21 Best Workflow Management Software For Professionals - ProofHub (2023)

Organizations have to deal with a vast amount of data and documents. Doing so much manually would be nothing short of a nightmare.

Luckily, in today’s tech-driven world there is workflow management software that let you handle multiple tasks by streamlining all business processes.

An efficient workflow management software helps an organization handle its daily workflow, campaigns, internal projects and tasks.

Let us first focus on the basic question – What is workflow management and why it is so important?

Workflow management is the process of identifying, organizing, and coordinating a set of tasks to achieve a particular result. It requires optimization, improvement, and automation of daily workflow to increase output, eliminate repetition, and minimize errors. Using workflow application software can make it easier for you to achieve the desired result.

Now, let us understand why having an efficient workflow management system is important.

Table of Contents

  • What is workflow management software?
  • List of Top 21 Workflow Management Software
    • 1. ProofHub
    • 2. Nintex
    • 3. Bit.ai
    • 4. ProcessMaker
    • 5.ProProfs Project
    • 6. Process Street
    • 7. Backlog
    • 8. nTask
    • 9. Intervals
    • 10. Automate.io
    • 11. Gravity Flow
    • 12. Nifty
    • 13. Trello
    • 14. GoodDay
    • 15.ProWorkflow
    • 16. Zapier
    • 17. Pipefy
    • 18. Integrify
    • 19. Flokzu
    • 20. Adobe Workfront
    • 21. Zoho Creator
  • Here’s how we evaluated the best
  • Here’s Why You Definitely Need A Workflow Management Tool
  • Conclusion
  • FAQs
    • What does workflow management do?
    • What is the best workflow management software?
    • What are the 3 basic components of workflow?

What is workflow management software?

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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.

Simplify Complex Project Management with ProofHub! Sign Up Now!

List of Top 21 Workflow Management Software

1. ProofHub

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ProofHub is an intuitive project management tool for businesses and teams of all shapes and sizes.

From project planning to collaboration to project progress tracking, and to the final project completion. ProofHub is there to ease daily task management!

That’s not all! Want to know the best part?

You get all of this in one place! No more switching between multiple tools to manage daily tasks!

So, whether you are a project manager or a project team member, ProofHub will help you manage daily tasks with ease. But, what is it that makes ProofHub an amazing workflow management software? Let’s find out.

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.

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  • 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.

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  • 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.

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ProofHub Pros

Given below are some amazing reasons why you should choose ProofHub for daily task management.

  • Offers Customized Workflow

As a project manager, you need efficient planning to not only plan but also execute projects.

For some project managers, this can mean creating a workflow with just three stages – To-do, doing, and done. However, in others, it requires multiple reviews before the task is sent to the client.

ProofHub gives you the option to create a customized workflow to suit the team’s needs.

It also lets you keep track of how a task moves from one stage to the next. Doing this ensures that all team members are on the same page.

  • Helps with Task Automation

Does your team work on the same tasks day in and out? Tired of assigning the same work again and again?

ProofHub can ease this for you with efficient task automation through recurring tasks and forms.

All you need to do is create the task once, set the due date, choose repeat, and you are good to go.

  • Offers Time Tracking

Do you know the biggest hurdle to managing a big team and multiple projects? It is not being able to keep track of task deadlines.

ProofHub lets you set due dates for every task. Team members can also keep track of the time spent on a task manually or with timers.

It ensures that every task is delivered before the stipulated deadline without any compromise on the quality of work.

  • Improves Team Collaboration

So, your team is working on an important project and it is near completion. But, you sit at a considerable distance from them. It is not practical to get up and give you an update when the project moves to the next stage.

Now, what would be the best way for the team members to communicate this to you? ProofHub has the answer.

All you need to do is add a comment where the project is added, and it is done.

  • Helps With File Proofing

Asking an employee to edit a file through email is a cumbersome process.

ProofHub lets you proof files in real time with Online Proofing.

You can collaborate on file, annotate to provide clear feedback, review, and share feedback instantly without any hassle.

  • Offers Customized Work Reports

Which resource is available to work on a project? How many tasks are completed? Why is a specific project taking longer than usual to complete?

