WorkflowMax is being retired... Now what?

Xero has recently announced they are retiring WorkflowMax on 26 June 2024.

If you are currently using WorkflowMax, you will need to explore and migrate to a different job management software before June 2024. There are currently 55 apps listed on the Xero App store under job management and exploring each one can be quite daunting, we have looked at a couple of options with similar features to give you some viable options, these are listed below.

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Accelo

www.accelo.com

Accelo is a cloud-based client work management platform that supports all aspects of client work, including sales and quoting, project management, ticketing, time tracking, billing, retainers and reporting.

The end-to-end platform provides professional services businesses with a centralized system to manage, automate and report on their entire client journey. With Accelo,leaders can confidently make decisions to maximize efficiency and increase profitability.

Industries best suited for?

Professional services industry where they bill others for their time or on a project basis.

Industries does NOT work with?

Accelo focus’ on professional services but does has many customers outside the professional service industry.

Migration from WorkflowMax

Clients have several options for migration where they can do it by themselves, have Accelo’s implementation team handle the migration or choose a hybrid model. The number of hours to migrate a client will depend on which modules of Accelo the client chooses to purchase and what they’d like configured in their new platform.

They the ability to import high level sale, project,ticketing details and project templates (if you have them) along with company/contact details. All data imports are done via CSV.

Individual milestones, tasks, or time entries themselves on existing pieces are not able to be imported.

Migration budget needed?

The migration budget will be different for each client depending on which modules of Accelo they purchase and the amount of data they want to migrate. Accelo is happy to provide a bespoke migration quote to anyone wanting to investigate Accelo more deeply.

Ongoing Subscription costs

Plus Tier: USD$24 per product/user/month

Premium Tier (most popular) USD$39 per product/user/month

‍Details pushed into Xero

For Invoices - account ledgers, tax codes, and product/service items, raised & due dates

Invoice title/reference & number, Line-item description, quantity, rate/sale price, tracking categories

For Bills - title/reference, date & due dates, Line-item description, quantity, unit price, account/tax code, tracking category

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ASCORA

www.ascora.com.au

Ascora is a complete end-to-end job management platform targeted to trades and construction businesses. Ascora handles all aspects of a trades' business from initial enquiry, quoting, scheduling, jobs, SWMs and electronic forms, and invoicing with integrations to your accounting and payroll package. In addition, we can record Equipment Maintenance, generate Progress Claims, andfactor in Retentions as needed. Ascora can also do booking reminders and automatic follow-ups on Quotes, Jobs and Invoices.

Ascora can also provide a GPS tracking solution enabling clients to track their fleet for vehicles.

Ascora have native apps in iOS and Android to give both power and flexibility to the field staff and support an offline mode meaning that Ascora doesn’t require an internet connection to operate.

Industries best suited for?

Industries with a workforce out in the field. This includes various construction trades – including electrical, plumbing, HVAC, landscaping, fire services, locksmiths and many more.

Industries does NOT work with?

Businesses that are 100% workshop based without any fieldstaff (although there can be exceptions to this).

Migration from WorkflowMax

A migration can be done easily within a few days, dependent upon your data, Ascora can help process a WorkflowMax exported database and process the data.

Migration budget needed?

Packages available which include data migration and six weeks of training to set up businesses for success with Ascora start at $3,000.

Ongoing Subscription costs

Starts from $35 for unlimited office staff and $35 per mobile/field user.

Details pushed into Xero

Suppliers and Customers as needed or link to existing ones.

Accounts Receivables from invoices/claims in Ascora along with any received Payments. Payments are a two-way sync and also pulled from Xero as needed.

Supplier Invoices along with the associated PDF/Image copy of the Billand Ascora also integrates with Payroll in Xero to push across Timesheets (Ascora natively has timesheet rule processing).

There are reconciliation reports that will compare Ascora and Xero soyou can know the two systems are balanced and have fix options that can automatically balance the systems in the majority of cases.

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MinuteDock

minutedock.com

MinuteDock is a time tracking and billing platform that helps users accurately record their work hours, track progress against different projects/clients/job categories, and turn their time entries into invoices for billing.

Industries best suited for?

