WorkflowMAX
for Building & Construction
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WorkflowMAX is a cloud-based job and project management platform built for Construction service businesses.
For NZ building and construction businesses, that means quoting jobs, tracking labour and material costs, managing purchase orders, logging time on site, and invoicing clients - all without jumping between spreadsheets, emails, and separate systems.
ConTech Solutions are certified Platinum WorkflowMAX Implementation Partners with offices in Auckland and Wellington. We map your workflow, configure the system to match how your business actually operates, and provide ongoing support to make sure you get full value from your investment.
If your business is running on disconnected tools and manual processes, WorkflowMAX - properly implemented - is the fastest way to fix that.
One platform to manage every job, from first quote to final invoice.
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Job Management from Quote to Invoice
Every job lives in one place. Create detailed quotes with task breakdowns, labour estimates, and material costs. When a quote is accepted, everything flows through to the job automatically — no re-entering data, no information lost between stages.Phase-Level Cost and Time Tracking
Break jobs into phases — such as groundworks, framing, fit-out, or finishing — and track time, costs, and progress separately against each stage. Know exactly where each phase sits against budget before costs get out of hand.Time Tracking Built for Site Teams
Your crew logs time directly from their phones against the right job and task. Eight different time entry options. No timesheets piling up at the end of the week. Every billable hour captured as it happens.Purchase Order Management
Create and issue purchase orders directly within WorkflowMAX, linked to the relevant job. Bills are matched against POs as they come in, recorded as job costs automatically, and pushed straight to Xero or QuickBooks — no double handling.Flexible Invoicing
Invoice on time and materials, fixed price, progress claims, percentage of quoted value, or milestone-based — whatever suits the job. Invoices pull directly from job data, so every claim is backed by real numbers.Xero and QuickBooks Integration
Bills and invoices sync directly into your accounting software. For NZ businesses running Xero — the standard across the industry — this is a native integration, not a third-party workaround.Document Management
Attach plans, photos, consents, and site documents directly to each job. Integrate with Google Drive, SharePoint, or Dropbox for more capacity. Everything stays linked to the job it belongs to.Reporting and Profitability Insights
Real-time dashboards show you how every job is tracking against budget. Understand which project types are most profitable, where you're under-charging, and where costs are running ahead of estimates — before it's too late to act.
The ConTech Solutions Difference
WorkflowMAX is a powerful platform. But out of the box, most businesses only use a fraction of what it can do.
ConTech Solutions' proprietary 300-Point Account Health Audit is designed to find exactly that - the configuration gaps, under-utilised features, and workflow inefficiencies that are quietly costing your business time and money. Whether you're new to WorkflowMAX or have been using it for years, we can look at your business and see what's holding your setup back and maps a clear path to getting more from your workflow. From a free trial for first timers, to helping you get more ROI from your existing WorkflowMAX set up, we’ve got you.
Our team has over a decade of hands-on experience with WorkflowMAX and Xero, working directly with each client for better ROI.
WorkflowMAX Plans for Construction Businesses
WorkflowMax is priced as a flat monthly fee - not per user - making it one of the most cost-effective job management platforms available for NZ construction teams. All plans include up to 20 users.
Standard — from $230/month NZD The essentials to replace spreadsheets and manage jobs end to end. Includes quoting, job management, timesheets, invoicing, purchase orders, job costing, document management, and Xero integration. A solid starting point for smaller teams or businesses new to job management software. Lead Manager available as a $19/month add-on.
Premium — from $291/month NZD Everything in Standard, plus the features growing construction businesses need to manage complexity — client groups, multi-currency POs, productivity reporting, Kanban job board view, Zapier integration, and invoice import from Xero. The right fit for teams of 3–20 actively managing multiple concurrent jobs. Lead Manager available as a $19/month add-on.
Advanced — contact us for pricing Built for businesses that need to manage real project complexity at scale. Everything in Premium, plus Lead Manager included, capacity planning, quote variation workflows, advanced WIP management, percentage-based invoicing, integrated calendar time capture, scheduled reports, a sandbox test environment, extended API access, and priority support. Annual subscribers with 25+ users also receive a dedicated account manager, guided onboarding, and quarterly business reviews.
