Why Online (Cloud-based) Workflow Management Software

Cloud Based Workflow Software – 10 Reasons Why You Need Them

Q: What types of workflows can be automated with cloud-based workflow software?

Common automated workflows include: Employee onboarding and offboarding, Purchase requisitions and approvals, Expense report processing, Help desk ticket management, Contract review and approval, Customer onboarding, Vendor management, Document approval workflows, HR request processing, and Quality assurance processes.

Team Kissflow

Updated on 22 Sep 2025 • 8 min read

Get Started Book a Demo

What’s the most overlooked strategy when it comes to improving productivity? Workflow management.

But isn’t that pretty simple? Just blocks and arrows and whiteboards, right? Well, it can be that simple. But that’s the kind of manual thinking that got you in the mess you are in.

Every workflow involves a series of fixed or conditional tasks, a bunch of stakeholders, and heaps of confidential data. When all this is handled manually, there is a high chance of tasks slipping through the cracks and employees missing key steps. Down the road, it can lead to more severe problems like compliance issues, policy violations, and more.

What you need is a digital workflow software that can route all of your requests, no matter where the approver is located. That is exactly what cloud workflows do. Cloud-based workflows drive extreme productivity by taking your workflows online.

What Are Cloud Workflows?

Cloud workflows automate repetitive tasks in a reliable way and can convert manual processes to web-based digital workflows that eliminate paper forms and manual data entry. Using cloud-based workflow solutions, organizations can reduce manual steps and improve the efficiency of their workflows rapidly at a considerably lower cost.

Cloud-based workflow platforms are already designed and hosted on the cloud by service providers. All you need to do is subscribe to their services, login, customize the workflow, and start using it. While it may look like a huge leap, moving to a cloud workflow software has its own advantages.

Here are ten reasons why you need a online workflow management system now:

As manual techniques and legacy systems keep crumbling steadily, the advantages of moving your workflows to the cloud are stacking up so fast that ignoring it would put you at a huge disadvantage. Cloud workflows are:

1. Scalable

Cloud workflows allow organizations to meet business demands quickly (by scaling up/down when required) without a costly upgrade. All you need to do is upgrade your subscription plan and the service provider will take care of the rest.
This flexible nature of cloud-based workflow management solutions makes them a better alternative to purchasing a brand new solution or building your own workflow software.

2. Customizable

Legacy systems don’t give you an option to customize the processes. As a result, you are forced to fit your processes around their limited functionalities. You will have to find manual workarounds to make up for the missing features.

Unlike on-premise software, cloud workflows aren’t complex to customize. Most cloud-based workflow software use drag-and-drop visual builder tools for customization. Even business users can tweak any functionality and tailor a unique process flow that meets their business needs.

3. Centralized

Manual workflows depend too much on filing cabinets, while the data in legacy systems are stored on a local drive. Cloud workflows, on the other hand, allow stakeholders to access necessary files without the hassle of maintaining paperwork bundles and stand-alone software.

All essential paperwork is stored in a centralized database securely. Cloud-based workflow products maintain a single system of record so that any changes made to the data will be visible to all stakeholders in the process chain.

4. Less Dependent on IT

The complex and inflexible nature of legacy software places too much burden on the shoulders of their IT team. From installation to customization and bugs, the IT team needs to pitch in for every issue with the new software irrespective of their existing workload.

However, cloud workflows improve the time-to-market considerably with their rapid installation and deployment hassles. As they pass on the hosting and software maintenance responsibilities to the third-party, there is less dependency on the in-house IT team. With cloud-based workflow tools, business users can develop their own workflows without prior coding experience.

5. Easy to Integrate

Stand-alone workflow solutions are disconnected pieces of code that stand apart from the rest of the software solutions. Cloud-based workflow management solutions like Kissflow integrate seamlessly with other applications through API integration.

This rapid integration functionality of cloud workflow software eliminates data silos and decreases redundancy, allowing organizations to access all essential information on a single interface. Any modifications made in one software will reflect instantly on every other connected system without human intervention.

6. Secure

When they hear the word cloud workflow, the major concern every organization battles is the security. They are concerned about storing confidential data on a remote server. Is the data visible only to authorized personnel? What stops someone from hacking it all?

