Marketing workflow management software helps track progress and automate approvals to keep projects on schedule. Businesses rely on workflow management software solutions to improve team coordination.

TapClicks provides intuitive workflow management software to simplify marketing workflows. It offers workflow automation, collaboration tools, and reporting tools in one centralized platform.

This guide explores the best marketing workflow software. We’ll also discuss how workflow management tools improve business processes with automation features.

Take control of your marketing workflow management software today. Get Started with TapClicks Now!

What Is Marketing Workflow Automation Software?

Marketing managers use marketing automation software to handle repetitive tasks, assign work, and track progress without manual input. The process is usually triggered by an initial activity. These include a form fill, lead, or inquiry, which then sets into play a cascade of tasks (custom workflows) according to your instructions or pre-defined business rules.

Broadly speaking, workflow automation tools fall into two categories:

1. General workflow automation software: Automates a broad range of different workflow processes throughout your business, ranging from HR to sales.

2. Sales and marketing workflow automation software: Designed specifically for the flow of a marketing campaign. TapClicks specializes in this area, which is also a very common use case. There's an entire sub-category just for marketing workflow automation.

Within each camp, there's a wide spectrum of sophistication and cost. What you need will depend on the size of your business and in which workflow areas you would like to incorporate process automation. This can either be general business departments (for general automation tools) or specifically sales and marketing.

Recommended Reading

How to Optimize Your Ad Operations Workflow

5 Best Marketing Workflow Automation Software Tools

Sales and marketing workflow software is ideal for marketers and agencies handling multiple projects. The best tools help businesses stay organized, improve workflows, and increase productivity.

Check out some of the best options available:

1. TapClicks

TapClicks is a marketing operations platform that integrates workflow management, data analytics, and reporting into a single solution. It's designed for agencies, media companies, and enterprises to support the entire marketing process—from campaign setup to performance analysis and client reporting.

The platform offers an automated workflow engine that manages marketing campaign approvals and fulfillment tasks. Teams can use it for conditional routing based on specific business needs.

TapClicks also supports over 10,000 data connections to help users consolidate data from various sources, including online and offline channels. This extensive integration capability keeps all marketing data accessible for analysis and reporting.

Pricing

• TapDataLite: $99, comes with 64 Connectors and SmartConnector Basic

• TapData+: $349, offers everything in Lite and comes with 250+ Connectors and SmartConnector Plus

• TapData Max: $649, offers everything in Plus and comes with scale management and auto-assignment

TapClicks makes it easy to automate your marketing workflows. Start your free trial today!

2. Marketo

Source: Business.adobe.com

A part of the Adobe suite, Marketo is a marketing automation software platform with tools for campaign management, lead nurturing, and workflow automation. It also has email marketing automation capabilities with personalized workflows. Teams can use its analytics feature for measuring campaign performance.

Pricing

Pricing for Marketo is not publicly available.

3. Pardot (Salesforce)

Source: Salesforce.com

Pardot is a Salesforce product that focuses on marketing workflow automation for B2B companies. It integrates with Salesforce and provides tools for lead generation, segmentation, and campaign automation. It also has built-in ROI tracking for marketing campaigns.

Pricing

• Starter Suite: $25 per user/month that comes with dynamic email marketing and analytics

• Marketing Cloud Growth Edition: $1,500 per org/month with multi-channel journeys and agent-force campaigns

• Marketing Cloud Advanced Edition: $3,250 per org/month with agent-force campaigns and AI scoring

4. Oracle Eloqua

Source: Oracle.com

Oracle Eloqua is a marketing automation tool designed for large enterprises managing complex marketing campaigns. It provides tools for customer journey mapping, lead nurturing, and multi-channel campaign management. Marketers can use its AI-driven recommendations for content and campaign performance.

Pricing

Pricing for Oracle Eloqua is not publicly available.

5. HubSpot Marketing Hub

Source: Hubspot.com

HubSpot’s marketing automation software automates marketing campaigns, tracks customer interactions, and helps generate leads. The platform integrates with the HubSpot CRM for lead tracking and nurturing. It also has customizable approval workflows for content publishing.

