10 Best Workflow Management Software Options in 2025

10 best workflow management software of 2025

1. Lindy: Best for AI workflow management automations
2. monday.com: Best for visual dashboards and timeline planning
3. ClickUp: Best all-in-one suite for docs, tasks, and whiteboards
4. Asana: Best for intuitive task tracking with smart reminders
5. Trello: Best for beginners
6. Wrike: Best for enterprise-level teams 
7. Smartsheet: Best for spreadsheet-style workflows
8. Airtable: Best for database-style task management
9. Jira: Best for agile software teams and sprint planning
10. Notion: Best for flexible workspaces

Best workflow management software at a glance: Table

1. Lindy: Best for AI workflow management automations

Score: 10/10

We designed Lindy for people who are tired of managing tasks manually and want to build workflows that actually work. Not just checklists or templates, but autonomous AI workflows that move projects forward even when you're busy doing other things.

The way it works is simple: You create “Lindies,” which are AI agents that automate parts of your workflow, from scheduling meetings and automating email workflows to updating Notion pages, following up on leads, or even responding to support tickets. 

Each Lindy is powered by a customizable AI agent that uses natural language prompts, smart triggers (like new calendar events or incoming emails), and multi-step actions. 

You can start with dozens of pre-built templates and connect with tools like Gmail, Slack, Zoom, Notion, ClickUp, and more — either directly or through platforms like Zapier and Make.

You don’t need to write code or dive into complex logic trees. Lindy offers a no-code interface where you can set up workflows using simple conditions, triggers, and prompt flows — making it easier to manage tasks like email handling, meeting scheduling, and sales communications without needing a developer.

Want your meeting notes transcribed, summarized, uploaded to Google Drive, and emailed to participants automatically? Done. Need a support bot that references your internal docs, filters Slack messages, and only pings you when a real issue comes up? Easy.

And if you think that the workflow should be tweaked, simply change instructions, swap integrations, and even stack multiple Lindies into “societies” to handle complex operations across teams.

We built Lindy so operations folks, founders, and fast-moving teams can build improved systems that help complete your tasks — not just make prettier task boards.

2. monday.com: Best for visual dashboards and timeline planning

Score: 10/10

If you're like me and handle multiple tasks with various deadlines, priorities, and team members to keep track of, Monday.com can be a great addition. Things are easy to kick off here with multiple standard views like tables, Kanban boards, calendars, and lists.

Personally, I found myself using the Kanban view, thanks to its simplicity and straightforwardness. 

But a quick heads up: customizing column titles in Kanban view isn’t the smoothest experience. Platforms like Trello and Asana are ahead on that front.

Speaking of customizations, monday.com does a pretty solid job. Besides the usual status updates and deadlines, you can throw in checkboxes, locations, and even cost columns. This is perfect if your projects get detailed fast. 

The filtering options are pretty handy, too. You can dial down the noise, pin the important tasks, and get straight to the point. The built-in Gantt chart view is great if you're managing bigger projects. 

Task management is easy to set up, and you can stretch the timeline view across days, weeks, months, or even years. Even the built-in file management feature lets you share PDFs, images, and other files directly in tasks. I mostly use this to keep my visuals and docs handy, and it does work very well. 

Monday’s dashboard is a tremendous tool that lets you glance at your team's overall progress across different views—all on one screen. That alone is a productivity hack I didn’t know I needed.

Monday.com isn't just task management, either. It’s got this “Work OS” suite—think Google Workspace or Zoho Workspace but a bit smoother and less clunky. They've built specific tools for CRM management, agile software development, and customer service interactions. 

So, if you're running sales or customer support teams, this integration could simplify your workflows. But it might feel a bit overkill if you're a small team or a solopreneur.

But, when it comes to the latest AI features? It's pretty average. You get stuff like content generation and task summarization—nothing groundbreaking yet, and frankly, not enough reason alone to jump to higher-priced tiers. But it's there if you need it. 

3. ClickUp: Best all-in-one suite for docs, tasks, and whiteboards

Score: 9.5/10

ClickUp is designed for those who dread constantly switching apps and want everything centralized. No exaggeration, it does attempt to replace all your current productivity apps with an “all-in-one solution.” 

