# WorkflowMax Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is WorkflowMax the right Scheduling solution for you? Explore 123 verified user reviews from people in industries like yours to make a confident choice. Source: https://www.capterra.com/p/226306/WorkflowMax/reviews --- WorkflowMax 4.3 (123) [View alternatives](https://www.capterra.com/p/226306/WorkflowMax/alternatives/) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated March 13th, 2026 # Reviews of WorkflowMax Ease of use 4.0 Customer Service 4.1 ## Pros and Cons in Reviews TT Thomas T Planning and Finance ExecutiveConstruction, 11 - 50 employeesUsed the software for: 1-2 years. “Working in finance, it's best feature was the seamless syncing to Xero.“ July 26, 2024 FS Fiona S Office administratorArchitecture & Planning, 11 - 50 employeesUsed the software for: More than 2 years. “In the old WFM, I couldn't raise 2 invoices at once for the same Client, and fonts are limited.“ May 8, 2025 TT Thomas T Planning and Finance ExecutiveConstruction, 11 - 50 employeesUsed the software for: 1-2 years. “It made processing invoices and purchases a breeze.“ July 26, 2024 YE Yara E Office ManagerArchitecture & Planning, 2 - 10 employeesUsed the software for: 6-12 months. “The Gantt charts were terrible, you had to click on numerous things to get to where you wanted to go within a project, the custom reporting was a nightmare and the tasks and milestones were difficult to set up and super limited.“ March 27, 2022 KS Kayley S AccountantAccounting, 11 - 50 employeesUsed the software for: 6-12 months. “Time tracking and reports are essential as it ensures we as a business provide our clients a reliable service as nothing gets missed.“ August 10, 2023 Sarah H Office ManagerAccounting, 2 - 10 employeesUsed the software for: More than 2 years. “The report Centre can be difficult to access as in building reports“ April 8, 2022 TT Thomas T Planning and Finance ExecutiveConstruction, 11 - 50 employeesUsed the software for: 1-2 years. “When it was active, WorkflowMax was the absolute gold standard for project management software.“ July 26, 2024 James D Account DirectorMarketing and Advertising, 11 - 50 employeesUsed the software for: 6-12 months. “The internal process & conflicts with permissions was a frustration when implementing this solution.“ August 27, 2021 ## Showing most helpful reviews Showing 1-25 of 123 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use Diego C. Real estate agent Real Estate Used the software for: I used a free trial ### "A great ally in project management and more" December 3, 2023 4.0 When using it, one feels the order and professionalism with each use. It is friendly to work with. Pros Unlike other similar ones, this one is integrated with accounting applications, which allows centralizing the work. It also helps to make productivity reports. Cons The cost is high, so its target audience is medium and large companies. And it is fine, since its functionalities respond to its cost. Review Source Toni M. Consumer Goods Used the software for: ### "WorkflowMax is working for us" July 30, 2014 5.0 "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. Review Source XL Xiang L. Director Information Services Used the software for: 2+ years ### "Not perfect, but good enough" August 13, 2024 3.0 Even it is not perfect, but it is good enough for our IT services and business consultants. Pros It is a useful tool to track our part-time employees' jobs, timesheets and to send invoices and purchase order requests Cons Its functions only meet 90% of our need. Review Source Jennifer A. Construction Used the software for: 1-2 years ### "Great templates for job quoting and scheduling recurring jobs" March 26, 2016 4.0 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. Review Source Leaine J. Accounting Used the software for: ### "Timesavings for billing and quoting" July 22, 2014 5.0 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 Review Source Todd S. Founder/Owner Used the software for: ### "Organized task specification and time tracking " March 20, 2015 4.0 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. Review Source Sarah L. Business Development Manager Financial Services Used the software for: 1-2 years ### "Seamless Workflow for On The Road Coaching" June 12, 2015 5.0 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 Review Source Kyle P. Managing Director Used the software for: ### "Accurate intelligence and time saving" March 12, 2015 5.0 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 Review Source Jeff M. Board Member - Advisory Board - Masters Of Analytics Higher Education Used the software for: 1-2 years ### "Great Product for Quoting / Job tracking / Timesheeting" March 15, 2016 5.0 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. Review Source Michael M. Accounting Used the software for: 1-2 years ### "Workflow Max" February 24, 2016 4.0 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. Review Source PA Peter A. Director of Finance Retail Used the software for: 1-2 years ### "Very easy to reconcile project costs!" July 27, 2024 4.0 Pros Our project co-ordinators were able to easy input their project costs into the software. The