Kissflow vs Pipefy vs ProcessMaker:
which is best for approvals, and where does Mobbiz fit?
Borja Hernández Celorio, CEO · Published 17 September 2026
Kissflow is a low-code/no-code work platform that combines workflow automation, application development and process management, with pricing built around fixed annual agreements. Pipefy is a no-code process management platform built around visual pipes and cards, with a free Starter plan for small teams and paid plans using per-user billing. ProcessMaker and Decisions merged in November 2025 and now operate as one company.
ProcessMaker remains a supported platform, while the combined business also offers broader orchestration, rules and automation capabilities. Pricing is provided on quotation. Mobbiz Solutions is a no-code workflow automation and operational governance platform delivered as a configured implementation. It is designed for mid-sized B2B organisations whose approvals involve documents, external participants, multiple teams or locations, and existing ERP, CRM or operational systems.
All four automate approvals. The differences that matter to a buyer are how quickly the platform can be deployed, how tightly a process can be controlled, whether people outside the company can participate, how documents are managed, and how the workflow connects with systems already in use.
Kissflow vs Pipefy vs ProcessMaker, which is best for approvals?
There is no single winner here. The best choice depends on the type of approval process you need to manage — and on one question most buyers skip: how many people in your approval chain sit outside your company?
Pipefy
Business teams building and scaling visual no-code approval flows. Free Starter plan to get moving; per-user billing once you outgrow it.
Kissflow
An enterprise low-code platform for governing multiple applications and workflows under one fixed annual agreement.
ProcessMaker / Decisions
Enterprise orchestration, sophisticated rules or BPMN-based workflows — especially where cloud, hybrid or on-prem deployment matters.
Mobbiz Solutions
Approvals that are one stage in a bigger operational process — supporting documents, external parties, multiple teams or locations, existing ERP or CRM.
The question to ask before choosing any of them
Count how many people in your approval chain sit outside your company. The moment a supplier, franchisee, dealer, customer or contractor has to submit information, upload a document or respond to a decision, external participation becomes a central selection criterion rather than a secondary feature.
You should also ask whether the approval is a standalone decision or one stage in a larger process. If it has to validate documents, apply company policy, trigger the next operational step, update another system and preserve a complete audit history, evaluate the end-to-end process — not just the approval screen.
Kissflow, Pipefy, ProcessMaker and Mobbiz compared for approval workflows
Teams commonly evaluate Nintex alternatives around three questions: how licence cost changes at renewal or as user counts grow, who can make routine workflow changes, and whether the platform can support processes that extend beyond internal forms and approvals. These factors should be assessed against the current Nintex agreement and the scope of the processes being considered for migration.
| Platform | Approval routing | External participants | Audit trail | Documents | Systems | Starting price |
|---|---|---|---|---|---|---|
| PlatformKissflow | Approval routingConfigurable steps within low-code apps and workflows | External participantsVendor/customer portals, subject to configuration and commercial terms | Audit trailAudit-ready trails, centralised governance | DocumentsForms, attachments, structured documents | SystemsAPIs and integrations; scope depends on agreement | Starting priceFrom $2,500/mo (official materials); final pricing via sales |
| PlatformPipefy | Approval routingConditional logic, automation, SLA controls on paid plans | External participantsGuest users on paid plans — up to 100 on Business, unlimited on Enterprise | Audit trailComplete activity log inside cards | DocumentsAttachments and structured form fields | SystemsAPI and integrations on paid plans | Starting priceFree Starter (10 users, 5 processes); paid plans per-user, via sales |
| PlatformProcessMaker / Decisions | Approval routingBPMN workflows, orchestration, gateways, rules, events | External participantsConfigurable according to deployment | Audit trailProcess history, enterprise audit capabilities | DocumentsDocument handling, intelligent document processing | SystemsAPIs, integrations, orchestration across systems | Starting priceNot publicly listed; customised quote |
| PlatformMobbiz Solutions | Approval routingPolicy-based routing, escalations and exceptions inside governed workflows | External participantsExternal portals for suppliers, customers, franchisees, contractors | Audit trailFull audit history across configured workflows | DocumentsCollects, validates and routes documents inside the same process | SystemsIntegrates with ERP/CRM/finance/HR, or manages configured data directly | Starting priceModules from $6,000; implementations from $12,000; licences $13–$20/user/mo, 20-user minimum |
Checked against official vendor materials, 16 September 2026. Pricing and packaging change — confirm current terms with each vendor.
