What is Business Process Management (BPM)?

Business process management is the process modelling, discovery, analysis, measurement, improvement, optimization and automation that companies undertake to increase efficiency and meet customers demands.

So, what is a Business Process Management software? It’s probably obvious but we’ve always liked definitions as they help to get the idea even clearer.

A BPM software solution is “an application that helps to model, automate, execute, control, measure, and optimize business processes.”

Well, the right business process management system will combine individual efforts with applications and information already in place in order to simplify execution.

In this article, we’ll discuss:

    • what this software does
    • why companies use it
    • the top bpm systems you should consider

What do BPM solutions do?

The brief answer:

They help users to automate manual processes and all associated repetitive tasks, which directly contributes to improving business processes.

Business Process Management tools can be used in countless areas in which the goal is:

  • put in place digital processes in order to streamline business operations
  • higher efficiency through faster processing and less resources used
  • more accurate work through reduction of human errors and more transparency

BPM solutions help to automate workflows and could even evaluate the process performance (those with data mining features). For example determining when steps are missed or giving feedback when necessary.

It ensures that all team members are on the same page and that a standard procedure is in place each time. When processes become out-of-date, your BPM software can help you to correct errors and come up with new best practices.

Explore how to use a BPM solution to automate your business processes!

Who should use BPM applications?

In general, larger companies with well defined processes will use BPM software. Whereas smaller or less structured companies will choose simpler workflow automation software.

Larger companies will need more structured processes and will get more out of these software solutions.

Smaller companies with fewer employees and less structure don’t necessarily need the bells and whistles of business process management tools. They may find more benefits out of simpler workflow management solutions.

It’s important to note that any company regardless of size or industry can benefit from BPM tools.

We suggest including BPM software in companies who:

when to use BPM application
    • Want to standardize their current processes. (This is generally seen in medium to large companies)
    • Want to digitize their processes to keep up with customer expectations.
    • Are growing fast and need to optimize use of resources or are looking to digitize their operations. (We are seeing this across all industries and company sizes; specially after the recent pandemic pushed everyone to digital for almost activity)
    • Have very specific or intricate processes that should be streamlined. (In most cases regular workflow automation tools won’t do the job)

Modern BPM: Digital Process Automation Tools

Digital Process Automation (DPA) is the evolution of BPM software. The last one used to be cumbersome and required developers to code. DPA technology available today allows users to transform manual processes into digital ones, even without coding experience.

—- What is Digital Process Automation?

DPA falls under the same realm as BPM and Business Process Automation (BPA). While there are differences between the three, they all help to streamline processes and create more efficiencies. This is true whether a computer or person is in charge.

To find out the differences and similarities between BPM, DPA, BPA and RPA (robotic process automation) visit the previous link.

5 Powerful BPM Solutions you didn’t know about

It-s a No code digital process automation solution that helps automate manual tasks and workflows across all departments and industries. It enables businesses to automate complex processes using a drag and drop user interface.

All-in-One solution tools include:

This cloud-based BPM solution helps to automate processes, business activity monitoring performance and approve pending tasks, among others. Users can download any of the 50 pre-installed applications or create their own from scratch.


Designed to help teams build, share, and automate custom workflows. Features include storing data, team communication, and setting up conditional workflows in real time. It offers workflow templates for a number of business departments and teams.


Features include form designer, workflow and document generation to help you digitize business processes without coding and with minimal IT involvement. It enables cross-functional teams to collaborate and can be integrated to a large number of external apps.


This BPM suite helps companies in their digital transformation journey through optimization and digitization of their processes. As another no-code BPM option, AuraQuantic can be used by anyone at any time. Their real-time control and detailed analysis provide users with instant feedback, integrations, and management.

auraquant (5)

BPM Uses: 3 processes you can automate in minutes

There are many processes in which automation makes life easier. These are 3 common examples.

1- Employee Onboarding Automation

Employee Onboarding Process (1)

This process requires the new employee to fill and send a lot of information and documents. With an automated process, the system will automatically generate relevant forms (such as W-4) once the employee completes the digital form*.

*(yes now instead of having tons of documents, forms, and info thrown in an email you will have a single digital form)

The new employee can e-sign documents if needed and you can have information automatically delivered and stored, following the rules you choose to add through the business rules engine.

Whatever steps follow in your process will start automatically after this. They can be sending notifications to a specific department or user, sharing the information with people that need it, or anything else.

This will make the process easier and ensure that no steps are missed, following the same process every single time. No matter if the person running the process is new or has been with the company for years.

2- Request for Proposal (RFP) Management

RFP request for proposal process

Another great example of effective BPM tools are requests for proposals, or RFP. There is a lot of paperwork that can be missed during this process if handled the old-fashioned way. Human error is almost inevitable as there are countless steps, paperwork, and documentation involved.

When using BPM tools to manage RFPs, you can set up a few simple steps that allow the individuals to input the correct information one step at a time*.

*This can be a particularly intricate process with very specific information requests. The use of dynamic forms will help you guide the user as he fills in the form. Depending on the information entered the following info requests can change, instead of having a static form that may be very confusing to some.

Each time someone submits their proposal, the system will automatically deliver it to the staff member/s in charge and notify of a new task.

Even accepting and denying RFPs can be added to the logic and you won’t have to reach out by email anymore. It ensures you don’t forget to respond to an applicant or wait too long to select your winner.

3- Customer Approval and Contract Management

Reseller Approval and Contract Management

This process usually takes a lot of time to complete. Users need to spend a lot of time sending emails back-and-forth, waiting on responses and following up on contract changes.

Using process management software can help you stay up-to-date on deadlines, and ensure no documents are missed when submitting requests.

You can easily set up triggers to control your processes, tasks, documents, communication flow, and deadlines into one dashboard.

When you manage software properly, all users have the ability to see where the process is currently at. This real-time data can help to eliminate email threads and make on time decisions.

You can manage all your work, tasks, documents, requests and information from a single dashboard.

Virtus flow workflow manager


BPM solutions are helping businesses across industries to work better, faster and more efficiently.

Whether you’re a niche, small-sized company, a global conglomerate, or any business in between, you will enjoy the benefits of bpm tools. As they help you to get rid of manual processes and transform your business into digital.

Be it that you want to serve customers digitally, that you are growing quickly and have limited resources or that your operations are intricate and need to simplify them.

Choosing the right tool for your needs is essential, as different needs call for different solutions.

In general, we suggest using no-code automation tools, as they have a lower learning curve and allow any person to do the job with limited IT involvement.

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