Key takeaways
- Workflow automation software is becoming a game changer, making businesses function faster.
- You can automate approvals, alerts, and notifications to keep your team connected and get things done faster.
- The workflow automation platform lets you keep track of day-to-day tasks with powerful reporting features.
- These tools help protect your business data with encryption, access controls, and compliance support.
Staying productive is a universal challenge for businesses, be it startups, SMBs, or enterprises.
And workflow automation offers a powerful solution.
A recent study revealed that 90% of workers report a boost in productivity thanks to automation solutions, while 85% see better team collaboration.
Nearly 90% also trust these workflow automation tools to tackle tasks error-free and make quicker, more informed decisions.
We've explored and tested 15 top workflow automation tools to simplify your business processes, improve efficiency, and free up your team's time for what matters most.
Let's begin understanding what workflow automation software is.
What is a workflow automation software?
Workflow automation software is a tool that automates repetitive, manual tasks so businesses can operate more efficiently.
Instead of relying on people to complete mundane and repetitive actions (manual data entry, follow-up, task assignment, etc.), workflow automation systems take over.
It follows pre-defined rules to ensure that each task is handled at the right time, by the right person (or system), and in the correct order.
Here's how a workflow automation software functions:
- Every workflow begins with a trigger (like a form submission or a new deal in the CRM).
- This trigger sets off a chain of actions (like sending an email, updating CRM records, or creating a task).
- These actions, when linked together, form a workflow — a step-by-step process that runs automatically.
A survey revealed that almost two-thirds of CFOs consider task automation a top strategic priority.
The workflow automation tools are your "smart assistant" that works behind the scenes. It ensures that emails are sent on time, data is updated in CRMs, and team members are notified when their input is required — all without anyone lifting a finger.
Types of workflow automation technology
Workflow automation technology can be categorized into two major types:
1. Business Process Automation (BPA)
BPA focuses on automating workflows from start to finish, creating a seamless process that minimizes manual intervention and enhances consistency.
This is like setting your business processes on "auto-pilot" to handle complex, multi-step workflows efficiently.
Further, business automation workflow tools connect multiple tasks into a single automated flow.
For example, suppose a customer places an order on an eCommerce website. In that case, the BPA can automatically update inventory, send an order confirmation, and trigger shipping notifications—all in one streamlined process.
Key features:
- Multi-step workflows triggered automatically
- Task routing and approvals (e.g., employee onboarding)
- Centralized process monitoring for tracking progress
- Integration with various business tools
When it's used:
- HR: Automating onboarding and training schedules
- Sales: Managing to lead nurturing and follow-ups
- Marketing: Running email campaigns and webinar invites
- Finance: Processing invoices and approvals
2. Robotic Process Automation (RPA)
RPA targets specific, repetitive tasks by mimicking human actions, such as clicking buttons, entering data, or navigating systems.
Basically, RPA uses " software bots" that interact with systems and applications just like a human would. These bots follow step-by-step instructions (like a checklist) to complete tasks.
For example, an RPA bot can log into an accounting system, extract invoice details, and send a report—all without human input.
Key features:
- Rule-based task automation (e.g., "If this happens, do that")
- Data extraction from forms, PDFs, or screens
- Task-specific automation (e.g., copying and pasting)
- Cross-platform data handling (e.g., syncing Excel with a CRM)
When it's used:
- Accounting & finance: Automating payroll and generating reports
- Customer service: Managing ticket routing and chatbot responses
- HR: Updating employee records and validating data
- IT operations: Automating system alerts and password resets
There is a major difference between workflow automation tools. BPA handles entire workflows across departments, while RPA focuses on specific, repetitive tasks.
Let's move to the best workflow automation tools examples that businesses use.
15 Best workflow automation tools to save time and boost productivity
Dive into the top workflow automation software comparison to find the ideal tool that fits your business requirements:
| Tool | G2 rating | Best for | Pricing starts | Free trial |
| Salesmate | 4.6 | CRM workflow automation | $23/user/month | Yes |
| Asana | 4.4 | Project management and workflows | $6.29/user/month | Yes |
| Trello | 4.4 | Visual workflow management | $5/user/month | Yes |
| BIC Platform | 4.6 | Risk and compliance workflows | Custom pricing | No |
| Smartsheet | 4.4 | Cross-functional collaboration | $9/user/month | Yes |
| Celoxis | 4.5 | Resource allocation | $25/user/month | Yes |
| Relay.app | 4.9 | AI-powered workflow automation | $9/user/month | Yes |
| ServiceNow | 4.4 | IT service management | Custom pricing | No |
| Airtable | 4.6 | Customizable workflow management | $20/user/month | Yes |
| ClickUp | 4.7 | All-in-one work management | $7/user/month | Yes |
| Wrike | 4.2 | Agile project management | $9.80/user/month | Yes |
| Flokzu | 4.9 | Cloud-based workflow automation | $17/user/month | No |
| Jira | 4.3 | Agile workflows | $8.60/user/month | Yes |
| Make | 4.7 | Visual workflow automation | $9/month | Yes |
| Pipefy | 4.6 | Process automation | Contact for price | Yes |
Note: The pricing and ratings for these workflow automation tools are subject to change based on updates or modifications made by the software providers.
Let's begin learning about the workflow automation tools list one by one:
1. Salesmate - All-in-one workflow automation tool
Salesmate stands out among CRM workflow automation tools, letting you set your marketing, sales, and many business processes on automation.
The Smart Flows feature helps you create automated workflows to streamline marketing, sales, and support processes.
This enterprise workflow automation software lets you set up automated campaigns that nurture leads, send personalized emails, and engage with prospects at the right time.
With Smart Flows, you can design multichannel workflows that connect via email, text, or even WhatsApp. You can easily manage multiple sales pipeline stages by automating tasks like follow-ups, reminders, and deal updates.