Where Mobbiz Solutions fits against these platforms
Mobbiz is a different shape of purchase from a self-service approval tool: a no-code workflow automation and operational governance platform for mid-sized B2B companies, delivered as a configured implementation rather than a self-serve signup. It fits when approvals, supporting documents, external participants and operational actions need to be managed as one connected process — rather than living across a workflow tool, a shared drive and an email thread.
Where an ERP or CRM is already in use, that system stays the system of record while Mobbiz manages the approval path, routing, coordination and audit history. Where no suitable core system exists, Mobbiz can manage configured process data directly. Standard modules cover procurement, CRM and sales, HR and recruitment, B2B distribution, multi-branch and franchise operations, and energy and utilities.
Pricing, plainly
Pre-configured modules from $6,000, client-specific implementations from $12,000, higher-complexity projects can exceed $25,000. Internal licences: $14–$20/user/month at the 20-user minimum tier, lower at volume. External users: $250/mo for the first pack of 250, $150/mo per additional pack, or transaction-based pricing for very large or occasional populations. AI agents: configuration from ~$300 per use case, usage billed via Mobbiz Credits.
Typical target: 20–40% operational savings within six months — not guaranteed, and dependent on process scope, baseline and adoption.
Who Mobbiz Solutions is not for
Simple internal approvals
If your approvals are simple, entirely internal and owned by one small department, Mobbiz may provide more structure than you currently need. A lighter self-service workflow tool may be more economical, particularly for a team below the 20-internal-user minimum.
Basic approval flow in days
If your only priority is launching a basic approval flow within a few days without a discovery or configuration process, a self-service product will normally be faster. Mobbiz is designed for workflows that benefit from process mapping, configuration and implementation support. A free demo or limited pilot can be used to evaluate selected workflows before making a larger commitment.
Infrastructure-first BPMN requirements
If your requirement is specifically an enterprise BPMN or rules engine deployed on your own infrastructure, without a need for Mobbiz's external portals, configured modules or implementation model, Decisions may be a more direct fit.
Tracking work rather than controlling processes
If you are still tracking work rather than controlling consequential business processes, monday.com or Airtable may be sufficient for now. The point to consider a governed workflow platform is when approvals, documents, external participation, compliance or cross-system execution require stronger controls.
Mobbiz Solutions serves mid-sized B2B companies, primarily in Spain and Europe, the Philippines, Singapore and Southeast Asia, with the UK and Australia as secondary markets.
We use monday.com and Airtable.
What would a governed workflow platform add?
Three things usually matter most: policy-based routing that enforces required steps and approval paths, an audit history tied to the workflow, and controlled access for people outside the company who need to participate without receiving a standard internal seat.
monday.com and Airtable both support automation and activity history, and they are effective tools for flexible work management. A governed workflow platform becomes more relevant when the organisation needs to enforce how a process is executed across people, documents and systems, rather than primarily tracking tasks and records.
What monday.com and Airtable do well
They are useful tools, and many teams should start there. Airtable provides a flexible relational database with a spreadsheet-style interface, allowing non-technical teams to structure and manage operational information. monday.com provides visibility, ownership and coordination across tasks: who has what, what is late and what is blocked. For collaborative work among internal colleagues, either platform may cover the requirement well.
Where teams can hit the wall
Consequential approval
The first issue is consequential approval. When a decision covers credit terms, purchase commitments, contract signatures or regulated activity, an editable status field and standard activity history may not provide the level of policy enforcement and audit evidence required.
External participation
The second issue is external participation. Shared views, forms and guest access can support simple interactions, but managing row-level visibility, documents, follow-ups and multi-stage participation across many suppliers, customers or franchisees can become difficult.
Cross-system execution
The third issue is cross-system execution. When approved records must update an ERP, CRM or finance system, manual re-keying and disconnected automations can create errors and make the complete process difficult to trace.
What you get in exchange, and what it costs
With Mobbiz, policy-based routing sends each request through the path defined by the organisation, including required approvals, exceptions and escalations. The workflow keeps the request, supporting documents, decisions and timestamps together. External portals allow authorised third parties to submit information and view only the records relevant to them.
The trade-off is configuration effort up front, because the process must be defined properly before it can be enforced. The client also needs an internal process owner. Pre-configured Mobbiz modules start at USD 6,000, client-specific implementations start at USD 12,000, and higher-complexity projects can exceed USD 25,000. At the minimum 20-user tier, internal licences generally range from USD 14 to USD 20 per user per month, depending on the client’s location, with lower effective per-user rates at higher volumes. External users can be priced through lower-cost packs or based on transaction volume, while integrations and optional AI use cases are scoped and priced separately. How other operations teams built the internal case is a useful starting point when presenting the investment to finance.
