To help you increase productivity, I evaluated some of the top options available that will provide a clear idea of how all your marketing processes are working together.
Best Marketing Workflow Software Shortlist
After extensive research, here are the best tools to help optimize marketing campaign processes and increase brand consistency.
- Asana - Best for cross-functional teams
- Trello - Best for startups and small businesses
- ProofHub - Best for team collaboration
- Zoho Projects - Best cloud-based marketing workflow tool
- Airtable - Best spreadsheet-like framework
- HubSpot Marketing - Best for marketing workflow automation
- Basecamp - Best for document storage and sharing
- Adobe Marketo Engage - Best for triggered activities
- Notion - Best unified workspace
- Teamwork - Best for marketing client workflows
- Hive - Best for customization
- monday.com - Best for remote teams
Marketing projects have many components, often starting with brainstorming and ending with ROI analysis. You'll need a way to control the project flow from one stage to the next. For example, advertising directors may sketch out an ad concept, pass it to a designer to pull together graphics, and then hand it to the editorial team to write the copy. Marketing workflow software will log each stage and help automate the project passing from one hand to the next.
In this article, I compare and review the best marketing workflow software available right now and outline general overviews, best use cases, pros & cons, and pricing details. By reading this article, you should get a better understanding of what each marketing workflow software does so that you can pick the right one for your needs.
What Is Marketing Workflow Software
Marketing workflow software is a digital tool designed to streamline and automate the various processes and tasks involved in marketing campaigns and initiatives. It helps marketing teams manage their projects, collaborate effectively, and maintain visibility and control over their workflow. The software typically includes features such as task management, project tracking, content creation and approval, scheduling, analytics, and integration with other marketing tools, aiming to enhance efficiency, productivity, and organization within marketing operations.
Overviews of the 12 Best Marketing Workflow Software
Here is my evaluation of each marketing workflow software, including the features, screenshots, and pros and cons of each option, to help you feel confident selecting one for your business.
1. Asana - Best for cross-functional teams
Asana helps marketing teams connect complex tasks across multiple teams to help decrease duplicate work and increase visibility across various groups.
Why I picked Asana: Depending on the size of your organization, you might have multiple teams working on various marketing campaigns. So, I added Asana to this list because of its ability to coordinate multiple projects that might require the same tasks. You can use Asana to add the same task to multiple marketing campaign workflows and see them update automatically as they’re completed.
Asana Standout Features and Integrations
Features include multiple workflow views, such as Kanban boards, Gantt charts, and calendar views, that allow you to visualize your campaign lifecycles. Asana also allows you to create a standard intake process for clients or stakeholders that enables them to make changes or add requests to campaigns.
Integrations include connections with popular systems used by marketing teams to help teams work together and break down silos. These integrations include native connections with applications such as Campaign Monitor, Canva, Domo, Dropbox, Figma, Microsoft Teams, Pipedrive, Salesforce, Tableau, Trello, and other software options. If you need to make a custom integration with your current systems, you can use Asana’s API or a paid Zapier account to connect with the applications you’re already using.
Asana costs from $10.99/user/month and offers a 30-day free trial and a free plan for up to 15 people.
- Displays all tasks on one screen
- Easy to use
- Customizable features and tools
- Features can be overwhelming
- Only assigns one person per task
2. Trello - Best for startups and small businesses
Create boards for specific marketing processes, projects, or workflows that your teams need to complete campaigns.
Trello is an advanced workflow software that helps small businesses and startups increase productivity through organization and helps everyone work smarter. The platform removes distractions and helps keep everyone on track with intuitive boards, lists, assignments, and task cards.
Why I picked Trello: I wanted to add Trello to this list because of its ability to work well with small businesses that are ready for growth and efficiency. Trello works well as a simple marketing workflow tool for small businesses and startups because it allows them to build up to 10 boards per team for free, making it a perfect choice if you’re on a budget. It uses a Kanban board-style layout where you can create boards, add tasks and team members, and add specific details to each card, such as due dates, checklists, comments, and attachments.
Trello Standout Features and Integrations
Features include custom workflows that allow you to automate marketing tasks and organize projects. Trello also provides cards where you can store project details in one accessible area for your teams and enhance real-time collaboration.
