WorkflowMax

Xero owned financial project management software for SMBs

About WorkflowMax

WorkflowMax, a Xero-owned product, is used by more than 10,000 businesses all over the world, providing a total cloud-based business solution for construction firms, creative agencies, architects, engineers, surveyors, lawyers, IT companies, consultants and anyone else who bills by time.

Complex quotes and invoices can be created in minutes and pushed out electronically to your clients. With a click of a button your client can accept a quote, and this becomes a job in WorkflowMax. Your team can now track their time against this job, even when they’re out in the field, and you can manage job milestones and keep track of who is working on what. When the job is complete, you can quickly send out the invoice, track how your company is performing with clever reports, and switch over to your accounting software to find all the job details have been added … automagically.

Because WorkflowMax is on the cloud, you can be anywhere in the world and still be able to manage your business. Check timesheets and send invoices from the Amazon jungle or the beach in Bali.

WorkflowMax integrates with more than 30 other systems, including Xero accounting - meaning all invoices created in WorkflowMax are seamlessly pushed into Xero.

With WorkflowMax taking care of all your admin and job management needs, you can spend your time working on the business, rather than IN the business.

Pricing starting from:

US$15.00/month

  • Free Version
  • Free Trial
  • Subscription

Key benefits of WorkflowMax

WorkflowMax is the best-in-class job/workflow management software for your service business, trusted by 10,000+ businesses globally.

1. All-in-one software - Most tools do one or two things and usually don’t integrate with each other. WorkflowMax’s suite of tools work together seamlessly, letting you focus on getting stuff done, not on cobbling together different tools.

Leads, quotes, time tracking, job management, invoicing - WorkflowMax does it all. Enter your data once, and it follows you through the job right to the invoice stage.

2. Access anywhere, anytime: The power of the cloud means you use WorkflowMax when and where it suits you. Your staff can track time on the client's site, or you can keep an eye on how jobs are progressing from your boat.

3. WorkflowMax mobile app: Now it's even easier to manage your jobs on the go with the native iOS and Android apps. User-friendly and intuitive, you can use quick swipe gestures to work effortlessly from wherever you are.

4. Complete transparency & visibility: Because all the data is real-time - you can see where every job in your business is at, who is doing what, and when you can schedule in more work. Use this data to give more accurate quotes and keep clients informed of progress.

5. Powerful Reporting: With Reports, you can get actionable insights on your business. With a few clicks you can find out the net profitability on any job, or which invoices are still outstanding.

6. Xero owned & integrated: WorkflowMax integrates with Xero accounting - providing a beautiful, seamless software solution you can trust. Invoices, purchase orders and other information flow seamlessly between Xero and WorkflowMax, helping you to get paid faster and giving you a complete business solution.

6. Integration with over 30 Add-ons: WorkflowMax integrates with more than just Xero. Using WorkflowMax as the core of your business, you can integrate it with your accounting, payroll, customer support, staff scheduling and other add-on solutions.

No more messy spreadsheets, no more lost files, no more undercharging. WorkflowMax gives you control of your business with just the push of a button.

There's so much more to WorkflowMax - and it’s easy to get started with a free trial.

Start changing the way you do business.

Typical Customers

  • Freelancers
  • Small Businesses (2-50)
  • Mid-size Companies (51-500)
  • Large enterprises (500 and more)

Deployment

  • Cloud-based
  • On-premise

Markets

Australia, Canada, China, Germany, United Kingdom , India, Japan, New Zealand, United States

Supported Languages

English

Pricing starting from:

US$15.00/month

  • Free Version
  • Free Trial
  • Subscription

Images

WorkflowMax Software - WorkflowMax Quoting Software
WorkflowMax Software - WorkflowMax Lead Manager
WorkflowMax Software - WorkflowMax Job Management Software
WorkflowMax Software - WorkflowMax online invoicing software
WorkflowMax Software - WorkflowMax Xero integration
WorkflowMax Software - WorkflowMax Business reporting/business intelligence software
WorkflowMax Software - WorkflowMax Purchase Orders
WorkflowMax Software - WorkflowMax integration with 25+ add-ons
WorkflowMax Software - WorkflowMax for iOS
WorkflowMax Software - Job costing WorkflowMax
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WorkflowMax video
WorkflowMax video
WorkflowMax Software - WorkflowMax Quoting Software
WorkflowMax Software - WorkflowMax Lead Manager
WorkflowMax Software - WorkflowMax Job Management Software
WorkflowMax Software - WorkflowMax online invoicing software
WorkflowMax Software - WorkflowMax Xero integration
WorkflowMax Software - WorkflowMax Business reporting/business intelligence software
WorkflowMax Software - WorkflowMax Purchase Orders
WorkflowMax Software - WorkflowMax integration with 25+ add-ons
WorkflowMax Software - WorkflowMax for iOS
WorkflowMax Software - Job costing WorkflowMax

Features

Total features of WorkflowMax: 84

  • API
  • Access Controls/Permissions
  • Accounting Integration
  • Accounting Software
  • Activity Dashboard
  • Activity Tracking
  • Assignment Management
  • Automated Quoting
  • Billing & Invoicing
  • Billing Portal
  • Budget Management
  • Budgeting/Forecasting
  • CRM Software
  • Calendar Management
  • Client Management
  • Client Portal
  • Collaboration Tools
  • Contact Database
  • Contact Management Software
  • Contract/License Management
  • Cost-to-Completion Tracking
  • Customer Database
  • Customer History
  • Customizable Branding
  • Customizable Fields
  • Customizable Invoices
  • Customizable Reports
  • Customizable Templates
  • Data Import/Export
  • Document Management Software
  • Document Storage
  • Email Management Software
  • Employee Management
  • Estimating
  • Expense Tracking
  • File Sharing Software
  • Hourly Billing
  • Interaction Tracking
  • Invoice History
  • Invoice Management
  • Invoice Processing
  • Job Management
  • Job Scheduling
  • Job Tracking
  • Lead Management Software
  • Milestone Tracking
  • Mobile Access
  • Monitoring
  • Multi-Currency
  • Multiple Projects
  • Online Invoicing
  • Percent-Complete Tracking
  • Performance Metrics
  • Pipeline Management
  • Project Billing
  • Project Management Software
  • Project Planning/Scheduling
  • Project Time Tracking
  • Project Tracking Software
  • Projections
  • Purchase Order Management
  • Purchasing & Receiving
  • Quotes/Estimates
  • Real Time Data
  • Real Time Notifications
  • Real Time Reporting
  • Reporting & Statistics
  • Reporting/Analytics
  • Reporting/Project Tracking
  • Resource Management Software
  • Scheduling Software
  • Search/Filter
  • Status Tracking
  • Summary Reports
  • Task Management Software
  • Template Management
  • Third Party Integrations
  • Time & Expense Tracking
  • Time Tracking Software
  • Time Tracking by Client
  • Time Tracking by Project
  • Timer
  • Timesheet Management
  • Workflow Management Software

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Reviews

Overall rating

4.3 /5
(116)
Value for Money
4.0/5
Features
3.8/5
Ease of Use
4.0/5
Customer Support Software
4.0/5

Already have WorkflowMax?

Software buyers need your help! Product reviews help the rest of us make great decisions.

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Showing 5 reviews of 116
David
Overall rating
  • Company size: 2-10 Employees
  • Review Source

Overall rating

It does what it says on the tin. Work-Flow-MAX

Reviewed on 2015-01-23

I am the director of Right Brain Insights, and CFO for a company called T3 Group – T3 Facility...

I am the director of Right Brain Insights, and CFO for a company called T3 Group – T3 Facility Services Pty Ltd. I help SMEs use data to clarify their strategic direction and boost their business performance. In the case of T3 Group, that’s what we’ve been able to do with WorkflowMax.

Eleven months ago, the only thing that could be vaguely understood was total sales to a client. However, in order to understand the cost base and truly drive profit, and link it back to our goals, we needed to be able to break down jobs, and their cost, as well as give the guys one site and the guys in the office something that could allow them to be far more efficient and far more effective at what they needed to do.

We looked at WorkflowMax, GeoOp and Connect2Field. WorkflowMax is just a standout, across these in terms of its reporting, its connection with Xero, and its detail.

We needed to have really good insights over our cash flow going forward. We use WorkflowMax to strip out a pipeline, so we can see cashflow into the future based on job activity. Our target used to be $50,000 a month, it’s now $325,000 minimum and rising. We would not have been able to hit that growth without WorkflowMax.

There used to be a fairly substantial lag in invoicing. It used to be around a 14-day delay from the end of a job to actually invoicing it. That’s come down to basically 24, at most 48 hours. We pretty much invoice as soon as the job’s finished. That’s been a really, really tight process and something that’s really cool when you link WorkflowMax to Xero.

In January our accounts receivable days was roughly 65 and our accounts payable was roughly 40. We’ve now switched that where our accounts receivable, on average, is about 45 days and our payable is about 48. So being able to switch that and stay on top of it has had a really, really powerful impact.

We’re just becoming more organised. So we are doing things far more efficiently. We are, through a system like this, becoming more account

Pros

- Customised reporting & data fields
- Real-time tracking
- Xero connection
- Pricing (so much cheaper than GeoOp & Connect 2 Field at the time we researched)
- Backed by Xero

Cons

- Dashboard design. Could be cleaner, maybe customisable
- Not life or death, but stronger connection on the cost side. i.e. 'spend money' type transactions linking to Xero.

Eabyn
Overall rating
  • Industry: Design
  • Company size: 2-10 Employees
  • Used Weekly for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 8.0 /10

Ideal for organisations looking for large scale project and financial management

Reviewed on 2022-06-27

Brings detailed project management workflows while offering portals and features that manage both...

Brings detailed project management workflows while offering portals and features that manage both the financial records and client facing invoices

Pros

Offers the benefits of both handling the financial and project management, this link is valuable for our company to monitor the integral efficiency of our organisation

Cons

A greater app integration list would benefit this platform

Alternatives Considered

HubSpot CRM

Reasons for Choosing WorkflowMax

Wanted to compare platforms which ended up having more appropriate features for our organisation

Switched From

Xero

Reasons for Switching to WorkflowMax

Offered a more tailored approach to our organisation
Verified Reviewer
Overall rating
  • Industry: Mechanical or Industrial Engineering
  • Company size: 2-10 Employees
  • Used Daily for 6-12 months
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support Software
  • Likelihood to recommend 2.0 /10

Dont use if quoting is important

Reviewed on 2017-12-01

Pros

It's OK for tracking jobs once the quote is accepted, and links with Xero quite well. If you have a simple business it'll probably be OK

Cons

Despite repeated requests, WFM is not interested in improving this side of the product. WFM cannot handle multi-line itemised quotes, is slow to use and has very limited functionality. While you can add profiles, and append them to orders it insists on blending all the profiles in together, making itemising a messy, manual process.
The cost is OK, again if you have a simple business. Don't try to imagine that these costs are anything like inventory. It is basically a free text field.
Tasks can't be combined with costs, so you can't organize complex jobs at the quote stage. I believe you can do more in jobs, but this is handling the data twice.
I am searching for an alternative and will be gone as soon as possible. The biggest thing keeping me using it is that I spend 40+ hours doing 20 hours worth of quoting and run out of time to search!

Uwais
Overall rating
  • Industry: Accounting Software
  • Company size: 11-50 Employees
  • Used Daily for 1+ year
  • Review Source

Overall rating

  • Ease of Use
  • Likelihood to recommend 7.0 /10

WorkFlowMax review

Reviewed on 2019-07-22

Reasonably happy with the experiences

Reasonably happy with the experiences

Pros

The ability to calculate and manage task time automatically without having people try to manually work out their hours is very helpful.

Cons

Planning for longer than a month is tricky if you only link jobs to projects that have been approved.

Maree
Overall rating
  • Industry: Accounting Software
  • Review Source

Overall rating

  • Customer Support Software

Value for Money Time and Project Management System

Reviewed on 2016-06-26

As Certified Implementation Partners, we have implemented and trained WorkflowMax for over sixty...

As Certified Implementation Partners, we have implemented and trained WorkflowMax for over sixty clients in the UK. Industries have included Creative Agencies, Architects & Engineers, Ecologists, Training Companies and General Consultancy firms.

Pros

WorkflowMax is highly flexible and every client will tend to use it slightly differently. Some of the key things our clients like about WorkflowMax

1. Easy time entry - Especially the weekly time grid where you can then easily track who has/hasn't submitted time if using the 'Submit Time'sheet' feature.
2. The ability to develop attractive quotes and proposals.
3. Being able to pull processes and systems together in a centralised location. Often clients are holding project information in lots of different locations/spreadsheets around the office.
4. Huge flexibility through the custom reporting and being able to quickly see Project Profitability.
5. 'Talks' nicely to Xero your Accounting Software, sending through invoices and supplier invoices.
6. Great Value for Money when taking into account the breadth of features.

Cons

1. Capacity Planning. There is a Staff Availability grid, but time must be clearly allocated to staff and tasks for this to provide meaningful and accurate information.
2. Expenses Tracking. There are various options for Expense Tracking such as bulk purchase orders, but could be clearer and easier to use.

Showing 5 reviews of 116 Read all reviews

WorkflowMax FAQs

Below are some frequently asked questions for WorkflowMax.

WorkflowMax offers the following pricing plans:

  • Starting from: US$15.00/month
  • Pricing model: Subscription
  • Free Trial: Available

1 User - US$15/month 5 Users - US$49/month 10 Users - US$99/month (Most popular) 20 Users - US$149/month Unlimited Users - US$199/month Add WorkflowMax's Lead Manager (CRM) module for $15 extra per month.

WorkflowMax has the following typical customers:

2-10, 11-50, 51-200, 201-500

WorkflowMax supports the following languages:

English

WorkflowMax supports the following devices:

Android (Mobile), iPhone (Mobile), iPad (Mobile)

WorkflowMax integrates with the following applications:

Box, Deputy, Dext Prepare, Dropbox Business, Exsalerate CRM, Freshdesk, Google Drive, HubSpot CRM, HubSpot Marketing Hub, MYOB Business, Salesforce Sales Cloud, Spotlight Reporting, Xero, Zendesk

WorkflowMax offers the following support options:

Email/Help Desk, FAQs/Forum, Knowledge Base Software, Chat

Related categories

See all software categories found for WorkflowMax.