Project Management

Top 12 Free Workflow Software in 2024

Mindaugas Gluchovskis ·

2019 - Present Marketing specialist Innovative content marketeer with MSc in International Communication, Mindaugas brings fresh ideas and inspiration about project management and beyond.

Workflow software

A workflow is a sequence of tasks or activities that enable you to achieve a specific goal within a business. Advanced workflow software, whether free or paid, will allow your organization to automate its business processes and reduce the number of employees having to deal with time-consuming responsibilities such as data entry document management, and other productivity-draining tasks. 

Despite the fact that certain businesses may not allocate resources to such software, not investing in an organized workflow software is bound to result in inefficiencies, delays, and a cascade of errors sooner or later. 

Now, do you need a paid software for it? There are plenty of tools out there that come absolutely free to use.

While paid tools might provide extra unnecessary features or customized experience, some pretty solid freebies can do the job just fine! Stick with me for the rundown of the top 12 free workflow software tools and my pick of the cream of the crop.

Best free workflow tools comparison table

BrandTH icon no backgroundmonday iconmirodocuwareasana iconHivetrello iconkissflowYouTracknotionslackscoro
Capterra Rating4.9⭐⭐⭐⭐⭐4.6⭐⭐⭐⭐4.7/5⭐⭐⭐⭐4.6⭐⭐⭐⭐4.5⭐⭐⭐⭐4.5⭐⭐⭐⭐4.5⭐⭐⭐⭐3.9⭐⭐⭐⭐4.4⭐⭐⭐⭐4.8⭐⭐⭐⭐⭐4.7/5⭐⭐⭐⭐4.6/5⭐⭐⭐⭐
Free PlanYes, Unlimited usersYes,
up to 2 users
Business PricingFrom $9 per user/monthFrom $8 per user/monthFrom $8 per user/monthFrom $25 per user/monthFrom $10.99 per user/monthFrom $12 per user/monthFrom $5 per user/monthFrom $9.90 per user/monthFrom $5 per user/monthFrom $10 per user/monthFrom $7.25 per user/monthFrom $19 per user/month
Project management
Gantt chart
Workflow tracking
Custom Workflows
Email Management
Other Qualities• Intuitive
• Flexible
• CRM Features
• Visual
• Collaborative
• Whiteboard
• Visual
• Integrations
• Versatility
• Advanced functions
• Integrations
• Visual
• Client focus
• Collaborative
• AI functionality
• Integrations
• Visual
• Intuitive
• Integrations
• Aesthetic
• Agile boards
• Dashboards
• Time tracking
• Mobile App
• AI tools
• Integrations
• Instant messaging & video• Customer management
• Visual

Key features we used to evaluate workflow management tools

If you’re considering a workflow management solution, we think these important features make a tool superior to the others:

  • Task and Project Management: Making life easier by automating task assignments, tracking progress, and sending reminders.
  • Workflow tracking: Tracking workflows involves creating a visual map of your team’s processes and monitoring the movement of individual items within them.
  • Custom workflows: Tailor-made for specific industries, they tackle unique challenges and streamline processes.
  • Email Management: We’re talking about automating sorting, filtering, and all those email-related tasks to free up your much-valued asset – time.
  • Audit history: To track tasks, be accountable, and keep things transparent.
  • Integration with Other Tools: Your workflow tool should easily team up with other apps you’re already using—CRM, project management, collaboration tools, you name it.

Workflow management tools mentioned in this post will differ in their feature sets, shaped by their specific design purposes. However, each tool will encompass at least one of the functionalities mentioned earlier.

How we evaluate Workflow software tools

Teamhood’s editorial team writes all of our review posts. We spend a significant amount of hours researching and evaluating each tool, measuring it against the specific criteria we’ve established for its category. Importantly, our articles are never influenced by payment from any app or links to any site. We highly value our readers’ trust in us for providing genuine evaluations of tools and opinions we find on platforms such as Capterra, G2, or other industry-authority websites.

Best Workflow Management Tools in 2024

The best practice is to start by mapping out your processes. Explore various tools, check their features, and read user reviews, paying attention to ease of use. Let your team test a couple of apps, gather feedback, and involve everyone in the decision. Assess if the chosen tool enhances productivity or causes unexpected issues.

Now, the tool list:

1. Teamhood: the Swiss Army knife of workflow software tools

kanban swimlanes

Capterra score: 4.9/5 ⭐⭐⭐⭐⭐

Teamhood is a go-to for task and project management tool, smoothly transitioning between collaborative Kanban sessions and Gantt chart planning. It’s straightforward and beginner-friendly, with regular updates to meet your workflow needs.

The programmatic interfaces and visualization controls make reporting and analysis a breeze. The visual presentation is flexible, and the tool offers a generous free plan for you to test the waters. Just be aware the free plan has a user limit. Keep it in mind as you explore Teamhood for your workflow needs.

teamhood hero kanban
Teamhood’s Kanban view

With Gantt charts, workload, and track time tools, this system lets teams sort out their projects from start to finish hassle-free. No more bouncing around different tools; just gather everything about the workflow in one place for easy workflow management.

teamhood reviews


  • Tracking tasks and scheduling in a visual way
  • Various perspectives for task visualization
  • Creating and managing files
  • Analyzing data and generating reports


  • Most integrations available through Zapier

Pricing: Free plan available for unlimited users. Business plans start from $9 per user/month.


