Just how much time can task automation software really save you?
Automation software has become super accessible in recent years, and there's a lot of hype surrounding it. But if you have a fairly comfortable day-to-day work routine, automation tools might seem a bit unnecessary. Are they really worth all the fuss?
Start scrutinizing your workflow, however, and you might notice a lot of repetitive tasks, like sending follow-up emails, entering data, and working out the best time to schedule meetings. In fact, McKinsey research has found that approximately one-third of sales tasks can be automated, which, if you put it that way, would save quite a lot of time. 🤔
Once you start exploring use cases and different tools, you might discover lots of tasks to automate. To help you start saving time and be more productive today, we’ve put a list of the seven best task automation tools together.
What is task automation software?
Task automation software is a broad category that covers tools that automate repetitive tasks, helping you save time, improve productivity, and make your day-to-day life easier. While workflow automation software focuses on automating entire workflows, task automation tools focus on specific tasks and actions.
For example, let’s say you spend a fair bit of time scheduling meetings, because finding a time that works for you and your customer requires a lot of back and forth. A task automation tool like Calendly automates this process by letting your customer see when you’re free, so that they can choose a slot that works for both of you.
Task automation software helps teams work better and be more productive, and combining task automation tools with workflow automation software can deliver even better results.
What to look for in task automation software
When choosing task automation software, it’s important to be mindful of the following:
1. The pricing and plans
Some task automation tools offer generous free plans that are perfect for individual needs. But team plans (and more robust features) can cost you some big bucks.
Bear in mind that pricing plans aren’t always straightforward—and tools can cost more or less depending on your use case.
For example, some software might restrict advanced automation features to a higher plan, whereas another tool may provide these features in their free plan. The tool with the free advanced automations, however, might restrict the number of automations you can use for free! (Sneaky.)
So, when comparing different tools to automate tasks, scrutinize the plans and carefully consider exactly how you’re going to be using the software.
2. Integrations and flexibility
To automate tasks across different apps, you typically have two options:
- Task automation software that supports integrations.
- Task automation software that works independently of integrations.
If you’re looking at the first option, it’s important to make sure the software integrates with the apps you already use. Otherwise, you may wind up with a completed task that nobody even knows about because it’s disconnected.
3. Features and customization
Some task automation tools offer more automation capabilities and room for customization than others. For example, task dependency tools, which guide the order in which tasks are performed, help structure your automations. And some tools let you automate tasks across different platforms, while others do not.
4. Team size (and needs)
If you’re part of a larger team, you really ought to be coordinating your activities and understanding what each individual’s automation needs are. For example, if different team members manage various social media channels, a single social media automation management tool can help automate tasks across all of them.
Plus, task automation tools help improve both individual and team workflows, so it’s important to choose software that fulfills both needs. Scraping tools and text expanders, for example, help team members individually, while project management suites help entire teams coordinate better.
Laying the foundation for task automation
To get the most out of task automation, there are two important questions you’ll want to ask yourself:
- Which are the tasks that can be automated—and which ones are worth automating? This will typically include repetitive, rules-based tasks, like automated email follow-ups or data entry activities.
- What do your everyday activities or current workflows look like? Make a clear outline, and have this info on-hand to help your task automation software cater to as many of your activities as possible.
Some of the best task automation software helps you outline workflows and discover repetitive tasks, too. A great example is project management software that supports integrations and automation.
The Best Task Automation Software for 2025
Ready to start automating repetitive, boring tasks? We’ve put together a rundown of the seven best task automation software for various needs and use cases.
1. Magical
Best for: No-code browser automation
Magical stands out in the task automation landscape by focusing on browser-based automation that works anywhere on the web. Unlike traditional automation platforms that require dedicated environments, Magical operates as a browser extension that seamlessly integrates with virtually any web application or service you already use.
What makes Magical particularly valuable is its ability to transfer data between different web applications without complex API integrations or coding knowledge. For example, you can automatically pull information from a CRM and populate it into an email, spreadsheet, or messaging platform with just a few clicks. This cross-application functionality makes it ideal for customer support teams, sales professionals, recruiters, and anyone who regularly moves data between different platforms.
