I was skeptical when a colleague first suggested using a workflow diagram to plan projects. It felt overly intricate—like trying to write War and Peace in Excel. Could simple shapes really provide clarity for managing an entire team’s workflow?
But as I began exploring them, I realized how powerful they could be.
Workflow diagrams provide more than just visual organization; they create clarity. By breaking down complex processes into manageable steps, the right diagramming tools help align teams, streamline communication, and bring order to even the most chaotic projects.
To help you choose the right tool, I’ve rounded up 13 of the best workflow software options.
13 Best Workflow Diagram Software for 2024
- What Is a Workflow Diagram Software?
- What Should You Look for In a Workflow Diagram Software?
- The 13 Best Workflow Diagram Software to Use
- 1. ClickUp (Best for visual project management)
- 2. Lucidchart (Best for advanced workflow mapping)
- 3. Miro (Best for all-in-one remote team workspaces)
- 4. FigJam (Best online collaborative whiteboard for teams)
- 5. Microsoft Visio (Best for Microsoft 365 and Windows users)
- 6. Gliffy (Best for teams in the Atlassian environment)
- 7. SmartDraw (Best for intuitive diagramming)
- 8. Draw.io (Best for browser-based end-user diagramming)
- 9. Whimsical (Best interactive workspace for design teams)
- 10. EdrawMax (Best alternative for Microsoft Visio)
- 11. Creately (Best for visual collaboration and diagramming)
- 12. Cacoo (Best for workflow diagram mapping)
- 13. FlowMapp (Best for website planning)
- Draw the Best Workflow Diagrams With ClickUp
Summarize this article for me pleaseWhat Is a Workflow Diagram Software?
Workflow diagram software is a tool for visually mapping out business processes and tasks. It helps break down complex workflows using standardized symbols and shapes to show each step from start to finish.
🔑 Key Insight
Workflow diagrams are not just for process mapping—they also improve collaboration in the workplace. By clearly defining who does what, when, and how, they help align teams and foster better communication across departments.
Some of the other benefits of using workflow diagram software include:
- Clearly define steps, roles, and responsibilities to ensure everyone knows their tasks
- Identify bottlenecks and areas for improvement, optimizing processes, and saving time
- Provide a visual guide that helps teams work together more effectively and stay aligned
- Reduce misunderstandings by visually representing complex workflows for easier discussion
- Create repeatable, efficient processes that can be followed consistently across teams or departments
- Track progress in real-time, ensuring tasks are completed on time and within scope
Though workflows originated in manufacturing, they are used today across industries such as finance, healthcare, and technology. With advanced data visualization tools today, creating and sharing these diagrams is easier and more effective than ever.
Summarize this article for me pleaseWhat Should You Look for In a Workflow Diagram Software?
Workflow diagram software can range from basic to super advanced. Despite this, there are some common features you should expect from your tool.
- Customization and flexibility: Look for software that allows you to fully customize diagram templates, shapes, and symbols for better accuracy and scalability
- Collaboration features: Real-time collaboration allows multiple users to contribute simultaneously, especially for teams working across geographies
- Templates: You should be able to access templates—including flowchart templates and mindmap templates—to reduce the learning curve and start using your chosen software right away
- Integrations: Look for software that integrates with popular platforms like CRM systems, project management tools, and cloud storage services
- Version control: This feature tracks changes made to workflow diagrams over time, maintaining a clear revision record
- Automation: Some workflow diagram tools support automating tasks based on specific triggers or conditions, which reduces manual work
- Data visualization: Ensure the software supports data visualization by transforming complex data sets into easy-to-understand graphics
- User-Friendly interface: A clean, intuitive user interface is vital for ease of use, ensuring that even non-technical users can create and edit workflow diagrams
- Security features: Look for software that provides encryption, secure access controls, and compliance with industry standards (e.g., GDPR, HIPAA) to protect sensitive information
- Export and sharing options: Choose software that enables easy export of workflows in multiple formats (e.g., PDF, PNG, SVG) for sharing and presentation purposes
With these features in mind, let’s look at the 13 best workflow diagram software.
Summarize this article for me pleaseThe 13 Best Workflow Diagram Software to Use
Creating an effective workflow begins with analyzing the existing processes. This analysis helps identify potential bottlenecks and inefficiencies, ensuring that areas needing improvement are targeted for optimization. There’s software for every style—you just have to find the one that clicks.
