--- title: "WorkflowMAX Software Pricing, Alternatives & More 2026 | Capterra" description: "With the help of Capterra, learn about WorkflowMAX Software - reviews, pricing plans, popular comparisons to other Scheduling products and more." source_url: "https://www.capterra.com/p/226306/WorkflowMax/" page_type: "product" language: "en" publication_date: "2026-11-05" --- # WorkflowMAX Software Review 2026: Features, Integrations, Pros & Cons Last updated on November 5, 2026 Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Description](#description)[Use cases](#use-cases)[Alternatives](#alternatives)[FAQs](#faqs)[Features](#features)[Pricing](#pricing)[Integrations](#integrations)[Support](#support)[Reviews](#reviews) WorkflowMAX ## What is WorkflowMAX? WorkflowMAX is job and project management software for professional services firms. Quote work, run jobs, track time, invoice and report on profitability in one cloud-based system, with native iOS and Android apps for staff on the go. Every plan includes quotes, jobs, scheduling, timesheets, invoicing, purchase orders, standard reporting, and Xero and QuickBooks integration. Pro adds leads, quote variations, online quote acceptance, job phases, custom reporting and integrations such as HubSpot, Zapier and Dropbox. Advanced adds capacity planning, WIP entry management, AI-powered reporting and an MCP server that connects WorkflowMAX to AI assistants such as Claude, ChatGPT, Microsoft Copilot and Gemini. Priced per user, with no setup fees or lock-in contracts. Start a 14-day free trial, no credit card required. ## What is WorkflowMAX used for? [Billing and Invoicing](https://www.capterra.com/billing-and-invoicing-software/)[Task Management](https://www.capterra.com/task-management-software/)[Business Management](https://www.capterra.com/business-management-software/) Top alternative Featured Overall rating Based on 123 user reviews Reviews sentiment Positive 86% Neutral 11% Negative 3% Starting price A$12.22 Per User, Per Month Free trial available Free version not included Capterra Shortlist charts the highest-rated and most popular products... Our "Best of" badge program showcases products with the highest ratings... Our "Best of" badge program showcases products with the highest ratings... Do you work for WorkflowMAX?[Manage this product listing](https://www.g2.com/products/workflowmax/claim_requests/new?auto=true) ## Compare with a popular alternative Capterra selects software alternatives based on relevant features, verified user reviews and user interactions. Placement may be influenced by client status. ### WorkflowMAX 4.3 (123) VS. [4.6 (1,490)](https://www.capterra.com/p/127994/Jobber/reviews/) Starting Price A$12.22 Per User, Per Month Starting Price $39 Flat Rate, Per Month Free Trial Free Version Pricing Options Free Trial Free Version Ease Of Use 4.0 (101) Ease Of Use 4.6 (7,789) Value For Money 4.1 (72) Value For Money 4.4 (6,697) Customer Service 4.1 (88) Customer Service 4.6 (6,400) ## WorkflowMAX alternatives [4.2 (2,086)](https://www.capterra.com/p/135757/NetSuite/reviews/) Starting price Contact vendor for pricing Pricing Options Free Trial Free Version User Rating 85% of reviewers rated it above 4 stars [4.4 (3,341)](https://www.capterra.com/p/120109/Xero/reviews/) Starting price $25.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 88% of reviewers rated it above 4 stars [4.2 (1,341)](https://www.capterra.com/p/135618/Odoo/reviews/) Starting price $31.10 Per User, Per Month Pricing Options Free Trial Free Version User Rating 83% of reviewers rated it above 4 stars Highest Rated [4.7 (695)](https://www.capterra.com/p/162588/HoneyBook/reviews/) Starting price $36.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 94% of reviewers rated it above 4 stars [View all alternatives](https://www.capterra.com/p/226306/WorkflowMax/alternatives/) ## FAQs about WorkflowMAX Overview ### What problems does WorkflowMax solve? WorkflowMax solves disconnected job administration by linking leads, quotes, task assignments, timesheets, project costs, purchase orders, and invoices in one workflow. It gives consultants, agencies, trades, and service-business managers visibility into job budgets, staff time, profitability, and work in progress, while reducing duplicate data entry and speeding billing. Answer based on 56 reviews Overview ### Which roles and teams benefit most from WorkflowMax? WorkflowMax is most used by directors, owners, and general managers overseeing project delivery, budgets, and staff capacity. Accountants and finance leaders track job costs, invoicing, and profitability, while office managers coordinate administration and timesheets. Web developers, video editors, consultants, and process engineers plan client work, record time, and monitor project progress. Answer based on 100 reviews Overview ### What company size and industries is WorkflowMax built for? WorkflowMax is built for small