You will be able to find the answer to these questions with ProofHub Reports.

ProofHub reports let you generate custom work, resource, and project reports to get insights into a project or resource. You can also see which project is on track, and remain up-to-date about the progress of your tasks, from start to finish.

  • Has Multiple Views

ProofHub offers four different views to help you keep track of a task’s progress, who is doing what, check for task dependencies, and task milestones achieved.

Board view gives you a bird’s eye view of the tasks organized in a particular workflow. It also helps you check a task’s progress and look for any potential roadblocks. The Table view, team members can get access to complete information regarding a task with customized fields and handle data with ease.

Gantt charts help you plan and visualize tasks, create task dependencies, and adjust a work schedule as per priorities. The Calendar view helps you check out tasks, project milestones, meetings, deadlines, and upcoming tasks.

ProofHub Cons

  • Overwhelming notification system
  • No Single Google Sign-Ups


G2 – 4.5 out of 5. G2 also awarded ProofHub the “High Performer” of 2022.

Capterra – 4.5 out of 5

ProofHub Plans & Pricing

ProofHub offers a free trial plan for 14 days. You can also choose from the two subscription plans.

(Video) Proofhub - Top Features, Pros & Cons, and Alternatives

Essential Plan (Costs $45 per month)

Ultimate Control (Costs $89 per month)

Centralized Task Management Now With ProofHub! Sign Up Now!

2. Nintex

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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.

Nintex Pros

  • Nintex Gateway
  • Data Lookup Control
  • Workflow Testing
  • Authenticated Tasks
  • User Groups
  • Web Request Display
  • Microsoft Teams integration for Office 365
  • Variable management improvements for SharePoint

Nintex Cons

  • No documentation to understand Nintex
  • Takes time to track down errors and fix them
  • No support for external data fields

Nintex Rating

G2 – 4.2 out of 5

Capterra – 4.1 out of 5

Nintex Pricing

Nintex offers three different subscription plans. These are;

Pro – Starts at $25,000 per year.

Premium – Starts at $50,000 per year.

Custom – Connect with the Sales team to know the pricing

3. Bit.ai

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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.

Bit.Ai Pros

  • File conversion
  • Document generation
  • Collaboration tools
  • Image editing
  • Text editing
  • Real-time editing
  • Full text search
  • Document templates

Bit.Ai Cons

  • Lack of intuitive UI
  • No guided tutorials
  • No mobile or desktop app

Bit.Ai Rating

G2 – 4.2 out of 5

Capterra – 5 out of 5

Bit.Ai Pricing

Bit.ai offers three subscription plans.


Pro – Costs $8 per member per month.

Business – Costs $15 per member per month.

4. ProcessMaker

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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.

ProcessMaker Pros

  • Flexible dashboards
  • Document and evidence filing
  • Case tracking
  • Notifications
  • Integrated data analytics

ProcessMaker Cons

  • Compatibility issues with Internet Explorer browser
  • Several important features require knowledge of coding
  • Hard to understand UI

ProcessMaker Rating

G2 – 4.3 out of 5

Capterra – 4.5 out of 5

ProcessMaker Pricing

ProcessMaker offers two subscription plans.

Standard – Costs $1, 495 per month.

Enterprise – Costs $2,479 per month.

5.ProProfs Project

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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.

ProProfs Project Pros

  • Task management
  • Gantt charts
  • Email integration
  • Document management
  • Resource management
  • Budget & Expense management

ProProfs Project Cons

  • Weak reporting system
  • No workflow automation feature
  • UI/UX needs improvement

ProProfs Project Rating

G2 – 4.4 out of 5

Capterra – 4.7 out of 5

ProProfs Project Pricing

ProProfs Project offers two subscription plans.

Monthly – Costs $49.97 per month.

Yearly – Costs $39.97.

6. Process Street

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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.

Process Street Pros

  • Process routing
  • Document generation
  • Process design
  • Data unification
  • Task scheduling

Process Street Cons

  • Lack of templates
  • Reporting tools only focus on checklist due date
  • No permission to set on subfolders without affecting the main folder

Process Street Rating

G2 – 4.6 out of 5

Capterra – 4.7 out of 5

Process Street Pricing

Process Street offers two subscription plans and one free plan.


