WorkflowMAX Blog

Within an industry as dynamic as engineering, fluctuations in workload could mean fluctuations in the people and resources you need from project to project. These factors can dramatically affect your budgets and personnel pressures as your company grows and slows to accommodate.

It makes sense then that you should have systems and processes that adapt and flex as your business needs do, without the walls buckling or bulging around you. It’s exactly this kind of dynamic business environment in which project management software can really shine. Here’s how:

1. Stay ahead of the game

We know that the idea of updating or replacing long-standing systems can seem daunting. However, software helps you stay ahead in your industry, without having to invest in expensive equipment or learn complicated systems. Software gives you access to the infrastructure-equivalent of a large corporate company on a small-business budget, leaving you much better positioned for growth.

2. It scales to suit your business

Project management software can offer you incredible flexibility, allowing you to rapidly adapt your systems to support your current business circumstances. When you subscribe to an app service, you only need to sign up for the functions you need, and you can increase or decrease your use – and your spend – according to the demands of your business.

For example, Auckland-based engineering firm, Steelcraft, credits cloud computing job management software as being fundamental to supporting their company’s growth, “It enabled us to grow as a business. We would never have been able to grow as rapidly - going from six to eighty staff within two years. It would have been impossible to track and then invoice on our old system.”

3. Work wherever you need to

All your documents, client information and project collateral will be available, wherever you or your employees are working.

Whether you are on-site, at your desk or away from the office, you can:

• access and update project information
• order supplies or request services
• track time
• input timesheets
• pay bills
• collaborate with colleagues.

4. Document sharing and storage

Engineers often need to send or share large documents with colleagues or clients.  Online document storage options are a more cost effective way of storing and instantly accessing plans, product data sheets, sitemaps, instruction manuals and application specific information.

5. Full job visibility and effortless collaboration

Faster project collaboration means faster decisions. With project-related documents updated in real-time, multiple stakeholders can view and evaluate changes, and expedite the decision-making process without unnecessary to-ing and fro-ing. This transparency reduces the likelihood of miscommunication, double-handling and errors, ultimately reducing man-hours and costs.

6. Job management in one place

It’s time to ditch the piles of paperwork, double-handling of information and inefficient filing systems. With cloud-based job management software you can manage the whole process – from quoting, to time tracking, through to invoicing – in one place.

Andy Johnson, a project manager for Stilwell Engineering explains the value of using cloud-based job management software in their engineering firm - “Within our industry the value lies in effective project management of the job. The designers, the client, the builder are all wanting information and in WorkflowMAX everything is in one place, so when the client calls we are fully prepared”.

7. Highly secure systems

Not surprisingly, the thought of handing the keys to your data over to another company may be worrisome.

However, it’s important to know that providers can only build their businesses on a rock-solid reputation, and therefore it’s in their best interests to have highly reliable security measures. Economies of scale work to your benefit here; cloud software providers have the resources to invest significant money in ensuring their servers, data centres and connections are completely secure and constantly available.

8. Real-time reporting

You know that crystal ball you’ve always wanted? Online solutions can offer you the next best thing. Real-time reporting through job management or accounting software takes the guesswork out of budget planning by giving you valuable insight to help drive business growth.

For example, with online reporting, you can:

• identify where you’re making the most money
• find out who your most profitable employees are
• see profitability across clients
• view estimated hours for a project against actual time
• add custom fields to create your own reports.

This reporting can also give you the competitive edge “If a client comes back to me and says ‘I want a job report mentioning this, this and this’ - no one else can produce that report unless they are using software that offers real-time reporting” explains Darren George, director at Steelcraft Engineering.

9. Disaster recovery

Because your data is hosted on external servers, should your premises fall victim to theft, fire, flood, technology outage or any other unfortunate circumstance, business-as-usual operations can continue without disruption to you or your customers.

Through increased efficiency, speedy collaboration and effortless file sharing, online project management software will help you outclass competitors and impress clients – all while reducing your own administration time. 

When it comes to implementing new job management software like WorkflowMAX, partnering with an implementation partner can turn what feels like a complex challenge into a smooth, successful transition.

Implementation partners today are more than just software installers. They’ve become strategic advisors who ensure your system not only fits but evolves with your business, adapting to new workflows, integrations, and features as WorkflowMAX by BlueRock expands.

Here are 10 compelling reasons why choosing an implementation partner could be one of the best decisions for your business:

1. Expert scoping and evaluation

Partners bring proven experience to accurately scope and evaluate your needs, focusing on the essentials that truly drive value.

2. Deep understanding of business processes

Partners dive into your workflows and requirements to make sure WorkflowMAX by BlueRock aligns with your goals, delivering a solution that fits your business, not just a generic setup.

3. Custom configuration

Every business is different, and partners ensure WorkflowMAX  is configured for your exact needs, from tailored templates to industry-specific reporting.

4. Comprehensive training

Training is more important than ever with new features launching regularly. Partners provide hands-on training so your team stays confident and up to speed.