Whether onboarding a new customer or triggering notifications based on specific criteria, you can configure rules that keep your operations seamless and efficient.
Key features that Salesmate 5000+ users love!
- Marketing automation: Nurture leads with automated campaigns, freeing time for strategic tasks.
- Sales automation tool: Schedule follow-ups, set reminders, and update deals automatically to keep your pipeline active.
- Sandly AI: It boosts productivity by scheduling calls/meetings, transcribing calls, and creating high-converting email templates.
- Contact management software: Enrich contact profiles automatically for personalized engagement.
- Multichannel communication: Salesmate CRM offers multichannel interactions via email, text, and WhatsApp for personalized engagement.
- Sales pipeline management software: Track your deals at every stage and prioritize high-value opportunities for faster conversions.
- Sales goals tracking: To ensure your teams stay motivated and on track with SMART goals and robust monitoring tools.
- Analytics: With custom reports and dashboards, access actionable insights to make informed decisions.
- Ticketing software: Helping customer support teams respond quickly, manage SLAs, and build trust.
- Mobile CRM: It ensures potential clients get a response even if you're away from your desk.
- Integration with 700+ business apps: Automate processes with tools like Slack, Zoom, and others.
Salesmate CRM is easy to use, saves time with automation, and delivers clear results. It's a great choice if you want to streamline your sales and marketing operations, increasing productivity.
See what users are saying:
| Pros | Cons |
| Multi-channel automation for email, text, WhatsApp | Advanced features have a learning curve |
| Strong integration with 700+ apps |
|
Pricing plans: Billed annually
- Basic Plan: $23 per user/month
- Pro Plan: $39 per user/month
- Business Plan: $63 per user/month
- Enterprise Plan: Custom pricing
Experience ultimate business growth with the best CRM!
Automate workflows, track deals, and close sales effortlessly with Salesmate.
2. Asana – Versatile project management software
Asana makes managing work easier and more impactful. Designed for teams of all sizes, it helps you organize, track, and manage tasks effortlessly.
With its user-friendly interface and seamless integrations, the platform keeps your projects moving smoothly, whether you're planning a campaign, launching a product, or managing company-wide goals.
Key features
- Task management: Assign, prioritize, and track tasks efficiently.
- Project views: Switch between list, board, timeline, and calendar views for better visualization.
- Automation: Use AI-powered workflows to automate repetitive tasks and save time.
- Integrations: Connect with 300+ tools like Slack, Google Drive, and Salesforce.
- Mobile app: Manage projects on the go.
Pros and cons
| Pros | Cons |
| Easy to use with customizable views for every team | Steep learning curve for beginners |
| Strong collaboration tools | Limited reporting features |
Pricing plans: Billed annually
- Starter: $6.29/user/month
- Advanced: $15.74/user/month
- Enterprise: Custom pricing
3. Trello – Simplified workflow management software
Trello is the go-to project management tool for teams that want to keep work simple yet powerful. Its visual boards, lists, and cards make it easy to organize tasks, track progress, and stay on top of what needs to be done.
Whether managing a weekly sprint or planning an annual campaign, the platform adapts to your workflow, not the other way around.
Trello's no-code automation and seamless integrations empower teams of all sizes—from startups to global enterprises like Zoom and John Deere.
Key features
- Visual workflows: Trello's boards, lists, and cards give you a clear view of your tasks from start to finish.
- Customizable views: Use Calendar, Timeline, and other views to fit your team's unique needs.
- Butler automation: To handle repetitive tasks with no-code, rule-based automation.
- Templates: Start fast with pre-built workflows you can tailor to your team.
- Integrations: Connect your favorite tools like Slack, Google Drive, and Salesforce for a unified workflow.
- Mobile-friendly: Manage projects anytime, anywhere with Trello's mobile app.
Pros and cons
| Pros | Cons |
| Intuitive interface with drag-and-drop functionality | Limited scalability for complex, enterprise workflows |
| Customizable boards | Card customization limitations |
Pricing plans
- Standard: $5/user/month
- Premium: $10/user/month
- Enterprise: Starting at $17.50/user/month
Also read: 9 Simple and effective ways to automate the sales process
4. BIC Platform – Focused on risk management
BIC Platform by GBTEC is more than just workflow automation; it's a complete digital transformation suite designed to simplify processes, manage risks, and ensure compliance.
With intuitive tools for process modeling, automation, and analysis, BIC helps businesses across industries achieve operational excellence and stay ahead of the curve.
From no-code workflow automation to AI-powered business process management (BPM), BIC adapts to your needs, making it a trusted choice for companies navigating digital transformation.
Key features
- AI-powered BPM tools: Transform processes faster with intelligent automation and insights.
- Risk and compliance management: Stay compliant with built-in tools for governance, risk, and control (GRC).
- No-code workflow automation: Automate processes effortlessly with drag-and-drop simplicity.
- Comprehensive process mining: Unlock hidden efficiencies and bottlenecks with data-driven process visualization.
- Custom dashboards: Gain clarity with visual reports tailored to your business needs.
- Third-party integrations: Connect with other tools to create a smooth, coordinated workflow.
Pros and cons
| Pros | Cons |
| User-friendly interface | Steep learning curve |
| Comprehensive process feature | Limited document management |
Pricing plans
- Contact for pricing: Tailored quotes based on your organization's specific requirements.
5. Smartsheet – Best for cross-functional collaboration
Smartsheet bridges the gap between the simplicity of spreadsheets and the power of advanced project management.
Designed for cross-functional collaboration, it empowers teams to plan, track, automate, and report on work—all at scale.
Whether managing a product launch or optimizing workflows across departments, Smartsheet adapts to your unique needs.
With AI-powered tools, intuitive workflows, and enterprise-grade security, Smartsheet is trusted by companies like Uber, Roche, and DIRECTV to deliver results efficiently.
Key features
- Multiple project views: Work your way with grid, Gantt, card, and calendar views.
