Choosing the Right Fit: Workflow Automation Software vs. Project Management Software

By Snigdha | Last Updated on February 14th, 2024 11:42 am

Business operations are evolving rapidly and it is critical that you keep up your efficiency levels to match it. In a bid to crank up their efficiency, businesses are often faced with two popular options - workflow automation software and project management software.

Though both serve the purpose of streamlining tasks and processes, they have distinct features and capabilities that create a clear distinction between the two. In this blog, we will delve into the world of workflow automation and project management tools, helping you make an informed decision on which solution suits your unique needs best.

Workflow Automation Software and Project Management Software

Before we dive into the specifics, let's try and gain a little bit of clarity about what each of these software are.

What is Workflow Automation Software?

Workflow automation software is a powerful tool that automates repetitive and manual tasks within a business process. It eliminates bottlenecks, accelerates processes, and reduces human errors by creating custom workflows. This technology enhances efficiency, allowing teams to focus on strategic activities and achieve more in less time. In fact, 37% of IT customer service departments have higher automation ROI than any other department (Source).

What is Project Management Software?

On the other hand, project or task management software centers around planning, organizing, and executing projects, facilitating collaboration, and monitoring progress. It is a versatile tool designed to plan, organize, and execute projects efficiently. It offers features such as task allocation, progress tracking, collaboration, and resource management. This software centralizes project-related information, enhancing communication and ensuring successful project completion within timelines and budgets. Businesses that invest in robust project management practices waste 28x less money by successfully completing more of their strategic initiatives (Source).

Key Features of Workflow Automation Software

As businesses are chasing after the optimum efficiency levels to match the speed of evolving business needs, one critical aspect has to be considered - workflow automation software. It can literally be a digital powerhouse designed to completely transform the inner workings of any organization.

In a recent survey, 80% of IT respondents said that they believed workflow automation is critical (Source).

Seamlessly automating repetitive and manual tasks, this software offers a gateway to enhanced productivity and accuracy. From task automation to the creation of custom workflows tailored to your unique processes, it's a brilliant tool. Let's dive into the essential features that make workflow automation an indispensable asset, revolutionizing the way tasks are handled, time is saved, and errors are minimized.

  1. Task Automation: Workflow automation software excels in automating routine tasks, freeing up valuable time for employees to focus on more strategic activities. Repetitive data entry, notifications, and approvals can all be streamlined through automation saving up time and resources for more critical business tasks.
  2. Efficiency Gains: Automation eliminates bottlenecks, accelerates processes, and reduces the risk of errors. This is particularly useful for businesses that involve high-volume, routine tasks by increasing their efficiency exponentially.
  3. Custom Workflows: Workflow automation tools allow the creation of custom workflows that align with your organization's unique processes. This flexibility can greatly improve efficiency across various departments.
  4. Integration Possibilities: Many workflow automation tools offer seamless integration with other software applications, enhancing cross-functionality and data sharing.

Advantages of Project Management Software

For efficient project execution, accuracy and collaboration reign supreme. Here, project management software emerges as a guide to help businesses through complex undertakings. With its wide range of features encompassing task allocation, real-time progress tracking, collaboration hubs, and resource optimization, it empowers teams to thrive. Let's delve into the exceptional advantages that project management software brings to the forefront, transforming projects into successes.

  1. Task and Project Planning: Project management software helps with various activities like task allocation, project timelines, and resource management. It works as a hub for all project-related information, helping you elevate your project planning.
  2. Collaboration and Communication: In the absence of strong communication, the chances of critical details being overlooked or deprioritized are high. With the best project management tools businesses get access to a centralized platform for team members to collaborate, share documents, and communicate effectively, regardless of their geographical location.
  3. Progress Tracking: Project management software enables real-time tracking of project progress helping decision-makers stay on top of every little or critical update or development. Managers can identify delays, allocate resources, and make data-driven decisions without dropping a beat.
  4. Resource Optimization: It is a shame to have a disproportionate number of resources and lose out on important projects without even realizing it. With project or task management software, businesses get insights into resource allocation and availability, project managers can ensure that resources are utilized optimally.