5. Onboarding support

Smooth onboarding remains a top priority in 2025. Implementation partners guide you step by step, minimising downtime and ensuring your team adopts the system quickly.

6. Ongoing optimisation

As your business evolves, so should your software. Partners help you keep WorkflowMAX by BlueRock optimised for your changing needs.

7. Maximised ROI

With expert implementation and continuous optimisation, you unlock the full potential of WorkflowMAX faster, ensuring a stronger return on investment.

8. Minimised disruption

Partners specialise in managing transitions with minimal disruption, keeping your business running smoothly while the software is rolled out.

9. Strategic insights

Beyond setup, partners now provide data-driven insights into how WorkflowMAX can improve efficiency and profitability in a rapidly changing business environment.

10. Opportunity cost savings

Every hour spent struggling with setup is time away from your core business. Partners free you to focus on growth while they handle the rest.

Ready to get started? Discover how an implementation partner can elevate your WorkflowMAX experience

Start by searching our partner directory today.

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You might be wondering – who’s the driving force behind WorkflowMAX?
Meet BlueRock!
BlueRock is a Melbourne-based, tech-led advisory firm with global aspirations. They’re not just our parent company — they’ve been instrumental in shaping the new WorkflowMAX by BlueRock.

More than a decade of history 

BlueRock has a long history with both Xero and WorkflowMAX, advising clients on how to get the most out of each platform. Over the years, their expertise has influenced many aspects of WorkflowMAX.

Today, that same commitment to excellence ensures WorkflowMAX by BlueRock is not just another tool, but a dynamic solution designed to power your business growth.

Separate, yet together 

While BlueRock and WorkflowMAX by BlueRock operate as separate entities, we share the same space and work hand in hand.

It’s this close collaboration  that lets us deliver the best of both worlds – the proven reliability of WorkflowMAX combined with the innovation and tech-driven insight of BlueRock

For a behind-the-scenes look at how this collaboration works, check out our updated 2025 video featuring members of both teams.

In just six months, the WorkflowMAX by BlueRock team has grown from 1 to over 40 people, combining expertise, creativity, and innovation to bring you an exciting new product built for the future.

If you’d like to know more about how this collaboration benefits you, our team is always happy to chat.

Here’s to the exciting journey ahead!

Best regards,

The WorkflowMAX by BlueRock team 💚

There’s so much to learn and do when you run your own business. And it’s great when you start feeling comfortable with your tasks and know you’re adding genuine value to the industry and customers you call your own. However, you don’t want to make too many rookie mistakes when it comes to billing for your time and invoicing correctly. After all, if you own a professional services business, your time is money.

Losing out financially when you’re trying to get ahead can be heartbreaking. So here are seven tips for small businesses to follow so you don’t have to learn the hard way when it comes to your finances.

1. Set your terms

You are entitled to set invoice payment terms that suit you. It’s no longer a given that you should have to wait 30 days for a payment or wait until the 20th of the month. Instead, outlining a 7-day payment term is perfectly reasonable.

Be very explicit with your clients about your terms, both when you provide them with a project pitch, and when you send your invoice. State your expectations around due dates, late fees, how payments should be made, and what will happen if payment deadlines aren’t met.

You can also ask for a deposit or split payments throughout the life of the project. You might want to bill this way for high-value projects so you get a financial commitment from your client to meet their side of the deal.

2. Chase overdue invoices

Let go of feeling awkward about asking for money. In many cases, you’ll find that when you follow up on unpaid invoices, the client has simply forgotten to pay, misplaced the invoice, or never received it in the first place. There’s often no malicious intent behind missing the payment, in fact, it’s the client that usually feels awkward! 

Send an automatic reminder to late payees (which is easy if you use project management and invoicing software like WorkflowMAX ), but also pick up the phone. It’s easier to have a direct discussion with a client rather than to-ing and fro-ing over email.

If you don’t have your own accounts team to follow up on late payments, consider enlisting an accountant or bookkeeper who can help you with this task. Online invoicing with Xero lets you set automatic reminders or you could use an app like Satago for debtor tracking. If you need to escalate things, talk to a debt collector – but don’t leave it too long.

3. Invoice at the end of a project

Don’t wait until the end of the month to create invoices. Send them when you complete a project instead. WorkflowMAX  has comprehensive online invoicing for small businesses that lets you control and customise what you include on each one. And with cloud accounting software like Xero, you can even send your invoicing straight from a job site as soon as you’re done. This is better for your cash flow, and likely your client’s too.

As a side note, when you finish a project, it’s a great time to ask a client for a testimonial while the job is still fresh in their mind.

4. Make it easy for yourself

If you’ve got a business that needs to track and bill by time, WorkflowMAX makes producing quotes, tracking your time and creating invoices a breeze with one streamlined system.

5. Have records to back up your invoice

One of the key benefits of using job management software to track your time is that you’ll always have an accurate record of the work you’ve completed. Whether you send a breakdown of your time to your clients or not, you’ll feel confident that you have information to call on should a client question your invoice.