- Workflow automation: Streamline processes by automating alerts, approvals, and repetitive tasks.
- Real-time dashboards: Gain clarity on project progress with customizable dashboards.
- Resource management: Optimize workloads and allocate resources effectively.
- Content collaboration: Proof, approve, and collaborate directly on files.
- Integrations: Connect with tools like Microsoft Teams, Slack, and Jira for a unified workflow.
- Enterprise security: Role-based permissions and secure sharing for peace of mind.
Pros and cons
| Pros | Cons |
| Easy-to-use platform with multiple project views | Pricing can be higher for large teams |
| Automation capabilities to great extent | Advanced features may require a learning curve |
Pricing plans: Billed annually
- Pro Plan: $9/user/month
- Business Plan: $19/user/month
- Enterprise Plan: Custom pricing
- Advanced Work Management Plan: Custom pricing
6. Celoxis – Best for resource allocation
Celoxis is a cutting-edge project portfolio management (PPM) software that combines advanced analytics, AI-driven insights, and robust project planning features.
Trusted by global enterprises, this workflow automation tool simplifies resource allocation, streamlines planning, and ensures timely project delivery, all on a customizable platform developed to grow your business.
Key features
- Dynamic scheduling: Auto-adjust plans based on time-offs, delays, and shifting priorities.
- What-if analysis: Evaluate project combinations for the best strategic and tactical mix.
- Custom dashboards: Visualize critical metrics with customizable and interactive dashboards.
- Portfolio monitoring: Track schedules, margins, and custom KPIs with drill-down capabilities.
- Advanced reporting: Generate actionable insights and schedule reports directly to stakeholders.
- Risk management: Identify and mitigate risks to keep your projects on track.
Pros and cons
| Pros | Cons |
| AI-powered insights for smarter decision-making | On-premise plans require a higher upfront investment |
| Dynamic resource and workflow management capabilities | Advanced features may have a learning curve |
Pricing plans: Billed annually
- Essential: $25/user/month
- Professional Plan: $35/user/month
- Business Plan: $45/user/month
- Enterprise Plan: Custom
7. Relay.app – AI-powered automation platform
Relay.app is a powerful AI workflow automation tool that combines AI with human-in-the-loop capabilities to streamline complex workflows, making automation more efficient and adaptable.
From leveraging powerful AI models like GPT, Claude, and Gemini for data extraction, summarization, and translation to integrating seamlessly with over 100 tools, Relay.app is the perfect solution to enhance efficiency and adaptability.
Key features
- Human-in-the-Loop automation: Add manual checkpoints for approvals or data input, ensuring precision and oversight where needed.
- Multi-step workflows: Design intricate workflows using conditional logic for complete process automation.
- AI actions: Automate text summarization, translations, and data extraction with built-in AI capabilities.
- Customizable paths: Tailor workflows to your unique business needs with flexible logic.
- Mini AI agents: Create custom agents that autonomously handle specific actions within workflows.
Pros and cons
| Pros | Cons |
| Intuitive interface tailored for non-technical users | Limited integrations |
| Human-in-the-loop automation for accuracy | Documentation gaps |
Pricing plans
- Professional: $9/user/month
- Team: $59/user/month
- Enterprise: Custom pricing
Stop wasting time on repetitive tasks.
Simplify your sales process with Salesmate's workflow automation—manage leads, nurture prospects, and automate follow-ups effortlessly.
8. ServiceNow – Best for IT service management
ServiceNow is a cloud-based ITSM platform built to automate workflows, improve service delivery, and enhance user experiences.
The platform simplifies customer service workflow automation with tools for incident resolution and service catalog management.
With AI-driven capabilities and an integration ecosystem, ServiceNow enables businesses to align IT services with strategic goals, ensuring operational efficiency and scalability.
Key features
- Incident management: Quickly resolve IT issues to minimize downtime and keep operations running smoothly.
- Change management: Safely implement changes with reduced risk and minimal disruption.
- Service catalog: Centralized portal for requesting and managing IT services, simplifying user experiences.
- Performance analytics: Real-time dashboards to track IT service performance and identify bottlenecks.
- Integration hub: Connect seamlessly with third-party systems to ensure coordinated workflows.
- AI-powered agents: Enable proactive issue resolution and improved user interactions through intelligent automation.
Pros and cons
| Pros | Cons |
| Seamless integration with third-party tools | Custom pricing can be unclear without inquiry |
| Scalable for businesses of all sizes | Can be overwhelming for smaller organizations |
Pricing plans
- Custom pricing: ServiceNow offers tailored pricing based on your organization's needs.
9. Airtable – Customizable workflow management tool
Airtable unites the simplicity of spreadsheets with the power of databases, offering a versatile platform ideal for managing complex projects.
It allows teams to customize workflows, track tasks, and collaborate seamlessly.
With multiple views and extensive integration capabilities, Airtable empowers businesses to manage tasks, track progress, and connect data across departments, boosting overall productivity.
Key features
- Customizable views: Switch between grid, kanban, calendar, and gallery views to suit your project needs.
- Automation: Streamline workflows by automating repetitive tasks with custom triggers and actions.
- Integrations: Connect with popular apps like Slack, Google Workspace, etc., for seamless operations.
- Templates: Access a wide range of pre-built templates to jumpstart various projects.
- Collaboration tools: Share bases, comment on records, and set user permissions to facilitate teamwork.
- Form view: Collect information effortlessly with customizable forms.
Pros and cons
| Pros | Cons |
| User-friendly and intuitive interface | Limited functionality for advanced reporting |
| Highly customizable workflows | Automation limits on lower-tier plans |
Pricing plans: Billed annually
- Team Plan: $20 per user/month
- Business Plan: $45 per user/month
- Enterprise Scale Plan: Custom pricing
10. ClickUp – All-in-one work management software
ClickUp is an all-in-one work management tool designed to help teams plan, organize, and collaborate on projects efficiently. Its customizable interface and robust feature set make it suitable for businesses of all sizes.
