Workflow design software: Best tools to automate processes

Workflow design tools let you map business processes visually and activate them instantly — no more confusion, emails, Excel spreadsheets, shared documents, or paper forms. You draw what you want to happen and everyone knows what to do.

Businesspeople are doing this every day with workflow design tools built into workflow automation systems. Tools like Lucidchart(opens in a new tab), Creately(opens in a new tab), and Visio(opens in a new tab) are great for illustrating workflows and sharing them with other team members to ensure a workflow is designed correctly. However, these tools create static illustrations and can’t take the next step, which is workflow automation.

If your goal is automating manual workflows, choose a true workflow automation tool with an easy-to-use design interface. Once the workflow is approved, you can deploy it immediately.

Important features of a workflow design tool

When selecting workflow design software, look for these essential capabilities:

• Low-code, drag-and-drop builder — Visually design workflows without programming knowledge
• Task assignments — Clearly define responsibilities and automate task routing
• Collaboration tools — Real-time communication and approvals
• Export capabilities — Share workflows as PDFs or diagrams for documentation
• Business rules — Conditional logic for automated decision-making and routing

Advanced workflow capabilities

Advanced workflow tools also provide:

• Child processes — Sub-workflows within larger processes for multistep approvals
• Complex business rules — Conditional logic and decision trees
• Multitiered approvals — Single, group, or sequential approval chains
• Parallel/sequential flows — Run steps simultaneously or in order
• Automated notifications — Reminders, timeouts, and escalations
• Test mode — Simulate workflows before deployment

Automating customer service workflows with process builders

Customer service teams struggle with manual ticket routing, inconsistent response times, and scattered information. Workflow automation with process builders solves these problems by:

• Automating ticket routing — Route requests based on issue type, priority, or team capacity
• Setting up escalations — Trigger alerts when tickets exceed SLA thresholds
• Standardizing onboarding — Guide customers through setup with automated workflows
• Streamlining complaints — Structure resolution processes with defined approval steps
• Enabling self-service — Let customers initiate workflows for common requests
• Tracking SLAs — Monitor response times and satisfaction metrics in real time

Customer service automation examples

Key features for customer service workflow automation

When selecting workflow software for customer service, prioritize:

• Visual process builder — Drag-and-drop interface for ticket routing and escalations
• Business rules engine — Conditional logic for automatic routing
• SLA management — Built-in timers and escalation triggers
• Integrations — Connect with CRM, help desk, and communication tools
• Reporting — Real-time dashboards for performance metrics
• Mobile access — Approve and respond from any device

Comprehensive workflow design tools

Workflow design software can be categorized based on its capabilities. Some tools focus solely on visual process modeling, while others provide full workflow automation, and some cater to enterprise-level needs with advanced business process management (BPM) features. Below is a breakdown of the best tools available.

Workflow automation platforms

The following tools enable you to automate workflows.

1. Smartsheet

Familiar spreadsheet interface for planning and tracking work. Strong for project management and operations. Starts at $9/user/month.

2. FlowForma

No-code automation designed for business users who need to build processes without IT help. Popular in healthcare, construction, and financial services. Custom pricing.

3. Creately

Visual workspace with diagramming tools for mapping processes and organizational structures. Offers a free plan with paid tiers from $5/user/month.

4. ClickUp

Productivity platform combining customizable workflows with task management. Works well for agile teams and marketing operations. Free plan available, paid from $7/user/month.

5. ProofHub

Project management with built-in workflows, time tracking, and file review tools. Flat-rate pricing ($45/month) makes it cost-effective for creative and remote teams.

6. Nutrient Workflow

Nutrient Workflow is a workflow automation platform for document-heavy business processes. With its visual Process Builder, businesses can design, automate, and optimize complex workflows without coding — from customer service ticket routing, to contract approvals and compliance workflows.

The platform stands out for its deep document processing capabilities, making it ideal for organizations that rely heavily on forms, PDFs, contracts, and other business documents throughout their workflows.

H2 2025 product updates

Nutrient Workflow released significant enhancements in October 2025, including:

• Built-in electronic signing — Collect secure, audit-ready signatures without external tools. Configure signing order, add expiration rules, and verify signer identity through email authentication. Supports both electronic signatures and PAdES digital signatures for legally binding documents.
• AI-powered document processing — Automatically extract data from multiple documents using LLM integration (OpenAI, Claude). Process invoices, contracts, or scanned forms, and auto-populate workflow fields without manual data entry.
• Modern dashboard experience — Real-time widget editing, responsive design across devices, and customizable layouts for monitoring workflow performance and bottlenecks.
• Enterprise-grade SSO — Single sign-on (SSO) support for faster, more secure access with centralized identity management.
• Mobile approvals — Complete tasks, approve requests, and update workflow status from any mobile device with the dedicated mobile app.

Enterprise integrations

Nutrient Workflow connects seamlessly with:

• CRM systems — Salesforce, Microsoft Dynamics, HubSpot
• Help desk tools — ServiceNow, Zendesk, Freshdesk
• Collaboration platforms — Microsoft 365, SharePoint, Slack, Microsoft Teams
• Document systems — DocuSign (now with built-in alternative), Box, Dropbox
• Custom APIs — RESTful API for custom integrations

Key features

• Low-code, drag-and-drop Process Builder
• Built-in electronic and digital signatures
• AI-powered document data extraction
• Multitiered approval workflows
• Business rules engine with conditional logic
• Real-time dashboards and reporting
• Mobile app for iOS and Android
• SLA management and escalation triggers
• Document generation and PDF automation
• Enterprise SSO and security controls

Pricing

Available upon request with flexible deployment options (cloud-hosted or on-premises).

Ideal use cases

Document-heavy business process automation, customer service workflows, compliance processes, contract management, HR onboarding, financial approvals, and healthcare workflows.

What is a process builder?

A process builder turns flowcharts into automated workflows using a drag-and-drop interface. Configure business rules, set up task routing, and trigger actions — all without writing code.

Comparison of workflow design software

Basic workflow diagramming tools (for design only)

These tools allow you to visually design workflows but don’t include automation capabilities. They’re ideal for creating flowcharts, process diagrams, and business workflows that can be shared with teams.

Enterprise workflow management software (advanced features)

These platforms are designed for large organizations that require advanced business process management (BPM), integrations, compliance tracking, and AI-driven process automation.

Getting started with workflow automation

Before selecting a tool, take these steps:

1. Map your current process — Document the existing workflow from start to finish
2. Identify bottlenecks — Find where delays, errors, or manual handoffs occur
3. Define success metrics — Set baseline measurements for response times, completion rates, and error rates
4. Start with one workflow — Pilot with a single process before scaling to others
5. Involve your team — Get input from the people who will use the system daily

Selection criteria

When choosing workflow design software, consider:

• Automation vs. mapping — Do you need live automation or just process diagrams?
• Customization level — Simple workflows or complex business rules with conditional logic?
• Team size — Small team collaboration or enterprise-wide deployment?
• Integration requirements — CRM, help desk, Slack, Microsoft 365, or custom APIs?
• Budget — Free plan, per-user subscription, or enterprise pricing?

See Nutrient Workflow in action

If you’re interested in seeing how Nutrient Workflow Automation Platform can help you visualize, automate, and streamline business processes, contact Sales, or try it free for 14 days.

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