For Standard and Premium accounts exceeding 100 users, additional users are charged at $7 per user per month. All prices in NZD, excluding GST.
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IS THE WORKFLOWMAX ADVANCED PLAN WORTH IT FOR CONSTRUCTION BUSINESSES?
For building and construction businesses managing real project complexity — variations, progress billing, subcontractor coordination, and multi-person teams — the WorkflowMax Advanced plan isn't just an upgrade. It's the version of the platform that was built for how construction actually works.
Here's what's included, and why it matters for your bottom line.
Kanban-Style Job Board
Advanced & Premium
A visual drag-and-drop board that lets your team move jobs between custom status columns — from enquiry through to completion. For construction businesses managing multiple concurrent jobs across different stages, this gives your project managers an at-a-glance view of what's active, what's stalled, and what needs attention — without pulling reports or chasing updates.
Why it matters for ROI: Bottlenecks spotted early cost less to fix. Managers spend less time in status meetings and more time moving work forward.
Timesheet Approvals
Advanced
A formal approval layer between your team logging time and management signing it off. Staff submit timesheets; managers review and approve before the data flows into job costs and invoicing.
Why it matters for ROI: Catches errors and inflated hours before they hit your job costs or your client's invoice. Protects your margins and your client relationships in one step.
Multi-Currency for Purchase Orders and Bills
Advanced
Create and manage POs and supplier bills in multiple currencies, with automatic conversion into your base currency for job costing and reporting.
Why it matters for ROI: Essential for any construction business sourcing materials or specialist equipment internationally. Eliminates manual conversion errors and keeps job costing accurate.
Client Groups
Advanced
Group related clients together — useful for businesses working with developers, property groups, or corporate clients with multiple entities or sites under one relationship.
Why it matters for ROI: Simplifies reporting and invoicing across related projects, and makes it easier to understand total revenue and profitability per client group.
Productivity Reporting
Advanced
Reporting that goes beyond job-level financials to show how productively your team is working — billable vs non-billable time, utilisation rates, and staff performance across jobs and time periods.
Why it matters for ROI: Identifies who on your team is fully utilised, who has capacity, and where non-billable time is being lost. The data to make smarter resourcing decisions.
Lead Manager (Included — No Add-On Fee)
Advanced — included. Standard and Premium plans: $19/month add-on
A built-in CRM and sales pipeline to track leads, proposals, and opportunities before they become jobs. Manage your entire pipeline from first enquiry through to signed quote, without needing a separate CRM tool.
Why it matters for ROI: On lower plans this costs an additional $19 per month. On Advanced it's included. If you're actively quoting work — and in construction, you always are — this alone offsets a meaningful portion of the plan upgrade cost.
Import Invoices from Xero
Advanced
Pull invoices directly from Xero into WorkflowMax, keeping your job costing and financial records in sync without manual re-entry.
Why it matters for ROI: Eliminates double-handling between your job management system and your accounts. Fewer errors, less admin, cleaner reporting.
Zapier Integration
Advanced
Connect WorkflowMAX to thousands of other business tools — project apps, communication platforms, document systems — using Zapier automation workflows.
Why it matters for ROI: Automate repetitive tasks between systems you're already using. Saves hours of manual data movement every week across your team.
Integrated Calendar Time Capture
Advanced
Automatically pulls calendar events from Google Calendar or Microsoft Outlook into timesheets. Meetings, site visits, and calls logged in your calendar become timesheet entries with minimal manual input.
Why it matters for ROI: For project managers and estimators spending significant time in meetings and on-site, this captures billable time that would otherwise go unrecorded. Every untracked hour is margin left on the table.
Quote Variation Workflows
Advanced
Handles change orders and scope variations against an approved quote in a structured, auditable way — rather than requiring a full re-quote from scratch.
Why it matters for ROI: Variations are a daily reality in construction. Managed poorly, they erode margins and create disputes. A structured variation workflow means every change is documented, approved, and billed — protecting your contract value and your cash flow.
Advanced Invoicing — Percentage Billing
Advanced
Bill clients as a percentage of the total job value — for example, 30% on signing, 40% at a project milestone, 30% on completion. Fully configurable per job.
