Every business process follows a workflow, but many of these are bogged down by manual tasks that are slow, error-prone, and costly. 

Workflow automation makes these processes faster, more accurate, and more cost-effective. 

However, workflow automation isn't a fix-all. 

Sure, it can streamline your workload and cut costs. But it works best when you already have an optimized system in place and the best workflow automation tools at your disposal.

In this article, we’ll look at the best workflow automation software that address workflow inefficiencies and improve collaboration across teams. 

What is workflow automation? 🤔

Workflows are a series of steps or tasks that need to be done in a specific order to get something completed. A common workflow involves receiving a request, reviewing it, processing it, and then sending a confirmation.

Now, how to automate workflow? The process requires setting up a system where these steps happen automatically. Instead of doing each step manually, the software handles workflows using AI or based on rules you set up.

For instance, if a new lead fills out a contact form on your website, an automated workflow will optimize lead management automatically. It will capture the information, add it to your CRM with automation, and send a welcome email—all without any manual input.

A workflow diagram helps you see how the process works. It looks like a flowchart with boxes and arrows. Each box represents a step or action, and the arrows show the sequence. Here’s an example of a workflow diagram for a customer order: 

Workflow automation is done using software tools, either specific workflow automation tools or part of larger business process management (BPM) suites, such as an automated customer relationship management tool.

They connect different applications and perform actions automatically. You can set up triggers (events that start the workflow) and actions (tasks the software will do).

Top 6 workflow automation software

Now that you understand how automation works, let's explore some popular workflow automation software you can use.

Zapier

Zapier is the undisputed king of workflow automation. It is the ‘glue’ that connects different web apps and services and makes them work together seamlessly.

Using Zapier’s web workflow automation tool, you create automated workflows called Zaps. These workflows start with a trigger (an event in one app) and end with an action (a task done automatically in another app).

Key Features

• Zapier offers pre-built templates for common use cases, like syncing emails or backing up social media posts to jumpstart automation setups quickly.

• Multi-step Zaps allow complex workflows with multiple triggered actions.

• The tool’s team capabilities include shared folders, role-based access, and usage reports.

• Automates sales and CRM tasks by integrating with tools like Salesforce, HubSpot, and Formaloo.

• The Formatter tool ensures data is correctly formatted before it moves between apps.

• Task history logs in Zapier help track and troubleshoot automated workflows.

Pricing

Zapier offers 4 workflow automation plans:

• The free plan includes 100 tasks per month

• Professional plan starts at $19.99/month

• Team plan starts at $69/month

• The enterprise plan is for large-scale companies and has custom pricing

Kissflow

Kissflow’s workflow automation software includes about 50 pre-installed applications, such as for employee onboarding and purchase orders, which can be edited or built from scratch. 

With over 10,000 customers in 121 countries, including major companies like Pepsi and Domino’s, Kissflow supports both large enterprises and SMBs and offers support in Spanish and Portuguese as well.

Key Features

Kissflow allows you to: 

• Install and customize ready-made app templates from Kissflow's marketplace.

• Visualize and edit workflows with Kissflow’s drag-and-drop graphical tool.

• Admin console allows instant management of user access, billing, and process permissions.

• Implement Single Sign-On (SSO) for unified access across multiple platforms.

• Create complex forms with 16+ field types using a no-code drag-and-drop form builder.

• Define precise role-based access to control who can view or edit specific workflow data.

• SLA status indicators prioritize tasks with color-coded urgency levels on your dashboard.

Pricing

Kissflow offers 2 flexible pricing plans:

• Basic plan: Starts at $1,500/month for 50 users, ideal for simple use cases.

• Enterprise plan: Custom pricing with full features, internal and external user support, plus a private cluster.

Nintex

Nintex helps businesses manage, automate, and optimize processes. 

Founded in 2006 and based in the US, Nintex serves over 8,000 customers in more than 90 countries. 

The platform offers tools to visualize and plan workflows and build automated processes with forms and mobile apps.

Key Features

• FedRAMP®-authorized cloud automation specifically designed for U.S. and Canadian government agencies and defense contractors.

• Offers workflow automation in a fully controlled on-premises environment.

• Users can design workflows without coding thanks to an intuitive drag-and-drop tool.

• Quickly implement common workflows using a variety of pre-built, easy-to-use templates.

• Integrates with popular platforms like SharePoint, Office 365, and Salesforce.

• Manage and monitor workflows on the go with Nintex’s mobile app.

