Flowtly vs WorkflowMax – Which Tool Should You Choose in 2025?

Every business is unique, but all companies around the world share one thing: processes that need to be managed effectively. To focus on strategy and growth, you first need a strong administrative backbone.

Today, this means handling everything from projects and HR to finances. That’s where modern Business Management Systems (BMS) come in – powerful tools that streamline operations and help you stay in control. But with thousands of options available, the question is: which one is right for your company?

In this article, we compare Flowtly and WorkflowMax by BlueRock – two popular business management tools. At first glance, they seem similar, but in reality, they differ in scope, approach, and day-to-day usability.

WorkflowMax by BlueRock – What It Is and Who It’s For

WorkflowMax by BlueRock is a job management tool that combines quoting, time tracking, invoicing, and reporting. It’s particularly popular among businesses already using Xero or QuickBooks.

Until mid-2024, the market was served by the older WorkflowMax by Xero, which was officially retired on June 26, 2024. BlueRock has since taken over, launching a refreshed version that offers:

• detailed job costing,

• deep integration with Xero and QuickBooks,

• advanced profitability and work-in-progress (WIP) reporting,

• lead management and document storage.

It’s best suited for businesses that follow the workflow quote → time tracking → invoice and want precise profitability control.

Flowtly – A Modern All-in-One BMS

Flowtly is a comprehensive Business Management System designed for small and medium-sized businesses, agencies, and startups. Its modular structure allows you to select only the features you need and pay only for those.

Key Flowtly modules include:

• Project management – timesheets, client reports, multi-currency rates, fast invoicing.

• HR and leave management – contracts, benefits, roles, permissions, leave policies.

• Finance – bank integrations, automatic transaction matching, cost reporting.

• Resource booking – meeting rooms, desks, equipment, asset tracking.

• Knowledge base – one central place for all company documents and procedures.

With Flowtly, you can manage projects, people, finances, and resources in one unified environment, eliminating the need for multiple disconnected apps.

Key Differences Between Flowtly and WorkflowMax

Flowtly vs WorkflowMax

Feature	Flowtly	WorkflowMax by BlueRock
Project Management	Timesheets, client reports, multi-currency rates, quick invoicing	Job management, 8 time tracking methods, job costing, detailed reports
Finance	Bank integrations, auto transaction matching, cost reporting	Xero/QuickBooks integration, progress billing, WIP
HR & Leave	Contracts, benefits, roles, permissions, leave policies	❌
Resource Booking	Rooms, desks, equipment, asset tracking	❌
Pricing Model	Modular – pay only for what you need	User-based pricing, 14-day free trial

Key Differences Between Flowtly and WorkflowMaxWhen Flowtly Is the Better Choice

Flowtly is perfect for companies that want to bring order to everyday business chaos, replacing multiple tools with one all-in-one business management platform.

Choose Flowtly if:

• You need one system for projects, HR, finance, and resource booking.

• You want full control over HR processes (contracts, leave, benefits, permissions).

• You value bank integrations with automatic transaction matching.

• You prefer a flexible modular pricing model.

When WorkflowMax by BlueRock Makes Sense

Opt for WorkflowMax if:

• Your main priority is detailed job costing.

• You work heavily within the Xero or QuickBooks ecosystem.

• You require advanced profitability and WIP reporting.

Flowtly vs WorkflowMax – The 2025 Verdict

If you want simplicity, broad functionality, and fewer app-switching distractions, Flowtly is the stronger choice.

While WorkflowMax is a solid project billing tool, it lacks HR, leave management, and resource booking – meaning you’ll need extra systems. Flowtly offers the complete package in one place, resulting in:

• lower costs,

• fewer tools to manage,

• improved team efficiency.

Conclusion – Why Flowtly Wins for Most Businesses

For businesses looking to streamline projects, finances, HR, and resource management in a single BMS, Flowtly is the natural choice.

WorkflowMax by BlueRock remains valuable for companies embedded in Xero/QuickBooks workflows with a heavy focus on job costing – but for most small and medium-sized businesses, Flowtly simply delivers more.

See how Flowtly can transform your business – book your free demo today.