Being easily adjusted to the needs of any company or even particular departments, such platforms enable efficient task management, smart resource allocation, and work progress monitoring. If that is just what you need, stay tuned. We have asked leading experts represented in our list of IT Managed Services Companies for their opinion on the top workflow management software and compiled a corresponding rating that you can find below.

How to pick up the most suitable workflow management software?

If you are determined about the implementation of workflow management software, the first step you should take is to make a thorough research and find a solution that meets all your requirements. So when assessing and comparing different workflow management systems, pay attention to the following aspects:

1. Provided features and capabilities: Thoroughly evaluate the core functionality of each tool as well as check their customization, automation, task management, reporting, and integration capabilities.
2. Scalability: Make sure that a workflow management solution can easily adjust to the growth of your organization or team.
3. Ease of use: Opt for user-friendly interfaces and intuitive navigation that contribute to easy and fast adoption of a tool and lower a learning curve.
4. Integrations: Check if essential business tools and services that you currently use can be integrated with a workflow management system.
5. Price policy: Thoroughly study all available pricing options, including any additional costs for advanced features or user licenses.
6. Customer support: Make sure that decent customer support is provided, including documentation, guidelines, tutorials, and responsive assistance.

List Of The Best Workflow Management Software In 2023

1. Trello
2. Asana
3. Smartsheet
4. Jira (Atlassian)
5. ClickUp
6. Wrike
7. Basecamp
8. Airtable
9. Monday.com
10. Teamwork

Comparison Of The Top 10 Workflow Management Software In 2023

***The calculation of the "AVG Reviews Rating'' indicator is based on the reviews published by G2, Glassdoor, Capterra, Gartner, Indeed.

***The "Superb Rating" indicator is based on the multidimensional data ranking method that takes into account the experience and size of companies, the average reviews rating, and many other factors.

1. Trello

About the tool: Launched in 2011 and acquired in 2017 by Atlassian, it's a productivity powerhouse bringing all tasks, teammates, and tools together. Over two million teams all over the world used the tool including Visa, Zoom, John Deere, Grand Hayat, and others. Located: Atlassian’s global headquarter is located in Sydney, Australia.

Pricing options (in 2023): There is a Free plan for individuals and teams that need to organize a project. Standard is available for $5 per user per month if billed annually and $6 if billed monthly. Premium is available for $10 per user per month if billed annually and $12.50 if billed monthly. Enterprise costs $17.50 per user per month billed annually.

Core features:

• Boards. It is easy to keep all tasks well organized and push work forward with Trello boards.
• Lists. Lists represent different stages of a task like To Do, In-progress, Done, etc. Lists can be customized to meet the needs of a particular workflow.
• Cards. Cards contain tasks or ideas with all the related data. As the progress is made cards are moved across the lists that demonstrate their current status.
• Views. The projects of a team can be viewed from multiple angles with the help of different views,
• Automation. The most diverse tasks and workflows can be easily automated with Butler automation.
• Power-Ups. Teams can be reinforced by linking their preferable tools with Trello plugins.
• Templates. The work of a team can be streamlined with easy-to-use templates designed by industry leaders and the Trello community.

Integrations: Trello can be connected with everything: marketing tools, social media, analytics and reporting tools, developers tools, communications solutions, file management systems, and many more.

Ease of use: Trello comes with a user-friendly interface and intuitive layout that make it extremely easy for teams to organize and manage their work efficiently.

Value for money: Trello's free plan offers many essential features, and the paid plans provide additional functionality and advanced features such as automation, custom fields, and priority support, making it a cost-effective option for teams of all sizes.

Customer service: Trello offers customer support through email and a help center with a knowledge base, guides, and community forums where users can seek assistance and share tips.

Key pros: Simplicity and convenience, numerous integrations, diverse pricing plans.

Website: trello.com/home

2. Asana

About the tool: Asana is a full-fledged tool letting teams of all sizes efficiently manage their projects, programs, and processes irrespective of their complexity level. Offered Android and iOS apps enable users to stay up-to-date on the go. Launched in: 2012. Located: San Francisco, California, USA.

