Why choose Avaza as a WorkflowMax alternative?

Yes, if you want the quote-to-invoice workflow without plan gating or user minimums. Avaza includes quotes, timesheets with approvals, expenses, invoicing with online payments, recurring and retainer billing, Kanban and Gantt project management, resource scheduling, team chat and 30+ reports on every plan, including Free, and clients collaborate at no cost. WorkflowMax by BlueRock is a solid fit for services firms that want purchase orders and WIP management in one system and, on Pro and above, job phases and a lead pipeline, priced per user from three users.

Xero announced in March 2023 that it would retire its WorkflowMax product and sold the WorkflowMax brand to the advisory firm BlueRock. Xero's WorkflowMax was retired on 26 June 2024, and BlueRock launched a newly built product, WorkflowMax by BlueRock, in early 2024; its FAQ says legacy customers have already been migrated. The current WorkflowMax is therefore a rebuilt product with its own plans and pricing, and that is the product this page compares.

As of September 2026, workflowmax.com/pricing lists three per-user plans billed monthly, quarterly (5% off) or annually (10% off), priced in USD, AUD, NZD, GBP or CAD depending on your region. In US dollars, Essentials is $8.33 per user per month billed monthly ($7.50 annually) for 3 to 25 users, Pro is $15.00 ($13.50 annually) from 5 users and Advanced is $25.00 ($22.50 annually) from 10 users; in Australian dollars the same plans are AUD 12.22, 22.00 and 37.78 per user per month billed monthly. There is a 14-day free trial but no free plan.

Yes, but not on every plan. As of September 2026, WorkflowMax's pricing page lists Kanban boards, custom fields, online quote acceptance, custom reporting, Zapier and API access from the Pro plan (from 5 users), and timesheet approvals, capacity planning, scheduled reports and calendar sync on the Advanced plan (from 10 users); its help centre notes that timesheet approvals are enabled by contacting support. Avaza includes timesheet and expense approvals, Kanban, Gantt and calendar views, custom fields, resource scheduling and scheduled reports on every plan, including Free.

Yes. Request a full Account Data Export in WorkflowMax under Settings › Export (custom reports on Pro and above can also be exported to CSV), prepare CSV files, then upload them in Avaza under Settings › Import Data for companies, contacts, projects, tasks, timesheets, expenses, inventory items and invoices. Projects and timesheet or expense categories that do not exist yet can be created automatically once their companies are in Avaza, team members are invited by email rather than imported, and timesheets already invoiced in WorkflowMax can be flagged as invoiced so they are never billed twice. Paid migration assistance is available from support@avaza.com.

Yes. Every account starts on the Free plan with no credit card required and no minimum number of users. It includes one Timesheet/Expense user, one Scheduling user, five Chat users, five active projects, ten customers, five invoices and bills a month and unlimited project collaborators. Paid plans start at $11.95 per month and additional Timesheet or Admin users are $7 per user per month.

Yes. Project collaborators are unlimited and free on every plan, so clients and contractors can view tasks, comment and share files without costing you a seat. Clients can also approve estimates online, view and pay invoices, and, if you choose, act as timesheet approvers. WorkflowMax's FAQ says any collaborating client or contractor who signs in needs their own licence at the plan's per-user rate.

Avaza does not offer a native WorkflowMax integration. Like WorkflowMax, Avaza has a native two-way Xero integration, and one for QuickBooks Online, that syncs invoices, payments, contacts and taxes (and supplier bills with Xero), so your accounting stays where it is when you switch. For everything else, including Slack and Google Workspace, Avaza connects through Zapier, a REST API and webhooks.