13 Best Workflow Diagram Software for 2025

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?

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.

What 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.

The 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)

Create a workflow diagram with ClickUp Whiteboards and templates

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.

ClickUp Mind Maps: workflow diagram software — Create collaborative mind map flowcharts together using ClickUp Mind Maps

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,

ClickUp has tools to visualize your process, goals, etc. It is the peak of collaborative work and it has been improving on that end, especially with the addition of the Whiteboard View.

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.

Also Read: 10 Free Interactive Whiteboard Templates for Zoom & ClickUp

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 Automations: workflow diagram software — Use pre-built automation workflows in ClickUp or customize them based on your needs, and let your team focus where it matters most

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)

Miro: workflow diagram software — via Miro

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)

Also Read: 10 Best Mind Mapping Software You Must Try Today

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)

Microsoft Visio: workflow diagram software — via Microsoft Visio

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: workflow diagram software — via SmartDraw

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)

Draw.io: workflow diagram software — via Dra w.i o

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: workflow diagram software — via Edraw M ax

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)

Draw 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.

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