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Essential WorkflowMax Updates

Updated: March 2024

WorkflowMax by Xero

Xero has announced that WorkflowMax software will be retired on 26 June 2024.  This means that any existing subscriptions will close and will no longer be accessible. BlueRock an Australian Tech Advisory firm have stepped in and are rebuilding WorkflowMax on a new platform.  Keep reading for more information.

WorkflowMax by BlueRock is Live!

WorkflowMax by BlueRock rebuilt on a new platform is now live and we have our first client trialling the live version now.

The migration tool has been delayed to the 28th of February and there are a number of features not yet live and a few issues still to work through.  We recommend making use of the extended 30 day trial period to ensure you have full function to suit your needs, and maybe holding off on your final migration until maybe mid March if you can.  Remember that anything you enter in your new WorkflowMax before your final migration, will be wiped.

For our clients, for whom we are managing their migrations, we have taking a cautious approach to ensure the features they need are available before moving them over.


Get our Quick Start Guide here!

Our Quick Start Guide helps your team get acclimatised quickly to the new version of WorkflowMax.  Check it frequently as we are updating it daily.


Katalyst WorkflowMax Quick Start Guide


Download Our Free Staff Roles Template

In WorkflowMax2 you can now create roles and apply them to your team.  Use our handy spreadsheet to plan what roles you have and who they should be applied to.


Katalyst Staff Roles Spreadsheet

The New Platform 

BlueRock went live with their new WorkflowMax platform on February 21st, 2024.  With the same core features and functionality, but some new feature, the new platform is looking great.  They have also taken this opportunity to improve the user experience, with a more contemporary interface. Some new features are avialable at go live and some will be released shortly.

  • Multi-currency (delayed – possible end of March or April)
  • Reporting will be more intuitive with access to more data points
  • Ability to create User Roles to make adding staff easier
  • Improved scheduling and calendar views (coming soon)
  • Ability to update items in bulk in more places
  • Quicker editing features and drag and drop functionality
  • Contacts (humans) can be linked to multiple clients
  • Custom fields can be set as optional or mandatory and can be used on quotes
  • New integrations to HubSpot, Zapier and SharePoint (coming soon)
  • And one we know many people will love is the ability to send attachments with quotes and invoices – live now!

Release Notes

You will find the latest release notes here.

Feature Releases

You will find more in-detail information about feature release schedule here.


BlueRock will guarantee the same pricing till December 2024, and they are committed to keeping WorkflowMax2 at a similar price point moving forward, with possible future modules as optional extras.

Check Out WorkflowMax2

What Migrates and What Doesn’t

Migrations start from February 28th.

  • All data, settings, job templates and staff will be migrated except custom reports which have to be recreated and custom templates which have to be moved manually.
  • You will have the opportunity to access a trial account and run both WorkflowMax and WorkflowMax2 in parallel if you choose to, before your official migration date.
  • Expect downtime from 2 – 24 hours. There are some issues and options around timing which we will discuss with our clients.
  • We will book clients in according client needs and complexity. We will to migrate simple use accounts first, then move through to more complex accounts.
  • We know certain features aren’t ready for go live and we’re sure there will be random bugs still popping up for a while, so we will manage our migrations carefully.


Katalyst Migration Service

Our migration services includes:


  • Assist in deciding the best timing for your migration
  • Provide team resources to prepare for go live – our Quick Start Guide
  • Conducting custom sessions for your business needs
  • Setup your new WorkflowMax by BlueRock account
  • Oversee the seamless migration of your data
  • Work with you to establish new staff roles and ensure team access on go-live day, with Multi-Factor Authentication (MFA)
  • Handle data backup and post migration spot checks for quality assurance
  • Recreate custom reports and transfer custom print templates
  • Provide continuous support throughout the migration process


Whether you want us to take care of it, or if you need support migrating yourself, we can help.



DIY Migration

For our clients or businesses who might want our help, you can add us as your advisor when you create your trial account – just type Katalyst into the Certified Advisor box.  This will give us access as free users to your account and we can extend trial periods as partners.

We are happy to provide support when you need it, as our normal WorkflowMax hourly rate.

Contact us for more information – [email protected].

Historic Job Access

For our clients currently using single-user, or solo subscriptions to access historic job data, you can migrate to WorkflowMax by BlueRock and maintain this access from February 28th.  Likewise, If you are migrating to another job system, we recommend downgrading to a solo user license and then following the same migration process. The team at BlueRock have confirmed, that once migrated you will be able to close your subscription and reinstate it later if needed.  Subscriptions on WorkflowMax by Xero will no longer be available from 26 June so a migration is required to maintain access.

Rally the Data

Rally is a New Zealand based company offering data connection services and bespoke business intelligence, allowing you to uncover unique and powerful insights from your business that can help you retain more of every dollar you earn.  The team at Rally utilise cutting edge technology to serve up live and interactive insights to help clients achieve their business goals.  With WorkflowMax2 offering a native integration to Power BI, this will be even better under the BlueRock banner.

Rally has significant experience with WorkflowMax, they can extract your critical business data from WorkflowMax and safeguard it by backing it up in a secure environment.  They can assist with importing and integrating the data into a new job management solution. With your downloaded data, Rally has the capability to create a job form so you can view your historic job data – we will provide more information on this as we assess the need.

Paul can be contacted at [email protected] or checkout their website here.

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