What is Workflow Automation Software? Your 101 Guide for Efficiency and Success

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Ever heard about Workflow Automation software? What is it? Why should you care? What are the benefits? Don’t worry !! We’ll cover them all in this brief guide on what is workflow automation software. Let’s get started.

The world is evolving rapidly, with customers becoming more used to quick services and expecting perfection at every point. It doesn’t matter to the customers whether you are a multinational company or a startup because people expect you to deliver with speed and quality in everything you do.

Business process management and workflow automation is one approach every business takes to remove bottlenecks and inefficiencies from their business processes, thereby significantly cutting down the time and cost of delivering products or services. According to a market research study, the SME segment alone is expected to spend more than $1.6 billion in workflow automation software during 2017-2026.

Let’s start with the basics.

What is a Workflow?

A workflow is a series of sequential tasks that are carried out to execute a business process.

An example of a very simple workflow would be a leave application process. In this workflow an employee applies for leave, the manager approves it, and then HR processes it.

When leaving the company, a little more complex workflow can be an employee clearance process. In this case, the manager initiates the clearance, which is then routed to different departments like Admin, IT, HR and only after all clearances are obtained the workflow moves to the accounts department for full and final settlement.

What is Workflow Automation?

Workflow automation is an approach that streamlines and optimizes business processes by utilizing technology to automatically route tasks and information between systems and business users in the organization. With workflow automation, businesses can save time, increase efficiency, and reduce errors by eliminating manual, repetitive tasks and ensuring consistency in their workflows. By implementing workflow automation solutions, companies can achieve greater productivity, cost savings, and overall success in their operations.

Also Read: Workflow vs Process: What are the Key Differences?

What is Workflow Automation Software?

Workflow automation software is a powerful tool that automates repetitive tasks, making processes faster and more efficient. By eliminating manual steps, it reduces the risk of human error and ensures that tasks are completed on time.

This software integrates seamlessly with other systems, streamlining operations, improving collaboration, and providing real-time visibility into the status of workflows. Ultimately, it empowers businesses to optimize resources, cut costs, and scale operations with ease.

When to use Workflow Automation Software?

Any automation requires time and money. So it would make sense to take it up only when benefits outnumber the costs involved. Also, you can evaluate automation feasibility: Use thought-provoking questions to gauge if your processes are ready for automation with our automation maturity assessment guide.

So it would make sense to take up workflow automation only when:

• The tasks are repetitive. It would not make sense to automate a workflow that is not repetitive or occurs only occasionally.
• The workflow is critical where tasks must be achieved accurately and efficiently, eliminating chances of any human error and delay.
• Automation can bring out significant improvement in the time of execution or quality of the output.

Hopefully, by now, we are convinced of the importance of workflow automation. So now let’s see how we can put it into action.

Types of Workflow Automation Software

Workflow automation software can be categorized based on its purpose, complexity, and the specific use cases it addresses. Here are the main types of workflow automation software:

1. Business Process Management (BPM) System

Business Process Management (BPM) system focuses on automating and optimizing complex, often cross-departmental business processes. These tools allow organizations to model, execute, monitor, and refine workflows to improve operational efficiency. They come with capabilities like process visualization, real-time tracking, and performance analytics, making them ideal for enterprises looking to standardize and scale their operations across teams or locations.

2. Robotic Process Automation (RPA) Software

Robotic Process Automation software is designed to replicate human actions in executing repetitive, rules-based tasks across digital systems. These platforms deploy software robots or “bots” that can handle tasks such as data entry, form processing, and system integration without altering existing infrastructure. RPA is particularly useful for industries that rely on legacy systems and structured data, such as finance, healthcare, and logistics.

3. Project & Task Management Tools

These tools are geared toward improving collaboration and productivity among teams by automating task assignments, setting deadlines, and tracking progress. They usually include visual interfaces like Kanban boards or Gantt charts, allowing users to easily organize work, identify bottlenecks, and stay on schedule. Project management software and task management system are widely adopted across creative, technical, and administrative teams to maintain visibility and accountability.

4. Marketing Automation Software

Marketing automation software solutions helps teams execute and manage marketing campaigns more efficiently by automating repetitive tasks such as email sequences, social media posting, lead nurturing, and audience segmentation. These platforms enable personalized engagement at scale and offer detailed analytics to track campaign performance, making them indispensable for both B2B and B2C marketing teams.

