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December 19, 2019
WorkflowMax is integral to our business. Max is responsible for managing the flow of mortgage loans to lenders for over 40 top Australian mortgage brokers. We manage the compliance and submission processes of hundreds of loans, on behalf of mortgage brokers. WorkflowMax enables us to manage the status of deals and the flow of information between stakeholders. We use it in conjunction with Business Dropbox for our documents and Xero accounting (with Stripe) for fast billing.
WorkflowMax (and Dropbox) offers us the security we need over our files and information as you can imagine we view and manage deeply personal information.
WorkflowMax enables our business to be a leader in what we do for brokers.
WorkflowMax (and Dropbox) offers us the security we need over our files and information as you can imagine we view and manage deeply personal information.
WorkflowMax enables our business to be a leader in what we do for brokers.
- Workflow templates and tasks for varying scenarios.
- Communication and status updates to stakeholders with audit trail.
- Different Job states for different templates.
- Maybe allowing a note option to change a job state.
July 21, 2015
We use WorkflowMax across the organization as a management tool for our staff to manage projects and to link in with Xero. Our employees are contractors and can see what projects have been allocated to them and how many hours we anticipate it will take them. We can see where they are at without having to phone and this works well for people in the media industry. I like that you can attach notes and we are trying to use this with Dropbox, currently this is not working successfully, but we have only just started and if its like the other areas, we will soon either work it out ourselves or get great support.
- Great for managing teams which are not in one spot. Awesome for small or growing businesses with employees who might work from home.
- Really good for teams to keep up with where a project is at against the time left to achieve the goal
- Great for keeping all the information for each project in one spot.
- When looking at the job distribution it isn't to scale and it isn't printable.
- Sometimes it is confusing as to where you might find something until you realise there are multiple points of access.
- When a job is assigned the whole task is assigned and if you work on it before the task is allocated to you, it isn't possible to enter those hours. It would be better if the employee could choose the task they did and enter the hours and then it sent back to an approver to have it added.
For my own company it is used to: track time, cost jobs, issue proposals, and invoice clients. It addresses the problem of knowing how much jobs and client "cost" my company. It enables me to breakdown projects into tasks and do proposals and invoices showing that level of detail. As an advisor/consultant it enables me to offer a relevant service to my core industry - consultants.
- Detailed job setup and tracking
- Highly customisable setup
- Integration with Xero
- Integration with inventory - there are a lot of companies out there which provide a service which includes selling items either purchased or held in stock or "kitted"
- User permission levels need to be more flexible and ideally closely tied to Xero
- Two way integration with Xero - ability to import invoices to specific jobs
- Ability to save pdfs to purchase orders, invoices (like Xero)
August 14, 2015
It is used across the entire firm. All staff use it for time recording, but we have recently started generating invoices from WorkflowMax and are looking at utilising other features, such as milestones, reminders etc. We also use the reporting features, in particular WIP and custom time reports.
- Time recording is very user-friendly, this is really important for busy lawyers.
- I'd like to see functionality for system-generated client numbering, configurable to how the client wants it. For example, we have a 3 digit client number, followed by a 2 digit matter number, e.g. 123-45. This configuration was generated by our prior system (which was a specific LPM system). Since moving to WorkflowMax we've had to use an excel spreadsheet to generate a new client or matter number which is far from ideal.
- Bring back customised branding! Under the old UI we had our logo and corporate colours. Realise WorkflowMax are trying to differentiate from Xero, but the green is pretty awful.
- Would also be great if the template customising was more user-friendly.
- I'd also like to see figures show GST exclusive by default. For example when I go into a job, click on the financial tab, I'd like to see the invoices already charged against that job as GST exclusive. I feel there is too much of a mix between GST exclusive and inclusive across the system and it should be one or the other by default.
WorkflowMax is used for all our invoicing, timesheet keeping and lead tracking. It integrates seamlessly with Xero. I'm also a WorkflowMax consultant and reseller.
- Invoice integration with Xero
- Easy to keep track of complex jobs over time
- Makes sure you don't lose track of billing
- Setting up job templates can be confusing
- Templates for invoicing and purchase orders are tied to Microsoft Office which seems so unnecessary in an open age.