6. Get the correct details from the start

During your client onboarding process, be sure you get as much information as possible about the person, department and address that needs to be included on your invoice (WorkflowMAX’s client management feature lets you record and retain all your client information in one place). 

Emailing invoices directly to the person in charge of accounts reduces the likelihood that your bill will get overlooked or put on someone else’s ‘to do’ list. Check whether your client wants you to include a purchase order or project codes on your invoice, and what level of breakdown they require.

For regular clients, it can help to develop a relationship with their accounts department, so you can contact them directly with any queries you may have.

7. Make it as easy as possible to get paid

This might sound obvious, but check that your payment methods, including your correct bank account details, are clearly stated. If you use Xero and WorkflowMAX  (a match made in heaven!), you can set up an online payment option so your client can pay by credit card or direct debit.

***

Getting paid is supposed to be the fun part about running your own business. So don’t let small business invoicing stress you out. Follow these seven tips to help make sure that making money is a simple and smooth process.

The majority of small businesses are started by people who are passionate about the enterprise that they have expertise in.

That passion doesn’t necessarily turn into good business management though. One way to stay on top of your finances is to create a budget. A budget is like charting a course for a boat through a rocky channel. When you can identify that you’ve got smooth sailing ahead, or you’re veering off course, you can take action to get through it.

Here are nine tips to help you create an effective budget for your small business:

 1. Just do it

If you think you don’t need a budget, you do. Even a spreadsheet is better than nothing. Or consider accounting and project management software and use the inbuilt financial features they offer. If you perform project type work, WorkflowMAX can help you understand the profitability of your jobs on a moment to moment basis.

 2. Your budget is a working document

Consistently revise your budget figures as your business changes and grows. Ideally, revise your budget monthly, especially when you’re getting started.

3. Start with the easy stuff

Focus on the information you have, such as fixed costs and confirmed income. If you’re expecting or planning for significant growth, separate the budget into two sections. The first should focus on actual costs. For the second section, focus on growth related calculations. This will allow you to adjust growth related calculations without impacting your actual costs.

4. Make sure you include your own time in the costs

Don’t think of profit as your compensation. Chances are that you’ll be working for twice as long as you bill anyway. Include a market salary for yourself in the budget. Your true business profit is then what the business pays you over and above your market salary.

 5. Projections

You know what income is coming in already and the direct costs that will be incurred in order to generate that income. Take the time to calculate how many more jobs you will need to cover the ongoing fixed costs in your budget. As you add these in, keep an eye on the effect on other costs. For example, do you need to hire more staff or increase the size of your office or factory?

 6. Add notes

Include notes as you add items to the budget. A figure might make sense when you add it in, but in six months, when someone else looks at the budget, they might not understand. For example, include information about an increase in material costs from a supplier or an increase in the cost of the office lease.

 7. Add in a safety margin 

Unexpected events or forgotten items always come up. As a business owner it’s important to prepare for these. We recommend aiming for a 30% margin as a safety net to save you from unwanted surprises. If you don’t end up needing the margin that means more profit for your business!

 8. Use the expertise of your accountant or bookkeeper 

Accountants and bookkeepers are valuable assets to your business. By using their skill set you can get a clearer idea of how your business is performing, while focusing on your strengths as a business owner.

9. Don’t hate the process

It can be overwhelming working through your budget. But you can learn to love the control that your budget insights will give you.   

The trick is to remind yourself why you’re creating the budget in the first place and how it can help you sail into the sunset. Or avoid disaster. 

As a new business owner, you likely spend most of your time in the day-to-day operations of your business. 

However, once you've got your business off the ground and found your place in the market, it's time to think about long term planning and strategy. 

In this blog post, we provide an introduction to creating a small business strategy plan so you can continue guiding your business in the right direction. 

What is a strategic plan?

In a strategic plan, you set out your goals for the business and a strategy for making them a reality. The plan is valuable for plotting a course of action to meet your goals. It’s also an important document to help staff, shareholders, stakeholders and potential investors to see the big picture for your company.

Everyone's strategic plan will be different depending on their unique business needs and goals, but most plans should include the following eight sections.

The foundations of a strategic plan

Section 1: The executive summary

The point of this section is to succinctly outline your plan for the business and its direction. It should be written in a way that helps employees, stakeholders, investors and other interested parties quickly grasp the concepts, even if they don’t understand the industry.

Tips for the executive summary:

1. Complete this section last. You’ll be able to call out ideas and information that you’ve created for the other sections.
2. Don’t go into details or give numbers, unless they are big, round conceptual numbers. Just focus on the big picture.

Section 2: Mission statement

Your mission statement is your company manifesto. It’s what you bring to the world. It’s who you are and why you do what you do. In the statement, focus on the overarching goals and themes for your company.

