26 best workflow management software tools for teams in 2025

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As someone who works in content marketing, I know how messy things can get when workflows aren’t clear. Between juggling briefs, chasing feedback, and keeping deadlines on track, I’ve tried more workflow management software than I can count—always on the hunt for something that actually helps my team stay organized and get things done.

Some tools have helped me cruise through content calendars and campaigns. Others… not so much. So, I’ve put together this list of the 26 best workflow management software tools in 2025 to help you find one that works for your team—without all the trial and error.

What is workflow management software? 

Workflow management software is a tool that helps teams organize and manage their daily work from start to finish. 

It maps out each step in a process, so everyone knows what needs to be done, who’s responsible, and when it’s due. Instead of using emails or spreadsheets to keep track of work, everything lives in one place and makes it easier to stay on top of tasks and deadlines.  

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5 benefits of workflow management software 

  1. Improves organization by centralizing tasks, documents, and timelines so everyone knows what to do and when. 

  2. Better collaboration across teams as it’s easier to communicate, assign work, and track progress in real time. 

  3. Increases efficiency as automation features reduce manual work and help projects move forward faster. 

  4. Better visibility that helps managers see workloads, deadlines, and bottlenecks, making it easier to make smart decisions. 

  5. Improves accountability and minimizes errors as everyone knows their responsibilities and deadlines. 

Quick glance: 26 Best workflow management software tools 

 

Tool

Workflow type
Best for
Best features
Price
Teamwork.com
Task & project workflows
Managing client work
Workload planner, time tracker, milestones, customizable dashboards, resource management, automation
$10.99 or $54.99/user/month
Kissflow
Custom internal workflows
Internal operations & process automation
No-code builder, task automation, Google Workspace integration
$1,500/month (50 users) or Enterprise plan
Confluence
Document workflows
Documentation and knowledge sharing
Whiteboards, AI summaries, pre-built templates
Free or $9.73/user/month
ProofHub
Task & content workflows
Small teams & agencies needing all-in-one tool
Custom forms, strong security, announcements
$45 or $89/month
Smartsheet
Teams upgrading from spreadsheets
Large-scale projects
Multiple views (Gantt, grid), automation, collaboration tools
$9 or $19/user/month
Miro
Visual planning workflows
Remote brainstorming & creative teams
Infinite boards, slides feature, diagram maker
Free or $16/user/month
Quickbase
Custom app workflows
Data-heavy teams & IT-light process builders
No-code app builder, strong reporting, automation with Pipelines
Free or $55/user/month
Asana
Task-based workflows
Simple task tracking for small–mid teams
Easy to use, free plan, secure data handling
Free or $24.99/user/month
Jira
Agile workflows
Dev teams using agile or scrum
WIP limits, customizable boards, clear tracking
Free or $13.53/user/month
Airtable
Database workflows
Creative teams & marketers managing data
Grid + database views, automation, Google Drive integration
Free or $45/user/month
Monday.com
Task & project workflows
Teams needing customizable workflows & support
200+ templates, live chat support, CRM mass emails
Free or $19/user/month
Pipefy
No‑code workflow automation
Internal process automation
Custom cards, drag‑and‑drop builder, Kanban & email triggers
Free or Contact Sales
Bynder
Digital asset management
Marketing & design teams
Clean UI, integrations with marketing/design tools, filters
Contact sales
Backlog
Dev & issue tracking workflows
Dev & IT teams
Built‑in Git/SVN, Gantt & Kanban views, custom fields
Free or $175/user/month
Shift
Unified workspace
Teams juggling multiple apps
Multi‑account management, 1,500+ app integrations, unified UI
Free or $149/per year
Kintone
Custom data workflows
Teams building custom business apps
No‑code app builder, centralized data, workflow automation
$24/user/month
Fluix
Field & form workflows
Contractors
Smart forms, guest access, automated email routing
Free or $75/month
Nintex
Enterprise process automation
Large enterprises automating processes
Drag‑and‑drop workflow design, document automation, integrations
Contact sales
Admation
Marketing & creative workflows
Marketing teams & agencies
Detailed briefs, streamlined approvals, resource management
Contact sales
Projectsly
Project & task workflows
Teams needing flexible PM with automation
Multiple views, workflow automation, time tracking
$12.99 or $14.99/month
Freshservice
IT service & support workflows
IT teams
Simple setup, automation, asset lifecycle management
$17 or $96/user/month
Zapier
Automation workflows
Anyone needing app‑to‑app automation
6,000+ app integrations, drag‑&‑drop builder, auto‑replay
Free or $69/month
Zenkit
Flexible project workflows
Teams needing multiple view options
Kanban/calendar/mind‑map views, drag‑&‑drop automations, integrated suite
Free or $69/user/month
Quire
Task management workflows
Small teams
Nested task lists, list/Kanban/timeline views, mobile apps
Free or $19.95/user/month
Notion
All‑in‑one workspace workflows
Teams needing flexible workspace
Multi‑device access, templates & guides, real‑time collaboration
Free or $15/user/month
Businessmap
Strategic project workflows
Enterprise teams who want to align projects with strategy
Detailed reporting, customizable workflows, easy rule setup
Custom pricing

1. Teamwork.com 

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When I first started using Teamwork.com, I was managing multiple client projects and having a hard time keeping everything organized. Deadlines, feedback, project deliverables —it all felt a bit scattered. I had tried a few other tools before, but they either didn’t go deep enough or felt too complex for everyday use. 

