25 Best Workflow Management Software for Teams 2022

Published on 9th of August 2022

Illustrative image
Image source: Unsplash

Workflow is a repeatable pattern of processes which are needed to complete a certain work related task. Workflow management tools are created for automating the patterns so they don't have to be followed manually and more of your time can go into the actual processes.

These tools can improve efficiency, reduce operational costs, reduce team members’ workloads, and improve performance across the board. It’s no wonder the workflow management software market is expected to grow by over 30% by 2028!

Are you interested in using workflow management tools for your team? Are you unsure of which one to choose?

This guide will help you make the right choice. It discusses the top 25 best workflow management software options that teams like yours can start using today.


The List of Software:

  1. Team Compass
  2. ProofHub
  3. Nintex
  4. Bit.ai
  5. ProcessMaker
  6. ProProfs Project
  7. Process Street
  8. Backlog
  9. Hive
  10. Kissflow
  11. Shift
  12. Fluix
  13. Projectsly
  14. ClickUp
  15. Smartsheet
  16. Pipefy
  17. Monday.com
  18. Bynder
  19. Kintone
  20. Next Matter
  21. Process Bliss
  22. Admation
  23. Qntrl
  24. VOGSY
  25. Airtable

1. Team Compass

Team Compass workflow management software team dashboard view
Team Compass

Description: Team Compass is ideal for companies with 10 to 100 employees, making it the best workflow management software for small teams and medium-sized teams. It is designed to help you handle nearly all of your daily team management needs, from listing quarterly objectives to automatically generating progress reports.

Our take: Well, cards on the table – I obviously work for the company.. That said, I can proudly say that after personally using it for months, it is a great tool for small to medium sized teams looking for a user friendly useful workflow tool.

Pricing:

  • Free for teams of 3 or fewer
  • $29 per month flat for teams of 4 or more

Key Features:

  • Weekly PPP (Plans, Progress, Problems) meeting organization
  • Employee recognition (5-star ratings) tools
  • Light quarterly objective listing and management
  • Robust internal communication functions (reactions, comments, 1:1 meetings, and discussion board)
  • Automatic progress report generation

Pros & Cons:

ProsCons
In-depth workflow management resources, especially for teams that struggle with communicationNot ideal for large teams (over 100 members)
Integrates with other team management tools (Slack, Asana, Basecamp, etc.)

2. ProofHub

proofhub main dashboard view
ProofHub

Description: ProofHub comes in next on the list of top workflow management tools. This is an all-in-one tool that centralizes all your project management and workflow management-related tasks.

Our take: What I like most about ProofHub is that the divide between different projects is clear. You can have one project with one client without ever interfering with another one.

Pricing:

  • $45-$89 per month

Key Features:

  • Easily create custom workflows with unlimited stages
  • Assign custom roles and personalized tasks
  • Multiple view options (Gantt charts, tables, Kanban boards)

Pros & Cons:

ProsCons
Flat monthly fee with no need to pay per userIt may be too expensive for small teams
Integrates with apps like Freshbooks, Quickbooks, Google Drive, and more

3. Nintex

nintex text document
Nintex

Description: Nintex is a workflow management software designed with automation in mind. It automates a wide range of collaboration and project management-related tasks and works for remote workers and co-located teams.

Our take: When I tested out Nintex, I found the drag-n-drop interface really simple and intuitive to use when creating workflows. It really is one of the most appealing ways to solve this problem.

Pricing:

  • $910-$2,100 per month

Key Features:

  • Visually plan, map, and manage business processes
  • Automate various processes — no coding required
  • Leverage data to optimize various processes

Pros & Cons:

ProsCons
Easy to use, especially for workflow automationVery high price point for small and medium-sized businesses
No per-user cost makes it good for large teams

4. Bit.ai

bit.ai software workspaces view
Bit.ai

Description: If you need help with workflow and document management, Bit.ai is an excellent choice. It allows you and your team to centralize all of your knowledge-related materials and keep everyone on the same page.

Our take: The thing that caught my attention while testing this product was the ray of pre-made templates. I found it much easier to start with new projects without needing to do much preparation in the system.

