WorkflowMax Tune Up Course
Course

WorkflowMax Tune Up Course

Self-paced learning for better business

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5 Lessons

Get the most out of your WorkflowMax with the WorkflowMax Tune Up Course designed for existing users of WorkflowMax.

Learning Outcomes:

At the completion of this course the student will have:

  • Identified the best processes for their business.
  • Designed documents to suit their processes
  • Utilised all of the unused parts of their WorkflowMax effectively
  • Designed, built and distributed performance reports

What do I need?

You’ll need an existing WorkflowMax account with administrator access to complete this course.

This course takes between 8 – 10 hours to complete and is best followed over the duration of 4 -5 weeks at  hours each week.

What am I going to get from this course?

See full course details
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Module One - Pick your Process

Module Two - Designing your Documents

Module Three - WorkflowMax Hacks

Module Four - Reporting for Success

Programme Wrap-Up

Module One – Pick your Process

We start this course with the most valuable and important module of the whole course – ensuring you’re using the right process for your industry. Not using the right processes can lead to:
Delayed projects
Unreliable financial reporting
Slower invoicing

By using the right processes WorkflowMax becomes a whole lot faster, easier and more beneficial to you.

The industries we cover in this module include:

Professional Services:
Architects
Surveyors
Engineers
Accountants
Lawyers
Consultants
IT Services
Ad Agencies
Marketing Agencies
Web Designers
Event Management
Product Engineers
HR/Recruitment

Manufacturers:
Aluminium Fabrication
Window Manufacturers
Glass Manufacturers
Kitchen Designers/Installers
Joinery/Cabintery
Boat Builders

Construction & Trades:
Office Fitout
Interior Designers
Security Install/Monitoring
Air Conditioning Install/Service
Fire Systems Install/Service
Landscaping
Pool Install/Maintenance
Painters
Drain Layers

Preview video

Process One - No Quote

This invoicing method is relevant to every industry who charges time and materials. It is the easiest of the invoicing methods available in WorkflowMax.

This lesson covers invoicing of ‘Charge up’ jobs that don’t require billing from a quoted fee. These invoices are based on time and materials only and come from timesheets and costs or disbursements incurred on a job.

At the end of this lesson you will be able to confidently raise a time and materials based invoice.

Process Two - Task and Cost

This is the best method when you provide a quote or proposal that expressly breaks out the time, rate and value for each quoted activity and group of costs.

This process is used by:

  • Design Agencies
  • Creative Agencies
  • Ad Agencies
  • Fabrication Engineers
  • Lawyers
  • Trades for smaller jobs

Process Three - Fixed Fee (Table)

This is the best method when you need to display on your invoices that total value of a project, what has been previously invoiced and what is being invoiced right now.

This process is used by:

  • Architects
  • Civil Engineers
  • Surveyors

This is the first of a pair of processes (three and four) that are different methods of achieving the same result. We suggest watching both and deciding which method works best for you.

Process Four - Fixed Fee (Notes)

This is the best method when you need to display on your invoices that total percentage of a project, what has been previously invoiced and what is being invoiced right now.

This process is used by:

  • Architects
  • Civil Engineers
  • Surveyors

This is the first of a pair of processes (three and four) that are different methods of achieving the same result. We suggest watching both and deciding which method works best for you.

Process Five - Single Line Item

This is one of the most common methods of invoicing in WorkflowMax and is suitable where you raise a deposit followed by final invoice. It is also used for progress billing based on a milestone, fixed fee or percentage claim of a quoted value.

This process is used by:

  • Trades
  • Kitchen/insulation/air conditioning installers
  • Joinery
  • Fabrication engineers
  • Security
  • Anyone who invoices a deposit with a final fee on completion

Process Six - Using Cost Items

This is the best method for businesses with multi-stage projects with many budgeted line items that are materials or subcontractor focused.

