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Started by Xero API -   in Add-on Reviews |Invoicing + Jobs

3.9 out of 5 stars
Based on 27 user ratings
If you are a user of Xero and WorkflowMax, tell us how you are getting on and your experience so far. Any tips?

About WorkflowMax

A Xero owned product. Comprehensive online job management solution that pushes sales & purchase invoices, tracking information and contacts into Xero. For more information, check out WorkflowMax.


Remember if you have questions or need assistance with WorkflowMax, this is not the best place to ask - this forum is for reviews and feedback only.

For general support, check out the WorkflowMax support centre or this page for information on connecting WorkflowMax to Xero.

As a Tax Agent in NZ, I LOVE WFM. I'm green with envy that Ozzie has Govt reports, but our equivalent WFM is just a breeze, working with Xero accountants they don't mind that I switch 'linked' during the year for GST and year end back again

Gayle Buchanan  

I'm with Gayle and with loving WFM. Filing returns has never been easier. Thanks WFM

Ivana Dryland  

WFM is the logically next step for any accounting firm or bookkeeping business to manage and get the business really focused back around throughput and the jobs that are priority to grow the bottom line of the business and those jobs that are not worth chasing. As an accounting firm in Australia using Xero and WFM together we have found it amazing. However the whole team has to embrace the change. If you want to chat more just email me at robertk@nbc.com.au.

We also help clients bed down WFM, Xero and a whole heap of other Add-Ons in their businesses to make a huge difference.

Robert King  

As the leading WorkflowMax/Practice Manager in Australia, we have helped Accounting Firms and their clients make the transformative move to WorkflowMax. Not only do they get powerful reporting, cool Document Storage and searching with Box.com and Dropbox, smooth as silk integration with Xero and detailed information at their fingertips, WorkflowMax allows your business to focus on the key elements for success in your Practice - job completion, invoices sent and cash collected.

You simply are NOT a Firm of the Future if you aren't using WorkflowMax/Practice Manager

Tim Callcott  

Inland Revenue, Xero, lead management and practice management integration is the key for running an efficient practice and that is what WFM delivers. WorkflowMax/Practice Manager is a must have tool for the modern practice!

Debbie Haddon  

It's time to include some of the additional reporting features available in Australia and NZ to the global version of WFM, esp in Canada and the US. For starters in Canada, GST/HST report filing that connects directly with online government reporting as well as corporate business income tax reporting capabilities. Would make a nice 2013 Christmas present for us, Canucks.

Earl Rudolfo  

We use WorkflowMax daily and recommend it to our clients as a solution for time and job tracking. WFM enables us to prioritise jobs, to have open communication across the firm, and to manage leads efficiently. Cheers guys!

Chelsea Brook  

3 years ago we made the switch to Workflow Max for our business and haven't looked back. Now we are implementing for our clients as well! Workflow Max has completed changed the way we approach running Growthwise. We have access to everything we want to know about clients, all the jobs we have to complete for the year and now ability to lodge BAS directly within WFM!!!!! We can run reports on anything we want to see for the business all from the click of a couple of buttons. A must for any progressive accounting business and so awesome for anyone else wanting detailed workflow control.

Steph Hinds  

Fantastic add on product for time and job management, compliments Xero brilliantly,

Daniel Fairbairn  

Love WFM, we tried to use IRIS practice management, but something didn't feel right. We tested WFM and were a little apprehensive to start with, but once we got into the roll of how everything operates we were hooked.

With the integration with Xero, its a win/win and now that Xero own them I am sure things are only going to get better,

Paul Rawlings  

At very early stages of implementation. Called only 1 WFM partner in UK, they did not respond.

I think I need help with this. I do not mean email help. Katie of WFM is very helpful. I think I need more help. Early stage. It is daunting.

Cannot rate at the this stage. Don't know enough.

Aziz Merchant  

Like WFM!

