WorkflowMAX Blog

TL;DR: Centralising reporting across project or organisational stage transitions ensures consistent data, faster decisions, and better alignment. It reduces miscommunication, enhances transparency, and helps manage resources efficiently. With WorkflowMAX, you can unify reporting, automate workflows, and maintain real-time visibility, empowering your team to adapt, collaborate, and grow with confidence.

Centralising reporting during business changes helps maintain clarity and consistency. It brings all data into one view, letting decision-makers see the big picture clearly. This unified approach simplifies operations, improves accuracy, and makes change management easier.

Effective resource management relies on accurate data. A centralised hub in WorkflowMAX eliminates the uncertainty of manual tracking, providing the consistency needed for confident decision-making. With comprehensive reporting at your fingertips, you can optimize resource use and develop sharper, more effective business strategies.

Why do businesses need centralised data management?

With centralised data management, all your information lives in one accessible system. Your data is collected, stored, and accessed from a single point, making everything clearer and more efficient.

When everything's in one place, your team wastes less time searching for information. This means faster decisions and better productivity. You'll also have fewer errors and duplications, keeping your data more accurate.

Scattered data systems often create inconsistencies and fragment your information. Our centralised system keeps information flowing smoothly and reliably. You need this clarity, especially when your business is going through changes.

Decision-making benefits of centralised reporting

With everything in one place, you can trust your data completely: no more wondering if you're working with the latest numbers. This leads to more informed decisions, reducing risks and improving outcomes. When data is scattered, errors and inconsistencies creep in. Centralisation ensures that everyone is on the same page.

A unified reporting system gives you a complete picture of your operations. It enhances transparency, allowing decision-makers to see what's happening across the board. This visibility supports strategic planning and helps identify growth opportunities.

Your team will communicate better with centralised data too. Teams access the same information, fostering collaboration and reducing misunderstandings. This alignment is crucial for effective strategy execution.

Ensuring readiness for centralisation

Adopting a centralised reporting system involves careful preparation. Start by aligning your departments. Everyone needs to be on the same page regarding data usage and goals. This alignment ensures consistent data application across the board.

Collaboration is key, as well as effective governance and evaluating your current systems.

Steps to implement centralised reporting

Implementing centralised reporting involves a few key steps. Define your objectives first. Know what you want to achieve with centralisation. Clear goals help in aligning everyone’s efforts.

• Establish a governance framework: This involves setting rules for data management, ensuring consistency and compliance. It’s crucial for maintaining data integrity and trust.
• Choose the right technological tool: Data warehouses and relational databases play a crucial role here. They provide a structured environment for data storage and accessibility, enhancing efficiency and accuracy.
• Evaluate your current systems: Identify any gaps or overlaps in data processes. Streamlining these areas before centralisation reduces future complications.
• Engage your stakeholders: Everyone must be on board. Effective communication across departments is vital for smooth implementation.
• Invest in training: Ensure your team understands the new system and its benefits. This builds confidence and supports a culture of adaptability.

WorkflowMAX offers centralised job management tools that can integrate seamlessly with existing processes. Our robustcustomisable reporting and job tracking features empower teams to tailor insights to their specific needs. From scheduling to reporting, these features simplify your transition to a centralised system.

Outcomes of successful centralised reporting

Achieving centralised reporting transforms how your organisation operates. It streamlines processes, adds transparency and allows businesses to reach long-term growth.

TL;DR: Delays between RIBA stages often stem from poor documentation and miscommunication. Automating stage handovers with customisable templates ensures consistency, reduces errors, and keeps projects flowing. With WorkflowMAX, you can adapt templates to evolving needs, centralise documents, and improve communication, all while saving time and boosting client satisfaction.

Efficient handovers between RIBA stages are crucial for keeping architectural projects on track. Automating these transitions with standardised templates can tackle the usual issues like inconsistencies and delays.

Traditional methods often stumble due to miscommunication and errors. By using templates, teams can ensure a smoother progress. This systematic approach allows for better resource allocation and sharper project outcomes.

How templates facilitate efficient task completion

Templates streamline task completion by offering clear, structured guidelines for each RIBA stage. They cut down on repetitive work, allowing teams to focus on what truly matters: delivering quality projects on time.

By implementing templates, you ensure consistency across all projects. This uniformity means everyone knows exactly what needs doing and when, reducing confusion and miscommunication. It provides clear direction at each stage, making it easier to manage complex tasks.

Standardised templates also enhance efficiency. They save time by eliminating the need to reinvent the wheel for each project. Instead, teams can quickly adapt existing templates to meet specific project needs, ensuring they stay on track and meet deadlines.

Defining and understanding project requirements

Start by engaging all relevant stakeholders. Gather insights from team members, clients, and partners to form a comprehensive view. This collective input ensures that no critical detail is overlooked and that everyone’s expectations are aligned.

Documenting these requirements is the next step. Use standardised templates to capture all necessary details. Templates also reduce the risk of missing important information, ensuring nothing falls through the cracks.

Don't leave room for assumptions. By asking the right questions early, you catch potential issues before they become costly problems. Precision is the foundation for a successful, well-organized workflow.

Preparing effectively for stage handovers

Good preparation helps RIBA stage transitions run smoothly. Balancing technical and business knowledge addresses both technical requirements and business needs. We offer tools to help manage this blend, ensuring every stage handover is well-prepared.

Data alignment matters. With our centralised document management, you can access important project documents easily. This prevents oversights and keeps everything ready for the next stage.

Use your resources wisely. Our customisable features let you tailor templates to fit each RIBA stage's specific requirements. This flexibility helps teams adapt to changes or uncertainties.

Preparation means engaging all relevant stakeholders early. Document their requirements usingstandardised templates for clear communication and project alignment.

Enhancing communication through automation

With WorkflowMAX’s customizable features, you can tailor templates to fit your specific project needs. This flexibility ensures all critical details are covered, reducing the chance of errors and miscommunication.

Standardised documentation helps define roles and responsibilities clearly. Each team member knows what is expected, which boosts accountability and team cohesion. It’s about creating an environment where collaboration thrives.

Adapting templates to address uncertainty

Projects change, so flexibility matters. Customising templates helps manage changes and uncertainties while keeping your workflow consistent.

