Best Project Management Workflow Software: Top 10 for 2024

Managing projects with a massive team is an uphill task. Sure, it doesn’t have the technical complexities of other aspects of business management, but it takes equal effort and commitment to ensure that every project gets completed on time. 

If you’re having a hard time manually organizing your project assets and looking after your team, you will certainly appreciate some help from these prominent project management workflow software.

If you don’t know where to start, this guide will be your friend. We have scoured the market and handpicked the best project management workflow software, so you can easily work out which one is right for your business. 

Each tool has been included on this the list only after going through a thorough screening process wherein we analyzed its features, pricing, advantages, and limitations, so rest assured these are the best you can get on the market right now.

Our Pick for The Best Project Management Workflow Software: Monday.com

Following our intensive research process, Monday.com was the clear winner and is the overall best project management workflow software.

The Best Project Management Workflow Software 2024: Top 10 List

Here are our top 10 picks for the top rated project management software with workflow for 2024:

1. Monday.com: Best Project Management Workflow Software Overall
2. ClickUp: Excels in AI Automation
3. Smartsheet: Must-have for Customizability
4. Nintex: Perfect for e-signatures
5. Wrike: Free Project Management Software with Workflow
6. ProcessMaker: Known for Easy Workflow Builder
7. Backlog: Stands out for its Code And Project Management
8. Zoho Projects: Ideal for Automated Notifications
9. Trello: Most Beginner-friendly Project Management Workflow Software 
10. Intervals: Superb for time management

Best Project Management Workflow Software: Reviewed

Here’s everything you need to know about the top workflow project management software. We’ve analyzed each tool in detail, helping you zero in on the best project management workflow software for your needs.

1. Monday.com: Best Project Management Workflow Software Overall

Monday.com, with its vast range of features, is the perfect virtual alternative to a fully functional office workspace.

It divides your work into Kanban boards and Gantt chart displays — one for every need. You can create roadmaps to plan out the life cycle of a project or simply reflect the timeline of the subtasks in the Gantt chart. In fact, Monday.com is one of the best Gantt chart software.

Monday.com also offers a neat and organized dashboard that gives you a comprehensive insight into all your tasks, teams, and progress at a glance. The interface has been designed to foster seamless team communication and smartly integrates with your favorite team collaboration tools.

Best Features

• Compatible with multiple file types
• Generous free plan for beginners and small businesses
• Covers a vast array of business responsibilities starting from sales and CRM to project management.
• Both the project views — kanban boards and Gantt charts — are equally efficient
• Powerful automation features reduce your workload and simplify completing daily mundane tasks.

More information about Monday.com:

Pricing 

Here are the plans offered by Monday.com (billed annually):

• Individual 
• Basic: $8/seat/month
• Standard: $10/seat/month
• Pro: $16/seat/month
• Enterprise: Custom pricing 

Pros 

• Good for beginners 
• Ideal for big teams 
• Covers almost all business processes 
• Adequate integration opportunities

Cons

• Could offer better tutorials for beginners

2. ClickUp: Excels in AI Automation

Unlike Monday.com, ClickUp has been exclusively designed to simplify project management for both small teams and large organizations.

It’s an all-in-one project and team management platform packed with features to help you effortlessly take projects from ideation to completion. For starters, it offers 20+ real-time views of your project so that you can analyze the progress from every angle.

To simplify team communication, it comes with a built-in real-time team chat space. You can also go ahead and integrate your own preferred team communication platform, given that ClickUp integrates with more than 1000+ other tools. 

Project managers love ClickUp’s powerful AI automation.. From assigning tasks, posting comments, and updating work status to reminding your team members about upcoming deadlines, everything can be automated with a click.

ClickUp is also renowned as the best open source project management software.

