WorkflowMax is Retiring. Here Are 10 Alternatives to Switch to

If you haven’t already heard, WorkflowMax recently announced that its platform is shutting down in June 2024. This means thousands of users have been left scrambling to find a WorkflowMax alternative that both meets their needs and can be seamlessly integrated into their workflows. 

That’s why we’ve compiled this list of the top 10 best WorkflowMax alternatives you should consider switching to. As WorkflowMax is known for its scheduling, time tracking, invoicing, and reporting features, the alternative project management tools in this list offer the same features, if not more. 

Common challenges with WorkflowMax

No project management tool is perfect, and even those who love using WorkflowMax surely have things they would’ve liked to change about the platform. When looking for a new platform, why not find one that makes up for WorkflowMax’s pitfalls? 

Before we get into the list of 10 alternatives, here’s a look at the main challenges WorkflowMax users experience when working with the tool: 

#1 Not enough reporting customization options

WorkflowMax offers reports, although narrow filtering abilities tend to limit the amount of use some teams can get out of them. You can’t create custom reports, and changing the parameters of your reports can often result in resetting the entire report. 

#3 Tricky onboarding process

A common complaint among users is that WorkflowMax’s dashboard and interface are not very beginner friendly. This tends to cause a difficult onboarding process for new users since the help articles aren’t super in-depth and onboarding videos are often unhelpful.  

#3 Difficulties with invoicing and expense tracking 

Although you might expect a project management tool created by Xero — an accounting software — to offer robust invoicing and expense tracking features, this isn’t the case, according to many former users. 

Instead, setting up invoicing is often a pain. And although there are many options for expense tracking, such as creating bulk purchase orders, the feature is not so easy to use. 

Top 10 WorkflowMax alternatives you should consider before committing 

Without further ado, here’s a breakdown of the 10 tools we recommend considering, their features, and pricing. 

1. Rodeo 

Rodeo is a comprehensive project management platform that offers all of the features you need to manage projects in just a single tool. This means you won’t need any third-party integrations that can disrupt your workflows and leave you with a patchwork solution. 

Plus, Rodeo is built with the needs of creative agencies and marketing teams in mind, making it a great fit for a variety of teams that engage in project-based work. 

Here’s what makes Rodeo the best WorkflowMax alternative on the market: 

Robust reports with a variety of filtering options

All of Rodeo’s features are interconnected, which is what allows the tool to bring you in-depth reporting insights on your team and project performance. 

Rodeo offers four reports: closed projects, work in progress, employee productivity, and time registration. Each report will showcase different insights, ranging from the number of billable hours your team is recording all the way to how profitable your project is. 

Not to mention, you’re able to filter these reports by client, team member, date, or project. You also have the option of exporting your data, if you prefer to generate your own reports. 

Personalized onboarding assistance and live chat support

Unlike other tools, Rodeo doesn’t charge extra for priority support. Instead, all organizations are assigned a dedicated onboarding manager who will help personalize the onboarding process based on your workflows and needs. 

And should you have any questions after you begin using the platform, our experts are just a few clicks away, as you can contact us at any time through our live chat support feature. 

Easy-to-use invoicing and expense tracking, all in one place

You’ll find that Rodeo helps you take some of the administrative burden out of projects by making your financial management processes easier. The platform does this by allowing you to send customizable estimates and invoices straight from Rodeo. You can even set up recurring invoices so that you never forget to bill a client again. 

Besides, Rodeo will help you keep your expenses organized and centralized in a single tab, which you can navigate to via the menu bar at any time. Under this tab, you’ll have the ability to upload receipts, purchase orders, or any other documentation. 

Pricing 

With Rodeo’s pricing model, you’ll pay for users based on the level of access required by each team member, rather than purchasing the same level license for everyone. This means your team can save money by temporarily pausing the membership of freelancers or anyone not currently staffed on a project. 

Rodeo begins at $29.99 for one full user license. After that, you can add additional users for the following prices: 

• Full user (+$14.99 per month): provides access to all features except for the planner.
• Standard user (+$8.99 per month): provides access to time tracking and the project dashboard.
• Planner add-on (+$4.99 per user/month): includes resource management and task planning capabilities.

Come see for Rodeo yourself and sign up for our free trial today.

2. Scoro 

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Just like WorkflowMax, Scoro combines sales and lead management with your typical project management features. You might find that WorkflowMax’s lead manager, quoting, and client manager tools are similar to Scoro’s 360 client views and real-time deal velocity tracking. 

But Scoro offers far more than just sales features. It also offers time tracking, capacity planning, task automations, and more. In fact, you might actually find that Scoro offers too many features that are far beyond the scope of what your team needs. And because the tool already comes with a high price tag, its added complexity might not be worth it. 

Related: 15 Best Scoro Alternatives to Consider in 2023

Popular features 

• CRM and sales
• Resource planning
• Reporting
• Team utilization 
• Gantt charts 

Pricing

• Essential plan: $28 per user/month
• Standard plan: $42 per user/month
• Pro plan: $71 per user/month
• Ultimate plan: Pricing upon request

3. Basecamp

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Basecamp is known for its ability to keep teams connected via its group chats and automatic check-ins. While primarily intended for use by larger teams, Basecamp has recently pivoted to offer an individual plan that smaller teams and freelancers can make use of. 

Basecamp is great for collaboration, although its limited project management features aren’t really a good fit for complex projects. You’ll only have access to a single project view, for instance. 