ClickUp packs features like built-in document collaboration (think Notion or Confluence), interactive whiteboards for visual brainstorming, and even screen-recording clips (goodbye Loom? Maybe).

I enjoyed playing around with its "Spaces," where each project lives, neatly divided into smaller tasks and customizable subtasks. The 'Home' area is clever, too—it's like a personal dashboard that organizes your workday. 

The Chrome extension lets you quickly capture tasks or screenshots without leaving your current page. This is super handy if you're like me and lose track of those little notes.

The star here is probably "ClickUp Brain," their built-in AI assistant. It pulls real-time data, summarizes your day's tasks quickly, and even scans through connected apps like Google Drive. You can further use it to create new tasks, form detailed reports of your workflows, and even write certain stuff within seconds. 

It won't do your work for you, but it's great for quick daily recaps or catching up after a day off.

But with so much stuff in one app, it might lag at times if you don’t have a high-end device. It’s not something too bad, but expect minor glitches more frequently than you'd get with simpler tools like monday.com or Asana.

4. Asana: Best for intuitive task tracking with smart reminders

Score: 9/10

Where other workflow management tools tend to throw most of their features on their dashboard, Asana simply tries to present what's most useful to you. 

I’ve been using Asana for a couple of years now, and my favourite thing is definitely the ease of managing tasks and its simple layout, which even beginners can instantly understand. 

The home screen is neat, with useful tabs including your tasks, projects you’re a part of, frequent collaborators, and more. You can customize this further by adding widgets, which is a nice touch. 

Notifications are instant as well, but thankfully, you only get pinged about things that directly involve you. For instance, you’ll get alerts when someone mentions you or when there are changes to a task assigned to you. 

It also sends timely reminders as a task approaches its due date or becomes overdue, which helps keep everyone accountable and maintains a steady workflow. 

The AI tools are pretty handy, too. If you want to catch up quickly, you can request an Activity Summary and get a detailed breakdown of everything that occurred within a specific timeline. That said, it sometimes goes over the top by providing overly lengthy and detailed analyses, defeating the whole point of using AI for a quick summary.

5. Trello: Best for beginners

Score: 8.5/10

While signing up on Trello, the platform will ask you to pick your motive behind using it. The options include organizing work, tracking personal tasks, managing teams, and automating workflow. Now, if you choose the latter two options, Trello itself suggests you use Jira! 

Confused? That’s because Trello was acquired by Atlassian (an Australian software company), which also owns Jira. 

As I’ve been a fan of Trello for a long time, I picked the first option (obviously). I’ve used it on and off for years, and how approachable it feels keeps pulling me back. Boards, cards, and lists—it’s like organizing sticky notes but digitally. 

This means if your workflows aren’t overly complex, Trello’s simplicity is a strength, not a limitation.

Customizing your setup takes no time here. You can label cards, color-code them, add checklists, and even throw in fun extras like emojis and stickers if that’s your thing. 

For one of my side-projects, I built a content planning board from scratch in under 10 minutes, and it just worked. You can further edit the cards on Trello up to a great extend. It has different labels, checklists, assigning multiple members, attachments, and much more.

But you'll quickly outgrow the basics if you’re managing a large-scale team or need high-level features like detailed timelines or time tracking. You can expand with power-ups (aka add-ons), but the moment you need several of them, the price tag starts creeping up.

One feature that deserves a proper shout-out is Trello’s built-in automation system—Butler. You can set rules like “when a task is marked complete, move it to the ‘Done’ list” or schedule recurring tasks without writing a single line of code. It’s not flashy, but it reduces a lot of repetitive clicking.

Trello’s collaboration features are also decent. You can tag teammates, leave comments, and track activity on each card. There’s no built-in chat, but integrations with Slack and other tools make it easy enough to bridge that gap.

6. Wrike: Best for enterprise-level teams

Score: 8/10

Out of all the project management tools I’ve tested, Wrike feels like it was built for project managers who want more control than the average software allows but don’t want to spend hours figuring out how things work. It leans heavier into enterprise-level capabilities, but I still found it surprisingly easy to get started with.

