Everything you need to get WorkflowPro set up and running. Can't find your answer? Ask us below.
No. WorkflowPro is fully hosted - you just log in from any browser on any device. No website, no installation, nothing to set up. You get your own subdomain and you're up and running in minutes.
Most users are up and running in under 30 minutes. The guided setup wizard walks you through the key settings in order:
After the wizard you're ready to add your first job and send your first quote.
No. Everything is configured through simple settings screens inside WorkflowPro. If you can use a smartphone, you can use WorkflowPro.
Any standard platform hosting works - SiteGround, platform Engine, Cloudways, Kinsta, or your current host. Requirements are minimal: PHP 7.4+, MySQL 5.6+, WorkflowPro 5.8+. If your site is already running WorkflowPro, you're good to go.
Everything is stored in your own our platform, on our platform. We never have access to your client data, job history, or financials - that's the whole point. You own it completely. Photos are stored in Cloudinary under your own account (Pro feature).
Yes. We offer a Platform Install & Setup service for a one-off fee of $297 - on top of your chosen licence (Starter or Pro). We install WorkflowPro on your existing your account and configure everything: your business details, logo, T&Cs, bank details, products, finishes, and lead capture popup. Turnaround is 3 - 4 business days once we have your content.
Yes - our Website + Full Setup package is $1,897 and includes a custom trade business website built to your brand, WorkflowPro licence for the first year, and full platform configuration. You supply your logo, photos, and copy - we handle the rest. Turnaround is 2 - 3 weeks. Pro licence renews at $497/yr after the first year.
When you send a quote, the client receives a secure link - no login required. They open the link, review the line items, read your T&Cs, tick the acceptance checkbox, and click Accept. You're notified instantly, the job status updates automatically, and their acceptance is timestamped and logged.
Yes. When you mark a line item as optional, clients see a checkbox next to it on the quote page. They can tick or untick optional items and the total updates live. This is great for offering upgrade options - like a premium topcoat or anti-slip broadcast - without creating multiple quote versions.
The easiest way is via the discount field in the quote totals section - enter a dollar amount or percentage and it deducts automatically from the subtotal and shows clearly on the client's quote page.
Alternatively, add a line item with a negative rate - e.g. description "Loyalty discount", quantity 1, rate -150.00. This gives you more control over the wording and where it appears in the line items list.
Yes. Each quote has a "Valid until" date. You can set a default expiry period in Settings - e.g. 30 days - so every new quote automatically gets an expiry date. The client can see this on their quote page.
Extensively. You can customise:
All of these are set once in Settings and automatically applied to every quote you create.
Yes - PDF generation is available on both Starter and Pro plans. Clients can also download their own copy from the quote page. The PDF includes your logo, all line items, totals, T&Cs, and bank details.
From the job detail page, once a quote has been accepted, click Build Invoice. WorkflowPro creates a new invoice pre-filled with the client details and job information. You can add or edit line items before sending.
Quotes & Invoices - both display your bank transfer details (BSB, account number, reference) for direct payment. Square payments are also built in - enable Square in settings and a Pay Now button appears alongside your bank details so clients can choose how they pay.
Collect a deposit when a quote is accepted, and the balance on the final invoice. WorkflowPro doesn't process payments itself - it displays your payment details and tracks when you mark an invoice as paid.
Yes. From the Reminders page you can send payment reminder emails to clients with outstanding invoices - either individually or in bulk. The reminder email includes the invoice amount, due date, and your bank details. Templates are fully customisable in Settings.
Yes. Square payments are built directly into WorkflowPro. Connect your Square account in Settings -> Payments and a 💳 Pay Now button automatically appears on your client's quote and invoice pages. Clients pay by card without needing an account - the payment goes straight to your Square account.
Bank transfer details are shown alongside the Square button so clients can choose how they pay. Collect a deposit when a quote is accepted and the balance on the final invoice. Once paid, mark it as paid in WorkflowPro and the job status updates automatically.
Open the invoice from the job page or invoices list, and click Mark as Paid. This updates the job status, logs the payment to the activity feed, and optionally triggers a review request SMS if you have that feature configured.