I’ll now cover all the workflow platforms that offer the essentials for creating and implementing smarter workflows.
1. ClickUp (Best for visual project management)
Plenty of visual project management tools can help you create workflow diagrams, but not all of them adapt to different types of teams. While some tools are mainly aimed at project managers and others are meant for engineers, I love how ClickUp is designed with the flexibility to create diagrams that fit any workflow.
For example, my HR team can easily create an organizational chart, while the marketing team might use it to plan their next big campaign. Sales teams can map out their sales funnel, and developers can illustrate customer journeys. It’s nice that each team can adapt the diagrams to fit their needs.
With ClickUp Whiteboards, I can easily draw shapes, add sticky notes, insert multimedia elements onto my canvas, link process steps to each other, and create charts or graphs. I love dragging and dropping elements to rearrange the flow as needed. Connecting my diagram elements to my tasks is also simple, so I can move seamlessly from planning to action.
I can’t agree more with Jayson Ermac from AI Bees when he says,
In addition to Whiteboards, ClickUp Mind Maps are perfect for organizing ideas and workflows. I often use them to create flowcharts that visualize upcoming projects or highlight the relationships between key concepts in brainstorming sessions with my team.
There are thousands of pre-made templates, so it’s easy to always find the right diagram for any need. From brainstorming templates to fishbone diagrams, the possibilities are endless. You and your team can tweak and adjust any diagram to fit specific projects.
With ClickUp’s Whiteboards and Mind Maps, you have all the tools to map your next big idea, whether using affinity diagrams, Venn diagrams, or Gantt charts.
ClickUp takes workflow planning a step further with over 100 templates for workflow automations and the ability to build your own automation sequences. Use ClickUp Automations to streamline repetitive tasks, such as assigning tasks, updating statuses, or triggering notifications automatically.
ClickUp best features
- Access tons of templates and diagram examples to kickstart your workflow planning
- Create and manage ClickUp Tasks and Subtasks directly from your whiteboards
- Add links, images, documents, and more easily to your workflow diagrams for better context
- Integrate and automate your way across popular productivity tools such as Slack, Zoom, GitHub, and more
ClickUp limitations
- Takes time to learn and get used to all of ClickUp’s features
ClickUp pricing
- Free Forever
- Unlimited: $7/month per user
- Business: $12/month per user
- Enterprise: Contact for pricing
- ClickUp Brain: Add to any paid plan for $7 per member per month
ClickUp ratings and reviews
- G2: 4.7/5 (9,000+ reviews)
- Capterra: 4.6/5 (4,000+ reviews)
2. Lucidchart (Best for advanced workflow mapping)
Lucidchart is another tool I’d recommend for creating workflow diagrams, especially if you’re looking for versatility. It offers a variety of templates and features, allowing me to customize shapes and even import data to create unique workflows.
I love how auto-formatting adjusts every element, keeping the diagram clean and professional without any extra work. Lucidchart also makes it easy for me to share diagrams with teammates and leave comments directly on specific shapes, ensuring everyone stays on the same page regarding each workflow element.
Lucidchart best features
- Automatically align elements, giving workflow diagrams a polished, professional look
- Use Lucidchart wherever you work—it’s available across Mac, Linux, and Windows platforms
- Integrate with widely-used platforms, such as Office and Google Workspace
Lucidchart limitations
- The free account offers limited access
- Data linking feature is valuable but can be challenging to use
Lucidchart pricing
- Free
- Individual: $7.95/month
- Team: $9.00/month per user
- Enterprise: Custom pricing
Lucidchart ratings and reviews
- G2: 4.5/5 (2,000+ reviews)
- Capterra: 4.5/5 (1,000+ reviews)
3. Miro (Best for all-in-one remote team workspaces)
If you’re looking for a reliable tool to create workflow diagrams, Miro is definitely one of the good choices. It gives you a powerful design system, many templates, and all the features you need to quickly get your ideas on paper.
I have used it to map out content production workflows and org charts for new hires in minutes, saving time. I also love the whiteboard system—it’s easy for multiple people to make changes simultaneously, and the cursor indicators keep everyone synced.
Plus, Miro’s app allows me to access work from anywhere, making it super flexible for teams on the go.
