10 Best Workflow Software Online Tools in 2025

Workflow software helps businesses organize tasks, manage projects, and improve operations. For project managers tracking multiple projects or small business owners juggling tasks across teams, these tools simplify processes, automate repetitive tasks, and enable real-time collaboration.

This blog explains workflow management software’s features, benefits, and uses. It addresses challenges like delayed tasks, poor communication, and time lost on repetitive actions. We’ll explain how these tools help teams save time, assign tasks efficiently, and handle complex workflows effectively.

Odin AI provides advanced features like custom workflows and real-time collaboration to help teams achieve better outcomes. Read on to see how workflow software online tools can enhance your business operations.

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What Are Workflow Software Online Tools?

Workflow software is a tool that helps businesses organize, automate, and manage tasks and processes. It connects tasks in a logical order, allowing teams to move work efficiently through each step.

Unlike basic task management tools, workflow management software handles entire processes, making tracking progress and collaborating easier.

For example, a marketing agency handling multiple projects can use workflow software to assign tasks, automate approvals, and track deadlines. Instead of relying on spreadsheets or emails, the team uses a centralized system where everyone can see their responsibilities and the project’s status.

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Recommended Reading

Automating Workflows: A Comprehensive Overview for Businesses

10 Best Workflow Software Online Tools

Here are ten top tools, including Odin AI, that can simplify team processes and improve how businesses handle projects.

1. Odin AI

Odin AI is a powerful team workflow automation tool that helps businesses automate tasks, improve team collaboration, and gain insights into their workflows. It is designed for teams of all sizes, offering scalable features and advanced customization.

Key features include custom workflows to handle tasks like marketing campaigns, onboarding, and project management.

The platform also includes detailed reports to analyze progress and identify bottlenecks. Large organizations benefit from enterprise-grade security to keep data safe. Users can also rely on scalable support and flexible plans for advanced features.

Odin AI provides solutions for businesses looking to simplify operations and improve productivity. It automates repetitive actions, allowing teams to focus on higher-value tasks.

Pricing:

• Teams: $2,500 for small and medium businesses, with complete access to Odin AI’s suite of workflow management tools, conversational AI features, AI agents, and chatbot builders.
• Enterprise: Custom pricing for large-scale corporations and enterprises.

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2. Process Street

Source: Process.st

Process Street helps teams organize recurring tasks with checklists and pre-configured workflows. Its drag-and-drop design simplifies creating workflows for routine operations.

Features include workflow automation for building and managing processes. The platform also offers templates for tasks like employee onboarding and approvals.

Users can integrate Process Street with tools like Zapier and Google Sheets. It’s suitable for teams looking for a checklist-based approach to handling workflows.

Pricing:

• Startup: Custom pricing for 5,000 data set records and five members
• Pro: $1,500 per month for 10,000 data set records and custom members
• Enterprise: Custom pricing for custom data set records and members

3. Asana

Source: Asana.com

Asana helps teams organize workflows, assign tasks, and monitor progress through a clean and intuitive interface. The platform focuses on improving task visibility and accountability.

Users benefit from real-time task updates and progress tracking, templates for quick workflow setup, and reporting tools to identify inefficiencies.

Pricing:

• • Personal: Free plan for up to ten teammates 
  • Starter: $13.49 per user/month for up to 500 teammates
  • Advanced: $30.49 per user/month for up to 500 teammates collaboration with 25,000 monthly automations.

• Enterprise and Enterprise+: Custom plans for large companies that need to meet strict compliance and automate cross-department workflows.

4. ClickUp

Source: Clickup.com

ClickUp is an all-in-one platform for project management, task automation, and workflow customization. Its advanced features help teams handle complex workflows efficiently.

These include reporting tools to monitor workflows and team performance and secure data handling with enterprise-grade security. Users can build customizable workflows for diverse business needs.

Pricing:

• Free plan: 100 MB of storage and unlimited members
• Unlimited plan: $10 per user/month with unlimited storage
• Business plan: $19 per user/month with advanced dashboard features and time tracking
• Enterprise: Custom pricing available, with live onboarding training

5. Wrike

Source: Wrike.com

Wrike offers robust features for managing workflows and tracking performance. It is built to support large teams with advanced collaboration tools.

The platform includes dashboards for monitoring the team’s processes in real time, pre-configured templates for quick setup, and scalable plans with options for unlimited users.

Pricing:

• Free: Limited capabilities and 2 GB of storage for the entire account
• Team: $10 per month with 50 monthly automations 
• Business: $24.80 per month with 200 monthly automations
• Enterprise: Custom pricing with 1,000 monthly automations
• Pinnacle: Custom pricing available upon request

6. Trello

Source: Trello.io

Trello is a card-based tool that helps teams track tasks visually. It works well for smaller teams looking for a simple way to organize workflows.

This platform includes key features such as Kanban boards to organize tasks. There are also basic automation features to handle repetitive actions and a free version for simple workflows and functions.

