Business Process Management vs. Workflow
Workflow is the operational layer of business process management (BPM). While workflows handle task execution, BPM governs the full lifecycle of process design, execution, and optimization.
Workflow and BPM are often used interchangeably, but they serve different purposes. Workflow focuses on coordinating individual tasks, while BPM provides the structure and tools to manage business processes at scale.
This page explains how they relate—and helps you choose the right level of process management for your needs.
What is a workflow?
A workflow is a sequence of tasks or steps that must be completed to achieve a specific business goal. Workflows are typically rule-based and repeatable, making them ideal for automating routine tasks.
Example: A purchase order workflow might include steps like verifying stock, getting approvals, processing payment, and notifying shipping. These tasks follow a consistent pattern that can be automated using workflow tools.
Workflows improve operational efficiency by reducing manual errors, improving speed, and ensuring consistency in task execution. However, they are often limited to individual functions or departments.
How is workflow different from BPM?
Business Process Management (BPM) is a broader discipline that covers the full lifecycle of managing, improving, and optimizing end-to-end business processes.
BPM includes workflows—but also encompasses process design, governance, analytics, and continuous improvement.
Workflows are a subset of BPM. They represent the execution of specific tasks within a broader process framework.
| Area | Business process management | Workflow |
|---|---|---|
| Scope | End-to-end business processes | Task execution within a process |
| Purpose | Strategic process optimization | Tactical task automation |
| Focus | Governance, modeling, measurement | Task sequence and automation |
| Flexibility | Adaptive, iterative improvement | Fixed task flow |
| Tools | BPM platforms | Workflow automation software |
| Primary users | Process owners, analysts, and leadership | Frontline and departmental teams |
Unlike workflow tools that focus on execution, BPM platforms enable organizations to analyze performance, define KPIs, and ensure process alignment with strategic goals.
→ Related: Business Process Management Benefits
Which tool do you need: BPM or workflow software?
| Use case | You likely need... |
|---|---|
| Aligning processes with strategic goals | BPM platform |
| Standardizing operations across departments | BPM platform |
| Automating repetitive tasks in one team | Workflow tool |
| Managing simple approval flows or checklists | Workflow tool |
| Tracking process KPIs and improvements | BPM platform |
What is the difference between process management, workflow management, and case management?
Process management and workflow management are often confused with each other and with case management.
Understanding the differences will enable you to ensure you apply the most appropriate management system for each type of business challenge. Here is a quick explanation:
- Process management is a strategic discipline for analyzing, designing, and optimizing business processes across an organization. It provides governance frameworks and KPIs to guide ongoing improvement.
- Workflow management involves handling the coordination and automation of tasks within a single process. It is tactical and operations-focused and best suited for structured, repetitive activities.
- Case management focuses on managing unpredictable, knowledge-driven processes where the exact steps cannot be predefined. Examples include a patient’s healthcare plan, legal services to assist a client in a certain predicament, and customer complaint resolution.
While workflow software helps coordinate specific task flows, BPM software platforms allow you to govern multiple workflows across the organization and tie them back to business outcomes.
10-Step Guide to Achieving Process and Experience Excellence
All businesses have the same goal: to run at their best. But all too often, there’s a disconnect between operations and experience. What’s missing is an outside-in perspective on operational excellence and transformation efforts. This can help you drive a differentiating edge in the market and ongoing financial success.
Why is workflow software important?
Using a workflow management system is important because workflows are foundational to business process management. Workflow software enables streamlining by removing unnecessary tasks, automating single tasks, and carrying out real-time monitoring.
By deploying process analysis and process automation tools with AI capabilities, you can continuously improve performance and maintain a competitive edge.
"67% of business leaders report that workflow automation is crucial for their digital transformation efforts" - Jannik Linder, Gitnux
With dynamic updates, good stakeholder collaboration, and centralized monitoring, workflow software supports process visibility to ensure transparency and accountability at every stage.
What are examples of BPM and workflow?
To better understand how BPM and workflow function in real-world business environments, it is helpful to compare examples from different business areas. These use cases illustrate the difference in scale and purpose between the two approaches.
| Function | BPM example | Workflow example |
|---|---|---|
| HR | Global onboarding standardization | New hire checklist |
| Finance | Order-to-cash optimization | Invoice approval process |
| Customer Service | Complaint resolution lifecycle | Ticket assignment flow |
| Sales | Opportunity management lifecycle | Quote approval task routing |
| Marketing | Campaign performance process | Email sign-off process |
→ Related: Workflow examples
Types of workflow tools and how they compare
Choosing the right workflow software is essential for aligning automation efforts with your organization’s goals, capabilities, and maturity level.
Below is a comparison of six common categories of workflow tools, including their advantages, limitations, and ideal use cases.
1. Business process management (BPM) platforms
Business process management software provides a comprehensive approach to managing, analyzing, and improving end-to-end business processes. BPM solutions involve working with platforms that offer tools for process mapping, governance, workflow execution, performance monitoring, and continuous optimization.
