Review of WorkflowMAX

February, 2015

Rating: 4/5

WorkflowMax was designed to help businesses in the service industry better handle their projects, the application has organized dozens of powerful business management tools into one centralized platform.

Leads, quotes, timesheets, job costing, project management, purchase orders, invoicing and reporting can all be managed from within WorkflowMax.

A comprehensive integration with Xero means that WorkflowMax users have the ability to push sales invoices and purchase orders into their accounting software, giving them a real-time insight into their business cash-flow.

With more than 25 other software partners, businesses can add-on additional functionality such as CRM software, payroll software, customer support software and document storage.

Some of WorkflowMax’s key features include:

Lead Manager WorkflowMax offers users a way to track leads, proposals and sales from an integrated pipeline. Managers have the ability to track how their sales teams are performing and they can actually see what leads are talking about through integrated email conversations.

Generate Quotes With the help of WorkflowMax’s quoting tools, service businesses are able to generate accurate estimates quickly that can be sent to clients through email from within the application. The customizable templates can be designed for specific industries, and they can be formatted to include professional branding elements like logos. Businesses can also use their own markup percentages for better control over the final prices that clients see.

Timesheets and Job Management One of the biggest obstacles a service business faces is how to keep an accurate account of the amount of time each portion of a job takes. WorkflowMax allows you to assign a certain amount of hours to each job. You will receive notifications letting you know when the allotted time is used up.

Project Management Tools WorkflowMax enables your company to manage a project from start to finish, and collaborate with team members, clients and contractors through the whole process. Clients and customers can login to see the status of their jobs and add notes, or access documents. You are able to control who is allowed to see what parts of client data.

Job Costing Job costing software can help service businesses obtain a better understanding of where their money is going, where they are making it and where they are losing it, so there aren’t any surprises at the end of the month. WorkflowMax is especially useful because it lets businesses know how their estimated costs are comparing to the actual costs of specific jobs.

Purchase Orders One thing that sets WorkflowMax apart from its competitors is by offering its users a way to track purchase orders against particular jobs to keep track of costs. Service businesses are especially able to separate out items in their purchase orders across multiple projects or jobs. This helps businesses avoid manually entering purchase order data more than once.

Invoicing WorkflowMax gives businesses complete control over how their invoices look, what information they choose to include and also how the invoice is raised. You can invoice by actual time and costs, percentage of quoted value, quoted/estimated time or by costs or progress amount/deposit. In addition to including custom branding elements, users can include staff, times, and rates on their invoices. Multi-job invoices can also be issued.

Reports WorkflowMax allows you to run a series of built-in reports or create your own custom reports with all the data regarding leads, quotes, time, jobs and costs, so you can analyze all areas of your business, however you want.

Xero Integration With integration between WorkflowMax and Xero, you have a complete end-to-end business product. When a sales invoice is created in WorkflowMax the data can be added to Xero and payments in Xero are automatically synced with the corresponding invoice in WorkflowMax, giving you an accurate picture of productivity per job.

Ease of use

WorkflowMax is used and preferred by more than 5,000 businesses all over the world, providing a total cloud-based business solution for Creative agencies, architects, engineers, surveyors, lawyers, IT companies, construction firms, consultants and anyone else who bills for time.

Customer Service

WorkflowMax offers several ways to communicate with customer service, including:

  • 24/7 email support
  • Free online webinars
  • Video tutorials

Add-Ons and Integration

WorkflowMax offers complete integration with Xero accounting, which means that users are able to send invoices to their customers via email and also put those invoices into Xero at the exact same time.

WorkflowMax also integrates with:

  • Salesforce
  • Zendesk
  • Box
  • MoneyWorks
  • MYOB
  • WFM Plan
  • Actual
  • EndGame
  • Freshdesk
  • Smoothpay
  • and many more

Problems and Complaints

To be honest we haven’t really found a whole lot to complain about in regards to WorkflowMax, it is decent at what it was designed to do. Some things that come to mind are very minor, as with the Dashboard design. I feel the dashboard could look a little better and offer more customization.

Other issues include the fact that WorkflowMax may not be designed for every business effectively, as in the case of the construction industry, it wouldn’t hurt to customize the app to be more integrated with certain industries.

In Conclusion

WorkflowMax is an all-in-one project management solution that was created for small to medium service businesses. The app does what it was designed to do, which is handle leads, quotes, timesheet, job tracking, purchase orders, invoicing, reporting and document management.

WorkflowMax is excellent with the financial management of client jobs and allows you to design your own workflows.

The Sales Pitch

WorkflowMax is a software tool that will take the pain out of running your business. A total solution covering all operations from prospecting to quoting, time sheeting to invoicing and everything in between.

If your business is job focused then WorkflowMax is the tool you need.


Timesheets, Job Tracking, Project Management, Quotes, Invoices, Collaboration, Reporting, Purchase Orders, Lead Management, Integration, Mobile Edition, Custom Fields, Custom Themes

3000 customers

Interactive Accounting, DJCA, Cabbage Tree, Openside, Gravitate, BKA Interactive, Dow Design, Toast

Tech Information
Service Name
Parent Company
No. of Staff maintaining this service (estimated)
Tiny (10-24 people)
Major Outages
August 2012
Telephone, Online, Email, Community
Mobile Devices
Yes, All major devices using HTML5
Head Office
New Zealand
Learn More

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