Workflow Max is a cloud-based workflow and job management solution designed to serve small to midsize service-based businesses. Along with key project management capabilities, the solution provides quote creation, timesheets, job costing and other features integral to the project process.

Once a project is started, WorkflowMax features tools to manage project's execution, including the ability to integrate with several popular document management systems, such as Google Drive, Box and Dropbox. The timesheet functionality allows employees to work within their own timesheets online. The solution also offers integration with third-party payroll systems.

WorkflowMax’s job costing shows all expenses in a single space, including all invoices and costing information. Employee scheduling creates a way to view and assign all employee tasks. WorkflowMax features a sales dashboard that shows leads that are hot, warm, cold or closed so that businesses can keep an eye on their sales pipeline.

The solution is available on a monthly subscription basis.



87 Reviews of WorkflowMax

Overall rating

4.5 / 5 stars

Showing 1 - 20 of 87 reviews

December 2018

Anonymous

Verified Reviewer

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

3 of 5

Value for money

3 of 5

Customer support

2 of 5

Functionality

2 of 5

December 2018

Ok for simple businesses

It has been OK for production, but it came from a very low base. Good entry level product, but unless you're running a very simple process you'll outgrow it in a year or so.

Pros

Simple to use
Simple to set up
Integrated with Xero

Cons

It's easy to do a simple quote, but if you're doing anything complex... well, good luck. You're better off doing the work in Excel and dropping the numbers into WFM for tracking.

It is slower than paper, and has little inbuilt intelligence. You can add costs and tasks, and it will total them. You can't do options or variations, or cost line items.

I've asked WFM if there are improvements coming. Its been soon for a couple of years now.

December 2018

Katrin from Synaptiq Ltd

Company Size: 11-50 employees

Review Source


Ease-of-use

5 of 5

Functionality

5 of 5

December 2018

Brilliant project management system

Pros

It's a great piece of project management software, easy to use, seamless workflow, very user friendly, great tutorial videos, works well with Xero!

Cons

Not much to add, it's pretty straightforward system and easy to use. Definitely would suggest taking time to watch the tutorials to get the best of it!

December 2018

Irene from The Virtual Forge NA

Company Size: 51-200 employees

Review Source


Ease-of-use

5 of 5

Functionality

5 of 5

December 2018

At the end of each day, I go into WorkflowMax and put in my time and it's just so easy to use. Since we are an international company, it is easy for our HR in the UK to see our time and how it is spent.

Pros

The quick 1-2-3 of putting my time in and the job I did. At the end of the week, I just click one button and the whole week is recorded. So easy.

Cons

I don't see any cons at the present time. Everything seems to be pretty well covered. The only thing I think I would like to see changed is, after saving your time for the day, you, personally cannot go in and make a change. You have to have your HR change it.

December 2018

Simon from TDA

Company Size: 51-200 employees

Review Source


Ease-of-use

4 of 5

Functionality

4 of 5

December 2018

Timesheet entry standardised and simplified.

Pros

I particularly like the WorkflowMax app which I have loaded onto my work phone (iPhone).
I prefer to use the WorkflowMax app on my phone than the PC as I have a large number of codes and sub-codes that I have to choose from and once I have selected the 'client' it filters out all of the potential entries that I don't need, then I enter 'job' and again it filters down to just what I need to choose from. Like most people, I reeeeeally don't enjoy doing timesheets and yet I can do them in my car or anywhere out of the office quite quickly and I know that it will be updated centrally immediately . The app helps a lot in streamlining the timesheet entry process.

Cons

I don't like doing timesheets but that's not WorkflowMax's fault! :) I suppose if I was really picky I'd say that the PC version is a bit clunky compared to the app.