Cloud workflows come with an array of security aspects like role-based accessibility, conditional visibility, data encryption and more to ensure confidential data is not compromised. Sensitive documents are accessible only by those who have been explicitly granted permission to do so.

7. Accessible Anywhere

Legacy workflows chain stakeholders to their desks in the office, which means that the data can be accessed only within the intranet, or it would demand a specific network key to grant further access.

Cloud-based workflow systems allow the authorized personnel to access data on the run. As cloud workflows are multi-channel compatible, even when an employee is on the move, he/she can fulfill their responsibilities in the workflow by accessing it from anywhere, on any device.

8. Reliable

When organizations manage their own servers, they tend to be prepared for server crashes and software failure. While it is expensive, they have a backup in place for and when something goes awry.

Cloud workflow solutions provide a more reliable and consistent experience with their robust features. The majority of service level agreements back up the 99.99% uptime promise. The timely and guaranteed delivery of service is taken care of the service providers and the cost are covered by the monthly subscription fee.

9. Hassle-Free

The major benefit of a cloud workflow solution is the way it shifts the software management responsibilities from in-house teams to the third-party service provider. Although people like technological solutions and how they simplify their day-to-day activities, no one is fond of software updates as these increase downtime.

Cloud-based workflow software demands neither your time nor your money to keep your workflows up-to-date. Update patches are run automatically on the platform without adding to the downtime. Service providers schedule regular updates during the time where the product is used least to ensure their SLAs don’t take a hit.

10. Collaboration-Friendly

Be it across the hall or across the country, cloud workflows make collaboration easy and remove the hassle of jumping back and forth to obtain necessary data. Stakeholders don’t have to toggle between interfaces or messaging apps to collaborate with others in the process chain.

The digital checklist and automated process flow coupled with centralized documentation ensure that the right information is passed on the right person at the right time irrespective of their physical location.

Why your business needs cloud-based workflow software now

Manual workflow management is costing your business more than you realize. Every day without a cloud workflow means:

Tasks falling through the cracks
Compliance risks and policy violations
Employees wasting time on repetitive manual work
Limited visibility into process bottlenecks
Inability to scale operations efficiently

The solution? Cloud based workflow software that automates your processes, eliminates manual errors, and gives you complete control from anywhere

cloud-based-workflow

Top 5 Cloud-based Workflow Management Tools 2025-26

1. Kissflow - The Clear Winner for Modern Businesses

Kissflow stands out as the most user-friendly and comprehensive cloud workflow platform, designed for both business users and developers without the complexity of traditional tools. Explore how Kissflow empowers IT teams.

Why Kissflow Wins:

True no-code approach: Anyone can build apps without coding knowledge
Lightning-fast setup: Complete applications live within 3 months
Form-first methodology: No need to think about complex data models
Advanced features made simple: Parallel workflows, conditional logic, and integrations through drag-and-drop
Enterprise-ready: AI-assisted development, custom JavaScript support, and built-in governance

Perfect for: Any organization that wants powerful workflow automation without the developer dependency

Streamline You Workflows with Kissflow

Get Started

2. Nintex - Feature-Rich but Complex

Custom pricing | 6+ months implementation

Nintex offers powerful workflow capabilities but comes with significant complexity challenges.

Strengths:

Robotic process automation (RPA)
Process mining capabilities
Extensive feature set

Limitations:

Steep learning curve (requires months to master)
Hard-to-navigate interface with too many features
Requires trained process developers
Long implementation timelines (6+ months)

Best for: Large enterprises with dedicated process development teams

☛ Here is a comparison of Nintex vs Kissflow - the Best Alternative to Nintex

3. ProcessMaker - Open Source with Developer Requirements

Starting at $1,495/month | Requires BPMN expertise

ProcessMaker works well for approval workflowspproval workflows but only if you have the right technical team.

Strengths:

Open-source flexibility
Good for approval-based processes

Limitations:

Requires deep BPMN knowledge for even simple processes
Hidden costs for enterprise features
Security risks with open-source edition
Almost all edits require developer support
No case management or project management features

Best for: Organizations with dedicated BPMN developers and open-source requirements

4. Creatio - No-Code Ambitions, Developer Reality

Starting at $25/user/month | Still requires developer mindset

Creatio attempts to be a no-code platform but falls short of true business user accessibility.

