Choosing business process automation software: A buyer’s guide for 2025

At a glance

Streamline operations, save time, and reduce costs with the right automation tools.

User-friendly interface, scalability, integration capabilities, and robust analytics.

Budget, industry needs, and compatibility with existing systems.

AI-powered automation, no-code solutions, and enhanced security features. Make informed decisions to future-proof your business processes.

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The new automation imperative

As per a 2024 McKinsey study, organizations that adopt business process automation software reduce operational costs by 20–30% and accelerate cycle times by up to 60%. Yet many still struggle to decide what kind of platform best fits their needs — one that balances automation with human control, integrates seamlessly with existing systems, and ensures compliance and reporting.

Today’s leaders aren’t just looking to “digitize tasks.” They need an orchestrated, intelligent backbone that connects people, documents, and data into a single flow of work. That’s the true promise of modern automation platforms.

Why the challenge exists

Most companies already use a mix of tools — CRMs, ERPs, project trackers, and file repositories. But these systems often work in isolation. Approvals get stuck in email threads, files scatter across folders, and compliance checks happen after the fact.

The result? Fragmented visibility, missed deadlines, and manual rework. A true automation solution brings these fragments together — creating transparency and consistency while keeping human decision-making in the loop.

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Know your needs: what type of BPA solution fits?

Before diving into features, it’s critical to understand what kind of business process automation (BPA) solution your organization truly needs. Not all BPA tools are created equal; they span a spectrum from simple task automators to comprehensive enterprise-wide orchestration platforms.

Some solutions might excel at internal workflow management, while others are built for deep system integrations, and some prioritize compliance and audit trails. The ideal platform orchestrates end-to-end workflows—including intake, routing, approvals, documentation, and reporting—all while balancing automation with accountability.

Here's what to look for when evaluating different BPA categories:

• Human-in-the-loop orchestration: Ensures human oversight for exceptions or complex approvals, blending automation with critical human judgment.
• Centralized document management and secure e-signatures: Streamlines digital paperwork and ensures legal compliance.
• Pre-built integrations: Connects seamlessly with your existing CRM, ERP, or DMS systems, preventing data silos.
• Robust security & compliance features: Includes single sign-on (SSO), role-based access, and comprehensive audit trails for data integrity and regulatory adherence.
• Real-time reporting and SLA dashboards: Provides clear visibility into process performance, identifies bottlenecks, and supports continuous improvement.
• Scalability: The platform’s ability to grow with your business demands without requiring a complete system overhaul.
• Low-code/No-code interface: Empowers business users to design and modify processes quickly, reducing reliance on IT and accelerating deployment.
• AI & Machine Learning capabilities: For intelligent automation, predictive analytics, and automated decision-making in increasingly complex business scenarios.
  
  

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Key evaluation criteria for business process automation software

When selecting business process automation software in 2025, it's crucial to evaluate options carefully to ensure they align with your business goals. Here are the key criteria to consider:

Ease of integration

Ensure the software integrates seamlessly with your existing tools and systems, such as CRM, ERP, or communication platforms.

Scalability

Choose a solution that can grow with your business, accommodating increasing users, data, or workflows as your needs expand.

User-friendliness

A simple, intuitive interface ensures easy adoption across teams, minimizing training time and boosting productivity.

Customizability

Look for software that allows you to tailor workflows, dashboards, and features to match your unique business processes.

Automation capabilities

Evaluate the depth of automation offered—does it cover repetitive tasks, approvals, notifications, and reporting?

Security and compliance

Verify the software adheres to industry standards for data security and compliance, especially if handling sensitive information.

Vendor support and updates

Reliable customer support and regular software updates ensure smooth operation and access to the latest features.

Cost and ROI

Compare pricing models and assess the potential return on investment based on efficiency gains and cost savings.

By keeping these evaluation criteria in mind, you can choose a business process automation tool that not only meets your current needs but also prepares your organization for the future.

