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FEATURES

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Estimating and quoting
Send professional, customisable quotes, estimates & budgets in minutes
Xero and QuickBooks integration
Power up with the Xero or QuickBooks integration saving you time and eliminating double-handling
Customisation
Personalise quotes, invoices, reports and more so you can run your business your way
Time tracking
Capture every minute of every day and never miss a second of chargeable time again
Document management
Access all your important project information quickly with centralised document management
Reporting and dashboard
Stop losing money and make better business decisions based on real-time data and reports
Invoicing
Create beautiful, customised invoices quickly and get paid faster
Lead manager
Track every step of your leads, proposals and sales pipeline from one place
Job management
Never miss a deadline again - manage all jobs, tasks, and people from one place

INDUSTRIES

Architects
Manage, track and report on multiple, complex projects from anytime, anywhere
Engineers and designers
Customisable software that helps you manage, track and report on multiple, complex projects
Building and construction
Construction is tough work. Let us do the heavy lifting so you can work faster and smarter
Business consultants
Streamline your core business functions, free up time to focus on billable hours and big-picture thinking.
Creative agencies
Time is money when you run an agency. Simplify the way you work and do more of what you love

INTEGRATIONS

View All Integrations ->

Xero

Elevate your business efficiency by integrating with Xero. Enjoy seamless data synchronisation, eliminate double-handling and save valuable time.

Airwallex

Connect Airwallex with WorkflowMAX to collect customer payments easily by credit card, speeding up cash flow and simplifying reconciliation.

Suitefiles

Integrate SuiteFiles with WorkflowMAX to seamlessly manage and share documents via SharePoint, keeping client files secure and accessible.

QuickBooks

Integrate QuickBooks with WorkflowMAX to simplify your financial processes. Key data flows between platforms, reducing manual work and helping you stay on top of your business performance.

Google Drive

Integrate Google Drive is a safe and secure file storage platform that allows you to store all your files in one place.

Box

Upload documents to WorkflowMAX and they automatically push into Box. Great for collaboration and storage.

Hubspot

Streamline operations & boost growth with WorkflowMAX & HubSpot integration. Sync data, automate workflows, get insights for informed decisions.

Dropbox

Integrate WorkflowMAX with Dropbox, you can quickly and simply share files with clients. Store and share your files from any device, wherever you are in the world.

EzzyBills

EzzyBills allows you to automatically import data from invoices and receipts and connect it directly to your jobs in WorkflowMAX.

Resources

Visit the blog
Keep up-to-date on the latest news, product updates, and announcements
Watch a webinar
Register for our live or on demand webinars on migration, education, and training
Implementation options - coming soon
View the range of ways to get WorkflowMAX setup, DIY, guided and bespoke options available
Find a partner
Search the directory for a certified implementation partner in your area
WorkflowMAX academy
Bolster your knowledge and use of WorkflowMAX with free online training courses
Visit the help centre
Learn how to configure and use WorkflowMAX and search a wide range of help topics
Contact sales
Got a question? Reach out to us
Contact support
Raise a ticket with our support team for help or technical product information
FAQs
Read over our frequently asked questions to get answers quickly
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Features
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Scalable pricing plans to suit you and your business

Get all the benefits of an enterprise-grade system with simple, transparent pricing that scales with your team.

No setup fees

No upfront costs

Flexible pricing that grows with your business.

Monthly
Quarterly
Save 5%
Annual
Save 10%
Essentials

$

8.33

7.91

7.50

USD
/user
3-25 Users

Great for small teams

Choose Essentials
Choose

Key features: Quoting, jobs, scheduling, timesheets, invoicing, purchase orders and Xero/QuickBooks integration.

Pro

$

15.00

14.25

13.50

USD
/user
From 5 Users

Best for growing teams

Choose Pro
Choose

Everything in Essentials + leads, quote variations, custom reporting, branded templates, plus more invoicing, purchasing and integration options.

