Flowtly vs WorkflowMax – Which Tool to Choose in 2025?

Every business is different, but one thing unites all of them: the need to manage core operations effectively. Before focusing on strategy and growth, you need to ensure your internal processes—projects, HR, finances—are under control.

Modern Business Management Systems (BMS) help streamline operations, reduce tool overload, and give you a clearer view of your business. But with so many platforms available, it’s hard to know which one is right.

In this article, we compare two well-known tools: Flowtly and WorkflowMax by BlueRock. While they share some features, they differ significantly in scope, focus, and how they handle everyday business operations.

What Is WorkflowMax by BlueRock?

WorkflowMax is a job management tool built for businesses that need strong cost control, time tracking, and invoicing. It’s especially popular with companies using Xero or QuickBooks for accounting.

Until June 2024, the platform was known as WorkflowMax by Xero, which was retired on June 26, 2024. It is now being developed independently by BlueRock, and offers:

• Detailed job costing and profitability tracking
• Integrations with Xero and QuickBooks
• Multi-stage invoicing and WIP (work-in-progress) reporting
• Basic lead and document tracking for project management

WorkflowMax is best for companies that work in a quote → time tracking → invoice flow and need tight control over project margins.

What Is Flowtly?

Flowtly is a modern, modular Business Management System (BMS) designed for small and mid-sized companies, service agencies, and startups. It combines essential business operations in one place—without relying on extra tools.

Main modules include:

• Project management – time tracking, client reporting, multi-currency billing
• HR and time off – contracts, leave policies, roles and permissions
• Finance – bank integration, automatic transaction matching, cost reporting
• Resource booking – desks, meeting rooms, equipment, and asset registry
• Knowledge base – central hub for company documents and internal processes

Flowtly enables teams to work inside a single, cohesive environment—eliminating fragmentation across multiple apps.

Key Differences – Flowtly vs WorkflowMax

When Is Flowtly the Better Choice?

Flowtly is ideal if you want a fully integrated business system that simplifies daily operations. Choose Flowtly if:

• You need a single tool to manage projects, HR, finances, and resource scheduling
• HR processes (contracts, leave, team roles) are important to your business
• You want seamless bank integration and automatic transaction reconciliation
• You prefer a modular pricing model that scales with your needs

When to Choose WorkflowMax?

WorkflowMax is a better fit if:

• Your primary focus is project profitability and job costing
• You already use Xero or QuickBooks and want deep integration
• You need detailed financial reporting and WIP analysis

Which System Makes More Sense in 2025?

If your goal is to reduce complexity, unify key workflows, and avoid juggling disconnected apps, Flowtly is the stronger option.

WorkflowMax is still a solid tool for project billing and financial analysis, but it lacks built-in HR, time-off tracking, or resource scheduling—features that often require additional tools and subscriptions.

Flowtly offers everything in one system, which means:

• Lower operational costs
• Less context switching
• Better team alignment

Summary – Why Flowtly Wins for Most Teams

If your company wants to manage projects, finance, HR, and assets in one unified BMS, Flowtly is the natural choice.

WorkflowMax performs well in accounting-heavy environments, especially with Xero, but for most service firms and growing teams, Flowtly delivers broader functionality in a simpler, more flexible setup.

See how Flowtly can simplify your operations – book a free demo.