Workflow Max – Introduction
In May 2019, Paul Cosgrove of Productivity First subcontracted a job to Fariones Cloud Services Limited. Based in Wexford, the client organization designs, builds, and installs bespoke kitchens. I will now outline the benefits to the client of implementing Workflow Max. I will also outline some of the key processes involved in a Workflow Max rollout.
Workflow Max Rollout – Client Benefits
What are the benefits to the client organization of using Workflow Max?
The managing director is starting to take a much more strategic view of the business. He has identified a number of key performance indicators. These are as follows:
- Sales Pipeline
- Open Quotations
- Job Invoicing Status
- Aged Debtors Report
Firstly, the client is able to proactively manage the company’s sales pipeline. The job schedule within Workflow Max has been integrated with Google Calendar. Consequently, the fit out and manufacturing teams have definitive schedules to work towards.
Secondly, the client has access to an open quotations report, which highlights the value of quotes issued, pending confirmation. The client can correct any peaks or troughs in orders over the next 6 to 12 months.
Thirdly, the job invoicing status report. This highlights the value of sales invoices generated to date. Also highlighted are outstanding contract values, not yet invoiced.
Fourthly, the aged debtors report. The client has visibility over who owes him what at a point in time.
The client was an existing user of Xero accounts. For this reason, I was able to integrate Workflow Max with Xero accounts. Hence any sales invoice created in Workflow Max uploads into Xero accounts. Similarly with supplier invoices receipted and matched to a purchase order generated in Workflow Max.
Before Workflow Max went live, the client and their design consultant were exchanging drawings and schematics by email. A decision was made to integrate Google Drive with Workflow Max. Hence, their is much closer collaboration between the client, and their design consultant.
The client can access Workflow Max, from his laptop, Windows tablet, or smartphone. This is ideal for a person who is on the road a lot.
Workflow Max Rollout – Job Costs
The greatest benefit to the client of using Workflow Max is the analysis of actual to estimated cost per job. Estimated costs are based on agreed quotations. Actual costs are based on time & material. The client can clearly identify the profit margin on each job.
The client organization has derived several benefits from using Workflow Max thus far. Paul Cosgrove and I look forward to engaging with the business owner and his team again in the near future.