Templates maintain order even when circumstances shift. They provide structure that adjusts to evolving project needs, keeping projects on track and preventing disruptions.

You can anticipate challenges by using templates designed to address common obstacles. This makes transitions between RIBA stages smoother with fewer disruptions. Teams adapt quickly to new demands without sacrificing quality or consistency.

Centralised document management ensures all updates and changes remain accessible to everyone. Our comprehensivejob management system further streamlines access to all project data. This keeps your team informed and reduces miscommunication.

TL;DR: Disconnected quoting, invoicing, and billing can derail architecture projects. By integrating financial processes with RIBA stages 0–7, firms gain clarity, reduce errors, and improve cash flow. WorkflowMAX offers a centralised platform with Xero integration, automating billing tasks, enhancing transparency, and strengthening client relationships

Disconnected financial processes in architecture can create chaos. Imagine juggling multiple systems for quoting, invoicing, and billing. Manual data entry errors become a daily hassle. Each error not only wastes time but also risks financial discrepancies.

Inconsistent financial tracking is another headache. Without integrated systems, keeping tabs on project costs and revenues feels like a never-ending battle. This lack of clarity can lead to budget overruns and strained client relationships.

Project timelines also suffer. Fragmented workflows cause delays in invoicing and payments, affecting cash flow and pushing schedules off track. The administrative workload increases, pulling focus away from core architectural tasks. This sets the stage for smoother, more efficient project execution in the RIBA 0–7 stages.

Issues with siloed tools in financial management

Using separate tools for quoting, invoicing, and billing creates chaos. It makes maintaining accurate budgets a nightmare. Imagine handling different systems for each task. Errors creep in, leading to financial discrepancies.

Administrative workloads skyrocket. Separate systems mean more manual work, pulling focus from core tasks. It's a hassle that no one needs. The time spent managing these tools could be better used elsewhere.

Visibility becomes a major issue. Stakeholders can't get a clear picture of financial health. Without integration, everything is fragmented. This lack of clarity can cause misunderstandings and disputes.

Integrating these processes is key. Centralising financial management reduces errors and streamlines operations. It makes everything smoother and more efficient.

WorkflowMAX offers that integration. From estimating and quoting to final billing, everything flows seamlessly. It ensures accuracy and reduces administrative burdens.

By unifying financial processes, businesses can focus on what truly matters: delivering successful projects. Accurate budgets, reduced workloads, and clear visibility are within reach. It’s about simplifying processes and enhancing efficiency.

Advantages of integrated financial processes

Integrated financial processes bring significant advantages to architectural projects. Streamlined workflows mean smoother operations. With WorkflowMAX, quoting, invoicing, and billing are unified, reducing the time spent on administrative tasks.

Accuracy improves when everything is in one place. You eliminate errors by maintaining consistency across documents. This precision ensures that every financial detail is spot-on, enhancing overall trust in the process.

Real-time financial insights are the game-changer. With instant access to financial data, decision-making becomes more informed. You can monitor project finances and make swift adjustments as needed.

Efficiency and profitability see a boost. By cutting down on manual tasks, your team can focus on core activities, moving projects forward without unnecessary delays. This streamlined approach translates to better-managed budgets and timelines.

Impact on project outcomes and client relations

Streamlined financial processes are key in delivering projects on time and building client trust. When quoting,invoicing and billing are integrated, it smooths out the entire workflow. By reducing administrative tasks, teams focus more on core project activities. This efficiency helps projects stay on schedule, meeting client expectations.

Accurate billing strengthens client relationships. When invoices are clear and timely, clients feel respected and informed. Transparency in billing reduces disputes, which often stem from misunderstandings over costs. This clarity fosters trust, leading to more positive client interactions.

Preparing for the future of architectural financial management

Adopting integrated systems like WorkflowMAX sets firms up for future success. Centralising quoting, invoicing, and billing streamlines operations, making it easier to manage projects across the RIBA 0–7 stages.

Scalability becomes a breeze. WorkflowMAX's scalable pricing adapts to team size, allowing firms to grow without worrying about spiraling costs. This flexibility is crucial for handling larger projects with ease.

Efficiency gets a boost too. By reducing manual tasks through automation, teams can focus on delivering quality work. Automated invoicing and payment tracking simplify financial management, freeing up time for core activities.

Ultimately, embracing integrated systems enhances project delivery and strengthens client relationships. With everything in one place, firms can focus on what matters: delivering exceptional architectural projects and building lasting trust with clients.

The RIBA Plan of Work is a standard framework for architecture and construction projects. Developed by the Royal Institute of British Architects, it outlines the process of building projects from start to finish.

This framework creates clarity and aligns resources. It guides each stage to achieve quality outcomes. The plan splits into eight stages, numbered 0 to 7, each serving a specific purpose.

It begins with strategic definition, setting project goals. Then it progresses through preparation, concept design, and technical design, keeping everything on track for a smooth build.

Construction and handover follow, ending with post-occupancy evaluation. Each stage keeps projects organised and on target, providing a roadmap for successful delivery.

These stages help teams streamline processes, cut risks and improve results. Following this framework helps manage projects well and meet goals.

Significance of collaboration and structure

Collaboration and structure are vital in construction projects. The RIBA Plan of Work is essential in bringing everyone together: clients, architects, contractors, and consultants. It provides a clear path, guaranteeing everyone knows their role and responsibilities at each stage.

The RIBA Plan of Work creates a logical sequence of actions. This clear structure helps teams handle complex construction projects more effectively. Each stage, from initial concept to final handover, is defined clearly. This helps projects progress smoothly and stay well-managed.

With our WorkflowMAX solution, we can help your construction or engineering firm enhance this process. Our software integrates with your project management systems to provide better scheduling tools and financial tracking. It helps you manage project complexity while maintaining financial control.

Ourjob management features and real-time insights complement the RIBA framework. Together, they keep your construction projects organised and financially on track.

The Royal Institute of British Architects in 66 Portland Place, London, W1.

Detailed breakdown of the eight stages

Stage 0: Strategic definition

Define the project strategy. Confirm the best approach to meet the client's needs. Establish a clear project plan, consider team members, and prepare a program.