Pricing:

• Free plan: Up to ten collaborators and boards per workspace
• Standard plan: $6 per user/month, with 1,000 workspace commands and unlimited storage
• Premium plan: $12.50 per user/month, with unlimited workspace commands and advanced features
• Enterprise plan: Starts at $17.50 per user/month, with volume-based pricing available for large organizations

7. Smartsheet

Source: Smartsheet.com

Smartsheet combines spreadsheet-style functionality with workflow automation. It’s suitable for teams managing structured data and complex workflows.

The platform has data collection and document management tools so users can store, organize, and access project documents. It also lets you create customizable forms for structured data collection across teams.

Additionally, reporting tools give users visual insights and real-time updates to monitor performance and stay on schedule.

Pricing:

• Pro plan: $12 per user/month for small teams. Includes features like unlimited sheets, up to ten editors, grid, Gantt, card, and calendar views.
• Business plan: $24 per user/month for mid-sized teams or growing businesses. Offers unlimited editors, advanced reports, dashboards, and resource management.
• Enterprise plan: Custom pricing based on organizational needs.
• Advanced work management: Custom pricing aimed at companies with large-scale portfolios.

8. Airtable

Source: Airtable.com

Airtable blends database capabilities with workflow automation, allowing teams to organize tasks and projects with flexibility.

The platform features customizable views like grids, calendars, and Kanban boards. Users can organize and track tasks in a format that works best for them.

With Airtable’s automation tools, teams can save time by handling repetitive tasks like status updates and reminders. The workflow automation tool makes it easy to build and manage workflows and simplify processes.

Pricing:

• Free plan: 100 automation runs and up to five editors
• Team plan: $24 per user/month for 25,000 capped automation runs
• Business plan: $54 per user/month for 100,000 capped automation runs
• Enterprise plan: Custom pricing based on needs

9. Zapier

Source: Zapier.com

Zapier connects apps to automate workflows. It works by transferring data between platforms without manual effort. The platform is suitable for businesses relying on multiple software applications.

Key features include pre-built workflows that allow users to set up automation quickly. Zapier also integrates with over 2,000 apps for easier data sharing across various business systems.

Additionally, reporting tools are available to track the performance of automation. Teams can access insights on efficiency, outcomes, and areas for improvement.

Pricing:

• Free plan: Limited capabilities with a single seat and no customer support
• Professional plan: Starting at $29.99/month, includes 750 tasks per month and allows multi-step Zaps with up to 3 premium app integrations.
• Team plan: Starting at $103.50/month, includes 2,000 tasks per month, multi-step Zaps with conditional paths, and access to all premium app integrations.
• Enterprise plan: Custom pricing available upon request.

10. Monday.com

Source: Monday.com

Monday.com is flexible workflow management software with a focus on visual project tracking and collaboration. It helps teams manage multiple projects with ease.

Features include visual dashboards with tools like Gantt charts and Kanban boards for easier task tracking.

Users can also create forms to collect and organize data, ensuring information is gathered and structured efficiently. The platform offers scalable plans, allowing unlimited users so that organizations can grow without limitations on access or collaboration.

Pricing:

• Free plan: Available for up to two users
• Basic plan: $12 per user/month
• Standard plan: $14 per user/month
• Pro plan: $24 per user/month
• Enterprise plan: Custom pricing available upon request

The Benefits of Workflow Software

Why should you use workflow software? Check out what you stand to gain if you employ a tool like Odin AI:

Simplifying Business Operations

Workflow software reduces manual work and simplifies how businesses handle their operations. For example, customer service teams can use it to:

• Assign tickets automatically
• Track the progress of customer inquiries
• Notify team members when tasks are complete.

For project teams, workflow software organizes management workflows by breaking tasks into smaller steps and automating notifications. Teams can manage everything from one platform instead of relying on emails or spreadsheets.

In addition, workflow automation tools handle repetitive steps like sending notifications, collecting forms, and updating systems. This allows HR to focus on strategic work instead of routine tasks.

Small and large businesses use workflow software to improve project management and task completion.

Clearing Common Misunderstandings

Some businesses think workflow software is only for large companies, but it works just as well for small teams. It helps them create workflows for tasks like:

• Onboarding new employees
• Running marketing campaigns
• Managing approvals.

Others assume workflow software is hard to use. However, modern platforms come with drag-and-drop builders, pre-built templates, and easy-to-navigate dashboards.

These tools make creating workflows simple. Workflow software also connects with tools like Google Sheets or CRMs, making it easy to sync with systems businesses already use.

Easy Integration With Existing Tools

Workflow platforms integrate with tools like Google Sheets, Google Calendar, and CRMs, simplifying data management. Process integrations allow teams to sync data and processes across platforms without switching between tools.

For example, a sales team can use a workflow platform connected to their CRM to track customer interactions and automate follow-ups. This reduces manual work and improves overall accuracy.

Recommended Reading

How to Automate Workflow Process: The Complete Guide

Key Features of Workflow Software

When choosing workflow software, focus on the following features:

Task Automation for Efficiency

Workflow software lets businesses automate repetitive tasks like sending notifications, updating statuses, or assigning responsibilities. Task automation saves time and reduces the chances of errors.

