Lisa East, one our of marketing clients, has had an appearance on the WorkflowMax Blog.

Check out her WorkflowMax case study here.

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You will see her work throughout our Katalyst and Cloud Office sites.

Screen Shot 2015-10-08 at 1.56.31 pmAround the office, we call him “Campbell the Axeman”, you might know him as Cam from The Go 2 Guys – one of Auckland’s top mortgage brokers – whatever you call him, he is one of our favourite clients.

Campbell recently took part in the latest ad for Burger Fuel – check it out:

We have been waiting (un)patiently, and are now finally rewarded with the new timer for the new user interface in WorkflowMax.

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If you have a rather plain, green banner, on your WorkflowMax, you are probably on the new user interface. A couple of improvements over the old timer in the original user interface:

  • Draft time – where you can save the timesheet as a draft if the job isn’t yet created.  This saves only for the day.
  • Start first, then enter the job and task
  • Search for client, job or task

If we have you still on the original user interface (you will have an Admin tab, rather than Business tab), then it might now be time to change, but call us first to discuss the differences.

See more via the WorkflowMax Release Blog.

Here is a great piece of work from one of our favourites – Debtor Daddy:

Debtor Daddy’s field guide for getting paid & boosting your cashflow.

Download a poster version for your wall:


If you are using WorkflowMax, you are probably capturing a lot of data by default. There are some very cool ways to use this data – for example, the map above shows the location of all our clients – past (archived), present (current) and future (prospects).

Using the free report builder in WorkflowMax, I created a very simple report using the Client and Contact table to export all the addresses and post codes. I pasted this data into Google using the bulk uploader. You can zoom in or out to see more detail.

It is very important to try to stick to 2 or 3 key KPI’s and focus on them, but it is fun to try something new now and again.

If you want some help to get the most out of WorkflowMax or the Report Builder, give us a call.

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I purchased the New Zealand D-Photo magazine over the weekend and was happily reading an article about going pro for photographers, and turning the page – #3 was “Get a Bookkeeper…”.

We have worked with several photographers over the years, ranging in business size, and as a keen enthusiast photographer myself, I love working with them.  We have provide, setup and train, or manage – cloud based systems, you can access anywhere you can get online:

  • Job system to manage leads, quoting, time and materials through to invoicing
  • Software to manage receipts when travelling through to the accounting software, so we can work for you, while you are away
  • Cloud based accountancy software
  • Paperless document management giving you access to all your business information

If you know any photographers starting out who might been keen for a obligation free chat about getting them setup right from the start, please do pass on our details to them. Or, really, to any photography business that needs a great bookkeeper!

D-Photo FEB-MAR 2015

D-Photo FEB-MAR 2015

Scheduling in WorkflowMax has never really been on my radar – it can look more exciting than it is when you first show it to people – but it does have its place. I thought I might take a moment to share.

A couple of points to note:

  • There is no ‘intra-day’ scheduling – you can’t set things for a certain time of the day
  • There are no dependancies – you can’t set it to finish one thing, then start the next

Scheduling would work best for companies where staff are on jobs for days, and you know who the staff member is doing the work.  For example, two builders working on a house for 3, 8 hour days.  Using tasks, you enter 48 estimated hours, assign Steven and Shelly and then the system will average the time out by two people over three days.  For staff billable setup, you can split the hours more accurately.  If the hours aren’t worked on the first day, WorkflowMax redistributes the hours, to 2, 12 hour days.

You can view this in the Job Manager, on the Staff Allocation screen.  You can see who is booked solid and who has time remaining free. To get a good result here, you would need to be religiously using this feature.
Staff Allocation
Individuals can view more information lower down on the Dashboard, or MyMax screens:
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When scheduling time on tasks, you get a very basic gantt chart view:
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Using scheduling on tasks give you better project management and better use of Tasks, Job and Staff Scheduling – under the Jobs Menu. The mobile app will also work better as users can see the scheduled task.

If you think Scheduling may be useful in your business:

XU Magazine – The independent magazine for Xero users, by Xero users.

See if you can spot the Katalyst logo ;-)

You can subscribe for free at XU Magazine.

Xero have now released their new dashboard graphs – so you can get better visibility of performance.

We suggest using one or two key graphs for your business, so you don’t get an information overload. Work with a business mentor if you need some help with this, or give us a call and we can either suggest something, or refer you to someone to help you choose which is important.

Go to Reports / Business Performance. Click the star to add it to your Dashboard. If you want more information, click on the graph name and Xero will tell you how it is calculated.