20 best workflow automation tools for small business
Bharath
Managed IT Support
December 11th, 2023
Introduction
Workflow automation tools play a significant role in the success of small and medium-sized businesses (SMBs). These tools have the power to streamline business processes, boost efficiency, and ultimately drive growth. In this article, we will explore the top 20 workflow automation tools specifically designed for SMBs. We will discuss their key features, pricing, pros, and cons, providing you with valuable insights to help you make an informed decision.
The role of workflow automation in SMB success
Workflow automation has had a profound impact on SMB operations and growth. By automating repetitive tasks and eliminating manual errors, businesses can save time and resources. This allows employees to focus on more strategic and high-value activities, resulting in increased productivity and overall efficiency.
Workflow automation tools have transformative potential for SMBs. They enable businesses to automate various processes such as task management, project collaboration, data entry, customer onboarding, and more. With the right tool, SMBs can achieve greater operational agility, improve customer satisfaction, and gain a competitive edge in the market.
Key selection criteria for workflow automation tools
When choosing a workflow automation tool for your SMB, it’s important to consider several key criteria:
Scalability and customization
An ideal workflow automation tool should be scalable to accommodate your business’s growing needs. It should also offer customization options, allowing you to tailor the tool to your specific workflows and business requirements.
Cost-effectiveness
Affordability is a crucial factor for SMBs. Look for a tool that provides value for money and offers flexible pricing plans that align with your budget.
User friendliness and support
A user-friendly interface is essential for easy adoption and seamless integration into your existing workflows. Additionally, consider the level of customer support provided by the tool’s vendor to ensure prompt assistance when needed.
Integration capabilities
Ensure that the workflow automation tool integrates smoothly with your existing software stack, such as project management tools, CRMs, and communication platforms. This will prevent data silos and enable a more cohesive workflow across different systems.
Industry-specific features
Depending on your industry and business needs, look for workflow automation tools that offer industry-specific features and templates. This will help you streamline processes unique to your business domain.
Now that we have discussed the key selection criteria, let’s dive into a comprehensive review of the top 20 workflow automation tools for SMBs.
1. Zapier
Introduction
Zapier is a highly popular workflow automation tool that allows you to connect various web applications and automate tasks between them. It features a user-friendly interface and offers a wide range of integrations with popular apps like Gmail, Slack, and Trello.
Key features
intuitive visual builder for creating workflows (called “Zaps”).
extensive library of pre-built Zap templates for different use cases.
multi-step Zaps to automate complex workflows.
conditional logic and filters to customize automation rules.
real-time updates and notifications for seamless workflow management.
Pricing
Zapier offers a free plan with limited features and a paid plan starting at $19.99 per month for more advanced automation capabilities.
Pros
easy-to-use interface with drag-and-drop functionality.
a wide range of integrations with popular apps.
active community and extensive documentation for support.
affordable pricing plans for SMBs.
Cons
There are a limited number of tasks and actions in the free plan.
Some advanced features require technical expertise.
There are occasional delays in syncing data between apps.
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Streamline your workflows effortlessly with Zapier. Get your free quote today and connect your favorite apps seamlessly!
Integromat is a powerful workflow automation tool that allows you to connect and automate processes between multiple apps, databases, and APIs. It offers a visual builder with a wide range of pre-built scenarios to simplify automation.
Key features
Advanced automation capabilities with support for loops, conditions, and variables.
real-time monitoring and error handling for reliable workflows.
Data transformation and manipulation using built-in tools.
integration with hundreds of popular apps and services.
Customizable HTTP/SOAP and JSON/XML modules for API integrations.
Pricing
Integromat offers a free plan with limited operations and a paid plan starting at $9 per month for increased automation capacity and additional features.
Pros
comprehensive automation capabilities for complex workflows.
extensive library of pre-built scenarios for quick setup.
detailed error logs and monitoring for troubleshooting.
affordable pricing plans for SMBs.
Cons
steep learning curve for beginners.
There is a limited number of operations in the free plan.
occasional delays in real-time triggers.
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Automate complex workflows with Integromat. Request your quote now and unlock the power of efficient automation!
Microsoft Power Automate (formerly known as Microsoft Flow) is a workflow automation tool that integrates seamlessly with the Microsoft ecosystem, including Office 365, SharePoint, Teams, and Dynamics 365. It offers a wide range of templates and connectors to automate tasks and workflows within these applications.
