It seems like the most important thing in business these days is automation. Due to the rising costs of almost everything, the more you can get out of your team and technology, the better.
To that end, business process automation software is essential. What many people don’t realize is that business process automation is broad and the tools are varied. Some do one or two things while others automate complex processes from beginning to end.
In this guide, you’ll learn what business process automation software is, the best business process automation tools available, and a few things to look out for when choosing BPA software.
What is business process automation software
Business process automation (BPA) software refers to a category of software applications designed to automate and streamline various business processes, such as tasks related to human resources, finance, sales, marketing, and customer service. The goal of BPA software is to increase efficiency, reduce manual labor and errors, and improve overall organizational performance.
BPA software typically includes features such as workflows, task management, document management, and data analytics, that allow organizations to automate manual tasks and processes, improve decision-making and communication, and gain insights into business operations. Some examples of BPA software include workflow management tools, robotic process automation (RPA) software, and customer relationship management (CRM) systems.
One of the key benefits of BPA software is that it can significantly reduce the amount of manual labor required for certain tasks, freeing up employees to focus on more strategic and creative tasks. For example, a BPA system can automatically process invoices, freeing up accounting staff from manual data entry and allowing them to focus on higher-level tasks like quantitative analysis and reporting.
Another benefit of BPA software is that it can help standardize and streamline business processes, reducing the risk of errors and inconsistencies. This is particularly important in industries where compliance and regulation are critical, such as finance and healthcare.
Best Business process automation software
There are many categories of business process automation tools. We’ve focused on some of the major types in the list below but, these days, most tools have some level of automation built in. The ones below are designed for automation instead of it being an additional feature.
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1. Pipefy
Pipefy is a versatile, general-purpose business process automation platform that allows you to do everything from onboarding new employees to managing your sales pipeline.
The automations are often triggered by requests which are sent through forms. Once an automation starts, it proceeds through the workflow and notifies the relevant people within that workflow. Conversely, it can carry out the set actions in the background.
There are many pre-built templates and you can integrate with third-party tools or different types of software (like SMS providers) to further extend the functionality of Pipefy. The team behind Pipefy took their time to design the user interface so it would be intuitive to users even if they’ve never used BPA software. Because of that, you can get up and running fast.
Key features
- Integrations with third-party tools
- Automation workflow builder
- Reporting and analytics
- Team management and multiple permission levels
- Advanced automation rules
- Scheduling
- Large number of event types and options in the workflow builder
- Create and share forms publicly
- Mobile app
Cons
- While integrations are available, it’s often difficult to connect other tools
- The application can be slow at times.
Pricing
It has a free plan and multiple paid plans that start at $23/m/user and goes up to $38/m/user. There’s a larger enterprise plan with custom pricing.
2. Kissflow
Kissflow bills itself as a no-code (or low-code) workspace solution that allows you to streamline and automate complex processes. When working with Kissflow, you have two options. You can build your own apps to work on the platform or you can choose from its library of prebuilt applications.
It has a drag-and-drop workflow builder that allows you to set up conditional logic and multiple triggers to automate entire processes. You can access forms to collect data, initiate processes, and send data to third-party applications.
It also has Kanban-style project management boards that allow you to get an overview of workflows and progress at a glance. The platform provides a place for you to communicate with your team members. You can share files, have private chats, or even send out announcements to the entire team.
Key features
- Communication hub
- File sharing and storage
- Visual workflow builder
- Conditional logic
- Create custom Kissflow applications
- Create your own dashboards to view important information
- Access analytics and customize reports
- Form builder
Cons
- User minimums make it pricier than other tools
- Many users find the learning curve to be steep
Pricing
It has two main pricing plans. The first one is $18/m and requires a minimum of 20 users. The larger one is $20/m and requires at least 100 users. If you need more features and usage limits then it provides a custom enterprise plan.
3. Processmaker
Processmaker is a low-code BPA solution that’s targeted at enterprise users. Because you can manipulate it using code, it can often do things that other solutions cannot. With that being said, it also has a visual interface that you can use to drag and drop elements to piece together custom workflows.
You can build your own apps or select from its library of pre-built applications. You can also connect the tools you’re already using or your custom software via its API.
It has an emphasis on banking and higher education but that doesn’t mean folks from other industries cannot use it. You may just need to do more work upfront to get it to meet your needs.
It’s important to note that Processmaker has multiple products so you can choose to go with one and not the other.
Key features
- Create custom dashboards and reports
- Drag and drop workflow creator
- Create and manage forms for data collection
- Integrations with third-party tools
- Set up triggers that can be activated via email
- Automated document processing with AI
- Multiple types of triggers and actions within the workflow builder
Cons
- Processmaker isn’t the most intuitive application
- It leans towards people that know how to write code before you can get maximum utility out of it
Pricing
Pricing starts at $1,495/m plus a per-user pricing fee.
4. Appian
Appian is a general workflow and process automation solution that does it’s best to connect one end of your process to the other. This is often a tall order but Appian does a decent job of making it happen.
