WorkflowMax Quick-start Guide

Path to the Job Financial Summary Report

(includes 7 short videos totalling 16 minutes)

Take a few minutes now to learn more about each of the key areas that contribute to the Job Financial Summary report (described in our overview video: Introducing WorkflowMax: Features and workflow).

For greatest flexibility, we recommend that you view this guide on one screen (or device) and access WorkflowMax on a second screen (or device). This lets you view the video clips and other resources while completing activities in WorkflowMax.

 

Step 1: Adding a Client Adding a client

Clients are the organisations (or individuals) that you work on jobs for. If you have trial data loaded, your own organisation is set up as the client for your two sample jobs.

 

What next?

Log into your WorkflowMax account and practise setting up a client. Experiment with the options discussed in the video, especially:

  • adding contact details
  • setting up the client address and additional contacts.

Get more details from the help centre

For power users

Custom fields (2 min 36 sec.)

Importing information (1 min 42 sec.)

Where to next?

When you’re ready, go on to the next section and learn more about managing your quotes.

Step 2: Managing Quotes Managing quotes

You don’t need to use quotes as the basis for your jobs, but if you do, they will help to speed up and simplify the work required.

 

What next?

Practise setting up a quote for your sample client. Experiment with the options discussed in the video, especially:

  • calculated price or fixed price mode
  • adding multiple tasks or costs.

Get more details from the help centre

For power users

Setting up tasks (2 min 11 sec.)

Job templates (1 min 46 sec.)

Where to next?

When you’re ready, go on to the next section and learn more about managing your jobs.

Step 3: Job Manager Job manager

The job manager screen allows you to create, edit and monitor progress as work proceeds on each job.

 

What next?

Practise setting up a job based on a quote. Experiment with the options discussed in the video, especially:

  • calculated price or fixed price mode
  • adding multiple tasks or costs
  • adding milestones and to-do items.

Get more details from the help centre

For power users

Job templates (1 min 46 sec.)

Recurring jobs (1 min 45 sec.)

Working with base rates and billing rates (4 min 59 sec.)

Multiple billing rates for staff (1 min 09 sec.)

Where to next?

When you’re ready, go on to the next section and learn more about entering time sheets.

Step 4: Entering Time Sheets Entering time sheets

In WorkflowMax, you can use time sheets to record the time worked on each job’s tasks by you and your staff. You can enter time manually or set a timer running to record time as you work it.

 

What next?

Practise entering time for one of your current jobs. Experiment with the options discussed in the video, especially:

  • entering time manually in daily and weekly mode
  • starting the timer to record time spent as you work
  • submitting and unlocking a time sheet.

Get more details from the help centre

For power users

Quick time entry (3 min 06 sec.)

Editing time sheets (1 min 08 sec.)

Where to next?

When you’re ready, go on to the next section and learn more about working with your costs and disbursements.

Step 5: Costs Costs

Costs are the disbursements that you often need to include in your jobs, and possibly on-charge to your clients. Regularly used cost items can be set up in the WorkflowMax Cost Admin database to allow you to quickly include standard costs for travel, materials, sub-contractors or other disbursements in any job.

For flexibility, you can also add cost items directly to a job without storing them in the Cost Admin database, if you want.

 

What next?

Practise entering costs for one of your current jobs – directly into the job itself as well as into the Cost admin database. Experiment with the options discussed in the video, especially:

  • adding a cost (that is not in the Cost Admin database) to a job
  • going to Business > Settings > Costs to view costs that have been set up in the Cost Admin database. Take a note of the Description of a cost item, then type that description into the Description field as you add a cost to a job.

Get more details from the help centre

For power users

Adding cost items to database (3 min 07 sec.)

Importing information (1 min 42 sec.)

Purchase orders (3 min 12 sec.)

Where to next?

When you’re ready, go on to the next section and learn more about working with invoices.

Step 6: Invoicing Invoicing

WorkflowMax lets you invoice your clients for:

  • actual time worked and costs incurred on a job
  • quoted or estimated time and costs for the job
  • deposit payments, or
  • part-payment of the overall quoted value of the job.

As the job proceeds, each invoice can reflect the current value of work in progress, and when the job is complete, the final invoice can wrap up all outstanding billable time and costs.

 

What next?

Practise creating progress invoices and a final invoice for one of your current jobs. Experiment with the options discussed in the video, especially:

  • looking at the Draft and Awaiting Payment tabs
  • drill into invoices to display details of costs and tasks
  • create a new filter to view all invoices with a Due Date of ‘end of this week’.

Get more details from the help centre

For power users

Where to next?

When you’re ready, go on to the next section and learn more about job profitability reporting using the job financial summary report.

Step 7: Job Financial Summary Report Job Financial Summary Report

The Job financial summary report is one of the most powerful standard reports available in WorkflowMax. It allows you to see at a glance the overall profitability of a job as work progresses, as well as tracking quoted and estimated costs, staff efficiency and time worked.

 

What next?

Practise running the Job financial summary report for one of your current jobs. You can run the report repeatedly as the job progresses to track changes in actual vs quoted time and costs, amounts invoiced to the client and other valuable information.

Get more details from the help centre

For power users

Time and efficiency reporting (2 min 14 sec.)

Report builder (2 min 53 sec.)

Where to next?

When you’re ready, you can learn more about setting up your WorkflowMax account, including:

  • Organisational settings – the vital options that control the way WorkflowMax operates.
  • Adding staff – setting the financial and security features for your staff members.
  • Emailing in and out of WorkflowMax – setting up collaboration features
  • And much more…