Pricing:

  • $0-$15 per member per month

Key Features:

  • Customizable workflow solutions
  • Multiple, customizable workspaces
  • Detailed workspace insights for optimal team management

Pros & Cons:

ProsCons
Extensive document management and editing toolsPer-user fees can get expensive for large teams
Robust security features to protect sensitive business documents

5. ProcessMaker

processmaker tasks view
ProcessMaker

Description: ProcessMaker is one of the best workflow management tools for teams looking to automate existing processes and eliminate bottlenecks. It is a popular digital enterprise automation platform trusted by thousands of major businesses.

Our take: This product applies the same type of strategy to the workflow creation as Nintex (drag-n-drop), and in my opinion it is even more comfortable to use.

Pricing:

  • Starts at $25 per month per user

Key Features:

  • Easy-to-use process builder and form builder
  • Approve or reject requests through email and Slack
  • Detailed business monitoring activity

Pros & Cons:

ProsCons
Offers powerful workflow management toolsMust contact ProcessMaker directly for detailed pricing information
Connects with various third-party systems via API

6. ProProfs Project

proprofs project tasks progress dashboard
ProProfs Project

Description: ProProfs Project is used by over 1.2 million customers, and with good reason. This smart workflow management tool emphasizes the importance of work planning and collaboration. It’s designed to increase efficiency and keep everyone on the same page.

Our take: What's nice about ProProfs Project is that it's white label and you are able to redesign the whole tool to match with your company style. From our experience, it was quite easy to do as well.

Pricing:

  • $2-$4 per user per month

Key Features:

  • Shared calendar for easy task planning and assigning
  • Centralized collaboration tools with real-time notifications
  • Mobile app for on-the-go workflow management

Pros & Cons:

ProsCons
Affordable price pointLimited integration options
Easy-to-use planning and organizing features

7. Process Street

process street checklist view
Process Street

Description: If you’re searching for workflow management software, free of charge, Process Street is a good option to check out. This is a simple, free, and powerful tool that helps you manage recurring checklists and other procedures.

Our take: Once again, we found the reusable templates to be a huge plus in Process Street. Saves a lot of time.

Pricing:

  • $0-$25 per user per month

Key Features:

  • Easy-to-create, customize, and assign workflows
  • Quickly create procedure documents
  • Conditional logic creates more dynamic workflows

Pros & Cons:

ProsCons
Robust free tool for teams with limited budgetsMust pay for unlimited workflows
Simple, no-code interface is easy for all teams to use

8. Backlog

backlog software bug issue report
Backlog

Description: Backlog brings project and code management together in one centralized location. It’s trusted by over 10,000 companies worldwide, including major brands like Adobe and SoftBank.

Our take: In our experience, Backlog is great for pretty much every type of management – from managing employees, projects to coordinating with colleagues.

Pricing:

  • $0-$175 per month

Key Features:

  • Easily track project progress with Gantt charts and Kanban boards
  • Easy bug tracking and issue notification
  • Quickly create and assign tasks and break them down into subtasks and checklists

Pros & Cons:

ProsCons
Flat monthly fee is more affordable for large teamsPrices may be too high for small teams
Real-time updates help users fix problems faster 

9. Hive

hive software team workspace
Hive

Description: Hive is another great choice of software for workflow management. It’s an all-in-one project management tool that is used by major brands like Starbucks, Google, and Toyota.

Our take: I think Hive is just beautiful. The design is simple to understand and straight forward. It did not take much time to get used to it.

Pricing:

  • $12 per user per month

Key Features:

  • Unlimited tasks and projects with flexible views
  • Detailed analytics for easy progress monitoring
  • AI-powered software helps you easily identify risks

Pros & Cons:

ProsCons
Robust features list that is updated weeklyPer user price may be expensive for large teams
Users can easily request new features

10. Kissflow

kissflow work absence form
Kissflow

Description: Kissflow is another great choice for tools for workflow management that improve productivity and help your team easily visualize workflows. It’s designed with simplicity in mind and provides teams with a robust low-code no-code platform.

Our take: I was personally impressed with Kissflow's customer service. They didn't take a whole day to answer so I could apply the feedback I got fairly quickly. This tool, however, has a UI that in my opinion could be improved – sometimes it just seems too difficult to understand.

