A sheet with pies and charts. The title says top 11 workflow management software

Top 11 Workflow Management Software to Optimize Your Business in 2020

We lose 2.5 hours of our workday writing and reading emails, while data entry consumes more than 13 hours a week!

How about we use this time on what really matters – getting work done?

That’s where quality workflow management software comes handy.

Sounds great, right?

But what is the best workflow software? There are so many applications out there and so many contradicting opinions. 

I decided to rely on real data and testing, so I took my time and put a significant amount of effort into creating these unbiased, data-driven reviews that will help you choose the perfect solution for your business. 

I compiled a list of the top software solutions that shall make your team more productive. On top of that, you’ll save money in the process.

So, let’s put an end to all repetitive mind-numbing tasks and get things done the right way.

#1 Creatio (formerly bpm’online) Review

Rating: 9.7/10

Creatio logo

Creatio Pros and Cons



Free account

Suitable for medium and large businesses


Not the best fit for small businesses

Occasional bugs

Creatio free trial

You can use Creatio studio for free with an unlimited number of users. Also, if you want to check out the software’s advanced capabilities, you can sign up for a free 14-day trial of the enterprise version. 

Mobile app: Yes, both for Android and iOS.

Creatio overview

Creatio studio is a powerful workflow management tool that comes with many handy features to help you organize and manage your business operations. Although it’s largely known as a CRM platform, the company’s ”studio” software is one of the best workflow software on the market.

It allows you to design and manage your business processes, automate workflows, and analyze process execution metrics. Additionally, you can manage your company’s structure – from employees’ information to contacts and accounts data management. 

In a nutshell, Creatio offers a robust system that can make the life of every employee or manager in a mid-sized or large organization easier. Companies like Bayer, Adidas, Heinz, and OTP Bank trust this software to streamline their processes. 

Ease of use

It can take some time and study to set up processes, but the software’s drag and drop interface helps you along the way. 

A screenshot of bpm'online's interface

Creatio features

The app lets you structure your processes via a drag and drop designer. It’s a workflow diagram software that allows you to create and automate various operations. What’s remarkable about Creatio is its scalability. You can create simple tasks or complicated processes with many variables and rules.

There’s also a “process library” that offers fully customizable out-of-the-box templates. That way you can create workflows that suit your company’s specific needs. 

Additionally, you can monitor and analyze different process steps for better insight into your operations. The software’s analytic functions allow you to quickly identify and eliminate bottlenecks and keep track of various metrics. 

On top of all that, you can download Creatio’s mobile app for Android and iOS. The apps, like the software’s cloud version, are fully customizable and provide a mobile workplace no matter where you are. And unlike other workflow management tools, Creatio’s mobile app doesn’t have limited functionality. 

Creatio integrations

You can integrate Creatio studio with 40+ apps via connectors. The workflow management software syncs with Zapier, Salesforce, Netsuite, and others. Unfortunately, not all the connectors are free. Still, there are free trials for the paid ones.

Additionally, you can download many add-ons that can boost the software’s capabilities. You can add a Kanban or a Gantt chart view, tools for calculating metrics, Excel reports builder, and many more. 

This is one of Creatio studio’s superpowers that makes it one of the best workflow software in the market – you can fully customize it to meet your specific business needs. And what could be better than that?

Creatio automations

Creatio studio is a workflow diagram software that allows you to create various processes and automate them. The drag and drop interface is ridiculously easy to use, and modeling process flows requires moderate skills and a bit of time for beginners. Still, once you get used to the software, you’ll be creating workflows before you know it. 

By using the company’s BPM (business process management) tools, you can automate nearly every activity that requires time but not much brain usage. For example, you can create a task that, upon completion, starts another process, notifies employees, and assigns them to a new one so they don’t stay idle. 

All in all, automating workflows is yet another of Creatio’s strong sides. 

On top of that, there are many add-ons and templates you can use to optimize your company’s operations. Processes like employee onboarding, recruitment, and employee transfers can follow the built-in templates. As I mentioned before, you can customize them to fit your needs. 

Also, you can create your business processes from scratch. You can set up tasks, set their parameters, create various workflow rules, send push notifications, and much more. 

A screenshot of a process with many variables, created in bpm'online

Creatio reporting 

The software allows for some report generation, but you’ll find its analytics superpowers in the various dashboards. You can customize the latter to include different key metrics, and you’ll have a visual data analysis. So, you’ll be able to assess your company’s productivity and check your employees’ KPIs. 

Furthermore, you can create additional dashboards to get an overview of various performance metrics.


The Creatio website offers an academy where you can learn the ins and outs of the workflow management software and even get a certificate. There is also a community section where you can ask questions and get answers from other users.  

If you need to reach out to support, you can use the live chat function for basic questions or contact the reps via email or phone for more significant issues. 


The company offers three support plans.

The basic one is free for subscribers and offers customer support Mon-Fri 8 am-6 pm, EST.

The business one costs at least an extra 10% (at least $700) on top of your yearly subscription. That way you can get support Mon-Sun 8 am-6 pm, EST.

Also, you can opt for a premium one. It costs 15% extra (at least $14,000) and you can get help 24/7.

My personal experience with Creatio’s support team was excellent. Sure, email support is a bit slow, but the reps are extremely helpful. 

Furthermore, the overall user opinion is that the company offers stellar customer support service.

Creatio pricing

Besides the free plan, you can buy the Creatio studio enterprise edition for $25 per user per month. It includes workflow automation, process designer and manager, and analytics tools. 

And since Creatio is first and foremost a CRM platform, you get a tailored price for each product of the CRM bundle. You can calculate the cost yourself, depending on your needs, which is pretty neat. 


Creatio studio is one of the top workflow software money can buy. Also, it’s the best one you can get for free, for that matter. 

With its help, you can easily create and manage various processes, automate tasks, and analyze key metrics at a glance. 

Try Creatio Now

#2 Monday.com Review

Rating: 9.4/10

Monday.com's logoMonday.com Pros and Cons


Easy to use





Complicated to set up

Not perfect for large businesses

Pricy for growing companies

Monday.com free trial

You can test Monday.com’s workflow software for free for 14 days. No credit card required.

Mobile app: Yes, both for Android and iOS.

Monday.com overview 

Monday.com is a robust workflow system that allows you to manage your team quickly and track your tasks’ progress. 

It comes with a fully customizable dashboard where you can see different metrics and get an overview of the workflows.

A screenshot of monday.com's dashboard

With Monday.com, you can create boards (called pulses), build tasks, and assign them. You can also include different forms – like deadlines, statuses, priority, location, and many more. This workflow management software allows for full customization, and you can add or remove columns to suit your needs. 

Some of the software’s more notable users are the Discovery Channel, Carlsberg, Wix, Philips, and MIT.

A screenshot of monday.com's interface

Ease of use

In a nutshell, Monday.com is somewhat hard to set up, but once it’s up and running, it’s easy to use. 

Monday.com features

One of the first things you’ll notice is that Monday.com is a workflow application that lets you easily customize the board. The interface is color-coded, and you can set your tasks’ priority, status, deadlines, and so on. Also, you can add and remove columns as well as change their settings and values. 

What’s even better, there are dozens of different columns to choose from, including a “location” one, which shows your tasks on a map. 

Although these customizations provide you with a better overall visual experience, if you are managing many projects, the board can become too crowded and somewhat hard to handle.

With Monday.com, you can track your projects’ timelines on a Gantt chart, which allows for easy editing of your tasks’ schedules. You can even track the workflow in a Kanban dashboard, which is so well-made that it ranked Monday.com among our best Kanban software picks. 

Additionally, you can invite your clients to see your tasks’ progress. That comes in handy when you have strict deadlines and the client needs to know how much work your team has accomplished. 

Furthermore, with Monday.com’s workflow software, you get an advanced search. You can find different tasks, updates, files, people, and tags in no time. The latter is a way of combining various projects under one label – if different tasks relate to one client, for example. 