December 2018

Joss from NSN Electrical Ltd

Company Size: 2-10 employees

Review Source


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

December 2018

Easiest way to keep track of multiple jobs

Great, easy to piece of software that makes my job a lot easier

Pros

All data in one place for each job, making it easy to break down information for clients
Not complicated
Can be used for so many parts of a job

Cons

Getting my head round some of the accountant figures that appear (My lack of knowledge, not the softwares issue)

November 2018

Robert Turner from Turner Accounting & Technology Group

Company Size: 2-10 employees

Review Source: GetApp


Ease-of-use

4 of 5

Value for money

4 of 5

Customer support

4 of 5

Functionality

4 of 5

November 2018

Good program I am not sure if it is a great program yet

Pros

Ok setting up, easy to get team on and start adding projects and adding task to start solving issues.

Cons

Needs better support, and better setup instructions, its get a bit confusing during the setup process. It does not seem like its connected to Xero, when it is, seems like a big mystery whether your connected or not...Can i get some lights and a buzzer to let me know?

October 2018

Connor from Australian Bus & Truck Care

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

4 of 5

Customer support

2 of 5

Functionality

3 of 5

October 2018

WorkflowMax is very specific

It is a good system but should be used properly and not just for one aspect. This would cause issues either reporting or tracking information. Review the systems functions because implementing to see if it suits your needs/wants

Pros

Admin users are able to create custom reports to display information based on their own needs. This is very useful because you can show certain aspects of your work while omitting others.

Cons

Our company uses WFM is a unique way. We focus more on the timekeeping functions rather than the full-functionality of the system. In doing this, we are not able to go as in depth with our reporting or time-keeping accuracy because WFM was simply not made for just that purpose

October 2018

Mackenzie from Outside Accounting Limited

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

4 of 5

Customer support

4 of 5

Functionality

5 of 5

October 2018

Functionality & Reporting

Workflow max helps to solve the issue of effective invoicing of time worked on each client. Workflow max has also helped our firm when it comes to GST time - the way workflow max integrates with Xero makes filing GST returns with Inland Revenue very simple, and lets you easily keep track of GST returns and to make sure that all returns have been filed before the due date.

Pros

- Workflowmax has the ability to let the user create and design their own reports, which can come in very handy for workflow planning purposes. Saves staff all trying to navigate through a single spreadsheet!
- This is an effective program to record staff hours, which also allocates your time entries to the jobs you are working on, which helps when it comes time to bill clients.
- The tax alerts on the dashboard are a good way to double check tax returns after they have been assessed by IRD, which is a good reminder to check any returns that have been assessed as different as it raises a red flag and makes you look into it.

Cons

The custom reporting can be a bit hard to navigate around, especially for any newcomers to the system.

September 2018

Israel from Adel Packaging Creations Incorporation

Company Size: 201-500 employees

Review Source


Ease-of-use

5 of 5

Functionality

4 of 5

September 2018

Good Software

Pros

It makes work efficient by making reports and data organized and you can monitor it as well.

Cons

Hope that some of the features can be customizable for better ease of use.

July 2018

Loreto from CJI

Company Size: 11-50 employees

Review Source


Ease-of-use

5 of 5

Value for money

4 of 5

Customer support

4 of 5

Functionality

5 of 5

July 2018

Excellent Software!

Pros

Aside from it is very easy to use, what I like about this software is the accuracy of its report. The software has excellent functionalities, we like that we can estimate the project cost so easily.

Cons

So far I do not see any major concerns. I just lost my data when we had down internet connection, but not a big deal!!! So far the software is good.!

July 2018

Boris from Bothar Boring and Tunnelling

Company Size: 51-200 employees

Review Source


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

July 2018

Workflowmax is an excellent product with great value

Pros

- Great value for money - does 95% of what other more sophisticated systems do at a fraction of the price
- Easy set up and implementation
- Excellent reporting functionality
- Very robust and reliable
- Leads and quoting functionality

Cons

I find the layout a bit clunky
While it is great for simple quotes, Workflowmax is not very suitable for complex quotations. Any quotation with more than a dozen lines become hard to follow.

