WorkflowMax Integration

Job and project management for professional services — create and track jobs, tasks, quotes, leads, clients, suppliers and purchase orders; post timesheets and costs; pull invoices, payments and capacity planning. Note: WorkflowMax API V2 does not support invoice/quote creation, note editing or job-phase endpoints — use the WorkflowMax product UI for those. Sync WorkflowMax tasks, statuses, and assignees with chat, CRM, and documentation tools. When Watch Clients fires, automatically continue with Get Accounts or Get Business Structures.

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Supported triggers and actions for WorkflowMax integration

Triggers can detect changes in WorkflowMax and run actions that can create, search or modify data inside WorkflowMax automatically [3] — exactly how you set them.

Watch ClientsTriggers when a client is created or updated.
Watch InvoicesTriggers when an invoice is created or updated.
Watch JobsTriggers when a job is created or updated.
Watch TimesheetsTriggers when a timesheet entry is created or updated.
Get AccountsFetches chart-of-accounts codes from your WorkflowMax organisation (income and expense account codes — not organisations).
Get Business StructuresFetches the business structures (entities/divisions) defined in your WorkflowMax organisation.
Get Capacity PlanRetrieves capacity plan entries — planned minutes per staff member, job and job task over a date range. Supports filtering by staff, job, job task and date range, with page/pageSize/sort/order paging.
Get ClientRetrieves a single client by its unique identifier, including addresses, contacts, billing details, client groups, relationships, notes, documents and custom fields.
Get Client ContactRetrieves a single client contact by its unique identifier.
Get Client DocumentsRetrieves the documents attached to a client — title, filename, size, note, phase and download URL. Use to list or sync files stored against a client.
Get Client GroupRetrieves a single client group by its unique identifier.
Get Client GroupsFetches a list of client groups in the account.
Get ClientsFetches a list of clients in the account, including basic details such as name, client UUID, and key contact information. Supports filtering and pagination.
Get Client TypesFetches the client types (billing/markup categories) defined in your WorkflowMax organisation.
Get CostRetrieves a single cost item by its unique identifier.
Get CostsRetrieves a list of cost items configured in the account settings — name, unit cost, unit price, tax and supplier information. Use to display or map available costs for quoting, job planning or reporting.
Get Custom FieldsFetches custom field definitions available in your WorkflowMax organisation, across clients, contacts, jobs, jobs costs/tasks, leads, quotes, suppliers and timesheets.
Get InvoiceRetrieves detailed information for a single invoice by UUID or invoice number, including client, jobs, line items, and payments.
Get Invoice CostsRetrieves the cost entries on an invoice.
Get Invoice NotesFetches a list of invoice notes with optional filters. Read-only — WorkflowMax V2 has no note update/delete endpoint.
Get InvoicesFetches a list of invoices, including client, dates, amounts, and status. Read-only — WorkflowMax API V2 does not support invoice creation.
Get JobFetches a single job by UUID or job number.
Get Job CategoriesFetches job categories defined in your WorkflowMax organisation.
Get Job CostsFetches the costs recorded against a job.
Get Job DocumentsRetrieves the documents attached to a job — title, filename, size, note, phase and download URL. Use to list or sync files stored against a job.
Get JobsFetches a list of jobs. Filter by client, staff, status, and date ranges; sort and page through results.
Get Jobs TasksFetches a list of job tasks across all jobs. Filter by job, staff, task, and date ranges.
Get Job StatusesRetrieves job status definitions.
Get Job TemplatesFetches job templates (reusable task/cost/phase/milestone sets) defined in your WorkflowMax organisation.
Get LeadRetrieves detailed information for a single lead — client, contact, status, estimated value and (optionally) its notes, documents, activities and quotes.
Get Lead CategoriesFetches lead categories defined in your WorkflowMax organisation.
Get Lead DocumentsRetrieves the documents attached to a lead — title, filename, size, note, phase and download URL. Use to list or sync files stored against a lead.
Get LeadsRetrieves a list of all leads in the account — for building a sales pipeline view, syncing opportunities with a CRM, or reporting on open and closed leads.
Get Lead StatusesFetches lead status definitions from your WorkflowMax organisation.
Get MeRetrieves the connected user and organisation name.
Get PaymentsRetrieves a list of recorded payments, including the associated invoice, amount, date, and reference.
Get Purchase OrderRetrieves detailed information for a single purchase order, including supplier, line items, and status.
Get Purchase Order BillsFetches a list of purchase order bills, including bill number, supplier, bill date, and total amount.