The software supports seamless collaboration for project managers, development teams, and businesses seeking to improve productivity by offering tools like Agile sprints, Gantt charts, Kanban boards, and real-time dashboards.
Key features
- Task management: Break down projects into actionable tasks with deadlines, priorities, and detailed descriptions.
- Workflow automation: Automate routine tasks like assignments, notifications, and status updates.
- Custom dashboards: Access real-time insights into team performance, timelines, and project progress.
- Time tracking: Monitor time spent on tasks for better resource allocation and billing.
- Sprints & Gantt charts: Plan Agile workflows and visualize project timelines and dependencies.
- Integrations: Easily integrate with tools like Slack, Google Workspace, Microsoft Teams, and more.
- Multi-view options: Instantly switch between list, board, calendar, and Gantt views to suit your workflow style.
Pros and cons
| Pros | Cons |
| Highly customizable for various workflows | Can have a steep learning curve for beginners |
| Comprehensive feature set for team collaboration | Advanced features may require paid plans |
Pricing plans
- Unlimited Plan: $7/user/month
- Business Plan: $12/user/month
- Enterprise Plan: Custom pricing
Insightful read: AI for sales - Learn how to accelerate your sales process!
11. Wrike – Best for agile project management
Wrike is a comprehensive project management platform developed to support agile methodologies for teams of all sizes. The platform supports agile methodologies with robust tools for task management, real-time reporting, and workflow automation.
Its extensive integrations and customizable features make it a go-to solution for managing complex projects and streamlining operations.
Key features
- Custom workflows: Tailor workflows to match your team's processes.
- Gantt charts: Visualize timelines, dependencies, and project progress for improved planning.
- Real-time collaboration: Edit documents, share feedback, and communicate within the platform.
- Time tracking: Monitor work hours for enhanced productivity and resource planning.
- Dashboards and reports: Gain insights with customizable dashboards and real-time reports.
- Resource management: Allocate and manage team resources effectively.
- Integrations: Connect with tools like Slack, Google Drive, and Microsoft Teams.
Pros and cons
| Pros | Cons |
| Highly customizable for diverse workflows | Advanced features require a learning curve |
| Robust integrations with popular business tools | Pricing may be steep for small organizations |
Pricing plans: Billed annually
- Team Plan: $9.80 per user/month
- Business Plan: $24.80 per user/month
- Enterprise Plan: Custom pricing
- Pinnacle Plan: Custom pricing
12. Flokzu – Cloud-based workflow automation software
Flokzu is a cloud-based Business Process Management (BPM) platform that enables organizations to automate workflows without extensive IT resources.
Its intuitive drag-and-drop interface allows users to efficiently design, deploy, and optimize processes.
The platform supports customizable forms, automated email notifications, and powerful reporting tools, making it suitable for various industries and departments. It aims to enhance efficiency and reduce manual tasks.
Key features
- No-code workflow design: Build and manage workflows effortlessly using an intuitive drag-and-drop interface.
- Customizable forms: Design forms with diverse field types to capture crucial data for every process.
- Automated notifications: Keep teams and stakeholders informed with customizable email alerts.
- Powerful reporting: Access real-time and historical reports for performance tracking and informed decision-making.
- Integration capabilities: Connect with hundreds of tools to streamline processes, including Zapier, JIRA, and Google Workspace.
- AI-powered enhancements: Leverage AI to generate forms and scripts for advanced automation.
Pros and cons
| Pros | Cons |
| User-friendly interface ideal for non-technical users | Advanced customizations may require external support |
| Supports no-code and low-code process automation | Limited features in the free trial |
Pricing plans
- Standard Plan: $17 per user/month
- Premium Plan: $22 per user/month
- Enterprise Plan: Custom pricing
13. Jira – Designed for agile workflows
Jira, created by Atlassian, is a dynamic project management and issue-tracking tool widely acclaimed for enabling agile teams to plan, monitor, and deliver projects efficiently.
Originally built for software development, Jira has evolved into a versatile platform suitable for diverse marketing, IT, operations, and design teams.
Key features
- Customizable workflows: Design workflows that align with your team's processes.
- Scrum and Kanban boards: Visualize tasks and progress with agile boards.
- Advanced Reporting: Access real-time insights with customizable reports and dashboards.
- Backlog management: Prioritize and manage product backlogs efficiently.
- Integration ecosystem: Connect with tools like Confluence, Bitbucket, and hundreds more.
- Roadmaps: Plan and communicate project timelines and milestones.
- Automation: Automate repetitive tasks to enhance productivity.
- Mobile app: Manage projects on the go with Jira's mobile application.
Pros and cons
| Pros | Cons |
| Strong community and documentation support | Learning curve for non-technical users |
| Excellent integration ecosystem | Limited advanced reporting in lower-tier plans |
Pricing plans
- Standard Plan: $8.60 per user/month
- Premium Plan: $17 per user/month
- Enterprise Plan: Custom pricing
Insightful read: 20 Best marketing automation software & tools you must try!
14. Make (formerly Integromat) – Visual workflow automation tool
Make is a no-code platform that enables users to design, build, and automate workflows by connecting various apps and services.
Its intuitive drag-and-drop interface allows for creating complex workflows, known as "scenarios," to handle data between applications seamlessly.
Key features
- Visual workflow builder: Design workflows using a user-friendly drag-and-drop interface without coding.
- Extensive app integrations: Connect with numerous apps and services to automate tasks across platforms.
- Real-time execution: Automations run in real-time, ensuring immediate data processing and task completion.
- Error handling: Built-in tools to manage errors and ensure workflows run smoothly.
- Scheduling: Set workflows for specific times or intervals to match business needs.
- Data transformation: Manipulate and transform data between apps to fit required formats.
- Collaboration tools: Share workflows with team members and collaborate on automation projects.