We have on site engineers that need to track time spent on site so they each log their individual time and then I collate all the information into invoices. We also use it as our CRM.
- It is very simple to use. The engineers don't have time for big training sessions and they have picked up on how to use it very easily.
- It is easy to correct mistakes. Sometimes the engineers don't get things set up right on jobs and I have to rectify the issues and it is so simple to do with just adding additional templates to jobs.
- The report builder is marvelous. I am able to create all sorts of reports for all sorts of situations and creating mailing lists etc., is so easy.
- I think invoicing multiple clients at one time of the month, like we do at the end of the month, can take a little time as I have to go into each individual client and create an invoice. It would be great to have the functionality to create invoices for multiple clients that had time on their jobs for that month.
July 21, 2015
WorkflowMax has helped us keep track of many aspects of our business and collaborate as a team. It's easy to use and provides plenty of features and modules saving us time and effort when it comes to tracking jobs, purchases and invoices.
- Flexible reporting tools
- Job management is easy, straight forward to find invoices, purchases and other aspects associated with a particular job
- Well priced
- Mobile/iphone/tablet usage could be improved
July 21, 2015
We currently use it through our installation and service side of the business. Given that we can all access it via the cloud it perfectly suits our mobile team.
- It is simple to produce quotations
- The quotes generate the jobs and the ongoing process
- We can easily track the and monitor our projects
- It provides good feedback
- I would like it to be more shop floor friendly
July 21, 2015
We're just a small company so only a few people use WorkflowMax, but everybody who does agrees that it is really user friendly. Personally, it makes my job as admin asst extremely easy and invoicing has become a breeze! Also the reporting side of WorkflowMax allows me to see at a glance just what payments are outstanding, and what purchase orders still need to be approved by the client. I also particularly like the simple integration WorkflowMax has with my accounting package, Xero.
- Reporting - enables users to see at a glance exactly what is outstanding, what jobs are open, and what action is required on each particular project
- Invoicing - once the template has been set up invoicing is extremely easy to do
- Timesheets - individual users can input their own timesheets and this information carries over automatically into invoices. Makes my job so much easier!
- When I open WorkflowMax I always go straight away to the Jobs / Jobs section. It would be useful if I could set this up as a "default"
- When initially setting up WorkflowMax I imported all my contacts from Xero - only to realise that I didn't really need them all. I can only delete one client/supplier at a time and it would be so much easier if I could nominate a group deletion
- Report Builder - when creating new reports you can only use fields that are relevant to the report you're trying to create, ie a Job report only has job fields. It would be useful if the fields could be expanded to include all areas (ie jobs, invoices, quotes, etc) so that a totally customised report can be built
July 21, 2015
We are using WorkFlowMax across the whole business. It is primarily used to track hours on architectural jobs and helps us do so with relative ease. It has been easy to learn and we are developing our understanding to allow us to use more modules as we progress. In this vein, the videos and support available is very user friendly.
- Ease of understanding and learning the programme for all staff levels with good learning support.
- Very good data and graphic presentation to get a quick or detailed picture of the business
- Relative ease of data entry
- Awkward process for setting New Jobs up, jumping around a lot. Then re-entering data. Then not being able to enter your own hours because you didn't tick yourself on the task line.
- Maybe Admin can enter a new job with a link from the dashboard. Then New Job could have a 'wizard' (sorry) or a prompt sequence, to ask if you have done certain things or are planning to enter hours...
- I am unsure of how to reconcile Fixed price against Hours worked, i'm sure it can be done. Haven't figured it out yet.
- Not necessarliy straightforward...
July 21, 2015
We use WorkFlowMax for all our time management and billing needs, as well as contact and client management. Typically our process means that WorkflowMax is used through out the entire life of a project, from quoting to tracking variations. The integration with the Xero accounting package is fantastic as it saves our admin staff from double handling accounting information, which in turns saves errors from being made, and bills being missed.
