Migrating from WorkflowMax to WorkGuru Overview

WorkGuru provides a number of tools to facilitate a smooth transition from WorkflowMax.  Depending on the complexity and amount of your WFM data, you can plan the best migration path to WorkGuru using our migration tool, manual imports and setup, or a combination of both.

• One Click Import Tool
• Migrating Manually via Imports

Planning the migration generally breaks down to two considerations.  Transactional information, such as quotes and projects and non-transactional information such as document templates, custom reports and files.  The one click import tool best suits a quick import of a simple WFM workflow (quote to job to invoice) with a small data sets.  The manual migration suits moving larger or more complex WFM workflows and data sets as you have granular control of all transactional data.

One Click Import Tool

WorkGuru provides a one-click WorkflowMax import tool to move simple WorkflowMax workflows and data sets into WorkGuru. This migration tool has some great features, but for more complex workflows outside of the standard quote -> job -> invoice workflow, the WFM API has limited functionality as to what it can and can't access. For most people, particularly if you're wanting to bring in transactional WIP data, you're best to use the manual imports method. 

This is entirely due to the WorkflowMax API - which means that we can't get accurate granular data from it, as much as we would like to! (And we'd happily write the code if the endpoints were available, but sadly, they're not!)

Unless you are coming from a simple WFM workflow.  We ONLY recommend this method if you're either very much out of time, or don't care about granular detail.

Migrating Manually via Imports

Rather than using the built in WorkflowMax exports, we have found it is more beneficial to build key exports using the WorkflowMax report builder.   This allows you to export the maximum amount of data available with the fields arranged as closely as possible to the WorkGuru import templates.  This also allows you to use the report builder's step 3/criteria to filter the WorkflowMax data to exactly what you need to just transfer relevant work in progress (WIP) data.  The only information that isn't available to bulk imported into WorkGuru from WFM is invoices.

The big advantage of migrating WFM manually is you have more control over large data sets from more complex WFM workflows.

Recommended setup data to organise to export from WorkflowMax:

• Clients and client contacts
• Suppliers and supplier contacts
  
• Tasks
• Products/Costs
• Users

Recommended transactional data to organise to export from WorkflowMax:

• Leads
• Quotes and quote lines
• Jobs/Projects and project lines
• Purchase orders
• Custom field data
• Timesheets

Administrative (non transactional) information recommended to move from WorkflowMax:

• Custom document templates
• Custom reports created by the WFM report builder
• Files uploaded directly to WFM or via cloud document storage integrations.

The recommended migration process to import data to WorkGuru is as follows:

1. Connect Xero and ensure tax codes and GL accounts have been imported and defaults set.
2. Import setup data.
3. Import transactional data.
4. Setup non-transactional data such as document templates etc.
5. Finalise project WIP to set current profitability.   This is done buy creating balance or actual invoices manually within each imported project. Total cost and invoiced to date. This can be added in detail or as a total balance.