WorkflowMax: Robust for Task Management, Invoicing and Time Tracking in One Single Integrated Spot
It’s nearly three years now ever since I started using WorkflowMax in my current organization. It is the backbone of project management in …
Starting at $20 per month
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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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Popular Features
- Timesheet Tracking (24)9.696%
- Invoicing (27)9.595%
- Task Management (25)9.595%
- Integration with accounting software (27)9.292%
Pricing
Standard
$20
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
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Product Demo - G-Accon for WorkflowMax/Xero Practice Manager
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- Integrations
- Competitors
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- FAQs
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 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
WorkflowMax Video
Visit http://www.workflowmax.com to watch WorkflowMax video.
WorkflowMax Integrations
WorkflowMax Competitors
- Harvest
- Kissflow
- ProWorkflow
- Worketc.
WorkflowMax Technical Details
| Deployment Types | Software as a Service (SaaS), Cloud, or Web-Based |
|---|---|
| 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 |
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.
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
| Consumers | 0% |
|---|---|
| Small Businesses (1-50 employees) | 95% |
| Mid-Size Companies (51-500 employees) | 5% |
| Enterprises (more than 500 employees) | 0% |
Comparisons
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Reviews and Ratings
(69)Attribute Ratings
Reviews
(1-18 of 18)Companies can't remove reviews or game the system. Here's why
April 02, 2022
WorkflowMax: Robust for Task Management, Invoicing and Time Tracking in One Single Integrated Spot
It’s nearly three years now ever since I started using WorkflowMax in my current organization. It is the backbone of project management in the Sales department, which helps us manage, track and report on all sales-related tasks in one single integrated solution.
- 14 days free trial we acquired was a great thing for us since we were able to test it before purchase.
- Manage documents: Makes it easy to manage and share documents with other users.
- Track time on projects.
- Mobility support.
- Visualize data to gain insights.
- Setting multiple billing rates for a single employee always lead to an error.
- Template customization should be added.
July 28, 2015
WorkflowMax for the win
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.
July 23, 2015
WorkflowMax: Improving the Business of Architecture
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 23, 2015
WorkflowMax review
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
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 22, 2015
Workflow Maxing it for us!
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
I need more time to fully evaluate WorkFlowMax
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
July 21, 2015
WorkflowMax Review
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
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.
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
New User review - best thing we ever did...
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
WorkflowMax your time today.
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
July 21, 2015
Can even herd cats.
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)
July 21, 2015
Why WorkflowMax Works For Us
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
Working for you - WorkflowMax - highly reccomend
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
Happy Happy Happy with WorkFlowMax
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.
July 21, 2015
Loving WorkflowMax
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
Seamless workflow for on the road
Score 9 out of 10
Vetted Review
Verified User
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