Tutorials in this series

Integrating WorkflowMax With Your Offline Calendar

Posted by Steve Moss on May 17, 2016 9:28:03 AM

If you use a desktop or online calendar that can subscribe to iCalendar feeds, you can view your WorkflowMax due dates and milestones with your other calendar items.

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Topics: Settings and account

Quick Time Entry

Posted by Steve Moss on Jan 29, 2016 10:11:00 AM

Using the WorkflowMax quick time entry feature, you can start the timer to record your time worked today.

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Topics: Time and staff

Adding Costs to a Job

Posted by Steve Moss on Jan 28, 2016 3:14:00 PM

This video shows you how to add costs to a job, either as a "one-off' cost on that job or by using costs stored in the cost admin database.

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Topics: Costs and purchases

Setting Up Retainers

Posted by Genny Stevens on Jan 22, 2016 10:06:30 AM

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Do you have clients on a monthly retainer? WorkflowMax can make managing retainers a breeze. Find out how in this short video.

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Topics: Quotes and jobs

Scheduling your jobs, tasks and milestones

Posted by Steve Moss on Jan 18, 2016 1:44:00 PM

 
 
 
 
 
 
 

This video introduces the interactive job schedule editor - a convenient tool you can use for scheduling a job, the tasks it contains and any milestones.

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Topics: Quotes and jobs

Financial Options for Invoicing

Posted by Genny Stevens on Dec 1, 2014 5:00:00 PM

Workflowmax understands the importance of being paid for the work you do, so we provide you with all the invoice management tools you need to invoice how you want.

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Topics: Invoicing and Financial

Create a New Quote

Posted by Genny Stevens on Dec 1, 2014 4:00:00 PM

The importance of creating accurate quotes, or estimates, cannot be underestimated. It’s probably your first business transaction with a client, so getting it right at this stage is important for building trust and confidence.

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Topics: Quotes and jobs

Manage Your Invoices

Posted by Genny Stevens on Dec 1, 2014 3:00:00 PM

WorkflowMax’s invoice manager makes it easy to keep track of your invoices at every stage of your billing process.

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Topics: Invoicing and Financial

Manage Your Quotes

Posted by Genny Stevens on Dec 1, 2014 3:00:00 PM

Once you’ve created your quotes, WorkflowMax makes managing them a breeze.

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Topics: Quotes and jobs

Using the Job Manager

Posted by Genny Stevens on Dec 1, 2014 2:45:00 PM

The Job Manager is your go-to screen for anything to do with the jobs you’re currently working on.

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Topics: Quotes and jobs

Manage your Work-in-Progress

Posted by Genny Stevens on Dec 1, 2014 2:00:00 PM

The Work In Progress manager gives an immediate and transparent view of the value of your work in progress.

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Topics: Invoicing and Financial

How to Add a Job

Posted by Genny Stevens on Dec 1, 2014 2:00:00 PM

In the overview video we showed you how to quickly add a job, now we are going to take you through all the job components and how to set your job up.

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Topics: Quotes and jobs

How to Add a Task

Posted by Genny Stevens on Dec 1, 2014 1:00:00 PM

A job is the overall project you are working on, and each job is comprised of tasks. Every job must have at least one task if you want to record time on that job.

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Topics: Quotes and jobs

Create a Deposit Invoice

Posted by Chirag Ahuja on Dec 1, 2014 1:00:00 PM

Create a deposit invoice for a job which has no quote or time and costs recorded yet.

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Topics: Invoicing and Financial

Manage Your Tasks

Posted by Genny Stevens on Dec 1, 2014 12:00:00 PM

Once your tasks have been added to your WorkflowMax account they're now ready to be added to your jobs or quotes and have time recorded against them.

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Topics: Quotes and jobs

Create an In-Progress Invoice

Posted by Genny Stevens on Dec 1, 2014 12:00:00 PM

Creating regular progress invoices is key to good cash flow and WorkflowMax makes it easy to regularly invoice your clients throughout the life of a job.

