In today’s fast-paced business world, time is money. Businesses are constantly looking for ways to optimize their workflows and increase productivity. One effective way to achieve this is through workflow automation tools. These tools streamline repetitive tasks, reduce errors, and improve overall efficiency, allowing businesses to focus on what matters most – delivering high-quality products and services to their clients.
Workflow automation tools come in different forms and serve various purposes, from project management to marketing, sales, and customer service. In this blog, we will explore the benefits of workflow automation tools, the features you should look for, and highlight some of the most popular tools businesses can use to automate their workflows. Whether you’re a small business or a large enterprise, workflow automation tools can help you work smarter, not harder.
What is a Workflow Automation Tool?
Workflow automation is using technology to automate repetitive and manual tasks in a business process, reducing the need for human intervention and minimizing errors. Workflow automation tools can streamline processes such as data entry, document management, and task assignment, allowing businesses to save time, increase productivity, and improve overall efficiency. A study by IBM found that workflow automation can reduce the time to complete tasks by up to 90%, lowering costs and improving productivity.
Automation tools are not limited to just one branch or vertical of a business. Using the right tools, all your departments, from sales and marketing to human resources, finance, and technical services, can reap the benefits of workflow automation. A survey by PwC found that 45% of work activities can be automated, potentially saving $2 trillion in global workforce costs.
Here are some examples of processes that can be automated using workflow tools:
- Data entry and processing
- Document uploads and approvals
- Customer verification and onboarding
- Customer inquiry and support ticket management
- Project task assignments and tracking
- Sales lead capture and qualification
- Marketing email campaigns
- Employee onboarding and performance reviews
With this wide range of uses, it is no wonder that automation tools are being increasingly adopted across businesses.
Must-Have Features for a Workflow Automation Tool
A workflow automation tool, if used correctly, can become indispensable to your business’s day-to-day activities. So, before deciding which tool you will use, check how it fits your use case.
While the context may vary across industries, company size, and business processes, there are a few essentials that your automation tool must have.
Here is a checklist of features you should look for:
Top 10 Workflow Automation Tools to Improve Productivity
There are a variety of automation tools in the market today. Each of them claims to be the best and promises to simplify everyday tasks. We’ve compiled a list of the top ones to make it easier for you to choose.
LeadSquared is a leading CRM and workflow automation tool designed to help businesses manage their sales, marketing, and customer engagement processes. It allows customers to build custom journeys across industries like education, healthcare, banking, lending, insurance, real estate, agritech, and many more.
Trusted by some of the best in business, LeadSquared’s no-code workflow builder influences customer journeys and drives efficiency from multiple channels, sources, and devices.
- User-friendly interface with a simple and intuitive dashboard
- Customizable workflows and automation to improve efficiency
- Robust lead tracking and scoring capabilities to prioritize leads based on their behavior and engagement level
- In-depth reporting and analytics for better insights into workflow performance
- Integrations with over 150 software and tools such as Salesforce, Zapier, Mailchimp, and more.
- Mobile app to track tasks and work on the go
- Limited integrations with a few, specific third-party tools
- Users might require initial support to build complicated workflows
LeadSquared offers different pricing plans based on the number of users and features needed. Their plans range from $25/user/month to $200/user/month. They also offer custom pricing based on business requirements.
A feature that sets LeadSquared apart:
A unique feature of LeadSquared is its ability to provide a 360-degree view of the customer journey, from lead capture to conversion. This allows businesses to see the complete history of customer interactions and tailor their marketing and sales strategies accordingly. Additionally, LeadSquared’s lead scoring algorithm uses artificial intelligence and machine learning to identify high-quality leads and prioritize them for follow-up, which can save time and improve the conversion rate.
Kissflow is a cloud-based business process management software that enables organizations to automate their workflows and streamline their operations. It offers a drag-and-drop interface that allows non-technical users to create custom workflows and pre-built templates for standard business processes such as HR onboarding, IT ticketing, and purchase requisition.
- Drag and drop builder with pre-built templates
- Customizable workflows
- Collaboration features like real-time notifications, comments, and task assignments
- A mobile app that allows users to access workflows and tasks from anywhere
- Integrations with popular business applications like Zapier, Dropbox, Salesforce, and Google Drive
- Limited reporting functionality compared to other BPM tools
- Integrations are not easy to configure, and API capabilities are limited
- The platform requires a long learning curve which impacts adaptability
Pricing starts at $300 per month for up to 20 users—the cost increases based on the number of users and features required.
