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Top 3 Business Process Management Software: Comparison of bpm’online studio, Wrike and Zoho One

Category: B2B News
What is the best business process management software?

The best business process management software is bpm’online studio for its comprehensive functionalities and intuitive interface. Equipped with tools for lead management, opportunity management, quote management, and invoice management, this solution also offers collaboration features to help you and your team work more efficiently. To top it all off, its cloud-based architecture allows users to access it using both desktop and mobile devices.

Business processes are the wheels that move your company forward. If they aren’t kept in check, they might negatively affect your productivity—and eventually, your bottom line. The good news is by simply taking the time to invest in your processes, not only you improve your performance but also reduce operational costs. In fact, a study by Triaster shows that continually improving processes can yield £300,000 in savings per year.

However, manually implementing workflows and evaluating them regularly can be time-consuming. This is why utilizing a business process management software is crucial to your operations. These will help you automate your workflows, reduce costs, and enhance business agility.

But don’t make the mistake of comparing BPM with project management, which is like comparing a project manager with a program manager. The difference is in the scope, where project management has an end, BPM involves the strategic long-term day-to-day operation and can go on indefinitely.

To help you out in choosing the right BPM for you, we took the liberty of comparing the top 3 business process management software on the market. We will be analyzing each product according to their key functionalities, deployment possibilities, user profile options, integration options, and available pricing plans. This way, deciding which one fits your company’s needs is much easier.

The Top 3 Business Process Management Software

A solid business process can spell the difference between success and failure for your company. Take NASA for example; back in 1999, they lost a $125 million Mars Climate Orbiter due to a mismatch in units of measurements. What’s worse than seeing all that money and effort going down the drain is the fact that it could have been easily prevented had they unified the workflow of the teams involved in the operation.

Let’s face it; these tragedies happened because not enough focus was placed on fine-tuning processes and ensuring that workflows are being followed. Luckily, there are business process management tools that can address these problems.

What’s more, they’re not created just for big organizations like NASA; they are available for all sorts of companies operating in different parts of the globe. In fact, according to the 2018 State of the BPM Market, 79% of companies use BPM software for their current operations.

But, of course, this is not to say that implementing one will be a walk in the park. While this software can reduce costs, minimize inefficiencies, ensure regulatory compliance, and improve the flow of your work, there are still a few obstacles that you need to overcome before you can fully use it to your advantage.

As you can see below, many companies have trouble with juggling multiple process change efforts. There’s also not enough support from managers for various reasons such as BPM systems not producing enough ROI and BPM not being a company’s main priority at the time.

In addition to those, there is also a growing need for BPM software users to continually learn and relearn processes to accommodate the changes in the industry. For instance, 30% of managers say that BPM systems need newer technologies like process mining, capability modeling, AI, or robotic process automation (RPA) if they want to remain competitive in the industry.

However, don’t let these factors put a damper on your usage of BPM technology. As you browse through our comparison of the top 3 business process management software, we hope that you take these solutions into consideration so that you can work your way around them and maximize your new software. Keep in mind also that these three solutions are generally the best based on our analysis. If you want more options, there are other popular BPM solutions in the market today.

1. bpm’online studio

bpm'online studio dashboard example

bpm’online studio is by far one of the most popular names when it comes to business process management. As an industry leader, they offer no less than best-in-class functionalities that will surely allow you to manage every aspect of your operations from mapping out workflows to zeroing in on gaps in your processes. It brings together BPM and CRM functionalities in one convenient interface so you can use it to substitute a few of your current productivity software.

What makes it unique is that it uses a dynamic case management approach to BPM to help you streamline the different aspects of your operations. To further improve your efficiency, it also comes with analytics tools that provide in-depth insights into your operations. If these are not enough, bpm’online studio also comes with an extensive API so that you may seamlessly integrate it with your existing applications or with tools that you think you might need for your current workflow.

With these said, you can rest assured that there are many benefits to using DCM-integrated BPM software like bpm’online studio.

If you’d like to test out what this product has to offer, you can easily sign up for bpm’online studio free trial here.

bpm'online studio enterprise

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bpm'online studio enterprise won our Expert's Choice Award for 2018

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Key Features:

  • WYSIWYG Process Designer
  • Personalized Workflows
  • Code-Free and Advanced Customization
  • Customer Success Management
  • CRM
  • Opportunity Management
  • Reporting and Analytics

2. Wrike

wrike dashboard example

Wrike is an award-winning online project management software purpose-built for co-located and distributed teams. Known for its intuitive yet easy-to-navigate interface, it allows users to customize workflows and monitor their processes at a glance using Kanban or list views. It also stores all project-related communications and activities within a single platform. This way, you can simplify access to all essential records and retrieve information from both new and old projects in an instant.