Stage 1: Preparation and briefing

Develop the project brief and assess feasibility. Assemble the project team, define roles, and prepare a risk assessment. Set up the procurement strategy and project timeline.

Stage 2: Concept design

Create the initial design concept. Align it with the project brief. Develop architectural drawings, cost plans, and visualisations. Consult with local authorities for pre-application advice.

Stage 3: Spatial coordination

Refine the design and coordinate all components. Develop architectural, structural, and building services systems. Ensure spatial arrangements are harmonised and compliant with legal requirements.

Stage 4: Technical design

Prepare detailed technical designs. Ensure they meet building regulations and compile them into a tender document set. Create thorough drawing packages and a detailed specification of the works.

Stage 5: Manufacturing and construction

Manufacture and construct the project. Oversee the construction phase, ensuring adherence to the design and quality standards. Monitor progress and manage any arising issues.

Stage 6: Handover

Complete the building and hand it over. Conclude the building contract. Ensure the client receives all necessary documentation and support for operating the building.

Stage 7: In use

Operate and maintain the building efficiently. Conduct post-occupancy evaluations to assess performance and inform future projects. Ensure the building meets client and user expectations.

Primary roles and contributions

In the RIBA Plan of Work, several stakeholders play vital roles in ensuring the successful delivery of construction projects. Each has distinct responsibilities that contribute to the project's overall success.

• Client: The client sets the vision and goals for the project. They provide the initial brief and budget, and make key decisions throughout the process. Clear communication with all parties is essential to ensure their needs are met.
  
  
• Architect: Architects are responsible for translating the client's vision into a workable design. They manage the design process, ensuring compliance with regulations and aligning the project with the client's brief. They coordinate with consultants and contractors to maintain design integrity.
  
  
• Contractor: Contractors manage the construction phase. They ensure that the project is built according to the design specifications and quality standards. Their role involves coordinating subcontractors,managing resources and adhering to timelines.
  
  
• Consultants: Consultants bring specialised expertise to the project. This includes structural, mechanical, and electrical engineering input. They provide technical guidance and ensure that all components work together seamlessly.

Effective project delivery relies on clear communication and responsibility delegation among these participants. With WorkflowMAX, firms can enhance this process by integrating advanced scheduling tools and financial tracking. This ensures everyone remains aligned and focused on achieving project goals efficiently.

Why is the RIBA plan of work important?

This framework makes resource management better. By defining roles and timelines, it helps teams use resources efficiently, prevents waste, and keeps projects on schedule. The clear structure also reduces risks by improving communication.

With the RIBA Plan of Work, maintaining quality standards and following regulations becomes straightforward. Each stage includes checks to ensure the project meets industry regulations and quality benchmarks. This consistency prevents costly mistakes and maintains quality throughout.

We enhance the RIBA framework by addingadvanced scheduling tools and financial tracking. Our platform supports all RIBA stages with real-time insights and simplified processes. These tools help you manage projects effectively and control costs, leading to better results.

Final thoughts on the RIBA plan of work

The RIBA Plan of Work brings structure to construction projects. Its clear stages help teams manage projects efficiently, ensuring they meet scope, budget, and timeline goals. By outlining each phase, it aligns everyone involved, reducing misunderstandings and risks.

The RIBA Plan helps everyone work together - clients, architects, contractors, and consultants. It clearly defines responsibilities. This clarity makes projects run smoother and more successfully.

Our tools complement the RIBA Plan by improving your overall job management and financial tracking. We help you handle complex jobs with real-time insights that boost your profits.

We’re excited to walk you through the latest product updates for March 2025. We've rolled out several new features and enhancements to make your WorkflowMAX experience even better. Let's get to them! 

Multi-Factor Authentication (MFA)

Security First! To keep your account secure and meet Xero's API requirements, Multi-factor authentication (MFA) is being introduced to all WorkflowMAX accounts, starting with those integrated with Xero. It will become mandatory by 15 May 2025, so we recommend getting on the front foot and setting up MFA now to avoid disruptions to you and your team.

To get started, please inform your Account Holder that they need to enable MFA in Organisational Settings to ensure continued access to WorkflowMAX. This step is required to activate MFA for all users.

After MFA is enforced by the Account Holder, all users will be prompted to set it up the next time they log in. Here’s what they need to do

1. Download an authenticator app on your smartphone (such asGoogle AuthenticatororMicrosoft Authenticator).
2. Open the app and scan the QR code provided in WorkflowMAX after logging in.
3. Enter the six-digit code generated by your authenticator app into WorkflowMAX.
4. Configure backup security questions for recovery.

For mobile users  

If you use the WorkflowMAX mobile app (iOS/Android), you’ll also need to enable MFA. These users can enable it by signing into the WorkflowMAX Web Application - https://app.workflowmax.com  

For more help on how to get MFA set up, check out our resources: 

✅ Take our course for a full walkthrough: Setup MFA Course Guide

✅ Watch our quick 1-minute how-to video: Video Guide

✅ Follow our step-by-step guide: Help Article 

Invoicing Update

Previously, if you added a cost directly to an invoice, it would automatically be added back to the job as a job cost. We understand that this might not always be desirable for your business processes. To provide you with more control and flexibility, you now have three options to choose from in the settings:

• Automatically add costs back to the job:This option ensures that any additional costs added directly to an invoice are also recorded as job costs. This can be beneficial for keeping all financial details associated with the job in one place.
• Keep costs only on the invoice:With this setting, any additional costs added directly to the invoice will remain exclusive to the invoice and will not be added to the job. This is useful if you prefer to keep certain costs isolated from job costings.
• Decide each time you approve an invoice:This hybrid option provides the flexibility to choose on a case-by-case basis. When approving an invoice, you can decide whether to add the additional costs back to the job or keep them solely on the invoice.

This enhancement tailors the invoicing process to better align with your workflows, making financial management seamless and adaptable.

Lead Activity Notification

Never miss another lead activity! Notifications can now be enabled to email the responsible team member whenever they are assigned to a new or existing lead activity.

Usability Improvements

Several usability updates have been made - including:

• Job Manager Screen:Search and sort by custom fields. Add custom fields by clicking the cog icon in the top-right corner.
• WIP Manager:Filter by job category.
• Job Financials Tab:Sort financial documents like purchase orders, quotes, and invoices by any column by clicking the table header.
• Global Search:Find jobs by your client’s order number.