- Scalability: Build simple to complex workflows that can scale with business growth.
Pros and cons
| Pros | Cons |
| Intuitive, user-friendly interface | Steep learning curve |
| Comprehensive project management tools | Complexity for small projects |
Pricing plans
- Core Plan: $9 per month
- Pro Plan: $16 per month
- Teams Plan: $29 per user/month
- Enterprise Plan: Custom pricing
15. Pipefy – Streamlined process automation software
Pipefy is a no-code process automation platform developed to help teams centralize data, optimize workflows, and enhance productivity across departments like Procurement, Finance, HR, and IT.
With its intuitive interface, Pipefy simplifies task management and automates repetitive processes, empowering businesses to scale efficiently.
Key features
- No-code workflow builder: Easily create and customize workflows with a drag-and-drop interface.
- Integrations: Connect with over 300 apps for seamless data flow.
- Automated processes: Automate repetitive tasks and notifications to save time.
- Custom templates: Use and adapt pre-built templates for quick implementation.
- Advanced reporting: Gain insights into process performance with real-time analytics.
Pros and cons
| Pros | Cons |
| Customizable workflows and templates | Advanced features may require learning |
| Real-time performance insights with analytics | Scalability for highly complex use cases may require consultation |
Pricing plans
- It offers Business, Enterprise, and Unlimited plans; you must contact us for a price quote.
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How to choose the best workflow automation software?
Selecting the right workflow automation tool involves understanding your needs, prioritizing essential features, and evaluating scalability.
Follow these steps to make an informed decision:
Step 1: Identify your use case
Begin by clearly understanding why you need a workflow automation tool.
You can discover the need by asking:
- Which department or team will use it? (Sales, Marketing, HR, IT, etc.)
- What type of processes do you want to automate? (Lead follow-ups, approvals, data entry, etc.)
- Which problems do you want to solve? (Manual tasks, delays in approvals, repetitive requests, etc.)
Further, you can also write down 3-5 specific workflows you want to automate.
For example:
- Automating email follow-ups for sales leads.
- Handling employee onboarding workflows.
- Automating customer service ticket escalation.
Once you know what problems you're solving, you can focus on the tools that address those specific needs.
Step 2: Identify the key features you need
Different tools offer different features, but not all may be relevant to your business. Here's a list of essential features you might need, along with how they solve real-world problems:
| Problem you're facing | Feature you need | Why it matters |
| Manually entering repetitive data | Trigger-based automation | Automates data transfers and eliminates manual entry. |
| Workflows with multiple steps | Multi-step workflows | Automates complex workflows involving several actions. |
| Delays due to manual approvals | Role-based approvals | Speeds up decision-making by automating approvals. |
| Overload of notifications | Customizable alerts & notifications | Updates teams only on critical status changes. |
| Constant changes in business needs | Drag-and-drop workflow builder | Enables non-technical users to create/adjust workflows. |
| Handling customer data | Data security & compliance | Ensures compliance with GDPR, HIPAA, or SOC 2. |
| No tech team support available | No-code automation builder | Empowers non-technical users to create workflows easily. |
| Need for visibility & accountability | Audit trails & tracking | Tracks workflow history to identify errors and delays. |
| Too many disconnected tools | Third-party app integrations | Centralizes workflows by syncing with other tools. |
| Need smarter, more predictive actions | AI-based automation | Suggests next actions and prioritizes tasks using AI. |
If overwhelmed with the above discussion, here are the key features to look at while exploring the workflow automation tools.
Look for tools offering:
- Automation: Multi-step workflows, conditional logic, and drag-and-drop builders.
- Integration: Connect with your existing tools (e.g., CRMs, email apps).
- Collaboration: Role-based permissions and real-time notifications.
- Analytics: Reporting and insights to track workflow performance.
Pro tip: Make a list of "must-have" features vs. "nice-to-have" features. This will prevent you from overpaying for features you don't need.
Step 3: Determine the level of technical complexity you need
Not every tool is built for the same technical skill level. Some tools require coding, while others offer drag-and-drop interfaces that anyone can use.
Here's how to decide which level is right for your business:
| Technical requirement | Type of user | Feature to look for |
| No technical experience | Sales, marketing, support | Drag-and-drop builder, no-code workflows, pre-built templates. |
| Basic technical knowledge | Operations, HR, admin | Custom logic, multi-step workflows, API integrations. |
| Advanced technical knowledge | IT, developers, engineers | Custom scripting, conditional logic, API integrations, open-source workflows. |
Note that if you want to avoid depending on IT support, prioritize no-code tools with drag-and-drop editors. They allow anyone on your team to create workflows without writing code.
Step 4: Assess scalability and future needs
You don't want to outgrow your software in 6 months, so think ahead and look for a workflow automation tool that supports your business scalability.
Key factors to consider for scalability:
- Can it handle more users as your team grows?
- Can you customize workflows as your business processes change?
- Does the pricing model work as you scale up (e.g., pay-per-user or flat-rate pricing)?
It is wise to consider tools that offer unlimited workflows and unlimited users. Avoid pricing models that increase as you create more workflows or add more users.
Step 5: Look for integrations with existing tools
If your workflow tool doesn't integrate with your current apps, you'll end up with a disconnected system. Look for tools that offer easy app integrations.
Ask yourself these questions:
- Which tools do I use daily? (CRMs, email, project management, finance software)
- Can the workflow tool integrate with those apps?
Choose a workflow automation tool with an open API to connect your internal apps. If you're not technical, look for tools that offer pre-built integrations for your favorite apps.
Give it a read: What is customer service automation? [A detailed guide]
Step 6: Test the tool with a free trial or demo
Many workflow automation tools offer free plans or trials. Use these trials to test-drive the features and see if they match your needs. Here's how to maximize your trial experience:
What to do during the trial:
- Create a simple workflow (like an approval request for leave or a follow-up email).