Pro – Costs $25 per month per user.

Enterprise – Connect with the Sales team to know the pricing

7. Backlog

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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.

Backlog Pros

  • Task management
  • Wiki documentation
  • Custom workflows
  • Release forecasting
  • Time tracking
  • Progress monitoring
  • Bug History
  • Data retention

Backlog Cons

  • Unnecessary page reloads
  • Gantt charts do not allow link creation for dependencies and task rescheduling
  • Free plan offers limited storage capacity

Backlog Rating

G2 – 4.5 out of 5

Capterra – 4.5 out of 5

Backlog Pricing

Backlog offers four different subscription plans.

(Video) Proofhub Project Management Tutorial - Better than Monday.com & ClickUp? (Proofhub Review)


Starter – Costs $35 per month.

Standard – Costs $100 per month

Premium – Costs $175 per month

8. nTask

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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.

nTask Pros

  • Project management
  • Team chat
  • Task tracking
  • Kanban boards
  • Team management
  • Meeting management
  • Issue tracking

nTask Cons

  • UI is not intuitive
  • Software takes time to load
  • Less storage option in Free plan

nTask Rating

G2 – 4.4 out of 5

Capterra – 4.1 out of 5

nTask Pricing

nTask offers three subscription plans.

Premium – Costs $4 per month.

Business – Costs $12 per month.

Enterprise – Contact nTask’s customer support team.

9. Intervals

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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.

Intervals Pros

  • Custom workflows
  • Kanban boards
  • Time tracking
  • Report scheduling
  • Activity feed
  • Lightweight CRM
  • Accounting features
  • Mobile app
  • 3rd party integrations

Intervals Cons

  • Does not have the option to track time with start/stop times
  • No options to set alerts for a specified date and time
  • No option to restrict users to set only allowed task statuses

Intervals Rating

G2 – 3.9 out of 5

Capterra – 4.5 out of 5

Intervals Pricing

Intervals offer a whopping 7 subscription plans to cater to the needs of different business teams.

Lite – Costs $29 per month.

Basic – Costs $49 per month.

Not So Basic – Costs $69 per month.

Professional – Costs $99 per month.

Premium – Costs $159 per month

Top Shelf – Costs $219 per month.

Unlimited – Costs $299 per month.

Note: Each of these plans also offers the standard features of Intervals.

10. Automate.io

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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.

Automate.io Pros

  • Multiple data sources
  • Cost management
  • ETL
  • Web services

Automate.io Cons

  • Integrations are hard to implement
  • Failure of automation triggers
  • Difficulty moving documents out of Docusign to Google Drive

Automate.io Rating

Capterra – 4.6 out of 5

Automate.io Pricing

Automate.io offers six different subscription plans depending on the needs of your business team.


Personal – Costs $9.99 per month.

Professional – Costs $29 per month.

Startup – Costs $49 per month.

Growth – Costs $99 per month.

Business – Costs $199 per month.

11. Gravity Flow

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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.

Gravity Flow Pros

  • Option to add unlimited users and workflows
  • Smooth business process automation
  • Detailed reporting
  • Custom workflows
  • Data privacy compliant

Gravity Flow Cons

  • Additional plugins are required to get features not part of Gravity Forms
  • Setup process is a bit challenging
  • Unintuitive controls

Gravity Flow Rating

Capterra – 4.6 out of 5

Gravity Flow Pricing

Gravity Flow has three licensed plans.

Core License – Costs $99 per year.

Pro License – Costs $299 annually.

Ultimate License – Costs $447 per year.

12. Nifty

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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 users with an agenda-driven approach to handling work assignments and delivering 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 agendas and milestones.

Nifty Pros

  • Task management
  • Project tracking/reporting
  • Collaboration tools
  • Time & Expense tracking
  • Idea management
  • Resource management
  • Milestone tracking

Nifty Cons

  • Lack of document markup features like highlighting and commenting
  • Database management and recording user data suffer from duplication
  • Unprofessional customer support team
  • Chat option only for account admin

Nifty Rating

G2 – 4.7 out of 5

Capterra – 4.7 out of 5

Nifty Pricing

Nifty offers 5 different subscription plans.


