If you’re still copy-pasting data between systems, chasing approvals by email, or relying on brittle zaps to hold key processes together, you’re not alone. Teams lose hours to repetitive tasks and context switching, while compliance-heavy steps (KYC/AML, audit trails, permissions) remain error-prone and slow. The result is higher risk, higher costs, and staff who are forced to learn yet another tool that doesn’t talk to the rest of your stack.
This guide cuts through the noise with 10 best business process automation tools for 2025, from embedded, productised integrations that run inside your CRM to enterprise-grade RPA/BPM suites. For each tool you’ll get where it fits best, standout features, integration options, pricing snapshots, and clear considerations—so you can balance speed, governance, and total cost of ownership. We prioritise reliability, auditability, security of PII, and ease of adoption for regulated use cases, while ensuring the options work with common SaaS platforms your teams already use. Read on to shortlist the right platform for your organisation and move from manual busywork to measurable outcomes.
1. StackGo
When compliance is non‑negotiable but teams live in the CRM, StackGo keeps work where it belongs. Instead of pushing staff into a new portal, it productises critical KYC/AML and background screening steps as native, reliable integrations that read from your records, verify, and write outcomes back—complete with a privacy layer that protects PII.
What it is
StackGo is an integration platform built to automate regulated onboarding inside the software you already use. Its flagship, IdentityCheck, verifies contact identities directly from your CRM, then returns the result and evidence to the record, so you get auditable outcomes without manual data wrangling or tool‑hopping.
Where it fits best
StackGo suits organisations that want business process automation tools embedded in everyday apps rather than standalone systems. It’s especially valuable for Australian accounting firms preparing for TPB or upcoming AUSTRAC AML/CTF requirements, and other regulated services where audit trails and data minimisation matter.
- Ideal for: Accounting, legal, financial services, education, recruitment, and property teams using HubSpot or Salesforce.
- Use cases: Client onboarding, identity verification (KYC/AML), and background screening with write‑back to the source record.
Standout features
StackGo emphasises reliability, governance, and speed to value, reducing errors and training time.
- IdentityCheck inside your CRM: Read contact details, run verification, and write back outcomes.
- Privacy Layer: Keep PII out of the CRM; access only for MFA‑authenticated admins.
- Global coverage: 200+ countries and 10,000 document types.
- Productised integrations: Robust, out‑of‑the‑box design minimises brittle custom zaps.
Integrations and extensibility
Designed for off‑the‑shelf SaaS, StackGo integrates cleanly with common platforms your teams already use, avoiding complex middleware or custom pipelines.
- Works with: HubSpot, Salesforce, Xero, and other everyday SaaS.
- Operational fit: Runs where users already work, improving adoption and compliance.
Pricing snapshot
IdentityCheck is usage‑based, with costs charged per check. This keeps spend tied to volume while avoiding seat sprawl or platform bloat.
- Model: Pay‑per‑check for IdentityCheck.
- Benefit: Aligns cost with actual verification demand.
Considerations
StackGo prioritises embedded KYC/AML and onboarding over broad, do‑everything automation. If you need heavy RPA across legacy desktop apps or deep on‑prem orchestration, pair it with an RPA/BPM suite.
- Strength: Compliance‑ready, productised automation inside your CRM.
- Trade‑off: Not a general low‑code app platform or RPA replacement.
2. Microsoft Power Automate
Power Automate is Microsoft’s take on business process automation tools, packaged within the Power Platform. It’s built to streamline repetitive tasks with a low learning curve and a healthy catalogue of ready‑made templates, while keeping automation close to the Microsoft apps your teams already use.
What it is
A BPA service from Microsoft that helps teams automate routine work using prebuilt templates and simple configuration. It’s designed to fit neatly alongside your existing Microsoft stack so users don’t need yet another standalone system to learn.
Where it fits best
Power Automate shines in organisations that standardise on Microsoft. If your workflows live across Microsoft apps and you want quick wins without heavy development, it’s a strong, low‑friction choice.
- Ideal for: Microsoft‑centric teams seeking fast, template‑led automation.
- Use cases: Approvals, notifications, data handoffs, and other routine workflows aligned to everyday tools.
Standout features
Expect usability and fast time‑to‑value, especially when you stick to the Microsoft ecosystem.
