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WorkflowMax (A Xero Product)

Complete Job Management Software


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Published 10/17/2014 and rated Ratingstars4 4 out of 5 stars
by AppAppeal Editor
What can you use the app for?

WorkflowMax is an all-in-one job management software created by Xero for small and medium sized, service-orientated businesses. WorkflowMax offers a number of project management features that cover all areas of job-related tasks - these include timesheets, job tracking, job costing, document management and collaboration tools. The software also provides lead management and client management features, along with the ability to create quotes, purchase orders and invoices. This scope of functionality means WorkflowMax covers all areas of managing a project, from start to finish.

The key features of WorkflowMax could be categorized into seven main headings - Lead/Client Management, Quoting, Time & Expense, Collaboration, Orders & Invoicing, Document Management, and Reporting. The software includes a Sales Pipeline Management Dashboard to see which employees are bringing in leads and how many have been won that month. With WorkflowMax quoting tools you can create customizable quotes to match your industry and brand, these automatically populate with lead data from the system. Once quotes are approved, the app automatically transforms them into jobs.

Another key feature of WorkflowMax is its ability to track the time and costs associated with a job. The software offers time tracking tools, time sheets, and automatic conversion from time sheets to invoices. You can also see a financial summary of your job through which you can compare estimated costs and quoted costs against actual job costs. WorkflowMax's unique purchase order feature allows you to track purchase orders across multiple projects or jobs. Through the integration with Xero you can raise purchase orders, receive orders in full or in part, and log these automatically in Xero Accounting for payment.

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What is the history and popularity of the app?

WorkflowMax was created by Xero and natively integrates with Xero Accounting Software. The product was created to offer a complete project and job management solution to service companies in the SMB space. The industries the app serves are not solely confined to field services, but also meet the needs of professional service providers, lawyers, creative professionals, and business consultants, to name a few. The app is currently used by over 5, 000 businesses worldwide.

What are the differences to other apps?

WorkflowMax stands out from the crowd through both its features, as well as its target markets. Through its integration with Xero Accounting Software, the app can offer a complete job management solution for professional services, creative agencies, architects, construction companies, consultants, IT services, and any other industry who bills by time. The app covers all areas of job and project management, from lead management to business reporting. The ability to track purchase orders by particular job or project, and split items in purchase orders across multiple jobs, is another unique feature of WorkflowMax.

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How does the web app look and feel to use?

WorkflowMax uses a neat green and black themed interface. The general layout and navigation of the app will be familiar to Xero Accounting Software users. To get started, you can import data from a number of other systems, including spreadsheets, product files, customer lists and more. The software offers a vast array of features to become familiar with. However, the company provides an online knowledgebase, hundreds of online video tutorials and free webinars to get started. The company also has a list of IT setup partners in various locations to help users get set-up with WorkflowMax.

How does the registration process work?

To sign-up with WorkflowMax you need to go to the product website and click on the “Start Today” button in the top left-hand corner of each page. You then need to fill out a short form to start your free 14-day trial. There are no set-up fees and a credit card is not required. After that you can pay per month, and there is no obligatory long-term contract.

What does it cost to use the application?

WorkflowMax is offered through 5 different pricing plans that scale depending on the number of users. The most basic plan costs $5/month and is for 1 user only, The next plan costs $45/month and allows 5 users. The next three plans costs $99/ month for 10 users, $149/month for 20 users and $199/month for unlimited users.

Who would you recommend the application to?

WorkflowMax was built for service professionals, who are either freelance, contractors, or work in small to medium-sized firms with between 3 and 50 employees. The software is designed to provide a complete job management solution to creative agencies, architects, construction industry workers, business consultants, IT services, engineers and surveyors, and anyone else who bills for their time.

  • Employees can use WorkflowMax to log the time they take at job sites, as well as on tasks and projects
  • Get a job financial summary that shows you estimated costs, quoted costs, actual cost and the profit of each job
  • Store up to 25GB of documents in WorkflowMax. Push documents from WorkflowMax to Box, Dropbox and Google Drive
  • Generate a range of business reports, including: performance reports, timesheet reports, invoicing reports, and your own customized reports
  • Track purchase orders against job costs. Seperate purchase order items across multiple jobs. Push supplier invoices directly to Xero Accounting
  • Create invoices automatically by pulling timesheet data, quotes, and deposit/partial payment details from WorkflowMax. Customize your invoices with your branding
  • Collaborate with co-workers and clients using WorkflowMax's contractor login, staff access management, client login, and email coversation capture


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WorkflowMax (A Xero Product) pricing

Cheapest plan (per month) : $5.00
Most expensive plan (per month) : $199.00

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