(Video) How To Use ProofHub | All-In-One Business Management System for Small Business

Starter – Costs $39 per month.

Pro – Costs $79 per month.

Business – Costs $124 per month.

Unlimited – Costs $399 per month.

13. Trello

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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.

Trello Pros

  • Task Management
  • Project Planning
  • Task Dependencies
  • Task Prioritization

Trello Cons

  • Option to sharing confidential documents is not available
  • Automation process is not easy to understand
  • Integrating Excel with Trello is not easy

Trello Rating

G2 – 4.2 out of 5

Capterra – 4.5 out of 5

Trello Pricing

Trello offers 4 subscription plans.


Standard – Costs $5 per user per month.

Premium – Costs $10 per month per user.

Enterprise – Costs $17.50 per user per month.

14. GoodDay

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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.

GoodDay Pros

  • Task management
  • Issue management
  • Client portal
  • Customizable templates
  • Project planning/scheduling
  • Resource management

GoodDay Cons

  • Mobile view is a bit slow in comparison to desktop view
  • Lags behind in sending out alerts and notifications for tasks
  • Initial load time is high
  • UI lacks simplicity

GoodDay Rating

G2 – 4.3 out of 5

Capterra – 4.7 out of 5

GoodDay Pricing

GoodDay offers three subscription plans.


Professional – Costs $4 per month per user.

Enterprise – Connect with GoodDay’s customer support team.


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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.

ProWorkflow Pros

  • Project management
  • Resource management
  • Collaboration tools
  • Time & Expense tracking
  • Client portal
  • CRM

ProWorkflow Cons

  • No option to duplicate current project for recurring tasks
  • No reporting permissions on a client level
  • Lack of more automation features

ProWorkflow Rating

G2 – 4.1 out of 5

Capterra – 4.5 out of 5

ProWorkflow Pricing

ProWorkflow offers 2 subscription plans.

Professional – The professional plan costs $20 per month per user.

Advanced – The Advanced plan costs $30 per month per user.

16. Zapier

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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.

Zapier Pros

  • Task management
  • Business process automation
  • Real-time integration
  • Data encryption
  • Data mapping

Zapier Cons

  • Some 3rd party integrations have poor support
  • Collaboration not available on Professional Plan
  • Business plans are quite expensive

Zapier Rating

G2 – 4.5 out of 5

Capterra – 4.7 out of 5

Zapier Pricing

Zapier offers 5 subscription plans.


Starter – Costs $19.99 per month.

Professional – Costs $49 per month.

Team – Costs $399 per month.

Company – Costs $799 per month.

17. Pipefy

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Pipefy improves workflow efficiency and integrates end-to-end business operations using a safe business process automation platform. It is an efficient
task management workflow tool that helps organizations handle daily business processes like purchases, job openings, accounts payable, and employee onboarding.

Managers can do all this through automated workflows, better visibility, and increased speed to deliver better results.

Why Use Pipefy?

Pipefy helps businesses accelerate their digital transformation. It is a business process management platform that automates workflows without the need for coding skills.

Pipefy Pros

  • Business Process Management Automation
  • Conditional Logic
  • Built-In Calendar
  • Two-Factor Authentication
  • E-Mail messaging

Pipefy Cons

  • No free trial
  • Pricing plans are per-user
  • No Gantt charts

Pipefy Rating

G2 – 4.6 out of 5

Capterra – 4.6 out of 5

Pipefy Pricing Plans

Pipefy offers a free-of-cost Starter plan for small teams, startups, and students who want to organize their tasks. Besides this, Pipefy offers 3 subscription plans.

Business – Costs $19 per month per user.

Enterprise – Costs $32 per user per month.

Unlimited – Connect with the customer support team to know the pricing.

18. Integrify

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Integrify is a business project workflow management software that helps you build active web forms and route daily workflow. Integrify also offers automation for team-specific workflow.

(Video) ProofHub's All New Forms

Why Use Integrify?

Integrify is suited to mid-sized and large organizations looking to reduce cost and improve business process management efficiency. It helps businesses automate workflow and visibility in areas such as IT, HR, Sales, Finance, and Operations.