- Time sheets
- Accounting package integration
- Quoting and estimates
- Being able to customise the documentation side of WorkflowMax to suit our method of filing - i.e. /JobNumber-ClientName/ not ClientName/JobNumber/
We use WorkflowMax as the central time tracking portal and platform for creation of all project estimates and invoices. Once an estimate is approved WorkflowMax quickly turns it into a easily tracked job, allowing us to stick to budgets, record and manage time, then just as quickly create an invoice. WorkflowMax allows us to save valuable time on administration and project management.
- WorkflowMax is great at collating time sheets across teams, clients and projects. Managing hours spent on discrete project by various staff members is critical to our business. Since using WorkflowMax blowouts are a thing of the past.
- WorkflowMax integrates directly with Xero. Invoices created in WorkflowMax are added into Xero's accounts receivables like magic.
- WorkflowMax allows for the easy creation of custom templates that fit in with our organisation's standard documents.
- Would be great if the client login provided real-time updates on hours against active jobs
- Allow for text in invoices to be updated after they are approved without having to cancel an invoice, once it's approved you cannot fix typos
- Refinement of the staff members billing rate system such that staff members can be billed out at varying billing rates
July 21, 2015
WorkflowMax is used across the whole organisation. WorkflowMax takes care of staff timesheets, client invoicing, job tracking, client contacts, job costing and comparison from estimates to actuals.
- Staff timesheets. WorkflowMax enables easy time entering for staff, and allows us to progress invoice up to date. It can work in with payroll systems and accounting software for ease of entering - saving alot of time and double entering.
- Gives a clear view of the current and upcoming jobs / tasks
- Able to track and follow a job, comparing the estimates to the actual amount billed for a job. You can see where things may have gone overtime, or undertime etc
- Would be nice to have the ability to edit an invoice, it seems at the moment the only way of changing an invoice is to delete it our of the system and start again.
July 21, 2015
WorkflowMax is used to record all client details, all job details and all quote information. It is also used for entering timesheets and creating invoices. It is being used by all persons in the organisation. It keeps all information in one place and reduces the need for multiple spread sheets.
- Makes it easier to quote a job as information is set and types of work can be changed. Great as everyone knows our charge out rates and can quote quickly
- Very easy to find client contact details. Having all the clients details is good as you only need to know part of the company or their name and you can find them
- Very easy to review a job to see what needs to be done. Workflows are fantastic!
- I would like it so that values can be taken out and sent to a word document. May be able to do this, but have not been able to find it.
WorkflowMax is used by all technicians and engineers. It takes care of all time tracking, job monitoring and management, parts and other costs, quotes plus invoicing at the completion of the job. These invoices then feed into our accounting software (Xero) immediately and when Xero reconciles the payment, feeds that information back to WorkFlowMax.
- Time tacking of jobs - a timer is available to keep time. Only available on the full web version unfortunately. Great for starting when beginning work and entering notes into the field as you go. Then stop the timer at the end, the notes on what was done are all there without having to think back through the entire day.
- Invoicing and integrating with Xero. Saves so much time with the accounting.
- Quotes - can price up all the costs and time, and when the quotes gets accepted, it converts this straight into a job and away you go.
- The mobile version is lacking too many features - specifically the timer
June 15, 2015
As a consultant traveling to my clients I find WorkflowMax invaluable. I can use it for leads to jobs to billing. It sends me reminders and I never forget to follow up. I can use it remotely and from my office. I get to track the jobs and status of leads. I can see what time and cost I spend on my clients and therefore what I should be charging to make money. Its seamless integration with XERO really helps make the monitoring of my business performance, and therefore my own performance, a breeze. I wouldn't be without it!
- Task reminders - so you do not forget to send out material or chase that lead
- Job costig - so you can really understand the cost to your business and price accordingly to make money
- Integration with XERO - so that when monitoring your performance the figures are all there
- An app for mobile use woud be great
- Ability to customise the look of your quotes at far greater detail
July 21, 2015
WorkflowMax is being used for:
- Timesheet and allocation of time to clients and non-client activity
- CRM - Lead development
- Invoicing and Expense Management (via Xero)
- Client management
- Employee Self Service HR
- Easy to use
- Online therefore available from anywhere you have a access to the interet
- Easy to use
- Mobility - would be good to have a phone application for Workflow Max (like their free Xero product)
- CRM could be enhanced
- Reporting could be made simpler
WorkflowMax is being used across the whole organisation. It allows us to have transparency around jobs and our contractors. It is also being utilised as a CRM system. I have also entered all of our available resources and categorised them in order to have an up to date list of available resources. I have done this under the lead area.
