Top 14 Workflow Automation Software Tools To Use

Today we have the tools and technology for everything, whether it's for business meetings, day-to-day tasks or even managing complicated business processes. And that's done with workflow automation tools that will make the business processes a lot easier to manage for you.

Workflow automation is a technology that streamlines repetitive and time-consuming tasks, making work processes more efficient and productive. With the increasing demand for efficiency and productivity, workflow automation tools have become indispensable in streamlining tasks and processes, freeing up employees' time to focus on more strategic work.

Some examples of workflow automation processes are given below:

• Generating personalized reports monthly and sending them to a predetermined set of people.
• Automating the employee onboarding journey, from recruitment to sending welcome messages and distributing forms for new hires.
• Creating task assignments and setting reminders for due dates.

The right workflow automation software tools can help your team speed progress across tasks and projects and may even include built-in analytics to help you pinpoint inefficiencies. Most workflow automation tools provide a visual aspect where you can build workflows without coding or a lot of technical knowledge. Drag-and-drop, form, or flow chart setups make this software a great fit for marketers, salespeople, medical and industrial workers, and even educators. Many vendors also offer flexible customizations for small businesses and unique processes.

You might be wondering how exactly workflow automation tools works. So, whenever a form is filled, user action is taken or any internal signal is given, this automated workflow tool transforms the whole data as per your instructions. This saves a great amount of your time by simplifying redundant and lengthy work. But, here's a catch. What's the best-automated workflow tool? To get the answer to that, you need to be clear about your preferences. Like, you need a tool that will help your team speed up and also, include built-in analytics in it.

The market is flooded with a wide range of workflow automation tools, making it difficult to choose the right one for your business. This blog aims to provide an updated overview of the best workflow automation tools for 2023, highlighting their key features, benefits, and pricing. Whether you're a small business looking to automate your sales process or a large enterprise seeking a comprehensive workflow automation solution, this blog will help you find the best tool for your needs.

Best Workflow Automation Software Tools:

These 14 excellent workflow automation tools come with a visual aspect, to spare you from any coding or technical work and simply build the workflow. So, let's check them out!

ProcessMaker
Integrify
Kissflow Workflow
Nintex
Flokzu
Quixy
ClickUp
Pipedrive
ProofHub
Wrike
Snov.io
Zapier
Comindware Tracker
Smartsheet

ProcessMaker

Topping our list, here is ProcessMaker which is an open-source workflow automation tool with minimal coding. The handling is pretty easy and helps you build approval-based workflows. The whole system of ProcessMaker is based on WYSIWYG, which stands for what-you-see-is-what-you-get, to help the user manage any industry. Plus, you get API access for the developers that help them customize the large organization and entangled processes.

Features of ProcessMaker

• Visual interface that allows you to easily create and manage workflows.
• Provides a powerful business rules engine to automate complex processes.
• It helps you to assign tasks, set deadlines, and track progress in real-time.
• It has the ability to manage cases and track their progress from start to finish.
• Provides a centralized repository for documents and forms to support the workflow process.
• Variety of process modeling techniques, such as flow charts, decision trees, and state diagrams.

Pros:

• User guides and automation
• API-access
• Robust form builder
• Configurable dashboard
• Detailed reports and analytics

Cons:

• Not interactive user interface
• Poor support

Pricing Plan:

Integrify

Next is Integrify, an automated low-code workflow management tool that adopts a service-based approach, and comes with assistance and consulting in process improvement. Integrify enables organizations to transform manual processes into intuitive user applications. This software is built to ease up your workflow and has a drag-and-drop editor as well.

Integrify is affirmative with its service-oriented model and its website includes examples for workflow and a guide for users, to begin with.

Features of Integrify

• Process builder that helps to design the workflow with visual drag and drop functionality.
• It supports the creation and management of tasks, including task assignments, due dates, and approvals.
• Helps to create custom forms for data collection and storage, with options for data validation, formatting, and reporting.
• Provides a custom portal to empower the users to track the progress of workflow.
• Automatically sends email notifications to participants when tasks are assigned, or completed, or when a workflow has been triggered.
• It allows you to add custom rules and conditions to workflows to meet specific business requirements.

Pros:

• Custom Self-Service Portal
• API integration
• Single sign-on
• Free process templates
• Customizable reports
• Live chat support

Cons:

• Complicated user interface
• Pricing is not disclosed

Pricing Plan

Integrify offers custom pricing plan, you can directly contact vendor to get a price quote.