- Track setup time: Was it easy to set up, or did you need help from support?
- Test customization: Can you customize actions, roles, and triggers without technical help?
- Use the support team: Check if live chat, support docs, or onboarding guides are helpful.
- Check for app integrations: Connect the workflow tool with your CRM, email, or other software.
If the tool feels too complicated to use during the trial, it will likely remain that way. Look for tools that feel intuitive from the start.
Step 7: Compare pricing and choose a plan
Don't just look at the monthly price. Review pricing models to avoid surprise fees later. Here's how to evaluate pricing:
What to look for in a pricing plan:
- Free plan or trial: Test the software risk-free.
- Pricing structure: Does it charge per user, workflow, or action?
- Hidden fees: Check if there are additional fees for premium integrations, extra users, or add-ons.
- Usage limits: Some plans limit the number of workflows, users, or tasks. Check for these limits.
Don't choose a tool that charges based on the number of workflows you create. This could limit your ability to grow. Look for flat-rate pricing or unlimited workflows.
Get the enterprise CRM that adapts to your unique business needs!
Achieve unparalleled productivity, secure data, and build lasting customer relationships with Salesmate.
Conclusion
Automated workflow software helps teams save time, minimize errors, and enhance efficiency across various departments.
Don't get driven by the hype in the market of "most famous" tools. Rather, consider workflow automation software options that solve your biggest bottleneck, whether approvals, data management, follow-ups, inventory management, etc.
Prioritize AI workflow automation tools as they ensure efficiency, reduce manual errors, and accelerate task completion for better outcomes.
Frequently asked questions
1. What types of tasks Salesmate can automate?
With Salesmate, you can automate efforts like:
- Lead management: Capture, score, and assign leads
- Sales outreach: Automate emails, texts, and follow-ups.
- Task handling: Assign tasks, set reminders, and notify teams.
- Data updates: Auto-update records and generate reports.
2. Is automation customizable in Salesmate CRM?
Yes, Salesmate CRM offers customizable automation through features like Automation Journeys, allowing you to build tailored workflows with specific triggers and actions to suit your business processes.
3. How does Salesmate integrate with other tools for workflow automation?
Salesmate seamlessly integrates business applications, including Zapier, Slack, DocuSign, Google Workspace, Shopify, and QuickBooks Online. These integrations enable efficient data flow and automation, enhancing productivity across sales, marketing, and customer service processes.
4. Which is the best free workflow automation tool?
The best free workflow automation tool depends on your specific requirements.
Popular options include Zapier (limited tasks in its free plan), n8n (an open-source platform for self-hosting), and Make (which offers basic automation capabilities).
5. How do workflow automation tools improve productivity?
Workflow automation tools enhance productivity by:
- Eliminating manual tasks by automating repetitive processes like data entry and notifications.
- Reducing errors to ensure consistency.
- Saving time with automation and letting teams focus on strategic, high-priority work.
- Streamlining workflows to ensure seamless execution and tracking of processes.
6. How much does a workflow automation solution cost?
The cost varies widely based on features and scale. Entry-level plans can start at $12 per user per month, while advanced solutions may cost $50 to $100 or more monthly. Some tools offer free tiers with limited capabilities.
7. What's the difference between no-code and low-code workflow automation?
Both types of workflow automation tools simplify automation but target different skill levels.
- No-code platforms: Drag-and-drop workflow builders, ideal for non-technical users.
- Low-code platforms: Minimal coding for more customization, suited for users with technical expertise.
Key takeaways
Staying productive is a universal challenge for businesses, be it startups, SMBs, or enterprises.
And workflow automation offers a powerful solution.
A recent study revealed that 90% of workers report a boost in productivity thanks to automation solutions, while 85% see better team collaboration.
Nearly 90% also trust these workflow automation tools to tackle tasks error-free and make quicker, more informed decisions.
We've explored and tested 15 top workflow automation tools to simplify your business processes, improve efficiency, and free up your team's time for what matters most.
Let's begin understanding what workflow automation software is.
What is a workflow automation software?
Workflow automation software is a tool that automates repetitive, manual tasks so businesses can operate more efficiently.
Instead of relying on people to complete mundane and repetitive actions (manual data entry, follow-up, task assignment, etc.), workflow automation systems take over.
It follows pre-defined rules to ensure that each task is handled at the right time, by the right person (or system), and in the correct order.
Here's how a workflow automation software functions:
A survey revealed that almost two-thirds of CFOs consider task automation a top strategic priority.
The workflow automation tools are your "smart assistant" that works behind the scenes. It ensures that emails are sent on time, data is updated in CRMs, and team members are notified when their input is required — all without anyone lifting a finger.
Types of workflow automation technology
Workflow automation technology can be categorized into two major types:
1. Business Process Automation (BPA)
BPA focuses on automating workflows from start to finish, creating a seamless process that minimizes manual intervention and enhances consistency.
This is like setting your business processes on "auto-pilot" to handle complex, multi-step workflows efficiently.
Further, business automation workflow tools connect multiple tasks into a single automated flow.
For example, suppose a customer places an order on an eCommerce website. In that case, the BPA can automatically update inventory, send an order confirmation, and trigger shipping notifications—all in one streamlined process.
Key features:
When it's used:
2. Robotic Process Automation (RPA)
RPA targets specific, repetitive tasks by mimicking human actions, such as clicking buttons, entering data, or navigating systems.
Basically, RPA uses " software bots" that interact with systems and applications just like a human would. These bots follow step-by-step instructions (like a checklist) to complete tasks.
For example, an RPA bot can log into an accounting system, extract invoice details, and send a report—all without human input.
Key features:
When it's used:
There is a major difference between workflow automation tools. BPA handles entire workflows across departments, while RPA focuses on specific, repetitive tasks.
Let's move to the best workflow automation tools examples that businesses use.
