Business Process Management (BPM) tools have transformed how businesses operate, streamlining workflows, automating repetitive tasks, and improving collaboration. In 2025, even small businesses, startups, and nonprofits can access powerful BPM capabilities without paying a cent — thanks to the rise of free BPM tools.
This guide will explore:
- The pros & cons of free vs paid BPM tools.
- A curated list of the top 15 free BPM tools in 2025, covering both cloud-based and open-source solutions.
- Comparison tables for quick decision-making.
- Case studies showing real-world use.
- How and when to upgrade to a full ERP + BPM system like Barawave.
Free BPM Tools vs Paid BPM – Pros & Cons
Before jumping into the list, it’s essential to set expectations.
✅ Pros of Free BPM Tools
- No upfront cost – Perfect for early-stage companies and nonprofits.
- Easy onboarding – Cloud-based tools make setup simple and fast.
- Test before committing – Learn what features matter to you before spending.
- Great for small teams – Many tools offer 3–15 free users.
⚠️ Cons of Free BPM Tools
- User & project limits – Often restricted to a handful of workflows or team members.
- Integration limitations – Critical third-party connections may be locked.
- Storage caps – Limited space for files and process documentation.
- Fewer advanced features – AI analytics, deep automation, and enterprise reports are usually paid-only.
💡 Pro Tip: Start with a free BPM platform to map your workflows. When you’re ready for deeper automation, AI insights, and full integration, upgrade to Barawave.
Top 15 Free BPM Tools in 2025
Cloud-Based Free BPM Platforms
1. Kissflow Free Plan
- Best for: Visual process workflows.
- Free tier limit: 5 users.
- Features: Drag-and-drop process builder, workflow automation, basic analytics.
- Drawback: Advanced reporting is locked to paid plans.
2. Pipefy Free
- Best for: Repeatable processes like onboarding and approvals.
- Free tier limit: 10 users.
- Features: Kanban workflows, automation rules, form-based inputs.
- Drawback: Some integrations are restricted.
3. ClickUp Free
- Best for: All-in-one project and process management.
- Free tier limit: Unlimited users.
- Features: Custom dashboards, automation, goal tracking.
- Drawback: Automation runs are capped.
4. Trello
- Best for: Simple, visual boards.
- Free tier limit: Unlimited users.
- Features: Boards, lists, and cards for workflow tracking.
- Drawback: Butler automation is limited.
5. Airtable Free
- Best for: Database-style workflow management.
- Free tier limit: 5 editors per workspace.
- Features: Multiple views, automation triggers, integrations.
- Drawback: Record and storage caps.
6. Asana Basic
- Best for: Task and project workflows for small teams.
- Free tier limit: 15 users.
- Features: Calendar, timeline, and project templates.
- Drawback: No advanced reporting.
7. Monday.com Free
- Best for: Two-person teams.
- Free tier limit: 2 users.
- Features: Dashboards, unlimited boards, basic automations.
- Drawback: Extremely limited user count.
8. Smartsheet Free
- Best for: Spreadsheet-style workflows.
- Free tier limit: 2 editors.
- Features: Grid, card, and Gantt views, automation rules.
- Drawback: Low storage allowance.
Open-Source BPM Platforms
9. Bonita BPM Community
- Best for: Custom workflow app development.
- Free tier limit: Unlimited users.
- Features: Process modeling, automation scripts, open API.
- Drawback: Technical expertise required.
10. ProcessMaker Open Source
- Best for: Low-code workflow apps.
- Free tier limit: Unlimited users.
- Features: Drag-and-drop builder, scripting, API integrations.
- Drawback: Limited enterprise-level support.
11. Camunda Community
- Best for: Complex process orchestration.
- Free tier limit: Unlimited users.
- Features: BPMN workflows, DMN decision tables.
- Drawback: Requires Java knowledge.
12. jBPM
- Best for: Java-based BPM integration.
- Free tier limit: Unlimited users.
- Features: Human tasks, rules engine, process modeling.
- Drawback: Steep learning curve.
13. Activiti
- Best for: Lightweight BPM for developers.
- Free tier limit: Unlimited users.
- Features: REST API, workflow automation, task management.
- Drawback: Few out-of-the-box templates.
Hybrid & Specialised BPM Tools
14. Tallyfy Free
- Best for: Documenting SOPs.
- Free tier limit: 5 users.
- Features: Step-by-step task tracking, SOP repository.
- Drawback: No advanced analytics.
15. Barawave Free Trial
- Best for: Businesses wanting BPM + ERP + CRM in one.
- Free tier limit: Time-limited trial.
- Features: AI-powered automation, industry-specific workflows, deep analytics.
- Drawback: Trial ends unless upgraded.
📌 Sign up here: https://barawave.com/dashboard/register
Comparison Table – Free Tier Overview
| Tool | Free Tier Limitations | Automation | Integrations | Upgrade Cost |
|---|---|---|---|---|
| Kissflow | 5 users | ✅ | ✅ | $$ |
| Pipefy | 10 users | ✅ | ✅ | $$ |
| ClickUp | Unlimited users | ✅ | ✅ | $$ |
| Trello | Unlimited users | ✅ (limited) | ✅ | $$ |
| Airtable | 5 editors | ✅ | ✅ | $$ |
| Asana | 15 users | ✅ | ✅ | $$ |
| Monday.com | 2 users | ✅ | ✅ | $$ |
| Smartsheet | 2 editors | ✅ | ✅ | $$ |
| Bonita BPM | Unlimited | ✅ | ✅ | Custom |
| ProcessMaker | Unlimited | ✅ | ✅ | Custom |
| Camunda | Unlimited | ✅ | ✅ | Custom |
| jBPM | Unlimited | ✅ | ✅ | Custom |
| Activiti | Unlimited | ✅ | ✅ | Custom |
| Tallyfy | 5 users | ✅ | ✅ | $$ |
| Barawave | Trial | ✅ | ✅ | $$ |
Case Study 1 – Marketing Agency Growth Story
A San Francisco-based marketing agency began with Trello’s free plan to manage campaigns. As client numbers grew, they needed advanced automation and analytics. They migrated to Barawave, integrating BPM with ERP to track projects, invoices, and customer communications in one place.
Case Study 2 – Nonprofit Success Story
A UK nonprofit used Bonita BPM’s open-source edition to streamline volunteer onboarding. However, maintaining servers became costly. They moved to Barawave’s cloud ERP, gaining AI-driven reporting and mobile-friendly workflows — cutting admin time by 40%.
When to Upgrade from Free to Paid BPM
- Your team exceeds 10+ active users.
- You need AI analytics and real-time process optimization.
- Multi-department workflows require tighter integration.
- You want industry-specific ERP features alongside BPM.
Why Barawave is the Best Paid Upgrade
Barawave offers ERP + BPM + CRM in one cloud-based platform, serving industries like:
📌 Sign up today: https://barawave.com/dashboard/register
📍 Visit website: https://barawave.com
Conclusion
Free BPM tools in 2025 offer incredible value — but they come with limits. Start free to map processes, test workflows, and train your team. When you’re ready for unlimited scalability, AI-powered automation, and ERP integration, Barawave is your next step.
Meta Title: Top 15 Free BPM Tools in 2025 – Cloud & Open Source
Meta Description: Discover the best free BPM tools in 2025. Compare cloud-based & open-source workflow software. Learn when to upgrade to Barawave.
Meta Keywords: free BPM tools 2025, best workflow software, open source BPM, free process management tools, Barawave BPM, BPM software, business process automation
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