WorkflowMAX is job and project management software built for professional services businesses. It brings quoting, time tracking, job management, invoicing and reporting into a single platform, with deep two-way integration to Xero and QuickBooks. WorkflowMAX supports thousands of architects, engineers, agencies, consultants and construction firms around the world.

WorkflowMAX is designed for service-based businesses that bill by the hour or by deliverable - typically teams of 1 to 200 people who need to track time, manage jobs, raise quotes and invoice clients accurately. It suits firms that have outgrown spreadsheets but don't want the complexity or cost of enterprise PSA platforms. Common users include architects, engineers, creative agencies, business consultants and building and construction firms.

WorkflowMAX is used across professional services industries where billable time and project profitability matter. The most common industries are architecture, engineering and surveying, creative and digital agencies, business and management consulting, IT services, and building and construction. The platform is flexible enough to suit any service business that quotes work, tracks time against jobs, and invoices clients - including specialist consultancies, project-based contractors, and design firms.

Generic project management tools like Asana, Monday or Trello are built for task tracking. WorkflowMAX is built for the full quote-to-cash workflow that professional services businesses actually run on quoting, time tracking against billable rates, job costing, WIP management, invoicing and accounting integration. If your business bills clients for time or deliverables, WorkflowMAX connects the work your team does to the revenue it generates. Generic tools require you to bolt on time tracking, invoicing and reporting separately.

Yes. The Standard plan is designed for freelancers and small teams and works well from a single user upwards. Sole traders use WorkflowMAX to quote new work, track time, manage jobs and invoice through Xero or QuickBooks - without juggling three separate tools. As you grow, you can move to Premium or Advanced without changing platforms or losing data. See current pricing at workflowmax.com/pricing.

Yes. Larger teams typically use the Advanced plan, which includes capacity planning, approval workflows, quote variations, priority support, sandbox environments and extended API endpoints. Customers on the Advanced plan with 25 or more users on annual billing also receive a dedicated account manager, guided onboarding and quarterly business reviews. WorkflowMAX supports professional services firms with hundreds of staff across multiple offices, with permissions, custom workflows and reporting suited to bigger operations.

WorkflowMAX serves customers around the world. Pricing is available in five currencies - AUD, NZD, GBP, USD and CAD - so the price you see depends on your region. Customer data is hosted on Amazon Web Services in the Sydney, Australia region. Team members are based across the UK, USA, Australia, New Zealand and Asia, providing 24/7 support coverage across major business timezones.

Yes. WorkflowMAX was originally part of Xero's product portfolio under the name "WorkflowMax by Xero". In 2024, the product was acquired and rebuilt by BlueRock, and now operates as an independent platform. The new WorkflowMAX retains the core capabilities long-term customers know, with a modern technology foundation, an updated user experience, an expanded feature set, and an active product roadmap. Existing legacy customers have already been migrated.

WorkflowMAX offers three plans - Standard, Premium and Advanced. Standard and Premium pricing scales with team size, while the Advanced plan is priced per user. Pricing is available in AUD, NZD, GBP, USD and CAD, with no setup fees, upfront costs or long-term contracts. For current pricing in your region and a tailored team-size estimate, visit the pricing page.

WorkflowMAX offers three plans. Standard suits freelancers and small teams who need core quoting, time tracking, jobs, invoicing and Xero integration. Premium adds productivity reporting, multi-currency purchase orders and bills, Zapier integration, kanban job board view and client groups - ideal for growing teams. Advanced adds capacity planning, quote variations, approval workflows, lead manager, integrated calendar capture, advanced invoicing, scheduled custom reports, sandbox environments, extended API endpoints and priority support. See the full plan comparison.

Standard covers the core quote-to-invoice workflow and is best for freelancers and small teams. Premium adds collaboration, reporting and integration features - multi-currency purchase orders and bills, productivity reporting, Zapier and a kanban job board - suiting growing teams. Advanced is the full platform, with the biggest differentiators being capacity planning, quote variations and approval workflows. It also adds lead manager, integrated calendar capture, scheduled custom reports, sandbox environments, extended API endpoints and priority support. See the pricing page for the full feature comparison.

