The short version: WorkflowMax by BlueRock prices per user, as at the 22 September 2026 check of their own pricing page: Essentials from NZD $13.89 a month, Pro from NZD $25, Advanced from NZD $45, all excluding GST. A five-person firm on Essentials runs about NZD $69 a month; the same crew on Advanced runs NZD $225. The tier boundary that actually matters is the WIP ledger and capacity planning, both locked to Advanced regardless of headcount.
The three tiers, decoded
| Plan | Price, per user per month | Built for |
|---|---|---|
| Essentials | NZD $13.89 | Teams of 3 to 25: quoting, jobs, scheduling, timesheets, invoicing, purchase orders, Xero or QuickBooks sync. |
| Pro | NZD $25.00 | From 5 users: adds leads, quote variations, custom reporting, branded templates. |
| Advanced | NZD $45.00 | From 10 users: adds capacity planning, an individual WIP ledger, AI-powered reporting, calendar sync, dedicated support on annual plans of 25 or more. |
Every tier carries a 14-day free trial with no card, no setup fee and no lock-in contract. Billing is monthly by default; paying quarterly saves 5%, annual saves 10%. A ten-person firm on Advanced pays NZD $450 a month before any discount, NZD $4,860 a year on the annual plan, source: workflowmax.com/pricing, checked 22 September 2026.
Where the tier boundary actually bites
Essentials covers the whole job-costing loop for a small crew: quoting, scheduling, timesheets, invoicing and the Xero or QuickBooks sync. Pro buys the leads pipeline and custom reporting, useful once someone is chasing quotes rather than just running jobs. Advanced is a genuine capability change, not a nicety: the individual WIP ledger and capacity planning are what keep a growing firm's utilisation honest, and both are gated hard at Advanced no matter how few people you run.
Who this suits, and who it doesn't
It suits an owner-operated professional services firm of 3 to 25 people already quoting and invoicing jobs, wanting the Xero or QuickBooks sync built in rather than bolted on. It doesn't suit a sole operator working alone, since the tier structure is built around a small team rather than one person, or a firm that wants WIP-ledger and capacity reporting from day one without paying for Advanced. How it stacks up against the other two NZ firms compare it to is worked through in WorkflowMax vs Xero Projects vs Projectworks.
Or build the register on what you already pay for
For a firm already on Microsoft 365, the same job list, fee tracking and WIP view can be built directly on the licence already paid for: a project and fee register on Dataverse, NZ$32.40 a user a month, with Power BI Pro at NZ$22.60 for the two or three people who need the report. A build like that runs $8,000 to $18,000 with the accounting system joined, a one-off cost against WorkflowMax's ongoing per-seat bill. The full picture is on Power Platform pricing in NZ. It suits a firm that already leans on SharePoint and Teams for everything else; it doesn't suit one that wants a category tool with job templates working on day one.
Common questions
How much does WorkflowMax cost in New Zealand?
As at the 22 September 2026 check of WorkflowMax's own pricing page: Essentials from NZD $13.89 a user a month, Pro from NZD $25, and Advanced from NZD $45, all excluding GST. Paying annually saves 10%, quarterly saves 5%. Confirm your seat count and billing cycle on their page before you commit.
What is the difference between WorkflowMax Pro and Advanced?
Pro adds the leads pipeline, quote variations, custom reporting and branded templates over Essentials. Advanced is the bigger jump: capacity planning, an individual WIP ledger and AI-powered reporting, built for a firm managing utilisation across ten or more people, not just running jobs.
Is there a minimum number of users for WorkflowMax?
Essentials is built around teams of 3 to 25, Pro starts from 5 users, and Advanced from 10. None of these are stated as a hard floor on the page, but the tier design assumes a small team rather than one person working alone.
Get a number for your own crew
If you're stuck between tiers, or between WorkflowMax and building the register on what you already pay for, book a free 30-minute call. Bring your seat count and whether WIP reporting matters yet.