Monday.com integrations

Out-of-the-box, Monday.com comes with 20+ integrations. You can sync your account with Twilio, Typeform, Mailchimp, Slack, Gmail, and more. And if you don’t see a third-party app that you need, you can request it. Monday.com’s devs prioritize their work based on user requests, and the best part is that the company’s roadmap is publicly available.  

A screenshot of monday.com's roadmap 

Anyways, integrating Monday.com to third-party apps is a breeze, and the synchronization is flawless.

A list of monday.com's integrations, including trello, Github, Slack, Asana, Shopify, and more.

Furthermore, you can use the monday.com API to export data or set triggers from various third-party apps. 

Monday.com automations

Automating workflows is one of the main reasons businesses start looking for such software. 

Monday.com offers seven categories of automations, and they all work without a glitch. You can easily change the status of a task, and the software can reassign it to someone else, send a notification, extend the deadline, or move the item to another board. 

Additionally, you can create task dependencies, which comes in handy when you have projects that have to go through different levels. 

A screenshot of monday.com's automations center

Monday.com reporting

While Monday.com doesn’t offer out-of-the-box automated reports, you can view and analyze key metrics for your projects and team members. For example, you can see which sales rep makes the most sales, what country is your most profitable market, and others. That way, you can track not only your projects’ progress but also analyze each of your employee’s KPI. 


If you need help with any of the workflow tools or anything else, you can reach out to support via phone or email. Additionally, there are several video guides to walk you through the software’s key features and a help section where you can understand the ins and outs of Monday.com.

On top of that, there are daily webinars, hosted by the company’s experts. 

Anyways, customer service works 24/7, and my questions got their answers within minutes. The support team is friendly, competent, and even threw in additional information to satisfy my curiosity.  

Monday.com pricing

Monday.com’s workflow program is priced based on the number of users you need. There are nine billable options – from 2 to 200+ users. 

A screenshot of monday.com's pricing

The following prices are for a month-to-month subscription for 10 users. You can save 18% if you pay annually. 

  • Basic – $59 a month. This plan is limited only to the software’s basic features. You can’t access the workflow automation module, integrations, and quite frankly – any of the features that make Monday.com one of the best workflow software out there. Still, the intuitive and beautiful interface, along with other features, make thousands (I checked) of companies choose this plan. And that’s a great testament of Monday.com’s worth. 
  • Standard – $96 a month. This plan excludes some cool features, like time-tracking, custom tags, and chart view. Still, you get a workflow automation software that can integrate with third-party apps. Unfortunately, there’s a 250 actions limitation, which makes these features unsuitable for dynamic or big companies that manage many processes.  
  • Pro – $145 a month. If you want it all – you’ll have to sign up for this plan. It includes all of Monday.com’s features and allows for a whopping 25,000 actions per month. 

Additionally, If you need better security, 99.9% uptime SLA, advanced account permissions, and a customer success manager, you’ll have to contact the sales reps to get a quote for the Enterprise plan.  


Without a doubt, Monday.com is one of the best workflow management software for 2019. The easy to use, color-coded interface, combined with numerous automations and integrations, make it one of the most powerful solutions on the market. 

Additionally, it offers some handy features at a reasonable price. On top of that, the company provides stellar support. 

Try Monday.com Now

#3 Wrike Review

Rating: 9.3/10

Wrike logo

Wrike Pros and Cons


Free plan


Suitable for businesses of all sizes


Steep learning curve

Pricey for large teams

Slow sync with integrated apps

Wrike free trial

Wrike’s workflow management system offers a free account that supports up to five users. Additionally, you can get a 14-day free trial for any of the other plans. No credit card required.

Mobile app: Yes, both for Android and iOS.

Wrike overview

Wrike’s workflow management software is one of the well-known solutions in the industry. Even companies like Google, Hootsuite, Airbnb, and L’Oréal are using it. 

While Wrike is a cloud-based workflow management solution, it also has on-premise versions for PC and Mac. Additionally, there are native apps for both Android and iOS devices.

This workflow management tool allows you to view all your projects, their assignees, and timelines at a glance. Also, it comes with dozens of customizable templates. The software’s UI is well-arranged and represents a tree of folders and subfolders containing your projects. 

You can easily track your tasks’ progress, and the software offers different views –  Kanban board, table, list, and Gantt chart. Additionally, there’s a “My to-do” tab, where you can view and manage only your tasks.

On top of all that, Wrike comes with top-notch security, encryption, and 99.9% uptime. 

Ease of use

First-timers will find this workflow management software overwhelming. Still, once you get the hang of it, it’s relatively straightforward to use. 

A screenshot of Wrike's interface

Wrike features

Wrike is one of those workflow apps that gives you everything to manage your projects and teams. It allows you to create various tasks, assign your team members, set timelines, manage calendars, and get reports. 

Additionally, you can create dashboards and add various widgets to get an overview of your projects. This is especially helpful for managers dealing with many projects simultaneously because you can see each task’s progress at a glance. 

Also, you can review and plan your projects using Gantt charts, set milestones, and get real-time analysis for your tasks.

Moreover, there’s a built-in time-tracking module that helps you keep track of the time needed for each task. 

Wrike integrations

Since Wrike is one of the best workflow management software, naturally, you can sync your account with the most popular third-party apps. You can integrate Wrike with Salesforce, Github, Jira, Gmail, Outlook, Slack, Excel, LinkedIn, Dropbox, Marketo, and many others.

And if you need to integrate Wrike with any other app that’s not on their list, the company has easy-to-use APIs. That way, you can improve your Wrike experience by building upon the software. And the best part is, their APIs are available for each plan, even for the free one.

I didn’t experience any issues with the integrations I used, but some users complain of delayed syncing that slows down their workflows.

Wrike automations

With Wrike, you can automate several processes to improve the workflow process and save time. Assignees can get notifications via email or the Wrike inbox. You can also select different assignees based on a project’s status. For example, if you are creating a mobile app, the software can automatically assign the process to the devs team once you finish planning. 

Furthermore, creating task dependencies is incredibly easy, and you can use the Gantt charts to visualize better what tasks should precede others. 

A screenshot of Wrike's Gantt chart and task dependencies

Additionally, you can request different automation options. Once there are at least 60 users who want the same thing, Wrike’s team will review it, and chances are, they’ll develop it. 

Wrike reporting 

Wrike makes reporting a breeze. You can easily create reports of your tasks, their assignees, time spent, project status, and more. On top of that, you can build a custom report with various layouts. Also, you can export your reports to Excel. 


Although there’s a steep learning curve, you can get help anytime from the customer service reps.

Being one of the top workflow management software, Wrike offers all three support channels – live chat, phone, and email. Additionally, there are video tutorials, monthly webinars, community, and interactive training. 

My impressions of their support service are excellent. All of my questions received quick and detailed answers by friendly reps.  

Wrike pricing

Wrike offers six different plans:

  • Free – suitable for up to five users. You’ll gain access to the board view, along with some necessary integrations (cloud storage providers and Office 365), and 2GB storage. 
  • Professional – for teams of up to 15 members, and the price is $9.80 per user per month. It includes advanced integrations, shareable dashboards, and 5 GB storage. 
  • Business – suitable for companies with 5-200 users, and it costs $24.80 per user each month. This plan includes all the workflow management tools Wrike has to offer. 

There are three more plans that come at a custom price – Wrike for marketers, professional services, and enterprises. They offer tailored workspaces and industry-specific templates. 


Wrike gives you everything you need to manage your projects and teams. If you want to create an automated workflow, view reports, customize dashboards, set up a document workflow, and easily manage all of these – you can count on Wrike.

And the cherry on the cake is the software is backed up by competent support reps and top-notch security. 

Try Wrike Now

#4 Process Street Review 

Rating: 9.1/10

Process Street logo

Process Street Pros and Cons 


Free plan

Easy to use

Mind-blowing number of templates


Occasional glitches

Limited reporting

Not suitable for enterprises

Process Street free trial 

You can test Process Street’s Business Pro plan for free for 14 days. At the end of the trial, you can either subscribe to a paid plan or stay on a free one. The latter supports up to five templates and five active checklists at a time.

