WorkflowMax Software


 

A fit for small to midsize service-based businesses, WorkflowMax is a project management 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.

 

WorkflowMax - Lead manager
 
  • WorkflowMax - Lead manager
    Lead manager
  • WorkflowMax - Quote information
    Quote information
  • WorkflowMax - Employee dashboard
    Employee dashboard
  • WorkflowMax - Invoices
    Invoices
  • WorkflowMax - Quote manager
    Quote manager
Supported Operating System(s):
Mac OS, Web browser (OS agnostic), Windows 8

70 Reviews of WorkflowMax

 

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Software Advice Reviews (5)
More Reviews (65)

Showing 1-5 of 5

Ross from NetPotential
Specialty: Web Design / Development
Number of employees: 2-10 employees Employees number: 2-10 employees

April 2018

April 2018

You lose your running time on down times

Ease-of-use

Functionality

Product Quality

Customer Support

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.

Review Source
 
 

Phillip from NetPotential
Specialty: Web Design / Development
Number of employees: 2-10 employees Employees number: 2-10 employees

February 2018

February 2018

Good product, however timer has bugs

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Value for Money

If the support team fixes the timer issue, this would be the project management tool to go with hands down.

Pros

I like how the product has a timer that you can time your tasks against with start and stop timer functionality and see how much time you have spent on your project and each task. I like that it has Xero integration as well.

Cons

I don't like that the timer has bugs where maybe one out of every ten times that you attempt to stop the timer after finishing timing a job, it completely forgets the time that was recorded against it and resets the time to a lower time for some unknown reason. I have contacted support about this issue countless times but have always been pushed away even after following requests to send through supporting testing data.

Review Source
 
 

Paul from Sammin Engineering
Specialty: Engineering
Number of employees: 11-50 employees Employees number: 11-50 employees

June 2017

June 2017

Moving from Podio to Workflow max has made project management and job tracking much easier

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Functionality

Product Quality

Customer Support

Value for Money

Pros

Easy to use and customize as well as integrating with Xero. The archiving function for projects makes visibility of live projects much easier

Cons

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
Number of employees: 1 employee Employees number: 1 employee

June 2017

June 2017

WorkflowMax is almost there

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

If WorkflowMax changed the structure so that Project Tasks could accumulate both labour and non-labour costs they would have a really good product

Pros

Fairly easy to use
Ability to build customer reports
Has some reasonable dashboards
Easy integration with Xero

Cons

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
Specialty: Engineering

March 2016

March 2016

Streamlined job processes

Ease-of-use

Functionality

Product Quality

Customer Support

Likes Best

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.

Likes Least

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.

Recommendations

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.

 
 
 
Showing 1-20 of 65

Alison from HPC Accounting & Tax

May 2018

May 2018

Really like the syncing feature to Xero

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Value for Money

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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

Review Source: Capterra
 


April 2018

April 2018

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

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Value for Money

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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.

Review Source: Capterra
 

Marc from Hok Nik Creative, Inc.

April 2018

April 2018

Integral to our project and time tracking

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Value for Money

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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.

Review Source: Capterra
 

Marie from Self

April 2018

April 2018

Expensive

Ease-of-use

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Customer Support

Value for Money

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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.

Review Source: Capterra
 

Mark from MKS Group
Number of employees: 11-50 employees Employees number: 11-50 employees

March 2018

March 2018

WorkflowMax provides an excellent platform for a business wanting to do time cost recording.

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Easy to use

Pros

WorkflowMax has excellent reporting and export functions which allows for production of meaningful management reporting. Client profitability is easy to calculate and more importantly, the productivity of team members. An excellent overall reporting system.

Cons

Navigating from one client to another can be cumbersome. Also, unless the different levels of jobs, tasks, and activities are set up properly, this can result of reports which provide incorrect information. In comparison to CCH iFirm, I think WorkflowMax have a few edits to perform to bring this up to standard

Review Source: Capterra
 

edward from Paintzen

March 2018

March 2018

used this for a very short time, didn't work well

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Pros

we tried out this software as a job costing add on to xero. It let us track some job by job items, but ultimately wasn't robust enough

Cons

very few features, relatively high cost per user. Its adding on some features that should be in xero by default

Review Source: Capterra

  Response: Xero, Xero Inc.