- One source of truth around our clients, contractors, available resources and current jobs
- Quoting and invoicing
- Time tracking
- The ability to customise the names of the different areas. For example we would like to change the Lead tab to Resource Pool
- Autosave
- Colour and bold into notes and Add notes in two places
- Timesheet should not allow me to enter zero hours without a pop-up confirmation
December 21, 2017
Our entire organization uses WorkflowMax to manage timekeeping and time entry, billing and project budget management, business development lead tracking, productivity tracking, and for other billing and accounting purposes. We use it on a daily basis to enter time and be able to review project progress easily. We use the invoicing features generally on a monthly basis. The depth of work in WorkflowMax depends on each person's position. For example, our business office coordinator and Principals use all of the features that we have, while entry-level staff uses it primarily to enter their billed time.
- Project and task setup is convenient. I appreciate the ability to customize tasks.
- The different reports that are available are very useful. They quickly summarize the information we need to know.
- The ability to export time entries, both into PDF and Excel, is helpful when I want to run an analysis not conveniently summarized in one of our reports.
- I would like to see a connection between the "budget" and the "quote" for a project. These are always equal, so it would be more convenient if they were linked.
- I would like to be able to sort invoices on the Financials tab by the different fields. Currently, they are always chronological. It would be nice if I could sort by status and amount due.
- I would like to be able to "freeze" the column headers in the weekly time entry view so that they remain visible when I scroll down many tasks.
- I would like to be able to set different billing rates for the same staff members that could be auto-selected based on the project type.
July 23, 2015
Workflow Max is primarily being used by our firm to track potential and active jobs, establish staffing forecasting, collect staff timesheets, and issue accurate invoices. It has proven to be a very functional, reliable, and easy to engage with software solution to a series of difficult problems.
- Allows for fairly simple or elaborate project forecasting depending on the complexity of the job. This allows us to track time by a single project or multiple phases.
- Time keeping and coordination with invoicing software has increased our firm's ability to issue timely and accurate invoices to clients. Has ability to break down projects in numerous ways to meet the needs of our various clients. This means we can invoice by project, phase, milestone, or dollar increments.
- Interface is clean and easy to follow. The easier it is to use the fewer mistakes that are made when entering information. This is greatly appreciated.
- Currently the timesheet function allows staff to input time for overlapping periods which can cause some headaches when it comes to payroll and invoicing. We understand this is being addressed.
- The amount of flexibility in the product can create some challenges when setting up the jobs database at the onset. It is a daunting challenge but worthwhile when completed correctly and rolled out across the firm. Adding new jobs is much easier.
- No search function to find a specific job, you have to scroll through all jobs allocated to you.
July 22, 2015
We are using WorkflowMax to create quotes, enter jobs as they come in, add expenses, and log hours and tasks by multiple users. We also use it to store back up information and create detailed invoices for our clients.
- WorkflowMax is a powerful application (or set of modules) which streamlines several processes into one.
- From job data to invoicing to payroll we have the ultimate control.
- Links seamlessly with Xero for our accounting.
- I would like somewhere (client folders) I can keep my quotes so I can quickly access them for data from invoiced jobs. I don't want just one giant list.
July 21, 2015
I am using WorkflowMax to log hours which I spend across multiple clients and multiple job tasks. I then enable it to generate a draft invoice up into Xero, in order to invoice my clients at month-end in a more efficient and effective way.
- Seamless integration in terms of raising sales invoices to my clients based on hours x hourly rate
- Ability to log tasks by individual job, which can derive a draft invoice.
- Customer service
- User ability for WorkFlowMax users
We use WorkflowMax as our online data base, for online filing of tax returns and GST returns with the IRD syncing data with Xero which makes life so much easier. I use it as a time management tool for keeping track of jobs due on an ad hoc or recurring basis. It also acts as a good guide for raising invoices - although we do this in Xero.