software is easy to follow. I had minimal issues with confusion with the software. Cons Unfortunately the software doesn’t always calculate GST correctly. If costs in the invoice were not subject to GST, the software had problems correctly calculating the GST. Review Source RE Ryan E. Network Admin Warehousing Used the software for: 2+ years ### "WorkflowMax" February 26, 2021 4.0 We have used workflowmax for years with the integration to Xero accounting software. The software has been reliable and the added mobile upgrades have increased our insight from out of the office. Pros The software doesn't have too many features. I had just the right things that were needed for our internal staff to create basic tickets, projects and invoices for our clients. Straight forward and simple. Cons I think the software could gain a lot with a better landing page or dashboard for users. Especially Managers and the Billing side to watch the status of the jobs easier. Alternatives considered [ProjectTeam.com](https://www.capterra.com/p/158431/ProjectTeam/) Review Source VR Verified Reviewer Director Management Consulting Used the software for: 1-2 years ### "Useful for project costing for an SME" January 7, 2019 4.0 Using an app to enter hours saves us time - we are a small company so a large ERP system isn't appropriate. Workflow Max isn't perfect, but it does what we need - let's us do project costing relatively easily while integrating with the accounts system we use. There are lots of 'help' videos easily found to show you how to do things. Pros The phone app makes it easy to enter time, wherever you are, and the admins can see easily who has completed and submitted time and who hasn't. Cons The reports aren't as customisable as we'd like - you can see that it's built from database fields from different tables, but only certain combinations of fields are available and it takes a while to work out which basic report is the one you need. There are no 'sub jobs' or cost categories, so we need to use subfolders to categorise costs, or separate out project phases, which is a bit clunky. Review Source Justin E. sales Construction Used the software for: 2+ years ### "workflow max" June 25, 2020 5.0 overall we really like it. It is perfect for a small business with limited needs. Pros We really like workflowmax. We started using it right after it was first released. It is very easy to use and gives us very good visibility into the costs of our projects. Back costing is so easy when all products and labour get reconciled against the project. Cons No really bad comments to be made about workflowmax. It does what it says it will and doesn't pretend to be be bigger than it is. Review Source KJI Kenneth Jhim I. Senior Accountant Accounting Used the software for: 2+ years ### "Now Xero Practice Manager - the de facto project management software for your Xero client" May 22, 2020 5.0 Despite the interface being "crowded", the software is still good at what it does. It helps you manage clients well. If you have an accounting practice, especially in New Zealand, you will realize the benefits that it provides in terms of tax filing for your clients. Pros WorkflowMax (now XPM) provides most of the project management's functionality that you need in for your Xero client. From adding the client in Xero, assigning jobs to staff, budgeting hours, etc. It has all your needs. Cons The software's interface is a bit crowded. There's a lot going on at each screen. It really takes time to master the software. What I find also confusing is that you can add returns for individuals under the company account where they are owners or shareholders. Review Source RP Richa P. Business Manager Civil Engineering Used the software for: 1-2 years ### "Reasonable tool for a small - medium business" February 13, 2024 3.0 It was OK for until we grew over 50 staff, beyond that, it is hard to manage projects, staff and financials Pros Ease of use, simple reporting and easy ti manage time sheets Cons Limited features and tools available, reporting is not very effective and inclusive Review Source VR Verified Reviewer Analista financiero Used the software for: Less than 6 months ### "This tool allows you to manage several projects online..." April 15, 2018 5.0 WorkFlow is a great software, it allows me to save a lot of time and money, when you need to work in a team since this service is available all the time and you can coordinate the work at a distance. Pros This has been one of the best software I have used in my work. Its interface is very nice as well as being very easy to use. It allows me to carry out several projects online and that is a great advantage, you can work on them wherever you want, whenever you want. Cons WorkFlow is great software, there is absolutely nothing that you do not like. You can save a lot of time and money, when you need to work as a team since this service is available all the time and you can coordinate the work at a distance. Review Source PQ Phillip Q. Web Developer Information Technology and Services Used the software for: 2+ years ### "Easy to use project task timing online software" August 8, 2017 4.0 Easy to use time tracking for billable workdevelopment . Pros I love