WorkflowMax

Open your browser, sign in, and run your jobs from one screen. Start by creating your workspace: import clients and contacts, set billable rates, add your team, and wire up the tools you already use for files and email. Build a few reusable job templates with tasks, milestones, budgets, and required documents. Add custom fields for compliance notes or purchase codes, and map your approval steps so every stage moves the same way, every time. If you manage multiple programs, group work into portfolios and define standard timelines; the timeline view and Kanban board will mirror the stages you choose.

Capture a lead in the sales dashboard, qualify it, and click New Estimate. Pull a template, tweak quantities, and let the AI assistant suggest scope language or an email that explains next steps. Send the proposal for e-signature; once accepted, convert it to a job. Tasks, dates, and budgets drop in automatically. If outside spend is required, raise purchase orders straight from the job and route them for sign-off. Assign people by availability, not guesswork, using capacity indicators; drag tasks on the timeline to resolve conflicts and lock in the schedule. As work progresses, percent-complete updates and status changes keep everyone aligned.

Your team records time with a timer or quick entry on desktop or phone. Expenses land in the same job—snap a receipt, tag the cost code, and you’re done. Recurring activities (weekly standups, monthly backups) appear automatically. Issues and risks are logged against the job so nothing gets lost in chat threads. Budget burn, margin, and forecasted overrun are visible in real time; set alerts so you know before you go off track. When it’s time to bill, choose progress, milestone, or final billing, pull through approved hours and expenses, and generate a polished invoice in seconds. Send it electronically and track when the client opens it.

At the portfolio level, review pipelines, wins, and slippage. Sort by client, department, owner, or profitability. Use requirement checklists to prove compliance, and attach design files, contracts, and change orders so the job record is the single source of truth. For IT rollouts, map environments and change windows; for creative teams, stage briefs, drafts, and approvals; for consultants, manage retainers and fixed-fee phases. Automations move jobs between stages, create follow-up tasks, and notify stakeholders. The AI assistant can summarize a project for a handover, draft a scope change email, or flag unusual time entries. Everything lives in the cloud, so you can steer work from anywhere.