Best Business Process Automation Software in 2025

Every day, your team spends hours on tasks that should take minutes. Forms get lost, approvals pile up, and nothing moves fast enough to keep customers happy. Thousands of small and midsized businesses face this same challenge.

Business process automation (BPA) can help fix this situation. In this guide, you'll learn which BPA tools work best, how they compare to ERP systems, and which one fits your specific needs.

By the end, you'll know which business process automation software is best for you, and whether ERP or BPA should be your starting point.

• What Is Business Process Automation Software (BPA)?
• Business Process Automation (BPA) vs Enterprise Resource Planning (ERP)
• BPM vs BPA: Same Thing, Different Names?
• Top 10 Business Process Automation Tools for 2025
• Choosing Between BPM and ERP Software
• Benefits of Combining ERP Software and BPA Tools
• Quick Reference: BPA vs ERP Software
• Your Next Step to Better Business Operations

What Is Business Process Automation Software (BPA)?

Business process automation software handles repetitive tasks without human help. It’s a digital assistant that supports your business 24/7 and never makes mistakes. Business Process Automation software includes tools you may already be familiar with such as Zapier or FlowForma.

Instead of manually moving documents between departments or chasing down approvals, BPA software does it automatically. It connects your different systems, follows your business rules, and keeps work flowing smoothly.

Here's what BPA can do for your business:

• Move documents through approval chains
• Send automatic reminders for overdue tasks
• Route customer requests to the right person
• Generate reports without manual data entry
• Trigger actions based on specific conditions

You don't need to be a tech expert to use modern BPA tools. Most work with simple drag-and-drop interfaces that anyone can learn.

Business Process Automation (BPA) vs Enterprise Resource Planning (ERP)

Many business owners get confused about the difference between BPA and ERP systems. They both help businesses run better, but they work in different ways.

BPA software focuses on workflow and process management. It's like having a smart traffic controller that keeps work moving between people and departments. BPA tools excel at automating specific tasks. They do not include more comprehensive resource planning functions such as inventory management or financial planning.

ERP software focuses on data storage and resource management. ERP organizes all your business information in one place. ERP systems handle accounting, inventory management, customer data, and other core business functions. An ERP platform can also integrate different software systems you already use. ERP systems offer a more global solution to your business operations and planning than BPA tools can.

BPM vs BPA: Same Thing, Different Names?

You'll often see "Business Process Management" (BPM) used as another name for BPA. Many software vendors use these terms to mean the same thing.

Technically, BPM is the more global, strategic approach to managing your business processes, while BPA is a smaller part of BPM that refers specifically to automation tools. But in software reviews, you will see both acronyms used for business automation tools.

There's also a third term you might encounter: BPO, which stands for Business Process Outsourcing. This means hiring outside human workers to handle your business processes manually. While BPO can work for some situations, it's usually much more expensive than automation. You're paying for human labor instead of having software do the work automatically.

Top 10 Business Process Automation Tools for 2025

We've explored popular BPA tools to find which ones work best for businesses. Here are our top picks, based in part on high user ratings from leading research company Gartner:

1. Monday.com

Monday.com offers a workflow automation system that goes far beyond simple project management. This versatile platform includes CRM functionality, customer service tools, and even development workflow management through Monday.dev, making it a true business automation powerhouse.

Key Features:

• Complete CRM with sales pipeline management and customer tracking
• Customer service ticketing and support automation
• dev for development team workflow management
• Advanced automation rules across all business functions
• Customizable dashboards and reporting for every department

Best For: Growing businesses that want multiple business functions in one platform rather than juggling separate tools for projects, sales, support, and development.

What sets Monday.com apart is its ability to handle a wide swath of your business ecosystem. You can manage customer relationships in the CRM, automate support ticket routing, track development sprints, and coordinate marketing campaigns all within the same platform.

2. Zapier

Zapier serves as a bridge between different software tools you already use. This integration platform connects apps and services, making it easier to automate workflows without any coding knowledge. The intuitive interface makes it beginner-friendly.

Key Features:

• Simple automation builder with trigger-action workflows
• Massive library of pre-built app integrations
• Multi-step workflows called "Zaps"
• Built-in data formatting and filtering tools

Best For: Small businesses that need to connect multiple apps like Gmail, Slack, CRM systems, and spreadsheets without technical expertise.

Zapier excels at getting data to flow between different tools. It doesn’t store and manage the data the way an ERP platform can, but it serves as a basic connector.

3. Pipefy

Pipefy stands out as a user-friendly option for businesses new to automation. This no-code platform lets you build custom workflows without any programming knowledge.

Key Features:

• Visual workflow builder with drag-and-drop interface
• AI-powered process suggestions
• Built-in templates for common business processes
• Strong integration with popular business tools

Best For: HR teams, procurement departments, and IT help desks that need quick setup and easy customization.

Customer reviews consistently praise Pipefy's ease of use and fast implementation. Most businesses get their first process automated within hours, not weeks.

4. Bizagi

Bizagi offers serious automation power for businesses ready to tackle complex workflows. This platform combines process modeling with low-code development tools.

Key Features:

• Advanced process mapping and simulation
• Integration with some major ERP systems
• AI agents that replace traditional bots
• Cloud-native architecture for scalability

Best For: Manufacturing companies, financial services, and businesses with complex approval processes.

What makes Bizagi special is its ability to handle enterprise-level complexity while remaining accessible to business users. The recent addition of AI agents gives it an edge over older automation platforms.

