Discover Top Business Process Management (BPM) Tools

Thank you!

The 2023 SaaS report has been sent to your email. Check your promotional or spam folder.

Oops! Something went wrong while submitting the form.

Are your business processes actually helping - or just slowing you down?

Many companies rely on outdated, disconnected workflows that drain productivity, frustrate teams, and increase costs.

The problem? Scaling operations without a structured, efficient system leads to delays, errors, and missed opportunities. This is where Business Process Management tools come in.

The best BPM software automates workflows, eliminates bottlenecks, and improves decision-making, allowing teams to focus on higher-value work instead of repetitive tasks.

But choosing the right tool isn’t just about automation; it’s about finding a solution that adapts to your needs, integrates with your existing systems, and improves efficiency without unnecessary complexity.

In this guide, we’ll break down the best Business Process Management tools for streamlining operations, increasing agility, and driving real results. Let's find the one that fits your needs.

‍

TL;DR - Business Process Management Tools

‍

What Is Business Process Management (BPM)?

Business Process Management (BPM) is a way for companies to improve how work gets done. It involves analyzing, designing, monitoring, and optimizing the processes that run behind the scenes of a business, like how a customer order is handled, how invoices are approved, or how new employees are onboarded.

These processes often involve multiple people, departments, tools, and steps. BPM helps streamline them so that they’re faster, more efficient, and less error-prone.

In many organizations, tasks are done manually or across disconnected tools. This leads to delays, errors, and confusion. BPM brings structure to these processes.

When done right, it helps companies:

Save time and reduce costs,
Improve service delivery,
Reduce errors and delays,
Boost productivity,
Ensure consistency and compliance.

‍

What is a Business Process Management (BPM) Tool?

BPM tools help companies organize and improve the way tasks are done. Instead of relying on manual steps or scattered systems, these tools create automated, step-by-step workflows that make work faster and more consistent.

They remove common problems like delays, missed steps, and confusion. Whether it’s handling invoices, customer service requests, or HR approvals, BPM tools keep everything running smoothly.

It’s not just about automation—it’s about giving teams better control and visibility over their work so they can focus on what matters most.

How Do Business Process Management Tools Help Businesses?

BPM software isn’t just for IT teams. Finance, HR, procurement, and operations teams rely on business process management tools to keep workflows structured and efficient. Here’s how:

Eliminates repetitive manual work: Automates routine tasks like approvals, data entry, and notifications, saving hours of effort.
Ensures process consistency: Standardizes workflows, so tasks follow the right steps every time, reducing errors and improving compliance.
Improves team collaboration: Keeps everyone on the same page with clear task assignments, approvals, and real-time updates.
Enhances decision-making: Provides real-time analytics on bottlenecks, performance, and inefficiencies, helping businesses refine workflows for better results.
Speeds up execution: Cuts down process delays by routing tasks automatically, keeping approvals and handoffs seamless.

Businesses that invest in BPM software gain better visibility, control, and agility without adding unnecessary complexity.

‍

Best BPM Tools for Efficiency

If you are looking to improve efficiency and reduce manual work, these top BPM tools can help you streamline workflows, automate tasks, and manage business processes more effectively.

1. CloudEagle.ai

CloudEagle.ai is a SaaS management and procurement platform that helps businesses streamline software governance, control spending, and optimize vendor contracts. IT, security, and procurement teams rely on CloudEagle.ai to manage their entire SaaS ecosystem from a single platform, eliminating the need for scattered spreadsheets and manual tracking.

‍

With 500+ direct integrations, CloudEagle.ai provides complete visibility into all applications, licenses, spending, and vendor agreements.

Its no-code, Slack-enabled workflows automate critical processes like employee onboarding/offboarding, license reclamation, access approvals, and contract renewals. Its 30-minute onboarding ensures companies start seeing governance improvements and savings from day one.

Manual business process management often leads to inefficiencies, security gaps, and unnecessary software spending. Without real-time insights, teams struggle to track app usage, enforce policies, and manage renewals effectively.

CloudEagle.ai eliminates these challenges by automating workflows, enforcing security policies, and providing real-time analytics that gives businesses full control over their SaaS landscape.

Its centralized dashboard ensures that teams have instant access to accurate license tracking, automated policy enforcement, and renewal alerts, making SaaS management seamless and cost-effective.

Key features

Workflow Automation: The platform simplifies SaaS operations by automating tasks like onboarding, offboarding, renewal tracking, and compliance enforcement. Businesses no longer have to rely on manual approvals or scattered workflows - everything runs smoothly with automated notifications and real-time updates.

