# Page 3 | WorkflowMax Reviews 2026. Verified Reviews, Pros & Cons | Capterra

> Page 3 - 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

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WorkflowMax

4.3 (123)

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Last updated March 13th, 2026

# Page 3 - Reviews of WorkflowMax

## Showing most helpful reviews

Showing 51-75 of 123 Reviews

Sort by:

Most Helpful

Rating

Company Size

Reviewer's Role

Length of Use

Frequency of Use

KB

Keith B.  
President  
Machinery  
Used the software for: 2+ years

### "Proven Preformer"

July 31, 2020

5.0

Fantastic product for the price. used it to meet all requirements of a quality system. custom reports are great. It kept us on track with schedules.

Pros

Basic needs to schedule task. A basic purchase section allowing areas for notes and visibility. Track job progress at an affordable cost for software. Was great to be able to Port data directly into XERO accounting package.

Cons

Quotes and jobs required a lot of retyping.

Review Source

UA

Uwais A.  
Senior Financial Consultant  
Accounting  
Used the software for: 1-2 years

### "WorkFlowMax review"

July 22, 2019

4.0

Reasonably happy with the experiences

Pros

The ability to calculate and manage task time automatically without having people try to manually work out their hours is very helpful.

Cons

Planning for longer than a month is tricky if you only link jobs to projects that have been approved.

Switched from

[Microsoft Excel](https://www.capterra.com/p/176574/Excel/)

Manual time monitoring lead to too many errors

Review Source

JD

Joseph D.  
Marketing  
Marketing and Advertising  
Used the software for: 2+ years

### "Basic but Good for an SME"

October 16, 2019

5.0

WorkflowMax was a good tool for the needs of the company. It is however lacking in terms of visualision of reports and data.

Pros

I found this tool to be simple to set up tasks and to log time.

Cons

The software lacked some functionality which means it might not be a good fit for all companies. Lack of visualisation in terms of reporting.

Review Source

KP

Kyle P.  
Owner  
Mechanical or Industrial Engineering  
Used the software for: 2+ years

### "Streamlined job processes"

March 22, 2016

4.5

Pros

Workflowmax is a fantastic job mangement program that has saved APT a lot of time in book keeping. The software covers our complete workflow from Quoting and Scoping a Job, Managing the Job and Invoicing. The Stopwatch feature for time keeping adds a level of detail which makes it hard for cutomers to argue - everything is recorded in real time. WFM allows document storage and collaboration straight to the job, all emails, files and notes can be accessed by anyone working on the job - no searching for lost information.

Cons

There are a few integrations that are available for WFM (eg Xero) which work really well but It would be great if WFM had Zapier integration.

Review Source

Boris Z.  
  
  
Used the software for: 1-2 years

### "Workflowmax is an excellent product with great value"

July 5, 2018

5.0

Pros

\- Great value for money - does 95% of what other more sophisticated systems do at a fraction of the price - Easy set up and implementation - Excellent reporting functionality - Very robust and reliable - Leads and quoting functionality

Cons

I find the layout a bit clunky While it is great for simple quotes, Workflowmax is not very suitable for complex quotations. Any quotation with more than a dozen lines become hard to follow.

Review Source

DD

Dealdiane D.  
Software Developer  
Information Technology and Services  
Used the software for: 2+ years

### "Good for time tracking"

January 19, 2019

4.0

Pros

Integration with Xero is great. Timing your work is easy as well although finding your work item could be better

Cons

"Remember me" option when logging in would be a welcome addition. Saving drafts could be improved as sometimes you lose them

Review Source

Boris Z.  
  
  
Used the software for: 1-2 years

### "null"

December 14, 2017

5.0

Review Source

NC

Nathan C.  
Partner  
Construction  
Used the software for: 2+ years

### "Pretty good overall, but just didn't work for my business"

June 7, 2017

4.0

Pros

I liked the overall workflow of the software, including the quoting/pricing modules. They were pretty flawless and helped me make sense of a pricing system on the fly. Also, there is the intergration with Xero, which is the platform I use for accounting.

Cons

I wasn't a fan of how WorflowMax's calendar system worked. I also wanted a task system with Kanban style layout, and that just isn't in there..

Review Source

JR

Jon R.  
Rental & Sales Manager  
Construction  
Used the software for: 1-2 years

### "New to WFM"

March 4, 2022

4.0

Overall it has been ok but a steep learning curve for us

Pros

Tracking of costs for projects, purchasing and time writing

Cons

Lots of mouse clicks to get around, some terminology confusing for first time users but would have improved with training.

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

VR

Verified Reviewer  
Managing Director  
Information Technology and Services  
Used the software for: 1-2 years

### "Great for time based billing"

April 10, 2016

4.0

We have been using WFM for 3 years now for our training business, it' great for a time based business and does ok for others that are more product based. Recommend you look and use the leads and quotes portion to get the most out of the system from both a workflow and reporting basis

Pros

Easy to learn Links to Xero Ability to configure quotes and templates

Cons

Not the best for retention and variations.

Review Source

Jillian T.  
Director  
  
Used the software for:

### "Outstanding Workflowmax! "

February 23, 2015

5.0

I am a director of a PR firm which has a range of financial and rural company clients. I have almost been with Workflowmax from its formation - before Xero acquired the business! Workflowmax is a very easy product to use and has continued to innovate and add more features with ease. Despite being part of a big company it still operates like a small one - whenever you email them to ask a question they respond right away. I would highly recommend any PR consultancy or consultancy based business to consider using Workflowmax.

