How much does WorkflowMAX cost?

In US dollars, Essentials is $8.33, Pro $15 and Advanced $25 per user and month billed monthly. Paying quarterly saves 5 percent and paying annually 10 percent, which brings them to $7.50, $13.50 and $22.50.

Does WorkflowMAX integrate with Xero?

Yes. It syncs invoices, bills and payments with Xero, can import invoices from Xero and pushes approved timesheets to Xero Payroll in Australia and New Zealand. QuickBooks is supported as well.

Can I connect WorkflowMAX to an AI assistant?

Yes. WorkflowMAX has an MCP server that connects to Claude, ChatGPT, Microsoft Copilot and Gemini. It is included on the Advanced plan and in the free trial, and an assistant can only do what the connected user is already permitted to do.

WorkflowMAX

Name: WorkflowMAX
Price: 7.5 USD

AI featuresMCP-ready

AI Reporting Insights summarise a report and suggest next steps (Advanced plan)

Job management for professional-services firms, from quote and timesheet to WIP and invoice, with Xero and QuickBooks sync.

Starting price: From $7.50 / user / month
Free trial: 14-day free trial, no credit card required
API: Yes, public API

Visit WorkflowMAX

Overview

WorkflowMAX is a job management system for accountants, architects, engineers, consultants, creative agencies and building firms, built around the life of a job: quote, schedule, track time, manage work in progress and invoice. Quotes carry line-item pricing, time estimates and cost breakdowns, and can be accepted online. Jobs split into phases with their own costs and progress, purchase orders keep supplier costs on the job, and timesheets offer several entry methods with approval workflows. Invoices are raised from time, costs or fixed amounts and sync with Xero or QuickBooks.

Our take

WorkflowMAX suits a firm whose unit of work is a job with a quote attached, and whose books already live in Xero or QuickBooks: it is strongest exactly where quote, time, WIP and invoice meet. Its roots in accounting, architecture and engineering practices show, which makes it a natural fit for those firms and a slightly formal one for a creative studio that thinks in campaigns rather than jobs. Capacity planning and the AI features are held back for the top plan with a ten-user floor, so a small team gets scheduling but not capacity planning. Anyone who knew the older product should look again, since the platform was rewritten from scratch in 2024.

Key Facts

Category	Agency Software
Starting price	From $7.50 / user / month Essentials plan for 3 to 25 users, billed annually ($8.33 billed monthly, $7.91 quarterly). Pro starts at 5 users, Advanced at 10. Prices in US dollars; AUD, NZD, GBP and CAD are also listed.
Free trial	14-day free trial, no credit card required
API	Yes, public API
Hosting	Cloud (SaaS)

Screenshots

Placeholders. They are replaced as soon as the vendor sends material, and both open the same short form.

Features

Time tracking: Yes, timesheets with eight entry methods, a pausable timer, reminders, approval workflows and calendar sync
Project costing: Yes, quotes with time estimates and cost breakdowns, job phases, purchase orders and WIP management
Invoicing: Yes, invoices from time, costs or fixed amounts, by phase or by percentage of quote, synced with Xero or QuickBooks
Resource planning: Yes, drag-and-drop scheduling on every plan; capacity planning on Advanced
Reporting and controlling: Yes, standard reports and dashboards, custom and scheduled reports, AI report summaries on Advanced
Integrations and API: Yes, public API, Zapier, native Xero, QuickBooks and HubSpot sync, and an MCP server on Advanced

Integrations

Xero
QuickBooks
HubSpot
Airwallex
Microsoft SharePoint
SuiteFiles
Google Drive
Box
Dropbox
EzzyBills
Microsoft Outlook
Google Calendar
Zapier

Deployment and Support

Deployment: Cloud (SaaS)
Browser-based
Support: Email helpdesk
Onboarding: Documentation and knowledge base
Live online demos and webinars
Guided onboarding
Company size: Small and mid-sized

Suitability

Industry	Freelancers	Small and mid-sized	Enterprise
Agencies	Not stated	Stated as a fit	Not stated
Architecture & Engineering	Not stated	Stated as a fit	Not stated
Consulting	Not stated	Stated as a fit	Not stated
Media & Creative	Not stated	Not stated	Not stated
Technology	Not stated	Not stated	Not stated

The table combines the industries the vendor addresses with the company sizes the tool is aimed at. An empty cell means the combination is not stated, not that it is ruled out.

Pros and Cons

Strengths

Covers quoting, job costing, WIP and invoicing in one flow
Syncs invoices, bills and payments with Xero and QuickBooks, plus Xero AU/NZ payroll export
Flat per-user rate within each plan, no user bands
Official MCP server for Claude, ChatGPT, Copilot and Gemini on Advanced

Limitations

Capacity planning, WIP ledger control and AI reporting are only on Advanced, from 10 users
Lead management is not part of Essentials
Dedicated account manager and guided onboarding only from 25 users on an annual plan

Pricing

Essentials

$7.50

Per user and month, billed annually ($8.33 billed monthly). 3 to 25 users. Quoting, jobs, scheduling, timesheets, invoicing, purchase orders and Xero or QuickBooks integration.
Pro

$13.50

Per user and month, billed annually ($15 billed monthly). From 5 users. Adds leads, quote variations, custom reporting, branded templates and more invoicing, purchasing and integration options.
Advanced

$22.50

Per user and month, billed annually ($25 billed monthly). From 10 users. Adds capacity planning, individual WIP ledger management, AI-powered reporting, calendar sync and the MCP server.

Best For

Alternatives and Comparisons

FAQ

How much does WorkflowMAX cost?: In US dollars, Essentials is $8.33, Pro $15 and Advanced $25 per user and month billed monthly. Paying quarterly saves 5 percent and paying annually 10 percent, which brings them to $7.50, $13.50 and $22.50.
Does WorkflowMAX integrate with Xero?: Yes. It syncs invoices, bills and payments with Xero, can import invoices from Xero and pushes approved timesheets to Xero Payroll in Australia and New Zealand. QuickBooks is supported as well.
Can I connect WorkflowMAX to an AI assistant?: Yes. WorkflowMAX has an MCP server that connects to Claude, ChatGPT, Microsoft Copilot and Gemini. It is included on the Advanced plan and in the free trial, and an assistant can only do what the connected user is already permitted to do.

What users say

Reviews

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Last verified: 2026-09-26

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