Pricing:

  • $10-$20 per user per month

Key Features:

  • Fully customizable forms to automate and streamline workflows
  • Easily define roles and responsibilities with access control
  • Provides detailed reports and analytics

Pros & Cons:

ProsCons
Simple, easy-to-navigate user interfaceHigher price point with no free options
Easy integration with no-code connectors

11. Shift

Shift integration with gmail
Shift

Description: Shift touts itself as the workstation for productive people. This tool is a desktop app that helps you streamline communication, improve collaboration, and increase productivity across the board.

Our take: Shift is a great tool but unfortunately, already after some use – bugs appear. There are also some annoying features that are impossible or too difficult to disable. Still has great features.

Pricing:

  • Free for up to 2 accounts
  • $129 per year per user

Key Features:

  • Connect all email accounts in a centralized workstation
  • Easily add other communication apps like Slack, WhatsApp, and more
  • Connect with other Chrome extensions like Grammarly and Boomerang

Pros & Cons:

ProsCons
Streamlines and simplifies team communicationDoesn’t provide many other workflow management features
Prevents messages from slipping through the cracks

12. Fluix

fluix document history
Fluix

Description: If you work in the construction, energy, aviation, or remodeling industries, Fluix is a great choice. This no-code app helps you create workflows for tasks like managing field inspections, improving safety controls, and maintaining equipment.

Our take: I found Fluix to be a great product for everything related to documents. The UI is simple and the features are plentiful.

Pricing:

  • $30 per user per month
  • Add-ons cost $5-$50 per user per month

Key Features:

  • Simple process for digitizing documents and automating workflows and tasks
  • Web and mobile app allows for maximum flexibility and productivity
  • Secure cloud storage and customized access control

Pros & Cons:

ProsCons
Easy-to-use, no-code project management tool  Price may be too high for some teams, especially with add-ons
Off-line access provides more flexibility

13. Projectsly

projectsly team todo list
Projectsly

Description: Projectsly is a relatively new workflow management and project management software. It offers a variety of advanced task management and automation features.

Our take: In my opinion, Projectsly really delivers exactly what it promises to deliver. A project management tool with features that support different work structures.

Pricing:

  • Free for teams of 10 or fewer
  • $14.99 per month

Key Features:

  • Create unlimited projects
  • Multiple view options (Kanban boards, calendar view, list view, Gantt view)
  • Drag-and-drop interface for easy workflow automation

Pros & Cons:

ProsCons
Works very well for small and medium-sized remote teamsSome users struggle with the user interface design
Syncs with Google Calendar, Outlook Calendar, and iCalendar

14. ClickUp

clickup project workflow dahsboard
ClickUp

Description: ClickUp is an all-in-one app that centralizes tasks, documents, chat, goal-setting, and more. This simple app is trusted by over 800,000 teams, including those at major businesses like Samsung and IBM.

Our take: ClickUp makes tracking the progress of tasks really simple. You can create time estimates, prioritize and much more to characterize different tasks.

Pricing:

  • $5-$19 per user per month

Key Features:

  • Simple, no-code customization and automation options
  • Integrates with over 1,000 tools and apps
  • Real-time reporting options to keep everyone in the loop

Pros & Cons:

ProsCons
Templates allow for faster automation and workflow creationSome users complain that the app is too feature-heavy
Assists with multiple workflow management tasks

15. Smartsheet

smartsheet ticket dashboard
Smartsheet

Description: For teams that have a penchant for spreadsheets, Smartsheet is an excellent choice. It’s one of the best workflow management software for small businesses, medium-sized businesses, and enterprise-level companies.

Our take: I found the task management and engagement features of Smartsheet pretty useful. It isn't too difficult to understand yet it still delivers powerful features to justify the relatively high price.

Pricing:

  • $7-$25 per user per month

Key Features:

  • Easily automate repetitive processes and set up recurring workflows
  • Collaborate on various tasks and provide detailed feedback
  • Detailed work insights for progress management and team tracking

Pros & Cons:

ProsCons
Spreadsheet-style design is easy for most teams to useThe price point may be too high for some teams
Integrates with a series of Microsoft and Google apps

16. Pipefy

pipefy main personal dashboard
Pipefy

Description: Pipefy is a workflow management software that looks similar to apps like Trello. It allows you to design and automate workflows in mere minutes.

Our take: In my opinion just a great tool for workflow automation.. It does have pretty heavy UI when you are getting started but after a while you will get used to it and it becomes simple.