Key Features:
- Text expansion for quick responses and templated messages
- Data transfer between any web applications
- AI-powered form filling and data extraction
- Customizable shortcuts and triggers
- Team sharing of automation templates
- Works across unlimited websites with no integration limits
Magical offers a generous free plan that includes basic automation features. For teams and power users, the Premium plan starts at $10/month and includes advanced features like team collaboration, more templates, and priority support.
2. Motion
Best for: AI-powered team task management
Motion represents the cutting edge of AI-driven task management, using advanced algorithms to automatically schedule and prioritize work for individuals and teams. Unlike traditional project management tools, Motion actively manages your calendar and task list, intelligently rescheduling work when meetings or priorities change.
The platform's intelligent scheduling capability is particularly valuable for teams dealing with complex projects and shifting priorities. Motion's AI engine considers factors like task dependencies, deadlines, and team capacity to create optimal schedules that maximize productivity while preventing overcommitment. This dynamic approach to task management eliminates hours of manual planning while ensuring critical work stays on track.
Key Features:
- AI-powered calendar and task scheduling
- Automatic rescheduling when priorities change
- Project workflow templates
- Team capacity planning and workload management
- Meeting scheduling with clients and stakeholders
- Visual project tracking and deadline management
Motion's pricing starts at $19/month per user, with a free trial available to test its capabilities. While it represents a premium option in the task automation space, users report significant time savings and productivity gains that justify the investment.
3. Zapier
Best for: App connections and integrations
Zapier has established itself as the gold standard for connecting different applications and creating automated workflows between them. With support for over 5,000 applications, Zapier's extensive integration library allows users to automate work across virtually any combination of tools in their tech stack.
The platform uses a trigger-action model where an event in one application (such as receiving an email or a form submission) automatically initiates actions in other applications (like creating a task or updating a database record). This approach is particularly valuable for businesses using multiple specialized tools, as it eliminates manual data transfer and ensures consistency across systems.
Key Features:
- Connections to 5,000+ applications
- Multi-step workflows with conditional logic
- Filters and formatting options for data transformation
- Error handling and notifications
- Scheduler for recurring automations
- Team collaboration and shared workflows
Zapier offers a free plan that includes basic features with limited monthly automations. Paid plans start at $19.99/month and include additional features like multi-step workflows, premium apps, and faster automation processing.
4. ClickUp
Best for: AI task automation and workflow integration
ClickUp combines comprehensive project management capabilities with powerful automation features, creating an all-in-one workspace for teams of all sizes. The platform's recent focus on AI-powered features has significantly enhanced its automation capabilities, making it a strong contender for teams looking to streamline complex workflows.
What sets ClickUp apart is its versatility and customization options. Teams can create tailored workspaces with custom fields, statuses, and automation rules that match their exact processes. This flexibility makes ClickUp suitable for a wide range of industries and use cases, from software development to marketing campaign management.
Key Features:
- AI-powered task automation and suggestions
- Customizable workflow automation
- Document collaboration and knowledge management
- Time tracking and reporting
- Custom fields and statuses
- Integrations with 1,000+ applications
ClickUp offers one of the most generous free plans in the industry, with essential features available at no cost. Paid plans start at $7/month per user and include additional automation capabilities, reporting options, and collaboration features.
5. Asana
Best for: Team project management
Asana has long been a leader in the project management space, and its automation capabilities have evolved significantly in recent years. The platform excels at helping teams coordinate complex projects with multiple stakeholders, using automation to keep work flowing smoothly and ensure nothing falls through the cracks.
The strength of Asana's automation features lies in their intuitive setup and seamless integration with the platform's core project management functionality. Teams can easily create rules that automatically assign tasks, update statuses, and send notifications based on triggers like due dates or task completions. This reduces manual coordination effort and helps maintain project momentum.
Key Features:
- Workflow automation rules and triggers
- Timeline planning and dependency management
- Custom fields and task templates
- Form intake with automatic task creation
- Cross-team collaboration tools
- Comprehensive reporting and dashboards
Asana offers a free plan for individuals and small teams. Premium features, including more advanced automation capabilities, are available starting at $10.99/month per user.