15 Best workflow automation tools to save time and boost productivity
Dive into the top workflow automation software comparison to find the ideal tool that fits your business requirements:
Note: The pricing and ratings for these workflow automation tools are subject to change based on updates or modifications made by the software providers.
Let's begin learning about the workflow automation tools list one by one:
1. Salesmate - All-in-one workflow automation tool
Salesmate stands out among CRM workflow automation tools, letting you set your marketing, sales, and many business processes on automation.
The Smart Flows feature helps you create automated workflows to streamline marketing, sales, and support processes.
This enterprise workflow automation software lets you set up automated campaigns that nurture leads, send personalized emails, and engage with prospects at the right time.
With Smart Flows, you can design multichannel workflows that connect via email, text, or even WhatsApp. You can easily manage multiple sales pipeline stages by automating tasks like follow-ups, reminders, and deal updates.
Whether onboarding a new customer or triggering notifications based on specific criteria, you can configure rules that keep your operations seamless and efficient.
Key features that Salesmate 5000+ users love!
Salesmate CRM is easy to use, saves time with automation, and delivers clear results. It's a great choice if you want to streamline your sales and marketing operations, increasing productivity.
See what users are saying:
Pricing plans: Billed annually
Experience ultimate business growth with the best CRM!
Automate workflows, track deals, and close sales effortlessly with Salesmate.
2. Asana – Versatile project management software
Asana makes managing work easier and more impactful. Designed for teams of all sizes, it helps you organize, track, and manage tasks effortlessly.
With its user-friendly interface and seamless integrations, the platform keeps your projects moving smoothly, whether you're planning a campaign, launching a product, or managing company-wide goals.
Key features
Pros and cons
Pricing plans: Billed annually
3. Trello – Simplified workflow management software
Trello is the go-to project management tool for teams that want to keep work simple yet powerful. Its visual boards, lists, and cards make it easy to organize tasks, track progress, and stay on top of what needs to be done.
Whether managing a weekly sprint or planning an annual campaign, the platform adapts to your workflow, not the other way around.
Trello's no-code automation and seamless integrations empower teams of all sizes—from startups to global enterprises like Zoom and John Deere.
Key features
Pros and cons
Pricing plans
4. BIC Platform – Focused on risk management
BIC Platform by GBTEC is more than just workflow automation; it's a complete digital transformation suite designed to simplify processes, manage risks, and ensure compliance.
With intuitive tools for process modeling, automation, and analysis, BIC helps businesses across industries achieve operational excellence and stay ahead of the curve.
From no-code workflow automation to AI-powered business process management (BPM), BIC adapts to your needs, making it a trusted choice for companies navigating digital transformation.
Key features
Pros and cons
Pricing plans
5. Smartsheet – Best for cross-functional collaboration
Smartsheet bridges the gap between the simplicity of spreadsheets and the power of advanced project management.
Designed for cross-functional collaboration, it empowers teams to plan, track, automate, and report on work—all at scale.
Whether managing a product launch or optimizing workflows across departments, Smartsheet adapts to your unique needs.
With AI-powered tools, intuitive workflows, and enterprise-grade security, Smartsheet is trusted by companies like Uber, Roche, and DIRECTV to deliver results efficiently.
Key features
Pros and cons
Pricing plans: Billed annually
6. Celoxis – Best for resource allocation
Celoxis is a cutting-edge project portfolio management (PPM) software that combines advanced analytics, AI-driven insights, and robust project planning features.
Trusted by global enterprises, this workflow automation tool simplifies resource allocation, streamlines planning, and ensures timely project delivery, all on a customizable platform developed to grow your business.
Key features
Pros and cons
Pricing plans: Billed annually
7. Relay.app – AI-powered automation platform
Relay.app is a powerful AI workflow automation tool that combines AI with human-in-the-loop capabilities to streamline complex workflows, making automation more efficient and adaptable.
From leveraging powerful AI models like GPT, Claude, and Gemini for data extraction, summarization, and translation to integrating seamlessly with over 100 tools, Relay.app is the perfect solution to enhance efficiency and adaptability.
Key features
Pros and cons
Pricing plans
Stop wasting time on repetitive tasks.
Simplify your sales process with Salesmate's workflow automation—manage leads, nurture prospects, and automate follow-ups effortlessly.
8. ServiceNow – Best for IT service management
ServiceNow is a cloud-based ITSM platform built to automate workflows, improve service delivery, and enhance user experiences.
The platform simplifies customer service workflow automation with tools for incident resolution and service catalog management.
With AI-driven capabilities and an integration ecosystem, ServiceNow enables businesses to align IT services with strategic goals, ensuring operational efficiency and scalability.
Key features
Pros and cons
Pricing plans
9. Airtable – Customizable workflow management tool
Airtable unites the simplicity of spreadsheets with the power of databases, offering a versatile platform ideal for managing complex projects.
It allows teams to customize workflows, track tasks, and collaborate seamlessly.
With multiple views and extensive integration capabilities, Airtable empowers businesses to manage tasks, track progress, and connect data across departments, boosting overall productivity.
Key features
Pros and cons
Pricing plans: Billed annually
10. ClickUp – All-in-one work management software
ClickUp is an all-in-one work management tool designed to help teams plan, organize, and collaborate on projects efficiently. Its customizable interface and robust feature set make it suitable for businesses of all sizes.
The software supports seamless collaboration for project managers, development teams, and businesses seeking to improve productivity by offering tools like Agile sprints, Gantt charts, Kanban boards, and real-time dashboards.
Key features
Pros and cons
Pricing plans
11. Wrike – Best for agile project management
Wrike is a comprehensive project management platform developed to support agile methodologies for teams of all sizes. The platform supports agile methodologies with robust tools for task management, real-time reporting, and workflow automation.
Its extensive integrations and customizable features make it a go-to solution for managing complex projects and streamlining operations.
