10 must-have features in BPM software: The ultimate checklist

At a Glance

Choosing the right BPM platform is more than a technology decision it’s a business strategy. In 2025, enterprises demand automation, compliance, collaboration, and scalability in their BPM solutions. This article provides the ultimate checklist of 10 must-have features in BPM software, along with practical evaluation templates and examples of how Moxo meets these needs with client-facing workflows.

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Why BPM feature selection matters

The BPM market is expanding rapidly, but not all tools are created equal. Some are designed for large enterprises with complex automation needs, while others target SMBs that prioritize simplicity. Without a clear framework, organizations risk adopting a platform that fails to scale, lacks compliance features, or frustrates users.

The following 10 must-have features serve as a benchmark for evaluating BPM solutions. They ensure your investment leads to efficiency, compliance, and client satisfaction.

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The 10 must-have features in BPM software

1. Workflow Automation

Automation eliminates repetitive tasks such as approvals, routing, and reminders. A BPM tool should support:

• Multi-step approval flows
• Automated notifications
• Rule-based routing

For example, automating invoice approvals can reduce processing time from weeks to days.

Moxo provides a no-code workflow builder that lets teams automate approvals, assign SLAs, and trigger reminders—no developer support needed.

2. Intuitive user interface

User adoption depends on ease of use. Employees and clients should be able to interact with workflows without lengthy training. Drag-and-drop workflow builders, simple dashboards, and mobile-ready layouts ensure success.

Example: SMBs often prefer platforms like Pipefy or Kissflow because their UI reduces the barrier to adoption.

Moxo offers a mobile-first experience with Magic Links for login-free access, so even clients can navigate workflows with zero training.

3. Integration capabilities

Modern organizations operate in ecosystems with CRMs, ERPs, and collaboration tools. A BPM solution must connect seamlessly through APIs and native integrations.

• CRM integration ensures sales-to-operations workflows are streamlined.
  
• Finance integration eliminates manual data duplication.
  

Example: A consulting firm might integrate BPM with its CRM to automatically create client onboarding workflows when new deals close.

Moxo integrates with QuickBooks, Xero, HubSpot, Salesforce, Stripe, and more, keeping workflows connected across systems without copy-paste.

4. Scalability

Your chosen BPM solution must grow with you. This means:

• Supporting hundreds or thousands of users.
• Handling complex, multi-department processes.
• Offering modular features that can be activated over time.

Platforms with limited scalability often require costly migrations when organizations expand.

Moxo supports everything from small business rollouts to enterprise deployments, including advanced user management and workspace segmentation.

5. Security and Compliance

Data breaches and regulatory fines are top concerns. BPM software must include:

• Role-based access controls
• Encryption for data in transit and at rest
• Comprehensive audit trails

Industries like financial services and healthcare consider compliance non-negotiable.

Moxo is built with SOC 2, SOC 3, GDPR, and HIPAA compliance in mind. Files are protected with AES-256 encryption, and all activity is logged with 7-year audit trails.

6. Process modeling and visualization

Visualization makes processes easier to design and optimize. Tools that allow drag-and-drop process modeling or BPMN diagrams help leaders:

• Communicate workflows across departments
• Test variations before deployment
• Identify bottlenecks early

Moxo simplifies process design with a drag-and-drop workflow editor and shared forms that teams can embed or prototype collaboratively.

7. Collaboration tools

BPM is more than automation; it’s about enabling collaboration. Features should include:

• Task assignments with accountability
• Shared document workspaces
• Client-facing collaboration portals

This ensures both internal teams and external stakeholders can stay aligned. Moxo includes secure in-app messaging, shared file exchange, and client portals so internal teams and clients stay aligned in one space.

8. Reporting and analytics

Optimization depends on data. BPM tools should provide:

• KPI dashboards
• Process completion rates
• SLA monitoring

For example, tracking client onboarding time per department can highlight inefficiencies. Moxo offers real-time dashboards that track task aging, SLA breaches, and process efficiency across clients and teams.

9. Mobile accessibility

Distributed teams need mobile-friendly BPM platforms. A good tool ensures employees and clients can approve requests, upload documents, and track tasks on smartphones or tablets.

Example: A field sales team using BPM on mobile can complete approval workflows without delays. Moxo’s branded mobile apps ensure clients and staff can review, approve, sign, and upload—on the go.

10. Client interaction portals

This feature separates traditional BPM from modern platforms. Client portals provide:

• Secure onboarding spaces
• Document submission and tracking
• Transparent communication

By extending BPM to clients, organizations improve retention and strengthen relationships. Moxo excels here. Its white-labeled client portals turn workflows into guided, professional client experiences—reducing churn and increasing retention.

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Must-have features and business benefits

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How Moxo delivers these features

Moxo brings together the core functionality of BPM—automation, compliance, visibility—while adding one key differentiator: client-facing execution. This is what sets Moxo apart from traditional internal-only platforms.

Client portals: Moxo provides secure, branded client portals where clients can upload documents, complete tasks, sign forms, and track progress—all in one professional workspace. It reduces back-and-forth emails and creates a polished experience from day one.

Document automation: In industries where compliance matters, Moxo enables structured document collection with built-in checklists, form tracking, version control, and role-based visibility. This ensures that sensitive data is submitted completely and securely, without manual oversight.

Security and compliance: Moxo includes enterprise-grade security features out of the box—SOC 2, SOC 3, GDPR, HIPAA, and AES-256 encryption—so firms can confidently scale while meeting industry standards.

Workflow analytics: With real-time dashboards, teams can monitor onboarding timelines, approval turnaround, SLA breaches, and client engagement—all critical metrics for identifying inefficiencies and opportunities.

Book a demo to see how Moxo aligns with your BPM checklist—and how it can deliver ROI faster than traditional systems.

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A BPM platform that checks every box

The right BPM platform should do more than automate internal tasks. In 2025, external collaboration, compliance, and visibility are just as important. Moxo is one of the few platforms that checks all 10 must-have BPM boxes—and excels in client-facing execution.

If you're evaluating tools, Moxo delivers the ideal mix of automation, audit readiness, scalability, and client experience.

Book a demo to see how Moxo aligns with your BPM checklist—and how it can deliver ROI faster than traditional systems.

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FAQs

What’s the most important BPM feature in 2025?

Workflow automation and compliance readiness are top priorities for firms seeking fast, measurable ROI.

Why are client portals part of the BPM checklist?

Because BPM is no longer just internal. Client portals improve customer satisfaction by turning processes into guided, transparent experiences.

Can SMBs use this checklist?

Yes. Even smaller teams benefit from automation, visibility, and compliance tools. Moxo is flexible enough to support small businesses and enterprises alike.

How does Moxo differ from traditional BPM platforms?

Traditional BPM tools focus on internal workflows. Moxo integrates external collaboration directly into the process—connecting clients, vendors, and internal teams in one secure system.

How should enterprises score BPM vendors using this checklist?

Focus on features that drive ROI, compliance, scalability, and adoption. Moxo excels in all four—and provides fast time to value with prebuilt templates.