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Kissflow Workflow

Being an amazing cloud-based service platform, Kissflow supports both structured workflows (process/bpm) and unstructured workflows (case management). It helps user to create automated processes, task boards, cash flows with no coding requirements. It works pretty easily in comparison to other workflow automation tools. And rather than using the BPMN 2.0 notation, the Kissflow Workflow includes an intuitive visual builder that doesn't need any expertise and comes with very easy handling.

Moreover, it offers a visual interface along with drag-and-drop features that help the users to build logic-based forms and pre-populated fields. Plus, you'll get access to user management, ad-hoc reports, KPIs, and dashboards.

Features of Kissflow Workflow

• It supports complex and multi-step workflows with different types of tasks such as approvals, comments, forms, and document uploads.
• It can create and customize forms that can be used as a part of the workflow process.
• Automatically assigns tasks to the relevant stakeholders based on predefined rules and conditions.
• Offers a library of pre-built templates that can be customized according to the needs.
• Provides real-time updates and status on tasks to ensure that everyone is aware of the progress of a workflow.
• It provides collaboration tools such as comments, notifications, and in-app messaging to improve communication.

Pros:

• Kissflow academy to learn process building
• Proper documentation
• Workflow testing environment
• Mobile access
• Advanced Reporting
• User-friendly interface

Cons:

• Hard to export reports to personal email
• Doesn't have copy/paste functionality

Pricing Plan:

Nintex

When you're looking for an intelligent automated workflow tool, Nintex is your holy grail! It comes with the process of collaboration as well as content management systems, which only makes it the best choice. Nintex optimizes processes and provides seamless collaboration for team members and integrated content. All these features help the users to streamline workflow processes with total ease. Plus, the pricing is very affordable and works for all: small, medium, and large businesses.

Features of Nintex

• Provides a visual representation of the workflow process to manage it efficiently.
• Advanced automation capabilities such as looping, conditional branching, and dynamic data extraction.
• User-friendly interface that enables you to create workflows by dragging and dropping tasks onto a canvas.
• It helps in creating, customizing, and publishing forms for data collection and data management.
• Powerful reporting and analytics capabilities to monitor workflow performance and optimize processes.
• It helps to manage and monitor end-to-end processes, process tracking, reporting, and analysis.

Pros:

• Free trial is available
• Workflow generator
• The mobile app is available
• Document repository
• RPA Botflow to automate task
• Live chat support
• Pre-built process map and workflow

Cons:

• Limited integration option
• Lack of learning resources
• Pricing is little bit higher

Pricing Plan

Nintex offers custom pricing plan, you can directly contact vendor to get a price quote.

Flokzu

Flokzu is a cloud-based business workflow management and automation software designed to help organizations automate and streamline their processes. It offers features such as document management, workflow management, task management, and reporting, among others. It aims to help organizations to improve their productivity, reduce manual errors and make decision making easier. If you need help getting your workflow set up, Flokzu offers a range of templates for inspiration. The platform's user-friendly design, customizable forms and analytics abilities enable users to set up, track and manage all their business processes and workflows.

Features of Flokzu

• Provides you with the ability to control who can access and edit specific parts of the workflow process.
• You can create custom forms to capture data, information, and documents relevant to the workflow process.
• It helps to assign tasks, set due dates, and monitor task status in real time.
• Sends automatic notifications and reminders to help you stay on track with your workflow tasks.
• It allows you to upload, store, and manage all your business-critical documents in one place.
• Facilitates collaboration between team members and allows them to share documents, communicate, and provide feedback on tasks.

Pros:

• Seamless integration with more than 100 platform
• Custom reports
• Affordable rate
• Email notification
• Easy team management
• Excellent live chat support and WhatsApp support
• Easy-to-use interface

Cons:

• Doesn't allow to use the product as white-label

Pricing Plan

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Quixy

Quixy, a cloud-based no-code workflow automation software, can help streamline processes. By using it, you can streamline your workflows and build enterprise-level applications customized to meet your company's needs. This software features an easy-to-use drag-and-drop application builder that can help you create custom applications in just five steps. This automation software offers 3000+ Zapier integrations, and it can be integrated with any external application using API integration.