Advanced

$

25.00

23.75

22.50

USD
/user
From 10 Users

Best for large teams

Choose Advanced
Choose

Everything in Pro + capacity planning, individual WIP ledger management, automated and AI-powered reporting, plus calendar sync.

Essentials

$

12.22

11.61

11.00

AUD
/user
3-25 Users

Great for small teams

Choose Essentials
Choose

Key features: Quoting, jobs, scheduling, timesheets, invoicing, purchase orders and Xero/QuickBooks integration.

Pro

$

22.00

21.00

20.00

AUD
/user
From 5 Users

Best for growing teams

Choose Pro
Choose

Everything in Essentials + leads, quote variations, custom reporting, branded templates, plus more invoicing, purchasing and integration options.

Advanced

$

37.78

35.89

34.00

AUD
/user
From 10 Users

Best for large teams

Choose Advanced
Choose

Everything in Pro + capacity planning, individual WIP ledger management, automated and AI-powered reporting, plus calendar sync.

Essentials

£

6.11

5.80

5.50

GBP
/user
3-25 Users

Great for small teams

Choose Essentials
Choose

Key features: Quoting, jobs, scheduling, timesheets, invoicing, purchase orders and Xero/QuickBooks integration.

Pro

£

11.11

10.55

10.00

GBP
/user
From 5 Users

Best for growing teams

Choose Pro
Choose

Everything in Essentials + leads, quote variations, custom reporting, branded templates, plus more invoicing, purchasing and integration options.

Advanced

£

18.89

17.94

17.00

GBP
/user
From 10 Users

Best for large teams

Choose Advanced
Choose

Everything in Pro + capacity planning, individual WIP ledger management, automated and AI-powered reporting, plus calendar sync.

Essentials

$

13.89

13.20

12.50

NZD
/user
3-25 Users

Great for small teams

Choose Essentials
Choose

Key features: Quoting, jobs, scheduling, timesheets, invoicing, purchase orders and Xero/QuickBooks integration.

Pro

$

25.00

23.75

22.50

NZD
/user
From 5 Users

Best for growing teams

Choose Pro
Choose

Everything in Essentials + leads, quote variations, custom reporting, branded templates, plus more invoicing, purchasing and integration options.

Advanced

$

45.00

42.75

40.50

NZD
/user
From 10 Users

Best for large teams

Choose Advanced
Choose

Everything in Pro + capacity planning, individual WIP ledger management, automated and AI-powered reporting, plus calendar sync.

Essentials

$

11.11

10.55

10.00

CAD
/user
3-25 Users

Great for small teams

Choose Essentials
Choose

Key features: Quoting, jobs, scheduling, timesheets, invoicing, purchase orders and Xero/QuickBooks integration.

Pro

$

23.33

22.17

21.00

CAD
/user
From 5 Users

Best for growing teams

Choose Pro
Choose

Everything in Essentials + leads, quote variations, custom reporting, branded templates, plus more invoicing, purchasing and integration options.

Advanced

$

35.00

33.25

31.50

CAD
/user
From 10 Users

Best for large teams

Choose Advanced
Choose

Everything in Pro + capacity planning, individual WIP ledger management, automated and AI-powered reporting, plus calendar sync.

Essentials

$

8.33

7.91

7.50

USD
/user
3-25 Users

Great for small teams

Choose Essentials
Choose

Key features: Quoting, jobs, scheduling, timesheets, invoicing, purchase orders and Xero/QuickBooks integration.

Pro

$

15.00

14.25

13.50

USD
/user
From 5 Users

Best for growing teams

Choose Pro
Choose

Everything in Essentials + leads, quote variations, custom reporting, branded templates, plus more invoicing, purchasing and integration options.

Advanced

$

25.00

23.75

22.50

USD
/user
From 10 Users

Best for large teams

Choose Advanced
Choose

Everything in Pro + capacity planning, individual WIP ledger management, automated and AI-powered reporting, plus calendar sync.

SALES & QUOTING

Leads

Track prospects through your sales pipeline, log conversations and convert won leads into jobs without double-handling.

