Top 10 Workflow Automation System for your Business 

Quixy Editorial Team

April 25, 2025

Do you know 90% of your employees are being hindered by repetitive tasks that can be automated? If you aim to avoid this hindrance, workflow automation software is your solution.

Workflow automation software will help you automate mundane tasks and make your overall business processes efficient, thereby helping you save 20%-30% of revenue per year. According to another study, workflow automation systems can save up to 10 to 50% on costs previously associated with manual processing. It will provide a collaborative environment that will make monitoring and evaluating processes and workflows easier.

In the article, we’ll discuss the basics of workflow automation software and the 10 best workflow automation software solutions available on the market. So, let’s begin – 

What is a Workflow?

Workflow is a series of steps that are required to complete a task. Workflow describes how something gets done. Each step in the workflow will have a task before and after; the first and last step of the workflow is an exception here.

Also Read: A Complete Guide to Workflow Automation Software

What is Workflow Automation?

Workflow automation is the automation of steps involved in the workflow to execute your tasks efficiently with consistent and accurate results every time the workflow is executed. In other words, workflow automation is a series of automated actions created for the steps in a business workflow process. These actions are automatically routed between people, technology, and data based on pre-defined rules.

You can Evaluate your process readiness with thought-provoking questions for automation through the automation maturity assessment guide.

What are the Examples of Workflow Automation?

The simplest example of a workflow automation is the leave application process. This workflow will have the following steps:

1. Employee applies for the leave.
2. The manager approves or rejects the leave. If the leave is denied, the workflow will end here. If it is approved, it will go to HR.
3. The HR will process the leave.

Depending upon the complexity of the task, the workflow will have more number of steps and if/then conditions. Some examples of complicated workflows are -  

• Moving leads in the pipeline as and when specific actions are complete.
• Creating a support ticket in the system when a customer reaches out for support via social media.
• Taking finance approval from the accounts department for travel requests, reimbursements, or budget approvals

Also Read: 11 Tips to Selecting the Right Workflow Automation Software

Also Read: Effective ROI Results with No-Code Business Workflow Automation

What are the Benefits of Workflow Automation Systems?

Listed below are the top benefits of automating workflow in your business

1. Speed up the approval process

Workflow automation software helps automate stages of the approval process. Users can submit requests for approval, assign approvers, and set deadlines for their requests. The system automatically notifies the responsible parties about the action due on their end, reducing lags in the approval process.

2. Get multiple tasks done simultaneously

Whether you want to manage IT requests or onboard new employees, you can do everything with workflow automation software. The system organizes all the requests based on the process in the workflow system, and you can complete your tasks simply by switching tabs.

3. Make team collaboration easier

By bringing workflows such as expense approval into one system, workflow automation software simplifies team collaboration. It automatically notifies team members about the tasks they are tagged on and provides them with tools to complete their tasks, streamlining the process and making collaboration efficient.

4. Get actionable data

With a workflow automation software solution, you can access reports with graphical data. These reports and data make it easier for you to identify bottlenecks in the workflow. They also capture vital metrics and help you make data-driven business decisions.

What are the top Features to look for in Workflow Automation System Software?

To qualify as a workflow automation tool, a product must have the following features:

• Business process automation
• Task management
• Approval process control
• Calendar management

Also Read: 20 Essential Features of Your Workflow Management System

What are the Best Workflow Automation System Platforms in 2025?

Here’s the list of top workflow automation tools for you to select from.

1. Quixy

Quixy is a cloud-based no-code low-code workflow automation system platform. It can help you automate your workflows and develop simple enterprise-grade applications specific to your business’s unique requirements and manage those effortlessly. It comes with a drag-and-drop application builder that can help you build custom applications in just five steps. This workflow automation software can be integrated with any external application with API-based integration and offers 3000+ Zapier integration.

2. Kissflow

Kissflow Workflow is a workflow management software solution that you can use to create automated processes. It lets you design fully customizable forms and visualize the workflows. As per the user’s role, level, and nature of data, you can define the user’s responsibilities. Besides, Kissflow delivers insights into workflow processes through personalized dashboards and reports, providing you with the needed details.

3. Pipefy

Pipefy, as a workflow management software, helps you improve team efficiency by centralizing and streamlining the workflows. It helps automate manual tasks, connect different business processes, and create standards. Its visual dashboards help can help you analyze work efficiency, track results, and make data-driven business decisions.

4. Trello

Trello is no-code automation software. It can help sales and marketing teams and HR and operations teams simplify their business processes. You can automate everyday actions, build processes quickly with custom buttons, surface upcoming deadlines, and schedule teammate assignments. This tool can be integrated with popular applications, including Slack, Confluence, Dropbox, Google Drive, and Evernote.

5. Asana

Automation features of Asana help you streamline your business processes and improve team efficiency. You can create custom rules with its builder and ensure everyone follows the right steps. These rules also help you automate routine tasks. You can convert common processes into custom templates, create forms for work requests, and streamline efforts in the approval process. This tool also offers a range of templates for popular projects and processes.