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Topics: Invoicing and Financial

Manage Job Categories

Posted by Genny Stevens on Dec 1, 2014 11:00:00 AM

Use job categories to group your jobs for reporting or filtering purposes.

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Topics: Quotes and jobs

Create a Final Invoice for Actual Time and Costs

Posted by Genny Stevens on Dec 1, 2014 11:00:00 AM

Important: Recent changes to the WorkflowMax user interface in relation to invoicing have resulted in minor inconsistencies between some content in this video and the WorkflowMax interface. This issue will be resolved as soon as possible. For details, please look at the WorkflowMax blog post on these changes.

Your job is now complete and it’s time to create the final invoice based on actual time and costs.

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Topics: Invoicing and Financial

Create a Deposit Invoice Based on a Quote

Posted by Chirag Ahuja on Dec 1, 2014 10:00:00 AM

Once a quote has been accepted and turned into a job, you can raised a deposit invoice before work begins.

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Topics: Invoicing and Financial

Update Job Status

Posted by Genny Stevens on Dec 1, 2014 10:00:00 AM

Every job has specific stages in its progress from start to completion - the job state functionality is used to reflect the progression within WorkflowMax.

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Topics: Quotes and jobs

Add Your Staff to WorkflowMax

Posted by Genny Stevens on Dec 1, 2014 9:00:00 AM

Everything you need to know about adding staff in WorkflowMax.

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Topics: Time and staff

Create an In-Progress Invoice Based on a Quote

Posted by Chirag Ahuja on Dec 1, 2014 9:00:00 AM

You can create a progress invoice as either a percentage of the quote, or using the tasks and costs you included in the quote.

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Topics: Invoicing and Financial

Adding Notifications to Job States

Posted by Genny Stevens on Dec 1, 2014 9:00:00 AM

Adding a notification to a job state is an excellent way of communicating to key people where a job is up to and letting them know when it’s time for them to take action.

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Topics: Quotes and jobs

Adding teams in WorkflowMax

Posted by Genny Stevens on Dec 1, 2014 8:55:00 AM

Set up teams in WorkflowMax so set groups of staff can get notifications, whether they're part of a job or not.

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Topics: Time and staff

Create a Final Invoice Based on a Quote

Posted by Chirag Ahuja on Dec 1, 2014 8:00:00 AM

Important: Recent changes to the WorkflowMax user interface in relation to invoicing have resulted in minor inconsistencies between some content in this video and the WorkflowMax interface. This issue will be resolved as soon as possible. For details, please look at the WorkflowMax blog post on these changes.

Your job is now complete and it’s time to create the final invoice.

For further details, go to the Creating a final invoice based on a quote topic in the WorkflowMax help centre.

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Topics: Invoicing and Financial

Creating and managing Job Folders

Posted by Genny Stevens on Dec 1, 2014 8:00:00 AM

You can never be too organized when it comes to business - WorkflowMax understands this and increases your organizational power with folders.

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Topics: Quotes and jobs

Get Set Up with WorkflowMax

Posted by Chirag Ahuja on Dec 1, 2014 8:00:00 AM

It’s fairly easy to get started with WorkflowMax - provided you've set everything up properly. This video looks in detail at the financial settings that enable you to send invoices, run reports, and track your labour costs

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Topics: Time and staff

Quickstart Guide - Understanding the Basics

Posted by Genny Stevens on Dec 1, 2014 7:30:00 AM

This video will give you an understanding of the structure of WorkflowMax, and the four basic functions needed to get started: adding staff, clients, jobs, and completing a timesheet.

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Topics: Settings and account

How to Track Time and Enter Timesheets

Posted by Genny Stevens on Dec 1, 2014 7:00:00 AM

Entering accurate time against jobs is essential for profitability and WorkflowMax makes it easy for staff to capture their time.

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Topics: Time and staff

Manage your Milestones

Posted by Genny Stevens on Dec 1, 2014 7:00:00 AM

WorkflowMax milestone functionality is a super-powered to-do list. You can use milestones to manage important job events which are completely independent of the tasks or job start and finish dates.

