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If you’re overwhelmed by repetitive tasks, struggling to keep your team organized, or spending more time managing projects than completing them, you’re not alone. Many businesses face the same challenges when trying to streamline operations and scale efficiently.
The good news is that workflow automation software can be the solution. With the right tool, you can automate those mundane tasks, improve team collaboration, and ensure projects run smoothly without constant oversight. Many project management tools offer reliable and varied automation features, so you can have everything you need to manage your team in one place.
I’ve thoroughly tested the most popular workflow automation tools on the market and monday.com is my top choice. Whether you’re managing small teams or large projects, monday.com’s easy-to-grasp interface and powerful automation capabilities make it easy to reduce errors, save time, and stay on top of every detail – all while offering excellent value for its price.
What We Look For in the Best Project Management Software for Workflow Automation
When evaluating project management platforms for this list, I focused on features that specifically cater to businesses looking to streamline processes, improve efficiency, and reduce manual tasks. Below are the key features I prioritized during my testing.
Advanced and customizable automation. All the platforms I tested include powerful automation tools that let you tailor workflows to your specific needs. These features ensure tasks are triggered automatically, reducing the need for constant oversight.
Integration with popular tools. I looked for platforms that prioritize integration with tools like Slack, Google Workspace, and CRMs. This centralizes communication and data flow, reducing the need for manual data entry.
User-friendly interface. My top recommendations prioritize ease of use. A user-friendly interface is important so teams can quickly adopt and use the software without long hours of training, helping businesses get set up faster.
Scalability. I’ve searched for tools that can handle team growth, from startups to large enterprises. If your business grows organically beyond your initial scope, you’ll want a platform that can handle more complicated and demanding tasks.
Detailed reporting and analytics. Detailed reporting is vital for tracking progress and identifying bottlenecks, allowing businesses to optimize their workflows. All the tools I reviewed offer comprehensive reporting features to help you make data-driven decisions.
monday.com allows you to add custom columns for different types of workflowsmonday.com stands out for workflow automation thanks to its highly customizable and user-friendly platform. You can create advanced workflows using simple if-then automation rules to handle processes like task assignments and reminders. These automations can span multiple boards, making it easier to streamline actions across complex projects and reduce manual work.
From my experience, the platform also excels with its column-based customization. You can add over 30 column types, such as status, date, and people, allowing you to tailor task views and automations to fit the unique needs of different teams. This makes it particularly versatile if you handle different project types simultaneously, such as product development or sales pipelines.
Additionally, monday.com offers strong integration capabilities, letting you connect external tools like Slack, Jira, and Outlook directly into your workflows. This boosts cross-team collaboration by syncing data and updates across platforms, helping keep everyone aligned and informed.
Features
Automation library. You can leverage monday.com’s automation library to streamline workflows by using pre-built automation recipes. These automations trigger actions based on predefined conditions, such as status changes, due dates, or task creation. This reduces manual input across projects and ensures there are no errors in the workflow.
Timeline and calendar views. monday.com automatically syncs tasks and project timelines across various calendar views. You can make it trigger deadline alerts and adjust priorities to stay ahead of time-sensitive events.
Security and permission controls. monday.com ensures that only authorized users or groups can access specific boards or data. Permissions adjust based on predefined conditions, strengthening your data security.
Guest and vendor automations. These automations allow you to share project updates and status reports with external stakeholders, such as clients or vendors. This keeps everyone aligned and informed on important project milestones.
ClickUp makes it easy to create automations from scratch
ClickUp’s advanced customization options for tasks and workflows is one of the best I’ve ever tested. Its custom field automation feature allows you to set specific triggers based on data inputs, such as sending alerts for exceeding budgets or reassigning tasks as deadlines approach. This helps you streamline complex projects and get ahead of potential bottlenecks for your project deadlines.
The platform offers multiple view options like list, board, and Gantt charts. You can switch between views to manage workflows effectively, catering to different project management methodologies and team preferences.
The interactive mind maps tool enhances workflow planning by converting ideas into actionable tasks or dependencies. I like how this tool simplifies the ideation process, making it easier to create structured project plans that are easy to follow.
Features
Scalable task hierarchies. ClickUp automates the creation and management of task hierarchies, including tasks, subtasks, and nested tasks. This allows you to efficiently handle large-scale, complex projects without manually organizing every detail.
Automation across multiple views. Your team can automate workflows across Gantt, board, and calendar views. This flexibility helps your workflows adapt to your team’s project management styles, keeping everything streamlined.
Privacy and permission automations. Dynamic settings allow you to manage access permissions based on task completion, status changes, or user roles. This feature is useful for keeping sensitive data secure.
Extensive integrations. ClickUp integrates with over 1,000 apps, enabling seamless automation across various platforms and tools. This makes it easy to connect your workflows and reduces the need for manual updates.
Smartsheet’s automation menu offers a variety of options, including deactivation (without deletion) and duplication
Smartsheet may look familiar if you’ve ever used a spreadsheet for project management. While this might suggest Smartsheet is a super simple workflow automation platform, it’s quite the opposite – there’ll be a bit of a learning curve to make the most out of it. One great feature is that you can tailor its dashboards to display high-level project overviews or detailed data. The ability to group, summarize, and filter complex data is ideal for enterprise reporting.
You can also automate reporting across multiple workspaces by pulling data from different sheets. This generates real-time updates and summaries that are especially useful for keeping stakeholders informed. This feature works seamlessly with Smartsheet’s bi-directional reports, which update source sheets, making sure your data is always current and accurate.
Smartsheet also simplifies cross-team workflows and approval processes. Its no-code automation tools, such as Bridge, integrate with various enterprise platforms like Salesforce and Slack. This simplifies complex, multi-step workflows across teams that would normally take manual intervention to accomplish.
Features
Cell linking. Smartsheet lets you reference and connect data across different sheets. This allows for instant updates by automatically updating cells in one sheet that are linked to another sheet. This is ideal if you frequently collaborate with different departments.
Dynamic workflows with conditional logic. You can set up automations that adjust workflows based on changing project conditions. Whether you need to shift resources due to budget overruns or you need to extend deadlines, Smartsheet adapts in real time to meet your needs.
Template gallery. From project management to marketing campaigns, the platform offers a wide variety of pre-built templates that can help you quickly set up projects, workflows, and business processes. You can alter these templates to suit your specific needs.
Enterprise-grade security automations. Smartsheet automates user authentication and data security measures for sensitive projects. Features like multi-factor authentication and document encryption make sure that your data is always secure.
Jira gives you full control over your automationsJira is a great choice for Agile and DevOps teams, offering extensive support for Scrum and Kanban methodologies. Its advanced tools simplify development workflows by automating tasks like issue tracking, notifications, and assignments. You can also create custom rules using triggers, conditions, and actions to streamline processes such as release updates – all without having to write code.
Jira integrates with over 3,000 DevOps tools, including GitHub, Bitbucket, and Jenkins. These integrations enable seamless syncing between code repositories and issue tracking, making it ideal for managing complex DevOps pipelines where multiple tools must work together.
While Jira offers extensive customization options, it can create a steep learning curve for new users. Setting up advanced workflows and integrations may require time and effort, which can slow down initial implementation. That being said, I believe the effort is well worth it, especially if you’re in tech since Jira excels in this area.
Features
Permission-based workflow automations. You can set permission workflows that change dynamically based on issue type, project stage, or user roles. This ensures that sensitive data remains protected and is only accessible by the appropriate users.
Scaled automation for large teams. Jira can automate workflows across thousands of users and projects for enterprise-grade scalability. Even in large organizations, Jira makes sure automations run efficiently and without interruption.
AI-powered workflow recommendations. Jira offers AI-powered recommendations that analyze your project history to suggest workflow optimizations. These recommendations include reassignment or issue prioritization to keep projects on track and improve efficiency.