Standard and Premium have no hard minimums - Standard is suitable from a single user upwards, and Premium is designed for teams in the 3 to 20 user range. The Advanced plan has a minimum of 10 users, reflecting the additional features and onboarding included. There are no hard upper limits on any plan - WorkflowMAX scales to support firms with hundreds of users.

No. WorkflowMAX has no hard upper limit on users - the platform supports firms from sole traders to multi-office teams with hundreds of staff. Pricing scales with team size, and there are no caps on the number of clients, jobs, projects or invoices. For very large teams or specific procurement requirements, book a discovery call to discuss tailored pricing and onboarding.

WorkflowMAX pricing is based on team size, not per organisation, per project or per invoice. Standard and Premium plans are priced for groups of users at defined team-size brackets. The Advanced plan is priced per user. Anyone who signs into WorkflowMAX - whether an employee, contractor or external collaborator - requires their own licence. There are no charges based on the number of clients, jobs or invoices you create.

WorkflowMAX bills in five currencies: Australian dollars (AUD), New Zealand dollars (NZD), British pounds (GBP), US dollars (USD) and Canadian dollars (CAD). The currency you're billed in is determined at signup based on your region. The platform itself supports multi-currency purchase orders and supplier bills on the Premium and Advanced plans for businesses that buy from suppliers across borders. Multi-currency client invoicing is not currently supported.

Yes. WorkflowMAX offers a 10% discount on the Advanced plan when billed annually. The Standard and Premium plans are billed monthly. Advanced annual customers with 25 or more users also receive guided onboarding, a dedicated account manager and quarterly business reviews at no additional cost. To set up annual billing, book a discovery call with the WorkflowMAX team.

Yes. WorkflowMAX offers a discount for registered not-for-profit organisations. Eligibility and discount rates are reviewed case by case. To apply, contact support@workflowmax.com with details of your organisation and registration status, and the team will assess your application.

No. WorkflowMAX has no setup fees, no upfront costs and no implementation charges to start using the product. Customers on the Advanced plan with 25 or more users on annual billing receive guided onboarding from the WorkflowMAX team at no additional cost. For complex configurations or migrations from other systems, you can also engage a certified implementation partner for tailored setup support.

Yes. Anyone who signs into WorkflowMAX - whether an internal employee, an external contractor, a freelancer or a collaborating client - requires their own licence. Licences are simple to add or remove from the account settings, and you can mix internal staff and external collaborators on the same plan. Pricing scales with the total number of users on your account.

Yes. WorkflowMAX offers a 14-day free trial of the full platform, with no credit card required to start. The trial includes access to all core features so you can properly evaluate the product against your business needs. Start your free trial directly from the WorkflowMAX website - setup takes a couple of minutes.

The WorkflowMAX free trial runs for 14 days from signup. During the trial you have access to the full platform, including quoting, time tracking, job management, invoicing, Xero integration and reporting. If you need more time to evaluate, you can request a trial extension by contacting support@workflowmax.com.

No. WorkflowMAX does not require a credit card to start your 14-day free trial. You only need to provide your name, business email and a few details about your business to sign up. Payment details are only required if you decide to convert to a paid subscription at the end of your trial.

Yes. If you need more than 14 days to properly evaluate WorkflowMAX - for example, to import data, configure settings or get team feedback - contact support@workflowmax.com to request an extension. The team is happy to extend the trial for businesses that are actively evaluating the platform.

At the end of your 14-day trial, you can convert to a paid subscription on Standard, Premium or Advanced - your data, settings and configuration are preserved. If you choose not to subscribe, your account is suspended and you can reactivate it later by completing the subscription. To convert, log into your account and complete the subscription form, or contact support@workflowmax.com for help.

Most small teams are operational within a few hours - sign up for a free trial, configure your business details, connect Xero or QuickBooks, set up users, and you're ready to quote and track work. Larger or more complex setups typically take 1 to 4 weeks, especially when migrating data or configuring custom workflows. The WorkflowMAX help centre and in-product onboarding tour guide you through setup.

Yes. The Advanced plan with 25 or more users on annual billing includes guided onboarding from the WorkflowMAX team at no additional cost. All customers have access to the WorkflowMAX Academy, a help centre with detailed setup guides, and 24/7 in-product support. For complex configurations, custom integrations or larger team rollouts, you can engage a certified implementation partner.

Yes. WorkflowMAX includes import tools that let you bring in clients, suppliers, jobs, staff and time data from spreadsheets and other systems. Most teams import their core data during the trial so they can properly evaluate the platform with their own information. For larger or more complex imports, a certified implementation partner can handle the migration on your behalf.

Yes. WorkflowMAX provides import tools for clients, suppliers, jobs, staff, time entries and other core data. Most imports use CSV or Excel files prepared from your existing system. Detailed import templates and step-by-step instructions are available in the WorkflowMAX help centre. For complex or large-scale data migrations, a certified implementation partner can manage the process for you.

WorkflowMAX accepts data imports from any system that can export to CSV or Excel - including spreadsheets, generic project management tools, and other job or practice management platforms. For data that needs more sophisticated mapping (for example, historical time entries linked to specific jobs and staff), a certified implementation partner can help structure and load the import.

A straightforward import of clients, suppliers and active jobs typically takes a few hours and can be completed during your free trial. More complex migrations - for example, multi-year historical time data, complex custom fields, or accounting reconciliation - generally take 1 to 4 weeks depending on data volume and quality. The WorkflowMAX help centre outlines what to prepare in advance to speed up the process.

Yes. WorkflowMAX has a deep, two-way integration with Xero - syncing clients, invoices, payments, suppliers and chart of accounts automatically. The integration eliminates double-entry between job management and accounting and is included on every plan, including Standard. Many WorkflowMAX customers choose the platform specifically because of its native Xero integration. See the Xero integration page for details.

Yes. WorkflowMAX integrates with QuickBooks Online, syncing clients, invoices, payments and supplier data between the two systems. The integration reduces manual data entry and keeps your accounting and job management aligned. See the QuickBooks integration page for setup instructions and supported features.

WorkflowMAX does not currently offer a direct integration with MYOB. WorkflowMAX integrates natively with Xero and QuickBooks Online for accounting, and with Zapier (Premium and Advanced plans) for thousands of additional applications. If MYOB is a critical part of your stack, contact support@workflowmax.com to discuss your specific requirements.

WorkflowMAX integrates with leading accounting, productivity and document management platforms - including Xero, QuickBooks Online, HubSpot, Zapier, SuiteFiles, Dropbox, Google Drive, Airwallex and EzzyBills. Premium and Advanced plans also include Zapier, which connects WorkflowMAX to thousands of additional applications. See the full integrations directory for the current list.

Yes. WorkflowMAX provides a public REST API available on every plan - Standard, Premium and Advanced. The Advanced plan includes extended API endpoints for more sophisticated integrations and higher usage. Full API documentation is available at api-docs.workflowmax.com. The API supports custom integrations with internal systems, third-party applications and bespoke automations.

Yes. The WorkflowMAX REST API is available on every plan and supports custom integrations with internal systems, BI tools and third-party applications. Full documentation, authentication guides and endpoint references are available at api-docs.workflowmax.com. For custom integration development support, contact a certified implementation partner.

Yes. The Zapier integration is available on the Premium and Advanced plans, and connects WorkflowMAX to thousands of applications including Slack, Gmail, Microsoft Teams, Mailchimp, Trello and many more. Use Zapier to automate notifications, sync data between systems, and trigger WorkflowMAX actions from external events. See the Zapier integration page for examples and setup.

WorkflowMAX has a direct integration with HubSpot for syncing contacts, deals and customer data - see the HubSpot integration page for details. There is no native Salesforce integration; Salesforce can be connected via Zapier (Premium and Advanced plans) or via custom integration through the WorkflowMAX public API.

WorkflowMAX customer data is hosted on Amazon Web Services (AWS) in the Sydney, Australia region. AWS provides enterprise-grade physical and network security, including 24/7 facility monitoring, access controls and continuous infrastructure monitoring. For details on WorkflowMAX's data handling, security practices and the data processing addendum, see the security page and data processing addendum.

