Most teams do not need "workflow management" in the abstract. They need a purchase request to reach the right approver, a new customer to move from signed to onboarded, a refund to get checked before it goes out. The tool that fits depends on where that work lives today: in tasks and boards, or in records in a database the rest of the company already uses.
Below are seven workflow management tools, grouped by that difference, with the point where each one stops. For approvals specifically, see approval workflow software.
What workflow management software needs to do
- Move a request through defined steps, with an owner at each step.
- Route by rules: amount, region, customer tier.
- Show who is waiting on whom, so nothing sits in an inbox.
- Work on the data the workflow is about, instead of a copy pasted into a task.
- Keep a record of who approved what and when.
The seven tools at a glance
| Tool | Best for | Pricing model |
|---|---|---|
| Jet Admin | Workflows on records in your own database or API | Free plan; paid by AI credits, unlimited users |
| Monday.com | Team boards and cross-team work | Per seat |
| Asana | Projects and recurring team processes | Per seat |
| ClickUp | All-in-one work management | Per seat |
| Smartsheet | Spreadsheet-style project workflows | Per seat |
| Airtable | Workflows on a new, flexible database | Per seat |
| Kissflow | Form-based business process workflows | Per user tiers |
Workflows on your own data
1. Jet Admin
Jet Admin builds workflow apps on the data your company already has: Postgres, MySQL, Salesforce, HubSpot, a REST API or any of 200+ integrations. You describe the process, such as "refund requests over $500 go to finance, then to the account owner", and Jet generates the request form, the queue for each approver, the status views and the automation steps. The records stay in your system, so the workflow updates the actual order or customer instead of a task that points at it.
Workflows are unlimited on every plan, including Free, and so are users, so adding the fifteenth approver costs nothing. Granular permissions, SSO and audit logs are on the Business plan and above.
Where it stops: it is not a project management tool. If your workflow is mostly tasks, timelines and Gantt charts, a work-management board fits better.
2. Airtable
Airtable combines a flexible database with interfaces and automations, so teams can model a process and run it in one place.
Where it stops: the data has to live in Airtable; workflows on an existing production database mean syncing a copy.
3. Kissflow
Kissflow focuses on form-driven business processes such as purchase requests and onboarding, with a visual process designer.
Where it stops: connecting deeply to your own systems takes integration work, and custom interfaces are limited.
Work management boards
4. Monday.com
Monday.com organizes work on boards with statuses, automations and dashboards, and it is easy for non-technical teams to adopt.
Where it stops: per-seat pricing grows with every participant, and the work lives on Monday boards rather than in your systems of record.
5. Asana
Asana handles projects, recurring processes and rules that move tasks between people.
Where it stops: it manages tasks about work, not the business records the work changes.
6. ClickUp
ClickUp packs tasks, docs, goals and automations into one tool, with many views.
Where it stops: the breadth can feel heavy, and data outside ClickUp stays outside.
7. Smartsheet
Smartsheet gives spreadsheet-minded teams project workflows, approvals and reports.
Where it stops: it is built around sheets and projects, not operational apps on a database.
Which to use
- The workflow changes records in a database, CRM or API you already run: Jet Admin.
- You want to design the process and its data from scratch: Airtable or Kissflow.
- The workflow is mostly tasks and projects across teams: Monday.com, Asana or ClickUp.
- Your team thinks in spreadsheets: Smartsheet.
Frequently asked questions
What is the difference between workflow management and project management software?
Project management tracks one-off work with a start and an end. Workflow management runs repeatable processes, such as approvals and onboarding, the same way every time.
Do I need to move my data into a workflow tool?
Not always. Board-style tools keep their own data, while tools that connect to your database run the workflow on the records you already have.
How is workflow management software priced?
Most tools charge per seat. That matters for workflows, because approvers and requesters often outnumber the people who design the process.
Run the workflow where the data lives
Start with Jet Admin for free and build your first workflow on the data you already have.