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16 Workflow Management Software Professionals Can’t Live Without


Working smoothly is always an uphill battle, but the right workflow management software will certainly get you there. Among agile teams, cross-functional teams, ancient teams, and modern teams, every team needs a robust workflow to stick to and that could be a very real possibility when you have a reliable software platform to keep things running smoothly.

Having the right software or app enables teams to streamline and speed up their routine business processes for optimal efficiency. But finding a workflow management software that matches your business’s and team’s interests is harder than ever because, quite frankly, there are too many options to choose from. 

Therefore, I have compiled a list of workflow management software platforms that have the potential to bring revolutionary changes to the way your organization does business. 

project management

What is workflow management software?

What is workflow management software

Before we start comparing features and pricing plans, it’s important that we understand the purpose of having a workflow management software.

Workflow management software is an advanced platform that provides flexible tools to improve the way you work. It gives you the ability to create and optimize workflow in an ideal way, find redundant tasks, automate work processes, identify potential areas of improvement, and achieve new levels of efficiency.

When you are in the market for a work management tool, look for a product that allows you to:

  • Manage work the way you want
  • Create custom workflows
  • Make task management easy
  • Define stages and move tasks into stages
  • Integrate workflow with every task list
  • Streamline repetitive processes
  • Allow creating and assigning tasks
  • Create stages in which tasks can be defined and moved
  • Synchronize tasks in every stage
  • Follow up on tasks in the process
  • Adapts to changes along the way

and much more.

What is the best workflow management software?

What is the best workflow management software

At its core, the best workflow management software (WMS) is the one that comes with a powerful set of features for setting up, doing, and monitoring tasks. It’s so much more than an ordinary to-do list – it’s a tool that supports and automates the entire ecosystem of business/team management, creating more efficient, optimized workflows. 

However, finding the best workflow management tool isn’t easy. Knowing how to choose the best workflow management software for your team (and your business goals) is really tricky. More often than not, managers end up choosing the wrong kind of tool – and the results are certainly not good. 

Now, we’ve identified some of the best options to help you make a faster decision while focusing on the things that matter the most i.e your requirements. Here’s a list of the best workflow management apps and tools that you might want to consider in choosing a workflow tool. 

List of Top 14 Workflow Management Software 

1. ProofHub

Workflow management tool ProofHub

ProofHub is an intuitive project management software that brings flexibility to the way project managers and teams manage their work. It is without a doubt one of the most versatile software solutions for project management and team collaboration. 

The software comes with a long list of features such as discussions, chat, Gantt, custom workflow, Kanban boards, online proofing, time tracking, measuring progress, task management, multiple tasklist views, and much more.

Why use ProofHub?

The best part about ProofHub is that it works for any business or team. That means whether you’re a part of a small team or a large enterprise, you can trust ProofHub to help you bring sanity to your projects, teams, and communications. 

In addition to that, here are a few good reasons why you should consider ProofHub as your best option in terms of workflow management. 

With ProofHub, you can:

  • Visualize and prioritize tasks
    • Get a clear view of work in progress in a particular workflow with Kanban boards in ProofHub.
    • Divide tasks into workflow stages, decide who works on what part, and see work moving through multiple stages. 
    • Create custom labels to differentiate, prioritize, and organize tasks. 

Visualize and prioritize tasks

  • Manage everything in one place 
    • Create task lists, add tasks/subtasks, subscribe the entire tasklist or assign its tasks/subtasks to one or multiple people in one place. 
  • Collaborate seamlessly
    • Share ideas, inputs or feedback on a specific task via comments. 
    • Attach files from your computer, Dropbox, Google Drive, OneDrive, and Box to the tasks.
    • @Mention people in comments, discussions and group chats to grab their attention or loop them in tasks.

Collaborate seamlessly

  • Control access
  • Create custom roles and provide access to people according to their responsibilities.
  • Create private task lists, and assign them to the team members. 
  • Keep track of progress
    • Check progress percentage of tasks to get a clear view of how much work is done and how much is left. 
    • Create custom reports to get a clear idea of the number of tasks in each stage and how work is progressing.

Keep track of progress with ProofHub custom reports

2. Nintex

Nintex as a Workflow Automation Solutions

Nintex is a top workflow management software solution for companies. The aim of this solution is to help businesses automate their processes easily and quickly. It helps to automate the processes of widely used collaboration and content management platforms, linking cloud workflows, on-premise systems, and mobile users.

Why use Nintex?

What makes this solution one of the top-rated workflow management solutions is the fact that its ease of use. Nintex enables teams to easily streamline work processes, integrate content, and achieve better outcomes. The application provides a people-driven design that is ideal for both everyday processes and complex elaborated procedures.

3. Bit.ai

bit.ai as workflow management

Documents are the lifeblood of a company. Agreements, proposals, plans, contracts, datasheets, designs – every company has an incredible amount of company knowledge it needs to keep track of. Luckily, with software like Bit.ai, you can take your document & workflow management to the next level and set your team up for maximum efficiency.

Why Use Bit.ai?