Strengths:

CRM integration capabilities
Drag-and-drop interface

Limitations:

Still requires developer mindset despite no-code claims
Complex workflow building is time-consuming
Slow loading times
Changes require certified developers
No straightforward kanban board support

Best for: CRM-focused teams with technical resources

5. Appian - Developer-First Platform

Complex per-app pricing | Requires SAIL expertise

Appian is powerful but designed primarily for experienced developers.

Strengths:

Comprehensive enterprise features
Strong for large government projects

Limitations:

Requires training on proprietary SAIL language
No citizen development capabilities
Time-consuming to code every detail
Complex pricing with regular renewal increases
Steep learning curve for advanced features

Best for: Large enterprises with dedicated Appian-trained developers

Feature / Attribute
Drag & Drop Builder	Yes	Yes	Yes	Yes	Yes
True No-Code Development	Yes	No	No	No	No
Business User Friendly	Yes	No	No	No	No
Custom App Builder	Yes	Yes	No	Yes	Yes
Case Management	Yes	No	No	No	Yes
External Portals	Yes	No	Yes	Yes	Yes
AI-Assisted Development	Yes	Yes	No	Yes	Yes
Decision Tables	Yes	No	Yes	No	Yes
Fast Implementation	Yes (3 months)	No (6+ months)	No (6+ months)	No (6+ months)	No (6+ months)
Simple Pricing	Yes	No	No	Yes	No
No Technical Training Required	Yes	No	No	No	No

Winner: Kissflow - The only cloud workflow software that combines enterprise capabilities with true business user accessibility.

ROI calculator: What online workflow software can save you

Example: 50-employee company implementing cloud workflow software

Monthly Savings:

Time savings: 40 hours/month × $50/hour = $2,000
Error reduction: 15 errors × $200/error = $3,000
Compliance improvement: Risk reduction = $1,500
Paper/printing costs: $500

Total Monthly Savings: $7,000 Annual ROI: $84,000 - $18,000 (software cost) = $66,000

Your ROI in just 3 months!

Ready to Move Your Workflows to the Cloud?

When workflows are handled manually, everything from visibility to efficiency and accuracy goes for a toss. Legacy workflow products are not much better. Although the move from existing workflow solutions to cloud-based workflows appears daunting, the shift, if done properly, can be well worth the time and effort.

Moving your workflows to the Saas workflow using Kissflow will reduce the cost associated with implementation, maintenance, and training. With Kissflow, organizations can automate their workflows without going into the trouble of developing a brand-new solution.

You don’t have to take our word for it. Try Kissflow Workflow (#1 SaaS Workflow Tool) for free (no strings attached) and see how cloud workflows can change the way you work.

FAQ's Related to Digital Workflow Software

1. What is a cloud-based workflow?

A cloud-based workflow is a digital process management system hosted on remote servers that allows users to design, execute, and monitor business processes from anywhere. It enables real-time collaboration, centralized data access, and automated task routing without relying on on-premise infrastructure. Platforms like Kissflow deliver these capabilities through a visual interface that supports both structured and dynamic workflows.

2. What is the best workflow software?

The best workflow software offers scalability, user-friendly design, strong automation capabilities, and integration support. Kissflow is a leading option for organizations that need a unified platform to manage approvals, task assignments, and cross-departmental workflows. It supports both IT teams and citizen developers, helping businesses automate and refine internal processes quickly.

3. What are the three types of workflows?

The three primary types of workflows are sequential, state machine, and rules-driven. Sequential workflows follow a fixed, linear path. State machine workflows shift based on the status of a task. Rules-driven workflows adapt dynamically based on pre-set business rules. Cloud-based platforms like Kissflow can handle all three, offering flexibility to model both simple and complex processes.

4. What are the main benefits of using cloud-based workflow software?

Key benefits include faster implementation, reduced manual errors, centralized data access, real-time collaboration, and improved process visibility. Kissflow helps reduce operational delays and IT dependency by allowing both IT and business users to automate tasks through visual tools with strong governance and compliance support.

5. How do I choose the right cloud-based workflow software for my business?

To choose the right software, assess your workflow complexity, user roles, required integrations, scalability needs, and governance expectations. Platforms like Kissflow stand out for their no-code simplicity and low-code extensibility, making them ideal for businesses looking to enable process owners and reduce IT backlog while maintaining security and control.

6. What types of workflows can be automated with cloud-based workflow software?

Common automated workflows include: