Workflowmax is a good software depending on the industry you are in. This was a especially good software for some of my construction clients. It allowed them to track employee time on their respected jobs and give the project managers a better tool to gage on how they should bid jobs and also allowed them to create quotes in the softeware.
Pros
Employee time tracking
Quotes
Scheduling
Cons
Setup
Likelihood to Recommend
This software is good based on if you have the right situation. There are some accounting softwares out there that has employee time tracking and job tracking abilities that integrate those numbers in the accounting books. In my opinion it is best to keep all your software with the same company as it allows better integration and transfer of data. If you have a construction company it does not have tracking abilities I suggest this software.
WorkflowMax is integral to our business. Max is responsible for managing the flow of mortgage loans to lenders for over 40 top Australian mortgage brokers. We manage the compliance and submission processes of hundreds of loans, on behalf of mortgage brokers. WorkflowMax enables us to manage the status of deals and the flow of information between stakeholders. We use it in conjunction with Business DropBox for our documents and Xero accounting (with Stripe) for fast billing. WorkflowMax (and DropBox) offers us the security we need over our files and information as you can imagine we view and manage deeply personal information. WorkflowMax enables our business to be a leader in what we do for brokers.
Pros
Workflow templates and tasks for varying scenarios.
Communication and status updates to stakeholders with audit trail.
Cons
Different Job states for different templates.
Maybe allowing a note option to change a job state.
Likelihood to Recommend
Max is really good at keeping audit trail of emails between stakeholders and we love that we can email docs and notes straight to Max in a secure way. Max is not the best CRM. This is not the focus of Max. Max manages our workflow of deals (jobs) to the lender from pre-submission to settlement. We can see where any deal (job) is at and the teams find it easy to keep max updated on tasks and timelines. We have to manage a complicated compliance regime under the National Consumer Credit Protection act and Max helps us enable that compliance.
Our entire organization uses WorkflowMax to manage timekeeping and time entry, billing and project budget management, business development lead tracking, productivity tracking, and for other billing and accounting purposes. We use it on a daily basis to enter time and be able to review project progress easily. We use the invoicing features generally on a monthly basis. The depth of work in WorkflowMax depends on each person's position. For example, our business office coordinator and Principals use all of the features that we have, while entry-level staff uses it primarily to enter their billed time.
Pros
Project and task setup is convenient. I appreciate the ability to customize tasks.
The different reports that are available are very useful. They quickly summarize the information we need to know.
The ability to export time entries, both into PDF and Excel, is helpful when I want to run an analysis not conveniently summarized in one of our reports.
Cons
I would like to see a connection between the "budget" and the "quote" for a project. These are always equal, so it would be more convenient if they were linked.
I would like to be able to sort invoices on the Financials tab by the different fields. Currently, they are always chronological. It would be nice if I could sort by status and amount due.
I would like to be able to "freeze" the column headers in the weekly time entry view so that they remain visible when I scroll down many tasks.
I would like to be able to set different billing rates for the same staff members that could be auto-selected based on the project type.
Likelihood to Recommend
WorkflowMax is very well suited for a business that wants to track time billed by project, to have an easy way to generate invoices for those projects, and to keep track of overall productivity and invoice status. I imagine it can also be adapted to different types of businesses that deal in goods rather than services and time. I am not sure for which scenarios or businesses the program is not appropriate.
VU
Verified User
Manager in Professional Services (11-50 employees)
It is used across the entire firm. All staff use it for time recording, but we have recently started generating invoices from WorkflowMax and are looking at utilising other features, such as milestones, reminders etc. We also use the reporting features, in particular WIP and custom time reports.
Pros
Time recording is very user-friendly, this is really important for busy lawyers.
Cons
I'd like to see functionality for system-generated client numbering, configurable to how the client wants it. For example, we have a 3 digit client number, followed by a 2 digit matter number, e.g. 123-45. This configuration was generated by our prior system (which was a specific LPM system). Since moving to WorkflowMax we've had to use an excel spreadsheet to generate a new client or matter number which is far from ideal.
