With Xero’s announcement last year to retire WorkflowMax in June 2024, many businesses are left scrambling for an alternative solution that can seamlessly take its place. Enter Avaza—a comprehensive work management solution that is both affordable and intuitive to use. In this detailed comparison, we’ll explore why Avaza stands out as the best WorkflowMax alternative for your business. Discover the “Aha” moments many customers experience when they switch to Avaza, including dedicated 24-hour live support teams to ease your transition.
Why Choose Avaza as a WorkflowMax Alternative?
WorkflowMax is a cloud-based project management software solution targeted towards small to medium professional service businesses. They list their main users as, IT consultants, engineers, architects, creative agencies, and construction companies. It was designed to be a comprehensive solution for businesses, offering a range of features to help manage jobs, from job creation to invoicing.
In addition to essential features like quoting, costing, reporting, lead management, time tracking, and timesheets, WorkflowMax was also a native part of the popular accounting software Xero’s platform.
But whilst WorkflowMax used to offer a comprehensive solution for businesses looking to streamline their operations, as of late, their features didn’t stack up compared to alternative PSA options like Avaza.
Many businesses are now exploring alternative software options that offer similar features and capabilities, but with a more up-to-date platform.
Avaza not only covers the core functionalities of Workflowmax, but also offers a comprehensive suite of project management tools, allowing you to consolidate your work management needs onto a single platform. Here’s a closer look at why Avaza is the superior choice:
Common Features in Both Avaza and WorkflowMax
Quotes / Estimates: Create accurate and professional quotes and estimates.
Time Tracking: Efficiently track time spent on tasks and projects.
Invoices: Generate detailed invoices for your clients.
Task Collaboration: Enhance team collaboration with shared task management.
Features Exclusive to Avaza
Resource Scheduling
Resource Scheduling is a critical element of project management, especially for professional service companies and remote teams. Small business owners, freelancers and remote team members know their time is valuable and their most critical asset. Avaza allows you to manage teams and scheduling efficiently in order to maximize availability and deliver successful projects. Avaza’s resource scheduling module is part of it’s integrated professional services automation suite so project managers can configure and plan projects, allocate resources and tasks, and track progress in one centralized place.
Features include Avaza’s drag and drop scheduling and the use of “Tags” to showcase skills, capabilities and other information regarding team members and their projects. With Avaza, users have the ability to switch between daily, weekly, and monthly views, and managers can switch between Team View vs Project View. Using Project View, managers can also resource a project accurately and ensure scheduling decisions do not exceed project budget.
Avaza allows users to create schedule assignments from tasks and keeps them in sync, while also allowing them to track their time and monitor how close the tasks and projects are to exceeding hours or budget. Importantly, remote resources gain a comprehensive view of their scheduled assignments and can convert them into a timesheet.
With accurate cost and billable rates easily accessible, users can also forecast scheduled revenue and profits via insightful reports that include project profitability, staff utilization reports, and scheduled vs actual time tracked by resources.
Timesheet Approvals
Avaza offers a robust timesheet management feature designed to streamline your workflow. Project Managers have the ability to enable timesheet approvals, review submissions, and receive notifications, ensuring efficient management of your team’s time tracking.
The platform allows you to assign default timesheet approvers for each user or configure approvers on a per-project basis, giving you flexibility in how approvals are managed. You can select which project members require approval, tailoring the process to fit your needs.
Additionally, Avaza simplifies the review process by sending email notifications when timesheets are submitted for approval. You can bulk approve or reject entries or drill down to view details for individual submissions.
Once timesheets are approved, you have the option to lock them, preventing any further edits and maintaining data integrity. This combination of features makes Avaza a powerful tool for managing timesheets effectively.
Recurring Invoices
Avaza’s Recurring Invoices feature offers a smart solution for automating the billing process, allowing business owners to bill customers regularly without manual intervention. Setting up an invoicing schedule is quick and straightforward, with invoices sent automatically via email with an attached PDF, or saved as drafts for manual review. This automation saves significant time and ensures consistent billing cycles.
Unlike static fixed amount invoices, Avaza’s recurring invoicing can include unbilled timesheets and expenses from multiple client projects. This dynamic approach ensures all billable hours and costs are accounted for, reducing revenue leakage and saving time for invoice managers. Customization is enhanced with smart dynamic variables, which automatically display billing period dates and month names, adding clarity to invoices.
Avaza also offers flexibility in notification options, allowing you to choose who receives the invoices and when they are sent. You can select client contacts, copy yourself or a finance team member, and set specific times for invoice generation. To track recurring invoices, Avaza provides a detailed dashboard with statistics on invoice creation dates, upcoming invoices, and a list of previously generated invoices. This comprehensive tracking helps monitor the status and performance of your recurring invoices, ensuring efficient financial management and client satisfaction.
Recurring Expenses
Avaza allows you to automate expense creation for costs that occur on a regular schedule, ensuring that you never miss a payment. You can specify the frequency, start date, and amount and also specify details like expense category, currency, and tax, and link expenses to specific projects or clients. Avaza provides the flexibility to categorize and adjust payment methods according to your business requirements, and monitor the status of your expenses – making adjustments as needed. This feature not only streamlines your financial management but also enhances accuracy and efficiency, making Avaza an essential tool for any client-services business.
Native Xero Integration: A Seamless Experience
For professional service companies that use Xero for accounting, Avaza offers a native integration that automates core scenarios. This integration sends new and updated invoices, customer and product/service information, and payment data between Avaza and Xero. The result is a streamlined workflow that saves time and enhances efficiency.
Real-time Dynamic Reports: With over 50 customizable project reports, Avaza makes it effortless to monitor project costs and revenue in real-time. Set up reports to track staff utilization, outstanding invoices, and more.
Invoicing Flexibility: Combine time-based and fixed-price invoices for streamlined billing. Stay on top of your budget and ensure successful project completion.
Progress Monitoring: Keep track of actuals and monitor your progress against project budgets for better planning and improved project management.
Team Chat: Streamline team communication and collaboration with Avaza Chat that offers real-time messaging directly within the platform. Keep all project-related conversations in one place, and avail features like group chats, file sharing, and task linking.
Dedicated Support While Switching from WorkflowMax to Avaza
Avaza provides 24/5 live chat support, ensuring assistance is available around the clock during weekdays. Our experts offer dedicated support resources specifically for WorkflowMax users. Additionally, you have the option to engage an Implementation Manager from our Customer Success team to guide you through each step of your data migration and onboarding process.
Special Offers and Discounts
Avaza is currently offering a limited time offer of 20% off for the first three months for WorkflowMax User teams of 20 or above switching to Avaza.
Upgrade Your Project Management Today
As WorkflowMax retires, transitioning to a new platform can be daunting. However, with Avaza, you can have peace of mind knowing you’re choosing a Workflowmax alternative that not only matches but exceeds the capabilities of WorkflowMax. Avaza simplifies your invoicing, streamlines your project management, and enhances team productivity.
Upgrade your project management today and experience the Avaza difference. Embrace the future of work management with a platform designed to support and grow with your business.
