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What makes Deltek WorkBook the best Workflowmax replacement?

Updated: Jun 6

Workflowmax is Retiring

Laptop displaying colourful data and graphs

You might have heard the buzz, and yes, it’s true – Xero will be retiring its cloud project management tool, Workflow Max on 26 June 2024, beyond which the product will no longer be available. This project management system has enabled agencies and industry players in architecture, consulting and legal practices to drive profit by facilitating job management, time tracking, lead management, job costing and quoting, all while keeping data fully reconciled via its Xero integration. In this article we will discuss what makes Deltek WorkBook the best replacement for Workflowmax.

Why the change and what does it mean for Workflowmax customers?

In a recent blog posted by Xero’s Chief Customer Officer, Rachael Powell, the company confirms that its decision to take WorkflowMax offline stems from the strategic decision to prioritise its efforts to better meet customer expectations.

“We followed [the acquisition of WorkflowMax] with the launch of Xero Practice Manager (XPM), bringing to fruition the early vision we had for the WorkflowMax product. This resulted in two products – WorkflowMax and Xero Practice Manager – both of which needed their own investments and focus, but provided us flexibility to develop both products independent of each other.

Fast forward to today, and we have a clear focus on our Xero Practice Manager strategy, however when we look to the future of WorkflowMax, the current product experience needs significant investment to meet the evolving expectations of our customers.”

The announcement gives WorkflowMax customers the opportunity, before the product is retired, to consider an alternative project management tool that would best suit their needs. There’s good news! You can do everything that WorkflowMax lets you do and more with Deltek WorkBook — and we’ll help you get set up, including the integration of your data!

What makes Deltek WorkBook a great Workflowmax replacement?

Built for both agencies and in-house teams across different industries, Deltek WorkBook is a complete project management system that helps you boost efficiency in managing tasks, people and finances so that your time is freed up to focus on business decisions, strategic planning for the future and client engagement. Here are a few of the benefits that you might like most, with project management, resourcing and collaboration, finance and accounting, business intelligence, and CRM and pipeline management modules on your side:

1. Get full insight into project progress and resource capacity

You’ll gain a complete view of projects and costs at a glance via visual dashboards and built-in reports, giving you the insights you need to make decisions and take the necessary actions to protect your bottom line. You’ll also get visibility into your staff’s capacity, enabling you to forecast your team’s capacity well in advance, prevent burnout and cut back on over-servicing clients, and ensure that you’re able to plan ahead and deliver projects on time.

Silver and black laptop displaying colourful graphs.

2. Manage and track time efficiently

You’ll be able to focus on more important tasks than having to worry about tedious time tracking. With various ways to enter time in Deltek WorkBook, you can easily submit logs once you’ve completed a task. Plus, if you happen to forget, you’ll be prompted by an inbox reminder to complete your timesheet.

3. Collaborate easily with team members and clients

Deltek WorkBook makes it easy for teams to collaborate on a specific task or chat privately, making sure you all stay connected. You’ll also be able to tag clients in conversations, bringing them into the loop on your progress and speeding up the review and approval process.

4. Integrate CRM activities and build a healthy pipeline

With this capability, you’ll be able to go beyond managing contacts and will be able to connect pipeline information to estimates, resource capacity and scheduling, allowing you to accurately forecast your revenue stream based on weighted data. This gives you the power to build more accurate estimates and assess whether to bring in more work or not, or when to do so.

5. Integrate with Xero and manage your finances and accounting with ease

Since it’s possible for Deltek WorkBook to integrate with Xero, you’ll be able to continue managing your finances seamlessly. You’ll be able to build estimates and budgets and easily create quotes; reconcile your POs and invoices and capture expenses, helping you to control your costs; and automatically invoice your clients, helping you manage cash flow, all while staying informed with real-time visibility into your income and expenditures.

How easy is it to migrate from WorkflowMax to Deltek WorkBook?

Black iPad with a detailed and colourful dashboard on display

Leave it to us! With experience in doing other migrations of this kind and having built a system to do so, we can migrate your financial and other current data to Deltek WorkBook with ease, within a four to eight week implementation period, depending on the firm size and complexity of the data.

For more info on migrating to Deltek WorkBook, reach out to us to schedule a one-on-one consultation with one of our specialists.


Deltek WorkBook is an great replacement for WorkflowMax, offering a comprehensive project management system for agencies and in-house teams. It provides features for efficient task management, resource allocation, financial control, collaboration, and CRM integration. With visual dashboards, seamless time tracking, easy collaboration, and smooth integration with Xero, Deltek WorkBook helps businesses streamline project management and maintain financial control.

Migrating from WorkflowMax to Deltek WorkBook is a straightforward process, supported by experienced specialists. Overall, Deltek WorkBook is a robust solution that meets customer expectations and drives success in the agency space

Would you like to continue a setup partnership? We have partnered with companies around the world and are happy to establish setup partnerships with legacy WorkflowMax partners.

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