However, my employer has been to a conference few weeks before. The presenter in the conference said that when sending the quote to clients through email, the clients are able to accept the quote directly in the email as there is a button letting the clients to click on "accept".

However, this is not happening in our WFM. We can only send out the email with the attachment of the quote and the message we typed in. The clients can only reply us through email, but not just clicking on a button "accept".

Will it be possible for us to do the same as the presenter? How can we create the button?

Thank you.

Bianca Choi  

Our practice moved to Xero and WorkflowMax from other products 3 months ago. The transition was simple and straightforward. We have found both applications to be extremely user-friendly, comprehensive in terms of features and providing relevant management and reporting information that is easily accessed. The Report Builder is also extremely easy to use. Working out of the cloud has provided far greater flexibility then we ever had previously and at a far lower cost.
The support provided has been first class and appears to be available 24/7, staffed by highly competent, polite and very responsive personnel.
We implemented both WorkflowMax and Xero without external support but will now seek assistance to extend the benefits we are already receiving from both systems.
I wonder how other software solutions will compete and have recommended both WorkflowMax and Xero to other prospective users.
Thank you.

John Barrington  

I gave WFM 4 stars because the Xerocon Practice Manager is a 10* product.

WFM seems very good, in that it is easy to add steps and review job status. However, I found that the initial Accounting templates had very little real-world detail. This surprised me, as I believe many WFM users are professional accountants.

I want to trade accounting, tax and related templates with anyone, ASAP. I am U.S sole CPA, with many (to me) clients and 50 years of heavy computer experience. I have been heavily outsourcing since 1999 and cloud accounting since 2005. Therefore, I badly need WFM control.<b><b>

No one here can now work without first creating or adapting a template that covers ALL steps they need. Each new job starts with the latest applicable template and my looking hard for steps to add. However, I still do not trust myself or anyone to include everything needed.<b><b>

If you have particularly detailed templates, I will pay for them. I also will give you my 0CPAs program. It automatically Saves All assigned entries, for all accounts and clients, with a few clicks. It also exports rules to Excel (soon to MySQL), for any or all clients, so you automate finding errors and copying rule supersets to any or all clients. Much more is coming, so please tell me where you need Xero automation.

Finally, I will pay any UK (October 4), Australia or New Zealand firm that makes me a delegate or consultant for the Practice Manager or other beta.



Hi Mike - did you get any replies to your Template request or do we simply have to get out the machete and cut out the path ourselves?

david kupferman  

We are trying to figure out how to add due dates and compliance dates to WFM for USA Tax purposes. We can create the templates but the dates are able to auto populate based on the type of taxes we are doing. Any luck out there?

Jackie Hirahara  

I love the functionality of Workflow Max is great but support is HORRENDOUS!!!! 2 emails for support, an invite to support and after 24 hours there was no response at all! Of course, there isn't a phone support so there is no way of contacting them! I am a very frustrated customer.

Karen Edwards  

Hi Karen - We take great pride in our awesome support team and the amazing response times of the team, which are some of the best on the planet (judging by Zendesk's statistics :)). In fact our customer support is often commented on as being second to none, and is one of the key reasons WorkflowMax is so well loved by our many thousands of subscribers, so your comment does come as a surprise.

On further investigation it seems that we have only received a single ticket request from you and this was responded to within 6 business hours, which is outside of our target of 80% of tickets responded to within 4 business hours although well within the 100% of tickets closed within 24 hours target. A peak in ticket load yesterday afternoon was to contribute to the slight delay in your response.

I do hope you experience the usual standard of performance from the team in your future interactions.

Gavin George
Co-Founder WorkflowMax

Gavin George (Xero Staff)  

Is there a community forum for Workflow Max like this Xero one? It would be ideal!

Natasha Faux  

I second Natasha's request/question. An online community for WFM users is a must have. Would likely be a great source of productivity improvements for all of us struggling to use WFM and Xero in combination, or using WFM standalone.

