WorkflowMax

What WorkflowMax does

WorkflowMAX, founded in 2007 and headquartered in Auckland, New Zealand, with its primary contracting entity WFMax Pty Ltd (ACN 666 239 952) operating from Melbourne, Australia, is a cloud-based job and project management SaaS platform purpose-built for service-based businesses. It operates under the trading name "WorkflowMax by BlueRock" and maintains separate legal entities in Australia, New Zealand, the United Kingdom, and the United States to support sales across 150+ countries, with regional demo teams covering APAC, EMEA, and the Americas. The platform unifies the full job lifecycle — estimating/quoting, job and task management, time tracking, invoicing and billing, document management, WIP tracking, capacity planning, lead/CRM, and reporting/dashboards — through a single AWS-hosted system with API v2 and a mobile app on iOS and Android. Native integrations with Xero, QuickBooks, HubSpot, Airwallex, Microsoft 365 (SharePoint, Outlook), Google Workspace, Dropbox, Box, Suitefiles, and Zapier (8,000+ apps) embed it into customers' accounting and productivity stacks, with security certifications inherited from AWS (SOC 1/2/3, ISO 27001/27017/27018) and Stripe (PCI DSS Level 1) plus GDPR and UK GDPR compliance.

The commercial model is a subscription SaaS with monthly or annual billing, a 14-day free trial that requires no credit card, and quote-based pricing not publicly disclosed across Starter, Premium, and Advanced tiers. Go-to-market combines a self-serve product-led funnel, inside-sales discovery calls with regional demo teams, and a certified implementation partner program led by a Platinum-tier partner (JHC Consulting). Recent product investments — dated 2026 — emphasize AI-augmented features (AI Expense Extraction via computer vision, AI Report Insights for anomaly detection in financial reports, and an upcoming MCP Server for AI-agent interoperability) alongside platform expansions (API v2 GA, Zapier integration, Integrated Calendar, SharePoint integration, Quote Variations, Multi-currency POs, Scheduled Reports, Timesheet Approvals). The company cites 100,000+ users across 150+ countries and a reported 50% reduction in admin time as scale outcomes, and serves five named verticals: architects, engineers/designers, building and construction, business consultants, and creative agencies.

Name

WorkflowMax

Legal name

WFMax Pty Ltd (ACN 666 239 952)

Website

https://workflowmax.com

Company type

Private

Founded year

2007

Operating status

Operating

Headcount range

11–50 employees

Short description

WorkflowMAX is a cloud-based job and project management SaaS platform that unifies quoting, time tracking, invoicing, WIP, and reporting for service-based businesses — including architects, engineers, construction firms, consultants, and creative agencies — across 150+ countries, with native Xero/QuickBooks/HubSpot integrations and emerging AI features.

Ownership category

akta.pro rank

Headquarters

HQ city

Melbourne

HQ country

Australia

HQ region

Oceania

Offices2 records

Markets served

GTM type

B2B

Offering type

Software

Cost components

Technology or R&D, Personnel, Operations, Marketing or Sales, Infrastructure

Revenue model

1. Subscription SaaS: Cloud-based job management software subscription model with monthly or annual billing cycles. Includes 14-day free trial with no credit card required.

Pricing tiers

Go-to-market motion3 records

Distribution channels3 records

Marketing channels7 records

Core offering

WorkflowMax is a cloud-based job management software platform that helps service-based businesses manage the full job lifecycle from quote to invoice. It centralises job management, time tracking, estimating/quoting, invoicing, reporting/dashboards, capacity planning, WIP management, lead management, and document management in a single SaaS platform with native integrations to accounting tools such as Xero and QuickBooks. The platform is purpose-built for verticals including architects, engineers, creative agencies, business consultants, and building and construction firms, with AI-powered features for expense extraction and report insights.

Product overview

WorkflowMAX is an all-in-one cloud-based project and job management software platform purpose-built for service-based businesses (architects, engineers, consultants, creative agencies, building & construction). The platform operates as a unified product with integrated modules: Job Management (core project and task management), Time Tracking (manual, timer, and mobile capture), Invoicing & Billing (with Xero/QuickBooks integration), Estimating & Quoting, Reporting & Dashboards (real-time profitability), Capacity Planning, WIP Management, Lead Manager/CRM, Document Management, and Collaboration Manager. AI-powered add-ons include AI Expense Extraction (computer vision for receipt scanning), AI Report Insights (anomaly detection in financial reports), Quote Variations (scope change tracking), and Integrated Calendar. The platform offers API v2 access for developers, Zapier integration for automation, and a mobile app for iOS/Android. Pricing tiers include Starter/Premium/Advanced plans with various feature access levels.

