WorkflowMax Software Review


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WorkflowMax is all-in-one project management software for managing client jobs and professional service businesses. It helps owners, managers, and staff to record, track, and report on prospects, progress, and profits from a single online platform. Professionals, teams, and companies can keep their projects on track, and their customers satisfied.

Table of Contents

WorkflowMax Review: Features and Strengths

Client Management

WorkflowMax enables users to manage client relationships and information from a central dashboard. The platform’s tools record, retain, and report on customer data. It has built-in notes and documents for storing client information for easy team access. Users can search for client numbers, email, or address, and add multiple contacts’ information in a client record using pre-built or custom-made filters.

WorkflowMax integrates with cloud-based document management systems like Dropbox, Drive, and Box. Users can automate their email and document storage processes. The software includes up to 25GB of free storage, integrated leads, proposals, and sales management, as well as quoting and estimating management. Teams can turn a lead into a quote, customize it, and transform a quote into a job when accepted.

Job and Task Management

WorkflowMax lets users keep track of jobs, tasks, resources, time, costs, and profitability with a seamless workflow by enabling team members to locate jobs quickly and view critical information at a glance. A built-in task manager streamlines the process of allocating staff to tasks, providing a checklist of to-dos, and setting estimated task times and due dates.

The project management tool also has features for assigning start and finish dates for jobs. Users can create milestones independent of project and task due dates, adjust deadlines, and run reports. Other features include recurring jobs, staff capacity planning, time tracking, automatic notifications, and native mobile apps for iOS and Android devices.

Reporting, Invoicing, Customization, and More

WorkflowMax gives users reporting tools to gain insights into productivity, performance, and profitability. Teams can get a snapshot of business performance to understand profitability across clients, services, or employees. It also has invoicing reports, timesheet reports, estimates vs actuals, and time billed vs time remaining. It has built-in invoicing feature and integration with Xero accounting software.

Other features include a work-in-progress (WIP) manager, purchase order management, and job costing. The software includes customization capabilities that allow users to add custom fields, custom job states, and unique job categories. Users can design their own custom print templates for quotes, invoices, statements, POs, and job briefs. They can also add custom logos, and change color schemes, fonts, and layouts. Team members or clients can get notifications by email, on-screen alerts, or via RSS feeds. Add-ons and integrations with other apps are also available to extend functionality.


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WorkflowMax Pricing

WorkflowMax pricing is available through two scalable plans billed on a monthly basis. It is not strictly a per-user model, and costs go down as more users subscribe. A free 14-day trial period is also offered.

The Standard plan includes features like quoting, client manager, job management, document management, job costing, timesheets, purchase orders, invoicing, reporting, and mobile apps. It costs $20 /month for a single user, $45/month for 3 users, $55/month for 5 users, and so on.

The Premium plan includes all features in the Standard plan in addition to productivity reporting, client groups, recurring invoices, and Xero invoice import. This tier starts at $70/month for a single user, $95/month for 3 users, $105 /month for 5 users and so on.

An integrated lead management (CRM) module add-on is available for $15 /month.

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Who Uses WorkflowMax?

WorkflowMax is ideal for small and midsize companies in need of an online project and job management solution. It is ideal for creative agencies, IT services, building and construction firms, engineers and surveyors, architects, and business consultants. Customers include Centre for Leadership Advantage, Design Activity, Rocket Science, dwp Architects, Lexhag, BYU Design, BDODrive, BlueRock Digital, and Humankind.

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WorkflowMax Supported Language

WorkflowMax supports English only at present.


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Case Studies

Ryan Kagan is Director of Digital at a business system consultancy that leverages digital solutions to grow and improve businesses. One of their biggest challenges was making the complex concept of technology simple for business owners. To help manage and track their own projects, Ryan and his team implemented WorkflowMax as their project management solution.

The software helps them guide and manage their own growth. Having validated their business model through their own growth, they now implement WorkflowMax with a range of clients across different industries. As an example, they have guided one client from running at a loss to seeing six-figure profits in the following years.

Kalyn Ponti is the current CEO of a Wellington, NZ-based managed HR services company that help organizations plan and execute employee experience strategies. When she was COO a few years back, Kalyn was responsible for managing jobs and getting financial insights on a daily basis. WorkflowMax has helped Kalyn and her team do this with a degree of customization.

Working with an implementation partner with expertise in WorkflowMax and Xero, the company is able to customize their project management and business system to reflect the way they work with their clients. For every new job, the company can choose the pricing arrangement, choose the right templates, set up jobs, share timelines with clients, and get real-time data to make sure the team is delivering on time and on budget.

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Why Choose WorkflowMax?

WorkflowMax allows companies to use one integrated platform for their quoting, scheduling, job management, time tracking, invoicing, and reporting needs. It has tools to manage both back office and client-facing processes, helping companies to streamline tasks. As a result, teams can spend more time on customers and projects and less time managing its tools. The software also provides flexibility with customization and integration capabilities.

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Company Info

WorkflowMax is a product of Xero, a publicly traded company in the Australian Securities Exchange (ASX) with headquarters in Wellington, New Zealand, and offices in Australia, Asia, North America, and Europe. WorkflowMax was an Auckland-based company founded in 2007 and acquired by Xero in 2012. With the funding, talent, and energy that Xero provides to the team and product, WorkflowMax has truly become a global solution helping businesses and customers around the world.


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