Import Xero Contacts to WorkflowMAX

For new WorkflowMAX customers, setting up WorkflowMAX just got easier with our new Xero integration. You can now import your Xero contacts directly into WorkflowMAX with just a few clicks, saving time and reducing errors.

Why It’s Useful for New Customers

• Quick Setup: Import contacts directly from Xero, no manual entry required.
• Fewer Errors: Automatic syncing means accurate, up-to-date client data.
• Seamless Workflow: Keep your jobs, invoices, and records aligned across both platforms.

Getting Started

1. Connect your Xero account in WorkflowMAX settings.
2. Hit the Import Contacts button, and you're all set!

Coming Soon: Xero Integration Updates

Beginning in April, we’re rolling out exciting improvements to the Xero integration, enhancing sync speeds, better invoicing approval processes, and greater transparency on sync statuses for a smoother experience.

Coming Soon: QuickBooks Integration

We’re also introducing the QuickBooks integration with WorkflowMAX, seamlessly linking your job management and accounting systems. This integration will streamline your workflows and bring key benefits that simplify your day-to-day operations.

Key Benefits:

• Save Time: Automatically sync job costs, invoices, and payments between WorkflowMAX and QuickBooks, reducing manual data entry.
• Boost Accuracy: Syncing data across both platforms helps keep your financial records consistent and up to date, minimising errors.
• Improve Insights: Get a clearer picture of your financials with real-time data syncing, helping you track budgets, expenses, and overall performance.
• Streamline Invoicing: Quickly send invoices from WorkflowMAX to QuickBooks, helping you manage cash flow more efficiently.

With the QuickBooks integration, you can simplify your processes and ensure your financials are always in sync, leaving you more time to focus on what matters most.

 Check out our March Product Update Video

Don't forget to check out our release notes for the latest WorkflowMAX updates.

📣Have questions or feedback? Reach out via support- we’d love to hear from you.

Or visit our Features Requests hubto vote or add ideas for development. This is your product!

As always, we love hearing from you and are here to help you get the most out of WorkflowMAX. That’s all for this month. Stay tuned for next month’s update! 

Cyber threats are evolving every day, and protecting your online accounts has never been more important. Passwords alone aren’t enough to keep hackers out - especially when people tend to reuse passwords or choose ones that are easy to guess. That’s where Multi-Factor Authentication (MFA) comes in. If you’re unfamiliar with MFA, don’t worry. We’re breaking it down so you can see why it’sa game-changer for security.

What is Multi-Factor Authentication (MFA)?

MFA adds an extra layer of protection to your login process. Instead of just entering a password, MFA requires you to verify your identity using a second factor - something only you have or know. This could be:

• A one-time code sent to your phone or email
• An authentication app that generates a unique code
• A fingerprint or facial recognition scan

Even if someone steals your password, they won’t be able to access your account without that second factor. It’s like having a double lock on your door - extra security to keep intruders out.

Why is MFA Important?

1. Passwords Aren’t Enough – 81% of hacking-related breaches involve stolen or weak passwords. Cybercriminals use tactics like phishing, brute force attacks, and data breaches to steal login details. MFA blocks them even if they have your password.
2. Cybercrime is on the Rise – In Australia, cybercrime reports have surged by 12%in recent years. With more businesses operating online, the risk of account takeovers has never been higher.
3. Stops Unauthorised Access – Even if a hacker gets your password, they won’t be able to log in without the second factor, making it nearly impossible for them to access your account.
4. Protects Sensitive Data – Businesses store sensitive customer and financial data that hackers want. MFA reduces the risk of data leaks, fraud, and compliance violations.
5. Reduces Identity Theft – Stolen credentials are often sold on the dark web, leading to financial fraud and identity theft. MFA helps protect your personal and professional identity.
6. Recommended by Experts – Leading cybersecurity organisations and government bodies strongly advocate for MFA as a critical security measure.

Who Recommends MFA? 

Cybersecurity experts and organisations around the world recognise Multi-Factor Authentication (MFA) as a critical security measure. Many leading authorities and institutions strongly recommend or require its implementation to protect sensitive data and accounts. Here are a few notable supporters of MFA:

• Cybersecurity Authorities – Organisations like the National Institute of Standards and Technology (NIST) and the Cybersecurity and Infrastructure Security Agency (CISA) promote MFA as a fundamental practice to safeguard online accounts and systems from unauthorised access.

• Financial Regulators – Regulatory bodies, including the Financial Conduct Authority (FCA) and the Australian Prudential Regulation Authority (APRA), mandate MFA for financial institutions to ensure the safety of customer data and protect against financial fraud.

• Tech Giants – Leading technology companies, including Google, Microsoft, and Apple, require or encourage MFA for their users to add an extra layer of protection to their accounts.

• Global Cybersecurity Organisations – The European Union Agency for Cybersecurity (ENISA) and the Cybersecurity and Infrastructure Security Agency (CISA) advise businesses and individuals to adopt MFA as part of a comprehensive security strategy.

MFA is widely recognised as one of the most effective defences against cyber threats, and its implementation is endorsed by cybersecurity experts and organisations across various industries worldwide.

Why WorkflowMAX is Implementing MFA

At WorkflowMAX, keeping your business data safe is a top priority. That’s why we’re introducing Multi-Factor Authentication (MFA) for accounts integrated with Xero. MFA adds an extra layer of security, similar to adding a lock on your door. Even if someone gains access to your password, MFA ensures they can’t access your data without an additional security check—like a code sent to your phone.

Cyber threats are more common than ever, and passwords alone aren’t always enough. MFA helps protect you from:

• Unauthorised access – Only you can log in, even if your password is compromised.
• Fraud and scams – Keeps your financial and project data safe.
• Business disruptions – Prevents security breaches that could slow you down.

By implementing MFA, we are adding a crucial layer of protection to keep your account secure and your data safe.

Enable MFA on your WorkflowMAX account

Get started now by following our step-by-step instructions here. If you have any questions, we’re here to help - follow our steps to contact support here.

With MFA in place, you can work with confidence, knowing your account is protected. It’s a small step that makes a big difference in keeping your business secure.

