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Transparency Builds Client Trust for Creative Agency, Mogul [User Story]

User Stories is a regular column here on the WorkflowMax blog. Here, we get a company to walk us through their workflow process. Every company is different, and every firm has different methods and processes for managing their projects. Our hope is that by taking a look at how others use WorkflowMax, you'll see how it could be the right software solution for your business.

Today we talk to Georgina Miller, managing director at Mogul, a creative agency based in Hawke’s Bay, New Zealand. Mogul are also a recent Xero Add-On Partner for their XPM website integration.


Tell us about why a workflow management solution was important to your business

We’re a digital agency, so we bill for our time and it’s important that we’re able to track that time accurately, as well as measure unbillable time spent on different tasks. We were a very early adopter of WorkflowMax and it is central to running our business.


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

Instead of it being just two of us, we started employing people, so we had to start tracking time - not only for accountability but also for profitability.

Have you been able to make some changes to the way that you bill or quote based on some of the information that you get out of WorkflowMax?

We always review how we’ve tracked on a job in order to improve how we do the next one. Whenever there are queries on invoices, it’s great to be able to refer back to what the time was spent on. Part of our process is making sure the guys always put in really good descriptions of the work they’ve been working on, so it’s easy to back-track through.

Are there any benefits that your clients receive through Mogul using job management software?


Our clients love the transparency we can offer using WorkflowMax. Some clients really like to see the breakdown. Especially when you’ve quoted a ballpark figure, they like to see that you’re not just charging them the top end of every quote. So, I think potentially that enhances a relationship with the client because there’s the transparency, and the trust that we’re doing the right thing by them.

What other tools do you use aside from WorkflowMax?

We use Xero for accounting, Trello for organising tasks and we use the full Google Apps suite. We also use Slack, which allows you to have instant messaging across projects. So each project that you’re working on can have a card, and then you have conversations on that card in regards to the project. It’s good because you can also invite people in outside of the organisation. So when you’re collaborating with another agency on a project you can start having those conversations all in one place, across different projects.

We’ve tried other CRMs, but in actual fact, the lead manager in WorkflowMax works perfectly well for what we need.

What do you love most about WorkflowMax?


We’ve really been able to customise it to suit us and the way that we use the different states. Our job templates are really customised for how we want them to be, so it makes things really easy. We have looked at lots of other software options other the years but none come close to WorkflowMax.

Thanks Georgina! If you’re running a company using WorkflowMax and want to talk workflow with us, then email us at steff.green@xero.com and we can interview you for User Stories.

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Monica Shepherd
Monica is a marketing copywriter for WorkflowMax, creating content for the website, blogs and ebooks. Having run a copywriting business helping a wide range of businesses create stand-out marketing and website content, she has a thorough understanding of the challenges business owners face. By sharing this insight at WorkflowMax she can continue to follow her passion for helping small businesses punch above their weight.

Monica Shepherd