Before buying another tool, look at the workflow.
A missing capability and an unclear process can look surprisingly similar. Both may show up as repeated follow-ups, information scattered across places or staff creating their own workarounds.
Before choosing another tool, describe the problem in plain language. “We need more automation” is a broad starting point. “We cannot tell who is waiting for which documents” gives you something more useful to examine.
Map where the status is recorded, who updates it and who relies on it. Ask whether the same information is being maintained in multiple places. Check whether the team agrees on what each status means.
With that picture in hand, review your existing tools. Is there a relevant capability you have not configured? Is the feature available in your current plan? Would it fit the way staff and clients need to work? Confirm the answers with current product documentation or the provider.
Sometimes a different tool may be appropriate. Sometimes the first useful change is a shared definition, a clearer handoff or a simpler sequence of steps. Starting with the workflow gives you a better basis for deciding.