Teamwork.com was somewhere in the middle. It helped me stay on top of tasks, but more importantly, it gave me a better view of what my team was working on and where tasks were getting stuck.  

Best features 

  • Client-focused project management: In Teamwork.com you can set up projects in a way that gives clients visibility into progress without showing them every internal detail. With ProofsHub, your team can easily collaborate and manage the whole project, from the first draft all the way to client approval. It’s especially useful when you’re managing multiple projects across different clients and need to maintain transparency. This feature really helps build trust with clients while protecting your internal workflows. 

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  • Time tracker: Time tracking is built right into Teamwork.com, and it’s easy to use. You can log time directly within tasks, or use timers if you want to track work as you go. It’s a huge help for billing, budgeting, or just understanding how much time different types of projects really take. I’ve found it especially helpful when working with different rates or with retainer hours for clients. Instead of guessing where the time went, you’ve got clear, trackable data. 

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  • Task dependencies and milestones: In Teamwork.com, you can link tasks together so that one can’t start until another is finished. This is really helpful for keeping complex projects on track without having to micromanage your team. Milestones add another layer by highlighting key deliverables. They’re great for keeping the big picture in view, especially when you're juggling a lot of moving parts. Together, task dependencies and milestones make it easier to plan realistically and avoid last-minute surprises. 

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  • Resource management: One of the standout features in Teamwork.com is its resource management and workload planning capabilities. The Workload Planner gives a real-time view of each team member’s capacity, helping me assign tasks without overwhelming anyone. The ability to forecast resources and plan ahead has been valuable in maintaining project timelines and ensuring my team is happy. 

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  • Customizable dashboards: The dashboards in Teamwork.com are flexible, so you can build them around how you work. Whether you want a high-level overview or a more detailed look at one project, you can tailor the layout to suit your needs. I use mine to track content deadlines, review stages, and approve workflows. It helps cut down on meetings and endless emails because everyone can see what’s happening. 

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  • Automations: One of the best things about Teamwork.com is its automation feature, which saves me a lot of time on repetitive tasks. I can set up triggers so that when a task moves to a certain stage, like “Review,” it automatically gets a “High Priority” tag. This means I don’t have to manually update tasks or check each one. Teamwork.com does it for me. I can also set time-based triggers, like moving a task to “Review” and notifying the team if it’s near its due date. This helps make sure nothing falls through the cracks and keeps everyone on the same page.  

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Limitations 

  • Teamwork.com has a lot of features, which can make the initial setup feel a bit overwhelming. But the Teamwork Academy has a library of videos to help you learn quickly and start using the platform right away. 

Pricing 

  • Deliver: $10.99/user/month 

  • Grow: $19.99/user/month  

  • Scale: $54.99/user/month 

  • Enterprise: Custom pricing (contact for a demo) 

Ratings & reviews 

Capterra rating: 4.5/5  

A Capterra user, Chris, shared, “We've tried many other project management systems, including Monday, Basecamp, Trello, and Wrike. I don't think any of them compare to Teamwork for our needs and how we operate.” 

Read real user reviews of Teamwork.com here

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2. Kissflow 

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I gave Kissflow a try when I needed a simple way to build and manage internal workflows without relying too much on IT support. It’s a no-code platform, which makes it easy to set up processes quickly, especially for things like content approvals, team requests, or campaign checklists.  

Best features 

  • You can build custom workflows using a visual drag-and-drop builder that doesn’t require any coding. 

  • Tasks and forms can be automated based on conditions like status, role, or time, which saves a lot of manual work. 

  • It integrates easily with Google Workspace, so I could pull in forms and data without switching between tools. 

Limitations 

  • The interface can feel a bit dated and clunky, especially compared to newer tools. 

  • The mobile app is missing important features, which makes it harder to work properly when you're not at your desk. 

Pricing 

  • Basic: $1,500/month (includes 50 users) 

  • Enterprise: Custom pricing 

Ratings & reviews 

Capterra rating: 4.2/5  

A Capterra user, Taralee, shared, “It is very user friendly, has great features it has room for growth where you can start small and expand as your business grows, I like that it help us stay updated and can create automated responses to customers, set reminders and follow up so overall it is a good software to use.” 

