WorkflowMax is retired.
Where do you move next?
Xero retired the original WorkflowMax on 26 June 2024 and handed the brand to BlueRock, a separate company. There was no automatic migration. If you used it mainly to track time and bill through Xero, you have a lighter option than the full suite that replaced it.
The facts, plainly
The original WorkflowMax (by Xero) was retired on 26 June 2024, affecting more than ten thousand businesses. The product Xero ran was switched off.
BlueRock acquired the WorkflowMax brand and built a brand new product, WorkflowMax by BlueRock. It is a separate company and a separate codebase. The familiar name does not mean it is the same software.
There was no automatic migration. Moving to BlueRock was opt-in through a wizard, with a window that ran from February to 26 June 2024. Anyone who did nothing was not carried across.
Even for teams that did migrate, custom reports, custom print templates and third-party integrations did not transfer and had to be rebuilt by hand.
Retired
The original WorkflowMax by Xero closed on 26 June 2024.
New owner
BlueRock owns the brand and runs a separate replacement product.
Opt-in only
Migration was a manual wizard, not automatic. Nothing moved on its own.
Rebuilt by hand
Custom reports, print templates and integrations did not carry over.
Your three options
There is no single right answer. It depends on how much of WorkflowMax you actually used.
Migrate to BlueRock
Stay in the WorkflowMax brand and move to the BlueRock product. This makes sense if you need the full job-management surface: quotes, job costing, purchase orders and supplier invoicing in one place.
Pick another full suite
If BlueRock is not for you but you still need broad job management, there are other practice and project tools. Expect a real evaluation, a per-seat price floor, and time spent rebuilding templates and reports.
Go Xero-native and lighter
If your centre of gravity was always Xero, drop the full suite. Track time, run retainers and push clean draft invoices straight to Xero. This is where Hour Cap fits, starting free.
What BlueRock users report
Reviews of the replacement are mixed, and it is fair to set expectations either way.
The common complaints
- Reliability and bugs after the rebuild
- Features missing compared with the original product
- Friction from the forced timeline to migrate before retirement
- Some users describing it as excruciatingly slow at times
The fairer side
- Some teams report a smooth transition
- The familiar workflow is intact for those who relied on it
- The full job-management feature set is still broad
- Active development continues under BlueRock
Your experience will depend heavily on how much of the suite you used and how many custom reports and integrations you need to rebuild.
If you mainly used it for time and Xero invoicing
Plenty of teams ran WorkflowMax for a narrow slice of what it could do: track billable hours, manage a few retainers, and send the work to Xero as an invoice. If that was you, the full suite was always heavier than your actual job.
A retirement is a hard reset. It is the right moment to ask whether you want to pay for quoting, job costing and purchase orders you never opened, or whether a focused time-to-Xero tool covers the work.
If the answer is time tracking, retainers and Xero invoicing, you do not need the full suite at all.
Where Hour Cap fits
Hour Cap is the lighter, Xero-first option for the time and invoicing part of what WorkflowMax did.
Draft invoices to Xero
Time entries become an invoice you push to Xero as a draft. Nothing is auto-sent, so you review it in Xero before it goes out.
Four grouping modes
Group invoice lines by entry, project, date or team member. Descriptions are preserved, joined with a semicolon when grouped.
Retainer tracking
Weekly, fortnightly, monthly, quarterly or custom periods, with hours used, hours remaining and an alert threshold.
Contacts sync on connect
When you connect Xero, contacts sync and match to clients by name. Missing customers are created locally for you.
Billable rate cascade
Rates resolve from project to member to your organisation default, so you set them once and let them flow.
Starts free
The Free plan covers a single user. The Xero integration and retainers are on the Team plan at ten dollars a month.
Common questions
Is WorkflowMax gone?
The original WorkflowMax by Xero was retired on 26 June 2024, affecting more than ten thousand businesses. The product Xero ran no longer exists. A separate product, WorkflowMax by BlueRock, was built to take its place and is still running in 2026.
Is WorkflowMax by BlueRock the same as the old WorkflowMax?
No. BlueRock acquired the WorkflowMax brand and built a new product. It is a different company and a different codebase. Some workflows feel familiar, but it is not the same software Xero retired.
Do I have to migrate to BlueRock?
No. Migration to BlueRock was opt-in through a wizard, not automatic. You are free to move to any tool. If you mainly used WorkflowMax to track time and bill through Xero, a lighter Xero-native tool like Hour Cap may be a better fit than the full suite.
What happened to my WorkflowMax data?
Customers were not moved across automatically. The opt-in migration ran from February to 26 June 2024. Even for those who migrated, custom reports, custom print templates and third-party integrations did not transfer and had to be rebuilt. Your accounting records stay in Xero either way.
Is WorkflowMax still available in 2026?
WorkflowMax by BlueRock is still available in 2026. The original WorkflowMax by Xero is not. If someone tells you WorkflowMax is still running, they mean the BlueRock product, which is separate from the one Xero retired.
Make the reset count
If you mainly tracked time and billed through Xero, skip the full suite. Connect Xero and your contacts sync automatically. The Xero integration is on the Team plan; the Free plan covers a single user.
Comparison note: competitor features and pricing were researched on a best-effort basis in June 2026 and can change at any time. We aim to be accurate and fair, but details may be out of date, so always confirm the latest information on the vendor's own website before making a decision. Hour Cap capabilities described here reflect the product at the time of writing.