- Easy to use: Accessible for non‑technical users.
- Ecosystem fit: Seamless with Microsoft applications.
- Templates library: A wide variety of starting points for common workflows.
Integrations and extensibility
Power Automate integrates well across Microsoft. It can connect beyond that, but you’ll get the smoothest experience when you keep processes inside the Microsoft universe.
- Strength in‑suite: Best results when automating across Microsoft apps.
- Beyond Microsoft: Functionality can be more limited outside the ecosystem.
Pricing snapshot
Licensing and total cost vary by scope and usage. Plan for costs to scale with breadth of automation and volume, and confirm inclusions that matter to your scenarios before rollout.
- Model note: Budget according to how broadly and how often you automate.
Considerations
Match the tool to the job: it’s built for speed inside Microsoft, not for every edge case.
- MS‑first fit: Best for businesses already using Microsoft products.
- Performance flags: Some users report lags with large datasets.
- Scope limits: Expect constraints when you step outside the Microsoft ecosystem.
3. Salesforce Flow
If your customer data, teams, and governance already live in Salesforce, its native automation is a logical way to streamline work without adding another tool. Salesforce Flow keeps processes close to records, permissions, and reporting, which helps adoption and auditability for compliance‑sensitive workflows.
What it is
Salesforce Flow is the platform’s built‑in automation capability that lets teams orchestrate tasks, route approvals, and update data directly inside Salesforce. It’s designed for admins to model processes so users can complete work in the CRM they already use.
Where it fits best
Use Salesforce Flow when you want business process automation tools embedded at the CRM layer, tied to objects, profiles, and sharing rules. It’s a strong fit for teams standardised on Salesforce who value governance and an admin‑led approach.
- Ideal for: Sales, service, and operations teams working natively in Salesforce.
- Use cases: Approvals, handoffs, notifications, data updates, and guided, step‑by‑step processes during onboarding or case management.
Standout features
Flow’s strength is proximity to your core data model and security, helping reduce swivel‑chair work and inconsistent outcomes.
- Native context: Automations run with Salesforce permissions and audit trails.
- Admin‑friendly build: Visual builders support configuration over code.
- Approvals and alerts: Standard patterns for routing and notifications.
- Reusable assets: Templates and components speed repeatable designs.
Integrations and extensibility
Flow works across Salesforce apps and can call out to external systems when needed. Many teams pair it with productised integrations to keep critical steps inside the CRM.
- In‑org reach: Orchestrates across standard and custom objects.
- External calls: Connectors and callouts can bridge to other systems.
- Partner fit: Complements productised add‑ins like StackGo’s IdentityCheck for embedded KYC inside Salesforce.
Pricing snapshot
Access and entitlements align with your Salesforce licensing and any add‑ons. Overall cost depends on which editions you run and the breadth and volume of automation you deploy.
- Plan for: Licensing mix, execution volume, and any connector/add‑on needs.
Considerations
Keep an eye on complexity, performance, and lifecycle management as automations scale. Treat Flow like product development with versioning and testing.
- Scope discipline: Avoid sprawling logic; modularise and document.
- Data volume: Test behaviour on large records sets and peak loads.
- Beyond CRM: For heavy external orchestration or desktop tasks, complement Flow with a dedicated RPA/BPM tool.
4. UiPath
UiPath is a recognised robotic process automation (RPA) platform that helps teams spot inefficient processes, automate routine tasks, and analyse performance. If you’re looking to remove manual keystrokes at scale and get fast, tactical wins across back‑office work, it’s a strong contender among business process automation tools.
What it is
UiPath enables organisations to identify inefficient processes, transform them through RPA, and analyse how those automations perform. It focuses on turning repetitive, rules‑based work into reliable, consistent execution.
Where it fits best
Choose UiPath when your priority is tactical automation of routine tasks that span systems and teams, with measurable efficiency gains.
- Ideal for: Operations teams seeking immediate throughput improvements via RPA.
- Use cases: High‑volume, repetitive tasks where consistency and speed matter.
Standout features
Users rate UiPath for accessibility and enablement, alongside its core strengths in discovering and measuring automation opportunities.
- User‑friendly interface: Praised for being approachable to get started.