3. Confluence 

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I gave Confluence a try when our team needed a way to keep track of internal docs like meeting notes, content briefs, and process updates. It’s not a full project management tool, but it did a good job of helping us stay organized and keeping everyone on the same page. I mainly used it for creating and sharing docs with the team, and it was helpful to have everything stored in one place. 

Best features 

  • If you need to plan ideation, the whiteboards feature allows you to freely collaborate, brainstorm, and draw on an infinite canvas. 

  • Atlassian Intelligence can summarize extensive content and turn messy notes into engaging presentations. 

  • Offers a variety of pre-built templates for meeting notes, project plans, and more, helping teams get started quickly. 

Limitations 

  • As more content is added, the site may load slower and perform less efficiently. 

  • A single whiteboard can have up to 60 collaborators. 

Pricing 

  • Free 

  • Standard: $5.16/month 

  • Premium: $9.73/month 

  • Enterprise: Contact sales 

Ratings & reviews 

Capterra rating: 4.5/5 

A Capterra user, Tomas, shared, “It has a learning curve at the beginning. Still, later on, and not so long after, you will find yourself putting everything on confluence because it is easy, well-managed, and perfect for a platform where people can find documentation and information in a well-presented format.” 

4. ProofHub 

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I gave ProofHub a try while managing a small campaign that involved design reviews, content planning, and client approvals. I didn’t have to switch between different tools to assign tasks, share files, or give feedback on visuals. It’s not the flashiest tool, but it kept things simple and helped us stay on track. 

Best features 

  • Custom forms let me collect detailed work requests and automatically turn them into tasks, which saves time and keeps everything organized. 

  • Security features helped me feel confident that our work was safe, with things like data encryption, custom access controls, and IP restrictions to limit who can log in. 

  • The announcements feature made it easy for me to share team-wide updates, like wins or reminders, without sending separate messages to everyone. 

Limitations 

  • ProofHub doesn't offer as many third-party integrations as some other tools, so we had to find workarounds for certain workflows. 

  • The free version only lasts 14 days, which is shorter than what many other tools offer. 

Pricing 

  • Ultimate Control: $89/month 

  • Essential: $45/month 

Ratings & reviews 

Capterra rating: 4.5/5 

5. Smartsheet 

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I turned to Smartsheet when our team needed a way to track projects and collaborate more effectively. It helped us move beyond basic spreadsheets by offering customizable views and automation, which made it easier to manage tasks and stay on top of deadlines. 

Best features 

  • Smartsheet offers grid, Gantt, calendar, and card views, allowing you to visualize your projects in a way that works for you. 

  • You can automate repetitive tasks like sending reminders or updating statuses, saving time and reducing manual errors. 

  • With features like shared sheets, discussions, and attachments, Smartsheet makes it easy to collaborate with team members and stakeholders. 

Limitations 

  • The total number of cells in a sheet is limited to 500,000 rows and columns. 

  • For complex projects you will need to use several sheets. 

Pricing 

  • Pro: $9/month 

  • Business: $19/month 

  • Enterprise: Custom pricing 

  • Advanced Work Management: Custom pricing 

Ratings & reviews 

Capterra rating: 4.5/5 

A Capterra user, Amy, shared, “Our experience with ProofHub started out great. The enthusiastic marketing guys were wonderful. We were happy and anything seemed possible. Tutorial videos were great, all the features we need are there. We subscribed immediately for 1 year.” 

6. Miro 

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I started using Miro when our team needed a flexible way to brainstorm, plan, and design together—especially since we work remotely. It felt like a giant online whiteboard where we could all contribute in real time, whether it was mapping out user journeys or organizing ideas.  

Best features 

  • Miro boards give you an endless digital space to organize your thoughts, designs, and plans without feeling cramped. 

  • Miro's slides feature made it easy to turn our board into a presentation with just one click.  

  • I could design flowcharts and diagrams using over 2,500 shapes through the Diagram Maker.  

Limitations 

  • I’ve noticed that sessions sometimes expire too soon, which can cause lost work or disruptions. 

  • I couldn’t save custom templates for reuse, making it harder to keep processes consistent. 

Pricing 

  • Free 

  • Starter: $8/month 

  • Business: $16/month 

  • Enterprise: Custom pricing 

Ratings & reviews 

Capterra rating: 4.7/5 

A Capterra user, Barbara, shared, “Miro has greatly simplified our ability to efficiently prepare for and address issues with current initiatives. It has reduced the need for back-and-forth emails by providing a more engaging medium for sharing information.”  

7. Quickbase 

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Quickbase allowed me to build custom applications and workflows without any coding experience, which was a huge time-saver. It also helped us keep all our project information in one place, so everyone could easily work together and get the data they needed right away. Automating tasks saved us time, letting my team focus more on creative work and solving problems. 

Best features 

  • I was able to create custom applications for tracking project timelines, team tasks, and client information without needing any coding skills. 

  • It has strong reporting and analysis tools that helped me understand our data better. This allowed me to spot trends and improve our operations. 

