WorkflowMAX Blog

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.

Have you ever wondered how they do it? The entrepreneurs, the CEOs, the athletes and rockstars? How they turn up to work every day with boundless energy, infectious enthusiasm and a burning desire to succeed?

In this article we’re delving into the secrets of highly productive people. The ones who skyrocket up the career ladder without a wasted second, and never fall victim to productivity traps.

1. They don’t multitask

Research has shown that multitasking slows you down. You might think you’re getting more done, but jumping between jobs actually hinders your cognitive processing. The most productive people spend several hours on a single task which lets them to get into a deep state of mental concentration, producing the best possible results.

2. They close their inbox

Email, Teams and Slack are wonderful tools but they can also be your biggest distraction. The most efficient workers delegate fixed times for checking and replying to messages. I find the best time for answering is between 9.30 and 10am, with another session at 4pm. Spend the rest of the day with your inbox and apps closed and out of sight – you’ll be amazed at how much more you get done.

3. They eliminate distractions

Highly productive people know the danger of unwanted distractions, and take decisive steps to shut them out. If you’re seated in a noisy environment don’t be afraid to wear headphones, or move away from that gossipy co-worker. Minimise distractions on your screen by closing browser tabs. And above all, put your phone out of sight! 

4. They’re not deterred by failure

"Inaction breeds doubt and fear. Action breeds confidence and courage. If you want to conquer fear, do not sit home and think about it. Go out and get busy." Dale Carnegie

The most productive people aren’t afraid of making mistakes. They take action without over-analysing the consequences, and treat each failure as an opportunity for improvement. Taking risks is essential if you want to evolve into a productive, efficient and confident worker. 

5. They take small steps

The beginning of a huge project always feels like the best time to clean out your desk, organise your photo library or make origami out of post-it notes. The bigger the project is, the more we procrastinate. That’s why the smartest workers break monster jobs down into small, achievable steps. Having a comprehensive list to power through does wonders for your motivation. 

6. They start the day early

When you’re awake and energised before the rest of the world you have more alone time to prepare for the day. It’s a few extra hours before emails start coming in, before your phone starts buzzing, before you have to deal with clients. Make the most of this golden time. 

7. They ‘eat the frog’ 

'Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day.'  Mark Twain

Highly productive people ‘eat the frog’ first thing in the morning. This means doing your most difficult or frustrating task first, a theory made popular by motivational expert Brian Tracy in his book Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time. By crossing off the worst thing on your list, the rest of the day will flow easily in comparison. And the hardest jobs never get pushed into tomorrow.

8. They reward themselves 

Like any other muscle in your body, the brain can be trained. Rewarding yourself for completing work creates a positive mental cycle. You finish something, get the reward, and feel more inclined to do the next task. One of the most important habits of productive people is treating themselves as they reach milestones, and celebrating success with their team. 

9. They eat smart

Regular, healthy eating is one of the crucial habits of productive people. Include food that helps boost brain function. Choose your nutrients wisely, and avoid sugary snacks that make you crash. Don’t skip meals, no matter how busy you are – it will make you fatigued, foggy minded and irritable.

10. They plan the night before

Do you ever lie awake at night feeling anxious about tomorrow’s workload? Life can feel overwhelming when you have a chaotic day ahead. The most efficient workers plan their morning schedule the night before, which helps to alleviate anxiety and uncertainty. Setting aside just 20 minutes to write a morning plan can save you a whole night of tossing and turning, and you can start being productive the second you wake up. 

11. They use productivity apps 

You wouldn’t turn up to a gym without gear, so why tackle your office workload without the best tools? There are hundreds of brilliant apps available to dramatically boost your productivity. Build yourself an arsenal of technology and get an instant advantage over your less cutting-edge competitors. 

12. They exercise

Highly productive people hit the ground running – literally! Science has shown that regular exercise helps keep your brain in tip-top shape. It also lowers stress and improves your mood, making you happier at work and at home.

13. They delegate wisely

“If you want to work 160 hours a week, don’t delegate. But you are going to crash and burn.” John Baldoni, business consultant

The most productive people don’t carry the weight of their entire business on their shoulders. If there’s someone better suited to a job, they’ll delegate it. Smart task delegation not only helps you stay focused on the big picture, it builds the confidence and skills of those around you. 

14. They learn to say ‘no’

Truly productive people don’t feel awkward about saying no. They understand the value of their own time and view it as a precious resource. This doesn’t mean you have to be rude or dismissive – simply explain your situation, offer an alternative avenue of help, or empower the person with the right advice so they can do it themselves.

15. They know the best shortcuts

The most efficient workers never feel guilty about taking shortcuts – and neither should you. If it doesn’t harm the outcome of your project, there’s absolutely no shame in taking the easy route. Your time is a valuable and non-refundable asset... treat it that way.

16. They use automation

Automation can save you countless hours – especially when it comes to managing your projects and team. WorkflowMAX  lets you look after jobs at the office or remotely. And you can do it all – quote, schedule, invoice, report on profit and productivity. It can save time for you and everyone in your company on a daily basis.

17. They weed out non-important tasks

Learning to recognise non-essential tasks is a crucial skill for an effective worker. If your day contains pointless bits of administration and bureaucracy, weed them out. Do you really need that 30 minute catch-up meeting? Cancel it, or reduce it to a 10 minute standing chat. It’s amazing how often we commit to time-wasting activities simply out of habit. Don’t be afraid to break the mould. 

18. They set clearly defined goals 

One of the most crucial habits of productive people is goal setting. If you don’t set goals you’ll fall into the trap of being ‘busy’ for the sake of it, without making meaningful progress. Set SMART goals (Specific, Measurable, Attainable, Relevant and Time-based) for your business, and display them somewhere visible. Keep your eye on the prize – every step you take should build towards these objectives.

19. They know their best environment

The right work environment is different for everyone. Highly productive people know where they work best – whether it’s the office, the park, a coffee shop or at home. 

20. They use music strategically

Listening to music is one of the lesser known habits of productive people. The right playlists can dramatically improve mood, focus and concentration – especially when matched to your type of work. If music doesn’t help you focus, try ambient sound. There are loads of workplace and focus playlists on Spotify and Apple Music.

