The software you already use almost works.
That “almost” can become surprisingly expensive. When people spend time moving information between spreadsheets, inboxes and existing systems, the answer is not always another large platform. Sometimes a small part of the workflow needs software shaped around it.
Consolidate the state
Give the team one place to see what is happening instead of reconstructing the current state from several files and conversations.
Encode the workflow
Put the real sequence, rules and responsibilities into the interface so the process is easier to follow and harder to lose.
Reduce coordination overhead
Remove repeated checking, copying and status-chasing where the software can make the next step obvious.