4 / 5 66 reviews

Who Uses This Software?

WorkflowMax provides a cloud-based business solution for creative agencies, architects, engineers, surveyors, lawyers, IT companies, construction firms, consultants & anyone else who bills by time.

Average Ratings

66 reviews
  • 4 / 5
  • 4 / 5
    Ease of Use
  • 4 / 5
    Customer Service
  • 3.5 / 5
  • 4 / 5
    Value for Money

Product Details

  • Starting Price
  • Free Version
  • Deployment
    Installed - Mac
  • Training
    In Person
    Live Online
  • Support
    24/7 (Live Rep)
    Business Hours

Vendor Details

  • Xero
  • Founded 2007

About This Software

A single platform for all your job management needs; from quotes to timesheets, job tracking and costing to project management and reporting, invoicing, lead management and more. WorkflowMax is loved by more than 10,000 businesses, providing a total cloud-based business solution for creative agencies, architects, engineers, surveyors, lawyers, IT companies, construction firms, consultants and anyone else who bills by time. Integrates with 30+ other systems.

  • 2D Drawing
  • 3D Modeling
  • Activity Tracking
  • Agile Methodologies
  • Approval Process Control
  • Automated Quoting
  • Automatic Formatting
  • Automatic Time Capture
  • BIM Modeling
  • Bid Management
  • Billable & Non-Billable Hours
  • Billable Hours Tracking
  • Billing & Invoicing
  • Billing Rate Management
  • Bills of Material
  • Budget Management
  • Budgeting & Forecasting
  • Business Process Automation
  • Calendar Management
  • Catalog Management
  • Change Orders
  • Client Management
  • Client Portal
  • Collaboration
  • Collaboration Tools
  • Commercial
  • Compliance Management
  • Configurable Workflow
  • Contact Management
  • Content Repository
  • Contingency Billing
  • Contract Management
  • Contractors
  • Cost-to-Completion Tracking
  • Customer Accounts
  • Customer Database
  • Customer Portal
  • Customizable Dashboard
  • Customizable Invoices
  • Discount Management
  • Document / Photo Management
  • Document Management
  • Drafting
  • Dunning Management
  • Electronic Signature
  • Employee Database
  • Equipment Management
  • Event Monitoring
  • Expense Tracking
  • File Sharing
  • Forms Creation
  • Forms Management
  • Gantt Charts
  • Graphical Workflow Editor
  • Help Desk Management
  • Hourly Billing
  • Idea Management
  • Incident Reporting
  • Invoice History
  • Invoice Management
  • Invoice Processing
  • Issue Management
  • Job Costing
  • Job Scheduling
  • Kanban Board
  • Knowledge Library
  • Lead Management
  • Manufacturing Design Data
  • Milestone Tracking
  • Mobile Payments
  • Mobile Process Management
  • Mobile Time Tracking
  • Multi-Currency
  • Multiple Billing Rates
  • Offline Time Tracking
  • Online Invoicing
  • Online Payments
  • Online Time Tracking
  • Overrun Reporting
  • Overtime Calculation
  • Payment Processing
  • Percent-Complete Tracking
  • Permit Management
  • Pipeline Management
  • Portfolio Management
  • Pricing Management
  • Prioritization
  • Product Configurator
  • Production Cost Tracking
  • Project Billing
  • Project Management
  • Project Tracking
  • Project/Product Planning
  • Proposal Management
  • Purchase Order Management
  • Quotes / Estimates
  • RFI Management
  • RFP Management
  • Recurring/Subscription Billing
  • Reimbursement Management
  • Requirements Management
  • Residential
  • Resource Management
  • Revenue Recognition
  • Revision Management
  • Risk Management
  • Selection Sheets
  • Service Ticket Billing
  • Status Tracking
  • Subcontractor Management
  • Submittal Management
  • Subscription Billing
  • Supplier Management
  • Task Management
  • Tax Calculator
  • Templates
  • Testing / QA Management
  • Time & Expense Tracking
  • Time Tracking
  • Time Tracking by Client
  • Time Tracking by Project
  • Time per Project Reporting
  • Timesheets
  • Transmittal Management
  • Vacation / Leave Tracking
  • Version Control
  • Visualization / Presentation
  • Warranty / Service Management
  • Waterfall Methodologies
  • Work Order Management

