Software comparison
WorkGuru vs WorkflowMAX
Compare WorkGuru and WorkflowMAX: platform scope, detailed features, adjacent strengths, pricing, implementation, migration and the businesses each suits best.
At a glance
The short version
| Evaluation | WorkGuru | WorkflowMAX |
|---|---|---|
| Platform type | A mature industrial operations platform covering quoting, scheduling, purchasing, stock, timesheets and job costing. All your operational and communications data in one place, with the general ledger left to your accounting system. | Project and professional-services job-management platform covering leads, quotes, jobs and phases, Kanban, Gantt-style scheduling, staff capacity, timesheets, WIP, purchase orders, progressive invoicing, documents and accounting integrations. |
| Best fit | Fabrication, engineering, manufacturing and project or workshop businesses, where the margin is won or lost on labour, materials and rework rather than on job volume. | Engineering consultancies, design firms, agencies and other project/service businesses that make money primarily from staff time, WIP and project billing rather than manufacturing inventory. |
| Pricing model | Published per-user pricing in AUD and GBP, with modules you turn on as you need them, so you can price it before you talk to us. | The current Australian pricing cards show Essentials at A$12.22/user/month, Pro at A$22 and Advanced at A$37.78 on monthly billing, with lower quarterly and annual rates; the live page also contains older plan terminology further down. |
| Implementation | DIY, WorkGuru-assisted or partner implementation. | Designed for relatively light cloud implementation, with self-service use, partners and higher-touch support depending on plan. The current pricing page advertises a 14-day trial, no setup fees and no lock-in contracts. |
| Strongest when | The business needs a job-first industrial operating system connecting CRM, quoting, projects, workshop work, labour, purchasing, stock and live job profitability. | The business needs cost-effective project administration around leads, quotes, staff schedules, time, WIP, progressive billing and accounting without a manufacturing inventory system. |
Platform purpose and scope
What each platform is for
WorkGuru
WorkGuru runs the work between winning a job and knowing what it made. Quote it, schedule it, buy for it, book time and materials against it, and see the real cost while the job is still open rather than after invoicing. It is deliberately not an accounting system, a payroll system or a dispatch board — those connect to it.
WorkflowMAX
WorkflowMAX is a project and professional-services job-management platform. It connects leads, quotes, jobs, phases, tasks, staff scheduling, timesheets, WIP, purchase orders, progressive invoicing, documents and accounting. Its rebuilt product now includes a genuine Gantt-style schedule, job Kanban, recurring jobs and capacity planning, making it substantially more capable than the legacy WorkflowMax product in project planning. Its operating model is still centred on staff time, project cost and billing rather than workshop production, perpetual inventory, warehouse control or asset maintenance.
Best-fit use cases
- Choose WorkGuru when the core problem is coordinating sales, substantial jobs/projects, workshop work, purchasing, labour, stock and margin in one operational flow.
- Choose WorkflowMAX when project-based firms wanting quoting, jobs, time, wip, invoicing and capacity planning connected to xero/quickbooks.
- Where both fit, compare the real operating model rather than feature count: workshop vs field/site, job/project vs product/warehouse, and the implementation depth you are prepared to take on.
Industries and typical customers
WorkGuru is focused on fabrication, engineering, custom manufacturing, structural steel, mining services, heavy repair and related industrial project/workshop businesses. WorkflowMAX: Engineering/design firms, consultants, construction/project firms, agencies and professional services.
Feature comparison
Every capability, side by side
Grouped the way the work actually runs. The framework is ours, so read the rows where WorkGuru is partial or not competing first — they will tell you more than the ones where we both say yes.
About this comparison. WorkGuru prepared it. Every verdict below is numbered to the source it came from, and we record only what a vendor publishes — “not found” means we could not find it in their public material on the date shown, not that the product cannot do it.
Software changes constantly. If we have got something wrong about WorkflowMAX, tell us and we will correct it.
Last reviewed: 21 August 2026
- Yes published or native
- Partial a materially different workflow or scope
- Integration available through an integration
- Beta not shipped yet
- No documented as not supported
- Not found not in the vendor’s published product information at the date checked
| Capability | WorkGuru | WorkflowMAX |
|---|---|---|
| Sales & CRM | ||
| Client Management | Yes1 | Yes33 |
| Contact Management | Yes1 | Yes33 |
| Webforms (website lead capture) | Yes1 | Not found33 |
| Lead Management | Yes1 | Yes33 |
| Sales Pipeline | Yes1 | Yes33 |
| Quoting & Estimating | Yes1 | Yes33 |
| Quote Templates | Yes1 | Yes33 |
| Quote Management | Yes1 | Yes33 |
| Client Follow-Up | Yes1 | Partial33 |
| AI Client, Lead & Quote Follow-Up | Yes1 | Not found33 |
| AI Takeoffs | Beta1 | Not found33 |
| Projects & Jobs | ||
| Project Management | Yes2 | Yes34 |
| Project Templates | Yes3 | Yes34 |
| Project Kanban Boards | Yes2 | Yes41 |
| Task Management | Yes2 | Yes34 |
| Task Kanban Boards | Yes2 | Not found34 |
| Gantt Chart | Yes2 | Yes34 |
| Project Chat | Yes2 | Partial34 |
| Project Documents | Yes2 | Yes34 |
| Variations | Yes2 | Yes34 |
| Timesheets | Yes2 | Yes34 |
| Recurring / repeat scheduled jobs | Yes3 | Yes34 |
| Scheduling & Work Planning | ||
| Work Areas (bays, machines, departments etc.) | Yes4 | Not found35 |
| Resource Scheduling | Yes5 | Yes35 |
| Task Scheduling | Yes4 | Yes35 |
| ToDo List Scheduling & Management | Yes4 | Yes35 |
| Schedule Changes | Yes4 | Yes35 |
| Mobile App | Yes4 | Partial35 |
| Kiosk App | Yes | Not found |
| Purchasing & Procurement | ||
| Purchase Orders | Yes7 | Yes36 |
| Supplier Management | Yes7 | Yes36 |
| Purchasing Against Projects | Yes7 | Yes36 |
| RFQs / Supplier Quotes | Beta7 | Not found36 |
| Supplier Quote Comparison | Beta7 | Not found36 |
| Inventory & Stock Control | ||
| Stock Control | Yes8 | Partial37 |
| Product Management | Yes8 | Partial37 |
| Stock Purchasing | Yes8 | Yes37 |
| Stock on Projects | Yes8 | Partial37 |
| Production Jobs / Internal Assembly | Yes9 | Not found37 |
| Counter Sales / Stock Sales | Yes10 | Not found37 |
| Stock Shortages & Par Levels | Yes8 | Not found37 |
| Serial Tracking | Yes8 | Not found37 |
| Batch Tracking | Yes8 | Not found37 |
| FIFO Tracking | Yes8 | Not found37 |
| Stock Locations | Yes11 | Not found37 |
| Multiple Warehouses | Yes8 | Not found37 |
| Stocktakes | Yes8 | Not found37 |
| Bills of Materials (BOM) | Yes9 | Not found37 |
| Ecommerce channel management | Integration12 | Not found37 |
| Point of Sale | Yes10 | Not found37 |
| Financial | ||
| Job Costing | Yes13 | Yes38 |
| Invoicing | Yes13 | Yes38 |
| Progress Invoicing | Yes13 | Yes38 |
| Reporting | Yes13 | Yes38 |
| Payments | Yes13 | Integration39 |
| Online / Embedded Payment Collection | Integration13 | Integration39 |
| General ledger & statutory reporting | Integration14 | Integration38 |
| Multi-currency transactions | Yes | Beta40 |
| Compliance | ||
| Forms | Yes15 | Not found32 |
| Qualifications | Yes15 | Not found32 |
| Documentation | Yes15 | Yes32 |
| Asset Register | Yes6 | Not found32 |
| Team, Security & Permissions | ||
| Team Management | Yes18 | Yes32 |
| Roles & Permissions | Yes16 | Yes32 |
| Payroll processing | Integration17 | Integration42 |
| Award interpretation | Integration17 | Not found32 |
| Employee records | Yes18 | Partial32 |
| HR onboarding & performance | Integration19 | Partial32 |
| Automations & AI | ||
| Workflows | Yes20 | Partial32 |
| Workflow Templates | Yes20 | Not found32 |
| Workflow Builder | Yes20 | Not found32 |
| User-customisable Automations in System | Yes20 | Partial32 |
| Workflow Notifications & Updates | Yes20 | Yes32 |
Every verdict above is numbered to the source it came from. Sources are listed at the <a href=”#sources”>foot of this page</a>.
