Alexis Kestler
If you run a small or medium-sized business, I know you’re always looking for ways to work smarter and more efficiently. You want to save time and costs while keeping customers satisfied.
That’s why I put together this comprehensive guide on business process management (BPM) software. I’ll explain how BPM tools can help optimize workflows at growing SMBs like yours.
I’ll also dive into the key features to look for, compare 12 top solutions, and share insider tips to ensure you get the most value out of a BPM investment. My goal is to provide the insights you need to make the right choice for your unique needs.
What is BPM and Why It Matters to SMBs
BPM combines methods and software to help design, automate, manage and analyze your business processes.
These operational workflows impact nearly every function, from order processing to HR onboarding to customer service issue resolution. BPM solutions provide tools to:
- Map out workflows end-to-end
- Build automated workflows with productivity boosting triggers, actions, and rules
- Monitor workflows in real-time to identify bottlenecks
- Collect data for analysis to find improvement opportunities
For SMBs looking to scale up efficiently, BPM should be a core part of your technology stack.
Here are some of the key ways it can benefit your growing business:
Boost productivity
Automating repetitive administrative tasks enables your team to focus on high-value work that moves the business forward. A 2020 study found BPM automation increased productivity by over 25%. That efficiency advantage is vital for SMBs.
Increase agility
With insights into your processes, you can rapidly adapt to changing business conditions or new opportunities. BPM tools make it easy to tweak, expand, or rebuild workflows to align with evolving needs.
Reduce costs
By eliminating slow paper-based processes, BPM software can significantly lower overhead costs. According to research by ABBYY, digitizing document workflows alone can reduce costs by 80%.
Improve visibility
Real-time monitoring and analytics give transparency into end-to-end workflows. With this data, you can identify bottlenecks causing delays and spot where processes need optimization.
Enhance customer experience
Smoothing out your workflows directly translates into faster response times and better service for customers. 74% of businesses in one survey saw customer satisfaction rise after BPM implementation.
Drive growth
With reliable and efficient processes, you can comfortably scale up your business without expanding headcount at the same rate. BPM enables you to do more with less.
Standardize processes
BPM helps document procedures so you can establish consistent workflows across departments and locations. This minimizes productivity-sapping ambiguities.
According to Mckinsey, BPM adoption led to 10-30% improvement in most standard business metrics. The data shows implementing BPM should be a priority for any growing SMB.
BPM Software Must-Have Features for SMBs
BPM platforms share common capabilities but differ significantly in how well they address SMB needs. As you evaluate options, look for these features:
Easy-to-use workflow designer
The BPM tool should have an intuitive drag-and-drop workflow designer so you can map and automate processes without coding skills. Complex enterprise BPM suites will overcomplicate things.
Pre-built templates
Look for libraries of pre-configured workflow templates for common SMB tasks like onboarding, approvals, lead assignment and more. This accelerates implementation.
Forms builder
Creating forms, surveys, checklists and other data collection tools should be simple for standardizing your workflows.
Integration capabilities
Your CRM, accounting, HCM and other SMB systems contain key data for BPM. Seek broad integration to eliminate silos.
Process analytics
Dashboards that visualize KPIs in real-time provide visibility into how workflows are performing and where issues arise.
Mobile access
The ability to monitor and manage workflows remotely via smartphone apps keeps everyone in sync.
Team collaboration features
Smooth handoffs between departments and team members involved in cross-functional workflows reduces bottlenecks.
Security controls
Capabilities like role-based access, permissions and auditing ensure your workflows and data are secure.
Today‘s leading BPM platforms cater to SMB needs with intuitive design, interoperability, and easy scalability. Assess how well a prospective tool aligns with your top requirements.
12 Top-Rated BPM Solutions for SMBs
Let’s explore some of the top options I’ve researched that check the boxes for SMB buyers on features, flexibility and affordability:
1. Zoho Creator
Zoho Creator makes it simple for SMBs to build automated workflows and custom apps via an intuitive drag-and-drop interface.
