WorkflowMax

A new lead is added to HubSpot.

Zapier detects the new lead.

Zapier automatically creates a new job in WorkflowMax with the lead's information.

The project manager is notified of the new job.

The project team begins working on the job.

Team members track their time using WorkflowMax's time tracking feature.

The system automatically calculates billable hours and costs.

Invoices are generated based on tracked time and expenses.

The invoices are sent to clients for payment.

Payments are automatically recorded in WorkflowMax and synchronized with Xero/QuickBooks.

A client requests a quote for a project.

The project manager uses WorkflowMax to create a quote.

The quote includes time and cost estimates, as well as custom fields and optional items.

The quote is sent to the client for approval.

Upon approval, the quote is converted into a job.

WorkflowMax collects data on project costs, time, and expenses.

The system generates reports on project performance, including profitability, hours worked, and tasks completed.

Project managers analyze the reports to identify areas for improvement.

Adjustments are made to project plans and workflows to optimize performance.

The impact of the changes is tracked in subsequent reports.

Project tasks are created in WorkflowMax with deadlines and assignees.

The system automatically sends notifications to team members when tasks are due or overdue.

Team members receive email or in-app notifications.

Tasks are updated in WorkflowMax as they are completed.

Project managers monitor task progress and intervene as necessary.

Invoices are generated and sent to clients through WorkflowMax.

The system automatically tracks payment due dates.

Automated payment reminders are sent to clients before and after the due date.

Clients can pay invoices online through a payment gateway.

Payments are automatically recorded in WorkflowMax and reconciled with bank accounts.