June 2018

Morten from Freelancer

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

4 of 5

Customer support

4 of 5

Functionality

5 of 5

June 2018

Easy to use, haven't had any big issues and good way to keep track

Pros

I love that it doesn't take me too long to get my timesheets in. Easy for my producers to keep track over time spent on projects, down to all the tasks within.

Cons

The layout feels a bit old and clunky. The week overview in the quick-submission software is a bit clunky to get through.

June 2018

Areane from FSPMI

Company Size: 51-200 employees

Review Source


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

June 2018

Awesome Software!

Pros

What I like the most with this software is that is has a timer on doing your to-do tasks and very easy to use and easy integration with Xero. Definitely a must software.

Cons

It is a little bit pricey but with its great features, everything becomes worth it.

June 2018

Dindo from Magnifico Jeans Inc

Company Size: 201-500 employees

Review Source


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

June 2018

WorkflowMax - a Project Cost Estimator

A smooth workflow of project using WorkflowMax

Pros

I like the most with this product is that it is really helpful when estimating the job cost of our project.

Cons

So far, the only thing i like the least is that when the system is down, there is a possibility that the data will not be save.

June 2018

Anonymous

Verified Reviewer

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

3 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

June 2018

I like it. It keeps all my workflow in one easy place

Pros

I like the fact that my staff can log time against individual tasks allowing us to see where most of our time is being spent.

Cons

I don't like the fact that you have to allocate tasks to each individual. It would be better if anyone could put time against any task loaded.

May 2018

Alison from HPC Accounting & Tax

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

4 of 5

Functionality

4 of 5

May 2018

Really like the syncing feature to Xero

Pros

Easy to use great for tracking time. Really like that the integration with Xero is seamless and makes billing easier to do

Cons

If the features were more customizable, it would be easier to use. The dashboard could use work in the future

April 2018

Ross from NetPotential

Company Size: 2-10 employees

Review Source


Ease-of-use

5 of 5

Customer support

5 of 5

Functionality

3 of 5

April 2018

You lose your running time on down times

Please develop a front end caching for the timer so it would save it for a couple of hours in the browser cache.

Pros

It's great for timing tasks and has a great customer support as well. Easy operation, you can turn it on and off with ease when there are sudden things that happen that needs you to stop your timer on tasks.

Cons

If the site goes down or has a problem when you save your current running timer, there is a high chance that you would lose that data so keep an eye on the numbers.

April 2018

Anonymous

Verified Reviewer

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

3 of 5

Customer support

5 of 5

Functionality

5 of 5

April 2018

This tool allows you to manage several projects online...

WorkFlow is a great software, it allows me to save a lot of time and money, when you need to work in a team since this service is available all the time and you can coordinate the work at a distance.

Pros

This has been one of the best software I have used in my work. Its interface is very nice as well as being very easy to use. It allows me to carry out several projects online and that is a great advantage, you can work on them wherever you want, whenever you want.

Cons

WorkFlow is great software, there is absolutely nothing that you do not like. You can save a lot of time and money, when you need to work as a team since this service is available all the time and you can coordinate the work at a distance.

April 2018

Marc from Hok Nik Creative, Inc.

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

4 of 5

Functionality

4 of 5

April 2018

Integral to our project and time tracking

Pros

Easy to use similar to Xero accounting - integrates with accounting. Good mobile app and great reports. We're finding the leads and quotes very useful - especially for keeping track of projects and potential work, and converting to real jobs. Workflowmax has allowed us to improve our productivity as well as tracking work and hours that we previously would have missed.

Cons

A little bit of difficulty linking to Xero accounting - mainly due to our awkward setup. Looking forward to a smoother link between these apps.

April 2018

Marie from Self

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

3 of 5

Customer support

4 of 5

Functionality

4 of 5

April 2018

Expensive

Pros

Software works well and has been improved over time. I have been able to utilize it with my team to track and budget our jobs.

Cons

It's pretty expensive for my team because it is a larger team and the amount per user is a lot. I feel like they could work on the cost somehow because it may not be something smaller teams can afford long term.