  • Quickbase Pipelines let me easily connect with other apps, automate tasks, and improve workflows. 

Limitations 

  • Quickbase doesn't have full budgeting and financial tools, so you may need to use third-party tools for more complex financial needs. 

  • The mobile app has fewer features than the web version, making it harder to use for people who are always on the go. 

Pricing 

  • Free 

  • Team: $35/month 

  • Business: $55/month 

  • Enterprise: Custom pricing 

Ratings & reviews 

Capterra rating: 4.4/5 

A Capterra user, Grace, shared, “Quickbase's ability to grow alongside our needs makes it a great choice for tracking company activities and progress. Quickbase's flexible features can be used by any department in our firm to provide the right data at the right time.”  

8. Asana 

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What I liked about Asana right away was how easy it was to create tasks, set deadlines, and assign responsibilities. The simple interface made it easy for me to stay organized, and I liked being able to switch between list, board, and calendar views. But, I didn’t like the limited reporting features, which made it harder to analyze data without using other tools.  

Best features 

  • It's simple, intuitive, and easy to navigate. I was able to find what I needed in just a few clicks.  

  • Asana offers a free plan, making it a great option if you're not ready to invest yet. 

  • If you're working with sensitive data, Asana helps protect it by backing up information and using a firewall. Only authorized team members can access the data. 

 

Limitations 

  • Asana assigns tasks to one person, which can cause delays if multiple people need to collaborate or if the person is unavailable. 

     

  • Time tracking is only available in higher plans and uses estimates which makes it hard to get accurate data. 

Pricing 

  • Free 

  • Starter: $10.99/month 

  • Advanced: $24.99/month 

  • Enterprise: Custom pricing 

Ratings & reviews 

Capterra rating: 4.5/5 

A Capterra user, Katie, shared, “Asana is a strong choice for teams that need structure and visibility in their workflows. It’s flexible enough for different types of projects and has helped us stay organized, especially as we've grown—but be ready to invest a bit of time (and possibly money) to get the most out of it.” 

 

9. Jira 

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Jira is highly flexible, which allowed me to customize workflows for different projects by using Scrum or Kanban boards. I could easily track issues, assign tasks, and set priorities based on our project needs. The setup process was overwhelming, though, especially when it came to configuring boards and sprints.  

Best features 

  • You can set limits on tasks in certain stages to prevent delays and keep everything moving like clockwork. 

  • You can easily switch between boards, backlogs, and other views to quickly find what you need. 

  • Jira’s boards and clear indicators help you easily see how work is progressing. 

Limitations 

  • Jira can be too expensive for small teams or startups with limited budgets. 

  • Some users have said that it loads slowly, which can make things take longer, especially when you have multiple team members sharing the tool. 

Pricing 

  • Free 

  • Standard: $7.53/month 

  • Premium: $13.53/month 

  • Enterprise: Custom pricing 

Ratings & reviews 

Capterra rating: 4.4/5 

A Capterra user, Virginia, shared, “In our organisation Jira experience has been pretty positive. We found it great for our workflow customization and automation, reporting ,team plan, track and managing project efficiently.” 

10. Airtable 

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What I liked right away about Airtable was how easy it was to switch between spreadsheet-style views and database-style views, allowing us to visualize everything in different ways. The drag-and-drop interface made it simple to rearrange tasks and track progress. I did find that the learning curve was a bit steep at first, especially when it came to more advanced features. 

Best features 

  • The free plan is a good start, offering unlimited bases, 1000 records per base, and 1GB of storage. It's perfect for small projects or just getting started. 

  • Saves you time by letting you automate tasks, like adding new leads from a web form or syncing updates with your project tools. 

  • Airtable integrates with Google Drive, letting you automatically store and organize files for easy access. 

     

Limitations 

  • As your database grows, Airtable slows down and struggles with large datasets, which can be annoying if you’re dealing with large projects. 

     

  • It lacks advanced automation features. 

Pricing 

  • Free 

  • Team: $20/month 

  • Business: $45/month 

  • Enterprise Scale: Custom pricing 

Ratings & reviews 

Capterra rating: 4.7/5 

A Capterra user, Samantha, shared, “Overall, I have had a positive experience with Airtable. It allows me to create beautiful dashboards for clients, quickly see my data and collect information with ease.”  

11. Monday.com 

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I really liked how easy it was to create and customize workflows in Monday.com. The colorful boards helped me visualize tasks and deadlines clearly, and the platform made collaboration simple, with everyone staying on the same page. I did find that some of the features felt a bit too complex for small teams or simple projects.  

Best features 

  • Monday.com offers over 200 templates, covering everything from marketing to design to HR, so you’ll always have plenty of options to choose from. 

  • The live chat feature is incredibly helpful when you need quick assistance or run into an issue. 

     

  • If you're using the Monday.com CRM, you can easily send mass emails as part of your marketing campaigns. 

     

Limitations 

  • Time tracking is only available on the Pro plan. 