‍

Contract and Spend Tracking: It provides a centralized view of all SaaS agreements, renewal dates, and financial commitments. This eliminates the risk of forgotten renewals or surprise charges while ensuring that IT, finance, and procurement teams stay aligned on spending.

‍

License Harvesting: It helps businesses reclaim underutilized licenses and reallocate them where needed, reducing unnecessary costs. CloudEagle.ai continuously monitors app usage to identify waste and automatically adjusts license allocations for maximum efficiency.

‍

Self-Service App Catalog: The platform helps you create automated workflows that employees can use to request and access software without IT bottlenecks while still maintaining strict control over app approvals and security policies. This feature improves operational speed while keeping governance intact.

‍

Policy Enforcement and Compliance: It ensures that every app in the organization meets security and governance standards. Automated access reviews, approval workflows, and real-time alerts help businesses maintain compliance without extra manual effort.

‍

Vendor and Price Benchmarking: The BPM software provides data-driven insights to help businesses negotiate better software deals. With access to pricing trends and peer benchmarks, companies can confidently secure the best rates and eliminate unnecessary spending.

‍

Pros

Reduces SaaS costs with real-time usage insights and automation.
Improves security and compliance through automated access controls.
Streamlines procurement and renewals with vendor benchmarking and contract tracking.

Pricing

SaaS Management: Starts at $2,500/month
SaaS Governance: Starts at $2,000/month
SaaS Procurement: Starts at $2,500/month

2. Oracle BPM Suite

‍

‍

Oracle BPM is one of the best business process management tools that helps organizations design, automate, and optimize workflows. With drag-and-drop process modeling, integration with Oracle's ecosystem, and business activity monitoring, it streamlines operations and improves efficiency. Enterprises use Oracle BPM to enforce compliance, standardize processes, and gain better visibility into their business workflows.

Key features

Process automation: Automates workflows using pre-built templates and rule-based logic to reduce manual efforts.
Integration with SOA: Seamlessly connects with Oracle’s Service-Oriented Architecture (SOA) for enhanced enterprise-wide process management.
Business activity monitoring: Offers real-time analytics and process insights to support data-driven decisions.

Pros

Deep integration with Oracle’s ecosystem for enhanced compatibility.
Flexible process modeling with robust automation and customization options.
Comprehensive analytics to track and optimize business process performance.

Cons

High resource consumption, making it slower to load compared to other BPM tools.
Complex implementation that requires significant technical expertise.
Outdated user interface, making it less intuitive for non-technical users.

Pricing

No official pricing information is available.

3. CMW Lab

‍

‍

CMW Lab is one of the best business process management tools that enables businesses to design, automate, and optimize workflows with drag-and-drop simplicity. It allows users to customize processes without coding, manage tasks efficiently, and integrate with third-party apps for seamless operations.

Key Features

Low-code process automation: Allows users to automate workflows using a visual interface, reducing reliance on IT.
Integration with business tools: Connects with Microsoft Outlook, Salesforce, Slack, and DocuSign for smooth operations.
Real-time reporting: Provides instant visibility into workflows and business processes with customizable dashboards.

Pros

Easy-to-use interface with drag-and-drop automation.
Strong third-party integrations with popular business tools.
Flexible deployment with cloud and on-premise options.

Cons

High pricing compared to other BPM tools.
Some advanced features require technical expertise.
Occasional update issues affecting stability.

Pricing

Custom pricing based on business needs.

4. Zluri

‍

Zluri is a SaaS management and identity governance platform that helps businesses track applications, control access, and automate compliance. It detects shadow IT, optimizes costs, and secures user permissions in a single interface.

Key Features

SaaS discovery & Shadow IT detection: Identifies all apps in use to eliminate redundant tools and security risks.
Automated access management: Grants, revokes, and reviews user access with compliance-driven workflows.
Cost optimization & license management: Tracks usage, auto-reclaims unused licenses, and reduces unnecessary spending.

Pros

Strong automation for IT governance and cost control.
Comprehensive SaaS visibility with detailed tracking.
Custom reports for compliance and financial insights.

Cons

Limited integrations with some niche apps.
Complex initial setup requiring technical input.
Inconsistent UI with some usability issues.

Pricing

Custom pricing based on business needs.

5. Pipefy

‍

‍

Pipefy is one of the best business process management tools that enables teams to streamline workflows, automate tasks, and centralize processes without coding. It helps businesses reduce inefficiencies and improve collaboration.

Key Features

No-code workflow automation: Create and optimize processes with drag-and-drop simplicity.
Advanced AI capabilities: Automate approvals, notifications, and workflows using AI-driven suggestions.
Seamless integrations: Connect with 300+ tools, including Slack, Salesforce, and ERP systems.