Appian excels at bringing data from multiple sources then combining it and facilitating your ability to use it in multiple ways. The interface is a bit dated but you can still figure it out with enough practice. You’re able to use the visual workflow builder to create complex process automation workflows that integrate humans, AI, and API connections.
While Appian is powerful, it has a steep learning curve and a steep price tag as well. It’s geared towards enterprise users and not small businesses.
Key features
- Robotic process automation
- API integrations
- Intelligent document processing
- Rules based logic
- Visual workflow builder
- Team management and permissions
- Data governance framework management
- Integrations with third-party tools
Cons
- It can be fairly complex to learn and manage the platform
- You get the most out of it when you know how to write code
Pricing
It has a free plan which supports up to fifteen users and paid plans start at $9/m/user for a minimum of 100 users.
5. Asana
Asana is, technically, a project management platform but it also allows you to automate many of your tasks by default. In recent years, the Asana team has worked on building out its automation tools and it’s becoming more robust as time passes.
You can automate multiple tasks like updating cards when certain actions are performed. You can also write your own rules with its logic engine so that tasks move through its set processes automatically.
There are multiple templates to choose from so that you can jumpstart process automation without being an expert. True to its nature, the UI is sleek and can be learned within a few days. Of course, it connects with many third-party applications.
Key Features
- Different views to manage tasks such as Kanban board, task lists, Gantt charts, etc.
- Create and manage forms
- Rules engine
- Reporting and analysis
- Create workflow templates
- Integrate third-party applications into your workflow
- Approval management
- Robust team management
Cons
- In comparison to the purpose build BPA tools, Asana is still lagging behind a bit
Pricing
Asana is free to get started and paid plans begin at $13.49/m/user. Automation is only available on the paid plans.
6. Zapier
Zapier is an automation platform that’s designed to make it possible for you to connect multiple software applications together without code.
It’s divided into triggers and actions which work using an if/then rules engine. If this trigger occurs then these things should happen. Currently, there are over 5,000 software applications connected to Zapier and they can be used to automate single-step workflows or more complex multi-step workflows.
Unfortunately, based on the way Zapier is set up, it may not be the best business process automation tool for complex multi-step processes. Instead, it can be used as a bridge between two processes or processes that require more than one application to complete.
Key features
- Thousands of third-party integrations
- Create simple single-step or multi-step automations
- Branching and conditional logic
- Folder management
- Automatically retry failed steps in the workflow
- Manage multiple workspaces
Cons
- Zapier isn’t designed for self-contained business process automation
Pricing
Zapier has a free plan that allows you to send 100 tasks a month and automations with a single step. Paid plans start at $29.99/m up to $598.50/m.
Tallyfy
Tallyfy is a business process automation platform that bills itself as the simple way to automate every process in your organization.
It has what’s known as blueprints which allow you to map out processes and other auxiliary information that may be needed for it. This can replace internal company wikis.
In addition to that, it has the core process workflow automation tools. Within each process that’s being performed, you can get real-time stats about its progress and the tasks performed. These workflows can be a mix of manual and automated actions to suit the needs of your business.
Key features
- Process documentation
- Custom branding
- Engagement measurement
- Customer views and reports
- Integrations with third-party tools
- Workflow sharing
- Open API for advanced integration needs
Cons
- Lacks templates to get started quickly
- It can be slow at times
Pricing
There are two pricing plans. The first one is for the documentation tools which is $5/m with a minimum of 10 users. The second plan is for automation and document management is $30/m with a minimum of 4 users.
Things to consider when choosing BPA software
- Pricing
Automation tools can get expensive fast if you’re not paying close attention. In the beginning, it may be advisable to do a slow rollout so you can implement and optimize your automation workflows. After that, you can onboard more people in your organization or clients.
If you try to get everyone on board at once, it may backfire due to lack of familiarity with the tool. Instead of saving money or making more money, you’ll be burning cash and not fully utilizing the tool.
Because of this, it’s important to start with a clear budget in mind. Does the platform charge per user? If so, how many users do you need to have before it’s useful to you? Once you’re clear on your requirements, decide on a reasonable budget and stick with it.
- Your specific workflow needs
As I’ve mentioned multiple times in this guide, there are different types of business process automation tools. Some are for connecting multiple applications together and others are for handling specific types of processes.
If you start looking for business process automation tools without a clear idea of the processes you want to automate, you may end up choosing the wrong tool.
Keep in mind that your needs may evolve over time and the cost of switching from one automation tool to another is often prohibitive.
To make the right decision the first time, ask yourself the following questions:
- What kind of processes do I need to automate today?
- What kind of processes will I need to automate in the near future
- How complex are the processes I need to automate (1 step or 20 steps)?
- What is the outcome or goal of automating these processes?
These questions will help you get a better understanding of what you’re trying to accomplish. From there, you can shortlist the tools that are better suited to meet your needs.
Conclusion
This guide has given you a rundown of what business process automation software is and some of the best options on the market right now.
As you’ll notice from the list, many BPA tools are specialized and aren’t designed to handle all types of processes. Depending on your needs, these tools may be a good fit for you. Use the list here as a starting point to get an idea of what’s available but make sure you thoroughly investigate them before you sign up – the cost of switching from one BPA tool to another is usually high.