     

  • I found the dashboard feature to be confusing at times and felt lost due to so many options. 

Pricing 

  • Free 

  • Basic: $9/month 

  • Standard: $12/month 

  • Pro: $19/month 

  • Enterprise: Custom pricing 

Ratings & reviews 

Capterra rating: 4.6/5 

A Capterra user, Taylor, shared, “In our organization, we have had consistent use of monday.com in managing our daily operations and the experience has been the greatest of all time. monday.com offers a digital workspace that allow us to consolidate our efforts and collaborate on our tasks. It has made it easy for us to work on our routine operations by helping us plan beforehand.”  

12. Pipefy 

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With Pipefy, it was easy to create custom processes without needing any coding skills. The automation features saved me a lot of time—for example, the tool can automatically move tasks through different stages. I found the reporting features a bit limited, especially when it came to generating detailed insights.  

Best features 

  • The cards are fully customizable and allow you to store client information. 

  • You can easily build processes from scratch and get to work. 

  • It lets you see all your processes in a Kanban view, and you can also set up email automation, get helpful tips, and connect different workflows. 

Limitations 

  • The setup was a bit challenging at first, especially when configuring workflows. 

  • I wish there were more integrations available, so I wouldn't need to go outside the tool to get tasks done. 

Pricing 

  • Free 

  • Business: Contact sales 

  • Enterprise: Contact sales 

Ratings & reviews 

Capterra rating: 4.6/5  

A Capterra user, Jessica, shared, “I'm deleting all of the cards I've generated on Trello and moving them to Pipefy, where I can better organize them. Everything is made easier by the use of custom fields. It is possible to use Pipefy to automate routine tasks, integrate APIs with other services, build MVPs, and more.” 

13. Bynder 

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Bynder has been a helpful tool for keeping all our digital assets in one place. It’s made managing images, videos, and brand files much easier, especially with features like advanced search and smart tagging. I really liked how simple it was to set up guidelines and share content with different teams while keeping everything on brand. One thing that could be better is the upload speed of large files—they sometimes take longer to upload than expected.   

Best features 

  • Bynder has a clean, easy-to-use interface that makes it simple to navigate the tool. 

  • It connects well with other marketing and design tools, which makes sharing and managing assets much easier. 

  • It’s easy to categorize assets and add custom filters, which makes managing digital content simple and fast. 

Limitations 

  • I found it tricky to set up permissions for different groups, especially when trying to control who could see certain folders. 

     

  • The templates studio can be clunky. 

Pricing 

  • Get in touch with sales 

Ratings & reviews 

Capterra rating: 4.5/5 

A Capterra user, Kevin, shared, “Overall, I really like the way it's setup, and the flexibility you have to customize the product for your brand. We've done away with network folders; we've made more people self-sufficient. We now know what assets we have. Duplications are pretty non-existent. Got rid of allot of manual work on websites; cropping images, replacing documents etc.” 

 

14. Backlog 

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What stood out right away was how easy it was to create tasks, report bugs, and track progress all in one place. I liked the clean layout and how each feature felt like it was built with developers and teams in mind. It was especially helpful for keeping our tech and non-tech teams on the same page. The only thing that slowed me down a bit was getting used to all the settings and customization options in the beginning.  

Best features 

  • I liked having built-in Git and SVN repositories, which allowed me to manage code directly within Backlog without needing external tools. 

  • I found it easy to plan and track projects using Gantt charts and Kanban-style boards. These tools helped me visualize timelines and task progress clearly. 

  • Creating custom fields and issue templates made it simple to tailor workflows to my team's specific needs. 

Limitations 

  • Setting up permissions for different user groups was a bit challenging. It took some time to ensure the right people had appropriate access. 

  • Backlog’s API has request limits, which makes it difficult to run some integrations. 

Pricing 

  • Free 

  • Starter: $35/month 

  • Standard: $100/month 

  • Premium: $175/month 

Ratings & reviews 

Capterra rating: 4.3/5 

A Capterra user, Jeremy, shared, “It's like the ultimate to-do list on steroids! Seriously, it's got all your tasks in one place, making it a total breeze to keep track of what needs to be done. A must-have for efficient project management.” 

 

15. Shift 

I started using Shift because I was tired of switching between different email accounts and apps all day. What I liked right away was how it put Gmail, Slack, and Trello in one place. It saved me time and helped me stay focused. Setting it up took a little while, but once I got it how I liked it, it made my work much easier.  

Best features 

  • It was easy to manage multiple Gmail and Outlook accounts without logging in and out each time. 

  • I liked that Shift supports over 1,500 apps, including Slack, Trello, and WhatsApp, making it convenient to access everything I need. 

  • I loved how Shift brought all my email accounts and apps into one place, so I didn't have to keep switching between tabs or windows. 

Limitations 

  • I was disappointed to find out that Shift is only available on desktop, with no app to use on the go. 