The onboarding experience was detailed without being overwhelming. Instead of tossing you into a blank workspace or giving you a rigid tutorial, Wrike walks you through the basics with smart video pop-ups and contextual help menus that show up when you need them. 

With Wrike, you can create tasks, subtasks, and folders with drag-and-drop precision. The right-click menus are super useful, making bulk actions and task editing feel genuinely fast and efficient.

The AI features embedded in Wrike are useful if you deal with many task descriptions, multiple collaborators, or even team members from across the world. It helps you summarize lengthy texts, summarize a whole thread of comments on a task, change tone, shorten briefs, or even translate text into various languages like Italian, Japanese, Korean, and more. 

Remember, the AI features are only limited to the paid plans of Wrike. 

For your workflow automation, simply choose an item you’d want to apply the rule to, select a trigger, like when someone updates a task’s status or adds an assignee, and add conditions, like if an item is agreed upon and has a specific custom field. Lastly, decide on an action you want to automate, like adding a comment or assigning someone else — and that’s it. 

I find it pretty smooth; even beginners or non-tech-savvy users can instantly employ this.

What I found most unique, though, was the “Stream” view. It’s like a live feed for your project activity. It’s great if you’re the type who wants to stay in the loop without swooping into every task thread. I used it as a command center, especially on projects with many moving parts.

7. Smartsheet: Best for spreadsheet-style workflows

Score: 8/10

Smartsheet is built for teams who prefer grids but need more than spreadsheets. While it looks like Excel at first, you can quickly turn those grids into collaborative task boards, workflow builders, and project trackers. I tested it by setting up a content calendar, and Smartsheet didn’t disappoint. 

Using columns like due dates, owners, checkboxes, and progress bars is easy. But Smartsheet is even better because these columns can trigger full workflows. You can automate alerts, approvals or even move rows based on changes in a cell. I tried one setup where marking a task as Complete logged the date and sent a wrap-up email. 

Smartsheet's trigger-condition-action workflow is helpful, too. You can set it to send update requests, generate PDFs, or shift rows between sheets on a schedule. The Activity Log keeps track of every change, who did what, when, and where. 

All this improves transparency, and you get a clear view of edits, shares, and updates across your workspace. The project dashboard further gives you an overview of your task status and progress using visuals.

It also works well with Microsoft Teams, Adobe, Tableau, and even Power BI, making it feel like the missing puzzle piece if you're working across multiple platforms.

Initially, I had to spend some time learning how to use Smartsheet’s advanced features. But the tutorials helped me figure out how to review attachments properly and extract real-time data from multiple sheets into one view. Now, this can feel like a lot for beginners tackling complex setups. 

8. Airtable: Best for database-style task management

Score: 7.5/10

Think of Airtable as a smart spreadsheet with the flexibility of a database that’s super easy to use. Its interface might feel familiar to you if you've worked on Excel or Google Sheets already. 

I find Airtable’s sheets pretty intuitive and well-organized. Unlike a standard spreadsheet, each cell can store more than just text or numbers. You can add attachments like files and images, set up checkboxes and ratings, or link records across different tables. 

To test this, I created a library of my favorite books and added their descriptions, cover images, and status indicators (like "reading," "completed," or "not started"). It felt like building my own personal Goodreads. 

Airtable also supports multiple views so you can visualize tasks and projects in the best way. Switching between grid, gallery, or Kanban view takes just a few clicks. I especially like how easy it is to set up a calendar view, as it instantly highlights all my deadlines in one clear overview.

Airtable has web extensions for quick access. They’re easy to add to your web browser for better data visualization, reporting, and bulk imports. If you need more, you can build custom extensions for your team, too.

Airtable offers multiple basic automation options. You can connect it to Google Workspace, Slack, Facebook, and X (Twitter) and set up anything from simple notifications to multi-step workflows using triggers and actions. If you need deeper customization, you can use JavaScript or pick from existing templates to get started quickly.