Quotes

Create and send professional, customisable quotes with line-item pricing, time estimates and cost breakdowns.

Quote - Variations

Add variations to an accepted quote when scope changes, keeping the full history of revisions on record.

Online Quote Acceptance (eQuote)

WorkflowMAX’s built-in electronic quote acceptance. Instead of sending a PDF and chasing signatures in a separate tool, you can send a quote your customer can review and respond to online.

JOB MANAGEMENT

Jobs

Create, assign and track every job with its tasks, costs, time and documents in a single record.

Job Phases

Break complex jobs into phases to track time, costs and progress against each stage independently.

Kanban View

View your jobs on a drag-and-drop Kanban board to visualise progress and move work through stages quickly.

Scheduling

Assign staff to jobs and tasks using a drag-and-drop scheduler to manage team workload and project timelines.

Capacity Planning

Drag-and-drop jobs and tasks across your team to visualise who's free, who's overloaded, and rebalance workload at a glance.

TIME TRACKING

Timesheets

Record time against jobs and tasks using eight different entry methods so capturing billable time fits how you work.

Timer widget including pause

Pause and resume the timer so interruptions don't get recorded as billable time.

Consolidated Task View (Task Manager)

See every task assigned to you across every job in a single consolidated list.

Timesheet Reminder Notifications

Send automated reminders to staff who haven't submitted their timesheets so week-end close runs smoothly.

Export Timesheets (Xero AU/NZ Payroll)

Push approved timesheets to Xero Payroll so worked hours flow straight through to pay runs without manual re-entry. Available for Xero AU/NZ.

Leave management (Time Off)

Track staff leave requests, approvals and balances in one place.

Timesheet Approvals + Approval Workflows

Route submitted timesheets to managers for review and approval before they flow to invoicing or payroll.

Microsoft 365 + Google Calendar Integration

Sync your calendar with WorkflowMAX to turn meetings into timesheet entries and keep job schedules aligned.

INVOICING & BILLING

Invoices

Create and send professional invoices based on time, costs or fixed amounts, and get paid faster.

Invoicing by Phase

Invoice each phase of a job separately for clearer billing on larger, multi-stage projects.

Invoice by % of Quote

Bill a percentage of a quote's total value to progressively invoice work as it's completed.

Import Invoices from Xero

Automatically sync recurring or manually entered invoices from Xero into WorkflowMAX.

Individual WIP Entry Management

Review, adjust or write off individual WIP entries before invoicing for complete control over what gets billed.

PURCHASING

Purchase Orders

Raise and track purchase orders against jobs to keep supplier costs linked to the work they relate to.

Stock Receiving Workflows

Record stock received against purchase orders, including partial receipts, to keep inventory and job costs accurate.

Bulk PO Creation

Create multiple purchase orders in a single action to save time when ordering across jobs.

Multi-Currency (Purchasing)

Raise purchase orders and record supplier bills in foreign currencies so costs match the currency of the transaction.

CONTACTS & CLIENTS

Contacts

Store multiple contacts per client with roles, emails and phone numbers so you always know who to talk to.

Clients

Store client records, contact details and history in one place to keep every customer relationship organised.

Collaboration Manager

Send emails to WorkflowMAX, and these will be automatically saved to leads, jobs or quotes, so you see a complete history of every conversation and attachment in one place.

REPORTING & DASHBOARDS

Dashboard

See your key business metrics, cash flow and job activity at a glance on a central home screen.

Customisable Dashboard

Show, hide and rearrange widgets to build a dashboard that surfaces the metrics most relevant to you.

Standard Reporting

A built-in suite of pre-configured reports covering job, time, financial, and productivity data, giving firms ready-made visibility into business performance without needing to build custom queries.

Custom Reporting

Build reports from scratch with the fields, filters and groupings you choose to answer your business's unique questions.

Productivity / Capacity Reporting

See how well you, your staff and the whole team are meeting productivity goals against allocated capacity.