Commercials
Pricing, rollout and what it really costs
WorkGuru pricing, implementation and ownership
Current WorkGuru AUD pricing: $350/month platform fee including the first 10 users; additional users $35/month; Inventory $300/month; Workflow Automations $200/month; Advanced Forms $150/month. DIY onboarding is free; guided onboarding and partner implementation are available for businesses that want more help. Re-confirm commercial pricing before publication.
WorkflowMAX pricing
WorkflowMAX publishes AUD pricing from A$11/user/month Essentials, A$22/user/month Pro and A$37.78/user/month Advanced on monthly billing, with lower quarterly/annual rates. No setup fees are advertised; implementation options range from DIY to guided/bespoke. Pricing information was checked on 21 August 2026 and should be re-checked immediately before publication.
Implementation and time to value
WorkflowMAX supports DIY and partner implementation, with Advanced offering guided onboarding and additional account support for qualifying annual customers. WorkGuru can be implemented DIY, with WorkGuru-assisted onboarding, or through an implementation partner depending on the size and complexity of the business.
Total cost and complexity of ownership
Compare more than licence price: software subscription, implementation, data migration, integrations, training, support, internal administration and the cost of additional systems still required around the core platform. A cheaper licence can be more expensive if it leaves the business running critical workflows elsewhere; a broader ERP/MRP can be more expensive if the extra depth is not actually needed.
Switching
Moving from WorkflowMAX to WorkGuru
Already using WorkflowMAX? Scope migration around the information that still matters: customers and contacts, products, suppliers, open quotes, current jobs, WIP, documents and relevant job history. The exact import path depends on the export formats and APIs available from WorkflowMAX. Historical data that does not need to stay live can remain archived. WorkGuru should confirm migration scope, timing and cost before a customer commits.
The verdict
The matrix is evidence. This is the buying advice.
Where WorkflowMAX is stronger
- WorkflowMAX is particularly attractive for professional-services and consulting businesses that want lead, quote, time, WIP and invoicing workflows without paying for manufacturing and inventory functionality they do not need
- Its current project-planning product is materially stronger than the legacy WorkflowMax reputation suggests: the Schedule screen has a genuine Gantt-style timeline covering jobs, phases, tasks and milestones with drag-and-drop rescheduling
- Capacity Planning is purpose-built around professional staff utilisation, showing allocation and available capacity across jobs and tasks
- Recurring jobs are a genuine native capability that automatically creates future jobs from job templates for regular contract and retainer work
- Its WIP, progressive invoicing and project-accounting model is strong for service firms, including progressive billing of individual task and cost lines over multiple instalments
- WorkflowMAX has tight accounting-oriented workflows through Xero and QuickBooks, including a documented export of weekly employee hours into Australian and New Zealand Xero Payroll
- Airwallex integration provides invoice payment links, including configurable single or progressive payments
Where WorkGuru is stronger
- WorkGuru is the stronger fit when project delivery includes a physical workshop, manufactured items, purchased materials and stock consumption rather than primarily staff time and professional-service WIP
- Inventory is a major dividing line: WorkflowMAX can classify physical cost items as Stock, order them, receive them and add them to jobs, but the reviewed documentation does not establish a perpetual quantity-on-hand inventory ledger, warehouses, stocktakes, serials, batches or FIFO
- WorkGuru plans physical workshop capacity through Work Areas such as bays, machines and departments as well as staff resources; WorkflowMAX Capacity Planning is centred on staff availability across jobs and tasks
- WorkGuru includes Production Jobs and connects production material usage directly into its broader stock and project-costing environment, while WorkflowMAX is not a manufacturing or MRP platform
- Operational compliance is broader in WorkGuru through Forms, Qualifications, Documentation and Asset Management rather than primarily document storage and project custom fields
- WorkGuru supports asset-linked preventative-maintenance work, giving industrial maintenance businesses a workflow outside WorkflowMAX’s published project-service model
- WorkGuru’s automation layer is a native general trigger-condition-action workflow builder with reusable workflow templates. WorkflowMAX has useful notifications, scheduled reports, approvals and recurring jobs, but the reviewed material does not substantiate an equivalent native general-purpose workflow builder
Choose WorkflowMAX if…
Choose WorkflowMAX when its strongest areas are central to the operating model: low-cost quoting/time/wip/invoicing for project firms; kanban and capacity planning in the rebuilt product; very tight xero/quickbooks professional-services workflow.