And since data import worked smoothly, I avoided manual entry. Still, the advanced tools and integrations take time to learn. The bigger issue is the mobile app’s limitations. You can’t send referral invites, upgrade workspace, or take snapshots. Even switching to Gantt view, Timeline view, or list view isn’t available, which makes it hard to work on the go.

Plus, once you move beyond the free plan, Airtable’s pricing spikes up. Although the free plan is generous enough to get started (up to 1,000 records), you’ve got to upgrade for more records or automation triggers.

9. Jira: Best for agile software teams and sprint planning

Score: 7.5/10

If managing projects ever felt more like chasing updates than doing actual work, Jira can help fix that. It’s built for software, IT, or any structured workflow teams. I started using Jira thinking it'd be too developer-specific, but it's more versatile.

I like how your workflow updates in real-time, so even if your team’s remote or async, everyone stays in the loop.

The dashboard is packed with features, and from there itself you can switch between list, board, and calendar views. Using the Kanban board, you can update tasks from "To Do" to "In Progress" to "Done" in a few clicks. 

I tried planning a content piece on Pink Floyd’s The Dark Side of the Moon and found it easy to jot down details. But with so many features visible upfront—like custom fields, statuses, and filters—the workspace quickly felt cluttered. This can be a bit too much for someone new to project tools. 

After a few YouTube tutorials, though, things started to click, and I began to appreciate the level of control dev teams get.

Jira’s automation setup is built on three simple steps: triggers, conditions, and actions. Triggers start the rule, like when a task gets created or moved. Conditions act like filters to ensure the rule only applies in certain cases. Actions are what actually get done, like sending a notification or closing a ticket. 

There’s even an automation template library to help you get started fast. You can auto-assign issues, send reminders, update statuses, or get Slack summaries with simple guides to walk you through each step.

10. Notion: Best for flexible workspaces

Score: 7/10

If you’ve ever wished your notes, tasks, and wikis all lived in one clean, customizable space, you’ll get why Notion is so popular. It blends note-taking, database building, and simple project management in one place without being cluttered.

What stands out first is the interface. Notion is sleek and distraction-free, almost too zen for a productivity tool. Setting up a basic task board or journal is quick. Once I started adding databases, tables, and linked pages to my workspace, Notion was easier to work with.

Notion’s template library has over 30,000 templates for categories like portfolio, social media, freelance, business operations, project management, and more. Moreover, you get one-click setups for everything here. 

Although Notion AI's workspace replicates ChatGPT, I liked how the chatbot responded to Draft a page for project planning. Notion AI quickly built an importable template for me. I just had to fill out details for project overview, objectives, team members, milestones, timelines, etc. And if you lean towards creativity, you can add emojis, change color, add graphics, switch font, and ask AI to tweak anything you don't like.

Notion’s project management features feel like building your dashboard with Lego blocks. You decide what to track, how to display it, and what matters most. Whether it’s task lists, Kanban boards, timelines, or calendars, everything can be arranged in one place. You can filter by priority, sort by status, and even build dashboards using charts.

On the downside, I noticed a bit of notification fatigue while collaborating with my team. Notion alerts you for almost every small update unless you take the time to adjust the settings.

How We Chose the Best Workflow Management Software

Each tool mentioned in my list was carefully tested with both a handful and a dozen team members to test their real workflow management features. I’ve tried to include tool that are ideal for various audiences — be it a startup, a growing business, or a solo freelancer with a small team.

I manually set up various tasks, automated workflows, and added different people to test each tool's collaborative features. At last, only the ones that solved real workflow problems made the cut, not just the ones with flashy ads.