For example, a sales team can automatically assign leads and notify team members about follow-ups. This feature allows teams to focus on achieving their desired outcome without getting stuck on routine processes.

Flexible Workflow Creation

Platforms like Odin AI allow businesses to create workflows suited to their needs. Teams can organize tasks into:

• Steps
• Assign roles
• Set approval paths using drag-and-drop tools.

With an easy-to-use interface, teams can create workflows quickly without requiring technical knowledge. For instance, an HR team managing employee onboarding can include collecting documents, scheduling training sessions, sending welcome messages, and customizing workflows to fit their requirements.

Real-Time Collaboration

Real-time collaboration helps teams work more efficiently. Workflow software gives teams a shared space to assign tasks, track progress, and share updates. Automated notifications and activity logs keep everyone informed about task status.

For example, a marketing team can use real-time collaboration features to coordinate content creation, gather feedback, and manage campaign approvals. This reduces delays and helps teams stay focused on their goals.

Custom and Detailed Reporting

Custom reports and detailed reports give businesses insights into their workflows. These reports help managers track task completion, identify delays, and analyze team performance.

For example, a project manager using Odin AI can generate reports to see where bottlenecks occur, allowing them to adjust resources and improve workflows. Dashboards and visual charts make it easy to understand data and act on findings.

Pre-Built Templates and Easy Setup

Many workflow platforms offer pre-built templates for common processes like project approvals, onboarding, and campaign management.

Teams can modify these templates to suit their needs, saving time during setup. Drag-and-drop tools make workflow creation straightforward, and the easy-to-use interface allows even non-technical users to get started quickly.

Practical Applications of Online Workflow Software

Workflow software supports teams by automating processes, tracking progress, and providing valuable insights.

Managing Marketing Campaigns

Marketing teams handle tasks like content creation, reviews, and publishing. Using workflow management tools, they can organize campaigns more effectively by automating repetitive steps and tracking progress.

Here’s what makes workflow tools effective:

• Automated notifications keep team members updated on deadlines or approvals.
• Tools like Kanban boards or Gantt charts provide visual progress tracking.
• Pre-built templates save time when setting up workflows for recurring campaigns.

Simplifying Employee Onboarding

Onboarding involves collecting documents, scheduling training, and setting up accounts. Workflow software automates these steps, improving the process for HR teams and new hires.

The tools can impact HR workflows by:

• Drag-and-drop builders allow HR teams to customize onboarding workflows.
• Automated notifications guide both managers and new employees through each step.
• Reducing manual tasks, helping teams focus on welcoming new hires.

Optimizing Sales Lead Management

Optimizing sales lead management requires tools that enable sales teams to track leads, assign follow-ups, and prioritize outreach effectively.

Workflow software enhances these processes by automatically routing leads to team members based on geography or deal size, providing detailed reports that offer valuable insights into the sales pipeline and team performance.

These tools automate repetitive tasks like follow-up reminders, ultimately saving time and boosting conversion rates.

Improving Customer Support Processes

Customer support workflows involve tasks such as ticket assignment, resolution tracking, and escalation, all of which benefit from the organization and efficiency provided by workflow software.

Custom workflows ensure tickets are assigned based on priority or agent expertise, while real-time updates track progress and flag delays to enable faster resolutions.

Additionally, managers can leverage reporting tools to review performance metrics. Doing so helps maintain high service standards and organized support operations.

Managing Content Creation and Approval

Content creation involves multiple steps, from brainstorming to publishing. Workflow software organizes these processes and automates task transitions between team members.

Workflow tools can benefit content creation with the following:

• Pre-built templates structure workflows for blogs, videos, and other content types.
• Automated workflows move tasks through the writing, editing, and approval stages.
• Real-time collaboration tools allow team members to update progress and share files.

Processing Invoices in Finance

Finance teams use workflow management tools to process invoices more efficiently, reducing errors and delays. Some examples include:

• Automated approvals route invoices to the right team members based on value thresholds.
• Notifications remind approvers about pending tasks.
• Reporting tools track invoice processing times and identify delays.

Handling Compliance and Legal Processes

Legal and compliance teams need tools to track tasks, meet deadlines, and manage reviews accurately. Workflow tools help keep processes organized and on schedule.

Custom workflows track steps for contract approvals or regulatory filings, while automated reminders reduce the risk of missed deadlines. Additionally, compliance workflows improve documentation and audit tracking.

Why Odin AI Stands on Top as Workflow Management Software

Odin AI stands out by providing a complete solution for businesses of all sizes. With features like  custom workflows, detailed reports, and real-time collaboration, Odin AI simplifies task management and helps teams focus on achieving their goals efficiently.

Whether you’re looking to automate repetitive tasks, manage multiple projects, or improve how your team collaborates, workflow software is an indispensable tool for modern businesses.

Explore and book a demo for Odin AI and improve your business workflow!