WorkflowMax Project Management Online Course

In this video, you will learn about the navigation panel of WorkflowMax.

We will go through 3 main sections of general settings on WorkflowMax:

1. Organisation Settings

2. Features

3. Connections

Aim is to understand where to find information, related to business settings and features.

Refer to the case study attached for later videos in the course.

We cover custom fields and many more additional features.

Integration with Xero is covered in a lecture.

Example

Custom Fields:

We need to ensure we add skype as a field, so we can communicate easier and we also need a reference number as a number field in addition.

In this tutorial, you will learn how to add types for clients and also how to add clients.

Below are examples used:

Finance:

We have two types of clients: premium with 30% mark up and standard with 20% mark up.

Client

Vola Cola

Fiona Bedford, phone number +44 750000000, email:  fionabedford @ volacola.com

Office address: 10 London Street, W1A 6BA, London, UK

In this tutorial, we will set up a team and I will explain on the below examples how to do it.

We also cover allocate billable/base rates

Example

John Wick , Manager - 50 hours £35 per hour (base rate) and £50 (billable)

jwick@geniusdesign.com

In this tutorial, you will learn about types of leads and lead settings in details.

Example used:

Setting up a lead:

We would like to have two types of the lead categories, to find out what brings us the most of the contracts. Two types of leads are : Google search and Instagram.

In this tutorial, you will learn how to add a prospect/lead client.

Example

Tasty Cupcakes ltd.

Contact person Margaret Smith, email : msmithg@tastycupcake.com

Address: 5 Ramsay road, London, W1A 5AM

Budget - £25,000. The responsible person for the lead is John Wick.

In this tutorial, you will learn how to add quotes from scratch to approval, based on one example below.

Example

Our proposal for the quote:

We have an idea of Bunny using a skateboard and wearing a fluffy jacket. He is called Rocky and during skating become hot, needs a drink and Vola Cola music is ringing in his head, he looks at the watch and says it is an Easter time - time for Vola Cola! We propose filming days- 02.02.2021 and 04.02.2021and rest is done in the studio. The final draft for revision to be produced on 01.03.2021.

Also, see a case in the resources for more information.

In this video, we go through the process of setting up the estimates.

Example

We use Tasty cupcakes as an example and an Event for management with a budget of £5000 as an estimate.

In this tutorial, we go ahead and learn how to convert the won Quote into the Job and  which options are available to us, for example how we can prioritize the jobs, change status, allocate a member of staff to lead the project.

We also look into the Job after we convert it, to see what options are available to us within the Job settings.

Example

We work on the Easter Advert example as in our case study.

In this tutorial, we are going to set up job categories and I will explain why we might need those.

We use example below to do it.

You will also learn about job settings more in details.

Example

Jobs Category

We mainly track the commercial projects for our business with billing into main revenue, but we also like to have an additional private category for our internal events just to track and budget our business expenses. So we need to set up commercial and internal job categories.

In this tutorial, you will learn about time sheets and how to record the time manually or automatise it with an alternative time recording application on WorkflowMax itself.

WorkflowMax also has a wonderful app, where you or your staff members can easily record a time.

The recorded time will be set up in the costs and transferred during the billing process.

Example

Easter Advert for Vola Cola as in the case study.

In this tutorial, you will learn how to add the supplier and information in the supplier card.

Once you learn this, you understand how to easily find the purchase orders or make changes in the supplier's information.

Example:

Supplier's contact details:

HereWeGo Cars ltd

Brick Lane London E3 2AB

Grace Stone -Manager

+44203065100

herewego@cars.com

In this tutorial, you will learn how to create a purchase order before you send it to your supplier.

Remember, the purchase order is an internal document for us to request the services or goods required for our jobs. Once the supplier checks the stock and issues the purchase invoice, we enter this purchase invoice onto WorkflowMax and it will be included in our costs.

A purchase order is not included until it is issued and the invoice is received.

Another important note always enters the invoice date on the system as per the supplier's invoice, this means that the transaction falls into the correct tax period.

Example

See attached file.

In this tutorial, you will learn about the invoices and how to issue an invoice to the clients through WorkflowMax. The system is set up in various ways to assist you. You can send the deposit or final invoices and also you can base it on the estimates or the actual costs.

Example:

Vola cola as per the case study.

In this tutorial, we look into the costs and how to add additional costs to the projects. The system is flexible and allows us to amend on the go.

We can use fixed or calculated costs. We also use the markup, which we set up in the previous videos, which automatically calculates the unit price once we enter the unit cost.

If we set up a mark up of 10%, and entered a cost of £35, then it will add 10% to £35 = 38.5 as unit price.

The costs are valuable automation when we work with a team or contractors. It will bring the costs to our projects automatically for all projects we set up in the future. We can amend it within a job easily too.

Example

John Wick , Manager - 50 hours £35 per hour (base rate) and £50 (billable)

Stella McDonald, Assistant - 50 hours £25 per hour (base rate) and £30 (billable)

Joanna Manon, Photographer - 70 hours £27 per hour - freelancer,

Yo Meo, Graphic Designer - 70 hours plus post-production 30 hours £30 , our staff on payroll hour (base rate) and £45 (billable)

In this tutorial, you will learn about adding tasks, which we then case use for our Jobs.

Tasks are something common to our line of services and what we offer as a business.

We can then add a to-do list under the task to make it more specific to the projects we have.

Another useful feature - is that every member, allocated with tasks, can see what they need to do, when, who else is on the project. So it streamlines the work in a much better way!