WorkflowMAX's MCP (Model Context Protocol) Server connects your AI assistant directly to your WorkflowMAX data, so you can look up jobs, check financials, create quotes, log time, and manage clients and invoices from within your everyday chat interface instead of switching into the WorkflowMAX app.
It covers the full job-to-cash workflow: creating and managing jobs and tasks, building and issuing quotes, drafting and approving invoices, managing clients, suppliers and contacts, logging timesheets, tracking leads, and pulling purchase orders and catalogue data.
LLM stands for Large Language Model and is a type of artificial intelligence program designed to understand, process, and generate human language. Popular LLM models include Claude, ChatGPT, Microsoft Copilot and Gemini.
Prerequisites
Before connecting an AI assistant to WorkflowMAX, please ensure you meet the following requirements:
- You have a WorkflowMAX Advanced License. Organisations on any plan can access MCP Server as part of a 14-day free trial, started from the Integrations page
- You have an account with a supported AI assistant:
- Claude - requires a Claude Pro, Max, Team, or Enterprise plan
- ChatGPT - Plus and Pro accounts can only use read-only tools; write actions (creating or updating records) require a Business, Enterprise, or Edu account
- Gemini - the consumer Gemini web app does not support custom MCP connectors; you need Gemini Enterprise on Google Cloud
- Microsoft Copilot Studio - used to build a custom connector on Power Platform, distinct from the general Microsoft 365 Copilot chat assistant. A Microsoft Copilot Studio licence with an agent (or permission to create one) is required.
- You are an organisation administrator. Generating, regenerating, and revoking MCP credentials is an admin-only action
Connecting your WorkflowMAX account to your chosen LLM
Connecting your data is easy. Just follow the steps below for your chosen AI model:
Claude
To start setup:
- Go to Settings > Integrations > View All
- Find the tile for Claude
- Select Setup Integration.
Setup steps
There are two ways to connect your WorkflowMAX account to Claude:
- Dynamic Registration (Recommended)
- Client ID & Secret
Please follow the onscreen instructions to copy your unique credentials.
Adding the custom connector in Claude
To connect WorkflowMAX to Claude, please follow the steps below:
- Open claude.ai.
-
Individual users: profile icon → Settings → Connectors.
Team / Enterprise Owners: Settings → Organisation settings → Connectors. - Click Add → Custom → Web.
- Enter Name: WorkflowMAX and Remote MCP server URL: the MCP Server URL above.
- Click Add — leave Advanced settings collapsed; no Client ID or Secret needed.
Authorise & try it
In a conversation, click + → Connectors and toggle WorkflowMAX on. Sign in to WorkflowMAX in the popup and approve access, then ask "List my open jobs".
Claude Troubleshooting
- "Connector failed to authorise." Claude's registered client may have been revoked. Please remove the connector in Claude and re-add it.
- Tools aren't showing up. Check the connector toggle is on for the current conversation.
- Connection works but returns no data. Confirm the signed-in WorkflowMAX user has permission to view the data.
- Dynamic registration isn't offered. Switch to the Client ID & secret method above and paste credentials manually.
ChatGPT
To start setup:
- Go to Settings > Integrations > View All
- Find the tile for ChatGPT
- Select Setup Integration.
Setup steps
There are two ways to connect your WorkflowMAX account to ChatGPT:
- Dynamic Registration (Recommended)
- Client ID & Secret
Please follow the onscreen instructions to copy your unique credentials.
Adding the custom connector in ChatGPT
To connect WorkflowMAX to ChatGPT, please follow the steps below:
- In ChatGPT: Workspace Settings → Apps → Create (enable Developer Mode if prompted — required to add a custom MCP app).
- Enter Name WorkflowMAX, the MCP Server URL above, and Authentication OAuth.
- In Advanced OAuth settings, leave the Registration method on its default (dynamic) so ChatGPT registers itself automatically — do not choose User-Defined OAuth Client, and don't paste a Client ID or Secret.
- Click Create.
- In ChatGPT: Settings → Apps → Drafts — publish your WorkflowMAX app for your Workspace.
- Return to your chat: Apps → WorkflowMAX → Connect, sign in to WorkflowMAX and approve access.
ChatGPT Troubleshooting
- "This connector requires Developer Mode." Enable Developer Mode when prompted (Workspace Settings → Apps).
- Dynamic registration isn't offered. Switch to the Client ID & secret method above and use ChatGPT's User-Defined OAuth Client instead.