Custom Reports - Filter Views

Save filtered views of your reports to switch between different cuts of the same data instantly.

Scheduled Reports

Automatically generate and email reports on a set schedule so stakeholders get the data they need without asking.

AI Reporting Insights

AI reviews your report and gives you a clear summary of what happened, what changed and what to do next.

CUSTOMISATION & SETTINGS

Global Search

Find any client, job, quote, invoice or contact from a single search bar, no matter where you are in WorkflowMAX.

Custom Fields

Add your own data fields to clients, jobs, quotes and more so WorkflowMAX captures the information that matters to your business.

Custom Task Rates (Clients) + Custom Job Rates

Override default rates per-client or per-job so billing matches the commercial arrangement for each engagement.

Documents - Custom Templates

Design branded templates for quotes, invoices and more so every document you send looks consistent and professional.

Ability to Create Roles (Permissions)

Define custom roles that group privileges together to control exactly what different users can see and do.

INTEGRATIONS & API

Xero Integration

Sync invoices, bills and payments with Xero automatically so data flows between systems without double-handling.

QuickBooks Integration

Sync invoices, bills and payments with QuickBooks automatically so data flows between systems without double-handling.

API Access

Connect WorkflowMAX to your own apps or third-party tools via the public API to automate workflows and move data between systems.

Zapier Integration

Connect WorkflowMAX to thousands of apps through Zapier to automate workflows across your wider tech stack.

HubSpot Integration

Sync contacts and deals between WorkflowMAX and HubSpot so your sales and delivery teams work from the same data.

Airwallex Integration

Accept credit card payments on invoices to speed up cash flow and simplify reconciliation.

Dropbox Integration

Link files from Dropbox to jobs, quotes and clients to keep every document one click away.

SharePoint Integration

Link files from SharePoint to jobs, quotes and clients to keep every document one click away.

Box Integration

Link files from Box to jobs, quotes and clients to keep every document one click away.

SuiteFiles Integration

Link files from SuiteFiles to jobs, quotes and clients to keep every document one click away.

Google Drive Integration

Link files from Google Drive to jobs, quotes and clients to keep every document one click away.

Microsoft 365 Calendar Integration

Sync your calendar with WorkflowMAX to turn meetings into timesheet entries and keep job schedules aligned.

Google Calendar Integration

Sync your calendar with WorkflowMAX to turn meetings into timesheet entries and keep job schedules aligned.

NOTIFICATIONS & COMMUNICATION

Default Notifications

Use built-in notifications for common job events like assignments and deadlines, with no configuration required.

Custom Notifications

Create your own notification rules to alert the right people when specific events occur.

MOBILE & APPS

Native Mobile App (Apple iOS/Android)

Manage jobs, enter time and view tasks on the go from dedicated iOS and Android apps.

SUPPORT & ONBOARDING (MIN. 25 USERS, ANNUAL SUBSCRIPTION)

Dedicated Account Manager

Get a named point of contact to help you plan your rollout and get the most out of WorkflowMAX.

Guided Onboarding

Get step-by-step setup support to configure your account and start managing jobs with confidence.

Sandbox / Testing Account

Get a separate environment to test workflows, train staff or trial changes without affecting your live data.

All your tools connected in one place.

Track time, manage jobs, and see your profit.

Trade 10 Apps for 1 Growth Engine

Are you running a business, or just a very expensive spreadsheet?

Which tools are slowing you down?

The "Messy" Cost:

Multiple subscriptions, manual data entry, and "broken" communication.

All your work in one place.

The "Scale" Benefit:

One subscription, one source of truth, and zero data leaks.

Discover why professionals love WorkflowMAX

From lead to job to profitability - that's why we always choose WorkflowMAX

To manage a lead through the CRM, and then drive that lead into a job, and to see the profitability and performance of it all the way through is another reason why we always choose WorkflowMAX.

Adam Henwood

Associate Director, BlueRock Digital

WorkflowMAX flexes to your needs, so you can track almost everything.