Pros

User-friendly interface with intuitive navigation.
Flexible customization for various workflows.
Strong automation with AI-enhanced process efficiency.

Cons

Limited features in the free plan.
Performance lags during heavy usage.
Manual data entry is required in some cases.

Pricing

Free plan: Up to 5 processes, 10 users.
Business: Contact sales for pricing.
Enterprise: Advanced security & automation.
Unlimited: Custom pricing for large enterprises.

6. IBM Business Process Manager

‍

‍

IBM Business Process Manager (IBM BPM) is one of the top BPM tools designed to help organizations model, automate, monitor, and optimize workflows. It offers enterprise integration, process automation, real-time analytics, and scalability, supporting both human-centric and system-driven processes.

Key features

Process automation & optimization: Design and manage workflows with real-time monitoring.
Integration & SOA support: Connects with enterprise applications using built-in service orchestration.
Scalable BPM editions: Available in Express, Standard, and Advanced versions for different needs.

Pros

Enterprise-grade automation with advanced integrations.
Comprehensive analytics for process optimization.
Flexible deployment with cloud and on-premise options.

Cons

Complex setup requiring technical expertise.
High resource consumption in advanced versions.
Pricing transparency is limited on the official site.

Pricing

Not publicly available; contact IBM for details.

7. Appian BPM Suite

‍

‍

Appian is a low-code automation platform that enables businesses to design, automate, and optimize workflows with AI-driven automation, process mining, and case management to streamline operations and enhance efficiency.

Key Features

Low-code development: Build enterprise applications with minimal coding.
AI-powered automation: Automate workflows, decisions, and document processing.
Process intelligence: Gain real-time insights into process efficiency.

Pros

Fast development: Speeds up application creation and deployment.
Seamless integrations: Connects with enterprise systems and APIs.
Strong compliance: Supports HIPAA, FedRAMP, and SOC security standards.

Cons

Limited customization: Some features require additional plugins.
High pricing: More expensive than some competitors.
Data processing limits: Struggles with very large data volumes.

Pricing

Standard plan: Priced per user, per app.
Advanced plan: Includes AI and automation features.
Premium plan: Unlimited bots and advanced data capabilities.

8. Nintex Workflow Automation

‍

‍

Nintex is a no-code workflow automation platform that helps businesses streamline processes, automate approvals, and integrate with major enterprise systems, enabling faster execution and better operational efficiency.‍

Key features:

Drag-and-drop workflow builder: Create and modify workflows with ease.
Robotic process automation: Streamline repetitive manual processes.
Document generation & e-signatures: Auto-generate contracts and forms.

Pros

Easy-to-use interface: Simple drag-and-drop automation builder.
Seamless Microsoft integration: Works well with SharePoint & Office 365.
Strong compliance tools: Supports security and governance policies.

Cons

Limited customization: Some advanced workflows require workarounds.
High pricing for SMBs: Expensive for smaller businesses.
Occasional performance issues: Can lag with complex automation.

Pricing

Cloud automation: Contact sales for pricing.
On-premises automation: Requires enterprise licensing.
Process management: Custom pricing based on usage.

9. Kissflow BPM

‍

‍

Kissflow is a low-code platform that enables businesses to automate workflows, manage processes, and develop custom applications with minimal IT involvement, enhancing agility and operational efficiency.

Key features

Citizen development tools: Empower non-technical users to build apps.
Seamless integrations: Connects with enterprise systems via APIs.
Custom form builder: Design forms tailored to business needs.

Pros

User-friendly interface: Simple drag-and-drop functionality.
Fast process automation: Quickly digitizes manual workflows.
Strong customer support: Responsive and helpful assistance.

Cons

Limited customization: Advanced modifications require workarounds.
High pricing for SMBs: Costly for smaller teams.
Access control issues: Some permissions lack consistency.

Pricing

Basic plan: $1,500/month (50 users).
Enterprise plan: Custom pricing.
Free trial: Limited, requires consultation.

10. Bonitasoft

‍

‍

Bonita is one of the open-source business process management tools designed for developers and enterprises. It offers deep customization, seamless integrations, and high scalability for automating complex business processes while ensuring full visibility across workflows.

Key features:

Process modeling & orchestration: Automate workflows with BPMN-based process modeling.
Extensive integrations: Connects with various enterprise systems using connectors.
Bonita UI builder: Enables fast, customizable user interface development.

