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Why you should switch to the new WorkflowMax User Interface (UI)


From the 4 December 2018 we will no longer be supporting or developing the older version of WorkflowMax. To make sure you’re getting the most out of WorkflowMax we want to highlight a few cool features on the current version that you could be taking advantage of now! Shortly, users still on the older UI will be notified about the process and asked to switch on the new version. We will begin moving groups of businesses over from mid-November.

Enhanced features on the new UI

  1. Enhanced Global search
  2. Filters
  3. Quick time entry
  4. Timer
  5. Benefits of Xero login for WorkflowMax and optional 2SA (opt-in from 6 November)
  6. Apps available for iOS and Android for new UI users

Visual menu changes - including filters

You will notice some menus have been re-written. They now include a summary or dashboard view, list view, and the ability to add filters. The ability to edit, or options for the menu, are now located on the top right of the screen (rather than the left of the screen in the old UI  version). These include the Client Manager, Invoice Manager, the new Work In Progress menu, and Practice settings.

1. Client Manager menu

This menu has been re-written and allows you to create filters to show groups of clients you work with often. 1

Client list without filters applied. You can search, click on the clients, groups or the contacts tab, create new clients or prospects (if you have “Leads” enabled)


This view has a filter applied to show all clients with the client type “gold”.

2. New Work In Progress Manager menu: summary

The summary shows a breakdown of your WIP totals by time, costs, deposits and total WIP, along with your WIP breakdown by top five clients or job state.


Work In Progress dashboard view

List view: Add a filter or search to find jobs with WIP which is greater than 0, jobs by client or state, allowing you to bulk invoice a group of jobs. Estimated billings is automatically calculated and displayed alongside WIP calculations so you can compare actual costs vs quoted amounts (where your job has a quote).


Here we’re invoicing jobs with a state of “completed” where the WIP on the job is greater than $0.00

3. Invoice Manager - NEW

This summary view shows the totals in “Draft”, “Awaiting payment” and the total invoices which are past their due date. There is a graph of the total money coming in over the past five months, and a breakdown of the top five clients who owe the most.


Invoice Manager dashboard screen


All outstanding invoices which are awaiting payment.  Payments automatically import from Xero if connected to a Xero account, or you can bulk select and mark as paid.8Old look and feel of Invoice Manager

4.Practice/ Business Settings - NEW

9All your customisation and account settings are in one menu

Functional changes:

Customising your account is no longer available

The old UI allowed users to apply a colour theme to the banner and upload a logo to the banner.  This is no longer supported in the new UI.

New features:

  • Global search
  • Quick time entry
  • Enhanced new timer
  • Benefits of Xero login for WorkflowMax and optional 2SA (opt-in from 6 November)
  • Apps available for iOS and Android for new UI users

Global search

Drill down into jobs and invoices for this client


Access the quick time entry from global search 


Click the right > to enter time against a job


Enter the time and click save

If you have WorkflowMax Premium you can also enter “ad hoc time” at the client level without having to set up a job first.


Enhanced new timer


New Timer - allows users to save time as a draft, which you can edit and save later


The new timer allows you to save drafts on the fly and edit later

Old UI timer:



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Joanna Bellis
Joanna Bellis is the Product Specialist for WorkflowMax. WorkflowMax’s first employee back in 2009, she has 20 years experience in the online software industry in London, Europe and NZ. When she’s not at work, you’ll find her trying to keep up with her two young children and two dogs, perfecting her downward dog and warrior poses, and making novelty kids crocheted hats.

Joanna Bellis

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