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Updated on: October 2, 2022

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WorkflowMax

Online project management made easy with WorkflowMax

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What is WorkflowMax and how does it work?

WorkflowMax is an ideal online job management solution that offers tools for businesses to manage their projects, jobs, quotes, time, and invoices in one highly intuitive and streamlined application. From maintaining documents, timesheets, and tracking jobs to sending purchase order requests and invoices, WorkflowMax is an optimal solution that offers an end-to-end workflow Management process in one centralized forum. Workflowmax is a cloud-based job management and workflow solution that comprises tools to manage project implementation, including the ability to incorporate with various other popular document management systems. Businesses can create complex invoices and quotes in a minute and push them out electronically to their clients. It allows businesses to view all the invoices and costing information in a single space. It aims at taking care of all of the business admin and job management needs from anywhere in the world. So businesses can send invoices and check timesheets easily. WorkflowMax additionally offers a sales dashboard through which entrepreneurs and creators can keep an eye on the sales pipeline. It comprises a subscription-based pricing strategy.

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WorkflowMax Features Show All Features

Project Management Features

Timeline ViewA project timeline is a visual list of tasks or activities placed in chronological order, which lets project managers view the entirety of the project in one place. A project timeline typically takes the form of a horizontal bar chart, where each task is given a name and a corresponding start and end date.
Time & Expense TrackingTime and expense tracking is the process of recording and tracking hours worked and expenses as they relate to projects. Time and expense tracking may provide multiple timesheet and expense views, configurable work time, overtime, approval, and expense reporting policies to allow organizations to effectively collect and manage time and expenses based on their unique requirements. It enables companies to reduce errors, duplicate entries, and administrative overhead. It can also reduce the amount of time it takes to collect and report project data, manage timesheets and remote data entry.
Task ManagementTask management is the method of tracking the progress of your project's activities from start to finish. This entails constantly making choices for your tasks in order to accommodate adjustments that might arise in real-time, with the end goal of completing your tasks successfully.
Status TrackingThe term status tracking is used in most CRM systems to describe the process of tracking email delivery within the CRM. The most basic form of email status tracking is determining whether or not a recipient has opened an email. Some software also keep track of which of the email's individual URLs is clicked.
Resource ManagementResource management refers to the process of obtaining, allocating, and managing resources for a project, such as people and their expertise, budgets, technology, materials, machinery, and natural resources. Internal and external resources are used efficiently, on schedule, and under budget, thanks to resource management.
Project PlanningProject planning is a phase in project management where the necessary paperwork is generated to ensure that the project is completed successfully. All activities taken to identify, schedule, integrate, and organize additional plans are recorded.
Percent-Complete TrackingPercent complete tracking is a way to track project progress and is an important part of how to manage a project. A project's percent complete refers to how far along you are with any given mission (or the project overall).
Milestone TrackingA project is only considered a success if all of the client's objectives are met. These are usually articulated in terms of the complexity of what needs to be delivered, its consistency, the costs involved, and the timeframes involved. The most effective way to manage the timescale factor is to monitor milestones. Effective project preparation concentrates on the most important deliverables, with assignments outlining how the job will be structured to meet the deadlines. Milestones are used to classify these main completion dates so that projected dates can be compared to committed dates as the project progresses. This is what's referred to as milestone tracking.
Budget ManagementThe method of administering and controlling the finances associated with business ventures is known as budget management. It’s not only about coming up with a single overall number for a particular project but also about understanding the individual cost elements and the logistics of budget tracking.
Project TemplatesA project template is a project that includes work packages and actions that you know you will frequently apply to various projects.
Idea ManagementIdea management is a structured process of generating, capturing, discussing and improving, organizing, evaluating and prioritizing valuable insight or alternative thinking that would otherwise not have emerged through normal processes.
Kanban BoardA kanban board is an agile project management tool designed to help visualize work, limit work-in-progress, and maximize efficiency (or flow). A kanban board helps make your work visible so you can show it to others and keep everyone on the same page.
Recurring Task ManagementRecurring task management involves ensuring that the recurring tasks (that happen over and over again on a regular basis) are properly managed by the project manager to ensure efficiency and productivity.
Requirement ManagementThe process of recording, reviewing, tracing, prioritizing, and deciding on specifications, as well as controlling change and interacting with relevant stakeholders, is known as requirement management. It is a continuous process that occurs over the duration of a project. A capacity to which a project result should adhere is referred to as a prerequisite.
Portfolio ManagementPortfolio management is described as the process of managing an individual's assets in order to maximize earnings over a set period of time.
IT Project ManagementThe planning, scheduling, execution, tracking, and reporting of IT projects is known as IT project management (ITPM). Although many industries concentrate solely on IT ventures, IT is unique in that it is present in almost all, if not all, industries.
Issue ManagementThe practice of finding and addressing problems is known as issue management. Problems with employees or vendors, technological glitches, and supply shortages can all wreak havoc on your project. If the problem isn't fixed, you risk causing needless friction, delays, or even failure to meet the deadline.