- Write actions not working (Plus / Pro). Full MCP support requires Business, Enterprise, or Edu.
Gemini
To start setup:
- Go to Settings > Integrations > View All
- Find the tile for Gemini
- Select Setup Integration.
Before you start
Before you're able to use the WorkflowMAX x Gemini MCP integration, you need to make sure you have a few things:
- The Discovery Engine Editor role (
roles/discoveryengine.editor) on the project. - An organisation policy override allowing custom MCP server data stores.
Setup steps
Generate your Credentials
Once you have generated your credentials, you can configure your MCP using the information on the above page.
Create the custom MCP server data store
To create the custom MCP server data store, please follow the steps below:
- Google Cloud console → Gemini Enterprise → Data stores → Create data store.
- Search Custom MCP Server → Add MCP server.
- Enter the Server URL above, Transport: Streamable HTTP (SSE is not supported), Authentication: OAuth 2.0, and paste the Client ID, Client Secret, Authorisation URL, and Token URL from above.
- Copy the Redirect URI Gemini displays and add it in the Redirect URIs section above (Add → Save).
- Back in Gemini, click Login and complete the WorkflowMAX OAuth flow.
- Add an MCP Server Description, choose a multi-region location, name the data store, and Create. Wait for status Active.
- Open the data store and enable the tools you want agents to use (none are enabled by default).
Gemini Troubleshooting
- "Authorisation Exception." Click Login to complete the OAuth flow.
- SSE transport error. The server uses Streamable HTTP; SSE is not supported.
- Tools not appearing. Tools are disabled by default after creating the data store.
- Data store stuck "Creating". Usually, a mismatched redirect URI. Please check the Cloud audit log.
Microsoft CoPilot
To start setup:
- Go to Settings > Integrations > View All
- Find the tile for Microsoft CoPilot
- Select Setup Integration.
Setup steps
There are two ways to connect your WorkflowMAX account to Microsoft Copilot:
- Dynamic Registration (Recommended)
- Client ID & Secret
Please follow the onscreen instructions to copy your unique credentials.
Adding the custom connector in Microsoft Copilot
To connect WorkflowMAX to Microsoft Copilot, please follow the steps below:
- Open your agent → Tools → Add a tool → New tool → Model Context Protocol.
- Enter Server name WorkflowMAX, a description, and the MCP Server URL above.
- Under Authentication, choose OAuth 2.0 → Dynamic discovery, then Create. Copilot Studio registers itself automatically — no token, Client ID, Client Secret, or manual redirect-URI setup is required.
- Next → in Connection choose Create new connection → Create, sign in to WorkflowMAX and approve, then Add and configure.
Test in the Test your agent panel — write actions prompt for explicit confirmation. Publish to Microsoft 365 Copilot via Publish → Channels when ready.
Microsoft Copilot Troubleshooting
- "DLP policy violation." Use a Developer or Sandbox environment.
- "Dynamic discovery failed." Confirm you entered the MCP Server URL above and selected Dynamic discovery, then retry.
- "Invalid redirect URI." The URI Copilot Studio generated isn't registered above.
- SSE transport error. The server uses Streamable HTTP — no action needed.
Controlling who can use MCP
Connecting an AI assistant at the organisation level doesn't automatically let every staff member use it. Each staff member needs the MCP Access privilege before they can authorise or use an MCP connection.
To grant MCP Access to a staff member
1. Go to Settings > Staff > and click on the staff member's profile
2. Find the MCP Access section, below API Access
3. Set Authorise 3rd Party MCP Client Access to:
- No Access: the staff member cannot use any MCP client, even if the organisation has MCP Server connected (this is the default)
- Full Access: the staff member can authorise and use MCP clients
Note: The organisation owner automatically has Full Access and doesn't need this set manually.
Revoking a staff member's MCP Access takes effect immediately on their next request. You don't need to separately revoke any token or connection for that change to apply.
Beyond this on/off gate, each individual tool is still limited by the staff member's normal WorkflowMAX permissions. For example, a staff member without invoice approval rights in WorkflowMAX cannot approve invoices through their AI assistant either.
What your AI assistant can do
Once connected, your AI assistant can use the following tools, grouped by area. Which tools it can actually see and use depends on your WorkflowMAX permissions; for example, if you don't have quote permissions, your assistant won't be able to create or view quotes for you.
