From tracking invoices and handling customer requests to managing projects and marketing campaigns, the workload of a small business owner can quickly become overwhelming.
Manual processes take up valuable time, repetitive tasks drain energy, and small mistakes can easily slip through when everything depends on constant attention.
This is where workflow automation for small business owners makes a real difference. In this article, we’ll look at six top tools that can help you skip the boring, repetitive work.
What Are Workflow Automation Tools?
Workflow automation software tools are software solutions that help businesses replace manual processes with automated workflows. These tools use automation features to handle repetitive tasks, saving time and reducing mistakes.
Workflow automation examples include sending follow-up emails to new leads, scheduling property showings, updating client records in a CRM, and generating marketing reports without extra manual work.
For example, a small business can use automation tools to send invoices, update records, or assign tasks without manual effort.
How They Work
Automated workflow software works by mapping business operations into clear steps that software can run on its own.
Workflow management software makes it easier to organize tasks, track progress, and simplify teamwork. This shift improves efficiency and gives businesses more control over how daily operations run.
6 Workflow Automation Tools Built for Small Businesses
Small businesses often juggle many tasks that take up valuable time. These six workflow automation tools can help cut down manual work so you can focus on growth.
1. Talkroute for Automating Your Call Routes
Talkroute gives business owners the power to manage calls without missing a beat. With call forwarding and routing, you can send calls wherever you need them, whether that is your office, mobile phone, or laptop.
With affordable pricing plans, Talkroute provides your business a reliable way to handle business calls without a heavy cost.
Key Features
- Unconditional call forwarding – Instantly send all calls to a specific number without ringing other devices
- Route calls anywhere – Forward calls to mobile phones, landlines, soft phones, or desktop apps so you stay connected wherever you work
- Customizable ring strategies – Choose how calls ring across your devices, either one by one or all at the same time
- Scheduled forwarding – Set dates and times when specific devices should ring
- Custom call paths – Build unique call flows for your phone numbers, menu options, and extensions
- Hold music and messages – Keep callers engaged with custom hold music or recorded messages
- After-hours control – Send calls to voicemail, another number, or a custom message outside business hours
- Scalable call flows – Adjust call routing for small teams or larger departments as your business grows
- Automated call recording – Record incoming and outgoing calls for training, dispute resolution, or record keeping
2. Creatio for Automating CRM Workflows
Source: creatio.com
Creatio is an AI-native CRM and workflow automation platform that helps businesses manage marketing, sales, and service processes with no-code tools.
It supports teams across industries by combining predictive, generative, and agentic AI to design, automate, and evolve workflows.
With an intuitive interface and visual no-code designers, businesses can create applications, improve productivity, and deliver better customer experiences on a single platform.
Key Features
- AI-powered CRM – Automate marketing, sales, and service workflows to drive revenue growth and improve customer relationships
- No-code design – Build and adapt applications using natural language and visual designers with an intuitive interface
- Omnichannel marketing – Manage campaigns and accelerate lead-to-revenue cycles with AI-native tools
- End-to-end sales management – Improve sales performance with AI-driven forecasting, automation, and reporting
- Service management – Deliver better customer experiences through AI-enabled service workflows and full-cycle management
3. Jira for Issue and Project Management
Source: atlassian.com/jira
Jira is a workflow automation and project management platform that focuses on issue tracking and team collaboration.
It helps small businesses and larger teams in the IT industry manage technical projects, track software bugs, create custom workflows, and coordinate work across departments.
Automating workflows and connecting with a wide tech stack allows Jira to simplify how businesses manage complex tasks while keeping all progress in one place.
Key Features
- Issue tracking – Record, monitor, and resolve issues with customizable processes and automation rules
- Tech stack integrations – Connect with tools like GitHub, Slack, Zoom, Figma, and Google Drive for unified workflows
- AI-powered agents – Use AI to reduce manual effort, create project plans, and highlight risks
- Custom processes – Design task flows that match business operations and scale with team needs
- Progress visibility – Track team performance and project timelines with automated reporting
4. Nanonets for Document Management
Source: nanonets.com
Nanonets is an AI-powered platform that automates document handling, data extraction, and approval workflows.
It is designed to help small businesses reduce manual effort in areas such as invoice processing, accounts payable, and claim management.
Using AI-driven data capture, Nanonets can process unstructured information from multiple sources, reconcile transactions, and integrate results into existing systems.
Key Features
- AI data extraction – Capture information from invoices, receipts, forms, and other documents without relying on templates
- Invoice processing – Automate accounts payable and reduce the time spent on reviewing and approving invoices
- Document approvals – Route documents through automated approval workflows for faster decision-making
- System integrations – Connect data with ERPs, CRMs, and cloud storage tools for smoother operations
- Reconciliation support – Match transactions automatically to improve accuracy in finance processes
5. QuickBooks for Automated Bookkeeping
Source: quickbooks.intuit.com
QuickBooks is one of the most popular accounting automation tools available today. This platform offers bookkeeping automation designed to reduce manual work and improve financial accuracy.