Bring back customised branding! Under the old UI we had our logo and corporate colours. Realise WorkflowMax are trying to differentiate from Xero, but the green is pretty awful.
Would also be great if the template customising was more user-friendly.
I'd also like to see figures show GST exclusive by default. For example when I go into a job, click on the financial tab, I'd like to see the invoices already charged against that job as GST exclusive. I feel there is too much of a mix between GST exclusive and inclusive across the system and it should be one or the other by default.
Likelihood to Recommend
I would not recommend it to law firms who deal with trusts, conveyancing or a high volume of trust account transactions, as it lacks the functionality to deal with those types of legal work. However for anyone doing reasonably straight-forward professional work, at time and costs or a fixed priced basis, it's ideal.
One of things I liked best when I chose it was that it wasn't overspeced with bells and whistles that we didn't need.
WorkflowMax is used for all our invoicing, timesheet keeping and lead tracking. It integrates seamlessly with Xero. I'm also a WorkflowMax consultant and reseller.
Pros
Invoice integration with Xero
Easy to keep track of complex jobs over time
Makes sure you don't lose track of billing
Cons
Setting up job templates can be confusing
Templates for invoicing and purchase orders are tied to Microsoft Office which seems so unnecessary in an open age.
Likelihood to Recommend
Timesheets and cost management take some care and time. Don't expect this is an automatic process.
Workflow Max is primarily being used by our firm to track potential and active jobs, establish staffing forecasting, collect staff timesheets, and issue accurate invoices. It has proven to be a very functional, reliable, and easy to engage with software solution to a series of difficult problems.
Pros
Allows for fairly simple or elaborate project forecasting depending on the complexity of the job. This allows us to track time by a single project or multiple phases.
Time keeping and coordination with invoicing software has increased our firm's ability to issue timely and accurate invoices to clients. Has ability to break down projects in numerous ways to meet the needs of our various clients. This means we can invoice by project, phase, milestone, or dollar increments.
Interface is clean and easy to follow. The easier it is to use the fewer mistakes that are made when entering information. This is greatly appreciated.
Cons
Currently the timesheet function allows staff to input time for overlapping periods which can cause some headaches when it comes to payroll and invoicing. We understand this is being addressed.
The amount of flexibility in the product can create some challenges when setting up the jobs database at the onset. It is a daunting challenge but worthwhile when completed correctly and rolled out across the firm. Adding new jobs is much easier.
No search function to find a specific job, you have to scroll through all jobs allocated to you.
Likelihood to Recommend
WorkflowMax is a good solution for the architecture and design profession in that it allows for multiple ways to track a project, apply time to a project, and invoice against a project. The ability to do staffing forecasting and future planning fills a need that most firms in this profession require.
VU
Verified User
Director in Professional Services (11-50 employees)
We are using WorkflowMax to create quotes, enter jobs as they come in, add expenses, and log hours and tasks by multiple users. We also use it to store back up information and create detailed invoices for our clients.
Pros
WorkflowMax is a powerful application (or set of modules) which streamlines several processes into one.
From job data to invoicing to payroll we have the ultimate control.
Links seamlessly with Xero for our accounting.
Cons
I would like somewhere (client folders) I can keep my quotes so I can quickly access them for data from invoiced jobs. I don't want just one giant list.
Likelihood to Recommend
I'm sure this depends on the company and what they want. Possibly small one man businesses may find it too expensive?
I am using WorkflowMax to log hours which I spend across multiple clients and multiple job tasks. I then enable it to generate a draft invoice up into Xero, in order to invoice my clients at month-end in a more efficient and effective way.
Pros
Seamless integration in terms of raising sales invoices to my clients based on hours x hourly rate
Ability to log tasks by individual job, which can derive a draft invoice.
Cons
Customer service
User ability for WorkFlowMax users
Likelihood to Recommend
[I would ask about]: How user-friendly the software is and the level of customer support/service that I will receive.
VU
Verified User
Executive in Finance and Accounting (1-10 employees)
