The software ecosystem can be a minefield can’t it?
If you’re a business owner and a Xero user stuck on whether Xero Projects or WorkflowMax is the best fit for you, then you’re in the right place.
I have spent the last five years of my career helping businesses get started with Xero and WorkflowMax. I have spoken to hundreds of small and medium sized businesses in almost every industry to help them establish if these apps are a good fit for them. And guess what? I’m not stopping!!!
So, let’s take a look…
Both software apps are marketed as project management. At a top level, these types of systems are used by businesses that need to track jobs and time sheets. For that reason, they can be used by lots of different industries including professional services, architects, creative agencies, and engineers.
The great thing about Projects and WorkflowMax is that they are both Xero owned products. This means that:
- They both have a native integration with Xero Accounting
- They both hold the same Xero privacy policies
- You’ll receive a consistent experience with their support teams
- You can contact support in the same way for both systems
- They’re both hosted on AWS (Amazon Web Services)
- They have similar interfaces/usability
WorkflowMax user interface:
Xero Projects user interface:
There are some very big differences between both Xero Projects and WorkflowMax, that will mean that one of them will be a much better fit for you. I recommend mapping out your job management processes and comparing each stage of your process against the feature offering of each system, as well as considering your budget.
I’ve listed some differences between Xero Projects and WorkflowMax below.
|Quotes and Estimated Costs at task & cost level||Quotes/Estimates and Budgets at project and task & Cost level|
|3 user permission levels||Granular user permission levels (we’re talking 52 tick boxes!)|
|Attach expenses against a project but not purchase orders||Track expenses – but also track & receipt purchase orders in a job – PO’s and receipts sync to Xero|
|Integration to Xero Expenses for expense claims||No integration to Xero expenses|
|Invoicing from Xero||Invoicing from WorkflowMax or via integration with Xero|
|Bills, spend money and expense linking in Xero||Purchase order receipts and sales invoices link with Xero|
|Task billing rates per project||Custom billing rates per client or project, per staff member or individual task rates|
|Manage job due dates||Manage job/task due dates and milestones, automated notification reminders to staff|
|3 reports – Project Details, Project Summary, Detailed Time – no WIP reporting||Dozens of reports (including WIP) and the ability to build your own customised reports|
|Mobile app allows you to create a project and record information such as time and expenses||Mobile app allows you to add time and expenses to an existing job in WFM. No ability to create jobs in app|
|Time entries can be GPS tracked/automated||No GPS tracking|
|Time entries can be pulled into Xero payroll||No payroll integrations|
This is just a quick insight.
The great thing with software is that it’s often customisable. If Xero Projects is a great fit for you but you need staff billing rates, then you could set up staff as inventory items. If WorkflowMax is a great fit for you but you need capacity planning, then you might consider a third party app such as PlanRight. There are so many options and routes to find the best app stack.
But, in essence, Xero Projects is best for smaller businesses from sole traders upwards. Workflowmax is best suited to small to medium sized businesses.
The most common business industries to use Xero Projects are construction businesses, creative agencies, IT support teams, and 1-2 user accounting practices, among others. From my time at WorkflowMax, I mostly onboarded architects, creatives, construction businesses, and engineers.
If you’re a Xero user interested in using Xero Projects, speak to your accountant to see if it’s the right fit for you.
If you think WorkflowMax (or even another project management software) might be a better option, then book a call with me or email firstname.lastname@example.org. I can help you assess your businesses requirements and uncover opportunities to improve your processes. This will enable me to assist you in fully evaluating the best suited apps.
Hope this helps!