Pricing

• Marketing Hub Starter: $15 per seat/month with 1,000 marketing contacts

• Starter Customer Platform: $15 per seat/month with 1,000 marketing contacts options for add-on features

• Marketing Hub Professional: $800 per seat/month with omnichannel marketing automation

• Marketing Hub Enterprise: Custom pricing with multi-touch revenue attribution

How TapClicks Automates Your Media Buying and Ad Operations

TapClicks provides an all-in-one marketing workflow management solution that automates your entire media buying and ad operations process.

Specifically, our platform is segmented into four main areas: TapOrders, TapWorkflow, TapAnalytics, and TapReports. Here's a closer look:

TapOrders: An Order Management Tool for Sales and Ad Ops

TapOrders is a customizable order management tool that simplifies the handoff processes involved between sales and Ad Ops.

Users create and submit an order for a service (e.g., media campaign and SEO). Here, they can include important information such as start and end dates, budget, objectives, and goals.

Once all the details have been completed, the Ad Ops Manager is alerted to begin the next phase.

Keeping transparent communication allows you to automate all handoffs without bottlenecks or oversights.

Segmenting Order Types

Different clients and prospective clients can easily be segmented under order type. This means your team can use the platform as a prospecting tool.

Once an order has been finalized, the salesperson toggles from pre-sale to regular. The Ad Ops Manager will then be alerted that the campaign is now in progress.

This procedure means that the number of campaigns and their status is known at any given time.

Self-Service Ad Platform

With the TapClicks solution, you can build a self-service ad platform via a TapClicks vendor portal. Vendors can access an itemized catalog of marketing services and place orders directly.  

TapClicks also provides a webhook that exports this data to your billing system. As such, the entire order can be handled within the TapClicks platform.

It's also worth noting that TapClicks supports any CRM solution on the market (as long as it comes in a format we can integrate with).

We also have an out-of-the-box API for integrating directly with Salesforce. If you want to incorporate a third-party CRM with TapClicks, you can easily do so.

TapWorkflow: A Project Management Tool for Media Sales and Ad Ops

TapWorkflow coordinates and fulfills all the campaign deliverables. It does this by unifying all aspects of the ad operations workflow between the Ad Ops Manager, creative teams, and the client.

The Ad Ops Manager (or marketing manager) can see a snapshot view of any order and instantly see where they are in the process:

Without this capability, teams would have to rely on communicating with team members individually. More so, they'll have to use a mishmash of different tools such as email, Asana, or Slack, which is unreliable and time-consuming.

With TapClicks, all the information related to a given ad order is in one place: sales, order details, creative, project management, billing, and even analytics. 

Issue Icons

Ad Ops Managers are alerted by issue icons that appear at any point on an order where there are delays (e.g., at the task level or highlighting a team that may be under-resourced):

The issue icons can be viewed at a high level. This means your team can quickly prioritize and address all delays.

Team Availability

With TapClicks, team members have the ability to assign their availability. This useful function helps the Ad Ops Manager manage resources and prevent delays.

TapAnalytics and TapReports: Campaign Analysis and Automated Reports

TapClicks combines its analytics and reporting functions within its solution. Our solution pulls all your data from all your media, advertising (and other) data sources into one place. 

This means you can pull data daily in near real time. It will then be stored in our data warehouse, ready for you to analyze, visualize, and create reports.

Using our reporting solution, ReportStudio, you can pull across all your data so your report templates are automatically updated with the most current data. It's the equivalent of having a PowerPoint presentation builder connected to all your live data.

TapClicks addresses all the common pain points experienced by media companies and ad agencies and serves as a powerful workflow automation tool for enterprise-sized marketing teams.

Try TapClicks for Marketing Workflow Automation today!

Why Marketing Workflow Automation Deserves Its Own Category

Workflow automation software and process improvement lend themselves to the marketing life cycle. This is because sales and marketing typically involve multiple steps that have to happen when the first trigger event occurs (like an ad or media buy order being placed).

