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A great way for teams to stay organized and do more in less time is by using workflow management software. These tools help you to track and manage daily tasks, allowing you and your team to focus on creative and strategic work, rather than management.
In this guide, we will show you how to choose the best workflow management tools for your team, and also share some examples of tasks that you can automate based on your role and goals.
What is workflow management software
Workflow management software is a tool that helps teams plan, track, and finish their work. It creates a clear process from start to finish. Everyone on the team knows what to do, when to do it, and who is responsible. This reduces confusion and makes work smoother.
For example, a digital marketing team can use workflow software to plan and run a campaign. From writing blog posts to publishing social media ads, each step can be tracked in one place.
Using workflow automation software, you can:
Save time
Instead of managing work in email threads or spreadsheets, teams can see everything in one tool. A sales manager can track client follow-ups without asking for updates. This keeps the work moving.
Reduce errors
Workflow software shows every step of the process. A content team won’t skip proofreading or miss deadlines, because tasks are clear and organized.
Keep work organized
All project details stay in one place—deadlines, files, notes, and more. A social media team can plan, create, approve, and schedule posts without switching tools.
Empower yourself and your team
Team members can leave comments, assign tasks, and upload files directly in the tool. A sales and marketing team working on a lead generation campaign can stay in sync, even if they work remotely.
Connecting the power of automation with AI
Choosing the right workflow management software can make a big difference in how smoothly your team operates. But if you want to optimize your workflows, connecting tools to AI can unlock even more efficiency.
Albato makes this easy:
- It offers an AI Assistant that can help you build and manage workflows faster by suggesting automations or helping you write prompts.
- Albato also lets you connect to AI tools like ChatGPT, image generators, or transcription apps.
For example, in a content creation pipeline, you could use AI to draft blog posts, create images, and schedule social media—all within your workflow. With Albato, you get the structure of workflow management and the speed of AI in one place.
To use automation with AI, it’s important to set up boundaries. In this post, you can learn more about how to control agentic AI in your workflows for better results.
How to choose the best team workflow software
These are some features to look for:
1. Task management. You should be able to assign tasks, set deadlines, and track progress. For example, a digital ad team can create tasks for writing copy, designing visuals, and reviewing performance.
2. Automation. Good software lets you automate steps. A marketer might set up an automation so that once a blog post is approved, it’s transferred to the scheduling team automatically.
3. Integrations. The tool should connect with your existing software—like Slack, Google Drive, Salesforce, or HubSpot. This is helpful for sales teams who already use CRM systems.
4. User-friendly design. The software should be easy to learn and use. Marketing teams need to move fast. A complex tool slows things down.
5. Collaboration. You should be able to share files, comment on tasks, tag team members, and stay updated. For example, a remote SEO team can work together on a content plan without endless email chains.
6. Reporting. The best tools show progress in real time so you can spot delays or bottlenecks early. A sales manager can view reports showing how many leads were followed up on this week or how fast deals move through the pipeline.
Also, think about these points:
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Your team size. Some tools are better suited for small groups, while others are more effective for large teams.
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Needs. Do you need tracking, planning, or just task lists?
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Budget. What can you afford long-term?
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Integrations. Does it work with your current tools?
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Growth. Will it grow with your team?
Top workflow management software for teams
Here are some of the top tools in 2025. Each one has strengths for different teams and needs.
1. Monday.com
Features: Custom workflows, many templates, time tracking
Pros: Easy to use, strong visuals
Cons: Can get expensive for large teams
Pricing: From $10/user/month
Best for: Creative teams and agencies
Monday.com is a visual and easy-to-use tool that helps teams build custom workflows using ready-made templates. You can track time, assign tasks, and manage your projects in one place. It’s especially useful for creative teams like marketing agencies who need flexibility in planning and execution. The interface is clean, and it works well even for users with little technical experience.
Best for: Creative teams and agencies that need visual project tracking.
Limitations: It can become expensive as your team grows and needs more advanced features.
2. Approveit
Features: Cross-department automation, audit trails, approval workflows, AI-powered routing
Pros: Strong compliance, popular with companies managing multiple entities
Cons: Higher cost than basic tools
Pricing: Custom, based on number of entities, workflows, and request volume
Best for: Finance, HR, legal, and ops teams
Approveit is an AI-powered workflow tool built for structured approvals across departments. It supports key processes like accounts payable, accounts receivable, procurement, and onboarding. Approveit is integration-ready, working seamlessly with collaboration tools like Slack and Microsoft Teams, and with leading accounting systems such as Xero, SoftLedger, Sage, and QuickBooks. Built-in audit trails and custom workflows help reduce errors and ensure compliance across teams and entities.
Best for: Teams that need scalable automation with strong compliance controls.
Limitations: Premium pricing, but justified by enterprise-level features.