6. Zapier

Automation software, Zapier, helps you create multistep workflows. You can add up to 100 steps to your workflows and get more tasks done. You can also add if/then logic to your workflows and add filters so that system runs only when conditions are met. Zapier comes with a developer platform that you can use to create custom applications to support your business needs.

7. ClickUp

ClickUp helps you automate routine work and create consistent processes. It comes with process templates you can customize and use for your tasks and business needs. It can automatically assign tasks, post comments, move statuses, and perform many more such actions. ClickUp works with external applications such as Dropbox, Slack, Bugsnag, GitHub, etc.

8. Nintex

Nintex is a workflow automation software that helps you streamline business processes. It comes with drag-and-drop visual design tools that make visualizing and automating complicated tasks easier. Its e-signature feature allows you to quickly e-sign documents and create and automate documents that need e-signatures. Moreover, this tool offers pre-built process maps and workflow templates that you can leverage to get a head start on your projects.

9. ProcessMaker

ProcessMaker is a low-code workflow automation platform that allows you to design processes using the drag-and-drop feature. It sends you automatic notifications and alerts about any new activity or requests. Using this tool, you can monitor business processes, KPIs, and SLAs through the customizable dashboard. This automation software can also be integrated with external applications, including Gmail, Slack, Meta, WhatsApp, and Twitter. You can also build your application through API.

10. Process Street

Process Street is process and workflow management software that helps you manage recurring checklists and procedures. It has a simple interface that allows you to quickly create workflows and assign them to your team. You can keep track of all activities through the dashboard and get notified whenever there is an update on any task. You can also make use of conditional logic to create if/then workflows. This tool can be integrated with 1,000+ applications, including Gmail, Salesforce, and DropBox.

How to Choose a Workflow Automation Software System Platform?

Consider the following points before selecting the top workflow automation software for your business:

✅ Step 1: Identify Your Business Needs

Start by understanding the scale and complexity of your L&D processes.

• If you’re a small or mid-sized business (SMB), your needs might lean toward simplicity, speed, and cost-effectiveness. You likely want an intuitive solution that doesn’t require a dedicated IT team to manage.
• In contrast, enterprises often need advanced customization, user role management, multi-language support, and the ability to scale across departments and regions.

The right platform should not only match your current structure but also support your growth roadmap.

🧠 Step 2: Compare Ease of Use

The user-friendliness of the platform is essential, especially for L&D teams that may not have coding backgrounds.

• No-Code: Designed for business users. Drag-and-drop builders, visual workflows, and templated apps allow L&D pros to build and automate processes without relying on IT.
• Low-Code: Offers more flexibility but might require some technical knowledge. It’s great for teams that occasionally collaborate with IT or want deeper customization.
• Pro-Code: Developer-centric platforms that offer full flexibility but require a technical team for implementation and maintenance.

Choose based on your team’s tech proficiency and desire for autonomy.

🔐 Step 3: Check Security & Compliance Standards

L&D workflows often deal with sensitive employee data—certifications, performance reviews, feedback forms, and more. Ensuring your automation vendor follows robust security protocols is critical.

Look for:

• GDPR Compliance: If operating in or serving EU-based learners.
• SOC 2 Certification: Assurance that the vendor securely manages your data.
• Data Encryption: Both at rest and in transit.
• Role-Based Access Control (RBAC): To manage who can access what within your workflows.

Your IT or compliance team should be involved in this evaluation to ensure internal policies are met.

🚀 Step 4: Evaluate Scalability and Customer Support

Your automation needs today may look very different a year from now. Choose a platform that can scale with your team’s ambitions:

• Can it handle an increase in users or workflows without performance issues?
• Does it support integrations with your HRMS, LMS, or other business tools?
• Is there a clear roadmap for new features?

Additionally, look for vendors who provide excellent support:

• 24/7 customer service
• Dedicated success managers
• Learning resources like help centers, documentation, or training webinars

Great tech without great support often leads to frustration and underutilization.

🧪 Step 5: Test with Free Trials and Live Demos

Before making a final decision, experience the platform firsthand:

• Use a free trial to simulate a real-world training workflow—like course enrollment, feedback collection, or certification tracking.
• Request a live demo tailored to your specific L&D needs, so you can see how well the platform adapts to your goals.
• Involve actual end-users from your L&D team in this testing phase to gather practical feedback on usability.

This step helps reduce risk and ensures you’re investing in a solution that your team will actually enjoy using.

Choosing a vendor is more than ticking boxes—it’s about building a long-term relationship that empowers your L&D team to work smarter, not harder. Prioritize adaptability, user experience, and support just as much as features.

