WorkflowMax Pricing, Features, Reviews & Comparison of Alternatives

WorkflowMax Reviews

WorkflowMax

Time tracking and invoice software by Xero

4.38/5 (49 reviews)
6,422

WorkflowMax, a Xero-owned product, is used by more than 8,500 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: $15.00/month
Pricing model: Subscription
Free Trial: Available (No Credit Card required)
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Devices

Web
Android
iOS

Business size

S
Small
M
Medium
L
Large
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WorkflowMax screenshot: WorkflowMax Quoting SoftwareWorkflowMax screenshotWorkflowMax screenshot: WorkflowMax Lead ManagerWorkflowMax screenshot: WorkflowMax Job Management SoftwareWorkflowMax screenshot: WorkflowMax online invoicing softwareWorkflowMax screenshot: WorkflowMax Xero integrationWorkflowMax screenshot: WorkflowMax Business reporting/business intelligence softwareWorkflowMax screenshot: WorkflowMax Purchase OrdersWorkflowMax screenshot: WorkflowMax integration with 25+ add-onsWorkflowMax screenshot: WorkflowMax for iOSWorkflowMax screenshot: Job costing WorkflowMax

WorkflowMax Reviews (49)

Most positive review

 Value for Money Time and Project Management System

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.

Read the full review
Reviewed 26th of June, 2016 by Maree Maxfield, ACA, MBA

Most critical review

 Great templates for job quoting and scheduling recurring jobs

Task section of the Quote Due to the fact that the way the task is set up in workflowmax that the tasks are can be viewed by the employees of the contractor as the sensitive information on the task. We use the tasks for the purpose of providing the quote/estimate only. We create an invoice ...

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Reviewed 26th of March, 2016 by Jennifer Andres

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WorkflowMax Pricing

Starting from: $15.00/month

Pricing model: Subscription

Free Trial: Available (No Credit Card required)

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.

View Pricing Plans

Key Features of WorkflowMax

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

WorkflowMax Screenshots (11)

WorkflowMax screenshot: WorkflowMax Quoting SoftwareWorkflowMax screenshotWorkflowMax screenshot: WorkflowMax Lead ManagerWorkflowMax screenshot: WorkflowMax Job Management SoftwareWorkflowMax screenshot: WorkflowMax online invoicing softwareWorkflowMax screenshot: WorkflowMax Xero integrationWorkflowMax screenshot: WorkflowMax Business reporting/business intelligence softwareWorkflowMax screenshot: WorkflowMax Purchase OrdersWorkflowMax screenshot: WorkflowMax integration with 25+ add-onsWorkflowMax screenshot: WorkflowMax for iOSWorkflowMax screenshot: Job costing WorkflowMax

Specifications

Intended Users
Mid Size Business, Small Business
Devices Supported
Android, iPhone-iPad, Mac, Windows, Web-based, Windows Phone, Mobile Web App
Supported Countries
Asia, Australia, Canada, China, Europe, Germany, India, Japan, Latin America, Middle-East and Africa, United Kingdom, United States
Supported Languages
English
Support Options
FAQs, Forum, Knowledge Base, Online Support, Video Tutorials

Alternatives to WorkflowMax

Benefits

WorkflowMax is the best-in-class job/workflow management software for your service business, trusted by 8,500+ 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 for iOS: Now it's even easier to manage your jobs on the go with the native iOS app. 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.

Who is WorkflowMax For?



WorkflowMax is built specifically for small to medium-size service businesses with between three and 50 employees. The end-to-end solution is most frequently used by businesses in the creative, marketing, architecture, business, engineering, consulting, IT, building, and construction industries.

Read the full GetApp Analysis

Videos

Security and privacy

Encryption

Yes
Encryption of sensitive data at rest
Yes
HTTPS for all pages

Access control

No
Multi-factor authentication options

Data policy

Yes
Data backup in multiple locations/GEO regions
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Paul Sammin

Moving from Podio to Workflow max has made project management and job tracking much easier

16/06/2017

Pros

Easy to use and customize as well as integrating with Xero. The archiving function for projects makes visibility of live projects much easier

Cons

I feel this it is a little expensive. Maybe this is because Podio was free. However it's still cheaper than custom building a solution

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

8/10
Source: Software Advice
Helpful?   Yes   No
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Randal Brooks

WorkflowMax is almost there

16/06/2017

If WorkflowMax changed the structure so that Project Tasks could accumulate both labour and non-labour costs they would have a really good product

Pros

Fairly easy to use Ability to build customer reports Has some reasonable dashboards Easy integration with Xero

Cons

It doesn't do project management all that well. Project tasks only allow the aggregation of labour costs. You can't put multiple actual costs against a single line of estimated costs

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

5/10
Source: Software Advice
Helpful?   Yes   No
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Doug Elliott

Excellent features and value and part of the Xero ecosystem

12/06/2017

Pros

Great features such as calculation of unbilled revenue, invoicing, accounting integration, notifications.

Cons

Not super customizable, not a true workflow system, no ability to automate steps such as calling APIs instead of having a human do something.

Rating breakdown

Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No
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Nathan Coper

Pretty good overall, but just didn't work for my business

07/06/2017

Pros

I liked the overall workflow of the software, including the quoting/pricing modules. They were pretty flawless and helped me make sense of a pricing system on the fly. Also, there is the intergration with Xero, which is the platform I use for accounting.

Cons

I wasn't a fan of how WorflowMax's calendar system worked. I also wanted a task system with Kanban style layout, and that just isn't in there..

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No
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Lucille Moreton

Workflow Max is great for time sheets and resource allocation

29/11/2016

We use workflow max to keep our time sheets, and to createjobs and quotes. What is great about workflow max is that it makes quotes and jobs creation a lot easier, even for someone without a background in finance.

Pros

very easy to track time using the timing function. timesheets are a lot easier to keep, and review.

Cons

editing jobs and tasks is sometimes a bit more difficult than it needs to be. Very roundabout.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend

7/10

Recommendations to others considering WorkflowMax

USE THE TIMER if you're using Workflow max to keep timesheets. Also download the App as this makes on the go tracking a lot easier.

Source: Capterra
Helpful?   Yes   No
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Maree Maxfield, ACA, MBA

Verified Reviewer

Value for Money Time and Project Management System

26/06/2016

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.

Rating breakdown

Customer support

Time used: 1-2 years

Source: GetApp
3 of 3 people found this review helpful
Helpful?   Yes   No
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Robert  Leigh

Great software solution for businesses

11/05/2016

I have been using this software for the last few months with clients and have received exceptional support & customer service. The product is innovative and I continue to see new developments released - most recently the mobile app.

Rating breakdown

Ease of use
Customer support
Source: Capterra
Helpful?   Yes   No
Read more
Chris Walsh

There's Gold in the Detail

11/05/2016

I work with business owners to help them improve the performance of their business and have been using WorkflowMax with many clients to help them improve their systems. Many business owners want to scale their business but don't have the systems and processes to allow them to do it effectively. WorkflowMax forces owners to look at their systems and processes. It provides valuable information about the performance of staff (both management (did we quote it right) and delivery staff (did we deliver on time and on budget)) and jobs. Owners can now see where they are making money and it's not always where they think it is. Used correctly WorkflowMax is an incredibly cost effective application that will make owners money.

Rating breakdown

Ease of use
Customer support
Source: Capterra
1 of 1 people found this review helpful
Helpful?   Yes   No
Read more
Carl Ferner

Very cost effective job management product

05/05/2016

We have implemented and support WorkflowMax for multiple clients across different industries both large and small. It is an extremely cost effective product for all of the features you get to manage jobs and have all staff entering time sheets and disbursements. We routinely set up custom templates for quotes, invoices etc for clients bringing on their own branding which works really well and is simple to use. The reporting is great with the ability to customise your own and add extra fields throughout the system, the reporting is however limited when compared to more advanced systems such as SQL based systems as WFM does not allow you to set up your own data containers or queries to get all of the information you sometimes need on a single report. All in all an extremely good, cost effective solution that integrates well with Xero and all of our clients are always happy with the solution.

Rating breakdown

Ease of use
Customer support
Source: Capterra
Helpful?   Yes   No
Read more
Todd Dunick

User and Implementation Provider

04/05/2016

We use WorkflowMax (WFM) to manage our consulting business. WFM is a comprehensive system that allows us to manage leads from initial engagement through to project quotes and estimates. All information is then transferable to our jobs allowing us to capture time against tasks, manage our time frames and account for related project costs. With all information flowing from initial input we benefit from significant efficiency with not having to double enter information. We also integrate with Google Drive for document storage and Xero for financial accounting which means between WFM and Xero we get great visibility regarding job and financial reporting. Highly recommend this product as it is usable for many different industries and has great flexibility when it comes to customisation. We now offer implementation services for WFM which we would not do if we did not believe in the product.

