--- title: "WorkflowMax Reviews 2026. Verified Reviews, Pros & Cons | Capterra" description: "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_url: "https://www.capterra.com/p/226306/WorkflowMax/reviews/" page_type: "reviews" language: "en" --- 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 August 26th, 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 NP Nick P DirectorDesign, 2 - 10 employeesUsed the software for: More than 2 years. “Antiquated UI and UX does not measure up to current standards.“ March 29, 2022 FS Fiona S Office administratorArchitecture & Planning, 11 - 50 employeesUsed the software for: More than 2 years. “Also setting up new accounts was very easy.“ May 8, 2025 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 ## 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 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 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 NP Nick P. Director Design Used the software for: 2+ years ### "10 year seasoned user." March 29, 2022 3.0 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. Reason for choosing WorkflowMax It had the best features (10 years ago) 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 Luke B. Co Owner Consumer Services Used the software for: 1-2 years ### "Bitter Sweet" August 17, 2015 4.0 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. Review Source KS Kayley S. Accountant Accounting Used the software for: 6-12 months ### "Essential addition to Xero for ease of tracking, managing and reporting." August 10, 2023 5.0 The main benefit is time, I am able to complete many jobs and assist many clients. Pros It helps my day flow effortlessly and allows me to be more time efficient. Time tracking and reports are essential as it ensures we as a business provide our clients a reliable service as nothing gets missed. Cons There has been a few times were it has crashed but the team always provide updates and correspondence on a fix and its within the hour. 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 MM Mackenzie M. Accountant Accounting Used the software for: 2+ years ### "Functionality & Reporting" October 8, 2018 4.0 Workflow max helps to solve the issue of effective invoicing of time worked on each client. Workflow max has also helped our firm when it comes to GST time - the way workflow max integrates with Xero makes filing GST returns with Inland Revenue very simple, and lets you easily keep track of GST returns and to make sure that all returns have been filed before the due date. Pros \- Workflowmax has the ability to let the user create and design their own reports, which can come in very handy for workflow planning purposes. Saves staff all trying to navigate through a single spreadsheet! - This is an effective program to record staff hours, which also allocates your time entries to the jobs you are working on, which helps when it comes time to bill clients. - The tax alerts on the dashboard are a good way to double check tax returns after they have been assessed by IRD, which is a good reminder to check any returns that have been assessed as different as it raises a red flag and makes you look into it. Cons The custom reporting can be a bit hard to navigate around, especially for any newcomers to the system. Review Source MS Mark S. CEO Accounting Used the software for: 2+ years ### "WorkflowMax provides an excellent platform for a business wanting to do time cost recording. " March 13, 2018 4.0 Easy to use Pros WorkflowMax has excellent reporting and export functions which allows for production of meaningful management reporting. Client profitability is easy to calculate and more importantly, the productivity of team members. An excellent overall reporting system. Cons Navigating from one client to another can be cumbersome. Also, unless the different levels of jobs, tasks, and activities are set up properly, this can result of reports which provide incorrect information. In comparison to CCH iFirm, I think WorkflowMax have a few edits to perform to bring this up to standard Review Source Glennis S. Director Used the software for: ### "WorkflowMax is essential software for any business needing to manage time and costs" June 11, 2015 5.0 WorkflowMax is extremely affordable software and has very high-end reporting compared to similar priced products, while it can still be very easy to use for the basic user. It is cloud based, secure, you can easily view your work in progress and it works seamlessly with Xero. Use it for your leads, internal projects, client work (one off and repeat), invoicing, quoting and time sheets. WorkflowMax integrates nicely with payroll software too. If you are paying $150 a user for other software, you really do need to check it out. Being owned by Xero, there is also a lot of development being done to make the product even better. There will soon be an app available - in the meantime it has a mobile site which is fine for time and costs. WorkflowMax suits pretty much any business needing to manage chargeable and non-chargeable time and disbursements or materials. There are some excellent advanced features such as emailing your job with files etc, and custom reporting which you can do yourself - no need to pay WorkflowMax to create reports for you. It is currency agnostic so can be used in any country. 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 LP Lisa P. Construction Used the software for: ### "the best thing about WorkflowMax is the payroll system" October 1, 2014 4.0 I’m the office manager at SA Construct, a construction cladding company in Adelaide, Australia. Previously Payroll used to take a whole day, now it only takes a hour. The time saved is just massive. We enter all the supplier invoices into WorkflowMax as purchases, and then convert them into a supplier invoice. We enter about 100 supplier invoices every month into WorkflowMax. They all go into Xero − perfectly. Once a month, I do invoicing through the job, and create sales invoices − they get seamlessly transferred into Xero just as well. The integration between WorkflowMax and Xero is as seamless as it can get. We create the invoices in WorkflowMax against each job, and they automatically go into Xero − perfectly. All the information within an invoice is seamlessly transferred, so we can we see in Xero which jobs they relate to. For me, the best thing about WorkflowMax is the payroll system. All the guys out on site enter their time straight into WorkflowMax, and I’m able to just use the totals of their hours at the end of the month. It’s a really good organising tool, and saves on a lot of paper. Everything we need is in one place. 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 Lisa S. Director Human Resources Used the software for: ### "Workflow Max has been great for our business" July 2, 2014 5.0 We love working with Workflow Max. Our business model is based on charging client an hourly rate for work completed. Workflow Max makes it so much easier for us to accurately track what we have done (in the level of detail our clients' require) and it is so easy to turn these records into invoices. We have saved a lot of time and money. I would highly recommend Workflow Max. Review Source MF Morten F. Video Editor Used the software for: 6-12 months ### "Easy to use, haven't had any big issues and good way to keep track" June 22, 2018 4.0 Pros I love that it doesn't take me too long to get my timesheets in. Easy for my producers to keep track over time spent on projects, down to all the tasks within. Cons The layout feels a bit old and clunky. The week overview in the quick-submission software is a bit clunky to get through. Review Source Similar Products Featured ## Send me user reviews about this product ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox.