Buildology saved 15 admin hours monthly with WorkflowMax

ROI in only two months
admin saved per month

Buildology was founded in 2011 in Auckland as a forward thinking architectural design firm. Self-taught architectural designer & Buildology owner Allan McIntosh grew from a one-man band to a company of 4 staff within a couple of months. With this growth came the challenge of managing an architectural design practice; tracking time, handling staff productivity, communication with the council, builders, clients and so on. After 3 months of intensive research into various software solutions, Allan chose WorkflowMax to manage his entire business in the cloud.

Four challenges Buildology faced before implementing WorkflowMax



It's a huge problem to track communication between stakeholders (council, builder, client, designer) when everything's spread out in various emails.

Financial health

Knowing how the business is doing in real-time based on real numbers – not on intuition, and not just at the end of the month.

Time tracking

Getting staff to track their time so that they could understand net profitability on each job, staff productivity, and where they can improve.

Business intelligence

Knowing who their best and worst clients were, how much profit they made per job, whether they need to revise prices, and other business insights.

How Buildology saves 15 hours per month in admin time

WorkflowMax's all-in-one communication tool was a game changer for Buildology. "We particularly enjoy the email functionality that connects emails to a specific job. Instead of searching a job, we can see exactly what email communication we've had with the client. WorkflowMax monitors email, identifies codes and knows where to put it. As an architectural designer and office manager this functionality is amazing", says office manager Rome May.

WorkflowMax saves me at least 15 hours per month. By having everything in one place – leads, quotes, time sheeting, emails, documents, invoices – I can manage the client, designer, builder & council very easily.
Rome May
Rome May

How Buildology tracked their time & costs to get a ROI of 1150%

It's priceless to know what's going on in the business at any point of time, and who our best and worst clients are, based on real data at a click of a button.
Allan McIntosh
Allan McIntosh
Architectural Design & Director, Buildology

As WorkflowMax is an end-to-end job management software, Allan and his staff are able to create leads, quotes, track time, manage jobs, e-mail communication, and seamlessly push invoices into their accounting software.

Since WorkflowMax has all the operational data, its reporting functionality gives Buildology the business intelligence they need to improve/grow their business based on real data, not intuition. Allan says, "The reporting function has given us incredible insights that lead to change in some of our pricing.

"As an example, we were charging for minor resource consent applications but after we started using WorkflowMax it became clear pretty quickly that based on the time spent we should have been charging at least $1800 - $2500 per job. It's priceless to know if you're under or over charging, so you can optimize your prices accordingly."

"Using WorkflowMax to monitor client hours, we're going to be able to see accurately which customers are taking up our time. For example, we monitor time versus quoted cost to see if we continue with a contractor or keep him on. It also allows us to really see who are our A customers, and who are our D customers. This is worth so much to us as it helps to put our business-making decisions into perspective", notes Allan.

Three things Buildology loves about WorkflowMax ...


Collaboration manager

The ability to connect each email with a particular job is a game changer. It shows us exactly which emails we've sent and received from clients, councils, builders & designers, saving 8-16 hours per week on admin.

All-in-one integrated solution

It looks professional, is easy to use and our staff enjoy using it. Having everything – leads, quotes, jobs, time tracking, invoices – in one place means we just need to use one system for everything.

Business intelligence & the cloud

Since it's all cloud-based software, there is nothing to install, no servers to implement – all I need is a laptop/phone/ipad and an internet connection to know what's going on in the business – anytime, anywhere.

What would you say to other architecture practices considering using WorkflowMax?

Rome says, "In the building industry, there is a lot of project management for each job – managing designers, clients, council and builders.

"Within our industry the value lies in effective project management of the job. The designers, the client, the builder are all wanting information and in WorkflowMax everything is born into one place, so when the client calls we are fully prepared!"

The building industry is a crazy busy, and because WorkflowMax is fast and snappy – I'm able to track my time easily. It works for us perfectly.
Alexandra Peterson
Alexandra Peterson

Say goodbye to tracking time in Excel & creating estimates in Word. Join over 5000 businesses and say hello to WorkflowMax.