Integrations include connections to systems that many marketing teams are already using. These integrations include 190 third-party applications such as Dropbox, Front, Jotform, Marker, Pipedrive, Salesforce, Slack, SureTriggers, Typeform, WireframePro, and other software options. You can also make custom connections with a paid Zapier account.
Trello costs from $5/user/month and offers a 14-day free trial, and a free plan is also available.
- Provides a visible work structure
- Facilitates collaboration
- Customizable workflow options.
- No time tracking
- Only provides one workflow view
3. ProofHub - Best for team collaboration
ProofHub provides a consolidated view of tasks and progress that allows teams to work together from anywhere. The platform provides effective communication and collaboration tools to make it simple for everyone to work together.
Why I picked ProofHub: When your teams are working together on important marketing campaigns, it’s not practical for them to leave their desk and provide you with updates when things are moving to the next stage. To help with this, I added ProofHub to this article list because of its collaboration tools, such as its discussions, chat, notes, group chat, proofing and review, and other beneficial communication capabilities. With ProofHub’s collaboration tools, all you need to do is add comments throughout the workflow, and everyone on your team can see them.
ProofHub Standout Features and Integrations
Features include customized workflows that suit your team’s needs for efficient planning and execution. ProofHub also provides time tracking capabilities to make it simple for you to manage large teams and multiple projects by allowing you to set due dates for every task and ensure everything is delivered before your deadlines.
Integrations include connections with the tools you use most, so you can stop switching between multiple applications. These integrations include Box, Dropbox, Freshbooks, Google Calendar, Google Drive, iCal, OneDrive, QuickBooks, and Slack.
ProofHub costs from $45/month and offers a 14-day free trial.
- Easy to assign tasks
- Covers all essential project aspects
- Focuses on the most important tasks first
- Mobile app needs improvement
- No budgeting features
4. Zoho Projects - Best cloud-based marketing workflow tool
Zoho Projects is a cloud-based marketing workflow software that helps marketing teams plan tasks, track progress, and collaborate effectively.
Why I picked Zoho Projects: Cloud-based platforms can make it easier for teams to work together from anywhere, which is why I added Zoho Projects for your consideration. The platform provides an extensive overview of marketing campaigns from a single dashboard that gives everyone access to vital campaign performance insights. Zoho Projects also provides you with templates to help you save time when creating new marketing workflows.
Zoho Projects Standout Features and Integrations
Features include time-tracking tools to keep every minute your teams spend working on tasks accountable and help you accurately identify bottlenecks. There are also issue management tools that allow you to record issues so you can fix them accordingly; you can also automate mundane issue status updates and alert the right stakeholder at the right moment.
Integrations include several other Zoho apps such as WorkDrive, Zoho Analytics, Zoho Assist, Zoho Books, Zoho CRM, Zoho Desk, Zoho Invoice, Zoho Mail, Zoho Meeting, Zoho People, and other options. You can also connect the platform with native integrations such as Basecamp, Box, Dropbox, Google Drive, Jira, Microsoft Office 365, Microsoft Teams, ServiceNow, Slack, Zendesk, and other software options.
Zoho Projects costs from $4/user/month and offers a 10-day free trial, and a free plan is available.
- User-friendly interface
- Customizable workflow templates
- Excellent reporting and analytics
- Limited integration options
- Support needs work
5. Airtable - Best spreadsheet-like framework
Airtable provides a powerful, spreadsheet-like framework that enables marketing teams to create tailored workflow views. Organizations can use Airtable to create workflows on top of their shared data to connect teams and achieve goals.
Why I picked Airtable: I added Airtable to this list because, during my research, I discovered that it allows marketing teams to unite their data sources and create a single source of truth that will effectively connect workflows. Airtable provides a spreadsheet-like framework that allows you to create accessible and secure workflows with data models that can scale with your business as it grows. You can use the platform to quickly execute marketing workflows and make updates in real-time across your teams.
Airtable Standout Features and Integrations
Features include pre-configured applications based on industry best practices that allow you to get your marketing campaigns started right away. Airtable can also help your teams get work done faster thanks to its automation capabilities that will handle repetitive simple, or complex tasks.
Integrations include connections with the most important systems that you’re already using. These include connections with platforms such as Asana, Basecamp, Dropbox, Google Drive, Jira, Jotform, Salesforce, Slack, Trello, Zendesk, and other software options.
