Workflow automation for small business, best software

14 minutes

In the past, process and task automation was the preserve of large companies. Today, software products have emerged that allow workflow automation for small business, thanks to their no-code functionality – i.e., no coding skills required – and their pricing model.

Small and medium-sized businesses gain in productivity, time and quality thanks to workflow software. These tools make it easy to create guided work experiences for teams, and automate non-value-added manual tasks.

Purchase process - example of workflow automation for small business
Designed with Lapala workflow software

In this section, we’ll share tools, software and examples of process automation. You’ll then have the keys to making the best software choice.

Summary of everything you need to know about workflow automation for small business

Why choose workflow automation software for small business?

Small businesses need tools that are easy to use and require no IT development skills. Workflow software, such as Lapala, is a no-code solution that enables any process to be digitized in just a few clicks, without having to write a single line of code.

These software programs offer 100% customizable, visual and ergonomic tools. They can be used to transform an existing process into a sequence of guided and partially automated steps. Depending on relevance, a step can therefore be simply transformed into an input form, an approval circuit, an automated allocation, or any other relevant automation (such as updates to existing software, reporting, validation of business rules and conditions…).

Some examples of workflow automation for small business

For the record, workflow automation for small business can be used for all company processes. In fact, a process is simply a sequence of tasks, whether continuous or multi-actor, linear or conditional, manual or partially automated. So it’s up to you to identify, one by one, the most relevant workflows to automate from among those that are currently posing the most problems: repetitive tasks, multiple entries, execution errors, inefficient handovers…

Our customers’ most frequent processes include: purchasing management, new employee induction, time recording, requests management and sales processes. But as you can see, it’s up to you to optimize the workflow that’s most relevant to you, thanks to the no-code and 100% customizable features of workflow automation software.

Example 1 – Automating purchasing approvals

Purchase request workflow automation for small business
Designed with Lapala workflow automation software

Example 2 – Service management workflow

Request for intervention workflow automation for small business
Designed with Lapala workflow software

Example 3 – Supplier invoice management

Supplier invoice approval workflow automation for small business
Designed with Lapala process automation software

Example 4 – Expense report entry workflow

Expense report workflow automation for small business
Designed with Lapala process management software

Old world computing and new software for small businesses

Before 2000: Software is robust and specialized, but has major limitations: lack of ergonomics, little customization and little interoperability. Hosted on physical servers, they require substantial IT resources and budgets. They are therefore reserved for large enterprises.

Years 2000-2017: The advent of SaaS transforms the landscape with the introduction of real-time and multi-device. The business model evolves towards subscription rather than license purchase. However, these cloud-based solutions remain complex to customize and require technical IT skills.

New generation: These modern software applications are distinguished by their accessibility: no need for development skills, intuitive interface, and configuration support provided by the software publishers. This democratization allows SMEs to digitize simply, without any particular technical expertise.

Evolution of business management software

100% customizable workflow software with no constraints

Workflow automation for small business focuses on customization. Indeed, a company’s know-how is very important, and many softwares constrained it. This led to multiple entries, collaboration problems, non-value-added tasks… Thanks to no-code process designers, it has never been easier to digitize and automate workflows for small businesses.

An intuitive, collaborative work platform for your teams

Workflow software for small business has two interfaces:

  • one for the workflow automation “creator(s)
  • and one for teams using the guided workflows created by the designers.

Teams work together in a personalized, collaborative workspace. They can access their tasks in real time. Actions and entries are simplified and guided by dynamic forms. This frees teams from non-value-added tasks, allowing them to concentrate on customer satisfaction.

Two key features make life easier for employees:

  • Allocation is automated according to conditions. Without unnecessary clicks, information is distributed to the right person at the right time.
  • Previously entered information can be automatically reused effortlessly and frictionlessly, avoiding multiple entries and complex information searches.

Automation of non-value-added tasks

Another feature of workflow software is its ability to connect to your existing software, such as your CRM, ERP, HRIS or mailbox. This integration saves teams time, reduces non-value-added tasks and eliminates errors. For example, you can automate the creation or updating of data in a CRM, automatic notifications and calculations….

These small-business automations fit perfectly into a workflow, surrounded by manual tasks.

Workflow automation for small business - manual and automated tasks

Monitoring and reporting tools for managers

The process designer will be able to set up measurement devices with a single click. Managers can then easily access this data and visualize it in dedicated dashboards. They can then quickly identify problems and help their team move forward. Workflow automation for small business can also track progress and compliance with deadlines & budgets.

Other features: mobile access, database creation, scalability

Employees have access to their workspace on smartphones and tablets, so they can work anywhere with an Internet connection.

Workflow automation for small business includes features to store your data securely

Whether you’re 5, 20, 100, 500… there’s no impact on performance. And even some software, like Lapala, doesn’t charge according to the number of users.

What is workflow automation for small business?