Features of Quixy

• It sends notifications to relevant users when a task is approved or rejected for efficient task management.
• It enables you to create dynamic forms for data collection and approval processes.
• Customizable workflows to meet specific business requirements, such as the addition of custom fields, business rules, and approval processes.
• Helps to monitor and evaluate the performance of workflows.
• Integration with other tools such as Google Drive, Salesforce, and Slack.

Pros:

• 14-day free trial
• The mobile app is available
• 40+ charts and report
• Configurable dashboard
• Quixy Academy course to help you learn the software
• Live chat support
• Multi-factor authentication

Cons:

• Poor user interface

Pricing Plan

ClickUp

ClickUp is well-rounded project management software that includes all sorts of functionalities for your business such as time management, process, and task. It also includes mind maps that help you plan projects and tasks easily. You can create your to-do list, sub-items, and all kinds of checklists here.

With ClickUp, you can streamline repetitive tasks and establish effective procedures. This tool offers customizable process templates to suit your individual tasks and business requirements. It can be used to automatically assign tasks, post comments, alter statuses, and many other actions. Furthermore, ClickUp integrates with external applications such as Dropbox, Slack, Bugsnag and GitHub.

Features of ClickUp

• Set up approval workflows to streamline the decision-making process and keep track of approvals.
• Automatically assign, prioritize, and categorize tasks based on user-defined rules and triggers.
• Custom field creation to store additional information about tasks and use them in automation rules.
• You can create approval workflows that automatically send tasks for approval when a certain condition is met.
• Custom notifications to automatically inform team members of task updates, deadlines, and other important events.
• Prebuilt templates to quickly and easily create new workflows.

Pros:

• User-friendly interface
• Mobile app is available
• 100+ integration options
• Real-time reporting
• Free training is available
• Pre Built templates
• ClickUp university
• Free forever plan is available

Cons:

• Little bit confusing to customize
• Mobile app is clunky

Pricing Plan

Pipedrive

Another easy-to-use workflow automation platform is Pipedrive, which comes with various amazing features. This pipeline management platform makes it very easy to manage and keep track of your sales effort using a drag-and-drop sales pipeline.

Also, it makes the importing and exporting of data very easy from CRM software to Pipedrive. It helps you add data about deals, notes, leads products, activities, and others.

You can get sales leads transferred directly, from the custom chatbots and web forms to your pipeline.

Features of Pipedrive

• You can set up automated email campaigns that can be triggered based on specific actions or conditions.
• Provides an intuitive deal-tracking system that allows users to monitor the progress of each deal.
• It offers a range of customizable workflows that can be customized to meet the specific needs of businesses.
• Provides an accurate sales forecasting feature that helps you to predict future sales.
• It allows you to keep track of your daily tasks and prioritize them efficiently.
• Reporting and analytics to track the performance of the sales and marketing efforts.

Pros:

• 14-day free trial
• Automated personalized emails
• Range of integration option
• Knowledge base
• Training videos and learning resources
• Excellent support

Cons:

• Doesn't have an email sequence functionality
• Some add-ons are paid

Pricing Plan

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ProofHub

If you are searching for a flexible workflow management tool, ProofHub is the perfect choice for you. It's an intuitive project management software that makes the work of project managers as well as teams, super flexible. And this makes it one of the most versatile software solutions that exist for workflow management.

ProofHub comes with tons of amazing features such as Gantt, discussion, chat, Kanban boards, custom workflow, measuring progress, online proofing, task management, time tracking, and many more.

But the best thing about ProofHub is that it runs for all kinds of businesses or teams. This simply means that it doesn't matter whether you are a small business or a large enterprise, ProofHub will work fluently for both.

Features of ProofHub

• Gives the option to customize roles and permissions for team members to control access to projects and tasks.
• It offers a centralized repository for storing and managing project files and documents.
• It helps in creating, assigning, tracking, and completing tasks easily.
• Provides a centralized platform for team members to collaborate and communicate effectively.
• Offers Gantt Charts for the visual representation of project timeline, dependencies, and progress.
• Enables you to automate tasks, processes, and workflows to save time and increase efficiency.

Pros:

• 14-day free trial
• Templates are available
• Custom workflow
• Huge range of integration
• API Access
• Custom reports
• IOS and Android app is available

Cons:

• Clunky user interface

Pricing Plan

Wrike

Wrike is a reliable work management platform that provides powerful workflow optimization capabilities. The automation engine automates daily business operations, eliminating tedious tasks and saving time.