Billing and Invoicing Features

Quotes (Estimates)An estimate, as the name implies, is a rough estimate of how much anything would cost. A construction contractor, for example, may collaborate with the customer to determine their requirements. They'll then go over the resources and materials required to complete the project. Finally, they'll allocate prices, which they normally do by soliciting quotes from other vendors.
Payment ProcessingHelps to manage automated transactions across various online channels
Contact DatabaseA contact database allows a company to handle and coordinate information about its clients, customers, and other contacts more efficiently. Due to a large number of contacts and workers dealing with these contacts, many organizations often encounter duplicate data or incomplete details on contacts. When contact information is collected in a single, easy-to-use database, it provides a central location and a straightforward way to locate this type of information.
Project BillingProject billing is the ability to quickly generate invoices based on project details and design billing schedules meeting your customer demands is the final piece in maximizing the profitability of your projects.
Online PaymentsOnline payment refers to money that is exchanged electronically. Online payment usually is the transaction that results in transfer of monetary funds from the customer bank or credit card account to your bank account.
Online InvoicingOnline Invoicing is performed using an Online Invoicing and billing Software, which automates all kinds of invoicing operations for your business. It is user-administered and therefore can be easily customized by your in-house staff according to your business needs.
Mobile PaymentsA mobile payment is a payment made for a product or service through a portable electronic device such as a tablet or cell phone. Mobile payment technology can also be used to send money to friends or family members, such as with the applications PayPal and Venmo.
Hourly BillingHourly billing is the most common billing method across service industries. It involves dynamic generation of billing records for projects, bringing together time, expenses, retainer balances, amounts owed and paid, and other information.
Customizable InvoicesThe information on the invoices you make is shown using a template. Customizing the templates allows you to change the way invoice information is presented. Some software offer customizable invoices that allow you to put details like contact information, due amount, due date, product description, payment details, additional notes, terms & conditions, etc. as per your need.
Customer PortalA customer portal is a website designed to give current customers access to services and information they need. It's usually private and secure, requiring log-on.
Multi-CurrencyMulti-currency means using more than one currency (such as Canadian currency and American currency) in a multi currency bank account.
Offline PaymentsHelps to record cash and credit payments on retail operations
Tax CalculatorAutomatically calculates the detailed tax amount at the latest tax slab rate
Dunning ManagementHelps to manage complications of credit card payment decline and inform the customer of failed charges.
Payment RemindersHelps to chase payments as they come due with automated payment reminders
Recurring (Subscription Billing)Billing consumers on a time determined basis for products or services received
Invoice HistoryThe Invoice History Report is needed to justify the balance for a given range of invoices. It helps you to quickly identify and review a detailed list of all activities pertaining to a specific invoice including all payments, gain/loss, credit/debit memos, and discounts.
Contingency BillingHandling of bills related to contingencies

Time Tracking Features

Timesheet ManagementA timesheet is a physical or virtual tool that allows you to record and keep track of your worked time. That means that, as an employer, you'll be able to see exactly how many hours each employee has worked for. Timesheets were formerly known as time books.
Multiple Billing RatesMultiple Billing rate means a temporary indirect cost rate applicable to a specified period that is used for funding, interim reimbursement, and reporting indirect costs on federal or federal pass-through awards pending the establishment of a final rate for the period.
Mobile Time TrackingMobile time tracking is the process of recording working time with mobile devices. Employees can clock in and out using a dedicated mobile app. Some mobile time tracking tools offer GPS tracking and geofencing as well.
Billable & Non-billable HoursBillable hours are the hours you spend doing tasks for a particular project. On the other hand, whenever you're doing tasks that are important for the overall success of your business, such as bookkeeping or looking for new clients, you will mark these hours as non-billable.
Automatic Time CaptureAutomatic trackers completely remove the need to manage timers or manually input data, accurately recording all your work activity for you in the background. Some even use artificial intelligence to create your daily time sheets.
Employee DatabaseAn employee database contains critical information, such as each employee's personal information, as well as company-related information such as their payscale, hire date, and more. That database can be used to help you better understand your employees and make data-based decisions that push your company forward.
Billing and InvoicingBilling and invoicing feature allows you to bill project services directly to customers, employees and external service providers. Invoices can be created based on milestones, partial payments and final payments as well as at cost (time and material). Timesheets required in many industry sectors are generated by the system.
Overtime CalculationOvertime calculation is the calculation of the extra hours for which the employees have worked.
Offline Time TrackingOffline time tracking is the time tracking feature that is used to track the time at work, productive time, and idle time when the employee is working without an internet connection.
Leave Tracking (Vacation)A leave management system, also known as LMS, is a platform that enables a company to easily and correctly allocate, track and grant leave as well as allow for employees to request and track their own leave.