6. Calendly
Best for: Meeting scheduling automation
Calendly focuses on solving one specific automation challenge exceptionally well: eliminating the back-and-forth emails typically required to schedule meetings. This specialized focus has made it the go-to solution for professionals who regularly schedule meetings with clients, candidates, or team members.
The platform works by creating shareable scheduling links that reflect your real-time availability based on your connected calendars. Recipients can select from available time slots, and meetings are automatically added to everyone's calendars with appropriate details and conference links. This streamlined approach can save hours each week for people in customer-facing or collaborative roles.
Key Features:
- Automated scheduling based on real-time availability
- Custom meeting types with different durations and buffers
- Automatic time zone detection
- Calendar integrations (Google, Outlook, etc.)
- Reminder and follow-up automation
- Round-robin assignment for team scheduling
Calendly offers a free basic plan with essential features. Premium plans start at $8/month per user and include additional features like custom branding, integrations with other applications, and advanced scheduling options.
7. Microsoft Power Automate
Best for: Microsoft ecosystem integration
Microsoft Power Automate (formerly Flow) provides deep integration with the Microsoft 365 suite while also connecting to hundreds of third-party services. For organizations heavily invested in the Microsoft ecosystem, Power Automate offers unparalleled automation capabilities that leverage existing data and processes across Microsoft applications.
The platform stands out for its balance of accessibility and power. While it offers a no-code interface for creating basic workflows, it also provides advanced capabilities for more technical users, including RPA (Robotic Process Automation) features for automating legacy systems and desktop applications. This flexibility makes it suitable for both individual productivity enhancements and enterprise-wide automation initiatives.
Key Features:
- Seamless integration with Microsoft 365 applications
- Desktop automation with RPA capabilities
- AI Builder for intelligent document processing
- Process approval workflows
- Business process automation templates
- On-premises data gateway for hybrid scenarios
Microsoft Power Automate includes a free plan with limited runs and basic capabilities. Premium plans start at $15/month per user and include additional connectors, AI capabilities, and higher automation limits.
Visit Microsoft Power Automate
8. IFTTT
Best for: Versatile cross-app automation
IFTTT (If This Then That) pioneered the concept of simple trigger-action automation for personal productivity and small business use. The platform focuses on accessibility, offering a straightforward interface that makes automation approachable even for non-technical users.
What distinguishes IFTTT is its broad coverage across both business and personal applications, including smart home devices, social media platforms, and productivity tools. This makes it particularly valuable for entrepreneurs and small business owners who want to automate aspects of both their work and personal digital environments using a single platform.
Key Features:
- Simple trigger-action model
- Wide range of personal and business application integrations
- Smart home and IoT device automation
- Location-based triggers
- Social media cross-posting
- Email and notification automations
IFTTT offers a free plan with limited applets (automations). The Pro plan starts at $5/month and includes unlimited applets, faster execution times, and more complex conditional logic.
9. Buffer
Best for: Social media management automation
Buffer specializes in automating social media management tasks, making it an essential tool for marketers and content teams. The platform allows users to schedule and publish content across multiple social platforms simultaneously, saving considerable time compared to managing each channel individually.
What sets Buffer apart is its comprehensive approach to social media automation that covers both publishing and analytics in a single tool. The platform's intuitive interface makes it easy to maintain a consistent posting schedule while analyzing performance to optimize future content strategies.
Key Features:
- Cross-platform content scheduling
- Visual content calendar
- Automated publishing at optimal times
- Performance analytics and reporting
- Team collaboration tools
- Engagement tracking across channels
Buffer offers a free plan with basic features for up to three social channels. Paid plans start at $5/month per channel and include advanced publishing features, analytics, and team collaboration tools.
10. Airtable
Best for: Customized workflow automation
Airtable combines the flexibility of a spreadsheet with the structure of a database, creating a versatile platform for organizing information and automating workflows. Its unique approach allows teams to create custom applications tailored to their specific processes without coding knowledge.