Get Purchase Order DocumentsRetrieves the documents attached to a purchase order — title, filename, size, note, phase and download URL. Use to list or sync files stored against a purchase order.
Get Purchase OrdersFetches a list of purchase orders, including PO number, supplier, status, and total cost.
Get Purchase Order Stock ReceiptsFetches a list of stock receipts across the account, including purchase order, supplier bill, and receipt date.
Get QuoteRetrieves detailed information for a single quote or estimate — client, financials, status and (optionally) its phases, line items, notes and documents.
Get Quote DocumentsRetrieves the documents attached to a quote — title, filename, size, note, phase and download URL. Use to list or sync files stored against a quote.
Get Quote NotesRetrieves a list of notes attached to quotes — optionally filtered by client or quote. Read-only; WorkflowMax V2 has no note create/update/delete endpoint for quotes.
Get QuotesRetrieves a list of quotes and estimates in the account, with filters for client, status and date range.
Get Quote VariationRetrieves a single quote variation by its identifier.
Get Quote VariationsRetrieves a list of quote variations — revised quotes raised against an existing job or quote — with filters for client, quote and status.
Get RolesFetches user roles defined in your WorkflowMax organisation, for assigning or filtering staff by role.
Get StaffRetrieves a list of staff members — names, rates, contact details, role, custom task rates, historic rates and capacity.
Get Staff MemberRetrieves a single staff member by their unique identifier.
Get SupplierRetrieves detailed information for a single supplier, including contact details, tax settings, and address.
Get Supplier ContactRetrieves detailed information for a specific supplier contact, including name, email, and linked supplier.
Get Supplier DocumentsRetrieves the documents attached to a supplier — title, filename, size, note, phase and download URL. Use to list or sync files stored against a supplier.
Get SuppliersFetches a list of suppliers, including name, status, and contact information.
Get TaskRetrieves a single task by its unique identifier.
Get TasksRetrieves a list of tasks configured in the account settings — base and billable rates, tracking categories, taxes and any custom client/staff/historic rates.
Get TaxesFetches the tax rates defined in your WorkflowMax organisation.
Get TimesheetRetrieves a single timesheet entry by its unique identifier.
Get TimesheetsRetrieves a list of timesheet entries, including job, task, staff, date and duration. Supports filtering by job, job task, staff, invoice and date range, with page/pageSize/sort/order paging.
Add Clients to Client GroupAdds one or more existing clients to a client group.
Add Contact to ClientLinks an existing client contact to a client. The contact must already exist — create it first with Create Client Contact.
Add Job Templates to JobApplies one or more job templates to an existing job.
Add Staff to JobAssigns a staff member to a job, optionally with a custom billable rate.
Create ClientCreates a new client with contact, billing and tax details.
Create Client ContactCreates a new client contact, optionally linked to one or more clients.
Create Client GroupCreates a new client group, optionally seeded with member clients.
Create CostCreates a new cost item in the account settings, available for use on quotes, jobs and purchase orders.
Create Custom FieldCreates a new custom field definition in your WorkflowMax organisation.
Create JobCreates a new job for a client.
Create Job CostRecords a cost against a job.
Create Job NoteAdds a note to a job.
Create Job QuoteCreates a new quote on an existing job — either from the job's master quote, or built up from the job's own tasks and costs.
Create Job TaskAdds a task to a job.
Create LeadCreates a new lead — for capturing sales opportunities from external CRMs, web forms or other lead-generation tools. Only available when the account is subscribed to the lead module.
Create Purchase OrderCreates a new purchase order, linking one or more jobs and their costs.
Create Purchase Order BillCreates a new bill linked to a specific purchase order, recording supplier invoice information.
Create Purchase Order Stock ReceiptAdds a stock receipt to a purchase order to document quantities of goods received from a supplier.
Create QuoteCreates a new quote or estimate for a client — a standalone quote, not tied to an existing job. Use Create Job Quote instead to add a quote to an existing job.
Create Quote CostAdds a cost line item to an existing quote — either an existing cost from the cost admin, or a one-off cost typed on the fly.
Create StaffCreates a new staff member, with optional role, custom task-rate and historic-rate overrides.
Create SupplierCreates a new supplier record, storing business name, contact information, and payment details.
Create Supplier ContactCreates a new contact and associates it with the specified supplier.
Create TaskCreates a new task in the account settings, with optional per-client, per-staff and historic billable-rate overrides.