businesses, which make up 93% of reviewers, and is most common in accounting at 22%. It serves time-billing creative agencies, architects, engineers, surveyors, lawyers, IT companies, construction firms, and consultants; construction represents 10% of reviewers and mechanical or industrial engineering 7%. Answer based on 123 reviews Features and Usability ### What are the key features of WorkflowMax? WorkflowMax includes core job management features such as quotes/estimates, task management, time tracking, timesheet management, and job costing. Its most-discussed capabilities include customizable reports for project cost tracking and Accounting Integration with Xero, supporting client invoicing from quoted work through completed jobs. Answer based on 40 reviews Pricing ### How much does it cost and what fees or limitations are included? WorkflowMax starts at A$36 per month on the flat-rate Standard plan, which includes a free 14-day trial with no credit card required. Reviews are mixed: some consider it cost-effective, while others find it expensive for larger teams or businesses with many users. Reviewers also cite limited functionality for complex quoting and inventory needs. Answer based on 20 reviews Integrations ### Which third-party tools and platforms does WorkflowMax integrate with? WorkflowMax integrates with 14 third-party tools, led by reviewer-confirmed Xero for accounting and Google Drive for document storage. Its catalog also includes Box, Dropbox, Deputy, Dext, HubSpot CRM, Salesforce Sales Cloud, Zendesk Suite, Freshdesk, MYOB Business, Spotlight Reporting, and Exsalerate CRM. Answer based on 61 reviews Getting Started and Support ### What training and onboarding options does WorkflowMax offer? WorkflowMax provides live online sessions, webinars, documentation, and videos to help teams get started. Live online sessions and webinars support guided instruction, while documentation and videos offer written and visual reference materials for self-paced learning and review. Answer based on 8 reviews Getting Started and Support ### What customer support options does WorkflowMax offer, and how do users rate the experience? WorkflowMax offers email/help desk, FAQ/forum, knowledge base, and chat support. Users often describe the help desk and support staff as friendly, helpful, and quick to answer questions, with tutorials assisting onboarding. However, some report confusing setup guidance, unresolved technical issues, and slow follow-up for document-management problems. Answer based on 17 reviews Reporting ### How well does WorkflowMax handle custom reporting? WorkflowMax gives service businesses customizable reporting for job profitability, time, productivity, and cash-flow monitoring. Teams can build reports and add custom fields, while Xero integration supports financial visibility. However, users note that report building can take time to learn, visualization is limited, and complex cross-table reporting may require workarounds. Answer based on 29 reviews ## Features AI summary Based on 16,930 Scheduling reviews Capterra reviewers highlight these as the features buyers focus on most when choosing scheduling software: - **Real-time Scheduling** (**52%** of reviewers rated this feature as critical) - **Booking Management** (**56%**) - **Calendar Management** (**53%**) WorkflowMax includes **Calendar Management**, which gives teams a clear view of appointments, timelines, and availability in one place. However, it does not offer **Real-time Scheduling** or **Booking Management**. Instead, it provides **Mobile Access** (**56%**), a feature reviewers also rate highly, which can help staff check schedules and stay updated while away from their desks. Together, these capabilities help businesses keep work organized and give teams better visibility into day-to-day scheduling activity. Calendar Management 4.5 (6) 83.33% of 6 reviewers that rated this feature as important or highly important Track and manage schedules and meetings via an integrated calendar Mobile Access 4.5 (4) 50.00% of 4 reviewers that rated this feature as important or highly important Access software remotely via mobile devices Task Management 4.3 (7) 57.14% of 7 reviewers that rated this feature as important or highly important Create, manage and track all task activities and progression Billing & Invoicing 4.4 (5) 60.00% of 5 reviewers that rated this feature as important or highly important Create, manage, and send invoices or bills to customers Invoice History 4.0 (5) 40.00% of 5 reviewers that rated this feature as important or highly important Store and view prior invoices for each account/client Online Invoicing 4.4 (5) 60.00% of 5 reviewers that rated this feature as important or highly important Create, send, and view electronic invoices WorkflowMAX 94 features ### All Features - Access Controls/Permissions: Define levels of authorization for access to specific files or systems - Accounting: Built-in accounting to manage ledger, accounts payable/receivable, financial reports, etc. - Accounting Integration: Integrate with a third-party accounting system - Activity Dashboard: Dashboard to view the status of ongoing processes, identify current incidents and track past activities - Activity Tracking: Track and document all activities across devices, networks, and other systems - API: Application programming interface that allows for integration with other systems/databases - Assignment Management: Assign issues and tasks based on availability or required skills - Automated Quoting: Generate rule-based quotes for clients automatically - Automatic Backup: Data is backed up automatically to prevent data loss - Billing & Invoicing: Create, manage, and send invoices or bills to customers - Billing Portal: Gateway through which end users can view past bills and pay current invoices - Budget Management: Forecast, allocate funds, organize financial resources and report & analyze project's income and expenditure - Budgeting/Forecasting: Create budgets based on historical data and future projections - Calendar Management: Track and manage schedules and meetings via an integrated calendar - Client Management: Manage contact details and communication with clients - Client Portal: Private online space that lets businesses securely share documents and provide information access to clients - Collaboration Tools: Provides a channel for team members to share AI models, media files, communicate, and work together - Contact Database: Centralized database of stakeholders and their contact information such as names, address, phone number etc. - Contact Management: Manage, organize, and store contact information - Contract/License Management: Track, store, and access client contracts or licenses - Contractor Management: Specialized for general contractors/sub-contractors (those who conduct work on a contract basis) - Cost Estimating: Forecast the cost and resources required to complete a project - Cost-to-Completion Tracking: Forecast of the expenses necessary for project completion - CRM: Built-in customer relationship management (CRM) capabilities or integration with a third-party CRM system - Customer Database: A collection of customer information such as contact details, demographics, previous interactions, etc. - Customer History: Access previous interactions or concerns to maintain customer relationships - Customizable Branding: Add customized logos and colors to align with company branding - Customizable Fields: Customize data fields to support various needs and use cases - Customizable Invoices: Invoices that can be tailored according to company's branding, payment terms and personalized information - Customizable Reports: Alter the layout and content of reports - Customizable Templates: Pre-designed layouts that can be customized to match preferences and requirements - Dashboard: Assembly of graphs and charts for visualizing and tracking statistics/metrics - Data Import/Export: Import and export data to and from software applications - Document Management: Store, manage, and track all electronic documents in a centralized location - Document Storage: Store and organize documents in a centralized system - Email Management: Manage, store and organize emails within the system or via third-party apps - Employee Management: Track employee schedules, availability, and performance across projects and tasks - Employee Scheduling: Assign working shifts or tasks to employees based on their availability - Estimating: Estimate expected cost based on various factors before a project begins - Expense Tracking: Monitor and record expenses such as purchases or charges incurred - File Sharing: Public or private sharing of digital files such as documents, audio/video, images, and more - Hourly Billing: Business model that charges based on the amount of time spent on an hourly basis - Interaction Tracking: Track interaction history by documenting conversations for contacts - Invoice History: Store and view prior invoices for each account/client - Invoice Management: Captures invoice data and maintains comprehensive records for auditing and reporting purposes - Invoice Processing: Creation, processing, verification, and execution of invoices till the payment is made - Job Costing: Calculate total itemized costs, including initial costs and any changes - Job Management: Manage and track all job information and associated tasks - Job Scheduling: Planning and managing the execution of tasks or jobs within a computer system, network, or other automated environments - Job Tracking: Track and visualize the status of an ongoing job and the time spent on tasks or projects - Lead Management: Store information about leads or contacts and track, manage and nurture them throughout the sales process - Milestone Tracking: Monitor task progress and planned accomplishments to better manage project