Migrate your WorkflowMax data

Client records are a first-class object with name, contact details, address, and billing code. We export them as standalone records and map them to the destination's equivalent contact or account object. WorkflowMax's export includes the client UUID which we use to maintain referential integrity across related records.

Contacts are exported separately from the client record via the Generic - Contacts file type in the built-in export. Postal addresses on contacts may require mapping to separate address fields in the destination — we handle this with a field-by-field column remap.

Jobs are the central entity in WorkflowMax, linking to clients, staff, tasks, and quotes. We export the full job record including job status, estimated vs. actual hours, internal notes, and dates. Jobs and quotes are separate objects with a one-to-many relationship — we preserve this link in the target system.

Tasks belong to jobs and carry estimated hours, assigned staff, and cost rates. We export task-level data as a flat list linked by job ID. Where the destination uses a subtask or milestone model, we restructure the hierarchy accordingly.

Timesheet entries are linked to a staff member and a job/task combination. We export the full time-entry record including date, hours, cost rate, and billable flag. Manual time entry is a known pain point — we flag records where hours were entered late or estimated rather than clocked.

WorkflowMax maintains a Cost Admin database for products, materials, and recurring expenses used on jobs. Costs can be exported to CSV with UUIDs for re-import. We map cost records to the destination's equivalent expense or inventory item object, noting that supplier-linked costs require a separate supplier export.

Quotes are derived from jobs and include line items, rates, and total values. The relationship between a quote and its parent job is one-to-many — multiple quotes can be created for a single job. We preserve quote status (draft, sent, accepted, rejected) and map line items to the destination's quote or estimate object.

Invoices are created from jobs or quotes and are automatically pushed to Xero. Exported invoice history includes cancelled invoices, which some reviewers flagged as difficult to retrieve. We export the full invoice record including line items, totals, and payment status, handling the Xero sync state separately.

Staff records include name, role, cost rate, and billing rate. We export the staff list and map it to the destination's user or resource object. Rate information is preserved as a custom property in the destination if the target does not have a native rate field.

WorkflowMax supports user-defined custom fields on jobs and other objects. We export custom field definitions alongside their values. During migration, we create matching custom fields in the destination or map values to existing destination fields as appropriate.

Job documents and attachments are not reliably exportable via the API or built-in export. We flag this as a gap and recommend customers download documents manually from WorkflowMax before cutover, storing them separately for manual re-attachment in the destination.

WorkflowMax supports custom templates for recurring job structures. We export template definitions including task lists and default values. Re-creating templates in the destination requires mapping the task hierarchy and any embedded custom fields.

Tax codes used in quotes and invoices are exported as reference data. We map them to the destination's tax or VAT configuration, flagging any codes that have no direct equivalent in the target system.