Approval workflow software creates guided, efficient and comfortable approval experiences for teams. With this solution, companies can simply and automatically push the right task, at the right time, to the right person, without unnecessary clicks. The software also offers automated qualification functions for certain requests, which optimize the approval circuit – for example, automating a approval step if an amount is less than 1000. Thanks to powerful interconnection functions, these platforms can also display historical data or data from your existing software. And, of course, automatically update your software and databases.
What’s more, in the past, this powerful software was only available to large companies, and required the support of an IT department. But no more! A new generation of software is focusing on SMEs. This new generation of software is aimed at small and medium-sized businesses, offering affordable prices and user-friendly, no-code functionality, without the need for a dedicated IT department.
In this article, we’ll tell you all you need to know about approval workflow software, and compare the best solutions on the market for SMEs and large enterprises.
Comparison table of the 6 best approval workflow software
How to choose a approval workflow software?
Before choosing software, it’s important to establish your selection criteria. Here are some examples:
The relationship between price and number of users
Many software packages charge by the number of users of the software, while others charge more transparently by the number of executions of a workflow. So it’s important to project yourself as far as possible into optimal operation, and eliminate candidates who don’t meet your requirements. What’s more, some software packages may seem expensive, but don’t forget that they offer enormous gains in terms of efficiency, time and quality… benefits that will probably bring you higher margins or lower costs.
100% customizable to your processes
It is important that approval workflow software allows you to fully customize your workflows according to your expertise. Some workflows are limited or offer only linear processes… you’ll be constrained and this will create new problems.
If you don’t have an IT department, or if they’re not readily available, make sure the software is no-code.
In other words, it can be used without having to write a single line of code, and therefore without any computer skills.
Intuitive for teams
The no-code is for the person who will build the approval workflow. Nevertheless, it’s important that end-users quickly feel comfortable with the tool, without having to spend a lot of time training.
Connection to your existing software.
Check that the process management software integrates with your existing software, such as CRM, ERP, HRIS and collaborative tools. This will enable you to automate processes such as updates, data creation, information retrieval, etc.
Finally, don’t hesitate to test or watch demonstration videos. This will give you a quick overview of the platform.
Comparative table of solutions: Lapala, Heflo, Pipefy, Process Street, Processmaker, Kissflow…
We’ve described each solution in more detail in a dedicated section of the article. This summary enables you to compare them at a glance in terms of pricing, access to a free trial, positioning and ease of use.
Lapala
Visual workflow software, easy to use and perfectly suited to SMEs.
From $39/month with no user limit
Free version available
Ease of use
⭐⭐⭐⭐⭐
Appian
Advanced low-code solution for complex, high-security integrations
From $2,000/month
No free trial
Ease of use
⭐
Nintex
Low-code workflow software for large enterprises and many more features
Between $1,500 and $2,500/month
No free trial
Ease of use
⭐
Presentation of each software: Lapala, Kissflow, Pipefy, Process Street, Heflo…
Lapala, a approval workflow software for SMEs
Free version – Then from $39/month – No user limit
Getting started:
No-code
Ease of use :
⭐⭐⭐⭐⭐
Customers :
SMES
Lapala is the approval workflow software designed specifically for SMEs, breaking the traditional codes of automation software. Its philosophy? To make digital transformation accessible to all, without technical barriers.
This software enables any employee, with no prior IT skills, to build a 100% customized workflow. Thanks to clear documentation and the support of our teams, getting started is child’s play.
Although simple to use, Lapala is nonetheless a powerful tool. It can manage both basic processes and complex workflows, adapting to each specific need.
With Lapala, transform your manual processes into automated, guided workflows. The tool frees your teams from repetitive tasks, enabling them to concentrate on high value-added missions.
Lapala summary:
– Simple and no-code.
– High level of customization.
– SME-friendly pricing.
Would you like to find out in just 30 minutes whether Lapala is right for you? Try it out for free.