Integrify Pros

  • Unlimited audit trails
  • Self-Service portal designer
  • Mobile Access
  • API Integration
  • Customized notifications, reminders, and escalations
  • Approval/Actions by Email

Integrify Cons

  • Not that intuitive or easy to understand
  • Complicated workflows/processes
  • Lack of manual saving

Integrify Rating

G2 – 4.4 out of 5

Capterra – 4.6 out of 5

Integrify Pricing

To know the subscription plans for Integrify, you need to connect with their customer support team.

19. Flokzu

21 Best Workflow Management Software For Professionals - ProofHub (23)

Flokzu is a cloud-based workflow application software that lets businesses create templates. It also comes with automation features for improved workflow productivity. Some of these features include customized reports, reminders, form builders, and easy flowcharts among others.

Why Use Flokzu?

Flokzu makes it possible for organizations to have all their documents and tasks in one place. It helps businesses customize their workflow to reduce time and effort. Flokzu makes it easy to search documents fast, measure processes, and keep all sensitive data in one place.

Flokzu Pros

  • Social collaboration tools
  • Custom reports
  • Sandbox for process testing
  • Support for modeling languages

Flokzu Cons

  • No Free version

Flokzu Rating

G2 – 4.9 out of 5

Capterra – 4.8 out of 5

Flokzu Pricing

Flokzu offers 4 different subscription plans.

PoC – Costs $50 per month (billed yearly).

Standard – Costs $14 per month (billed yearly).

Premium – Costs $20 per month (billed annually).

Enterprise Custom – Connect with Flokzu’s sales team.

20. Adobe Workfront

21 Best Workflow Management Software For Professionals - ProofHub (24)
Adobe Workfront is a good
workflow process management software that is best for agencies, IT departments, and marketing professionals.

Workfront removes the gap between work strategy and delivery, integrates employees and data across the enterprise, and makes work management smooth and easy. Adobe Workfront helps organizations deliver an exceptional customer experience.

Why use Adobe Workfront?

Adobe Workfront makes it easier for businesses to get over excessive email threads, redundant status meetings, and disconnected business management tools.

Adobe Workfront Pros

  • Streamlines business’s marketing processes
  • Offers real-time and accurate information to IT teams
  • Helps creative teams deliver quality work
  • Eases product development and management
  • Helps deliver projects on time and with quality

Adobe Workfront Cons

  • Not easy to learn for new users
  • Time-consuming setup
  • Hard to understand Gantt charts

Adobe Workfront Rating

G2 – 4.1 out of 5

Capterra – 4.3 out of 5

Adobe Workfront Pricing

Adobe Workfront offers three subscription plans – Pro, Business, and Enterprise. However, you need to connect with their customer support team to know the prices.

21. Zoho Creator

21 Best Workflow Management Software For Professionals - ProofHub (25)

Zoho Creator is a workflow automation software for businesses. This helps business teams create custom workflows, streamline communication, and automate repetitive tasks.

Why Use Zoho Creator?

Zoho Creator helps team managers automate daily workflow and create business process automation scripts. Process automation also helps team leaders remove unnecessary and manual overhead tasks.

Zoho Creator Pros

  • Free Trial
  • Easy Drag-and-Drop interface
  • Email notification & scheduling
  • Data import/export
  • Real-time reporting

Zoho Creator Cons

  • Expensive

Zoho Creator Rating

G2 – 4.3 out of 5

Capterra – 4.3 out of 5

Zoho Creator Pricing

Zoho offers three subscription plans – Professional, Ultimate, and Enterprise

Basic – The Basic plan costs $10 per user per month

Premium – The Premium plan costs $30 per user per month

Ultimate – You can avail the Ultimate plan only in the yearly plan

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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.


To handle so much every day, team managers and business owners have to wear multiple hats. Workflow management software makes it easier for them to do this by taking away redundant tasks and helping them focus on what’s important.


What does workflow management do?

Workflow management software offers you an organized way to document, monitor, and handle daily workflow to complete a task in an efficient manner.

What is the best workflow management software?

If you are looking for a workflow management software that offers not only project management but team collaboration as well, ProofHub is the best workflow management software for you.

