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WorkflowMax

Xero owned financial project management software for SMBs

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(94)

WorkflowMax Reviews

Overall rating

4.3

/5

117

Rating criteria

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

Reviews by rating

Pros and cons

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.
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.
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117 reviews

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Karen May C.

Accounting, self-employed

Used weekly for less than 6 months

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

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WorkflowMax is the best at tracking time and project costs

Reviewed 3 years ago

I was looking for a project management software that I can offer as a business solution to my small business clients and WorkflowMax is the clear winner. It has excellent functionalities at an affordable price and integrates with Xero very well. It is user friendly and their contact supports are also very helpful.

Pros

- Easy to use - Affordable cost of entry - Links well with Xero - Real-time tracking of progress and budgets - Owned by Xero

Cons

- Customizable reports are still limited and basic - Lacks multi-line quotes itemization

AR
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Verified reviewer

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Overall Rating
  • Value for money
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  • Features
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Our most recommended Workflow management app

Reviewed 7 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

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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

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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

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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.

AR
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Verified reviewer

Marketing and Advertising,

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  • Value for money
  • Ease of use
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Great product, such a timesaver

Reviewed 9 years ago

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. We used to have job bags and job sheets, keep the record of time spent on paper — thats just seem like a historic way of doing things. But since we implemented WorkflowMax, it’s been smooth sailing. We use WorkflowMax to manage...

Pros

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Cons

No cons were added to this review

AR
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Verified reviewer

Used daily for 6-12 months

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  • Value for money
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Integrates perfectly with Xero but oh so Expensive

Reviewed 6 years ago
Pros

Since Xero bought them out they have had a great product that integrates seamlessly with Xero. Reall does do just about everything for your project management and Customer Relationship management.

Cons

The cost of this software on top of a Xero subscription is too much, particularly if you want something as simple as recurring invoicing.

AR
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Verified reviewer

Used daily for less than 6 months

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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This tool allows you to manage several projects online...

Reviewed 5 years ago

WorkFlow is a great software, it allows me to save a lot of time and money, when you need to work in a team since this service is available all the time and you can coordinate the work at a distance.

Pros

This has been one of the best software I have used in my work. Its interface is very nice as well as being very easy to use. It allows me to carry out several projects online and that is a great advantage, you can work on them wherever you want, whenever you want.

Cons

WorkFlow is great software, there is absolutely nothing that you do not like. You can save a lot of time and money, when you need to work as a team since this service is available all the time and you can coordinate the work at a distance.

LP
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Lisa P.

Construction,

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

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the best thing about WorkflowMax is the payroll system

Reviewed 9 years ago

I’m the office manager at SA Construct, a construction cladding company in Adelaide, Australia. Previously Payroll used to take a whole day, now it only takes a hour. The time saved is just massive. We enter all the supplier invoices into WorkflowMax as purchases, and then convert them into a supplier invoice. We enter about 100 supplier invoices every month into WorkflowMax. They all go into Xero...

Pros

No pros were added to this review

Cons

No cons were added to this review

AR
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Verified reviewer

Management Consulting, 1-10 employees

Used daily for less than 6 months

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend7/10

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Excellent for Small to Medium business without IT support

Reviewed 4 years ago

Excellent if you have small, stable staff numbers and no permanent on top IT support. If you're quite tech savvy, it could probably be achieved a bit cheaper.

Pros

Both the desktop version and the app are easy to use and laid out for keeping the majority happy. Integrations are a must these days and the accounting data flow is most desirable to small business and their often long-suffering accounts.

Cons

The pricing structure "per user " is a big turn off for me, particularly for project-based tools, this is due to the massive flux in numbers of users over a short period. It can get costly to get all your project contractors accessing project documents.

KJ
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Kenneth Jhim I.

Accounting, 11-50 employees

Used daily for 2+ years

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

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Now Xero Practice Manager - the de facto project management software for your Xero client

Reviewed 3 years ago

Despite the interface being "crowded", the software is still good at what it does. It helps you manage clients well. If you have an accounting practice, especially in New Zealand, you will realize the benefits that it provides in terms of tax filing for your clients.

Pros

WorkflowMax (now XPM) provides most of the project management's functionality that you need in for your Xero client. From adding the client in Xero, assigning jobs to staff, budgeting hours, etc. It has all your needs.

Cons

The software's interface is a bit crowded. There's a lot going on at each screen. It really takes time to master the software. What I find also confusing is that you can add returns for individuals under the company account where they are owners or shareholders.

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Justin E.

Construction, 11-50 employees

Used daily for 2+ years

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

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workflow max

Reviewed 3 years ago

overall we really like it. It is perfect for a small business with limited needs.

Pros

We really like workflowmax. We started using it right after it was first released. It is very easy to use and gives us very good visibility into the costs of our projects. Back costing is so easy when all products and labour get reconciled against the project.

Cons

No really bad comments to be made about workflowmax. It does what it says it will and doesn't pretend to be be bigger than it is.

SW
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Simon W.