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Topics: Quotes and jobs

Invoicing Multiple Jobs at Once

Posted by Genny Stevens on Dec 1, 2014 7:00:00 AM

WorkflowMax not only makes it easy to keep track of all your costs, but also makes it easy to create invoices for multiple jobs.

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Topics: Invoicing and Financial

Important setup information - key financial settings

Posted by Chirag Ahuja on Dec 1, 2014 7:00:00 AM

The settings you use in WorkflowMax need to reflect the way that your business operates. This video looks in detail at the financial settings that enable you to send invoices, run reports, and track your labour costs.

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Topics: Settings and account, Invoicing and Financial

Financial Options for Invoicing

Posted by Genny Stevens on Dec 1, 2014 6:30:00 AM

Workflowmax understands the importance of being paid for the work you do, so we provide you with all the tools you need to invoice how you want.

Read More

Topics: Settings and account

How to Move a Timesheet

Posted by Genny Stevens on Dec 1, 2014 6:00:00 AM

If timesheets have been added to one job but should be against another, this video shows you how to move them to the correct job.

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Topics: Time and staff

Set up a Job Template

Posted by Genny Stevens on Dec 1, 2014 6:00:00 AM

Chances are your jobs or quotes use similar tasks, milestones, and folders each time. Use job templates to speed up your workflow and create consistency in your processes.

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Topics: Quotes and jobs

Editing, Deleting Invoices and Creating Credit Notes

Posted by Genny Stevens on Dec 1, 2014 6:00:00 AM

There are times when you’ve created and approved invoices and will need to change, remove, or credit them.

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Topics: Invoicing and Financial

Manage Your Password

Posted by Chirag Ahuja on Dec 1, 2014 6:00:00 AM

If you need to change or request a new WorkflowMax password - this is the video for you.

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Topics: Settings and account

Switch Between Organisations in WorkflowMax

Posted by Genny Stevens on Dec 1, 2014 5:30:00 AM

If you have multiple organisations to your WorkflowMax login, this video shows you how to navigate in and out of them. 

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Topics: Settings and account

Editing Your Timesheets

Posted by Genny Stevens on Dec 1, 2014 5:00:00 AM

You’ve entered your timesheets and realised you’ve made an error that needs changing. What now?

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Topics: Time and staff

Writing Invoices Up or Down

Posted by Genny Stevens on Dec 1, 2014 5:00:00 AM

During the invoicing process you may need adjust the time being invoiced - either up or down.

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Topics: Invoicing and Financial

Manage Recurring Jobs

Posted by Genny Stevens on Dec 1, 2014 5:00:00 AM

The Recurring Job function is great for businesses who provide regular ongoing work to clients - such as IT support or other contract-based businesses.

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Topics: Quotes and jobs

Create Custom Fields

Posted by Chirag Ahuja on Dec 1, 2014 5:00:00 AM

Do you need to record unique sets of data against your clients, contacts, leads, jobs or suppliers? No problem - Workflowmax lets you create Custom Fields

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Topics: Quotes and jobs

Edit Username and Email

Posted by Genny Stevens on Dec 1, 2014 5:00:00 AM

There are times when you need to edit your username or email, perhaps after a company rebrand or user clean-up - this video shows you how.

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Topics: Settings and account

How to Merge Login Emails

Posted by Genny Stevens on Dec 1, 2014 4:30:00 AM

If you’re using multiple login addresses across different WorkflowMax accounts, it is possible to merge the log-ins so all your organisations show on the one account.

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Topics: Settings and account

Set Permissions on Timesheets

Posted by Genny Stevens on Dec 1, 2014 4:00:00 AM

You’re a service business - time is money. That’s why it’s important to ensure all staff have the ability to accurately record time relevant to their position in your company.

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Topics: Time and staff

Report on Job Profitability

Posted by Genny Stevens on Dec 1, 2014 4:00:00 AM

Understanding your job profitability is key to your business success, and WorkflowMax offers some great business reporting tools.

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Topics: Reporting

Managing Payments to Invoices

Posted by Genny Stevens on Dec 1, 2014 4:00:00 AM

Keep your financial information up to date by marking invoices as paid.

