9 Best FREE Workflow Software (2025)
Workflow management software is a software application that provides flexible tools to improve how you work. It offers you the ability to create and optimize workflow in an ideal way, find redundant tasks, identify potential areas of improvement, rectify to achieve new levels of efficiency.
This type of process management software helps you manage your workflow, create a custom workflow, define stages, synchronize tasks in every stage, and create, assign, and review tasks. It also helps you ease various other workflow management tasks.
However, you must research carefully before selecting a workflow management tool unless you want to end up with lack of advanced features, security issues, compatibility errors, etc. Hence, I spent 90+ hours of research into 30+ best workflow software to create an ultimate guide featuring 9 top workflow management tools. In this article I have detailed their features, pros and cons, and pricing. My well-researched and unbiased review covers both free and paid options, offering you trusted insights to make the best choice. This is a must-read article for discovering exclusive tools to optimize your workflow. Be sure to explore the full content for comprehensive and credible information. Read more…
Best Free Workflow Software: Top Picks!
Name | Mobile Access | Key specs | Free Trial | Link |
---|---|---|---|---|
![]() Zapier |
Android and iOS | AES-256 and TLS 1.2 encryption Notification via Desktop, email, and push |
14 Days Free Trial | Learn More |
![]() Zoho Projects |
Web, Android, iOS, iPad | 2FA, MFA, 256-AES, and TLS 1.2/1.3 encryption Notification via Email and Desktop |
Lifetime Free Plan | Learn More |
![]() Kissflow |
iPhone and Android | AES-256 encryption Notification via Email and Desktop |
7 Days Free Trial | Learn More |
1) Zapier
Best for Automates all the applications to boost the workflow
Zapier is a remarkable web-based tool that helps you automate workflows by connecting apps. According to my review, this tool is perfect for reducing effort and errors. I reviewed its ability to create workflows with over 500 integrations, including email marketing, document sharing, and project management. Zapier is one of the top-rated solutions for workflow automation.
Zapier, founded in 2011, offered me the most impressive workflow automation tool. I was able to instantly access thousands of custom templates and enjoy instant notifications through desktop, email, and push. I also liked its seamless integration with Slack, Mailchimp, and Trello and its two-factor authentication and AES-256 encryption provided me with a secure environment. Additionally, its drag-and-drop feature and project management views are excellent, which makes Zapier one of the best options for efficient task handling.
Pros
Cons
👉 How to get it Free?
- Go to Zapier
- Click on the “Start free with email” button to get a lifetime free basic plan.
Link: https://zapier.com/
2) Zoho Projects
Zoho Projects is an excellent Workflow Software as it offers work tracking, time tracking, and resource management tools that are necessary for project success. I noticed that its reporting tools make it easy to monitor overall project progress. The client billing timer is a unique feature that I came across in Zoho Projects. Furthermore, you can use the export options for data sharing in CSV, XLS, or PDF formats.
Zoho Projects allowed me to manage tasks efficiently with its work breakdown structure, issue management, and universal add tab, making it a superior choice for team collaboration. I could access various task views, Gantt charts, and reminders, which are great for keeping track of project timelines. The user-friendly interface and customizable reports offered me a seamless experience, making it one of the best tools for workflow management.
Pros
Cons
👉 How to get it Free?
- Go to Zoho Projects
- Click on the “Sign Up Now” button to get a lifetime free Basic plan up to 3 users.
Life Time Free Basic Plan
3) Kissflow
Best for streamlining processes of your business
Kissflow is a simple workflow software that I found very useful for my projects. It allowed me to access visual design tools and social collaboration features with ease. Kissflow helps you prioritize tasks and effortlessly assign them to your team. I received alerts when tasks were done or needed attention. During my analysis, I noticed that it simplified managing complex decisions and let me update workflows instantly.
Kissflow, established in 2012, is a remarkable tool that helps you manage tasks efficiently with its automated assignments and instant notifications. During the period of my assessment, I found that it offers superior options for real-time information and project visualization through Timeline, Kanban, and Calendar views. It is perfect for those who need custom reports and actionable insights. I recommend its free plan for individual users, and its seamless integration with platforms like IBM and ORACLE makes it a top choice for enterprises.
