WorkflowMax

Basic

Overview

<h2 class="slate-h2 " >Before you get started</h2><p class="slate-p " >Before you can start using OAuth with WorkflowMax, you will need to have:</p><ul class="slate-ul " ><li class="slate-li " ><div style="position:relative">a developer/user account</div></li><li class="slate-li " ><div style="position:relative">a WorkflowMax account to integrate with your developer application*</div></li></ul><p class="slate-p " ><em class="slate-italic">*You must have full access to the “Authorize 3rd Party Full Access” privilege to integrate with a WorkflowMax account.</em></p><h2 class="slate-h2 " >How it works</h2><p class="slate-p " >WorkflowMax supports the <a href="https://developer.okta.com/blog/2018/04/10/oauth-authorization-code-grant-type" target="_blank">OAuth 2.0 Authorization Code grant type</a>, which can be broken down into five basic steps:</p><ol class="slate-ol " ><li class="slate-li " ><div style="position:relative">Your application opens a browser window to send the user to the OAuth 2.0 server.</div></li><li class="slate-li " ><div style="position:relative">The user reviews the requested permissions and grants the application access.</div></li><li class="slate-li " ><div style="position:relative">The user is redirected back to the application with an authorization code in the query string.</div></li><li class="slate-li " ><div style="position:relative">The application sends a request to the OAuth 2.0 server to exchange the authorization code for an access token.</div></li><li class="slate-li " ><div style="position:relative">Make calls against the API.</div></li></ol><h2 class="slate-h2 " >Getting OAuth 2.0 tokens</h2><div class="steps-widget" style="width:100%;
  	min-width:100%;"><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >1</h6><h3 class="slate-h3 " >Create a developer application</h3><p class="slate-p slate-indent-0" style="0px">Visit the <a href="https://developer.workflowmax.com" target="_blank">WorkflowMax Developer Portal</a> and sign in or register for a developer account.</p><p class="slate-p " >Once logged in, navigate to the application registration section. Provide necessary details such as your application&apos;s name, company or application URL, and the OAuth 2.0 redirect URI (ensure this is an HTTPS address). After submitting, you&apos;ll receive a <strong class="slate-bold">Client ID</strong> and <strong class="slate-bold">Client Secret - </strong>store these securely as they are essential for authentication.</p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >2</h6><h3 class="slate-h3 " >Create the authorisation URL and direct the user to WorkflowMax&apos;s OAuth 2.0 server</h3><p class="slate-p " >When sending a user to WorkflowMax&apos;s OAuth 2.0 server, the first step is creating the authorisation URL. This will identify your application and define the resources (scopes) it&apos;s requesting access to on behalf of the user. </p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >3</h6><h3 class="slate-h3 " >WorkflowMax prompts the user for consent</h3><p class="slate-p " >WorkflowMax displays a consent window to the user showing the name of your application and a short description of the WorkflowMax API services it&apos;s requesting permission to access. The user can then grant access to your app.</p><p class="slate-p " >If any errors occur or the user denies the request, we redirect back to your redirect_uri with an error parameter.</p><p class="slate-p " >Your application doesn&apos;t do anything at this stage. Once access is granted, the OAuth 2.0 server will send a request to the callback URI defined in the authorisation URL.</p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >4</h6><h3 class="slate-h3 " >Handle the OAuth 2.0 server response</h3><p class="slate-p " >When the user has completed the consent prompt from Step 2, the OAuth 2.0 server sends a GET request to the redirect URI specified in your authentication URL. If there are no issues and the user approves the access request, the request to the redirect URI will be returned with a code query parameter attached.</p><p class="slate-p " >If the user doesn&apos;t grant access, the request to the redirect URI will be returned with a query parameter outlining the error.</p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >5</h6><h3 class="slate-h3 " >Exchange authorisation code for tokens</h3><p class="slate-p " >After your application receives an authorisation code from the OAuth 2.0 server, it can exchange that code for an access and refresh token.</p><p class="slate-p " >For more information on how to make this API call, refer to <a href="68881883a2dc76ead42596a2/6889bcc144757c646ffaded6" target="_blank">this API endpoint</a>.</p><p class="slate-p " >All tokens received have an associated expiry time. Access tokens and refresh tokens can be exchanged prior to expiry.</p><p class="slate-p " >Token expiry times:</p><ul class="slate-ul " ><li class="slate-li " ><div style="position:relative">access_token: 30 minutes</div></li><li class="slate-li " ><div style="position:relative">refresh_token: 60 days.</div></li></ul><p class="slate-p " >The access token is a JWT, which can be <a href="https://jwt.io/" target="_blank">decoded</a> to retrieve the authentication organisation&apos;s Org ID, which will be required to make API calls.</p><div style="width:100%;
	min-width:100%;" class="callout-widget" data-type=warning ><div class="callout-icon"><svg width="18" height="16" viewBox="0 0 18 16" fill="none" xmlns="http://www.w3.org/2000/svg"><path d="M0.916637 15.5009C0.791637 15.5009 0.683998 15.4732 0.59372 15.4176C0.503443 15.362 0.430526 15.2857 0.37497 15.1884C0.319415 15.0912 0.288165 14.9905 0.28122 14.8864C0.274276 14.7822 0.305526 14.6745 0.37497 14.5634L8.4583 0.605103C8.52775 0.493991 8.60761 0.41413 8.69789 0.365519C8.78816 0.316908 8.88886 0.292603 8.99997 0.292603C9.11108 0.292603 9.21178 0.316908 9.30205 0.365519C9.39233 0.41413 9.47219 0.493991 9.54164 0.605103L17.625 14.5634C17.6944 14.6745 17.7257 14.7822 17.7187 14.8864C17.7118 14.9905 17.6805 15.0912 17.625 15.1884C17.5694 15.2857 17.4965 15.362 17.4062 15.4176C17.3159 15.4732 17.2083 15.5009 17.0833 15.5009H0.916637ZM1.99997 14.2509H16L8.99997 2.1676L1.99997 14.2509ZM9.0833 13.0634C9.26386 13.0634 9.41316 13.0044 9.53122 12.8864C9.64928 12.7683 9.7083 12.619 9.7083 12.4384C9.7083 12.2579 9.64928 12.1086 9.53122 11.9905C9.41316 11.8725 9.26386 11.8134 9.0833 11.8134C8.90275 11.8134 8.75344 11.8725 8.63539 11.9905C8.51733 12.1086 8.4583 12.2579 8.4583 12.4384C8.4583 12.619 8.51733 12.7683 8.63539 12.8864C8.75344 13.0044 8.90275 13.0634 9.0833 13.0634ZM9.0833 10.7509C9.26386 10.7509 9.41316 10.6919 9.53122 10.5739C9.64928 10.4558 9.7083 10.3065 9.7083 10.1259V6.70927C9.7083 6.52871 9.64928 6.37941 9.53122 6.26135C9.41316 6.1433 9.26386 6.08427 9.0833 6.08427C8.90275 6.08427 8.75344 6.1433 8.63539 6.26135C8.51733 6.37941 8.4583 6.52871 8.4583 6.70927V10.1259C8.4583 10.3065 8.51733 10.4558 8.63539 10.5739C8.75344 10.6919 8.90275 10.7509 9.0833 10.7509Z" fill="#F1C21B"></path></svg></div><div ><p class="slate-p " >If your JWT does not contain an Orgnisation ID, please check that you have completed step 4 correctly by passing the parameters in the body (not as headers).</p></div></div></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >6</h6><h3 class="slate-h3 " >Call the API</h3><p class="slate-p " >Make calls against the WorkflowMax API by following the contracts in other sections of this guide.</p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >7</h6><h3 class="slate-h3 " >Refresh token (as required)</h3><p class="slate-p slate-indent-0" style="0px">Access tokens expire after 30 minutes. Your application can refresh an access token without user interaction by using a refresh token. You get a refresh token by requesting the offline_access scope during the initial user authorisation. Refresh tokens expire after 60 days.</p><p class="slate-p slate-indent-0" style="0px">Refer to « Insert link here »</p></div></div></div><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