The platform's automation capabilities are deeply integrated with its database functionality, enabling powerful conditional automations based on record changes, field values, and user interactions. This makes Airtable particularly valuable for teams that need to manage complex datasets with interconnected workflows, such as product development, content pipelines, or event management.
Key Features:
- Database-driven workflow automation
- Conditional logic and advanced filtering
- Custom views (Kanban, Calendar, Gantt, etc.)
- Form-based data collection
- Record linking and lookup fields
- API access for custom integrations
Airtable offers a free plan with essential features. Paid plans start at $10/month per user and include more advanced automation capabilities, larger record limits, and additional views.
11. PhantomBuster
Best for: Social media automation and data scraping
PhantomBuster offers specialized automation capabilities focused on data extraction and social media engagement. The platform stands out with its extensive library of pre-built "Phantoms" (automation scripts) designed for specific tasks across platforms like LinkedIn, Twitter, Instagram, and more.
What makes PhantomBuster particularly valuable is its ability to automate tasks that typically require manual intervention, such as sending connection requests, extracting profile data, or monitoring competitor activities. These capabilities make it an essential tool for sales teams, recruiters, and digital marketers who rely on social platforms for lead generation and engagement.
Key Features:
- Pre-built automation scripts for popular platforms
- Data extraction and CSV export
- Scheduled execution of automation tasks
- Chain multiple automations into workflows
- API access for integration with other tools
- Detailed activity logs and monitoring
PhantomBuster offers a free 14-day trial. Paid plans start at $48/month and include multiple automation slots and increased execution time limits.
12. ActiveCampaign
Best for: Email and marketing automation
ActiveCampaign specializes in marketing and sales automation, with a particular focus on email marketing workflows. What sets it apart from general-purpose automation tools is its deep understanding of customer journeys and marketing processes, including lead scoring, segmentation, and personalized communication sequences.
The platform excels at creating sophisticated, branching automation workflows that respond to customer behavior across multiple channels. This capability makes it especially valuable for marketing teams, e-commerce businesses, and organizations focused on nurturing customer relationships through targeted, timely communications.
Key Features:
- Visual automation builder for complex workflows
- Email marketing and campaign management
- CRM with sales automation
- Customer journey mapping
- Behavioral targeting and segmentation
- Site tracking and event-based triggers
ActiveCampaign pricing starts at $29/month for the Lite plan, with more advanced features available in higher-tier plans. A free trial is available to test its capabilities.
13. Wrike
Best for: Work management process automation
Wrike delivers comprehensive work management automation capabilities designed to streamline complex business processes across departments. The platform stands out for its flexibility in creating customized workflows that adapt to an organization's specific needs, rather than forcing teams to conform to rigid, pre-defined processes.
What makes Wrike particularly valuable is its ability to automate the entire work management lifecycle—from request intake through execution and reporting. Its customizable forms, approval workflows, and status automation help eliminate manual handoffs and keep projects moving efficiently through each stage.
Key Features:
- Custom workflow automation
- Dynamic request forms with conditional logic
- Automated approval routing
- Task dependencies and scheduling
- Cross-departmental visibility
- Advanced reporting and dashboards
Wrike offers a free plan for small teams. Paid plans start at $9.80/user/month for the Team tier, with more advanced features available in the Business tier at $24.80/user/month.
14. Alfred
Best for: Mac-specific workflow automation
Alfred is a productivity application designed exclusively for macOS users, offering powerful automation capabilities that enhance the native Mac experience. Unlike cross-platform automation tools, Alfred's tight integration with macOS enables unique capabilities like file system operations, application launching, and system command execution.
What makes Alfred particularly valuable is its hotkey-triggered workflows that can execute complex sequences of actions with minimal input. The platform's Automation Tasks feature allows users to build sophisticated workflows without coding, making advanced automation accessible to non-technical users.
Key Features:
- Hotkey-triggered workflows
- Text expansion and snippets
- File and application search
- System command execution
- Clipboard history and snippets
- Custom workflow creation
Alfred offers a free version with basic functionality. The Powerpack upgrade adds advanced features including workflow automation and is available for a one-time purchase rather than a subscription.