- Community and training: Strong community support and learning resources.
- Process insight: Tools to identify inefficiencies and analyse performance post‑automation.
Integrations and extensibility
UiPath is suited to automating routine tasks across existing systems. Many organisations pair RPA with BPA/CRM‑embedded tools to keep governed steps (like KYC) close to source records while using RPA for surrounding busywork.
- Complementary fit: Combine with BPA or CRM‑native integrations for end‑to‑end flows.
Pricing snapshot
Enterprise packages can be significant; plan budgets according to scale, breadth of automations, and governance needs.
- Cost note: UiPath’s enterprise‑level solutions are considered costly relative to lighter tools.
Considerations
Balance ease‑of‑use claims with the depth of capability you’ll deploy. As complexity rises, so do skills and ownership needs.
- Complexity: Some users find the platform overly complex at scale.
- Skills: Advanced features often require technical expertise.
- Total effort: Factor implementation and maintenance alongside licence costs.
5. Automation Anywhere
When you need to move fast on repetitive, rules‑based work and scale automation across teams, Automation Anywhere brings serious muscle. It’s a cloud‑native, AI‑powered platform that helps organisations discover inefficient processes and automate them at scale—without forcing users to juggle yet another front‑end tool.
What it is
Automation Anywhere is a cloud‑native automation platform designed to help organisations discover and automate inefficient processes at scale. It focuses on turning manual, repetitive tasks into reliable, auditable execution.
Where it fits best
Choose Automation Anywhere when your automation programme spans multiple departments and you need flexibility to standardise and scale.
- Ideal for: Large or rapidly scaling organisations running broad automation initiatives.
- Use cases: High‑volume, routine tasks that benefit from consistent, error‑free execution.
Standout features
The appeal is breadth and scale: it’s built to handle complex, multi‑team automation with governance in mind.
- Cloud‑native and AI‑powered: Modern architecture to support enterprise automation at pace.
- Discover and automate: Tools to pinpoint inefficient processes and operationalise automation across the business.
Integrations and extensibility
Automation Anywhere is designed to connect with your existing systems and orchestrate work across them. Many teams pair it with productised, CRM‑embedded steps (for example, KYC inside the CRM) to keep governed actions close to source records while the platform handles surrounding repetitive tasks.
Pricing snapshot
Costs scale with scope. Review your portfolio size and expected throughput before committing, and model ROI against alternatives for smaller teams.
- SMB watchout: The platform can be costly for smaller businesses.
Considerations
Set expectations on enablement, complexity, and ownership as you scale.
- Learning curve: Steep for new teams and advanced scenarios.
- Maintenance at scale: Some users find process upkeep challenging as automation estates grow.
- Fit: Best for large‑scale automation; smaller teams may prefer more productised, embedded options.
6. Appian
Appian is built for end‑to‑end orchestration, helping teams coordinate people, bots, systems, and AI so complex work runs consistently. It’s a strong option when you need visibility and control across multi‑step processes rather than a patchwork of tactical automations.
What it is
An end‑to‑end process automation and orchestration platform with built‑in intelligence capabilities. It’s designed to turn manual, cross‑system workflows into governed, monitorable processes that deliver reliable outcomes at scale.
Where it fits best
Use Appian when you want a unified layer for processes that cut across teams and applications, with strong coordination and monitoring.
- Ideal for: Operations, service, and compliance teams standardising complex workflows.
- Use cases: Case management, approvals, service requests, and data handoffs spanning multiple systems.
Standout features
Appian focuses on speed to value and orchestration breadth, so you can move from idea to running process quickly.
- Orchestrates people, bots, systems, and AI: Drive maximum process efficiency.
- Quick builds, minimal dev support: Users report fast implementation with less reliance on heavy coding.
- Process visibility: Coordinate, track, and analyse execution from a single platform.
Integrations and extensibility
Appian is built to sit over your existing stack, coordinating steps across applications and automations. Many teams pair it with CRM‑embedded tools for governed actions close to source records, then use Appian to orchestrate the wider process.
- Plays well with your stack: Designed to orchestrate across systems rather than replace them.
Pricing snapshot
Expect enterprise‑style licensing aligned to scope and environments. Plan budgets around the breadth of processes you’ll run—some users cite confusing pricing structures, so clarify inclusions early.