Differentiator

Problem solved

Functional benefit

Products and services

• Job Management Core module that lets service businesses manage all jobs, tasks, and people from a single place, including Kanban-style job management, phase-based job management, and visual scheduling.
• Time Tracking Captures every billable hour through manual entry, timer, or mobile app, including mobile time tracking for site visits and conversion of calendar events into timesheet entries.
• Invoicing & Billing Creates customised invoices, integrates directly with Xero and QuickBooks Online, and includes progress invoicing, claims management, and retainer management for service businesses.
• Estimating & Quoting Sends professional, customisable quotes, estimates and budgets in minutes, built from real job data, with acceptance tracking and conversion to jobs once clients approve.
• Reporting & Dashboards Provides real-time profitability dashboards, job costing and budgeting, a custom report builder, and staff performance analytics to spot profit leaks.
• Capacity Planning Provides drag-and-drop resource scheduling with real-time visibility into team availability and over-allocation so managers can plan work across the team from a single visual timeline.
• WIP Management Tracks unbilled time and costs across every active job before they slip through at invoicing, with an Advanced WIP tab breaking balances into individual ledger entries such as timesheets, costs, and deposits.
• Lead Manager Tracks every step of leads, proposals, and the sales pipeline from one place, centralising opportunities and quotes so jobs are never underbid.
• Document Management Centralises project documents with integrations to SharePoint, Google Drive, Dropbox, Box, and Suitefiles for file sharing and collaboration.
• Customisation Personalises quotes, invoices, reports, and rate cards so service businesses can run their operations their way, with flexible templates for complex billing scenarios.
• WorkflowMAX Mobile App iOS and Android mobile app that keeps users connected to cash flow on the go, enabling mobile time tracking, viewing dashboards, and managing jobs from anywhere.

Quantifiable outcome

• 50% reduction in admin time
• +1 more outcomes

Named customers8 records

Segments5 records

Ideal customer profiles5 records

Technology focussed Yes

API detail

Has API

Yes

API docs

API detail

Core technology

AI maturity

App detail

Integration13 records

AI capability7 records

Feature13 records

Partnerships

Eight partnerships are on record, tiered core, flagship and minor.

• XerocoreTechnology or IntegrationNative integration with Xero accounting software for seamless data synchronisation, eliminating double-handling and saving time on financial processes.
• QuickBookscoreTechnology or IntegrationIntegration with QuickBooks Online to simplify financial processes with key data flowing between platforms, reducing manual work.
• HubSpotcoreTechnology or IntegrationIntegration to streamline operations and boost growth by syncing data, automating workflows, and providing insights for informed decisions.
• ZapiercoreTechnology or IntegrationConnect WorkflowMAX to 8,000+ apps without code, enabling automation of job creation from CRM deals, contact syncing, and notifications.
• AWScoreTechnology or IntegrationWorkflowMAX is hosted in a secure Amazon Web Services cloud environment in an Australian data centre. AWS provides infrastructure security including SOC 1/2/3 reports and ISO 27001/27017/27018 compliance.
• StripecoreTechnology or IntegrationPayment processing partner certified as PCI Service Provider Level 1, handling all aspects of payment processing including card storage on Stripe's secure servers.
• JHC ConsultingflagshipImplementation/ SI/ Consulting PartnerPlatinum Implementation Partner providing premium advisory-led support from initial onboarding through sustained growth. Offers strategic discovery, tailored formulation, and strategic execution phases.
• CoachbarminorGTM or Marketing PartnerCertified implementation partners receive free listing on Coachbar's global directory.

Scale indicators2 records

Recent moves6 records

Expansion highlights6 records

Broad incumbents

• Wrike: Enterprise work management platform with project management, time tracking, and proofing/approvals — competes for larger professional services accounts that WorkflowMax also targets via its Advanced plan.
• ClickUp: All-in-one productivity platform bundling tasks, docs, time tracking, and goals — increasingly a 'good enough' alternative for agencies and consultants evaluating WorkflowMax.
• ServiceTitan: Large, well-funded field service management platform for trades (plumbing, HVAC, electrical, construction) with job costing, scheduling, and invoicing — serves WorkflowMax's construction vertical at the higher end of the market.
• Monday.com: Broad horizontal work management platform with project, time, and workflow modules that increasingly encroaches on vertical SMB use cases WorkflowMax targets (agencies, consultants, architects).
• Asana: Horizontal work management platform widely used by creative agencies and consultants — same buyer personas as WorkflowMax but without native quoting/invoicing depth.

Direct peers

• Accelo: Professional services automation platform covering quoting, projects, time, billing, and retainer management for service businesses — a near-direct competitor to WorkflowMax across the same quote-to-invoice lifecycle.
• Karbon: Practice management workflow software for accounting and professional services firms, combining workflow automation, project management, and client communication — comparable vertical PSA positioning.
• Jobber: Field service management software for home service and trade businesses (construction, HVAC, landscaping) with quoting, scheduling, job tracking, and invoicing — overlapping workflow with WorkflowMax's construction vertical.
• BigTime Software: PSA tool for professional services firms (accounting, consulting, architecture, engineering) with time tracking, project management, billing, and profitability reporting — overlapping core use cases with WorkflowMax.

Emerging players

• Buildertrend: Construction-specific project management platform with estimating, job costing, and customer communication — direct overlap with WorkflowMax's building and construction vertical use cases.

Market position

Strengths4 records

Weaknesses4 records

Competitive moat5 records

Key risks5 records

Key highlights7 records

Customer concentration

• YouTubeyoutube.com/@WorkflowMAX_x
• Facebookfacebook.com/workflowmax
• LinkedInlinkedin.com/company/workflowmax
• Xx.com/workflowmax

Compliance9 records

Revenue estimate

Valuation estimate

Number of profiles

Funding overview

Funding rounds

Investors

Funding detail is available on the Subscription and Enterprise plan.Contact sales →

M&A

Investments

M&A and investment is available on the Subscription and Enterprise plan.Contact sales →

Frequently asked questions about WorkflowMax