This process is used by:

  • Building/Construction
  • Subcontractors
  • Fitout companies
  • Multi-stage projects

Process Seven - Using the Description

This is the best method when you prefer to have a longer description for each of your services in your invoices. It is similar to the single line item process five however we’re using the description field to afford us more flexibility in the design of the invoice.

This process is used by:

  • Designers
  • Consultants
  • Security services and installation
  • Agencies

Process Eight Part 1 - Consolidating Tasks

This is the best method when you need to break time out into detailed sections but have them roll up into a single stage or phase when invoicing. This lesson is broken into two parts to support your learning.

This process is used by:

  • Architects
  • Engineers
  • Surveyors
  • Professional Services

Process Eight Part 2 - Consolidating Tasks

This is the best method when you need to break time out into detailed sections but have them roll up into a single stage or phase when invoicing. This lesson looks at including past stages or phases on an invoice along with current period activities.

This process is used by:

  • Architects
  • Engineers
  • Surveyors
  • Professional Services

How to Roll out the Changes

Well done! By now you should have identified 1-3 different processes that fit the different scenarios in your business. This lesson provides six clear steps for implementing these changes into your business:

  1. Watch the remainder of the modules in this course
  2. Identify which changes your are going to make in your business
  3. Discuss the changes with your team and decide on the exact steps
  4. Have your teams document the new process identified
  5. Roll out the changes for the new jobs/projects
  6. Review and revise your process

Module Two – Designing your Documents

This module makes sure that your documents have a professional look and feel to match the processes you set up in Module 1.

We are frequently asked to simplify or redesign the layout of client quotes, job sheets, purchase orders and invoices. This module provides you not only with downloadable editable templates but the skills to make your WorkflowMax documents your own.

The documents we provide template for include:

Quote Documentation
Proposal
Quote Description
Job Sheet
Variation Order
Purchase Order
Standard Invoice
Progress Claim
Invoice with Timesheets

Preview video

 

Module Three – WorkflowMax Hacks

This is our favourite module!

This was our favourite module to put together because it takes all of the crazy work arounds we’ve come up with over the last 6 years to make WorkflowMax do things it wasn’t designed to do. We’re always adding to this module as we’re testing and implementing new ideas for businesses like yours.

Some of the features in this module include:

Some great Notifications
Calculating Base and Billable Rates
Staff Scheduling Tips
Creating a Welcome Pack
Managing Disbursements and Staff Expenses
Using Tasks effectively
Capturing prospecing time
Using Job States to Drive Processes
Managing Subcontractors
Using Job Templates Effectively
Multi-Currency Purchase Ordering
Managing Plant and Equipment in WorkflowMax
Invoicing using staff roles
The 2 Methods of Managing Variations
A Faster way to Quote

Preview video

 

Some great Notifications

One of the least-known features of WorkflowMax, Notifications can help or hinder your business and your project managers. This lesson gives you some great suggestions for the type of notifications you should be using in your business and some you shouldn’t.

This great WorkflowMax Hack is relevant to all industries.

Base and Billable Rates

Probably the most important of all of the WorkflowMax Hacks. Get this right and you will enjoy accurate reports and seamless invoicing. Setting up your base rates incorrectly is a common cause of unreliable reporting and also can result in under-invoiced time for time based businesses.

We look at calculating base rates, staff and task based rates and how they’re different.

Staff Scheduling Tips

Looking for a simple way to manager your staff’s capacity? This is it.

We take you through the setup and process changes you’ll need to make prior to getting reliable staff scheduling from your Workflowmax. At the end of this session you’ll be able to use WorkflowMax to schedule your staff, view capacity, see who’s busiest and decide when you can start your next project.

This WorkflowMax Hack is relevant to all industries using staff on their projects.

Using a Job Brief to create a Welcome Pack

This WorkflowMax Hack is relevant to industries with typically longer project durations that want to go above and beyond with their customer on-boarding process by quickly preparing a Welcome Pack or similar to send to customers for new projects.

At the end of this session your on-boarding process will be a memorable and professional experience for your clients.