21. They rest their eyes

Productive people know the dangers of eye strain. Make sure you take 5-10 minute breaks for every 60 minutes of work. Resting your eyes is crucial for productivity – especially if you’re spending eight hours a day (or more) staring at a screen. Failing to take breaks can lead to dry eyes, mental fatigue, headaches and even migraines. 

22.  They have tidy desks

A cluttered desk creates a cluttered mind. It’s hard to work productively when you’re surrounded by mess. Efficient people work in minimalist environments. Avoid mountains of paperwork by doing crucial tasks like invoicing and timesheets online, and if you do end up with piles of junk, make sure you do a daily clear out.

23. They know when and where to take a break

Even the most super-human high performers know when to take a break. It’s actually a crucial part of their success. Just like your body needs a chance to recuperate after working out, so does your brain. Avoid the computer screen during your lunch break. Take time for some quick exercise or meditation and get outdoors if possible. This helps you return to work mentally refreshed, with a renewed sense of purpose. 

24. They seek out advice

As an entrepreneur, business owner or manager, you’re pretty good at doing things on your own. But even you need help sometimes. Surround yourself with people who have different strengths and outlooks, and never be afraid to ask for help. It builds trust and helps you form healthy relationships. You’ll always have the chance to return the favour.

25. They love what they do 

All the productivity tricks in the world are no good if you hate your job. The most productive people are those who are passionate about their work, and feel truly driven to achieve their goals. If you’re not excited about the business you’re in, it’s time to ask some big questions and re-evaluate your situation. Successful business owners always have a purpose – one that sets a fire in their belly. Find yours.

Are you tired of the guesswork involved in providing accurate quotes and estimates for your projects? Do you wish there was a more reliable way to forecast costs and timelines? Look no further.

In this guide, we'll delve into how to use historical data and benchmarking to revolutionise your approach to project estimation.

From construction projects to software development and everything in between, harnessing insights from benchmarking and historical data can lead to more accurate quotes, happier clients, and increased profitability. 

Understanding historical data and benchmarking 

Historical data refers to information collected from past projects or experiences. It encompasses a wide range of data points, including project timelines, costs, resources used, challenges encountered, and outcomes achieved. By analysing historical data, businesses can gain valuable insights into the factors that influence project success and failure.

Benchmarking, on the other hand, involves comparing your business’s performance metrics against industry standards or competitors. It provides a point of reference for evaluating your performance and identifying areas for improvement.

Types of benchmarking include internal benchmarking, wherein you compare performance metrics across different departments or divisions within your business, competitive benchmarking, wherein you analyse your performance relative to your competitors, and functional benchmarking, wherein you evaluate specific functions or processes against industry best practices.

Why leverage historical and benchmarking data? 

Why should you care about historical and benchmarking data? Simply put, it helps you avoid the pitfalls of guesswork. Imagine trying to hit a target with a blindfold on. That's what estimating without data is like. Historical and benchmarking data fives you a clearer view of what's achievable based on past experiences and what others are doing. Make the most of your historical and benchmarking data to:

• Improve accuracy: By examining past projects similar in scope and scale, you can make more informed decisions about resource allocation, timelines, and costs.

• Mitigate risks: Identifying patterns of risk and failure from historical data allows you to proactively mitigate potential issues before they escalate. 

• Enhance efficiency: Learning from past successes and mistakes enables teams to streamline processes and optimise workflows, leading to greater efficiency and productivity. 

• Identify strengths and weaknesses: Benchmarking helps pinpoint areas where your business excels and areas that require improvement. 

• Set realistic goals: By understanding industry standards, you can set achievable goals.
• Drive continuous improvement: Regular benchmarking encourages a culture of continuous improvement within your business, fostering innovation and growth. 

How to create a culture that values data 

Common challenges to leveraging historical data and benchmarking include data gaps, outdated information, and resistance to change. Address these by maintaining a robust data collection system and regularly updating your data.

You can make the most of reporting tools that enables you to track your costs, time, and resources, and gives you real-time insight into your productivity, performance and profitability metrics. So when it comes time to estimating a new project, you have the data at hand. 

Integrating historical and benchmarking data into project estimation 

Now that we've explored the significance of historical data and benchmarking, let's discuss how to incorporate these insights into your project estimation process.

Combining historical data with benchmarking can supercharge your estimating process. Use historical data to establish a baseline and then apply benchmarking to refine your estimates. This approach ensures your quotes are grounded in reality and aligned with industry standards.

Here’s how to do this step-by-step:

1. Collect the data

Start by gathering relevant historical data from past projects. This may include project plans, budgets, timelines, and post-mortem analyses.

2. Analyse and interpret the data

Analyse the data to identify trends, patterns, and key metrics. Look for commonalities among successful projects and areas of improvement in failed ones.

3. Benchmark your performance

Compare your business’s performance metrics against industry benchmarks and competitors. Identify performance gaps and areas where you can strive for excellence. Set realistic goals based on your analysis.

4. Assess risk

Use historical data to assess potential risks and uncertainties associated with the project. Develop mitigation strategies to address these risks proactively.

5. Create your estimation model

Leverage the data and insights from the previous steps to create your estimation model. Break down the project into smaller tasks and estimate each one individually, using the data you’ve collected and analysed to predict the resources, time and costs required to complete the project. 

6. Refine and adjust

Continuously refine your estimation models based on new data and insights. Incorporate lessons learned from past projects to improve the accuracy of future estimates.

What’s next? 

Leveraging historical data and benchmarking can significantly enhance the accuracy and reliability of your project quotes and estimates. By learning from past experiences and industry standards, you can make more informed decisions in your project estimation process.

WorkflowMAX’s reporting tools give you insight into key metrics, such as cost data, time data, performance data, and resource data, to help you make precise project estimates.

Sign up for a free trial to see how WorkflowMAX can help streamline your business.

FAQs

1. What is the primary benefit of using historical data for quotes and estimates?

Using historical data allows project managers to make informed decisions based on past experiences, reducing the risk of inaccuracies. 