Miro best features
- Visualize entire projects, documents, images, or files on an infinite canvas
- Access to over 300 templates to quickly get started on projects like sprint planning, workflow diagrams, or flowchart creation
- Enable teams to share workflow diagrams and collaborate on them in real time
- Integrate with task management software to turn workflows into actionable tasks
- Keep diagrams safe with enterprise-grade security, allowing teams to focus on innovation
- Drag and drop tools, documents, and images easily within a user-friendly interface
Miro limitations
- It can be challenging when importing or exporting content
- It may become harder to navigate for large accounts
Miro pricing
- Free
- Starter: $8/month per user
- Business: $16/month per user
- Enterprise: Custom pricing
Miro ratings and reviews
- G2: 4.8/5 (6,800+ reviews)
- Capterra: 4.7/5 (1,500+ reviews)
4. FigJam (Best online collaborative whiteboard for teams)
FigJam, designed by Figma, is a collaborative online whiteboard tailored to support teamwork. The platform includes handy features like sticky notes, stamps, and cursor chat, making it easy for my team members to engage with all sorts of projects—from brainstorming a product launch to creating detailed workflow diagrams for budget approvals.
Additionally, FigJam offers a free tier, which is especially useful for small teams or companies with limited budgets.
FigJam best features
- Map complex ideas in a clear hierarchical structure using the Outline mode
- Create mockups and visualize designs quickly with dedicated wireframe features
- Enhance clarity and creativity by structuring mind maps and workflow diagrams with add-on design elements
- Co-create and edit diagrams in real time with support for collaboration
FigJam limitations
- Lacks offline access
FigJam pricing
- Starter: Free
- Professional: $5/month per seat (billed annually)
- Organization: $5/month per seat (billed annually)
- Enterprise: $5/month per seat (billed annually)
FigJam ratings and reviews
- G2: 4.7/5 (1,000+ reviews)
- Capterra: 4.8/5 (20+ reviews)
5. Microsoft Visio (Best for Microsoft 365 and Windows users)
Visio could be the perfect workflow diagram tool if your team already uses Windows and Microsoft 365. Sharing documents across Microsoft programs, especially using OneDrive for cloud storage, makes the whole process smoother—from workflow creation to implementation.
Another aspect I appreciate is the accessibility features. Visio’s high-contrast options and text-to-speech functionality make it much easier for team members with visual impairments to use. I’ve seen firsthand how these tools help create a more inclusive work environment, and I’d say it’s a good reason to consider Visio.
Microsoft Visio best features
- Transform Excel data into workflow diagrams
- Use pre-built network diagram templates to fast-track workflow mapping
- Work within Visio during video calls and loop in non-Windows users via the Visio web app
Microsoft Visio limitations
- Formatting is a challenge when you have large Visio files, and it’s difficult to view all the information together
- Cost is higher compared to competitor tools
- Has fewer integrations than other diagram software
Microsoft Visio pricing
- Included in Microsoft 365 commercial plans
- Visio Plan 1: $5/month per user
- Visio Plan 2: $15/month per user
Microsoft Visio ratings and reviews
- G2: 4.2/5 (600+ reviews)
- Capterra: 4.5/5 (3,200+ reviews)
6. Gliffy (Best for teams in the Atlassian environment)
Atlassian’s Gliffy is a web-based tool that covers various uses, including diagramming, workflow diagramming, and wireframing. Its drag-and-drop setup and ready-to-use shapes, templates, and themes make it a delight to design with.
I can even import older diagrams, make edits, or export my latest creations without hassle.
Gliffy best features
- Share your work easily via URLs or by embedding workflow diagrams directly on websites
- Integrate smoothly with tools like Atlassian’s Jira and Confluence for a seamless experience
- Collaborate in real time with team members using the new Confluence Cloud add-on
- Track changes with revision history and revisit previous versions anytime
Gliffy limitations
- Limited object customization for complex diagrams
- No free version is available
Gliffy pricing
Professional:
- 1 to 9 users: $8/month per user billed annually
- 10 to 50 users: $6/month per user billed annually
- Enterprise: Custom pricing
Gliffy ratings and reviews
- G2: 4.4/5 (220+ reviews)
- Capterra: 4.3/5 (70+ reviews)
7. SmartDraw (Best for intuitive diagramming)
SmartDraw offers over 70 diagrams, from data flow diagrams to detailed schematics. This flowchart software is designed with intuitive customization and collaboration features, making it simple to get designs just right.