It enables process documentation, modeling, automation and analysis without coding. Features like 500+ pre-built integrations, role-based access controls, and real-time dashboards cater well to growing SMB needs.
Pricing starts at an affordable $10 per user/month. Zoho Creator is a great choice for SMBs that want a straightforward cloud BPM option deeply integrated with other Zoho business apps.
2. Nintex
Nintex offers advanced capabilities for managing, optimizing and automating workflows across departments, teams and systems.
It features powerful visual process mapping and modeling, drag-and-drop workflow automation, integrated forms and reports, and real-time analytics for in-depth visibility.
With 400+ connectors, deep integration and automation options for platforms like SharePoint, Salesforce, and Office 365, Nintex is suited for complex workflows. Pricing starts at $625 per user/month.
3. Kissflow
Kissflow provides a robust cloud-based BPM solution designed for SMBs at an affordable price point starting at $9.99 per user/month.
It enables intuitive browser-based workflow modeling, custom forms, and dashboards for real-time insights into workflows. It also allows easy API and app integration.
For SMBs that want enterprise-grade capabilities at a reasonable cost, Kissflow hits the sweet spot.
4. Pipefy
Pipefy offers a creative visual approach to BPM using customizable Kanban-style cards to represent workflow stages. This lends itself well to agile workflows.
It also provides baked-in integrations with popular SMB tools, easy workflow hand-offs, and team collaboration features. Pricing starts at a mere $9 per user/month.
For SMBs that take an agile approach to processes, Pipefy is a great fit.
5. ProcessMaker
ProcessMaker is an open-source BPM tool suitable for hands-on SMBs, with the option to self-host on-premise or use a fully managed cloud version starting at $5 per user/month.
It provides web-based workflow design, automation, forms creation, and real-time monitoring. The open-source foundation allows for greater customization and control for developers.
For tech-oriented SMBs, ProcessMaker combines robust BPM with open-source flexibility.
6. Bonita
Bonita helps SMBs model, simulate, automate, and continuously improve processes via visual design tools, AI-assisted optimization, and powerful workflow engine.
It enables rapid development of BPM applications tailored to your needs without coding via visual designers and pre-built components.
Extensive connectivity through APIs allows easy integration across SMB systems. Available both on-premise or in the cloud starting at €1 per user/month.
Bonita is a top choice for SMBs that want custom-tailored workflows optimized by AI.
7. Bizagi
Bizagi offers an intuitive BPM suite for documenting and optimizing complex multi-step processes across departments.
Visual modeling and process simulation help maximize efficiency. The automation studio features pre-built connectors for common SMB apps like SAP, Salesforce and Office 365.
While focused on large enterprises, Bizagi offers a free modeling tool. Automation starts at $1,775/month and scales to SMB needs.
For SMBs with intricate workflows, Bizagi provides robust optimization capabilities.
8. Appian
Appian helps SMBs tackle workflow challenges through low-code BPM tailored to their unique needs.
The intelligent low-code platform simplifies connecting data, systems, and teams across departments into a coordinated workflow.
Advanced analytics and AI optimize workflows, while enterprise capabilities like case management remain easy to use for SMBs via the intuitive interface. Pricing starts at $5k/month.
Appian brings enterprise-scale BPM power to forward-thinking SMBs.
9. Creatio
Creatio offers a unified low-code platform covering BPM, CRM and workflows. It provides tools to rapidly build workflows, forms, and apps to connect teams across departments.
No-code automation and AI recommendations continuously optimize workflows. Creatio scales from small teams up to large enterprises, making it suitable for SMBs aiming for rapid growth.
For SMBs that want a “one-stop shop” integrating CRM and BPM, Creatio is ideal.
10. monday.com
monday.com is a visual work operating system with BPM capabilities tailored to SMB project management needs.
Customizable workflow boards, automations, calendars, reports and more allow SMBs to visually track and enhance project workflows.