Authentication

<p class="slate-p " ><span style="background-color:rgb(255, 255, 255);color:rgba(20, 23, 25, 0.84)">When sending a user to WorkflowMax&apos;s OAuth 2.0 server, the first step is creating the authorisation URL. This will identify your application and define the resources (scopes) it&apos;s requesting access to on behalf of the user.</span></p>

Authorisation Request

<p class="slate-p " ><span style="background-color:rgb(255, 255, 255);color:rgba(20, 23, 25, 0.84)">After your application receives an authorisation code from the OAuth 2.0 server, it can exchange that code for an access and refresh token.</span></p>

Obtain Tokens

<p class="slate-p " ><span style="background-color:rgb(255, 255, 255);color:rgba(20, 23, 25, 0.84)">Access tokens expire after 30 minutes. Your application can refresh an access token without user interaction by using a refresh token. You get a refresh token by requesting the offline_access scope during the initial user authorisation. Refresh tokens expire after 60 days.</span></p>

Refresh Tokens

Base URL

Rate Limiting

Response Format

Error Handling

Feedback & Support

Settings

Account

GET Accounts

Role

Provides a list of all the roles in the setting.

GET Roles

Custom Field

GET Custom Fields

Client

Provides a list of all the business Strutures in settings

GET Business Structures

Provides a list of all the client types in settings

GET Client Types

Cost

DELETE Cost {UUID}

GET Costs

GET Cost {UUID}

The 'Get Job Categories' section allows users to retrieve a list of job categories associated with a specific account. By accessing this information, users can efficiently organize and categorize different job types within their system. This API section enables users to streamline their workflow by providing essential information about job categories for effective management.

GET Job Categories

Provides a list of all the job statuses in the job setting.

GET Job Statuses

Staff

The "staff" section of the WorkflowMax API V2 allows users to manage and create staff members within their account. With this functionality, users can seamlessly add new team members, update existing staff information, and assign specific roles or permissions as needed. This section provides a comprehensive set of parameters to customize staff profiles, streamlining workforce management processes for efficient operation.

POST Staff

GET Staff {UUID}

GET Staff

Provides a list of all the taxes in settings.

GET Taxes

Lead

Provides a list of all the lead categories.

GET Lead Categories

Task

The Task section of the WorkflowMax API V2 allows users to retrieve information about tasks within their projects. With this API, users can access task details including name, status, start and end dates, and assigned staff members. This section is essential for managing and tracking tasks efficiently within the WorkflowMax platform.

POST Tasks

GET Task {UUID}

Provides a list of all the tasks in settings.

GET Tasks

Objects

GET Job Templates

GET Job {UUID}

GET Jobs

Job - Cost

POST Job {Identifier} Cost

GET Job {UUID} costs

Job - Task

PUT Job Task {UUID}

POST Job {identifier} Task

GET Jobs Tasks

DELETE Job Task {UUID}

Job - Note

POST Jobs {UUID} Notes

Document

Purchase Order

Timesheet

PUT Timesheets {UUID}

DELETE Timesheet {UUID}

<p class="slate-p " >Creates a new timesheet entry in the system for a specified staff member, job, and task. Includes details such as date, hours worked, and optional notes. Useful for logging new work hours via integrations, bulk time imports, or automated time tracking workflows.</p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

POST Timesheet

GET Timesheets

Provides detail for a specific timesheet.

GET Timesheet {UUID}

GET Clients

GET Client {UUID}

Client Group

<p class="slate-p " >The client-groups section of the WorkflowMax API V2 allows users to manage and organize clients into specific groups for easier categorization and tracking. By utilizing this section, users can view, create, update, and delete client groups as needed, streamlining their client management processes within the WorkflowMax platform.</p><p class="slate-p " ></p>

GET Client Groups

The client-group section of the WorkflowMax API V2 allows users to manage and retrieve information about client groups associated with their account. Users can create, update, or delete client groups, as well as fetch details such as group name, ID, and associated clients. This section provides a streamlined way to organize and categorize clients within the WorkflowMax system.

GET Client Group {UUID}

Client Contact

Provides detail for an individual contact.

GET Client Contacts {UUID}

GET Leads

GET Lead {UUID}

POST Leads

Quote

GET Quotes

GET Quote {UUID}

Invoice

<p class="slate-p " >Retrieves a list of invoices across the account, including summary details such as invoice number, date, client, total amount, and status. Commonly used to build financial dashboards, export billing data, or monitor outstanding payments. Supports filtering by date range, client, status, and includes pagination for large datasets.</p><p class="slate-p " ></p><p class="slate-p " ></p>

GET Invoices

<p class="slate-p " >Returns detailed information for a specific invoice, including client details, job reference, line items, totals, tax amounts, and payment status. Typically used when syncing a single invoice with an external accounting system, validating invoice data, or retrieving a record for display in a custom interface.</p><p class="slate-p " ></p><p class="slate-p " ></p>

GET Invoice {UUID}

POST Purchase Orders

GET Purchase Orders

Provides detail for an individual purchase order.

GET Purchase Order {UUID}

Purchase Order - Bill

POST Purchase Orders {UUID} Bills

Provides a list of all purchase order bills.

GET Purchase Order Bills

Purchase Order - Stock Receipt

Provides a list of all purchase order stock receipts.

GET Purchase Order Stock Receipts

Creates a new stock receipt for a purchase order

POST Purchase Orders {UUID} Stock Receipts

Supplier

GET Suppliers

GET Supplier {UUID}

<p class="slate-p " >The Supplier Contacts section of the WorkflowMax API V2 allows users to access and manage contact information for suppliers associated with their projects. By utilizing this API section, users can efficiently retrieve, update, and delete contact details for suppliers, enhancing the effectiveness of their project management processes.</p><p class="slate-p " ></p>

Supplier Contacts

GET Supplier Contact {UUID}

Default

WorkflowMax API V2

v1.0

Production

Sandbox

<p class="slate-p " >Welcome to the <strong class="slate-bold">WorkflowMax V2 API</strong> – a modern, developer-friendly API designed to help you build powerful integrations with WorkflowMax. Whether you’re automating workflows, building add-ons, or syncing data with other tools, this API gives you structured, secure, and flexible access to your account data.</p><h2 class="slate-h2 " >🌟 What’s New in V2</h2><p class="slate-p " >The V2 API has been built from the ground up to replace the legacy XML‑based V1 API. Key improvements include:</p><ul class="slate-ul " ><li class="slate-li " ><div style="position:relative"><strong class="slate-bold">Modern JSON-based structure - </strong>V2 uses clean JSON formatting – making it easier to work with across today’s development environments. </div></li><li class="slate-li " ><div style="position:relative"><strong class="slate-bold">Smarter data retrieval - </strong>More endpoints now support filtering by <code class="slate-code">lastModified</code> timestamp, helping reduce the volume of API calls required to stay up-to-date. </div></li><li class="slate-li " ><div style="position:relative"><strong class="slate-bold">Customisable responses - </strong>Retrieve related data (e.g. custom fields, notes) in a single call, reducing the need for additional lookups. </div></li><li class="slate-li " ><div style="position:relative"><strong class="slate-bold">Broader data access - </strong>Endpoints are more complete, providing access to the full scope of data stored in WorkflowMax. </div></li><li class="slate-li " ><div style="position:relative"><strong class="slate-bold">Ongoing expansion - </strong>We’re continuing to add new endpoints, for example the upcoming support for adding bills to purchase orders. </div></li><li class="slate-li " ><div style="position:relative"><strong class="slate-bold">Webhooks support (coming soon) - </strong>Real-time event monitoring will be available via webhook subscriptions. </div></li><li class="slate-li " ><div style="position:relative"><strong class="slate-bold">Improved developer visibility (coming soon) - </strong>We’re enhancing our developer portal to give you better transparency over your API usage, including logs for each API call made. </div></li></ul><p class="slate-p " ></p>

 – a modern, developer-friendly API designed to help you build powerful integrations with WorkflowMax. Whether you’re automating workflows, building add-ons, or syncing data with other tools, this API gives you structured, secure, and flexible access to your account data.