Go to Settings -> Calculator. Add your products (Flake, Base Coat, Protective Coat) with their coverage rates. Add your finish types (e.g. 3-Coat Epoxy, Polyaspartic) with a price per m². Add your add-ons (e.g. Anti-slip broadcast, Diamond grind) with a price per m². Once set up, these appear as dropdowns on every quote's measurement section.
Add a measurement row for each area - give it a description (e.g. "Main garage floor"), enter the length and width in metres, and the area calculates automatically. Select the finish type, add-on, and products for that area. The calculator works out exactly how many boxes of flake and litres of base/protective coat you need based on your coverage rates.
Yes. Each measurement row has an Include/Exclude toggle. Toggle off any areas you want to model without including in the quote price - useful for showing alternate scenarios or areas you're not quoting yet.
No - the calculator works for any trade that measures areas and uses products with a coverage rate. Painters, tilers, concreters, and landscapers all have the same core workflow: measure the area, select your products, get a quantity.
Out of the box it's configured for epoxy flooring. If you're a different trade and want it set up for your specific products and finishes, our Account setup & customisation service includes configuring the calculator specifically for your trade - products, finishes, add-ons and coverage rates all entered for you.
SMS is powered by HTTPSMS, a free service that sends messages from your existing Android phone number. You set up the HTTPSMS app on your Android phone, connect your API key in WorkflowPro settings, and SMS messages send from your real business number - clients reply directly to you.
Three reminder types run automatically (you can also switch any to manual mode):
You can also send custom SMS messages to any client at any time from the job page.
Yes. Each reminder type has its own template with merge tags - {name}, {date}, {time}, {business}, {address}. Edit the templates in Settings -> SMS. Messages are automatically trimmed to 160 characters.
Yes. Email reminders work independently of SMS and don't require any specific phone. From the Reminders page you can send quote follow-up emails and invoice payment reminders to all pending clients. Templates are customisable and everything logs to the job activity feed.
Each job gets a unique token-protected upload URL. You copy the link from the job page and send it to your client (or installer) via text or email. They open the link on their phone - no login required - and can take a photo with their camera or choose from their gallery. Photos appear instantly in your admin job page.
No. Photos are stored in Cloudinary - a cloud media platform with a generous free tier. You create a free Cloudinary account, add your Cloud Name and Upload Preset to WorkflowPro settings, and photos go straight there. Your account storage is unaffected.
Absolutely. The same upload link works for anyone - send it to your installer for after photos, send it to your client for before photos, or use it yourself on site. All photos end up in the same gallery on the job page, with a timestamp.
Almost everything client-facing is customisable:
Go to Settings -> Calendar. You'll need a Google Cloud project with the Calendar API enabled. Add your Client ID, Client Secret, and Calendar ID to the settings, then authorise the connection. Once connected, appointments you schedule in WorkflowPro automatically create events in your Google Calendar.
Go to Settings -> Lead Capture. Enable the popup, set your button keyword (default: "quote"), and customise the popup heading. Any button on your site whose text contains the keyword will trigger the popup instead of navigating away. Works with any theme or page builder.
Yes - on each individual quote edit screen you'll find a Deposit Required checkbox and a field to enter the deposit amount. When enabled, the deposit amount is shown on the client's quote page alongside your bank transfer details. Set it per quote so you have full control over the deposit amount for each job.
Starter ($297/yr) gives you the full job pipeline, quoting with online acceptance, invoicing, before & after photo upload, customer platform data, hub dashboard, and lead capture popup.
Pro ($497/yr) adds SMS & email reminders, weather-aware calendar with install day detail, measure & quote calculator with product quantities, PDF generation, and advanced reporting. Most growing businesses end up on Pro.
Yes - upgrade at any time and only pay the difference for the remaining licence period. Your data, jobs, quotes, and settings carry over with no interruption.
One account covers one trade business. If you run multiple businesses or want to install it for a client, you'll need a separate account for each business. Get in touch if you need multi-site pricing.
There's no free trial on your own site, but you can try the full live demo - a real working install pre-loaded with job data. Username: demo | Password: tryworkflowpro. No signup needed.
Send your question and we'll get back to you - usually within one business day. Good questions get added to the knowledge base so everyone benefits.
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