Pricing:

  • $0-$24 per user per month

Key Features:

  • Easy-to-use plug-and-play templates
  • Create custom, low-code workflows
  • Easily set deadlines, assign tasks, and more

Pros & Cons:

ProsCons
Simple and intuitive for new usersThe free version may be too limited for some teams
Comes with a wide range of templates and automation tools

17. Monday.com

monday.com quarterly projects tab view
Monday.com

Description: For teams that currently use spreadsheets for project and workflow management, it’ll be easy to transition to Monday.com. This tool is easy for individuals and teams to use and is also highly customizable.

Our take: Monday.com is I think one of the undoubtedly best workflow management tools on this list. The UI is simple, features are plentiful and results can be thoroughly analyzed.

Pricing:

  • $8-$16 per user per month

Key Features:

  • Multiple views (list, map, Kanban board, Gantt chart, etc.)
  • Integrates with Slack, Google Drive, Trello, and more
  • Easily automate repetitive processes

Pros & Cons:

ProsCons
Simplifies team collaboration for remote and colocated teamsPricing options can be confusing
Easily track progress with the spreadsheet-style design

18. Bynder

bynder campaigns overview dashbaord
Bynder

Description: Bynder is a superb choice for teams that need help with digital asset management. It allows you to create custom workflows store valuable data in a centralized location, and more.

Our take: I found Bynder to be a great product overall, although not much customization is available.

Pricing:

  • Free 14-day trial
  • Must contact Bynder directly for pricing information

Key Features:

  • Categorizes every item with tags and metadata
  • Easily build-in font, color, and logo guides
  • Integrates with Salesforce, WordPress, Adobe, and more

Pros & Cons:

ProsCons
Easily centralize digital mediaNo transparent pricing information
Frequently updated with new features

19. Kintone

kintone team main dashboard
Kintone

Description: Kintone is an all-in-one, highly customizable workplace platform. It allows users to manage team data, tasks, communication, and more.

Our take: I found Kintone's strongest trait to be its ability to adapt to any type of work environment. Integrations, script support and other customizable features make it great for companies with very specific needs.

Pricing:

  • $24 per user per month (5-user minimum)

Key Features:

  • The easy drag-and-drop function lets you create custom workflows
  • Easily track all aspects of your team’s workflows
  • Built-in communication features for improved collaboration

Pros & Cons:

ProsCons
Drag-and-drop functions simplify workflow creation and management5-user minimum makes the tool unusable for very small teams
Allows for easy communication and information sharing

20. Next Matter

next matter roadmap dashboard
Next Matter

Description: With its no-code design and extensive automation features, Next Matter is a great workflow management software for small business team leaders looking to grow and scale their businesses.

Our take: Next Matter is quite easy to implement to an existing workflow. I also found the interface easy to understand only after a few minutes.

Pricing:

  • $29 per user per month (10-user minimum)

Key Features:

  • Customizable task and workflow creation
  • Easily build and launch no-code tools and solutions
  • Integrates with BambooHR, Basecamp, Google Workspace, and more

Pros & Cons:

ProsCons
Simple, rules-based automation10-user minimum excludes very small teams
No-code and low-code drag-and-drop tools simplify workflow creation

21. Process Bliss

process bliss workflow tree editor
Process Bliss

Description: If you want to eliminate unnecessary tasks and make workflow management a more “blissful” experience, Process Bliss is a great choice.

Our take: It was easy for me to test out this product.. Was truly a "bliss" to set up a project and whenever I needed some guidance – well, the team responded pretty much immediately.

Pricing:

  • $10 per user per month

Key Features:

  • Wide range of templates and easy workflow building tools
  • Quality analytics for built-in process improvement
  • A centralized dashboard shows progress and creates team accountability

Pros & Cons:

ProsCons
Simple and powerful workflow builderNo built-in time-tracking features
Discounts available for charities and education-related businesses

22. Admation

admation new project creation tab
Admation

Description: If you run an ad agency and need a workflow management tool, Admation is the software for you.

Our take: Admation is just great for asset management. I did find the user interface to be a quite bit clunky if I'm honest, but the functionality is there.