- Jobs can be allocated to each member of staff - with a due date - which keeps us on track with deadlines
- Data flows from Xero into WorkflowMax and in turn links to the IRD for ease of filing returns on line
- Documents can be attached to clients files - or notes added- now easy to access so everyone has an up to date picture of what is going on
- It used to have a time clock facility to keep an accurate account of time spent on a job - don't know what happened to this - but it was very handy
We use WorkflowMax for every aspect of our jobs other than strategy and design. We use it to open new jobs, allocate staff and costs as well as timings. We use the system to traffic the work and ensure we meet deadlines. In addition we upload costs, issue estimates and purchase orders and raise invoices. Our accountant then exports these invoices seamlessly into MYOB. It is a very useful tool for us and provides a structure to our business that all staff adhere to.
- Clear and easy to use which helps - so very little resistance from staff to utilise the functions
- Saves a huge amount of time from a functional management perspective
- Allows you to get a quick overview of where your business is at and where the workflow crunches are occurring
- Would like less steps between the raising of invoices and email functionality
- Would like the ability to issue credit notes as well as invoices
- Would like the ability to fully edit an invoice after it has been issued ( prior to exporting)
It is used by all staff to record time. It is then used to generate invoices.
- Simple to use and set-up
- Cost effective
- Not enough experience of the product yet to really comment
WorkflowMax Scorecard Summary
Feature Scorecard Summary
What is WorkflowMax?
WorkflowMax is a web-based project management solution, owned by Xero, Inc. It is designed to be user-friendly and intuitive. The platform offers end-to-end functionality standard to project management software, with a comprehensive suite of features including lead management, quotes and estimates, time and job tracking, milestone management, job costing, purchase orders, flexible permission for clients, staff and contractors, email integration, invoicing, and a custom report builder.
Approximately 25 different software systems integrate with WorkflowMax, enabling the functionality to be expanded – integrations include Google Drive, Salesforce, Xero, MYOB, Zendesk, Freshdesk, and Dropbox. A free 14-day trial is available, and packages are available for between 1-200 employees.
Approximately 25 different software systems integrate with WorkflowMax, enabling the functionality to be expanded – integrations include Google Drive, Salesforce, Xero, MYOB, Zendesk, Freshdesk, and Dropbox. A free 14-day trial is available, and packages are available for between 1-200 employees.
WorkflowMax Screenshots
WorkflowMax Video
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WorkflowMax Integrations
WorkflowMax Competitors
WorkflowMax Pricing
- Has featureFree Trial Available?Yes
- Does not have featureFree or Freemium Version Available?No
- Does not have featurePremium Consulting/Integration Services Available?No
- Entry-level set up fee?No
| Edition | Pricing Details | Terms |
|---|---|---|
| 1 User | $15/month | Bracketed Pricing |
| 5 Users | $49/month | Bracketed Pricing |
| 10 Users | $99/month | Bracketed Pricing |
| 20 Users | $149/month | Bracketed Pricing |
| Unlimited | $199/month | Bracketed Pricing |
| Modules | Pricing Details | Terms |
|---|---|---|
| Lead Manager Module | $15/month | |
| WorkflowMax Premium | $50/month |
WorkflowMax Customer Size Distribution
| Consumers | 0% | |
| Small Businesses (1-50 employees) | 95% | |
| Mid-Size Companies (51-500 employees) | 5% | |
| Enterprises (> 500 employees) | 0% |
WorkflowMax Support Options
| Free Version | Paid Version | |
|---|---|---|
| Live Chat | ||
| Forum/Community | ||
| FAQ/Knowledgebase | ||
| Tutorial Videos |
WorkflowMax Technical Details
| Deployment Types: | SaaS |
|---|---|
| Operating Systems: | Unspecified |
| Mobile Application: | Apple iOS, Android, Windows Phone, Blackberry |
| Supported Countries: | United States, United Kingdom, Australia, New Zealand, Canada, Singapore, South Africa |
| Supported Languages: | English |