Business workflow automation software helps organisations automate repeatable processes—like approvals, onboarding, invoicing and customer support—so work moves faster with fewer errors.
For UK businesses, the right platform can reduce admin time, improve compliance, and give leaders clear visibility into who’s doing what, and when.
What is business workflow automation software?
Business workflow automation software is a tool that designs, runs, and tracks step-by-step processes by routing tasks, forms, and approvals to the right people (or systems) automatically.
In plain terms: it replaces manual “chasing”, spreadsheet trackers, and email threads with a structured workflow that’s measurable and auditable.
Workflow automation vs. RPA vs. BPM (quick differences)
- Workflow automation: Automates the flow of tasks and approvals (e.g., purchase orders, HR requests).
- RPA (Robotic Process Automation): Uses “bots” to mimic human clicks/keystrokes across apps (e.g., copying data from emails into a legacy system).
- BPM (Business Process Management): A broader discipline of improving processes; often includes modelling, governance and continuous improvement, sometimes using workflow tools.
Why UK businesses are adopting workflow automation (benefits you can measure)
Automation isn’t just a productivity trend. It directly affects cost, risk, and customer experience—especially in teams drowning in approvals and back-office admin.
Key benefits of business workflow automation software
- Faster cycle times: Approvals move automatically to the next step, reducing bottlenecks.
- Fewer errors: Form validation, required fields and automated data transfer reduce rework.
- Better compliance and audit trails: Time-stamped logs show who approved what, and when—useful for ISO, finance controls, and regulated environments.
- Clear accountability: Task ownership, reminders and dashboards reduce “lost” requests.
- Lower operating costs: Less manual processing means fewer hours spent on repetitive admin.
- Improved employee experience: Self-service request portals reduce internal friction.
Evidence-based insight (productivity and quality)
Across industries, automation is typically justified by time savings and reduction in human error. In practice, UK SMEs often start with a single high-volume workflow (like purchase approvals) and expand once they can demonstrate:
- Lead-time reduction (e.g., approval time cut from days to hours)
- Fewer exceptions (e.g., missing supplier details, incomplete onboarding forms)
- Better visibility (e.g., fewer “Where is my request?” messages)
How business workflow automation software works (simple breakdown)
Most tools follow a predictable structure. Understanding it helps you compare vendors and avoid buying features you don’t need.
Core components
- Trigger: Starts the workflow (form submission, email, invoice received, new hire created).
- Steps: Tasks performed by people or systems (review, approve, validate, update record).
- Rules: “If this, then that” logic (route high-value spend to Finance Director, otherwise to team lead).
- Integrations: Connects to Microsoft 365, Google Workspace, accounting/ERP, CRM, HRIS, Slack/Teams, etc.
- Notifications: Reminders, escalations, and status updates.
- Reporting: Dashboards for throughput, bottlenecks, SLA compliance, and audit logs.
What a good automated workflow looks like
- One clear entry point (form, portal or system event)
- Minimal handoffs and clear owners
- Rules for common exceptions
- Automatic record updates (no double entry)
- Measurable outcomes (time-to-approve, cost per request, error rate)
Real-world examples of workflow automation (UK-friendly use cases)
Below are common examples where business workflow automation software delivers quick wins.
Example 1: Purchase order approvals for a UK manufacturing SME
Problem: Requests arrive via email; approval is inconsistent; Finance has limited visibility.
Automation approach:
- Requester submits a PO form (supplier, cost centre, VAT details, quote attached)
- Rules route approvals based on value thresholds and department
- Approved POs auto-create a record in accounting software
- Finance dashboard shows pending approvals and ageing
Result: Faster approvals, fewer missing VAT details, and a clear audit trail for spend controls.
Example 2: Employee onboarding for a London-based professional services firm
Problem: IT, HR and line managers run separate checklists; tasks get missed.
Automation approach:
- HR triggers onboarding workflow when contract is signed
- Tasks automatically assigned: IT laptop request, account provisioning, policy acknowledgements
- Escalations if steps aren’t completed before start date
- New starter receives a portal with forms and progress updates
Result: Fewer day-one delays, consistent compliance steps, and a better first impression for hires.
Example 3: Customer support triage for a UK eCommerce brand
Problem: Enquiries spread across email, social, and web forms; slow response times.
Automation approach:
- All tickets funnel into a single queue
- Workflow tags and routes queries (returns, delivery, payments)
- Auto-responses ask for required info (order number, postcode)
- Escalations for VIP customers or chargeback risks
Result: Faster first response and fewer back-and-forth messages.
Top features to look for in business workflow automation software
Not every tool is built the same. Use this checklist to evaluate platforms for real operational value.
Must-have features
- Visual workflow builder (drag-and-drop)
- Forms and approvals with conditional fields
- Role-based access control (important for least-privilege)
- Audit logs and version history
- Dashboards and reporting
- Integrations (Microsoft 365/Teams is a big plus in the UK)
- Mobile approvals for managers on the go
Nice-to-have (high impact as you scale)
- Document generation (contracts, letters, statements of work)
- eSignature integration
- SLA timers and escalations
- API and webhooks for custom integrations
- Low-code governance (environments, approvals for changes)
- Process mining / bottleneck detection
How to choose the right workflow automation tool (step-by-step)
Choosing business workflow automation software is less about brand and more about fit: your processes, your tech stack, and your risk profile.