Pricing options (in 2023): Asana offers a few plans. Basic is free for individuals and small teams that make their first steps in project management. Premium costs €13.49 per user per month. Business is available for €30,49 per user per month. You can save some money while being billed annually. There is also Asana Enterprise but details on its pricing you can get by contacting the Asana sales team.

Core features:

• Workflow Builder. There is an opportunity to create automated processes for team coordination.
• Timeline. Users can build a great Gantt chart in the blink of an eye.
• Boards. Work can be easily tracked on Kanban boards.
• Calendar. The team’s work can be viewed on one shared calendar.
• Reporting. Reports can be generated at any phase of work so that users can get real-time insight into work progress.
• Goal setting. Users can set strategic goals as well as track progress all in one place
• Forms. Work requests are submitted and managed in a single place
• Custom templates. Custom project templates can be created so that a team can quickly kick off work.
• Workload. It is easy to keep track of how much work each team member has across projects.
• Efficient communication. Users can get advantage of project conversations, team conversations, and private messaging with teammates. Moreover, there is an opportunity to comment outright on a task and add teammates as followers so they can stay informed and receive notifications with task updates.

Integrations: Asana integrates with a wide range of tools and platforms, including Slack, Google Drive, Microsoft Teams, Dropbox, GitHub, and more.

Ease of use: Asana provides a user-friendly interface and intuitive features that make it easy for teams to organize and manage their work efficiently.

Value for money: Asana offers a comprehensive set of features and a flexible pricing structure, providing value for teams of various sizes and needs.

Customer service: Asana offers knowledgeable customer support and an extensive guide for video tutorials and articles. Premium help comes with webinars and a customer community forum. Enterprise support suggests having a dedicated customer success manager.

Key pros: An extensive set of features, availability of a desk version and mobile apps, convenience, perfect data visualization, flexible pricing plan, and excellent customer support.

Website: asana.com

3. Smartsheet

About the tool: Smartsheet is a collaborative work execution platform that provides project management, task tracking, and automated workflows. It can be used across multiple domains. Lego, Pfizer, Alaska Airlines, and NASA JPL are just a few of the numerous well-known brands using Smartsheet. Located: Bellevue, Washington, USA. Launched in: 2005.

Pricing options (in 2023): Smartsheet offers several pricing plans: Free (free of charge - 1 user and up to 2 editors), Pro ($9 per user per month), Business ($32 per user per month), and Enterprise (custom pricing). There is an opportunity to save a significant amount of money while being billed annually.

Core features:

• Project management. It is easy to monitor and visualize the work by switching between diverse views: Grid, Card, Gantt, or Calendar.
• Process management. Complex processes can be managed with ease by sharing only what is needed with the right teammates at the right time. Users can maintain control over who can read and edit rows or cells.
• Forms and data collection. Forms customized with colors, images, and logos of a brand can be used to collect data from both internal and external stakeholders.
• Task automation. It takes just a few minutes to set up simple and powerful automated workflows.
• Content management. Smartsheet gives an opportunity to plan, manage, and review content production to finalize assets quickly.
• Complete visibility. Centralized information and resources provide a robust, real-time view of project status with KPIs and visuals.

Integrations: Smartsheet integrates with a wide range of tools and platforms, including Microsoft Office 365, Google Drive, Salesforce, Jira, and many others.

Ease of use: Smartsheet provides a user-friendly interface with familiar spreadsheet-like features that make it easy for individuals and teams to adopt and work with.

Value for money: Smartsheet offers a robust set of features, scalability, and customization options, making it a valuable investment for organizations seeking versatile work management solutions.

Customer service: Smartsheet offers customer support through email, phone, and a comprehensive knowledge base with articles, tutorials, and community forums.

Key pros: Rich set of features, flexible pricing, first-class support, and integration with numerous solutions.

