Traditional business process management (BPM) software has become like the cellphones from the early 90s – clunky, only basic features, and not user-friendly.
And just like the roller blade-era cellphones, the only people using this kind of BPM software either have a lot of money to burn or their business demands it.
When it comes to small and medium businesses (SMBs), traditional BPM software is as out-of-mind as it was for a working-class person to think about a car phone. When faced with the barriers to entry, nearly every SMB passes on a legacy BPM tool unless it is an absolute imperative.
However, when an SMB starts to shop around for a business process management solution, a lot of what they find is like shopping at a mobile store from 1993. Let’s look at three main reasons that the traditional BPM options still aren’t ready for SMBs.
When the first cell phones came out, only the rich could afford to use them. Even though the functionality was fairly basic, it was a first-of-its-kind technology and could demand a high price.
Early era BPM software is the same. Its functionality isn’t anything to rave about, but it still takes a lot of money to create and maintain. Appropriately, they were targeted at large enterprises that either had the cash to spend, or just couldn’t live without it.
The high cost of adopting a traditional BPM doesn’t stop with implementation. Companies have to dedicate their time and resources to incorporate the solution to their existing portfolio, ensure a smooth setup, and have teams committed to monitor the software performance and maintenance.
When you flash the estimated cost of a traditional BPM system in front of a SMB, it will shut the door as fast as possible. Just like the working class of the 90s, SMBs need something much more cost effective to make it worth their time. Expensive BPM solutions limit SMBs from fully exploring their options.
For a software solution that costs so much, organizations have to additionally invest in acquiring experts and permanent teams to monitor BPM systems and analyze the data it produces. If the business process itself requires changes, only experienced programmers or consultants can make the changes necessary.
For data to matter, a BPM tool should be able to integrate with the enterprise’s existing range of software. But many traditional software stacks come with proprietary codes that don’t always integrate well with other systems. Some early BPM solutions had integration capabilities, but they again required an extremely high level of competence to pull off. This increases costs and also requires a highly skilled worker to make edits even for small changes.
The biggest barrier to SMBs for using traditional BPM software is perhaps the mindset that automation is not for small businesses. Of course, SMBs are constantly looking for ways to improve business efficiency and optimize their existing processes. But the main focus is usually on increasing their revenue stream and hiring more people to speed up things.
Automation for small business is what the 90s era cellphones were for the common man; they rarely thought of owning one. But as soon as less expensive phone and plans entered the market, more and more people saw the power of a mobile device. This led to improvements that allowed the general public to buy phones and do a lot more than speed dialling their families.
Now that the price tag of automation has come down, more and more SMBs are starting to realize that it is not just something for the enterprise. However, when they start exploring all the BPM solutions out there, traditional BPM providers haven’t changed their message.
Trying to fit a bulky BPM suite into an SMB’s processes is like keeping an elephant for a pet when you can only afford a retriever. It could be a costly and draining experience for everyone.
High-cost BPM tools and dated enterprise solutions often fail to meet the expectations of today’s digital-first teams. Instead of retrofitting outdated systems, Kissflow provides a low-code BPM alternative that is purpose-built for internal digitization initiatives. Enterprise architects and business leaders use Kissflow to create structured, scalable workflows across departments.
Just like the mobile phone market, SMBs can demand all the best features out of a BPM solution without paying overwhelming costs for it. SaaS-based BPM tools can be easily optimized to suit the workflows of any enterprise, adding value to processes that are core to the success of the business.
1. Why do small businesses struggle to adopt BPM software?
SMBs face BPM adoption barriers including high costs of traditional platforms, complex implementation requirements, limited IT resources, and steep learning curves. No-code tools like Kissflow remove these barriers with affordable pricing, visual builders, and fast deployment.
2. Is traditional BPM software too complex for small businesses?
Yes, legacy BPM platforms like Pega and Appian were designed for enterprise IT teams with coding expertise. SMBs need simpler alternatives like Kissflow that offer drag-and-drop process design, pre-built templates, and zero reliance on developer resources.
3. How much does BPM software cost for a small business?
Traditional BPM costs range from $50K-$500K+ with consulting and customization. Modern cloud BPM platforms like Kissflow offer per-user pricing starting at a fraction of that cost, making process automation financially viable for businesses with limited budgets.
4. What is the easiest BPM tool for SMBs to implement?
Kissflow is widely recognized as one of the easiest BPM platforms for SMBs. Its no-code interface, pre-built templates, and guided setup enable non-technical teams to automate processes within days without external consultants or dedicated IT staff.
5. Can SMBs get ROI from BPM software?
Absolutely. SMBs typically see BPM ROI within 3-6 months through reduced manual work, faster approvals, fewer errors, and improved compliance. Kissflow's quick deployment and low learning curve accelerate time-to-value compared to traditional BPM suites.
6. What BPM processes should small businesses automate first?
Start with high-frequency, low-complexity processes like purchase requests, employee onboarding, leave management, and invoice approvals. These deliver immediate efficiency gains and build confidence for automating more complex workflows using platforms like Kissflow.
7. How do SMBs overcome limited IT resources for BPM adoption?
Choose a no-code BPM platform that empowers business users as citizen developers. Kissflow enables HR, finance, and operations teams to build and manage their own workflows without IT dependency, turning limited resources into a non-issue.