Why it matters for ROI: Progress billing is standard practice in construction and project work. This feature makes it native to your invoicing workflow rather than a manual workaround, reducing the risk of missed claims and improving cash flow timing.
Scheduled Custom Reports
Advanced
Set reports to auto-generate and email to nominated recipients on a schedule — weekly, monthly, or at whatever frequency your business needs.
Why it matters for ROI: Business owners and project managers get the numbers they need without having to remember to run them. Consistent, timely reporting supports better decision-making and keeps stakeholders informed without added admin.
Sandbox Environment
Advanced
A separate test environment that mirrors your live WorkflowMAX setup — for safely trialling configuration changes, new templates, or workflow adjustments without any risk to your live data.
Why it matters for ROI: Invaluable when ConTech Solutions is optimising or expanding your setup. Test before you deploy. No surprises, no disruptions to live operations.
Extended API Endpoints
Advanced
Deeper API access for businesses that need custom integrations with other platforms — estimating tools, ERP systems, or bespoke internal applications.
Why it matters for ROI: If your business has grown to the point where WorkflowMAX needs to talk to other specialised systems, Advanced gives you the technical depth to build those connections properly.
Priority Support and Dedicated Account Management
Advanced
Priority support, a dedicated account manager, guided onboarding, and quarterly business reviews — so you're never left to figure things out alone, and your setup evolves as your business does.
Why it matters for ROI: The difference between a system that gets used and one that doesn't is often the support behind it. Quarterly reviews ensure WorkflowMAX keeps pace with your business growth and that you're always extracting maximum value from the platform.
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![A software interface displaying a procurement schedule for a project. It lists subcontractors with options to add or decline them. On the left sidebar, there are menu options such as Dashboard, Projects, and Team Manager. The screen shows interest from 31 subcontractors with logos and names of companies like The Ground & Frame Team, Insitu Co, Vivant Homes, and Amara Property.]()
Easy Job Management
Manage all your jobs in one place. From resources to time and cost management, through to profitability. Seamless workflow management and automated reporting reduces admin time.
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Powerful Reporting & Insights
Understand which project type earns you the most money, if you’re missing payments, where you’re under-charging your clients and more - all with a click of your mouse.
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![Screenshot of a construction project budgeting interface comparing quotes for carpentry - first fix, showing budget details, total price, and comparisons from different companies.]()
Automated Invoice Creation
Invoice your clients based on time, costs, flat-rate, percentage of quoted value, or however you like. Fully customisable to fit your business needs.
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Integrates with Xero
Save double handling your invoices and POs - automate it!
Your purchase orders and sales invoices are pushed directly into Xero, saving you time and eliminating double handling
Precise job and financial management with all the customisable reporting you need.
Who We AreIs WorkflowMax Working as Hard as Your Business Does?
If you're already using it, chances are there's more value sitting in the platform than you're currently accessing. Our free 300-point audit shows you exactly what's possible.
WORKFLOWMAX FAQ
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WorkflowMax is a cloud-based job and project management platform designed for service businesses. It manages every stage of the job lifecycle — from lead and quote through to time tracking, invoicing, and profitability reporting — in one place. It integrates natively with Xero and QuickBooks, making it a natural fit for NZ construction businesses already using either platform.
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Generic project management tools weren't designed for job costing, purchase orders, or tracking costs across trades on a live project. WorkflowMax was. It connects your quotes, job costs, purchase orders, timesheets, and invoices in a single workflow — with accounting integration built in, not bolted on.
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Yes. WorkflowMax has native iOS and Android apps so your team can log time, view job details, and manage tasks from anywhere on site. Time data flows directly into job costing and invoicing as it's captured.
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You can set WorkflowMax up yourself, but most businesses find they're only using a fraction of the platform's capability without expert configuration. ConTech Solutions ensures WorkflowMax is built around how your business actually operates — and that your team knows how to use it properly from day one.
It’s one of the most affordable and effective workflow solutions on the market. -
WorkflowMax pricing is subscription-based and scales with your team size and needs. It offers enterprise-grade job management at a fraction of the cost of traditional construction ERP systems. Talk to us about what the right setup looks like for your business.
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We provide direct phone and email support following implementation, and our clients have access to ongoing advice as their business grows and their needs evolve. We're not a set-and-forget partner.