Identity & reference
| Tool | What it does |
| Who am I | Confirms the user and organisation your AI assistant is connected to |
| Job lookups | Fetches reference data for jobs, such as statuses and categories |
| Custom field definitions | Lists your organisation's custom fields |
Jobs
| Tool | What it does |
| Manage jobs | Lists, searches, retrieves, creates, or updates jobs |
| Add job note | Adds a note to a job |
| Get job financials | Retrieves a job's financial summary: linked invoices, accepted quotes, and purchase orders |
| Manage job tasks | Lists, adds, updates, or deletes tasks on a job |
| Assign staff | Assigns staff to a job or task |
| Manage job costs | Lists, adds, updates, or deletes costs on a job |
Quotes
| Tool | What it does |
| Manage quotes | Lists, searches, retrieves, creates, or updates quotes |
| Manage quote tasks | Adds or updates task lines on a quote |
| Manage quote costs | Adds or updates cost lines on a quote |
| Issue quote | Changes a draft quote to Issued |
| Accept quote | Marks a quote as accepted, and can create a job from it |
Invoices
| Tool | What it does |
| Get invoices | Retrieves or searches invoices |
| Create job invoice | Creates a draft invoice for a job |
| Approve invoice | Approves a draft invoice |
Clients & suppliers
| Tool | What it does |
| Manage clients & suppliers | Lists, searches, retrieves, creates, or updates clients and suppliers |
| Manage contacts | Lists, searches, creates, or updates contacts |
| Manage contact addresses | Creates or updates addresses for contacts |
People & time
| Tool | What it does |
| Get staff | Retrieves staff members |
| Manage timesheets | Lists timesheets or creates time entries |
| Manage leads | Retrieves, creates, or updates CRM leads |
Purchase orders
| Tool | What it does |
| Get purchase orders | Retrieves purchase orders |
Organisation catalogues
| Tool | What it does |
| Manage task catalogue | Manages your organisation's task catalogue |
| Manage cost catalogue | Manages your organisation's cost catalogue |
If you try an action your permissions don't allow; for example, creating a task in the task catalogue without Task Admin access, your AI assistant will tell you it was denied rather than silently failing
Frequently Asked Questions
How is the MCP hosted, authenticated and secured
The MCP server is hosted in AWS Sydney (ap-southeast-2) and uses OAuth-based authentication via Dynamic Client Registration. Any AI LLM processing is handled by your AI provider of choice using the data they retrieve from the MCP server.
Can access be restricted by user, role or specific actions?
Access is governed by two layers. Account administrators enable or disable MCP access on a per-user basis, and any user so granted remains bound by their existing WorkflowMAX permissions. A user without invoice access, for instance, cannot reach invoices via the MCP. There is no separate MCP role model; access is inherited from the established permission structure.
Are activity logs or approval controls available for write actions?
Activity logging is not available at present and is on the roadmap. Approval controls are configured client-side on the LLM – for example, requiring confirmation before a potentially destructive tool is invoked. It should be noted that this control is client-enforced rather than a server-side gate.
What WorkflowMAX Tier do I need to be on to use the MCP?
To connect your LLM to the MCP server, you will need to have an Advanced license with WorkflowMAX or have started a 14-day free trial of the Advanced plan. More information about the Advanced tier, including features, can be found here.
Does connecting MCP give my AI assistant access to everything in WorkflowMAX?
No. Access is limited to your existing WorkflowMAX permissions, plus the MCP Access privilege being set to Full Access on your staff profile. Your AI assistant can only do what you could already do in the app.
Who can set up the MCP connection?
Only organisation administrators can generate, regenerate, or revoke MCP credentials from Settings > Integrations. Any staff member with the MCP Access privilege can then use the connection once it's set up.
Can any staff member use MCP once it's connected?
No. Each staff member needs Authorise 3rd Party MCP Client Access set to Full Access on their staff profile. It defaults to No Access, except for the organisation owner.
What happens if I revoke a staff member's MCP Access?
It takes effect immediately — the next request from that staff member's AI assistant is blocked, without needing to revoke any separate token.
Why can I only read data in ChatGPT but not create or update it?
Write actions (creating or updating records) via ChatGPT require a Business, Enterprise, or Edu account. Plus and Pro accounts are limited to read-only tools.
Why doesn't Gemini work for me?
The consumer Gemini web app doesn't support custom MCP connectors. You'll need Gemini Enterprise on Google Cloud to connect WorkflowMAX.
What's the difference between "Dynamic registration" and "Client ID & Secret" setup?
Dynamic registration lets your MCP client register itself automatically during connection. Client ID & Secret requires you to generate credentials manually.