interfaces to design custom workflows tailored to specific operations and preferences.
- All-in-one platforms: Combine features like team collaboration, task automation tools and reporting dashboards for complete workflow and document management.
Each type serves a different purpose, but the goal is the same: simplify work, improve efficiency and help your team stay on the same page.
Also read: 10 Ways to Improve Your WordPress Workflow
What are the benefits of using workflow management tools?
Workflow software management tools offer a wide range of benefits that help teams improve productivity, reduce errors and streamline business operations.
Here are the key advantages:
- Increased efficiency: Automates repetitive tasks and frees up time for strategic work.
- Better team collaboration: Keeps team members aligned through shared dashboards, timelines and communication tools.
- Fewer manual errors: Reduces human error by automating critical processes and approvals.
- Improved transparency: Tracks project progress and task completion in real time across teams.
- Faster decision-making: Provides access to data analytics and real-time updates for quicker responses.
- Consistent results: Standardizes workflows to ensure repeatable outcomes and fewer delays.
- Enhanced resource planning: Allocates people, time and tools effectively using resource management features.
- Scalability: Grows with your team by offering advanced features and customizable workflows.
By using the right workflow software management solution, businesses can simplify complex workflow processes. They also help optimize performance and stay on the same page, even across multiple teams or departments.
Top 26 workflow management tools for 2025
Here’s a quick comparison of the top-rated workflow management tools for 2025, based on features, ideal use cases and pricing:
| Tool | Best for | Key features | Starting price |
| Team Compass | Small teams and status updates | Team check-ins, goal setting, task management | $108/month |
| ProofHub | All-in-one project planning | Kanban boards, chat, Gantt charts | $45/month (Essential plan) |
| Nintex | Enterprise process automation | Drag-and-drop builder, workflow automation | Custom pricing |
| Bit.ai | Document collaboration | Smart docs, templates, document management | $8/user/month |
| ProcessMaker | Complex enterprise workflows | BPMN support, approvals, automated workflows | Custom pricing |
| ProProfs Project | Simple project management | Time tracking, task reports | Custom pricing |
| Process Street | Recurring task automation | Checklists, automating repetitive tasks | Custom pricing |
| Backlog | Dev teams and bug tracking | Git integration, issue tracking | $35/month |
| Hive | Collaborative project work | AI insights, multiple views | $1.50/user/month |
| Kissflow | Workflow and process management | No-code builder, integrations | Custom pricing |
| Shift | Unified app and email hub | App switcher, productivity tools | $149/year |
| Fluix | Remote workforce workflows | Form automation, field data | $20/user/month |
| Projectsly | Agile task planning | Kanban boards, real-time chat | $14.99 /month |
| ClickUp | Custom workspaces | Docs, dashboards, time tracking | $10/user/month |
| Smartsheet | Spreadsheet-style project tracking | Templates, reporting, resource planning | $9/user/month |
| Pipefy | Process automation and requests | No-code builder, approval flows | Custom pricing |
| Monday.com | Versatile workflows and teams | Automation, dashboards, drag and drop | $9/seat/month |
| Bynder | Digital asset management | Brand portals, creative workflows | Custom pricing |
| Kintone | Custom business apps | App builder, workflow templates | $16/user/month |
| Next Matter | Operations automation | End-to-end workflow visibility | Custom pricing |
| Process Bliss | Process consistency | Task tracking, templates | $10/user/month |
| Admation | Marketing workflow management | Approval paths, resource management | Custom pricing |
| Qntrl | Structured process control | Roles, forms, SLAs | Free; paid plans available |
| VOGSY | Professional services automation | Quote to cash, project financials | $14/user/month |
| Airtable | Flexible project databases | Views, automation, team collaboration | Free; paid from $20 |
| Trello | Simple visual task boards | Cards, lists, power-ups | Free; paid from $5 |
Disclaimer: Prices are subject to change. For the most current details, please refer to the official websites of tools respectively.
When selecting a workflow management tool, consider your team’s specific needs, such as the complexity of projects, required integrations and budget constraints. The right tool can significantly improve efficiency, collaboration and overall productivity.
Now, let’s look into each of the 26 workflow management tools for 2025 in detail.
1. Team Compass
Team Compass is a streamlined workflow management tool for small and mid-sized teams. It helps in seeking clarity, accountability and alignment without the complexity of larger platforms. Team Compass acts as a centralized workspace where team members can check in, track goals and monitor project progress in real time.
This workflow software tool enhances productivity by simplifying updates, reducing status meetings and encouraging task ownership. While it lacks heavy-duty workflow automation software features, it makes up for it with a clean, intuitive interface and strong team collaboration capabilities.