What is a workflow ?

A workflow, or process, is simply a sequence of tasks designed to achieve a business objective. For example, responding to a request for quotation, requisitioning supplies, invoicing a customer, integrating a new employee… So everything in a company is workflow!

These processes can be individual or collaborative, linear or with branches subject to conditions, the steps can be manual and guided or automated.

Request answer workflow automation for small business
Built with Lapala workflow software

What is workflow automation for small business?

Automation is often taken to mean a workflow consisting entirely of automatic steps. In practice, however, the situation is quite different. Although it’s important to automate a certain number of tasks in a process, there are always tasks that can’t be automated, and which must remain “human”. For example, approval circuits, quality controls, data entry…

Workflow automation is therefore the total digitization of a process, mixing compulsory manual tasks with automated ones. Employees then have access to a collaborative work platform, with real-time access to their tasks.

At the same time, these manual tasks are built to create a guided experience for teams. And invisible automations creep into manual tasks to simplify work and improve employee comfort. For example, automatic assignment, efficient information retrieval, database connection, automated retrieval of data entered in previous steps.

Automated workflow

Benefits of workflow automation for small business

Save time and deadlines

SMEs using workflow automation software like Lapala eliminate non-value-added tasks

Error reduction

Guided experiments and automation reduce errors and enable the use of clean data

Investment opportunities

Workflow software enables you to increase margins, process more requests or improve quality

Ideas of workflow automation for small business

Sales

Small and medium-sized businesses face major challenges in terms of sales and revenue generation. Thanks to workflow software, a company can sell more by digitizing and automating :

  • Management of quotation requests and calculations
  • Customer billing
  • CRM and ERP updates
  • Reminders and notifications
  • Qualifying opportunities….

Production and purchasing

Workflow software has the advantage of reducing lead times, optimizing costs and making approval circuits more efficient. There are many possible uses:

  • Purchase requisition management
  • Order processing
  • Activity planning
  • Checking compliance with instructions
  • Management of maintenance operations…

Human resources

With workflow automation, small businesses can make human resources tasks easier:

  • Onboarding new employees
  • Time management
  • Annual reviews
  • Recruitment management
  • Vacation requests

Accounting and finance

Companies can save considerable time in setting up accounting and finance workflows. This reduces errors and speeds up processes.

  • Supplier invoice management
  • Accounting software update
  • Payment management
  • Expense management

Task management

Without unnecessary clicks, workflow software enables the right information to be distributed to the right people at the right time. This makes it easier for managers to coordinate teams and reduce methodological oversights.

  • Assigning tasks
  • Deadline management
  • Checking compliance with instructions
  • Compliance and quality
  • Budget and deadline management

Tips and tricks for setting up workflow automation for small business

Even if it’s not perfect, you need to create and test a first process

Many workflow softwares come with a trial or free version. Thanks to their guides and videos, you can create an initial process and test it. This test is imperative to understand the value that workflow software can have for your business.

It doesn’t matter if it’s not perfect. The important thing is to see what you can get out of it:

  • efficient task allocation,
  • save time by eliminating the need for multiple entries and complex information searches,
  • comfort for teams thanks to guided experiences…

Once this initial test has been carried out, it’s time to think about whether it’s a good solution for you, and whether it’s appropriate to improve it according to your real needs.

Don’t tell yourself that workflow software isn’t for you!

Of course, sometimes there are good reasons. But nowadays, software is adapted to SMEs thanks to several criteria:

  • No need for coding skills or an IT department. Some software is no-code, i.e. it can be used without writing a single line of code. With a few clicks and drag & drop, you can build your first workflow.
  • Tariffs adapted to small businesses, transparent and progressive according to your consumption rather than your number of users.

The price may be scary, but it can hide surprises

Before disqualifying workflow automation for small business software on the grounds of price, I invite you to analyze what this software will save you. After all, automation can sometimes free up your employees’ time. Thanks to this, you can potentially increase your margins, boost your sales, do more sales prospecting, improve the quality of your products…

So the monthly cost of workflow software can quickly be repaid by the benefits it brings to the business.

How the workflow software provider supports you

Don’t hesitate to ask the workflow software teams what support they provide for their users. Some are very generous when it comes to customer support, while others legitimately charge for every request. This is an imperative question to ask.

For Lapala software, specialized for SMEs, they are well aware that you don’t necessarily have an IT department, so their teams will accompany you free of charge from setting up the first process, to help you make the right choice.

How do you set up workflow automation?

In this section, we’ll share with you a method based on our workflow software. It’s up to you to use a more appropriate software according to your needs.

Step 0 – Select the most important workflow with stakeholders

Digitizing all your processes at once is too ambitious. It makes sense to start with one or two workflows. To identify the most relevant ones, we advise you to choose from among the activities you carry out most frequently, the process that is currently wasting the most time for you and your teams. For example, repetitive tasks, multiple entries, validation circuits.