Rating breakdown

Ease of use
Customer support
Source: Capterra
Helpful?   Yes   No
Read more

GetApp Analysis

From tracking jobs and managing timesheets, to sending invoices and purchase order requests, the job of a business owner is never done. WorkflowMax is an all-in-one project management solution that provides service businesses with everything they need to manage projects and typical business workflows.

Built for small to medium-size service businesses, WorkflowMax has integrated dozens of workflow management tools to bring together fragmented information in a centralized, web-based platform. An end-to-end solution, WorkflowMax handles everything from leads to quotes, timesheets, job tracking, project management, documents, purchase orders, invoicing, reporting, and seamless integration with Xero Accounting software.

What is WorkflowMax?

Designed to empower service businesses to better handle projects, WorkflowMax has combined dozens of powerful business management tools into one centralized platform. Leads, quotes, timesheets, job costing, project management, purchase orders, invoicing and reporting can all be managed from within WorkflowMax. Additionally, a deep integration with Xero means that WorkflowMax users are able to push sales invoices & purchase orders into their accounting software giving them a real-time insight into their business cash-flow. With more than 25 other software partners, businesses can add-on additional functionality such as CRM software (Salesforce), payroll software, customer support software (Zendesk), and document storage (Dropbox & Box).

Quotes, jobs, timesheets, and invoices are all converted seamlessly, which means WorkflowMax users don’t have to waste time manually entering client and service data more than once. When a job is complete, WorkflowMax users are also able to measure individual client or job profitability, and they can quickly determine whether particular clients are being over or under-serviced. For business owners who prefer billing throughout their projects, rather than at the end, WorkflowMax offers tools to track time against estimates, as well.

Main Features

See How Sales Staff are Performing with Lead Manager

WorkflowMax provides users with a way to track leads, proposals, and sales from an integrated pipeline. Managers are able to track how their sales teams are performing, and they can actually see what leads are talking about through integrated email conversations.

From the Sales Pipeline Management Dashboard, you can view current leads by category or staff. You can also see how many leads you’ve won for the month, and you can find out exactly which employees are bringing the most new business into your company.

Generating Quotes

Using WorkflowMax’s quoting tools, service businesses are able to generate accurate estimates quickly that can be sent to clients via email from within the software. Customizable templates can be designed for specific industries, and they can be formatted to include professional branding elements like logos. Businesses can also use their own markup percentages for better control over the final prices that clients see.

With a single click, you can populate a quote using all of the lead’s details. Next, design your own quote template using WorkflowMax’s tools. Once this is created, you’ll be able to easily generate additional quotes in the future. Each quote that you create will include a quote number and terms and conditions, and you can separate out individual tasks for better transparency when communicating with clients.

When you win the job, simply click a button and WorkflowMax transforms the data from the quote into a job, which you can then track time against. WorkflowMax provides you with tools for seeing the status of each of your quotes, which means you can follow up when necessary or close out quotes when the time has come.

Timesheets and Job Management

One of the biggest problems service businesses face is how to keep an accurate account of the amount of time each portion of a job takes. WorkflowMax allows you to assign a certain amount of hours to each job. You’ll receive notifications when that time is nearly used up.

There are six different options for time tracking, including a timer, start and finish time, duration, mobile site when you’re on the go, and an Adobe widget that tracks time from within the creative suite. Team members can see a weekly overview of their jobs, and managers can lock timesheets and see who is working on what. When a job is complete, an invoice can be generated from the timesheet with a couple of clicks.

With the WorkflowMax mobile site, your team can see job details and enter time while out on site. They can also contact clients or suppliers direct from their mobile interface. A great tool for construction companies, consultants, engineers and other site-based teams.

Project Management Tools

WorkflowMax enables your company to manage a project from end to end, and collaborate with team members, clients, and contractors. Clients and customers can log in to see the status of their jobs and add notes or access documents. You can control permissions to keep all your client data private and secure.

On the Job Tracking manager, you can see the status of each job in progress, and how many hours a job is taking against the estimate. You can track milestones and flip to a calendar view to see when important dates are coming up.

Any emails sent about a job can be tagged with the job number, and will automatically be stored in WorkflowMax. Documents can also be uploaded against a job, and you can add additional collaboration features by synching WorkflowMax up with document management apps like Box, DropBox and Google Drive.