Website: www.smartsheet.com

4. Jira

About the tool: Jira is a powerful workflow management software primarily designed for agile software development teams. It enables teams to plan, track, and release software efficiently. Launched in: 2002. Located: Sydney, Australia.

Pricing options (in 2023): Jira offers various pricing plans based on the number of users, supported features, and deployment options. Iys Free plan is available with a restricted number of features for up to 10 users. Standard is available for $7.75 per user (estimated)/$77.50 per month. Premium costs $15.25 per user (estimated)/$152.50 per month. There is also Enterprise with custom pricing. If you prefer a self-managed solution, it starts at $ 42,000 for 500 users.

Core features:

• Boards. Jira provides Scrum and Kanban boards as a tool helping to plan, visualize, and manage work. A board displays current issues in columns, each of which represents a particular phase of a workflow for taking work through completion.
• Roadmaps. An interactive roadmap is used to add epics and map work items, dependencies, and releases on a timeline due to which all teammates and stakeholders can stay in the loop.
• Reporting. Jira generates a range of reports to visualize trends in projects, versions, epics, sprints, and issues. In fact, four types of reports are available - agile reports, DevOps reports, issue analysis reports, and forecast and management reports.
• Dashboards. Jira provides private and shared dashboards displaying different real-time information to help teams track and monitor work on projects.
• Automation. With Jira, the need to perform routine work manually is removed by allowing teams to automate numerous tasks, processes, and workflows using a no-code rule builder.
• Mobile apps. The web version offering advanced configuration is complemented by Android and iOS apps to enable real work-from-anywhere flexibility.

Integrations: Jira integrates with a wide range of development tools, version control systems, collaboration platforms, and other popular software tools.

Ease of use: Jira has a comprehensive feature set, which can make it initially complex for beginners. However, it provides extensive documentation and resources to support teams in mastering its capabilities.

Value for money: Jira offers robust features specifically tailored for software development workflows, making it a valuable investment for development teams looking for advanced issue tracking and project management capabilities.

Customer service: Jira provides customer support through email, community forums, and an extensive knowledge base.

Key pros: High level of customization, great extension with numerous apps and integrations, user-friendliness.

Website: www.atlassian.com/software/jira

5. ClickUp

About the tool: ClickUp is a flexible project management platform with customizable workflows, task management, and collaboration features designed to enhance team productivity. Launched in: 2017. Located: San Diego, California, USA.

Pricing options (in 2023): Trying to cover all needs of its users, ClickUp offers several pricing plans. Free can be used free of charge and is perfect for personal use. Unlimited is available for $5 per user/per month, Business - for $12 per user/per month, and Business Plus - for $19 per user/per month. There is also the Enterprise plan with custom pricing.

Core features:

• Project and task management. Users can plan, monitor, and manage work of any type with project management that easily adapts to the needs of a team.
• Chat. There is an opportunity to streamline work by bringing all team members into a real-time chat where they can tag particular people or groups, leave comments on action items, and link tasks.
• Goal setting. Users can set goals and track progress in real time by connecting them to tasks.
• Views. ClickUp provides more than 20 real-time views that adapt to different needs. Users can track their tasks on List, update their workflows on a Board, drag-and-drop their due dates on a Calendar, etc.
• Subtasks and checklists. Complex projects can be simplified by breaking them down into subtasks of different levels. Checklists can be created within tasks to track their completion.
• ClickApps. ClickUps offers over 35 ClickApps that add the required functionality.
• Automation. Routine tasks can be easily automated with the help of more than 50 triggers, actions, and conditions.
• Pre-built templates. Hundreds of templates of use cases, tasks, views, and checklists are available to let users save time.
• Relationships. An outstanding visual database can be created with Relationships. Users can link tasks, documents, integrations, etc. to access everything they need from one place.

Integrations: ClickUp integrates with over 1000 popular tools and platforms, including Google Drive, Slack, Trello, Jira, Zapier, and many others.

Ease of use: ClickUp provides a user-friendly interface with customizable views and workflows, allowing teams to adapt the platform to their specific needs.