Troubleshooting and recovery tips 

Can we share login information between team members?

No — every user needs their own login. MFA is tied to a specific account and device, so sharing a login just won’t work (and it’s not secure!).

Do we have to use MFA, or can we turn it off?

MFA is mandatory for all WorkflowMAX users who are connected with Xero from 15 May. If this isn’t enabled, your Xero connection will be turned off. MFA will become compulsory for all users on a later date. We’ll be announcing these dates in due course. After that, you won’t be able to log in without it.

I don't have a smartphone - can I still use MFA?

That’s okay — you don’t need to install anything if you use a browser-based authenticator or already have a password manager with built-in MFA (like 1Password or Bitwarden). Just check if it includes an authenticator option.

I got a new phone or can't access my authenticator - what do I do?

If you still have access to your backup questions, you can use them to log in. This will give you temporary access to your account.

Once you're in, click your initials in the top right corner and selectProfile. You’ll see an option to change your MFA device — click this and follow the steps to set it up again on your new phone or authenticator.

Why is my app asking for a QR code again?

This can happen if your app data was cleared or if you deleted and reinstalled the app.

If you can, log in using your backup questions to get temporary access.

Once you're logged in, click your initials in the top right corner and go toProfile. You'll see an option to change your MFA device — click that to restart the setup and scan the QR code again.

A staff member left - how can we reset their MFA?

YourAccount Holderwill be able to reset the MFA setup for this login.

If your account holder isn’t available, contact our support team, and we can help the new staff member reset the MFA settings on the account.

What if I forget my backup questions?

Your Account holder will be able to reset the MFA setup for your login.

If you are the account holder or they aren’t available, contact our support team, and we can help you reset the MFA settings on your account.

I'm getting a 'something went wrong' message during setup 

This means that the app didn’t link correctly with your login, or the setup took too long.

Delete the account from your app and begin the setup process again. If you continue to have trouble, please contact WorkflowMAX support and let us know what you have tried.

Invalid authentication code error 

This error can occur when the date/time on your mobile device is out of sync with the device you’re trying to log into WorkflowMAX on. To resolve this, ensure the date and time on your devices are set to automatic.

February has been a big month for WorkflowMAX, and we’ve packed in a lot of updates! We’re here with your product update, rounding up all the latest features and enhancements designed to improve your experience. Check out the product update video linked below and let’s dive in!

Reporting and Customisation Enhancements

There are 4 new reports available in reporting - now, you can access the Job Status Report, Staff Allocation Report, Productivity Report, and the KPI Dashboard under the reporting tab. Plus, there’s a new feature that lets you configure custom reports to dynamically filter by the active staff member who is viewing the report. And coming soon, you’ll be able to save your dynamic filter combinations as filter views to easily switch between these and make your reporting even easier!

In addition, you can now customise the columns in Job Manager to better suit your needs. Just click the cog icon in the top right corner, select the fields you want to see, and your settings will be saved for next time. You will see this feature rolling out to other listings throughout the product in the coming weeks.

Improved Features

We’ve made some updates to custom print templates to support more special characters so your documents print as expected.

For admins, there’s now a new data export tab that lets you easily export account data, CSVs, and uploaded documents. Sharing these within your organisation has never been simpler.

Enhanced HubSpot Integration

For those using our HubSpot integration, we’ve got some great news. You can now select specific job templates when creating jobs from HubSpot deals and you can now select multiple deal stages/pipelines to trigger the creation of a new WorkflowMAX job. This makes the transition from managing deals in HubSpot to executing projects in WorkflowMAX super smooth.

Global Search and Communication Improvements

Our Global Search feature is now even better. It supports partial matching, so you don’t need to type the exact job name to find what you’re looking for. Just type part of the name, and it’ll come right up.

We’ve also added the ability to include notes in purchase orders and store emails sent via Collaboration Manager. This means all your related communication is easy to find and organised.

Lead Management

In Lead Manager, you can now view lead activities in a slide-out pane by clicking the date header. The team is working on some exciting updates to make it even easier for you to see and manage your activities. Plus, we’ve enhanced support for locking submitted timesheets based on your feedback.

Beta Features and Upcoming Releases

There are several exciting features available in our beta program, including the HubSpot integration and our new scheduling tool. If you’re interested, you can request access through support by hitting the blue 'Contact Us' button in your account.

Looking ahead, we have some cool features on the horizon like our new V2 API, invoicing by phase, better variation management and capacity planning. We’re truly excited about what’s coming next and can’t wait to share these updates with you over the next few months.

Check out our February Product Update Video

Don't forget to check out our release notes for the latest WorkflowMAX updates.

📣Have questions or feedback? Reach out via support- we’d love to hear from you.

Or visit our Features Requests hubto vote or add in ideas for development. This is your product!

As always, we love hearing from you and are here to help you get the most out of WorkflowMAX. That’s all for this month. Thank you for your continued support and feedback. Stay productive and happy managing!

At WorkflowMAX, we believe that business success and community well-being go hand in hand. Our commitment to making a positive impact extends beyond our job management software. As part of the BlueRockfamily, we are proud to support and champion causes that resonate deeply with our core values and community pillars. Today, I’m excited to share how WorkflowMAX stands behind the Be BlueRock Foundation in supporting three critical areas: Conservation & the Environment 🌍, Youth Mental Health 🧠, and Financial Literacy for Vulnerable Cohorts, including people experiencing family violence or homelessness📚.

Conservation & The Environment 🌍

Our planet is our home, isn't it? It's so important that we all do our part to protect it. At WorkflowMAX, environmental conservation isn't just a nice-to-have, it's our duty. By backing initiatives aimed at preserving our natural habitats, reducing carbon footprints, and promoting sustainable practices, we aim to leave a greener, healthier world for generations to come.

Through the Be BlueRock Foundation, we proudly support efforts focused on conservation projects. Climate change is one of the greatest challenges of our time, and its impact is evident in Australia, from coral bleaching on the Great Barrier Reef to devastating floods and bushfires.

We chose to support initiatives that empower Australians to save wildlife and reverse climate change. These innovative efforts allow everyone to get involved and make a difference, leading to enhanced biodiversity and a more resilient environment.