Tips for the mission statement:

1. Don’t overthink it. For many business owners this is the hardest section to write. Just start by writing freely about your own goals and where you want the company to be in five or ten years. Let the words flow out. You can edit later.
2. Have a look at mission statements on other company websites to get an idea of how others articulate the essence of their businesses.
3. Think of the mission statement as the document that drives all your decisions. Employees and stakeholders should be able to read the statement before making a difficult choice, and then be able to say, “This is the choice that aligns with the company’s goals.”

Section 3: Conduct a SWOT analysis

When you do a SWOT analysis, you look  at your company’s strengths, weaknesses, opportunities and threats. Once you do the analysis, you’ve got a good picture of the internal and external factors that can influence your goals. This knowledge can feed into your strategy by helping you decide what to focus on and where you have to overcome obstacles.

Here's an example of some questions you might ask in each section of the SWOT analysis:

Tips for SWOT analysis:

1. Be objective – try to step away from your feelings about your business and complete the analysis from an unbiased perspective.
2. Involve a range of stakeholders for a more comprehensive view of what you’re doing well and what needs improvement.
3. Look at examples of SWOT analyses done on other businesses to understand what you need to do.

Section 4: Goals

You move your company forward by setting and achieving specific goals, whether those goals are based on a certain number of customers or income, or something else entirely. In this section, you identify a series of goals for the company.

Tips for writing goals:

1. Make sure your goals are SMART: specific, measurable, achievable, reasonable and timely.
2. First, set your long-term goals. These have a time frame of five to ten years.
3. Then, identify the steps that need to be taken to reach those goals. Drill down until each step can be identified as a short- or medium-term goal. 
4. Don’t feel as though you’re locked down to the plan or your goals. Things could change over the next couple of years, and your strategic plan will simply change too. But having a plan in place to start with, even if it isn’t the plan you finish with, is vital for your continued success.
5. In the goals section, you should also include data on your key performance indicators - KPIs. These are the numbers that tell you how you’re doing against your goals. You need to track these KPIs and measure them regularly so you can continue to plot a course towards your goals.

Section 5: Financial plan

So, where’s the money for your great goals and plans going to come from? In the financial plan section, you outline the hard numbers.

Tips for the financial plan:

1. Don’t try and do this section yourself, unless you’re an accountant. Bring a business analyst or accountant on board to give you accurate, realistic figures.
2. Financial projections often include three scenarios: A conservative scenario, a likely scenario, and an aspirational scenario. Remember not to base your expectations on the latter.
3. Once you’ve got the financial plan in place, you should track your progress month-to-month against your goals. Using software (such as job management software for professional services businesses) can help you get an accurate picture of how your business is doing and whether you need to move the guideposts.

Section 6: Target customers and industry analysis

In this section, you take an in-depth look at the state of your industry and the clients and customers you serve.

Tips for the industry and customer analysis:

1. Look closely at your competitors and figure out their strengths and weaknesses in the market. In order to surpass them, you need to truly understand them.
2. Use this data to figure out your own competitive strengths and weaknesses. Do you have any strategies for eliminating or minimising them?
3. Figure out if your market is growing or shrinking, and what demand you can expect for your product/service to be over the life of your company.

Section 7: Marketing plan

The marketing plan outlines how you intend to present your company to market and what your goals and projections are for increasing your customer base or reaching the next level.

Tips for the marketing plan:

1. First, define and outline your USP – unique selling proposition. This is the ‘it’ factor that sets your company apart from the rest. Your USP should be something that resonates strongly with customers, such as delivering quality, speed or a unique product.
2. Next, think about how your product or service positioned. Is it accurate? Does it need to shift to better meet your target audience?
3. Think also about different distribution channels and how the marketing for each channel may differ. For example, if you own a retail store, but you also sell online, how will you market those two different storefronts?
4. What kinds of offers and special deals are you going to provide?
5. What marketing collateral do you have and what do you still need to create?
6. Outline both your above-the-line and below-the-line strategies.

Section 8: Conclusion

Wrap everything up at the end with a clever conclusion and a peppy statement about your company’s bright future. Bring information from the different sections together to focus attention on the important areas for growth and the areas you need to improve.

Depending on the type of business you are operating, you may need additional sections, particularly where you talk about your team or operations plan, or provide specific financial details.

Once you've established a strategic business plan, you'll need the right tools to put it in action.

WorkflowMAX  all-in-one job management software will help your professional service business manage projects from lead to quote to invoice and everything in between.

With today’s technology, business owners can record, track and report on every activity in their job cycle. 

But with all this visibility comes questions. What should you be tracking? Which data is most valuable to you? What should you be doing with all this information you’re collecting? Nowhere are there more questions than around effectively measuring productivity.

‘Productivity’ can seem like a bit of a buzzword. You know that improving productivity can be a key to improving revenue, but what exactly does that mean? In this article, we look at different methods to measure that elusive productivity, manage your time, and offer some ideas for implementing these strategies at your own company.

Strategy 1: The simple productivity output formula 

This method uses an extremely simple formula. It’s the most basic definition of productivity and one of the easiest ways to get actual numbers.