Pros:

Open-source flexibility: Allows extensive customization and self-hosted deployment.
Strong integration capabilities: Works well with existing business applications.
Enterprise-grade scalability: Supports large-scale automation and high availability.

Cons:

Steep learning curve: Requires technical expertise for advanced customization.
Limited built-in analytics: Basic reporting features compared to competitors.
Complex licensing model: Pricing varies depending on deployment and usage.

Pricing:

Open-source free version: Limited features.
Enterprise edition (Access/Scale): Custom pricing.
Bonita Cloud: Pay-per-case model.

‍

BPM vs Workflow Automation vs RPA

‍While all three aim to improve business processes, they each serve different purposes:

Business Process Management (BPM)

BPM is a holistic approach to managing and improving end-to-end business processes. It focuses on mapping out entire workflows, identifying inefficiencies, and continuously optimizing how work is done.

Goal: Improve overall process efficiency and alignment with business goals.
Scope: End-to-end processes (across teams, systems, and tools).
Tools: Appian, CloudEagle.ai, IBM BPM, etc.
Example: Redesigning the whole onboarding process for new hires to reduce time and errors

Workflow Automation

Workflow automation is a subset of BPM that focuses on automating repetitive steps within a process using simple logic (like "if this, then that").

Goal: Automate tasks within a defined process.
Scope: Linear or rule-based tasks.
Tools: Zapier, Monday.com, Pipefy.
Example: Automatically sending a confirmation email when a form is submitted.

Robotic Process Automation (RPA)

RPA uses software “bots” to mimic human actions on a computer, especially for tasks that require interacting with multiple systems without APIs.

Goal: Automate manual, repetitive computer-based tasks.
Scope: Individual tasks or steps, not full processes.
Tools: UiPath, Automation Anywhere, Blue Prism.
Example: A bot logging into a CRM to copy customer data into another tool.

Why BPM Is Essential for Operational Efficiency?

End-to-End Visibility: BPM lets you see the full picture—how processes move across departments and where delays or gaps occur.

Standardization: It helps standardize the way tasks are done, ensuring consistency and quality across the organization.

Continuous Improvement: BPM is not a one-time fix—it encourages ongoing evaluation and improvement, which is critical for growing businesses.

Better Decision-Making: With clear process metrics and data, leaders can make faster, more informed decisions to improve performance.

Compliance and Risk Management: BPM frameworks often include built-in checks and controls, reducing the risk of non-compliance or process failures.

‍

Key Evaluation Criteria for BPM Tools

Not all BPM software is created equal. The best tools balance automation, flexibility, and ease of use while seamlessly integrating into existing systems. Here are the key features to prioritize:

Workflow Automation

The best business process management tools should allow you to automate repetitive processes, like approvals, notifications, and task assignments, without requiring manual intervention. Look for tools with drag-and-drop workflow builders, rule-based automation, and trigger-based actions that keep tasks moving forward.

Process Modeling & Visualization

A clear, visual representation of workflows helps teams understand and improve processes before automating them. Business Process Management tools should provide flowchart-style process modeling, enabling users to map, modify, and optimize workflows easily.

Low-Code/No-Code Options

Not every business has a dedicated IT team to set up and manage workflows. Low-code and no-code Business Process Management tools allow non-technical users to build and modify processes using simple, intuitive interfaces - without writing complex code.

Integration Capabilities

BPM software should seamlessly connect with existing business applications—whether it's CRM, ERP, accounting software, or document management systems. API access, pre-built connectors, and native integrations ensure smooth data flow across platforms.

Advanced Analytics & Reporting

The best BPM solutions provide real-time insights into workflow performance, helping businesses identify bottlenecks and optimize processes. Custom dashboards, KPIs, and historical data tracking make it easier to measure efficiency and refine strategies.‍

‍

How to Choose the Right BPM Tool for Your Business?

Choosing the best business process management tools can streamline your operations and boost productivity, but it’s important to find one that fits your company’s unique needs. Here’s how you can make the right choice:

Map Current Processes and Identify Needs

Start by looking at your current processes. Where do delays happen? What feels manual or confusing? List out what you need—whether it’s automation, tracking approvals, or meeting specific rules like HIPAA or GDPR. Knowing your goals will help you pick the right tool.

Choose Between Cloud or On-Premise

Cloud BPM tools are easier to set up, cost less upfront, and are great for remote work. On-premise tools give you more control over security but cost more and need IT support. Pick the one that best fits your company’s size, budget, and security needs.

Conduct Proof-of-Concept (PoC) Trials

Before buying, test a few BPM tools with your real workflows. See if it’s easy to use, works well with your other tools, and fits how your team works. A short trial helps you avoid surprises later.