5. Customer Support & CRM Workflow Tools

These platforms streamline customer interactions by automating support ticket routing, follow-ups, and customer relationship management. They enhance the customer experience by ensuring timely responses, consolidating communication channels, and providing teams with insights into customer behavior. CRM workflow tools often integrate with other systems to offer a 360-degree view of the customer journey, making them essential for sales and support teams.

6. HR Workflow Automation Software

HR automation systems are built to simplify human resource functions such as employee onboarding, leave management, performance tracking, and compliance documentation. By digitizing paperwork and automating approval chains, these platforms free up HR teams to focus on strategic initiatives like employee engagement and development. They help ensure consistency, accuracy, and timely communication within the organization.

7. IT Service Management (ITSM) & DevOps Automation Tools

These tools automate routine IT tasks such as incident tracking, change management, and software deployment. ITSM platforms help ensure that service delivery aligns with business needs, while DevOps tools streamline the software development lifecycle from code to production. By reducing manual effort and minimizing downtime, they help IT teams maintain system reliability and improve service efficiency.

8. No-Code/Low-Code Workflow Automation Platforms

No-code and low-code platforms empower non-technical users to build and automate custom workflows without deep programming knowledge. With drag-and-drop interfaces, pre-built templates, and logical condition builders, users can design applications and automate tasks quickly. These platforms are especially valuable for startups, citizen developers, and business users seeking agility without heavy IT dependence.

9. Document & Approval Workflow Tools

Document workflow tools automate the circulation, review, and approval of digital documents across teams. These platforms often include e-signature capabilities, version control, and secure access permissions. They are commonly used in procurement, legal, and finance departments to maintain compliance, accelerate turnaround times, and reduce paper-based delays.

10. Integration Platform as a Service (iPaaS)

iPaaS solutions connect various applications and systems to enable seamless data flow and workflow automation across an organization. They provide pre-built connectors, data transformation tools, and scheduling capabilities to automate complex integrations without extensive coding. iPaaS is ideal for businesses using a mix of cloud-based and on-premise systems and seeking centralized workflow orchestration.

6 steps involved in Workflow Automation

1. Set Goals

The first and most critical step is to set the goals for automation. You must ensure that these goals are SMART, i.e., specific, measurable, attainable, relevant, and time-based. It could be the increased ROI, faster time to reach market demands, or increased team productivity.

Clearly define the goals..!

2. Identify repetitive workflows

The next step would be to identify workflows that, when automated, can lead you to your set goals. The best way to identify these is by making a visual diagram of the current business processes and using it to identify critical repetitive workflows that you believe are hindering you from achieving your goals.

Identify areas for immediate attention, gain unparalleled insights, supercharge productivity, cut costs, and accelerate growth with the automation report card.

3. Choose the right automation tool

Now that you have identified your goals and the workflows, the next step would be to select the top workflow automation software. A few factors to consider here would be the cost, ease of use, operations, and maintenance, proven track record, etc

4. Train the users

Next you would have to train the workforce to use the new automation workflow tool. Providing a simple transition path from the current manual process to the new automated system and providing them with sufficient training will go a long way toward making this transformation a success.

5. Measure key performance indicators

After completing the above steps, you are up and running on your new fully automated workflow system. Your customers, who might be your own employees, will provide feedback on the new automated process based on their experience. It is important to consider their views and suggestions to improve customer satisfaction.

Continuous monitoring and measuring of your newly upgraded workflow will help your team become more efficient.

Also Read: Online License Management System for Businesses : From Paperwork to Progress

6. Make changes to improve

This means continuously evaluating and improving the process to make it more efficient, effective, and/or streamlined. This can be achieved by identifying areas of the process that may be causing delays or bottlenecks and then making adjustments to address those issues. It also means regularly gathering feedback from those involved in or impacted by the process and using that feedback to make further improvements. Additionally, keeping an eye on industry best practices and incorporating them into the process can help improve its improvement.

Now that we have implemented enterprise workflow automation let’s look at the possible benefits we might have achieved. Is it only time and cost savings or something more? Let’s explore

Top 5 Benefits of Workflow Automation Software

1. Streamlines communication

Workflow automation improves communication between the stakeholders involved in the workflow. This may be your employees, vendors, or customers. For example, once you have automated your complaint-handling process through a self-service portal, customers may get access to the up-to-date status of their complaint without having to write an email or call you, thereby streamlining communication.

