7 Best WorkflowMax Alternatives for Agencies in 2025 (with Scoring)

WorkflowMax became popular with service businesses for good reason. It had solid ratings on review platforms and was known for its quoting tools and seamless Xero integration that made billing straightforward for thousands of agencies worldwide.

But everything changed when the original Xero-owned version shut down in June 2024. The new WorkflowMax by BlueRock has been a disaster, with numerous Reddit users complaining about terrible support, missing features, and data export nightmares. One frustrated user even logged “43 problems” while trying to use the platform, saying “I have logged 43 problems… not asking for new features—I just want the basic product to work right.”

This mess has left thousands of agencies scrambling for better WorkflowMax alternatives that actually work without the headaches.

What Users Really Want?

After digging through countless user complaints on Reddit, Capterra, and G2, we found former WorkflowMax users have clear priorities:

Must-Have Features:

• Time tracking that actually works for accurate billing
• Invoicing that syncs with Xero (or other accounting software)
• Customer support with real humans who respond quickly
• A modern interface that doesn’t require a computer science degree
• Data export that actually exports your data

Nice-to-Have Features:

• Advanced reporting to track which projects make money
• Mobile apps for tracking time on the go
• Task dependencies and project visualization
• Automation to cut down on repetitive work

One Reddit user summed it up perfectly: “We need a platform that meets our needs and provides exceptional customer support (with real people who actually pick up the phone)” – showing just how badly WorkflowMax had failed its users.

How We Found the Best Alternatives

To find the best alternatives, we used a structured, data-driven research process. Our methodology was designed to understand not just what features a tool has, but what job users are trying to accomplish.

First, we applied the Jobs-to-be-Done (JTBD) framework to analyze why users were leaving WorkflowMax. By studying user reviews, we identified their core pain points and created a clear list of priorities for any replacement.

Next, we used a Weighted Scoring Model to objectively rate each alternative. Based on user priorities, we assigned weights to five key criteria:

We started by looking at 20 potential WorkflowMax replacements, then narrowed it down to 7 based on user demand and real-world agency needs. We tested platforms like Productive.io, OneSuite, Scoro, Apptivo, Wrike, Bonsai, and Monday.com to see which ones actually deliver.

How We Scored Each Tool

We used a simple scoring system based on what matters most to former WorkflowMax users:

Our Scoring Breakdown:

• Features (25%) – Does it have what you need without major gaps?
• Ease of Use (25%) – Can your team actually use it without wanting to quit?
• Pricing (25%) – Is it worth the money as your team grows?
• Integrations (15%) – Does it play nice with other tools you use?
• Support (10%) – Will someone help when things go wrong?

We gave ease of use the same weight as features because WorkflowMax users specifically fled due to terrible usability.

Let’s Get to Know WorkflowMax and Why People Are Leaving

What WorkflowMax Was

WorkflowMax started as a solid project management tool for service businesses. It combined project tracking, time management, quoting, invoicing, and client management in one platform that worked especially well with Xero accounting.

Why It Became Popular

• Seamless Xero Integration: Automatic tax syncing made billing simple for Xero users
• Solid Time Tracking: Mobile app rated 8.5/10 on G2 for easy time entry
• Great Quoting Tools: Scored 9.7/10 on TrustRadius for proposal creation
• Real-time Reporting: Dashboards showed project profitability at a glance
• Complete Workflow: Handled everything from leads to invoices in one system

Why Users Are Running Away

The data tells a brutal story:

• Terrible Support: 20% of Capterra reviews mention support problems, with tickets going unanswered for days
• Awful Interface: 30% of complaints cite usability issues – people couldn’t figure out basic tasks
• Missing Features: 40% of users want task dependencies and better project management tools
• Data Export Nightmare: BlueRock users report the export function still shows “coming soon”
• Constant Bugs: 60% of BlueRock complaints mention stability issues that break workflows

What was once a platform serving customers in 170+ countries now has users desperately looking for exits.

The Best WorkflowMax Alternatives at a Glance

(Note: Scores recalculated with updated monthly pricing as of Aug 20, 2025.)

7 Best WorkflowMax Alternatives for Agencies

1. Productive.io – Best for Development Teams

Overall Score: 7.3/10 | Pricing: $55-195/month for 5 users (monthly) — or $45-160 when billed annually

What Productive.io Does

Productive.io is perfect for development agencies and consultancies that need sophisticated project tracking with real-time profitability insights. It’s like having a business analyst built into your project management tool.