Value for money: ClickUp offers a comprehensive set of features and customization options at competitive pricing, providing teams with good value for their investment.

Customer service: ClickUp offers customer support through email, live chat, and a knowledge base with help articles, video tutorials, and webinars.

Key pros: Customization, frequent updates, a great number of features, and numerous integrations.

Website: clickup.com

6. Wrike

About the tool: Wrike is a cloud-based workflow management tool that empowers teams with process automation, 360° visibility, real-time project management, and highly efficient cross-departmental collaboration. This is a choice of numerous companies including P& G, Swarovski, Siemens, and others. Launched in: 2006. Located: San Jose, California, USA

Pricing options (in 2021): Wrike offers several pricing plans: Free (free of charge), Team ($9.80 user/month), Business ($24.80 user/month), Enterprise (custom pricing), and Pinnacle (custom pricing).

Core features:

• Views. Calendar Views, Board Views, Table Views, and Gantt Charts are provided for project progress visualization, quick resource adjustment, and keeping all stakeholders informed.
• Intuitive Automation. Wrike’s powerful and intuitive automation engine lets to save a lot of time by turning repeatable workflows into automated processes.
• Pre-built Templates. It is possible to quickly jumpstart by choosing the most suitable template for a team or activity.
• Resource Booking. Bookings can be made to reserve the time of a particular team member or job role.
• Time Tracking. The exact time spent by employees, contractors, and freelancers working on a project can be tracked and synced with a finance tool for accurate invoicing.
• Proofing. Clear, visual communication is provided directly in assets enabling easy comparison of original files with updated versions.
• Advanced Analytics and BI. Performance can be tracked and compared against benchmarks in customizable analytics dashboards having complex filtering.
• Real-Time Reports. It is extremely easy to track progress and make decisions in real time with the Wrike report builder.
• Mobile Apps. Users can check and approve assets, view project progress, and generate reports on the go using their iOS or Android mobile devices.

Integrations: Pre-made integrations are available for over 400 popular tools such as Google Drive, Microsoft Office 365, Salesforce, Slack, and Adobe Creative Cloud, among others. More advanced users can also take advantage of custom integrations.

Ease of use: Wrike offers a user-friendly interface with customizable workflows and task management features that simplify work organization and collaboration.

Value for money: Wrike provides a comprehensive set of features and scalability for teams of all sizes, making it a valuable investment for efficient workflow management.

Customer service: Wrike offers customer support through email, live chat, phone, and a resourceful help center with guides, tutorials, and webinars.

Key pros: A great variety of valuable features, different pricing plans, and a user-oriented approach.

Website: www.wrike.com

7. Basecamp

About the tool: Basecamp is a popular project management software that offers task management, file sharing, and team communication features in an all-in-one platform. Launched in: 1999. Located: Chicago, Illinois, USA.

Pricing options (in 2023): Basecamp offers two pretty simple plans, each with a 30-day free trial. Basecamp is available for $15 per user/month. Basecamp Pro Unlimited offers an unlimited number of users and costs $299 per month while being billed annually or $349 if billed monthly.

Core features:

• Message Board. Instead of long email threads users can leverage a convenient message board.
• To-dos. Take advantage of complete team visibility, task by task.
• Docs and Files. File sharing without a need to jump to another app.
• Campfire. Chatting within each project without all the #channels,
• Schedule. An ability to manage key dates easily, without spreadsheets or calendars.
• Card Table. A convenient Kanban board with a number of practical twists.
• Lineup. Users can take control over all projects in play from the start date to the end date with a bird’s eye view.
• Just following. The ability to access projects and participate in them without being flooded with irrelevant notifications. An access type can be changed at any time.
• Doors. Users can link up other services they use right alongside built-in Basecamp tools.

Ease of use: Basecamp is known for its user-friendly interface and intuitive features that allow teams to collaborate effortlessly and manage projects effectively.