Mobile app: No.

Process Street overview

Process Street is a workflow management system that allows you to create powerful checklists for your company’s processes. You can easily assign tasks to team members, set due dates, create recurring checklists, and lots more. 

Bear in mind that it’s exclusively an online workflow management solution, so there are no on-premise or mobile apps. 

At first sight, Process Street looks like a simple workflow software. Actually, it’s much more than that – it’s powerful yet easy-to-use software, and the names of its users are all the proof you need. Some of Process Street’s clients are Microsoft, Universal, GAP, and the American Red Cross. 

Ease of use

The best workflow tools don’t have to be complicated, and Process Street is proof of that. It’s easy to use, and unlike other workflow solutions there is little to no learning curve.

A screenshot of Process Street's interface

Process Street features

Beginners are bound to love Process Street because they can choose from hundreds of predefined templates. Moreover, you can customize each one to suit your specific company processes. 

A screenshot of Process Street's premade templates

The dashboard provides an overview of all your projects, and you can see who did what and when via the activity log. And although you can’t customize it, the board offers a clear view of each task’s progress.

A screenshot of Process Street's dashboard

Also, you can invite guests to see how your projects are going. This comes in handy when a client wants to check on your progress or suggest any changes. 

Moreover, Process Street is an easy-to-use document workflow software. It allows you to create documents quickly, set their dimensions, customize the font, and add pictures and videos. Additionally, you can easily set user permissions and export your documents to Word. 


Process street allows you to create stop tasks – the software will disable all following processes until the completion of the stop task. That way, you can break your checklists into stages and set task dependencies.

Process Street integrations

Process Street doesn’t offer any native integrations. Still, you can use Zapier to sync your account to more than 1,000+ third-party apps, like Salesforce, Slack, Asana, Dropbox, and many more. 

Additionally, you can automate processes with other apps. For instance, if you add a lead in Salesforce, Street Process can automatically create a new checklist.

Process Street offers an API that, at the time of writing, is in beta stage.

Process Street automations 

If you need software for workflow automations, you can count on Process Street. The app allows you to set dynamic due dates by applying different rules. For example, you can set a deadline for a task that is five days after the completion of a prerequisite.

Naturally, the software can send email notifications whenever you assign a task to a team member or when a project is due for completion. 

One of Process Street’s coolest features is the “conditional logic.” It’s a simple tool that can help you create dynamic checklists based on if/then scenarios. Even though some users find it hard to use, it’s an incredibly helpful tool nonetheless.

Also, you can create trigger-based workflows. Process Street is a workflow management software that allows you to set various triggers, like task completion, for example. And, as mentioned earlier, you can use these triggers with any apps synced to your account. 

On top of that, you can easily manage your recurring and scheduled processes, like machine maintenance or monthly reporting.

Process Street reporting

In a nutshell, Process Street won’t impress you with its reporting options. There isn’t a reporting module, and all you can see is an overview of your checklists’ progress. Still, you can use third-party apps to generate reports. 


The company offers monthly webinars, a blog, and a help section (knowledge base). You can also schedule a call with tech support, use live chat, send an email, or chat with the reps on Facebook. The customer service reps work Mon-Fri 5 am – 8 pm EST.

Additionally, the company has a YouTube channel where you can find many how-to videos and webinars. 

Overall, I’m pleased with their customer support. Still, you’ll have to wait for some time for a response. 

Process Street pricing

In addition to the free plan, Process Street offers three pricing options:

  • Business – $15 per user per month. It includes unlimited checklists and templates, as well as reporting and process documentation.
  • Business Pro – $30 per user per month. In addition to the features of the “business” plan, you get access to the conditional logic, role assignment, enforced order, and the dynamic due dates features. 
  • Enterprise – custom price. This plan includes personalized onboarding, training, and integration assistance. Additionally, you get premium support and API access.


Typically, any workflow management software comes with a learning curve. Luckily, Process Street is the exception to the rule. Its easy to use, simple, yet powerful features make it an excellent app for small and mid-sized businesses. 

There are some drawbacks, though, like the lack of proper reporting functions. Still, the software’s automation workflow tools, combined with an affordable price, make Process Street one of the best workflow management software out there. 

Try Process Street Now

#5 ProWorkflow Review 

Rating: 8.7/10

ProWorkflow logo

ProWorkflow Pros and Cons


Great reporting module

Great for SMEs


Limited automations

Not the best fit for larger companies

Limited customizations

ProWorkflow free trial

ProWorkflow offers a 14-day trial. No credit card required. 

Mobile app: No.

ProWorkflow overview

When you are on the market for the best workflow management software, there are some must-have features you should look for. And ProWorkflow covers most of them. 

With this workflow software, you’ll get a project and tasks manager, a time-tracking module, and a simple CRM platform. 

ProWorkflow allows you to create tasks, assign employees, and set due dates with a few clicks. And although it lacks some out-of-the-box automations, it’s still one of the best workflow software on the market. 

It offers a beautiful and practical dashboard, timesheets, calendars, and much more. 

Ease of use

In terms of usability, ProWorkflow is one of the best workflow software on the market. If you’ve ever used software of any kind, you’ll find the UI more than intuitive. Everything is neat, and you can access whatever you need with a single click. 

A screenshot of ProWorkflow's interface

ProWorkflow features

ProWorkflow covers all the basics and then some. You can view your projects and manage your tasks via a centralized platform. What’s more, you can manage your contacts and resources. 

This workflow management software allows you to use various templates to manage processes, and you can review your projects via the timeline feature.

On top of that, you get a built-in communication system, file sharing, and a time-tracking module. Combine all of these with top-notch security, and you’ll get the recipe for the best workflow management software

One of the features I fell in love with is the software’s ability to show the staff’s availability and workload when assigning a new task. That way you can diminish the familiar manager’s mistake of overloading the employees, which naturally leads to burnout. I’m aware that many multinational enterprises wouldn’t think much of it, but for a small business workflow software, this feature comes in handy. 

ProWorkflow integrations

If you need an accounting workflow software, you’ll be happy to know that you can sync ProWorkflow with QuickBooks, Xero, Kashflow, Freshbooks, and MYOB AccountRight. 

Additionally, you can integrate all the major cloud storage providers, like Box, Dropbox, Google Drive, and Microsoft OneDrive. For automation integrations, you’ll have to use Zapier. 

On top of that, you can build your own integrations, apps, and reports by using the ProWorkflow API. The company even created its mobile app by using it.

ProWorkflow automations

Although ProWorkflow is one of the best workflow management software, automating workflows isn’t one of its strong sides. 

Out-of-the-box, the software provides only automatic notifications. For anything else, you’ll have to use Zapier. 

Although various zaps can help you automate some of your processes, if you need more than five a month that occur less than 100 times, you’ll have to pay extra for a Zapier account. 

ProWorkflow reporting

No matter if you are looking for a small business workflow software or an enterprise one, you are going to love the ProWorkflow’s reports module.

Out-of-the-box you’ll get 14 predefined reports – like staff performance, time summary, detailed project summary, and more. On top of that, you can generate custom reports. And you can export them as PDF or print them directly from the software.


ProWorkflow’s website offers all three support channels. You can use the live chat function, send an email, or contact the reps via the phone. 

Still, the software’s built-in help lags behind other workflow apps since it’s essentially a simple FAQ page that isn’t very helpful and doesn’t cover many topics. Luckily, the company has a YouTube channel that offers how-to videos and guides for the software. 

The company’s customer service is available 24/6 EST (they don’t work on Saturdays) The reps are helpful and friendly and provided me with excellent customer experience.

ProWorkflow pricing

ProWorkflow offers three pricing options. The following prices are for month-to-month payments. You can save 10% if you opt for annual billing. 

  • Solo – $10 per user a month. It allows you to work on up to 10 different projects and offers 5 GB of storage. 
  • Professional – $20 per user a month. You get unlimited projects and 25 GB of storage. 
  • Advanced – $30 per user a month. This plan offers unlimited projects and 50 GB of file storage. You can also create custom fields and forms. Also, you’ll get access to several editors and project templates. 