Step 1: Start with one high-volume workflow
Pick a process that is frequent, measurable, and painful (e.g., expenses approval, purchase requests, onboarding). This creates a fast ROI story and internal buy-in.
Step 2: Map the workflow in plain English
- Who starts it?
- What information is required?
- What are the decision points?
- What systems must be updated?
- What exceptions occur most often?
Step 3: Check integration compatibility
For many UK organisations, the deciding factor is how well the tool connects to:
- Microsoft 365 (Outlook, SharePoint, Teams)
- CRM (e.g., Salesforce, HubSpot)
- Accounting/ERP (e.g., Sage, Xero, NetSuite, Dynamics)
- HR systems (e.g., BambooHR, HiBob)
Step 4: Validate security, privacy, and UK/EU compliance needs
Ask vendors about:
- Data processing and hosting (UK/EU options, if required)
- GDPR roles (processor vs controller, DPA availability)
- SSO (SAML/OIDC) and MFA
- Encryption in transit and at rest
- Retention policies and audit exports
Step 5: Calculate ROI using a simple model
A practical ROI model for workflow automation:
- Time saved per request × requests per month × fully loaded hourly cost
- Add error reduction savings (rework hours, refunds, late fees)
- Add risk reduction (missed approvals, lack of audit trail)
Example: If approvals save 10 minutes each across 400 requests per month, that’s ~67 hours saved monthly—often enough to justify a tool even before counting reduced errors.
Implementation best practices (to avoid “automation chaos”)
Many teams buy a tool and then struggle with adoption. These practices make rollout smoother and safer.
Best practices for successful adoption
- Assign a process owner for each workflow (not just IT)
- Standardise naming (workflow names, statuses, categories)
- Build governance early (who can publish changes, who can edit)
- Train users by role (requesters vs approvers vs admins)
- Measure before and after (cycle time, backlog, exceptions)
- Iterate quarterly based on bottleneck data
Common pitfalls
- Automating a broken process without simplifying it first
- Too many approvals (creates delays, not control)
- No exception handling (people revert to email)
- Weak integration planning (causes double entry)
Popular types of business workflow automation software (what UK buyers usually compare)
Rather than a single “best” platform, most UK buyers evaluate categories:
- Low-code workflow platforms: Best for cross-department approvals and internal apps.
- Project and work management tools with automation: Best for operational workflows tied to tasks and collaboration.
- IT service management (ITSM) workflows: Best for service requests, incident management, and change control.
- CRM-centric automation: Best for lead routing, sales approvals, and customer lifecycle workflows.
- Accounting-led automation: Best for invoice approvals and finance controls.
The right choice depends on whether your centre of gravity is Microsoft, your CRM, your service desk, or finance.
Quick summary (AI Overview-style)
- Business workflow automation software automates repeatable processes by routing tasks, approvals, and data between people and systems.
- It typically improves speed, accuracy, compliance, and visibility—especially for approvals-heavy workflows.
- UK businesses should prioritise integration with Microsoft 365, strong audit trails, and GDPR-aligned controls.
- Start with one measurable workflow, prove ROI, then scale across departments.
FAQ: Business workflow automation software
What is the best business workflow automation software for SMEs in the UK?
The best option is the one that fits your workflows and integrates with your stack (often Microsoft 365, accounting, and CRM). For SMEs, prioritise ease of use, templates, approvals, and reporting—then confirm security, GDPR documentation, and support.
How much does workflow automation software cost in the UK?
Pricing varies by users, runs/executions, and features (e.g., advanced governance, premium connectors). Many vendors offer per-user monthly plans, while enterprise platforms may price by environment, workflow volume, or modules. Always request a quote based on your top 1–3 workflows.
Is workflow automation secure and GDPR compliant?
It can be—if the vendor provides a Data Processing Agreement (DPA), strong access controls, encryption, and audit logs. GDPR compliance also depends on how you configure permissions, retention, and data minimisation.
What processes should I automate first?
Start with a process that is high-volume and rules-based, such as:
- Purchase requests and approvals
- Expenses approvals
- Employee onboarding/offboarding
- Invoice approvals
- Customer support triage
Do I need coding skills to use business workflow automation software?
Many modern platforms are low-code or no-code, allowing non-developers to build forms, rules, and approval flows. For advanced integrations or complex data transformations, you may still want IT support.
What’s the difference between workflow automation and business process automation?
Workflow automation focuses on task routing and approvals. Business process automation (BPA) is broader and can include end-to-end automation across multiple systems, including data syncing, document generation, and RPA.
Next steps
If you’re evaluating business workflow automation software, shortlist tools that integrate with your current systems, then pilot one workflow end-to-end (including reporting and audit trail). A focused pilot is usually the fastest way to prove ROI and drive adoption across the business.