WorkflowMax Software Review: Overview – Features – Pricing

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workflowmax logoOverview Presentation

WorkflowMax is an online job, time, and invoice management software. It has tools that manage leads and clients when people are starting their projects. It can provide quotes, timesheets and costing. It also has management tools needed during the project, such as storage for documents, a mobile site, and ways to collaborate with the team and clients. It is an all-in-one project and job management software that also provides reports, invoices and purchase orders, among others.

Features, Benefits, Product Strengths

  • Project Start ToolsWorkflowMax has a Sales Pipeline Management Dashboard that provides users information such as the current status of leads, which staff is bringing in more business, and other monthly data. It has a Client Manager that quickly shows contact information with capability for custom fields, all in a central location. It also has a customizable quoting software that can send impressive and reliable quotes to clients that can be created quickly and followed up easily.
  • Project Management Tools – This job management software has a time tracking system that enables employees to enter time online. Project managers can quickly see who has been working on what task for how long. The timesheets can be integrated with payroll and can provide data for accurate quotes. The Job Manager screen will provide instant overview, due dates, overdue and percent complete information. Collaboration is easier when emails are stored against a job. Staff, contractors and clients can be given the right level access. Users have up to 25 GB of space and integration with Google Drive, Dropbox and Box.
  • Business Growth Tools – The Purchase Order tool is flexible enough to allow separation of items across multiple jobs. It is integrated with Xero accounting software, eliminating double entry. Invoices can be created quickly and be customized to include as few or as many details required by the client. It can handle multiple jobs, too, with different ways to compute, by actual time and cost, by percentage of quote, or based on progress.

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WorkflowMax online project and job management software is available as SaaS in monthly payments. Price is at per user per month basis. All plans include the client manager, quoting/estimating, time sheets, job management, job costing, collaboration, document management, mobile site, purchase orders, invoicing, reporting, Xero integration and to 25 more add-ons, and custom fields. The Lead Manager/ CRM module additionally costs $15 per month. The Premium plan, with additional KPI and Productivity Dashboards, and can import invoices directly from Xero, costs an extra $50 per month.

workflowmax pricing

Social Network Presence

Target Market

WorkflowMax is ideal for creative agencies, architects, building and construction professionals, business consultants, engineers, surveyors, IT professionals and consultants. It is valuable for business owners, project managers, and team leaders to manage staff, contractors, vendors and clients, across industries.

Supported Language


Some of their Clients

Clients include 500 Digital Media, Cabbage Tree Creative, Cymon Allfrey Architects, Buildology NZ, Conquest Solutions, One Solution Building Services, WDI Consulting, Newmills Engineering, Marico Marine, and Cloudbakers.

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El Reeve of Candyspace described WorkflowMax as a financially powerful cloud software that provides all information in one place.

Georgina Wilson of GW Architect stated that she was able to create a lean and efficient administration system that allows for transparency and accountability with this online job management software.

Jarrad of SA Construct was able to see how much time each piece of fixed-time contract is taking as well as the amount of profit for each.

Why WorkflowMax

Some people and businesses that are just starting choose specialized software with only one function to keep things simple. However, as business starts to pickup, clients come in and the company began to grow, more tools are needed. Getting WorkflowMax integrated workflow and project management software at the very start will save many business owners much time and trouble when that time comes. Also, people will need less time to learn how to use an all-in-one toolkit that provides overall business intelligence running in one platform than multiple software and platforms.

Company Info

WorkflowMax was an Auckland, NZ-based company that was acquired by Xero, an online accounting, invoicing, billing and banking software, also an NZ (Wellington-based) company in 2012. It is now labeled as a Xero product. The parent company was founded in 2006 and went public in 2007. It is a global leader in online accounting software with more than 300,000 paying customers distributed over 100 countries. It has received more than $240 million in funding. The accounting industry and the business community, such as the CPA Practice Advisor, Accounting Today, The Sleeter Group, and Barlow Research, have bestowed awards to the company for providing beautifully designed and easy-to-use accounting solutions.

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Jose Maria Delos Santos

Jose Maria Delos Santos

Jose is a subject matter expert and member of the writing team for He has written hundreds of articles including project management software reviews, books reviews, training site reviews, and general articles related to the project management industry.

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