What are the 3 basic components of workflow?

Input (resource to start a workflow), Transformation (how input is received and what happens afterwards), and Output (Final product) are the 3 basic components of workflow.

21 Best Workflow Management Software For Professionals - ProofHub (26)

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.

21 Best Workflow Management Software For Professionals - ProofHub (27)

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What are the four major types of workflow management? ›

Workflow categories
  • Sequential. First off on our tour through the different types of workflow comes the sequential workflow: this workflow is usually chart-based from one step to the next, always moving forward. ...
  • State machine. Next is state machine workflow, which progresses from state to state. ...
  • Rules-driven.
Oct 25, 2022

What does workflow management software do? ›

Workflow management software is a software application designed for setting up and monitoring a defined set of tasks along with its sequence. It helps users in collaborating and automating processes, as well as in defining different workflows for different types of processes and applications.

What is workflow management system example? ›

Examples of workflows are reimbursement process, procurement requisition, leave management, etc. Though each of these is a separate workflow, they contain several processes like creation, review, approval from various stakeholders, and mapping to the following processes.

How do I choose a workflow management system? ›

Key Factors To Consider When Choosing Workflow Software
  1. The Workflow Application Functionality You Need. ...
  2. Workflow Application Platform Compatibility With Legacy Systems. ...
  3. Mobile Workflow App Availability and Compatibility. ...
  4. The Leading Workflow Process App Features. ...
  5. The Benefits of Using Application Workflow Software.
Dec 28, 2021

What are the 3 basic components of workflow? ›

The three basic components of a workflow diagram are input, transformation, output. Every step within a workflow is assigned one of these statuses.

What are the 8 stages of workflow? ›

The 8 Steps of a Streamlined Post Production Workflow
  • Step 1: Receipt of Raw Footage. ...
  • Step 2: Storage and Organization of Raw Footage. ...
  • Step 3: Build the Rough Cut. ...
  • Step 4: Receive Notes and Refine The Rough Cut Into a Final "Locked" Cut. ...
  • Step 5: Visual Effects (VFX) ...
  • Step 6: Sound Effects/Mixing.
Sep 28, 2021

What are examples of workflow processes? ›

Examples of workflows include leave request management, reimbursement management, employee onboarding, etc.
Common Workflow Examples
  • New Employee Onboarding.
  • Sales Order.
  • Travel Request Authorization.
  • Employee Recruitment.
  • Product feature request.
  • IT bug tracking.
  • Vacation Requests Workflows.
  • Document Approvals Workflow.

Why is workflow important in the workplace? ›

Workflows can help streamline and automate repeatable business tasks, minimizing room for errors and increasing overall efficiency. This, in turn, dramatically improves your business. Managers can make quicker, smarter decisions and employees are empowered to collaborate in a more productive and agile way.

What is workflow management skills? ›

What is workflow management? Workflow management involves organizing, documenting, tracking, and optimizing your team's tasks to make sure they produced the desired results as smoothly and effectively as possible.

What makes a good workflow? ›

A good workflow is one that provides deep insights into business processes. A well-planned and designed workflow streamlines business processes by eliminating redundancies and duplication. Improved visibility, communication, and control over the business process are some of the other advantages of process workflows.

Which of the following is work flow management software? ›

Scoro is an all-in-one workflow management software built to help teams get all their work done from one place. This tool is great for workflow management because it provides one single dashboard where you can track real-time progress, and collaborate on the associated tasks.

Does Microsoft Office have a workflow tool? ›

Flow is a new new workflow app that lets you interact with data within SharePoint and numerous other apps from within the Office 365 apps family and outside (such as Salesforce, SQL, Dynamics CRM, OneDrive, Twitter, and more).

Does Microsoft have workflow? ›

Create powerful workflows with Power Automate

Improve process efficiency, consistency, and accuracy across your organization with Microsoft Power Automate, an easy-to-use, low-code solution for streamlining all types of manual, repetitive workflows.

