Pipefy

This Pipefy review covers what Pipefy is used for, its key features, Pipefy pricing plans and limits, its AI agents and integration capabilities, where it shines and falls short, and how it compares with other workflow tools. Pipefy is a no code process automation platform built for business teams rather than developers. Pipefy turns a business process into a "pipe": a board of phases where each request is a card that moves from start to finish. Forms collect the request, fields hold the data, automations move cards and send emails, and AI agents can read documents or make routine decisions along the way. Operations, finance and HR teams use it to replace email threads, spreadsheets and repetitive tasks with tracked workflows, without waiting for IT. Pipefy was founded in 2015 in Curitiba, Brazil, and also has an office in San Francisco.

What is Pipefy used for?

Pipefy is used for structured, repeatable business processes with clear steps and owners. Typical examples are purchase requests and procurement approvals, accounts payable and invoice handling, HR processes such as employee onboarding and offboarding, recruiting pipelines, customer onboarding, customer support and IT service requests, and contract review. Each process is a pipe with its own form, phases, fields and permissions, and connected pipes can hand work from one team to another. In short, Pipefy offers process management software for customized processes: teams automate workflows that used to live in inboxes, and managers see every open task in one place.

Pipefy targets departments rather than developers, and it is built to support HR processes, finance and customer support services with the same tools. A process owner in finance or HR can design the workflow, and IT keeps control over access, integrations and security. The aim is operational efficiency and process efficiency: less manual work, fewer lost requests, faster access to data and a clear record of who approved what. According to Pipefy's own site, customers include Accenture, BASF, IBM and Kraft Heinz, and its sweet spot is mid market teams and larger departments that run the same requests every week.

Key features

Pipefy offers the following main features for managing workflows and business processes:

• Pipes and phases: each process is a kanban-style board of phases. Cards carry the request data, and each phase has its own required fields, so nothing moves on with missing information.
• Forms and portals: start forms collect requests from employees, customers or suppliers, and portals group several forms into one branded entry point. Guest users can take part without a paid seat.
• Automations: no-code rules move cards, create connected cards, update fields and send emails when something happens in a pipe. Each plan includes a monthly number of automation jobs.
• AI agents: agents that check documents, read CVs, answer questions or analyse credit requests inside a workflow, either on their own or with a person approving the result.
• Databases: tables of records, such as suppliers or employees, that pipes can look up and connect to.
• Process templates: ready-made pipes for procurement, onboarding, accounts payable and service desks that you adapt instead of starting blank.
• Reports and dashboards: live views of card volumes, time spent per phase and late items, so teams can track performance metrics, generate reports on workflow performance and make data driven decisions about bottlenecks, without separate analytics tools.
• Integrations and API: Zapier on the free plan, native integrations and API access on paid plans, plus connections to tools such as Slack, Microsoft Teams and WhatsApp.
• Interfaces: custom screens on top of pipes and databases (2 on Starter, 20 on Business, 100 on Enterprise).
• Security and governance: role-based access on Business, and enterprise level security with SSO, two factor authentication and white labelling on Enterprise.

Pipefy pricing plans

Pipefy has one free plan and two paid pricing plans sold through sales, plus a special plan for small businesses. The details below come from the Pipefy pricing page as of September 2026.

• Starter (free): up to 10 users and 5 processes, 50 new cards a month, 15 automation jobs a month, 500 database records, 2 GB of storage, 205 API calls a month, 2 interfaces, 1 workflow connection, no guest users, and Zapier as the only integration. No credit card is needed.
• Business: price on request, billed per user. Unlimited users, processes and cards, 300 automation jobs a month, 10,000 database records, 20 GB of storage, 500 API calls a month, 20 interfaces, unlimited workflow connections, native integrations and API access, up to 100 guest users and role-based access.
• Enterprise: custom price. 2,000 automation jobs a month, 10,000 API calls a month, custom database and storage limits, SSO, two-factor authentication, white labelling and unlimited guest users.

Every plan includes 1,000 single-use AI credits. When they run out, extra credits can be bought. The main business features that separate the plans are the automation job and API limits, higher database and storage limits, guest users, and enterprise features such as SSO. Starter only covers basic automations, so it is best used to prove one process before you pay.

Special plan for small businesses

Pipefy also advertises an SMB package for companies with 11 to 200 employees: a fixed-price offer with, in Pipefy's words, up to 90% discount on the regular packages. The exact price is again quoted by sales, so it is the plan to ask about if you are a small business that has outgrown the free plan's database and storage limits.

