Best business process management software in 2025 [top 7 tools compared]

At a glance

In 2025, enterprises face mounting workflow complexity, compliance pressure, and customer expectations. Business Process Management (BPM) software has become essential for streamlining operations. This blog reviews the 7 best BPM tools available today, outlines decision-making criteria, and shows how Moxo uniquely supports client-facing workflows for efficiency and ROI.

Why BPM software matters in 2025

Organizations cannot afford to rely on manual, fragmented workflows. Inefficiencies lead to delays, compliance risks, and lost opportunities. In today's competitive landscape, business process management (BPM) software is essential for streamlining operations and driving growth. Research from McKinsey shows 70% of organizations are piloting or adopting process automation, a key BPM component, to optimize and automate processes. 

By implementing the right BPM solution, businesses can unlock a range of benefits that enhance efficiency and agility. Here’s why adopting BPM software is a smart move for your organization.

Eliminate inefficiencies: BPM software streamlines fragmented workflows, reducing delays and bottlenecks in operations.

Enhance compliance: it ensures processes align with regulatory requirements, minimizing compliance risks.

Boost productivity: automation of routine tasks allows teams to focus on high-value activities, improving overall efficiency.

Adapt to change: BPM software supports agility, enabling businesses to quickly adjust processes as needs evolve.

Data-driven decisions: advanced analytics within BPM tools provide insights to optimize performance and identify opportunities.

Stay competitive: With over 60% of enterprises investing in BPM, adopting the right solution is essential to keep up with industry standards.

Ultimately, integrating BPM software is more than just an operational upgrade; it's a strategic investment in your company's future. By refining processes and empowering your team, you can build a more resilient and competitive business ready to tackle any challenge.

The market offers dozens of BPM tools. But not every platform suits every business. This comparison identifies the 7 leading BPM solutions, their strengths and weaknesses, and guidance on choosing the right fit.

Key evaluation criteria for BPM software

When evaluating BPM software, enterprises should consider:

• Ease of use: A user-friendly interface is crucial for quick adoption across your team. It minimizes the learning curve and reduces the need for extensive training.
• Workflow automation: This feature automates routine and manual processes, drastically cutting down on human error and freeing up valuable employee time.
• Integration capabilities: Ensure the software seamlessly connects with your existing systems like CRMs, ERPs, and finance tools. This creates a unified and efficient operational ecosystem.
• Scalability: The solution should be able to grow alongside your business, accommodating increasing complexity and user loads without performance degradation.
• Security and compliance: Robust security features are essential to protect sensitive business data. Verify that the software adheres to relevant industry standards and regulatory compliance requirements.
• Client collaboration: Look for features that facilitate secure and efficient collaboration with external partners and clients, extending your workflows beyond internal operations.
• Reporting and analytics: Comprehensive dashboards and reporting tools allow for insightful tracking of process performance. This enables data-driven decisions and continuous improvement.
• Mobile accessibility: The ability to manage and monitor workflows on the go provides flexibility for your team. Ensure it supports various devices for remote and field work.
• Customization options: The software should offer flexibility to tailor workflows, forms, and rules to fit your unique business needs and processes, rather than forcing a one-size-fits-all approach.
• Vendor support and training: Reliable customer support and readily available training resources are vital for successful implementation and ongoing optimization of the BPM solution.

Each of these factors plays a role in ensuring ROI, employee adoption, and customer satisfaction.

7 leading BPM tools you need to consider in 2025

Moxo — Delivering seamless client engagement

Moxo is a robust client interaction platform designed for organizations that need secure, branded, and automated workflows for client-facing processes. It is particularly well-suited to industries like finance, consulting, law, accounting, and insurance, where client trust, compliance, and efficiency drive success.

Who is Moxo for?
Moxo empowers teams that handle sensitive data and complex client relationships to automate and streamline interactions without losing the human touch. It helps firms differentiate by delivering a polished, branded experience that strengthens client loyalty and compliance readiness.

Core features and differentiators

• Secure, branded client spaces: Private, white-labeled portals where clients can exchange documents, track tasks, and communicate securely from any device.
  
• Automated and structured workflows: Approvals, onboarding, renewals, and multi-step reviews digitized with prebuilt or custom templates.
  
• Document collection and version control: Automate intake, verify documents, track status, and ensure one authoritative master copy.
  
• Enterprise-grade security: SOC 2 & SOC 3 compliance, GDPR readiness, SAML/SSO, MFA, and immutable audit trails by default.
  
• Client onboarding workflows: Automate tax, KYC, and service initiation processes using Magic Links, reminders, and AI checks.
  
• Seamless integrations: Connect QuickBooks, Xero, Salesforce, HubSpot, Stripe, DocuSign, Google Workspace, Microsoft 365, and more to keep data synchronized across systems.
  

Customer proof:
BNP Paribas cut client onboarding time by 50% by digitizing KYC with Moxo. Falconi Consulting reduced project turnaround by 40%. A leading insurance agency used Moxo to manage renewals and claims approvals, reducing email volume by 75% while improving client satisfaction.

Pricing:
Moxo offers flexible, custom pricing based on your organization’s size and needs. Packages vary by workflows, integrations, and support requirements.
Book a demo to see how Moxo can transform your customer experience.

Camunda — Enterprise-scale automation

Camunda is best for large enterprises needing advanced workflow modeling with developer-friendly customization. It offers deep BPMN modeling and API-first architecture.
Best for: Enterprise-scale automation with in-house technical expertise.
Key features: Advanced process modeling, robust developer tools.
Limitations: Requires significant technical resources and training to deploy.