Wrike has integration capabilities with more than 400 cloud and on-premises applications, including, but not limited to, CRM programs, emails, chat, file storage systems, and business intelligence solutions.

Being a fast-growing private corporation, Wrike comprises thousands of new customers on board every year and has stable annual growth. In fact, this software is so popular that it has worldwide customers, including some famous brands as well such as PayPal, Citrix, Hootsuite, Hubspot, and many more.

Features of Wrike

• You can track time spent on tasks and projects, and generate reports to help with budgeting and invoicing.
• Wrike integrates with a variety of third-party tools including Zoom, Slack, and HubSpot.
• In-depth reporting and analytics to help you understand how your team is performing and identify areas for improvement.
• It allows you to manage tasks, assign responsibilities, and track progress from one central location.
• You can create projects, set deadlines, and track progress with real-time updates.
• It allows you to add custom fields to tasks and projects to capture additional information that's important to your team.

Pros:

• 400+ integration options
• Help Center to learn
• Mobile app is available
• Different templates are available
• API Access
• Free plan is available

Cons:

• Gantt chart is average
• Interface is clunky

Pricing Plan

Snov.io

Those in the B2B Saas industry are quite familiar with the functionality of Snov.io, which is an outreach automation platform, comes with features like lead generation, email sending and tracking, deal management, and email verification. This software makes it very handy to scale the outreach process through personalized triggered email drip and enhance your conversions. Plus, it helps you in assisting your team in functions like verifying contacts, finding more leads, automating cold outreach, and tracking your lead's progress.

In addition to this, Snov.io offers a free CRM that comes with the purpose of building custom pipelines, growing revenue without over-expenditure, and managing deals. The user can simply sync their data with more than 2,000 sales and marketing tools to gain complete control of workflow automation applications.

Features of Snov.io

• Provides a suite of automation tools to help streamline your workflow, including autoresponders, triggered emails, and more.
• It allows you to schedule your email campaigns in advance, so you can focus on other tasks while your campaigns are running.
• Provides a platform to create and automate email campaigns, which can be used to reach out to potential leads and prospects.
• It offers a comprehensive lead generation tool to help you find and collect the contact information of potential leads.
• It ensures that your email list is accurate by verifying each email address.
• It tracks all your emails, including open and click-through rates.

Pros:

• Integration with over 5000+ tools
• Live chat support
• Chrome extension is available
• Huge learning resources
• Free plan is available
• API Access

Cons:

• Sometimes Email verifier takes more time to load

Pricing Plan

Zapier

Zapier is amazing workflow automation software with a simple interface and easy app connections that works great for marketing and project management users. A few years back, in 2016, Zapier came up with multi-step Zaps that enhanced its functioning and allowed users to create complete workflows through more than 500 integrations, from project management to email marketing. The primary advantage of using Zapier is its ability to integrate with virtually any application from email marketing and document sharing to social media and project management at no cost. Zapier offers a "free forever" plan that gives access to ongoing applications and 100 tasks per month.

Features of Zapier

• It can trigger workflows based on specific events, such as a new email in Gmail, a new task in Trello, or a new lead in Salesforce.
• It has a simple, drag-and-drop interface that makes it easy for anyone to automate workflows.
• It allows you to create custom actions that can be triggered by events or by manual intervention.
• Enables you to build multi-step workflows that can run automatically based on triggers.
• It has pre-built action templates that can be customized to meet specific needs.
• Easily integrates with task management apps like Trello and Asana to automate the creation of tasks and tickets.

Pros:

• Automation across 5000+ apps
• Multi-step workflow
• Easy-to-use interface
• Zapier university to learn
• Free forever plan is available
• Free trial on paid plans
• Live chat support

Cons:

• Steep learning curve

Pricing Plan

Comindware Tracker

Comindware Tracker or CMW Tracker is a cloud-based workflow tool designed to connect people, data, and processes to streamline everyday business operations without the need for coding. This solution offers comprehensive features for approval and change management, customer request management, and issue tracking.

CMW Tracker is widely famous among e-commerce businesses and educational facilities for its low-code requirements for functioning. The document and task-based workflow of Comindware Tracker are specifically designed for those business processes which are less served by structured systems.