Additionally, you can add the invoices and quotes plugins for $10 a month each. 


ProWorkflow isn’t an excellent choice only for SMEs, as you can opt for “enterprise pricing.” The company offers custom-made solutions for larger companies. They cost extra, but you’ll get a tailored workflow system that will suit your organization’s specific needs. 

The ProWorkflow website provides a unique tool for those who want to calculate the software’s return on investment. There’s a convenient ROI calculator that will show you exactly how much you are going to save by purchasing this workflow management software


All in all, ProWorkflow is one of the best workflow management software for SMEs on the market. Its ease of use, intuitive UI, and powerful reporting module, make PWS one of our top competitors. 

Still, the software isn’t perfect, and if you run an enterprise or manage a lot of processes, this workflow software may not be the best fit for your company. 

Try ProWorkflow Now

#6 Pipefy Review

Rating: 8.6/10

Pipefy logo

Pipefy Pros and Cons



Free plan

Easy to use


Crowded interface when managing many processes

No Gantt chart view

Pipefy free trial

You can use Pipefy’s workflow management software for free, with some limitations. The free account supports up to five users. 

Mobile app: Yes, both for Android and iOS.

Pipefy overview

If you want to use one of the best workflow software without being dependent on your IT team, Pipefy is one of your best bets. It’s a cloud-based solution that lets you create cards (tasks) easily, track each project’s progress, and take advantage of several great features. 

Companies like Volvo, IBM, and USTGlobal use Pipefly to manage their processes without any hassle. 

What’s great about Pipefy is that you can easily customize everything. You can use and edit various templates – from customer onboarding to product management. 

This workflow management software uses a Kanban board to show a project’s different phases. You can customize each task and add various fields (like currency, document ID, and others). There are only the Kanban and List views, so things can get crowded if you manage lots of processes. Still, you can use several filters to configure the dashboard in a way that will work for you. 

However, if you are managing different projects with specific timelines, you’ll probably need software that offers a Gantt chart view, since neither the Kanban board nor the list view is the best layout for such processes.  

Anyways, the software has a database tab where you can keep various databases, like your employees’ information, contacts, etc. You can use this information later on, when you need to connect it to a specific process, instead of manually inputting the data. 

Ease of use

Although the initial set up takes some time, using Pipefy is easy. Its UI is intuitive and suitable for beginners, as well as for experienced employees and managers. There is a learning curve, but compared to other business process management tools, it’s relatively easy to get the hang of Pipefy. 

A screenshot of Pipefy's interface

Pipefy features

Pipefy is an easy-to-use yet robust business workflow software. It comes with all the necessary features to ease and automate your company’s operations. 

Creating pipes and cards is a breeze, and you can use the various pre-defined processes and email templates. Also, you can use an impressive number of forms to add the information you need to a specific task.


One of Pipefy’s handy features is that you can share different forms to people who don’t use the software. For example, if your sales reps are using Pipefy, they can share a lead form with marketing and get the information they need. 

This makes Pipefy a project workflow software that’s available across departments, without the need for accounts for every employee. And you can easily manage the access levels of the employees who have one.

A screenshot of Pipefy's permission options

Also, this workflow management software allows you to generate fully customizable PDF files, and it automatically fills in the data via dynamic fields. That way, you can easily create invoices or new proposals. And the best part is, the PDF automatically updates the information when you change any of the data. 

Additionally, you can send and receive emails from and to a specific card. This allows you to keep track of all your correspondence regarding a particular task in one place. 

Pipefy integrations

This workflow software does have some native integrations, like Slack, GitHub, GitLab, BitBucket, Appear.in, and Google Hangouts. If you need any other third-party apps, the company offers an open API. Additionally, you can use Zapier to sync your account with any software that is available on the platform. 

Pipefy automations

Automating workflows is relatively easy with Pipefy. You can create different automations based on seven triggers. For example, when you create a card, you can add conditions and choose an action, like moving the parent card to a new phase. Naturally, you can automate all recurring processes, like paying bills, or set reminders for various projects. 


Although most work management systems send emails whenever you create a new task (card), Pipefy can create dynamic emails (like the PDF feature). By using different fields, you can add your employee’s name and other information without inputting it manually, which saves time. 

Also, you can create cards via email. That’s great for companies that have many emails because the software can automatically create different tasks. 

Pipefy reporting

Pipefy has an outstanding reporting module. You can track and analyze all the data that’s inside the software – like time spent on different tasks, assignees, progress, deal values, etc. Reports are also customizable – you can add or remove fields, and you can use various filters according to your needs. Pipefy immensely eases the project workflow management and lets you focus on the key areas that need improvement. 

A screenshot of Pipefy's productivity report


Pipefy has a help center, where you can find information about the software’s features, tutorials, videos, FAQ, and more. Additionally, Pipefy’s experts host weekly webinars. 

You can reach out to support via live chat or by sending a ticket. You can even request a demo where a Pipefy rep will guide you through the software’s features and answer your questions. 

Overall I’m happy with Pipefy’s customer service. And judging by user-written reviews, the same applies to the majority of Pipefy’s clients. 

Pipefy pricing

In addition to the free plan, Pipefy offers three paid ones. The following prices are for month-to-month payments. You can save 20% if you pay annually. 

  • Professional – $12 per user a month. With this plan, you get five automation rules, reports and data filters, and SLA control. 
  • Business – $22 per user monthly. In addition to the features from the Professional plan, you can use 15 automation rules, admin controls, role assignments, field conditionals, API access, and private pipes. 
  • Enterprise – contact the company for pricing. If you opt for this plan, you’ll get a custom number of automations, 2FA, a customer success manager, and more.


Overall, Pipefy is among the best workflow management software out there. Its ease of use, multiple automations, and the ability to customize almost everything make Pipefy an excellent solution for most businesses. 

And all of this comes with an affordable price tag.

Try Pipefy Now

#7 Hive Review

Rating: 8.5/10

Hive logo

Hive Pros and Cons


Easy to use

Built-in chat and email

Suitable for businesses of all sizes

Multiple layouts


Crowded interface

Limited customizations

Limited automations

Hive free trial

You can test Hive’s workflow software for free for 14 days. No credit card required. Additionally, if you need more time, you can contact the reps to extend your trial.

Mobile app: Yes, both for Android and iOS.

Hive overview

Hive is one of the best workflow software and collaboration tools on the market. It’s a cloud-based project management platform that offers on-premise versions for both PC and Mac, as well as mobile apps for Android and iOS.

It allows you to create various tasks, assign team members, set due dates, and add tags to specific processes. Additionally, it’s a great solution if you want to keep all team communications in a centralized system. It has a built-in chat, and you can sync the software with your Gmail or Outlook email accounts. 

Clients like Starbucks, IBM, Uber, and Harvard University trust Hive to manage their workflows, and now you’ll see why.

Ease of use

The software is easy to use, although some users find the UI too visual and uncomfortable. It does get crowded and too colorful when you manage several tasks. Still, the software allows you to manage your workflows easily. 

Hive's interface

Hive features

Let’s start with one of the features I loved, and one most of you probably will, too – the layouts. This workflow management software allows you to choose between six layouts, including a Gantt chart and a Kanban view. You can easily change the design and select the one that best fits your needs. 

Hive's Gantt chart view

Also, this workflow management software offers various templates to ease the workflow. They include processes like new employees onboarding, content production, and PR campaigns, and you can customize them to suit your needs. That way, you can easily set up recurring tasks and processes to save time. 


Creating tasks is a breeze with Hive. You can assign team members, attach files, create sub-actions, set dependencies, and comment on each task (which Hive calls action cards). Additionally, you can easily view the cards assigned to you in “My action list.”

On top of that, Hive comes with a “Proofing & Approvals” module that simplifies feedback loops and approval cycles. Keep in mind that’s an additional feature that will cost you extra. 

One of the other helpful add-ons is time-tracking. It helps you estimate and track the time your team members spend on various projects. That way, you can allocate your resources better and be more efficient at project planning.