It's easy to think of two categories for marketing workflow processes:

1. Lead capture and nurture: A set of events that have to happen when a business captures a lead, such as emails being sent or assigning the lead to sales.

2. Media buy or advertisement orders: A set of events that a media company or ad agency needs to execute after an initial media buy or advertisement order is placed. Examples include creative design, approval, and development.  

TapClicks helps media companies, ad agencies, and brands with the second step: workflow automation for media buying and ad orders. Choosing a specialized marketing automation software like TapClicks makes more sense when considering the typical media buying process and its common pain points.

The Typical Ad Agency or Media Brand's Process and Pain Points

The typical media buying process will follow this sequence: sales, ad ops, creative resources, launch, analytics/reporting.

Within each of these areas, the processes can be complex:

Sales

The agency or business will place an order for a marketing service (e.g., an ad buy). The order is usually logged on a CRM or a tool like Google Forms. This acts as a trigger for a chain of communication between the salesperson and the Ad Ops Manager, clarifying the order, pricing, and objectives. These tasks could be carried out via email or Slack.

Ad Ops

The Ad Ops Manager delegates the tasks for the order to creative. This may be done via a project management tool, such as Asana or Trello, and could involve many channels and markets which will require researching keywords, copy, and so on.

Creative Resources

The creative aspect of the process involves developing a brief and coordinating multiple teams around SEO and content creation, which can include hundreds of handoffs.

Launch

When the creative has client approval, the ad buys are placed, and the campaign is launched via the agreed channels. Each of those channels will have its dashboard, which will need to be monitored individually.

Analytics/Reporting

The analytics data from the campaign will need to be pulled from native platforms, such as Facebook and X (Twitter), and placed into an Excel spreadsheet individually or imported into a tool like Google Data Studio.

This must be done manually for each platform, which is time-consuming and tedious.

Recommended Reading

Marketing Agency Workflow: How to Sync Sales, Ad Ops & Creative

5 General Workflow Automation Software Tools

If you're looking to automate more general business tasks, many generic workflow management systems offer visual drag-and-drop and template options. You can configure this to suit your business rules, whether for a large enterprise or a small business.

Below are some of the options you can consider:

1. Integrify (Nutrient)

Source: Nutrient.io

Integrify is workflow management software designed for enterprise-level automation. It allows businesses to automate custom workflows, approvals, and task routing. The platform also has built-in reporting tools that you can use to track projects in real time.

Pricing

Pricing for Integrify is not publicly available.

2. Asana

Source: Asana.com

Asana helps marketing teams organize campaigns, automate routine tasks, and track progress. Its intuitive design makes task management and project approvals easy to handle. The platform also has prebuilt workflow templates and custom dashboards.

Pricing

• Starter: $13.49 per user/month, includes collaboration with up to 500 teammates

• Advance: $30.49 per user/month, includes 25,000 automation per month

• Enterprise: Custom pricing, which includes team admin membership controls

3. Gravity Flow

Source: Gravityflow.io

Gravity Flow is a WordPress plugin that simplifies workflow automation for businesses through the Gravity Forms plugin. It includes features for managing custom workflows, approvals, and form-based processes directly from WordPress. Teams also receive real-time notifications for task updates and approvals.

Pricing

• Core license: $99 per user/year with automatic updates and standard support

• Pro license: $299 per user/year and comes with folder extension and flowchart extension

• Ultimate license: $447 per user/year with priority support and live chat support

4. Zapier

Source: Zapier.com

Zapier is an automation platform that connects thousands of apps to automate workflow processes without requiring coding. It lets teams create custom workflows by linking apps like Google Workspace, Slack, and Trello to improve task management and simplify repetitive tasks.

Pricing

• Professional plan: $29.99/month, this plan includes unlimited premium apps

• Team plan: $103.50/month, this plan includes shared Zaps and premier support

• Enterprise plan: Custom pricing with advanced admin permissions and app control

5. Zoho Projects

Source: Zoho.com

Zoho Projects is suited for small businesses that need basic automation for projects and task management. The platform comes with AI-powered features for automated approvals and reminders. Teams can also use it for collaboration and tracking their workload.

