Workflow Management Software and Tools: 2021 Guide

workflow management software

As businesses strive to increase output and efficiency, improve productivity and quality, and grow or expand operations, workflow management becomes more critical. Workflow management enables an organization to oversee a process composed of tasks and dependencies from start to finish. Workflow management software (WfMS) is an application that lets users set up, monitor, measure, and optimize how a defined sequence of tasks are activated and completed. This capability to visualize, verify, and improve how work flows makes workflow management software valuable in many situations.

Features and benefits of WfMS

Workflow management tools typically include automation features that enable users to reduce manual entry and other repetitive work. This streamlining speeds up the process and also reduces instances for errors and rework. WfMS include flowcharting and diagramming tools that makes workflow planning, mapping, and coordinating simpler. These help in identifying process barriers, bottlenecks, or redundancies to be removed to improve efficiency and increase productivity.

Most of these workflow software have intuitive GUI, drag-and-drop interfaces, or low-code builders for non-tech users. Tracking and reporting functionality are also included to provide the information captured and measured and allow users to adjust configurations for further optimization such as applying more automation, setting up parallel execution, and sending notifications.

Best workflow management software

Workflow management helps organizations examine the structure of how work begins, flows, and ends, as well as how people interact with the structure and one another. Businesses and organizations are different from one another because people, ideas, and interpretations are unique by themselves. The best workflow tools, therefore, are inherently flexible and accommodating for a wide array of conditions. They are highly intelligent and automated so that users of all levels, such as IT, sales, industrial engineers, factory personnel, and senior managers can appreciate its features.

Below is an unordered list of recommended workflow management software and tools for a wide audience. They are included based on reviews from multiple sites, sets of features, customer feedback, and support.

Zoho Creator

Zoho Creator is a low-code custom application creator that allows you to build solutions for your processes. Automate workflows using minimal steps and iterations. It has prebuilt connectors to integrate your customized applications to existing systems to fill in gaps or extend functionality. The software allows you to build applications such as forms and dashboards and automate workflows, approvals, and notifications.


Zapier is a workflow management tool that lets you connect your different applications to automate workflows. It allows you to integrate apps and automate the movement of data between apps so you can build and complete processes faster without coding. Pick a trigger that sets a Zapier connection in action and it will complete actions automatically. This is programmed with fill-in-the-blank setup.


Formstack is a workflow management and automation tool that lets you automate repetitive processes. It has an intuitive drag-and-drop form builder for creating online forms. Ready-to-use templates are also available. The software can connect to native apps and custom webhooks. Other features include notifications, optimization toolset, custom document creation, e-signature collection, and data sync.

Process Street

Process Street is a free workflow management software for managing recurring checklists and procedures. It allows you to create a process template and run it as a checklist to track the progress of your team’s work. Checklists and procedure documents can be run as collaborative workflow processes that include conditional logic and approvals. It has forms to capture structured data and integrates with many apps.


Trello is a collaborative workflow tool that uses a visual Kanban board. Boards can represent projects or processes, lists can be work stages, and cards can represent tasks that once completed are moved from one stage to the next. It has a built-in automation tool called Butler. The interface is highly visual—drag and drop cards for various types of sorting vertically or horizontally.

Jira Software

Jira is an issue tracking and project management software that includes workflow features. Jira workflows are the paths that issues take from its creation to its completion. The workflows are composed of different statuses and transitions to help software development teams complete their software projects. Agile teams can define their own workflows that works best to help them increase transparency, accountability, and productivity.


Kissflow is an all-in-one platform that lets you manage, track, and optimize work. Its process management tools can automate workflows to boost productivity. Design custom forms and then customize the path the data takes using its visual workflow tools. Define access control and responsibilities. Finally, create custom dashboards and reports to get insights. It has an API and integrates with Zapier.


Asana is a work management software that allows teams to collaborate on projects and tasks. It promotes team visibility so everyone knows who is doing what by when. The flexible software can be used for managing editorial calendars, product roadmaps, and onboarding workflows. It is customizable to work with different teams and has several work views, reporting, and integrations. is a team software with customizable features for tracking and managing work. You can define your team’s workflow process and be notified automatically for any changes or updates. The software is highly visual, providing information at a glance. It also allows users to build the apps they need to digitalize processes and workflows using low-code tools.


Wrike is an enterprise project management software that includes custom status and workflow features. It has several views to visualize work and processes that can be customized. The software has online forms to handle work requests and automated approval systems. It promotes work visibility and team collaboration. Custom workflows can have additional statuses aside from the default active, deferred, canceled, or completed statuses.

Jose Maria Delos Santos

Jose is a subject matter expert and member of the writing team for and Bridge24. He has written hundreds of articles including project management software reviews, books reviews, training site reviews, and general articles related to the project management industry.