Gavin, has the account structure underlying WFM's WIP module been exposed/delineated. I'm struggling with how to implement WIP in combination with Xero. Can you point to any resources? I've exhausted those on WFM Support, but need more support/guidance. Email just doesn't seem very useful for my needs. Documentation, use cases, examples, etc. would be far more helpful, as it's more about the technicals of cost accounting, not software, that I need assistance.

Jim McClintock  

I find it a little clumsy compared to the solution we had before. Integration seems good, except we have to edit every invoice in Xero to make sure the correct cost centre is updated.
The tech support people seem to be completely immune to suggestions of improvements though and every request is met with a suggestion to use third party tools or change the way we do things.
Personally I find them inflexible and demeaning. If it was up to me I would not use the product.

Robert Clapham  

I sure that I am only using a fraction of the functionality of Workflow Max at the moment,
but by tracking my hours and breaking the tasks down into narrowly focused units, it has
been a real eye opener as to just how much time I am spending on various tasks. I would
recommend Workflow Max to anyone that needs to track their billable time. I also like
the sync with Xero.

Dennis Thompson, CPA, CFE

Dennis Thompson  

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.

Ruth Cole  

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.

Lisa Spiden  

Robert Clapham, you might want to check your costs/items and tasks have the correct account coding applied to them. Let me know if you need assistance or more explanation.

We love WorkflowMax. It offers a huge amount for a small price and the changes being released are amazing!

Love you WFM ;-)

Glennis Stuckey  

I'm quite liking having a system, however I'm struggling a little to get it set up & working effectively. Little things like calculations rounding when I've specified in preferences for them not to, unable to edit various invoice fields when the integration between Xero & WFM is not working as it's supposed to & I now have eg differing invoice numbers floating around. These teething issues would be far less frustrating if the online support was better - but it's very generic, not overly helpful, and there doesn't seem to be any forum like Xero has where people can discuss how they've worked around the practical issues.

Joanne Bryant  

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.

Leaine Jones  

I love Xero and WFM is the logical step for my practice, however it is the most cumbersome, dog difficult program I have ever used in my life to set up. I have looked and searched for a decent recommendation of the best way to set it up and can only find specific instructions that dont consider the bigger picture. The import function is poor compared to Xero, I cant find the time data opening balances that I imported plus it shows as disbursements on reports, etc etc etc. This could be the first time in my life that I need to get a reseller to help me set new software up. The complexity is even worse than AccPac.

The only reason I am giving it two stars is that it must have real power given the above comments.

Off to go and create my third implementation to see if I can get it right now. Running out of email addresses!

Murray Barnetson  

We have been very disappointed in WFM. For starters the "contacts data" does NOT integrate at all with Xero. To make matters worse the first upgrade was to make WFM look and feel more like Xero instead of making the two programs head toward eliminating the need for double entry of all contact data. It would also seem that the majority of business using the system are professionals who essentially use WFM to manage themselves and track and bill hours. I am sure the system is fantastic for this type of use, but if you expect to be able to manage employee's as we were lead to believe it will not. Both Xero and WFM staff think it will, but you will be disappointed if you try as we were. We will eventually leave WFM and probably Xero as it turned out to be a poor fit and we also do not agree with their philosophy and the direction they are heading. Xero who owns WFM, literally means "beautiful" in beauty over function in their tagline "beautiful accounting". Ironically, these were the very reasons we signed up with Xero and WFM, but the information and wonderful reviews were from business categories dissimilar to ours. Frankly it is our own fault for not noticing this. I would just hate to see someone else make the same mistake we did. Get referrals to your business category prior to signing up. While I do not believe we were lied to by Xero or WFM, I do think they were ignorant in the true sense of the word. Said another way, they did NOT sell us knowing it would not do what we wanted. They sincerely wanted to help us, it just did not work out.

