WorkflowMax
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.
- Company typePrivate
- Founded2007
- HeadquartersAuckland, New Zealand
- Headcount1–10
- GTM typeB2B
- OfferingSoftware
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.
WorkflowMax firmographics
Firmographics- 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
- 1–10 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
WorkflowMax industry classification
Industry- Product category
- Job Management Software
- NAICS
- Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services (51821)
- SIC
- Services-Prepackaged Software (7372)
- akta.pro primary industry
- Enterprise Work Management & Collaborative Workflow Platforms (HDAEAHAI)
Keywords
Where WorkflowMax is headquartered
LocationHeadquarters
- HQ city
- Auckland
- HQ country
- New Zealand
- HQ region
- Oceania
Offices2 records
Markets served
WorkflowMax business model
Business model- GTM type
- B2B
- Offering type
- Software
- Cost components
- Technology or R&D, Personnel, Operations, Marketing or Sales, Infrastructure
Revenue model
- 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
| Model | Billing | Price |
|---|---|---|
| Subscription | Monthly | Quote-based / Not publicly disclosed |
Go-to-market motion3 records
Distribution channels3 records
Marketing channels7 records
WorkflowMax product offering
Product offeringCore 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
Companies that use WorkflowMax
Customer profileNamed customers8 records
Segments5 records
Ideal customer profiles5 records
WorkflowMax technology and API
TechnologyTechnology focussed Yes
API detail
- Has API
- Yes
- API docs
- API detail
Core technology
AI maturity
App detail
Integration13 records
AI capability7 records
Feature13 records
WorkflowMax partnerships and signals
Strategic signalPartnerships
Eight partnerships are on record, tiered core, flagship and minor.
- XerocoreNative integration with Xero accounting software for seamless data synchronisation, eliminating double-handling and saving time on financial processes.
- QuickBookscoreIntegration with QuickBooks Online to simplify financial processes with key data flowing between platforms, reducing manual work.
- HubSpotcoreIntegration to streamline operations and boost growth by syncing data, automating workflows, and providing insights for informed decisions.
- ZapiercoreConnect WorkflowMAX to 8,000+ apps without code, enabling automation of job creation from CRM deals, contact syncing, and notifications.
- AWScoreWorkflowMAX 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.
- StripecorePayment processing partner certified as PCI Service Provider Level 1, handling all aspects of payment processing including card storage on Stripe's secure servers.
- JHC ConsultingflagshipPlatinum Implementation Partner providing premium advisory-led support from initial onboarding through sustained growth. Offers strategic discovery, tailored formulation, and strategic execution phases.
- CoachbarminorCertified implementation partners receive free listing on Coachbar's global directory.
Scale indicators2 records
Recent moves6 records
Expansion highlights6 records
WorkflowMax competitors and assessment
Company assessmentBroad 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
WorkflowMax social profiles
Digital presenceWorkflowMax compliance and trust
Trust signalCompliance9 records
WorkflowMax financial estimates
Financial estimateRevenue estimate
Valuation estimate
WorkflowMax leadership team
Management profileNumber of profiles
WorkflowMax funding detail
Funding detailFunding overview
Funding rounds
Investors
Funding detail is available on the Subscription and Enterprise plan.Contact sales →
WorkflowMax M&A and investment
M&A and investmentM&A
Investments
M&A and investment is available on the Subscription and Enterprise plan.Contact sales →
Frequently asked questions about WorkflowMax
What does WorkflowMax do?
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.
Is WorkflowMax a public or private company?
WorkflowMax is a private company. It is classified as corporate owned and is currently operating.
When was WorkflowMax founded?
WorkflowMax was founded in 2007. It employs 1 to 10 people.
Where is WorkflowMax based?
WorkflowMax is headquartered in Auckland, New Zealand, in the Oceania region.
How does WorkflowMax make money?
One revenue line is on record: subscription SaaS.
Who are WorkflowMax's main competitors?
Broad incumbents on record are Wrike, ClickUp, ServiceTitan, Monday.com and Asana. Direct peers are Accelo, Karbon, Jobber and BigTime Software. Buildertrend is listed as an emerging player.
Does WorkflowMax have an API?
Yes. API v2 is now generally available to all plans. Every v1 endpoint has been migrated to v2, with new WorkflowMAX features shipped via API faster, providing broader coverage and deeper access to data as the platform grows. Also mentioned: MCP Server (Coming Soon) - will give AI tools direct access to WorkflowMAX to query jobs, update timesheets, create quotes, and more. Developer documentation is at api-docs.workflowmax.com/overview.
What industry is WorkflowMax in?
WorkflowMax's product category is Job Management Software. Its primary akta.pro industry code is HDAEAHAI, Enterprise Work Management & Collaborative Workflow Platforms. Its NAICS code is 51821 and its SIC code is 7372.