1. How does benchmarking improve project estimates?

Benchmarking compares your project's performance against industry standards, providing a realistic framework for more accurate estimates. 

1. What types of historical data are most useful for project estimates?

Cost data, time data, performance data, and resource data are all crucial for making precise project estimates. 

1. What are the common challenges when using historical data and benchmarking?

Challenges include data gaps, outdated information, and resistance to change. These can be mitigated by maintaining a robust data collection system and fostering a data-driven culture. 

Why should you standardise your job management processes?

While every client and their objectives are unique, standardising the way you approach each project helps you increase efficiency and ultimately produce better results. Service businesses are most efficient when they complete a standard set of activities to deliver a project for a client.

What is process standardisation?

To standardise your processes, you need to establish a set of rules and methodologies for your business tasks (or sequence of tasks). 

This process often starts with documenting the way you’re currently doing things (using checklists, spreadsheets or workflow diagrams) to identify redundancies or highly manual activities that could be improved with technology or process changes. 

Clearly outlining the steps to complete a task, who should be involved, and when they should be completed can help your team produce reliable results, compare performance against previous jobs and accurately predict future outcomes.

Why should service businesses standardise their processes?

Standardising your job management processes (everything from how your team submits timesheets to how you invoice clients) can unlock several benefits for your business. We’ve listed a few reasons why your business should apply standardisation to your workflow below.

1. Your team can complete work more efficiently

When processes are clearly defined, your team knows exactly what to do and when to do it. Instead of wasting time trying to figure out the best way to carry out a task or rely on others for instructions, staff are empowered to deliver work efficiently and independently.

In addition, documenting your workflows can highlight inefficient processes (and then help you understand how to introduce more efficient systems).

2. You can produce more reliable results for your clients

Standardisation helps your team execute tasks consistently over time, which helps you accurately estimate and deliver on a job. With increased clarity, staff will make fewer mistakes and avoid unnecessary project setbacks, allowing you to keep projects running smoothly and progressing on schedule. 

As a result, clients know they can expect the same high-quality end product, every time, and develop trust in your firm.

3. You have a better ability to plan for the future

Standardised processes set the foundation for better performance and productivity reporting. When tasks are consistently completed the same way, you can more reliably compare results from one job to another, understand your benchmarks, and apply that insight to predict future performance.

For example, when you’re planning for an upcoming job, you can use insights from previous tasks of similar jobs to answer questions like: 

Can I offer a discount to a client while maintaining our target profit margins?

Do I need to make adjustments to our cost estimation based on the last project’s actual costs?

Do I need to hire additional resources to take on a project of this scale or will my team have the capacity to handle this work?

4. You have a better understanding of how to make the most of technology 

Technology is key to making your job management process more efficient (especially cloud-based tools, which are essential for working remotely). However, it’s most helpful if you’ve carefully mapped out your processes and understand the specific inefficiencies you’re trying to resolve. 

For example, if you’ve identified that one of your staff members spends one week each month processing timesheets to invoice clients, you can look for a better time tracking solution that could help automate this process and save your team a significant amount of time. 

5. You create an optimisation mindset for your whole team

When you apply systematic thinking to your job management cycle, you’ll find that increased project efficiency is just the beginning. Using technology, standardising and customising your processes will influence the way that your team thinks about business improvement as a whole. 

Glennis Stuckey an WorkflowMAX implementation partner, has experienced this shift with clients first-hand: “Moving to a project and job management software like WorkflowMAX, changes our clients’ processes and mindset. When they’re collecting weekly time sheets, generating weekly reports, and accurately seeing how the business is doing on a regular basis, they want to improve and do what they can to make the numbers look better.”

Let's face it, things don't always go exactly according to plan in the world of job management. A client might request a new feature, unexpected hurdles arise, or job requirements evolve. While these changes are a normal part of the job, unmanaged changes can morph into a monstrous beast we call scope creep.

While scope creep has a habit of getting emotional (after all, no one likes to “work for free”), the simple fact is life happens, and scopes change. The key to staying sane is not to avoid change altogether, but rather, to make sure you have a clearly defined process to capture change and its impact to your business and customer.

What is scope creep?

Change is inevitable. When handled properly, workflows can beadapted in a controlled and efficient manner to keep projects on track. Scope creep, on the other hand, is uncontrolled growth in the job's scope. It happens when changes occur without a clear process for evaluating their impact on deadlines, budgets, resources and, ultimately, profit margins.

What is scope change in project management? 

Here are some classic culprits that can contribute to scope creep in projects:

• Unclear job briefs: If the initial client brief is ambiguous, it leaves room for misinterpretations and additional requests down the line. 
• Poor communication: Lack of clear communication between team members and clients can lead to misunderstandings and unmet expectations. 
• Client change requests: Clients may request new features or revisions as the job progresses.
• Unforeseen challenges: Unexpected obstacles can necessitate changes to the job's scope.

The key to managing scope change: Proactive communication and clear processes 

The good news is that scope creep can be controlled when it is managed effectively. Here are some key strategies: 

Clearly defining the scope and project plan

Start every job with a well-defined scope of work that outlines the deliverables, timelines, and budget. 

Maintaining open communication with clients

Discuss any potential changes early on and get their written approval before proceeding. 

Establishing a change control process

Establish a formal process for handling change requests. Under tight deadlines, it can be all too tempting to skip the formal change request process, but tracking and reporting on scope change is critical to maintain control over the project and protect your GP. Keeping track of scope changes keeps everyone informed of adjustments to deliverables, timelines, or costs. Ultimately, it’s about keeping an eye on the impact of changes to your bottom line. 

Close monitoring of project progress

Regular monitoring and evaluation of project progress are essential for detecting scope creep. Tracking project progress against predefined milestones enables you to identify deviations from the original project plan and assess the impact of scope changes on your project timeline and budget. Comprehensive reporting on scope changes can also be invaluable for future projects, helping your team learn from past experiences and avoid similar issues in the future. 

Here's how WorkflowMAX helps you manage changes effectively

WorkflowMAX provides features like work in progress manager and client portals to facilitate clear communication and keep everyone on the same page. Features like the collaboration manager and quoting and estimatingtools help you keep track of changes, ensure everyone is aware of updates, and maintain a clear audit trail for reference. 