Best Features

• Can automate most of your daily repetitive tasks 
• Simplifies time management and tracking task progress
• Integrates with 1,000+ tools, helping you centralize your work
• Helps with employee onboarding, assistance, and budget monitoring
• Responsive mobile applications help you manage your work on the go 

More information about ClickUp:

Pricing 

Here are the plans offered by ClickUp (billed annually):

• A free forever plan 
• Unlimited: $5/user/month
• Business: $12/user/month
• Business Plus: $19/user/month
• Enterprise: Custom pricing 

Pros

• Integrates with 1000+ tools
• Helps with employee onboarding 
• Engaging visual display for all tasks 
• Responsive and competent customer support team

Cons

• Adding guests is unnecessarily tricky 

3. Smartsheet: Must-have for Customizability

Trusted by more than 90% of Fortune 500 companies, including organizations like P&G, Lego, and Pfizer, Smartsheet is one of the most popular contemporary project management workflow software options out there.

Its flexible project management features ensure that your online workspace adapts to your company’s needs instead of forcing you to fit into theirs. Detailed reports, actionable insights, informative dashboards, and expertly designed resources help you accomplish every task, irrespective of size.

Smartsheet is also one of the few software that offers adequate customization for project views, docs, and dashboards. You get 100% control over your data and are also informed about every protocol change impacting your data security.

Best Features

• Good learning resources for beginners
• Trusted by some of the world’s most renowned brands
• Customizable tools that adapt to your unique working style
• Actionable insights keep you informed about every significant development
• Incorporates your needs at every level and gives you full command over your data

More information about Smartsheet:

Pricing 

Here are the plans offered by Smartsheet (billed annually):

• Pro: $7/user/month
• Business: $25/user/month
• Enterprise: Custom pricing

Pros

• Feature-rich
• Beginner-friendly
• Multiple project & task views
• Good storage for attachments 

Cons

• Monthly restrictions on automation

4. Nintex: Perfect for e-signatures

Nintex focuses on automation to help you manage your projects better. More than 10,000 organizations worldwide, including Amazon, LinkedIn, and Microsoft, use Nintex’s service.

It basically helps your organization go through a complete digital transformation. Everything, starting from workflows and documents, can be automated. You can also connect to clients virtually and sign deals online with Nintex’s e-signature feature.

Traditional roadmapping is replaced by smart process mapping and intelligent forms. And instead of restricting you to the web interface, Nintex allows you to carry your work forward with mobile applications.

However, with custom pricing, Nintex is best suited to larger businesses.

Best Features

• Customized pricing based on your business requirements and goals
• E-signatures make connecting to international clients & finalizing deals easier and faster 
• Automation at every stage improves your workflow pace and removes unnecessary burden from your employees
• Responsive mobile application
• The Nintex team is ready to help at any time

More information about Nintex:

Pricing 

Here are the plans offered by Nintex:

• Nintex Workflow Standard
• Nintex Workflow Enterprise 

Reach out to the Nintex team for a custom quote. 

Pros

• Personalized pricing
• Stellar customer support team
• E-signatures for virtual clients
• Responsive mobile app

Cons

• The standard plan is too restrictive 

5. Wrike: Free Project Workflow Management Software 

Wrike has been designed to improve transparency among team members and help everyone visualize projects better in advance, so there are no hurdles or bottlenecks in the latter stages.

One of the best things about Wrike is its customizability. Whether it’s the dashboard or your project views, everything can be changed to suit your needs.

To improve team communication, Wrike provides a robust commenting feature wherein you can leave your thoughts on your fellow team member’s tasks without engaging in an unnecessarily long email thread. At the same time, team members are notified instantly about important developments, mentions, or comments made to them. 

Adjustable views let you either zoom into a task or zoom out and get a holistic view of the bigger picture. Insight and analysis tools also help you detect possible obstacles before they can hamper your work.

Moreover, Wrike is also amongst the best product roadmap software in the industry.