Lapala’s main features
No-code Workflow Designer
The workflow designer is the heart of Lapala. Totally visual and customizable, it lets you create tailor-made approval circuits. You can design iterative loops, conditional paths and integrate automations to eliminate non-value-added tasks.
The big innovation? Every piece of data entered becomes a dynamic element, naturally transferable throughout the process, eliminating tedious re-entries.
Simplified data management
Lapala offers flexible data management. You have two options: store data directly on the software, or connect it to your existing software (ERP, CRM, HRIS).
You can also display your data directly in guided tasks, eliminating the need for complex information searches.
Getting started:
Low-code
No-code limited
Ease of use:
⭐⭐⭐
Customers:
SMEs with IT department
Large companies
Kissflow is a approval workflow software designed for IT-supported organizations. The platform combines no-code and low-code functionalities, offering a hybrid approach to process management.
The solution integrates a workflow designer and automations for rapid efficiency gains. Data management is a particular strength: companies retain total control over their information, with several hosting options.
Kissflow summary:
– Powerful and modern
– From $1,500/month for 50 users
– Large catalog of features
Designer of no-code and low-code and low-code
The workflow designer is visual and customizable, and is designed primarily for IT departments. It takes some time to learn, but remains intuitive. Kissflow offers a number of predefined templates, although these generally need to be adjusted to suit the specifics of each organization.
Getting started:
No-code
Ease of use :
⭐⭐⭐⭐
Customers:
SMEs
Process Street takes a different approach to workflow management, specializing in linear, checklist-based processes. It also boasts a host of other features, making it an all-round tool for SMEs.
The workflow designer favors a linear approach, particularly well-suited to sequential processes with total freedom of use on the part of teams. Native integration with automation tools such as Zapier or Make frees teams from non-value-added tasks.
Process Street summary:
– Specialized in checklists
– From $100/month for 5 users
– Wide range of features
No-code Workflow Designer
The tool features a simple, intuitive workflow designer, making it easy to create standardized processes. Users can quickly set up sequential workflows with clearly defined steps.
Getting started:
No-code
Ease of use :
⭐⭐⭐⭐
Customers:
SMEs
Pipefy stands out for its visual approach, inspired by the Kanban methodology. This approach enables clear visualization of task progress. These kanbans are embedded with input form functionalities, and can be automated by connecting to your existing software.
Pipefy summary:
– From $24/month per user
– No-code and modern
– Original no-code approach
No-code Workflow Designer
What makes Pipefy so special is its Kanban principle. Each process is considered as a set of statuses to be traversed, offering a linear structuring of process management.
Getting started:
Low-code
Ease of use:
⭐⭐
Customers:
Large corporations
Appian is a leading-edge technology solution for automating business processes. This approval workflow software meets the needs of organizations with complex digital transformation challenges.
Its strength lies in its ability to rapidly build robust business applications, while maintaining high standards of security and compliance. Its expertise is particularly recognized in regulated sectors such as finance and insurance.
The tool enables companies to digitalize their internal processes with remarkable agility and precision, minimizing the need for heavy technical intervention.
Appian summary:
– Suitable for large enterprises
– Low-code for ITs
– High prices
Want to know in 30 minutes if Appian is right for you? Have a free chat with our expert.
Low-code workflow designer
Appian’s process engine offers advanced configuration power. Getting to grips with it requires a certain level of technical skill, but it enables you to manage particularly sophisticated workflows.
Getting started:
Low-code
Ease of use:
⭐⭐
Customers:
Large corporations
Nintex is a business process automation platform dedicated to complex organizations. Specializing in the orchestration of sophisticated workflows, it is distinguished by its integration with the Microsoft ecosystem.
The tool enables companies to digitalize their internal processes and approval workflows. Its design meets the requirements of IT departments looking for robust, secure solutions.
Nintex summary:
– Suitable for large companies
– Low-code for ITs
– High prices
Want to know in 30 minutes if Nintex is right for you? Have a free chat with our expert.
