WorkflowMax Tips


Calendar Integration

If you use a desktop or online calendar that can subscribe to iCalendar feeds, you can view your WorkflowMax due dates and milestones with your other calendar items. The calendars that WorkflowMax will integrate with include Microsoft Outlook, Apple iCal and Google Calendar.

The set up process is slightly different for each desktop-based calendar but the instructions are really straightforward and can be found on this short video: 

For Outlook it is only a few clicks – go to the bottom of the Dashboard screen and click on the iCalendar link and then choose your application. Done!

You can test whether the feed works correctly by creating a new test job in WorkflowMax and confirming that the details come through to your calendar.


Setting Priority Levels

One or two exclamation marks or a blue arrow indicate a special priority for the job.

The priority level can be set under the Schedule Information section on the job, in the Priority field.

  • Immediate (two exclamation marks).
  • High (one exclamation mark)
  • Normal (no icon – default priority level)
  • Low (blue arrow).


Archiving a Client

Archiving a client removes the client from client lists – reducing clutter and letting you focus on current clients. You can restore the client from the archive later if necessary.

When a client has been archived:

  • It no longer appears on the Clients tab in the Client Manager.
  • It no longer appears in the drop-down list of clients when creating jobs, quotes or invoices.

To archive a client:

  1. Select Clients.
  2. If required, select the down-arrow to the right of the page title and select the required filter . Choose any filter other than Archived to show active clients.
  3. On the Clients screen, use the checkbox to select the client (or clients) you wish to archive.
  4. Archive. The selected client is moved to the archive.


Streamline your Workflow Process

Maintain The Job and Lead Manager

When entering your details the first time, a bit of extra care and effort to ensure the data is correct will pay off in the long run. Especially important is getting accurate start and finish dates in which will mean the alerts will be accurate and give meaningful data you’ll be able to use to drive your business.

In the Job Manager try to keep just the jobs that are in progress visible. Set up internal processes with your staff to manage jobs and resolve them in a timely manner.

If a job is complete then raise the final invoice. Don’t let it clutter and confuse – if it needs to remain open, make use of a customised Job State so you can easily identify it separate to active jobs.

With your Lead Manager remember to add specific lead activities to specific staff members and ensure these are ticked off when completed.

Adding quotes to your leads to makes it easy to locate and understand which quote belongs to which prospect. Ensuring obsolete or cold leads are moved on will mean only your legitimate potential business remains and you’ll be able to focus on this. Once a lead is confirmed, convert it to a job so work can start.

Keeping notes and data together on your jobs and leads also ensures that Workflow Max is a useful tool in your business.

Cleaning up the Quote Manager

Delete draft quotes and archive old quotes that haven’t been accepted. You can still access the information if you need, but it won’t obscure your current quotes list.

You can also create templates for quotes if your staff don’t have the time or tools to complete quotes quickly. Then you won’t have to leave quotes half resolved in the Quote Manager.



Progress vs. Final Invoices

You can create a progress invoice for quoted or actual time without finalising an invoice as once the final invoice has been done the job will be closed.

Changes to invoiced hours will have no effect on the billable amount if you selected the Fixed PricePricing Mode.



Custom Templates

Check out this useful video before you customise your invoices:

Getting started with custom templates (4 min 05 sec.)


Workflow Max Custom Report Tutorial

WorkflowMax holds a lot of useful information about the user’s business but getting the data into a useful report can be a challenge. Here is an introduction to creating a custom report that identifies the detail of timesheet entries against specific jobs during the last month.

Here are the steps:

Within WfM, go to Reports, Report Builder, then select the Report Builder tab.

In the Report Type field, select “Time”, then click on Create (Table Report)

Give the report a name – eg Time Sheet Report

Select the fields to display. Copy the setup below. These represent data from different tables in WfM. Figuring out which fields to display is often the tricky part of this process (click to view larger image):



Establish the criteria to be used when running the report (as below):


Select the staff members who can view the report. Don’t forget to include yourself.

On the field ‘Rows are”, change the selection to ‘grouped/sub totalled by the first field’

Save and preview the report.

That’s it. You have created a custom report in WfM.



Estimated Billings Report

If you want to check what outstanding jobs you have that haven’t been charged for you can’t go past this report. If you keep it up to date, it will easily show you when you’ve missed invoices and it will definitely be an asset to your cash flow management.