Hive integrations

Hive comes with out-of-the-box integrations with SalesForce, Zoom, Slack, Google Drive, Box, and DropBox. And as with the majority of business workflow software on this list, you can use Zapier to sync Hive with any other apps. 

Also, you can integrate Hive with your email and keep track of your correspondences in a centralized platform. 

Additionally, Hive offers an API that is still in beta stage. You can use it to develop integrations, create automated messages, or generate templates.

Hive automations

At the time of writing, Hive offers five automations. You can move an action card to a different project, change an action’s assignee, add labels, apply an action template, and add a new sub-action. Once created, the workflow application allows you to execute these automations with one click. 

Hive reporting

Hive offers quite a tool in terms of analytics and reports. It’s called  Hive Analytics, and it uses the existing data and machine learning to analyze your team’s efficiency. 

This feature also allows you to generate and export reports. If you opt for the custom analytics add-on, you can create custom analytics dashboards. That way, you can get an overview of your team’s productivity, average task completion times, overdue projects, etc. 

What I liked most about Hive Analytics is that the workflow system sends you real-time notifications to alert you if your team is underutilized or overtasked. 


You can reach out to customer service reps via the website’s live chat or email. There’s no phone support, though. 

The support team is polite and helpful, and judging by other users’ reviews, customer service is one of the workflow application’s strong suits. 

Hive pricing

In terms of pricing, Hive keeps it simple. There’s only one plan, which costs $12 per user a month if you decide to pay annually. For month-to-month payments, the price is $16 per user

Add-ons are what can make this workflow management software expensive. The following prices are per user, per month.

  • If you need custom analytics tools, this will cost you an additional $6.
  • The time management module costs $8
  • The proofing and approvals add-on is $3.
  • If you want to invite clients, contractors, or freelancers, it will cost you $3.
  • And for improved security, you’ll have to pay an extra $6 for each user every month. 

If you want to purchase all of the add-ons and you have a team with more than 20 users, you’ll get a custom price. 


All in all, Hive is one of the best workflow management software for teams of different sizes. Its ease of use, various layouts, analytics functions, and excellent communication features turn this software into a unique solution for workflow management. 

Still, the add-ons can make it a bit too pricey compared to other workflow solutions on this list. 

Try Hive Now

#8 Nifty Review

Rating: 8.4/10

Nifty logo

Nifty Pros and Cons


Free account

Easy to use

Integrated chat and document generator

Gantt chart and Kanban view


Limited integrations

Limited automations

Basic analytics tools

Nifty free trial

You can use Nifty for free, as long as you manage up to two active projects and need fewer than three users. Otherwise, you can try out any of the paid plans for free for 14 days. No credit card required.  

Mobile app: Yes, both for Android and iOS.

Nifty overview

Nifty is a cloud-based workflow management software that can help you manage your company’s processes with ease. Also, it has on-premise versions for both PC and Mac and mobile apps for Android and iOS.

Some of Nifty’s well-known clients are Apple, Verizon, IBM, and L’Orèal.

This is relatively new software that has been on the market for less than two years. Ever since its launch, the app keeps evolving, as its devs update it with new features and integrations regularly. 

With Nifty, you can create, manage, and track your tasks, assign team members, and set deadlines. You get an overview of your projects via a Kanban board and track timelines in a Gantt chart. 

Ease of use

This workflow software offers an intuitive UI that is easy to understand and use for everyone. There’s little to no learning curve, and the app runs smoothly on all devices. As a bonus, there’s a light and dark theme.

A screenshot of Nifty's interface in dark mode

A screenshot of Nifty's interface in light mode

Nifty features

Although Nifty is still a baby compared to other workflow apps, it is an excellent tool for project and workflow management. 

First of all, Nifty offers different views to keep track of your projects better. When you set your milestones, you can easily create task dependencies in a Gantt chart. Additionally, there’s a ”swimlane” layout, where you can see the progress of each milestone and the remaining tasks. Finally, Nifty offers a “Master Overview” that visualizes all your company’s projects. 

Nifty’s workflow application arranges the tasks in a Kanban board, which allows for easier management. Still, if you want a more detailed view, you can switch to the list layout. Also, you can add custom tags to your tasks to manage various projects efficiently. 

But it gets better.

One of Nifty’s most significant pros is its ease of use. Creating processes is a breeze, and there are various templates you can use and modify. Also, once you create a process, you can make a template out of it, and use it whenever you need it again. This comes in handy if you have seasonal campaigns, for example.

Furthermore, there are a few cool features that make Nifty one of the best workflow management software out there. 

One of them is the “discussions” module. It’s a built-in chat system that reminds me of Slack. One of its fresh and handy features is the ability to create tasks within the chat. Now, you can do the same with Hive, but I found Nifty’s chat function more appealing.

Anyways, this feature can help close the gap between conversation and action. Moreover, you can save money if you decide to use Nifty’s chat function instead of paying for another PM app. 

Also, Nifty offers a document module. It helps you keep contracts, guidelines for different tasks, or any other documents. You can use the built-in document generator or create one via Google Docs. 

Naturally, this nifty workflow program provides a file depository, where you can store your project-related images, videos, etc. 

Nifty integrations

Now, this is where Nifty lags behind the competition. Although the company is doing its best to create a one-in-all app, its workflow management software offers a few native integrations. At the time of writing, the only built-in integrations are Dropbox, Google Docs, Sheets, and Presentations.

Additionally, the software has some native import integrations. Should you decide to use Nifty, you can migrate and import your projects from Asana, Basecamp, or Trello without much effort. 


Since the company’s devs are continually working to improve the product, here’s what I managed to find out about future integrations. 

First, there will be a widespread Google integration that will allow seamless synchronization with all of Google’s products. 

Second, Slack, GitHub, and Salesforce are also on the “coming soon” list. 

Third, you’ll be able to migrate from Jira as well. 

Still, in the meantime, you’ll have to count on Zapier for integrating Nifty’s workflow management system with other apps. 

Nifty automations

Unfortunately, automating workflows isn’t what makes Nifty one of the best workflow software on the market. 

You can set task dependencies, automate task assignments, and get automated reminders.

And that’s it.

Still, you can play around with these to create an automated workflow, but it’s more of a hassle compared to other solutions on my list. 

If you need to create complicated workflows, if/then scenarios, or add various conditions and logic to different processes, Nifty isn’t the best choice for you.


But watch this space, as I’ll continue to keep an eye on the latest developments and update things accordingly.

Nifty reporting

Two options will allow Nifty’s users to analyze processes and team members. The first one is the “Projects Overview,” which displays the overall state of your projects and milestones. 

A screenshot of Nifty's project overview, which represents a Gantt chart.

The second one is the “Team Overview,” which is a dashboard that shows your team’s overall workflow. That way, you can see each member’s open and overdue projects. If you sign up for the premium account, you’ll be able to monitor the time each user spent on a specific task. 

All in all, Nifty gives you some insights into your projects and members’ KPI but lags behind the powerful reporting abilities of other workflow tools. Like Wrike and ProWorkflow, for example. 


The Nifty website has a live chat option, which is the fastest way to reach out to support.

Also, you can send an email if you need any assistance with the software.

On the downside, there is no phone support.

Customer service is available Mon-Fri, from 8 am to 6 pm EST.

Additionally, the reps offer limited support outside business hours. That means users will have to wait for an average of 2-3 hours to get a response. Still, my questions got answered in less than 10 minutes even on the weekend.

I found the reps extremely helpful, polite, friendly, and fast. Overall, talking to them was a very positive experience, and I received the help I needed. 

Nifty pricing

This workflow management software offers four pricing options. The prices below are for one user per month, paid annually. For monthly payments, the prices are about 20% higher.

