"WorkflowMax has been like someone turning the light on for our business. We knew our old software wasn’t giving us the information we needed to know whether we had been profitable on each job. Manual costings were so labour intensive we didn't tend to do them very often. Now at the touch of a button WorkflowMax gives us a profitability report on each job which is amazing. We share this information with our staff, who really take ownership of the job to ensure good profitability. This and other reports in Xero help give us the information we need to make decisions within our business. Forgive me if I am starting to sound a little bit evangelical, but the change to WorkflowMax really has had a dramatic impact on our business, and put us back in the driver’s seat, linking through to Xero and giving us all the information we need. Guided patiently by the team at Equation we undertook a seamless transfer over to WorkflowMax and Xero. Bonnie was able to understand our business and how we needed Work Flow Max to work for us. She ensured we set up and customized WorkflowMax correctly to meet these needs. Not only is Peter May Ltd is a canvas fabrication but a marquee and event hire business. Bonnie has set WFM to cater to both sides of our business."

Good management of jobs, and costs.

Huge improvement in our job workflow which means we captured more billable time and expenses.

Major benifit was the integration with its sister accounting cloud service. All time and project billing info is captured in Workflow and financial data is passed to Xero for accounting... huge improvement in our job workflow.

It was difficult to configure and setup from an invoicing perspective.

As the title suggests, it's an archaic program. There was no real "flow" to anything you did within Workflow Max and although it integrated ok with Xero, even that was limited. The Gantt charts were terrible, you had to click on numerous things to get to where you wanted to go within a project, the custom reporting was a nightmare and the tasks and milestones were difficult to set up and super limited.

It was cheap and integrated ok with Xero

Not very user friendly, not very customizable, customer service was slow,

At Jones Business Solutions we used WFM to move off MYOB Time Billing - conservative estimate that saved around 10-12 hours each month with invoicing. Even better now to have the Tax Practice - previously used an excel template for financials - the combination with WFM, Xero and Spotlight Workpapers is sensational for a small Tax Agency like us. WFM Support is prompt and helpful and we love WFM so much we now regularly implement and support other businesses wanting to get the max out of job costing and reporting. Have tested other similar systems and yet to see something that stands out for a comparable price. We have used since 2011; we operate in a virtual office and users are both employees and contractors.

Timesavings for billing and quoting Seamless integration with Xero Tax practice version - auto synch with IRD Good functionality with reporting Brilliant for our virtual office

Work arounds needed for retentions - but to be fair not really designed for construction industry - but it can work Not too much else that is a problem - especially for the price

I was looking for a project management software that I can offer as a business solution to my small business clients and WorkflowMax is the clear winner. It has excellent functionalities at an affordable price and integrates with Xero very well. It is user friendly and their contact supports are also very helpful.

- Easy to use - Affordable cost of entry - Links well with Xero - Real-time tracking of progress and budgets - Owned by Xero

- Customizable reports are still limited and basic - Lacks multi-line quotes itemization

Interface is ok, but takes several months to setup and get used to. Also managing tasks for employees for small business is based on larger, long-term projects rather than short design projects. I wouldn't recommend it for small design agencies.

Integration with Xero is really the biggest benefit... also their estimate-to-invoice system is pretty good.

You can't trust their document management system to appropriately save emails to the correct folders. It duplicates, stalls and, after a month of waiting for customer support, ended up loosing several months of emails, attachments, images and documents that were supposed to be saved to job folders. Very frustrating. When we asked customer service, they didn't know why and didn't offer a solution.

I liked that you can time your projects.

The support is not very good, I reported multiple bugs to the support team, however the response was that they will not fix the problem (the problem is that the timer sometimes records incorrect times). Another problem is that when searching for projects to time under, it only displays the first ten jobs (if you have more to select from, it simply won't display these, therefore you cannot time those particular jobs).

As a consultant travelling to my clients I find Workflowmax invaluable. i can use it for leads to jobs to billing. It sends me reminders and I never forget to follow up. I can use it remotely and from my office. I get to track the jobs and status of leads. I can see what time and cost I soend on my clientrs and therefore what I shoudl be charging to make money. Its seamless integration with XERO really helps make themonitoring of my business performance, and therefore my own performance, a breeze. I wouldnt be without it!

Ease of use and access Reminders

My team have been using WFM for around 4 years now. It took quite a while to harness the full potential of the App, and really we needed 5+ people before it really took off. With 15+ people now using the app to manage weekly quotes, jobs, timesheets, and invoicing, it is a massive timesaver for our company.

Great timesheeting / job tracking and quote generation abilities

interface took 2+ years to be updated. The iOS app is still very basic and doesnt allow me to check or add quotes on the go.

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.

- 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.

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

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

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.

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.

Fantastic product for the price. used it to meet all requirements of a quality system. custom reports are great. It kept us on track with schedules.

Basic needs to schedule task. A basic purchase section allowing areas for notes and visibility. Track job progress at an affordable cost for software. Was great to be able to Port data directly into XERO accounting package.

Quotes and jobs required a lot of retyping.

We use it because we have to, not because we want to.

It has lots of features necessary to effectively manage workflow.

Clunky interface. Antiquated UI and UX does not measure up to current standards. Has not seen any major improvements in over a decade.

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

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.

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.

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.

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.

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

Overall it has been ok but a steep learning curve for us

Tracking of costs for projects, purchasing and time writing

Lots of mouse clicks to get around, some terminology confusing for first time users but would have improved with training.

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.

Excellent if you have small, stable staff numbers and no permanent on top IT support. If you're quite tech savvy, it could probably be achieved a bit cheaper.

Both the desktop version and the app are easy to use and laid out for keeping the majority happy. Integrations are a must these days and the accounting data flow is most desirable to small business and their often long-suffering accounts.

The pricing structure "per user " is a big turn off for me, particularly for project-based tools, this is due to the massive flux in numbers of users over a short period. It can get costly to get all your project contractors accessing project documents.

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.

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.

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

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.

Using it for time maintenance and billing has been great

very easy to use and to show those in my department

sometimes steps in a process are not self-evident

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