Here’s how WorkflowMAX can help you stay on top of scope creep:

1. Version control: Track changes made to the job scope with version control. This allows you to see exactly how the scope has evolved over time and revert to previous versions if necessary.
2. Real-time communication: Our client manager portal facilitates seamless communication with clients. Share updates, discuss changes, and get approvals electronically, ensuring everyone is on the same page and you can keep your jobs on track.
3. Automated workflows: Define automated workflows to streamline your change management process. For example, you can set up an automated notification system that alerts relevant team members whenever a change request is submitted.
4. Reporting: When was the last time you looked at your quotes and how that translates to actuals? Is your service delivery effective? Are your clients the right kind of clients? WorkflowMAX enables you to review your quotes versus actuals to help refine future project estimates. By understanding where and why actuals deviate from quotes, you can improve your estimation processes and avoid scope creep in future projects.

By following these strategies and leveraging the power of WorkflowMAX, you can transform yourself from a scope creep victim into a scope change management superhero! Sign up for a free trial of WorkflowMAX today and experience the power of effective job management! 

Finding the right balance between competitive pricing and profitability can be a real challenge. How do you set prices that attract customers while still ensuring your business thrives?Set your prices too high, and you risk alienating customers; set them too low, and you jeopardise your bottom line. In this guide,we'llwalk you through the essentials of competitive pricing to help you make informed decisions that will attract customers and sustain your business.

What is competitive pricing? 

Competitive pricing is the process of setting the price of your product or services based on what your competitors are charging, rather than their cost.It’s a pricing strategy that ensures you stay attractive to potential customers while maintaining a healthy profit margin.It’s a great strategy for attracting more customers and increasing market share, especially in highly competitive markets.

Is competitive pricing a good strategy? 

Competitive pricing is an effective strategy for businesses that want to attract customers and increase market share. Other benefits include: 

• Enhancing customer loyalty: Consistently offering competitive prices helps you build loyalty among your customers 

• Improving profit margins: While competitive pricing often involves lowering prices, it can also involve identifying opportunities to charge higher prices if justified. 

• Flexibility in pricing Competitive pricing strategies offer flexibility to adjust prices in response to market changes, competitor actions, and consumer demand. This enables you to remain competitive and responsive in changing markets. 
  

Challenges of implementing a competitive pricing strategy 

Before you embark on a competitive pricing strategy, it’s important to be aware of some of the challenges.

It requires extensive market research 

To be successful, you must continuously monitor competitor prices, market trends, and consumer behaviour and preferences. You’ll need the time, people, tools and processes to gather and analyse market data and competitor pricing data accurately. 

You risk starting a price war 

Engaging in aggressive price competition can lead to price wars, where you and your competitors continuously lower prices to outdo each other. This could harm the long-term sustainability of your business. 

It might damage your brand’s reputation 

Frequent price changes can affect brand perception. Customers might perceive your brand as cheap or inconsistent. 

How to set competitive prices that don’t jeopardise profitability 

Competitive pricing is a strategic approach that requires thorough research and understanding of your market. Follow the steps below to establish a competitive price for your services. 

1. Understand the market and your customers

Market research is the foundation of a competitive pricing strategy. Before you can set competitive prices, you need to understand what’s going on in the market, who your customers are, and what their preferences are. Understanding these factors will help you tailor your pricing strategy to meet market demands. For example, understanding your customers' price sensitivity and preferences can help you align your pricing with customer expectations. 

2. Analyse your competitors

After you’ve got a good gauge of the market and your customers, you need to figure out what your competitors are doing. Start by identifying your main competitors and analysing their pricing strategies. Look at their service offerings, price points, and any additional value they provide. This analysis will give you a benchmark for setting your own prices. Here's a handy template that will help you to 

3. Determine your costs

Understanding your costs is crucial for setting a competitive price. Calculate your fixed and variable costs, including labour, materials, and overheads. This will help you determine the minimum price you need to charge to cover your costs and make a profit. Be warned that embarking on a competitive pricing strategy can squeeze your profit margin. Make sure your business is in a position to absorb tighter margins.   

4. Choose your pricing objectives

This will depend on your business goals. Objectives can include maximising profits, increasing market share, or achieving a specific return on investment. Knowing this will help you choose the right pricing strategy. 

5. Set your pricing strategy

With a clear understanding of your costs and competitors' pricing, it's time to set your pricing strategy. There are 3 main types of competitive pricing: 

• Lower price strategy – you’re cheaper than the competition  
• Higher price strategy – you’re more expensive than the competition 
• Matched price strategy – you’re the same cost as the competition. In this case, you’d differentiate your product through other means, for example marketing.  

Within these 3 broad strategies, there are several specific strategies. Some of the most commonly used are: 

• Penetration pricing: Setting a low price to enter the market and attract customers quickly. 
• Economy pricing: Keeping prices low to attract cost-conscious customers. 
• Price skimming: introducing a product to the market at a high price, then lowering it over time. This strategy is used to attract early adopters who are willing to purchase at any cost, before broadening the customer base.  
• Premium pricing: Setting a high price to signal high quality and exclusivity. 
• Bundle pricing: Offering a set of services at a discounted rate compared to purchasing individually. 
• Price matching: Setting prices at or below those of competitors to remain competitive in the market. You’ll often see this strategy in large retail stores, where customers are encouraged to bring evidence of cheaper pricing, which the business will then match.  
• Penetration pricing: bringing a new product to market and offering it at a low price to attract customers, build brand awareness, and expand market share. 
• Loss leader pricing: Selling products and services with minimal profit (or at a loss) to attract customers. 
  Demand-based pricing: adjusting your prices in response to changes in demand and market conditions.

6. Test and adjust

It’s important that you test and adjust your prices and price strategy based on market feedback and performance. Continuously monitoring and refining your pricing strategy will ensure it remains effective, and that you can easily respond to changes in the market.  