Advanced reporting and insights. Detailed reports can give you actionable insights into project progress and team performance. Jira’s data helps you make informed decisions and fine-tune your workflows.
HubSpot simplifies automation by using lifecycle stages to manage marketing emails and tasks
HubSpot’s CRM and project management platform offers a two-for-one platform to automate sales and marketing workflows. For example, you can set up a rule to create follow-up tasks when a lead reaches a specific engagement level or trigger marketing emails based on customer behavior. HubSpot also simplifies pipeline management by automating tasks like deal creation and marketing emails.
The platform’s easy-to-use interface and customization options allow you to tailor pipelines and reports to fit your team’s needs. For instance, you can automate burndown charts to track completed tasks against the remaining ones, giving you real-time visual updates on project progress.
One drawback is that HubSpot’s advanced automation features are only available on higher-tier plans, making them potentially costly for smaller businesses or teams on a budget. But if you’re willing to make an investment, you’ll get access to features like custom behavioral event triggers, predictive lead scoring, and single sign-on.
Features
Lead scoring automation. This allows your teams to automatically assign task priority or adjust deal stages based on lead scoring.
GDPR compliance. If you work with EU clients, this is crucial to ensure that customer data is in compliance with GDPR. Automations can handle tasks like processing data deletion requests or informing users about data usage policies.
Third-party automations. HubSpot’s automation workflows can integrate with third-party tools. For instance, you can set a rule to instantly create a task in a CRM platform when a deal moves to a certain stage. It can also update data based on third-party input.
Customer feedback. Sales-oriented teams can set up and automate pipelines triggered by certain events like post-purchase, after a support interaction, or when a customer reaches a specific lifecycle stage. The platform can send out surveys and create tasks or tickets based on the responses.
Teamwork makes automation setup simple and intuitiveWith its built-in time tracking and budgeting automations, Teamwork is ideal for agencies and client-facing teams. These tools make it easy to manage billable hours and project expenses, ensuring accurate invoicing and helping teams remain on budget while meeting deadlines. It’s particularly useful for teams managing multiple client projects by providing visibility into both billable and non-billable hours.
One drawback of the Teamwork mobile app is its limited functionality compared to the desktop version. Advanced features like workload planning and in-depth project insights are harder to access on mobile, which can be restrictive if you rely heavily on mobile devices for project updates and management.
Features
Automated task burndown reporting. Automate the generation of burndown charts that track completed tasks versus remaining tasks. This provides visual updates for large projects in real time.
Scalable portfolio management. Teamwork allows you to automate workflows across multiple projects. You can adjust timelines, resources, and priorities based on overall portfolio progress.
Client permissions and collaboration automation. With an automated rule, you can streamline the process of granting clients specific permissions to view project progress. This further reduces manual updates and ensures clear communication with stakeholders.
Custom branding for workflow automations. Add a personalized touch to automated client updates by applying custom branding to workflows, client communications, or project reports.
Zoho Projects has a clean, well-organized interface for automationsZoho Projects is best known for its affordable pricing and seamless integration within the Zoho ecosystem. Its automations allow you to set up triggers to create tasks when your team reaches certain milestones or notify team members when deadlines are approaching. It also offers automation for resource management. This allows you to balance workloads by auto-assigning tasks based on team availability or project deadlines.
A minor con of Zoho Projects is that its learning curve can be steep for non-Zoho users. While the tool integrates flawlessly with other Zoho apps, setting it up and navigating the interface may require extra effort for new users. Its extensive customization options, while powerful, can feel overwhelming for small teams or simpler projects, potentially increasing the setup time.
Striven offers powerful CRM workflow automation featuresStriven excels at combining accounting and project management automation. Its automation capabilities integrate financial tracking, invoicing, and CRM data. This allows you to automatically trigger accounting workflows based on project progress or budget limits. If you’re managing physical products alongside your projects, you’ll appreciate its inventory and resource management automations with inventory tracking tied to project timelines.