Pros

Workflowmax is very easy to use. Their helpdesk is awesome, and always friendly. The layout of the invoices is really clean and tidy.

Cons

There are none with this product.

Review Source

RD

Ross D.  
Web Developer  
Graphic Design  
Used the software for: 1-2 years

### "You lose your running time on down times"

April 19, 2018

5.0

Please develop a front end caching for the timer so it would save it for a couple of hours in the browser cache.

Pros

It's great for timing tasks and has a great customer support as well. Easy operation, you can turn it on and off with ease when there are sudden things that happen that needs you to stop your timer on tasks.

Cons

If the site goes down or has a problem when you save your current running timer, there is a high chance that you would lose that data so keep an eye on the numbers.

Review Source

KS

Katrin S.  
Finance Manager  
Primary/Secondary Education  
Used the software for: 2+ years

### "Brilliant project management system"

December 7, 2018

5.0

Pros

It's a great piece of project management software, easy to use, seamless workflow, very user friendly, great tutorial videos, works well with Xero!

Cons

Not much to add, it's pretty straightforward system and easy to use. Definitely would suggest taking time to watch the tutorials to get the best of it!

Review Source

Matthew C.  
Accountant  
Accounting  
Used the software for: 6-12 months

### "Implementation for a planning consultancy."

January 19, 2018

3.0

Pros

The time sheet app that links to mobile is very easy to use and consultants have no excuses for not recording time on projects. This can be done whilst on the go without costing the business time with unwanted admin.

Cons

The link to Xero works well for timesheets but adding standard purchases invoices to a project is very time consuming and not efficient.

Review Source

Karen May C.  
Owner  
Accounting  
Used the software for: Less than 6 months

### "WorkflowMax is the best at tracking time and project costs"

November 1, 2020

5.0

I was looking for a project management software that I can offer as a business solution to my small business clients and WorkflowMax is the clear winner. It has excellent functionalities at an affordable price and integrates with Xero very well. It is user friendly and their contact supports are also very helpful.

Pros

\- Easy to use - Affordable cost of entry - Links well with Xero - Real-time tracking of progress and budgets - Owned by Xero

Cons

\- Customizable reports are still limited and basic - Lacks multi-line quotes itemization

Reason for choosing WorkflowMax

Integration with Xero

Review Source

DE

Doug E.  
Litigation Technology Analyst  
  
Used the software for: 2+ years

### "Excellent features and value and part of the Xero ecosystem"

June 12, 2017

4.0

Pros

Great features such as calculation of unbilled revenue, invoicing, accounting integration, notifications.

Cons

Not super customizable, not a true workflow system, no ability to automate steps such as calling APIs instead of having a human do something.

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  
Account Director  
Marketing and Advertising  
Used the software for: 6-12 months

### "Efficient Invoicing Solution"

August 27, 2021

5.0

Pros

Workflow Max is a fairly straightforward system for raising invoices & managing project costs.

Cons

The internal process & conflicts with permissions was a frustration when implementing this solution.

Review Source

Brent P.  
Electrical Supervisor  
Mechanical or Industrial Engineering  
Used the software for: 2+ years

### "null"

September 1, 2017

4.0

Review Source

Marc S.  
Creative Director  
Design  
Used the software for: 2+ years

### "null"

August 31, 2016

5.0

Review Source

Ruth C.  
Office and Practice Manager  
  
Used the software for:

### "It was really easy to get started"

July 1, 2014

5.0

My name is Ruth Cole, and I’m the office manager for environmental consultancy Greengage. I’ve been using WorkflowMax for a while now and love it. It was really easy to get started, and there’s no paperwork. One of the great things about Workflowmax is the fact that it’s paperless. This is important to us because as an environmental agency we should practice what we preach. Now, all our invoices are sent out online, so we can guarantee our clients receive those invoices. Our whole office is streamlined, and admin time has been drastically cut, thanks to WorkflowMax.

Review Source

JS

Joss S.  
Director  
Mechanical or Industrial Engineering  
Used the software for: 1-2 years

### "Easiest way to keep track of multiple jobs"

December 3, 2018

5.0

Great, easy to piece of software that makes my job a lot easier

Pros

All data in one place for each job, making it easy to break down information for clients Not complicated Can be used for so many parts of a job

Cons

Getting my head round some of the accountant figures that appear (My lack of knowledge, not the softwares issue)

Review Source

Adrian T.  
Owner  
  
Used the software for:

### "Great time management software"

June 29, 2015

4.0

As a sole practitioner Architectural Designer I use WorkflowMax for keeping track of my time over multiple projects. I love the way it integrates with the Xero accounting package enabling me to easily produce invoices based on time spent, and to produce a detailed timesheet to back-up that invoice. As I use it more and more, I also build a database of information in an easy to access and understand format, that enables me to more accurately estimate the potential time involved when providing fee proposals for new projects.

Review Source

VR

Verified Reviewer  
Director | Project Manager  
Real Estate  
Used the software for: Less than 6 months

### "Nice ideas but needs more refinement"

April 2, 2019

4.0

Pros

It allows you to create great custom reports and is very handy for tracking your time. It integrates with Xero!

Cons

It can be difficult to use if you don't watch the tutorials first.

Review Source

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