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[CUSTOMER STORY] “We manage our entire lifecycle with WorkflowMax” – Talex IT consultants

Are you an IT consultant wondering if WorkflowMax is right for you? Find out more about why Talex love using WorkflowMax! Customer stories is a regular column on the WorkflowMax blog where we talk to our customers, find out more about the amazing work they’re doing and how they use WorkflowMax to facilitate their workflows. 

This week, we’re talking to Jonathan Peters from New South Wales based IT consultants Talex. Welcome Jonathan!

Tell us about your company. Who are you, and what do you do?

Jonathan: We are IT consultants specialising in cloud strategy and architecture, portfolio and program management solutions and implementation of cloud ERP and CRM applications.

Recently we have entered into a partnership with Changepoint, giving us enhanced Portfolio Project Management (PPM) capabilities via their cloud based PPM solution, Daptiv.

What kind of clients do you work with?

Jonathan: We work with medium sized enterprises in verticals such as mining, utilities, human services and local government and state government agencies.

What challenges were you facing when it came to your workflow?

Jonathan: We run our business on a very lean model, our employees and subcontractors are usually working at client sites, on the road or at home. Our previous PC based accounting system required emailing and re-keying timesheets and offered limited access to important information. We also needed an effective CRM system to track contacts, leads and proposals.

What was the most important factor to you when choosing project management software? 

“We found the functionality of the system was a fantastic fit for our business, at an amazingly cost effective price”

Jonathan: Reliable integration with Xero was a top priority. Also when establishing a long term relationship with a subscribing service it was vital that we partner with a leading provider. We then found the functionality of the system was a fantastic fit for our business, at an amazingly cost effective price.

Apart from WorkflowMax, do you use any other software tools to manage your business?

Jonathan: We use Xero and Office 365. We are a completely SaaS/cloud based company.

Walk us through the life of a project at your company, from beginning to end. What are the steps in the process and how do you use WorkflowMax or other software at each step?

Jonathan: Large projects can have a long sales cycle so we track all new leads in the CRM module, and create detailed proposals and quotes in WorkflowMax. Once the client accepts a proposal we convert it straight into a job and confirm the resources to be assigned. We follow a structured methodology which is reflected in the quote and job tasks. As the job progresses we track time and invoice the client based on agreed progress milestones or invoice at regular intervals for time and materials jobs.

What kind of reports are you creating with WorkflowMax?

Jonathan: The most important reports to use are the detailed job reports and invoicing/WIP tracking to make sure we stay on top of our time entry and billing.

Did you use an IT setup partner to get started with WorkflowMax? If so, what did you find the most helpful?

“We got started very easily by participating in an introductory webinar”

Jonathan: We were able to get started very easily ourselves by participating in an introductory webinar and making use of the help and training information readily available with the product. 

“WorkflowMax is very intuitive and comes ready to use right from day one.”

What do you love most about WorkflowMax?

“We particularly love the way the system tracks the whole lifecycle of our dealings”

Jonathan: It's easy to use and everyone in the organisation can access it from wherever they are. We particularly love the way the system tracks the whole lifecycle of our dealings with a client, from initial contact, lead nurturing, proposals, job delivery and final invoicing.

If you’re running a company using WorkflowMax and want to talk workflow with us, just send an email to mallika.goel@xero.com and we’ll be in touch!– we’d love to hear from you.