WorkflowMAX Account Health Audit for NZ Construction Businesses
Is your WorkflowMAX account working as hard as your business?
Most construction businesses using WorkflowMAX are only unlocking a fraction of what the platform can do. Our 300-point Account Health Audit finds exactly what's holding your setup back, and what it's costing you.
WorkflowMAX is one of the most capable job management platforms available to NZ construction businesses. But capability and configuration are two different things. A system that isn't set up correctly, or isn't used to its full potential, actively costs you money in lost billable time, manual admin, missed job costs and decisions made without the right data.
What Poor WorkflowMAX Configuration Is Costing Your Construction Business
Here's what we typically find when we audit a construction business that has used WorkflowMAX for a year or more without a structured review.
Unrecorded billable time
Staff logging time against the wrong tasks, or not logging it at all.
Incorrect billing rates
Staff rates and charge-out rates that haven't been updated as the business has grown, and custom client rates set once and never reviewed.
Variations not captured
Change orders handled informally or re-quoted from scratch. Every unmanaged variation is a risk to your contract value and margin.
WIP not actively managed
Billable time and costs sitting in WIP that are invoiced late or never, delaying cash flow and distorting job profitability.
Reporting that doesn't drive decisions
Standard reports run out of habit, with no view of which job types or clients are most profitable, or where you're under-charging.
Xero integration issues
Purchase orders and invoices not syncing correctly, tax rates misaligned, and double handling between systems that should be automated.
No job templates
Every new job built from scratch instead of from a template that pre-populates tasks, costs, phases and milestones.
What the 300-Point Audit Covers
A structured review of everything in your account, in five sections.
1. Settings
We review your organisation settings, task and cost databases, job categories and states, templates, staff settings and billing rates, Xero connection, custom fields, document management, notifications and print templates.
Common finds: job states that don't match your real workflow, out-of-date billing rates, Xero settings causing double handling, unbranded quotes and invoices, and incorrect staff privileges.
2. Processes
How the system is actually being used, where the most value is usually found or lost:
- Leads and pipeline management
- Quoting and estimating
- Job management
- Time tracking
- Purchase orders and cost management
- WIP management
- Invoicing
- Reporting
3. Platform features you may not be using
Job templates saved from existing jobs, the collaboration manager for email-to-job linking, folders, custom billing rates, task completion checklists, the weekly timesheet view and copy job.
On the Advanced plan we also review capacity planning, quote variation workflows, calendar time capture, percentage-based invoicing, scheduled reports and the sandbox. Not on Advanced? We can upgrade you. Just ask.
4. Add-ons and integrations
We assess whether any of these would deliver value for your business:
- Planright for advanced scheduling
- Upsheets for timesheet-to-payroll
- Dext or Lentune for automated bill processing
- Zapier to connect other platforms you use
5. Recommendations and action plan
Every audit ends with a prioritised report of what to fix first, what to optimise and what's working well. You can also add a wish list of features, which we can pass on to the WorkflowMAX product team.
What Happens After the Audit
We work with you to agree which items to address first, and we can implement the changes directly or hand you a clear action plan to work through internally.
Many clients find the improvements identified in the audit pay for themselves within the first month of implementation.
WorkflowMAX was working well for us, but we knew we weren't getting everything we needed from the software. ConTech's health audit identified not only issues we already knew about, but many opportunities we had never considered. The introduction of Phases and the new reporting structure has completely changed the depth of insight we now have into our jobs, costs, and profitability. We can now quickly build detailed multi-phase quotes and jobs with reporting capabilities we simply didn't have before.
Clarke Underground
WorkflowMAX Case Studies
How HF Home Maintenance built a WorkflowMAX system ready to scale
Optimised across six territories, with cross-territory reporting, operational efficiency and a system built for rapid growth.
Read the case studyHow Clarke Underground unlocked the full power of WorkflowMAX
Phase-level job tracking, real profitability reporting and faster job creation through targeted system optimisation.
Read the case studyWorkflowMAX Account Health Audit FAQs
What is the WorkflowMAX Account Health Audit?
It's ConTech Solutions' structured 300-point review of a WorkflowMAX account, covering settings, processes, unused platform features, add-ons and integrations. It ends with a prioritised recommendations and action plan.
Who is this audit for?
Any NZ construction or trade business already using WorkflowMAX, whether you've been on the platform for six months or six years. It's particularly valuable if you've never had a structured review of your setup, your team has grown since you first implemented the system, or you suspect you're not getting full value.
How long does the audit take?
It's conducted as a structured review session with ConTech, and the time depends on the complexity of your account. You receive a written findings report following the review.
Does the audit require access to our WorkflowMAX account?
Yes. To conduct a thorough review we need read access to your WorkflowMAX account. All information is treated as strictly confidential.
What does the audit cost?
Get in touch and we'll discuss what's involved for your specific account size and setup.
Can ConTech fix the issues the audit identifies?
Yes. ConTech Solutions can implement any recommended changes directly, or give you a clear action plan to work through with your own team. Most clients choose to have us manage the optimisation work so it's done correctly and efficiently.
How is the audit different from the free systems review?
The free systems review is a short 20 to 30 minute conversation about how any construction business manages quoting, jobs and invoicing. The Account Health Audit is a detailed, structured review of an existing WorkflowMAX account.
Find Out What Your WorkflowMAX Account Is Really Worth
Most businesses that come to us for an audit discover opportunities they didn't know existed, and find that fixing them delivers a return far greater than the cost of the review.
Or call 0508 276 583 or email info@contechsolutions.io.