  • Free – up to 3 users and 2 active projects. Each user gets 1 GB of storage. This plan provides all the core features of the software.
  • Standard – $8 per user. You can use it with unlimited team members on an unlimited number of projects. Each user gets 5 GB of storage. Additionally, you can set milestone dependencies and invite guests. 
  • Premium – $12 per user. In addition to the features in the standard plan, you get 15 GB of storage for each member. Moreover, you gain access to advanced features, like custom fields, time-tracking, reporting, and budget tracking. The latter is unavailable at the time of writing, but is “coming soon.” Also, you’ll get a dedicated success manager. 
  • Enterprise – custom price. With this plan, you’ll get everything from the premium one and gain access to Nifty’s open API.


All in all, Nifty has the potential to become the best workflow software on the market. There are some drawbacks at its current stage, but its team is developing all the necessary features to make it outshine the competitors. 

Still, even now, the app is among the best, and its name suits the software like a glove. It’s a nifty workflow management software that delivers what it promises. And last but not least, it comes with an affordable price tag.

Try Nifty Now

#9 Nintex Review

Rating: 8.3/10

Nintex logo

Nintex Pros and Cons


Suitable for all business sizes

Great for automating workflows

Can manage complicated processes


Learning curve


Nintex free trial

You can try the software for free for 30 days. No credit card required. 

Mobile app: Yes, both for Android and iOS.

Nintex overview

Nintex is a cloud-based workflow management software and is a well-known name in the industry. It helps businesses to automate many of their operations. 

As one of the industry’s finest, Nintex prides itself on the fact that some of the most recognizable brands in the world are among its clients. Companies like  Coca-Cola, Johnson & Johnson, McDonald’s, and Toyota use the software to streamline their workflows. 

Nintex is a workflow diagram software that comes with many features and powerful automation tools, which allows for smooth process tracking. 

Ease of use

Nintex isn’t the easiest-to-use workflow management software out there. There will be a learning curve for sure, and some basic coding skills will come in handy. Still, once you get used to it, it’s relatively easy to use. 

A screenshot of Nintex's interface

Nintex features

Nintex is an incredibly robust and feature-rich workflow management software

First of all, you can map your company’s processes and create your workflow structure. That way, you can align all your teams through a centralized platform. And FYI, companies with aligned marketing and sales teams are 67% more efficient at closing deals. 

With that said, let’s delve deeper and discover the powers of this workflow diagram software

Nintex allows you to create all kinds of workflows – from very basic to extremely complex processes that include several departments. On top of that, it’s quite easy to do so. Once you get used to the software, that is. 

Furthermore, you can gather information and track your workflows by setting beacons in the beginning and at the end of various processes. That comes in handy for reports and multiple metrics analysis. 


There are two more features that make Nintex one of the best workflow management software out there – DocGen and eSignature. The first one creates documents automatically – like contracts, invoices, or work orders. 

On top of that, you can automate document routing, which saves a lot of time and streamlines your company’s processes. And with eSignature, you can automate document signing, which is extremely convenient. So, if you need to automate your document workflow, Nintex is one of your best bets. 

All in all, Nintex streamlines your workflows and diminishes the chance of human error. That way you can focus on your company’s growth instead of wasting valuable time.

Nintex integrations

Out-of-the-box, you can integrate Nintex with Salesforce, Sharepoint, Adobe, Office365, Slack, and the major cloud storage services.

If you need any other third-party app that isn’t covered by the Nintex connectors, you can build your own integrations via the Xtensions framework. The latter allows you to create custom connectors by using Open APIs.

Nintex automations

Workflow automation is where you can see Nintex in all its glory. You can create various conditions and logics and apply them to your workflows. It can be as simple as sending an email once an employee completes a task, or it can involve different parallel processes that change stages, set recurring tasks, create new workflows, etc. 

What’s great about Nintex is that it’s scalable workflow diagram software. You can create simple processes, but as your company grows, Nintex will be able to support your workflows’ ever-growing complexity. 

Nintex reports

The Nintex workflow system allows you to generate detailed reports by using a Word template. By adding different placeholders to the document, Nintex automatically inserts the required data. Once you create the report, the software exports it as a PDF file. 

In a nutshell, Nintex allows you to generate a document for every aspect of your company’s processes. 


The Nintex website offers many resources that can help you improve your workflows. There are reports, help documentation, videos, webinars, and events. There’s also a Nintex university where you can become a certified Nintex expert.

Still, none of the above can compensate for the fact that you may experience some difficulties with Nintex support. There are two ways to reach the reps – via live chat or the Customer Central. Unfortunately, neither worked for me. 

The live chat is buggy. And by “buggy,” I mean it didn’t work. Like, at all.

A screenshot of Nintex's live chat displaying a message "cannot respond to this conversation"

The other way to reach out to support is via Nintex’s Customer Central, but you can’t access that if you are using the trial version.

Eventually, I managed to contact a rep via email, and the answers I received consisted of links to various help articles that didn’t include all the information I required. 

Overall, not the best customer experience. Judging by user reviews, that’s a common issue.

Nintex pricing

There are two pricing plans for Nintex’s workflow management system:

  • Standard Edition – pricing starts at under $850 a month for unlimited users and up to 10 workflows. With this plan, you get Nintex Forms, DocGen, free connectors, extensions, and standard support.
  • Enterprise Edition – pricing starts at under $1,250 a month. In addition to the standard plan, this one includes analytics tools, app studio, and premium support.

Also, you can request a quote for a plan based on your company’s size. 


Despite some drawbacks, Nintex is a powerful workflow management software that is suitable for all kinds of businesses. It lets you streamline your processes across various departments and offers some of the best automation features on the market. 

Overall, it’s a great solution that can support various complicated workflows that can suit most companies’ specific needs. Still, it’s not the easiest to use and the most affordable solution on the Web. Support can also be problematic.

Try Nintex Now

#10 Kissflow Review

Rating: 7.8/10

Kissflow logo

Kissflow Pros and Cons


Easy to use

A wide variety of templates

Good collaboration module

Great reporting and analytics tools


Not suitable for complex processes

Limited customizations

Occasional glitches

Not ideal for all types of businesses

Kissflow free trial

You can test Kissflow for free for 30 days after scheduling a demo. No credit card required. 

Mobile app: Yes, both for Android and iOS.

Kissflow overview

Kissflow is one of the oldest and well-known names in the industry. What the company offers with the new product is value stream mapping. Unlike the majority of other workflow tools on this list, Kissflow doesn’t focus on project breakdowns. 

Overall, Kissflow is a no-code workflow management software that’s easy to use and can help you automate some of the workflows. It’s a user-centric platform, meaning it empowers users to create, manage, and monitor tasks without the help of consultants.

It has four modules that aim to transform Kissflow into a one-in-all digital workspace. The software lets you efficiently manage processes, cases, and projects. Also, it offers a decent collaboration module to keep all work-related conversations into a centralized platform. 

Some of the workflow application’s most notable clients are companies like Pepsi, Sega, and Michelin. 

Ease of use

Although Kissflow’s UI is incredibly intuitive and easy to use, there will be a slight learning curve for first-time users. The software offers various features that will require some time for beginners to adjust and learn how to use. 

A screenshot of Kissflow's interface.

Kissflow features

With Kissflow, you can easily create flows and use fully customizable forms for every task. Additionally, you can set user permissions to give employees different access levels. However, you can’t set guest permissions because, at the time of writing, outside users can’t access the platform. 

Still, one of their reps told me this feature is in R&D right now. So, it will be available soon, and you’ll be able to invite clients to get an overview of their orders’ progress. 

In terms of collaboration, Kissflow offers a social media-like module, where you can post messages, comment on them, create polls, etc. This workflow application will have a built-in chat module, which is in development at the time of writing. 

Additionally, Kissflow offers a dataset, which is a collection of various data you can use for your workflows. For example, it could be a product catalog, customer database, or vendor list. That makes the workflow process easier to manage since you can find the information whenever you need it. 

On top of that, you can choose from 150+ predefined process templates, like bug tracking, web page creation, employee onboarding, etc.


Kissflow offers a Kanban layout to manage your cases, but there isn’t a Gantt chart to better visualize timelines. In fact, there are no timelines at all. But as I already mentioned, Kissflow deals with value stream mapping instead of typical project breakdowns. 