15. LeapWork
Best for: Testing automation
LeapWork provides a specialized automation platform focused on software testing and quality assurance processes. Unlike general-purpose automation tools, LeapWork's visual, no-code approach is specifically designed to make test automation accessible to non-technical team members.
What sets LeapWork apart is its visual language and smart recorder functionality, which allows users to create automated tests by capturing UI elements and defining test flows without writing code. This approach significantly reduces the technical barrier to implementing test automation, making it accessible to business analysts and domain experts.
Key Features:
- Visual no-code test design
- Smart recorder for UI capture
- Cross-browser and cross-platform testing
- Data-driven test automation
- Scheduling and test execution
- Comprehensive reporting and analytics
LeapWork offers personalized pricing based on team size and specific requirements. A free trial is available to evaluate the platform's capabilities.
16. Tallyfy
Best for: No-code process automation
Tallyfy delivers specialized process automation capabilities with a focus on making complex workflows simple to implement and maintain. Unlike traditional automation platforms that rely on flowcharts or technical implementations, Tallyfy's approach centers on capturing and automating processes exactly as they're performed in the real world.
What makes Tallyfy particularly valuable is its emphasis on client-facing workflows and data collection. The platform excels at automating processes that span organizational boundaries, such as client onboarding, approval workflows, and service delivery, with a consistent, branded experience.
Key Features:
- No-code process automation
- Client-facing workflow forms
- Process tracking and visibility
- Task assignment and delegation
- Document collection and management
- Custom branding and white-labeling
Tallyfy's pricing starts at $5/member/month for basic documentation capabilities, with full process automation features available in the Pro tier at $30/member/month.
17. Kissflow
Best for: Enterprise workflow automation
Kissflow provides a comprehensive platform for enterprise-grade process automation, combining workflow management, form creation, and data handling in a unified solution. What distinguishes Kissflow is its ability to scale across large organizations while maintaining the accessibility of a no-code platform.
The platform excels at automating complex, cross-departmental processes that involve multiple stakeholders, approvals, and conditional paths. Its flexibility makes it suitable for a wide range of business processes, from HR onboarding to procurement, finance operations, and IT service management.
Key Features:
- Visual process designer
- Form builder with advanced field types
- Role-based access control
- Reporting and analytics
- Integration with enterprise systems
- Mobile application support
Kissflow's pricing starts at $1,500/month for the base package, making it more suitable for mid-size to large enterprises. Custom pricing is available for organizations with specific requirements.
Ready to start automating dull and repetitivetasks?
Using software to automate repetitive tasks can help you win back time and escape the boring parts of work. But before you get started with task automation software, it’s important to lay the foundation for automation.
Consider what tasks can be automated, and outline your workflows to make it easy to identify opportunities. It’s also important to chat to your team members and make sure everyone’s on the same page.
Some of the more powerful tools we’ve covered, like ActiveCampaign and Asana, help teams put crucial activities on autopilot. But if you’re looking for a simple task automation tool that works where you do, it’s worth trying Magical out. Add it to Chrome for free today.
How to Choose the Right Task Automation Software
Selecting the ideal task automation solution depends on several key factors related to your specific needs and environment:
1. Integration Requirements
First, consider which applications you need to connect. If you're heavily invested in Microsoft products, Power Automate might be your best option. For connecting a diverse set of tools, Zapier or IFTTT would be more appropriate. For browser-based work across any web application, Magical offers the most flexibility.