The V2 API has been built from the ground up to replace the legacy XML‑based V1 API. Key improvements include:

<h2 class="slate-h2 " >Before you get started</h2><p class="slate-p " >Before you can start using OAuth with WorkflowMax, you will need to have:</p><ul class="slate-ul " ><li class="slate-li " ><div style="position:relative">a developer/user account</div></li><li class="slate-li " ><div style="position:relative">a WorkflowMax account to integrate with your developer application*</div></li></ul><p class="slate-p " ><em class="slate-italic">*You must have full access to the “Authorize 3rd Party Full Access” privilege to integrate with a WorkflowMax account.</em></p><h2 class="slate-h2 " >How it works</h2><p class="slate-p " >WorkflowMax supports the <a href="https://developer.okta.com/blog/2018/04/10/oauth-authorization-code-grant-type" target="_blank">OAuth 2.0 Authorization Code grant type</a>, which can be broken down into five basic steps:</p><ol class="slate-ol " ><li class="slate-li " ><div style="position:relative">Your application opens a browser window to send the user to the OAuth 2.0 server.</div></li><li class="slate-li " ><div style="position:relative">The user reviews the requested permissions and grants the application access.</div></li><li class="slate-li " ><div style="position:relative">The user is redirected back to the application with an authorization code in the query string.</div></li><li class="slate-li " ><div style="position:relative">The application sends a request to the OAuth 2.0 server to exchange the authorization code for an access token.</div></li><li class="slate-li " ><div style="position:relative">Make calls against the API.</div></li></ol><h2 class="slate-h2 " >Getting OAuth 2.0 tokens</h2><div class="steps-widget" style="width:100%;
  	min-width:100%;"><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >1</h6><h3 class="slate-h3 " >Create a developer application</h3><p class="slate-p slate-indent-0" style="0px">Visit the <a href="https://developer.workflowmax.com" target="_blank">WorkflowMax Developer Portal</a> and sign in or register for a developer account.</p><p class="slate-p " >Once logged in, navigate to the application registration section. Provide necessary details such as your application&apos;s name, company or application URL, and the OAuth 2.0 redirect URI (ensure this is an HTTPS address). After submitting, you&apos;ll receive a <strong class="slate-bold">Client ID</strong> and <strong class="slate-bold">Client Secret - </strong>store these securely as they are essential for authentication.</p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >2</h6><h3 class="slate-h3 " >Create the authorisation URL and direct the user to WorkflowMax&apos;s OAuth 2.0 server</h3><p class="slate-p " >When sending a user to WorkflowMax&apos;s OAuth 2.0 server, the first step is creating the authorisation URL. This will identify your application and define the resources (scopes) it&apos;s requesting access to on behalf of the user. </p><p class="slate-p " >For further information, refer to <a href="688accf28033caa3c9c63a8c/688accf28033caa3c9c63a9c" target="_blank">this API endpoint</a>.</p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >3</h6><h3 class="slate-h3 " >WorkflowMax prompts the user for consent</h3><p class="slate-p " >WorkflowMax displays a consent window to the user showing the name of your application and a short description of the WorkflowMax API services it&apos;s requesting permission to access. The user can then grant access to your app.</p><p class="slate-p " >If any errors occur or the user denies the request, we redirect back to your redirect_uri with an error parameter.</p><p class="slate-p " >Your application doesn&apos;t do anything at this stage. Once access is granted, the OAuth 2.0 server will send a request to the callback URI defined in the authorisation URL.</p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >4</h6><h3 class="slate-h3 " >Handle the OAuth 2.0 server response</h3><p class="slate-p " >When the user has completed the consent prompt from Step 2, the OAuth 2.0 server sends a GET request to the redirect URI specified in your authentication URL. If there are no issues and the user approves the access request, the request to the redirect URI will be returned with a code query parameter attached.</p><p class="slate-p " >If the user doesn&apos;t grant access, the request to the redirect URI will be returned with a query parameter outlining the error.</p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >5</h6><h3 class="slate-h3 " >Exchange authorisation code for tokens</h3><p class="slate-p " >After your application receives an authorisation code from the OAuth 2.0 server, it can exchange that code for an access and refresh token.</p><p class="slate-p " >For further information, refer to <a href="68881883a2dc76ead42596a2/6889bcc144757c646ffaded6" target="_blank">this API endpoint</a>.</p><p class="slate-p " >All tokens received have an associated expiry time. Access tokens and refresh tokens can be exchanged prior to expiry.</p><p class="slate-p " >Token expiry times:</p><ul class="slate-ul " ><li class="slate-li " ><div style="position:relative">access_token: 30 minutes</div></li><li class="slate-li " ><div style="position:relative">refresh_token: 60 days.</div></li></ul><p class="slate-p " >The access token is a JWT, which can be <a href="https://jwt.io/" target="_blank">decoded</a> to retrieve the authentication organisation&apos;s Org ID, which will be required to make API calls.</p><div style="width:100%;
	min-width:100%;" class="callout-widget" data-type=warning ><div class="callout-icon"><svg width="18" height="16" viewBox="0 0 18 16" fill="none" xmlns="http://www.w3.org/2000/svg"><path d="M0.916637 15.5009C0.791637 15.5009 0.683998 15.4732 0.59372 15.4176C0.503443 15.362 0.430526 15.2857 0.37497 15.1884C0.319415 15.0912 0.288165 14.9905 0.28122 14.8864C0.274276 14.7822 0.305526 14.6745 0.37497 14.5634L8.4583 0.605103C8.52775 0.493991 8.60761 0.41413 8.69789 0.365519C8.78816 0.316908 8.88886 0.292603 8.99997 0.292603C9.11108 0.292603 9.21178 0.316908 9.30205 0.365519C9.39233 0.41413 9.47219 0.493991 9.54164 0.605103L17.625 14.5634C17.6944 14.6745 17.7257 14.7822 17.7187 14.8864C17.7118 14.9905 17.6805 15.0912 17.625 15.1884C17.5694 15.2857 17.4965 15.362 17.4062 15.4176C17.3159 15.4732 17.2083 15.5009 17.0833 15.5009H0.916637ZM1.99997 14.2509H16L8.99997 2.1676L1.99997 14.2509ZM9.0833 13.0634C9.26386 13.0634 9.41316 13.0044 9.53122 12.8864C9.64928 12.7683 9.7083 12.619 9.7083 12.4384C9.7083 12.2579 9.64928 12.1086 9.53122 11.9905C9.41316 11.8725 9.26386 11.8134 9.0833 11.8134C8.90275 11.8134 8.75344 11.8725 8.63539 11.9905C8.51733 12.1086 8.4583 12.2579 8.4583 12.4384C8.4583 12.619 8.51733 12.7683 8.63539 12.8864C8.75344 13.0044 8.90275 13.0634 9.0833 13.0634ZM9.0833 10.7509C9.26386 10.7509 9.41316 10.6919 9.53122 10.5739C9.64928 10.4558 9.7083 10.3065 9.7083 10.1259V6.70927C9.7083 6.52871 9.64928 6.37941 9.53122 6.26135C9.41316 6.1433 9.26386 6.08427 9.0833 6.08427C8.90275 6.08427 8.75344 6.1433 8.63539 6.26135C8.51733 6.37941 8.4583 6.52871 8.4583 6.70927V10.1259C8.4583 10.3065 8.51733 10.4558 8.63539 10.5739C8.75344 10.6919 8.90275 10.7509 9.0833 10.7509Z" fill="#F1C21B"></path></svg></div><div ><p class="slate-p " >If your JWT does not contain an Orgnisation ID, please check that you have completed step 4 correctly by passing the parameters in the body (not as headers).</p></div></div></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >6</h6><h3 class="slate-h3 " >Call the API</h3><p class="slate-p " >Make calls against the WorkflowMax API by following the contracts in other sections of this guide.</p></div></div><div class="steps-wrapper"><div class="steps-content"><h6 class="slate-h6 " >7</h6><h3 class="slate-h3 " >Refresh token (as required)</h3><p class="slate-p slate-indent-0" style="0px">Access tokens expire after 30 minutes. Your application can refresh an access token without user interaction by using a refresh token. You get a refresh token by requesting the offline_access scope during the initial user authorisation. Refresh tokens expire after 60 days.</p><p class="slate-p slate-indent-0" style="0px">For further information, refer to <a href="688accf28033caa3c9c63a8c/688accf28033caa3c9c63aa5" target="_blank">this API endpoint</a>.</p></div></div></div><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