Low-code workflow designer
Nintex makes it possible to digitalize complex processes with a level of security and robustness that meets the expectations of large-scale IT departments.
Getting started:
Low-code
No-code limited
Ease of use:
⭐⭐⭐
Customers:
SMEs with IT department
Large companies
With over twenty years’ experience, ProcessMaker has established itself as a benchmark in approval workflow software. The workflow designer follows the rules of BPMN, this modeling is no-code but requires knowledge of the modeling rules. Parameterization requires low-code skills.
ProcessMaker summary:
– Suitable for large companies
– Low-code for ITs
– High prices
Low-code workflow designer
ProcessMaker integrates BPMN mapping functionalities to represent organizational functioning. Its no-code engine enables simplified modeling, although complete design requires mastery of low-code technologies.
Getting started:
No-code
Ease of use :
⭐⭐⭐⭐
Customers:
SMEs
Heflo is designed for companies of all sizes that have mastered the concepts of BPMN standards. These techniques are derived from a business standardization method. However, this standardization is not mandatory and may be too complex for SMEs.
Whether supported by consultants or not, this approval workflow software offers no-code process management and automation of non-value-added tasks.
Heflo overview:
– BPMN process modeling
– No-code and simple automation
No-code Workflow Designer
Heflo offers a 100% customizable modeling tool. It follows BPMN standards and enables you to manage complex conditions and processes.
What is approval workflow software?
Approval workflow software is a tool that digitalizes and automates all types of approval circuits within a company. For example, approval of purchases, expense claims, vacations, documents, decisions…
This software enables you to create guided approval experiences that are 100% customizable to your own expertise. This brings efficiency and comfort to teams as they carry out their daily tasks. Without unnecessary clicks, employees have access to the right information at the right time.
What’s more, this software frees teams from non-value-added tasks thanks to automations such as re-displaying entries, automatic allocations, path management according to different conditions, or simply updating software and filing documents.
What are the basic features of approval workflow software?
100% customizable workflow builder
The heart of a approval workflow software. It allows you to customize the software to suit your operation
Intuitive collaboration interface
Teams have access to a simple space to carry out their approval tasks and managers have access to dashboards.
Dynamic workflow management
Thanks to conditions, iterative loops, branches and synchronizations. All your processes can be managed
Real-time notifications
With workflow software, it’s always the right task at the right time. Teams are alerted and managers are informed if there’s a blockage.
Data traceability
You can set up approval workflow software to track specific indicators and data for use in the event of an audit.
Data redisplay
Throughout the workflow, you can automatically retrieve data that has already been entered. No more tedious multiple entries
Automated allocation
The software automatically determines the next person to validate. And that person is automatically notified.
Automation with your software
All types of automation are possible, from the simplest (sending e-mails) to the creation and updating of data in your software.
Dashboards
Approval workflow software includes tracking functions for managers and simple reporting.
The benefits of no-code approval workflow software
Optimal process management
With workflow software, your process is formalized and optimized. It can easily be improved if modifications are required.
High-performance tools for the trades
Thanks to no-code, directors and managers can build impactful tools for their teams without having to have any tech skills.
Reduce lead times
Task distribution and information retrieval are automated. This saves a great deal of processing time.
Quality data
Automated data entry provides data that can be reused to make informed decisions.
Process compliance
Teams have no choice but to follow the workflow proposed by the software. What’s more, the process is always up to date.
Climate improvement
Sub-optimized approval circuits can damage relations between colleagues. These tools facilitate collaboration.
Comfort at work
Guided team experiences and automation make work easier. They can concentrate on important tasks.
Customer satisfaction
Deadlines and quality are improved. This has a positive impact on customer satisfaction and relations. Their requests are processed more quickly.
Scalable workflows
If you need to modify a workflow due to an organizational change, it’s just a few clicks away. And your new employees are quickly onboarded.
Now you know everything you need to know to choose the right management software.
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