If you need it, you can also carry out a process audit. An audit doesn’t have to be a time-consuming process, and there are a number of methods that can give you a clearer picture of your organization in just a few hours or days.

Step 1 – Build the process on Lapala workflow software

Request for intervention for small business
Created with Lapala software

With Lapala, in just a few clicks and without writing a single line of code, you can create the structure of your process! Everything is possible and 100% customizable according to your know-how. You can define actors, create condition-dependent paths or iterative loops.

Follow these tips for greater efficiency:

  • One step = one task; if there are several tasks, then there are several steps.
  • Start by building the workflow in its entirety for the most frequent cases, then move on to the different scenarios.
  • Finally, select the right actors.

Step 2 – Create a guided experience at every stage of the workflow

Create guided experience
Creating a stage with Lapala

You can create a guided experience for your collaborators from the editing interface for each step. In the example, for the “Qualify request” step, we can find various elements, including the automatic re-display of previously entered data.

Step 4 – Test and adjust workflow automation for small business with your teams

Before definitively implementing digital workflow, it’s important to test what you’ve created with key collaborators in the process. And workflow software like Lapala has the advantage of being easy to get to grips with, and to iterate in a few clicks if need be, without having to make a request to the IT department. In fact, they are so-called “no-code” tools, i.e. they don’t require you to write a single line of code.

Then, in the first few months of use, don’t hesitate to set up listening and measurement systems to check that users are satisfied, and to collect requests for changes to the digital workflow.

Best software for workflow automation for small business

Lapala, Validation workflow software

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
⭐⭐⭐⭐⭐

  • The perfect solution for SMEs looking to automate their processes without technical expertise.
  • Teams can create customized workflows thanks to an intuitive visual interface.
  • Its price of $39/month, with no limit on the number of users, makes it particularly attractive for small businesses.
  • The visual designer lets you build approval circuits and automations in just a few clicks.
  • Captured data flows intelligently through the entire process, with no need for re-entry.
  • Integration with existing tools such as ERP and CRM simplifies data management.
Process Street

Process Street
Checklist-based workflow software with AI integration for SMEs

From $100/month for 5 users

14-day trial period

Ease of use
⭐⭐⭐⭐

  • Modernize process management with an intelligent checklist approach.
  • The mobile interface enables teams to remain productive on the move.
  • Pricing starts at $100/month for 5 users.
  • Native integration with Zapier and Make considerably extends automation possibilities.
  • The designer favors simplicity for sequential processes.
  • Artificial intelligence optimizes daily workflow.
Pipefy, process management

Pipefy
Kanban-based visual workflow software for tracking and completing tasks

From $24/month per user

14-day trial period

Ease of use
⭐⭐⭐⭐

  • Adopt a visual Kanban approach perfectly suited to modern SMEs.
  • Automation effectively eliminates repetitive tasks.
  • The price of $24/month per user remains affordable for small teams.
  • Interconnected forms avoid double data entry.
  • Visual task tracking makes it easy to manage HR and sales projects.
  • The linear approach is ideally suited to simple to moderately complex processes.
Heflo workflow app

Heflo
Workflow with BPMN-compliant modeling

From $90/month

30-day trial period

Ease of use
⭐⭐⭐⭐

  • Complies with BPMN standards for optimal process standardization.
  • Dashboards provide valuable visibility on operational efficiency.
  • Models are quickly transformed into functional tools.
  • The attractive price of $90/month is ideal for SMEs.
  • The intuitive interface makes it easy to get started.
  • The system’s flexibility adapts to the changing needs of organizations.
Kissflow Validation workflow software

Kissflow
Complete panel of low-code solutions for small and medium-sized businesses with IT departments

From $1,500/month for 50 users

30-day trial period

Ease of use
⭐⭐⭐

  • A robust platform for SMEs with IT teams.
  • Efficiently combines low-code and no-code approaches for maximum flexibility.
  • The price of $1,500/month for 50 users reflects its advanced capabilities.
  • Offers a wide catalog of customizable templates to accelerate deployment.
  • Flexible data hosting meets corporate security requirements.
  • Robust APIs facilitate integration with existing information systems.
Process Maker Validation workflow software

Processmaker
Hybrid BPMN approach and technical optimization for IT services

Between $1,300 and $2,300/month

No free trial

Ease of use
⭐⭐⭐

  • Twenty years’ experience in business process automation.
  • Combines simple business modeling and advanced technical optimizations.
  • Teams collaborate effectively thanks to the hybrid no-code/low-code approach.
  • Extensive integration with office tools facilitates adoption.
  • Advanced features are priced between $1300 and $2300/month.
  • Expert technical support for complex projects.

You know all about workflow automation for small business – now it’s your turn!


Comments

Leave a Reply

Your email address will not be published. Required fields are marked *