Here’s how to use the simple productivity formula:

1. Choose the output you’ll measure. Usually this is complete units made or jobs completed.
2. Find your input figure, which is the hours of labour put into production.
3. Divide the output by the input.
4. Assign a dollar value to the results to measure your cost-benefit ratio.
5. Measure non-manufacturing productivity in dollars instead of units.

This formula works well in a factory-type setting, where each unit is of equal size and value. However, it’s not the best for complex jobs, or different types of roles and working styles. That’s why it’s wise to mix this formula with another productivity measure.

Strategy 2: 360 degree feedback 

In this strategy, you use the feedback generated from co-workers to measure an employee’s productivity. In certain circumstances, it can be an excellent method. Each employee has their productivity evaluated by their peers – including those both above and below them in the chain – in terms of how well they’ve fulfilled their duties and contributed toward the wider company goals.

The 360 degree feedback strategy only works in an environment where your team interacts a great deal – usually in a smaller, tight-knit group. They need to be able to offer accurate commentary to you on each other’s habits. Before beginning a program of 360 degree feedback, you’ll need to provide some training to ensure employees are versed in the correct way to provide feedback.

Each person needs to give feedback based on their honest assessment of an employee’s overall contribution toward team goals, and not allow any personal feelings to crowd their judgement. Gathering feedback for the larger group also helps to counterbalance any potential personal grudges.

Strategy 3: Time tracking and project management software

Clever online time tracking and project management software like WorkflowMAX  exists to help you track productivity at a glance. By submitting timesheets electronically, employees track data more accurately and you get a by-the-job look at exactly how your team is performing.

With WorkflowMAX, you can even use this data to run performance-based reports to see which employees or contractors are completing the most jobs or logging the most hours.

If your team works on site or remotely across the world, then online time tracking and project management software is a great solution, as it helps you collect accurate data no matter where your employees are.

Strategy 4: Profit equals productivity 

In the business world, profit is everything. After all, we all know that money makes the world go round. (Or is that the sun’s gravitational force?)

So measuring productivity at your company by the amount of profit generated makes perfect sense. For small businesses, measuring productivity in terms of profit is often seen as the preferred method because it’s simple, and cuts right to the chase.

In service businesses, such as creative agencies, measuring by profit also ensures employees aren’t penalised for time spent thinking creatively or working to produce the best product possible. Instead, their results are measured by the value (profit) they bring into the company.

The main productivity = profit measurement is the team effectiveness ratio, which measures how much gross profit the company earns for every dollar spent on salary. This can be better than measuring profit against time as the goal is to get your team to work smarter, not longer.

Strategy 5: Getting stuff done

Can you measure productivity simply by how much is achieved? Some believe you can. It doesn’t matter how many minutes are spent on a task, or when those minutes were spent, only what tasks are completed.

You can track productivity in this way by breaking down projects into individual tasks. These tasks can then be assigned to the employee best able to handle them. Every person has their own KPIs in terms of the tasks they’re responsible for, and can track how many they can tick off in an hour/day/week/month.

Keeping everyone informed of project goals and milestones ensures projects remain on schedule, and emphasis is placed on the completion of each task, instead of the hours logged for the week. Check out WorkflowMAX's collaboration manager feature which lets you easily collaborate with your team in the same place that you manage your jobs. It's a win-win!

Strategy 6: Daily check-In 

Another way of staying in contact and knowing what’s been accomplished is the daily check-in. These daily updates also flow into weekly and monthly goal-setting and planning.

How you do these check-ins is down to what works best for you and your team. It may be:

• Over the phone or on a video call
• In a dedicated Slack or Teams channel
• Via a round-robin style 'stand up' morning meeting
• In a quick email

Daily check-ins can work wonders for employees who need validation for hard work and who struggle with procrastination. But beware that certain personality types will find this type of system quite overbearing.

If done incorrectly, it can veer into the territory of micromanagement, which you want to avoid at all costs. It’s best employed alongside a system of trust and ownership, when each team member can be responsible for setting their own schedules and deadlines.

These productivity measurements don’t just help you, as the business owner, to achieve your goals quicker. They also give you a valuable glimpse into the value your company provides in the market, and your team’s talent and drive. But more than that, productivity measures can help your employees and contractors understand how they work and improve areas where they might be weaker. They can improve focus and foster ownership and leadership skills within your team.

Improving productivity starts with getting the right data

WorkflowMAX is all-in-one software that will help your professional service business track and manage every aspect of your jobs, from quotes, to time, to invoice, and everything in between.

We’re excited to announce a significant milestone in our journey - the official launch of WorkflowMAX, set for Wednesday 21 February 2024 at 12.00pm AEDT  

Building on the solid foundations set by Xero, the launch of WorkflowMAX isn't just the unveiling of a new product; it's the start of a new era in job management, for an incredibly cost-effective price. We promise the same features, the same functionality, the same pricing, but with lots of added improvements and a better experience.  