Pricing

Nintex offers 2 pricing plans: 

• Premium plan: Starts at $2,400/year for 10 users and includes unlimited document generations with standard support.

• Consumption-based plan: Custom pricing, supports unlimited users, and offers personalized document automation with enhanced support options.

Cflow

Cflow workflow and business process management platform automates tasks across HR, procurement, sales, IT, and finance.

It features a no-code visual builder for workflows, along with SLAs, escalations, document management, e-signatures, and reporting.

Cflow integrates with 1000+ apps, supports data import from Excel, and ensures compliance with GDPR, HIPAA, and ISO standards for secure operations.

Key Features

Here are some of the unique features of Cflow:

• Create and manage workflows with a visual drag-and-drop designer with no coding needed.

• Connect with G Suite, Office 365, and thousands of apps using web services, webhooks, or custom connectors.

• Utilizes AWS Data Centers with data encryption and customizable backup policies for security and backup.

• Protect sensitive information with advanced data encryption.

• Tailor Cflow to your organization's unique processes and requirements with extensive customization

Pricing

Cflow has 3 pricing tiers:

• Happy plan: $7/user/month, for small teams with up to 20 processes and 10 reports.

• Joy plan: $11/user/month, for growing teams with unlimited processes and 50 reports.

• Bliss plan: $16/user/month, for enterprises with unlimited processes and reports.

Jira

Jira is a workflow automation software offered by Atlassian that supports project planning, work definition, and real-time progress tracking to keep projects on track.

Its clear roadmaps, dependency management, and seamless integration with Confluence make it a great workflow automation tool for teams of all sizes.

One of Jira's standout features is its user-friendly interface. It’s super easy to create, edit, and track issues with Jira.

Key Features

Jira lets you: 

• Break large projects into manageable tasks with scrum boards for faster delivery.

• Adapt Jira to your team’s unique way of working, including Scrum, Kanban, or hybrid models.

• Design workflows tailored to your team’s needs with flexible configuration options and status transitions.

• Use JQL (Jira Query Language) for precise, powerful searches and filter results effectively.

• Control access to issues and projects with customizable permission schemes for different user roles.

• Integrate with Jira Service Management for handling support requests and managing customer service workflows.

Pricing

Jira offers four pricing plans:

• Free: $0 for up to 10 users

• Standard: $7.16/user/month

• Premium: $12.48/user/month

• Enterprise: Custom pricing 

ProHance

ProHance is a cloud-based global operations management platform used by top Fortune companies. It boosts efficiency and optimizes employee use with detailed insights into performance.

The tool offers real-time monitoring and over 100 customizable reports that help businesses enhance processes and collaborate effectively across departments.

Key features

With ProHance, you can:

• Organize tasks according to their sensitivity and value to ensure the most important tasks are addressed first.

• Monitor task progress, turnaround times, and performance metrics as they happen for better visibility and control.

• Apply sophisticated algorithms to allocate tasks based on available capacity and priority to optimize resource use.

• Alert individuals and managers about key focus areas.

• Assess adherence to service levels and average handling times.

• Establish specific quality parameters and assess the quality of processes.

Pricing

ProHance offers a custom pricing model, so you'll need to request a quote for specific details. 

They provide a 14-day free trial for you to explore the platform and see how it fits your operations before committing.

Benefits of workflow automation

The best workflow automation software brings plenty of benefits to the table. Here’s how it can make your work life easier:

• Saves time: Automates repetitive tasks so you can focus on more important work.

• Reduces errors: Minimizes human error by consistently following set rules and processes.

• Boosts productivity: Speeds up processes that allow you to get more done in less time.

• Improves accuracy: Ensures tasks are completed exactly as specified, with no mistakes that may creep in due to human error.

• Enhances consistency: Delivers uniform results every time to keep the processes steady and reliable.

• Streamlines communication: Automates notifications and updates that keep everyone in the loop without manual effort.

• Increases efficiency: Optimizes workflows to make operations smoother and faster.

Build automated workflows with Formaloo!

Formaloo offers comprehensive workflow automation to build your ideal workspace with ease. 

You can use drag-and-drop tools to create and customize your processes, automate repetitive tasks, and manage data—all without writing a single line of code. 

It also provides real-time insights with customizable reports and dashboards that help you make informed, data-driven decisions.

Create exclusive content, manage access effortlessly, and enjoy a branded workspace tailored to your needs.

Start optimizing your workflow today with Formaloo!