status - Mobile Access: Access software remotely via mobile devices - Monitoring: Observe and track the demand, usage, progress or quality of a system, product, or user - Multi-Currency: Manage and handle various international currencies - Multiple Projects: Ability to handle several projects simultaneously - Online Invoicing: Create, send, and view electronic invoices - Percent-Complete Tracking: Level of completion within a task - Performance Metrics: A set of indicators that tracks the performance of networks, applications, systems, teams, etc. - Pipeline Management: Track the progress of long term goals, campaigns, and opportunities, for sales, projects, business ventures etc. - Project Billing: Business model that bills clients an amount based on the project/task/job performed - Project Management: Plan and coordinate all the resources, costs and time needed to execute assignments - Project Planning/Scheduling: Defining the project's scope, deliverables, schedules, resources, budget, critical path, dependencies and constraints - Project Time Tracking: Measure time to completion or hours worked for projects - Project Tracking: Monitor the progress of projects from start to finish - Projections: Estimate or forecast of a future scenario based on the study of present trends - Purchase Order Management: Create, send, and track purchase orders and their statuses - Purchasing & Receiving: Workflows that help acquire inventory, issue purchase orders and receive and store items in required quantity - Quotes/Estimates: Generate quotes or estimates for customers - Real-Time Data: Receive data and information in real time - Real-Time Notifications: Notifications that are delivered to users as soon as an event occurs - Real-Time Reporting: Active reporting of data and metrics - Reporting & Statistics: Collection, analysis, and representation of numerical data and generation of reports to understand various patterns - Reporting/Analytics: View and track pertinent metrics to find patterns and gain insights from data - Reporting/Project Tracking: Track task progress, milestones, delays, or other key information and generate reports on them for evaluation - Resource Allocation: Assign available resources to various projects and tasks - Resource Management: Process of planning, scheduling and executing the optimal and effective use of human capital across projects - Scheduling: Plan availability and assign specific time slots for tasks and resources - Search/Filter: Search and filter data across systems to locate required information by entering keywords or certain criteria - Status Tracking: Track the status over time for a request, process, asset, or transaction - Subcontractor Management: Track information, qualifications, and contact details of subcontractors - Subcontractor Monitoring: Ensure subcontractors are working safely on client sites and document audits/inspections for reference. - Supplier Management: Manage all supplier data and operations - Tagging: Attach digital tags to documents and assets for identification, search, or monitoring purposes - Task Management: Create, manage and track all task activities and progression - Template Management: Create, save, and re-purpose templates for emails, forms, etc. - Templates: Sample files or documents that could be customized as needed or used as is - Third-Party Integrations: Set up connections to third-party platforms to improve business processes - Time & Expense Tracking: Log and record hours worked and costs spent to assist in billing and invoicing - Time Tracking: Measure and track time including hours worked and paid time off (PTO) - Time Tracking by Client: Track time worked per client - Time Tracking by Project: Track time worked per project - Timesheet Management: Track the amount of time spent on a job or task - Workflow Management: Create, design and manage workflows for repetitive tasks --- Get Advice We can help you find the software with the features you need. Features 3.8 (80) 3.8 Based on 80 reviews ## Pricing Value for money 4.1 (72) Free Trial [View pricing plan details](https://www.capterra.com/p/226306/WorkflowMax/pricing/) Essentials A$12.22 Per User,Per Month It includes: - Quoting - Job Management - Scheduling - Timesheets - Invoicing - Purchase Orders - Xero/QuickBooks Integration Pro A$22.00 Per User,Per Month It includes: - Everything in Essentials - Lead Manager (CRM) - Quote Variations - Custom Reporting - Branded Templates Advanced A$37.78 Per User,Per Month It includes: - Everything in Pro - Capacity Planning - WIP Ledger Management - Automated & AI-Powered Reporting - Calendar Sync Value for money 4.1 (72) 4.1 Based on 72 reviews ## Integrations [ Dropbox](https://www.capterra.com/p/143068/Dropbox-Business/)[ Microsoft 365](https://www.capterra.com/p/227157/Microsoft-365/)[ QuickBooks Online](https://www.capterra.com/p/190778/QuickBooks-Online/)[ HubSpot Marketing