Business process management tools: How to evaluate and choose the best fit

At a glance

The right business process management (BPM) software should drive measurable gains in efficiency, compliance, and client experience.

Modern BPM blends human oversight, automation, and external collaboration into a single, orchestrated platform.

Most tools automate isolated tasks—few manage end-to-end workflows with governance and visibility.

Moxo fills this gap with secure flow design, controls, integrations, AI, SSO, and reporting in one unified system.

‍

What BPM buyers actually need

Business leaders shopping for BPM software are not looking for theoretical frameworks—they want tools that make improvements real. According to McKinsey, companies that digitize workflows can cut process costs by up to 60%. Yet many BPM tools only automate narrow internal tasks.

Business leaders shopping for BPM software aren’t looking for theoretical frameworks—they need practical tools that drive measurable improvements. According to McKinsey, companies that digitize workflows can reduce process costs by up to 60%. However, many BPM tools fall short, focusing only on automating narrow internal tasks without addressing the broader needs of businesses.

To choose the best BPM tool for your organization, it’s essential to understand the key capabilities that align with your goals. Here’s what buyers should look for:  

End-to-end process automation

A strong BPM tool should go beyond isolated tasks and automate entire workflows across departments. Look for solutions that integrate seamlessly with existing systems like CRMs, ERPs, and project management tools to create a truly connected process.

Customization and scalability

Every organization has unique processes. The ideal BPM software should allow customization to fit your business requirements and the flexibility to scale as your company grows. Pre-built templates and no-code/low-code platforms are a bonus.

Ease of use

A user-friendly interface ensures adoption across teams. Employees shouldn’t need extensive training to start using the tool effectively. Intuitive dashboards, drag-and-drop functionality, and straightforward reporting features can make all the difference.

Real-time analytics and reporting

BPM tools should provide actionable insights through real-time data and analytics. This helps in identifying bottlenecks, optimizing workflows, and making informed decisions to improve overall efficiency.

Integration with AI and RPA

Advanced BPM tools now incorporate artificial intelligence (AI) and robotic process automation (RPA) to enhance efficiency. These features can predict outcomes, recommend improvements, and automate repetitive tasks, driving better results with less manual intervention.

Collaboration features

Effective BPM software fosters team collaboration by enabling seamless communication and the sharing of data across departments. Look for tools that include task assignments, notifications, and shared workspaces to improve teamwork.

Compliance and security

With increasing regulations, businesses need BPM tools that help maintain compliance and ensure data security. Select software that supports audit trails, data encryption, and adherence to industry standards like GDPR or HIPAA.

Understanding these needs will help you find a BPM tool that doesn’t just tick boxes but transforms your operations. By focusing on these critical elements, you can ensure your BPM investment delivers real, tangible value.

Moxo delivers all of these out of the box, bridging what traditional BPM software promises with what modern businesses require.

‍

Evaluation criteria & where they live in Moxo

Flow Builder (human steps & SLAs)

At the core of BPM is designing processes. Moxo Flow Builder allows leaders to map approvals, file requests, and e-signatures with no coding. Human checkpoints and SLA thresholds ensure oversight. Unlike static flowcharts, these flows run live—with reminders and escalations built in.

External collaboration (Magic Links)

Most BPM tools focus only on internal employees. But modern workflows include clients, vendors, and partners. With Moxo Magic Links, externals can upload documents, approve contracts, or complete forms without training or login. This makes BPM truly end-to-end.

Automations & integrations

Disconnected systems create friction. Moxo integrations connect workflows with CRM, ERP, DMS, payments, and ID verification. Examples include Salesforce for client data, DocuSign for contracts, and Jumio for identity checks.

SSO/SAML & audit trails

Security is non-negotiable. Moxo security includes SOC 2 compliance, GDPR adherence, encryption, MFA, and role-based access. Every action is logged with an auditable trail. SSO/SAML ensures secure enterprise login integration.

Management reporting

Leaders need visibility into process health. Moxo Management Reporting shows completion %, average cycle time, bottlenecks, and SLA breaches. Dashboards segment by team, role, or process. This makes ROI measurable.

‍

Why Moxo is the best fit

Moxo meets every key evaluation criterion with a design philosophy centered on workflow simplicity, client collaboration, and operational control — making it one of the most complete BPM solutions available.

‍

‍

Shortlist & checklist download

When evaluating BPM software, decision-makers often create a checklist. Common items include:

• Does it support human approvals and SLA controls?
  
  
• Can external participants engage securely?
  
  
• Does it integrate with our CRM/ERP/DMS?
  
  
• Does it provide AI assistance with oversight?
  
  
• Is it SOC 2 compliant with audit trails and SSO?
  
  
• Can it generate dashboards for cycle times and bottlenecks?

Moxo ticks every box. You can download a BPM evaluation checklist to compare vendors side-by-side and see where Moxo stands out.

‍

Build it in Moxo (step-by-step)

Flow Builder (forms, file requests, approvals, eSign)

Start by mapping your process in Moxo Flow Builder. Add forms, file requests, and e-signature steps for end-to-end clarity.

Controls (branches, decisions/milestones, thresholds/SLAs)

Use branches for exceptions, decision points for approvals, and SLA thresholds to trigger alerts. This ensures no step is left unmonitored.

Automations & integrations (CRM/ERP/DMS, DocuSign/Jumio/Stripe as relevant)

Wire the workflow into existing systems. Sync client data from Salesforce, approve contracts via DocuSign, verify identity with Jumio, or trigger payments with Stripe—all inside Moxo.

Magic Links for external participants (clients/vendors/partners)

Invite externals to act through Magic Links. Clients upload documents or vendors approve contracts in one click.

Management reporting (completion %, duration, bottlenecks)

Track the live workflow through Moxo dashboards. Segment reports by process or role, monitor SLA adherence, and export audit-ready logs.

‍

How Moxo helps

When evaluating business process management (BPM) software, organizations look for flexibility, visibility, and control. Moxo goes beyond internal BPM systems by offering a workflow-first platform that connects internal teams with clients, vendors, and partners—enabling true cross-organizational process management.

No-code workflow builder

With Moxo’s workflow builder, teams can design, automate, and adapt processes without relying on IT. From intake forms and approvals to compliance reviews, workflows can be created in minutes using templates that match your business logic.

Workflow automation

Moxo’s automation engine handles reminders, approvals, and escalations automatically. This reduces coordination time and ensures that every process—whether internal or client-facing—stays on track and measurable.

Integrated document management

Centralize all files with document collection workflows that maintain version control, capture contextual comments, and preserve full audit trails for compliance and traceability.

Client and partner collaboration

Unlike traditional BPM tools focused only on internal operations, Moxo includes branded client portals that extend workflows securely to external stakeholders. Clients and vendors can approve, upload, and track progress without additional software or training.

Performance monitoring

Moxo’s performance dashboards visualize KPIs across processes—cycle times, completion rates, and workload distribution—so leaders can identify inefficiencies and continuously improve execution.

Enterprise-grade security and compliance

All workflows operate under SOC 2 and GDPR-certified security with encryption, role-based access, and SSO/MFA protection. Sensitive data stays secure while maintaining regulatory readiness.

Moxo helps teams move beyond managing processes to orchestrating them—combining automation, collaboration, and compliance into one modern BPM solution that adapts to how your business actually operates.

‍

The all-in-one solution to your workflows

Business process management (BPM) software delivers real value only when it can orchestrate work seamlessly across teams, systems, and clients. Moxo makes this possible by combining flow design, SLA controls, system integrations, external collaboration, AI automation, and compliance within a single secure platform.

The result is faster processes, reduced operational risk, and measurable ROI all achieved through workflows that connect internal efficiency with client-facing transparency.

Get started with Moxo to experience how unified process orchestration can elevate collaboration and compliance across your organization.

‍

FAQs

What is BPM software used for?

It is used to design, automate, and monitor business processes. Moxo adds external collaboration and compliance, making BPM end-to-end.

How does Moxo compare to traditional BPM platforms?

Traditional platforms automate internal workflows. Moxo adds client portals, Magic Links, and AI agents to orchestrate external workflows securely.

Can Moxo integrate with my existing CRM or ERP?

Yes. Moxo integrations include CRM, ERP, document management, and payment systems to tie processes together.

Is Moxo secure enough for regulated industries?

Yes. Moxo is SOC 2 compliant, GDPR-ready, with SSO/MFA and full audit trails for regulator-ready compliance.

Can I track ROI from BPM in Moxo?

Yes. Use the workflow ROI calculator and management dashboards to measure efficiency gains, cycle time reductions, and client satisfaction.

‍