WorkflowMAX
CRM software
Document management software
Invoice management software
Professional services automation software
Project collaboration software
Project cost management software
Project management software
Task management software
Work management software
Time tracking software
Workflow management software
Accounting & finance software
Project, portfolio & program management software
Process automation software
- Features
- Ease of use
- Ease of management
- Quality of support
- Affordability
- Market presence
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What is WorkflowMAX
WorkflowMAX is a professional services automation (PSA) and job management application used to manage client work from quoting through project delivery and invoicing. It supports service-based teams that need time tracking, job costing, task management, and billing tied to projects. The product is closely associated with Xero accounting workflows and is commonly used by agencies, consultancies, and other project-based services firms. WorkflowMAX by BlueRock is positioned as a continuation/replacement path for organizations that previously used the original WorkflowMax product.
End-to-end job lifecycle
WorkflowMAX supports a connected workflow across quoting/estimates, job setup, task assignment, time entry, job costing, and invoicing. This reduces the need to reconcile separate tools for delivery and billing. For project-based services teams, the job-centric structure helps keep financial and operational data aligned. It is particularly useful when projects must be tracked at a granular job/task level.
Time and cost tracking
The product includes time tracking and expense capture that can be allocated to specific jobs and tasks. This enables visibility into utilization and project profitability based on recorded effort and costs. It also supports more accurate invoicing based on time and materials or fixed-price work. These capabilities align with PSA needs more than general-purpose CRM-focused tools.
Accounting workflow alignment
WorkflowMAX is designed to work in conjunction with accounting processes, including invoicing and financial tracking tied to jobs. Organizations that run finance operations in Xero-centric environments often use it to keep project delivery and billing connected. This can reduce duplicate entry between project operations and finance. The approach is oriented toward services billing rather than pipeline-only sales management.
Limited sales CRM depth
While it can store client and job-related information, WorkflowMAX is not primarily a sales pipeline system. Teams that require advanced lead management, forecasting, sales automation, and extensive sales analytics may need a dedicated CRM. Compared with CRM-first products in the reference set, sales engagement and pipeline tooling is typically less comprehensive. This can create a two-system workflow for organizations with mature sales operations.
Ecosystem transition complexity
The original WorkflowMax product was discontinued, and WorkflowMAX by BlueRock is positioned as a successor for many customers. Organizations migrating from legacy instances may need to plan data migration, process reconfiguration, and user retraining. Integration assumptions and feature parity can vary depending on the prior setup. This adds project risk for teams seeking a simple in-place upgrade.
Not full document management
WorkflowMAX supports attaching and managing job-related documents, but it is not a full document management system with advanced records governance. Organizations needing robust versioning, retention policies, e-signature workflows, or enterprise content controls may require a dedicated document platform. Document handling is typically oriented around project artifacts rather than enterprise-wide content management. This can limit suitability for regulated document-heavy environments.
Plan & Pricing
| Plan | Price | Key features & notes |
|---|---|---|
| Standard | Not listed on the public pricing page (dynamic — total varies by team size via interactive slider). | Great for freelancers and small teams. Includes quoting, client manager, timesheets, invoicing, Xero integration, reporting, mobile, custom fields, purchase orders, job costing, document management, job management. Lead Manager add‑on available ($19 per month). (See official pricing page.) |
| Premium | Not listed on the public pricing page (dynamic — total varies by team size via interactive slider). | For growing teams (recommended for ~3–20 users). Everything in Standard plus client groups, multi‑currency (POs/Bills), productivity reporting, Xero invoice import, Zapier integration, job board (Kanban). Lead Manager add‑on available ($19 per month). (See official pricing page.) |
| Advanced | Contact sales / Contact Us (priced per user/month; billed annually for Advanced). | For businesses scaling up to ~1,000 users. Includes Lead Manager, integrated calendar time capture, scheduled custom reports, advanced invoicing, sandbox/test account, extended API endpoints, dedicated account manager, guided onboarding, quarterly business reviews, priority support, optional professional implementation. (See official pricing page.) |
Notes:
- Lead Manager add‑on: $19 per month (explicitly listed on the official pricing page).
- The public pricing page presents dynamic totals based on selected team size via an interactive slider; exact numeric monthly prices for Standard/Premium (per user or total) are not presented as static text on the public page (customers adjust the slider or start a trial/account for precise pricing).
Seller details
BlueRock Digital Pty Ltd (WorkflowMAX by BlueRock)
Australia (exact city unspecified)
Private
https://www.workflowmax2.com/
https://www.linkedin.com/company/bluerock-digital/
