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WorkflowMax

4.3
(117)

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Xero owned financial project management software for SMBs

(94)

WorkflowMax Pricing, Features, Reviews and Alternatives

WorkflowMax FAQs

Q. What type of pricing plans does WorkflowMax offer?

WorkflowMax has the following pricing plans:
Starting from: $10.50/month
Pricing model: Subscription
Free Trial: Available

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Q. Who are the typical users of WorkflowMax?

WorkflowMax has the following typical customers:
Mid Size Business, Small Business

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Q. What languages does WorkflowMax support?

WorkflowMax supports the following languages:
English

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Q. Does WorkflowMax support mobile devices?

WorkflowMax supports the following devices:
Android, iPad, iPhone

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Q. Does WorkflowMax offer an API?

Yes, WorkflowMax has an API available for use.

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Q. What other apps does WorkflowMax integrate with?

WorkflowMax integrates with the following applications:
MYOB Business, HubSpot Marketing Hub, Dropbox Business, Spotlight Reporting, Deputy, Exsalerate CRM, Google Drive, Box, Dext Prepare, Freshdesk, Salesforce Sales Cloud, Xero, HubSpot CRM, Zendesk Suite

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Q. What level of support does WorkflowMax offer?

WorkflowMax offers the following support options:
FAQs/Forum, Knowledge Base, Email/Help Desk, Chat

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WorkflowMax product overview

Price starts from

10.50

Per month

Flat Rate

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.

Key benefits of using 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
Mid size businesses
Large enterprises

Platforms supported

Web
Android
iPhone/iPad

Support options

FAQs/Forum
Knowledge Base
Email/Help Desk
Chat

Training options

Webinars
Documentation
Live Online
Videos

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Starting from

10.50

Per month

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Starting from

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/user

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WorkflowMax pricing information

Value for money

4.0

/5

117

Starting from

10.50

Per month

Flat Rate

Pricing options

Free plan
Subscription
Free trial
Pricing range

Value for money contenders

WorkflowMax features

Functionality

3.8

/5

117

Total features

84

10 categories

Most valued features by users

Activity Dashboard
Third Party Integrations
Reporting & Statistics
Reporting/Analytics
API
Data Import/Export
Customizable Reports
Real Time Data

Functionality contenders

WorkflowMax users reviews

Overall Rating

4.3

/5

117

Positive reviews

Rating breakdown
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend7.35/10
Rating distribution

5

4

3

2

1

59

43

10

4

1

Pros
It's a great piece of project management software, easy to use, seamless workflow, very user friendly, great tutorial videos, works well with Xero.
Aside from it is very easy to use, what I like about this software is the accuracy of its report. The software has excellent functionalities, we like that we can estimate the project cost so easily.
Easy to use great for tracking time. Really like that the integration with Xero is seamless and makes billing easier to do.
Cons
The internal process & conflicts with permissions was a frustration when implementing this solution.
As the director of Threerooms, a graphic design agency in Nottingham, UK - I was watching my company struggle to grow because the admin demands were becoming overwhelming.
Editing jobs and tasks is sometimes a bit more difficult than it needs to be.

Overall rating contenders

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Kyle P.

11-50 employees

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support

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Accurate intelligence and time saving

Reviewed 9 years ago

We are using WFM as the hub for our business - a central point for all our job related information. The key saving for us is the ability to create a quote accurately which then turns into a job with tasks and costs. The tasks can be quickly assigned to a staff member and costs can quickly be organised using purchase orders. Staff can also self-manage their productivity as they can see the billable vs non billable time. The change to WFM & Xero has halved our accounts admin time – a saving of approximately 10 hours per week! This has allowed us to focus this time into marketing and business development – further amplifying the savings. Moving to cloud based job and accounting software has given our staff more flexibility in where they work – no need to be at the office now.

Pros

Customer support team is fast to answer questions

Cons

More features and customisation in the reports to make them present better would be good

AR
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Verified reviewer

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support

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Our most recommended Workflow management app

Reviewed 8 years ago

In our role as cloud app integrators and implementation experts, WorkflowMax is an essential app in Link Solutions' toolkit. We recommend it over and above any other workflow management app, and use it daily within our own business. The depth of features is significant and can be easily adapted to suit most business processes. The flow from lead management right through delivery and then to invoicing...

Pros

* Flexible and extensive feature set that can manage most business processes * General ease of use - while there are some traps for beginners, these are understable given the depth of features available * It's a Xero company, and benefits from the association in terms of a strong integration, customer support standards, and ongoing development * Pricing is excellent and suits a range of businesses from small operators through to large enterprises * Significant job and task templating abilities allow multiple activity streams to be systematised within one application * Powerful reporting engine with the ability to extend with custom reports

Cons

* Retentions and variations can be difficult to manage for construction companies * Inventory management is non-existent, which while understandable in a workflow management app does limit use for service-based firms that also provide product * The mobile app could do with further extensions to the range of features available * If you are looking for a fully featured CRM that you need to integrate with a email marketing system (like Mailchimp) you may need to use a standalone app

AR
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Verified reviewer

Mechanical or Industrial Engineering, 1-10 employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend2/10

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Ok for simple businesses

Reviewed 5 years ago

It has been OK for production, but it came from a very low base. Good entry level product, but unless you're running a very simple process you'll outgrow it in a year or so.

Pros

Simple to use Simple to set up Integrated with Xero

Cons

It's easy to do a simple quote, but if you're doing anything complex... well, good luck. You're better off doing the work in Excel and dropping the numbers into WFM for tracking. It is slower than paper, and has little inbuilt intelligence. You can add costs and tasks, and it will total them. You can't do options or variations, or cost line items. I've asked WFM if there are improvements coming. Its been soon for a couple of years now.

RE
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Ryan E.

Warehousing, 11-50 employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8/10

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WorkflowMax

Reviewed 3 years ago

We have used workflowmax for years with the integration to Xero accounting software. The software has been reliable and the added mobile upgrades have increased our insight from out of the office.

Pros

The software doesn't have too many features. I had just the right things that were needed for our internal staff to create basic tickets, projects and invoices for our clients. Straight forward and simple.

Cons

I think the software could gain a lot with a better landing page or dashboard for users. Especially Managers and the Billing side to watch the status of the jobs easier.

AR
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Verified reviewer

Management Consulting, 1-10 employees

Used daily for 1-2 years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8/10

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Useful for project costing for an SME

Reviewed 5 years ago

Using an app to enter hours saves us time - we are a small company so a large ERP system isn't appropriate. Workflow Max isn't perfect, but it does what we need - let's us do project costing relatively easily while integrating with the accounts system we use. There are lots of 'help' videos easily found to show you how to do things.

Pros

The phone app makes it easy to enter time, wherever you are, and the admins can see easily who has completed and submitted time and who hasn't.

Cons

The reports aren't as customisable as we'd like - you can see that it's built from database fields from different tables, but only certain combinations of fields are available and it takes a while to work out which basic report is the one you need. There are no 'sub jobs' or cost categories, so we need to use subfolders to categorise costs, or separate out project phases, which is a bit clunky.

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