Airtable costs from $10/user/month and offers a 14-day free trial, and a free plan is available.
- Easy to use
- Good drag-and-drop tool
- Simple data importing
- Some views aren’t intuitive
- Steep learning curve
6. HubSpot Marketing - Best for marketing workflow automation
HubSpot Marketing provides a range of workflow automation to help organizations scale for growth and reduce the time spent on repetitive tasks.
Why I picked HubSpot Marketing: Automation enables marketing teams to handle a wide range of tasks, which is why I decided to add HubSpot Marketing to this list. HubSpot Marketing can help teams automate a range of marketing campaigns, such as content, email, social media, and other vital marketing. You can also connect it to HubSpot CRM to better understand how marketing workflows will increase your bottom line.
HubSpot Marketing Standout Features and Integrations
Features include campaign management tools that provide everything you need to create and manage marketing campaigns. You can also use the collaboration tools from HubSpot Marketing to communicate with team members and view all team interactions from a central dashboard.
Integrations include over 1,400 native integrations with tools that marketing teams use most. These include connections with systems such as Airtable, Asana, Databox, Dreamdata, Jotform, Mailchimp, Qwilr, Slack, Unbounce, WordPress, and other software options.
HubSpot Marketing costs from $18/month and offers a free plan.
- Simple user interface
- Quickly creates workflows
- Caters to all skill levels
- Extensive features are overwhelming
- Reporting needs improvement
7. Basecamp - Best for document storage and sharing
Basecamp provides marketing teams with file storage and sharing capabilities to enhance workflow tasks and collaboration.
Why I picked Basecamp: When working together with other team members on a marketing campaign, having the ability to share files and documents is essential. This is why I decided to add Basecamp to this list because when working together on a marketing workflow, your teams can add and share important files to ensure your campaigns remain on brand. Every project and team within Basecamp will receive a space where everyone can share files, documents, and images.
Basecamp Standout Features and Integrations
Features include to-do lists within every project and team you create to help you manage every task related to your marketing campaigns; you can arrange list items, assign multiple team members to a task, and make tasks repetitive. Instead of hosting regular meetings, you can use the automatic check-in feature to create custom questions to ask your team and have them answer on their own time.
Integrations include native connections with third-party tools such as Clockify, Ganttify, Harvest, Klipfolio, Project Buddy, Proposify, Retool, Slickplan, TaskClone, Userback, and other software options. If you have a paid Zapier account, you can create custom software integrations.
Basecamp costs from $15/user/month and offers a 30-day free trial.
- Keeps everyone updated
- Simplifies campaign management
- Centralizes project-related communications
- Can’t add subtasks
- Mobile app needs work
8. Adobe Marketo Engage - Best for triggered activities
Adobe Marketo Engage helps marketing teams automatically launch campaigns and personalize them when audiences trigger specific actions.
Why I picked Adobe Marketo Engage: The platform allows you to automatically launch campaign workflows that perform tailored actions when someone, either a team member or audience, performs a specific action. Adobe Marketo Engage focuses on helping organizations create engagement campaigns, so when a potential customer interacts with your campaign, you can provide a personalized experience. The workflows you can create within Adobe Marketo Engage will help your organization’s campaigns focus on delivering these experiences and staying competitive.
Adobe Marketo Engage Standout Features and Integrations
Features include artificial intelligence capabilities that help you build and segment your target audience when creating your new marketing workflows. The platform also provides performance analytics to help you measure revenue performance by marketing channels across various relevant marketing metrics.
Integrations include over 600 connections with systems that many marketing teams use to create effective campaigns. These include Bynder, Domo, HubSpot CRM, Outgrow, Pipedrive, Pipeliner CRM, Salesforce, Slack, Wrike, Zoom, and other software options.
Adobe Marketo Engage offers custom pricing upon request and provides a free demo.
- Active learning community
- Simple organization system
- Easy to clone workflows
- Steep learning curve
- Reporting feature is tedious
9. Notion - Best unified workspace
Notion provides a unified workspace that allows marketing teams to manage campaign workflows and improve productivity.
Why I picked Notion: Having a unified workspace allows your teams to see what needs to be done, who’s working on what, and if there are any dependencies for their tasks, which is where Notion comes in. With Notion, you’ll get a platform that allows your team members to simultaneously work on marketing campaigns; you can even divide teams with their own workspace to allow them to focus on specific workflow functions. In each workspace, your teams can store ideas, take notes, manage tasks, collaborate together, and use other beneficial tools.
