Migrate from WorkflowMax to monday Work Management

WorkflowMax Client records (name, address, billing code, contact details) map to monday.com People entities. We extract client postal and billing addresses and map them to the People address fields. Note that monday.com People does not have a native billing code field — we create a custom text column for the WorkflowMax billing code and flag that the customer should decide whether to carry billing codes as a People column or a board-level reference field.

WorkflowMax Contacts export separately from the Client record with name, email, phone, and postal address. These map to monday.com People records with the same fields. Where multiple contacts exist per client, we create a linked board relationship — the client board references People via a Connect board column rather than duplicating client name across records.

WorkflowMax Jobs are the central entity and map to monday.com boards as the closest structural equivalent. Job name becomes board name, job status (Draft, Quoted, In Progress, Completed, Cancelled) becomes the board's primary Status column values, and job internal notes map to a board description or a pinned item. Each job may spawn a dedicated board or multiple jobs may share a board depending on the customer's scope decision during scoping. We flag that monday.com boards do not have a native revenue or budget field — estimated value from WorkflowMax becomes a Number or Currency column on the destination board.

WorkflowMax Tasks belong to Jobs and carry estimated hours, assigned staff, and cost rates. Each Task maps to a monday.com item within the corresponding job board. Estimated hours migrate as a Number column. Staff assignment migrates as an Assignee column linking to the monday.com team member record. Where WorkflowMax has sub-tasks nested under a parent task, we use monday.com sub-items within the parent item. Note that monday.com sub-items do not appear on individual user to-do lists — this is a platform limitation reviewers have flagged on TrustRadius and Reddit r/mondaydotcom.

WorkflowMax Timesheet entries (date, hours, cost rate, billable flag, linked job/task) map to monday.com Time Tracking entries on the corresponding item. Time tracking in monday.com is a column type available on the Pro plan ($19/seat) — we confirm Pro licensing before migrating timesheets. WorkflowMax's manual time entry is a known data quality issue; we mark timesheet records flagged by the customer as estimated vs. actual in a custom column. Total hours per task and per job are computed using monday.com's sum formula column.

WorkflowMax Cost Admin records (products, materials, recurring expenses linked to jobs) have no direct monday.com equivalent. We map cost records as custom Number columns on the relevant job item — a Materials Cost column, a Labour Rate Override column, and a Total Job Cost column computed by formula. For firms with extensive cost databases, we recommend a separate costs board linked by Connect board column to the job board rather than embedding all cost data as item columns.

WorkflowMax Quotes (line items, rates, total value, linked to a job) have no native quote entity in monday.com. We map quotes to dedicated items on a Quotes board using Number columns for line item amounts, a Status column for Quote Status (Draft, Sent, Accepted, Declined), and a Link to Item column pointing to the related job board item. The customer should review whether the quote number and version history are critical before migrating — monday.com does not version-control items natively.

WorkflowMax Invoices are created from Jobs or Quotes and pushed to Xero. monday.com has no native invoice entity. We do not migrate invoice records into monday.com because there is no equivalent destination object and invoices in a project management platform without an accounting sync create reconciliation risk. We export the invoice history as a CSV for the customer's finance team to retain offline and recommend establishing an Xero-to-monday.com integration post-migration if invoice tracking against projects is required.

WorkflowMax Staff records (name, role, cost rate, billing rate) map to monday.com team member profiles. Cost rate and billing rate have no native monday.com field — we create a custom Number column for Cost Rate and a separate Billing Rate column on a Staff/Resources board or as a person property. The WorkflowMax role field maps to a Tags or Dropdown column on the team member profile. Note: monday.com team members are workspace-level users; there is no sub-user hierarchy comparable to WorkflowMax's staff directory with per-person rate settings.

WorkflowMax custom fields on Jobs, Tasks, and Timesheets map to monday.com custom columns of equivalent type. Date fields map to Date columns, number fields to Number columns, text fields to Text columns, and dropdown fields to Dropdown columns. monday.com supports 28 column types including Location, Rating, Formula, and Dependency. Custom field definitions from WorkflowMax are exported alongside their values and re-created as columns during board setup. Note that monday.com custom columns are board-scoped — there is no cross-board field inheritance, so custom fields must be added per board.

WorkflowMax Job Templates define recurring job structures including task lists, default values, and standard costs. monday.com has board templates and item templates that serve a similar purpose. We export the template definitions including task names, estimated hours, and default staff assignments. The customer's monday.com admin rebuilds these as board templates — we provide a written template-rebuild guide mapping each WorkflowMax template to a monday.com board template with the equivalent column and automation setup. This is a configuration step, not a data migration.

Job documents and file attachments in WorkflowMax are not accessible via API or the built-in export. A platform bug has existed where documents do not appear reliably in job tabs. We flag this as a hard limitation and instruct the customer to download their document library from WorkflowMax before the migration window. We plan a manual re-attachment step post-migration: the customer uploads documents to monday.com items or a connected file storage integration (Google Drive, SharePoint) and re-links them to the relevant job boards.