Pricing starts at only $8 per seat/month. monday.com is a great pick for SMBs who want a highly visual approach to workflow.
11. TrackVia
TrackVia offers a straightforward cloud BPM solution purpose-built to help SMBs eliminate manual processes through easy-to-use workflow automation.
It boasts a simple drag-and-drop builder, cloud data accessibility, mobile access, analytics, and over 50 platform integrations out of the box.
Starting at $19 per user/month, TrackVia combines affordability with excellent ease of use and integration capabilities suited for field service SMBs.
12. Kintone
Kintone’s BPM software makes it simple for SMBs to create automated workflow apps without coding through easy drag-and-drop, custom forms and views, access controls and integrations.
Pricing at $24 per user/month for 5+ users keeps it accessible for SMBs. The mobile apps help teams stay connected on workflows remotely.
For SMBs focused on uncomplicated workflow automation, Kintone hits the mark.
How to Select the Right BPM Software: 7 Tips
Picking the right BPM platform from the crowded market can feel daunting. Based on my research and advisory experience, here are 7 tips to guide your selection:
Clearly identify your needs
ruthlessly focus on must-have capabilities and workflows to optimize. This keeps your search on target. Avoid overbuying on features you won’t use.
Involve key stakeholders
Get input from managers of impacted departments early in the process to gain buy-in.
Compare integration capabilities
Assess how seamlessly prospective BPM tools integrate with essential SMB systems you already use for data flows.
Prioritize ease of use
Overly complex BPM software defeats the purpose. Seek solutions intuitive for both business users and technical staff.
Evaluate mobile functionality
Modern workflows demand mobility. Ensure your choice facilitates managing workflows from smartphones and tablets with responsive apps.
Consider scalability
As your business grows, processes and workflows evolve. Choose a flexible system that can adapt easily via configuration over customization.
Focus on total cost of ownership
Look beyond monthly subscription fees and factor in costs of training, implementation, integration and ongoing maintenance/support.
Getting the Most Value out of Your BPM Implementation
Once you’ve selected the right BPM software, you’ll want to ensure a successful implementation. Here are my top 7 tips:
Map processes upfront – Take time to thoroughly map and document existing workflows first before automation to identify improvement areas. Garbage in, garbage out.
Clean up inefficient workflows – Don’t digitize broken processes. Fix faulty workflows first, then automate smoothed-out processes for optimum efficiency.
Start small – Limit initial scope to 1-2 crucial workflows and expand from there. This demonstrates ROI faster.
Provide thorough training – Invest in training administrators, managers and end-users to drive adoption and utilization.
Plan for iteration – Expect constant change. Choose an agile BPM solution that allows quick adaptation.
Integrate judiciously – Limit initial integrations to avoid unnecessary complexity and issues. Incorporate other systems over time.
Track outcomes – Define KPIs and collect pilot data to quantify the true impact of your BPM implementation.
BPM only delivers results when adopted organization-wide. These best practices help drive engagement across teams and maximize your ROI.
Time to Boost Efficiency with BPM
I hope this guide has helped showcase how valuable the right business process management solution can be for SMBs like yours aiming to scale efficiently.
Automating and optimizing your workflows enterprise-wide is no longer a luxury reserved for big corporations. Modern cloud BPM tools put these capabilities within reach of forward-thinking SMBs.
I’ve summarized how BPM can impact your bottom line through productivity gains, cost reduction, faster growth and happier customers. The 12 solutions highlighted here are purpose-built to deliver outcomes that matter for SMBs.
While BPM software represents an investment, the long-term payoff in terms of operating leverage, insights and competitive advantage outweigh the costs. The time is now to implement BPM and never look back.
If you have any other questions as you evaluate options for your business, don’t hesitate to reach out! I’m always happy to offer expert BPM guidance to help SMBs choose and implement the ideal solution for their unique needs and workflows. Here’s to smarter workflows and better business outcomes.