Youth Mental Health 🧠 

The mental well-being of our youth is so critical for our society. We know that young people today face so many challenges, from academic pressures to the stress of social media. Supporting youth mental health isn't just about providing aid, it's about creating an environment where young minds can truly thrive.

As one of the Be BlueRock Foundation’s key cause areas, we are dedicated to championing youth mental health through our corporate giving and fundraising efforts. Be BlueRock Foundation actively collaborates with a range of organisations that provide vital assistance to young individuals and families affected by mental health challenges. By supporting these initiatives, we’re committed to making sure young people in our communities receive the care and support they need. This includes access to counselling services, mental health workshops, and raising awareness about mental health and the importance of early intervention. Our support for these programs ensures that young people not only receive help but also thrive.

Financial Literacy for Vulnerable Cohorts, including people experiencing family violence or homelessness 📚

Financial literacy is such an important skill, especially for those in vulnerable situations like individuals experiencing family violence or homelessness. At WorkflowMAX, we believe everyone deserves the knowledge and tools to achieve financial independence and stability.

The Be BlueRock Foundation advocates for programs that empower vulnerable groups with critical financial skills. These initiatives cover essential areas like budgeting, saving, and financial planning, offering a route out of uncertainty and towards self-sufficiency. By backing these initiatives, we strive to break the cycle of financial hardship, foster economic empowerment, and ultimately enhance life satisfaction.

Addressing Homelessness and Family Violence 

People facing family violence or homelessness often deal with layers of complexity in their financial situations. The Be BlueRock Foundation is committed to supporting financial literacy programs aimed at these vulnerable groups. By participating in various tailored initiatives, individuals can learn essential skills to navigate their unique financial circumstances, helping them regain control and build a brighter future.

Bridging Our Efforts with Community Development 

Our support for these causes is tightly woven with WorkflowMAX’s community pillars: innovation, inclusivity, and sustainability.

• Innovation: We’re always looking for new ways to help our customers and community. Whether it’s through cutting-edge environmental technologies or innovative mental health resources, innovation is at our core.

• Inclusivity: We believe in a world where everyone has the opportunity to succeed. By promoting financial literacy among vulnerable populations, we strive to make society more inclusive.

• Sustainability: It’s not just about being green; it’s about making choices that benefit future generations. Our commitment to environmental conservation ensures that our actions today won’t harm tomorrow.

At WorkflowMAX, we don't just see these efforts as philanthropy; we see them as fundamental to who we are and the kind of society we wish to build. By investing in these vital causes through the Be BlueRock Foundation, we're reaffirming our dedication to community growth and well-being.

Together, we can make a significant difference. Thank you for being a part of our journey towards a brighter, more equitable future.

We’ve been busy building new features and enhancements to make WorkflowMAX  even better for your business. From smarter scheduling and custom notifications to a game-changing SuiteFiles integration, these updates are designed to help you work smarter, get paid faster, and stay on top of every job.

Let’s dive in 💚

📌 New ‘Dashboard Widget’ - Stay on top of key milestones

No more missed deadlines! Our new Milestone Widget displays upcoming and overdue job milestones front and center on your dashboard, so your team always knows what’s next. More widgets - like a calendar view- are on their way, giving you even more visibility into your work.

📋 Smarter ‘Invoicing & Permissions’ - Thanks to your feedback!

✔️ More control over invoices – Users who create invoices can now cancel them when needed.

✔️ Bulk delete draft invoices – Back by popular demand! Quickly clean up and manage invoices without the hassle.

These updates help keep your invoicing efficient, accurate, and frustration-free.

📂 Attach ‘Documents to Purchase Orders’

Keep everything in one place! You can now save supporting documents (like supplier invoices) directly to purchase orders, making it easier to track and reference essential files.

🗂️ ‘Dynamic Filtering’

We've added a new feature to Custom Reports to make filtering even easier. Now, you'll see a Filter button in the top right corner when viewing a report. Clicking it will slide out a panel showing the filters applied in step three.

📆 Plus, if you have the right permissions, you can adjust them on the spot. Need to tweak the date range or add a new filter, like job status? Just update the criteria, click Apply, and see the changes instantly, no need to jump back into the Report Builder.

📊 New ‘Standard Reports’ for deeper job and time insights

We’ve added three new standard reports to give you more clarity on your jobs and costs:

✅ Job Cost Report – Easily compare actual costs vs. budgeted costs.

✅ Hours Analysis Report – See exactly how productive your team’s time is.

✅ Lost Earnings Report – Track the recovery of your billable time.

These reports help you make informed decisions, improve efficiency, and maximise profitability.

🔔 New ‘Custom Notifications’ - Never miss a critical update again

Stay ahead of deadlines and billable hours with custom notifications tailored to your workflow!

✔️ Job & task-based alerts – Get notified before or when a job or task is due.

✔️ Time tracking alerts – Receive an alert when a % of a job or task’s estimated hours have been used, so you can avoid overruns and get paid for every hour worked.

✔️ Email & team notifications – Keep your team in the loop with alerts sent to individuals or entire teams.

These notifications help you manage work proactively, deliver on schedule and to budget.

🔗 ‘Xero Integration’ upgrades: Save time on payroll and invoicing

For New Zealand customers, you can now export timesheets directly to Xero Payroll -eliminating double handling! This feature is already live in Australia and coming to the UK soon. Find out more info here. 

🎯 More control over Xero syncing – Customise how tasks sync to Xero for granular control over invoice details. Look out for a tutorial in our Academy soon!

📁 SuiteFiles Integration: Smarter document management

Sync important files between WorkflowMAX and SharePoint via SuiteFiles - ensuring your team and clients always have access to the latest documents.

✨ Powerful collaboration features include:

✔️ Digital signing

✔️ PDF editing tools

✔️ Client portal & email management

Perfect for legal, architectural, creative, and engineering firms who have large document volume, looking to streamline document workflows.

📱 New ‘Mobile App’ update: Edit Jobs & Custom Fields while out on the go

Our latest mobile app update makes managing jobs easier when you’re on-site or on the move! Now, you can:

✔️ Edit job details

✔️ Update job status

✔️ Edit custom fields (e.g., client details, project notes)

Make sure to update your app today to access these improvements!

