WorkflowMAX Blog

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 💚

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.