2. Creates accountability

One person is designated to perform a specific task for each step in the workflow process. By adopting this you are creating a system of accountability where everyone knows what specific tasks they are responsible for. Every person involved in the process is held accountable for his or her specific task.

Also Read: 10 Automation Mistakes That Must Be Avoided

3. Reduces costs and eliminates errors

Automation eliminates errors from manual processes and saves operational costs. Imagine manual entry of insurance claims received from customers in the form of paper-based files. Compare this to an automated workflow where the customer enters the claim information themselves in an online claim system, and the agent only verifies that all necessary documentation is attached. You can visualize the savings in costs and possible errors.

Quixy’s workflow automation can cut request and approval cycle times in process workflows by more than half and significantly reduce costs. To help you calculate the possible savings, use any of the calculators below to estimate your current costs and potential savings.

4. Creates transparency at each step

Workflow automation provided real-time single window access to all the data from the automated workflows. You can see what tasks are at what stage or who they are currently assigned to. You can easily identify the bottlenecks and work on eliminating them.

Also Explore: Unlock the Potential of Streamlined Insurance Claim Processes with Quixy

5. Provides actionable insights

Reports and dashboards can be built on top of data collected from the automated workflows, providing actionable insights into the operations. The data can also be used to make intelligent projections and forecasts.

Also read: Top 9 Benefits of Workflow Automation that you can not deny!

Now let’s look at some examples

Top 5 Examples of Workflow Automation

Workflow automation is easy to accomplish and can boost processes you’ve never thought of improving before.

Here are 5 examples of workflow automation that are expected to make life easier.

1. Purchase orders

Purchase orders are repetitive tasks that can benefit from automation. Typically, an employee with a requirement fills out a requisition and sends it to the purchasing department. The purchase manager reviews the request and may approve or reject it. If rejected, the request is sent back to the requester. If approved, a purchase order is issued. Similarly, invoices also follow a workflow that can benefit from automation.

2. Leave requests

In this case, an employee fills in a leave application. The manager reviews the application and then approves or rejects it. If rejected, the employee is notified. The HR team is informed if approved and then processes the application.

3. Expense reimbursements

An employee initiates a reimbursement claim by filling out a form and sending it to the manager. The form is sent back to the employee in case of any clarifications. If approved, the form is forwarded to the accounts department. The accounts officer verifies all details and then processes the claim for reimbursement. The employee is intimated.

4. Content approvals

Anyone in the marketing team initiates a content request with a topic and a brief description. The editor reviews the topic to check for alignment with content strategy and then sends it to the SEO expert. The SEO expert suggests keywords be targeted in the content. The request, along with the input from the SEO expert, is assigned to a content writer. The writer completes a draft and sends it to a designer for visual elements. Once done, the output is shared with the editor. The editor either approves it or sends it back to the writer or designer for changes. Once approved, the content is published.

Also Read: Automating your Content Marketing Workflow is a walk in the park with Quixy

5. Task Management

A manager creates a task for a team member and assigns a priority and due date. The task is routed to the assigned employee. If any clarifications were required, the team member asked the manager to provide more clarity. Once done, the team member resolves the task. After verifying the output, the manager closes or re-opens the task.

Also Read: Achieving Efficiency Amid Automation Challenges: Expert Tips

How to Choose the Right Workflow Automation Software?

Selecting the optimal workflow automation software is crucial for streamlining operations and boosting efficiency. Here’s a comprehensive guide:

1. Define Your Needs

• Identify pain points: Pinpoint specific processes causing bottlenecks or inefficiencies.
• Determine desired outcomes: Clearly articulate the goals of automation (e.g., faster turnaround, reduced errors).
• Assess scalability: Consider future growth and the software’s ability to adapt.

2. Evaluate Essential Features

• Workflow design: Intuitive interface for creating and modifying workflows.  
• Integration capabilities: Compatibility with existing systems (CRM, ERP, etc.).
• Automation rules: Flexibility to set triggers, conditions, and actions.
• Reporting and analytics: Data-driven insights for performance evaluation.
• User management: Control access and permissions.
• Mobile accessibility: On-the-go workflow management.

Also Read: What Is Customised Workflow Management Software? Benefits & Key Features Explained

3. Consider Your Budget

• Cost structure: Evaluate pricing models (licensing, subscription, usage-based).
• ROI analysis: Calculate potential cost savings and benefits.
• Hidden costs: Factor in implementation, training, and maintenance expenses.

