Is Your WorkflowMax Account Working as Hard as Your Business?

How your account is configured is the foundation everything else is built on. If your settings aren't right, nothing downstream will be either. We review your full organisation settings - including tax rates, job defaults, invoice types, payment terms, number sequences, timesheet configuration, and WIP lock dates - to make sure the platform is set up to reflect how your business actually operates.

We also review your task and cost databases, job categories and states, job templates, staff settings and billing rates, Xero connection settings, custom fields, client settings, document management setup, notification configuration, and print templates.

What we commonly find in construction businesses:

• Default job states that don't match real workflow stages.

• Billing rates that haven't been updated as charge-out rates have changed.

• Xero connection settings that are creating double handling or missing cost data.

• No custom print templates, meaning quotes and invoices go out unbranded.

• Staff with incorrect privilege levels accessing - or unable to access - the data they need.

Settings tell us how the system is configured. Processes tell us how it's actually being used — and this is where the most significant value is usually found, or lost.

We work through every key operational process in your business:

Leads and Pipeline Management
Is the WorkflowMax Lead Manager being used? If not, your team is probably managing enquiries across emails, spreadsheets, or memory — and losing track of opportunities. If it is being used, is it configured to give you meaningful pipeline reporting?

Quoting and Estimating
Are quotes being built inside WorkflowMax, or calculated externally and re-entered? Are variations to agreed-fee quotes being handled correctly, or are they being re-quoted from scratch each time — costing hours of admin and creating version control issues? Are quote templates and folders being used to speed up the process?

Job Management
Are job naming conventions in place? Are job states being used to drive workflow? Are milestones being set and tracked? Is the job scheduler being used, or is resourcing still managed via a whiteboard or spreadsheet? Are recurring jobs set up for repeat work?

Time Tracking
This is one of the highest-value areas for construction businesses. Are all staff recording time against the right jobs and tasks — every day? Are they using the mobile app on site? Are timesheets flagged correctly as billable or non-billable? Is there unrecorded time disappearing between jobs that should be captured and billed?

Purchase Orders and Cost Management
Are purchase orders being created and issued through WorkflowMax, linked to the correct job? Are supplier bills being matched to POs and recorded as job costs automatically? Is the distinction between estimated and actual costs properly understood and managed? Are cost markups configured correctly for different client types?

WIP Management
Is the Work in Progress screen being used actively, or is invoicing happening from the job or invoice manager — without a WIP review? Unbilled time and costs sitting in WIP are revenue your business has earned but not collected. We look at what's in your WIP, whether your team understands it, and whether your invoicing process is protecting your cash flow.

Invoicing
Is the right invoicing method being used for each job type — time and materials, fixed price, progress claims, percentage of quoted value, or milestone-based? Are invoices pulling accurately from job data? Is there a mismatch between how jobs are priced and how they're being billed?

Reporting
What reporting is your business actually running — and is it giving you what you need to make decisions? We look at what reports are being used across leads, quotes, jobs, tasks, timesheets, WIP, purchase orders, and profitability — and identify what's missing.

WorkflowMax has a range of features that many businesses have never touched - not because they don't need them, but because they were never set up or explained during the initial onboarding.

We review whether your business is aware of and using features including job templates saved from existing jobs, the collaboration manager for email-to-job linking, folders across quotes, jobs, invoices, and reports, custom billing rates by client or staff member, task completion checklists, the weekly timesheet entry view, copy job functionality, and the ability to apply additional templates to existing quotes and jobs.

For Advanced plan subscribers, we also review capacity planning, quote variation workflows, integrated calendar time capture, percentage-based invoicing, scheduled reports, and the sandbox environment.

Not currently using the Advanced Package? We can upgrade you! Just ask.

WorkflowMax connects with a range of third-party tools that can extend its capability significantly. We assess whether any of the following would deliver value for your business:

• Planright for advanced scheduling

• Upsheets for timesheet-to-payroll integration

• Dext or Lentune for automated bill processing, and

• Zapier for connecting WorkflowMax to other platforms you're already using

Every audit concludes with a structured recommendations and priorities report - a clear, prioritised list of what to fix first, what to optimise, and what's working well. You'll also have the opportunity to add a wish list of features or improvements you'd like to see, which ConTech Solutions can communicate directly to the WorkflowMax product team.

We work with you to agree on which items to address first, and can support implementation of any changes directly — or hand you a clear action plan to work through internally.

Many clients find that the improvements identified in the audit pay for themselves within the first month of implementation.