You might consider gathering feedback on your pricing from your customers or experimenting with different prices through A/B testing.  Check out this article about how you might do A/B testing and HubSpot has some great resources including and A/B testing kit on this subject too.

What's next? 

Competitive pricing is an effective strategy for businesses looking to attract customers, increase market share, and achieve profitability. But it requires careful planning, execution, testing, and refinement. WorkflowMAX’s reporting tools giveyouinsights into key profitability metrics to help you test and refine your pricing strategy.

Sign up for a free trial to see howWorkflowMAXcan help streamline your business.

FAQs

1. What is the main goal of competitive pricing?

The main goal of competitive pricing is to attract customers by setting prices that are comparable to or better than those of your competitors, while still maintaining profitability.

2. How often should I review my pricing strategy?

Stay It's recommended to review your pricing strategy at least quarterly, but you should also be prepared to adjust prices in response to significant market changes or competitor actions. 

3. Can I use multiple pricing strategies for different services? 
Yes, you can use different pricing strategies for different services. This can help you cater to different customer segments and maximize your revenue.

4. How do I determine the value of my services?

Determine the value of your services by considering the benefits they provide, the quality of your offerings, and how they compare to competitors. Customer feedback and market research can also provide valuable insights.

5. What tools can help with competitive pricing?

There are various tools available, such as price-tracking software, competitor analysis tools, and market research platforms. These tools can provide data and insights to help you set and adjust your prices strategically.WorkflowMAX’s reporting features enable you to track profitability metrics to ensure you’re pricing strategy is effective. 

In today’s fast-paced business world, efficiency is everything. Whether you're managing a small business or advising clients on the best tools to streamline their operations, finding the right solutions to simplify complex tasks is crucial. At WorkflowMAX, we’re always looking for ways to help you streamline your business operations and make managing finances easier.

That’s why we’re thrilled to announce our new integration with Airwallex, a solution that will transform the way you handle payments, improve your cash flow, and save you time on invoicing and reconciliation.

But what exactly does this integration mean for your business, and how can it help you get paid faster and more efficiently? Let’s dive into the benefits! 

What Does the Integration Mean for You?

In short, the WorkflowMAX and Airwallex integration brings you a powerful combination of features that simplify the management of payments. With this integration, you can:

• Accept payments faster: No more waiting for payments to clear. With Airwallex, payments are processed instantly.
• Improve cash flow: Say goodbye to delayed payments and hello to faster transactions.
• Streamline your invoicing: You can now add a “Pay Now” button directly to your invoices, offering your clients multiple payment options like credit cards, debit cards, Apple Pay, Google Pay, and more—all within WorkflowMAX.
• Reconcile payments effortlessly: Payments and transaction details are automatically synced with your account, reducing the time spent manually reconciling records.

For Small and Medium Businesses: Getting Paid Faster, Growing Smarter

Managing cash flow is always a challenge, especially as your business grows. With the new Airwallex integration, you’ll be able to offer clients a variety of payment options, meaning you can get paid faster and improve your cash flow.

Plus, with real-time currency conversion and the ability to accept payments in multiple currencies, you can confidently expand your business internationally without worrying about sky-high fees or complicated payment processes. Whether you're working with local clients or managing global projects, this integration makes the payment process easier and faster.

For Project Managers: Streamline Invoicing, Focus on What Matters

For project managers, staying on top of finances is key to keeping things running smoothly. With this integration, your invoicing and payment processes just got a whole lot easier.

The automatic recorded feature means that payments and transaction details are updated instantly in WorkflowMAX, saving you the hassle of manual entry and reducing errors. Plus, with the ability to accept payments in foreign currencies, managing international projects becomes a breeze.

For Accountants and Finance Teams: Accuracy, Efficiency, and Time Savings

When it comes to handling finances, precision is everything. The WorkflowMAX and Airwallex integration makes it easy to record payments with just a click, keeping your financial records up to date without the need for manual tracking.

The best part? With automated syncing of transaction data from Airwallex into WorkflowMAX, you’ll spend less time on administrative tasks and more time on strategic financial planning. No more chasing down missing payments or manually matching transactions. Everything happens in real time and flows seamlessly into your accounting system, including popular tools like Xero.

For Operations Teams: Less Hassle, More Time to Focus

Keeping operations running smoothly is no easy feat, especially when you’re managing global payments. That’s where this integration shines. By reducing manual work and automating much of the payment reconciliation process, you’ll free up your team’s time to focus on optimising operations and driving value for your customers.

With real-time tracking of payments and cash flow, you’ll always have up-to-date financial data at your fingertips, making it easier to stay on top of your business and make informed decisions.

Why This Integration Matters

The WorkflowMAX and Airwallex integration isn’t just about making your life easier today—it’s about setting your business up for long-term success. By connecting the power of Airwallex with WorkflowMAX, we’re giving you a smarter, more efficient way to manage your global payments.

What makes this solution stand out? Compared to other payment providers, this integration offers premium features without the premium cost, making it the ideal choice for businesses looking to scale internationally without breaking the bank. You’ll enjoy faster payments, simplified reconciliations, and improved financial visibility—all in one platform.

Ready to Get Started?

The good news? You don’t have to wait to start benefiting from the WorkflowMAX and Airwallex integration. Simply visit our landing page to learn more or get started by hitting the button below.

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In the quest for business success, there's a common challenge: crafting quotes that not only attract clients but also guarantee profitability and sustainability. It's a puzzle many businesses grapple with. Thankfully, pricing strategies stand as reliable guides in navigating these complexities. Whether you're in consulting, creative, or any service industry, pricing plays a pivotal role. We delve into the depths of pricing strategies, to help you craft quotes that notonly win clients but also increase your profits.

Importance of strategic pricing in quote preparation 

Before delving into pricing strategies, it’s important to understand quotepreparation. A well-thought-out pricing strategy will consider costs, market dynamics, and competitive positioning. By strategically aligning your pricing with your business goals, you’ll have a higher chance of long-term success. 

Costs

A thorough understanding of your cost structure is at the heart of every pricingstructure. Dissecting your costs from overheads, labour, andmaterial can help you make informed pricing decisions that ensure profitability withoutpricing yourself out of the market.