Hub](https://www.capterra.com/p/171840/HubSpot-Marketing/)[ Box](https://www.capterra.com/p/148766/Box/)[ Microsoft SharePoint](https://www.capterra.com/p/1167/SharePoint/)[ HubSpot CRM](https://www.capterra.com/p/152373/HubSpot-CRM/)[ Google Calendar](https://www.capterra.com/p/213340/Google-Calendar/) Connect with a Capterra advisor for a free 15-minute consultation Get a personalized software list aligned to your business needs with guidance from our expert advisors. Our team has helped 1 million+ businesses like yours find options that fit their needs. ## Support, customer service and training options Customer Service 4.1 (88) Support - Email/Help Desk - FAQs/Forum - Knowledge Base - Phone Support - 24/7 (Live rep) - Chat Training - In Person - Live Online - Webinars - Documentation - Videos Deployment - Web - Android - iPhone/iPad Typical users - Freelancers - Small businesses - Mid size businesses - Enterprises Customer Service 4.1 (88) 4.1 Based on 88 reviews ## User reviews Overall rating 4.3 Based on 123 reviews Filter by rating Counts reflect reviews available in this feed. 5(61) 4(45) 3(13) 2(3) 1(1) Mentioned topic Recent reviews first, then most helpful RE Reviewer ### "WorkflowMax is working for us" 5.0 July 31, 2014 "WorkflowMax has been like someone turning the light on for our business. We knew our old software wasn’t giving us the information we needed to know whether we had been profitable on each job. Manual costings were so labour intensive we didn't tend to do them very often. Now at the touch of a button WorkflowMax gives us a profitability report on each job which is amazing. We share this information with our staff, who really take ownership of the job to ensure good profitability. This and other reports in Xero help give us the information we need to make decisions within our business. Forgive me if I am starting to sound a little bit evangelical, but the change to WorkflowMax really has had a dramatic impact on our business, and put us back in the driver’s seat, linking through to Xero and giving us all the information we need. Guided patiently by the team at Equation we undertook a seamless transfer over to WorkflowMax and Xero. Bonnie was able to understand our business and how we needed Work Flow Max to work for us. She ensured we set up and customized WorkflowMax correctly to meet these needs. Not only is Peter May Ltd is a canvas fabrication but a marquee and event hire business. Bonnie has set WFM to cater to both sides of our business." Pros Good management of jobs, and costs. RE Reviewer Used the software for: 1-3 years ### "Great templates for job quoting and scheduling recurring jobs" 4.0 March 29, 2016 We've been using this for almost 2 years It keeps us on track with quoting, creating jobs and issuing invoices then doing the same steps again for recurring jobs. It's a rinse and repeat kinda thing which works for us in the long run. Pros Great and customizable templates for job quoting, tracking and scheduling of recurring jobs Cons Task section of the Quote Due to the fact that the way the task is set up in workflowmax that the tasks are can be viewed by the employees of the contractor as the sensitive information on the task. We use the tasks for the purpose of providing the quote/estimate only. We create an invoice then we copy and paste the information from task into the cost so we can generate the invoice. DI Director Director Used the software for: 3-5 years ### "10 year seasoned user." 3.0 Overall Rating 3.0 3.0 Ease of Use 1.0 1.0 Features 3.0 3.0 Customer Service 1.0 1.0 Likelihood to Recommend 1/10 March 30, 2022 We use it because we have to, not because we want to. Pros It has lots of features necessary to effectively manage workflow. Cons Clunky interface. Antiquated UI and UX does not measure up to current standards. Has not seen any major improvements in over a decade. RE Reviewer ### "Timesavings for billing and quoting" 5.0 July 22, 2014 At Jones Business Solutions we used WFM to move off MYOB Time Billing - conservative estimate that saved around 10-12 hours each month with invoicing. Even better now to have the Tax Practice - previously used an excel template for financials - the combination with WFM, Xero and Spotlight Workpapers is sensational for a small Tax Agency like us. WFM Support is prompt and helpful and we love WFM so much we now regularly implement and support other businesses wanting to get the max out of job costing and reporting. Have tested other similar systems and yet to see something that stands out for a comparable price. We have used since 2011; we operate in a virtual office and users are both employees and contractors. Pros Timesavings for billing and quoting Seamless integration with Xero Tax practice version - auto synch with IRD Good functionality with reporting Brilliant for our virtual office Cons Work arounds needed for retentions - but to be fair not really designed for construction industry - but it