Notion Standout Features and Integrations
Features include note-taking tools that eliminate the need for third-party tools, such as Evernote or Google Docs, which you can keep private or share among your team. Notion also provides templates that will help you start new workflows; you can also create custom templates and share them with your team.
Integrations include over 160 native connections, such as Audienceful, ChatGPT, Clockify, Desktop.com, Google Drive, Miro, Momentum, Slack, SureTriggers, Trello, and other software options. Notion also allows you to create custom integrations with its API or through your paid Zapier account.
Notion costs from $8/user/month and offers a free plan.
- Simple navigation
- AI writing assistant
- Drag-and-drop functionality
- Performance can be slow
- Search function needs work
10. Teamwork - Best for marketing client workflows
Teamwork is a workflow collaboration software that’s ideal for marketing agencies and teams that need a solution to manage client expectations. The platform can help marketing teams automate workflow processes and tasks.
Why I picked Teamwork: I added Teamwork to this list for agencies and teams that focus on client marketing campaigns. Teamwork allows you to create workflows and milestones, deadlines, and tasks for various client projects; you can also assign tasks to individuals, multiple team members, or entire teams or departments. Creating different workflows within Teamwork can be shaped by the results your clients want to see, who they’re targeting, and the marketing channels they want to use.
Teamwork Standout Features and Integrations
Features include a workload planner that will help you track all of your team members’ tasks to avoid any bottlenecks. You can also visualize workflows through several types of views, such as Kanban boards or Gantt charts.
Integrations include third-party integrations such as Bybrand, Easy Insight, HubSpot, Import 2, Microsoft Teams, Pabbly, Plecto, Slack, Stripe, Usersnap, and other software options. If you have a paid Zapier account, you can connect Teamwork to over 2,000 software applications.
Teamwork costs from $5.99/month for up to five users and offers a 30-day free trial, and a free plan is also available.
- Simplifies marketing workflows
- Helpful project reminders
- Customizable platform
- Steep learning curve
- Free plan is limited
11. Hive - Best for customization
Hive provides a customizable workspace that allows marketing teams to create tailored dashboard layouts to fit their workflow requirements.
Why I picked Hive: Customization can help ensure the marketing workflow software you’re using fits your needs when working on new campaigns. For this reason, I added Hive to this list thanks to its customization capabilities that allow you to create a platform that allows you to manage marketing campaigns faster. You can also create reusable, custom workflow action templates that will help you quickly assign tasks to the right team members at the right time.
Hive Standout Features and Integrations
Features include workflow recipes that allow you to start creating marketing workflows right away; the platform provides a growing library of workflow recipes that you can take advantage of for your teams. The Project Navigator feature allows you to easily track deadlines, project statuses, and team members to ensure everyone is on the same page.
Integrations include native integrations with popular systems such as Asana, Box, Dropbox, Google Drive, Jira, Microsoft Teams, OneDrive, Slack, Trello, Zoom, and other software options. If you have a paid Zapier account, you can create custom integrations with platforms such as ActiveCampaign, Freshbooks, Freshdesk, Harvest, HubSpot, Marketo, Pipedrive, and Zendesk.
Hive costs from $12/user/month and offers a 14-day free trial, and a free plan is available.
- Easily tracks projects
- Schedules working hours
- Simplifies work approval processes
- Mobile app needs work
- Can’t make mass changes
12. monday.com - Best for remote teams
monday.com helps remote teams optimize marketing workflows, tasks, and processes to easily collaborate from around the world.
Why I picked monday.com: I wanted to put monday.com up for your consideration if you’re working with a growing remote marketing team because of its ability to bring everyone together. Monday.com makes it easy for remote teams to collaborate from around the world by aligning work processes, video chats, and synchronized calendars to ensure everyone meets their deadlines. It’s a popular marketing workflow software that ensures onsite and offsite teams can work together across every step of your processes.
monday.com Standout Features and Integrations
Features include automation capabilities that help increase your team’s efficiency and productivity when working on vital tasks and projects. It also provides multiple ways for you to view processes and tasks, such as calendar, Gantt chart, and Kanban board views.