Market dynamics and competitive positioning

Transitioning to market analysis and competitive positioning, settingcompetitive pricingrelies on understanding the nuances of your market and knowing your position within it. Conducting comprehensive market research reveals pricing insights and allows you to assess the competitive landscape. With this knowledge, you can tailor your pricing strategies to differentiate your offerings and effectively highlight your value proposition.

What is a pricing strategy? 

Creating a pricing strategy is like planning the budget for a home renovation project. Just as you carefully budget for materials, labour costs, and unexpected expenses to ensure your renovation stays within budget and meets your quality expectations, a business must plan its pricing strategy. Imagine you're planning a home renovation—you need to estimate costs for materials, labour, and other expenses to make sure you can afford the project without overspending. Setting your renovation budget too high might make it unaffordable while setting it too low could result in cutting corners or sacrificing quality. A successful pricing strategy involves balancing what customers are willing to pay, comparing prices with competitors, and making sure it aligns with your business goals. It's about planning your pricing strategy like a well-thought-out renovation budget that ensures you deliver value while staying profitable. 

Different pricing strategies 

Pricing strategies can vary widely to match different business models and industries. Here are some common approaches:

• Value-Based Pricing - Set prices based on the perceived value of your services to your clients. 
• Cost-Plus Pricing - Determine your costs and add a markup. This allows you to cover your expenses and make a profit.
• Dynamic Pricing - Adjust prices based on real-time data and market demand. This flexibility helps you maximise revenue.
• Premium Pricing - Charge higher prices by positioning your services as high-end and exclusive. This appeals to clients looking for quality and prestige.
• Price Skimming - Start with high prices and gradually lower them over time. This targets early adopters willing to pay more initially.
• Psychological Pricing - Use pricing tactics like setting prices just below a round number (e.g., $9.99) or bundling products to influence buying decisions.
• Subscription-Based and Tiered Pricing - Offer different levels of service or subscription plans to cater to various client needs and budgets.
• Promotional Pricing and Discounts - Temporarily reduce prices or offer discounts to boost demand and attract new clients.
• Penetration Pricing - Starting with a low price to gain customers and market share rapidly.

Pricing strategies for consulting services 

Effective pricing strategies are essential for consulting services, offering not just a method to determine fees but a strategic tool to enhance client satisfaction, profitability, and business growth. For consultants, choosing the right pricing strategy can mean the difference between merely covering costs and maximising earnings while attracting and retaining valued clients. By carefully selecting from various pricing models—whether hourly rates, project-based fees, or value-driven pricing—consultants can align their pricing with the perceived value of their expertise and the specific needs of their clients. This strategic approach not only fosters transparency and trust but also allows consultants to demonstrate their worth clearly, ensuring they are compensated fairly for their knowledge and delivering optimal results for their clients' success.

Pricing strategies for service businesses 

When it comes to pricing strategies for service businesses, the key is to align your pricing with the value you deliver while also considering market dynamics. Value-based pricing is often the most effective, as it allows you to set prices that reflect the perceived worth of your services to clients. This approach can be particularly beneficial in service industries where customization and expertise are key differentiators. Additionally, dynamic pricing can help you stay competitive by adjusting rates based on real-time demand, ensuring you capture maximum revenue. For businesses offering premium services, a premium pricing strategy can position your brand as exclusive and high-quality, attracting clients willing to pay for top-tier experiences. Lastly, subscription-based and tiered pricing models offer flexibility, allowing clients to choose a plan that suits their needs and budget, fostering long-term relationships and predictable revenue streams.

Considerations for long-term profitability 

While setting initial prices is crucial, maintaining profitability requires ongoingevaluation and adaptation. Continuously monitor market trends, competitor actions,and customer feedback to gauge the effectiveness of your pricing strategies. Beprepared to adjust prices as needed to maintain competitiveness and profitability amidst evolving market dynamics. 

Technology and tools for pricing optimisation 

In today’s digital age, technology plays a pivotal role in pricing optimisation. Pricing software and data analytics tools provide invaluable insights, enabling data-drivendecision-making and precision in quote preparation. Embrace these technological

advancements to streamline your pricing process and stay ahead of the curve.

Ready to take control of your quotes with customisable quote software? Sign up for a WorkflowMAX demo today and experience the power of effective job management!

FAQ1. How can I determine the right pricing strategy for my consulting business?

Assess your business goals, market position, and customer value proposition to align your pricing strategy with your objectives. 

2. How do I remain competitive in the consulting market?

Stay on top of market trends and competitor actions, adjusting your pricing strategies accordingly to maintain competitiveness. 

3. What are the risks associated with under-pricing or over-pricing my consulting services?

Under-pricing can reduce profitability, while overpricing may deter potential clients. Finding a balance involves considering both the value you offer and market dynamics. 

4. How should I handle negotiations and discounts effectively?

Approach negotiations strategically, focusing on demonstrating value and achieving mutually beneficial outcomes to maintain profitability. 

5. What metrics should I track to evaluate the effectiveness of my pricing strategies?

Track metrics such as profit margins, customer acquisition cost, and customer lifetime value to assess the impact of your pricing strategies. 

6. How can I address pricing objections from clients?

Listen attentively to client concerns and effectively communicate the value proposition of your services to address objections. 

Hey there, productivity warriors and efficiency enthusiasts! We have some exciting news to share that’s going to take your workflow game to the next level. Drumroll, please…  

WorkflowMAX  and EzzyBills have officially teamed up! That’s right, two powerhouses in the business management and automation world have joined forces to make your life easier. Let’s dive into what this means for you, your team, and your bottom line. 

The dream team: WorkflowMaxand EzzyBills

WorkflowMAX  is your go-to for all things job and project management. Picture having all your job details, time tracking, invoicing, and job managementtools in one place. For businesses juggling multiple projects, this is a game-changer. It helps you stay organised, meet deadlines, and keep everything on track. Plus, it integrates smoothly with accounting software like Xero, making it easier to manage your finances along with your projects.