3. ClickUp
Features: Task views, docs, automation
Pros: Many features in one place
Cons: Takes time to learn, can be unwieldy
Pricing: Free plan; paid starts at $7/user/month
Best for: All-in-one users
ClickUp offers a powerful set of tools in one platform: task lists, document creation, goal tracking, and automation. It’s a favorite for digital professionals who want a central hub to manage everything from content calendars to sales pipelines. The platform supports different views—like lists, boards, and timelines—so teams can work the way they prefer. It’s very customizable, which is a plus for advanced users.
Best for: Teams looking for an all-in-one workspace to manage every kind of task.
Limitations: Because of its many features, it takes time to learn and set up properly.
4. Asana
Features: Project timelines, tasks, reporting
Pros: Simple design, great for planning
Cons: Some limits on the free plan
Pricing: Free plan; Premium from $10.99/user/month
Best for: Medium to large teams
Asana is known for its clean design and intuitive task management. It helps teams manage projects using timelines, task dependencies, and progress tracking. Marketing and sales teams often use it to plan campaigns, track deliverables, and monitor deadlines with minimal setup. It’s easy to onboard new users, and it works well for both remote and in-office teams.
Best for: Medium to large teams that want simple, structured project management.
Limitations: The free plan is limited, and some key features are only available in the premium version.
5. Trello
Features: Board-based layout, checklists, cards
Pros: Straightforward to start
Cons: Not ideal for complex workflows
Pricing: Free plan; paid from $5/user/month
Best for: Small teams and freelancers
Trello is a visual tool based on boards and cards. It’s great for managing tasks with a drag-and-drop interface that’s easy to understand. Marketing teams often use Trello to plan content calendars or simple campaign workflows. It supports checklists, due dates, file attachments, and Power-Ups (add-ons for extra features).
Best for: Small teams and individuals who need a simple way to manage tasks.
Limitations: Lacks advanced reporting and automation unless you upgrade or use add-ons.
6. Wrike
Features: Gantt charts, time tracking, dashboards
Pros: Great for managing complex work
Cons: Can be too much for small teams
Pricing: From $9.80/user/month
Best for: Enterprise and IT teams
Wrike is a powerful workflow tool for teams that need structure and reporting. It offers task management, Gantt charts, dashboards, and built-in time tracking. It works well for marketing teams, project managers, and agencies handling multiple clients or large campaigns. Wrike also includes request forms and proofing tools for creative work.
Best for: Teams managing complex projects that need visibility and control.
Limitations: The learning curve is steep, and the interface can feel cluttered to new users.
7. Smartsheet
Features: Spreadsheet-style layout, reports, dashboards
Pros: Familiar interface
Cons: Needs training for new users
Pricing: From $7/user/month
Best for: Teams used to Excel
Smartsheet looks like a spreadsheet but works like a project management tool. It’s flexible and supports automations, forms, and dashboards. Sales teams often use it for tracking pipelines, while marketers use it for campaign planning and resource management. You can also create workflows and integrate with tools like Google Workspace or Microsoft Teams.
Best for: Teams that like spreadsheets but need more project-focused features.
Limitations: The interface may feel too technical for users who prefer simple task lists.
8. Airtable
Features: Custom views, databases, automations
Pros: Flexible and visual
Cons: May need more setup
Pricing: Free plan; paid from $10/user/month
Best for: Startups and product teams
Airtable combines the look of a spreadsheet with the power of a database. It’s highly flexible, letting teams create custom workflows with views like grids, calendars, and kanban boards. Marketers often use it for content planning, campaign tracking, and asset management. It also supports automations and integrations with popular tools like Slack and Google Drive.
Best for: Creative and marketing teams that want to build custom workflows.
Limitations: Can be too flexible or complex for teams that need structure right away.
9. Jira
Features: Issue tracking, agile workflows
Pros: Built for developers
Cons: Complex for non-tech teams
Pricing: Free for small teams; paid from $7.75/user/month
Best for: Software development teams
Jira is designed for managing complex workflows, especially in software and product development. It supports detailed task tracking, sprints, and bug tracking. However, many digital teams—especially in tech-focused sales and product marketing—use it to manage cross-functional projects. Jira integrates well with tools like Confluence, GitHub, and Slack.
Best for: Technical teams or teams following Agile methods.
Limitations: Not ideal for non-technical users; setup and use can feel overwhelming.
Summing up
Choosing the right workflow management software depends on your team’s size, goals, and daily tasks. Some tools are great for visual planning, while others focus on automation, reporting, or collaboration. Whether you're managing a sales pipeline, launching a marketing campaign, or organizing client projects, the right tool can save time, reduce errors, and keep your team aligned.
But software alone isn’t enough—how these tools connect also matters. That’s where Albato can help. Albato makes it easy to automate tasks and connect your workflow software with the tools your team already uses. No coding needed. You can link apps like Trello, Asana, ClickUp, and Airtable to CRMs, email platforms, and more—all in just a few clicks.
With Albato, your workflows become truly seamless. Try it today and take your team’s productivity to the next level.
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