Future Trends in Workflow Automation System

As learning and development continues to evolve, so do the technologies that support its growth. Workflow automation is no longer limited to simple task routing or notification triggers—it’s entering a new era defined by intelligence, integration, and intuitiveness. Here are key future-forward trends reshaping the future of L&D automation:

🤖 AI-Powered Automation (Predictive Workflows)

Artificial Intelligence is rapidly transforming automation into a proactive, self-optimizing system. Instead of simply reacting to inputs, AI-powered workflows can anticipate learning needs based on employee behavior, role changes, performance data, or past training outcomes.

• Imagine a system that automatically recommends upskilling paths for employees flagged as potential leaders.
• Or one that reroutes certification reminders based on engagement patterns to ensure higher completion rates.

This shift from reactive to predictive automation can significantly enhance both efficiency and learner outcomes.

🌐 Hyperautomation (AI + BPM)

Hyperautomation is the convergence of AI, business process management (BPM), and advanced analytics to create highly automated, continuously improving systems.

In the context of L&D:

• It can help map out end-to-end learning journeys, automate every touchpoint, and optimize content delivery in real-time.
• Training feedback, skill gaps, assessments, and follow-ups can be part of a unified flow—managed without manual intervention.

Hyperautomation also enables continuous learning loops, where every interaction improves the next cycle, making training more dynamic and tailored over time.

🎙️ Voice-Activated Workflows

Voice assistants are becoming more capable in the workplace, and their integration into workflow automation is opening up new possibilities—especially in fast-paced, hands-free environments.

• Picture an L&D manager using voice commands to generate a training report, assign modules, or schedule a session—without ever opening a dashboard.
• For frontline workers or remote teams, voice-triggered learning modules can offer on-the-go access to just-in-time training and resources.

As voice recognition matures, expect this form of automation to become an integral part of digital workplaces and learning ecosystems.

🌟 What This Means for L&D Leaders

The future of workflow automation is about more than just technology—it’s about enabling intelligent, personalized, and scalable learning ecosystems. These trends are a call to action for L&D teams to embrace innovation and rethink what’s possible when automation does more than just save time.

The sooner organizations align their learning strategies with these trends, the better positioned they’ll be to foster agility, boost engagement, and future-proof their workforce.

⚠️ Common Workflow Automation System Mistakes to Avoid

While workflow automation offers undeniable advantages, it’s not without its pitfalls—especially when implemented hastily or without strategic alignment. Learning and development teams often face unique challenges due to the diversity of stakeholders involved and the sensitive nature of employee growth. To ensure your automation initiatives truly elevate your L&D outcomes, avoid these common missteps:

🔄 1. Overcomplicating Workflows

A frequent mistake is trying to automate everything at once or building overly complex workflows from the get-go. This can lead to confusion, errors, and low adoption.

• Start simple: Focus on automating high-impact, repetitive tasks first—like enrollment tracking, reminders, and certification approvals.
• As confidence and competence grow within the team, you can progressively layer in more complex automation, such as conditional branching or integrated performance analytics.
• Remember, clarity beats complexity—especially for non-technical users who manage or rely on these processes daily.

🧑‍🏫 2. Ignoring Employee Training and Change Management

Even the most intuitive systems require guidance and buy-in from end-users. One of the biggest reasons automation projects fail is the lack of adequate onboarding and ongoing support for the people expected to use them.

• Offer brief training sessions, how-to guides, or walkthroughs tailored to different user roles—whether it’s L&D admins, trainers, or learners.
• Communicate why automation is being introduced, and how it will benefit both the team and individual learners.
• Encourage feedback early and often to fine-tune workflows and ensure adoption stays on track.

Remember: automation should empower people, not replace them. Their trust and understanding are key.

📉 3. Not Measuring KPIs Post-Implementation

Automation isn’t “set it and forget it.” Without measuring results, you’re flying blind—unable to prove ROI or continuously improve your processes.

• Identify clear success metrics before implementing any automated workflow. Examples include training completion rates, learner engagement levels, onboarding time reduction, or assessment accuracy.
• Use dashboards or reports to track progress over time, flag drop-offs, and make data-backed decisions.
• Schedule regular reviews to optimize and iterate on automated processes. What worked last quarter may not suit the needs of a growing or changing team.

By failing to measure impact, you miss the opportunity to maximize automation’s potential—and to make a stronger business case for future initiatives.

The goal of automation is to simplify, streamline, and scale. Avoiding these common pitfalls can help ensure that your L&D workflows are not only more efficient, but also more human-centric, data-informed, and future-ready.

Conclusion

To sum up, workflow automation software will take the burden of repetitive tasks off your shoulder. It will leave you ample time to focus on strategic business activities that need your complete attention. Since there are a lot of workflow automation solutions on the market, it can be difficult for you to pick one. We suggest you weigh them against your specific needs and choose the one that suits you best.

Don’t automate in the dark—identify areas for immediate attention, gain unparalleled insights, and supercharge productivity while cutting costs and accelerating growth. Take control of your automation journey with our comprehensive Automation Report Card. Get Started Today! Empower your organization with automation and customized app development without coding. 

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