  • When I added more than two workspaces, Shift sometimes crashed or logged me into the wrong account, which disrupted my workflow. 

Pricing 

  • Free 

  • Advanced: $149/year 

  • Teams: $149/user/year 

Ratings & reviews 

Capterra rating: 4.3/5 

A Capterra user, Christopher, shared, “It has tons of applications integrated that allow for setting up all work in one application. The concept of workspaces grouping different tools around for example specific project helps focus and keeping everything organized.” 

16. Kintone 

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What stood out to me about Kintone was how easy it was to build custom apps using drag-and-drop tools. This allowed us to tailor workflows and forms to fit our specific needs. The platform also helped us centralize our data, making it easier to access and manage information across different departments.  

Best features 

  • I could easily create apps for tracking tasks or forms using drag-and-drop tools, no tech skills needed. 

     

  • It helped our team keep tasks, notes, and files in one place so we could find what we needed quickly. 

     

  • I set up automatic reminders and task updates, which saved time and helped us stay on track. 

     

Limitations 

  • The layout and features were confusing at first, so it took me a while to figure out how everything worked. 

  • It doesn’t connect well with some of the other tools we use, so we had to do some things manually. 

Pricing 

  • $24/month 

Ratings & reviews 

Capterra rating: 4.7/5 

A Capterra user, Andrea, shared, “I really like the drag and drop capabilities that allowed me to create and customize my own database applications without the need for prior programming knowledge.”  

17. Fluix

I could create dynamic forms and automate workflows in Fluix, which significantly improved our team's efficiency. Features like guest access made collaborating with clients straightforward. I did encounter some challenges, such as limitations with webhook requests and occasional issues with PDF compatibility.  

Best features 

  • You can create dynamic forms that adapt based on user input. 

     

  • The guest access let me work with clients and freelancers without needing them to make extra accounts, which made things easier. 

  • Fluix can automatically send completed forms to recipients, reducing manual work. 

     

Limitations 

  • I noticed that Fluix limits webhook requests to 50 per minute, which caused delays in our automated processes. 

  • When uploading PDFs, I sometimes got errors because the format wasn’t supported, so I had to adjust the documents first. 

Pricing 

  • Free 

  • Basic: $20/month 

  • Core: $40/month 

  • Pro: $75/month 

  • Custom: Contact sales 

Ratings & reviews 

Capterra rating: 4.8/5 

A Capterra user, Ankur, shared, “We were trying to eliminate paper forms that were being used by our remote branches to minimize paper usage and also make things orderly. Once we learned about Fluix, we tested it out and learned that this can help us get data from these forms and also streamline the process of filling out daily forms/logs with ease. It provides real time access to all your users data and has endless potential.” 

 

18. Nintex

I liked how easy it was to design workflows with Nintex’s drag-and-drop interface, and the document automation feature saved us a lot of time. The integration with various platforms like Salesforce and Microsoft Teams was also a big plus when streamlining workflows.  

Best features 

  • Nintex’s intuitive interface allowed me to create complex workflows without any coding. 

  • It can automate document generation and approvals, such as quotes and contracts, to streamline your processes and reduce manual errors. 

  • Nintex connects easily with tools like Salesforce and Microsoft Teams, which makes it easy to move data between systems. 

Limitations 

  • The setup process was more complicated than expected, requiring significant time and effort. 

  • Nintex can be expensive for smaller teams, making it hard for those with tight budgets. 

Pricing 

  • Contact sales 

Ratings & reviews 

Capterra rating: 4.4/5  

A Capterra user, Josh, shared, “Nintex neatly fills the gap between Salesforce and emailing a colleague... where a full-scale workflow manager is overkill... but unmanaged communication isn't cutting it. For setup, Nintex eschews coding in favour of graphical workflow setups. Each node on the workflow as modular attributes and options that affect how the system works; as the administrator, it bridges your abstract workflow designs with implementing this product 1:1.”  

19. Admation 

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I started using Admation to help my marketing team manage projects. I liked how easy it was to create detailed briefs and keep track of tasks. The approval workflow was straightforward, and the resource management tools helped us stay on top of workloads. I found the file upload process a bit slow, and the interface could be more intuitive. 

Best features 

  • I could quickly set up comprehensive briefs using templates. 

     

  • The process for reviewing and approving content was clear and efficient, reducing delays. 

  • Tools like the resource calendar and time tracking helped me allocate tasks effectively and monitor team capacity. 

 

Limitations 

  • Uploading projects and files was sometimes slow and clunky, which could be frustrating. 

  • The interface isn’t always intuitive, making it challenging to navigate, especially when reviewing feedback. 

Pricing 

  • Contact sales 

Ratings & reviews 

Capterra rating: 3.6/5 

A Capterra user, Laura, shared, “I love it. First of all, it give me peace of mind that our enterprise compliance around signoff is met. secondly, the Admation is great for tracking progression of a job/ include reminders. Also, you can customise your dashboard to see all your projects and where all your current jobs are.”  