One feature that stands out is its CAD (computer-aided design) drawing capability. It’s perfect for those who need architectural drawings or detailed floor plans, and it’s something I haven’t seen in many other workflow diagram tools.
If you’re a team that requires this level of precision, SmartDraw could be exactly what you need.
SmartDraw best features
- Access advanced design options compared to other flowchart software solutions
- Unlock over 4500 built-in templates and 29000+ built-in symbols
- Build class diagrams and sitemaps directly from your data with integrated extensions
SmartDraw limitations
- Includes a lot of advanced features that won’t be required if you only need a flowchart software
- Some advanced features might be challenging for non-technical users
SmartDraw pricing
- Individual: $9.95/month
- Team: $8.25/month per user (billed annually, minimum three users)
- Site: Custom pricing
SmartDraw ratings and reviews
- G2: 4.6/5 (270+ reviews)
- Capterra: 4.1/5 (110 reviews)
8. Draw.io (Best for browser-based end-user diagramming)
If you’ve ever thought, “Free stuff is my kind of stuff,” Draw.io might appeal to you. This open-source tool makes it easy to create workflow diagrams without spending a dime. I love that you can download a desktop version if you want more control over your files and prefer to keep everything offline. It gives me peace of mind knowing my work stays secure.
When it’s time to collaborate with the team, you’ll find the online version incredibly seamless. You can share diagrams via Google Drive, which makes it easy if you’re already using Google’s platform. I appreciate that getting up to speed is simple with Draw.io.
Draw.io best features
- Choose from three diagram canvases and plenty of drag-and-drop elements
- Designed for a wide range of diagrams, from org charts to network diagrams
- Share diagram spaces, see team cursors, and work collaboratively
- Get complete data control and set custom data governance preferences with the desktop version
Draw.io limitations
- Some users find it tricky to scale elements to fit the canvas or print sizes
- The interface can look a bit outdated compared to newer diagramming platforms
Draw.io pricing
- Free
Draw.io ratings and reviews
- G2: 4.4/5 (410+ reviews)
- Capterra: 4.6/5 (750+ reviews)
9. Whimsical (Best interactive workspace for design teams)
Whimsical is ideal for freelancers, design teams, software developers, and product managers who want to create flowcharts and workflow diagrams and then share them with others for feedback. It also has many configurable elements, like text input boxes, buttons, checkboxes, labels, rating stars, and ready-made clickable invitations like “View Our Work” and “Contact Us.” I’ve found these to help add interactive elements.
Whimsical offers great value for money if you don’t need too many editors in your workspace. You can still invite guests for free, allowing them to view, comment, and even edit files you’ve shared.
Whimsical best features
- Integrate with popular apps such as Notion, Figma, and Slack
- Choose from a rich gallery of templates and building blocks, including project hubs, floor plans, product launch checklists, and landing page templates
Whimsical limitations
- Whimsical is limited in its offline capabilities. This could be a significant drawback if you’re frequently without internet access
Whimsical pricing
- Starter (free)
- Pro: $10/month per editor, billed annually
- Organization: $20/month per editor, billed annually
Whimsical ratings and reviews
- G2: 4.6/5 (170+ reviews)
- Capterra: 4.6/5 (50 reviews)
10. EdrawMax (Best alternative for Microsoft Visio)
EdrawMax was created as a direct competitor to Microsoft Visio. So, if you’re familiar with Visio, picking up EdrawMax will be pretty straightforward. This workflow diagram tool provides a large library of quick-start templates and diagramming elements, making it easy to create custom layouts.
With over 200 templates, the tool supports niche diagram types like electrical systems and P&ID drawings. I also appreciate that it offers multiple export options, so I can save and share my workflow diagrams in formats like JPG, PDF, Word, and Excel.
EdrawMax best features
- Use 200 templates for network diagrams, org charts, workflow diagrams, mind maps, and more
- Export diagrams in various formats like JPG, PDF, Word, PowerPoint, Visio, and more
- Ensure security with SSL encryption for all your files and transfers
- Enjoy compatibility across Mac, Windows, and Linux
EdrawMax limitations
- Scaling elements and images to fit into your diagram can be difficult
- No option to update text size or image scale across the entire diagram
- Customer service responses can be slow, with some users needing to follow up multiple times
EdrawMax pricing
Individual
- Subscription plan: $45.99 per year
- Lifetime plan: $99.99 (one-time payment)
- Lifetime bundle plan: $125.99 (one-time payment)
Teams & Business: Starts at $238 for two users/month, billed annually
Education: Starts at $62 (for individual users)
EdrawMax ratings and reviews
- G2: 4.3/5 (50+ reviews)
- Capterra: 4.5/5 (200 reviews)
11. Creately (Best for visual collaboration and diagramming)
Creately’s multi-functional build combines technical diagramming, project management, and database building all in one platform. I’ve found it especially helpful for teams that must create multiple workflow diagrams while managing tasks within a single project. It keeps things organized, making it easier to juggle different aspects of the workflow.