Also read: 19 Best Basecamp Alternatives in 2023 [Free & Paid]

Popular features 

• File sharing 
• To-do lists 
• Direct messaging

Pricing

• Individual plan: $15 per user/month
• Pro unlimited plan: $349 per month for unlimited users 

4. Productive 

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If you’re looking for a tool that can handle sales pipeline management and robust project resource allocation in addition to project management, then Productive might be worth looking into. 

This project management tool is known for its emphasis on project financials and project profitability, as it allows project managers to easily monitor overhead costs and predicted revenues. Be warned that online reviews say that Productive’s task management isn’t as robust as many teams might need. 

Popular features 

• Time tracking
• Sales 
• Documents and collaboration 
• Resource management

Pricing

• Essential plan: $20 per user/month 
• Professional plan: $28 per user/month 
• Ultimate plan: $39 per user/month 
• Enterprise plan: Pricing upon request 

5. Adobe Workfront 

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For those looking to manage projects and tasks within the Adobe ecosystem, Workfront may be a tool to consider. It comes with time tracking in addition to features like portfolio management. 

That said, Workfront’s complicated and buggy interface can be a problem for some teams. It also lacks a timeline view, which might be a feature your team needs when working on complicated projects. 

Also read: 15 Best Adobe Workfront Alternatives in 2023

Popular features 

• Reporting
• Document sharing
• Task tracking 

Pricing

Adobe Workfront offers four different plans, but you’ll need to contact Adobe’s sales team for pricing. 

6. Teamwork 

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Teamwork is good at what its name suggests — helping your team work together more efficiently using milestones, tasks, and messaging. 

In addition to helping your team manage project budget and time spnt in esch task, the platform also makes communication with clients easy by offering unlimited client users so they can sign-off on project items directly in the platform. However, you might find that comprehensive reporting is difficult using Teamwork.

Related: 20 Best Teamwork Alternatives in 2023 [In Depth Review]

Popular features 

• Resource planning
• Billing
• Budgeting
• Time tracking
• Templates

Pricing

• Free plan: $0 for up to 5 users
• Starter plan: $8.99 per user/month 
• Deliver plan: $13.99 per user/month 
• Grow plan: $25.99 per user/month 

Note: All plans have a 5-user minimum. 

7. Paymo

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Paymo is an all-in-one project management tool for teams looking to track time, send invoices, and collaborate on projects. Plus, the tool also offers HR and CRM features for teams looking for a solution that extends beyond just project management. 

However, it’s worth noting that some former users say that the tool’s reporting options aren’t too extensive, which might be a dealbreaker for some teams.

Also read: 15 Paymo Alternatives to Try [Free & Paid]

Popular features 

• Scheduling 
• Task management 
• Online payments
• Time tracking

Pricing

• Free plan
• Starter plan: $5.95 per user/month (maximum 1 user)
• Small office plan: $11.95 per user/month 
• Business plan: $24.95 per user/month

8. ProofHub 

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ProofHub excels in task management, reporting, and collaboration to help your team manage projects. If you’re looking for a solution with more basic functionality, it might be worth looking into. 

The platform’s flat-fee pricing structure helps it stand out compared to other platforms, as you’re able to add unlimited users with either of its plans. This makes it a good fit for teams that work with a lot of freelancers or for projects where the client needs access as a user.  

However, ProofHub isn’t exactly an all-in-one solution, since it lacks important financial management features such as budgeting and invoicing. You will need to rely on additional tools for those features. 

Related: 15 Best ProofHub Alternatives to Consider [Free & Paid]

Popular features 

• Templates
• File proofing
• Table, board, and calendar views
• Messaging

Pricing

• Essential plan ($50 monthly): 40 projects and unlimited users
• Ultimate control plan ($99 monthly): Unlimited users and projects

9. Smartsheet 

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So long as you don’t mind a project management platform with a spreadsheet interface, Smartsheet could be for you. The tool offers time and budget management abilities alongside more unique features like content management. 

However, some users have said that the visual representations of project data are rather limited, which makes it difficult to extract insights from your project performance data. 

Related: 18 Best Smartsheet Alternatives in 2023 [Free & Paid]

Popular features 

• Collaboration
• Task planning
• Resource allocation
• Content management

Pricing

• Free plan ($0 for 1 user): dashboards and reports
• Pro plan ($9 per user/month): unlimited sheets, free email support
• Business plan ($32 per user/month): document builder, activity log
• Enterprise plan (contact sales): integrations, custom domains

10. Kantata 

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You might’ve heard of Mavenlink or Kimble before — the two tools actually merged to form Kantata in 2022, making it a relatively new platform. The merger brought new business intelligence capabilities to the tool, and it also offers features like capacity planning and forecasting. 

Several users have found Kantata’s user interface to be a bit cumbersome, resulting in a rather clunky user experience. It also may require more administrative set-up compared to other platforms, which is another potential downside to be aware of. 

Also read: 12 Best Kantata Alternatives for Project Management in 2023

Popular features 

• Capacity planning
• Forecasting
• Budgeting 
• Talent management

Pricing

Kantata doesn’t publicize its pricing — you’ll need to request it from their website after providing a few details about your organization. 

Takeaway 

If you’re looking for a WorkflowMax alternative that’s easy to implement before the platform goes out of business, we hope this list of 10 alternatives has provided you with a few options. 

Teams looking to migrate multiple businesses processes to a new tool might find that Scoro or Productive are equipped to meet your needs, as both offer sales features in addition to project management functions. 

However, the easiest WorkflowMax alternative to implement is likely Rodeo, as Rodeo’s dashboards are intuitive and easy to use. Plus, our team of experts is available to help you overcome any roadblocks along the way via our live chat support function. 

What are you waiting for? Take advantage of our 14-day free trial or schedule a demo to learn more on how it works.