🎯 ‘Job Scheduling’ beta: Smarter planning & resource allocation

We’re rolling out a new job scheduling feature, which includes:

📅 A new Gantt chart view for better visibility over jobs, tasks, milestones and assignments.

📊 Pivot quickly to update schedules with drag and drop functionality. View your schedule by job or team/staff member.

This is just the beginning - even more scheduling and capacity planning enhancements to help you allocate resources efficiently and keep projects on track are coming soon!

🔥 Join our ‘Beta Programs’

Want early access to powerful new features? Register interest in our beta programs via Support.

💡 HubSpot beta – Seamlessly integrate WorkflowMAX with your HubSpot CRM.

📆 Job Scheduling beta – Plan projects with ease using our new scheduling tool.

🚀 Check out our Product Roadmap and watch ‘5 Minutes with Mac’

Curious about what’s coming next? Visit our roadmapto see what’s in development and share your feedback. Plus, don’t miss the latest 5 Minutes with Mac for a quick rundown of our progress.

🔹 These updates are designed to help you save time, improve efficiency, and get more out of WorkflowMAX. Try them out today and let us know what you think!Don't forget to check out our release notes for the latest WorkflowMAX updates.

📣 Have questions or feedback? Reach out via support- we’d love to hear from you.

Or visit our Features Requests hubto vote or add in ideas for development. This is your product!

The world of job management can be overwhelming at times. With the range of software options available, and the discussions that need to take place, making the best decision can be difficult for many business owners. In our opinion, one of the greatest challenges is that ‘job management’ is a very broad term.

That’s why it’s a good idea to split job management into two areas: Service-based job management and project-based job management. The business objectives of these two groups are fundamentally different, and the most important step is to determine which structure your business fits into. This article delves into the key differences between the two business structures.

Service-based: You manage many jobs and reduce non-billable downtime

Service businesses often have staff on the road and a high turnover of jobs within a day. These businesses include plumbers, electricians, PC repair, HVAC, cleaners, security, equipment hire, mechanics and home maintenance. You’re looking to easily track time and materials on the go, manage multiple jobs in a day, and schedule staff so that these jobs are delivered on time. You need to begin job management with a correct billable rate for your staff. This rate should be suitable for their skills and expertise level, and consistent with industry standards. The rate also has to cover labour costs, operating expenses and profit margin.

Once you’ve got your  rate correct, you need to make the most of billable time and ensure all billable work is invoiced and paid for based on this calculated hourly rate.

Project-based: You deliver a project within timeframes and within budget

The project-based business commits to deliver a project within budget. Project-based job management businesses include engineers, architects, consultants, IT project managers, creative agencies and those in the building and construction industry. You need to plan in advance, separating projects into stages with key milestones throughout. To meet these milestones, you use budgeting and forecasting tools to plan timeframes and costs by stage. You take on the risk because of the potential to reap the rewards if the project is delivered under budget.

The key requirements for a project-based business are to measure against previous projects to be sure the quoted rate is accurate; track profitability throughout a project, with detailed reporting at each stage; set key dates and milestones, plan your resourcing, assigning staff and setting timelines to deliver specific outcomes.

Why considering your business type is important

Once you understand the broad job management category that your business fits into, you and your decision-makers can narrow your search, rather than feel overwhelmed by the vast array of options on the market. This in turn will help you ask the key questions to get the best results for your business.

• Service-based job management software examples include: Tradify, Geo-Op, Fergus, SimPro, Service M8, SmartTrade
• Project-based job management software examples include: WorkflowMAX, ProWorkflow, Tidybuild, Harvest, BuilderTrend, Microsoft Project

 The features to look for

Here’s a summary of the features to look for in service-based job management software and project-based software:

Service

• Easily manage lots of jobs in a single place
• Handle a high job turnover
• Have the ability to on-charge time and materials
• Reduce admin time
• Easily plan and adjust the daily schedule for all staff
• Create jobs, quotes and POs on the go
• Track all time under a single ‘labour’ task
• Easily link to supplier product lists
• Apply a standardised billable rate across many jobs
• Access geo-tracking and photos in the app
• 5 or 6 tabs per job (task/costs)

Project

• Easily track the profitability of each job against a quote
• Handle longer-term jobs lasting over two weeks
• Estimate costs, timeframes and deadlines (mostly fixed price)
• Back-cost time and materials against estimates (budgeting)
• Access all job information in a single place to improve job planning and budgeting
• Break down projects into stages to split time and costs into key deliverables
• Track time and costs at each stage to improve reporting by stage
• Customise jobs for different clients, categories, stages, and billable rates
• Longer term job scheduling across all staff and projects
  
  

Add WorkflowMAX to your research list

WorkflowMAX is built from the ground up for project-based businesses. In addition to the features above, you can track time eight different ways, invoice any way you want, report on performance and much more. Have a look at all the features and start a free trial to see how it fits your requirements.

Estimating labour costs is a critical part of project planning. In fact, it can be the difference between a successful project and a failed one. 

Whether you’re in architecture, creative services, consulting, or any other industry, underestimating project costs can result in cost overruns, eroded profit margins, overworked staff and unhappy clients. Labour is often your biggest cost, so it’s one of the most important parts of any project estimate to get right. 

Since you’re dealing with employee time, fluctuating productivity levels and various project uncertainties, it’s difficult to estimate labour costs precisely. However, being armed with precise job quoting software, and spending the time up front to be as accurate as possible, will help you to stay on budget and hit your profitability goals.

We’ve outlined three tips to help you estimate your labour costs so you can increase accuracy with each project you work on.

Top 3 ways to estimate project labour costs with precision

1. Look at historical job data 

Reviewing past projects is one of the best ways to estimate future work. It helps you see how well you could deliver work according to previous estimations, evaluate employee productivity and assess overall job performance. 

Using a centralised job management system to track time and costs, and generate reports, makes it easier to drill down into the data and get the most valuable insights to inform future estimates. Review data from previous similar jobs to understand the following:

Estimated vs. actual costs

Understand how your actual recorded time and costs compare with your estimated values, and evaluate how any variance might be avoided for your next job.

WIP write-off

Write-off represents the amount of billable time recorded on a job that you weren’t able to charge to your customer (billable WIP minus invoiced amount). Ideally, you’re not writing off any costs, and you’re charging your clients for all of the work you put into the project. Analysing write-offs can give you insight into why you’ve underestimated projects in the past and consider how to adjust estimates for the future.