Best Features

• Offers unparalleled transparency at every stage
• Makes it easier to detect possible roadblocks beforehand
• Automated time tracking and timesheet management on premium plans
• Seamlessly integrates with popular cloud storage solutions like Google Drive and Dropbox 
• Gives you the freedom to customize your dashboard and project view as per your needs

More information about Wrike:

Pricing 

Here are the plans offered by Wrike (billed annually):

• A free forever plan 
• Professional: $9.80/user/month
• Business: $24.80/user/month
• Enterprise: Custom

Pros 

• Shareable dashboards
• Allows external collaborators 
• Interactive boards and spreadsheet views
• Personalized experience through AI Work Intelligence 

Cons

• The UI might come across as slightly confusing initially 

6. ProcessMaker: Known for Easy Workflow Builder

ProcessMaker helps you accelerate your processes and boost overall efficiency.

ProcessMaker has been recognized as one of the best digital platforms for workspace automation. Trusted by more than thousands of brands worldwide, it simplifies designing even the most complex workflows. 

All you have to do is use its interactive drag and drop builder to build your own custom workflows. One of the best things about ProcessMaker is that the pricing isn’t based on software features, but different industries and their need for workflow automation software. 

Best Features

• User-friendly drag and drop builder for workflows
• Accept or reject task requests directly from your email
• Powerful filters help you see only what you need at the moment
• Seamlessly integrate with tools like LinkedIn, G-suite, Salesforce, etc.
• Informative dashboards that help team leads and project managers better supervise their team members

More information about ProcessMaker:

Pricing 

Here are the plans offered by ProcessMaker:

• Low-code platform
• Banking solution 
• Higher Ed solution
• Embedded solution

Get in touch with the ProcessMaker team for a custom quote.

Pros

• Diverse plans 
• Seamless integrations 
• Email integration to aid task management 
• Informative dashboards for better team supervision 

Cons

• Too complicated for beginners 

7. Backlog: Stands out for its Code And Project Management

As most companies have a digital wing these days, chances are high that you might be dealing with coding and code-related issues as frequently as project management requirements. Backlog is one of the few tools that finally brings project management and code management together under one platform.

Its highly collaborative interface helps project managers, developers, team leaders, and your team work harmoniously and simultaneously. 

Backlog offers a variety of views like Gantt charts, burndown charts, etc., which improves project transparency. And features like milestones help you track your projects better.

 Communication is handled too, Backlog integrates excellently with platforms like Slack and Microsoft Teams.

Best Features

• Project management and code management under one roof
• Offers a diverse variety of charts for better transparency 
• Make your conversations engaging and fun by using emojis and visuals
• Collaborative enough to let various departments work together in harmony
• Integrate with applications like Microsoft Teams, Slack, or Google 

More information about Backlog:

Pricing 

Here are the plans offered by Backlog (billed annually):

• A free forever plan 
• Starter: $35/month
• Standard: $100/month
• Premium: $175/month

Pros

• Ideal for team management 
• Simplifies issue management 
• Integrates with business tools of your choice 
• Helps you manage codes and projects in one place

Cons

• Limited storage capacity on cheaper plans 

8. Zoho Projects: Ideal for Automated Notifications

Founded in 1996, Zoho is a popular cloud-based project management workflow software. One of the best features of Zoho Projects is its detailed dashboard that gives you a bird’s eye view of different departments of your company. 

Whether you want to check your calendar, view your recent projects, read reports on your performance or simply get an overview of active tasks, you can access everything from the main dashboard.

Zoho Projects also has great time tracking features. With tools like timers that record the hours you spend on a task and features like timesheets that automatically log those hours, you can be in complete control of your time worked. An accurate record of hours worked will also help you create reliable invoices at the time of billing.

Zoho Projects, one of the best project tracking software, also has a fairly responsive customer support wing in case you run into any problems with the software.

Best Features

• Detailed overview of your task and performance through task reports
• Seamless budget forecasting based on the current percentage of completed work
• Calendar integration to record all important upcoming deadlines and share them with your team
• Automated notifications send out to assignees and clients as and when required
• Email integration that allows you to manage your work from your inbox

More information about Zoho Projects:

Pricing

Here are the plans offered by Zoho Projects (billed annually):

• A free forever plan 
• Premium: $4/user/month
• Enterprise: $9/user/month

Pros

• Excellent reporting
• Diverse project management features 
• Allows you to manage work from your inbox
• Easy integration with other Zoho tools

Cons

• Steep learning curve

9. Trello: Most Beginner-friendly Project Management Workflow Software

Trello is the go-to project management tool for beginners. It’s one of the best team project management software and comes with a default roadmap interface where you can list your tasks and categorize them based on clients or assignees.

