WorkflowMax Connector

The WorkflowMax connector synchronises operational data from WorkflowMax into a dedicated ResponseIO reporting database, optimised for analytics and BI tools.

This documentation explains what data is synced, how it is structured, and how to use it effectively for reporting.

What This Connector Provides

The WorkflowMax connector extracts core operational data, including:

• Jobs and job metadata
• Job tasks and phases
• Timesheets and staff allocations
• Quotes and invoices
• Costs and billable values
• Custom fields (jobs, tasks, clients)

All data is normalised, relational, and stored in a client-specific database with stable primary keys and documented relationships.

Typical Use Cases

This connector is designed to support reporting such as:

• Job profitability and margin analysis
• Utilisation by staff, role, or client
• Work in Progress (WIP) vs invoiced revenue
• Time tracking accuracy and trends
• Forecast vs actual cost comparisons
• Custom-field driven reporting (e.g. job category, department)

How Data Is Structured

WorkflowMax data is stored across a set of related tables and curated views.

Key characteristics:

• One row per entity (job, task, timesheet entry, invoice, etc.)
• UUIDs preserved where available
• Foreign keys maintained for reliable joins
• Dates and amounts stored in analytics-friendly formats
• Views provided for common reporting patterns

You do not need to reconstruct API payloads or handle pagination logic — the database already reflects a clean reporting model.

Synchronisation Behaviour

• Data is synced incrementally after the initial load
• Updates to existing records are applied automatically
• Historical records are preserved
• Deletions in WorkflowMax are handled predictably (documented separately)

Sync timing and behaviour are covered in more detail in the Operations section.

Documentation Sections

Use the links below to explore specific aspects of the connector:

• Authentication
  How WorkflowMax authorisation works and how tokens are managed.

• Jobs
  Job records, statuses, categories, and client relationships.

• Tasks & Phases
  Task-level detail, allocations, estimates, and actuals.

• Timesheets
  Time entries, staff allocation, billable flags, and utilisation metrics.

• Quotes & Invoices
  Financial documents, values, and reporting considerations.

• Custom Fields
  How WorkflowMax custom fields are stored and reported on.

• Sync Behaviour
  What updates, what doesn’t, and how edge cases are handled.

Where to Go Next

If you are new to ResponseIO:

• Start with Getting Started to understand the overall platform

If you want to report on WorkflowMax data:

• Go to Data Model → WorkflowMax for table and view details

If you are troubleshooting or validating syncs:

• See Operations → Sync Behaviour

Notes

WorkflowMax is a complex operational system.
This connector is intentionally opinionated to prioritise:

• Reporting accuracy
• Schema stability
• Long-term maintainability

If something behaves differently from the native WorkflowMax UI, the reason is almost always documented.

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