Date: March 2018

March 2018

 

Hi Edward, thank you for your review! We're sorry your experience wasn't optimal and are a little surprised by the feedback - most of time people find us too robust! Would you be open to a call with our Enablement team who are super knowledgeable & extremely passionate about helping customers get the most out of WorkflowMax. If so, we just need your contact details. Thanks - WorkflowMax.

 


February 2018

February 2018

Integrates perfectly with Xero but oh so Expensive

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Pros

Since Xero bought them out they have had a great product that integrates seamlessly with Xero. Reall does do just about everything for your project management and Customer Relationship management.

Cons

The cost of this software on top of a Xero subscription is too much, particularly if you want something as simple as recurring invoicing.

Review Source: Capterra
 

Mark from MNSC

February 2018

February 2018

Worked as expected

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Value for Money

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Pros

I really enjoyed this , because it was so simpe to use. The training was easy and i really liked how quikcly i was able to pick it up

Review Source: Capterra
 

Matthew from Approved Accounting Limited
Number of employees: 2-10 employees Employees number: 2-10 employees

January 2018

January 2018

Implementation for a planning consultancy.

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Pros

The time sheet app that links to mobile is very easy to use and consultants have no excuses for not recording time on projects. This can be done whilst on the go without costing the business time with unwanted admin.

Cons

The link to Xero works well for timesheets but adding standard purchases invoices to a project is very time consuming and not efficient.

Review Source: GetApp
 


December 2017

December 2017

Great integration, not that great when compared to others

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Pros

In a previous role I help with the app integration, i think the features can be good and when used by an SME in an accounting space it fits really well. It's really good for project budgeting and it gives you insights into your business running.

Cons

I didn't find it to be the best and for the price it has there's other competitors doing a better job.

Review Source: GetApp
 


December 2017

December 2017

A brilliant and easy to use platform

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Pros

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.

Cons

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.

Review Source: Capterra
 


December 2017

December 2017

Dont use if quoting is important

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Value for Money

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Pros

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

Cons

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!

Review Source: GetApp
 

Mitchell from Extraco Banks

November 2017

November 2017

Bank reconciliation software

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Pros

Automated workflow once set up making it easy to reconcile bank transactions. Nice layout and intuitive.

Cons

Mobile application as with most leaves something to be desired - I prefer full desktop layout. I have some functionality issues with older Apple devices.

Review Source: Capterra
 

Doug from Asphera Incorporated
Number of employees: 2-10 employees Employees number: 2-10 employees

September 2017

September 2017

For the money probably the best option out there for production and distribution.

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Scheduling an organization for manufacturing. The quote process has been made easier and standardized. Ability to keep everything in one location.

Pros

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.

Cons

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.

Review Source: Capterra
 

Phillip from NetPotential
Number of employees: 2-10 employees Employees number: 2-10 employees

August 2017

August 2017

Easy to use project task timing online software

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Easy to use time tracking for billable workdevelopment .

Pros

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.

Cons

There are a few bugs in the timing feature where you try to stop timing, however it loses your total time at times.

Review Source: Capterra
 

Doug from Stoel Rives LLP

June 2017

June 2017

Excellent features and value and part of the Xero ecosystem

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Pros

Great features such as calculation of unbilled revenue, invoicing, accounting integration, notifications.

Cons

Not super customizable, not a true workflow system, no ability to automate steps such as calling APIs instead of having a human do something.

Review Source: Capterra
 

Nathan from Modus Workshop
Number of employees: 2-10 employees Employees number: 2-10 employees

June 2017

June 2017

Pretty good overall, but just didn't work for my business

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Pros

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.

Cons

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..

Review Source: Capterra
 

Lucille from Spitfire Inbound

November 2016

November 2016

Workflow Max is great for time sheets and resource allocation

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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.

Pros

very easy to track time using the timing function. timesheets are a lot easier to keep, and review.

Cons

editing jobs and tasks is sometimes a bit more difficult than it needs to be. Very roundabout.

Advice to Others

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.

Review Source: Capterra
 

Maree

June 2016

June 2016

Value for Money Time and Project Management System

Product Quality

Customer Support

Product Quality
Quality
Support

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.

Pros

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.

Cons

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.

Review Source: GetApp
 

Robert from Leigh IT Consulting

May 2016

May 2016

Great software solution for businesses

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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.

Review Source: Capterra
 
 
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