Managing Disbursements and Staff Expenses

Are you doing disbursements correctly? Find out in this WorkflowMax Hack. This Hack is relevant businesses who incurs costs as part of delivering their projects and businesses who on-charge disbursements to their clients.

In this session we cover:

  • Supplier disbursements
  • Credit Card disbursements
  • Staff reimbursement

By the end of this session you will be confident you are not only capturing all job related costs against the appropriate job, but ensuring you’re handling each type of disbursement in the most efficient method possible.

Keep it Simple!

All the forces in the world are not so powerful as an idea whose time has come. – Victor Hugo

This WorkflowMax Hack is aimed directly at Architects and Engineer but has relevance to all industries. The idea is to first simplify your Tasks back to the quoted line items in order to improve your time-sheeting, invoicing and workflow and only add complexity as absolutely necessary.

Through this simplicity we actually get more information not less due to improved accuracy, reliability and timeliness of reporting.

Capturing Prospecting Time

Do you have long-running projects with a long sales cycle? Ever wondered if your sales efforts matched up with your project profitability? This lesson shows you how we can recognise the cost of sales time against a project to get a true picture of project profitability.

This lesson is relevant for businesses with longer project durations where the time taken to sell a project is significant. This includes architects, engineers and consultants.

Using Job States to Drive Process

Multiple Processes when Setting up Job States

Using the Lead Manager to Manage Sub Contractors

Using Job Templates to Drive Process

Multi-Currency Purchase Orders

Managing Plant and Equipment in WorkflowMax

Invoicing Using Staff Roles

Do you need to display staff roles instead of staff names on your invoices? This tutorial will tell you how!

At the end of this tutorial you will be able to generate project invoices displaying staff roles. This is a common request from our clients in Architecture, Engineering and other Professional Services.

Download the template below to get started!

Staff Roles Invoice Template

Managing Variations on Jobs

Do you deal with variations to a project on a regular basis? While WorkflowMax doesn’t have a variations feature we are able to capture the time and costs associated with a variation and invoice the client correctly. This lesson allows you to manage variations in WorkflowMax like the professionals do.

Managing Variations - Option 2

Option 2 for managing variations is designed for time-oriented businesses that have low or no costs and materials on their jobs.

This method is suitable for people in professional services, Architecture, Creative, Engineering services where materials are not the main component of invoicing.

A Faster Way to Quote

In this session we take you through a faster way of quoting. This is relevant for the construction industry and any industry that has many line items in their quotes, proposals or tenders. At the end of this session you will be able to load your quotes faster using our WorkflowMax Hack.

Module Four – Reporting for Success

After reduced triplication of work, improved financial and non-financial reporting is the second most cited reason for implementing WorkflowMax. Few businesses though make full use of the reporting in WorkflowMax and instead either continue to rely on their own spreadsheets or use only a couple of the standard reports available in WorkflowMax.

This module equips you with the must-have reports and teaches you to build your own. At the end of this module you’ll have a suite of reports that you will have built and modified to suit your business along with set of best standard reports relevant to your business or industry.

The reports we cover in this module include:

WIP Reports
Useful Standard Reporting
Measuring Unbilled Quotes
Time Detail Report
Jobs Due Report
Job Cost Report
Reporting on Cost Centres

Preview video

 

Work in Progress

Standard Reports

Report Builder - Unbilled Quotes

Report Builder - Time Detail Report

Report Builder - Jobs Due Report

Report Builder - Job Cost Report

Reporting on Cost Centres

“I’m not a businessman, I’m a business, man.” – Jay Z

If you run long-term projects there’s a good chance you’re going to benefit from this lesson on reporting by Cost Centres.

As well as of tracking against a budget for an entire project or costs inside a project we’re also able to group up our costs into cost centres and track progress that way.

This lesson is relevant to all users with long-term projects including construction, engineering and architecture.

Programme Wrap-Up

Some closing comments from our CEO Will McTavish

 

 

Comments

  1. Mark Presnell

    The document templates are awesome and have helped us improve our invoicing tremendously. Thanks guys!

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