WorkflowMax Software


 

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.

 

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

87 Reviews of WorkflowMax

 

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Software Advice Reviews (14)
More Reviews (73)

Showing 1-14 of 14

Katrin from Synaptiq Ltd
Specialty: Education
Number of employees: 11-50 employees Employees number: 11-50 employees

December 2018

December 2018

Brilliant project management system

Ease-of-use

Functionality

Product Quality

Customer Support
N/A
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!

Review Source
 
 

Irene from The Virtual Forge NA
Specialty: Software / Technology
Number of employees: 51-200 employees Employees number: 51-200 employees

December 2018

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.

Ease-of-use

Functionality

Product Quality

Customer Support
N/A
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.

Review Source
 
 

Simon from TDA
Specialty: Government
Number of employees: 51-200 employees Employees number: 51-200 employees

December 2018

December 2018

Timesheet entry standardised and simplified.

Ease-of-use

Functionality

Product Quality

Customer Support
N/A


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.

Review Source
 
 

Joss from NSN Electrical Ltd
Specialty: Engineering
Number of employees: 2-10 employees Employees number: 2-10 employees

December 2018

December 2018

Easiest way to keep track of multiple jobs

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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)

Review Source
 
 

Israel from Adel Packaging Creations Incorporation
Specialty: Manufacturing
Number of employees: 201-500 employees Employees number: 201-500 employees

September 2018

September 2018

Good Software

Ease-of-use

Functionality

Product Quality

Customer Support
N/A
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
Specialty: Engineering
Number of employees: 11-50 employees Employees number: 11-50 employees

July 2018

July 2018

Excellent Software!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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
Specialty: Utilities
Number of employees: 51-200 employees Employees number: 51-200 employees

July 2018

July 2018

Workflowmax is an excellent product with great value

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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
 
 

Areane from FSPMI
Specialty: Retail
Number of employees: 51-200 employees Employees number: 51-200 employees

June 2018

June 2018

Awesome Software!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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
Specialty: Retail
Number of employees: 201-500 employees Employees number: 201-500 employees

June 2018

June 2018

WorkflowMax - a Project Cost Estimator

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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
 
 

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

Ease-of-use

Functionality

Product Quality

Customer Support

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

Ease-of-use

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 73


December 2018

December 2018

Ok for simple businesses

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

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.

Review Source: Capterra
 

Robert Turner from Turner Accounting & Technology Group
Number of employees: 2-10 employees Employees number: 2-10 employees

November 2018

November 2018

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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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?

Review Source: GetApp
 

Connor from Australian Bus & Truck Care
Number of employees: 11-50 employees Employees number: 11-50 employees

October 2018

October 2018

WorkflowMax is very specific

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

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 Employees number: 2-10 employees

October 2018

October 2018

Functionality & Reporting

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

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
 

Morten from Freelancer

June 2018

June 2018

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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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
 


June 2018

June 2018

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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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

May 2018

May 2018

Really like the syncing feature to Xero

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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...

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support

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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
Value
Support
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

Ease-of-use

Functionality

Product Quality

Customer Support

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Support
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.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
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Value
Support

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
 
 
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