Like our top solution, it also provides users with analytics tools to help them optimize their processes. Its strength, however, lies in its time management functionalities. It allows you to manage productive hours at a granular level by giving you calendar mapping tools and time tracking options. Moreover, it has interactive timelines and configurable notifications that will help you stay on top of your project schedules.

For more information about how this platform works, you can easily sign up for Wrike free trial here.

Key Features:

  • Workload Management
  • Interactive Timeline
  • Task Prioritization
  • In-Platform Discussions
  • Time Tracking
  • Custom Reporting
  • Open API

3. Zoho One

zoho one dashboard example

Zoho One is touted as an innovative all-in-one BPM system that gives users complete administrative control over their operations. it aims to promote better workflows and smoother intra-organization efficiency. Equipped with tools that cover all back-end processes, this will allow you to check your sales performance, manage customer relations, oversee projects, collaborate with employees, and even monitor finances. To make your user experience more convenient, it also comes with its own communication module and private team social network.

Another nifty thing about Zoho One is that it has native mobile applications that will allow you to access your BPM data using your smartphones or tablets. It also has the capability to integrate with other applications such as Google Apps so that you can expand its functionalities and scale it up or down to fit the requirements of your company. However, it may not be as flexible as the two other products on this list as it does not offer open API tools.

Should you want to learn more about how this platform can help with your business process management efforts, be sure to sign up for Zoho One free trial here.

Key Features:

  • Project Management
  • Sales Performance Monitoring
  • CRM
  • Inventory Management
  • Accounting and Financial Management
  • Team Communication Options
  • Built-In Office Suite

Comparison of The Top 3 Business Process Management Software

Business Management Features

bpm’online studio is a leader when it comes to managerial capacity. For starters, it can easily automate workflows by leveraging customer data and improve productivity by organizing leads according to certain criteria. It is also equipped with collaboration tools, file sharing tools, and visual process designers to help you keep your team members on the same page when it comes to processing changes. What’s more is, of the three products listed here, it is the only tool that comes with an opportunity management module. With this, you can easily fine-tune your workflows for the foreseeable future.

If you’re looking for a more streamlined approach to BPM, on the other hand, perhaps Wrike would be a better option for you. It may not have some of the features that bpm’online has to offer such as lead management, CRM, and sales monitoring, however, it is great for handling core process management functionalities. Plus, with its focus on project timelines, task prioritization, and time tracking, this can help you manage your operations in line with your schedule.

As for Zoho One, we can look at its BPM functionalities in two ways: it can either be the most comprehensive tool you can use to optimize your workflows or the overwhelming system that you feel you won’t be able to utilize to its fullest extent. It is equipped with 35 applications ranging from employee management and accounting to sales monitoring and inventory tracking so you can manage all your back-end processes in a single hub. While having all these options is great for some companies, others might feel like there are simply too many features to learn.

bpm’online studio offers a comprehensive set of business process management functionalities.

Deployment Possibilities

Bpm’online studio, Wrike, and Zoho One are quite similar when it comes to deployment options. All three products can be hosted on the cloud, making it easy for users to access their BPM tools wherever and whenever they prefer. This also relieves users of any maintenance and upgrading processes as the vendor can easily provide them with these as part of their subscription.

However, of the three, only bpm’online studio provides users with the option to deploy the software on premise. This means you can opt to pay a single usage license than a monthly subscription fee. In addition, this is also ideal for businesses that are wary of storing their business data on the cloud as you can ensure that no information can be taken out of your office.

bpm’online studio offers both cloud-hosted and on-premise deployment options so you can manage your workflows and data however you want.

User Profile Options

This is perhaps one category where all three products are on an equal footing. bpm’online studio, Wrike, and Zoho One are all built to cater to the needs of different business sizes and various industries. With that said, you can be sure that no matter which of these three you pick, you can be sure that they can scale up or down to the changing requirements of your operations.

Zoho One lets you organize your team no matter how small or big your company may be.


