WorkflowMax Reviews
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124 Reviews for UK Users
- 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: 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
- Industry: 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 1.0 /10
10 year seasoned user.
Reviewed on 29/03/2022
We use it because we have to, not because we want to.
We use it because we have to, not because we want to.
Pros
It has lots of features necessary to effectively manage workflow.
Cons
Clunky interface. Antiquated UI and UX does not measure up to current standards. Has not seen any major improvements in over a decade.
- 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
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- 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
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- 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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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: 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: 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: Management Consulting
- 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 8.0 /10
Useful for project costing for an SME
Reviewed on 07/01/2019
Using an app to enter hours saves us time - we are a small company so a large ERP system isn't...
Using an app to enter hours saves us time - we are a small company so a large ERP system isn't appropriate. Workflow Max isn't perfect, but it does what we need - let's us do project costing relatively easily while integrating with the accounts system we use. There are lots of 'help' videos easily found to show you how to do things.
Pros
The phone app makes it easy to enter time, wherever you are, and the admins can see easily who has completed and submitted time and who hasn't.
Cons
The reports aren't as customisable as we'd like - you can see that it's built from database fields from different tables, but only certain combinations of fields are available and it takes a while to work out which basic report is the one you need.
There are no 'sub jobs' or cost categories, so we need to use subfolders to categorise costs, or separate out project phases, which is a bit clunky.
- Industry: Architecture & Planning
- 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 4.0 /10
Archaic and limited
Reviewed on 27/03/2022
As the title suggests, it's an archaic program. There was no real "flow" to anything you did within...
As the title suggests, it's an archaic program. There was no real "flow" to anything you did within Workflow Max and although it integrated ok with Xero, even that was limited. The Gantt charts were terrible, you had to click on numerous things to get to where you wanted to go within a project, the custom reporting was a nightmare and the tasks and milestones were difficult to set up and super limited.
Pros
It was cheap and integrated ok with Xero
Cons
Not very user friendly, not very customizable, customer service was slow,
- Industry: Computer & Network Security
- Company size: 201–500 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Ease of Use
- Likelihood to recommend 8.0 /10
Great for project management
Reviewed on 07/10/2020
Overall very happy with the product. I am able to allocate different tasks to my projects based on...
Overall very happy with the product. I am able to allocate different tasks to my projects based on need and then track progress and budget against these individual tasks which is great because it provides an additional layer of granularity in terms of maintaining overview of things.
Pros
We use WFM for project management and timesheet management. It's easy to use and for managing small projects, it is a great product. I am not an administrative user, but from I understand it integrates well with various other products you might be using within the organisation.
Cons
As an end user, it does all that I need it to. No complaints. I don't use any of the reporting capabilities but as a project manager, it allows me track progress and the budget of my projects.
- 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 8.0 /10
WorkflowMax provides an excellent platform for a business wanting to do time cost recording.
Reviewed on 13/03/2018
Easy to use
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
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Review Source
Overall rating
- Ease of Use
- Customer Support
WorkflowMax is essential software for any business needing to manage time and costs
Reviewed on 11/06/2015
WorkflowMax is extremely affordable software and has very high-end reporting compared to similar...
WorkflowMax is extremely affordable software and has very high-end reporting compared to similar priced products, while it can still be very easy to use for the basic user.
It is cloud based, secure, you can easily view your work in progress and it works seamlessly with Xero. Use it for your leads, internal projects, client work (one off and repeat), invoicing, quoting and time sheets. WorkflowMax integrates nicely with payroll software too.
If you are paying $150 a user for other software, you really do need to check it out.
Being owned by Xero, there is also a lot of development being done to make the product even better. There will soon be an app available - in the meantime it has a mobile site which is fine for time and costs.
WorkflowMax suits pretty much any business needing to manage chargeable and non-chargeable time and disbursements or materials.
There are some excellent advanced features such as emailing your job with files etc, and custom reporting which you can do yourself - no need to pay WorkflowMax to create reports for you. It is currency agnostic so can be used in any country.
- Industry: Marketing & Advertising
- Company size: 11–50 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Ease of Use
- Likelihood to recommend 7.0 /10
Basic but Good for an SME
Reviewed on 16/10/2019
WorkflowMax was a good tool for the needs of the company. It is however lacking in terms of...
WorkflowMax was a good tool for the needs of the company. It is however lacking in terms of visualision of reports and data.
Pros
I found this tool to be simple to set up tasks and to log time.
Cons
The software lacked some functionality which means it might not be a good fit for all companies. Lack of visualisation in terms of reporting.
- Industry: Utilities
- Company size: 51–200 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
Workflowmax is an excellent product with great value
Reviewed on 05/07/2018
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.
- Industry: Marketing & Advertising
- 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 4.0 /10
Great integration, not that great when compared to others
Reviewed on 14/12/2017
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.
- Industry: Government Administration
- Company size: 51–200 Employees
- Used Weekly for 1+ year
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Review Source
Overall rating
- Ease of Use
- Likelihood to recommend 8.0 /10
Timesheet entry standardised and simplified.
Reviewed on 03/12/2018
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.
- 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
A brilliant and easy to use platform
Reviewed on 08/12/2017
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.
- 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.