Key features:
- Enables daily and weekly check-ins to track team goals and updates
- Offers visual goal tracking and performance summaries
- Includes real-time status updates and progress feeds
- Provides customizable dashboards for team visibility
Pros:
- Easy to set up with an intuitive interface
- Keeps teams aligned across multiple projects
- Enhances team collaboration in remote or hybrid environments
- Helps reduce manual tasks and improves individual accountability
Cons:
- Lacks advanced workflow automation tools
- Limited integrations with other project management software
User rating: 4.2/5
Integration capabilities: Integrates with Slack and Google Calendar; limited third-party app integrations
Best for: Small to mid-sized teams focused on improving team alignment and status updates without complex automation needs
Pricing: Starts at $108/month per team; a free trial is available
2. ProofHub
ProofHub is an all-in-one workflow management tool built to support growing teams and complex projects. This workflow software tool combines project management, team collaboration and workflow automation features into a single, user-friendly platform.
Whether you’re managing a marketing campaign or handling cross-departmental projects, ProofHub gives you the flexibility and control to get work done efficiently.
It’s especially valuable for teams looking to consolidate their tech stack. Instead of juggling multiple tools for tasks, chats, notes and file sharing, ProofHub brings everything under one roof. This makes it one of the best project workflow solutions available today.
Key features:
- Offers task lists, custom roles, Gantt charts and calendar views
- Includes built-in chat, discussions, notes and time tracking
- Allows teams to assign tasks, set deadlines and monitor task completion
- Supports drag-and-drop task organization and progress visualization
Pros:
- Centralizes task management, communication and files
- Easy to onboard with an intuitive interface
- Great for planning and executing strategic initiatives
- Enables team accountability and improves workflow processes
Cons:
- Fewer third-party integrations than some competitors
- No free plan; only paid options are available
User rating: 4.3/5
Integration capabilities: Integrates with Google Drive, Dropbox, Slack and Outlook
Best for: Growing teams and businesses that want an all-in-one project planning and collaboration tool
Pricing: Starts at $45/month (Flat rate for unlimited users); 14-day free trial available
3. Nintex
Nintex is a powerful workflow automation software tailored for enterprises that require scalable, low-code process solutions. Ninetex is widely used in industries like finance, healthcare and government where compliance, accuracy and speed are essential. With its visual builder and advanced features, Nintex helps teams automate processes, reduce bottlenecks and drive operational efficiency.
More than a workflow management tool, it’s a comprehensive suite of automation solutions. It includes robotic process automation (RPA), e-signatures and systems that integrate seamlessly with SharePoint, Microsoft Teams and other tools.
Key features:
- Drag-and-drop workflow designer with logic rules
- Built-in tools for forms, e-signatures, document generation and RPA
- Advanced analytics and real-time reporting dashboards
- Integration support for SharePoint, Salesforce and Office 365
Pros:
- Enterprise-grade security and compliance features
- Enables automating repetitive tasks at scale
- Offers end-to-end workflow automation across departments
- Highly customizable with powerful automation capabilities
Cons:
- Not ideal for small teams or simple workflows
- Steeper learning curve compared to lightweight workflow software
User rating: 4.1/5
Integration capabilities: Deep integration with Microsoft ecosystem (SharePoint, Teams, Office 365), Salesforce, SAP
Best for: Large enterprises requiring advanced automation, compliance and scalable workflow solutions
Pricing: Custom pricing based on usage and business needs
4. Bit.ai
Bit.ai is a modern workflow management tool built for seamless document management and real-time team collaboration. This workflow software tool stands out for its smart document creation system. This makes Bit.ai an ideal choice for teams that rely heavily on content, knowledge sharing and collaborative documentation.
Whether onboarding new hires, preparing client proposals or managing SOPs, Bit.ai’s interface and features simplify content workflows. It supports real-time collaboration, embeds media and tracks team contributions—making it more than a document editor.
Key features:
- Smart document editor for collaborative content creation
- Rich media support (videos, PDFs, charts, embeds, etc.)
- Document tracking, version history and link sharing controls
- Integrates with over 100 apps including Slack, Trello and OneDrive
Pros:
- Excellent for content-driven workflow processes
- Ideal for remote teams and asynchronous collaboration
- Improves productivity with dynamic, centralized documents
- Supports custom workflows for document approvals and updates
Cons:
- Not focused on task or project management features
- Limited automation tools compared to traditional workflow software
User rating: 4.4/5
Integration capabilities: Slack, Trello, Google Drive, OneDrive
Best for: Teams focusing on document collaboration and knowledge sharing
Pricing: Starts at $8/user/month; free version with limited features is available
5. ProcessMaker
ProcessMaker is an enterprise-grade workflow automation software built to handle complex, rule-based business processes with precision. It’s widely used by banks, universities and large corporations that need to manage approvals, forms and document-heavy operations at scale. With its BPMN 2.0-compliant visual builder, ProcessMaker allows teams to design and deploy powerful, logic-driven workflow processes.