Kissflow integrations

In terms of integrations, Kissflow keeps it simple. You can configure APIs or use webhooks to connect your workflow management tool with third-party apps. You can create conditions and add logic to your integration, which allows you to automate some parts of the workflows.

Naturally, you can use Zapier to connect your Kissflow account with any other third-party apps. 

Kissflow automations

Although Kissflow has been on the market for more than half a decade, the company launched the workflow management software I tested just two months ago. That’s the reason why it lacks some of the automations you would typically expect.

For example, you can’t automate the assigning process. Still, the software offers 45+ predefined apps, that can (partly) automate some of your operations. Also, you can use the integrations mentioned above to handle recurring tasks, set triggers, and more. 

Kissflow reporting

Overall, Kissflow is one of the best workflow software on the market when it comes to reports and analytics. The software can generate various customizable reports and present them with different layouts. You can create a pie chart of your POs, for example.

Additionally, you can create a pivot table and include whatever information you require. And it comes with a heatmap for easier visualization.  

One of the cool features in development is Kissflow’s “Analytics” widget. It can show Kissflow users various types of information. For example, they can get visual insights into other processes, their performance, and more. 

A screenshot of Kissflow's reports module


You can reach out to Kissflow’s support team via live chat. If you can’t resolve the issue, the company’s customer service reps will initiate a phone call. 

All in all, I have mixed feelings about the support team. Some of the reps were polite and very helpful, while others were slow and inefficient. Also, judging by other users’ reviews, the customer service leaves room for improvement. 

Kissflow pricing

Kissflow’s workflow management software comes with three pricing options. The following prices are based on  annual payments. If you opt for month-to-month billing, the software will cost you at least an additional 20%. 

  • Small business – $149 a month. This plan allows you to manage teams with up to 30 users. Every additional user will cost you $7 a month. It provides access to the project and case management modules, as well as the reports feature.
  • Growing business – $390 a month. It’s suitable for teams with up to 100 users. Every additional one costs $10 a month. In addition to including all the features of the small business plan, this one allows you to manage your workflows and processes. Moreover, you gain access to the API, and you can have up to 1,000 requests a month.
  • Enterprise- starts at $1,000 a month. If you opt for this plan, you’ll gain access to everything Kissflow has to offer.

In terms of pricing, Kissflow is one of the best workflow software on the market. A simple equation shows that each user will cost you from $3.90 to $4.96 a month. Still, this pricing scheme is a double-edged sword, since it can make the software pricey for smaller teams. 


All in all, Kissflow is an excellent solution for businesses of different sizes and in various industries. It’s easy to use, offers different modules, and has a powerful built-in analytics tool. 

Still, it’s not the best solution if you manage complicated processes. Also, it’s not great for businesses that deal with many time-limited projects. 

Anyways, Kissflows’s pros outweigh its cons, thus ranking the app among my best workflow management software picks.  

Try Kissflow Now

#11 Backlog Review

Rating: 7.5/10

Backlog logo

Backlog Pros and Cons


Ease of use

Free account

Great value for money

Perfect for developers and simple project management


Not suitable for medium and large businesses

No Kanban view

Crowded dashboard when managing lots of tasks

Backlog free trial

You can try Backlog for free for 30 days. On top of the lengthy trial, the company offers a free account that supports one project and up to 10 users. 

Mobile app: Yes, both for Android and iOS.

Backlog overview 

Backlog is a project workflow software and a collaboration tool. It’s suitable mostly for developers and website admins, but it can also work great for sales, marketing, and design teams. Some of its notable clients include Omron, Softbank robotics, and Adobe.

It’s a cloud-based solution with 99.4% uptime for the last 12 months, and you can download its mobile app for both Android and iOS. 

With Backlog, you can easily improve your teams’ alignment and streamline your projects. It allows you to create various issues and sub-issues, assign team members, and set priorities and deadlines. The software allows for easy issue and bug tracking, task management, and it comes with a couple of great features that make it one of the best workflow software for developers and small businesses. 

Ease of use 

Backlog is ridiculously easy to use. If you have any idea of what workflow is, there won’t be any learning curve. The UI is intuitive, easy to use, and you can create and manage tasks in a few minutes.

A screenshot of Backlog's interface.

Backlog features 

Backlog’s workflow management software offers all the essential features a development team needs.

You can create wikis for your projects, and the software will notify your team members as soon as a new wiki appears or an old one is updated. 

Additionally, you can create custom fields to suit your projects’ needs. Moreover, there’s a task hierarchy, and you can quickly generate parent and sub-tasks. 

Two of Backlog’s best features are the Gantt and burndown charts. They allow you to get a quick overview of your tasks, milestones, due dates, and progress. 

Also, Backlog focuses on team collaboration. You get a notification when a teammate mentions you or whenever something needs your attention. Team members can share files, write comments, and invite clients to projects by assigning guest roles.

With that said, Backlog wouldn’t be one of the best workflow management software for developers if it didn’t allow for code collaboration. You can host your code in private SVN and Git repositories, and you can pull and merge requests. 

Backlog integrations

This workflow management software offers several native integrations – like Slack, Jenkins, Google sheets, Cacoo, and Typetalk. Additionally, you can seamlessly import data from Redmine and Jira, and sync your Backlog account with Git.

If you need any third-party apps, you can use Backlog’s API to create your own integrations.

Backlog automations 

While Backlog doesn’t offer any in-built automations, you can use Zapier to automate recurring tasks. For instance, you can create various zaps to send scheduled emails, Slack notifications, and others. 

Backlog reports 

This project management software offers two types of reports. You can see the tasks due today and those that are overdue. The software can email this data to your inbox, or you can export it as a CSV or Excel file. 

Additionally, you can see a weekly report of your activities for the previous week, and you can generate a file containing all issues raised in a project every week. 

Also, you can export the Gantt chart to an Excel file. 


The Backlog website offers a knowledge base and several tutorial videos. If you need help from a rep, you can contact the customer service via live chat, tickets, or Twitter. There is no phone support, though. The reps work Mon-Fri during SGT business hours only. 

Anyways, their support team is helpful, although I had to wait for 40+ minutes for the live chat rep to respond. Still, once she replied to the first message, all the following ones came within a minute or two.  

Backlog pricing

Unlike some other project management software, Backlog doesn’t charge you on a user basis. All the plans have fixed prices, and only the standard one limits you to 30 users. 

  • Free – $0 a month. This plan lets you work on one project with up to 10 users. Naturally, you get only the basic features.
  • Starter – $35 a month. It allows up to 30 users, 5 projects, and offers 1GB storage. You can create subtasks and set custom statuses. 
  • Standard – $100 a month. This plan lets you add unlimited users and work on up to 100 projects. Additionally, you get 30 GB of storage and gain access to the Gantt and Burndown charts and templates. 
  • Premium – $175 a month. In addition to everything in the Standard plan, you can manage unlimited projects and have 100 GB of storage space. Moreover, you can add custom fields.
  • Enterprise – custom price. In case you need a private server, additional support, and unlimited storage, you should opt for this plan.

You can try each of these plans for free for 30 days. 


Overall, Backlog is an excellent workflow management system for developers and small businesses. Although it has some drawbacks, like the lack of built-in automations, it has many benefits that make project management a breeze. On top of that, you can use it for free to manage simple projects.

Better still, Backlog comes at an attractive price. 

Try Backlog Now

And Backlog completes the list of the best of the best solutions out there. In case you are wondering how I managed to find and rate each one, keep reading.


A title saying: How did I compile the best workflow software list? A Macbook on a desk in the background.