A feature that sets Kissflow apart:
One feature that sets Kissflow apart is its “Workflows as a Service” (WaaS) offering, which allows users to create and publish workflows that external users or customers can access. This enables organizations to automate and streamline their customer-facing processes, such as customer onboarding or support requests, while providing a seamless experience for their customers.
Pipefy is a process management software that helps teams of all sizes to create automated workflows and streamline their work. It empowers frontline employees to independently build customized processes, apply their conditions and business rules, automate manual activities, control SLAs, collaborate with stakeholders, and integrate with other software.
- No code workflow builder
- Easily customizable to suit business needs
- Rich insights to track workflow KPIs.
- Unified data for easier collaboration
- Integrations with software like Trello, NetSuite, SAP, Google Drive, and more
- Limited automation capabilities that can limit some functionalities for businesses
- Real-time insights into workflows are limited
- The UI can sometimes get too cluttered for specific use cases
Pipefy offers a free version with limited features for up to 10 users. The paid plans start at $19 per user per month, with additional features such as automation, reporting, and advanced integration available on higher-tier plans.
A feature that sets Pipefy apart:
One of Pipefy’s best features is its Lean Management capabilities, which allow organizations to streamline their workflows and eliminate waste. The software incorporates Lean Management principles, such as value stream mapping and continuous improvement, to help organizations optimize processes and reduce inefficiencies. This makes Pipefy particularly useful for organizations focused on process improvement and efficiency.
4. Microsoft Power Automate
Microsoft Power Automate is a cloud-based task automation platform that helps you to streamline repetitive tasks and business processes while reducing costs and increasing efficiencies. It comes with integrations across various apps including Microsoft’s Office 365, Sharepoint, Dynamics 365, Power BI, and more.
- Integration with various Microsoft products and third-party applications
- Easy-to-use visual workflow designer
- Large selection of pre-built templates and connectors to simplify automation
- Supports advanced features like conditional branching, parallel processing, and error handling
- Limited functionality in the free version
- Some features require a higher-tier subscription
- Customization options can be limited for certain apps or services
- Steep learning curve for users who lack prior experience in workflow automation
Microsoft Power Automate offers a free plan with limited features and a cap of 750 runs per month. Paid plans start at $15/user/month (when billed annually) and include more advanced features and increased capacity for workflow runs.
A feature that set Microsoft Power Automate apart:
One of Power Automate’s best features is its AI builder that allows users to create AI models and integrate them into workflows. Additionally, it comes with native integrations with Microsoft products such as Office 365, SharePoint, and Dynamics 365.
Tray.io is a cloud-based automation platform that simplifies connecting apps and automates processes at scale. It is a low code platform that allows users to integrate, build, and automate with velocity, and eliminate departmental silos.
- Easy-to-use visual workflow editor
- Large library of pre-built connectors and templates
- Customizable triggers and actions to meet specific business needs
- Real-time monitoring and alerts to help troubleshoot issues
- Extensive customer support resources and documentation
- Steep learning curve for complex workflows
- Some users may find it challenging to work with complex data integrations
- Limited customization options for some pre-built connectors
Tray.io offers a free plan with limited features. Paid plans start at $595/month (when billed annually) and include additional features such as team collaboration, priority support, and higher workflow run limits.
A feature that set Tray.io apart:
One feature that sets Tray.io apart from other workflow automation tools is its advanced data integration capabilities. Tray.io provides a powerful platform for data integration, transformation, and validation, allowing users to easily connect and integrate data across various applications and systems.
Tallyfy is a task automation tool that can turn approval workflows, procedures and forms into trackable processes. It comes with a visual workflow designer that helps businesses streamline workflows, standardize processes, and reduce errors.
- User-friendly visual workflow designer
- Customizable templates to speed up workflow creation
- Real-time analytics and reporting to track workflow performance
- Mobile app for iOS and Android devices
- Limited customization options for certain features
- Some users may find the user interface too simplistic
- Limited advanced automation capabilities compared to other tools
Tallyfy offers a free trial, and its paid plans start at $15/user/month (when billed annually) for its standard plan. They also offer an enterprise plan with more advanced features and custom pricing.
A feature that sets Tallyfy apart:
Tallyfy provides a suite of features that enables businesses to standardize and optimize their processes. The tool comes with a library of customizable process templates that businesses can use to quickly create workflows.
Zapier is a web-based automation tool that connects different software applications, allowing users to automate workflows and tasks across other platforms. It offers a variety of features, including automated workflows, integrations with varying software applications, and customizable automation processes.