I love how you can switch between mind maps, Gantt charts, and ER diagrams. It helps keep everything focused, and I don’t have to constantly switch between different tools.
One of Creately’s best features is its ability to incorporate rich text into your diagrams. This makes it easy for teams to add extra details and context, ensuring everyone is on the same page about the diagram’s meaning.
Creately best features
- Create workflow diagrams suited for both small and large projects, ensuring clarity and detail in visualizations
- Choose from over 8,000 templates and 200,000 examples
- Build custom databases within the platform to improve information organization and management
- Make real-time updates that are immediately visible to all participants, keeping everyone in the loop
- Track project progress, timelines, and dependencies with built-in tools to stay on track
Creately limitations
- Discovering all of the tool’s capabilities may be challenging
- The search function could be improved for a better user experience
Creately pricing
- Personal: $8/month per user
- Team: $8/month per user
- Business: $149/month
- Enterprise: Custom pricing
Creately ratings and reviews
- G2: 4.4/5 (1290+ reviews)
- Capterra: 4.3/5 (160+ reviews)
12. Cacoo (Best for workflow diagram mapping)
Cacoo is a cloud-based platform ideal for businesses that want a smooth, hassle-free workflow diagramming process. It offers everything you’d want in a workflow diagram tool, plus extra features like in-app video calls for collaboration and smart team management options.
What sets Cacoo apart from other tools is its ease of use. With plenty of tutorials available, my team and I quickly became experts.
For larger companies, this level of organization can make a huge difference. It ensures everyone stays on the same page while keeping your diagrams accessible.
Cacoo best features
- Import data and generate workflow diagrams automatically with dynamic charts
- Collaborate seamlessly with team members through in-app video calls
- Keep your team’s workflow diagrams organized with smart organizational settings that let you create team groups and edit sharing settings
Cacoo limitations
- There’s a steep learning curve to understand all the features fully
Cacoo pricing
- Free
- Pro: $6/month
- Team: $6/month per user
Cacoo ratings and reviews
- G2: 4.5/5 (210+ reviews)
- Capterra: 4.7/5 (150+ reviews)
13. FlowMapp (Best for website planning)
FlowMapp is a UX planning tool designed to help creatives and designers visualize project plans. It’s especially useful for building workflows, user journeys, and site maps, transforming complex information into something easy to digest.
With its focus on visual structure, FlowMapp enables users to map website architecture and align it with business goals. Its intuitive interface makes it accessible to non-technical users, making collaboration across teams more seamless.
FlowMapp best features
- Provide an intuitive interface that is easy to use for non-technical users
- Get support for workflow diagrams that are simple to create and share
- Enable real-time collaboration and feedback for project planning
- Allow content mapping to link content strategy with user experience
FlowMapp limitations
- Some users might find the pricing plans slightly expensive if they only use a limited number of its features
FlowMapp pricing
- Free: $0
- Pro: $18/month per user
- Team: $54/month for up to five team members
- Agency: $180/month for unlimited users
FlowMapp ratings and reviews
- G2: 4.7/5 (80+ reviews)
- Capterra: 4.7/5 (40+ reviews)
Summarize this article for me pleaseDraw the Best Workflow Diagrams With ClickUp
This list only scratches the surface of what’s available when creating workflow diagrams. I’ve explored these tools, and each has something unique to offer, depending on your needs.
A great way to determine if a platform fits your style is to try it out. ClickUp, for example, is a powerhouse for developing workflow and network diagrams, managing projects, and tracking tasks across teams. With ClickUp’s Whiteboard and Mind Maps features, the platform can become your go-to hub for workflow diagrams!
Try ClickUp for free today and bring clarity and efficiency to your workflow planning processes!
Everything you need to stay organized and get work done.
