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WorkflowMax

WorkflowMax

Overview

What is WorkflowMax?

WorkflowMax is a web-based project management solution.The platform offers end-to-end functionality standard to project management software, including time tracking, lead management, collaboration with external stakeholders, invoicing, integrations, and customizable reporting.

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Awards

Products that are considered exceptional by their customers based on a variety of criteria win TrustRadius awards. Learn more about the types of TrustRadius awards to make the best purchase decision. More about TrustRadius Awards

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Pricing

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Standard

$20

Cloud
per month

Standard

$35

Cloud
per month

Premium

$70

Cloud
per month

Entry-level set up fee?

  • No setup fee
For the latest information on pricing, visithttp://www.workflowmax.com/pricing

Offerings

  • Free Trial
  • Free/Freemium Version
  • Premium Consulting/Integration Services

Starting price (does not include set up fee)

  • $20 per month
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Product Demos

Product Demo - G-Accon for WorkflowMax/Xero Practice Manager

YouTube
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Features

Project Management

Project management software provides capabilities to streamline management of complex projects through task management, team collaboration and workflow automation

9.3
Avg 7.6

Professional Services Automation

Features that support professional services organizations

9.5
Avg 7.6
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Product Details

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.

WorkflowMax Features

  • Supported: End-to-end, Fully Integrated Job/Project/Workflow Management Software
  • Supported: Lead Manager (CRM)
  • Supported: Quoting/Estimating
  • Supported: Integrated Project Management
  • Supported: Job Costing
  • Supported: Time Tracking
  • Supported: Staff Scheduling
  • Supported: Client & Contractor Login
  • Supported: Purchase Order
  • Supported: Invoicing & Billing
  • Supported: Powerful Custom Reporting
  • Supported: Integration with Xero Accounting Software
  • Supported: Integration with over 25 other leading products
  • Supported: Custom Fields
  • Supported: Cloud-based - Access Anywhere, Anytime

WorkflowMax Screenshots

Screenshot of WorkflowMax Quoting SoftwareScreenshot of WorkflowMax CRM SoftwareScreenshot of WorkflowMax Project Management SoftwareScreenshot of WorkflowMax Mobile SiteScreenshot of Job Costing | WorkflowMaxScreenshot of Powerful Custom Reporting | WorkflowMax

WorkflowMax Video

Visit http://www.workflowmax.com to watch WorkflowMax video.

WorkflowMax Competitors

WorkflowMax Technical Details

Deployment TypesSoftware as a Service (SaaS), Cloud, or Web-Based
Operating SystemsUnspecified
Mobile ApplicationApple iOS, Android, Windows Phone, Blackberry
Supported CountriesUnited States, United Kingdom, Australia, New Zealand, Canada, Singapore, South Africa
Supported LanguagesEnglish

Frequently Asked Questions

WorkflowMax is a web-based project management solution.The platform offers end-to-end functionality standard to project management software, including time tracking, lead management, collaboration with external stakeholders, invoicing, integrations, and customizable reporting.

WorkflowMax starts at $20.

Harvest, Kissflow, and ProWorkflow are common alternatives for WorkflowMax.

Reviewers rate Quotes/estimates and Project & financial reporting highest, with a score of 9.7.

The most common users of WorkflowMax are from Small Businesses (1-50 employees).

WorkflowMax Customer Size Distribution

Consumers0%
Small Businesses (1-50 employees)95%
Mid-Size Companies (51-500 employees)5%
Enterprises (more than 500 employees)0%
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Comparisons

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Reviews From Top Reviewers

(1-5 of 23)

Can even herd cats.

Rating: 10 out of 10
July 21, 2015
Vetted Review
Verified User
WorkflowMax
4 years of experience
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
Cons
  • 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 well suited to managing workflow through the agency. However as far as invoices are concerned we do have a number of invoices that are based on a rate card and so do repeat every month and I am sure many ad agencies have these types of invoices. As these are associated with a specific job #, they need to be raised against this job # so I cannot just copy an invoice ( I have tried to do this in the past and it has not worked). I would like to be asked the following: When I create an invoice: Choose a template? This could be one of my options - I would then set up a number of templates for these repeating invoices - I presume I would be offered a drop down menu or similar to choose from.

New User review - best thing we ever did...

Rating: 10 out of 10
July 21, 2015
RD
Vetted Review
Verified User
WorkflowMax
1 year of experience
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
Cons
  • 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...
What do you need?
Do you charge by the hour?
What information do you need?
Do you know if you are making any money or not?
The only scenario I can think of not to use it, is if you don't want to know the answer to the last question... Could happen.

Loving WorkflowMax

Rating: 9 out of 10
July 21, 2015
SR
Vetted Review
Verified User
WorkflowMax
3 years of experience
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.
Cons
  • The mobile version is lacking too many features - specifically the timer
WorkflowMax is well suited to invoicing - customising invoices is easy and having multiple invoices to chose from is possible. It handles jobs and distributing jobs to staff well.

WorkflowMax for the win

Rating: 8 out of 10
July 28, 2015
JC
Vetted Review
WorkflowMax
4 years of experience
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
Cons
  • 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.
Timesheets and cost management take some care and time. Don't expect this is an automatic process.

Seamless workflow for on the road

Rating: 9 out of 10
June 15, 2015
SL
Vetted Review
Verified User
WorkflowMax
5 years of experience
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
Cons
  • An app for mobile use woud be great
  • Ability to customise the look of your quotes at far greater detail
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