Before you can start using OAuth with WorkflowMax, you will need to have:

*You must have full access to the “Authorize 3rd Party Full Access” privilege to integrate with a WorkflowMax account.

, which can be broken down into five basic steps:

<p class="slate-p slate-indent-0" style="0px">The Base URL section of the Default project API provides users with the foundational link to access all other endpoints and resources within the API. Use HTTPS for all API calls to ensure data is encrypted in transit. Combine the base URL with your desired endpoint - for example: <code class="slate-code">GET https://api.workflowmax.com/v2/clients</code></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

The Base URL section of the Default project API provides users with the foundational link to access all other endpoints and resources within the API. Use HTTPS for all API calls to ensure data is encrypted in transit. Combine the base URL with your desired endpoint - for example: 

GET https://api.workflowmax.com/v2/clients

<p class="slate-p " >To maintain system reliability and fairness across all users, our API enforces rate limits per client–organisation pair.</p><p class="slate-p " >Each combination of <strong class="slate-bold">Client ID</strong> and <strong class="slate-bold">Account ID</strong> is allowed:</p><ul class="slate-ul " ><li class="slate-li " ><div style="position:relative">60 requests per 1-minute rolling window (roughly equivalent to 1 request per second, with short bursts permitted). </div></li><li class="slate-li " ><div style="position:relative">If the limit is exceeded, the API responds with <strong class="slate-bold">HTTP 429 Too Many Requests</strong>, including a <code class="slate-code">Retry-After</code> header specifying when to retry. </div></li></ul><div class="slate-div"><div style="width:100%;
	min-width:100%;" class="callout-widget" data-type=info ><div class="callout-icon"><svg width="20" height="20" viewBox="0 0 20 20" fill="none" xmlns="http://www.w3.org/2000/svg"><path d="M10.0628 14.1676C10.2434 14.1676 10.3927 14.1086 10.5107 13.9905C10.6288 13.8725 10.6878 13.7232 10.6878 13.5426V9.77177C10.6878 9.6051 10.6253 9.46274 10.5003 9.34469C10.3753 9.22663 10.2295 9.1676 10.0628 9.1676C9.88227 9.1676 9.73296 9.22663 9.61491 9.34469C9.49685 9.46274 9.43783 9.61205 9.43783 9.7926V13.5634C9.43783 13.7301 9.50033 13.8725 9.62533 13.9905C9.75033 14.1086 9.89616 14.1676 10.0628 14.1676ZM10.0003 7.62594C10.1948 7.62594 10.358 7.56344 10.4899 7.43844C10.6219 7.31344 10.6878 7.15371 10.6878 6.95927C10.6878 6.76482 10.6219 6.59816 10.4899 6.45927C10.358 6.32038 10.1948 6.25094 10.0003 6.25094C9.80588 6.25094 9.64269 6.32038 9.51074 6.45927C9.3788 6.59816 9.31283 6.76482 9.31283 6.95927C9.31283 7.15371 9.3788 7.31344 9.51074 7.43844C9.64269 7.56344 9.80588 7.62594 10.0003 7.62594ZM10.0003 18.3343C8.81977 18.3343 7.72255 18.1225 6.70866 17.6989C5.69477 17.2752 4.81283 16.6884 4.06283 15.9384C3.31283 15.1884 2.72602 14.3065 2.30241 13.2926C1.8788 12.2787 1.66699 11.1815 1.66699 10.0009C1.66699 8.83427 1.8788 7.74399 2.30241 6.7301C2.72602 5.71621 3.31283 4.83427 4.06283 4.08427C4.81283 3.33427 5.69477 2.74399 6.70866 2.31344C7.72255 1.88288 8.81977 1.6676 10.0003 1.6676C11.167 1.6676 12.2573 1.88288 13.2712 2.31344C14.285 2.74399 15.167 3.33427 15.917 4.08427C16.667 4.83427 17.2573 5.71621 17.6878 6.7301C18.1184 7.74399 18.3337 8.83427 18.3337 10.0009C18.3337 11.1815 18.1184 12.2787 17.6878 13.2926C17.2573 14.3065 16.667 15.1884 15.917 15.9384C15.167 16.6884 14.285 17.2752 13.2712 17.6989C12.2573 18.1225 11.167 18.3343 10.0003 18.3343ZM10.0003 17.0843C11.9448 17.0843 13.6114 16.3898 15.0003 15.0009C16.3892 13.612 17.0837 11.9454 17.0837 10.0009C17.0837 8.05649 16.3892 6.38982 15.0003 5.00094C13.6114 3.61205 11.9448 2.9176 10.0003 2.9176C8.05588 2.9176 6.38921 3.61205 5.00033 5.00094C3.61144 6.38982 2.91699 8.05649 2.91699 10.0009C2.91699 11.9454 3.61144 13.612 5.00033 15.0009C6.38921 16.3898 8.05588 17.0843 10.0003 17.0843Z" fill="#3960B4"></path></svg></div><div ><div class="slate-div"><p class="slate-p " ><strong class="slate-bold">Tip:</strong> Implement exponential back-off and jitter in your integration to reduce the likelihood of hitting rate limits during spikes.</p></div></div></div><p class="slate-p " ></p><p class="slate-p " ></p></div><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

To maintain system reliability and fairness across all users, our API enforces rate limits per client–organisation pair.

<p class="slate-p " >All WorkflowMax API responses are returned in JSON format, designed for consistency and ease of integration across modern tech stacks.</p><ul class="slate-ul " ><li class="slate-li " ><div style="position:relative"><strong class="slate-bold">Content-Type:</strong> <code class="slate-code">application/json; charset=utf-8</code> </div></li><li class="slate-li " ><div style="position:relative">Timestamps use UTC and ISO 8601 (<code class="slate-code">2025-06-12T04:35:27Z</code>). </div></li><li class="slate-li " ><div style="position:relative">IDs are returned as strings to preserve precision across languages.</div></li></ul><p class="slate-p " >Successful responses are wrapped in a standard envelope:</p><div class="code-block-wrapper"  style="width:100%;min-width:100%" ><div class="code-block-header">JSON</div><pre class="slate-CodeBlockElement slate-code_block"><textarea id="publishedPageCodeblock" style="display:none !important; visibility: hidden; opacity: 0; width: 1px; height: 1px;" type="hidden"> </textarea><code class="language-json keep-markup drop-tokens"><div class="slate-code_line"><div class="slate-code_line">{
&quot;data&quot;: { … },          // or an array for list endpoints
&quot;meta&quot;: {
&quot;request_id&quot;: &quot;c1b3…&quot;,
&quot;pagination&quot;: { &quot;page&quot;: 2, &quot;per_page&quot;: 50, &quot;total_pages&quot;: 8 }
}
}</div></div></code></pre></div><p class="slate-p " >For list endpoints, you can use <code class="slate-code">page</code> and <code class="slate-code">pagesize</code> parameters to control pagination. </p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

All WorkflowMax API responses are returned in JSON format, designed for consistency and ease of integration across modern tech stacks.

