Please see a list of frequently asked questions and the area of WorkflowMAX that they refer to below:
Administration
Why is my navigation menu different to other staff members?
There are two versions of the green navigation bar at the top of WorkflowMAX.
The old version includes the following Tabs:
- Dashboard
- Clients
- Jobs
- Business
- Reports
The new version includes the following tabs:
- Dashboard
- Sales
- Purchases
- Jobs
- Invoices
- Timesheets
- Reports
In both cases, access to certain tabs is controlled via Staff Permissions.
It is possible to toggle between the different versions by clicking on your initials at the right hand side of the navigation bar and sliding New Navigation on or off.
How can I export all data from WorkflowMAX?
To complete a full data export from WorkflowMAX, please navigate to:
'Settings' > 'Export' > Account Data Export > 'Request Export'
Does WorkflowMAX have dark mode?
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
How can I start a new trial of WorkflowMAX?
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.
Jobs
Why can't I see all staff members when assigning to a job in WorkflowMAX?
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.
How can I view the history on a job?
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.
Invoicing
Why is there no "New Final Invoice" option in the "Job Actions" dropdown menu?
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.
How can I produce or generate a payment receipt in WorkflowMAX?
It is not possible to produce a payment receipt in WorkflowMAX. This would typically be actioned in your accounting platform (Xero or QBO)
Reporting
What reports in WorkflowMAX include the field 'bill name'?
The only type of report that will display the Bill Name is a Custom report that uses the Purchase Receipt type.
The field labelled '[Receipt] Supplier Bill Number' will display the Bill Name.
How can I view missing timesheets?
Troubleshooting
"The current state of the job does not allow costs to be entered/edited"
The error message 'The current state of the job does not allow costs to be entered/edited.' appears when the currently selected job status is locked to prevent the addition of further Costs. To remove the lock, go to Job Settings Job Status.
Click on the status name. Under the Lock Section, uncheck the Job Costs box and click Save.
It should now be possible to add Costs to jobs with that status.
"Error - 707 - "API Exceptions: Xero validation exception occurred. Invoice # must be unique when trying to queue the invoice export to Xero?"