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WorkflowMax
Xero owned financial project management software for SMBs
(94)
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.
Typical customers
Platforms supported
Support options
Training options
Starting from
10.50
Per month
Flat Rate
Starting from
8
/user
Per month
Value for money
4.0
/5
117
Starting from
10.50
Per month
Flat Rate
Value for money contenders
Functionality
3.8
/5
117
Total features
84
10 categories
Functionality contenders
Overall Rating
4.3
/5
117
Positive reviews
59
43
10
4
1
Overall rating contenders
Kyle P.
11-50 employees
Review source
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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.
Customer support team is fast to answer questions
More features and customisation in the reports to make them present better would be good
Verified reviewer
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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...
* 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
* 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
Verified reviewer
Mechanical or Industrial Engineering, 1-10 employees
Used daily for 2+ years
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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.
Simple to use Simple to set up Integrated with Xero
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.
Ryan E.
Warehousing, 11-50 employees
Used daily for 2+ years
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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.
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.
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.
Verified reviewer
Management Consulting, 1-10 employees
Used daily for 1-2 years
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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.
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.
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.