Value for money: Basecamp offers a comprehensive set of features at a flat rate, making it a cost-effective choice for teams that prioritize simplicity and collaboration without the need for extensive integrations.

Customer service: Basecamp provides customer support through email, a help center with FAQs and guides, and a community forum where users can seek assistance and share insights.

Key pros: Simplicity, user-friendliness, and great user support.

Website: basecamp.com

8. Airtable

About the tool: Airtable is a next-generation, AI-powered tool that allows teams to organize and track workflows, projects, and tasks in a flexible and visual manner. Launched in: 2012. Located: San Francisco, California, USA

Pricing options (in 2023): Airtable offers plans for different needs: Free (for up to 5 creators or editors), Plus ($12 per seat/month billed annually or $10 per seat/month billed annually), Pro ($24 per seat/month billed annually or $20 per seat/month billed monthly), and Enterprise (custom pricing).

Core features:

• Interface Designer. Even non-technical users can create without coding custom interfaces to reconsider their workflows.
• Views. Airtable transforms data into different auctionable views including List View, Calendar View, Timeline View, Kanban View, Gantt View, Grid View, and Galery View.
• Automation. Users can easily create a simple notification or a complex multi-step workflow using trigger and action logic. Those who need more can expand automation functionality by extending the logic with Javascript.
• Auctionable data. Workflows are built on a powerful data model that easily scales. A relational database enables users to create an accessible, secure, single source of truth for their data.
• Flexible reporting. Airtable's extensions let users create dashboards of charts, graphs, and top-line metrics that align with their reporting needs.

Integrations: Airtable integrates with various popular tools such as Slack, Google Calendar, Dropbox, Trello, and many others.

Ease of use: Airtable provides a user-friendly interface with drag-and-drop functionality, making it easy for users to create and manage workflows without extensive technical knowledge.

Value for money: Airtable offers a unique combination of spreadsheet-like functionality and database capabilities, providing value for teams looking for a flexible and visual workflow management solution.

Customer service: Airtable offers customer support through email and a help center with guides, tutorials, and a community forum.

Key pros: Customization, low learning curve, flexible pricing, numerous pre-built workflow templates.

Website: airtable.com

9. Monday.com

About the tool: Monday.com is a versatile and intuitive project management and workflow software that allows teams to collaborate, assign tasks, and track work progress. It is a perfect match to manage marketing, HR, software development, design, sales, and many more workflows.

Efficiency and convenience have made Monday.com a choice of over 180,000 businesses all over the world including such well-known brands as Coca-Cola, Hulu, Universal Music Group, Canva, and others. Launched in: 2012. Located: Tel Aviv, Israel.

Pricing options (in 2023): Monday.com offers various pricing plans based on the number of users and features provided. Its Free plan can be used free of charge but offers only basic features for up to 2 users only. Basic costs €8 per user per month, Standard - €10 per user per month, and Pro - €16 per user per month. There is also the Enterprise plan with a custom price structure. An annual subscription can help you save up to 18%.

Core features:

• Board. Monday.com offers an awesome visual board that can be tailored to efficiently manage anything from small projects to large departments.
• Views. Users can visualize and easily plan their work using multiple views such as Kanban board, calendar, Gantt chart, timeline, and others.
• Dashboards. Custom dashboards are available to easily keep track of work progress, timelines, and budgets and get valuable insights needed for data-driven decision-making.
• Automation. The tool offers a lot of automation recipes as well as gives an opportunity to quickly create your own in order to streamline processes and let you focus on the tasks that matter.
• Apps. The functionality of the tool is easily expanded with Monday apps that can streamline workflows with custom views, widgets, integrations, etc.
• Docs. Monday.com enables users to transform text into action items, in just a few clicks. This way ideas and workflows can be connected, collaborated, and realized in real-time from any document.

Key integrations: Monday.com integrates with numerous popular tools, including Slack, Zoom, Adobe, Google Drive, Jira, Creative Cloud, DropBox, and many others.

Ease of use: Monday.com provides an intuitive and user-friendly interface, making it easy for teams to get started and collaborate effectively.