A worked example
A mid-sized distributor runs supplier onboarding in Airtable, with an approval field and a linked table for documents, and follows progress on a monday.com board. Twelve suppliers are currently being onboarded. Finance asks who approved supplier seven's credit terms, under which policy and based on which documents.
The record shows an “Approved” status, and the activity history may show who last edited the field. However, the team still has to reconstruct whether the correct approval path was followed, which policy applied at that moment and whether the required supporting documents were complete. Some of the evidence remains in email because the supplier was not participating in the same controlled process.
Run the same process on Mobbiz and the sequence changes. The supplier logs into a portal that shows only its own onboarding record, uploads the required documents, and the workflow checks that the required information is present before the request advances. Policy-based routing sends the credit-terms decision to the approver defined by the relevant rule. The decision, documents, approver and timestamp remain together in the audit history. When finance asks the question, the answer is available in one governed record.
This is an illustrative scenario rather than a client account.
Frequently asked questions
Kissflow vs Pipefy vs ProcessMaker: which is best for approvals?
Pipefy is a strong fit for business-led no-code process automation using visual workflows, with a free Starter plan available for initial use. Kissflow is suited to organisations seeking an enterprise low-code platform for multiple applications and workflows under a fixed annual agreement. ProcessMaker and Decisions are suited to enterprise orchestration, sophisticated rules, BPMN-based processes and flexible hosting. Mobbiz Solutions is suited to governed approvals that involve documents, external participants, multiple teams or locations, and integration with other business systems.
Is Mobbiz Solutions an alternative to Kissflow, Pipefy and ProcessMaker?
Yes, when the buyer needs more than a standalone approval flow. Mobbiz combines configurable workflows, policy-based approvals, document handling, external portals, dashboards, audit history and integration with existing systems. It is delivered as a configured implementation for mid-sized B2B organisations rather than as a purely self-service workflow builder.
We use monday.com and Airtable. What would a governed workflow platform add?
monday.com and Airtable support flexible work management, automation and activity history. Mobbiz adds configured policy-based routing, controlled external participation, document validation, cross-system execution and an audit history covering the end-to-end workflow. These controls become more important when approvals carry financial, contractual or compliance consequences.
How much do Kissflow, Pipefy and ProcessMaker cost?
Kissflow’s published materials reference pricing from USD 2,500 per month, with final pricing handled through sales. Pipefy offers a free Starter plan for up to 10 users and five processes and uses per-user billing for paid plans, which are quoted by sales. ProcessMaker and Decisions merged in November 2025; pricing is provided through a customised quote. Confirm current terms directly with each vendor.
Which platforms let suppliers, franchisees or contractors take part in an approval workflow?
External participation differs by platform and plan. Kissflow offers vendor and customer portals and other external collaboration subject to configuration and commercial terms. Pipefy supports guest users on paid plans, with plan limits. Decisions can configure external participation as part of the deployment. Mobbiz provides external portals where suppliers, customers, franchisees and contractors can submit data, upload documents and participate directly in configured workflows. External Mobbiz users can be priced through lower-cost packs or based on transaction volume rather than as standard internal licences.
Do I need to replace my ERP or CRM to automate approvals?
No. Mobbiz can integrate with existing ERP, CRM, finance, HR and operational systems, allowing those systems to remain in place while Mobbiz manages workflow execution, approvals, coordination and audit controls. Where no suitable core system exists, Mobbiz can also manage configured operational data directly.
Can we try Mobbiz Solutions for free?
Mobbiz does not offer a permanent free plan. Prospective clients can request a free demo or a limited pilot to test selected workflows and evaluate the platform before proceeding with a full implementation.
When is Mobbiz Solutions the wrong choice?
Mobbiz may be more than you need when approvals are simple, entirely internal and limited to a small team, or when the only requirement is flexible task tracking. It is designed for mid-sized B2B organisations that need stronger process control, document handling, external participation, multi-team coordination or integration with existing systems.
How much efficiency improvement should we expect from workflow automation?
Mobbiz implementations typically target operational savings of approximately 20%–40% within the first six months of use. This is not a guaranteed result. Actual outcomes depend on the process scope, starting baseline, transaction volume and adoption levels within the organisation.
See what your approvals would look like on Mobbiz
Before comparing vendors, count how many people in the chain sit outside your company, identify which approvals are hardest to evidence today, and check which systems need to receive or provide information. Bring one process — ideally the one causing the most manual chasing.
Email: info@mobbizsolutions.com