Home > Project Management Software > Zoho Projects > Zoho Projects vs WorkflowMax

Zoho Projects vs WorkflowMax

Last Updated: November 18th, 2024

Our analysts compared Zoho Projects vs WorkflowMax based on data from our 400+ point analysis of Project Management Software, user reviews and our own crowdsourced data from our free software selection platform.

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Product Basics

Zoho Projects is a cloud-based solution that lets teams effectively plan and execute projects of any size and duration. It handles tasks, enhances collaboration, provides business intelligence for reporting and supports time tracking and issue management.

Businesses can extend it using numerous integrations and customizations to align it with their requirements. It is usable by teams of smaller than five people up to teams with thousands of users. Zoho provides robust data security and is compliant with the EU-US Privacy Shield Framework. It also supports 17 different languages.

WorkFlowMax is a cloud-hosted job management solution designed for small to mid-sized service-based organizations. It offers capabilities like timesheets, job costing and quote creation to handle projects.

It integrates with popular third-party document management modules to execute projects faster and payroll modules to simplify payroll. Employees can work within their timesheets using the timesheet functionality. It stores all cost-related information in one place and offers a sales dashboard that displays closed, hot or cold leads.

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Videos

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24/7 Live Support

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Product Insights

Automate Workflows: Automate manual tasks like updating issue details or changing an issue’s severity. Set email notifications to track different events or set up webhooks for communicating with third-party apps.
Transfer from Jira or Basecamp: Migrate data when switching from Jira or Basecamp with certain restrictions. Capture data such as discussions, calendar events, projects, users, bugs, custom fields, milestones and other details, depending on the import module.
Free Version: Get a forever free subscription for a small team of up to five users. It includes two projects, custom status options for tasks and projects, calendar functionality, feeds, project forums, integration with Google apps and file attachments up to 10 MB.
Integrated Suite: Get abilities beyond project management to CRM, accounting, HR, BI and analytics, customer service and more. Create a unified module to handle multiple business needs.
Integrations: Integrate with several third-party modules to extend project management capabilities. Integrate with major Google and Microsoft apps as well as a host of other tools like Dropbox, GitHub and Slack.
Mobile Apps: Let teams access project details, attach files, log hours and more while away from the office with its native apps for iOS, iPad and Android. View tasks via List or Kanban layouts in portrait or landscape modes.

Consolidate Work: Access all business tools from one place. Avoid unnecessary hassles by launching multiple applications from a single suite to deliver work faster and efficiently.
Accessibility: Access data anytime, anywhere using mobile applications for Android and iOS. Manage jobs on-the-go and tick milestones when met. Access client information while syncing with the desktop app quickly. Send photos, videos and other documents as attachments.
Collaboration: Let clients and contractors log in from anywhere to view work progress time against a job. Store all project information in one place while uploading images, documents and pictures. Restrict information action via permission settings for staff and clients. Stay updated with project progress and share details with teams.
Integrations: Seamlessly integrate with Xero’s suite of modules to maximize business performance. Push sales invoices into Xero while automatically syncing corresponding payment dates. Update job profitability reporting and create bills payable. Avoid data duplicity and receive useful business profitability insights.
Customization: Personalize it to suit an organization’s needs. Create branded and professional custom print templates to save time. Extract powerful and specialized data using custom fields to operate a business better. Keep pace with approaching deadlines by creating unique notifications.

Task Management: Control important task details, add important information such as priority or duration with tasks and subtasks. Link tasks to create dependencies. Highlight each project phase with milestones. Organize tasks using drag-and-drop Kanban boards and custom layouts.
Social Project Management: Communicate and collaborate for effective project management. Create public or private chat rooms, pages for team knowledge base and forums to engage in discussion. Centralize project updates with feeds. Create new posts while adding comments to existing posts.
Charts and Reports: View project details and metrics using a variety of charts. Get a high-level view of project tasks and dependencies through Gantt charts while resource utilization charts break down each team member’s workload by day. Gain insights into project performance across a wide range of KPIs with over 50 out-of-the-box reports and dashboards.
Time Tracking: Let employees log their hours on a timesheet automatically or manually while allowing managers to view reports based on personnel, time or project. Transform a timesheet to an invoice with a few simple steps. Compare the expected task duration with the actual time spent on a task. Track each member’s availability, issues and milestones using calendar views.
Issue Tracking: Report issues with all the relevant details and assign them for attention. Importing issues in bulk keeps them all in one place, and you can then export them as an XLS or CSV file. Track all issues according to criteria using filtered views. View committed changes with all changeset details included.

Lead Management: Track leads, sales projections and proposals from a single location. Transform leads into winning quotes, jobs, invoices and eventually into profits. Customize lead categories to forecast lead conversion correctly while projecting cash flows. Monitor team activities and overdue tasks for new business developments.
Client Management: Maintain profitable and productive relationships with clients. Use custom fields to store unique customer and client information. Store unlimited contact details to client records and contact them directly. Use a global search function to search for a client’s details while using filters to locate information quickly. Build stronger relationships by adding custom information like birthdays, preferred time to contact, pet’s name and more to client data.
Document Management: Use the document management tool to access all crucial project-related information. Save time by automating document storage processes and emails. Set up a unique email account to send important attachments required for a job. Sync with multiple devices and integrate with Google Drive, Dropbox and Box to access documents easily.
Staff, Task and Job Management: Manage people, jobs and tasks from one place. Track resources, costs, profitability and time for every job. Delegate tasks, to-do checklists, estimated time on each task and due dates using the task manager. Create adjustable milestones, deadlines and project due dates. Automate recurring jobs and tasks to reduce time spent on repetitive tasks.
Time Tracking: Enter time in eight different ways and track and report on every single minute daily. Record time within dashboards, by tasks or timesheets. Track employee time on-the-go using mobile apps. Record how time was spent and share information with clients. Optimize billable values by choosing the nearest decimal rounding option.
Invoicing: Get paid faster by creating invoices just in a few clicks. Design invoices based on actual time and costs, quoted time and costs, progress amounts or percentage values. Create a simple invoice with basic project information or a detailed one by adding costs, tasks and rates. Save time by sending multi-job invoices.
Reporting: Make smarter business decisions by gaining real-time insights into productivity, workflows, performance and profitability. Understand profitability across multiple client categories and improve business processes. Extract relevant information by building reports using multiple fields and criteria. Improve cash flows by getting a snapshot of billable jobs.
Purchase Order Management: Streamline job cost management using purchase order management tools. Track actual orders, cost and bills payable, ensuring nothing falls through the cracks. Integrate with Xero to keep financial job reporting intact. Use flexible receipt processes to display full or half orders received.