Task Management Features

Time TrackingTime tracking allows you to keep track of the hours spent on individual tasks and on the project as a whole. Time tracking should allow your team members to add time entries to tasks easily.
Task TrackingTask tracking or task management is the process where one identifies, monitors, and progresses the work that needs to be done during the day. In terms of project management, task tracking is how the workflow is efficiently organized. It’s task-oriented, detailed, and part of the larger scheduling of a project.
Task SchedulingTask scheduling is the process of assigning start and end times to a series of tasks while keeping certain constraints in mind. Time constraints or resource constraints are the most common constraints.
Task AssigningTask assigning is when you send someone a task request in an email message. When you assign a task, you give the ownership of it (unless the assignee declines it) to one of your team members. The task's assigner will receive updates on the task's progress.
Reporting (Analytics)The process of arranging data into informational summaries in order to track how various aspects of a company are performing is known as reporting. This includes measuring key metrics and displaying them — whether in an email, a slide deck, or an online dashboard.
Progress TrackingProgress tracking is the method used to track the progress of tasks in the OKR software. By tracking your progress, you can compare actual to planned progress, and identify issues that may prevent the project from staying on schedule and within budget.
AlertsAlerts are actionable and content-rich push notifications sent by the collaboration software. These notifications can be for anything from messages from teammates, reporting managers, or work updates.
Collaboration ToolsCollaboration tools make it easier for people to work together. A collaboration tool's aim is to assist a group of two or more people in achieving a shared goal or objective. Paper, flipcharts, post-it notes, and whiteboards are examples of non-technical collaboration tools. Collaboration software, on the other hand, is a technological tool.
Percent-Complete TrackingPercent complete tracking is a way to track project progress and is an important part of how to manage a project. A project's percent complete refers to how far along you are with any given mission (or the project overall).
Recurring Task ManagementRecurring task management involves ensuring that the recurring tasks (that happen over and over again on a regular basis) are properly managed by the project manager to ensure efficiency and productivity.
Gantt ChartsA Gantt chart is a bar chart that displays the progression of tasks over time. A Gantt map is a helpful way to indicate what work is planned to be completed on a particular day and is used for organizing projects of all sizes. It can also be used to display a project's start and end dates in a single graph.
GamificationGamification is the process of incorporating game elements into nongame environments, like a website, online community, learning management system, or a company’s intranet to increase participation. Gamification aims to involve customers, staff, and collaborators in order to encourage them to cooperate, share, and communicate.