WorkflowMax Latest Reviews

Automatically translated. Show original review

Our most recommended Workflow management app

4 / 5
Ease of Use
5 / 5
Customer Support
5 / 5
Value for Money

Comments: In our role as cloud app integrators and implementation experts, WorkflowMax is an essential app in Link Solutions' toolkit. We recommend it over and above any other workflow management app, and use it daily within our own business. The depth of features is significant and can be easily adapted to suit most business processes. The flow from lead management right through delivery and then to invoicing saves countless hours of administration and can deliver significant improvements to service delivery. Being a Xero company, the integration with Xero is understandably robust and extensive, and other useful add-on integrations are available. For example, at Link, we use Zendesk to manage our support tickets, and we're able to track our time in Zendesk and have this flow through to WorkflowMax timesheets with associated notes for reporting and billing. Put simply, we think WorkflowMax is a great system that offers exceptional value for money.

Pros: * Flexible and extensive feature set that can manage most business processes * General ease of use - while there are some traps for beginners, these are understable given the depth of features available * It's a Xero company, and benefits from the association in terms of a strong integration, customer support standards, and ongoing development * Pricing is excellent and suits a range of businesses from small operators through to large enterprises * Significant job and task templating abilities allow multiple activity streams to be systematised within one application * Powerful reporting engine with the ability to extend with custom reports

Cons: * Retentions and variations can be difficult to manage for construction companies * Inventory management is non-existent, which while understandable in a workflow management app does limit use for service-based firms that also provide product * The mobile app could do with further extensions to the range of features available * If you are looking for a fully featured CRM that you need to integrate with a email marketing system (like Mailchimp) you may need to use a standalone app

Automatically translated. Show original review

It does what it says on the tin. Work-Flow-MAX

Value for Money

Comments: I am the director of Right Brain Insights, and CFO for a company called T3 Group – T3 Facility Services Pty Ltd. I help SMEs use data to clarify their strategic direction and boost their business performance. In the case of T3 Group, that’s what we’ve been able to do with WorkflowMax. Eleven months ago, the only thing that could be vaguely understood was total sales to a client. However, in order to understand the cost base and truly drive profit, and link it back to our goals, we needed to be able to break down jobs, and their cost, as well as give the guys one site and the guys in the office something that could allow them to be far more efficient and far more effective at what they needed to do. We looked at WorkflowMax, GeoOp and Connect2Field. WorkflowMax is just a standout, across these in terms of its reporting, its connection with Xero, and its detail. We needed to have really good insights over our cash flow going forward. We use WorkflowMax to strip out a pipeline, so we can see cashflow into the future based on job activity. Our target used to be $50,000 a month, it’s now $325,000 minimum and rising. We would not have been able to hit that growth without WorkflowMax. There used to be a fairly substantial lag in invoicing. It used to be around a 14-day delay from the end of a job to actually invoicing it. That’s come down to basically 24, at most 48 hours. We pretty much invoice as soon as the job’s finished. That’s been a really, really tight process and something that’s really cool when you link WorkflowMax to Xero. In January our accounts receivable days was roughly 65 and our accounts payable was roughly 40. We’ve now switched that where our accounts receivable, on average, is about 45 days and our payable is about 48. So being able to switch that and stay on top of it has had a really, really powerful impact. We’re just becoming more organised. So we are doing things far more efficiently. We are, through a system like this, becoming more account

Pros: - Customised reporting & data fields
- Real-time tracking
- Xero connection
- Pricing (so much cheaper than GeoOp & Connect 2 Field at the time we researched)
- Backed by Xero

Cons: - Dashboard design. Could be cleaner, maybe customisable
- Not life or death, but stronger connection on the cost side. i.e. 'spend money' type transactions linking to Xero.