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Topics: Invoicing and Financial

Create and Send Purchase Orders

Posted by Genny Stevens on Dec 1, 2014 4:00:00 AM

WorkflowMax’s purchase order functionality keeps track of your items on order, your future financial commitments, and ensures all your costs are captured from the start.

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Topics: Costs and purchases

Incoming / Outgoing Email

Posted by Genny Stevens on Dec 1, 2014 4:00:00 AM

In this video, we demonstrate different ways of dealing with incoming and outgoing email in WorkflowMax.

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Topics: Settings and account

Assign Different Billing Rates to Staff

Posted by Genny Stevens on Dec 1, 2014 3:30:00 AM

Find out how you can set up different billing rates for staff members at task or job level.

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Topics: Settings and account

How to Add Cost Items to Your Database

Posted by Genny Stevens on Dec 1, 2014 3:00:00 AM

If you have recurring costs and expenses as part of your business set them up in the Cost Admin database for faster and more accurate data entry.

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Topics: Costs and purchases

How to add new clients

Posted by Genny Stevens on Dec 1, 2014 3:00:00 AM

There are three ways to access the ‘new client’ page, from the client dropdown, the client manager, and from the new client link when adding a new job.

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Topics: Clients and contacts

How to Delete a Job

Posted by Genny Stevens on Dec 1, 2014 3:00:00 AM

Mistakes happen, perhaps you've added a duplicate job, this video shows you the best practice for deleting a job.

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Topics: Quotes and jobs

Report on Time and Staff Efficiency

Posted by Genny Stevens on Dec 1, 2014 3:00:00 AM

Analysing and reporting on the time staff spend on doing tasks can help with understanding staff performance, or making sure future quotes are correct.

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Topics: Reporting

Integrating Xero and WorkflowMax

Posted by Genny Stevens on Dec 1, 2014 3:00:00 AM

Reduce double handling of invoices and bills by integrating WorkflowMax with Xero.

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Topics: Xero integration

Assign Different Billing Rates to Staff

Posted by Genny Stevens on Dec 1, 2014 3:00:00 AM

Find out how you can set up different billing rates for staff members at task or job level.

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Topics: Time and staff

Successful Data Importing

Posted by Genny Stevens on Dec 1, 2014 3:00:00 AM

Whether you’re setting up your WorkflowMax account for the first time, or you're a long time user, the import function makes bringing in bulk amounts of data easy.

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Topics: Quotes and jobs

Assign Different Billing Rates to Staff

Posted by Genny Stevens on Dec 1, 2014 3:00:00 AM

Find out how you can set up different billing rates for staff members at task or job level.

Read More

Topics: Invoicing and Financial

Create Custom Fields

Posted by Chirag Ahuja on Dec 1, 2014 3:00:00 AM

Do you need to record unique sets of data against your clients, contacts, leads, jobs or suppliers? No problem - Workflowmax lets you create Custom Fields

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Topics: Settings and account

Creating Custom Templates

Posted by Genny Stevens on Dec 1, 2014 2:50:00 AM

Use custom templates in WorkflowMax to create personalised invoices, quotes, purchase orders, statements, and job briefs.

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Topics: Settings and account

Successful Data Importing

Posted by Genny Stevens on Dec 1, 2014 2:30:00 AM

Whether you’re setting up your WorkflowMax account for the first time, or you're a long time user, the import function makes bringing in bulk amounts of data easy.

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Topics: Settings and account

Allocate Time to Staff

Posted by Genny Stevens on Dec 1, 2014 2:00:00 AM

Allocating time within a job is a way of budgeting or estimating the amount of time it will take to complete the tasks.

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Topics: Time and staff

WorkflowMax to Xero Invoicing Tutorial

Posted by Genny Stevens on Dec 1, 2014 2:00:00 AM

This video takes an indepth look at what happens with your invoices once the Xero integration is set up.

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Topics: Xero integration

Build Your Own Reports

Posted by Genny Stevens on Dec 1, 2014 2:00:00 AM

Workflowmax report builder gives you the ability to create reports that are relevant and specific to your business.