Our ambition is to transform your business operations by creating a platform that redefines efficiency and effectiveness in job, project and task management. And helps you drive more productivity, more profitability and better performance, every single day. So, welcome to WorkflowMAX, where advanced technology meets user-centric design, and hopefully, it’ll be your new home for job management when Xero retires its version of WorkflowMAX on 26 June 2024. 

You're at the heart of every decision we make 

We’re in this for the long haul. WorkflowMAX is not just a product; we’re investing in the long term to create a sustainable business that lasts decades. Our commitment to innovation and improvement is unwavering. You’ll see us constantly updating and refining our product to meet your evolving needs, as we navigate this new era of working together. 

Every feature, every update, and every decision is made with you in mind. We‘re aiming to deliver a product that not only meets but exceeds your expectations. We are completely customer obsessed! 

Now and into the future 

The vision for WorkflowMAX  is big, for you. It’s a future where managing your jobs is not a laborious task but a seamless part of your business. A future where efficiency and productivity are not just goals but realities.  We'll work hard to keep our product updated with the latest technology to ensure it stays relevant for your business.

 You asked, we listened 

WorkflowMAX  is designed to be your ultimate job management ally. Just some of the improvements in the new version include: 

A customisable dashboard to highlight your performance: making it easier to see your key business metrics and identify any actions that need to be taken. 

A fresh new look for managing your sales pipeline: you’ll never miss winning a new customer again. 

Job performance snapshot: that shows projected profit, overall profitability, hours and tasks so you can easily see where each job is at. 

Improved user interface: enjoy a modern look and feel, with drag and drop and in-line editing, global search, and bulk actions available across the product. 

Advanced reporting: customisable reports give you insights to make more informed decisions. 

Read more about what’s new in WorkflowMAX 

A product built just for you 

Our design and development decisions are based on feedback from more than 3,000 customers and so is our future roadmap. At the heart of WorkflowMAX lies the aspirations of a dedicated team of experts. Our team, brimming with pride and passion, has poured their extensive knowledge and experience into every aspect of this product. We're a group united by a common goal: to bring you a job management solution that you can be proud of, one that you see immense value in, and enjoy using. One that makes a real tangible difference to your business every single day. 

Join us on this journey 

Whether you're a long-standing customer or completely new to the community, we welcome you to experience the difference WorkflowMAX  will make in your professional life. 

Thank you for trusting us with your job management needs.  

Got questions? Contact us

Visit our migration made easy resources

Xero’s WorkflowMAX has long been a trusted name in job management software. Thousands of businesses rely on it daily for quoting, scheduling, time tracking, invoicing, and reporting.

On 23 March 2023, Xero announced it would retire WorkflowMAX. We’re excited to share that BlueRock has acquired the WorkflowMAX brand and will launch a newly developed solution to market: WorkflowMAX by BlueRock.

We launched WorkflowMAX by BlueRock in early 2024, combining the core features customers know and love with exciting updates and a refreshed, intuitive user experience.

From quoting and scheduling to billing and reporting, WorkflowMAX by BlueRock builds on a strong foundation while introducing enhancements to make job management smarter, faster, and easier.

Why Did BlueRock Acquire the WorkflowMAX Brand?

As a tech-led advisory firm, BlueRock has always looked for ways to improve the lives of SME business owners through technology and innovation. WorkflowMAX has already proven its value across countless industries, and we saw a huge opportunity to evolve it for the future.

As well as this, BlueRock’s Digital team had already been implementing Xero’s WorkflowMAX for more than 8 years, seeing first-hand its value and popularity across industries.

BlueRock’s Founder and Chief Executive Officer, Peter Lalor, said: “We’ve always been passionate about WorkflowMAX and the benefits it brings SME business owners, and believe there is so much potential to build on the great foundations Xero has set with this product. We’re excited to offer a new job management software solution, which we’re aiming to be similar, if not better, in terms of functionality, to meet evolving market and customer demands. As a business, we're focusing more and more on the development of tech and AI products that will support our SME business clients and advisors, and the WorkflowMAX by BlueRock product will be a fantastic addition to our offering.”

As part of the brand acquisition, Xero managed existing WorkflowMAX subscriptions until the product’s retirement on 26 June 2024, BlueRock launched WorkflowMAX by BlueRock as the next-generation solution and Xero and BlueRock entered a revenue share agreement for the new product.

What can you expect in the WorkflowMAX by BlueRock solution?

SAME FEATURES YOU KNOW

Customers continue to enjoy the core functions, quoting, job management, scheduling, time tracking, invoicing, and reporting, now with a modernised interface and easier workflows.

EXCITING UPDATES

Since launch, WorkflowMAX by BlueRock has rolled out major product updates in 2024 and 2025, including enhanced reporting, improved navigation, new mobile functionality, and integrations with tools like Airwallex, Google Drive, Dropbox, and SuiteFiles.

IMPROVED CUSTOMER EXPERIENCE

Customer feedback has been at the heart of every update. In 2025, users benefit from fewer clicks, more intuitive workflows, and a stronger mobile experience that keeps teams productive wherever they are.