AI agents can handle tasks like sorting expenses, sending invoice reminders, and matching transactions.
This accounting tool makes it easier for small businesses to track cash flow, manage payments, reduce human error, and improve resource allocation.
Key Features
- Automated transaction tracking – Sync bank and credit card accounts to monitor income and expenses automatically
- Expense categorization – Use AI agents to suggest and apply categories for transactions
- Cash flow monitoring – Track inflows and outflows with invoice reminders and payment alerts
- Integrated tools – Combine accounting, customer management, and payroll in a single platform
- Resource allocation insights – Review financial data to plan budgets and assign resources effectively
6. HubSpot for Marketing Automation
Source: hubspot.com
HubSpot provides marketing automation software that uses CRM data to manage campaigns, routine tasks, and customer interactions at scale.
It helps small businesses create automated workflows for email, forms, and social media posts to improve lead generation and engagement.
The platform is designed to reduce manual effort while keeping marketing consistent across multiple communication channels.
Key Features
- Campaign automation – Build automated workflows for emails, forms, and customer interactions
- Lead scoring – Prioritize leads automatically based on their engagement and behaviors
- Journey orchestration – Guide prospects through personalized steps that adapt to their actions
- Social media posts – Schedule and automate content publishing across multiple platforms
- Visual editor – Create simple or multi-step workflows with an easy-to-use drag-and-drop interface
What Work Automation Tools Can Do for You
Workflow automation makes business processes less stressful by handling tasks that usually slow you down. Let’s look at some clear benefits.
Automate Repetitive Tasks
One of the biggest advantages of automation tools is how they take over routine tasks. Think about data entry, approval requests, or even managing social media posts. These are time-consuming tasks that often feel never-ending.
You can set the rules once, and the software takes care of your usual, repetitive processes automatically.
Customer Satisfaction
Happy customers usually come from fast and smooth service. Workflow automation systems show how automated systems can make customer onboarding easier, speed up support requests, and simplify the approval process.
When customers get quick answers and see less waiting, their overall experience improves. For small business automation, this boost in customer satisfaction can make a real difference in repeat business.
Improve Efficiency
Workflow automation makes it easier to streamline workflows across different areas of your company. Whether you are managing tax compliance, human resources, or project management, automated workflows remove many mundane tasks.
By setting automation rules for key business processes, you reduce delays and boost productivity.
Better Task Management
Automation software also improves task management. Automated processes can make project planning clearer and more organized.
A user-friendly interface lets you build custom workflows that fit your needs. This helps teams handle complex workflows and critical tasks with less confusion.
Gain Data Insights
Automated systems track performance in ways manual processes never could. They monitor key performance indicators, generate data insights, and show how internal processes are working.
Small business owners can use this information to adjust their automation strategy, spot weak points, and make better decisions.
Support Team Efficiency
When you remove manual tasks, you also remove a lot of stress from your team. Automation tools boost employee productivity by giving team members more time for meaningful work.
With an intuitive interface, it’s simple to manage approval processes that may need multiple approvals. The end result is a smoother workflow and less frustration across the team.
Handle Complex Workflows
Modern automation tools go beyond simple routines. With artificial intelligence and natural language processing, they can manage complex workflows that used to require constant oversight.
For example, they can sort support requests, schedule projects, or even help with compliance checks. These automation capabilities give businesses more flexibility and make scaling operations much easier.
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Take Control of Your Business Calls With Talkroute
Managing calls, texts, and meetings does not have to be complicated. Talkroute brings everything into one system so you can forward calls, send business texts, and even host video meetings without switching between tools.
With features like call routing, extensions, and automated call recording, your business stays connected no matter where you or your team are working.
Our affordable pricing plans make advanced phone features accessible, so you can provide a professional experience for your customers without stretching your budget.
If you are ready to simplify communication, Talkroute gives you the tools to get started quickly. Set up your system, manage calls from any device, and keep your business connected at all times.
FAQs About Workflow Automation for Small Businesses
What is the best workflow automation tool?
The best workflow automation tool depends on what you need, but popular options include Zapier, Monday.com, Nifty, and even Talkroute for business communications. Overall, the right workflow automation will depend on what gives your business the most impact.
Does Google have a workflow tool?
Yes, Google offers a workflow tool through Google Workspace called AppSheet, which lets you build simple automations and apps directly from your data.
Does Microsoft Office have a workflow tool?
Microsoft Office has Power Automate, part of Microsoft 365, which helps you set up workflows across Word, Excel, Outlook, and many other tools.
What are examples of workflow automation?
Examples of workflow automation include sending a welcome email when someone signs up, moving new leads into a CRM automatically, or creating tasks in a project management app when an email comes in.
Stephanie
Stephanie is the Marketing Director at Talkroute and has been featured in Forbes, Inc, and Entrepreneur as a leading authority on business and telecommunications.
Stephanie is also the chief editor and contributing author for the Talkroute blog helping more than 200k entrepreneurs to start, run, and grow their businesses.