Score Breakdown

• Features (8.0/10): Advanced resource planning and real-time profit tracking
• Ease of Use (7.0/10): Modern interface with some learning curve for complex features
• Pricing (6.5/10): Competitive pricing that offers good value for features provided
• Integrations (7.0/10): 30+ integrations including Xero, Jira, and Slack
• Support (9.0/10): Outstanding customer support with responsive help

What Users Say

Ratings: 4.6/5 on Capterra

Love it: “Love the updated design and we rely on project management and time reporting. Their support is outstanding – going above and beyond to provide excellent customer service.”

Not so much: “There are bugs in critical modules like timesheets and invoicing which makes us hesitant to switch over completely.”

The Good and Bad

Why development teams love it:

• Real-time profitability tracking shows which projects make money
• Advanced resource planning prevents team burnout
• Responsive customer support
• Modern interface that developers actually want to use

Where it needs work:

• Some bugs in critical features
• Learning curve for full team adoption
• Can get pricey as you add more features
• Limited customization for non-standard workflows

How It Compares to WorkflowMax

Feature	Productive.io	WorkflowMax
Profitability Tracking	✅ Real-time insights	❌ Basic reporting
Support Quality	✅ Responsive support	❌ Days-long waits
Interface	✅ Modern design	❌ Outdated
Cost for 5 users	✅ $55-195/month	❌ $67/month

2. OneSuite – Best for Digital Agencies

Overall Score: 7.2/10 | Pricing: $49/month for 10 users (Solopreneur plan; $39.20/mo when billed annually)

What OneSuite Does

OneSuite is built specifically for digital agencies. Think of it as an all-in-one platform that handles everything from proposals to final payments, with a focus on making you look professional to clients.

Score Breakdown

• Features (7.0/10): All the basics plus 100+ document templates and digital signatures
• Ease of Use (9.0/10): Users say it’s “intuitive and easy to navigate”
• Pricing (7.5/10): Good value for agencies with competitive pricing
• Integrations (6.0/10): REST API and basic connections, but limited compared to bigger platforms
• Support (8.0/10): Responsive team that actually listens to feedback

What Users Say

Ratings: 4.7/5 on G2

Love it: “Perfect for Agencies. The user interface is so intuitive and easy to navigate, making it perfect for agency owners. I’ve been migrating all my clients over to OneSuite.”

Not so much: “OneSuite is a good product, but it still feels like a demo. There are many basic features missing.”

The Good and Bad

Why agencies love it:

• Designed specifically for digital agencies
• White-label client portal with your branding
• 100+ professional document templates
• Super easy to learn and use

Where it falls short:

• Still feels like a newer platform
• Missing some advanced project management features
• Limited customization compared to enterprise tools
• Fewer integrations than established competitors

How It Stacks Up Against WorkflowMax

Feature	OneSuite	WorkflowMax
Agency Focus	✅ Built for agencies	❌ General purpose
Client Portal	✅ Fully branded	❌ Basic
Cost for 5 users	✅ $29/month	❌ $67/month

3. Apptivo – Best Customizable Solution

Overall Score: 7.15/10 | Pricing: $100-250/month for 5 users (monthly) — or $75-200 when billed annually

What Apptivo Does

Apptivo is like a Swiss Army knife for small businesses. It’s got 65+ business apps you can mix and match, from CRM to project management to invoicing. Perfect if you want one platform to run your entire business.

Score Breakdown

• Features (8.0/10): 65+ business apps covering everything you could need
• Ease of Use (6.0/10): Powerful but can be overwhelming for simple needs
• Pricing (7.0/10): Good value considering the breadth of features, though pricing has increased
• Integrations (7.0/10): Deep Google Workspace and Office 365 integration
• Support (9.0/10): Excellent customer support with high user satisfaction

What Users Say

Ratings: 4.1/5 on G2 with 712 verified Capterra reviews

Love it: “Outstanding! This is my fourth CRM implementation and it was by far the simplest and smoothest process with the greatest customization and functionality!”

Not so much: “It can be slow to load pages and some features feel unfinished or half-baked.”