Pros
Cons
👉 How to get it Free?
- Go to Kissflow
- Click on the “Try the demo” button to get a free trial.
Link: https://kissflow.com/workflow/
4) Process Street
Best for simple workflow management software
During my analysis of Process Street, I discovered that it is a highly accurate workflow software for managing tasks. It offered me great control over my team’s progress and collaboration. I particularly appreciate how it allows you to streamline processes in collaborative workflows. According to my research, it is ideal for process control and analysis and leads to fast and effective management.
Process Street, founded in 2014, offers robust AES-256 and TLS 1.2 encryption, making sure you get high security. I found out that it allows you to export reports in PDF, Excel, and CSV formats. The platform is great for visualizing projects through various views like Kanban, Calendar, and more. During the period of my assessment, I particularly liked its seamless integration with tools like Typeform, Breezy, and HubSpot. Its free plan is perfect for small teams, offering two users.
Process Street also provides instant notifications via Email and Desktop, which I found very helpful for staying on top of tasks. It also offers a drag-and-drop feature, custom reports, and time-tracking for efficient project management. Additionally, I received pre-built templates and found them beneficial for employee onboarding and compliance adherence. It also offers excellent customer support via email and chat.
Pros
Cons
👉 How to get it Free?
- Go to Process Street
- Click on the “Try the demo” button to get 14-day free trial, no credit card required.
14 Days Free Trial (No Credit Card Required)
5) Pipefy
Pipefy is a smart workflow software that helps teams collect data, complete tasks, and track success during projects and campaigns. I could get a clear view of all my processes. It helped me build a smooth workflow and centralize my organization’s data. In fact, it lets you digitize unstructured data and view workflows across the organization as needed.
Pipefy, founded in 2015, allowed me to automate processes that are not in RPA with efficiency. I could easily streamline approvals using its plug-and-play templates, which helped structure my workflows. The data-driven decision-making features offered me improved visibility. I could also export reports in PDF, Excel, and CSV and visualize projects with views like Kanban, list, and Calendar.
Pros
Cons
👉 How to get it Free?
- Go to Pipefy
- Click on the “Get started” button to get a free basic plan.
Link: https://www.pipefy.com/custom-workflows-software/
6) Kintone
I reviewed Kintone as a platform that helps managers track, prioritize, and review tasks in any workflow, including the most complex ones. It helped me create custom workflows and easily review tasks as they progressed. During my research, Kintone allowed me to create automated reminders and filter tasks efficiently. I could also view, edit, and update workflows on both mobile and desktop.
Kintone, founded in 1997, offered me a comprehensive suite that is great for enhancing productivity. I was able to visualize my projects from various points of view, such as the calendar, Kanban, and Gantt Chart. It provided seamless integration with Slack and Salesforce, which I found particularly useful for collaboration. Kintone’s no-code application helps build easy process management. It was also added to this list due to its 2FA encryption, drag-and-drop features, and instant notifications.
Pros
Cons
👉 How to get it Free?
- Go to Kintone
- Click on the “Free Trial” button to get a 30-day free trial. No credit card is required.
Link: https://www.kintone.com/
7) BeSlick
According to my review, BeSlick is one of the best choices for workflow management. During the evaluation, I came across its template builder, which is great for organizing business tasks. The tool allowed me to access strong template features and a reliable workflow builder. Moreover, I could automate recurring tasks to ensure they are not missed.
BeSlick is a reliable tool that offers a centralized library for templates with folder permissions, helping you manage projects efficiently. I particularly liked the powerful workflow template builder, which allows you to create custom workflows with branching logic, attachments, and dependent dates. It helped me track and resolve project issues effortlessly while gaining clear progress visibility, thanks to the pre-built template workflow library. I recommend BeSlick for its seamless integration with tools like Zapier, Salesforce, and Pipedrive, thus making it an excellent choice for managing complex workflows.
