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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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Learn from top reviewers

WorkflowMax: Robust for Task Management, Invoicing and Time Tracking in One Single Integrated Spot

Rating: 9 out of 10
April 2, 2022
IncentivizedVetted ReviewVerified User
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...
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Brittany Frontis
Manager - Marketing
Sales Marketing Manager
Cole Haan
WorkflowMax3 years of experience

WorkflowMax is excellent for growing customers and increasing sales

Rating: 10 out of 10
February 27, 2022
IncentivizedVetted ReviewVerified User
It is a very complete software, which integrates into a single program the entire sales process of the company's products and services, from tracking and information of all cu...
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Inés Prieto
Engineer - Engineering
R&D / Product Development Engineer - Quality
TE Connectivity
WorkflowMax1 year of experience

Great for the construction industry

Rating: 7 out of 10
February 16, 2022
IncentivizedVetted ReviewVerified User
Workflowmax is a good software depending on the industry you are in. This was a especially good software for some of my construction clients. It allowed them to track employee...
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Justin Gipp
Employee - Finance and Accounting
Senior Accountant
Ryan & Wetmore, PC
WorkflowMax1 year of experience

WorkflowMax for Loan Assistant Mortgage Broker support and Loan Submission service

Rating: 10 out of 10
December 19, 2019
IncentivizedVetted ReviewVerified User
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 compl...
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Janette Fairleigh
Director - Professional Services
CEO
Loan Assistant
WorkflowMax6 years of experience

WorkflowMax.... helps you get the max from your workflow!

Rating: 8 out of 10
July 21, 2015
IncentivizedVetted ReviewVerified User
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 proje...
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Caroline Laredo
Director - Sales
Managing Director
4HG
WorkflowMax1 year of experience
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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

View all pricing

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 7.5
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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 Integrations

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

View all reviews
(1-5 of 18)

WorkflowMax for the win

Rating: 8 out of 10
Incentivized
July 28, 2015
JC
John Curtis
CTO
Kloud (Computer Software, 1-10 employees)
Vetted Review
Reseller
WorkflowMax
4 years of experience
Use Cases and Deployment Scope
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.
Pros
  • 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.
Likelihood to Recommend
Timesheets and cost management take some care and time. Don't expect this is an automatic process.

WorkflowMax: Improving the Business of Architecture

Rating: 8 out of 10
Incentivized
July 23, 2015
Verified User
Director in Professional Services
Architecture & Planning Company, 11-50 employees
Vetted Review
Verified User
WorkflowMax
1 year of experience
Use Cases and Deployment Scope
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.
Pros
  • 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.
Cons
  • 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.
Likelihood to Recommend
WorkflowMax is a good solution for the architecture and design profession in that it allows for multiple ways to track a project, apply time to a project, and invoice against a project. The ability to do staffing forecasting and future planning fills a need that most firms in this profession require.

WorkflowMax - The Only Project Management Program You Need

Rating: 10 out of 10
Incentivized
July 21, 2015
AS
Andrea Steed
Admin & Accounts
apd Australia (Automotive, 11-50 employees)
Vetted Review
Verified User
WorkflowMax
2 years of experience
Use Cases and Deployment Scope
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.
Pros
  • 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!
Cons
  • 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
Likelihood to Recommend
We chose WorkflowMax because we needed a program that allowed us to track several separate jobs at one time. The timesheets are important for our on-the-road consultants. And it was important that the program connected seamlessly with Xero.

Some key questions to ask:
Do you need to track time?
Do you have projects that need to be accessed by different employees/clients/suppliers?
Do you need a fully customisable reporting suite?

Can even herd cats.

Rating: 10 out of 10
Incentivized
July 21, 2015
Verified User
Director in Customer Service
Design Company, 1-10 employees
Vetted Review
Verified User
WorkflowMax
4 years of experience
Use Cases and Deployment Scope
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.
Pros
  • 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)
Likelihood to Recommend
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.

WorkflowMax - A complex package that is surprisingly easy to use!

Rating: 10 out of 10
Incentivized
July 22, 2015
Verified User
Director in Customer Service
Design Company, 1-10 employees
Vetted Review
Verified User
WorkflowMax
1 year of experience
Use Cases and Deployment Scope
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.
Pros
  • 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.
Cons
  • 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.
Likelihood to Recommend
I'm sure this depends on the company and what they want. Possibly small one man businesses may find it too expensive?
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