Creating a Task

Setting up tasks (2 min 11 sec.)

Before you begin

Before you create any tasks, please read the text in the drop-downs below to learn more about the features of tasks in WorkflowMax.

Create a task

To create a task:

  1. In the Business menu, select Settings > Tasks > New Task.
  2. On the New Task screen, Information tab, provide the following information, as required.

    General Information
    Task Name

    A descriptive name for the task, such as Concept design or Consulting.


    A detailed description of the task. This can appear on an invoice, so it can act as a default description for each line item on the invoice. Generally, the description against each task on an invoice either comes through from the time sheet entries or it is individually crafted on each invoice.

    Billing Information
    Base Rate

    The average amount (per hour) that it costs you for a staff member to perform this task – it is only ever used to calculate the cost of a project at the quote stage (and only if you do not specifically assign staff to tasks at the quote stage). The base rate is not used to calculate the overall profit on the job – for that, you need to set up a base rate for each staff member.

    Billable Rate

    The charge-out rate (per hour) for the staff member performing this task. This rate is used only if Organisation Settings > Job Settings > Task Invoice Rate set to Task Billable. If the Task Invoice Rate is set to Staff Billable, then the staff member's billable rate will be used at invoice time.

    Xero Tracking (this section is available if you have ever connected your WorkflowMax account to Xero. If the connection is not currently active, the Category and Option drop-down lists will be empty. For details, see Xero (settings))

    Use this field to select a tracking category you have set up in Xero. You can have a maximum of two active tracking categories at any one time.

    For further details, see Xero GL account codes and tracking categories, and watch the following video:

    Advanced Xero integration (2 min 33 sec.).


    If you have selected a tracking category, you can use this field to choose the option you wish to track. For example, if the tracking category is the Sales Region, you might select Northern region. A tracking category can have as many options as you require.

    Interface Information
    Export Code

    Used for integration with QuickBooks and MYOB. This field is not currently in use.

    Income Account

    General Ledger code from your Xero account that the task on the invoice can be allocated to. For further details, watch the Advanced Xero integration video above.

    The Income Account field appears as a drop-down list only if WorkflowMax is currently connected to your Xero account.

  3. Save your changes.

Setting up WorkflowMax

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