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Monday dashboard

Capterra score: 4.6/5 ⭐⭐⭐⭐ has a sleek look and lets you customize boards and automate tasks. Great for basic stuff, but watch out for customer service lag and the pricing— primarily, if you work as a freelancer, you might feel the pinch. Besides that, it integrates well with tools like Slack, Gmail, SFDC, and Twilio.’s got this work automation thing going on, and as a bonus, there is a Kanban board view. Don’t expect anything fancier than that, though!

It’s not the most intuitive, needing extra tools for notes. Suitable for visuals and simple tasks, but if you’re aiming high with complex projects, you might want to check if it fits the bill.


  • Customizable boards
  • Convenient automations
  • Visual appeal


  • Challenges in linking
  • Clunky navigation
  • Expensive global use

Pricing: Free plan available for 2 users. Business plans start from $19 per user/month.


3. Miro

Miro dashboard

Capterra score: 4.7/5 ⭐⭐⭐⭐

Miro is a solid tool for getting projects done smoothly. It’s great for visualizing workflows and collaborating on ideas. The user-friendly interface and features like voting and sticky notes make it easy to dive in.
On the downside, it can become a struggle to manage multiple boards and tabs in the native app. You might also need help with integrations.

Overall, it’s flexible and offers real-time collaboration, but there’s a learning curve for advanced features.


  • Versatile diagramming
  • Real-time visualization
  • Rich template variety


  • Occasional lag
  • Complex for novices.
  • Browser resource usage

Pricing: Free plan available. Business plans start from $8 per user/month.


4. DocuWare

Docuware dashboard

Capterra score: 4.6/5⭐⭐⭐⭐⭐

DocuWare excels in automating workflows and handling emails. The software’s ability to centralize invoice processing, document management, and employee management is efficient, although it might seem costly and too complex.

Its straightforward workflow functionality makes tasks and projects easier to manage. While there’s a bit of a gripe about the older email system, the overall sentiment is positive.


  • Efficient automation
  • Customizable workflows
  • Document tracking
  • Centralized repository


  • Learning curve
  • Limited South American focus
  • Interface challenges

Pricing: Offers various pricing options, from $25 to $1,500 per month.


5. Asana

team management tools
Asana dashboard

Capterra score: 4.5/5 ⭐⭐⭐⭐

Asana’s got some good stuff going for it in project management. You can efficiently work on tasks together and create new ones effortlessly. The celebratory animation when a task is done adds a nice touch.
But it’s a bit overwhelming, especially if you’re not a pro with it. Deleting tasks can be annoying, and deferring doesn’t take them off your list.

On the plus side, it’s evolving and getting better as a project management tool. Integrating with other apps like Slack is smooth, but exporting data could be better. It’s user-friendly, and customization is a plus for tailoring it to your team’s flow. Overall, it’s solid, but not everyone’s match.


  • Adapts to various workflows
  • Smooth app connections
  • Simple interface navigation.


  • It takes time to master
  • Issues with removing tasks.
  • Lacks some specialized functionalities.

Pricing: Free plan available for up to 15 users. Business plans start from $10,99 per user/month.


6. Hive

Hive dashboard

Capterra score: 4.5/5⭐⭐⭐⭐

Hive sufficiently handles projects – it helps keep things organized, meet deadlines, and track progress. A User-friendly interface contributes to overall workflow management.

The ability to customize workflows is a plus. It takes a bit to get the hang of it, but it’s flexible. Integrations are great; it plays nice with email calendars and even syncs up with Microsoft Teams. A few hiccups, like issues with finding features and occasional glitches, but overall, it is a handy tool for project and team coordination.


  • Intuitive task organization
  • Customizable workflow structures
  • Efficient project timeline tracking
  • Integration with various tools


  • The learning curve for beginners
  • Occasional usability glitches
  • Challenges with recurring tasks
  • Difficulty in pasting screenshots

Pricing: Free plan available for up to 10 users. Business plans start from $12 per user/month.


7. Trello

Trello dashboard

Capterra score: 4.5/5 ⭐⭐⭐⭐

Trello has the goods for project management. It’s a versatile tool for handling tasks – lists, labels, team assignments, and deadlines – you name it. The interface is smooth, facilitating easy organization in a kanban-style format. Plus, it plays nice with plugins, keeping things efficient.

But, fair warning, there’s a bit of a learning curve at the start and potential difficulties in manual card shuffling. Still, Trello is the go-to for smaller gigs, offering simplicity, visual appeal, and a clean board setup. Watch out if you’re diving into the deep end with tons of boards – it can get messy.