Bit.ai allows you to create, share, manage, organize and track all company documents and knowledge – under one roof! On this powerful platform, you can create smart workspaces around projects, departments, teams, and clients to keep your data organized. All your documents can be shared (or kept private) with anyone in or outside your organization. Moreover, Bit allows you and your employees to collaborate on the documents in real-time.

That’s not it! With Bit, you don’t have to spend hours jumping from one platform to another to find and share the right information. Bit seamlessly integrates with 100+ platforms, including OneDrive, Google Drive, Typeform, Tableau, & Airtable.

4. ProcessMaker

ProcessMaker - BPM & Workflow Software Solution

ProcessMaker is an open-source business process management (BPM) and workflow software. This tool is designed to automate form-based, approval-driven workflow and improve the way information moves between data and systems. It provides an intuitive, drag-and-drop interface that is easy to use and extremely cost-effective.

Why use ProcessMaker?

The quality that makes ProcessMaker an ideal choice for professionals is that it’s lightweight, extremely efficient, and has a low overhead. Today, a large number of business analysts and subject matter experts rely on ProcessMaker for automating workflow, communicating with their teams, and achieving more.

5. ProProfs Project


ProProfs Project is a smart workflow management software that focuses on work planning and team collaboration to help project managers and teams get to the finish line efficiently. You can easily create custom workflows and visualize the project overview using Kanban boards and Gantt charts. With actionable reports, teams can easily identify bottlenecks to make informed decisions for improvement in performance.

Why use ProProfs Project?

Using ProProfs Project, project managers can delightfully plan, organize, and manage work from a centralized dashboard. The ease of use and other smart features makes this collaborative workflow management platform a good fit for different teams. Moreover, the software has two affordable pricing options for small, medium, and large businesses.

6. Process Street

Process Street - Checklist, Workflow and SOP Software

Process Street is a simple yet robust workflow and process management software. It is considered one of the simplest solutions teams can use to manage recurring workflows and checklists while working on projects. The software works for almost any team in any given work environment.

Why use Process Street?

With Process Street, businesses track their work processes using checklists, ensure minimal errors, and most importantly, save a lot of time. The software enables teams to create recurring checklists, collaborate on them seamlessly, and track them until they’re completed. Moreover, it offers a range of advanced add ons like custom permissions, automation, and reporting that help businesses achieve more than what was expected.

7. Backlog

online workflow management software - Backlog

Backlog is a work management software specifically designed to meet the needs of development teams. The software practically covers every aspect of a software development process. With Backlog, managers and teams (non-tech and developers) are able to boost collaboration, communication, and coordination during the development process. If you wish to get a firsthand experience with the platform, you can easily sign up for its free trial.

Why use Backlog?

With Backlog, you can keep all your tasks in a single location while being able to assign the same to others. You can have a clearer view of projects with the use of burndown and Gantt charts. Moreover, you can track the progress of the project by the system while sharing feedback with the team

8. nTask

nTask is an online workflow management solution

nTask is an online workflow management solution that helps businesses of any size to get organized and streamline processes. This platform enables users to visualize the workflows across all the departments under different workspaces. It can be used for project planning, time tracking, issue management, and managing timeline using Gantt charts. 

Why use nTask?

The ease of use and affordability make this solution a go-to workflow management platform for SME’s and small businesses. Several organizations use nTask to collaborate with their project teams, assign tasks, and get projects done in a timely manner. It offers third-party integrations that can help you to manage everything related to projects in a single window.

9. Intervals

work flow management tool - interval

Intervals is a software solution that offers a mix of work and time management features to help project managers and teams better manage their projects. It gives project managers the ability to streamline all project processes, track productive work hours and improve project team communication. Intervals stand out in the market for its exceptional project management, workflow management, client management, and analytics functionalities.

Why use Intervals?

With Intervals, project managers can be sure that their team is always on the same page. They’re even able to approve timesheets, create invoices, and monitor project progress for individual team members. In addition to all the typical management and collaboration features, Intervals has got quite an incredible support system. Plus, the software is available in a variety of pricing models that work for almost every business, no matter their size or type.

10. Automate.io 

workflow automation tools as automate.io

Automate.io is similar to other workflow automation tools you will find in the market, except for the fact that it allows you to create one-to-one integrations and multi-step workflows between multiple apps. The software is ideal for teams that are looking to customize their workflow the way that best fits their needs while connecting and communicating effectively.

Why use Automate.io?

In Automate.io, integrations are available with an array of tools that professionals use on a daily basis – that includes CRM, lead generation software, and plenty of other business productivity apps. It also offers a free version where users can create five automation that will sync up to 250 actions each month. For more automation and actions you can go for paid plans that are available for $25, $49, and $99 per month.

11. Gravity Flow

Gravity flow is workflow management software

Gravity Flow is a popular workflow management tool that works with Gravity Forms (a WordPress plug-in used to create contact and lead generation forms). The software allows you to create multi-step workflows easily and quickly. Gravity Flow makes a great choice for web-based businesses and teams, especially the ones that are focusing on marketing and driving visitors online.

Why use Gravity?