Construction Management Features

Mobile AccessMobile access is the use of a mobile device (e.g. smartphone, tablet, or wearable) to gain access to projects, tasks, services, and more.
EstimatingAn estimate for any construction work may be defined as the process of calculating the quantities and costs of the various items required in connection with the work. Before the start of any work for its execution, the owner of the builder should have a thorough knowledge of the volume of work. The minutest details can help him understand if the work can be completed within the stipulated time frame and budget. It also enables him to understand the probable cost that may be incurred to complete the proposed work. Therefore, it is necessary to list the probable costs or develop an estimate for the proposed work from its plans and specifications.
ContractorsA contractor is a person or an organization hired by the client to complete the project. In summary, the roles and responsibilities of contractors have many different levels since they carry out a broad range of tasks and manage numerous individuals.
Contract ManagementContract management is the process of managing contract creation, execution, and analysis to maximize operational and financial performance at an organization, all while reducing financial risk. Organizations encounter an ever-increasing amount of pressure to reduce costs and improve company performance.
Budget Tracking (Job Costing)A job costing system involves the process of accumulating information about the costs associated with a specific production or service job. This information may be required in order to submit the cost information to a customer under a contract where costs are reimbursed.
Accounting IntegrationAn integrated accounting system is a type of software that combines major financial accounting functions into one application. Integrated accounting systems furnish information regarding the cost of each product, job or operation as well as comprehensive information about the profit or loss of an entire organization.
CRMCustomer relationship management (CRM) is a technology for managing all your company's relationships and interactions with customers and potential customers.
Equipment TrackingAsset or equipment tracking is a process business can use to keep track of all their tangible assets. Any physical equipment can be tracked with tags or barcodes. equipment tracking is a way to document everything the business owns. Asset tracking can benefit many different types of company, including flood restoration, damage restoration and remediation, construction companies, surveyors, contractors, and more. To keep everything running smoothly, asset tracking uses a centralised platform that keeps relevant information like location, contact information, owner, and maintenance history at all times. Most importantly, with asset tracking and management, there is no need to invest in manual labour for management. Besides, everyone knows how vital asset tracking is to reduce the cost of expenses and energy. In other words, with asset tracking, no one has to waste time that could be spent elsewhere.
Subcontractor ManagementSubcontractor management is a process that involves overseeing the lifecycle of one or more subcontracts for an employer. Subcontractor managers are responsible for enforcing the safety and cost provisions of a given contract and for determining if any request to deviate from those provisions by a subcontractor can be reasonably justified.
RFI & SubmittalsThe RFI is a project communication management process that is used to request for the interpretation of work not sufficiently described or reasonably inferable from the contract documents including drawings and specifications.
ResidentialResidential property is any building or unit zoned and purposed as living space. It’s one of two general categories of real estate, the other being commercial property. Residential property is usually owner-occupied, but not necessarily. By real estate industry convention, any properties with fewer than five units — none of which are for commercial use — are classified as residential. Larger properties and those with mixed residential and commercial use, then, qualify as commercial. The iconic example is the single-family home. Definitions differ but, generally speaking, it is building containing one dwelling unit, detached from all other structures, with open space on all sides.
Incident ReportingAn incident report is used for recording and documenting incidents, such as: hacking, accidents, injuries of any kind or any other unforeseen event.
Commercial ProjectsCommercial construction projects are for the building and selling of business structures such as offices, retail centers, warehouses, and industrial buildings. Business owners, managers, and developers hire general contractors to build or remodel their commercial structure. Commercial construction is a project overseen and built by a general contractor company. General contractors may work in various sectors of construction such as both commercial and residential. The difference in these parts of the construction world is that residential construction projects are for individual housing projects. A general contractor might be educated and experienced in both residential and commercial construction, but they may only serve one of these sectors of the industry. Some general contractors may only service select industries, so when choosing to hire a commercial contracting company, ask them what type of industries they serve.
Change OrdersA change order is work that is added to or deleted from the original scope of work of a contract, which alters the original contract amount and/or completion date. A change order may force a new project to handle significant changes to the current project.
Offline AccessOffline access allows your team members to access the collaboration software even if they aren’t connected to the internet. There can be various issues like network failure, weak signals, Wifi connectivity issues, or low coverage that may hamper productivity. But offline access allows you to still interact with the software despite network issues.

WorkflowMax Technical details

Support	Business Hours Online	Customer Type	Large Enterprises Medium Business Small Business
API		Location / Phone Number	Auckland, New Zealand
Deployment	SaaS/Web/Cloud Mobile - Android Mobile - iOS	Official Website	https://www.workflowmax.com/
Deployment	SaaS/Web/Cloud Mobile - Android Mobile - iOS	Category	Project Management Software Billing and Invoicing Software Time Tracking Software Task Management Software Construction Management Software

WorkflowMax Pricing

Pricing ModelFree Trial , Subscription

Standard

$45 /Month

For 3 Users

Features

Quoting
Mobile application
Client manager
Custom fields
Time sheets
Purchase orders
Invoicing
Job costing
Xero integration
Document management
Reporting
Job management

Based upon the Number of Users, the pricing plan varies.

Note : For accounts with over 100 users, additional users will be charged at $5 per user.

Premium

$95 /Month

For 3 Users

Features

Includes features of the standard plan, plus
Productivity reporting
Client groups
Recurring invoices
Xero invoice import

Based upon the Number of Users, the pricing plan varies.

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Disclaimer: The pricing details were last updated on 18/01/2022 from the vendor website and may be different from actual. Please confirm with the vendor website before purchasing.

Learn more about WorkflowMax pricing.

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