  • Visual Kanban organization
  • Efficient task tracking
  • User-friendly interface
  • Flexible customization options


  • Limited advanced features
  • Not ideal for large-scale projects
  • The learning curve for beginners
  • Lack of Gantt charts
  • Pricing for advanced functionality

Pricing: Free plan available. Business plans start from $5 per user/month.


8. Kissflow

Kissflow dashboard

Capterra score: 3.9/5⭐⭐⭐⭐

Kissflow gets a thumbs-up for its user-friendliness, ease of use, and the time it saves. Especially for the customizable workflows make it easy to set things up based on their work process. The API access is a win, but you might experience a bump with integrations, which can get confusing. Integrations like Google Workspace and Zapier are in the mix, but there’s a hiccup with the 4.0 API causing some frustration.

On the downside, there is a learning curve and features that need to be added based on our selected criteria. There’s room for improvement, especially for those wanting more customization options. If you’re cool with a bit of a learning curve and need straightforward workflow management, Kissflow could be your go-to, but be ready to tweak things as needed.


  • User-friendly workflows
  • Time-saving automation
  • Customizable processes


  • Learning curve
  • Limited customization
  • Integration complexity
  • Need to include features
  • Requires tweaking

Pricing: Free plan available. Business plans start from $9.90 per user/month.


9. YouTrack

youtrack notifications
YouTrack dashboard

Capterra score: 4.4/5⭐⭐⭐⭐

YouTrack is a solid project management tool with many interfaces and customization options. It’s easy to navigate and allows separate projects for each team. The customizable workflows and automation are big wins.
Despite its strengths, the reports feature needs work, as it’s not as flexible as you might like. Integration with tools like GitHub and Bitbucket is handy, but more improvements in documentation for easier onboarding would be preferred.

It’s a reliable choice for team collaboration and issue tracking, though the report customization could use a boost, and the user experience could be enhanced by providing more advanced features.


  • Automated workflows
  • Task collaboration
  • Integration flexibility


  • Limited documentation
  • Workflow rigidity
  • Notification system
  • Report customization


Price: Free or 5$ user/month for the business plan.

10. Notion

Notion dashboard

Capterra score: 4.7/5 ⭐⭐⭐⭐⭐

Last on our list – Notion. It offers easy task rearrangement and simple task creation. The customization options are a hit, allowing users to organize tasks and projects as they prefer.
However, it lacks some features and has a learning curve, especially on the mobile app. Notion’s AI gets a thumbs up for improving writing, but there are occasional hiccups, like not providing accurate answers or limitations in using uploaded images.

Integration with other tools is great, but issues with finding nested pages and inserting linked pages should be improved. While Notion excels in many aspects, a few bumps need smoothing for seamless workflow management.


  • Custom Workflow Options
  • Project Organization Flexibility
  • Integration with Tools


  • Mobile app confusion
  • Limited image reuse
  • Occasional AI hiccups


Price: Free version available. Business plans start at $8 per user/month.

11. Slack

Slack dashboard
Slack dashboard

Capterra score: 4.7/5 ⭐⭐⭐⭐

Slack cuts through the clutter in team management tools. It’s like a global chatroom where you can get quick answers from anyone, anywhere. Plus, it does more than just chatting – all your team stuff, in one place, thanks to integrations.

However, it’s a bit of a maze, especially when it comes to keeping things organized. There’s also the noise issue – it can get pretty chaotic with no default views to sort things out.


  • Visual and easy to use
  • Integrations allow to bring in information from other solutions


  • No internal task management

Pricing: Free plan available. Business plans start from $7.25 per user/month.


12. Scoro

team management software
Scoro dashboard

Capterra score: 4.6/5 ⭐⭐⭐⭐

Scoro is a solid choice for managing tasks, projects, and teams collaboratively. It’s praised for being flexible, allowing for custom workflows, and offering integration options with tools like Google Calendar through Zapier.

On the flip side, there’s a learning curve, and some users mention it takes time to get the hang of it. Integration issues and the tools are on the pricey side. Overall, Scoro seems to do the job well for workload management but may need a bit of time investment upfront.


  • Customizable workflow options
  • Efficient project organization
  • Integration flexibility


  • Potential integration hiccups
  • Time-consuming implementation
  • Initial training investment
  • Moderate cost consideration

Pricing: Business plans start from $19 per user/month.


What is a workflow in software, and how do I choose one?

Users want workflow management software for different things, like swapping out SharePoint, handling taxes, or making team projects run like clockwork. It’s your go-to tool for simplifying software tasks. Think user-friendliness, functionality, customization options, integration with your existing tools, and a knack for simplifying the whole process. Use these insights to find software that fits your needs and boosts productivity. Easy as that!

Free Workflow software – What’s next?

Choosing workflow software can feel like an overwhelming task, given the multitude of options out there that we haven’t even covered in this list today. However, you can always start free with a well-recognized workflow software tool called Teamhood. It’s like having a custom-fit suit for your team’s needs. Why settle for the overwhelming when you can kickstart your workflow journey with a tool that gets you?

Check out Teamhood – a visual and easy-to-use workflow software tool. As promised, it is free!

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