- Wide range of integrations with over 3,000 different software applications
- Customizable automation workflows that allow users to create complex automation processes
- Powerful reporting and analytics capabilities
- Flexible pricing plans that allow users to choose the plan that best fits their needs
- Limited support for advanced automation processes that require custom code
- Limited customization options for automation workflows
Zapier offers different pricing plans based on the required workflows and features. Their plans range from a free basic plan with limited features and up to 100 tasks per month to a professional plan at $299 per month with unlimited tasks and advanced features.
A feature that sets Zapier apart:
One unique feature of Zapier is its extensive library of integrations with over 3,000 software applications. This makes it easy for users to connect to different platforms and create complex automation workflows.
ClickUp is a web-based project management and team collaboration tool that offers a variety of features, including task management, time tracking, team collaboration, and reporting.
- Task management features, including customizable task statuses, task dependencies, and checklists
- Wide range of integrations with third-party tools, including Google Drive, Trello, and Slack
- Customizable workflows and processes that allow teams to create their systems
- Time tracking features that enable users to track their time spent on tasks and projects
- Steep learning curve for users with no experience with project management tools
- Limited customization options for reporting and analytics
- Some users report that the interface can be overwhelming and cluttered, especially for larger projects
Their plans range from a free basic plan with limited features to a business plan at $9 per user per month and an enterprise plan with custom pricing.
A feature that sets ClickUp apart:
One unique feature of ClickUp is its customizable workflows and processes. The tool offers a wide range of features allowing teams to create their systems and workflows, making it easy to adapt the tool to fit their needs.
Nintex is a complete process automation platform allowing users to build digital workflows and process apps quickly. The platform offers intelligent forms, advanced workflow, digital document generation, eSignatures, robotic process automation (RPA), process discovery technology, and a powerful process management solution.
- Wide range of integrations with third-party tools, including Microsoft Office and Salesforce
- Drag-and-drop workflow designer
- Strong reporting and analytics capabilities that allow users to track the progress of their workflows
- Document generation capabilities that allow users to generate custom documents, such as contracts and proposals, using data from other systems
- A mobile app that allows users to access their workflows from anywhere
- Limited customization options for reporting and analytics
- Some users report that the interface can be overwhelming and challenging to navigate
- Pricing can be high for smaller businesses or organizations with limited budgets
Nintex offers different pricing plans based on the number of workflows and features needed. Their plans range from a basic plan that starts at $25,000 per year with limited features to an enterprise plan with advanced features and custom pricing.
A feature that sets Nintex apart:
The best feature of Nintex is its document generation capabilities. The tool allows users to generate custom documents, such as contracts and proposals, using data from other systems, making it easy to automate the document creation process.
Workato is a cloud-based automation and integration platform that allows businesses to integrate their different applications, systems, and data sources to automate their workflows.
- Offers a wide range of pre-built integrations and recipes to automate common business workflows and processes
- Data mapping and transformation capabilities that allow users to transform and manipulate their data as needed
- Real-time data synchronization and error-handling capabilities
- Advanced security features, including data encryption and access controls
- Pricing can be expensive for smaller businesses or organizations with limited budgets
- Some users report that the platform can be slow or buggy at times
- Limited customization options for reporting and analytics
Workato offers a free plan for up to 100 transactions per month and several paid plans starting at $1,200 per year with increasing transaction limits, active workflows, and support option
A feature that sets Workato apart:
One unique feature of Workato is its pre-built integrations and recipes. The platform offers a wide range of pre-built integrations and workflows to automate common business workflows and processes, making it easy for users to get started without needing custom coding or technical skills.
Workflow automation tools have become essential for businesses to streamline operations and increase efficiency. The top 10 workflow automation tools listed in this blog offer a wide range of features and capabilities to meet the needs of businesses of all sizes and industries. From Zapier for simple integrations to Workato and Nintex for more complex workflows, these tools can help automate repetitive tasks and save time for more critical work.
While all the tools listed are great options, LeadSquared’s workflow automation platform stands out with its powerful marketing automation capabilities and focus on lead generation and management. With LeadSquared, businesses can easily automate their marketing campaigns, lead nurturing, and sales processes in one platform. Additionally, LeadSquared offers a user-friendly interface and powerful reporting and analytics capabilities to help businesses optimize their workflows and improve their overall performance. If you’re looking for a comprehensive automation platform to help grow your business, take a demo with LeadSquared today!