Government Administration, 51-200 employees

Used weekly for 1-2 years

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

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Timesheet entry standardised and simplified.

Reviewed 5 years ago

Pros

I particularly like the WorkflowMax app which I have loaded onto my work phone (iPhone). I prefer to use the WorkflowMax app on my phone than the PC as I have a large number of codes and sub-codes that I have to choose from and once I have selected the 'client' it filters out all of the potential entries that I don't need, then I enter 'job' and again it filters down to just what I need to choose from. Like most people, I reeeeeally don't enjoy doing timesheets and yet I can do them in my car or anywhere out of the office quite quickly and I know that it will be updated centrally immediately . The app helps a lot in streamlining the timesheet entry process.

Cons

I don't like doing timesheets but that's not WorkflowMax's fault! :) I suppose if I was really picky I'd say that the PC version is a bit clunky compared to the app.

KS
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Katrin S.

Primary/Secondary Education, 11-50 employees

Used daily for 2+ years

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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Brilliant project management system

Reviewed 5 years ago
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!

Cons

Not much to add, it's pretty straightforward system and easy to use. Definitely would suggest taking time to watch the tutorials to get the best of it!

BZ
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Boris Z.

Utilities, 51-200 employees

Used daily for 1-2 years

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

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Workflowmax is an excellent product with great value

Reviewed 5 years ago
Pros

- Great value for money - does 95% of what other more sophisticated systems do at a fraction of the price - Easy set up and implementation - Excellent reporting functionality - Very robust and reliable - Leads and quoting functionality

Cons

I find the layout a bit clunky While it is great for simple quotes, Workflowmax is not very suitable for complex quotations. Any quotation with more than a dozen lines become hard to follow.

DE
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Doug E.

Used daily for 2+ years

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

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Excellent features and value and part of the Xero ecosystem

Reviewed 6 years ago
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.

JS
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Joss S.

Mechanical or Industrial Engineering, 1-10 employees

Used daily for 1-2 years

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

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Easiest way to keep track of multiple jobs

Reviewed 5 years ago

Great, easy to piece of software that makes my job a lot easier

Pros

All data in one place for each job, making it easy to break down information for clients Not complicated Can be used for so many parts of a job

Cons

Getting my head round some of the accountant figures that appear (My lack of knowledge, not the softwares issue)

IK
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Irene K.

Computer Software, 51-200 employees

Used daily for 6-12 months

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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At the end of each day, I go into WorkflowMax and put in my time and it's just so easy to use. Since we are an international company, it is easy for our HR in the UK to see our time and how it is spent.

Reviewed 5 years ago
Pros

The quick 1-2-3 of putting my time in and the job I did. At the end of the week, I just click one button and the whole week is recorded. So easy.

Cons

I don't see any cons at the present time. Everything seems to be pretty well covered. The only thing I think I would like to see changed is, after saving your time for the day, you, personally cannot go in and make a change. You have to have your HR change it.

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Glennis S.

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WorkflowMax is essential software for any business needing to manage time and costs

Reviewed 8 years ago

WorkflowMax is extremely affordable software and has very high-end reporting compared to similar priced products, while it can still be very easy to use for the basic user. It is cloud based, secure, you can easily view your work in progress and it works seamlessly with Xero. Use it for your leads, internal projects, client work (one off and repeat), invoicing, quoting and time sheets. WorkflowMax...

Pros

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Cons

No cons were added to this review

TD
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Todd D.

Review source

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

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User and Implementation Provider

Reviewed 7 years ago

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...

Pros

No pros were added to this review

Cons

No cons were added to this review

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Michael M.

Accounting, 1-10 employees

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

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Workflow Max

Reviewed 8 years ago

As accountants, we have used WFM for around 6 years in our practice. We have recommended it to many of our clients and once you have it running well - its a dream. Because we use it daily we are able to support our clients as they run and develop their own business, so WFM is a natural progression for appropriate clients.

Pros

Can do anything you want from a job management perspective

Cons

It can do so much that there is always something new to learn.

RB
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Randal B.

Design, self-employed

Used daily for less than 6 months

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend5/10

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WorkflowMax is almost there

Reviewed 6 years ago

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

CW
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Chris W.

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There's Gold in the Detail

Reviewed 7 years ago

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.

Pros

No pros were added to this review

Cons

No cons were added to this review

CL
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Christy L.

Accounting, 1-10 employees

Used weekly for 1-2 years

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend7/10

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Xero Workflow Max

Reviewed 4 years ago

Using it for time maintenance and billing has been great

Pros

very easy to use and to show those in my department

Cons

sometimes steps in a process are not self-evident

DC
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Dindo C.

Retail, 201-500 employees

Used weekly for 6-12 months

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Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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WorkflowMax - a Project Cost Estimator

Reviewed 5 years ago

A smooth workflow of project using WorkflowMax

Pros

I like the most with this product is that it is really helpful when estimating the job cost of our project.

Cons

So far, the only thing i like the least is that when the system is down, there is a possibility that the data will not be save.