The Good and Bad

Why businesses choose it:

• Free plan available for small teams
• 65+ apps you can add or remove as needed
• Excellent customer support that’s actually helpful
• Deep Google and Microsoft integrations

The tradeoffs:

• Can be slow and sluggish
• Interface feels overwhelming for simple needs
• Pricing has increased from earlier budget-friendly levels
• Email integration isn’t great

How It Compares to WorkflowMax

Feature	Apptivo	WorkflowMax
Free Plan	✅ Available	❌ None
Business Apps	✅ 65+ modules	❌ Limited scope
Support	✅ Excellent help	❌ Terrible response
Performance	❌ Can be slow	✅ Generally stable

4. Monday.com – Best for Visual Workflows

Overall Score: 7.05/10 | Pricing: $60-140/month for 5 users (monthly) — or $45-95 when billed annually

What Monday.com Does

Monday.com turns project management into a visual experience. With 25+ different views and unlimited customization, it’s like having a work operating system that adapts to how your team actually works.

Score Breakdown

• Features (9.0/10): 25+ views, AI integration, and powerful automation
• Ease of Use (8.0/10): Highest user experience ratings but can be overwhelming
• Pricing (4.0/10): Gets expensive fast with minimum 3-user requirements
• Integrations (9.0/10): 1000+ integrations through Zapier
• Support (8.0/10): 24/7 support with dedicated success managers

What Users Say

Ratings: 4.7/5 on G2

Love it: “Monday.com saves us significant staff time and costs. I love using it every day as my go-to system.”

Not so much: “Very expensive and we weren’t given all the features promised without paying more.”

The Good and Bad

Why teams love the visual approach:

• High user experience ratings in the industry
• Multiple view types for different work styles
• Strong automation features
• Scales from small teams to large enterprises

The cost of all that power:

• Complex pricing with minimums and buckets
• Gets expensive quickly as you add users
• Many features locked behind higher tiers
• Can be overwhelming for simple needs

How It Compares to WorkflowMax

Feature	Monday.com	WorkflowMax
Visual Design	✅ Industry-leading	❌ Outdated
Automation	✅ Strong features	❌ Basic
Cost Structure	❌ Complex and expensive	✅ Simple tiers
Learning Curve	❌ Can be overwhelming	✅ Simpler

5. Bonsai – Best for Solo Freelancers

Overall Score: 6.4/10 | Pricing: $75-295/month for 5 users (monthly) — or $45-245 when billed annually

What Bonsai Does

Bonsai is built for freelancers who want everything from proposals to payments in one simple package. It’s designed so you can be up and running in minutes, not hours.

Score Breakdown

• Features (6.0/10): Great for freelancers but lacks advanced project management
• Ease of Use (9.0/10): Users say “no learning curve required”
• Pricing (5.0/10): Gets expensive for teams due to per-user pricing
• Integrations (5.0/10): Basic connections with QuickBooks and Zapier
• Support (8.0/10): Good customer support with positive user reviews

What Users Say

Ratings: 4.6/5 on Capterra with positive user feedback

Love it: “Bonsai has been a game-changer for my freelance business! It’s like having a personal assistant that handles all the tedious admin work.”

Not so much: “If you’re growing beyond freelancing, I would consider looking elsewhere. They’re not scaling to support that type of customer.”

The Good and Bad

Why freelancers swear by it:

• Set up and running within minutes
• Built-in contracts and e-signatures
• Handles everything from proposals to payments
• No learning curve needed

Why it’s not great for teams:

• Per-user pricing gets expensive fast
• Limited advanced project management
• Not built for larger organizations
• Fewer integrations than competitors

How It Compares to WorkflowMax

Feature	Bonsai	WorkflowMax
Simplicity	✅ No learning curve	❌ Complex setup
Contracts	✅ Built-in templates	❌ Not available
Team Pricing	❌ Expensive per user	✅ Better for teams
Advanced Features	❌ Limited	✅ More comprehensive

6. Scoro – Best for Large Agencies

Overall Score: 6.4/10 | Pricing: $99.50-249.50/month for 5 users (min 5 seats)

What Scoro Does

Scoro is a comprehensive professional services automation platform. Think enterprise-grade project management with advanced analytics, resource planning, and financial management all in one system.

