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workflowmax on computer and mobile

WorkflowMax to become its own individual product

WorkflowMax and Xero Practice Manager are becoming two individual products. This means in the future, we’ll be focusing our development on the specific features that our small business customers need.


Upcoming outage for WorkflowMax
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WorkflowMax and Xero Practice Manager are becoming two individual products. This means in the future, we’ll be focusing our development on the specific features that our small business customers need and Xero Practice Manager will focus on features for accountants and bookkeepers. 

On the weekend commencing 5/6 December we'll be taking WorkflowMax offline for several hours to complete the final stages of this project. This has been timed to ensure the least disruption to our customers around the world.  This outage is for both the web application and the mobile application and also impacts any connected apps.

Phase 1 of the project went live on 6 October NZDT. Customers will now need to log in to WorkflowMax and/or Xero Practice Manager separately. Don’t worry, all the features you enjoy today will still be available, including the integration with Xero and connections with Xero’s ecosystem apps.

Bookmarks and links

Some of your bookmarked or saved links to access the product may no longer work. TIP: You'll need to save a new bookmark using my.workflowmax.com just in case.


Job notifications

Some of the links in older job notification emails sent from Workflowmax may no longer work.


Your accounts

If you currently have both WorkflowMax and Practice Manager accounts, you’ll now need to log in to each product separately and navigate to your portal to find the accounts you manage or have been invited into for each product.

Read more about the changes we’re making and what you need to do in the FAQs below.

 If you need any help, log a case with our support team.

If you want more detailed information about the changes to Xero Practice Manager, read them here.

Frequently Asked Questions

Approximate outage start times in each region

NZ From 6am on 6 December (NZDT)

AU From 4am on 6 December (AEDT)

UK From 5pm on 5 December (GMT)

USA/CAN From 10am Saturday 5 December (MST)

Rest of world 6am on 6 December NZDT which is 17:00 on 5 December UTC

From 6th October 2020, you should log in to WorkflowMax at my.workflowmax.com. Please update your bookmark for future access.

If you also have a Xero Practice Manager account, you can access it at practicemanager.xero.com or through Xero HQ by clicking on your practice name.

Previously, users with access to more than one account could switch between WorkflowMax and Xero Practice Manager accounts through the one shared portal.

Once these become individual products you will no longer have all your WorkflowMax and Xero Practice Manager accounts in the same portal.

You will need to log in to WorkflowMax to access WorkflowMax accounts and log in to Xero Practice Manager to access Xero Practice Manager accounts.

All the features you enjoy today will still be available including connection with Xero’s ecosystem. There should be no impact on other features not mentioned on this page.

If you have been invited into a WorkflowMax account as a staff user or signed up for a WorkflowMax trial account before the URL changes on the 6th October, then the link in the invitation email will not work. 

You'll need to create a new invitation if the link will be used after the change date.  To do this, you’ll need to delete the staff record, then invite them in after the 6th October.

This also applies if you’ve created a new trial for WorkflowMax. There is no impact to Practice Manager invites or trials.

Links in custom fields might be affected by these changes. If a link in a custom field stops working, start your troubleshooting by checking that it's using the correct URL.
Our product teams are completing the final stages of the development work required to make WorkflowMax and Xero Practice Manager individual products. It's necessary to go offline for this phase to ensure data integrity is maintained. 

To check which type of account you are currently logged into, click on your account name at top-left of the screen. This will drop down a list of other products you have access to.

  • If you see Xero HQ or other practice tools like Workpapers and Xero Practice Manager listed as options, then you are using Xero Practice Manager. Xero Tax does not have the “Jobs” menu.
  • If you don’t see other options (except My Xero possibly) you are a WorkflowMax customer.

If you’re not currently logged in, try each login URL (my.workflowmax.com and practicemanager.xero.com) to verify your access. Alternatively you can raise a case and someone from the Xero support team will be able to assist.

There should be no impact to WorkflowMax Premium users. If you are an accountant or bookkeeper using WorkflowMax Premium, then discuss with your Xero Account Manager whether you should switch to using Xero Practice Manager.
For most accounts there will be no change, we will reach out directly to the Account holder of any accounts where there is an impact.

If you are an API developer then you should have already been advised of the upgrade to the V3 API. If you are connecting to a Xero Practice Manager account, you should already have upgraded, but connections via the API to a WorkflowMax account don’t need to upgrade until 30 November.

As a developer, you will need to create two apps if you have customers connecting to both WorkflowMax and Xero Practice Manager.

There will be no impact for our WorkflowMax customers using the WorkflowMax mobile app. If you are a Xero Practice Manager customer a new  XPM app will soon be available from the Apple App Store or from Google play. We'll keep you posted on that.