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 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.

Lead manager
Lead manager

Lead manager

Quote information

Quote information

Employee dashboard

Employee dashboard

Invoices

Invoices

Quote manager

Quote manager

Supported Operating System(s):

Mac OS, Web browser (OS agnostic), Windows 8



81 Reviews of WorkflowMax

Overall rating

4.5 / 5 stars

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Connor from Australian Bus & Truck Care

Number of employees:  11-50 employees

Ease-of-use

Value for money

Customer support

Functionality

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

Review Source: Capterra

Mackenzie from Outside Accounting Limited

Number of employees:  2-10 employees

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source: Capterra

Israel from Adel Packaging Creations Incorporation

Industry:  Manufacturing

Number of employees:  201-500 employees

Ease-of-use

Functionality

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.

Review Source

Loreto from CJI

Industry:  Engineering

Number of employees:  11-50 employees

Ease-of-use

Value for money

Customer support

Functionality

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.!

Review Source

Boris from Bothar Boring and Tunnelling

Industry:  Utilities

Number of employees:  51-200 employees

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source

Morten from Freelancer

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source: Capterra

Areane from FSPMI

Industry:  Retail

Number of employees:  51-200 employees

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source

Dindo from Magnifico Jeans Inc

Industry:  Retail

Number of employees:  201-500 employees

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source
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Verified Reviewer

Number of employees:  11-50 employees

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source: Capterra

Alison from HPC Accounting & Tax

Ease-of-use

Value for money

Customer support

Functionality

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

Review Source: Capterra

Ross from NetPotential

Industry:  Web Design / Development

Number of employees:  2-10 employees

Ease-of-use

Customer support

Functionality

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.

Review Source
LinkedIn icon
Verified Reviewer

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source: Capterra

Marc from Hok Nik Creative, Inc.

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source: Capterra

Marie from Self

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source: Capterra

Mark from MKS Group

Number of employees:  11-50 employees

Ease-of-use

Value for money

Customer support

Functionality

March 2018

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

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

Ease-of-use

Value for money

Customer support

Functionality

March 2018

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

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.

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.

LinkedIn icon
Verified Reviewer

Ease-of-use

Value for money

Customer support

Functionality

February 2018

Integrates perfectly with Xero but oh so Expensive

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

Ease-of-use

Value for money

Customer support

Functionality

February 2018

Worked as expected

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

Phillip from NetPotential

Industry:  Web Design / Development

Number of employees:  2-10 employees

Ease-of-use

Value for money

Customer support

Functionality

February 2018

Good product, however timer has bugs

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

Matthew from Approved Accounting Limited

Number of employees:  2-10 employees

Ease-of-use

Value for money

Customer support

Functionality

January 2018

Implementation for a planning consultancy.

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

Displaying 1 - 20 of 81 reviews