Create TimesheetCreates a new timesheet entry logging time against a job task for a staff member.
Delete ClientPermanently deletes a client.
Delete Client ContactPermanently deletes a client contact.
Delete Client Contact LinkRemoves the link between a client and a contact.
Delete Client GroupPermanently deletes a client group. Member clients themselves are not deleted.
Delete CostDeletes a cost item from the account settings.
Delete Custom RatesDeletes a custom billing rate override, identified by customRateType plus the matching staff/client/task ids (and, for historic rates, the applied-up-to date).
Delete JobDeletes a job.
Delete Job StaffRemoves a staff member from a job.
Delete Job TaskDeletes a task from a job.
Delete Purchase OrderPermanently deletes a purchase order.
Delete SupplierPermanently deletes a supplier. This may impact related purchase orders or cost records — use with caution.
Delete Supplier ContactPermanently deletes a supplier contact from its associated supplier record.
Delete TaskDeletes a task from the account settings.
Delete TimesheetDeletes a timesheet entry.
Make an API CallPerforms an arbitrary authorized API request to the WorkflowMax API.
Remove Clients from Client GroupRemoves one or more clients from a client group. The clients themselves are not deleted.
Update ClientUpdates an existing client. Only the fields supplied are changed. This endpoint's body is narrower than Create Client (32 fields, not 37) — it has no Addresses, Custom Rate, Client Groups or Contacts arrays; use the dedicated group/contact-link modules for those.
Update Client ContactUpdates an existing client contact's own details. To change which clients it's linked to, use Add Contact to Client / Update Client Contact Link / Delete Client Contact Link.
Update Client Contact LinkUpdates the link attributes (position, primary flag, email inclusion) between a client and a contact already linked to it. Does not change the contact's own details — use Update Client Contact for that.
Update Client GroupUpdates an existing client group's name, taxable flag and favourite flag. To change membership, use Add Clients to Client Group / Remove Clients from Client Group.
Update CostUpdates an existing cost item. Only the fields supplied are changed.
Update Custom FieldUpdates an existing custom field's name, mandatory flag, objects, link or options. The field's type cannot be changed after creation (WorkflowMax API V2 limitation).
Update Custom RatesSets a custom billing rate override for a staff member, client, or task. The response shape varies by customRateType and is not documented structurally by the vendor, so it is passed through unmodified.
Update JobUpdates an existing job.
Update Job CostUpdates a cost recorded against a job.
Update Job StaffUpdates the custom billable rate for a staff member already assigned to a job.
Update Job TaskUpdates a task on a job.
Update LeadUpdates an existing lead — contact information, status, value, custom fields — keeping sales and pre-job information accurate.
Update QuoteUpdates an existing quote or estimate — client, salesperson, validity dates, budget or custom fields.
Update Quote CostUpdates a cost line item on a quote — pricing, quantity, tax or the supplier it's linked to.
Update StaffUpdates an existing staff member. Only the fields supplied are changed. Note: unlike Create Staff, the update endpoint does not accept email or custom task/historic rate overrides.
Update SupplierUpdates an existing supplier, identified by UUID — business information, contact details, and payment settings.
Update Supplier ContactUpdates an existing supplier contact, identified by UUID — name, email, phone numbers, or role.
Update TaskUpdates an existing task. Only the fields supplied are changed. Note: unlike Create Task, the update endpoint does not accept custom client/staff/historic rate overrides.
Update TimesheetUpdates an existing timesheet entry.
Upload Client DocumentUploads a document to a client. The document will be sent to the account's Document Management System if one is integrated. Expects the file content as a base64-encoded string.
Upload Job DocumentUploads a document to a job. The document will be sent to the account's Document Management System if one is integrated. Expects the file content as a base64-encoded string.
Upload Lead DocumentUploads a document to a lead. The document will be sent to the account's Document Management System if one is integrated. Expects the file content as a base64-encoded string.
Upload Purchase Order DocumentUploads a document to a purchase order. The document will be sent to the account's Document Management System if one is integrated. Expects the file content as a base64-encoded string.
Upload Quote DocumentUploads a document to a quote. The document will be sent to the account's Document Management System if one is integrated. Expects the file content as a base64-encoded string.
Upload Supplier DocumentUploads a document to a supplier. The document will be sent to the account's Document Management System if one is integrated. Expects the file content as a base64-encoded string.