Pros
Cons
👉 How to get it Free?
- Go to BeSlick
- Click on the “Try for free” button to get a 14-day free trial. No credit card is required.
Link: https://beslick.com/lp-workflowmanagement/
8) ProWorkflow
While reviewing ProWorkflow, I noticed that it simplifies managing my team’s workflow. This software helped me integrate with essential tools like Freshbooks and Xero. I could track tasks using Gantt charts and manage time effectively. It also helped me see a clear overview of all tasks and projects, which is great for project management. I particularly like that my data is protected with 128-bit encryption on this platform
ProWorkflow, founded in 2002, allowed me to connect with my ProWorkflow account seamlessly, offering extra flexibility to scale as needed. I particularly liked how it lets me see which staff are logged in and what they are currently tracking time on. The 128-bit SSL and 2FA encryption offered me with high security. I could also export my reports in various formats, which helped me visualize projects using different views like List, Timeline, and Calendar.
Pros
Cons
👉 How to get it Free?
- Go to ProWorkflow
- Click on the “Free Trial” button to get a 14-day free trial.
Link: https://proworkflow.com/product/features/improved-organization/workflow/
9) Qntrl
According to my review, Qntrl is one of the best options for managing tasks in teams, departments, or organizations. During my analysis, I found out that it adds visibility, control, and automation to my processes with ease. I particularly appreciate the no-code features, which help streamline workflows in minutes. It allowed me to automate tasks based on conditions or time, making it an ideal solution for efficiency.
Qntrl, founded in 1996, offers a comprehensive workflow solution that allowed me to define rules applied across multiple orchestrations. I could access AES-256 and TLS 1.2 encryption, ensuring data security. The free plan, with 5 users, offered me instant notifications via desktop, email, and push. I could also access features like drag-and-drop, custom reports, and seamless integration with tools like Zoho Analytics. I recommend its pre-built templates for Finance, Marketing, IT, HR, and Workflow, which helped me streamline my projects related to these fields.
Pros
Cons
👉 How to get it Free?
- Go to Qntrl
- Click on the “Sign Up” button to get a 15-day free trial. No credit card is required.
Link: https://www.qntrl.com/
What is a Workflow Management Software?
Workflow management software is an application that provides flexible features to improve the way you work. It gives you the ability to create and optimize workflow in an ideal way. This tool can also find redundant tasks, identify potential areas of improvement, and rectify them to achieve new levels of efficiency.
How to select the Best Workflow Management Software?
Here are important criteria for selecting the best free workflow software:
- Scalability: Workflow management software should be able to handle large volumes of data and processes smoothly.
- User interface: The user interface should be easy to use and navigate, with all relevant information easily accessible.
- Integration capabilities: Workflow management software should be able to integrate with other business systems, such as accounting and marketing software.
- Reporting: The reporting features should allow you to track data with granular details.
- Security: Workflow management software should be secure enough to protect your data from unauthorized access.
- Price: The best workflow software will not require you to pay for features you don’t need or users you don’t have.
What are the benefits of Efficient Workflow Management?
Here are some benefits of using workflow management software in your organization:
- It helps boost productivity.
- It helps businesses save money.
- Enhanced workflow management can also lead to improved job satisfaction and a better overall work culture.
- Workflow management tools can help create a happier workplace.
- It can help mitigate the number of errors made.
- You can reduce the amount of time needed to complete tasks.
Verdict
All of the above tools that I have mentioned are reliable workflow management software. However, I have selected the following three tools that were the most efficient and stood out to me during the evaluation period:
- Zapier stands out as a powerful tool for automating tasks between different apps. It offers a customizable and robust solution for seamless workflow integration.
- Zoho Projects provides a comprehensive and user-friendly platform that is best suited for team collaboration, task management, and timely tracking of project milestones.
- Kissflow offers a reliable, secure, and cost-effective solution with an impressive range of other features. Thus making it a superior choice for managing business processes with minimal effort.