can work Not too much else that is a problem - especially for the price Todd S. Founder/Owner ### "Organized task specification and time tracking " 4.0 March 20, 2015 Catamaran Marketing is utilizing WFM to boost overall efficiency and smoothen administrative tasks that can easily be mismanaged by any entrepreneur running their own business. Its organized structure and multitude of customization options has enabled us to track time on tasks more accurately than ever before. All tasks are fine tuned - avoiding things that fall through the cracks, which in turn, eliminates so many of the technical headaches that business owners waste time and energy problem-solving. Not only has scheduling vastly improved our customer service to clients in estimated turnaround, but its enabled us to process many jobs more quickly than ever! WFM has been the lubrication to help run Catamaran Marketing like a well-oiled machine and I now have more time and energy to devote to scaling up my business. Pros We love the job templates. Our business model is to do many things for a select group of businesses. Some are small and some are large. WFM helps us clearly define each type of job and create a template for that. BD Business Development Manager Business Development Manager Used the software for: 1-3 years ### "Seamless Workflow for On The Road Coaching" 5.0 June 13, 2015 As a consultant travelling to my clients I find Workflowmax invaluable. i can use it for leads to jobs to billing. It sends me reminders and I never forget to follow up. I can use it remotely and from my office. I get to track the jobs and status of leads. I can see what time and cost I soend on my clientrs and therefore what I shoudl be charging to make money. Its seamless integration with XERO really helps make themonitoring of my business performance, and therefore my own performance, a breeze. I wouldnt be without it! Pros Ease of use and access Reminders MD Managing Director Managing Director ### "Accurate intelligence and time saving" 5.0 March 12, 2015 We are using WFM as the hub for our business - a central point for all our job related information. The key saving for us is the ability to create a quote accurately which then turns into a job with tasks and costs. The tasks can be quickly assigned to a staff member and costs can quickly be organised using purchase orders. Staff can also self-manage their productivity as they can see the billable vs non billable time. The change to WFM & Xero has halved our accounts admin time – a saving of approximately 10 hours per week! This has allowed us to focus this time into marketing and business development – further amplifying the savings. Moving to cloud based job and accounting software has given our staff more flexibility in where they work – no need to be at the office now. Pros Customer support team is fast to answer questions Cons More features and customisation in the reports to make them present better would be good BM Board Member - Advisory Board - Masters Of Analytics Board Member - Advisory Board - Masters Of Analytics Used the software for: 1-3 years ### "Great Product for Quoting / Job tracking / Timesheeting" 5.0 March 15, 2016 My team have been using WFM for around 4 years now. It took quite a while to harness the full potential of the App, and really we needed 5+ people before it really took off. With 15+ people now using the app to manage weekly quotes, jobs, timesheets, and invoicing, it is a massive timesaver for our company. Pros Great timesheeting / job tracking and quote generation abilities Cons interface took 2+ years to be updated. The iOS app is still very basic and doesnt allow me to check or add quotes on the go. RE Reviewer Used the software for: 1-3 years ### "Workflow Max" 4.0 February 24, 2016 As accountants, we have used WFM for around 6 years in our practice. We have recommended it to many of our clients and once you have it running well - its a dream. Because we use it daily we are able to support our clients as they run and develop their own business, so WFM is a natural progression for appropriate clients. Pros Can do anything you want from a job management perspective Cons It can do so much that there is always something new to learn. Luke B. Co Owner Used the software for: 1-3 years ### "Bitter Sweet" 4.0 August 17, 2015 We've been using WFM for as long as I can remember and it's come a long way. It has many small features you would not think of till you need them, its fantastic in that way. But lacks in usability, project time management and planning. Pros Pricing flexibility by client or team member. Good Xero intergration. Cons No planning tools. Like a simple gantt chart to plan out a day or week for team members. [View all Reviews](https://www.capterra.com/p/226306/WorkflowMax/reviews/) ## Top-rated software of 2026 ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox. 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