Successful responses are wrapped in a standard envelope:

<p class="slate-p " >The API uses standard HTTP status codes and structured error messages to help you diagnose and respond to problems programmatically.</p><p class="slate-p " ></p><div class="table-container" style="width:100%;min-width:100%"><table class="slate-table" style="min-width:initial;"><div class="published-table-header" style="width:100%;min-width:100%;"><div style="width:169px;">HTTP Status Code</div><div style="width:345px;">Meaning</div><div style="width:503px;">When it occurs</div></div><colgroup ><col style="width:169px"><col style="width:345px"><col style="width:503px"></colgroup><tbody class="slate-TableElement-tbody"><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >400</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Bad request</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Malformed JSON, incorrect parameters</p></td></div></tr><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >401</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Unauthorised</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Malformed JSON, incorrect parameters</p></td></div></tr><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >403</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Forbidden</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Authenticated, but insufficient scope or org-level access</p></td></div></tr><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >404</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Not found</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Resource does not exist</p></td></div></tr><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >409</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Conflict</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Duplicate or conflicting request</p></td></div></tr><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >422</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Validation failed</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Field-level input errors</p></td></div></tr><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >429</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Too many requests</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Rate limit exceeded</p></td></div></tr><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >500</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Server error</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Internal system fault</p></td></div></tr></tbody></table></div><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

The API uses standard HTTP status codes and structured error messages to help you diagnose and respond to problems programmatically.

HTTP Status Code

Meaning

When it occurs

<p class="slate-p " >We’re here to help if you encounter issues, have questions, or want to provide feedback as you build with the WorkflowMax API.</p><p class="slate-p " ></p><div class="table-container" style="width:100%;min-width:100%"><table class="slate-table" style="min-width:initial;"><div class="published-table-header" style="width:100%;min-width:100%;"><div style="width:266px;">Channel</div><div style="width:534px;">Contact</div><div style="width:392px;">Use Case</div></div><colgroup ><col style="width:266px"><col style="width:534px"><col style="width:392px"></colgroup><tbody class="slate-TableElement-tbody"><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Help Centre</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " ><a href="https://support.workflowmax.com/hc/en-us" target="_self">https://support.workflowmax.com/hc/en-us</a></p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Technical issues, login problems, bug repor</p></td></div></tr><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Status Page</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " ><a href="https://status.workflowmax.com/" target="_self">https://status.workflowmax.com/</a></p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Live updates on outages or disruptions</p></td></div></tr><tr class="slate-tr " ><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Feature Suggestions</p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " ><a href="https://workflowmaxbybluerock.ideas.userback.io/p/8hdPOvloNB" target="_self">https://workflowmaxbybluerock.ideas.userback.io/p/8hdPOvloNB</a></p></td></div><div class="slate-TableCellElement-content"><td class="slate-td"><p class="slate-p " >Request new features or improvements</p></td></div></tr></tbody></table></div><p class="slate-p " >When raising a support request, include the following details to help us resolve your issue faster:</p><ul class="slate-ul " ><li class="slate-li " ><div style="position:relative">The <code class="slate-code">request_id</code> (found in the <code class="slate-code">meta</code> block of any API response) </div></li><li class="slate-li " ><div style="position:relative">Your <code class="slate-code">Client ID</code> and <code class="slate-code">Organisation ID</code> </div></li><li class="slate-li " ><div style="position:relative">The exact endpoint and timestamp (in UTC) </div></li><li class="slate-li " ><div style="position:relative">Sample request and response bodies (with secrets removed)</div></li></ul><p class="slate-p " ></p><div style="width:100%;
	min-width:100%;" class="callout-widget" data-type=warning ><div class="callout-icon"><svg width="18" height="16" viewBox="0 0 18 16" fill="none" xmlns="http://www.w3.org/2000/svg"><path d="M0.916637 15.5009C0.791637 15.5009 0.683998 15.4732 0.59372 15.4176C0.503443 15.362 0.430526 15.2857 0.37497 15.1884C0.319415 15.0912 0.288165 14.9905 0.28122 14.8864C0.274276 14.7822 0.305526 14.6745 0.37497 14.5634L8.4583 0.605103C8.52775 0.493991 8.60761 0.41413 8.69789 0.365519C8.78816 0.316908 8.88886 0.292603 8.99997 0.292603C9.11108 0.292603 9.21178 0.316908 9.30205 0.365519C9.39233 0.41413 9.47219 0.493991 9.54164 0.605103L17.625 14.5634C17.6944 14.6745 17.7257 14.7822 17.7187 14.8864C17.7118 14.9905 17.6805 15.0912 17.625 15.1884C17.5694 15.2857 17.4965 15.362 17.4062 15.4176C17.3159 15.4732 17.2083 15.5009 17.0833 15.5009H0.916637ZM1.99997 14.2509H16L8.99997 2.1676L1.99997 14.2509ZM9.0833 13.0634C9.26386 13.0634 9.41316 13.0044 9.53122 12.8864C9.64928 12.7683 9.7083 12.619 9.7083 12.4384C9.7083 12.2579 9.64928 12.1086 9.53122 11.9905C9.41316 11.8725 9.26386 11.8134 9.0833 11.8134C8.90275 11.8134 8.75344 11.8725 8.63539 11.9905C8.51733 12.1086 8.4583 12.2579 8.4583 12.4384C8.4583 12.619 8.51733 12.7683 8.63539 12.8864C8.75344 13.0044 8.90275 13.0634 9.0833 13.0634ZM9.0833 10.7509C9.26386 10.7509 9.41316 10.6919 9.53122 10.5739C9.64928 10.4558 9.7083 10.3065 9.7083 10.1259V6.70927C9.7083 6.52871 9.64928 6.37941 9.53122 6.26135C9.41316 6.1433 9.26386 6.08427 9.0833 6.08427C8.90275 6.08427 8.75344 6.1433 8.63539 6.26135C8.51733 6.37941 8.4583 6.52871 8.4583 6.70927V10.1259C8.4583 10.3065 8.51733 10.4558 8.63539 10.5739C8.75344 10.6919 8.90275 10.7509 9.0833 10.7509Z" fill="#F1C21B"></path></svg></div><div ><p class="slate-p " >WorkflowMax is unable to assist with building or maintaining your API integration. Any guidance provided is general in nature and intended to support your understanding of how the WorkflowMax API operates. We recommend working with a qualified developer to implement and maintain your integration.</p></div></div><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

We’re here to help if you encounter issues, have questions, or want to provide feedback as you build with the WorkflowMax API.

