A fit for small to midsize service-based businesses, WorkflowMax is a project management and construction system providing quote creation, timesheets, job costing and other features integral to the project process. Within the lead management application, 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.
Once a project is started, WorkflowMax features tools to streamline the project’s organization, 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 most popular 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.
Paul from Sammin Engineering
Employees number: 11-50 employees
Easy to use and customize as well as integrating with Xero. The archiving function for projects makes visibility of live projects much easier
I feel this it is a little expensive. Maybe this is because Podio was free. However it's still cheaper than custom building a solution
Randal from Results Business Management
Specialty: Design/build firm
Employees number: 1 employee
If WorkflowMax changed the structure so that Project Tasks could accumulate both labour and non-labour costs they would have a really good product
Fairly easy to use
Ability to build customer reports
Has some reasonable dashboards
Easy integration with Xero
It doesn't do project management all that well.
Project tasks only allow the aggregation of labour costs.
You can't put multiple actual costs against a single line of estimated costs
Kyle from APT Specialist Hydraulics and Training
Workflowmax is a fantastic job mangement program that has saved APT a lot of time in book keeping. The software covers our complete workflow from Quoting and Scoping a Job, Managing the Job and Invoicing. The Stopwatch feature for time keeping adds a level of detail which makes it hard for cutomers to argue - everything is recorded in real time.
WFM allows document storage and collaboration straight to the job, all emails, files and notes can be accessed by anyone working on the job - no searching for lost information.
There are a few integrations that are available for WFM (eg Xero) which work really well but It would be great if WFM had Zapier integration.
Use the help and setup guides to help in the process of setting up WFM, there are a lot of features and without the guides it is easy to miss them.
The Support department are fantastic and answer very quick.
Xero is super easy to use, it flows in a logical manner, information is easy to find, view and edit quickly. Handles multiple users really well.
The only real issue I have with this software is that it isn't capable of 'talking to' some of the other platforms I am required to use however I anticipate this could change in the future.
It's OK for tracking jobs once the quote is accepted, and links with Xero quite well. If you have a simple business it'll probably be OK
Despite repeated requests, WFM is not interested in improving this side of the product. WFM cannot handle multi-line itemised quotes, is slow to use and has very limited functionality. While you can add profiles, and append them to orders it insists on blending all the profiles in together, making itemising a messy, manual process.
The cost is OK, again if you have a simple business. Don't try to imagine that these costs are anything like inventory. It is basically a free text field.
Tasks can't be combined with costs, so you can't organize complex jobs at the quote stage. I believe you can do more in jobs, but this is handling the data twice.
I am searching for an alternative and will be gone as soon as possible. The biggest thing keeping me using it is that I spend 40+ hours doing 20 hours worth of quoting and run out of time to search!
Mitchell from Extraco Banks
Automated workflow once set up making it easy to reconcile bank transactions. Nice layout and intuitive.
Mobile application as with most leaves something to be desired - I prefer full desktop layout. I have some functionality issues with older Apple devices.
Doug from Asphera Incorporated
Employees number: 2-10 employees
Scheduling an organization for manufacturing. The quote process has been made easier and standardized. Ability to keep everything in one location.
Easy to navigate, fulfilled all of our needs for the company as far as manufacturing, scheduling, easy to assign two different employees four tasks. Integrates with our current CRM. For the price I believe it's the best quoting software and Manufacturing distribution and organization software out there.
Not easily customizable. Very time-consuming to set up. And customer service was below average. The video tutorials don't go into depth as far as instructing on customizable features example importing and using customizable quotes.
Phillip from NetPotential
Employees number: 2-10 employees
Easy to use time tracking for billable workdevelopment .
I love how easy it is to start timing a job/task for billable time tracking.
The website is fast to load and use with a great UI.
There are a few bugs in the timing feature where you try to stop timing, however it loses your total time at times.
Doug from Stoel Rives LLP
Great features such as calculation of unbilled revenue, invoicing, accounting integration, notifications.
Not super customizable, not a true workflow system, no ability to automate steps such as calling APIs instead of having a human do something.
Nathan from Modus Workshop
Employees number: 2-10 employees
I liked the overall workflow of the software, including the quoting/pricing modules. They were pretty flawless and helped me make sense of a pricing system on the fly. Also, there is the intergration with Xero, which is the platform I use for accounting.
I wasn't a fan of how WorflowMax's calendar system worked. I also wanted a task system with Kanban style layout, and that just isn't in there..
Lucille from Spitfire Inbound
We use workflow max to keep our time sheets, and to createjobs and quotes. What is great about workflow max is that it makes quotes and jobs creation a lot easier, even for someone without a background in finance.
very easy to track time using the timing function. timesheets are a lot easier to keep, and review.
editing jobs and tasks is sometimes a bit more difficult than it needs to be. Very roundabout.
USE THE TIMER if you're using Workflow max to keep timesheets. Also download the App as this makes on the go tracking a lot easier.