Choose WorkGuru if…
Choose WorkGuru when the business needs an industrial operations platform that connects CRM and quoting to substantial projects, workshop planning, purchasing, inventory, labour, invoicing and job profitability without adopting a broader ERP than the business needs.
FAQs
WorkflowMAX questions
Is WorkflowMAX a direct WorkGuru competitor?
In some businesses, yes. The overlap depends on the operating model. This page is designed to show both the shared capability and where each platform is intentionally stronger.
Can we migrate from WorkflowMAX to WorkGuru?
Yes, migration can be scoped as part of implementation. The exact data, timing and cost depend on the exports/APIs available from WorkflowMAX and what history you want to retain.
Is WorkGuru cheaper?
Not necessarily in every scenario. Compare current licence pricing plus implementation, modules, integrations and the rest of the software stack. WorkflowMAX pricing on this page is dated 21 August 2026.
Does WorkGuru do the setup?
It can. WorkGuru supports DIY setup, WorkGuru-assisted onboarding and partner implementation depending on complexity.
Where is WorkflowMAX stronger than WorkGuru?
See the adjacent-strength section above. We deliberately include capabilities such as field service, MRP, warehousing, construction takeoffs or specialist steel workflows where the competing platform may be broader or deeper.
Method
How this comparison was prepared
This comparison was prepared by WorkGuru. WorkflowMAX product claims are based on publicly available official product information checked on 21 August 2026. We use the same evaluation framework across every vendor and explicitly identify areas where the competing platform may be stronger.
Customer proof
[CUSTOMER PROOF REQUIRED] Prefer a WorkGuru customer who evaluated or moved from WorkflowMAX. Capture the previous operating problem, why WorkGuru was selected, implementation experience and measurable result.
Checked 3 September 2026. WorkGuru verdicts are preserved from the supplied comparison page. WorkflowMAX was re-audited against current first-party product documentation.
Scope note: WorkflowMAX’s live pricing page contains contradictory plan naming. Its “Stock” terminology represents physical cost receipt against jobs rather than a documented perpetual inventory ledger. Multi-currency purchasing was documented on 1 September 2026 as beta for purchase orders and bills only, so the broad Multi-currency Transactions row is Beta.
- WorkGuru — CRM
- WorkGuru — Project Management
- WorkGuru — Project Templates
- WorkGuru — Scheduling
- WorkGuru — Resource Scheduling
- WorkGuru — Asset Management
- WorkGuru — Purchasing
- WorkGuru — Inventory & Stock Control
- WorkGuru — Production Jobs
- WorkGuru — Counter Sales
- WorkGuru — Stock Locations
- WorkGuru — Shopify Integration
- WorkGuru — Financial
- WorkGuru — Xero Integration
- WorkGuru — Compliance
- WorkGuru — Team, Security & Permissions
- WorkGuru — Tanda Integration
- WorkGuru — Team Management
- WorkGuru — Employment Hero Integration
- WorkGuru — Automations
- WorkflowMAX — Current Pricing
- WorkflowMAX — All Features
- WorkflowMAX — Lead Management
- WorkflowMAX — Job & Task Schedule / Gantt
- WorkflowMAX — Capacity Planning
- WorkflowMAX — Purchase Orders
- WorkflowMAX — Stock Cost Items & Receipts
- WorkflowMAX — Progressive Invoicing
- WorkflowMAX — Airwallex Payment Links
- WorkflowMAX — Multi-Currency Purchasing — Beta
- WorkflowMAX — Jobs Kanban Board
- WorkflowMAX — Xero Payroll Export
See it on your own jobs.
A short demo on your work, not a generic tour.