Job Costing

Job costing software helps service businesses understand where they’re making and losing money, so there aren’t any surprises at the end of the month. WorkflowMax, in particular, is useful because it lets businesses know how their estimated costs are comparing to the actual costs of specific jobs.

It’s very simple to see a financial summary for any job your team has taken on. In addition, to the estimated cost and the quoted cost, you’ll see a breakdown of the actual cost based on the time your team has spent working on the project. If additional supplies are necessary to complete a specific job, you’ll be able to pay purchase orders directly thanks to WorkflowMax’s integration with Xero.

Manage Outgoings with Purchase Orders

One of the ways that WorkflowMax stands apart from competitors is by offering its users a way to track purchase orders against particular jobs to keep track of costs. Specifically, service businesses are able to separate out items in their purchase orders across multiple projects or jobs. This helps businesses avoid manually entering purchase order data more than once.

Not every business raises purchase orders. In that case, WorkflowMax is super flexible as it allows users to receive supplier invoices without creating a purchase order.

You can raise purchase orders and send them to suppliers via email. You can also receipt supplier invoices either in full or in part.

Thanks to WorkflowMax’s seamless two-way sync with Xero, when you raise purchase orders in WorkflowMax and add them as job costs as you receipt invoices, these are automatically pushed into Xero accounting software for payment, removing the pain of double entry.

Sending Invoices

WorkflowMax gives businesses total control over how their invoices look, what information they choose to include and also how the invoice is raised. You can invoice by actual time and costs, percentage of quoted value, quoted/estimated time or by costs or progress amount/deposit. In addition to adding custom branding elements, users can include staff, times, and rates on their invoices. They can also issue multi-job invoices.

Depending on the type of business you run, you may have certain employees who charge more for their hourly services than others. WorkflowMax is able to take issues like this into account, with tools for setting different hourly rates for team members. You can also override rates for tasks, clients, or jobs, which means you have 100% control over the contents of your business invoices.

Sometimes staff take longer in completing a job than expecting but you don’t have the luxury to charge extra from the client straight away, but you may do in future. For these scenarios, you have the ability to control the hours you bill by having the ability to write off time from an invoice, bill it in future or add extra hours to any of your staff.

Once the invoice is ready to be sent, you can either send it from WorkflowMax as an email from within the software or you can push it seamlessly to Xero accounting software.

Business Insights with Reports

With all the data about leads, quotes, time, jobs, and costings entered into WorkflowMax, you can use the software to gain valuable business insights. WorkflowMax allows you to run a series of built-in reports or create your own custom reports to slice and dice your data however you like.

You can find out how much money you make from different types of jobs or client categories, see how productive each staff member is, generate a report of unpaid invoices, get a tally of the amount of money you’ve generated in a month, and see the time you’ve written off for a particular client. You can also add custom fields to clients, jobs and leads, so you can draw out the exact information you need.

Sync Accounting & Job Management with Xero Integration

With Xero and WorkflowMax working together, you have a complete end-to-end business product. When you create a sales invoice in WorkflowMax, you can push that data through to Xero. Payments in Xero are automatically synced with the corresponding invoice in WorkflowMax, giving you an accurate picture of productivity per job.

You can also use the Xero/WorkflowMax integration to send purchase orders and receipt supplier invoices in WorkflowMax. These are the automatically pushed into Xero for payment. Data moves between the systems automatically, eliminating double-handling, and enabling you to get an accurate view of your business on either platform.

Integrations

WorkflowMax offers complete integration with Xero accounting, which means that users are able to send invoices to their customers via email and also put those invoices into Xero at the exact same time.

Beyond its deep integration with Xero, WorkflowMax also integrates with Salesforce, along with a number of off-the-shelf job management applications, including Zendesk, Box, MoneyWorks, MYOB, WFM Plan, Actual, EndGame, Freshdesk, Smoothpay, and many others.

Pricing

Service businesses can sign up for monthly pricing plans without being locked in to any long-term contracts. Monthly plans range in price from $15 to $199 per month. Users can upgrade to WorkflowMax Premium, which includes additional KPI and Productivity dashboards, along with the ability to import invoices from Xero, for $50 extra per month.

Bottom Line

  • All-in-one project management solution, trusted by more than 5,000 businesses

  • Built for small to medium-size service businesses

  • Handles leads, quotes, time sheets, job tracking, purchase orders, invoicing, reporting, and document management

  • Strong in the financial management of client jobs

  • Lets businesses design their own workflows

Frequently used together