Channel

Contact

Use Case

When raising a support request, include the following details to help us resolve your issue faster:

<p class="slate-p " >Accounts in WorkflowMax, also referred to as account codes, are used to categorise income and expenses for jobs, costs, and invoicing. Each account typically includes attributes such as a unique code, name, and type (e.g., income or expense). These codes provide the link between WorkflowMax’s operational data and the financial reporting structure of the business, ensuring consistency and accuracy when tracking project-related revenue and costs.</p><p class="slate-p " >Users interact with account codes primarily in job costing and billing workflows. When costs are recorded or invoices are generated, the associated account codes determine how those amounts are categorised for reporting and, if applicable, exported to accounting software. This helps businesses align operational data with financial statements and enables accurate allocation of income and expenses.</p><p class="slate-p " >When WorkflowMax is integrated with Xero, account codes are synchronised from Xero and cannot be edited within WorkflowMax. In this scenario, Xero serves as the source of truth for financial account structures, ensuring seamless alignment between the two systems. If no Xero integration is enabled, account codes can be managed directly within WorkflowMax under <strong class="slate-bold">General Settings</strong>, allowing organisations to define and maintain their own categorisation scheme.</p><p class="slate-p " ></p>

Accounts in WorkflowMax, also referred to as account codes, are used to categorise income and expenses for jobs, costs, and invoicing. Each account typically includes attributes such as a unique code, name, and type (e.g., income or expense). These codes provide the link between WorkflowMax’s operational data and the financial reporting structure of the business, ensuring consistency and accuracy when tracking project-related revenue and costs.

Users interact with account codes primarily in job costing and billing workflows. When costs are recorded or invoices are generated, the associated account codes determine how those amounts are categorised for reporting and, if applicable, exported to accounting software. This helps businesses align operational data with financial statements and enables accurate allocation of income and expenses.

When WorkflowMax is integrated with Xero, account codes are synchronised from Xero and cannot be edited within WorkflowMax. In this scenario, Xero serves as the source of truth for financial account structures, ensuring seamless alignment between the two systems. If no Xero integration is enabled, account codes can be managed directly within WorkflowMax under 

, allowing organisations to define and maintain their own categorisation scheme.

<p class="slate-p " >Roles in WorkflowMax define the access permissions and functional capabilities assigned to staff members. Each role determines what actions a user can perform—such as viewing jobs, creating invoices, or managing clients—ensuring that staff have appropriate access aligned with their responsibilities. By controlling permissions through roles, administrators can safeguard sensitive data while streamlining user experiences across teams.</p><p class="slate-p " >Key attributes of a role include its unique identifier and name. Organizations typically create standard roles (e.g., Administrator, Manager, Staff) to align with business hierarchies or job functions. Assigning staff to roles simplifies onboarding, maintains consistent access policies, and reduces the risk of unauthorized actions within the system.</p><p class="slate-p " >From an integration standpoint, the Roles API enables developers to retrieve or manage role definitions programmatically. This is particularly useful when synchronizing user access with external identity systems, automating staff provisioning, or auditing permission structures across platforms.</p><p class="slate-p " >Learn more at:
 <a href="https://support.workflowmax.com/hc/en-us/sections/28080950578713-Roles?utm_source=chatgpt.com" target="_new">https://support.workflowmax.com/hc/en-us/sections/28080950578713-Roles</a></p><p class="slate-p " ></p>

Roles in WorkflowMax define the access permissions and functional capabilities assigned to staff members. Each role determines what actions a user can perform—such as viewing jobs, creating invoices, or managing clients—ensuring that staff have appropriate access aligned with their responsibilities. By controlling permissions through roles, administrators can safeguard sensitive data while streamlining user experiences across teams.

Key attributes of a role include its unique identifier and name. Organizations typically create standard roles (e.g., Administrator, Manager, Staff) to align with business hierarchies or job functions. Assigning staff to roles simplifies onboarding, maintains consistent access policies, and reduces the risk of unauthorized actions within the system.

From an integration standpoint, the Roles API enables developers to retrieve or manage role definitions programmatically. This is particularly useful when synchronizing user access with external identity systems, automating staff provisioning, or auditing permission structures across platforms.

<p class="slate-p " >Custom fields in WorkflowMax allow organisations to tailor their data structure by capturing additional information that is specific to their business needs. These fields can be added to core objects such as clients, jobs, tasks, and more, providing flexibility beyond the standard fields available in the platform.</p><p class="slate-p " >Custom fields support a range of field types including text, number, date, dropdowns, and checkboxes. They are commonly used for tracking internal notes, compliance data, or industry-specific details that are not captured by default.</p><p class="slate-p " >Within the WorkflowMax application, custom fields are defined at the account level and can be configured through the settings area. Once set up, they appear on the relevant object forms and are included in both the web interface and API responses where applicable.</p><p class="slate-p " >By using custom fields, teams can enhance their workflows, streamline reporting, and maintain consistent data capture across the organisation.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/articles/24773394063129-About-custom-fields" target="_self">https://support.workflowmax.com/hc/en-us/articles/24773394063129-About-custom-fields</a></p><p class="slate-p " ></p><p class="slate-p " ></p>

Custom fields in WorkflowMax allow organisations to tailor their data structure by capturing additional information that is specific to their business needs. These fields can be added to core objects such as clients, jobs, tasks, and more, providing flexibility beyond the standard fields available in the platform.

Custom fields support a range of field types including text, number, date, dropdowns, and checkboxes. They are commonly used for tracking internal notes, compliance data, or industry-specific details that are not captured by default.

Within the WorkflowMax application, custom fields are defined at the account level and can be configured through the settings area. Once set up, they appear on the relevant object forms and are included in both the web interface and API responses where applicable.

By using custom fields, teams can enhance their workflows, streamline reporting, and maintain consistent data capture across the organisation.

<p class="slate-p " >Client Settings in WorkflowMax allow businesses to configure how clients are categorized and managed within the system. These settings include attributes such as client types and business structure that provide structure to client data. By defining and maintaining these settings, organizations can create a consistent framework for organizing clients, enabling easier reporting, analysis, and workflow automation.</p><p class="slate-p " >Users typically configure Client Settings during setup or as their client base evolves, ensuring clients are classified in ways that align with business requirements. For example, Client Types might separate clients by industry or size, while Business Structures can be used to cluster related clients with the same organizational framework. This structured approach supports accurate reporting, streamlined client management, and better segmentation for billing, marketing, and performance tracking.</p><p class="slate-p " >From an integration perspective, the Client Settings API enables developers to access and maintain these classifications programmatically. This ensures that client categories in WorkflowMax remain consistent with external systems such as CRMs, ERPs, or data warehouses, allowing for smooth synchronization and reliable reporting across platforms.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/articles/24773406711577-About-client-settings" target="_new">https://support.workflowmax.com/hc/en-us/articles/24773406711577-About-client-settings</a></p><p class="slate-p " ></p>

Client Settings in WorkflowMax allow businesses to configure how clients are categorized and managed within the system. These settings include attributes such as client types and business structure that provide structure to client data. By defining and maintaining these settings, organizations can create a consistent framework for organizing clients, enabling easier reporting, analysis, and workflow automation.

Users typically configure Client Settings during setup or as their client base evolves, ensuring clients are classified in ways that align with business requirements. For example, Client Types might separate clients by industry or size, while Business Structures can be used to cluster related clients with the same organizational framework. This structured approach supports accurate reporting, streamlined client management, and better segmentation for billing, marketing, and performance tracking.

From an integration perspective, the Client Settings API enables developers to access and maintain these classifications programmatically. This ensures that client categories in WorkflowMax remain consistent with external systems such as CRMs, ERPs, or data warehouses, allowing for smooth synchronization and reliable reporting across platforms.

