All your questions answered

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 — from small teams of 3 through to firms with hundreds of staff 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.

WorkflowMAX is built for small. Our entry-level plan, Essentials, starts at 3 users and covers quoting, time tracking, job management, purchase orders and invoicing, with a deep two-way integration to Xero or QuickBooks - so a small firm can run its whole quote-to-invoice workflow in one place instead of juggling separate tools.

As you grow, you can move to Pro or Advanced without changing platforms or losing data. See current pricing at workflowmax.com/pricing.

Yes. Larger teams typically use the Advanced plan, which adds everything in Pro plus capacity planning, individual WIP ledger management, automated and AI-powered reporting, and calendar sync. 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 - Essentials, Pro and Advanced. Every plan is a flat rate per user, per month, with no user bands or price brackets, so the rate stays the same as your team grows. Pricing is available in AUD, NZD, GBP, USD, with no setup fees, upfront costs or long-term contracts. Pay monthly, or save 5% on quarterly billing and 10% on annual billing. For current pricing in your region, visit the pricing page.

WorkflowMAX offers three plans. Essentials (3–25 users) covers quoting, jobs, scheduling, timesheets, invoicing, purchase orders and the Xero and QuickBooks integrations - great for small teams. Pro (from 5 users) adds leads, quote variations, custom reporting, branded templates and more invoicing, purchasing and integration options, including Zapier, HubSpot and API access. Advanced (from 10 users) adds capacity planning, individual WIP ledger management, automated and AI-powered reporting, and calendar sync. See the full plan comparison.

Essentials covers the core platform - quoting, jobs, scheduling, timesheets, invoicing, purchase orders and Xero/QuickBooks integration.

Pro adds everything in Essentials plus leads, quote variations, custom reporting, branded document templates, and more invoicing, purchasing and integration options.

Advanced adds everything in Pro plus capacity planning, individual WIP ledger management, automated and AI-powered reporting, and calendar sync.

See the pricing page for the full feature comparison.

Yes. Essentials starts at 3 users, Pro from 5 users and Advanced from 10 users.

Essentials is designed for teams of 3 to 25 users. Pro and Advanced have no upper limit - they support firms from small teams through to multi-office operations with hundreds of staff. If you're on Essentials and grow beyond 25 users, you move to Pro or Advanced without changing platforms or losing data. Every plan is a flat rate per user with no price brackets, and there are no caps on the number of clients, jobs, projects or invoices you create.

WorkflowMAX is priced per user, per month across all three plans - not per organisation, project or invoice. Anyone who signs in needs a licence; there's no charge for 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 Pro and Advanced plans for businesses that buy from suppliers across borders. Multi-currency client invoicing is not currently supported.

Yes. Save 5% on quarterly billing and 10% on annual billing, on any plan. You can switch your billing frequency at any time from your billing settings. Advanced customers with 25 or more users on an annual subscription also get guided onboarding, a dedicated account manager and a sandbox account at no extra cost.

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. Every user is billed at your plan's flat per-user rate.

Yes. All plans include a 14-day free trial with no credit card required. You get full access to the features on your chosen plan so you can test with real data before committing. 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 full access to the features on your chosen plan, including quoting, time tracking, job management, invoicing, the Xero and QuickBooks integrations 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 Essentials, Pro 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. 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 (Pro 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. The Xero and QuickBooks integrations are included on every plan. Pro and Advanced add Zapier, HubSpot, Airwallex, Dropbox, SharePoint, Box, SuiteFiles and Google Drive, plus API access for custom integrations. Advanced also includes Microsoft 365 and Google Calendar sync. See the integrations directory for the full list.

Yes. WorkflowMAX provides a public REST API on the Pro and Advanced plans, supporting custom integrations with internal systems, third-party apps and bespoke automations. Full documentation, authentication guides and endpoint references are at api-docs.workflowmax.com.

Yes. The WorkflowMAX REST API available on the Pro and Advanced plans 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 Pro 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 (Pro and Advanced plans) 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 (Pro 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.