how easy it is to start timing a job/task for billable time tracking. The website is fast to load and use with a great UI. Cons There are a few bugs in the timing feature where you try to stop timing, however it loses your total time at times. Review Source MAH Mohammed Abdul H. Strategic Advisor Government Administration Used the software for: 6-12 months ### "Work to the Max" December 12, 2023 4.0 Pros Brilliant software from Xero, makes scheduling and tasks management very easy with this. Cons Nothing at the moment as this has been an easy software to use. Review Source VR Verified Reviewer Account Director Marketing and Advertising Used the software for: 1-2 years ### "Great integration, not that great when compared to others" December 14, 2017 3.0 Pros In a previous role I help with the app integration, i think the features can be good and when used by an SME in an accounting space it fits really well. It's really good for project budgeting and it gives you insights into your business running. Cons I didn't find it to be the best and for the price it has there's other competitors doing a better job. Review Source SW Simon W. Senior Building Surveyor Government Administration Used the software for: 1-2 years ### "Timesheet entry standardised and simplified." December 3, 2018 5.0 Pros I particularly like the WorkflowMax app which I have loaded onto my work phone (iPhone). I prefer to use the WorkflowMax app on my phone than the PC as I have a large number of codes and sub-codes that I have to choose from and once I have selected the 'client' it filters out all of the potential entries that I don't need, then I enter 'job' and again it filters down to just what I need to choose from. Like most people, I reeeeeally don't enjoy doing timesheets and yet I can do them in my car or anywhere out of the office quite quickly and I know that it will be updated centrally immediately . The app helps a lot in streamlining the timesheet entry process. Cons I don't like doing timesheets but that's not WorkflowMax's fault! :) I suppose if I was really picky I'd say that the PC version is a bit clunky compared to the app. Review Source VR Verified Reviewer Senior Client Relationship Manager Used the software for: Less than 6 months ### "A brilliant and easy to use platform" December 8, 2017 5.0 Pros Xero is super easy to use, it flows in a logical manner, information is easy to find, view and edit quickly. Handles multiple users really well. Cons The only real issue I have with this software is that it isn't capable of 'talking to' some of the other platforms I am required to use however I anticipate this could change in the future. Review Source VR Verified Reviewer Managing Director Management Consulting Used the software for: Less than 6 months ### "Excellent for Small to Medium business without IT support " April 23, 2019 4.0 Excellent if you have small, stable staff numbers and no permanent on top IT support. If you're quite tech savvy, it could probably be achieved a bit cheaper. Pros Both the desktop version and the app are easy to use and laid out for keeping the majority happy. Integrations are a must these days and the accounting data flow is most desirable to small business and their often long-suffering accounts. Cons The pricing structure "per user " is a big turn off for me, particularly for project-based tools, this is due to the massive flux in numbers of users over a short period. It can get costly to get all your project contractors accessing project documents. Review Source IK Irene K. Administrative Services Computer Software Used the software for: 6-12 months ### "At the end of each day, I go into WorkflowMax and put in my time and it's just so easy to use. Since we are an international company, it is easy for our HR in the UK to see our time and how it is spent." December 3, 2018 5.0 Pros The quick 1-2-3 of putting my time in and the job I did. At the end of the week, I just click one button and the whole week is recorded. So easy. Cons I don't see any cons at the present time. Everything seems to be pretty well covered. The only thing I think I would like to see changed is, after saving your time for the day, you, personally cannot go in and make a change. You have to have your HR change it. Review Source DW Doug W. Production & Business Development Manager Defense & Space Used the software for: Less than 6 months ### "For the money probably the best option out there for production and distribution." September 5, 2017 4.0 Scheduling an organization for manufacturing. The quote process has been made easier and standardized. Ability to keep everything in one location. Pros Easy to navigate, fulfilled all of our needs for the company as far as manufacturing, scheduling, easy to assign two different employees four tasks. Integrates with our current CRM. For the price I believe it's the best quoting software and Manufacturing distribution and organization software out there. Cons Not easily customizable. Very time-consuming to set up. And customer service was below average. The video tutorials don't go into depth as far as instructing on customizable features example importing and using customizable quotes. Review Source Similar Products Featured