FAQs

• Does WorkflowMax handle multi-currency?

• How do I account for non-billable time?
• What happens to WIP when invoicing?
• How do I progressively invoice a client for an agreed total amount, on a (task or cost) line by line basis?

• My job has changed from a fixed price for components of work, to being charged for additional work per hour. How do I manage the job?
• I charge a fixed rate for a number of hours, and hourly rate above that. How do I set up my jobs?
• How do I remove a job from the Work In Progress list?
• What is copied when I copy a job?
• How do I use internal jobs to account for non-billable time?

• Why are you asking us to link to Xero?
• How will this affect me?
• Why can’t I opt in - why do we need to change logins?
• Is this level of security really necessary? Shouldn’t I be able to choose?
• Can I de-link my Xero login?
• Can I still use my WorkflowMax username and password to login once I link to Xero login?
• How do I change my login credentials in future?
• Can I use my Xero login with my WorkflowMax mobile app?
• What if I am not a Xero user?
• Are you going to sell me a Xero account?
• Can I use my old customised login and page branding?
• What happens if we share a login?
• Where do I get the authenticator app? I can't find it in the app store
• Does the authenticator app mean I’m connecting my Xero data to a third party?
• I don't have a smartphone or tablet; what do I do?
• Do I need signal on my phone to get the passcode?

• How do I set up Xero login and 2SA for WorkflowMax? (video)
• Best practice for managing access security for your staff
• What is single sign-on (SSO)?
• What is two-step authentication (2SA)?
• What is the value of 2SA for our customers?
• Why have we implemented 2SA?
• Install an authenticator app
• Setting up 2SA during login
• Setting up 2SA after login
• Adding an alternative recovery email address
• How do I use the Xero login screen to access WorkflowMax?
• Can I still merge logins once SSO is enabled?

• Why you should switch to the new WorkflowMax User Interface (UI)

• Moving from the original user interface (UI) to the new user interface (13 min 24 sec.)

• Can I preview the new version first?

• Can I still get users to login to the client portal?

• Will I have to re-invite contacts who log in using the client portal?

• Will I need to redo my custom templates?

• Has the search in the new UI improved or changed recently?

• Is there a pause in the timer yet?

• Can you list the jobs and tasks you’re working on during the day in the timer and switch easily between them?

• Will you replace the alphabetisation in the client menu?

• Has any functionality been removed?

• How do I delete a client?

• How do I merge a client?

• How can I restore a client?

• When will the change be implemented?

• What's the difference between a quote and an estimate?
• I've accepted a quote, the job has been created, but I need to change the quote.
• Can I have more than one quote on a job?
• How would I handle a variation or a change request?
• Can I link my quote to an existing job?
• Can I link an existing quote to a lead?
• Can I create a lead from an existing quote?
• Should I break a job into several quotes or manage multiple quotes on one job?
• How can I create a quote if I don't know what cost items will be used in completing the job?
• How do I account for time spent on a lead?

• How do I work with subcontractors on jobs?

• I want to record time against a task - why can't I see that task in the task drop-down list?

• What information is sent via the WorkflowMax to Xero interface?
• What does the error message "The TaxType code 'OUTPUT2' cannot be used with account code 'xxx'" mean?

• How does Xero Projects and WorkflowMax compare?

If you can't find the information you need:

• click the help () icon (at top right of the WorkflowMax screen), and select Contact Support, or
• you can contact our support team directly at support.xero.com.

To invite a member of the support team into your account to assist with a support issue:

1. Click the help () icon (at top right of the WorkflowMax screen), and select Invite Support.
2. Select Yes. This will allow the support team to access your account. Please contact us at support.xero.com to confirm that you have invited them in.