2. Automation Complexity
Assess the complexity of the workflows you want to automate:
- For simple trigger-action scenarios, tools like IFTTT offer a straightforward approach
- For multi-step workflows with conditional logic, consider Zapier or Power Automate
- For AI-powered task scheduling and management, Motion provides the most advanced capabilities
3. Technical Expertise
Consider the technical skills of the people who will be creating and managing the automations:
- No-code tools like Magical and IFTTT are accessible to all users
- Platforms like Zapier and Airtable offer more power while remaining approachable
- Microsoft Power Automate provides options ranging from simple to highly technical
4. Scalability Needs
Think about how your automation needs might grow over time:
- For individual or small team use, simpler tools may suffice
- For enterprise-wide deployment, look for solutions with robust governance features
- Consider pricing models that accommodate growth without excessive cost increases
Implementation Best Practices
To get the most value from your task automation investment, follow these proven implementation strategies:
Start Small and Expand
Begin by automating a few high-impact, well-defined processes rather than attempting a comprehensive automation initiative from the start. This approach allows you to:
- Demonstrate quick wins and build momentum
- Refine your approach based on early learnings
- Develop internal expertise before tackling more complex workflows
Document Your Automations
Create clear documentation for all automated workflows, including:
- The purpose and expected outcome of each automation
- Trigger conditions and resulting actions
- Error handling procedures
- Ownership and maintenance responsibilities
This documentation ensures continuity if team members change and provides a foundation for optimization efforts.
Establish Governance Procedures
As your automation footprint grows, implement governance processes to maintain control:
- Regular reviews to identify and eliminate redundant automations
- Security and access controls for sensitive automations
- Version control for automation workflows
- Testing protocols for new or modified automations
Monitor Performance and Iterate
Treat automation as an ongoing process rather than a one-time implementation:
- Track time savings and error reduction to quantify benefits
- Collect user feedback to identify improvement opportunities
- Regularly review workflows for potential enhancements
- Stay current with new features and capabilities from your automation platform
Future Trends in Task Automation
The task automation landscape continues to evolve rapidly, with several key trends shaping its future:
AI-Powered Automation
Artificial intelligence is increasingly embedded in automation tools, enabling:
- Intelligent document processing and data extraction
- Predictive task scheduling and resource allocation
- Natural language interfaces for creating automations
- Anomaly detection and proactive problem-solving
No-Code/Low-Code Expansion
The democratization of automation continues with more powerful capabilities becoming accessible to non-technical users:
- Visual workflow builders with drag-and-drop interfaces
- Pre-built templates for common business processes
- AI-assisted automation creation and optimization
- Simplified integrations requiring minimal technical knowledge
Hyperautomation
Organizations are moving toward end-to-end automation that combines multiple technologies:
- RPA for legacy system integration
- Process mining to identify automation opportunities
- AI for handling complex, judgment-based tasks
- Analytics for continuous process improvement
Enhanced Security and Governance
As automation becomes more critical to operations, security features are evolving:
- Granular permission controls for automation creation and execution
- Audit trails for regulatory compliance
- Secure handling of sensitive data within workflows
- Centralized management of automation assets
Frequently Asked Questions
What is task automation software?
Task automation software allows you to create workflows that automatically complete repetitive tasks based on triggers or schedules. These tools can range from simple if-then connections between apps to sophisticated platforms that use AI to manage complex processes without human intervention.
How much can task automation software improve productivity?
Studies show that effective task automation typically saves employees 3-5 hours per week on routine tasks, representing a 10-15% productivity improvement. For teams dealing with high volumes of repetitive processes, the gains can be even more substantial, sometimes exceeding 30% productivity improvement.
Can task automation software integrate with my existing tools?
Most modern task automation platforms are designed for integration with popular business applications. Platforms like Zapier and Microsoft Power Automate connect to thousands of services, while browser-based tools like Magical work with virtually any web application without formal integrations.
Is task automation secure for sensitive business data?
Leading task automation platforms implement robust security measures, including encryption for data in transit and at rest, compliance with standards like SOC 2 and GDPR, and permission controls to restrict access to sensitive workflows. However, it's important to review the specific security features of any platform you're considering, especially for automations involving confidential information.
Do I need programming skills to use task automation software?
Most modern task automation tools are designed with no-code or low-code interfaces that don't require programming expertise. While more technical knowledge can enable more sophisticated automations in some platforms, basic automation capabilities are accessible to users without coding skills.
What tasks should not be automated?
While automation can handle many routine processes, certain tasks are generally better left to humans:
- Complex decision-making requiring contextual judgment
- Creative work and content creation (though AI can assist)
- High-touch customer interactions requiring empathy
- Strategic planning and innovation
- Tasks where the cost of automation exceeds the potential benefit