Key features
Integration with Microsoft apps and services for seamless automation.
AI Builder for advanced automation using artificial intelligence.
Approval workflows for document review and approval processes.
robust security and compliance features for data protection.
mobile app for managing and monitoring workflows on-the-go.
Pricing
Microsoft Power Automate offers a free plan with limited features and a paid plan starting at $15 per user per month for more advanced automation capabilities and higher usage limits.
Pros
Deep integration with the Microsoft ecosystem for enhanced productivity.
extensive library of templates and connectors for quick setup.
powerful AI capabilities for advanced automation.
strong security and compliance features.
Cons
The free plan has limited features.
higher pricing compared to some other tools.
There are occasional delays in syncing data between apps.
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Trello is a popular project management and collaboration tool that offers basic workflow automation capabilities through its Power-Ups feature. With Power-Ups, you can automate repetitive tasks, set due dates, create notifications, and integrate with other apps.
Key features
Kanban-style boards for visual project management.
Power-Ups for automating tasks and adding extra functionality.
due dates, checklists, and labels for task organization.
Integration with popular apps like Slack, Google Drive, and Dropbox.
mobile app for managing projects on-the-go.
Pricing
Trello offers a free plan with basic features and a paid plan starting at $12.50 per user per month for enhanced automation capabilities, advanced security features, and additional integrations.
Pros
intuitive and user-friendly interface.
flexible board and card customization options.
Power-Ups for automating tasks and integrating with other apps.
mobile app for on-the-go project management.
Cons
limited automation capabilities compared to dedicated workflow automation tools.
Advanced features are only available on paid plans.
Lack of advanced reporting and analytics.
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Infusionsoft by Keap is a comprehensive CRM and marketing automation platform designed for small businesses. It offers workflow automation features to streamline lead nurturing, email marketing, sales processes, and more.
Key features
contact management and segmentation for targeted marketing.
Email marketing automation with personalized messaging.
lead scoring and qualification for sales prioritization.
E-commerce integrations for online sales automation.
reporting and analytics for campaign performance tracking.
Pricing
Infusionsoft by Keap offers pricing plans starting at $79 per month for essential CRM and marketing automation features. Additional pricing options are available for more advanced functionality.
Pros
all-in-one CRM and marketing automation platform.
robust automation features for lead nurturing and sales processes.
personalized email marketing capabilities.
E-commerce integrations for seamless online sales.
Cons
steep learning curve for beginners.
higher pricing compared to some other tools.
limited customization options for workflows.
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Asana is a popular project management tool that offers basic workflow automation features to streamline task management, collaboration, and project tracking. It enables teams to automate repetitive tasks, set dependencies, and create custom workflows.
Key features
Task management and collaboration in a visual interface.
Automation rules for automating repetitive tasks and processes.
customizable project templates for quick setup.
Integration with popular apps like Slack, Google Drive, and Dropbox.
mobile app for managing projects on-the-go.
Pricing
Asana offers a free plan with basic features and a paid plan starting at $10.99 per user per month for more advanced automation features, increased storage, and additional integrations.
Pros
intuitive and visually appealing interface.
Automation rules for streamlining task management.
customizable project templates for quick setup.
integration with popular apps for seamless collaboration.
Cons
limited automation capabilities compared to dedicated workflow automation tools.
Advanced features are only available on paid plans.
occasional performance issues with large projects.
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Airtable is a flexible and collaborative database tool that offers basic workflow automation capabilities to automate data management and streamline business processes. It combines the features of a spreadsheet and a database, allowing users to organize and automate workflows through a customizable interface.
Key features
Spreadsheet-like interface for easy data organization and automation.
Customizable views, fields, and forms for tailored workflows.
Automation features like scheduled actions and record updates.
Integration with popular apps like Slack, Google Calendar, and Dropbox.
mobile app for managing and updating data on-the-go.
Pricing
Airtable offers a free plan with basic features and a paid plan starting at $10 per user per month for enhanced automation capabilities, increased storage, and advanced collaboration features.
Pros
flexible and customizable interface for organizing and automating data.
automation features for streamlining business processes.
integration with popular apps for seamless data management.
mobile app for on-the-go access and updates.
Cons
limited automation capabilities compared to dedicated workflow automation tools.
Advanced features are only available on paid plans.
a steep learning curve for complex workflows.