How do you create a workflow process in 5 easy steps? ›

Here is a 5-step framework to help you build any workflow.
  1. Step 1: Establish boundaries. The single most important thing to remember about workflows is that they need clearly defined beginnings and endings. ...
  2. Step 2: Identify components. ...
  3. Step 3: Organize the sequence. ...
  4. Step 4: Review handoffs. ...
  5. Step 5: Optimize your workflow.
Sep 28, 2021

What is the hardest part of workflow? ›

There are four big challenges that you need to overcome in order to have an efficient workflow:
  1. Reconciling multiple data sources. ...
  2. Keeping transparency, accountability and the audit trail. ...
  3. Moving away from the tick-list methodology. ...
  4. Drilling down into the data.
Oct 4, 2017

What is a workflow checklist? ›

Workflow checklists enable you to complete tasks or processes in a set order achieving the perfect results every time. Automated Workflow. Automate repetitive tasks and business processes. Automations saves time and helps you focus on what matters.

How do you create a successful workflow? ›

Steps to Create a Workflow Online
  1. Identify your resources.
  2. List out the tasks that should be accomplished.
  3. Find out who is accountable for each step and assign roles.
  4. Create a workflow diagram to visualize the process.
  5. Test the workflow you created.
  6. Train your team on the new workflow.
  7. Deploy the new workflow.

What is a main workflow? ›

A workflow process is a series of tasks or activities carried out based on user-defined rules or conditions to achieve a business outcome. The process is typically linear and must be completed in parallel or sequentially.

What is the first step in workflow? ›

The Initial step in a workflow is always the first step by default. Across from the Initial step is where you define what the first step is in your workflow. You continue this process until you are done creating a relationship between all of your steps within your workflow.

What are the major workflow activities? ›

Task workflow activities include add work note, attachment note, catalog tasks, and create task activities. All these activities perform various tasks within the workflow. The workflow helps the users to automate these activities with an interaction.

What are workflow steps? ›

A workflow process is a set of steps or tasks that are followed to complete a specific process or job within an organization. It defines the sequence of activities, who is responsible for each task, and what tools or resources are required to complete it.

How do you write a workflow process? ›

How To Write a Workflow
  1. Define Current Resources and Processes. ...
  2. Outline Your Workflow Steps. ...
  3. Select an Easy-To-Use Online Workflow Tool. ...
  4. Design a Step by Step Workflow With the Tool. ...
  5. Test the New Business Workflow. ...
  6. Train Everyone To Use the New Workflow.

What is the difference between workflow and process flow? ›

Workflows are employed to complete tasks within a process, whereas process flow is applied to achieve an organizational objective. After reading this post, we hope you can comprehend the distinction between workflow and process flow and how the two terms are related.

What is workflow in a work plan? ›

A project management workflow is a carefully planned sequence of the tasks and activities you need to do to complete a specific project. Having a clear order of tasks in a project management workflow helps projects get done more efficiently and effectively. They save time, improve results, and increase collaboration.

How do you manage team workflow? ›

How to manage team workflow effectively
  1. Organize your workflow. ...
  2. Create a task list. ...
  3. Assign roles. ...
  4. Design a diagram for your workflow. ...
  5. Conduct a test run. ...
  6. Train your team members. ...
  7. Implement the workflow.
Jun 24, 2022

What is the difference between workflow and Microsoft flow? ›

Microsoft Flow application can be used within any Office 365 and can integrate easily with third-party applications. But Dynamics 365 Workflows are tied to the Dynamics CRM platform and are thus usable within CRM applications only. Dynamics Workflows can be configured to enable automation within the Dynamics 365 CRM.

Is there a workflow app? ›

Workflow applications help business owners to automate their mundane business processes. Workflow apps will break a workflow down into a set of data needed to complete the process, and a path for the data to follow. The workflow application will use a form to collect data at different points in the process.

What is workflow modeling software? ›

A workflow model is a visual representation of a workflow. It gives you a high-level view of each step from start to finish, allowing you to identify areas of improvement. A workflow model enables your team to follow each step and ensure they're not missing anything important.