In terms of integrations, bpm’online studio and Wrike have the advantage. Both of them offer open API capabilities so they can integrate with virtually any business application. Be it your email, MS office tools, collaboration systems, or other SaaS product, you can be sure that these platforms will be able to support it so you can further streamline your workflow.

As for Zoho One, this platform is already a suite comprising of 40 integrated business applications so you shouldn’t worry about not having the tools you need. It plays well with all the business applications offered by Zoho ranging from accounting and financial reporting tools to CRM and marketing systems. In addition, it also has the capability to integrate with third-party solutions. However, it might not be as flexible as the other two products as it doesn’t offer an open API architecture.

bpm’online studio has a highly configurable interface and it can support a multitude of integrations.


When it comes to pricing, all three BPM solutions offer flexible and reasonably priced packages. However, if we have to point out a frontrunner for this category, we would have to go with Wrike as it is the only product that comes with a free plan for businesses with up to 5 members. Ideal for businesses who are using BPM software for the first time, this plan is inclusive of all the basic tools for managing tasks and monitoring productivity. If you have a larger team that requires more advanced BPM functionalities, the vendor also offers quote-based packages and monthly plans which range from $9.80/user to $24.80/user.

Coming in a close second to Wrike is Zoho One for its straightforward pricing plan. They have a flat rate of $35/user/month and this is inclusive of all the tools that the platform has to offer. You can even get this at a discounted rate if you opt for their annual billing plan.

Last but not least is bpm’online studio. This platform offers different pricing packages depending on what modules you require, so you can be sure that you won’t be paying for functionalities that you might not even use. Their monthly subscriptions start from $25/user/month while their one-time licensing options cost up to $850/user.

The pricing plans that Wrike offers are affordable and flexible.

Which BPM Software Is Right for You?

Hopefully, with our comparison of the top 3 business process management software, you were able to get a better idea of what type of BPM tool you need for your company. Once you’ve made up your mind as to which product is the most suitable for your company, however, we urge you to keep in mind that these are not silver bullets that will magically solve your operational woes.

After all, while these can help you optimize your process, it won’t be of much use if you don’t have clearcut objectives and workflows in the first place. Be sure to take some time to learn the ins and outs of your investment. Moreover, it pays to keep yourself informed about the various BPM best practices and trends. This way, you can make the most out of your chosen software solution and gear your business towards success. If you’re a small company, you’ll be glad to know that our three solutions here can adapt to your requirements. But you should also know that you have more BPM small business solutions out there.

As you choose a BPM platform for your company, you should know that there is no one-size-fits-all solution when it comes to SaaS products. At the end of the day, finding the best system relies on how well you know your operational requirements and how thoroughly you assess your prospective tools.

However, if you are overwhelmed due to the many options on the market, we highly recommend starting your search with bpm’online studio. As a complete business process management tool that covers lead, sales, marketing, and document management tasks, this can certainly give you end-to-end functionalities. Furthermore, it is highly configurable and well-integrated for its price. Should you be interested in giving this product a go, you can easily sign up for bpm’online studio free trial here.

Meanwhile, not far behind bpm’online is Wrike. Primarily a project management software, it offers quite a comprehensive set of BPM functionalities at affordable rates. Just like our top solution, this could easily help you manage workloads, pinpoint workflow inefficiencies, as well as boost team collaboration. What makes it unique is that it comes has tools that can support teams that deal with time-sensitive projects. It even has the same scalability as bpm’online if you are looking for a solution that can grow with your business.

Lastly, we have Zoho One. This platform shares plenty of similarities with our two other products in the sense that it gives you centralized administrative control as well as enterprise-level BPM features. With it, you can easily take full control of business processes and even increase accountability within the team. It also has built-in help desks, social media tools, and other modules, making it great for companies that want an all-in-one platform. The only downside to it is that it is not as customizable as the Wrike and bpm’online studio.

By Jenny Chang

Senior writer at FinancesOnline who writes about a wide range of SaaS and B2B products, including trends and issues on e-commerce, accounting and customer service software. She’s also covered a wide range of topics in business, science, and technology for websites in the U.S., Australia and Singapore, keeping tabs on edge tech like 3D printed health monitoring tattoos and SpaceX’s exploration plans.

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Paul says:

Very nice comparison, but I wouldn’t stop your product evaluation with just those three. Take a look at K2, Pegasystems or WEBCON BPS as well. The most important thing is to remember that the result of your choice is, in most cases, a long-term commitment. It’s critical to cover all your bases before you make a final decision.

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