4. Prioritize User Experience

• Intuitive interface: Easy-to-use platform for both administrators and end-users.
• Customization options: Ability to tailor the software to specific needs.
• Training and support: Availability of resources for learning and assistance.

5. Security and Compliance

• Data protection: Robust security measures to safeguard sensitive information.
• Compliance standards: Adherence to industry regulations (e.g., GDPR, HIPAA).
• Disaster recovery: Backup and recovery options.

6. Vendor Evaluation

• Reputation and experience: Research the vendor’s track record and customer reviews.
• Implementation support: Assess the level of assistance provided during setup.
• Scalability: Ensure the vendor can accommodate future growth.

7. Pilot Testing

• Proof of concept: Implement a small-scale test to evaluate the software’s performance.
• Gather feedback: Collect input from users to identify areas for improvement.

By following these steps and carefully considering your specific requirements, you can select the workflow automation software that best aligns with your organization’s goals.

Also Read: Why Choose Quixy as your Workflow Automation Tool?

What Are the Must-Have Features in an Ideal Workflow Software?

Choosing the right workflow software starts with understanding what features actually drive value. A good workflow management tool isn’t just about automating tasks—it should make your processes smoother, faster, and smarter. At the very core, an intuitive drag-and-drop visual workflow builder is essential. This feature allows teams to map out and automate processes visually, without needing to write a single line of code.

Automation capabilities should go beyond simple task assignments. Look for conditional logic, deadline triggers, notifications, and approvals that can adapt to your business rules. The software should also enable real-time collaboration, making it easy for teams to comment, upload files, or communicate on specific tasks.

Security features like role-based access control are equally important, especially when dealing with sensitive data. Built-in analytics and reporting dashboards help you measure efficiency, spot bottlenecks, and continuously optimize workflows. And of course, integration capabilities with your existing tools—like CRMs, ERPs, or communication platforms—ensure the software fits seamlessly into your tech ecosystem.

Should You Go in for a Workflow Management System?

If your current processes feel disjointed, slow, or manual-heavy, a workflow management system might be exactly what you need. Many businesses outgrow spreadsheets and email chains quickly—but don’t realize it until missed deadlines and internal confusion start to pile up.

A workflow management system helps bring structure, visibility, and accountability to your operations. Whether you’re onboarding new employees, processing customer requests, or managing cross-departmental projects, workflows ensure that every task follows a clear path from start to finish.

It’s not just about speed; it’s about consistency and quality. With automated approvals, instant updates, and performance tracking built-in, you can reduce human error and ensure that every task meets your standards—every time.

When Should You Use Workflow Automation Software?

Workflow automation isn’t just for large enterprises—it’s for any team that handles recurring tasks or multi-step processes. If your business deals with regular approvals, form submissions, or document handoffs, you’re already managing workflows—even if informally.

Automation becomes essential when you start noticing delays, duplicate work, or communication gaps. It’s especially helpful in environments where teams are growing quickly or working remotely. For example, instead of manually following up with team members for updates or pushing tasks forward, automation takes care of that behind the scenes.

The ideal time to implement workflow automation is before your inefficiencies start costing time, customers, or compliance. If you find yourself asking, “Why does this take so long?” or “Who dropped the ball?”, then it’s time to automate.

Comparing Top Workflow Management Software

With so many workflow management tools and platforms on the market today, finding the right one can feel like searching for a needle in a haystack. That’s because no two businesses operate exactly the same way—and neither do workflow platforms. The best approach is to focus on how well a tool aligns with your operational needs, user skills, and scalability requirements, rather than simply going with the most popular name.

Some platforms are better suited for collaborative, creative environments, where teams need visual task boards, flexible assignments, and ongoing updates. These typically shine in marketing agencies, design teams, or startups where priorities shift often, and visibility is key. Others cater to structured process automation, emphasizing consistency, compliance, and performance tracking—essential for industries like finance, HR, government, or manufacturing.

That’s where no-code and low-code platforms really shine. They serve as a bridge between non-technical users who want to quickly automate their day-to-day tasks and IT leaders looking for control, customization, and scalability. You don’t need to rely on developers or long deployment cycles. Instead, business users can build, iterate, and scale workflows in real-time.