Workflow Automation Software vs. Project Management Software: Finding the Fit

Both kinds of software enjoy great popularity and position in the market, but they are not without a clear set of key differences. Let’s dig deeper into these differences and help you decide which one might work better for your organization and its unique needs.

  1. Nature of Tasks and Processes
  2. Workflow Automation SoftwareWorkflow automation software shines in handling tasks that are repetitive, rule-based, and often manual in nature. It is designed to automate routine processes, letting you eliminate the need for manual intervention. For example data entry, order processing, invoice generation, and approval workflows. By automating these tasks, you save time and reduce the risk of errors, leading to enhanced efficiency.Project Management SoftwareProject management software on the other hand is more attuned to managing project lifecycles. It excels in organizing tasks that constitute a larger project where collaboration, coordination, and monitoring are critical. It can become the perfect tool for breaking down complex projects into smaller, more manageable tasks, setting timelines, allocating resources, and ensuring that the project progresses smoothly from start to finish.
  3. Scalability and Complexity
  4. Workflow Automation Software Workflow automation software is valuable whether you're a small startup or a large enterprise. It is perfect for cases where there are repetitive tasks that need to be streamlined. For small businesses, workflow automation can be a great way to free up time and resources. As the business scales up, workflow automation becomes even more valuable, as it can handle increasing volumes of routine tasks without having to hire additional manpower.Project Management SoftwareThough project management software is great for projects of any size, its true value emerges as your projects become more intricate with multiple tasks at various levels, more teams, and multiple timelines with varying dependencies. As your business grows, the complexity of your projects tends to increase with a potential increase in team size and even stakeholders. Project management software provides the structure needed to manage these complex endeavors efficiently, keeping all moving parts coordinated.
  5. Integration Requirements
  6. Workflow Automation SoftwareAny good workflow automation software comes with robust integration capabilities built seamlessly into it. It has an inherent ability to integrate seamlessly with other software applications that your business uses, such as CRM, accounting software, and marketing platforms. This ensures that data flows smoothly across your various tools, eliminating data silos and enhancing overall operational efficiency.Project Management SoftwareWhile project management software might offer integrations as well, the focus of these integrations is narrow and often remains on enhancing project-related functionalities. These integrations might include calendar syncing, time tracking, and communication tools. Project management software aims to provide a centralized platform for all project-related information and tasks.
  7. Collaboration and Communication
  8. Workflow Automation SoftwareAs the primary focus of good workflow automation software is primarily on automating tasks, hence it might have limited collaboration and communication features. While it can certainly improve efficiency by automating processes, it might not offer the comprehensive collaboration ad communication tools found in project management software.Project Management SoftwareCollaboration and communication are two of the most important project management tools and are integral to the success of a project. Project management software serves as a hub for team members to collaborate in real-time, share documents, discuss project details, and track progress. This ensures that everyone involved in the project is on the same page, regardless of their geographical location.
  9. Long-Term Goals
  10. Workflow Automation SoftwareIf you intend to achieve any measurable level of business growth or increase volumes of routine tasks, investing in workflow automation software is a solid strategic move. Integrating a strong workflow automation software into your business allows you to handle more tasks without a linear increase in human effort. As your business scales up, the efficiency gains from workflow automation become even more obvious.Project Management SoftwareAs a business, it is only natural that you would have various projects running concurrently under stringent timelines. Hence, project management software is indispensable for you to be able to focus on executing projects efficiently while adhering to deadlines. As your business takes on more complex projects, project management software becomes instrumental in providing the structure and tools needed to manage them successfully.


Looking at the big picture while optimizing business operations, the distinctions between workflow automation software and project management software become obvious. While workflow automation can help you significantly in streamlining routine tasks and eliminating inefficiencies, project management software makes it possible for you to ensure the successful execution of complex projects of varying scales. While both have their unique strengths, it makes sense to acknowledge that they can work together in great harmony. In fact, the combination of workflow automation and project management can produce remarkable results. Workflow automation can take over the repetitive tasks within projects, letting project management software handle task coordination, track progress, and facilitate collaboration. Once you have all this information laid out in front of you, you must evaluate your priorities before deciding which one of these will produce the best results for your business. It could be workflow automation, project management, or a combination of both. Let us know in the comments which one you decided to go ahead with.

Related Articles


Content Head at Appy Pie