This tool stands out in the best workflow management software category for its ability to combine simplicity with deep technical control. Whether you’re automating multi-level approvals or integrating with legacy systems, ProcessMaker delivers robust performance and flexibility.
Key features:
- Low-code BPMN 2.0 workflow designer with form builder
- Integration support for Salesforce, SAP and third-party APIs
- Advanced reporting and SLA tracking
- Supports mobile workflows for on-the-go task management
Pros:
- Ideal for automating multi-step, document-intensive workflows
- High level of customization and access control
- Enables advanced workflow automation with minimal coding
- Great for scaling complex operations and eliminating manual tasks
Cons:
- Not suitable for small teams or simple projects
- Requires onboarding to navigate its full capabilities
User rating: 4.0/5
Integration capabilities: Salesforce, SAP, REST APIs, Microsoft Power BI
Best for: Large organizations with complex operational workflows
Pricing: Custom pricing based on organizational needs and workflow volume
6. ProProfs Project
ProProfs Project is a simple, yet effective workflow management tool designed for teams that need clear visibility into tasks, timelines and deliverables. With a user-friendly interface and key features for managing small to medium-sized projects, This workflow software tool is perfect for businesses aiming for streamlined task management.
Built for clarity and speed, ProProfs Project helps teams assign tasks, track deadlines and collaborate in real time. This makes it a solid choice for marketing teams, agencies and service-based businesses.
Key features:
- Task assignment with deadlines and priority levels
- Gantt charts and calendar views for project planning
- Time tracking, file sharing and milestone tracking
- Real-time project status updates and reporting
Pros:
- Great for beginners and non-technical teams
- Offers all core features for basic project management
- Encourages on-time task completion and accountability
- Integrates with email and file storage platforms
Cons:
- Lacks deep workflow automation or process customization
- Not ideal for highly complex or regulated business operations
User rating: 4.2/5
Integration capabilities: Email clients, cloud storage (Google Drive, Dropbox)
Best for: Small to medium teams needing straightforward project management
Pricing: Custom pricing based on team size and usage
7. Process Street
Process Street is a powerful workflow automation tool built for teams that need to manage recurring checklists, standard operating procedures (SOPs) and routine approvals. Designed with simplicity in mind, it combines no-code automation with structured task tracking.
With a strong focus on automating repetitive tasks, Process Street allows users to build and run workflows using conditional logic, approvals and custom request forms. It’s one of the best platforms for teams aiming to reduce manual tasks and improve process consistency.
Key features:
- No-code workflow builder with conditional logic and approvals
- Recurring checklists for SOPs and compliance workflows
- Role assignments, due dates and rich media task instructions
- Integrations with over 1,000 apps via Zapier and native connectors
Pros:
- Excellent for handling recurring repetitive processes
- Helps teams streamline processes and stay audit-ready
- Offers detailed tracking of task completion and accountability
- Highly scalable for multiple projects and departments
Cons:
- Limited flexibility for one-off or complex project workflows
- More checklist-oriented than traditional project management tools
User rating: 4.5/5
Integration capabilities: Zapier, Slack, Google Workspace, Salesforce
Best for: Teams automating repetitive tasks and SOPs
Pricing: Custom plans based on requirements
8. Backlog
Backlog is a robust workflow management tool tailored for development teams, designers and cross-functional project groups. Combining issue tracking, version control and project management, this workflow software tool serves as a one-stop solution for teams handling bugs, tasks and releases.
With built-in Git and Subversion (SVN) repositories, Backlog allows developers to manage code alongside project workflows—something not all the best workflow management software offers. Its clean interface, Kanban boards and team-friendly design make it a great fit for both technical and non-technical users.
Key features:
- Built-in Git and SVN for version control and code collaboration
- Bug tracking, task assignment and milestone management
- Wiki, file sharing and comment threads for better team collaboration
- Gantt charts and Kanban boards for workflow visualization
Pros:
- Ideal for engineering and product teams managing software lifecycles
- Supports both agile and traditional project planning methods
- Bridges communication between developers and other stakeholders
- Offers role-based permissions and strong document management features
Cons:
- Might feel dev-focused for teams outside of tech
- Limited automation compared to other workflow automation software
User rating: 4.1/5
Integration capabilities: GitHub, Slack, Jira, Google Drive
Best for: Software development and product teams
Pricing: Starts at $35/month; free plan available for up to 10 users