What do I need to do?

If you were a Xero WorkflowMAX customer, the retirement of Xero’s product on 26 June 2024 has already taken place, which means the time to transition is now. You won’t be automatically migrated, but BlueRock has created a simple one-click conversion process to make the move as smooth as possible. All you need to do is register through THE WorkflowMAX by BlueRock website and follow the guided steps.

As part of this journey, you still have the opportunity to shape the future of WorkflowMAX by BlueRock. Our community forum is open for feature requests and feedback, giving you a direct voice in how the product evolves to meet your needs.

If you’re an existing WorkflowMAX implementation partner, ecosystem partner, or certified advisor, we know you’ll have questions. We remain fully committed to these important relationships and have dedicated resources available on our website to help you stay connected and informed as we continue to grow the new platform together.

.Our focus is on supporting a seamless transition and ensuring you can keep delivering value to the businesses you work with. And if you’re just beginning to explore job management software for your organisation, now is the perfect time to discover WorkflowMAX by BlueRock and see how it can transform the way you manage your operations.

On the 21 February 2024, WorkflowMAX  went live! We are more than thrilled to show you a sneak peek of what's new and what's been improved in the new product.

Watch the video to check out what's new

What features can I expect at launch?

All the essential features you need will be available. Plus, heaps more to be added in the coming months as we finalise the release details of many feature requests, and even more integrations to make managing jobs that much easier. If there's a feature landing after launch, we recommend you hold off starting your trial until that point so you can test out the new product with confidence. You can take a look at our live release schedule of what is landing when, this is updated in real time.

You asked, we listened - here's a wrap of new stuff

A new dashboard to highlight your performance

Enjoy the new customisable dashboard to keep track of all your important job related tasks, business performance and cash flow. Show or hide widgets, rearrange into your preferred layout. The dashboard makes it easier to see your key business metrics and identify any actions that need to be taken.

A fresh new look for managing your sales pipeline

There’s a beautiful new way to see and manage your sales pipeline with additional filtering and visualisation. You’ll never miss winning a new customer again!

Quoting and estimating improvements

Now you can add custom fields to your quotes and this information will carry through to your jobs. These can now be mandatory. Display a dedicated sales person on your quote and track their won deals and pipeline more easily and surface optional items more simply by using the optional checkbox within the quote information screen. 

Time tracking just got easier

You can now copy all your job tasks from the previous week's time sheet to this week. We’ve added a drop down field with all staff members so you can easily switch between staff time sheet views - great for managers and approvals.

Job overview performance snapshot

You’ll love the new job manager screen with the handy job overview dashboard that shows projected profit, overall profitability, hours and tasks so you can easily see where each job is at.

Enjoy an even better Xero integration

All the tax rates you've set up in Xero will automatically be synced to your WorkflowMAX account. No more limits on the number of tax rates you can have. We’ve added deep linking too, so it’s easier and quicker to view an invoice or PO in the alternate platform.

Seamless new search functionality

We’ve extended the search capabilities to return more results so you can find the information you need quickly. No more scrolling through pages and pages. Simply type three characters and you’ll be amazed by what you see.

Added drag and drop and in line editing across the product

Now you’ll experience wider availability to drag and drop items in the UI. Reordering and editing tasks/costs/phases and allocating tasks/costs to phases has never been easier. 

Everything’s better when you can do it in bulk

There’s now more availability to perform bulk actions to speed up your processes e.g. assigning staff to jobs, bulk changes job or quote statuses, bulk delete tasks and costs on a job or quote and more.

5 MIN READ
WORK SMARTER

Most people know efficiency matters. Whether you’re an Auckland-based accountant or a Chicago SEO expert, the less time you waste, the more productive you are. Likewise, the more productive you are, the more opportunities there are to make sales, finish projects and succeed in business.

If that’s the case, why do so many people still waste precious time during the day? Here’s one theory: they don’t know they’re doing it. Even when you want to work efficiently, you could be unintentionally sabotaging your time management.

Here are five things you might be doing that are hampering your productivity in the workplace. Do any of these describe you?

1. Not running a tight ship

According to at least one organisation professional, the average worker wastes close to two weeks each year looking for misplaced items. Two weeks! That time could be better spent getting work done – at least if everything had a designated place, items were clearly labelled and work followed a predictable process flow. 

Take a look around – what does your desk look like now? Pens loosely tossed into drawers, documents and loose paper piled high around you? What about your tech – is your desktop awash with random files and screenshots?

Luckily this is the easiest 'bad habit' to fix when it comes to your personal productivity! A simple system can help sort out the messiest of workstations. All you need to do is remember to put items in one place (and back after using them) and schedule a regular five minute tidy up sessions into your day. Even using a system like WorkflowMAX’s collaboration manager, can help you make sure all job-related files are saved in one place.

2. Jumping on whatever project comes up

A new project always sounds more exciting than the one you’re in the middle of at the moment, with all its complications and bottlenecks.

