FAQ's

There are two versions of the green navigation bar at the top of WorkflowMAX.

The old version includes the following Tabs:

To complete a full data export from WorkflowMAX, please navigate to:

'Settings' > 'Export' > Account Data Export > 'Request Export'

No, WorkflowMAX does not have dark mode. If you are seeing this feature, it is most likely being applied by a browser extension installed on your device

If you'd like to create a new trial, head over to https://app.workflowmax.com/register/sign_up and fill out the form to create your new account.

You can book a demo here - https://workflowmax.com/pricing#book-a-demo

To sign out, please click on your initials at the right-hand side of the top navigation bar and then click on Log Out.

If you've used your original 14-day free trial, you can extend your trial by 3 days. Just log in and follow the on-screen instructions.

If you've used your additional three days or would like another trial, please contact the support team.

To delete a phase from a job record, click on the Phases tab in the job.

In the phases list on the left, click on the name of the phase you wish to delete.

On the right, click on Edit Phase and click Delete.

A confirmation window will appear advising that any items contained in the phase will be moved to Unassigned. Click Delete Phase.

While the settings in the system allow quotes to default to using Fixed pricing, this is not necessarily the case for invoices.

If an invoice is raised against a quote that used fixed pricing then the invoice will automatically use the same pricing mode.

However, if an invoice is raised in any other way then it will always default to using Calculated Pricing.

It is worth noting that there is no ability to edit which columns are visible in the tables in the invoice screen.

An Account Data export includes all of your data from your WorkflowMAX account, such as jobs, invoices, quotes, purchase orders, and other related records.

You may wish to run an Account Data Export to review the fields included in the file.

If you are the Account Holder, the exported file will be sent to your registered email address once the export has been completed.

Quotes in WorkflowMAX include a Subtotal which will display the value of the quote before taxes are added.

This field is present in quote custom document templates.

When emailing a quote, if you wish to include additional files alongside the attached PDF of the quote, these need to be added to the documents section of the Quote record.

When you click to email the quote, click Add Attachment at the bottom of the email window, select the files you wish to attach, and click Add Attachment.

While it is possible to revise an issued quote, it is not possible to revise a declined quote.

Once the staff records have been created, if they are still not available to allocate to a job, check that the staff record is flagged as 'Currently Working'. If this box is not checked, the staff record will not be available for assignment to jobs.

In your job, navigate to the top-right corner and click history. From here, you'll be able to view a full audit trail of the key actions that have taken place within that job.

Record the Cost again with all of the same details as before but with two amendments: Mark the new Cost as non-billable, and set the quantity as a negative. This new negative Cost will cancel out the values of the original Cost.

If you cannot see the allocated hours on a task unless you click on the tasks:

We'd recommend enabling the Staff Allocation column on your Job by clicking the cog icon on your task table.

Once that's enabled, the task table will show the staff name along with their allocated hours.

You can use the checkboxes next to each cost to select them. When you do this, the Assign To button will appear at the top of the phases list.

Click Assign To and select the desired phase.

In order to add Tasks, Costs, or timesheets to a completed Job, you need to amend the job status to an active state (such as In Progress). This will unlock the Job and you will be able to record the additional time you need.

It is also worth noting that if you marked any individual tasks as complete this will also lock these specifically against adding further time to them. Simply click on radio button for that task under the Completed column to open the task again.

When you have recorded the time you need, just mark the job status as complete again and this will once more lock the Job to any further entries.

Tasks or costs crossed out on the Financial tab of a job means that those items weren't part of the originally accepted quotation.

To prevent a job task from appearing when adding time in the weekly timesheets view, remove the allocated staff from that job task. Once removed, the job task will no longer appear in the dropdown menu when logging time.

Please note that any job tasks already added to the weekly timesheets table will remain there, but will no longer appear as a dropdown option when adding new tasks going forward.

In the job record, under the details tab, if the checkbox named Exclude from Estimated Billings is checked, it will remove the options to create a new progress or final invoice.

It is not possible to produce a payment receipt in WorkflowMAX. This would typically be actioned in your accounting platform (Xero or QBO)

If your account is connected to Xero, the invoice sequence field will be greyed out. It's likely that your Xero settings are set to use Xero's number sequencing. You can confirm this by going to Settings > Integrations > Xero Setup Integration and looking for Invoice Number Sequence. 

When using this setting, you are required to change your invoice sequence settings within Xero. 

Alternatively, revert to using the WorkflowMAX Invoice sequencing for more control over your invoice number sequence.

Flagging individual timesheet entries in an invoice as Future will carry forward the Work In Progress value of the entry and the timesheet will be available to invoice in the future.

If a single invoice has duplicate interim, we recommend cancelling the invoice then recreating it with the correction. In the job record, go to the Financial tab and scroll down to view the invoices raised against the job.

Click into the invoice you wish to cancel. click on Options and select Cancel Invoice.

If the invoice has any payments recorded against it then these will need to be deleted first before you can delete the invoice.

If the invoice was raised in WorkflowMAX as an Actual Time & Costs invoice then the invoice will incorporate any timesheet entries up to and including the date of the invoice. This is true for both progress and final invoices.

If a final Quote-based invoice is raised then this will effectively incorporate any timesheet entries recorded against the job to date because as part of the function of the final invoice, any outstanding WIP (including unbilled timesheets) will be cleared down.

Note that quote-based progress invoices or deposit/interim invoices (which include invoices imported from Xero) will not incorporate any timesheet entries.

A further invoice will need to be raised using Actual Time & Costs in order to clear down any unbilled timesheet entries along with the interim invoice.

When raising a new progress invoice, if there is no option to invoice a percentage of the quoted value, this will be because the job does not contain an accepted quote.

If your WorkflowMAX is integrated with Xero then whenever you approve an invoice it will be exported to Xero.

You could choose to disconnect from Xero before you approve the invoice and then reconnect to Xero after the invoice is approved. This will prevent the invoice from being exported although you can always manually export the invoice later if needed.

If no tasks are showing up when you invoice, or it just shows unassigned, it's possible that you're generating a progress invoice against actual tasks/costs with no time logged against those tasks.

If you have a quotation, try raising a progress invoice from your quoted tasks or double check that you have time logged against your tasks.

When you open the Purchase Order Manager you will initially see the list of Active Purchase Orders. If the one you are looking for is not listed then click on ALL Purchase Orders. This screen will display all purchase orders in the system whether they are active completed or cancelled.

When a job is completed it will no longer appear in drop down lists when creating a new Purchase Order from Quick Add option on the dashboard or from the Purchase Order Manager screen.

You will need to open the job record and use Job Actions to create the new Purchase Order.

You will not be able to cancel or delete a client invoice in WorkflowMAX if it has any payments applied to it.

Click on the Payments tab in the invoice and if any payments are listed, click on each in turn and click Delete.

Once all payments have been removed, click on Actions in the invoice and select Cancel or Delete.

If you choose Remove, then your cost will be removed from the job entirely.

If you choose Change to Estimated, then if the cost was originally an Actual cost, it will be reverted to an Estimated cost.