Score Breakdown

• Features (9.0/10): Most comprehensive PSA features available
• Ease of Use (6.0/10): Powerful but “setting up Scoro can be time-consuming”
• Pricing (4.0/10): Significantly more expensive than alternatives
• Integrations (8.0/10): 1000+ through Zapier plus strong native options
• Support (7.0/10): Generally good but some billing complaints

What Users Say

Ratings: 4.5/5 on G2 with 77% being 5-star reviews

Love it: “We can now get a quote to the client within 24 hours. I can track running costs and project profitability effortlessly.”

Not so much: “The 30-day notice period was a shock. Used it for 2 weeks, decided it wasn’t for us, but they charged me a full extra month.”

The Good and Bad

Why large agencies choose it:

• Comprehensive feature set for professional services
• Advanced resource planning and forecasting
• Detailed reporting templates for analytics
• Enterprise-grade security and compliance

The reality check:

• Steep learning curve requires training
• Significantly higher cost than alternatives
• Complex setup takes time
• Some questionable billing practices

How It Compares to WorkflowMax

Feature	Scoro	WorkflowMax
Feature Depth	✅ Most comprehensive	❌ Basic features
Resource Planning	✅ Advanced tools	❌ Limited
Setup Complexity	❌ Time-consuming	✅ Simpler
Cost	❌ Much higher	✅ More affordable

7. Wrike – Best for Enterprise Teams

Overall Score: 5.95/10 | Pricing: $50-125/month for 5 users

What Wrike Does

Wrike is an enterprise-grade project management platform with extensive integrations and sophisticated automation. It’s built for large teams managing complex projects.

Score Breakdown

• Features (9.0/10): Enterprise features with extensive integrations and automation
• Ease of Use (5.0/10): “Not very intuitive” with a steep learning curve
• Pricing (3.0/10): Expensive and gets worse as you scale
• Integrations (9.0/10): Extensive native integrations with enterprise tools
• Support (8.0/10): Professional support with generally good reviews

What Users Say

Ratings: Strong ratings on enterprise review platforms

Love it: “With everything in Wrike, we increased the quality of our assets across the board and improved efficiency.”

Not so much: “I found it pretty empty in terms of what you can actually do as a CRM. Customer support can be poor.”

The Good and Bad

Why enterprise teams use it:

• Extensive native integrations with enterprise tools
• Advanced automation and workflow capabilities
• Sophisticated project management features
• Enterprise-grade security and compliance

The downsides:

• Steep learning curve frustrates users
• Expensive pricing that escalates quickly
• Limited communication features
• Storage limits on lower plans

How It Compares to WorkflowMax

Feature	Wrike	WorkflowMax
Enterprise Scale	✅ Built for large teams	❌ Better for small/medium
Integrations	✅ Extensive native	❌ Limited options
Ease of Use	❌ Steep learning curve	✅ Simpler
Cost for Small Teams	❌ Expensive	✅ More affordable

Our Recommendations

If you’re a development team: Productive.io offers the best overall balance of advanced features, usability, and support quality. The responsive customer support and real-time profitability tracking make it ideal for agencies that need sophisticated project insights.

If you’re a digital agency: OneSuite remains an excellent choice specifically designed for agencies. At $29/month for 5 users, it offers best value with an interface that users say is “perfect for agency owners.”

If you need extensive customization: Apptivo gives you 65+ business apps to choose from, perfect for businesses that want to run everything from one platform.

If you love visual project management: Monday.com has high user experience ratings and strong visual workflows, though pricing can escalate.

If you’re a solo freelancer: Bonsai gets you up and running in minutes with no learning curve, but it’s expensive for teams.

If you’re a large agency with complex needs: Scoro provides comprehensive PSA features, though at a premium price.

If you need enterprise features: Wrike offers sophisticated capabilities for large teams, but comes with complexity and higher costs.

The key lesson from WorkflowMax’s downfall is clear: ease of use matters as much as features. Tools that are intuitive and have responsive support will save you more time and frustration than the most feature-packed platform that nobody wants to use.

Conclusion

The WorkflowMax disaster created an opportunity for agencies to upgrade to better, more modern solutions. Our research shows that OneSuite offers the best value for most digital agencies at just $29/month for 5 users, while Productive.io provides the best overall experience for development teams with its 4-minute support response time.

The most important takeaway? Don’t just look at features – prioritize tools that your team will actually want to use. WorkflowMax failed because it became too clunky and provided terrible support. Learn from their mistakes and choose a platform that puts user experience first.

Amongh them OneSuite offers free migration support with training from workflowmax.