20. Projectsly 

I liked how we could choose different views in Projectsly, like Kanban, Gantt, or Calendar, to manage our tasks. The automation feature saved us time by handling repetitive tasks, and the time tracking tool helped us monitor our productivity.   

Best features 

  • Project templates give you a head start when creating new projects. 

  • I could easily set up task dependencies, so one task wouldn't start until another was finished. This helped us manage complex projects with multiple stages more easily. 

  • Projectsly provides insights about what other members of the team are up to. 

Limitations 

  • There are other tools that have more affordable price ranges. 

     

  • Projectsly does not have any function for storing files online. 

Pricing 

  • Cloud: $14.99/month 

  • Enterprise: $12.99/month 

  • Hosted: Contact sales 

Ratings & reviews 

Capterra rating: 4.7/5  

A Capterra user, Josh, shared, “All projects are connected in one place, automatically synced for every team member, and editable by each person who's involved in them.” 

21. Freshservice 

Our IT team tested Freshservice to improve how we handle support and service tasks. It was easy to set up because the layout is simple, and the automation tools saved us a lot of time on repetitive tasks. But our IT team found it hard to customize some things, and the reports weren’t detailed enough for what we needed. 

Best features 

  • Clean and easy-to-navigate interface which made onboarding and daily operations straightforward for our team. 

     

  • I could easily set up task dependencies, so one task wouldn't start until another was finished. This helped us manage complex projects with multiple stages more easily. 

  • We could manage our IT assets throughout their lifecycle, from procurement to retirement, all within the same platform. 

     

Limitations 

  • The reports didn’t give enough detail, so it was tough to get deeper insights without extra tools. 

  • The IT team couldn’t change certain features the way they wanted, which made it hard for the tool to fully match our needs. 

Pricing 

  • Starter: $17/month 

  • Growth: $46/month 

  • Pro: $96/month 

  • Custom: Contact sales 

Ratings & reviews 

Capterra rating: 4.5/5 

A Capterra user, Destiny, shared, “Freshservice is the first and only ticketing system our company is utilizing, and it has made handling user requests so much easier. The workflow feature helps to easily divide tasks between IT staff.” 

22. Zapier 

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I started using Zapier to automate repetitive tasks between the apps I use daily. It helped me save time by connecting tools like Gmail, Google Sheets, and Trello without needing to write any code. Setting up simple workflows was straightforward, and I enjoyed how it streamlined my processes.  

Best features 

  • Zapier connects with over 6,000 apps, allowing me to automate tasks across various platforms I use regularly. 

  • The drag-and-drop interface made it easy for me to set up automations without any coding knowledge. 

  • Zapier's autoreplay feature tries again if a task fails, so my workflows keep running without me having to fix things manually. 

Limitations 

  • On the free plan, I was limited to single-step Zaps and couldn't access premium apps or advanced features like filters and multi-step workflows. 

  • I couldn’t set up or change Zaps on my phone because Zapier doesn’t have its own mobile app. 

Pricing 

  • Free 

  • Professional: $19.99/month 

  • Team: $69/month 

  • Enterprise: Contact for pricing 

Ratings & reviews 

Capterra rating: 4.7/5 

A Capterra user, Veronica, shared, “Zapier feels like child’s play once you go through the walkthrough! I just make sure to have the details ready for the two apps I want to connect, and voilà—after a few quick steps, my automation is all set up. Have been using it for both personal & client projects.” 

23. Zenkit 

I started using Zenkit to organize my projects and collaborate with my team. I like the flexibility it offers, allowing me to switch between different views like Kanban, calendar, and mind map, depending on what suited the task best. The customizable dashboards and automation features helped streamline our content workflow.  

Best features 

  • Zenkit lets you switch between views so you can see your work in the way that suits you best. 

     

  • The drag-and-drop interface made it easy for me to set up automations without any coding knowledge. 

     

  • Zenkit has different features like To Do, Base, and Hypernotes that all work together, so information moves easily between them. 

Limitations 

  • The free plan has limitations, such as a maximum of 3 projects and 1,000 tasks, which may not be sufficient for large teams or complex projects. 

  • Zenkit doesn’t connect directly with many other apps and mostly relies on Zapier, which can be a hassle. 

Pricing 

  • Free 

  • Professional: $19.99/month 

  • Team: $69/month 

  • Enterprise: Contact for pricing 

Ratings & reviews 

Capterra rating: 4.7/5 

A Capterra user, Pablo, shared, “Our teams were getting saturated with the number of projects and the moving parts we were keeping track of. Zenkit allowed for some clarity and the process itself streamlined our workflows as well as developed a database that we constantly refer to.”  

24. Quire 

I really liked how clean and simple Quire felt right from the start. Breaking big tasks into smaller steps was super easy, and switching between list and Kanban views helped me stay organized. The mobile app came in handy when I needed to check things on the go. The only downsides I noticed were the limited integrations and some restrictions in the free plan. 

