Implementation Services · WorkflowMAX
Turn Time and Jobs Into Profit You Can Actually See
WorkflowMAX gives service businesses the operating system they've been missing: time, costs, invoicing, and job profitability in one place. Basis 365 sets it up, connects it to your books, and supports your team long after launch day.
A Gold Implementation Partner With a Decade of History
WorkflowMAX recognized Basis 365 as a Gold Implementation Partner. Here's what that means for your implementation.
WorkflowMAX Gold Implementation Partner
Basis 365 has been implementing WorkflowMAX for service businesses for over a decade. Gold tier reflects the depth of our implementation history, the clients we've supported, and our ongoing commitment to the platform. When you hire us to implement WorkflowMAX, you're working with a team that has been inside this system through every version of the product.
There's Job Management. And Then There's Real Job Profitability.
Most service businesses track hours and send invoices but never connect those actions to profit. WorkflowMAX closes that loop from the first estimate to the final invoice. The difference isn't just efficiency. It's the difference between running your business on gut feel and running it on data you can actually trust.
Without WorkflowMAX
With WorkflowMAX
Sound Familiar?
These are the situations that tell us a service business is ready for WorkflowMAX.
Invoicing Is Always Late
You finish a project, then spend days tracking down hours and costs before you can even send an invoice. Cash flow suffers because billing is a manual reconstruction every time.
You're Profitable on Paper, Not in Practice
Revenue looks fine but margins are thin and you're not sure which jobs are pulling their weight. You don't have the data to know which service lines to grow and which to reprice.
Your Team Has Grown But Your Systems Haven't
What worked when you had five people doesn't work with fifteen. Time tracking is inconsistent, job status lives in email threads, and no one has a single view of what's open and billable.
Your Accountant and Your Ops Tool Don't Talk
Job data lives in one place, financial data lives somewhere else, and reconciling them takes hours every month. There's no clean handoff between what your team does and what your books reflect.
See It in Action
WorkflowMAX puts every part of your service operation in one place. Here's what it looks like inside the platform.
Dashboard
Your jobs, deadlines, and financial snapshot in one view the moment you log in.
Job Manager
Every active job with status, staff, budget vs. actual, and due dates side by side.
Time Sheets
Fast time entry your team will actually use, tied directly to jobs and tasks.
Invoicing
Invoices built from approved time and costs, synced straight to your accounting system.
What a WorkflowMAX Engagement Includes
Every implementation is scoped to your business. Here's what's covered across a typical engagement.
Discovery & Scoping
- Mapping your current billing and job workflow
- Identifying integration points with your accounting software
- Defining job types, task structures, and charge rates
- Written scope of work with timeline and estimated hours
Build & Configuration
- WorkflowMAX account configuration from the ground up
- Job templates, task categories, and staff rate setup
- Quote and invoice template customization
- Client and contact data migration
Accounting Integration
- Integration with QBO or Xero for two-way sync
- Chart of accounts mapping and revenue recognition setup
- Invoice push testing and reconciliation validation
- WIP treatment reviewed with your accounting team
Reporting
- Job profitability report configuration by service line
- Time utilization and capacity dashboards
- WIP aging setup to flag at-risk billing
- Reporting tied to actual financial outcomes in your GL
Training
- Role-based training for staff, managers, and owners
- Time entry and job tracking best practices
- Invoicing workflow walkthrough and approval process
- Written SOPs delivered at handoff
Ongoing Support
- Hypercare period after go-live
- Support hours available as your team gets up to speed
- Periodic check-ins as your workflows evolve
- Updates and reconfiguration as your business scales
Your Operations Should Drive Profit, Not Just Record It
WorkflowMAX gives service businesses what most accounting setups are missing: a direct line between the work your team does and the financial outcome of that work.
Every Hour Billed, Nothing Left on the Table
Disconnected timesheets mean unbilled hours. WorkflowMAX captures time at the job level, so nothing slips through when it's time to invoice.
Quote Against Actuals, Not Assumptions
When you know what past jobs cost to deliver, you can price the next one accurately. That's not guesswork, it's a system.
Invoicing That Moves at the Speed of Delivery
Fast invoicing means faster cash collection. When billing is one step instead of five, your AR cycle shrinks and cash flow improves.
Scale Without Adding Overhead
As your team grows, your operations need structure to stay efficient. WorkflowMAX gives managers visibility across every open job without requiring weekly status meetings.
Accounting and Operations Finally Connected
Your books reflect what actually happened, not what someone remembered to record. Integration with your GL means no double-entry and no end-of-month surprises.
Implementation by People Who Know Your Books
We're accountants first. When we configure WorkflowMAX, we're thinking about how every field maps to your financials, not just how to click through setup screens.
A solution like WorkflowMAX ties directly into how we think about running a well-managed business. Connected job management drives better Performance by surfacing where time and money are actually going. It creates Optimization by eliminating the manual work between job delivery and invoicing. It keeps operations and accounting Integrated so nothing gets lost between systems. And it makes financial data Timely, so decisions get made on current numbers, not last month's.
Frequently Asked Questions
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WorkflowMAX is a job management platform built for professional service businesses: agencies, consultancies, architects, engineers, and similar firms that work on projects and bill by time or deliverable. It handles quoting, time tracking, job management, work-in-progress, invoicing, and reporting in one connected system, with integrations to QBO and Xero so your job data flows directly into your accounting software.
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WorkflowMAX calls itself a Job Profitability OS because it goes beyond tracking tasks — it connects every job to its financial outcome. Depending on how you are searching for a solution like this, you may know it by several other names. It is a time and billing platform, because it captures staff hours and turns them directly into invoices. It is a job management system, because it tracks every active job from quote through completion. It is a WIP management tool, because it shows unbilled time and costs before they age out of billing. It is a capacity planning app, because it gives managers visibility into who is available, who is overloaded, and how work is distributed. It is also an invoicing platform, because invoices are generated from approved time entries without re-entering data. WorkflowMAX handles all of these functions in one connected system, which is what makes it particularly well-suited for service businesses that have outgrown general-purpose project tools.
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When time, costs, and invoicing live in separate systems, you lose money in three ways: unbilled hours slip through, invoicing slows down, and you have no clear picture of which work is actually profitable. WorkflowMAX connects those elements so every job has a financial record that starts when work begins and closes when the invoice is paid. That visibility is what lets you grow with confidence instead of guessing.
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Accounting software tracks money in and money out. WorkflowMAX tracks the work that creates that money: who spent how many hours on which job, what costs were incurred, where the project stands versus budget, and what needs to be invoiced. The integration between the two means your books reflect real job activity, not just transactions.
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Implementation is billed hourly on a scoped project basis. Before we start any configuration work, you receive a written scope with estimated hours by phase. There are no monthly retainers for the implementation itself. Ongoing support hours are available after go-live, billed as used.
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No. WorkflowMAX implementation is available as a standalone engagement. That said, many businesses find that having the same team manage both the platform and the books makes integration cleaner and reporting more meaningful. We can discuss what makes sense for your situation on an initial call.
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WorkflowMAX integrates natively with Xero and QuickBooks Online. The integration syncs clients, invoices, and cost data between platforms, eliminating double-entry and keeping your books current as jobs are invoiced. Basis 365 manages both QBO and Xero environments for our customers, so we handle the full integration as part of implementation.
Ready to Connect Your Operations to Your Profit?
Start with a conversation. We'll scope the engagement, review your current workflow, and tell you exactly what a WorkflowMAX implementation would take for your business.