Overview
Most firms don't find out a job lost money until it's too late to fix. WorkflowMAX changes that.
WorkflowMAX is the Job Profitability OS for professional services – the all-in-one, AI-powered platform to quote, track, manage, and bill. Know your margin on every job in real time, not at month-end.
For over 15 years, accountants, architects, engineers, and consultants have used WorkflowMAX to bring quoting, scheduling, time tracking, invoicing, and reporting into one platform. Purpose-built for service businesses – not retrofitted from generic project management software.
No more wrestling with spreadsheets or juggling tools. Just control, clarity, and the visibility to spot profit leaks before they sink the project.
What you'll love about WorkflowMAX
Similar features you trust with no hidden costs
Enjoy a familiar set of tools with an upgraded and intuitive user experience and the same cost-effective pricing plans.
Comprehensive job management, all-in-one place
- Manage leads - forecast your sales pipeline effortlessly.
- Quotes and estimates - create accurate quotes in minutes.
- Jobs and scheduling - organise projects and assign resources easily.
- Capacity planning - see who's free, who's overloaded, and rebalance workload across your team at a glance.
- Time tracking - track time with six simple methods.
- Cost management - monitor job costs to stay profitable.
- Invoicing - simplify your billing process to save time and get paid faster.
- Reporting - gain insights into productivity, profitability, and business performance.
Integrate with your favourite tools
- Xero: Seamless invoicing and expense tracking.
- AI assistants (Claude, ChatGPT, Gemini, Copilot): Connect WorkflowMAX to your favourite AI assistant to query jobs, costs and reporting in natural language.
- Airwallex: Faster, low-cost payments.
- HubSpot: Sync leads and deals.
- Zapier: Connect WorkflowMAX to thousands of apps to automate workflows across your tech stack.
- Microsoft 365 & Google Calendar: Sync your calendar to turn meetings into timesheet entries and keep job schedules aligned.
- Sharepoint, Google Drive, Box, Dropbox: Sync your documents.
- EzzyBills: Automate bills and receipts.
Ideal for service-based businesses
Perfect for industries like engineering, architecture, consulting, creative agencies, landscaping, residential building, and many more beyond.
Enjoy better business insights and a community of experts
Gain greater visibility into productivity, profitability, and overall performance. Access a vibrant community of advisors and implementation partners to guide you.
Built with best-in-class technology
Developed on state-of-the-art cloud infrastructure by Amazon Web Services (AWS).
Top-tier security standards
Your important data is safeguarded with Xero-level security compliance.
WorkflowMAX + Xero
Integrate WorkflowMAX with Xero for seamless business operations. Synchronize client, supplier and financial data, streamline invoicing, bills and costs, and gain real-time insights into job costing and profitability. Track time, manage projects, and invoice clients directly from WorkflowMAX with a personalised touch. Enhance team collaboration and decision-making with comprehensive reporting and analysis features.
Pricing plans
This app includes a free 14 day trial
Essentials
- Quotes
- Job Management & Scheduling
- Timesheets
- Invoicing
- Purchase Orders
- Contacts & Clients
- Dashboard & Standard Reporting
- Xero Integration
- Mobile app (iOS/Android)
Pro
- Everything in Essentials plus:
- Lead Manager & Sales Pipeline
- Quote Variations
- Job Phases & Kanban Board View
- Custom & Productivity Reporting
- Your Branded Document Templates
- Unlimited Custom fields, Roles & Rates
- Advanced invoicing (by phase, % of quote, Xero import)
- Multi-currency Purchasing
- API access, Zapier & HubSpot integration
- Document integrations (SharePoint, Dropbox, Google Drive, Box)
Advanced
- Everything in Pro plus:
- Capacity Planning
- AI Integrations (Claude/Chat GPT/Google Gemini/Microsoft Copilot)
- MCP Server
- Individual WIP Entry Management
- AI Reporting Insights
- Scheduled Reports
- Timesheet Approvals & Workflows
- Calendar sync (Microsoft 365 & Google) with time capture
- Advanced invoicing (by phase, % of quote, Xero import)
Getting started
WorkflowMAX + Xero integration Save time, eliminate double handling and gain complete visibility over every step in your business. From job costing through to your cash flow and management accounts by using the WorkflowMAX <> Xero integration.
WorkflowMAX and Xero - always fully reconciled In the new integration, customer payments against sales invoices in Xero are automatically synced with the corresponding sales invoice in WorkflowMAX, automatically keeping both systems reconciled at all times.
Seamless cost management Entering your suppliers' invoices into WorkflowMAX will correctly update your job profitability reporting and create a bill payable in Xero. Two birds. One stone!
All systems in sync - at all times You'll be confident that your job profitability reporting is always accurate in WorkflowMAX. And that your enterprise profitability reporting is always accurate in Xero. Achieve both at all times with a single integrated process.
Export timesheet data to Xero payroll Available in AU and NZ, coming soon to UK.
Reviews & ratings
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Most recent reviews
Response from WorkflowMAX
Simple and easy to use.
Response from WorkflowMAX
Great team, great app
Response from WorkflowMAX