WorkflowMax Reviews
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124 Reviews
- Industry: Accounting
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Review Source
Overall rating
Timesavings for billing and quoting
Reviewed on 22/07/2014
At Jones Business Solutions we used WFM to move off MYOB Time Billing - conservative estimate that...
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.
Pros
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
Cons
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
- Company size: 2–10 Employees
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Review Source
Overall rating
Organized task specification and time tracking
Reviewed on 20/03/2015
Catamaran Marketing is utilizing WFM to boost overall efficiency and smoothen administrative tasks...
Catamaran Marketing is utilizing WFM to boost overall efficiency and smoothen administrative tasks that can easily be mismanaged by any entrepreneur running their own business. Its organized structure and multitude of customization options has enabled us to track time on tasks more accurately than ever before. All tasks are fine tuned - avoiding things that fall through the cracks, which in turn, eliminates so many of the technical headaches that business owners waste time and energy problem-solving. Not only has scheduling vastly improved our customer service to clients in estimated turnaround, but its enabled us to process many jobs more quickly than ever! WFM has been the lubrication to help run Catamaran Marketing like a well-oiled machine and I now have more time and energy to devote to scaling up my business.
Pros
We love the job templates. Our business model is to do many things for a select group of businesses. Some are small and some are large. WFM helps us clearly define each type of job and create a template for that.
- Industry: Mechanical or Industrial Engineering
- Company size: 2–10 Employees
- Used Daily for 6-12 months
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 2.0 /10
Dont use if quoting is important
Reviewed on 01/12/2017
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!
- Industry: Financial Services
- Company size: 11–50 Employees
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
Seamless Workflow for On The Road Coaching
Reviewed on 12/06/2015
As a consultant travelling to my clients I find Workflowmax invaluable. i can use it for leads to...
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!
Pros
Ease of use and access
Reminders
- Company size: 11–50 Employees
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Review Source
Overall rating
Accurate intelligence and time saving
Reviewed on 12/03/2015
We are using WFM as the hub for our business - a central point for all our job related information....
We are using WFM as the hub for our business - a central point for all our job related information. The key saving for us is the ability to create a quote accurately which then turns into a job with tasks and costs. The tasks can be quickly assigned to a staff member and costs can quickly be organised using purchase orders. Staff can also self-manage their productivity as they can see the billable vs non billable time.
The change to WFM & Xero has halved our accounts admin time – a saving of approximately 10 hours per week! This has allowed us to focus this time into marketing and business development – further amplifying the savings. Moving to cloud based job and accounting software has given our staff more flexibility in where they work – no need to be at the office now.
Pros
Customer support team is fast to answer questions
Cons
More features and customisation in the reports to make them present better would be good
- Industry: Higher Education
- Company size: 1,001–5,000 Employees
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
Great Product for Quoting / Job tracking / Timesheeting
Reviewed on 15/03/2016
My team have been using WFM for around 4 years now. It took quite a while to harness the full...
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.
Pros
Great timesheeting / job tracking and quote generation abilities
Cons
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.
- Industry: Accounting
- Company size: 2–10 Employees
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
Workflow Max
Reviewed on 24/02/2016
As accountants, we have used WFM for around 6 years in our practice. We have recommended it to many...
As accountants, we have used WFM for around 6 years in our practice. We have recommended it to many of our clients and once you have it running well - its a dream. Because we use it daily we are able to support our clients as they run and develop their own business, so WFM is a natural progression for appropriate clients.
Pros
Can do anything you want from a job management perspective
Cons
It can do so much that there is always something new to learn.
- Industry: Consumer Services
- Company size: 2–10 Employees
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
Bitter Sweet
Reviewed on 17/08/2015
We've been using WFM for as long as I can remember and it's come a long way. It has many small...
We've been using WFM for as long as I can remember and it's come a long way. It has many small features you would not think of till you need them, its fantastic in that way. But lacks in usability, project time management and planning.
Pros
Pricing flexibility by client or team member. Good Xero intergration.
Cons
No planning tools. Like a simple gantt chart to plan out a day or week for team members.
- Company size: 51–200 Employees
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Review Source
Overall rating
Outstanding Workflowmax!
Reviewed on 23/02/2015
I am a director of a PR firm which has a range of financial and rural company clients. I have...
I am a director of a PR firm which has a range of financial and rural company clients. I have almost been with Workflowmax from its formation - before Xero acquired the business! Workflowmax is a very easy product to use and has continued to innovate and add more features with ease. Despite being part of a big company it still operates like a small one - whenever you email them to ask a question they respond right away. I would highly recommend any PR consultancy or consultancy based business to consider using Workflowmax.
Pros
Workflowmax is very easy to use. Their helpdesk is awesome, and always friendly. The layout of the invoices is really clean and tidy.
Cons
There are none with this product.
- Industry: Accounting
- Company size: 2–10 Employees
- Used Weekly for 6-12 months
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 6.0 /10
Implementation for a planning consultancy.
Reviewed on 19/01/2018
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.
- Industry: Warehousing
- Company size: 11–50 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 8.0 /10
WorkflowMax
Reviewed on 26/02/2021
We have used workflowmax for years with the integration to Xero accounting software. The software...