Special Mentions

11. Basecamp: Great for simple, remote team communication but lacks advanced task management and basic features like a Gantt chart.
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12. Hive: I like how customizable and intuitive it is, yet the performance issues and occasional bugs make it feel clunky under pressure.
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13. Kissflow: Good for automating simple processes quickly, although you may struggle with complex workflows and since it has limited design flexibility.
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14. Nintex: Offers powerful automation for enterprise-level use cases, but it's expensive and has a steep learning curve for new users.
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15. Zoho Projects: Solid option for small businesses with its rich feature set, but the interface can feel dated and a bit overwhelming at times.
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16. Celoxis: Strong on reporting and project tracking, but the UI feels outdated, and it's not as beginner-friendly as other tools.
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17. Miro: Great for teams looking for collaborative brainstorming and visual planning. Miro’s is more like a whiteboard and less like a workboard.  
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18. Qntrl: Suitable for teams that want structured workflows and integrations with a no-code setup, though the mobile app can be limiting.
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19. Flokzu: Extensive tools for business process automation and administrative control, but the interface feels outdated, and only a few recent user reviews are available.
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20. Lucidchart: Integrates with GPT to produce stunning visual process maps and diagrams but lacks quick support options like live chat and calls.
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21. ProWorkflow: Loved the features for detailed time tracking, reporting, invoicing, though lack of a free plan limits its use case to medium and large organizations only.
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22. Backlog: Acts like an all-around tool for project management, task tracking, version control, and bug tracking. At times, reporting may require advanced configuration.  
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23. Cflow: Rich API integration to connect tools like G Suite, Office 365, and other webhooks, though I came across a few occasional bugs.
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24. Striven: All-in-one business management software system with beginner-friendly tools, but creative teams might find the interface crusted.
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25. Leantime: Ideal for startups who value lean methodology, but might fall short for teams needing complex workflow features.
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26. nTask: Takes care of end-to-end project management needs without being harsh on your pocket, though it’s hard to find its latest reviews.
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27. Aisera: Impressive AI automation for enterprise support teams, but the setup is complex and best suited for large organizations.
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28. Salesforce Einstein: Lets you manage sales, marketing, and customer support with AI-driven workflows, though pricing can be an issue for freelancers and small teams.
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29. Microsoft Power Automate: Excellent for automating across Microsoft tools, but complex flows can be tricky for non-tech users.
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30. Pipefy: Simple and flexible no-code workflows make it user-friendly, but it can be slow at times, just like its customer support

Frequently Asked Questions

Does Lindy offer workflow automation?

Yes, Lindy.ai excels at workflow automation. Its AI-powered workflows help your team manage tasks faster, route messages intelligently, and stay organized — all without complex configurations or coding.

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Let Lindy be your AI workflow management software – and more!

Are you ready to stop doing everything the manual way? Lindy isn’t just another software solution — it’s a full-fledged partner that transforms how your sales team learns, grows, and closes deals. 

Here’s why Lindy should be in your corner:

• Personalized coaching that actually works: Lindy’s Meeting Coach adds AI to your sales calls with actionable insights. From objection handling to tone improvements, your reps get real-time feedback tailored to their unique skills and areas of growth.
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• Role-playing that’s scarily real: Forget scripted scenarios that feel like acting class rejects. Lindy’s role-playing simulations adapt dynamically to your reps’ responses, building confidence for handling even the trickiest sales situations.
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• Integrates with major apps: From Airtable to Salesforce, Lindy seamlessly connects with your favorite tools, ensuring all your training data and sales insights stay organized and accessible.
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• Lead generation that works with you: With Lindy’s Lead Generator, find and qualify leads in minutes. It delivers curated lead lists, updates your CRM, and even handles follow-ups so your team can focus on building relationships, not spreadsheets.
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• Email outreach handled start-to-finish: Lindy’s Email Negotiator crafts personalized outreach and manages replies autonomously. Your team will look like communication pros — without the nights drafting emails.
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• Ready-made solutions for instant results: Access Lindy’s pre-built AI assistants in the Lindy Store. From sales training to customer interactions, integrating these solutions is as simple as clicking a button.
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• More than just sales training: Lindy’s versatility goes way beyond sales training. From meeting note-taking and website chatbots for customer support to content creation and lead generation, Lindy agents cover a range of business needs that streamline operations across your organization.
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• A team of Lindies for every job: With Lindy’s Societies feature, you can create specialized Lindy agents for everything from role-playing simulations to call analysis. It’s like having a dedicated sales coach, lead generator, and data analyst all in one team — and working together. 
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• Affordable AI that scales with you: Lindy delivers premium AI-powered solutions without the premium price tag.

Try Lindy for free.