You can easily transfer workflow from desktop to mobile and the drag-and-drop builder comes with an outlook/excel aesthetic that allows smooth onboarding.

Plus, its cloud and on-premise deployment features make it a safe and secure option for financial and highly-regulated medical organizations.

Features of Comindware Tracker

• You can deploy this software on the cloud or on-premise based on your choice.
• It allows you to create custom workflows to match your specific business needs and processes.
• Document management system that allows you to store and manage documents in one central location.
• Provides a centralized platform for managing tasks and projects, with features such as task delegation, reminders, and prioritization.
• Real-time reports and analytics to track progress and make informed decisions.
• Enables teams to collaborate in real-time, regardless of location to manage projects and tasks.

Pros:

• Live chat support
• Reporting and analytics
• Configurable web forms
• Trial is available
• Graphical workflow builder

Cons:

• Pricing is not disclosed
• Limited learning resources
• Poor UI/UX

Pricing Plan

CMW Tracker offers custom pricing plan, you can directly contact vendor to get a price quote.

Smartsheet

Smartsheet is a super easy and user-friendly work performance and collaboration platform that is based on the idea of an excel spreadsheet interface. Smartsheet has rapidly become a favorite business app for businesses due to its user-friendly interface, as well as its abilities to share files, generate Gantt charts, and automate workflows. It makes team planning, project management, and tracking very easy and quick. This tool helps you explore various automated actions and situations in a single workflow, as per your preferences.

Moreover, Smartsheet keeps reminding the team members of tracking and setting up the work on time. And not just this, you can also automate the update of work status and streamline the approval process.

Features of Smartsheet

• Feature to share and collaborate on projects in real-time with team members.
• Automates repetitive tasks and helps streamline work processes, reduce errors, and improve productivity.
• Helps to keep track of assignments, deadlines, and progress.
• Provides customizable templates for various types of projects and workflows, making it easier to get started.
• Provides custom formulas and functions to help you automate complex tasks and perform complex calculations.
• Ability to create custom forms for data collection and input.

Pros:

• Wide range of integration
• IOS and android app is available
• Custom notification rules
• Learning Center resources
• Smartsheet university for e-learning
• Free plan is available
• Affordable rate
• Live chat support

Cons:

• Limited customizable dashboard and charts
• It lags sometimes when sheet data is increased

Pricing Plan

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Conclusion

Surely, the workflow automation tool makes your work management pretty smooth and productive. It includes all kinds of features needed for you to customize the workspace and handle every task and update with total ease. And in this article, you'll surely get great help in deciding which workflow automation tool will work best for you.

FAQs

What is workflow automation tool?

Workflow automation tool is a software solution designed to automate repetitive and time-consuming tasks, streamlining work processes and improving efficiency and productivity.

What are the benefits of using workflow automation tools?

Workflow automation tools can increase efficiency and productivity by streamlining repetitive and time-consuming tasks, freeing up employees' time to focus on more strategic work. They can also reduce manual errors, improve collaboration, and provide real-time visibility into work processes, allowing for better decision making and increased operational agility.

How to choose the best workflow automation tool?

To choose the best workflow automation tool, consider your specific needs and requirements, such as the types of tasks and processes you need to automate, your budget, and the size of your organization. Also, consider the tool's ease of use, scalability, integration capabilities, and security features, and compare it to the offerings of other workflow automation tools to ensure you find the best solution for your business.

What are the key features of a good workflow automation tool?

A good workflow automation tool should have an intuitive interface, flexible and customizable workflows, integrations with other tools, and robust reporting and analytics capabilities. It should also be scalable, secure, and easy to use.

What is the need workflow automation software?

Workflow automation software is needed to increase efficiency, reduce manual errors, and streamline repetitive and time-consuming tasks in organizations. It can help organizations keep pace with the fast-paced business world, allowing employees to focus on higher-level work, improve collaboration, and drive better results.

What are the real-world applications of workflow automation tools?

Workflow automation tools can be used in a wide range of industries and applications, including project management, customer service, HR, and sales. They can automate tasks such as data entry, approvals, and other administrative processes.

What is content management system?

A content management system is software used to create, manage, modify and publish content on digital platforms.

What is email marketing?

Email marketing is a form of direct marketing that uses electronic mail as a means of communicating commercial or fundraising messages to an audience.