These comprehensive tools include the functionality offered by dedicated workflow automation tools.
- Pros: End-to-end visibility, unified governance, integration with enterprise systems, consolidation of the core capabilities of other types of workflow tools for lower total cost of ownership, data continuity, scalability, and support for strategic transformation.
- Cons: Requires upfront investment in process design and organizational alignment.
- Use case: Organizations aiming for long-term process excellence and structured transformation initiatives.
2. Business process automation (BPA) platforms
BPA tools focus on the automation of rule-based tasks and workflow orchestration across systems. While their functionalities often overlap with those of BPM platforms, their emphasis is on execution and integration rather than strategic process design.
- Pros: Scalable automation of repetitive tasks, strong integration capabilities, and operational efficiency.
- Cons: Lack of robust process modeling and improvement features.
- Use case: Automating high-volume workflows where process structure is already defined.
3. Low-code/no-code platforms
These tools enable business users to build and modify workflows using visual interfaces, which reduces reliance on the IT department. They support agility and innovation within business units.
- Pros: Fast deployment, user-friendly design, and high adaptability.
- Cons: Lack of advanced governance, scalability, and integration depth.
- Use case: Departments managing internal workflows that need flexibility and rapid iteration.
4. Integration platform as a service (iPaaS) tools
iPaaS tools connect disparate systems and data sources to enable automated workflows across cloud and on-premise environments.
- Pros: Excellent for data integration and cross-platform connectivity.
- Cons: Limited process visualization, monitoring, and governance.
- Use case: IT-led automation focused on connecting systems rather than managing workflows.
5. Approval-focused workflow tools
These tools specialize in routing documents or tasks for sequential approval, such as purchase orders, contract sign-offs, or policy reviews.
- Pros: Lightweight, intuitive, and fast to implement.
- Cons: Limited scope and flexibility for non-linear processes.
- Use case: Streamlining straightforward, document-based approvals.
6. Task-based workflow software
Designed for operational teams, these tools manage individual and team task coordination through checklists, assignments, and reminders.
- Pros: Easy to adopt and effective for recurring tasks.
- Cons: Poor fit for complex or strategic processes, minimal automation.
- Use case: Small teams coordinating day-to-day operations.
Which is the best software option?
While specialized tools may suit specific tactical needs, BPM platforms deliver the most comprehensive and scalable solution. They integrate the core capabilities of other workflow tools, such as task management, approvals, automation, and integration, into a single system.
This consolidation supports consistent governance, real-time visibility, and seamless collaboration, making BPM platforms the best choice for organizations pursuing enterprise-wide transformation and process excellence over the long term.
→ Related: The Value of Business Process Management
BPM Resources
Unlock hidden value in your business processes
Explore the results of our 'value challenge' initiative that demonstrates the hidden value organizations can uncover in their business processes by using BPM solutions.
A Practical Guide for Designing Optimal Business Processes
A modeling guidelines to help you create processes in a uniform way and present them comprehensibly for your whole team.
Process Mapping Basics
Find out how to get started with process mapping, and how to introduce business process management (BPM) concepts to your organization.
A Comprehensive Guide to Process Mining
Learn what process mining is, the value it offers, and why now is the right time to launch your own process mining initiative.
How does workflow management fit into the BPM lifecycle?
Workflow management plays a critical role at every stage of the BPM lifecycle. It supports both tactical execution and strategic improvement through structured task automation and data-driven insights.
- Envision and prioritize: Get all stakeholders involved in designing a compelling future vision of what optimal workflows might achieve.
- Map as-is and future-state processes: Workflow diagrams capture task-level detail for accurate modeling.
- Analyze performance: Workflow execution data, such as cycle time and error rates, offers insight into improvement opportunities and helps create benchmarks.
- Share and refine: Workflow tools contribute to defining which user actions and system events should be logged to support compliance and measurement.
- Implement and deploy: Tools automate sequences and enforce execution rules.
- Educate and monitor: Dashboards track performance in real time to help stakeholders track performance, see improvements, and resolve issues quickly.
- Continuous optimization: User feedback and performance metrics make it possible to make iterative updates to the workflow.
→ Related: BPM vs. Analysis vs. Automation
Conclusion
Workflow is a vital part of BPM, but not a substitute. While workflows enable day-to-day execution, BPM ensures alignment with broader goals, data governance, and continuous improvement. Organizations that integrate workflow tools into a full BPM strategy will gain the most long-term value.
Workflow Management for Beginners
Unleash the power of process and learn workflow management in simple terms.
Frequently Asked Questions
What is the main purpose of BPM?
BPM enables users to improve the efficiency and effectiveness of business activities through structured process management, automation, and continuous improvement.
What is the biggest benefit of using BPM technologies?
What are the aims of BPM?
Why does BPM matter?
What are examples of BPM?