Ask yourself questions such as:

• Does our team need more training?
• Do we need to price these services differently?
• Do we need to stop offering this service because we can’t do it economically?

Recoverability

Recoverability is the opposite of a write-off – it represents the amount of billable time you invoice to a client. Ideally, recoverability should be at 100% for each project. Recoverability can be an indication of employee performance and their ability to complete work according to projections.

Profit margin

Profit margin is the difference between your invoiced and actual costs (invoiced amount minus actual costs). While it’s certainly important to understand how profitable your jobs are, profit margin isn’t the best indicator of a job being estimated accurately. A job can have a high write-off rate, yet still be profitable. Profitability on jobs can also be subjective based on how businesses represent their labour costs.  

2. Ensure your staff base rates are accurate 

Staff base rates reflect how much it costs to employ a staff member for one hour of work. When you’re estimating, it’s important that the rate you use to calculate labour reflects the true cost of employing each staff member, not just their hourly wage. 

Indirect costs associated with employing staff (also known as labour burden) can have a significant impact on the overall cost to deliver a job and job profitability. To determine the true cost of employing a staff member, add allowances for holiday pay, superannuation, sick leave and other types of overhead to their salary.

There’s no one ‘right’ way to calculate staff base rate – what you choose to include in your employees’ base rate will depend on the type of indirect costs you incur related to your employees (such as benefits, office space and travel) and region-specific costs, such as taxes and contributions.

As a general guide, use the formula below to calculate staff base rate for your employees:

Staff base rate formula

Annual employee labour cost in wages (without taxes or overhead)

Hourly wage x hours worked per year
(excluding vacation, sick days and statutory holidays)
+
Annual overhead per employee
Total overhead + number of employees
+
Annual taxes per employee
÷
Annual hours worked for each employee
Hours worked per week x weeks worked per year
=
The final figure represents an estimation of the true cost of employing a specific staff member per hour of labour.

3. Get the right people involved 

When calculating labour for a cost estimate, it’s important that you understand the specific tasks that are required, how much time you need to allocate to each task, and how much it costs your business to deliver each hour of work. 

Many different people with varied expertise are typically involved in delivering one project – such as business development or account managers, project managers, specialists who are hands-on in the project, and the director or business owner. 

When you’re building out your estimate, include people from all stages of the project lifecycle to make sure you fully understand details, risks and dependencies that could impact labour costs. 

Wrapping up

There’s a lot that goes into creating an accurate cost estimate – from defining project scope, to using the right technology, and more. Plus, it’s important to figure out which estimating practices work best for your business.

Take a closer look at our estimating and quoting feature and see how it can help your business to make the most accurate quotes for your jobs going forward – saving you time and money.

Whether your agency is producing a website, app, brand identity, social or content campaign, or anything else, taking the time to establish a creative brief will result in a better managed project and better end result for your client.

A good creative brief should be collaboration between agency and client. Sitting down to a face-to-face meeting is useful, but the act of committing the brief to paper solidifies the ideas already presented and provides a framework for the project. A brief can be as open or as rigid as both parties are comfortable with, as long as it outlines parameters within which the agency has full creative jurisdiction.

The smaller the brief, the bigger the ideas – a short, 1-2 page brief will give your creative team the freedom to explore new concepts while still remaining within the bounds of the project.

The brief should encompass these sections

• Project summary
• Target audience
• Communication strategy
• Objective
• Competitive positioning
• Project specifics
• Any additional information or evidence

Basically, what is the project and why does it need to be done? What are the project's goals? What are the company's goals? You should include background information here like company history, branding info, and their place within the industry.

Target audience

This section involves a detailed profile of the target audience. If you have customer personas and demographic information, here is where you include them. If you don’t, profile a customer or invent a customer personality and give them all the common characteristic customer quirks.

Questions to ask: 

• Who is your customer?
• What age/sex/marital status/income bracket/cultural group are they?
• What do they do?
• What are they interested in?
• What technology and media do they use? 
• What are the pain points in relation to your product or service?
• How does your product meet those pain points for them?
• How often do they need your product/service?

Communication strategy

The communication strategy explains how you're going to get the client's message to their customers. It could be a website, print material, a marketing campaign – this will depend on the type of work your agency does.
In this section, you will examine the message you're trying to convey to the audience – get the client to brainstorm words relating to their message – reliable, cool, secure, efficient.

Objective

What are you trying to achieve with this project? How are you going to measure its effectiveness? Does your agency already have processes in place to measure a campaign's performance? Are these the client's responsibility?

Competitive Positioning

This section deals with the competition, and what they're doing. Identify the main competitors. How does the company compare? What sets them apart? How will the project take advantage of the company's strengths in the marketplace?

Project Specifics

In this section, you lay out the specific deliverables of the project – the format, scale, size, etc. What exactly is your agency going to do for the client? You should include past work for reference as well as the budget and timeframe.

Tips for a successful creative brief

An effective creative brief lets an agency start work on a client project with clear parameters within which to work their creative magic. The process of writing the brief also helps the client to solidify exactly what they want done and the results they want to see. The simpler the process of formulating the creative brief, the easier it is for you to do your job.

• Keep your brief simple – don't use lots of jargon. Both your client and your creative team need the brief to be clear and concise.
• Work with the client – use their input to generate the brief – don't just write it and get them to approve it. The process of writing the creative brief helps to client to solidify their own ideas.
• Refer to the brief – when you've created the brief, it should be the central focus of the project. Don't just toss it aside and do your own thing – a good brief enables your team to be creative within certain parameters.
• Control the strategy, and give the creative freedom – not the other way around!
• Think long term – help the client to understand how their project has to impact their long-term business goals.
• Keep it simple!I can't stress this enough. Focus on a single, simple brand message and how to get that message across in an effective way.

An effective creative brief lets an agency start work on a client project with clear parameters within which to work their creative magic. The process of writing the brief also helps the client to solidify exactly what they want done and the results they want to see. The simpler the process of formulating the creative brief, the easier it is for you to do your job.

Want to learn how WorkflowMAX can help you with this?

Start a free 14-day trial.