Each card can be distinguished with color-coded labels to define what stage they are currently at or any other measurement parameter of your choice. 

One of the best things about Trello cards is that they allow you to add enough attachments, links, and comments for the relevant team member to understand the job better.

You can also switch between views and move to a table or timeline interface any time you want. Moreover, Trello comes with a built-in no-code automation feature named Butler that does all repetitive tasks on your behalf.

Best Features

• Great interface for beginners  
• Comes with a default roadmap view
• No-code automation feature helps you meet your deadlines on time
• Let’s you switch between board, table, and timeline views in a click
• Detailed cards that contain all information about the task

More information about Trello:

Pricing 

Here are the plans offered by Trello (billed annually):

• A free forever plan 
• Standard: $5/user/month
• Premium: $10/user/month
• Enterprise: $17.50/user/month

Pros

• Extremely user-friendly 
• Built-in automation 
• Multiple project views 
• Detailed cards with color-coded labels 

Cons

• Not equipped to handle bigger projects

10. Intervals: Excels in Time Management

One of the most important aspects of project management is time management. Intervals is designed to help you plan your schedule better and track every minute you spend on a task.

For starters, you can break down bigger projects into individual tasks and track time for each one of them. With task history, you can also see a complete record of changes made and comments added to it. 

One of the best things about Intervals is that it collects work request tickets from your clients and organizes them in a neat queue automatically. It also lets you create your own custom workflow templates that cater to your individual business needs.

Intervals understands that small businesses and large enterprises have different needs, and has curated and segregated its features accordingly. 

Best Features

• Helps you break down bigger projects and track them individually 
• Excellent time tracking and logging that helps you manage your time well
• Collects client request tickets and organizes them into neat queues 
• Create your own custom workflow template and run your workplace the way you want
• Get complete task history and see what changes have been made to the file over time

More information about Intervals:

Pricing 

Here are the plans offered by Intervals:

• Lite: $29/month
• Basic: $49/month
• Not So Basic: $69/month
• Professional: $99/month
• Premium: $159/month
• Top Shelf: $219/month
• Unlimited: $299/month

Pros

• Diverse pricing 
• Client request management
• Excellent task management 
• Customizable workflows

Cons

• The permitted number of active projects per plan is too low

Best Project Management Workflow Software: Comparison Table 

Do you need a quick yet effective comparison of our top 10 picks for the best project workflow management software? Then look no further. 

It draws out the most noteworthy comparisons between the ten picks by considering parameters such as pricing, top benefits, availability of a free trial, etc.

What is Project Management Workflow Software?  

Project management workflow software or workflow management software is designed to simplify business workflows, and generally consists of a platform that improves the way you work with a range of flexible and convenient tools. Some of its main functions include identifying potential improvement areas, automation of work processes, locating redundant tasks, and creating optimized and ideal workflows to unlock new efficiency levels across an organization. The best project management workflow software will enable you to: 

• Create custom task workflows as per your requirements
• Simplify managing individual tasks
• Break down tasks into stages and define them
• Integrate tasks with individual workflows
• Streamline mundane and repetitive tasks
• Create and assign tasks
• Synchronize and follow up on tasks 

Why Do I Need Project Management Workflow Software?

Incorporating project management workflow software into your organization has several direct and tangible benefits. It improves project visibility and reduces errors, reduces the burden on project managers and improves employee efficiency. The full list of advantages includes:

Task Completion

Most project management workflow software institutes set processes and workflows for tasks to be completed. This ensures that your teams have an established guideline to complete each task, removing any discrepancies and helping to ensure effective completion.