EzzyBills, on the other hand, is the master of automating your bills and expenses. Imagine never having to manually enter invoice data again and getting management approvals on all of your expenses. Yep, that’s EzzyBills’ magic. It scans, it reads, it uploads, and it integrates.

Now, these two have combined their superpowers to create an integration that will simplify the way you manage your projects and finances.

Behind the scenes: What the teams are saying 

We got the chance to chat with the brilliant minds behind this integration, and their excitement is contagious.

Ryan Kagan, Head of Growth and Partnerships at WorkflowMax, shared:"We've always been about simplifying job management for our users. Partnering with EzzyBills means we can take that simplicity to the next level by automating bill processing. It's a game-changer for our customers."

From the EzzyBills side, the enthusiasm is just as high.

Michael Fitzmaurice, CEO of EzzyBills, told us:"Our mission has always been to eliminate the tedious task of manual data entry. With Workflow Max, we’re not just cutting down on paperwork; we’re transforming how businesses operate. This integration is like having a financial wizard on your team."

Real-world impact: A customer’s perspective 

But don’t just take it from us. We also spoke with Anthony Davidson, a long-time WorkflowMax user and a recent adopter of EzzyBills, to get his take on the integration.

Anthony beamed:"This integration has helped streamline my security systems installation business. Managing projects and tracking expenses could have been two separate battles. Now, it’s a seamless process. I can focus on growing my business instead of drowning in paperwork. It’s like WorkflowMax and EzzyBills can work together to double the efficiency for my business!"

Why you’ll love this integration

So, what makes this integration so fantastic? Let’s break it down:

1. Time-saver extraordinaire: No more manual entry of invoices. EzzyBills automates this process and allows you to send documents by email, drag and drop, or through their mobile app.
2. Allocate bills directly to jobs: Push your bills into WorkflowMax either as Purchase Orders or directly as single-line or multi-line costs allocated to a job.
3. Automated approvals: Allow managers to approve expenses based on project, dollar value, or supplier.
4. Seamless workflow:  Keep track of your expenses directly within WorkflowMax and automatically push them to Xero if required.
5. Accuracy boost: Reduce the risk of human error. With EzzyBills’ OCR (Optical Character Recognition) technology, your data entry is more accurate than ever.

Getting started 

Ready to experience the magic of this integration? It’s super easy to get started. Simply head over to the EzzyBills website, sign up for a free trial and make sure to “integrate with” WorkflowMax.

You’ll be up and running in no time, wondering how you ever managed without it.

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Final thoughts 

In the fast-paced world of business, efficiency isn’t just a goal; it’s a necessity. The integration between WorkflowMax and EzzyBills is designed to give you that edge, saving you time, reducing errors, and allowing you to focus on what truly matters – growing your business.

So, why wait? Dive into this seamless workflow experience and watch your productivity soar.

Happy integrating!

For the most up to date info checkout the new home for our Product Roadmap!

www.workflowmax.com/roadmap

This live feature release blog will be retired in early 2025 and replaced with monthly release information and the product roadmap.

Below is a list of all features released in 2024 

FeatureLive - 2024GeneralLogin & Registration

• Login
• Registration
• Forgot password
• Multi-factor authentication 
  

Settings

• Organisation
• Client
• Job
• Lead
• Task
• Cost
• Staff
• Capacity
• G/L Accounts
• Collaboration Manager
• Custom Fields
• UK - Domestic Reverse Charge Tax 
  
• Personalisation
  
• Data import (create):
  
  • Clients
  • Suppliers
  • Tasks
  • Costs
  • Jobs
  • Job Tasks
  • Timesheets
  • Job Costs
  • Leads
  • Custom field data for above objects
• Data import (update):
  • Costs
• Data export 
• Notifications - Standard (7x)
• Notifications - Custom
  • New job
  • New lead
  • Job status change
  • Milestones
  • Job due date
  • Estimated vs Actual time
  • Job/Job Task Due Date
    

Standard print templates

• Job
• Job brief
• Job activity
• Estimated billings
• Estimated billings by phase (folder)
• Job status report
• Staff allocation report
• Timesheets
• Timesheet summary
• Receivables statement
• System default invoice
• System default quote
• System default purchase order
• Job financial summary  
  
• Ability export as CSV
• Ability to export as Excel file
• Ability to export as PDF

Custom print templates

• Purchase order
• Invoice
• Invoice Statement
• Job brief
• Quote
• Ability to export as Word

Email

• Quote
• Invoice
• Invoice statement
• Purchase order
• Ability to email documents that have been stored in WorkflowMAX as attachments
• Email client contact from a job
  
• Email a client contact from a job via local email client (e.g. Outlook)

User/privileges

• All existing user privileges
• Ability to invite certified advisors/implementation partners into your account

Dashboard

• My Productivity Summary
• My Tasks
• Quote History
• My Jobs
• Aged WIP
• Aged Debtors
• My Quotes
• Job Manager - Progress
• Enter a cost from dashboard

Timer widget (Menu - top right)

• All existing functionality

Global search (Menu - top right)Rolled out to all accounts throughout October 2024:

• All existing functionality
• Ability to search/filter results

Clients

• All existing functionality
• Ability to associate one contact with multiple clients
  

Suppliers

• All existing functionality

Leads

• All existing functionality

Quoting

• All existing functionality
• Ability to use custom fields on a quote
• Ability to mark tasks as optional on a quote

Job manager

• All existing functionality excluding job/staff schedule
• Consolidated task list (Jobs > Tasks) 
• Job/staff schedule (Beta) - December 2024
  

Timesheets

• All existing functionality excluding time credits
• Enter a time credit
  

Invoicing

• All existing functionality

WIP ledger

• All existing functionality
• View WIP at a certain date
  

Purchasing

• All existing functionality Ability to track receipts and bills separately (improved workflow)
• Upload documents to a PO* - December 2024
  

Standard Reports

• Aged Balance Report
• Billable Time Report
• Client Billing Report
• Client Revenue Report
• Job Billing Report
• Job Report
• Profit Report
• Staff Billing Report
• Sales Tax Report
• Job Financial Summary Report
• Monthly Job Profit Report
• Client Time Summary Report
• Client Time Detail Report
• Job Time Summary Report
• Job Time Detail Report
• Staff Time Summary Report
• Staff Time Detail Report
• Estimated Billings Report
• Monthly Job Profit Report
• Profit Report
• Job WIP Balances Report
• Write On/Off
• Aged WIP Report
• Non-Invoiced Time Report
• WIP Control Report
• Staff Time Write-Up Report
  
