Buyer’s checklist for business process automation software: Key features and criteria
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At a glance
Businesses are shifting from manual coordination to structured, automated workflows to improve visibility and compliance.
The right business process automation tool connects people, approvals, and documents seamlessly.
Vendor differences lie in scalability, integration depth, and client collaboration capabilities.
Moxo helps teams automate, collaborate, and manage processes securely through its no-code workflow builder and client portal.
Why automation choices matter more than ever
According to McKinsey, nearly 60% of global executives say automation will be critical to achieving operational goals in the next three years. Yet, many organizations still struggle to translate “automation initiatives” into real, measurable outcomes.
The challenge isn’t in understanding automation — it’s in choosing the right tool. With hundreds of platforms promising workflow efficiency, how do you evaluate which solution truly aligns with your business, compliance, and client-facing needs?
This guide offers a practical buyer’s checklist to evaluate business process automation tools, explore the vendor landscape, and understand how Moxo fits naturally within those requirements.
Understanding the problem: The automation gap
Most enterprises already have some automation in place — approval workflows, shared drives, or email triggers. Yet these isolated systems often cause fragmentation, visibility gaps, and compliance risks.
Common challenges include:
- Manual coordination between internal teams and external partners.
- Limited transparency into where approvals or tasks stall.
- Siloed document management that risks version confusion.
- Compliance failures due to missing audit trails or data governance.
The result is wasted time and operational drag. A Deloitte report found that disconnected automation initiatives deliver only one-third of their expected ROI. To fix this, businesses need platforms that unify automation, collaboration, and compliance — end-to-end.
Core capabilities checklist
Before investing in any business process automation tool, verify that it meets these seven core capabilities. These categories form the backbone of an effective automation strategy:
- Workflow automation: Tools should provide a no-code environment for building custom workflows with triggers, approvals, and escalation paths.
- Integration flexibility: Support connections to CRMs, ERPs, and document management systems like Salesforce, SAP, or SharePoint.
- Collaboration and visibility: Offer real-time communication, shared workspaces, and client portals to track progress.
- Security and compliance: Enforce SOC 2, SOC 3, and GDPR standards, with audit trails and role-based access.
- Scalability and governance: Manage multi-department workflows with version control and SLA monitoring.
- Analytics and reporting: Provide process KPIs, turnaround tracking, and performance dashboards.
- AI readiness: Enable intelligent data extraction, document review, and predictive insights.
You can download a Business Process Automation Buyer’s Checklist to score vendors across these areas and align internal priorities before shortlisting.
Where each capability lives in Moxo
Moxo brings all seven capabilities into a single, branded workspace designed for both internal and external workflows.
- Workflow automation: Through its Flow Builder, teams design and automate processes without coding — from approvals and onboarding to escalations and notifications.
- Collaboration and visibility: A client portal offers one secure space for communication, document sharing, and task tracking, enabling clients and vendors to participate without separate logins.
- Security and compliance: Moxo maintains SOC 2, SOC 3, and GDPR compliance with encryption, audit trails, and role-based access control.
- Analytics and reporting: Built-in dashboards track completion rates, delays, and bottlenecks to improve accountability.
- AI readiness: Upcoming AI Agents — Review, Support, and Form — will handle document validation, client inquiries, and data extraction to accelerate operations.
For example, a financial services firm used Moxo to automate its client onboarding, combining digital forms, document collection, and approvals within one workflow. This reduced onboarding time by 60% and improved compliance tracking across every client record.
Quick vendor landscape
The BPA market is diverse — from task-oriented tools to complex enterprise systems. Below is a quick snapshot of leading players and where they stand.
Would you invite a client into Camunda or Asana? Probably not. Moxo’s design centers on secure, branded collaboration — enabling organizations to manage both internal workflows and client interactions from one controlled hub.
Build it in Moxo (step-by-step)
Flow Builder: forms, file requests, approvals, and e-signatures
Moxo’s Flow Builder allows business users to design workflows using a drag-and-drop interface. Teams can add tasks, forms, approvals, and file requests in minutes. For instance, a procurement manager can build a vendor approval flow where uploaded contracts route automatically for review and e-sign.
Controls: branches, milestones, thresholds, and SLAs
Conditional logic enables automation to adapt. A workflow can branch based on department, priority, or deal size, while SLA timers ensure timely escalations. This prevents bottlenecks and enforces accountability.
Automations and integrations: connecting your systems
Moxo connects seamlessly with CRMs, ERPs, and document systems via its integrations hub. It also supports external tools such as DocuSign for e-signatures, Jumio for identity verification, and Stripe for payments — bridging every step from intake to closure.
Magic Links for external participants
External clients, vendors, or partners can engage without accounts through Magic Links, ensuring secure, traceable participation. A supplier can submit documents via Magic Link, triggering internal verification and automated approval notifications — reducing manual coordination.
Management reporting: analytics and accountability
Dashboards show completion rates, average durations, and process bottlenecks. Leaders can visualize operational health and measure improvements in cycle times and workload balance.
A verified G2 review summarizes it well: “Moxo has transformed how our team collaborates with clients — what used to take five emails now happens in one secure workflow.”
How Moxo helps
When evaluating BPA tools, look for flexibility, traceability, and cross-team collaboration. Moxo fits that checklist perfectly.
Workflow automation allows teams to map and streamline complex processes—approvals, document reviews, or escalations—with no coding required. Document workflows capture and track supporting files automatically.
Integrations sync data across systems, while client and vendor portals enable secure collaboration outside the organization. Dashboards measure performance, and audit-ready logs maintain transparency.
Moxo checks every box of a best-in-class BPA platform—automation, collaboration, compliance, and measurable ROI.
Building clarity and confidence through automation
Choosing the right automation platform isn’t about chasing the latest technology. It’s about finding clarity — aligning teams, systems, and clients within a consistent process. Organizations that achieve this alignment see measurable gains in visibility, accountability, and decision speed.
Moxo brings that clarity to life. With its no-code Workflow Builder, automated notifications, and secure client portals, teams orchestrate every process from one dashboard. Real-time updates and audit-ready records ensure compliance while enabling clients to participate effortlessly.
Looking to simplify how your organization works and collaborates? Explore how Moxo transforms everyday processes into connected, secure workflows — book a quick demo today.
FAQs
What should I look for in a business process automation tool?
Focus on workflow flexibility, integration options, collaboration capabilities, and security. The best tools automate tasks while maintaining compliance and visibility.
How does Moxo differ from other automation platforms?
Unlike internal-only tools, Moxo unifies internal and external workflows. It provides branded portals, Magic Links, and enterprise-grade compliance to streamline collaboration beyond your organization.
What kind of ROI can I expect from automation?
Most organizations see faster approvals (40–60%), higher client capacity (up to 75%), and up to 95% fewer emails when adopting end-to-end workflow automation.
Can Moxo integrate with my existing systems?
Yes. Moxo integrates with CRMs, ERPs, and file systems through its integrations page, ensuring seamless data flow and minimal IT disruption.
Is Moxo suitable for regulated industries?
Absolutely. Moxo’s security framework supports SOC 2, SOC 3, and GDPR compliance, making it ideal for finance, legal, and healthcare organizations.