We have used workflowmax for years with the integration to Xero accounting software. The software has been reliable and the added mobile upgrades have increased our insight from out of the office.
Pros
The software doesn't have too many features. I had just the right things that were needed for our internal staff to create basic tickets, projects and invoices for our clients. Straight forward and simple.
Cons
I think the software could gain a lot with a better landing page or dashboard for users. Especially Managers and the Billing side to watch the status of the jobs easier.
Alternatives Considered
ProjectTeam.comReasons for Choosing WorkflowMax
Business was going in another direction and the features of our last provider were no longer needed.- Industry: Mechanical or Industrial Engineering
- Company size: 2–10 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 2.0 /10
Ok for simple businesses
Reviewed on 09/12/2018
It has been OK for production, but it came from a very low base. Good entry level product, but...
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.
- Industry: Construction
- Company size: 11–50 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 8.0 /10
workflow max
Reviewed on 25/06/2020
overall we really like it. It is perfect for a small business with limited needs.
overall we really like it. It is perfect for a small business with limited needs.
Pros
We really like workflowmax.
We started using it right after it was first released. It is very easy to use and gives us very good visibility into the costs of our projects. Back costing is so easy when all products and labour get reconciled against the project.
Cons
No really bad comments to be made about workflowmax. It does what it says it will and doesn't pretend to be be bigger than it is.
- Industry: Graphic Design
- Company size: 2–10 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 7.0 /10
Good product, however timer has bugs
Reviewed on 13/02/2018
If the support team fixes the timer issue, this would be the project management tool to go with...
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.
- Industry: Accounting
- Company size: 11–50 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 10.0 /10
Easy to use. Lots of flexibility
Reviewed on 07/04/2021
Pros
Cloud based, no updates required. great technical support
Cons
Could integrate better with xero and other document management
- Used Daily for 1-5 months
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 10.0 /10
This tool allows you to manage several projects online...
Reviewed on 15/04/2018
WorkFlow is a great software, it allows me to save a lot of time and money, when you need to work...
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.
- Industry: Information Technology & Services
- Company size: 2–10 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 7.0 /10
Easy to use project task timing online software
Reviewed on 08/08/2017
Easy to use time tracking for billable workdevelopment .
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.
- Industry: Information Technology & Services
- Company size: 2–10 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Ease of Use
- Likelihood to recommend 7.0 /10
Good for time tracking
Reviewed on 19/01/2019
Pros
Integration with Xero is great. Timing your work is easy as well although finding your work item could be better
Cons
"Remember me" option when logging in would be a welcome addition. Saving drafts could be improved as sometimes you lose them
- Industry: Construction
- Company size: 11–50 Employees
- Used Daily for 1+ year
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 6.0 /10
New to WFM
Reviewed on 04/03/2022
Overall it has been ok but a steep learning curve for us
Overall it has been ok but a steep learning curve for us
Pros
Tracking of costs for projects, purchasing and time writing
Cons
Lots of mouse clicks to get around, some terminology confusing for first time users but would have improved with training.
- Industry: Graphic Design
- Company size: 2–10 Employees
- Used Daily for 1+ year
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Review Source
Overall rating
- Ease of Use
- Customer Support
- Likelihood to recommend 9.0 /10
You lose your running time on down times
Reviewed on 19/04/2018
Please develop a front end caching for the timer so it would save it for a couple of hours in the...
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.
- Industry: Accounting
- Company size: Self Employed
- Used Weekly for 1-5 months
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 9.0 /10
WorkflowMax is the best at tracking time and project costs
Reviewed on 01/11/2020
I was looking for a project management software that I can offer as a business solution to my small...
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.
Pros
- Easy to use
- Affordable cost of entry
- Links well with Xero
- Real-time tracking of progress and budgets
- Owned by Xero
Cons
- Customizable reports are still limited and basic
- Lacks multi-line quotes itemization
Alternatives Considered
Microsoft ProjectReasons for Switching to WorkflowMax
Integration with Xero- Industry: Marketing & Advertising
- Company size: 11–50 Employees
- Used Weekly for 6-12 months
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Review Source
Overall rating
- Ease of Use
- Likelihood to recommend 7.0 /10
Efficient Invoicing Solution
Reviewed on 27/08/2021
Pros
Workflow Max is a fairly straightforward system for raising invoices & managing project costs.
Cons
The internal process & conflicts with permissions was a frustration when implementing this solution.
- Industry: Mechanical or Industrial Engineering
- Company size: 2–10 Employees
- Used Daily for 1+ year
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 9.0 /10
Easiest way to keep track of multiple jobs
Reviewed on 03/12/2018
Great, easy to piece of software that makes my job a lot easier
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)
- Industry: Real Estate
- Company size: 2–10 Employees
- Used Daily for 1-5 months
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 7.0 /10
Nice ideas but needs more refinement
Reviewed on 02/04/2019
Pros
It allows you to create great custom reports and is very handy for tracking your time. It integrates with Xero!
Cons
It can be difficult to use if you don't watch the tutorials first.
- Industry: Defense & Space
- Company size: 2–10 Employees
- Used Daily for 1-5 months
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 8.0 /10
For the money probably the best option out there for production and distribution.
Reviewed on 05/09/2017
Scheduling an organization for manufacturing. The quote process has been made easier and standardize...
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.
