All in One Job Management Software Features

GROW YOUR CUSTOMERS

Lead manager

Client manager

Quoting and estimating

Document management

BUILD BETTER EFFICIENCY

Job management

Integrated calendar

Time tracking

Timesheet Approvals & Reminders

Capacity planning

Scheduling

Collaboration manager

Mobile

GET PAID YOUR WORTH

WIP management

Job costing

Quote Variations

Invoicing

Purchase orders

Performance and profitability reporting

Job profitability reports and widgets

Xero & QuickBooks integration

Reporting and dashboards

CUSTOMIZE YOUR WORKFLOW

Custom fields

Custom templates

Notifications

AI-POWERED INSIGHTS

AI expense extraction

AI reporting insights

Lead manager

Boost leads, nurture clients, and win more work

Simplify your lead and client management

Track every step of your proposals and sales pipeline from one place

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Client manager

Boost leads, nurture clients, and win more work

All the tools you need for more productive and profitable relationships are right here

Easily search, filter and customize your client information for faster processing

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Quoting and estimating

Create professional looking quotes in seconds

Deliver swift, precise, and polished quotes in seconds

Include time and cost estimates to price your services accurately and bill instantly

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eQuote acceptance

Get the green light faster with digital sign-offs

Let clients approve quotes instantly from any device with a single click to get projects started sooner

Track acceptance in real-time so you know exactly when a lead is ready to become a won job

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Document management

Never lose a document again

Access all your project information quickly with centralised document management

Everything is in one place is great for remote working and team collaboration

Custom fields help you track even more important data points

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Job management

Streamline your job management

Keep track of all the moving parts and manage your resources, time and costs on every job

The job overview dashboard will help you see gross margin and job profitability easily

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Integrated calendar

Turn meetings into timesheets.

Reduce manual timesheet entry by converting real meetings to time entries.

Base timesheets on real events: use actual meeting durations.

Complete timesheets faster and more accurately.

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Time tracking

Track time with ease

Record time your way with eight different methods

Capture every minute of every day and never miss a second of chargeable time again

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Timesheet approvals & reminders

Add visibility and accountability to every hour your team logs

Give managers full visibility over what your team is logging

Catch missing or inaccurate entries before they affect billing

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Capacity planning

Visualise your team’s bandwidth and balance the load

Gain a bird’s-eye view of staff availability to ensure no one is over-allocated or sitting idle

Make informed hiring decisions by identifying long-term trends in your team’s workload and resource needs

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Scheduling

Master your timeline and keep projects moving

Drag-and-drop tasks with ease to build out project schedules that keep your team on track and on time

Sync schedules across the board so everyone knows exactly what they’re working on and when it’s due

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Collaboration manager

Collaborate with your team

Easily send emails, attachments, images and documents to your leads, jobs or quotes

Always see a complete history of your communications - all in one place!

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Mobile app

Manage jobs on the go and drive more efficiency

View your day at a glance, see your jobs and tasks, and stay on top of your daily to-dos

Use the simplified start/stop/pause timer for time tracking on the run

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WIP management

Don’t let billable work fall through the cracks

See and manage all your un-invoiced work and create invoices on the go

Never get underpaid again

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Job costing

Know your numbers

Our powerful job financial summary report helps you understand where your profit is being made and potentially lost

See a time summary, staff efficiency, non-billable time and time to be invoiced for a big-picture view of the entire job

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Quote variations

Handle scope changes after acceptance, without reissuing the whole quote

Add, adjust, or remove items on an accepted quote and keep a clear record of what changed

See the net impact on your job budget before sending anything to the client

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Invoicing

Create beautiful, customized invoices

Get paid faster with our easy-to-use invoice feature

Invoice anyway you want - progress amounts, actual time and costs, quoted time and costs, or percentage of value

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Purchase orders

Keep on top of your costs

Purchase orders let you push bills through to Xero or QuickBooks automatically and eliminate double handling

Use partial or full receipts to get full control over your business costs

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Performance and profitability reporting

Work smarter and gain insights into productivity, performance, workflow and profitability

Stop losing money and make better business decisions based on real-time data

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Job profitability reports & widgets

Keep your finger on the pulse of every project’s bottom line

Monitor real-time margin health with a live dashboard widget that shows your project profitability at a glance

Identify cost overruns before they impact your profit with deep-dive reports that compare actual versus estimated performance

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Xero & QuickBooks integration

Manage jobs on the go and drive more efficience

Data entered into WorkflowMAX flows seamlessly into Xero & QuickBooks

Connect the integration today to save time and eliminate double handling

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Reporting & dashboards

Report on absolutely everything

Customize the new dashboard to show the key information and metrics relevant to you

Choose from a range of standard reports or build them from scratch to visualise key information that can help with making better business decisions

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Custom fields

Use custom fields to personalize your data your way

Tailor the customisable features to your workflow's unique requirements

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Custom templates

Let print templates do the work

Design your own custom templates for quoting, invoicing and more

Reinforce your branding strategy with professional looking custom print templates

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Notifications

Keep the team in sync and never miss a deadline

Set up custom notifications to keep everyone on the same page

Use notifications as a way of informing the right people when certain job-related events occur

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AI expense extraction

Eliminate manual data entry and reclaim your time

Scan and snap receipts instantly with intelligent AI that automatically extracts data and categorises your project expenses

Remove human error from your accounts by ensuring every expense is captured accurately and linked to the correct job code

AI reporting insights

Turn your project data into a competitive advantage

Unlock deep visibility into your performance with AI-driven analytics that pinpoint exactly where your margins are won or lost

Forecast future trends with precision using automated reporting that helps you make proactive decisions before project budgets drift

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FEATURES

Estimating and quoting

Xero and QuickBooks integration

Customisation

Time tracking

Document management

Reporting and dashboard

Invoicing

Lead manager

Job management

INDUSTRIES

Architects

Engineers and designers

Building and construction

Business consultants

Creative agencies

INTEGRATIONS

Xero

Airwallex

Suitefiles

QuickBooks

Google Drive

Box

Hubspot

Dropbox

EzzyBills

Resources

Visit the blog

Watch a webinar

Implementation options - coming soon

Find a partner

WorkflowMAX academy

Visit the help centre

Contact sales

Contact support

FAQs

Packed full of features

Everything you need to run a successful, profitable business

GROW YOUR CUSTOMERS

Lead manager

Client manager

Quoting and estimating

Document management

BUILD BETTER EFFICIENCY

Job management

Integrated calendar

Time tracking

Timesheet Approvals & Reminders

Capacity planning

Scheduling

Collaboration manager

Mobile

GET PAID YOUR WORTH

WIP management

Job costing

Quote Variations

Invoicing

Purchase orders

Performance and profitability reporting

Job profitability reports and widgets

Xero & QuickBooks integration

Reporting and dashboards

CUSTOMIZE YOUR WORKFLOW

Custom fields

Custom templates

Notifications

AI-POWERED INSIGHTS

AI expense extraction

AI reporting insights

Grow your customers

Convert more leads and keep customer relationships strong. Client relationship management features and integrated workflow tools will help you focus on billable hours, not on admin.

Lead manager

Boost leads, nurture clients, and win more work

Simplify your lead and client management

Track every step of your proposals and sales pipeline from one place

Client manager

Boost leads, nurture clients, and win more work

All the tools you need for more productive and profitable relationships are right here

Easily search, filter and customize your client information for faster processing

Quoting and estimating