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Kissflow is a workflow automation platform that enables businesses to automate and optimize their processes without the need for extensive coding or IT resources. It offers a visual interface for designing workflows and includes features like form creation, task management, and reporting.
Key features
intuitive visual builder for designing workflows.
pre-built app templates for quick setup.
form builder for creating custom forms.
task management and collaboration features.
reporting and analytics for process optimization.
Pricing
Kissflow offers pricing plans starting at $480 per month for up to 30 users. Custom pricing options are available for larger teams and enterprises.
Pros
user-friendly interface with drag-and-drop functionality.
pre-built app templates for quick workflow setup.
form builder for creating custom forms.
reporting and analytics for process optimization.
Cons
higher pricing compared to some other tools.
limited customization options for workflows.
Lack of advanced integrations with other apps.
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Optimize your business processes with Kissflow. Get a free quote now and enjoy streamlined workflow automation!
Nintex is a workflow automation and process management platform designed for businesses of all sizes. It offers a visual interface and a wide range of features to automate processes, manage workflows, and improve collaboration.
Key features
drag-and-drop interface for building workflows.
Integration with popular apps like SharePoint, Salesforce, and Office 365.
Advanced workflow automation capabilities with support for complex business rules.
mobile app for managing workflows on-the-go.
reporting and analytics for process optimization.
Pricing
Nintex offers pricing plans tailored to specific business needs. You can contact their sales team to get a personalized quote based on your requirements.
Pros
user-friendly interface with drag-and-drop functionality.
integration with popular apps for seamless automation.
advanced workflow automation capabilities.
mobile app for on-the-go workflow management.
Cons
Pricing information is not readily available on the website.
limited scalability options for larger enterprises.
a steep learning curve for complex workflows.
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Automate complex business processes with Nintex. Click below to get your personalized quote today!
Process Street is a checklist and workflow automation tool that allows businesses to create, track, and optimize their processes. It offers a visual interface for building workflows, executing tasks, and collaborating with team members.
Key features
checklist-based interface for creating workflows.
Task automation and execution with due dates and assignments.
Integration with popular apps like Slack, Google Drive, and Trello.
Conditional logic and approval workflows for process control.
reporting and analytics for process optimization.
Pricing
Process Street offers pricing plans starting at $12.50 per user per month for basic automation features. Custom pricing options are available for larger teams and enterprises.
Pros
user-friendly interface with checklist-based workflows.
Task automation and execution with due dates and assignments.
integration with popular apps for seamless collaboration.
reporting and analytics for process optimization.
Cons
limited customization options for workflows.
a steep learning curve for complex workflows.
Advanced features are only available on higher-tier plans.
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Simplify your process management with Process Street. Request your quote now for efficient workflow automation!
Wrike is a project management and collaboration tool that offers basic workflow automation capabilities to streamline task management, project tracking, and team collaboration. It enables teams to automate repetitive tasks, set dependencies, and create custom workflows.
Key features
Task management and collaboration in a visual interface.
automation features for streamlining task management.
customizable project templates for quick setup.
Integration with popular apps like Slack, Google Drive, and Salesforce.
reporting and analytics for project performance tracking.
Pricing
Wrike offers pricing plans starting at $9.80 per user per month for basic automation features. Custom pricing options are available for larger teams and enterprises.
Pros
intuitive and visually appealing interface.
automation features for streamlining task management.
customizable project templates for quick setup.
integration with popular apps for seamless collaboration.
Cons
limited automation capabilities compared to dedicated workflow automation tools.
Advanced features are only available on higher-tier plans.
occasional performance issues with large projects.
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Elevate your project management with Wrike. Get your quote today and transform your team’s productivity!
Jira is a widely used project management and issue tracking tool that offers basic workflow automation features to streamline task management, project tracking, and team collaboration. It enables teams to automate repetitive tasks, set dependencies, and create custom workflows.
Key features
Task management and collaboration in a visual interface.
automation features for streamlining task management.
customizable project templates for quick setup.
Integration with popular apps like Slack, Confluence, and Bitbucket.
reporting and analytics for project performance tracking.
Pricing
Jira offers pricing plans starting at $10 per month for up to 10 users. Custom pricing options are available for larger teams and enterprises.
Pros
intuitive and visually appealing interface.
automation features for streamlining task management.
customizable project templates for quick setup.
integration with popular apps for seamless collaboration.