Pricing:

  • Must contact Admation directly for detailed pricing information

Key Features:

  • Extensive range of project tracking tools and features
  • A centralized dashboard allows for easy progress management
  • Offers a variety of templates for easy workflow building

Pros & Cons:

ProsCons
Designed with creative and marketing teams in mindOnly enterprise-level users get custom reporting tools
Easily track reviews and approvals

23. Qntrl

qntrl workflow tree example
Qntrl

Description: Qntrl, formerly known as Orchestly, describes itself as the number 1 workflow orchestration software in the world. It helps teams improve project visibility and control over various workflows.

Our take: I found Qntrl's feature set to be really versatile and useful, but one thing that annoyed me right away were the emails. Too much of them.

Pricing:

  • Free for up to 5 users
  • $8 per user per month for teams of 5 or more

Key Features:

  • Customizable forms to easily capture business information
  • Simple contextualization options like comments and attachments
  • Real-time tracking and updates

Pros & Cons:

ProsCons
Centralized dashboard allows for more transparency and accountabilityFlexible and affordable pricing options
Webhooks send notifications to various third-party apps

24. VOGSY

vogsy project tab main dashboard
VOGSY

Description: Whether you’re looking for small business workflow management software or enterprise workflow management software, VOGSY works well for Professional Services Organizations (PSOs) of all sizes.

Our take: I think VOGSY is a perfect take on gamified version of a heavy product. It has tons of features yet it feels light and flexible.

Pricing:

  • $11 to $35 per user per month

Key Features:

  • Modeled after Google’s material design, it’s intuitive for G Suite users
  • Simple setup with a dedicated customer success manager
  • Integrates with Salesforce, Hubspot, and more

Pros & Cons:

ProsCons
Easily integrates with Google toolsSteep learning curve for non-Google users
Integrates with a variety of tools for easy project and task management

25. Airtable

Airtable team digital assets timeline view
Airtable

Description: Airtable is a workflow automation software that allows you to create apps that connect data, workflows, teams, and more.

Our take: Airtable was easy to setup, it has good set of features as promised. It is, however, pretty annoying to use on a mobile device – but it seems to get better over time.

Pricing:

  • Free for up to 5 users
  • $10-$20 per user per month for teams of 6 or more

Key Features:

  • Easily create customized databases for all kinds of tasks and projects
  • Flexible templates for easy workflow creation
  • Multiple views (Grid, Kanban, Gantt, etc.)

Pros & Cons:

ProsCons
Simple and intuitive user interface designLimited customizable options with the free version
Affordable and flexible pricing options

Summary of The Tools

Team Compass

Free trial: 14 days

Pricing: $29/month

ProofHub

Pricing: $45-$89/month

Nintex

Pricing: $910-$2,100/month

Bit.ai

Pricing: $0-$15 per user/month

ProcessMaker

Pricing: $25 per user/month

ProProfs Project

Pricing: $2-$4 per user/month

Process Street

Pricing: $0-$25 per user/month

Backlog

Pricing: $0-$175/month

Hive

Pricing: $12 per user/month

Kissflow

Pricing: $10-$20 per user/month

Shift

Pricing: $129 per user/year

Fluix

Pricing: $30 per user/month

Projectsly

Pricing: $14.99/month

ClickUp

Pricing: $5-$19 per user/month

Smartsheet

Pricing: $7-$25 per user/month

Pipefy

Pricing: $0-$24 per user/month

Monday.com

Pricing: $8-$16 per user/month

Bynder

Pricing: Custom pricing

Kintone

Pricing: $24 per user/month

Next Matter

Pricing: $29 per user/month

Process Bliss

Pricing: $10 per user/month

Admation

Pricing: Custom pricing

Qntrl

Pricing: $8 per user/month

VOGSY

Pricing: $11-$35 per user/month

Airtable

Pricing: $10-$20 per user/month


Check Out the Best Workflow Management Software Today

Image source: Unsplash

When it comes to choosing workflow management software, you have plenty of effective solutions to choose from.

If you’ve been feeling frustrated trying to make the right decision, hopefully, this guide can help you narrow down your options.

Want to get started with the very best workflow management software for teams (particularly small and medium-sized teams)? Give Team Compass a try.

From task management to a wide range of team communication tools, Team Compass provides everything you need to stay connected, manage workflows with ease, and get things done.

No credit card is required for a free trial!