Integrations include connections with many tools that marketing teams already use, such as Dropbox, Google Drive, Hootsuite, HubSpot, Mailchimp, Microsoft Teams, OneDrive, Slack, SurveyMonkey, Zoom, and other software options. Those with paid Zapier accounts can create custom integrations with their current systems.
Monday.com costs from $8/user/month for three seats and offers a 14-day free trial, and a free plan is available.
- Easy to learn
- Extremely accessible
- Doesn’t track subitems
- Limited reporting features
To make this article as helpful as possible, I wanted to add more marketing workflow software options to help you find the tool that fits your needs. Here are other tools to consider during your search for new marketing workflow platforms.
- Wrike - Best for scaling marketing teams.
- Jira Software - Best issue tracking tool.
- Smartsheet - Best modern work management platform.
- ClickUp - Best all-in-one productivity tool.
- CoSchedule - Best for scheduling marketing projects.
- ActiveCampaign - Best for email marketing workflows.
- Pipedrive - Best for pipeline management.
- Todoist - Best for to-do lists.
- Kanbanize - Best for team synchronization.
- TeamGantt - Best for planning marketing workflows.
Selection Criteria For Marketing Workflow Software
Here’s a short summary of the main selection and evaluation criteria I used to develop my list of the best marketing workflow software for this article.
To better understand how marketing workflow software will benefit your business, understanding its core functionality is essential. Here’s some in-depth detail about marketing workflow software’s core functionality.
- Helps teams organize and manage their tasks efficiently; it provides a centralized platform where marketers can create, assign, and track tasks related to various marketing activities
- Automates repetitive and manual tasks, reducing the need for manual intervention and saving time; it allows marketers to create predefined workflows or templates for specific marketing processes or campaigns
The best marketing workflow software will provide various features to meet your needs. The number of features you get from a platform will depend on the vendor’s pricing plan, but you should consider choosing a solution that provides the following features.
- Campaign Management: You can use marketing workflow software to manage all marketing campaigns and perform tasks such as creating campaign timelines, setting goals and deliverables, finalizing budgets, and tracking campaign progress.
- Project Management: Marketers can use project management features within workflow platforms to effectively plan campaigns and include details such as task deadlines and assignees in a centralized, transparent environment.
- Task Management: This feature lets you create task lists for various campaign stages, delegate tasks to team members, and set deadlines to manage complex marketing campaigns and experience better results.
- Task Automation: Many marketing teams consist of various professionals, such as copywriters, designers, and data analysts, and task automation will enable you to create workflows that automate the movement of tasks between team members based on predefined criteria.
- Approvals and Compliance Management: Marketing workflow software will provide a transparent and centralized platform for feedback, collaboration, and sign-off to increase campaign efficiency and quality control.
- Project Views: Having different views of your marketing workflows, such as calendar, Kanban, Gantt, table, and team views, will help you better manage campaigns and make informed decisions to help you achieve your goals.
Marketing workflow software should be easy to use so you can quickly optimize your team’s performance and increase campaign success. I did the research to ensure that I added as many options as possible that will allow you to get started right away, and new hires will understand the software immediately. That way, you can spend less time learning the platform and more time being productive.
Because every organization has its own specific workflow requirements, I added options that provide a significant amount of customization capabilities. This includes task management and workflow customization that allows you to modify existing templates or create workflows from scratch until everything fits each project. Customization is especially beneficial for marketing teams that handle various types of campaigns that require distinct workflows or steps.
The whole point of marketing workflow software is to simplify the flow of your projects and tasks. One way to do this is by integrating with your existing systems to pass along vital information and enhance marketing processes. Marketing workflow platforms should be able to integrate with tools such as content marketing systems, social media management tools, search engine optimization software, and other crucial marketing tools.
How much does marketing workflow software cost?
What are the different types of marketing workflow software?
What are the benefits of marketing workflow software cost?
Other Marketing Workflow Software Reviews
If you need to consider other marketing workflow software before making a final decision, here are some other tool reviews for you to look over.
- Best Marketing Software
- Marketing Calendar Software
- Marketing Collaboration Software
- Marketing Automation Software
- Social Media Management Software
- Marketing Management Software
- Marketing Planning Tools
Marketing workflow software will help increase efficiency and collaboration amongst teams. As a result, they can develop more effective marketing campaigns. But first, you have to choose the right solution for your organization’s needs.
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