Cons
limited automation capabilities compared to dedicated workflow automation tools.
Advanced features are only available on higher-tier plans.
a steep learning curve for complex workflows.
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Streamline your project tracking with Jira. Request a quote now and enhance team collaboration and efficiency!
Smartsheet is a collaborative work management platform that offers basic workflow automation features to streamline project management, task tracking, and team collaboration. It enables teams to automate repetitive tasks, set dependencies, and create custom workflows.
Key features
Spreadsheet-like interface for easy task and project management.
automation features for streamlining task management.
customizable project templates for quick setup.
Integration with popular apps like Slack, Microsoft Office, and Google Drive.
reporting and analytics for project performance tracking.
Pricing
Smartsheet offers pricing plans starting at $14 per user per month for basic automation features. Custom pricing options are available for larger teams and enterprises.
Pros
user-friendly interface with spreadsheet-like functionality.
automation features for streamlining task management.
customizable project templates for quick setup.
integration with popular apps for seamless collaboration.
Cons
limited automation capabilities compared to dedicated workflow automation tools.
Advanced features are only available on higher-tier plans.
a steep learning curve for complex workflows.
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ClickUp is a project management and productivity platform that offers basic workflow automation features to streamline task management, project tracking, and team collaboration. It enables teams to automate repetitive tasks, set dependencies, and create custom workflows.
Key features
Task management and collaboration in a visual interface.
automation features for streamlining task management.
customizable project templates for quick setup.
Integration with popular apps like Slack, Google Drive, and Trello.
reporting and analytics for project performance tracking.
Pricing
ClickUp offers pricing plans starting at $5 per user per month for basic automation features. Custom pricing options are available for larger teams and enterprises.
Pros
intuitive and visually appealing interface.
automation features for streamlining task management.
customizable project templates for quick setup.
integration with popular apps for seamless collaboration.
Cons
limited automation capabilities compared to dedicated workflow automation tools.
Advanced features are only available on higher-tier plans.
occasional performance issues with large projects.
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Zenefits is a human resources (HR) and benefits platform that offers basic workflow automation features to streamline HR processes, employee onboarding, and benefits administration. It enables businesses to automate repetitive tasks, track employee data, and simplify HR operations.
Key features
Employee onboarding and offboarding automation.
Time-off and leave management with automated tracking.
Benefits administration and enrollment automation.
Integration with popular apps like Slack, Google Calendar, and Salesforce.
Reporting and analytics for HR data insights.
Pricing
Zenefits offers pricing plans starting at $8 per user per month for basic HR automation features. Custom pricing options are available for larger teams and enterprises.
Pros
Streamlined HR and benefits administration.
automation features for employee onboarding and benefit enrollment.
Integration with popular apps for seamless HR operations.
Reporting and analytics for HR data insights.
Cons
limited automation capabilities compared to dedicated HR workflow automation tools.
Advanced features are only available on higher-tier plans.
occasional performance issues with large employee data.
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Simplify HR processes with Zenefits. Request your quote now for seamless HR and benefits management!
Quick Base is a low-code application development platform that offers workflow automation features to streamline business processes, data management, and collaboration. It enables businesses to automate repetitive tasks, build custom applications, and integrate with other systems.
Key features
low-code visual builder for creating custom applications.
Workflow automation features for streamlining business processes.
Integration with popular apps like Salesforce, Slack, and Google Drive.
reporting and analytics for process optimization.
mobile app for managing workflows on-the-go.
Pricing
Quick Base offers pricing plans tailored to specific business needs. You can contact their sales team to get a personalized quote based on your requirements.
Pros
low-code platform for custom application development.
automation features for streamlining business processes.
integration with popular apps for seamless collaboration.
mobile app for on-the-go workflow management.
Cons
Pricing information is not readily available on the website.
limited scalability options for larger enterprises.
a steep learning curve for complex workflows.
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Build custom apps effortlessly with Quick Base. Get your quote today for flexible business process automation!
Buffer is a social media management platform that offers basic workflow automation features to streamline social media scheduling, content publishing, and analytics. It enables businesses to automate repetitive social media tasks, collaborate on content creation, and track performance.
Key features
Social media scheduling and publishing automation.
content calendar and collaboration features.
Analytics and reporting for social media performance tracking.