Productivity and Efficiency

Having complex and onerous tasks outlined and divided into stages enables project managers to assign the right talent for the right job. This ensures that the production teams maintain high efficiency and productivity, as only capable employees are assigned to their respective tasks.

Error Mitigation

Another benefit of a clearly outlined task workflow is error reduction. Teams, when following guidelines, will make fewer errors as each step is detailed in advance. Inefficient and ambiguous workflows, on the other hand, keep accumulating errors throughout execution. On an organizational level, this adds up to significant accuracy-based benefits.

Enhanced Visibility

The establishment of workflows also enhances project visibility significantly. Various elements of the project lifecycle like project status, completion status, and forthcoming steps are easily accessible to all relevant stakeholders. With all pertinent details out in the open, managing organizational expectations becomes easier. It also helps to ensure project success, as you can visualize the end state and make suitable adjustments as and when they’re necessary.

Process Standardization

Interdepartmental cohesion and collaboration are bolstered when workflows are clearly outlined and established. The same happens between different project teams. Similar task completion methods make it simpler to refer to and compare data between parallel workflows. 

With standardized and efficient workflows, your organizational processes become stable, predictable, and organized. You can even tweak them later to your advantage if need be.

Employee Accountability

Holding someone accountable for their tasks is integral to achieving efficiency and reducing errors. The delegation and assignment of tasks removes ambiguity and clarifies expectations for all stakeholders. This acts as a direct enforcer of accountability across an organization. 

Knowing who is responsible for a particular task makes it clear to the entire organization who is accountable, and suitable preventive actions can be taken if needed.  

Process Simplification

The holistic process of standardization minimizes uncertainties and allows team members to focus on high-value core competencies rather than simplistic yet repetitive tasks like workforce micromanagement, error mitigation, and workflow determination. Having the roles, the deliverables, and the expectations clearly announced enables senior management to save valuable time and effort.

How To Choose The Right Project Management Workflow Software?

Given the benefits, it’s no wonder that most businesses would want to leverage project workflow management programs into their operations. However, several factors must be considered before choosing the right project workflow management software for your organization. They include:

The Number of Users

This directly correlates to the size and scale of your organization and the team that will use the program. Make sure that the project workflow management software has the ability to accommodate the bulk of your team members. Alternatively, if you are working with a smaller team, you can choose platforms with a smaller capacity.  

Support and Training

Make sure the software has adequate post-sale support for you to fall back on if you incur any issues. The last thing you want is to get stuck with functionality that reduces the overall usability of the program. Moreover, a new and extensive program usually has a learning curve. Ensure your team has access to good training materials and sources.  

Data/ User Security

In a modern, hyper-competitive paradigm, data and information security are non-negotiable. Moreover, the continuous influx of digital devices and processes expands the risk surface for any active organization today. 

Before installing or accessing any new program from your business network, make sure that all major security standards are fulfilled. Your network IT team should be able to establish modern security parameters around this software which is often extensive and requires access to your work systems.  

Ease of Use

As discussed, there is often a substantial learning curve with any new organizational change. However, you must ensure this change has a minimal impact on your organization and employees. Programs with intuitive and straightforward user interfaces will enable your employees to learn quickly and rapidly regain productivity.

Personalized Offering

Each organization is unique in terms of its condition, culture, policies, and workforce. You should only incorporate solutions that can be customized to align with your organizational specifics. This enhances the acceptability of the new program among your workforce and helps them stay productive and efficient.

Program Relevance

There are two aspects to this. Make sure the project workflow management software is either industry agnostic or custom-built for your domain. If you use a program from a different domain, chances are that your industry’s critical and unique functionalities may be missing.

Conclusion: What is the Best Project Management Workflow Software?

Having reviewed ten project management workflow software tools with their own advantages and disadvantages, we understand how difficult it’s for you to zero in on the best of them all.

Our top overall pick is Monday.com, which boasts multiple project views, Kanban boards, and Gantt charts for seamless project roadmapping and tracking, no-code automation to reduce the burden of completing redundant tasks manually, hundreds of integration options, and a free plan with great basic features.