As Certified Implementation Partners, we have implemented and trained WorkflowMax for over sixty clients in the UK. Industries have included Creative Agencies, Architects & Engineers, Ecologists, Training Companies and General Consultancy firms.
WorkflowMax is highly flexible and every client will tend to use it slightly differently. Some of the key things our clients like about WorkflowMax
1. Easy time entry - Especially the weekly time grid where you can then easily track who has/hasn't submitted time if using the 'Submit Time'sheet' feature.
2. The ability to develop attractive quotes and proposals.
3. Being able to pull processes and systems together in a centralised location. Often clients are holding project information in lots of different locations/spreadsheets around the office.
4. Huge flexibility through the custom reporting and being able to quickly see Project Profitability.
5. 'Talks' nicely to Xero your Accounting Software, sending through invoices and supplier invoices.
6. Great Value for Money when taking into account the breadth of features.
1. Capacity Planning. There is a Staff Availability grid, but time must be clearly allocated to staff and tasks for this to provide meaningful and accurate information.
2. Expenses Tracking. There are various options for Expense Tracking such as bulk purchase orders, but could be clearer and easier to use.
Robert from Leigh IT Consulting
I have been using this software for the last few months with clients and have received exceptional support & customer service. The product is innovative and I continue to see new developments released - most recently the mobile app.
Chris from Red Arrow Consulting
I work with business owners to help them improve the performance of their business and have been using WorkflowMax with many clients to help them improve their systems.
Many business owners want to scale their business but don't have the systems and processes to allow them to do it effectively.
WorkflowMax forces owners to look at their systems and processes. It provides valuable information about the performance of staff (both management (did we quote it right) and delivery staff (did we deliver on time and on budget)) and jobs.
Owners can now see where they are making money and it's not always where they think it is.
Used correctly WorkflowMax is an incredibly cost effective application that will make owners money.
Carl from BDO
We have implemented and support WorkflowMax for multiple clients across different industries both large and small.
It is an extremely cost effective product for all of the features you get to manage jobs and have all staff entering time sheets and disbursements.
We routinely set up custom templates for quotes, invoices etc for clients bringing on their own branding which works really well and is simple to use.
The reporting is great with the ability to customise your own and add extra fields throughout the system, the reporting is however limited when compared to more advanced systems such as SQL based systems as WFM does not allow you to set up your own data containers or queries to get all of the information you sometimes need on a single report.
All in all an extremely good, cost effective solution that integrates well with Xero and all of our clients are always happy with the solution.
Todd from WorkSmart Limited
We use WorkflowMax (WFM) to manage our consulting business. WFM is a comprehensive system that allows us to manage leads from initial engagement through to project quotes and estimates. All information is then transferable to our jobs allowing us to capture time against tasks, manage our time frames and account for related project costs. With all information flowing from initial input we benefit from significant efficiency with not having to double enter information. We also integrate with Google Drive for document storage and Xero for financial accounting which means between WFM and Xero we get great visibility regarding job and financial reporting. Highly recommend this product as it is usable for many different industries and has great flexibility when it comes to customisation. We now offer implementation services for WFM which we would not do if we did not believe in the product.
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.
* 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
* 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
Nicole from Equation Limited
As a WFM partner we find WFM a very popular choice for a Job Management system that links to Xero. Clients enjoy being able to create their own reports and having the flexibility with the custom fields.
Great to be able to fully customise your quote, invoices and job briefs to how you want them to look.
It's a bit light in the scheduling of tasks and being able to have multiple quotes on a job requires work arounds.
Overall a fantastic system that we would recommend.
Dave from Ripped Orange
We have been using Workflow Max for 4+ years, it's a great tool for a professional services business, easy to use and simple to navigate and understand.
Heidi from email@example.com
A great simple little app that makes using WorkflowMax easier
Function I use the most is the timesheet entry when out and about
We have been using WFM for 3 years now for our training business, it' great for a time based business and does ok for others that are more product based.
Recommend you look and use the leads and quotes portion to get the most out of the system from both a workflow and reporting basis
Easy to learn
Links to Xero
Ability to configure quotes and templates
Not the best for retention and variations.
This is a good app I find particularly useful for easily adding time and cost while I am out and about away from the office. Makes my life that little bit easier which I appreciate
Easy to add time and see client details
Easy to click through contacts to dial on phone
Easy sign in with pin code
Not easy to see total time logged for the day
Basic (but that's fine as basic is all that's needed when out and about)
Jennifer Employees number: 2-10 employees
We've been using this for almost 2 years
It keeps us on track with quoting, creating jobs and issuing invoices then doing the same steps again for recurring jobs. It's a rinse and repeat kinda thing which works for us in the long run.
Great and customizable templates for job quoting, tracking and scheduling of recurring jobs
Task section of the Quote
Due to the fact that the way the task is set up in workflowmax that the tasks are can be viewed by the employees of the contractor as the sensitive information on the task. We use the tasks for the purpose of providing the quote/estimate only.
We create an invoice then we copy and paste the information from task into the cost so we can generate the invoice.