Yes. WorkflowMAX is compliant with the European Union General Data Protection Regulation (GDPR). The platform supports data subject rights including access, correction, deletion and portability. A data processing addendum is available for customers who need a contractual record of GDPR-compliant data handling. See the WorkflowMAX data processing addendum and security page for full details.

Yes. WorkflowMAX operates in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). Customer data is hosted in AWS Sydney, and the WorkflowMAX privacy policy details how personal information is collected, used, stored and disclosed. See the WorkflowMAX privacy policy for full details.

Yes. WorkflowMAX operates in line with the New Zealand Privacy Act 2020. The platform supports the obligations around data handling, breach notification and data subject rights that apply to organisations operating in or with New Zealand. See the WorkflowMAX privacy policy for full details.

Yes. Multi-factor authentication (MFA) is supported on every WorkflowMAX account. MFA is mandatory for accounts integrated with Xero, in line with Xero's security requirements. Account administrators can also enforce mandatory MFA across all users on their organisation - we recommend this as a security best practice for all customers.

Single sign-on (SSO) is not currently available on WorkflowMAX. Authentication is via email and password, with optional or enforced multi-factor authentication for additional security. SSO support is on the WorkflowMAX product roadmap - customers who require SSO for security or procurement reasons can submit a request via the feature requests forum.

All WorkflowMAX customers have access to 24/7 in-product live chat support, email support at support@workflowmax.com, and the WorkflowMAX help centre. Advanced plan customers also receive priority support. Customers on the Advanced plan with 25 or more users on annual billing additionally receive a dedicated account manager and quarterly business reviews. There are no separate support fees on any plan.

Yes. WorkflowMAX provides 24/7 support via in-product live chat and email, with team members based across the United Kingdom, USA, Australia, New Zealand and Asia to provide round-the-clock coverage.

WorkflowMAX support teams are based across the United Kingdom, USA, Australia, New Zealand and Asia. This distribution provides 24/7 coverage across major business timezones and means customers typically reach a local support team during their working hours.

Yes. The WorkflowMAX help centre contains hundreds of detailed setup guides, how-to articles, troubleshooting tips and video walkthroughs covering every area of the platform. The help centre is publicly accessible and is the fastest way to find answers to specific configuration questions.

Yes. The WorkflowMAX Academy offers self-paced online training courses covering platform fundamentals, advanced features and role-specific workflows. Some courses are publicly accessible; others are available to active customers.

Yes. WorkflowMAX has a network of certified implementation partners and advisors across multiple regions. Partners help with implementation, data migration, custom configuration, team training and ongoing optimisation. Working with a partner is recommended for larger teams, complex workflows, or businesses without in-house technical resources.

Yes. The WorkflowMAX mobile app is available for iOS and Android, designed for staff working away from the office. The mobile app focuses on the core tasks people need on the road - time entry, accessing job and client information, viewing schedules, and capturing notes or documents. For full feature access, including reporting, configuration and administrative tasks, use the WorkflowMAX web application.

Yes. The WorkflowMAX iOS app is available on the App Store and supports time tracking, job and client lookup, viewing schedules, and document capture. The app is designed for use in the field and works alongside the full WorkflowMAX web application. For details and download links, see the WorkflowMAX mobile page.

Yes. The WorkflowMAX Android app is available on the Google Play Store and supports time tracking, job and client lookup, viewing schedules, and document capture. The app is built for staff working in the field and complements the full WorkflowMAX web application. For details and download links, see the WorkflowMAX mobile page.

Yes. The WorkflowMAX mobile app supports daily and weekly time entry, accessing client and job information, viewing your schedule, and adding notes or uploading documents to jobs. The mobile app focuses on the field-team workflow - for full reporting, invoicing and configuration features, use the WorkflowMAX web application from a desktop browser.

No. WorkflowMAX is a cloud-based platform and requires an active internet connection on both web and mobile. This ensures all team members are always working with the latest data and that changes sync across the business in real time.

WorkflowMAX supports modern versions of all major web browsers, including Google Chrome, Microsoft Edge, Mozilla Firefox and Safari. For the best experience - particularly with reporting and complex workflows - we recommend keeping your browser up to date.