- Model note: Map entitlements to target processes and expected volume.
Considerations
Right‑size the platform to your portfolio. For lightweight, single‑app tasks, simpler BPA tools may be faster to deploy.
- User‑reported downsides: Some cite a lack of scalability, limited functionality in areas, and pricing complexity.
- Fit: Best when consolidating multi‑team workflows under shared governance.
7. Pega Platform
Pega Platform is built for organisations that need a versatile way to automate work beyond ad‑hoc flows. Among business process automation tools, it’s well‑regarded for flexibility when turning repetitive tasks into governed, consistent workflows that improve operational efficiency.
What it is
Pega Platform enables organisations to automate repetitive tasks, build workflows, and optimise their processes. It’s designed to translate manual steps into reliable, auditable execution so teams can focus on higher‑value work.
Where it fits best
Choose Pega when you want a single platform to standardise automation across departments and processes, without stitching together point solutions.
- Ideal for: Mid‑market and enterprise teams seeking a versatile platform to scale workflow automation.
- Use cases: Workflow orchestration, approvals, service handling, and continuous process optimisation.
Standout features
Pega’s draw is breadth and adaptability, helping teams move from manual work to consistent outcomes.
- Versatility and flexibility: Frequently praised by users.
- Automates repetitive tasks: Reduce errors and cycle times.
- Workflow building: Model and run structured processes across teams.
- Process optimisation: Improve execution quality over time.
Integrations and extensibility
Use Pega alongside your existing stack to keep processes consistent end‑to‑end. Many organisations pair platform‑level automation with CRM‑embedded steps (for example, running KYC in‑record via StackGo) and let Pega coordinate surrounding tasks and handoffs.
Pricing snapshot
Expect enterprise‑style licensing aligned to scope and usage. Map entitlements to target processes, environments, and expected volumes, and validate inclusions early.
Considerations
Plan for enablement and strong ownership to get full value.
- Learning curve: Implementation can be steep for new teams.
- Documentation gaps: Some users report limited guidance for upskilling.
- Right‑sizing: For lightweight, single‑app tasks, simpler BPA tools may be faster to deploy.
8. Camunda
Camunda is a recognised name in business process automation tools and is highlighted on Gartner Peer Insights for mid‑market organisations (50M–1B USD revenue). It’s chosen by teams that want a dedicated engine to coordinate multi‑step work across systems and people, with strong oversight and repeatability.
What it is
As a BPA platform, Camunda enables the design, execution, and monitoring of business processes so operations run consistently and are easier to audit. It helps translate documented workflows into automated execution that reduces manual effort and errors.
- Outcome‑first: Turn repeatable processes into governed, reliable runs.
- Operational visibility: Track execution so bottlenecks and exceptions surface quickly.
Where it fits best
Camunda fits when you need a process layer that sits above multiple applications and teams, and you want to standardise how work flows end‑to‑end.
- Ideal for: Mid‑market to enterprise teams coordinating cross‑app processes.
- Use cases: Approvals, service handling, and orchestration that mix system steps with human tasks.
Standout features
Expect the core strengths typical of leading BPA platforms: model processes, automate execution, and monitor outcomes to improve quality over time.
- Design → run → monitor: Close the loop from process definition to measurement.
- Governance: Consistent execution helps with auditability and compliance.
Integrations and extensibility
Camunda is generally used to orchestrate work across diverse systems. Many teams pair a process layer like Camunda with CRM‑embedded steps (for example, in‑record KYC) to keep governed actions close to source data while coordinating the wider flow.
- Plays over your stack: Coordinates apps, services, and human tasks.
- Complementary fit: Works alongside productised, in‑CRM automations.
Pricing snapshot
Plan for enterprise‑style licensing driven by scope and volume. Validate entitlements against target processes, environments, and throughput before rollout.
- Budget tip: Map expected transaction volumes to licence tiers early.
Considerations
Ensure you have ownership and lifecycle management in place as automations scale. For simple, single‑app tasks, a lighter BPA or native CRM automation may be faster to implement.
- Right‑sizing: Use Camunda for cross‑system orchestration, not one‑off tweaks.
- Governance: Treat changes like product releases with versioning and testing.
