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Streamline your job, task and 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 lets you track and record every detail on every job so that you have one single source of truth. Locate jobs in seconds, along with everything else you need to know about them.

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

You can allocate staff to tasks and then give them a checklist of to-dos, estimated task times and due dates so everyone knows what they're meant to be working on 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 lets you assign start and finish dates for jobs and for every task on those jobs. You can also 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 assigned staff. Setting recurring jobs is great if you 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 give you an at-a-glance view of how much work individual staff members have been allocated. You will easily see where there are gaps or overloads 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 and finish dates plus job 'percentage complete'. Track milestones and get notifications so you have an accurate picture of upcoming deadlines.

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WorkflowMax pricing

See 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.
View pricing

Six 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, see staff allocation/capacity and important milestones - all from one place.

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Track actual time against estimated time

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, when, and for how long so you can better forecast your capacity.

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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 and 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 lets your customers log in to WorkflowMax to see information about their jobs. You decide what information they see. Of course they can't see any job financial information.
You can track non-billable time to one or more ‘internal’ jobs. For example staff 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 gives you fantastically valuable insight into where your biggest investment is going.
WorkflowMax stores all information you enter.  Data is never deleted, unless you ask us in writing to delete it 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 against a task has reached (say) 75% of estimated hours, and another when it reaches (say) 100%. You choose how many notifications you want, and the percentages.
Easy. WorkflowMax owns the domain name  ‘emailmyjob.com’. This means that you can  create your own unique email address for your own WorkflowMax account. For example, if your business is called Abacus Projects, you can set up your email address to be abacusprojects@emailmyjob.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, add estimated time and deadlines for those tasks, 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 in one place. 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. Choose from six different ways to enter timesheets. Learn more
Collaboration manager Send emails and attachments directly to a job or quote so everyone can collaborate. Learn more
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Mobile Track time offsite, view jobs, contact clients and record your time on the go, from anywhere. Learn more
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Work in progress manager WIP manager lets you easily view and manage all of your un-invoiced work in progress on all of your jobs. Don't get 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 from how your invoices look to what information gets displayed. Learn more
Xero integration Link with Xero to instantly and automatically keep your job management and accounting data fully reconciled at all times. Learn more
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Reporting Use the report builder to build any report you want in seconds including invoice analysis, debtors, performance, time and WIP. 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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