5. Appian Platform

Appian combines BPA with application development, making it perfect for businesses that need custom solutions. This low-code platform can build entire applications, not just automate existing processes.

Key Features:

• Low-code application development
• AI-powered process optimization
• Advanced analytics and reporting
• Strong mobile support

Best For: Growing businesses that need custom applications and don't want to hire a development team.

Appian's strength lies in its flexibility. You can start with simple process automation and grow into custom application development as your needs expand.

6. Camunda

Camunda takes a developer-friendly approach to process automation. While more technical than other options, it offers unmatched flexibility for businesses with IT resources.

Key Features:

• Open-source foundation with enterprise features
• Advanced process orchestration
• Strong API integration capabilities
• Scalable architecture for high-volume processing

Best For: Tech-savvy businesses with internal development resources or complex integration needs.

If your business has technical staff who can handle setup and customization, Camunda offers the most bang for your buck. The open-source option makes it especially attractive for budget-conscious companies.

7. Blue Prism Intelligent Automation Platform

Blue Prism focuses on robotic process automation (RPA) combined with AI capabilities. This platform excels at automating tasks that involve multiple systems and applications.

Key Features:

• Intelligent automation with AI/ML integration
• Strong security and governance features
• Digital workforce management
• Process discovery and mining tools

Best For: Businesses with lots of data entry, document processing, or system-to-system integration needs.

Blue Prism's strength is its ability to handle high-volume, repetitive tasks with minimal human intervention. The platform's focus on governance makes it popular with regulated industries.

8. IBM Business Automation Workflow

IBM brings enterprise-grade automation to businesses of all sizes. This platform combines traditional workflow management with modern AI capabilities.

Key Features:

• Comprehensive workflow management
• Integration with IBM's AI tools (Watson)
• Strong compliance and security features
• Extensive customization options

Best For: Businesses that need enterprise-grade security and compliance features, or those already using IBM products.

IBM's platform offers admirable depth and integration possibilities, but it comes with complexity. Plan for longer implementation times and more training compared to simpler platforms.

9. Nintex Automation

Nintex provides workflow automation with strong document management capabilities. The on-premises option gives businesses complete control over their data and processes.

Key Features:

• Advanced document automation
• Process mapping and optimization
• On-premises deployment option
• Strong Microsoft integration

Best For: Businesses with strict data security requirements or heavy document processing needs.

Nintex shines in document-heavy industries like legal, healthcare, and financial services. The on-premises option appeals to businesses that can't use cloud-based solutions due to compliance requirements.

10. Pega Workforce Intelligence

Pega focuses on AI-powered process optimization and workforce management. This platform learns from how your team works and suggests improvements automatically.

Key Features:

• AI-powered process discovery
• Workforce analytics and optimization
• Low-code application development
• Real-time process monitoring

Best For: Service-oriented businesses that want to optimize customer interactions and employee productivity.

Pega's AI capabilities set it apart from traditional BPA tools. The platform continuously learns and improves, making it ideal for businesses that want automation to evolve with their operations.

Choosing Between BPA and ERP Software

The choice between BPA and ERP isn't always either/or. Many successful businesses use both types of software to maximize efficiency.

When to choose BPA software

Pick BPA software when you need to:

• Fix specific workflow problems quickly
• Connect existing software systems
• Automate approvals and document routing
• Improve communication between departments
• Start small and grow your automation over time

When to choose ERP software

Choose ERP software when you need to:

• Replace multiple disconnected systems
• Get a single source of truth for business data
• Manage inventory or manufacturing processes
• Handle multi-location operations
• Ensure consistent data across all departments

ERP solutions make sense for businesses that have outgrown their current systems and need an overhaul of their data management.

Benefits of Combining ERP Software and BPA Tools

Using ERP and BPA platforms together creates a powerful combination that solves different business challenges:

Enhanced data flow

ERP systems store your data, while BPA systems move it where it needs to go. This combination ensures information flows smoothly between departments without manual intervention.

Improved decision making

ERP provides the data foundation for business decisions, while BPA ensures those decisions get implemented quickly. This combination reduces the time between identifying problems and fixing them.

Better customer experience

Customers get faster service when your systems work together seamlessly. Your ERP platform tracks customer history and preferences, while BPA ensures their requests get handled quickly and consistently.

Reduced operating costs

The combination eliminates duplicate data entry, reduces errors, and frees up staff for higher-value work. One of the major savings areas from ERP comes from inventory optimization.

Scalability for growth

As your business grows, ERP software handles increasing data volumes while BPA manages more complex workflows. This combination scales much better than trying to expand either system alone.

Quick Reference: BPA vs ERP Software

Here are some practical guidelines on whether your business should start with BPA or ERP solutions.

Most software vendors offer free trials or demonstrations that let you test their tools with your actual business processes.

Your Next Step to Better Business Operations

Now you know the difference between BPA and ERP systems. You've seen some of the top automation tools available, and you know how to choose the right solution for your business.

Making the right choice in software can save you months of wasted time and thousands of dollars in lost productivity.

It’s best to start with a free trial to test these tools with your actual business processes. See which one feels right for your team and delivers real results for your specific challenges.

Stellar One’s expert team members have helped scores of businesses like yours choose and implement the right automation tools. Our ERP solution from Acumatica combines powerful data management with flexible process automation, giving you the best of both worlds.

Take advantage of our Risk-Free Trial to see how the right system can transform your business operations, reduce costs, and help you serve customers better than ever before.

To learn more about how different business automation systems work together, check out our article on ERP vs CRM.