How to integrate WorkflowMax in automation workflow?

3 simple steps to make your WorkflowMax connected with other apps in automation workflows on WEXTL. Up to 10 minutes integration set up.

STEP 1

Select WorkflowMax in workflow

Pick WorkflowMax app in the workflow builder [4] - just one click to select the app.

STEP 2

Connect WorkflowMax

When prompted, authorize access to WorkflowMax in WEXTL once. WorkflowMax credentials are encrypted and never shared with WEXTL. Authorization will be reused in any future API calls [3].

WEXTL wants to integrate with your WorkflowMax account. Approve?

STEP 3

Build a workflow

Build your workflow with WorkflowMax yourself or with WEXTL® AI Builder. Connect WorkflowMax to any available integrations [5], or use HTTP node to go beyond them.

WorkflowMax

How WorkflowMax connects and integrates with WEXTL

Save and approve your credentials once — WEXTL® stores authorization information encrypted and reuses the authentication whenever WorkflowMax app is called in workflows. That allows your project management automations to run without your attention, per defined schedule [7]. Explore documentation [6] for a detailed list of fields that WorkflowMax supports.

Full WorkflowMax API documentation

The following table illustrates what fields WorkflowMax integration require during authorization flow inside our workflow builder [4].

Demonstration of WorkflowMax connection step inside WEXTL Workflow Builder [4].

Field	Type	Help
Organisation IDRequired	text	The Organisation ID (a UUID) sent as the `account-id` header on every request. If you cannot find it in your organisation settings, WorkflowMax's own developer docs tell you to decode your access token at jwt.io and read the organisation claim.
Client ID	text	Leave blank to use the platform's registered app. Issued at https://developer.workflowmax.com if you register your own.
Client Secret	password	Leave blank to use the platform's registered app. Issued at https://developer.workflowmax.com if you register your own.

Connect WorkflowMax to popular apps on WEXTL

Enter a name of the other app you want to sync with WorkflowMax below. Click on selected app to explore integration options with WorkflowMax. If the app you search for is not available in WEXTL yet, you can use HTTP node [10] instead to integrate it directly.

Example automation with WorkflowMax integration

Select Watch Jobs trigger from WorkflowMax - this will be a starting point in your automation. Whenever event happens in WorkflowMax, workflow will start [7] from Watch Jobs node.

Search for Add Job Templates to Job, connect it as the next step of integration sequence. You can use filters between Watch Jobs and Add Job Templates to Job, so only important data pass from Watch Jobs to the next step. WEXTL gives you full control over the process of WorkflowMax automation. All parts of workflow are visible on the canvas [4].

WorkflowMax on WEXTL has 125 modules for building project management automations. Explore WorkflowMax documentation for more.

WorkflowMax

Watch Jobs

Buildern

Performs action

Buildern

Triggers

WorkflowMax

Add Job Templates to Job

Demonstration of how visual WorkflowMax automation [6] looks in WEXTL.

Frequently asked questions

Common questions about automating WorkflowMax in your workflows.

WorkflowMax has 4 triggers, including "Watch Clients", "Watch Invoices", and "Watch Jobs", and more. Triggers are start points of the workflow, and automations may start from them.

Integration has 121 actions, including "Get Accounts", "Get Business Structures", and "Get Capacity Plan", and more. Refer to our WorkflowMax Documentation for detailed inputs and outputs.

No. Most automations are built visually on the canvas by picking triggers, actions, and mapping fields. You can add custom JavaScript with Functions when advanced logic is needed — but our customers do that in rare cases [4].

Yes. Connections are authenticated per account, credentials are encrypted at rest, and you can enforce approvals and team-level access controls on any automation.

The WorkflowMax integration on WEXTL runs directly on its vendor public API — every field name, authentication method, and rate limit is controlled by WorkflowMax official API and covered in documentation [3]. WEXTL handles the request signing and pagination for you.

Absolutely. Where WorkflowMax provides native webhooks, you can use instant triggers to eliminate polling delay. For custom webhooks, WEXTL offers Custom Webhook node, so you can start automation whenever WorkflowMax or any other service sends event to webhook URL.

WEXTL is an AI-first visual canvas. The platform allows you to describe automation in plain text — and AI will wire nodes for WorkflowMax inside the workflow builder [4]. You can also use built-in workflow nodes (AI Agent, Human in the Loop, Condition, Aggregate Results) in pair with WorkflowMax modules to craft complex integration flows with branches, filtering, and conditional logic. There are absolutely no limits of what you can build.

References

List of sources used to gather information about the WorkflowMax integration.

WorkflowMax integration source code, module specs and credentials implementation.
Internal WorkflowMax integration documentation, structured input and output parameters, scopes, and authentication methods.
Official WorkflowMax vendor API documentation — used to verify field meanings, authentication flows, and anything our own specs don't fully capture.
WEXTL® Visual Workflow Builder, anonymized data from our technical support team.
WEXTL® Apps Library
WEXTL® WorkflowMax App Documentation
WEXTL® Workflow Scheduler
WEXTL® HTTP node documentation

WorkflowMax Integration

Supported triggers and actions for WorkflowMax integration