The cost surprise to check is the automation job allowance. Business includes 300 automation jobs a month for the whole account, and a busy pipe with several rules per card can use that up quickly. Check how many jobs your process will trigger, and how many AI credits your agents will use, before you pick a plan. Paid prices are only available from sales, so ask for a quote per user type.

Pipefy AI agents and no code process automation

Pipefy added AI agents to its platform in March 2025 (press release). An agent is a configured AI step inside a pipe: it reads the card and its attachments, follows written instructions, and then updates fields, moves the card or drafts a reply. Agents can run on their own or wait for a person to approve the result, which matters for finance and HR decisions. Pipefy AI features also help you create a first draft of a pipe, extract data from documents into fields, and summarise long cards, so the software takes over manual reading and data entry while people keep control of the decision.

Pipefy reports that its customers were running more than 4,700 agents by August 2025. The company also says Accenture has put more than 450 of them into production. Treat these as vendor figures. Every plan includes 1,000 single-use AI credits, so a pilot is possible on the free plan before you pay for more.

How does Pipefy work? Easily build structured processes

Pipefy works in the same way for every process. Start from one of the process templates or a blank pipe, then list the phases your process really has, for example Request, Review, Approval and Done. Add the fields each phase needs, and mark the ones that must be filled before a card can move. Build the start form, test the pipe with a few real requests, and add automations only once the flow is stable. Connect a database for recurring data such as suppliers, and add an AI agent for the step that takes the most manual reading. Pipefy also lets you describe a workflow in natural language prompts and have the AI draft the first version of the pipe, which you then refine. The free plan is enough to model one process end to end, and the intuitive interface is user friendly enough for non technical users to manage tasks day to day. Complex processes with many branches take longer: plan the phases on paper first, and bring in IT support or a partner for integrations.

How Pipefy integrates: integration capabilities and the service portal

Pipefy integrates with other apps and software in three ways. Zapier works on every plan, including Starter. Business and Enterprise add native integrations with tools such as Slack, Microsoft Teams and WhatsApp, plus the GraphQL API for custom connections to ERP, HR and finance systems. Workflow connections link pipes to each other, so a purchase request can create a card in accounts payable once it is approved. The service portal is the front door for requests: employees, customers or suppliers pick a form, submit it and follow its status, while guest users on Business and Enterprise can take part without a paid seat. For customer support and internal service delivery, this replaces a shared inbox with one tracked queue per request type.

Where Pipefy shines — and where it falls short

Strengths:

• Business teams can design and change their own processes without code.
• Phase rules and required fields keep requests complete and auditable.
• Portals and guest users bring suppliers and employees in without extra seats.
• AI agents sit inside the workflow, with human approval where needed.
• An intuitive interface that small teams and large departments can both learn quickly.

Trade-offs:

• Paid prices are not published, so budgeting needs a sales call, even for the small-business package.
• Automation jobs and API calls are capped per month, even on Business.
• Best for structured processes; less suited to free-form project work or group projects.
• The free plan's basic automations and data storage limits are only enough for a pilot.
• Complex integrations beyond the native ones need the API or a partner.

How Pipefy compares

• Kissflow: a close alternative for low-code workflows and approvals.
• Process Street: checklist-first processes, strong for recurring procedures.
• Smartsheet: spreadsheet-based work management and project tracking.
• ClickUp: all-in-one project management rather than process automation.
• Airtable: a flexible database with interfaces and automations.
• Microsoft Power Automate: the Microsoft 365 option for flows and RPA.
• Zapier and Make: integration automation between apps, not process boards.
• Creatio, Appian and Camunda: heavier process platforms for complex enterprise workflows.

Is Pipefy worth it?

Pipefy is worth it for business teams with specific needs in operations, finance, HR and procurement, who run the same request process many times a month and want to manage it in one structured, tracked and automated place without developers. Its features cover most back-office tasks, and the user friendly builder lets non technical users create and change pipes themselves. The free plan is generous enough to prove one process. It is less of a fit for small teams that need published prices, for high-volume automation beyond the monthly job limits, or for project work that does not follow fixed steps. If you want help designing processes or integrating Pipefy with your systems, low-code agencies and developers on LowCodeDevs can take it on.

Sources

• Pipefy pricing: plans, limits, AI credits and billing model.
• Pipefy home page: features, customers and positioning.
• Pipefy adds AI agents: the March 2025 launch of AI agents.
• Review sites such as Copy.ai and Software Advice still list four plans, including an "Unlimited" plan, and per-user prices of $20 and $34. Pipefy's current pricing page shows Starter, Business and Enterprise only, with paid prices on request; this page follows the vendor.
• Accenture adopts more than 450 AI agents from Pipefy: vendor case study.
• Pipefy reaches 4,700 AI agents, Brazil Economy: agent and customer figures.