The workflows created with Gravity Flow are ideal to leverage existing marketing with an easy-to-use form builder and workflows to move information into your CRM and other marketing tools. In addition to that, Gravity Flow helps to stop micro-management. It helps teams to keep everyone in the loop and makes it easy for everyone (managers, teams, and clients) to participate in the workflow.


12. Nifty

Nifty as workflow management software

Nifty, just like the name suggests, acts as a nifty way to manage projects and every cluttered aspect of your work quite efficiently. It helps teams unite, collaborate, and come together to work on prioritized tasks on the same platform. It is easy to use and provides the users an agenda-driven approach to handle work assignments and deliver projects. 

Why use Nifty?

What makes Nifty better than most workflow management software platforms is the fact that it helps manage time by allowing you to schedule everything on the same platform. It allows you to manage your tasks by navigating through a calendar view. It helps schedule meetings, tasks, and events, and along with all that, it helps teams stay goal-oriented with defined agenda and milestones.

13. Trello

Trello as workflow management software

Trello is an advanced software platform that uses intuitive features and an interactive interface to help teams get their tasks done. With elaborate Kanban boards, colorful task cards, expressive labels and tags, a team could basically simplify all of their to-do items all at once. There are a lot of benefits to adopting Trello as your workflow assistant.

Why use Trello?

Trello is a great platform to get things sorted. It helps drive productivity through organization and helps teams work smart rather than hard. It takes away all the distractions and helps you keep your eye on the ball with the help of intuitive Trello boards, lists, task cards, assignments, and readily available productivity metrics. 

14. GoodDay

GoodDay is an excellent workflow management tool

GoodDay is an excellent workflow management tool that can be used to keep things sorted, track progress, and manage time effectively. It helps teams collaborate through Kanban boards and descriptive tasks. It is a software platform that will help you visualize your whole work process as a whole and drive collaboration through timely updates and descriptive notifications. 

Why use GoodDay?

GoodDay is a project management tool that presents an impermeable workflow management system to help teams centralize information and collaborate in real-time. It helps streamline the planning process through easy-to-navigate workflows and project dependencies. It will help you define milestones and set recurring tasks. Additionally, it helps you create a product backlog for all your projects so that you can organize, edit, modify and manage your priorities in an orderly manner.

15. ProWorkflow

Proworkflow as workflow management tool

ProWorkflow is a workflow management tool that primarily focuses on visibility and control. It gives teams a quick overview of active, finished, and future work. The tool also features a simple drag and drop interface, one-click replies, Gantt style timeline, timesheets, etc that allow teams to get better control over their tasks and projects.

Why use ProWorkflow?

ProWorkflow offers a dedicated mobile application for Android, iOS, and Blackberry users, allowing them to access all its standard features like team messaging, time tracking, task management, etc from any device or location. Plus, it’s an open API system – which means it can virtually connect with popular third-party business applications without any hassle.

16. Zapier

Zapier - automate workflow tool

Zapier is a web-based solution that enables companies to connect various applications together to automate workflow and boost productivity. It provides the right set of tools to teams so that they can accomplish more with less effort and errors.

Why use Zapier?

What makes Zapier unique is its lean but capable dashboard that lets teams manage apps and zaps easily. It creates systems and processes that let teams do what they are best at doing. It simplifies the way data moves between different web pages so that teams can focus on things that matter.

Here’s how we evaluated the best

First things first, the purpose of any tool is to make your life easy and save you a lot of time. So when you’re out there searching for a workflow tool (or any other tool), make sure that it eliminates all the manual labor and saves you time and energy. Apart from this, here’s the checklist we used to put together the list of best workflow management tools and apps for you and your team. Have a look.

  • Easy to use
  • Easy to set up 
  • Affordable 
  • Great analytics 
  • Collaboration 
  • Reporting 
  • Great support
  • Rich integration 

Here’s Why You Definitely Need A Workflow Management Tool

Now that you are all familiar with the most intuitive, robust, and reliable workflow tools in the market, you must understand why it is imperative for you to have one. 

The workflow management system you choose to use, will be an advanced platform that will help you improve the way you work. It gives you the ability to create and optimize your work processes in an ideal way, find redundant tasks and roadblocks, identify potential areas of improvement, and achieve new levels of efficiency.

So make up your mind, because when you are in the market for a work management tool, look for a product that allows you to:

  • Manage work the way you want
  • Create custom workflows
  • Make task management easy
  • Define stages and move tasks into stages
  • Integrate workflow with every task list
  • Streamline repetitive processes
  • Allow creating and assigning tasks
  • Create stages in which tasks can be defined and moved
  • Synchronize tasks in every stage
  • Follow up on tasks in the process
  • Adapts to changes along the way

and more.

That’s all folks! This was our list of best workflow management software platforms that every professional should consider using. Hopefully, we’ve helped you identify what works for your business (in every situation). Go ahead! Choose the one you want to use to handle the type of workflows you use every day.

 Vartika Kashyap
Vartika Kashyap

Vartika Kashyap is the Chief Marketing Officer at ProofHub and has been one of the LinkedIn Top Voices in 2018. Her articles are inspired by office situations and work-related events. She likes to write about productivity, team building, work culture, leadership, entrepreneurship among others and contributing to a better workplace is what makes her click.

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