Kissflow — Intuitive workflows for SMBs

Kissflow is geared toward SMBs needing quick deployment and an easy-to-use workflow tool.
Best for: Small and mid-sized businesses seeking fast, low-code setup.
Key features: Simple UI, fast implementation.
Limitations: Limited scalability for complex enterprise workflows.

Pipefy — No-code customization

Pipefy excels at drag-and-drop customization for workflow building without coding.
Best for: Teams needing quick no-code setup and custom processes.
Key features: Easy setup, intuitive builder.
Limitations: Limited enterprise integrations and automation depth.

Nintex — Microsoft-centric automation

Nintex integrates deeply with the Microsoft ecosystem, offering document generation and automation for Office-heavy teams.
Best for: Microsoft-centric organizations.
Key features: Deep Microsoft integrations, powerful automation.
Limitations: Costs scale quickly with usage.

Bizagi — Analytics and process modeling

Bizagi offers strong analytics and advanced process modeling for BPM professionals.
Best for: Organizations prioritizing analytics and modeling.
Key features: Advanced modeling, reporting tools.
Limitations: Steeper learning curve for non-technical teams.

Monday.com — Accessible task management

Monday.com is a user-friendly platform focused on team collaboration and flexible task management.
Best for: SMBs and startups needing easy-to-use task management.
Key features: Shareable boards, extensive integrations.
Limitations: Basic client-facing functions and audit-ready logging only on Enterprise plans.

Copilot — Polished but lightweight portals

Copilot offers a simple branded portal experience with chat, file sharing, and payments.
Best for: Freelancers, boutique agencies, real estate professionals.
Key features: Branded portals for clients, intuitive interface.
Limitations: Lacks advanced automation and complex workflows for larger firms.

Scoro — Operations-heavy management

Scoro provides an all-in-one operations suite for quotes, invoicing, and KPI dashboards.
Best for: Mid-size firms focused on internal efficiency.
Key features: Integrated operations, secure client access, KPI dashboards.
Limitations: Limited branding and UX customization for client-facing use cases

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Comparison table

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Buyer fit recommendations

• Enterprises needing advanced automation: Consider Camunda or Bizagi for their robust process orchestration capabilities and ability to handle complex, enterprise-level workflows.
• SMBs needing simplicity: Moxo, Kissflow, and Pipefy are excellent choices for small to medium businesses seeking intuitive, user-friendly platforms that don't require extensive technical knowledge.
• Teams prioritizing collaboration: Moxo stands out for its highly visual and flexible interface, fostering seamless team communication and project management.
• Firms prioritizing client collaboration: Moxo and Monday.com are designed specifically to enhance engagement and streamline interactions between businesses and their external clients through dedicated digital workspaces.
• Firms or teams with complex processes: Moxo provides powerful capabilities to streamline intricate workflows and manage sophisticated operations effectively.

These recommendations help align organizational needs with the right platform, avoiding costly mismatches.

How Moxo helps

Moxo bridges the gap between traditional BPM platforms and modern client experience needs. It not only supports structured internal workflows but excels in client-facing orchestration, making it ideal for enterprises that interact heavily with external stakeholders.

• Client Portals: Provide secure, branded hubs for onboarding, document exchange, and real-time status tracking—no logins or training required.
  
• Document Automation: Collect, verify, and approve documents with built-in e-signatures, version control, and workflow triggers.
  
• Security: Offers SOC 2 & SOC 3 compliance, AES-256 encryption, role-based access, and audit trails across every workflow.
  
• Industry Solutions: Prebuilt templates tailored for accounting, consulting, finance, and healthcare speed up deployment and improve accuracy.

Book a Moxo demo and see it in action.

Decision criteria table

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Client-centric BPM for 2025 and beyond

In 2025, business process management isn't optional—it's the backbone of operational efficiency, compliance, and scale. Platforms like Camunda and Bizagi serve large internal systems well, while tools like Kissflow and Pipefy offer starter automation for SMBs.

But when external collaboration, audit readiness, and client experience matter as much as internal flow, Moxo stands apart. It combines BPM essentials with secure, branded client portals, workflow orchestration, and built-in automation for every stakeholder.

If you're ready to transform the way your business operates, from intake to approvals to delivery, book a Moxo demo and see it in action.

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FAQs

Which BPM software is best for enterprises?

Tools like Camunda and Bizagi offer deep customization and are well-suited for complex, internal enterprise workflows. But if you need external collaboration, compliance, and client-facing workflows, Moxo offers a more streamlined, secure alternative.

Which BPM tool is most user-friendly?

Kissflow and Pipefy are known for fast deployment and ease of use. Moxo goes a step further with no-code workflow builders, Magic Links, and branded client portals that require zero client training.

How does Moxo differ from others?

Unlike most BPM platforms that focus only on internal processes, Moxo integrates external collaboration, document collection, and secure client communication—all in one interface. It’s built for firms that manage compliance-heavy, client-facing workflows.

Is Moxo secure?

Yes. Moxo offers SOC 2 & SOC 3 compliance, AES-256 encryption, audit trails, and role-based access controls, making it trusted across finance, legal, and healthcare.

Can Moxo scale with growth?

Absolutely. Whether you're a small firm or an enterprise, Moxo supports multi-department workflows, deep integrations, and custom deployment models—growing with your operational needs.

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