How can I make my workflow easier? ›

10 ways to improve workflow
  1. Review your current workflow.
  2. Find bottlenecks and fix them.
  3. Lean on automation systems.
  4. Throw some collaboration tools into the mix.
  5. Get better at communicating.
  6. Train your team the right way.
  7. Get organized.
  8. Be specific with your tasks and assignments.
Jan 24, 2022

Does Google have a workflow tool? ›

Combine Google Cloud services and APIs to build reliable applications, process automation, and data and machine learning pipelines. New customers get $300 in free credits to spend on Workflows. All customers get 5,000 steps and 2,000 external API calls per month, not charged against your credits.

What is SAP workflow management? ›

SAP Workflow Management allows you to digitize workflows, manage decisions, gain end-to-end process visibility, and configure processes in a low-code approach. It allows users to build, run, and manage workflows. It allows users to digitize and automate decision making.

What is Microsoft flow called? ›

Microsoft Power Automate, formerly called Microsoft Flow, is cloud-based software that allows employees to create and automate workflows and tasks across multiple applications and services without help from developers. Automated workflows are called flows.

Does Excel have workflow? ›

We refer to Excel workflow as a workflow that is carried out using Excel spreadsheets and forms, for example to collect data, to document work results or to make computations.

Can you create workflows in Office 365? ›

To create a workflow from a workflow template

icon, enter Workflows, then choose the related link. Choose the New Workflow from Template action. The Workflow Templates page opens. Select a workflow template, then choose OK.

Can you create a workflow in Word? ›

From the Insert tab within the Ribbon, select a flowchart shape from the dropdown gallery. You can then click and drag it to the size you want on the page to place it. Continue to add shapes and lines to complete your flowchart.

What is replacing Microsoft Flow? ›

What replaced Microsoft Flow? Microsoft rebranded Flow to 'Power Automate', but it is the same platform with some advanced tools.

What replaced Microsoft Flow? ›

The key thing to know is that Microsoft's automation tool was known as Flow until November 2019, when it was rebranded to Microsoft Power Automate.

Is Microsoft Flow free? ›

This plan includes access to Microsoft Flow for free. You will need a work or student email to sign up – personal email addresses such as Gmail accounts will be rejected. Additionally, you'll be limited to 750 flow runs per month and 2GB of file storage.

What are the different types of workflow models? ›

There are three workflow models: sequential, state-machine, and rules-driven workflows. An understanding of each will help you decide which one best suits your business processes.

What are the components of workflow management? ›

Workflow Process Components Overview
  • Activity– Represents a single, logical step in the process.
  • Action– Defines how an activity is accomplished. ...
  • Transition– Defines the movement from one activity to the next.
  • Split– Defines the movement from a single activity to more than one activity.

How do I make my workflow more efficient? ›

Workflow Efficiency Tips
  1. Analyze Your Current Processes. ...
  2. Prioritize Projects Based on Importance. ...
  3. Implement Proper Training. ...
  4. Organize Efficiently. ...
  5. Schedule People to Specific Tasks. ...
  6. Minimize Unnecessary Interruptions. ...
  7. Optimize Communications. ...
  8. Put Effective Budgets in Place.
Feb 16, 2023

What is an example of a workflow? ›

Examples of workflows include leave request management, reimbursement management, employee onboarding, etc.

What is a workflow diagram? ›

A workflow diagram (also known as a workflow) provides a graphic overview of the business process. Using standardized symbols and shapes, the workflow shows step by step how your work is completed from start to finish. It also shows who is responsible for work at what point in the process.

How do I create a workflow system? ›

Steps to Create a Workflow Online
  1. Identify your resources.
  2. List out the tasks that should be accomplished.
  3. Find out who is accountable for each step and assign roles.
  4. Create a workflow diagram to visualize the process.
  5. Test the workflow you created.
  6. Train your team on the new workflow.
  7. Deploy the new workflow.

What is smart workflow? ›

Smart Workflow is a prepackaged solution that is configured to meet specific routing and rules needs, even when business requirements change. Smart Workflow utilizes a user-friendly approver wizard, which allows ad-hoc approvers in the approval cycle.


1. ProofHub - How ProofHub Works
2. Workflows and boards in ProofHub
3. ProofHub’s All-New Widgets And Agenda
4. Getting Started with Projects in ProofHub
5. New in ProofHub - May 2022
6. Proofhub Project Management Review


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