WorkflowMax
WorkflowMax is an all-in-one job management platform for professional services - quoting, scheduling, time tracking, cost management, invoicing, and reporting, all synced to Xero
Everything on this page comes from reconciling WorkflowMax inside Xero for service businesses - mapping job data to the right accounts, tracking WIP, and making sure project revenue in WorkflowMax matches what Xero reports. This is what we have learned
What WorkflowMax does
Features
End-to-end job management from lead through to invoice. Track time, manage costs, bill clients, and see profitability per job - with everything flowing to Xero automatically Six time tracking methods, custom quoting templates, progress invoicing, and job costing reports that show you where the margin is
Time tracking
Six ways to track time - timers, timesheets, calendar, daily, weekly, or start/stop. Staff log time against jobs and tasks, and it feeds directly into invoicing and job costing
Job costing
See real-time profitability per job. Labour costs, expenses, and supplier bills all tracked against the budget you quoted - so you know which jobs make money and which don't
Quoting and invoicing
Custom-branded quote templates with task and cost breakdowns. Progress invoicing for long-running jobs. Approved quotes convert to jobs in one click
Scheduling and resourcing
See who is working on what and when. Assign staff to jobs, manage capacity, and avoid overcommitting your team with visual scheduling tools
Reporting
Job profitability, staff productivity, pipeline, aged WIP, and financial summaries. The job financial summary report is the one most businesses build their monthly reviews around
Lead management
Track your sales pipeline from enquiry through to won work. Forecast revenue based on quoted jobs and conversion rates, not guesswork
Best for
- professional services firms billing by the hour (consultants, architects, engineers)
- creative agencies managing multiple projects across a team
- trades and construction businesses tracking job costs and quoting
- any service business that needs to know profit per job, not just total revenue
Integration mapping
Shared data between Xero and WorkflowMax
WorkflowMax handles the job management side - quoting, time, costs, invoicing. Xero handles the accounting. Data flows between them so both systems stay reconciled without double entry
Sales
Costs & Purchasing
Reference Data & Payroll
Getting started
How to connect WorkflowMax to Xero
Authorise WorkflowMax with your Xero organisation, map your chart of accounts, then configure how jobs, time entries, and invoices sync between both systems
Before you start
- confirm you have Xero Advisor access - a Standard user cannot authorise the integration
- decide how you want invoices to land in Xero - as drafts (for review) or approved (ready to send). This setting matters for your workflow
Create your account and connect Xero
- sign up at workflowmax.com - 14-day free trial, no credit card required
- in WorkflowMax, go to Settings Integrations Xero
- click Connect and authorise the Xero connection
- select the correct Xero organisation if you have more than one
Configure your integration settings
- set the default revenue account for sales invoices
- set the default expense account for supplier bills and costs
- choose whether invoices push to Xero as Draft or Approved
- confirm your tax rates have synced from Xero - check that GST on Income and GST on Expenses appear
Set up your jobs structure
- create your job categories - these group the types of work you do (e.g. consulting, design, construction)
- set up task types with hourly rates for each staff role
- add your cost types for expenses that get charged to jobs (travel, materials, subcontractors)
- import or add your clients - they sync bidirectionally with Xero contacts
Test the full cycle
- create a test job, log some time against it, add a cost, and generate an invoice
- check that the invoice appears in Xero with the correct account code, tax rate, and amount
- mark the invoice as paid in Xero and confirm the payment status updates in WorkflowMax
- check the job profitability report in WorkflowMax - revenue, labour cost, and expenses should all be populated
Things to know
What to watch out for
The BlueRock rebuild has stabilised significantly since launch, but there are still things to be aware of
Migration data quality
If you migrated from the old Xero-era WorkflowMax, check your historical data carefully. Some users reported missing dates and details after migration - verify your open jobs and WIP balances before relying on reports
WIP vs Xero reconciliation
Work in progress in WorkflowMax (time logged but not yet invoiced) does not appear in Xero until you generate the invoice. If your accountant needs a WIP accrual, that is a manual journal
Hourly rates need maintenance
Staff cost rates and charge-out rates in WorkflowMax are separate from Xero. If you change rates, update them in WorkflowMax directly - they do not sync from Xero payroll
Invoice customisation limits
Custom invoice templates are possible but the template editor has limits compared to Xero's. If your invoices need complex formatting, consider generating them in Xero instead and using WorkflowMax purely for time and job data
Platform still maturing
The BlueRock product is actively developing. New features are shipping regularly but some functionality from the original Xero version has not been replicated yet - check the current feature set against your requirements before committing
Pricing
What WorkflowMax costs
Pricing model
Standard, Premium, and Enterprise tiers based on users and features
Free trial
14 days, no credit card required