Product Ranking

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#27

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Analyst Rating Summary

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User Sentiment Summary

87%

of users recommend this product

Zoho Projects has a 'great' User Satisfaction Rating of 87% when considering 872 user reviews from 5 recognized software review sites.

85%

of users recommend this product

WorkflowMax has a 'great' User Satisfaction Rating of 85% when considering 417 user reviews from 6 recognized software review sites.

5.0 (34)

4.4 (8)

4.2 (255)

3.2 (22)

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4.31 (95)

4.2 (242)

4.3 (112)

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4.6 (236)

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4.2 (64)

Awards

Synopsis of User Ratings and Reviews

Functionality: Zoho Projects offers robust tools to manage multiple business needs, including project management, resource allocation, efficient collaboration and timesheets, as reported by approximately 90% of the users who mention the product’s functionality.

Flexible: The system is highly flexible and can be configured for different purposes like marketing and other business requirements, noted nearly 85% of customers who talked about its flexibility.

Integrations: Approximately 75% of the reviewers who mentioned integrations observed that the solution offers multiple APIs and seamless integration with other Zoho suite products and popular external modules for project planning and implementation.

Centralized Communication: The system centralizes all project communication between teams, which makes it easy to search and fix issues, noted nearly 72% of the users who talked about its communication capabilities.

Client Management: WorkflowMax offers tools to manage client information, including contact details, project history, and billing information, providing a centralized location for client data.

Project Tracking: The platform allows users to track project progress, budgets, and deadlines, ensuring projects stay on track and within budget. This includes features such as Gantt charts and task management tools.

Time Tracking: WorkflowMax simplifies time tracking for both employees and contractors, with options for manual entry, timers, and timesheet approvals. This streamlines payroll and billing processes.

Reporting: The software provides various reporting options, including project reports, financial reports, and staff productivity reports, offering insights into business performance and areas for improvement.

Integrations: WorkflowMax integrates with other popular business tools, such as Xero accounting software and Google Apps, allowing for seamless data flow between systems.

Not Intuitive: The system is not user-friendly with a clunky and unintuitive UI compared to its competitors, reported 88% of reviewers who mentioned the system’s usability.

Cost: Nearly 92% of the users who mentioned cost remarked that Zoho Projects is expensive for small teams looking for more features on a limited budget, doesn’t offer options to customize functionality and its package price is a costly investment for bigger teams with more users.

Data and Reporting: Data generated by the system is difficult to comprehend, and it doesn’t allow report customization using different fields and visuals, observed by about 86% of customers who mentioned reporting.

Support: Customer support is slow and doesn’t offer enough support documentation or tutorial videos to exploit the system’s capabilities fully, noted 80% of reviewers who talked about support.

Limited Functionality: WorkflowMax may not be suitable for larger or more complex projects due to limitations in features such as resource management and project portfolio management.

Usability Challenges: Some users find the interface to be clunky and unintuitive, leading to a steeper learning curve and potential frustration during daily use.

Reporting Limitations: Generating customized reports can be challenging, and the available reporting options may not meet the specific needs of all businesses.

Integrations: While WorkflowMax offers some integrations, it may not seamlessly connect with all the tools and software that a business uses, potentially leading to data silos and inefficiencies.

Zoho Projects offers comprehensive solutions for its customers to tackle multiple business needs with ease. Users have full control of their projects as they can manage every stage of project progress, allocate resources, manage tasks, record timesheets and automate workflow processes for standardization. It offers an extensive knowledge base and fosters team collaboration for efficient project completion. However, its UI is clunky and difficult to use, it requires a steep learning curve to make optimal use of its full capabilities, comes with limited features in its basic version and offers sluggish customer support.

WorkflowMax, a project management software developed by a small team in New Zealand, has garnered a reputation for its innovative approach to task management. It has gained popularity among professional service businesses seeking to streamline their job and project management processes. Users frequently praise WorkflowMax for its user-friendly interface, robust features, and cost-effectiveness, making it a compelling choice for small and medium-sized businesses. The software's integration with Xero accounting software further enhances its appeal, providing a comprehensive solution for managing projects, tracking time, and invoicing clients. However, some users have expressed concerns regarding WorkflowMax's limitations. Specifically, the software's lack of integration with certain other systems and its limited support options have been points of contention. While WorkflowMax excels in core project management functionalities, its integration capabilities may not meet the needs of businesses that rely on a diverse tech stack. Additionally, users seeking extensive support resources might find the available options to be somewhat restricted. Despite these drawbacks, WorkflowMax remains a solid project management solution for businesses prioritizing ease of use, essential features, and affordability. Its intuitive interface and comprehensive project management tools make it particularly well-suited for small and medium-sized businesses that require a streamlined solution for managing their projects, tracking time, and invoicing clients, especially those already utilizing Xero's accounting software.

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FAQ

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