Pricing

• Premium plan: $5 per user/month with unlimited projects

• Enterprise plan: $10 per user/month with two-factor authentication, custom fields & status, and single sign-on

Recommended Reading

Ad Agency Management Software: Why You Need a Solution That Manages the Entire Workflow

Benefits of Workflow Automation for Agencies and Businesses

Marketing teams manage multiple projects, campaigns, and approvals. Without a structured system, tasks get delayed, communication breaks down, and deadlines are missed.

Marketing workflow automation helps organize workflow processes and improve marketing efforts. The right workflow management software makes sure projects move forward without unnecessary manual intervention.

Faster Task Management and Project Execution

Manual task management slows down marketing teams. Assigning tasks, following up on approvals, and tracking progress manually leads to wasted time and missed deadlines.

Marketing workflow automation eliminates these delays by making sure tasks are automatically assigned, and progress updates are shared in real time. A workflow management software solution keeps your team on schedule by moving tasks forward without manual follow-ups.

Reduced Human Error in Repetitive Tasks

Many marketing processes involve repetitive tasks like sending emails, tracking leads, updating content calendars, and reporting campaign performance. Marketing automation software reduces human errors by handling these tasks automatically.

With a visual workflow builder, marketing teams set up predefined rules that keep campaigns running smoothly.

Improved Collaboration Across Teams

Marketing involves coordination between content creators, designers, advertisers, and analysts. Without a centralized platform, communication gaps occur, and tasks fall through the cracks.

Workflow management tools improve collaboration by making sure every team member has access to the same project data.

• Collaboration tools like shared dashboards and task comments improve teamwork.

• Automated notifications update team members about pending approvals and deadlines.

• Resource management features help distribute workloads evenly.

Better Marketing Performance Tracking

You need accurate tracking to measure the success of their marketing campaigns. Without workflow automation, teams rely on manual reporting, which is slow and error-prone.

Best workflow management software provides real-time insights into performance, helping teams adjust their strategies as needed.

• Automated reporting tools generate performance insights instantly.

• Custom dashboards track KPIs for marketing efforts.

• Data-driven decisions improve ad spend, engagement, and lead conversion.

Marketing workflow software options make sure teams can always access up-to-date campaign data.

Increased Productivity With Custom Workflows

Different marketing teams have unique processes. The ability to create custom workflows allows you to design automation based on their needs. Marketing workflow software helps optimize workflow processes and eliminate unnecessary steps.

A workflow management software solution adapts to how teams work rather than forcing them into rigid structures.

Cost Savings and Better Resource Management

Time-consuming manual processes increase operational costs. Workflow automation helps optimize resource management by automating tasks requiring additional manpower.

• Automated workflows reduce the need for additional hires.

• Better resource tracking helps teams manage workloads efficiently.

• Task automation frees employees to focus on high-value work.

Using the best marketing workflow software can lower costs and improve efficiency.

Save cost and time with TapClicks; book a demo today and eliminate repetitive tasks and speed up project execution.

Best Practices for Marketing Workflow Automation

Marketing workflow automation helps improve task management, speed up approvals, and organize workflow processes.

Adding automation tools does not improve efficiency unless teams follow best practices. The right approach makes automation work for business needs while keeping projects on track.

Identify Repetitive Tasks for Automation

Not every process needs automation. The first step is to find repetitive tasks that take up time and resources. Many marketing activities require manual effort that slows down operations.

Tasks like content approvals, lead tracking, email scheduling, and campaign reporting work well with workflow automation software.

Automating these processes helps your marketing team focus on strategy instead of routine work.

Instead of assigning tasks manually, workflow management software moves projects forward automatically. Removing unnecessary manual steps reduces errors, saves time, and keeps workflows organized.

Use Custom Workflows to Match Business Needs

Each marketing team works differently, and a single approach does not fit all workflows. Using custom workflows makes automation fit specific business needs.