Value for money: Monday.com offers a range of features and customization options, which provides value for teams of different sizes and requirements.

Customer service: Monday.com provides customer support through various channels, including email, chat, and a help center with extensive documentation.

Key pros: High customization level, awesome data visualization, excellent collaboration capabilities, convenience, integration with numerous tools, flexible pricing plan.

Website: monday.com

10. Teamwork

About the tool: Teamwork is a comprehensive tool giving an opportunity to manage projects, teams, and clients in one place. It offers a great variety of features. Besides, users can leverage desktop versions for Windows and MacOS, iOS or Android mobile apps, and Chrome and Gmail extensions. Launched in: 2007. Located: Cork, Ireland

Pricing options (in 2023): Teamwork offers different pricing plans based on the number of users and features required. You can choose between Free Forever, Starter ($8.99 per user/month), Deliver ($13.99 per user/month), Grow ($25.99 per user/month), or Scale (custom pricing). While being billed annually, you can save a significant amount of money.

Core features:

• Resource and Workload Management. With Teamwork, it’s easy to manage the day-to-day capacity of a team or plan and allocate resources for future projects.
• Milestones. Users can set goals or checkpoints within projects to ensure everyone knows what should be performed and by when.
• Intake Forms. Personalized forms can be submitted to clients or teams to gather requests, feedback, and key details.
• Views. A plethora of views are offered. Users can choose lists, Kanban boards, Gantt charts, tables, and others.
• Time Tracking. To understand how time is spent users can log time, create timesheets, and mark billable time.
• Invoicing. An invoice for a client’s project can be generated based on logged billable hours relevant expenses, or a fixed price.
• Cost Rate Management. Rates can be set for each team member or project with regard to time or expertise in order to accurately charge clients for the work that has been done.
• Budget allocation. A custom budget can be created for each project with the hour and expense tracking and notifications about reaching a set threshold.
• Automation. Numerous steps of a workflow can be automated with an in-built library of automation templates. Users can also create their own templates tailored to their unique needs.
• Reporting. Reports on different metrics are generated to get visibility into performance and stay on track.

Integrations: Teamwork integrates with popular tools such as Slack, Google Drive, Microsoft Office 365, Dropbox, and more.

Ease of use: Teamwork provides a user-friendly interface with intuitive features, making it easy for teams to manage projects and collaborate effectively.

Value for money: Teamwork offers a robust feature set and scalability for teams of all sizes, providing good value for organizations seeking comprehensive project management solutions.

Customer service: Teamwork offers customer support through email, phone, live chat, and a resourceful help center with guides, FAQs, and community forums.

Key pros: A wide range of advanced features, flexible pricing, versatility, and great collaboration capabilities.

Website: www.teamwork.com

FAQ

What is a workflow management system?

A workflow management system is a special software designed to help individuals and companies optimize, automate, and monitor their routine work processes. As a rule, such solutions give an opportunity to efficiently manage tasks, assign responsibilities, set timelines, and track work progress.

What are the main advantages of using workflow management solutions?

By leveraging a workflow management system businesses receive the following benefits:

• Automated execution of repetitive daily tasks and reduction of manual work that result in better productivity and higher efficiency.
• Improved collaboration and communication within a team or between several teams.
• Easy work progress monitoring and visibility of all task statuses.
• Better resource allocation and workload distribution.
• Better accuracy and reduced number of errors.
• Effective workload tracking and deadline monitoring.
• Seamless workflow due to smooth integration with other business-critical tools and services.

Can workflow management systems be leveraged across different industries?

There are no restrictions. Workflow management systems can be efficiently leveraged across the most varied domain and business fields, including IT, marketing, healthcare, manufacturing, education, finance, and others. Such solutions have a high level of customization due to which teams can adapt them to their own unique workflows.

Leading workflow management software providers put particular emphasis on security and data protection. They take various security measures including solid data encryption, role-based access control, and regular security audits to guarantee secure data protection and prevent data breaches.