Workflow automation tools every small team needs

Why Workflow Automation Is a Game-Changer

Small teams face unique challenges—tight deadlines, fewer resources, and too many hats to wear. Workflow automation tools can help take some of the pressure off by automating repetitive tasks like sending reminders, syncing data, or managing projects.

These tools don’t just save time—they also reduce errors, keep projects moving smoothly, and let you focus on growing your business.

That said, workflow automation isn’t just about saving time—it’s about freeing your team from the mundane. Think about all the repetitive tasks that eat up your day:

• Updating spreadsheets

• Chasing deadlines

• Sending follow-up emails, and much more

In this blog post, we’ll explore the best workflow automation tools for freelancers and small teams in 2025. Whether you’re managing tasks, communicating with your team, or handling repetitive admin work, these tools have you covered.

1. Zapier: Automate Across Apps

What It Does:

Zapier connects more than 5,000 apps, allowing you to automate workflows (called “Zaps”) between tools. It’s a no-code solution, so you don’t need tech skills to set up automations that potentially save hours every week.

Why It’s Relevant:

Zapier is like the middleman between your favorite apps, creating connections to save time. For example:

• Automate Client Onboarding: When a new client fills out a form on your website, Zapier can automatically add their details to your CRM, create a project in ClickUp, and send them a welcome email.

• Sync Social Media Posts: Schedule a post in Buffer, and Zapier can update your team on Slack and log it in a Notion content calendar.

• Streamline Admin Tasks: Automatically save attachments from Gmail to Dropbox, and notify your team in real time.

Zapier’s flexibility makes it ideal for teams managing multiple apps or workflows.

Who It’s Best For:

• Small teams juggling multiple apps that need to work together.

• Solopreneurs and home gamers who want an easy way to automate everyday tasks.

Who Should Skip It:

• Teams that prefer more visual workflow builders might find Zapier’s text-based setup less intuitive.

Try Zapier here

2. Make (formerly Integromat): Visual Automation for Complex Needs

What It Does:

Similar to Zapier, Make offers a visual interface for building workflows, perfect for mapping out complex processes. With advanced features like branching logic and multiple actions per trigger, it’s a favorite for teams that need flexibility.

Why It’s Relevant:

Make goes beyond simple automation with features that handle intricate workflows. Use cases include:

• Content Workflow Management: Users can tap Make to pull blog drafts from Google Docs, update deadlines in ClickUp, notify editors in Slack, and publish the content—all in one automated flow.

• Customer Support Automation: Automatically assign support tickets from Zendesk to team members based on the issue type and notify managers of escalated cases.

• Data Syncing: Sync customer data from Shopify to a Google Sheet, email the sales team, and update a CRM simultaneously.

Its visual layout helps you see exactly how workflows connect, making it easier to troubleshoot and optimize.

Who It’s Best For:

• Teams handling multi-step workflows or projects with lots of moving parts.

• Users who prefer seeing workflows laid out visually.

Who Should Skip It:

• Beginners or teams with simple needs may find Make’s features overwhelming.

Explore Make here

3. ClickUp: Automate Task Management

What It Does:

ClickUp combines project management with automation. You can create triggers that automatically assign tasks, update project statuses, or send reminders based on actions your team takes.

Why It’s Relevant:

ClickUp is ideal for task-heavy teams. Example workflows include:

• Team Collaboration: When someone finishes a task, ClickUp can update the project timeline, notify participants, and generate the next task automatically.

• Recurring Tasks: Automate monthly check-ins, report generation, or deadline reminders without manual effort.

• Onboarding New Hires: Create templates for onboarding tasks, assign them to new team members, and set up deadline reminders.

This combination of task management and automation reduces admin work and helps teams stay on track.

Who It’s Best For:

• Teams managing multiple projects who need task automation built into their management system.

• Freelancers looking for an all-in-one solution.

Who Should Skip It:

• If you already have a dedicated project management tool, ClickUp’s features might overlap with what you’re using.

Check out ClickUp here

4. Trello + Butler: Automate with Visual Boards

What It Does:

Trello’s Butler feature adds automation to its popular visual task boards. Create rules to move cards, assign tasks, or send reminders automatically based on actions like due dates or task completions.

Why It’s Relevant:

Trello uses Kanban boards, a visual system that organizes tasks as cards on a board. Cards move through columns like “To Do,” “In Progress,” and “Done” as tasks progress. Kanban boards make it easy to see the status of a project at a glance, helping small teams quickly prioritize tasks and identify bottlenecks.

Butler automations enhance this system by:

• Managing Deadlines: Automatically move cards to an “Urgent” column two days before the due date.

• Assigning Tasks: Automatically assign team members when a card enters a specific column, like “In Progress.”

• Tracking Progress: Notify team leaders when a card reaches the “Completed” column to ensure everyone stays updated.

This combination of simplicity and automation makes Trello a favorite to manage workflows visually.

Who It’s Best For:

• Teams using Trello for project management who want to reduce repetitive actions.

• Visual planners who prefer simple, board-based layouts.

Who Should Skip It:

• Users needing advanced, multi-app automations might find Butler’s scope too limited.

Discover Trello here

5. Slack Workflow Builder: Simplify Team Communication

What It Does:

Slack Workflow Builder automates internal communication. From collecting feedback to scheduling reminders, it helps even smaller teams reduce back-and-forth messages while staying organized within Slack.

Why It’s Relevant:

Slack workflows are perfect for automating small, everyday tasks:

• Daily Standups: Collect team updates each morning and post them in a shared channel.

• Meeting Availability: Gather availability from team members without endless DMs.

• Status Updates: Automate project progress updates when key milestones are completed.

For teams that live in Slack, Workflow Builder eliminates the need for extra tools.

Who It’s Best For:

• Users already using Slack as their primary communication tool.

• Small teams that want to reduce manual communication tasks.

Who Should Skip It:

• Teams looking for automations that span multiple tools won’t find this feature comprehensive enough.

Get started with Slack here

The Bottom Line

Workflow automation tools make small teams more productive by handling repetitive tasks and improving efficiency. Whether you’re connecting apps, automating task assignments, or simplifying communication, there’s a tool here to meet your needs:

• Best for app integrations: Zapier.

• Best for visual workflows: Make.

• Best for project management: ClickUp or Trello.

• Best for communication automation: Slack Workflow Builder.

At Tool Sherpa AI, we’re dedicated to helping freelancers and small teams save time, reduce stress, and get more done. Our free weekly newsletter highlights the best AI tools, automations, and strategies to streamline your work and grow your business. Subscribe today and start automating smarter.