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Streamline your job, task & staff management.

Keep track of all the moving parts and manage your resources, time, costs and profitability on every job. Enjoy seamless workflow management and insightful reporting.

Screenshot of WorkflowMax's Job & Staff Management

All your job information in one place

Your jobs, at a glance

WorkflowMax enables you to track and record every detail to do with every job, so that you experience one single source of truth. Locate jobs in seconds, and everything else you need to know about them, in just a few seconds more.

Example of jobs at a glance showing total jobs, due this week, starting today, due next week, and overdue

Gain efficiencies by using the inbuilt task manager

Tasks on WorkflowMax’s jobs enable you to specifically allocate staff to appropriate tasks, and then provide those staff with a checklist of to-dos, estimated task times, and due dates, so that it is clear to everyone who is meant to be exactly working on what and for how long.

Example of task management with start and due dates, highlighting in red what is overdue

Schedule work to manage staff capacity and meet milestones

WorkflowMax enables you to assign start and finish dates for jobs and for every task on every job as well. In addition you can create other milestones independent of project and task due dates. Quickly and easily adjust all of these milestones, dates and deadlines in the Schedule Manager, and run reports on them.

Screenshot of staff capacity against milestones

Use recurring jobs to reduce your admin time

The recurring jobs feature enables you to automatically create a new job in your job manager on a recurring basis, complete with appropriate start and due dates, job name, job template, job category, job state, description and with staff already assigned. Great for those who do repetitive work for the same client on a regular basis.

Screenshot of adding in recurring jobs

Capacity planning made easy

The staff capacity planning feature can provide an overview of how much work individual staff members have been allocated at a glance. You will easily see where there are gaps or overloads for every staff member in the upcoming work schedule.

Screenshot of capacity planning

Never miss another deadline

Get an overview of all your jobs and apply one or multiple filters as needed. Choose to view by deadline, job state, important dates or staff allocation. See start & finish dates plus 'percentage complete' for jobs and track milestones and get notifications to get an accurate picture of upcoming deadlines.

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Our pricing

Check out the range of scalable plans to suit you and your business. Experience all the benefits of an enterprise-grade system, without having to pay thousands of dollars. No setup fees. No upfront costs.
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6 reasons you’ll love job management in WorkflowMax

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Stay on top of all your jobs

View your jobs, apply one or more filters to generate different views of your jobs, see staff allocation/capacity, and important milestones - all from one place.

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Track time against estimated

See how many hours a job or task is actually taking, compared to the estimated time, and avoid nasty cost overruns.

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Plan ahead with job scheduling

Get an overview of who’s working on what, and when, and for how long so you can forecast your capacity better.

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Easy job setup

All you need to create a new job is the client name, a job name, and a job template. That should take about 10 seconds!

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Clever reporting

Build your own customised reports - gain actionable intelligence on any and every aspect of your business.

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Never miss another deadline

Stay on top of important dates or view the calendar to see upcoming deadlines. Receive notifications in advance.

“We chose WorkflowMax driven by the mechanics of what it takes to drive a proficient, operationally strong business”
Josh Licence BlueRock Digital

Got questions? We have answers!

Yes it is. The client portal allows your customers to log into WorkflowMax to see information about their jobs. You decide what information they see and what they don’t.  Obviously it is impossible for them to see the job financial information.
You can track non-billable time to one or more ‘internal’ jobs.  For example taff will record timesheets against a task called ‘Sick Leave’ on an internal job called  ‘Internal Job - All Staff Leave’ (or similar). This means that you can record and accurately report on every minute that you pay every staff member right across the entire year.   WorkflowMax provides fantastically valuable insights into where your biggest investment is going.
WorkflowMax stores all information you enter.  Data is never deleted. Unless you ask us to delete it in writing, or until you delete it yourself.  Even if you close your account and stop paying us, we will retain all your data, according to local legal requirements, as a minimum.  And you will still be able to access it again at any time - just ask.
Absolutely.  You can set up custom notifications to let you know when the actual time written against a task has reached (say) 75% of estimated hours, and another when they reach (say) 100%.   You choose how many notifications, and the percentages.
Easy.  WorkflowMax owns the domain name  ‘emailmyjob.com’. This means that you are able to create your own unique email address for your own WorkflowMax account.  For example, if your business is called Abacus Projects then you might set up your email address to be abacusprojects@email my job.com.  Simply forward, copy or blind copy any email to this address, add the Job number into the subject line, and the email and any attachments will automatically be attached to the Notes and Documents tabs on the job in WorkflowMax.  Brilliant!
Absolutely.  As long as you allocate staff to tasks, give them some estimated time and a deadline for that task, WorkflowMax calculates staff capacity and displays it in a tabular format.

Additional Features

Lead manager Track your leads, proposals and sales projections all in one place. Learn more
Client manager
Client Manager Manage your client relationships and store information about them one place and sync with other apps. Learn more
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Quoting Send professionally branded, highly customised quotes in minutes. Learn more
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Document management Store, manage and share documents directly in WorkflowMax or through Box, DropBox and Google Drive. Learn more
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Job, task and staff management View and manage all aspects of all jobs from one place. See at a glance what’s tracking to deadline and what jobs are running behind. Learn more
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Time tracking Track and report on every minute, of every day, for every staff member throughout the year, with over 6 different ways to enter timesheets. Learn more
Collaboration manager Send emails and attachments directly to a job or quote in WorkflowMax for everyone to collaborate. Learn more
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Mobile Track time offsite, view jobs and contact clients and record your time on the go, from anywhere. Learn more
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Work in progress manager WIP manager allows you to easily view and manage all of your un-invoiced WIP on all of your jobs, in one place. Never miss being underpaid again. Learn more
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Invoicing Create invoices, any way you want, and send them, all in a few simple clicks. Control every aspect of your invoice, from how it looks to what information gets displayed. Learn more
Xero integration Instantly and automatically keep your job management software and accounting software fully reconciled at all times with the seamless flow of information. Learn more
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Reporting Use the report builder to build any report you want in seconds. Invoice analysis, debtors, performance, time and WIP. Never miss getting underpaid again. Learn more
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Purchase orders Manage your Purchase Orders and accurately track actual costs against budgeted costs. Learn more
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Job costing & profitability report See your profitability in seconds and make decisions on whether you’re charging enough. Learn more
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Performance reporting View your most profitable employees, understand profitability across different client categories and know which services make you the most money. Learn more
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