When a new brief or project comes in, we tend to drop everything to start it, until of course it reaches the same sticky point and we promptly abandon it as well...building a backlog of unfinished projects. 

The best way to tackle this is to plan your projects in advance (allowing a bit of wiggle room), set milestones and deadlines, and most importantly get an accountability partner to hold you to them!

Knowing what to prioritise helps you knock out the vital work first, rather than wasting time on smaller projects that can wait. 

3. Having zero boundaries for distractions

Whether it's chatty co-workers, Slack messages, phone calls or the lure of TikTok, distractions – either work related or personal – are still distractions.

And they can be a good thing, if they’re managed. For example, allow yourself a few five minute mini breaks throughout the day so you have a chance to reset, and use this time to reply to that Facebook invite or talk to your coworker about her weekend.

4. Doing what you could be delegating 

There’s no prize for doing everything solo. When you delegate some daily tasks to your team, you spread the workload, reap the benefits of collaboration and help them grow in their own roles. Determine which tasks you can delegate and which you must handle on your own, and simplify your schedule accordingly. With project management software like WorkflowMAX you can assign tasks and effectively plan staff capacity to lighten the delegation burden.

5. Holding meetings without clear agendas

To make meetings useful rather than frustrating, set clear goals. Open with an agenda and finish with action points. When you clarify a meeting’s agenda, you’ll often discover that items can be covered in a short email or Teams message instead.

Everyone is guilty of wasting time without knowing it at one point or another. The key is to check in with yourself regularly and stay vigilant against the sneaky little choices that stifle efficiency. By doing so, you'll make yourself more effective and more productive.

5 MIN READ

Maintaining positive client relationships is a top priority for service businesses and agencies. However, from time to time you’ll encounter challenging client situations that require tactful communications. 

So here are four email templates to  help you respond professionally. 

1. Client has changes after a contract is negotiated

You’ve spent time negotiating a contract, writing out and agreeing on the brief, and you’re just waiting for the client to hit GO. Then they want changes. What do you say?

Dear [Name], 

Thanks for sending through the new requirements for [Name of project]. We’re happy to amend the current contract to reflect these changes. Here’s a new outline of the scope:

(LIST REQUIREMENTS)

These changes will need a new contract, which I’ll send to you as soon as I can. The price will also change. 

If you think these aren’t the last amendments, please let me know so I can see if we have to adjust the schedule as well.

I’ll be in contact again shortly.

Kind regards

2. When you decide to raise your rates

As your team upskills and your business or agency gains experience and reputation within the industry, you can command a higher rate. But telling a long-term client that your rates are rising can be daunting, so here’s a little template to help:

Dear [Name]

I hope this email finds you well. I’m writing today to let you know that as of [date], we’ll be changing our rates to: 

(LIST NEW RATES)

This adjustment reflects our commitment to bringing you top-notch service while helping us keep pace with the rising costs of talent, technology and other essential resources. We understand the importance of budget decisions and want you to know this isn’t a change we’ve undertaken lightly. 

We appreciate your continued trust in our company. I’d be more than happy to answer any questions.

Kind regards

3. When you need to decline a project

What happens when you’re already pulling 70 hour weeks and you're having trouble managing the work you already have? Occasionally you’ll need to decline a project, so here’s how you can do it while keeping things friendly and not closing the door on future opportunities. 

Dear [Name]

Thanks for contacting us about [name of project]. It looks like a fantastic piece of work. 

However, we unfortunately don’t have the capacity to take it on right now. We’d want to give it 100% of course but with our current workload, we wouldn’t meet our high standards.

I anticipate that we’ll have more capacity around [month] if you have any projects you’d like us to look at then.

Kind regards

4. Request a testimonial or case study

Testimonials from current clients who are happy with your work are an excellent way to show others that you’re a credible company. Reading about or seeing the results you’ve helped a client gain, or how easy you were to work with, can help you stand out from the competition. 

It’s not always easy to ask someone to praise you but if you’ve done a good job, they should be more than happy to offer a quote or sit down for an interview that can be used for a case study. Quick tip: Ask for the testimonial as soon as you’ve completed the job or when the results roll in. Your client will be more likely to remember the good experience and be on a bit of a high from the success.

Here’s a template to help get the story you want.

Dear [Name] 

Thank you for working with us on your [name of project] campaign. We really enjoyed the creative challenges in this particular project!

I’d love to showcase the work and wondered if you could share some of your thoughts about it. We’d use your words to accompany images that we’ll include on our [website/social pages/pitch packs].

It would be great if you could send through a short testimonial paragraph or write a few sentences to answer these questions:

• What did you like about our approach?
• How did our solution address your challenge?
• What results has our work generated for your company?
• What did you enjoy about working with us?
• What can we improve on?
• Would you recommend our services to others?
• How would you sum up your experience with us in one sentence?

Thanks so much for helping us out. Let me know if you have any questions.

Kind regards