MinuteDock is designed to work best for office-based professional teams who want to track specific detail about the work they are performing, as well as businesses which bill by time-based charges.

Accountants, bookkeepers, lawyers, project managers, virtual assistants and other similar businesses will find MinuteDock a good fit!

Industries does NOT work with?

Any business wanting a more ‘clock-in, clock-out’ style of tracking, or businesses not interested in detailed time entries/tracking the specific tasks/jobs being worked on.

Migration from WorkflowMax

Migration can be done within a couple of days, MinuteDock’s support team can help importing WFM data which is applicable to using in MinuteDock

Migration budget needed?

Support for migrating/onboarding will incur no additional cost

Ongoing Subscription costs

Monthly subscription starts from NZD$19/month, additional users NZD$9 per month.

Details pushed into Xero

MinuteDock draws through and syncs client/contacts from Xero, and you can create and push through drafted invoices.

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Projectworks

projectworks.io

Projectworks is built specifically for the professional services industry and was founded by a team who had a long history of working in consultancies. They primarily support the areas of time & expense tracking, resource planning, revenue forecasting and budgeting, invoicing and debtor management, and project management.

There is a strong emphasis on real time margin reporting and utilisation reporting.

Industries best suited for?

software services, management consulting, engineering,architecture, cyber-security, digital agencies, and other specialised consultancies.

Industries does NOT work with?

businesses that are more field services, trades, or manufacturing orientated. Organisations under 10 staff

Migration from WorkflowMax

The data migration from WorkflowMax to Projectworks is all done by the Projectworks team with the help of their custom-built tool.

The client experience is minutes for the data migration,simply to hit download and send the file. It could require a few more minutes for answering some questions on their unique data set to ensure the Projectworks team gets it right

Migration budget needed?

Projectworks is waiving the migration fee for WorkflowMax users looking to transition to Projectworks, and there is no time limit on when you need to take this up by.

Ongoing Subscription costs

Projectworks is also waiving 3 months of the monthly subscription costs for WorkflowMax users looking to transition to Projectworks,in order to aid in the transition. Pricing beyond the initial 3 months variesby organisation size and starts at AUD$400 for a 10 person organisation. 

Details pushed into Xero

Invoices, payments, leave, expenses, and time. Project workscan support connecting to multiple Xero organisations and have detailed configuration options for things such as mapping tax, tracking categories, andGL codes. 

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WorkGuru

workguru.io

WorkGuru is a Project Management and Job Costing solution aimed at the SME market. With an enormous range of features, and a simple user interface, we’ve got you covered for everything you loved about WorkflowMax and more.

In addition to WorkflowMax’s base feature set, they offer stock control, unlimited custom fields, foreign currency support, progress claim invoices, pivot table reporting, custom dashboards and integrated payments  

Industries best suited for?

Construction, Engineering, Architecture, Manufacturing, Fabrication, Workshops, Professional Services

Industries does NOT work with?

Residential trades, Lawyers, Accountants

Migration from WorkflowMax

A migration could easily be done in a few days, assuming that your data is clean.

WorkGuru have a set of custom reports you can build in WorkflowMax to import into WorkGuru, and have been developing an API based data migration tool.

Migration budget needed?

Depending on the amount of help that they need, it can be free if you do it yourself or $2500 for a remote assistance package

Ongoing Subscription costs

‍AUD$30 per user per month (min 5 users)

Details pushed into Xero

Bills and Invoices, Cogs, Timesheets, Credit Notes (Client and Supplier) ,Stock Takes, Stock Adjustments, Payments

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WorkflowMax by BlueRock

www.workflowmax2.com

What we know so far - Xero has signed an agreement with an Australian tech-led business advisory firm, BlueRock, to take over the WorkflowMax brand. BlueRock has commenced plans to offer a new job management solution (to be known as WorkflowMax by BlueRock), with similar functionality to WorkflowMax which it expects to make available for customers in early 2024.

BlueRock are planning that their solution will have all the same features as the existing product. They will also be looking to enhance it and layer in many features that users have been asking for. At this stage they do not think the price point will change.

They are also building a free data transfer module so that existing users can get their historic data transferred to the new platform.

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