Integration with popular social media platforms like Facebook, Twitter, and LinkedIn.
mobile app for managing social media on-the-go.
Pricing
Buffer offers pricing plans starting at $15 per month for basic automation and social media management features. Custom pricing options are available for larger teams and enterprises.
Pros
intuitive interface for social media scheduling and publishing.
automation features for streamlining social media tasks.
Analytics and reporting for social media performance tracking.
mobile app for on-the-go social media management.
Cons
limited automation capabilities compared to dedicated social media workflow tools.
Advanced features are only available on higher-tier plans.
occasional performance issues with large social media accounts.
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Enhance your social media management with Buffer. Request your personalized quote for streamlined social scheduling!
ProcessMaker is a workflow automation platform that enables businesses to design, automate, and optimize their processes. It offers a visual interface with drag-and-drop functionality and includes features like forms, routing, and reporting.
Key features
Visual builder for designing and automating workflows.
Integration with popular apps like Salesforce, SharePoint, and Google Drive.
forms and data capture for streamlined data collection.
reporting and analytics for process optimization.
mobile app for managing workflows on-the-go.
Pricing
ProcessMaker offers pricing plans tailored to specific business needs. You can contact their sales team to get a personalized quote based on your requirements.
Pros
user-friendly interface with drag-and-drop functionality.
integration with popular apps for seamless automation.
forms and data capture for streamlined data collection.
reporting and analytics for process optimization.
Cons
Pricing information is not readily available on the website.
limited scalability options for larger enterprises.
a steep learning curve for complex workflows.
Get a free quote
Streamline your business workflows with ProcessMaker. Get a free quote now and optimize process efficiency!
Zoho Flow is an integration platform that offers workflow automation capabilities to connect and automate processes between various apps. It provides a visual builder and supports a wide range of pre-built connectors for popular apps.
Key features
Visual builder for designing workflows.
integration with hundreds of popular apps.
pre-built connectors for quick and easy setup.
real-time triggers and actions for seamless automation.
Customizable workflows with conditional logic and filters.
Pricing
Zoho Flow offers pricing plans starting at $10 per month for basic automation features. Custom pricing options are available for larger teams and enterprises.
Pros
user-friendly interface with drag-and-drop functionality.
integration with a wide range of popular apps.
extensive library of pre-built connectors for quick setup.
real-time triggers and actions for seamless automation.
Cons
limited automation capabilities compared to dedicated workflow automation tools.
Advanced features are only available on higher-tier plans.
There are occasional delays in syncing data between apps.
Get a free quote
Automate business workflows with Zoho Flow. Click below to get your quote and integrate apps seamlessly!
Monday.com is a collaborative work management platform that offers workflow automation features to streamline project management, task tracking, and team collaboration. It enables teams to automate repetitive tasks, set dependencies, and create custom workflows.
Key features
Task management and collaboration in a visual interface.
automation features for streamlining task management.
customizable project templates for quick setup.
Integration with popular apps like Slack, Google Drive, and Jira.
reporting and analytics for project performance tracking.
Pricing
Monday.com offers pricing plans starting at $8 per user per month for basic automation features. Custom pricing options are available for larger teams and enterprises.
Pros
intuitive and visually appealing interface.
automation features for streamlining task management.
customizable project templates for quick setup.
integration with popular apps for seamless collaboration.
Cons
limited automation capabilities compared to dedicated workflow automation tools.
Advanced features are only available on higher-tier plans.
occasional performance issues with large projects.
Get a free quote
Transform your team’s workflow with monday.com. Request your quote today for a comprehensive work operating system!
In conclusion, workflow automation tools are essential for SMBs to streamline their business processes, boost efficiency, and drive growth. The top 20 workflow automation tools discussed in this article offer a range of features and pricing options to cater to the unique needs of SMBs. Whether you need to automate project management, CRM, HR, social media, or other business processes, there is a tool for you. Evaluate your requirements, consider the key selection criteria, and choose the workflow automation tool that best fits your SMB’s needs. By leveraging these tools, you can enhance your productivity, improve collaboration, and achieve your business goals with ease.
I’m Bharath, a skilled Microsoft 365 and Azure expert, helping small businesses make the most of Microsoft tools. As a Microsoft certified engineer, I have experience migrating organizations to Microsoft solutions and offer guidance on cloud-based solutions to optimize business operations.
