Migrate from WorkflowMax to Asana

WorkflowMax Clients are the root entity with name, contact details, address, and billing code. Asana has no native client or account object — we map Clients to Asana Teams (best for internal departments or multiple business units) or embed client name and key contact details in the project description and a client_name custom field on each project. Billing codes and addresses migrate as custom fields on the associated projects. Teams require manual member assignment in Asana after migration.

WorkflowMax Contact records (separate from Client via the Generic - Contacts export) include name, email, phone, and postal address. Asana has no standalone contact database — contacts exist as project members, task assignees, or stakeholder followers. We export contacts and map them as Asana members added to the relevant project with the contact's email as the invite address. Postal addresses and billing codes migrate as task or project custom fields.

WorkflowMax Jobs are the central entity linking clients, staff, tasks, timesheets, costs, and quotes. Each job maps to an Asana Project. Job status (Active, On Hold, Completed, Cancelled) maps to Asana project status or a custom status field. Job dates migrate to project start and target dates. Internal notes from the job description migrate to the Asana project brief. Estimated vs. actual hours migrate as custom fields on the project.

WorkflowMax Tasks belong to jobs and carry estimated hours, assigned staff, and cost rates. We map tasks to Asana Tasks, preserving estimated hours and assigned staff as custom fields. Where tasks have sub-tasks in WorkflowMax, these map to Asana subtasks. Tasks without sub-items map to Asana tasks within a project section. The task cost rate and billable flag migrate as custom fields so the financial context is preserved even without native invoicing.

WorkflowMax timesheet entries link a staff member to a job and task with date, hours, cost rate, and billable flag. Asana at Advanced tier has native time tracking per task; at lower tiers we preserve timesheet data as a task-level custom field (total hours logged) and a section of task comments or a linked spreadsheet attachment with the full entry history. We flag that manual time entry is a known data quality issue in WorkflowMax — timesheets may reflect estimated rather than clocked hours.

WorkflowMax Cost Admin stores products, materials, and recurring expenses used on jobs. There is no Asana equivalent — we map cost records to custom fields on the parent project (e.g., a cost breakdown custom field or a structured text field listing line items with amounts). Where a job has many cost records, we attach a CSV summary as a project file with the cost data preserved in structured rows.

WorkflowMax Quotes are derived from jobs with line items, rates, and total values, linked one-to-many to the parent job. Asana has no quote object. We migrate quotes as project files — the quote document (exported as PDF or structured text) is attached to the Asana project, and the line-item totals, rates, and values are captured in a custom field set on the project. Quote status (Draft, Sent, Accepted, Declined) migrates as a custom field.

WorkflowMax Invoices are created from jobs or quotes and pushed directly to Xero. Asana has no invoice object. We export invoice records as structured metadata (invoice number, date, amount, status, Xero reference) and store them as a custom field set on the project or as a file attachment on the project with the invoice data in the filename. We flag explicitly that Asana cannot reproduce the Xero synchronization and that the customer must handle accounts payable reconciliation in Xero or their chosen accounting platform.

WorkflowMax Staff records include name, role, cost rate, and billing rate. We export the staff list and map each to an Asana workspace member by email invite. Cost rate and billing rate are preserved as custom fields on the member's profile (stored as task defaults or project-level fields since Asana member profiles do not have custom properties). Staff without email addresses in WorkflowMax require manual member creation in Asana.

WorkflowMax supports user-defined custom fields on jobs and other objects. We export the full custom field schema (field name, type, values) alongside the data. During migration we create matching Asana custom fields at the project or workspace level, using the closest Asana field type (text, number, date, dropdown, people). Multi-select picklists from WorkflowMax map to Asana enum dropdowns. Custom field values migrate alongside their parent records.

WorkflowMax custom templates define recurring job structures including task lists and default values. Asana has a Template feature for duplicating project structures. We export template definitions including task lists, default estimated hours, and default staff assignments. In Asana, we create template projects for each WorkflowMax template, including the task hierarchy and default custom field values. The customer recreates these as Asana project templates manually using Asana's Duplicate as Template function.

WorkflowMax tax codes are used in quotes and invoices. Asana has no tax configuration. We export tax code definitions as reference data and store them as a static text custom field on the relevant project or as part of the quote attachment metadata. Any quote migrated to Asana retains its tax code context in the file or field, but tax calculation does not occur in Asana.