But choosing a tool goes beyond feature checklists. You need to ask:

• Is the interface user-friendly and customizable?
• Can it scale as we grow from 10 to 100 or 1,000 employees?
• How responsive is the support team?
• Does it support integration with tools we already use?
• Is it cost-effective in the long run?

Here’s a comparison of three widely used workflow platforms—each strong in its own way—to help you make an informed choice.

Top Workflow Management Software Comparison

Feature/Platform	Quixy	Monday.com	Kissflow
Platform Type	No-code low-code application and workflow automation	Work OS focused on task/project management	Workflow automation and process management
Ideal For	Enterprises and SMEs looking for end-to-end business process automation	Teams managing projects, tasks, and collaboration	Mid to large businesses seeking structured workflows
Ease of Use	User-friendly drag-and-drop interface	Highly visual and intuitive	Easy for process owners, moderate learning curve
Customization	High – build custom apps, forms, dashboards	Moderate – limited to boards and columns	High – with rule-based flows and forms
Automation Capabilities	Advanced – trigger-based workflows, business rules	Good – basic task automations	Good – rule-based and scheduled automations
Integration Support	Extensive – API access + popular third-party tools	Native integrations with many apps (Slack, Zoom, etc.)	Supports major business tools via integrations
Mobile Access	Full-featured mobile app for iOS and Android	Mobile app with good functionality	Mobile-friendly with form-based execution
Reporting & Analytics	Robust – custom dashboards, real-time insights	Standard dashboards with limited advanced options	Built-in analytics, exportable data
Security & Compliance	Enterprise-grade security, CMMI Level 3 certified	SOC2 compliant, basic role-based permissions	GDPR compliant, enterprise-level security
Scalability	Highly scalable for complex workflows	Best for growing teams with task-focused needs	Scalable for structured enterprise operations
Support & Onboarding	Dedicated onboarding + live support	Community + email support	Customer success support with training options
Best Use Cases	Procurement, HR automation, IT operations, compliance workflows	Marketing campaigns, product dev, internal comms	Finance, HR approvals, vendor onboarding
Pricing	Custom pricing based on usage and features	Tiered plans starting with basic free trials	Tiered plans with enterprise options

If you’re looking for deep customization and enterprise-grade workflow automation, Quixy offers an impressive toolkit, especially for businesses that want to build apps and processes without writing code. Monday.com is better suited for visual task management and team collaboration, especially for creative or fast-paced teams. Kissflow fits well if you need a structured, rule-driven workflow setup, particularly in operations or back-office teams.

Ultimately, the right platform depends on whether your priority is agility, control, or collaboration—or a balance of all three.

Why Can Quixy Be Your Go-to Workflow Automation Software?

Quixy offers a robust set of features designed to streamline your business processes:

Core Features

• No-code/low-code platform: Build complex workflows without extensive coding knowledge.
• Drag-and-drop interface: Easily design and customize workflows visually.
• Form builder: Create tailored forms for data collection.
• Workflow automation: Automate repetitive tasks and approvals.
• Integrations: Connect with various systems and applications.
• Business rules: Implement complex logic within workflows.
• Task management: Assign, track, and manage tasks efficiently.
• Reporting and analytics: Gain insights into process performance.

Additional Benefits

• Scalability: Handles growing business needs and increasing workflow complexity.
• Security: Protects sensitive data with robust security measures.
• Mobile accessibility: Manage workflows on the go.
• Collaboration: Enables effective teamwork and knowledge sharing.
• Customizable dashboards: Visualize key performance indicators (KPIs).
• Snap-to-app functionality: Seamlessly integrate with existing apps.
• Sandbox environment: Test workflows without affecting live data.
• Granular admin access: Control user permissions and data access.

By leveraging these features, including Snap-to-app, Sandbox environment, and granular Admin access, Quixy empowers businesses to optimize operations, enhance productivity, and make data-driven decisions.

Conclusion

Every business is seeking efficiency in its processes to meet the stakeholder requirements. If executed effectively, workflow automation can provide huge benefits toward this goal. By automating, companies save time and reduce the risk of manual errors enabling them to deliver faster and better services.

Quixy is among the top no-code business process management platforms that can be used to automate any workflows 10X faster compared to traditional approaches. It is also extremely easy to use. Get started with our platform, and experience the ease of automated processes and personalized app building. 

Frequently Asked Questions

In this FAQ section, we’ll answer some common questions about workflow automation software to help you get started.