Marketing workflow software options with customization features help you define:

• Processes

• Approval steps

• Task assignments

Building an effective custom workflow starts with outlining each step in the process. Assigning clear roles, setting automation triggers, and creating approval workflows for content, campaigns, and ads make workflows smoother.

A visual workflow builder simplifies this setup and allows teams to adjust processes when needed.

Create custom workflows that fit your marketing processes. Try TapClicks 14-day trial today!

Integrate Automation With Other Marketing Tools

Marketing workflow automation works best when connected to other tools. Businesses use various CRM systems, email marketing platforms, project tracking tools, and analytics software.

The best workflow management software integrates with these platforms, reducing the need for manual data transfers.

Set Up Approval Workflows for Faster Decision-Making

Delays in content, ad, and budget approvals slow down marketing teams. Without a structured approval process, projects stop moving forward. Approval workflows solve this problem by automating review steps and notifying decision-makers when action is needed.

A well-designed approval workflow assigns specific people to each stage of the process. Marketing teams set automated notifications for pending approvals and deadline reminders to keep projects moving.

Using a centralized platform keeps:

• All stakeholders updated

• Reduce miscommunication

• Avoid extra revisions

Automating approvals can help you complete projects faster.

Monitor and Adjust Workflows Regularly

Setting up marketing workflow automation is not a one-time process; you need to update them regularly to stay efficient.

Monitor workflow processes to find areas that slow down progress and make improvements. The best marketing workflow software includes reporting tools that track performance.

You can measure how long each step takes and adjust workflows to remove delays. Workflow reviews help improve:

• Automation rules

• Update approval steps

• Refine custom workflows to match business goals.

Keeping workflows updated improves efficiency over time.

Train Teams on Workflow Automation Tools

Even the best workflow management tools do not work if teams do not understand how to use them. Training helps employees learn how to manage workflow processes and use automation features effectively. Without proper training, employees may avoid automation and create more inefficiencies.

Hands-on training sessions help them learn how to use marketing workflow software. Assigning automation specialists to each team improves adoption and provides support when needed.

It helps to create easy-to-follow guides on workflow automation features that team members can refer back to. You can also run test workflows so you can adjust automation settings before fully automating larger projects.

Recommended Reading

SEO Reporting Software for Clients: How Agencies Use TapClicks (With In-Depth Examples)

Upgrade Your Marketing Workflows With TapClicks

TapClicks provides an all-in-one solution that automates approvals, integrates with 250+ marketing tools, and offers AI-powered reporting.

Using TapClicks can eliminate repetitive tasks and manage marketing efforts in one platform. With built-in custom workflows, campaign tracking, and advanced analytics, you’ll gain better control over your marketing operations.

Automating workflows leads to faster execution and decision-making. TapClicks simplifies complex marketing tasks so teams can focus on strategy rather than manual processes.

Take Control of Your Marketing Workflows with TapClicks- Book a demo now!

FAQs About Marketing Workflow Management Software

What is the best workflow software?

The best workflow management software depends on business needs. Popular choices include TapClicks, Monday.com, Asana, Wrike, and ClickUp. These platforms automate task management, approvals, and reporting, helping teams manage marketing workflows more efficiently.

What is a marketing workflow?

A marketing workflow is a structured process that organizes and automates marketing tasks. It outlines the steps needed to complete projects such as content creation, campaign execution, approvals, and performance tracking. By using marketing workflow software, teams reduce manual work, eliminate delays, and keep campaigns on track. Automation ensures tasks move from one stage to the next without bottlenecks.

Does Google have a workflow app?

Google does not have a dedicated workflow management software, but it offers automation tools through Google Workspace and Google AppSheet. Users can create automated processes using Google Docs, Sheets, Forms, and Drive. Google also integrates with third-party workflow management tools, allowing teams to build workflows within its ecosystem.

What are three basic workflow management practices?

Effective workflow management relies on defining tasks clearly, automating repetitive processes, and reviewing workflows regularly. Assigning responsibilities ensures team members know their roles and deadlines. Automating approvals and task management speeds up execution and reduces manual effort.