• Export as PDF
• Hours Analysis Report
• Job Cost Report
• Lost Earnings Report
  
• Productivity Report
• KPI Dashboard
• Productivity Dashboard

Custom ReportsTable Report Layout

Report Types:

• Client & Contact
• Client Note
• Current Job
• Custom Client Rates
• Invoice
• Invoice (Cancelled)
• Invoice (Draft)
• Invoice Cost
• Invoice Phase
• Invoice Note
• Invoice Task
• Invoiced Time
• Job
• Job Allocation
• Job Cost
• Job Document
• Job Note
• Job Task
• Job Task Allocation
• Job To-do
• Lead
• Lead Activity
• Lead History
• Milestone
• Payment
• Purchase Order
• Purchase Order Cost
• Purchase Receipt
• Purchase Receipt Item
  
• Quote
• Quote Cost
• Quote Phase
• Quote Note
• Quote Option
• Quote Task
• Recurring Job
• Supplier & Contact
• Task Admin
• Time
• Time Productivity
• Work In Progress
• Write Offs (Payments)
• WIP ledger
  
• Export as PDF
• Ability to edit existing filter criteria whilst viewing a custom report - Q4 2024

Collaboration Manager

• Receive emails sent to account address
• Process email as notes and attachments as documents
• Automatically allocate to jobs/quotes
• Manually allocate to jobs/quotes/leads/clients
• Automatically allocate to leads
  

V1 Native Mobile App iPhone/Android

• Not yet available
• All functionality as per current WorkflowMAX by Xero mobile app
  
• View custom fields
  
• Sync documents/images with  an integrated DMS (Google Drive/Dropbox/Box)
  
• Edit custom fields 
  

Developer Portal

• Create developer application
• Vend Client ID & Secret
• OAuth 2.0 code flow to authorise account access

API

• API V1 available to support existing integrations

Migration tool

• Refer to migrate guide for what data is migrated

DMS - Google Drive

• All functionality
  

DMS - Dropbox

• All functionality

DMS - Box

• All functionality

DMS - SuiteFiles

• Released in beta

Integration - Xero

• All functionality excluding timesheet export and invoice import
• Premium: Import invoices 
  
• Export timesheets to Payroll (AU)
  
• Export timesheets to payroll (NZ)* 
  
• Initial contact sync from Xero t0 WorkflowMAX

Integration - HubSpot

• Released in beta

Disclaimer: This product roadmap is for information purposes only and designed to guide you on what is live and what is scheduled for development and should not be considered a commitment or guarantee. Features and functionality are subject to change at WorkflowMAX  discretion. Make purchasing decisions based on what is currently available.

It’s with great excitement that we announce that WorkflowMAX by BlueRock is now live! 

Exciting news for all our valued users and potential customers. WorkflowMAX by BlueRock is now live! As part of our commitment to providing you with the most efficient and user-friendly job management experience, we're thrilled to offer you a glimpse into the future of WorkflowMAX.

We're rolling out the core functionality of the platform so you can dive in, explore, and familiarise yourself with its new look and capabilities. While every single feature isn't available just yet, this initial phase is your chance to see how WorkflowMAX by BlueRock will transform your workflow and business operations. 

Migration tool launches on Wednesday 28 February 

The migration tool is in its final stages and will be available in a week – ready to seamlessly transition your data from WorkflowMAX by Xero to the WorkflowMAX by BlueRock platform.  

What’s landing when... 

Stay up to date with our launch schedule  

We've launched with most of the core functionality, giving you a solid foundation to start exploring. For those awaiting specific features like the mobile optimised views, job/staff schedule Gantt view, or custom notifications, we recommend holding off on your trial and migration until these features go live in March. 

We're committed to transparency and excellence, hence our live release schedule is updated in real time, giving you the chance to follow along with our progress and plan accordingly.

Maximising your trial experience 

To get the most out of your trial, we suggest a structured approach: 

Week 1: Kick off by diving into the new product. Start by familiarising yourself with the interface improvements and basic workflows. Our online resources, including the WorkflowMAX Academy and YouTube channel, are great places to start. Get in early to book your 1:1 migration consultation with our team, before space runs out.

Week 2: Once you're comfortable, use the migration wizard to bring your data over and start testing your workflows in the new system. Remember, any configurations made during the trial will be reset upon completing your final migration. Refer to steps 3-10 in the updated migration guide.

Week 3: After thorough testing, prepare for the final migration and switch to WorkflowMAX by BlueRock. This is the time to finalise your migration checklist, communicate with your team about the switch, and reconfigure any custom reports and templates. Refer to steps 11-14 in the updated migration guide.

If you're eager to migrate but reliant on features due for a March or later release, we advise waiting to begin your trial until these functions are ready. This strategy means you can test and experience the full force of WorkflowMAX by BlueRock, tailored to your business's unique needs.

Key dates and roadmap

Extended trial for migrating customers in March 😀

Recognising the diverse needs of our users, we’re offering an extended 30-day trial period starting on 21 February 2024. This flexibility allows you to choose the most convenient time for your migration, making sure you're not rushed and can fully benefit from all the features as they become available. Please note: 30-day trials will only be available until mid-March and then we’ll be reverting back to 14-day free trials. 

Remember, when you sign up to be a customer by 1 April 2024, you’ll get 50% off your first 3 months of subscription fees.* Refer to the offer details on the website. 

As always, your feedback is very important to us. We’ll continue to communicate when new features land and we encourage you to share your thoughts and insights. We're here to support you through every step of this transition. 

Thank you for your ongoing trust and support in WorkflowMAX by BlueRock and we look forward to welcoming you to your new home for job management. 

Vince Giovanniello and the entire WorkflowMAX by BlueRock team 

Can't wait to welcome you to your new home for job management 💚