Xero projects and WorkflowMax compared – WorkflowMax Support Centre

How does Xero Projects and WorkflowMax compare?

Need to find out how Xero Projects compares with WorkflowMax? This article will help you get started!

Simple time and expense tracking, invoicing and job costing within Xero

Customisable, comprehensive end-to-end project management

Sole practitioner, small-medium business
Suited to professional service industries, trade and construction
Financial side of project management - generating quotes, capturing time, tracking expenses, invoicing, and reporting
Xero customers only. Part of Xero, works with Contacts, Bills, Quotes, Invoices, Bank Reconciliation and Reporting
Less configuration makes it quick and easy to setup
Key reports out of the box, create custom views
Basic user permissions
Added to Xero Business subscription. Base fee + active user pricing

Small to large businesses
Suited to broad range of service industries
End-to-end project management - track leads & quotes, organise/allocate work, workflow, docs and emails and track time/costs
Real-time integration with Xero invoices and bills if required, although don’t need to be using Xero
Customisable fields make it highly configurable and flexible
Suite of standard reports along with built in Report Builder for customised reporting
Granular user permissions
Tiered user pricing

4 staff | Mix of fixed price and time and expense work | Uses Xero for invoicing

Projects	WorkflowMax
Estimates at project or task level. Quotes/Estimates at project or task level. Hours breakdown per staff member on tasks	Quotes/Estimates and Budgets at project and task & Cost level. Hours breakdown per staff member on tasks
Staff can be allocated to specific jobs	Staff can be allocated to jobs and specific tasks
Invoicing from Xero Invoicing	Invoicing from WFM or via integration with Xero
Bills, spend money and expense linking in Xero	PO, receipting and cost tracking in WFM
Task billing rates per project	Custom billing rates per client or project - staff or task
Manage job completion dates	Manage job/task completion dates and milestones automated notification reminders to staff
Document management in Xero, not linked to Projects	View/Manage all the communications and documents from within each job. Integration with email , calendars and document management apps

12 staff and contractors | Mix of fixed price and time and expense work | Some work completed in phases

Projects	WorkflowMax
Progressively invoice amounts against a total project estimate, actual time and expenses, or a mixture of both. Track estimate to actual for tasks and expenses	Progressively invoice $ values against quoted phases or task and cost level or % of total amount quoted. Track budget to actual for staff time, tasks and costs
Staff can create, edit, delete, or view projects and tasks based on three levels of user permissions. Staff can also be assigned specific projects	Restrict staff access to create, edit, delete or view different information. Granular security privileges
Separate projects or tasks for different phases	Break large jobs down into smaller phases/components via job folders or linked sub-jobs
Reports in Xero reporting. Job financials and business financials in one place	Customised reporting utilising WorkflowMax Report Builder along with powerful suite of standard reports and views
Recurring jobs are not available, but existing jobs can be used as job templates	Recurring jobs and job templates. Including tasks and checklist for doing the work
Less configuration makes it quick and easy to set up	Customisable fields make it highly configurable and flexible
Projects tracking inside your accounting software, with many add-on partners for other solutions	All in one solution that manages clients, leads, emails, documents etc. 30+ Add-on applications