<p class="slate-p " >Costs in WorkflowMax represent predefined expense items that can be added to jobs, such as materials, subcontractor fees, or fixed external charges. Configured at the account level via the settings area, each cost item typically includes a description, unit price, and optional supplier details.</p><p class="slate-p " >These reusable cost items streamline data entry, ensure consistency across jobs, and support accurate quoting and invoicing. Once set up, they can be selected when managing job costs or building templates, helping teams track actual vs estimated spend with greater clarity.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/articles/24773435381145-About-costs" target="_self">https://support.workflowmax.com/hc/en-us/articles/24773435381145-About-costs</a></p><p class="slate-p " ></p><p class="slate-p " ></p>

Costs in WorkflowMax represent predefined expense items that can be added to jobs, such as materials, subcontractor fees, or fixed external charges. Configured at the account level via the settings area, each cost item typically includes a description, unit price, and optional supplier details.

These reusable cost items streamline data entry, ensure consistency across jobs, and support accurate quoting and invoicing. Once set up, they can be selected when managing job costs or building templates, helping teams track actual vs estimated spend with greater clarity.

<p class="slate-p " >In WorkflowMax, Job Settings define the default configuration applied to newly created jobs, helping businesses maintain consistency and reduce manual setup effort. These settings can include defaults such as job category, job status, and template associations. By standardising these parameters, organisations ensure that all jobs start with the same foundational structure, making project tracking and reporting more reliable.</p><p class="slate-p " >Users typically configure Job Settings during the initial system setup or when refining operational processes. Adjustments to these settings allow administrators to align job creation with evolving business requirements, such as introducing, updating job categories, or modifying approval workflows. Because these settings apply automatically to all new jobs (unless overridden), they play a central role in shaping how work is managed across the organisation.</p><p class="slate-p " >From an integration perspective, the Job Settings API enables developers to retrieve the organisation’s default job parameters programmatically. This is particularly useful for ensuring external systems—such as CRM or project intake tools—can create jobs in WorkflowMax that are pre-configured with the correct defaults, maintaining data integrity and streamlining the job lifecycle.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/articles/24773464118553-About-job-settings" target="_new">https://support.workflowmax.com/hc/en-us/articles/24773464118553-About-job-settings</a></p><p class="slate-p " ></p><p class="slate-p " ></p>

In WorkflowMax, Job Settings define the default configuration applied to newly created jobs, helping businesses maintain consistency and reduce manual setup effort. These settings can include defaults such as job category, job status, and template associations. By standardising these parameters, organisations ensure that all jobs start with the same foundational structure, making project tracking and reporting more reliable.

Users typically configure Job Settings during the initial system setup or when refining operational processes. Adjustments to these settings allow administrators to align job creation with evolving business requirements, such as introducing, updating job categories, or modifying approval workflows. Because these settings apply automatically to all new jobs (unless overridden), they play a central role in shaping how work is managed across the organisation.

From an integration perspective, the Job Settings API enables developers to retrieve the organisation’s default job parameters programmatically. This is particularly useful for ensuring external systems—such as CRM or project intake tools—can create jobs in WorkflowMax that are pre-configured with the correct defaults, maintaining data integrity and streamlining the job lifecycle.

<p class="slate-p " >Staff in WorkflowMax are the users who contribute to jobs, track time, and engage with the platform day-to-day. Each staff member is configured in the account settings and includes key attributes such as name, contact details, job title, base rate, and billable rate. Staff may also be assigned different levels of access permissions, enabling you to control what areas of the application they can view or manage.</p><p class="slate-p " >Staff data plays a critical role across WorkflowMax – from allocating tasks and tracking timesheets, to generating invoices and reporting on profitability. Maintaining accurate and up-to-date staff information helps ensure time entries, costs, and billing are correctly attributed. Staff can also be grouped or filtered in various reports to analyse performance, capacity, or utilisation across your team.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/articles/24773429299481-About-staff" target="_self">https://support.workflowmax.com/hc/en-us/articles/24773429299481-About-staff</a></p><p class="slate-p " ></p><p class="slate-p " ></p>

Staff in WorkflowMax are the users who contribute to jobs, track time, and engage with the platform day-to-day. Each staff member is configured in the account settings and includes key attributes such as name, contact details, job title, base rate, and billable rate. Staff may also be assigned different levels of access permissions, enabling you to control what areas of the application they can view or manage.

Staff data plays a critical role across WorkflowMax – from allocating tasks and tracking timesheets, to generating invoices and reporting on profitability. Maintaining accurate and up-to-date staff information helps ensure time entries, costs, and billing are correctly attributed. Staff can also be grouped or filtered in various reports to analyse performance, capacity, or utilisation across your team.

<p class="slate-p " >Taxes in WorkflowMax define the rates applied to billable items, quotes, purchase orders, and invoices to meet the organisation’s tax compliance requirements. Each tax rate includes key attributes such as the tax name and tax rate. These settings ensure consistent calculation and reporting of tax across all financial transactions in the system.</p><p class="slate-p " >When WorkflowMax is integrated with Xero, tax rates are synced directly from Xero and managed there. In this case, tax rates in WorkflowMax become read-only and cannot be edited within the organisation settings. This seamless integration ensures that tax calculations remain consistent across both platforms, avoiding discrepancies and simplifying compliance.</p><p class="slate-p " >Users typically manage tax rates either directly in WorkflowMax (when not integrated with Xero) or exclusively in Xero (when integration is active). The Tax API allows developers to retrieve tax rate information for use in external systems, ensuring financial data consistency and supporting real-time tax calculations based on the source of truth.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/articles/24872270966297-Edit-organisation-settings" target="_new">https://support.workflowmax.com/hc/en-us/articles/24872270966297-Edit-organisation-settings</a></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

Taxes in WorkflowMax define the rates applied to billable items, quotes, purchase orders, and invoices to meet the organisation’s tax compliance requirements. Each tax rate includes key attributes such as the tax name and tax rate. These settings ensure consistent calculation and reporting of tax across all financial transactions in the system.

When WorkflowMax is integrated with Xero, tax rates are synced directly from Xero and managed there. In this case, tax rates in WorkflowMax become read-only and cannot be edited within the organisation settings. This seamless integration ensures that tax calculations remain consistent across both platforms, avoiding discrepancies and simplifying compliance.

Users typically manage tax rates either directly in WorkflowMax (when not integrated with Xero) or exclusively in Xero (when integration is active). The Tax API allows developers to retrieve tax rate information for use in external systems, ensuring financial data consistency and supporting real-time tax calculations based on the source of truth.

<p class="slate-p " >Lead Settings in WorkflowMax define the configurable options that shape how leads are managed within the system. These settings typically include lead categories and lead templates that help organisations track and qualify potential work opportunities before they are converted into jobs. By customising Lead Settings, businesses can align lead attributes with their internal sales processes and reporting requirements.</p><p class="slate-p " >Users interact with Lead Settings primarily through the WorkflowMax account settings interface. Administrators can create, edit, or remove categories and templates to reflect their unique sales stages, from initial enquiry through to acceptance or decline. These settings ensure consistency in how leads are categorised, making it easier for teams to monitor pipelines and measure conversion performance.</p><p class="slate-p " >From an integration perspective, the Lead Settings API provides programmatic access to these configurations. This allows developers to sync lead metadata with external CRM or marketing tools, automate sales reporting, or enforce consistent lead categorisation across multiple platforms.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/articles/24773412267673-About-lead-settings" target="_new">https://support.workflowmax.com/hc/en-us/articles/24773412267673-About-lead-settings</a></p><p class="slate-p " ></p><p class="slate-p " ></p>

Lead Settings in WorkflowMax define the configurable options that shape how leads are managed within the system. These settings typically include lead categories and lead templates that help organisations track and qualify potential work opportunities before they are converted into jobs. By customising Lead Settings, businesses can align lead attributes with their internal sales processes and reporting requirements.

Users interact with Lead Settings primarily through the WorkflowMax account settings interface. Administrators can create, edit, or remove categories and templates to reflect their unique sales stages, from initial enquiry through to acceptance or decline. These settings ensure consistency in how leads are categorised, making it easier for teams to monitor pipelines and measure conversion performance.