Evaluate Total Cost of Ownership (TCO) & ROI

Don’t just look at the price. Think about long-term costs—like setup, training, and support. Compare this with the value it brings, like time saved or fewer mistakes. The best tool is one that gives strong results for a fair cost.

‍

Implementation Best Practices

Implementing a Business Process Management (BPM) tool successfully requires careful planning and cross-team collaboration. Here are three best practices to help you get started the right way:

Start with High-Impact Pilot Process

Don’t try to automate everything at once. Instead, begin with a pilot project that solves a visible pain point and offers quick wins. This could be something like invoice approvals or onboarding workflows—processes that are manual, repetitive, and impact many teams. A successful pilot builds momentum and gets buy-in from leadership and users.

Build a Cross-Functional Governance Team

BPM affects multiple departments, so it's important to create a governance team that includes IT, operations, finance, and any other key stakeholders. This team helps define goals, ensure alignment with business needs, and make decisions on tool adoption, security, and scalability. It also ensures long-term accountability and continuous process improvement.

Monitor KPIs and Iterate

After implementation, define and track key performance indicators (KPIs) like cycle time, error rates, or cost savings. Use this data to assess whether the BPM tool is delivering value. Don’t be afraid to tweak workflows, adjust configurations, or retrain users. BPM success comes from continuous learning and improvement, not just a one-time setup.

‍

BPM Trends to Watch in 2025

Business process management is evolving quickly, and the latest trends are focused on intelligence, automation, and real-time visibility. Here’s what to expect:

AI and Predictive Process Optimization

AI is taking BPM beyond automation by helping predict problems before they happen. For example, AI can analyze workflow data to forecast delays or suggest more efficient routing based on past performance. This helps businesses stay proactive and reduce process friction.

Embedded Analytics and Smart Alerts

Modern BPM tools now come with built-in analytics and smart alerts. Teams can see process metrics in real time and receive automatic notifications when something goes off track, like a missed deadline or unexpected delay. This allows faster decisions and minimizes disruption.

Process Mining and Discovery Automation

Instead of manually mapping workflows, companies are now using process mining tools that analyze system logs to automatically discover how work gets done. This provides a clear, data-driven picture of where bottlenecks and inefficiencies exist, making it easier to fix and optimize processes continuously.

‍

Finding the Perfect BPM Tool? Here’s What Matters

Choosing the right BPM tool doesn’t have to be overwhelming. Now that you understand the key factors - cloud vs. on-premise, pricing, integrations, and ease of use- you’re ready to make an informed decision. Here’s a quick recap to guide your choice:

Define your business needs and process automation goals.
Weigh the pros and cons of cloud-based vs. on-premise BPM.
Consider pricing, usability, integrations, and customer support.
Use a structured decision-making framework to shortlist options.
Test solutions through demos and trials before committing.

Optimize Business Workflows Effortlessly with CloudEagle.ai

The right BPM tool streamlines operations, but managing software and workflows efficiently is just as crucial. CloudEagle.ai helps businesses automate license tracking, optimize software spend, and improve productivity by giving you full visibility into your tech stack. If you’re ready to enhance efficiency beyond BPM, CloudEagle.ai has you covered.

Frequently Asked Questions

1. What are the 5 stages of BPM?

The five stages of Business Process Management (BPM) are: Design, Model, Execute, Monitor, and Optimize.

2. What are the three types of BPM?

The three main types of BPM are: Integration-centric BPM, Human-centric BPM, and Document-centric BPM.

3. What do business process modeling tools allow the user to do?

Business process modeling tools allow the user to visualize, design, and analyze workflows to improve efficiency. These tools help identify process bottlenecks, document standard procedures, and simulate different scenarios before implementation.

4. What are business process optimization tools used for?

Business process optimization tools are used to streamline operations by analyzing current workflows and suggesting improvements. They help reduce costs, eliminate redundancies, and enhance overall business performance through automation and continuous improvement.

5. What are some open source business process management tools?

Popular open source business process management tools include Camunda, jBPM, and Bonita BPM. These tools offer flexibility, community support, and the ability to customize workflows without high licensing costs.

6. What are some examples of BPM tools and techniques?

Examples of BPM tools include Pega, Appian, and IBM BPM. Common techniques include process modeling, workflow automation, process simulation, and performance metrics tracking.

7. What is the Business Process Management Magic Quadrant?

The Business Process Management Magic Quadrant is a research report published by Gartner that evaluates leading BPM software vendors based on their completeness of vision and ability to execute. It helps businesses choose the right BPM tool by comparing top-performing platforms.

‍

Related reads: