WorkflowMax

Xero owned financial project management software for SMBs

4,3 /5 (108 reviews) Write a Review!

WorkflowMax Overview

What is 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.

WorkflowMax Overview

Pricing

Starting from
US$15,00/month

Pricing options

Free Trial
Subscription
Value for money

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 Features

Devices
Business size
S M L
Markets
United States, Canada, United Kingdom, Australia, China and 3 others, India, Japan, Germany
Supported Languages
English

Media

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

WorkflowMax Reviews

WorkflowMax Reviews

Overall rating
4,3
/
5
Excellent
54

Very good
40

Average
9

Poor
4

Terrible
1

Value for Money
4
Features
3,7
Ease of Use
4
Customer Support
4
87% recommended this app
David M.

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

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


Uwais A.

WorkFlowMax review

Reasonably happy with the experiences


Suhas P.

Great for project management

Overall very happy with the product. I am able to allocate different tasks to my projects based on need and then track progress and budget against these individual tasks which is great because it provides an additional layer of granularity in terms of maintaining overview of things.


Verified Reviewer

Dont use if quoting is important


Keith B.

Proven Preformer

Fantastic product for the price. used it to meet all requirements of a quality system. custom reports are great. It kept us on track with schedules.


David M.
Company size: 2-10 Employees

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

Reviewed on 2015/01/23
Review Source: GetApp

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.

Uwais A.
Industry: Accounting
Company size: 11-50 Employees

WorkFlowMax review

Used Daily for 1+ year
Reviewed on 2019/07/22
Review Source: Capterra

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.

Rating breakdown

Ease of Use

Likelihood to recommend: 7.0/10

Suhas P.
Industry: Computer & Network Security
Company size: 201-500 Employees

Great for project management

Used Daily for 2+ years
Reviewed on 2020/10/07
Review Source: Capterra

Overall very happy with the product. I am able to allocate different tasks to my projects based on need and then track progress and budget against these individual tasks which is great because it provides an additional layer of granularity in terms of maintaining overview of things.

Pros

We use WFM for project management and timesheet management. It's easy to use and for managing small projects, it is a great product. I am not an administrative user, but from I understand it integrates well with various other products you might be using within the organisation.

Cons

As an end user, it does all that I need it to. No complaints. I don't use any of the reporting capabilities but as a project manager, it allows me track progress and the budget of my projects.

Rating breakdown

Ease of Use

Likelihood to recommend: 8.0/10

Verified Reviewer
Industry: Mechanical or Industrial Engineering
Company size: 2-10 Employees

Dont use if quoting is important

Used Daily for 6-12 months
Reviewed on 2017/12/01
Review Source: GetApp

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!

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 2.0/10

Keith B.
Industry: Machinery
Company size: 2-10 Employees

Proven Preformer

Used Daily for 2+ years
Reviewed on 2020/07/31
Review Source: Capterra

Fantastic product for the price. used it to meet all requirements of a quality system. custom reports are great. It kept us on track with schedules.

Pros

Basic needs to schedule task. A basic purchase section allowing areas for notes and visibility. Track job progress at an affordable cost for software. Was great to be able to Port data directly into XERO accounting package.

Cons

Quotes and jobs required a lot of retyping.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 10.0/10

User recommendation
7,3/10
Based on 108 user ratings
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WorkflowMax Pricing

WorkflowMax Pricing

Starting from
US$15,00/month
Free Trial
Subscription
Value for money

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.

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.

Value for Money
4/5
Based on 108 user ratings
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WorkflowMax Features

WorkflowMax Features

API
Activity Dashboard
Activity Tracking
Audit Trail
Auditing
Automatic Notifications
Billing & Invoicing
Compliance Management
Customizable Reporting
Data Import/Export
Document Management
Document Storage
Inventory Management
Inventory Tracking
Monitoring
Real Time Data
Real Time Reporting
Reporting & Statistics
Third Party Integration
Workflow Management
Features
3,7/5
Based on 108 user ratings
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Categories

Additional information for WorkflowMax

Additional information for WorkflowMax

Key features of WorkflowMax

  • 24/7 email support available
  • An end-to-end, fully integrated job management solution
  • Client management
  • Client portal
  • Collaboration manager (clients & contractors)
  • Custom reporting
  • Document management
  • Free online webinars & video tutorials
  • Integration with Xero accounting software
  • Integration with over 30 other products
  • Invoicing & billing
  • Job costing
  • Job tracking
  • Lead manager (CRM)
  • Native iOS app & mobile site for Android
  • Project management
  • Purchase order
  • Quoting & estimating
  • Staff scheduling
  • Time tracking

Benefits

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.

WorkflowMax FAQs

WorkflowMax FAQs

Below are some frequently asked questions for WorkflowMax.

Q. What type of pricing plans does WorkflowMax offer?

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.

Q. What are the main features of WorkflowMax?

WorkflowMax offers the following features:

  • 24/7 email support available
  • An end-to-end, fully integrated job management solution
  • Client management
  • Client portal
  • Collaboration manager (clients & contractors)
  • Custom reporting
  • Document management
  • Free online webinars & video tutorials
  • Integration with Xero accounting software
  • Integration with over 30 other products
  • Invoicing & billing
  • Job costing
  • Job tracking
  • Lead manager (CRM)
  • Native iOS app & mobile site for Android
  • Project management
  • Purchase order
  • Quoting & estimating
  • Staff scheduling
  • Time tracking

Q. Who are the typical users of WorkflowMax?

WorkflowMax has the following typical customers:

Small Business, Mid Size Business

Q. What languages does WorkflowMax support?

WorkflowMax supports the following languages:

English

Q. What type of pricing plans does WorkflowMax offer?

WorkflowMax has the following pricing plans:

Subscription

Q. Does WorkflowMax support mobile devices?

WorkflowMax supports the following devices:

Android, iPhone

Q. What other apps does WorkflowMax integrate with?

WorkflowMax integrates with the following applications:

9 Spokes, APE Mobile, Deputy, Exsalerate CRM, FileInvite, Freshdesk, HubSpot Marketing Hub, Practice Ignition, RESULTS.com, Xero

Q. What level of support does WorkflowMax offer?

WorkflowMax offers the following support options:

FAQs, Forum, Knowledge Base, Online Support, Video Tutorials