9. Nintex
Nintex Process Platform is a well‑known name among business process automation tools when you want configurable workflows that plug into your current systems. It focuses on turning manual steps into governed, trackable processes without forcing teams to adopt a brand‑new front end for everyday work.
What it is
A BPA platform with AI‑powered automation capabilities that can be deployed in the cloud or in‑house. It’s designed to let teams model and run workflows so routine tasks are executed consistently and with an audit trail.
Where it fits best
Use Nintex when you need strong customisation and solid integration with your existing tech stack, and you want to standardise common approvals, notifications, and data handoffs without heavy custom development.
Standout features
- Customisation and flexibility: Frequently praised by users for tailoring workflows to fit.
- Integrates with your stack: Built to connect to existing systems rather than replace them.
- AI‑assisted automation: Capabilities that help accelerate building and optimisation.
Integrations and extensibility
Nintex is designed to integrate with the systems you already run. Many teams pair platform‑level orchestration with productised, in‑CRM steps (for example, StackGo’s IdentityCheck for KYC) to keep governed actions close to source records while Nintex coordinates the wider flow.
Pricing snapshot
Commercials vary by deployment and scope. Map entitlements to target processes, connector needs, and expected volumes, and validate inclusions early to avoid surprises.
Considerations
Certain complex automations can be difficult for non‑technical users to manage, and new or rarely used features may take time to learn. If your need is lightweight, single‑app automation, a simpler embedded option may deliver faster time‑to‑value.
10. SAP Build Process Automation
SAP Build Process Automation gives teams a low‑code way to turn manual steps into consistent, trackable workflows. It’s designed to help users quickly automate workflows and tasks to meet specific business requirements without standing up a separate, heavy platform.
What it is
A low‑code business process automation solution from SAP that enables users to quickly automate workflows and tasks to meet specific business requirements. It’s geared to reduce manual effort while keeping processes structured and repeatable.
Where it fits best
Choose SAP Build Process Automation when you want business users and IT to co‑own automation in a governed, low‑code environment. It suits organisations standardising common approvals, handoffs, and service processes with clear ownership and auditability.
- Ideal for: Teams seeking low‑code workflow and task automation.
- Use cases: Approvals, notifications, and multi‑step processes that benefit from consistent execution.
Standout features
Before you build anything bespoke, SAP Build Process Automation helps you ship reliable automations fast.
- Low‑code build: Create and adapt workflows without heavy development.
- Workflow and task focus: Automate step‑by‑step processes quickly.
- Outcome‑oriented: Align automations to specific business requirements.
- Repeatability: Standardise routines to reduce errors and rework.
Integrations and extensibility
Use it alongside your existing systems to orchestrate multi‑step work. Keep critical data in source systems, and let SAP Build Process Automation coordinate the sequence, handoffs, and notifications that tie processes together.
- Plays over your stack: Orchestrates processes without replacing core apps.
Pricing snapshot
Commercials vary by scope and usage. Map licensing and entitlements to your target processes, environments, and expected volumes, and confirm inclusions that matter to your scenarios.
- Model note: Budget according to breadth of automation and execution volume.
Considerations
Right‑size the tool to the job. For heavyweight desktop tasks across legacy applications, assess whether you’ll complement it with a dedicated RPA suite.
- Strength: Low‑code speed for workflow and task automation.
- Fit check: Validate connectors, governance needs, and alignment with your existing stack before scaling.
Final thoughts
Shortlist with intent. Start from your real constraints—where users work, the data that must be protected, the approvals you must evidence, and the systems you won’t replace. Then pick the smallest tool that reliably delivers the outcome. Microsoft‑first teams can move quickly with Power Automate; Salesforce‑centric teams gain adoption and auditability with Flow; RPA at scale points to UiPath or Automation Anywhere; complex cross‑app orchestration leans towards Appian, Pega, or Camunda; low‑code workflow speed is a win for SAP Build. If regulated onboarding and KYC/AML must happen inside your CRM with PII minimised, prioritise productised, embedded automation.
Run a focused pilot, measure cycle time, exception rates, and compliance coverage, and only then scale. If you want compliant identity checks without another portal to train, see how StackGo embeds verification directly in your stack—so teams keep working where they already are, and you still get the audit trail you need.