A downside of Striven is that it’s best suited for companies with both project and accounting needs. Because of this, it might feel overly complicated if you only need a task or project management solution. The interface, while powerful, can feel clunky or crowded when compared to more streamlined project management tools. This makes it less appealing for smaller teams where advanced features aren’t necessary.
TeamGantt makes visualizing workflows aesthetically pleasing. Or at least colorful
TeamGantt is best for teams that need simple, visual-forward workflow automation and project tracking through Gantt charts. You can set up automations that move tasks forward based on the progress of other related tasks, helping the team stay on schedule. It also supports cross-team collaboration through features like automated task updates and shared Gantt views.
A limitation of TeamGantt is that its feature set is relatively narrow, especially for teams that need more than just Gantt charts for their workflows. While it’s excellent at what it does, you may find TeamGantt lacking if you’re looking for diverse automation features, such as complex approval workflows or deep integration with financial or CRM tools. Depending on what you need, its focus on simplicity could be a strength or a weakness.
Bonsai streamlines workflows with features designed for freelancers and small teamsI’d recommend Bonsai for freelancers and small agencies because of its project management and client billing workflows. It offers end-to-end automation, from creating tasks and deadlines for new projects to generating and sending invoices upon task completion. Contract automation is another standout feature, allowing you to streamline contract creation, signing, and tracking – all integrated with your project workflows.
However, I feel like Bonsai’s limited scalability might be a notable drawback. While it’s great for solo freelancers or small teams, its feature set becomes restrictive as businesses grow. After a certain point, you may require more complex project management functionalities, such as advanced team collaboration or detailed reporting. Larger teams might find themselves outgrowing the tool quickly due to its focus on freelancers and simplicity.
Find the Best Workflow Automation Software for Your Unique Team
When it comes to selecting the best project management software for workflow automation, the ideal choice depends on your specific needs. Whether you’re prioritizing customization, ease of use, or scalability, each solution offers unique strengths.
If you’re looking for customizable workflows and team collaboration tools, monday.com is my first choice. It gives you customizable boards and easy-to-use automations, making it perfect for teams of all sizes.
If flexibility and task management across different views is your main priority, consider ClickUp instead. I recommend ClickUp for teams that need complex workflows and a wide range of integrations for extensive project customization.
Or, if you’d rather have enterprise-grade reporting and spreadsheet-like functionality, try Smartsheet. It gives you everything you need for managing large projects with robust reporting capabilities, plus automations for advanced workflow management.
Here’s a summary to help you decide which platform is best for your needs:
Among the top workflow automation software, monday.com, ClickUp, and Smartsheet stand out as exceptional choices. monday.com has an easy-to-use interface, flexibility, and a wide range of integrations. ClickUp offers powerful customization options and built-in automations, while Smartsheet is great for handling complex workflows and project management tasks for teams of any size.
What are the top features to look for in the best workflow automation software?
The best workflow automation software combines ease of use, collaboration tools, and integration options. The automation interface should allow teams to build custom workflows without much technical expertise, while real-time collaboration tools enhance team efficiency. Integrations with other tools, such as CRMs and communication platforms, streamline processes. ClickUp is a great platform for all of these.
What are the best CRMS for workflow automation?
The best CRMs for workflow automation are monday.com and HubSpot. While monday.com doubles as a CRM with strong automation features, HubSpot offers extensive automation for marketing, sales, and customer service workflows.
Can workflow automation software scale for enterprise-level operations?
Yes, many workflow automation software, like Smartsheet, can scale effectively for enterprise-level operations. They offer advanced features such as in-depth reporting, security, permission controls, and integrations that meet the demands of large organizations. You can find more recommendations in our list of the best project management software in 2025.
Roxana David is a writer specializing in website builders, credit card processors, and project management software. Before joining Website Planet, Roxana honed her writing skills as a successful freelance writer and reviewer for another popular blog. Her diverse academic background includes study of Robotics and Languages at university, making her a well-rounded expert in technology and communication. Beyond her work, Roxana likes to indulge in indie movies and video games, which she writes about on her blog.
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