Choosing the best workflow management software for 2019 isn’t an easy task. There are hundreds of solutions out there, and each one has its pros and cons. Still, it’s a challenging but not an impossible task. Here’s what I did to be able to present you with the best workflow software

  • I searched all over the Web to find the best workflow tools that can suit businesses of various sizes and industries. 
  • I compiled a list with more than 40 workflow apps
  • Then I read hundreds of user-written reviews to weed out the ones that had too many issues.
  • By doing this, I was able to shorten the list in half.
  • Then I tried to register accounts for the other 20.
  • I was unable to create an account for two of the apps, and their support didn’t reply in a week, so I removed them from the list.
  • That left 18 workflow apps.
  • Six of the apps didn’t offer a wide-enough spectrum of features, had too many bugs, or didn’t run smoothly enough, so I removed them as well. 
  • One additional app dropped from the list since I was unable to access my account for two days in a row, and their support team didn’t manage to fix the problem. Naturally, “it was the first time that has happened,” but I don’t want you or your business to be subject to such risks. 
  • Finally, I was confident I had found the top 11 workflow management software on the Web. 
  • After exhaustively testing each of their features, I wrote the reviews you just read. 
  • When I finished all of my reviews, I rated each software based on:
    • Ease of use
    • Features
    • Integrations
    • Automation
    • Reporting and analytics options
    • Support
    • Price
    • Other users’ experience
  • Once I double-checked everything, I was confident I’d made the best possible list of workflow management software out there. And here’s a curious fact – the top workflow tools come from five different continents – North and South America, Asia, Australia, and Europe. 

And that’s how I compiled the list of the best workflow management software money can buy in 2019. And if you have a small team, you can use some of them without paying a dime. How about that?

Now, let me show you what to consider when choosing the right workflow application for your team and business. 

Key Features of Workflow Management Software

A cup of coffe, a smartphone and a notepad with workflow management software's key features on a wooden table.

All workflow tools allow you to create processes with various tasks and assign them to team members. So, here are the key features you should focus on.


Automating workflows is what saves you time and money. The software of your choice should be able to assign tasks automatically, send notifications, and generate reports. And these options are the bare minimum.

If you are managing complex workflows, search for an app that can set various conditions and logic to the processes. Sure, these apps are more complicated, a bit harder to use, and often more expensive. That being said, they’ll pay off in the long run by saving time and securing higher ROI. 


Integrating your workflow management software with third-party apps is almost inevitable. That’s one of the features that make these apps so valuable. That way, you can manage all your workflows from a centralized location instead of jumping back and forth between different apps to synchronize each process manually.

Most workflow tools integrate with other apps via Zapier, which will cost you extra. With that said, any native integrations are a bonus. 

Drag and drop workflow designer

The drag and drop interface will enable even the uninitiated to create processes, assign tasks, and set various parameters to the workflow. It’s not a deal-breaker, but it will help you save time on the initial training. Moreover, it will improve the overall UX with the software.

Reporting abilities

The top workflow management software should give management and team members the ability to analyze the processes. That way, they can find where they are inefficient or if team members are underutilized or overburdened. Analyzing KPI reports can help you improve your team’s performance, thus your company’s.  

Deadline tracking

Setting timelines is crucial for businesses in this day and age. By seeing a clear overview and managing your teammates’ deadlines, you can run the processes more efficiently. That way, you can relocate resources where and when needed and provide your clients with exact time frames for their orders. 

Mobile access 

You can’t expect everyone, especially more flexible teams, to be in the office throughout the whole day. Being able to access your processes on the go is a must-have feature in 2019. The good news is that all work management systems on my list offer a mobile app, or you can access them via the cloud. 

Setting permissions 

You don’t want everyone to have access to everything. Especially when you invite your clients to see your progress. You’ll want to hide any difficulties and issues and instead show what will please your clients. 

Additionally, you’ll want to keep some of the information protected from some of your employees (like financial data and other sensitive information). The best workflow tools offer such feature for a reason. 

These are some of the features you should consider when choosing the right workflow software for your business

Now, let’s see some practical tips that can guide you in the decision-making process.

How to Choose the Best Workflow Software?

Title: How to choose the best workflow management software. There's an Apple display in the background displaying one sentence - Do more.

When you reach the point where you are ready to employ such a solution, these are the questions you should answer before choosing the best app.

#1 What do you need the software for?

There are so many solutions out there, that you can drown in an ocean of workflow tools. So, you might end up paying for an app that doesn’t entirely suit your needs or one you don’t take full advantage of. 

Most of the workflow app examples you saw above can get the job done at a reasonable price.

#2 Will your team be able to use the app efficiently?

Your team’s expertise and the complexity of your workflows should determine the app of choice. There are many robust low-code solutions, but if your team members feel uncomfortable with them, they’ll end up wasting time dealing with the software instead of actually working. 

Still, the opposite scenario applies as well. If you run a highly capable team with coding knowledge, you would like to take full advantage of that and go for software that can generate more flexible and complicated processes. Creating if/then scenarios, setting conditions and logic to your workflows can immensely improve them. 

In the list above you will find a suitable workflow management software for every scenario and team. 

#3 How much are you willing to pay for a workflow management system

My top picks offer various pricing schemes. It’s up to you to choose between per user payments or pre-made bundles. After all, both options have their pros and cons.

Keep in mind that the team you run today can grow exponentially. That can turn a cheap solution into quite an expensive piece of software in the future. Which leads us to the next question.

#4 Do you need a scalable solution?

Okay, you run a team of five members. Will the software be able to manage your workflows if you have 100 more employees by next year? 

Probably some of you raised your eyebrows at this question. Well, let me give you an example –  Microsoft’s headcount jumped from 40 to 182 employees in a single year, back in 1980. Who knows, you may be the next Bill Gates. 

In any event, scalability is something you shouldn’t neglect. The best workflow software should be able to help you manage all kinds of processes – from elementary to complicated ones with many variables. 

It’s best to choose such a solution right from the start because migrating from one system to another is a pain in the… neck. 

So, keep these tips in mind when you are choosing the app for your company. They’ll help you avoid a world of trouble in the long run.


Sometimes it seems to take forever to get things done. Setting up tasks, sending dozens of emails daily, and keeping track of all your company’s operations leaves little time to get the actual work done. 

Moreover, you and your team waste hundreds of hours doing routine tasks that have to be done but have little to no effect on improving the business. 

That’s why I compiled the list of the best workflow software. Not only will you save time and money by choosing any of these apps, but you’ll have the possibility to focus on your company’s growth. 

After all, every business needs to evolve and grow. That’s in its nature. And let’s face it – people, in general, always want more. 

So, to get “more,” you and your team have to focus on what’s really important. And this is where the workflow software comes in.

But don’t just take my word for it. Thousands of companies, including giants like Google, Apple, and IBM, use such software to improve their operations.

With that said, I bet you’ll find the right workflow management software for you and your team among my picks. 

I selected them carefully and with various industries in mind. So, whether you manage a startup or run an entire enterprise – you can find the right software for you in the list above. 

And if you have any workflow app ideas that didn’t make it on my list, share them in the comments below. 

Good luck, and I’ll see you next time. 




What is a workflow software? 

Well, since the workflow itself is a series of various tasks assigned to different users, workflow software is what takes care of creating and assigning these tasks. 

Additionally, it allows you to automate some of these processes and manage recurring tasks with one click. The possibilities are endless – from machine maintenance to checking for broken links on your website. 

So, what does a workflow management system do in simple words? It allows you to plan, execute, manage, and analyze your company’s operations.

What is the best workflow management software? 

After in-depth research and first-hand testing, these are the apps that will best suit your needs. 

  1. bpm’online
  2. Monday.com
  3. Wrike
  4. Process Street
  5. ProWorkflow
  6. Pipefy
  7. Hive
  8. Nifty
  9. Nintex
  10. Kissflow
  11. Backlog
How do you create a workflow system? 

It’s easy to create such a system by using any of my picks. You map out the process you wish to accomplish, organize the tasks that lead to its completion, and assign them to the right people.

Moreover, by using any of my top workflow management software picks, you can automate many of these processes, so you and your team can focus on the work itself. 

I've been a tech-addict all my life. I still remember the sound of a successful dial-up connection.
I started my writing career at a very young age for a gamers' magazine. I'm fascinated by each new technology, as a kid with a long-anticipated Christmas gift. My hunger for knowledge and child-like fascination with everything with wires or codes helps me cover a wide array of articles here, on Review42.com.
Whenever I'm not staring at a display I enjoy exploring new places.

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