I think the customisable elements in WorkflowMAX are one of its greatest selling points. The software can really flex to your individual needs and requirements. You can almost track everything!

Glennis Stuckey

Director, Katalyst Cloud & Business Services

We chose WorkflowMax because it drives a more efficient, well-run business

We chose WorkflowMax because it’s got the mechanics to drive a proficient, operationally strong business.

Josh Licence

AppartusQuo

Proven by the Pros

Join the community of experts scaling with WorkflowMAX.

Kavan Applegate

Director of Guymer Bailey Architects

"The data within WorkflowMAX helps me as the owner manage the profitability of projects from start to finish."

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Amy Darvall

Founder of Holistic Nursing Solutions

"Life before WorkflowMAX was very labour intensive. Now I can easily see the full job lifecycle."

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Luphus Oosthuizen

Director at Engenera

"The big problem with Excel spreadsheets is it's not scalable. Implementing WorkflowMAX was painless and fast."

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Sarah No

Brand and Marketing Director of BlueRock Digital

"We needed a system that is able to work in real time, share visibility to decision makers so we can make those decisions really quickly.  WorkflowMAX makes it really easy to do that."

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Steve Luxmoore

Director of Your HR System

"With WorkflowMAX, we've been able to have real-time data, so that we get a great picture
on profit and understanding what our profit is."

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Frequently asked questions

Still have questions?

Book a demo -->

Frequently asked questions

How does WorkflowMAX pricing work?

WorkflowMAX is priced per user, per month, with a flat rate on every plan - no user bands. For monthly pricing, Essentials is AUD 12.22 per user (3–25 users), Pro is AUD 22 per user (from 5 users) and Advanced is AUD 37.78 per user (from 10 users). Pay monthly, or save 5% paying quarterly and 10% paying annually. Pricing varies by currency depending on your region.

Which plan is right for my team?

Essentials suits small teams of 3–25 who need job management end to end without the extras. Pro suits growing teams from 5 users who are tracking leads, customising reports and branding their client-facing documents. Advanced suits larger or more complex operations from 10 users that need capacity planning, WIP control and AI-powered reporting. If you're not sure, start a free trial - you can upgrade at any time.

Is there a free trial?

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.

Are there any setup fees or contracts?

No setup fees and no lock-in contracts. You can cancel at any time.

What happens when my team grows and I need to add more users?

Your subscription doesn't update automatically. To add users, first update your user count in your billing settings, then add the new users to your account. Every user is charged at the same flat rate for your plan, so there are no price brackets to move between. If you're on Essentials and grow beyond 25 users, you'll need to move to Pro or Advanced. Admins can manage all of this from billing settings.

How does Advanced pricing work?

Advanced is priced at a flat rate per user, per month, for teams from 10 users. Like Essentials and Pro, it's a single per-user rate at any team size - there are no price brackets. Advanced adds capacity planning, individual WIP ledger management, AI-powered reporting and calendar sync. Teams of 25 or more on an annual subscription also get a dedicated account manager, guided onboarding and a sandbox account.

‍

Is Lead Manager included in my plan?

Leads is included in Pro and Advanced at no extra cost. It isn't part of Essentials - if you're managing a pipeline, Pro is the place to start.

Can I change plans after signing up?

Yes. You can upgrade or downgrade your plan at any time from your billing settings. Upgrades take effect immediately, and downgrades apply from your next billing period. Keep in mind each plan has a minimum user count - Pro starts at 5 users and Advanced at 10.

What countries and currencies are supported?

WorkflowMAX is available worldwide. Pricing is available in AUD, NZD, GBP, and USD.

Does Advanced include dedicated account management and onboarding support?

Advanced includes access to a dedicated account manager, guided onboarding, and quarterly business reviews for annual subscribers with 25 or more users. If your team is below that threshold or on a monthly subscription, you'll still have access to priority support.

Start your 14-day free trial with WorkflowMAX

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No contracts

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Across 150+ Countries

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