From an integration perspective, the Lead Settings API provides programmatic access to these configurations. This allows developers to sync lead metadata with external CRM or marketing tools, automate sales reporting, or enforce consistent lead categorisation across multiple platforms.

<p class="slate-p " >task includes a name, description, estimated time, billing rate, and whether it is billable or not. Tasks are typically configured in the account settings and then assigned to jobs during job setup. This allows teams to standardise their workflows, accurately allocate time, and consistently bill clients based on the type of work performed.</p><p class="slate-p " >Tasks are fundamental to time tracking, job costing, and invoicing. Staff members log time against tasks, and this data flows through to reports, profitability insights, and billing processes. Predefined tasks can also be bundled into task templates to simplify job creation for repeatable work types.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/articles/24773483796505-About-tasks" target="_self">https://support.workflowmax.com/hc/en-us/articles/24773483796505-About-tasks</a></p><p class="slate-p " ></p><p class="slate-p " ></p>

task includes a name, description, estimated time, billing rate, and whether it is billable or not. Tasks are typically configured in the account settings and then assigned to jobs during job setup. This allows teams to standardise their workflows, accurately allocate time, and consistently bill clients based on the type of work performed.

Tasks are fundamental to time tracking, job costing, and invoicing. Staff members log time against tasks, and this data flows through to reports, profitability insights, and billing processes. Predefined tasks can also be bundled into task templates to simplify job creation for repeatable work types.

<p class="slate-p " >Jobs in WorkflowMax represent the core unit of work for tracking client engagements, internal projects, and service delivery. Each job contains essential information such as the client, job number, start and due dates, assigned staff, tasks, costs, and billing details. Jobs allow users to manage time, expenses, and profitability on a per-project basis, supporting visibility and control across the full project lifecycle.</p><p class="slate-p " >Jobs are typically created at the start of a new engagement or project and progress through various stages—such as in progress, completed, or invoiced—based on custom workflows. Users interact with jobs to schedule work, log time, assign resources, track costs, and generate invoices. The job object links to other core components in WorkflowMax, including clients, tasks, quotes, and invoices, making it central to financial and operational reporting.</p><p class="slate-p " >Jobs are especially important for service businesses that need to track billable time, compare actuals against estimates, and ensure accountability across teams and clients. The Jobs API enables developers to access, monitor, and manipulate job data to support integrations with CRMs, time-tracking tools, reporting systems, or custom business workflows.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/articles/24773464714521-About-jobs" target="_new">https://support.workflowmax.com/hc/en-us/articles/24773464714521-About-jobs</a></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

Jobs in WorkflowMax represent the core unit of work for tracking client engagements, internal projects, and service delivery. Each job contains essential information such as the client, job number, start and due dates, assigned staff, tasks, costs, and billing details. Jobs allow users to manage time, expenses, and profitability on a per-project basis, supporting visibility and control across the full project lifecycle.

Jobs are typically created at the start of a new engagement or project and progress through various stages—such as in progress, completed, or invoiced—based on custom workflows. Users interact with jobs to schedule work, log time, assign resources, track costs, and generate invoices. The job object links to other core components in WorkflowMax, including clients, tasks, quotes, and invoices, making it central to financial and operational reporting.

Jobs are especially important for service businesses that need to track billable time, compare actuals against estimates, and ensure accountability across teams and clients. The Jobs API enables developers to access, monitor, and manipulate job data to support integrations with CRMs, time-tracking tools, reporting systems, or custom business workflows.

<p class="slate-p " >Costs in WorkflowMax represent non-time-based expenses associated with delivering a job, such as materials, subcontractor fees, travel expenses, or purchased items. These costs can be estimated during the quoting phase or added during the job execution to reflect actual expenditure. Each cost item typically includes attributes such as description, quantity, unit cost, markup, supplier details, and whether the cost is billable.</p><p class="slate-p " >Job costs play a critical role in budgeting, profitability tracking, and invoicing. Users typically enter costs manually or import them from supplier bills or purchase orders. Costs can be flagged for billing to ensure they appear on client invoices, either as disbursements or as part of fixed-price work. In reporting, job costs are used to calculate actual vs. estimated margins and assess financial performance across jobs and clients.</p><p class="slate-p " >For developers, the Job Cost API provides access to all cost records linked to a specific job. This is useful for integrating with external procurement systems, automating cost reconciliation, or surfacing financial insights in custom reporting tools.</p><p class="slate-p " >Learn more at: <a href="https://support.workflowmax.com/hc/en-us/sections/24730519965593-Costs-in-jobs" target="_new">https://support.workflowmax.com/hc/en-us/sections/24730519965593-Costs-in-jobs</a></p><p class="slate-p " ></p><p class="slate-p " ></p><p class="slate-p " ></p>

Costs in WorkflowMax represent non-time-based expenses associated with delivering a job, such as materials, subcontractor fees, travel expenses, or purchased items. These costs can be estimated during the quoting phase or added during the job execution to reflect actual expenditure. Each cost item typically includes attributes such as description, quantity, unit cost, markup, supplier details, and whether the cost is billable.

Job costs play a critical role in budgeting, profitability tracking, and invoicing. Users typically enter costs manually or import them from supplier bills or purchase orders. Costs can be flagged for billing to ensure they appear on client invoices, either as disbursements or as part of fixed-price work. In reporting, job costs are used to calculate actual vs. estimated margins and assess financial performance across jobs and clients.

For developers, the Job Cost API provides access to all cost records linked to a specific job. This is useful for integrating with external procurement systems, automating cost reconciliation, or surfacing financial insights in custom reporting tools.

<p class="slate-p " >Job tasks in WorkflowMax represent the individual pieces of work that make up a job. Each task defines the type of work to be performed, its estimated hours, billable rate, and whether it is billable or non-billable. By breaking jobs into tasks, businesses can track time, costs, and profitability at a more granular level, making it easier to monitor progress against budgeted estimates.</p><p class="slate-p " >Users typically interact with job tasks when setting up a new job, allocating work to staff, or recording timesheets. Tasks provide the structure for capturing actual effort and costs, which then flow into invoicing, reporting, and job profitability analysis. They also ensure that teams have a clear breakdown of responsibilities and project managers can track how each component of a job contributes to the overall outcome.</p><p class="slate-p " >From an integration perspective, the Job Tasks API allows developers to retrieve details of the tasks assigned to jobs, enabling synchronization with project management tools, reporting systems, or billing platforms. This is especially valuable for custom reporting, workload planning, or automating workflows that depend on job task breakdowns.</p><p class="slate-p " >Learn more at:
 <a href="https://support.workflowmax.com/hc/en-us/sections/24730538688409-Tasks-in-jobs" target="_new">https://support.workflowmax.com/hc/en-us/sections/24730538688409-Tasks-in-jobs</a></p><p class="slate-p " ></p>

Job tasks in WorkflowMax represent the individual pieces of work that make up a job. Each task defines the type of work to be performed, its estimated hours, billable rate, and whether it is billable or non-billable. By breaking jobs into tasks, businesses can track time, costs, and profitability at a more granular level, making it easier to monitor progress against budgeted estimates.

Users typically interact with job tasks when setting up a new job, allocating work to staff, or recording timesheets. Tasks provide the structure for capturing actual effort and costs, which then flow into invoicing, reporting, and job profitability analysis. They also ensure that teams have a clear breakdown of responsibilities and project managers can track how each component of a job contributes to the overall outcome.

From an integration perspective, the Job Tasks API allows developers to retrieve details of the tasks assigned to jobs, enabling synchronization with project management tools, reporting systems, or billing platforms. This is especially valuable for custom reporting, workload planning, or automating workflows that depend on job task breakdowns.

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