Alan Bennett  

We love WFM & Xero. Since Xero owns WFM, Is there a Bundle Package you can get to save if you opt to buy and sync both?




Amit Sewani  

This is rubbish for builders. We have 12 full time staff plus lots of contractors and suppliers. We bought and trained to use WFM on the strength of our accountant singing its praises. He even showed me the brochure which clearly states for builders.WFm has no idea how builders run their business's and you need to remove the reference to same on your web site. Architects and sub contractors operate in the building industry, but they are not builders as referenced on your web site.

Specifically: the estimating is extremely poor and is not one bit logical for a building contractor. No idea of how to account for 'allowances or variations'. No understanding of progress claims or what 'cost plus' contracts are. You might as well say that WFM works for Astronauts as well if you are going to print brochures with random vocations on it. It is about the same level of accuracy, ie, none.

John Davis  

I am the Director of Melbourne-based commercial fit-out and property maintenance company, Symmetry Commercial. After migrating from MYOB to Xero, we were looking for a work scheduling and quotation software, and that’s when we discovered WorkflowMax. For us, the beauty of WorkflowMax has been creating a really tight process around purchasing and sending online purchase orders. Typically, paperwork goes missing, emails go missing. But now it’s so much easier; we can just log on and see all the information in one place. If we need to re-submit a quote or a purchase order, it’s all there.

The biggest thing for us is the quotation side of things. What’s terrific is that this information then feeds directly through to Xero to create an invoice, which cuts down on invoicing time.

Functionality was a focus for us; we didn’t want something that was going to be too difficult to use. But WorkflowMax is very user-friendly; we’ve had new people start here and it’s been really easy for them to pick up.

WorkflowMax has been great for us in the sense that it has got so much scope. We were looking for something that could grow with us; as the company grows we can actually expand our use of the system. WorkflowMax is only going to get better for service-based industries because they are specialist to that particular type of software. When our business goes to that next level, and we have got more people out there doing project estimating, then I know there are those functionalities within WorkflowMax, and it’s something that we’re excited to explore.

Daniel Malton  

We switched from Simpro to WFM mostly due to our use of Xero and the cost/speed issues with Simpro, wish we didn't.
WFM may be good for the professional sector but for Builders/Trade it just doesn't work.
We are unable to allocate multiple suppliers to an item so the item must be created 2 -3 times with each supplier.
We can not import contacts each has to be entered manually.
No tax adjustment, or variations to jobs. The list goes on
And the support just does not exist every request we send has just not been responded to.
More interested in making it look great(and that is a slow process) than functionality.

Graeme Miller  

Eleven months ago, the only thing that could be vaguely understood was total sales to a client. However, in order to understand the cost base and truly drive profit, and link it back to our goals, we needed to be able to break down jobs, and their cost, as well as give the guys one site and the guys in the office something that could allow them to be far more efficient and far more effective at what they needed to do.

We looked at WorkflowMax, GeoOp and Connect2Field. WorkflowMax is just a standout, across these in terms of its reporting, its connection with Xero, and its detail.

It gives us a real competitive advantage. Tradesmen are notoriously known for turning up late to jobs. WorkflowMax helps us a heck of a lot to not do that. It’s a simple thing, but if you can be the one guy in the industry that just shows up on time and gets the job done, it gives us a real competitive advantage. That’s the beauty of it.

To be able to use the data that comes out to drive top-line revenue and bottom-line profit, has been phenomenal.

David Maher  

I have been using WorkflowMax for more than 7 (I think!) years now. The software is very easy to use and although I am only using it for timesheets and invoicing it has never let me down and continues to innovate. Moreover the staff are very helpful and whenever I have a problem they respond right away so there is no disruption to my business. Invoicing is probably the least enjoyable part of my work but WorkflowMax makes it easy and less painful! Employees also found the system easy to work around from there is minimal training required. Most people can pick it up just by giving them a password and a quick demo!

Jillian Talbot