Best features 

  • I can switch between list, Kanban board, and timeline views to see my tasks in the way that suits me best. 

  • Quire has apps for iOS and Android, so I can manage my tasks on the go. 

  • Quire lets me break down tasks into smaller subtasks, making it easy to manage complex projects. 

Limitations 

  • The free plan lets you have up to 10 team members, 16 projects, and 1,000 tasks per project, which might not be enough for bigger teams. 

  • Quire lacks built-in reminders, so you need external tools or have to rely on memory to keep track of tasks and deadlines. 

Pricing 

  • Free 

  • Professional: $7.65/month 

  • Premium: $13.95/month 

  • Enterprise: $19.95/month 

Ratings & reviews 

Capterra rating: 4.7/5  

A Capterra user, Juan, shared, “My experience so far has been very positive. It has helped me track and stay on top of the projects that I'm managing. Additionally, it has helped me make quick changes and show others what those changes were.”  

25. Notion 

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I love that I can create anything from simple to-do lists to detailed project plans, all in one place. Notion really helps me keep track of everything, whether it’s personal or work-related. Plus, the flexibility to customize pages and templates exactly how I want them makes it feel like my own personal workspace. 

Best features 

  • You can access Notion from any device, whether on the web or mobile, making it easy to stay connected. 

  • Notion provides detailed guides and a community forum to help you learn and get support quickly. 

  • Notion helps teams work together in real time, cutting down on emails and meetings, and offers templates to streamline tasks. 

     

Limitations 

  • Notion lacks full communication features for team projects. You can comment and use @mentions, but there's no built-in chat for team discussions. 

  • Notion doesn’t have a built-in reporting tool, making it difficult to generate and analyze reports directly within the platform. 

Pricing 

  • Free 

  • Plus: $10/month 

  • Business: $15/month 

  • Enterprise: Contact sales 

Ratings & reviews 

Capterra rating: 4.7/5 

A Capterra user, Jamie, shared, “I can confidently say Notion has been a great tool! There's a bit of a learning curve process to go through at first since there are so many options available for customizing your dashboard, but after you get there, you'll be able to plan efficiently! I love that I can have shared dashboards with other team members as well as my own. Another plus is the fact that I can link external documents so that everything is in one place and has easy access.” 

26. Businessmap 

I’ve recently started using Businessmap to organize our projects, and I like how it ties everything back to our strategic goals. The visual boards help me see how each task fits into the bigger picture, and the customization options let me tailor workflows to our team’s specific needs.   

Best features 

  • Businessmap’s reporting engine gives detailed insights for better decision-making. 

  • You can create workflows tailored to specific teams or projects. 

  • The platform makes it simple to define workflows and set rules for efficient project management. 

     

Limitations 

  • The reporting tool doesn’t allow for highly personalized reports. 

  • Time tracking is tied to individual tasks, which can be slow for managing multiple tasks at once. 

Pricing 

  • Contact sales 

Ratings & reviews 

Capterra rating: 4.8/5 

A Capterra user, Sergi, shared, “You can use Kanbanize on a single team/department (well, in fact, their pricing policy makes it worthwhile if you are about 15 users or more), across several teams, for a company area... or for the whole enterprise. It's one of the more scalable software we've ever seen.”  

Take control of your workflow with Teamwork.com 

Teamwork.com is more than just a project management tool. It's designed to help you take full control of your workflows from start to finish. With features like built-in time tracking, task dependencies, and automation, you can streamline repetitive tasks and keep everything moving like clockwork. 

Teamwork.com’s resource planner helps you manage team capacity in real time, so you’re not overloading anyone or missing deadlines. Customizable dashboards give you a clear view of your projects and help you stay focused on what matters most. 

Teamwork.com is also a great option if you work with clients. You can share progress updates without exposing internal tasks, which builds trust while keeping your workflow private. Whether you're tracking content, managing feedback, or handling multiple projects, Teamwork.com gives you the tools you need to stay organized, efficient, and in control. 

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FAQs about workflow management software 

How do I create a simple workflow?  

Start by listing the steps your team needs to complete a task. Then, put those steps in the right order and assign each one to the right person or group. Set clear deadlines to keep things on track. You can use tools like Teamwork.com to organize and manage your workflow easily. 

What are the 4 types of workflows? 

The four common types of workflows are:  

  1. Sequential: follows a set order 

  1. State machine: moves between defined states 

  1. Rules-driven: changes based on conditions 

  1. Parallel: allows multiple tasks at once 

What should a workflow look like? 

A workflow should show a clear step-by-step process for completing a task or project. It usually includes the order of tasks, who is responsible for each step, and any deadlines. A good workflow is easy to follow, helps avoid confusion, and keeps everyone on the same page. Visual tools like flowcharts or boards can make it easier to understand. 

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