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Topics: Reporting

Generate Custom Numbering

Posted by Genny Stevens on Dec 1, 2014 2:00:00 AM

Although WorkflowMax automatically generates numbers for jobs, invoices, purchase orders, and quotes, you can over-ride this, either manually or through the import process.

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Topics: Settings and account

Successful Data Importing

Posted by Genny Stevens on Dec 1, 2014 2:00:00 AM

Whether you’re setting up your WorkflowMax account for the first time, or you're a long time user, the import function makes bringing in bulk amounts of data easy.

Read More

Topics: Costs and purchases

Create Custom Fields

Posted by Chirag Ahuja on Dec 1, 2014 2:00:00 AM

Do you need to record unique sets of data against your clients, contacts, leads, jobs or suppliers? No problem - Workflowmax lets you create Custom Fields

Read More

Topics: Clients and contacts

Generate Custom Numbering

Posted by Genny Stevens on Dec 1, 2014 2:00:00 AM

Although WorkflowMax automatically generates numbers for jobs, invoices, purchase orders, and quotes, you can over-ride this, either manually or through the import process.

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Topics: Invoicing and Financial

Incoming / Outgoing Email

Posted by Genny Stevens on Dec 1, 2014 2:00:00 AM

In this video, we demonstrate different ways of dealing with incoming and outgoing email in WorkflowMax.

Read More

Topics: Communication

Find What You Need with Global Search

Posted by Genny Stevens on Dec 1, 2014 1:30:00 AM

WorkflowMax’s global search feature makes it easy to find what you’re looking for.

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Topics: Settings and account

Successful Data Importing

Posted by Genny Stevens on Dec 1, 2014 1:00:00 AM

Whether you’re setting up your WorkflowMax account for the first time, or you're a long time user, the import function makes bringing in bulk amounts of data easy.

Read More

Topics: Clients and contacts

Get Notified!

Posted by Genny Stevens on Dec 1, 2014 1:00:00 AM

Communication is key for successful job management - use WorkflowMax’s customisable notification system to keep your staff up to date.

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Topics: Communication

Advanced Xero Integration

Posted by Genny Stevens on Dec 1, 2014 1:00:00 AM

Discover advanced options for integrating your data between Xero and WorkflowMax for more powerful reporting using account codes and tracking categories.

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Topics: Xero integration

Invite Your Advisor Into Your Account

Posted by Genny Stevens on Dec 1, 2014 1:00:00 AM

If you use a third party certified advisor to help you with WorkflowMax, you'll need to invite them into your account.

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Topics: Time and staff

Generate Custom Numbering

Posted by Genny Stevens on Dec 1, 2014 1:00:00 AM

Although WorkflowMax automatically generates numbers for jobs, invoices, purchase orders, and quotes, you can over-ride this, either manually or through the import process.

Read More

Topics: Quotes and jobs

Create Custom Fields

Posted by Genny Stevens on Dec 1, 2014 1:00:00 AM

Do you need to record unique sets of data against your clients, contacts, leads, jobs or suppliers? No problem - Workflowmax lets you create Custom Fields

Read More

Topics: Reporting

Generate Custom Numbering

Posted by Genny Stevens on Dec 1, 2014 1:00:00 AM

Although WorkflowMax automatically generates numbers for jobs, invoices, purchase orders, and quotes, you can over-ride this, either manually or through the import process.

Read More

Topics: Costs and purchases

Successful Data Importing

Posted by Genny Stevens on Nov 30, 2014 1:00:00 AM

Whether you’re setting up your WorkflowMax account for the first time, or you're a long time user, the import function makes bringing in bulk amounts of data easy.

Read More

Topics: Invoicing and Financial

Filtering Your Data

Posted by Chirag Ahuja on Nov 30, 2014 1:00:00 AM

The Filter functionality is a powerful way to sort your data into any subset you could possibly need.

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Topics: Settings and account

Need more information? Want to become a WorkflowMax Master?

For more in-depth help & understanding of what you can do in WorkflowMax, try our course series on Setting up your Account, Maximise using WorkflowMax, Developing Custom Print Templates, and Invoicing and Financial.