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Key features mapped to Moxo

Flow Builder: Human steps and approvals

Every process begins with structure. Moxo’s no-code Flow Builder allows teams to design step-by-step workflows with human approvals, file requests, and decision branches. Managers can visualize bottlenecks and automate reminders to maintain SLAs.
Use case: Finance teams automate expense approvals while retaining manager sign-off at each threshold.

Document handling: File requests and eSign

Document exchange often slows workflows. Moxo provides secure document handling with built-in file requests, contextual comments, and e-signature integrations like DocuSign. All files stay version-controlled and auditable — critical for regulated industries such as finance or law.

Integrations: CRM, ERP, DMS

Automation only delivers value if it connects to your ecosystem. Moxo integrates with tools like Salesforce, SAP, and Google Workspace, ensuring that data flows smoothly without redundant input.

Magic Links for externals

When external stakeholders need to review or approve documents, Magic Links allow participation without requiring login credentials. This capability simplifies collaboration with vendors, auditors, or clients while maintaining security and traceability.

SSO/SAML and audit trails

Compliance is a non-negotiable factor. Moxo meets SOC 2, SOC 3, and GDPR standards and offers complete audit trails, showing who approved what and when. With SSO and role-based access, teams maintain control and accountability without friction.

Management reporting

Automation must be measurable. Moxo’s reporting dashboards display completion rates, cycle times, and bottlenecks in real time — helping leaders identify where delays occur and optimize processes.

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Shortlist and checklist download

When shortlisting vendors, evaluate these five categories:

Download your internal evaluation checklist to simplify vendor comparisons and identify critical must-haves before implementation.

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How Moxo helps

The right BPA platform should make automation simple, measurable, and secure. Moxo delivers all three through its workflow-first architecture.

With Moxo’s no-code workflow builder, teams can design and automate processes across departments—finance, HR, legal, or client services—without developer support. Automations handle routing, escalations, and reminders for consistent execution.

Integrations connect Moxo to ERPs, CRMs, and document systems, ensuring data flows automatically. Dashboards give visibility into performance and turnaround times, while security and compliance features ensure enterprise-grade protection.

Moxo combines simplicity and scalability—helping organizations choose BPA that unites process efficiency with compliance and control.
Example transformations:

• Finance firm: Reduced invoice approval cycles by 45% using automated reminders and reporting dashboards.
• Legal firm: Centralized contract reviews, saving 12 hours weekly on email coordination.
• Consulting agency: Gained 360° visibility into project approvals with audit-ready document handling.

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Turning automation into accountability

Streamlined operations are about visibility, accountability, and trust. When teams know where every request stands, they spend less time chasing updates and more time driving outcomes.

Moxo brings structure to every approval and workflow. Its no-code builder, secure document handling, and automation capabilities empower teams to centralize processes while maintaining full audit trails and compliance. Real-time dashboards ensure every action — from approvals to file sharing — is visible and measurable.

Ready to simplify your operations and experience automation that drives accountability? Book a demo to explore how Moxo can streamline your workflows from end to end.

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FAQs

What is business process automation software?

It’s a platform that automates routine workflows like approvals, routing, and document handling. With Moxo, organizations can design no-code workflows, track progress, and measure performance in real time.

How is Moxo different from other automation tools?

Unlike traditional internal-only tools, Moxo connects internal and external stakeholders through secure portals, Magic Links, and integrations with existing CRMs or ERPs — without adding complexity.

Can business process automation software integrate with existing systems?

Yes. Moxo integrates with CRMs, ERPs, and file management systems to create a seamless, connected environment across all business functions.

What ROI can teams expect from automation?

Businesses typically achieve 40–60% faster approvals and up to 95% less internal email traffic once workflows are automated end-to-end with Moxo.

Is Moxo secure and compliance-ready?

Absolutely. Moxo complies with SOC 2, SOC 3, and GDPR, uses end-to-end encryption, and maintains detailed audit trails for complete accountability.
Learn more about Moxo security.

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