Key features
Pros and cons
Pricing plans: Billed annually
12. Flokzu – Cloud-based workflow automation software
Flokzu is a cloud-based Business Process Management (BPM) platform that enables organizations to automate workflows without extensive IT resources.
Its intuitive drag-and-drop interface allows users to efficiently design, deploy, and optimize processes.
The platform supports customizable forms, automated email notifications, and powerful reporting tools, making it suitable for various industries and departments. It aims to enhance efficiency and reduce manual tasks.
Key features
Pros and cons
Pricing plans
13. Jira – Designed for agile workflows
Jira, created by Atlassian, is a dynamic project management and issue-tracking tool widely acclaimed for enabling agile teams to plan, monitor, and deliver projects efficiently.
Originally built for software development, Jira has evolved into a versatile platform suitable for diverse marketing, IT, operations, and design teams.
Key features
Pros and cons
Pricing plans
14. Make (formerly Integromat) – Visual workflow automation tool
Make is a no-code platform that enables users to design, build, and automate workflows by connecting various apps and services.
Its intuitive drag-and-drop interface allows for creating complex workflows, known as "scenarios," to handle data between applications seamlessly.
Key features
Pros and cons
Pricing plans
15. Pipefy – Streamlined process automation software
Pipefy is a no-code process automation platform developed to help teams centralize data, optimize workflows, and enhance productivity across departments like Procurement, Finance, HR, and IT.
With its intuitive interface, Pipefy simplifies task management and automates repetitive processes, empowering businesses to scale efficiently.
Key features
Pros and cons
Pricing plans
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How to choose the best workflow automation software?
Selecting the right workflow automation tool involves understanding your needs, prioritizing essential features, and evaluating scalability.
Follow these steps to make an informed decision:
Step 1: Identify your use case
Begin by clearly understanding why you need a workflow automation tool.
You can discover the need by asking:
Further, you can also write down 3-5 specific workflows you want to automate.
For example:
Once you know what problems you're solving, you can focus on the tools that address those specific needs.
Step 2: Identify the key features you need
Different tools offer different features, but not all may be relevant to your business. Here's a list of essential features you might need, along with how they solve real-world problems:
If overwhelmed with the above discussion, here are the key features to look at while exploring the workflow automation tools.
Look for tools offering:
Step 3: Determine the level of technical complexity you need
Not every tool is built for the same technical skill level. Some tools require coding, while others offer drag-and-drop interfaces that anyone can use.
Here's how to decide which level is right for your business:
Note that if you want to avoid depending on IT support, prioritize no-code tools with drag-and-drop editors. They allow anyone on your team to create workflows without writing code.
Step 4: Assess scalability and future needs
You don't want to outgrow your software in 6 months, so think ahead and look for a workflow automation tool that supports your business scalability.
Key factors to consider for scalability:
It is wise to consider tools that offer unlimited workflows and unlimited users. Avoid pricing models that increase as you create more workflows or add more users.
Step 5: Look for integrations with existing tools
If your workflow tool doesn't integrate with your current apps, you'll end up with a disconnected system. Look for tools that offer easy app integrations.
Ask yourself these questions:
Choose a workflow automation tool with an open API to connect your internal apps. If you're not technical, look for tools that offer pre-built integrations for your favorite apps.
Step 6: Test the tool with a free trial or demo
Many workflow automation tools offer free plans or trials. Use these trials to test-drive the features and see if they match your needs. Here's how to maximize your trial experience:
What to do during the trial:
If the tool feels too complicated to use during the trial, it will likely remain that way. Look for tools that feel intuitive from the start.
Step 7: Compare pricing and choose a plan
Don't just look at the monthly price. Review pricing models to avoid surprise fees later. Here's how to evaluate pricing:
What to look for in a pricing plan:
Don't choose a tool that charges based on the number of workflows you create. This could limit your ability to grow. Look for flat-rate pricing or unlimited workflows.
Get the enterprise CRM that adapts to your unique business needs!
Achieve unparalleled productivity, secure data, and build lasting customer relationships with Salesmate.
Conclusion
Automated workflow software helps teams save time, minimize errors, and enhance efficiency across various departments.
Don't get driven by the hype in the market of "most famous" tools. Rather, consider workflow automation software options that solve your biggest bottleneck, whether approvals, data management, follow-ups, inventory management, etc.
Prioritize AI workflow automation tools as they ensure efficiency, reduce manual errors, and accelerate task completion for better outcomes.
Frequently asked questions
1. What types of tasks Salesmate can automate?
With Salesmate, you can automate efforts like:
2. Is automation customizable in Salesmate CRM?
Yes, Salesmate CRM offers customizable automation through features like Automation Journeys, allowing you to build tailored workflows with specific triggers and actions to suit your business processes.
3. How does Salesmate integrate with other tools for workflow automation?
Salesmate seamlessly integrates business applications, including Zapier, Slack, DocuSign, Google Workspace, Shopify, and QuickBooks Online. These integrations enable efficient data flow and automation, enhancing productivity across sales, marketing, and customer service processes.
4. Which is the best free workflow automation tool?
The best free workflow automation tool depends on your specific requirements.
Popular options include Zapier (limited tasks in its free plan), n8n (an open-source platform for self-hosting), and Make (which offers basic automation capabilities).
5. How do workflow automation tools improve productivity?
Workflow automation tools enhance productivity by:
6. How much does a workflow automation solution cost?
The cost varies widely based on features and scale. Entry-level plans can start at $12 per user per month, while advanced solutions may cost $50 to $100 or more monthly. Some tools offer free tiers with limited capabilities.
7. What's the difference between no-code and low-code workflow automation?
Both types of workflow automation tools simplify automation but target different skill levels.
Hinal Tanna
Hinal Tanna is a SEO strategist and content marketer, currently working with the marketing team of Salesmate. She has a knack for curating content that follows SEO practices and helps businesses create an impactful brand presence. When she's not working, Hinal likes to spend her time exploring new places.