A Smarter Way to Work

For businesses that track and charge for time, managing workflows across multiple platforms can be a hassle. The SuiteFiles x WorkflowMax integration has always been about seamless document management, reducing admin overhead, and keeping your work in sync. With BlueRock’s acquisition of WorkflowMax and their complete rebuild of the platform, we’ve rebuilt our integration from the ground up to ensure you can continue working smarter, not harder.

What This Integration Solves

Managing client documents and workflows shouldn’t involve endless switching between tools, manually entering data, or hunting for files across different systems. If you’re using WorkflowMax to track jobs, create invoices, and manage your business, the last thing you need is disjointed document storage.

Key Challenges Businesses Face:

• Scattered document storage – Files saved across multiple platforms make it difficult to find what you need when you need it.
• Time wasted on manual data entry – Re-entering client and job details across systems increases admin work and the risk of errors.
• Disconnected workflows – Lack of integration means switching between platforms, reducing efficiency and slowing down operations.

The SuiteFiles x WorkflowMax integration eliminates these inefficiencies by:

• Syncing client and job records (including contacts) between SuiteFiles and WorkflowMax automatically, keeping database entries up to date across both platforms.
• Centralizing document storage by ensuring that any new files uploaded to WorkflowMax after integrating with SuiteFiles are accessible in both platforms. Files uploaded to WorkflowMax prior to integration will not sync automatically with SuiteFiles.
• Reducing data entry errors by pulling information directly from WorkflowMax into SuiteFiles templates, cutting down repetitive manual work.

How the Integration Works

Once connected, SuiteFiles and WorkflowMax work together to streamline how you manage files, templates, and supplier documents. Here’s what you can expect:

1. Seamless Document Management

• Every new client record and contact in WorkflowMax automatically syncs with SuiteFiles, ensuring consistency across both platforms.
• Client subfolders are created within SuiteFiles under the Clients folder, making document organization effortless.
• Any new documents uploaded to WorkflowMax after the integration is connected will sync with SuiteFiles. However, files that were uploaded to WorkflowMax before connecting SuiteFiles will not be automatically transferred.
• Staff can access, edit, and update new documents directly within WorkflowMax, improving collaboration and document consistency.

2. Smarter Templates with WorkflowMax Data

• Use WorkflowMax Clients and Job details as merge fields in SuiteFiles templates, reducing repetitive document creation.
• Automatically populate documents with up-to-date client data, ensuring accuracy across engagement letters, invoices, and contracts.
• Once generated, documents can be sent for digital signing through SuiteFiles or shared securely using SuiteFiles Connect.
• This functionality is particularly useful for firms generating recurring contracts or proposals, eliminating unnecessary manual updates.

3. Simplified Supplier Management

• Uploading supplier documents to the Suppliers tab in WorkflowMax automatically creates subfolders in SuiteFiles, keeping files well-organized.
• Ensures that all supplier agreements, invoices, and compliance documents are stored securely and accessible when needed.
• Helps businesses manage vendor relationships efficiently, reducing administrative work for procurement teams.

Who Will Benefit from This Update?

This integration is designed to help a wide range of businesses that rely on WorkflowMax for project management and billing, including:

• Accounting firms – Ensure all client records, job files, and financial reports are in one place, seamlessly connected to WorkflowMax data.
• Engineering and consulting firms – Manage project documents, track time efficiently, and keep all relevant job-related files accessible.
• Professional service providers – From marketing agencies to legal firms, any business that manages client engagements and project workflows will benefit from streamlined document handling.

How to Get Started

Getting set up is simple. The integration is two-way, meaning both SuiteFiles and WorkflowMax must be connected once by an administrator—after that, everything syncs automatically. Here’s what you need to do:

1. Ensure you have admin access to both SuiteFiles and WorkflowMax.
2. Follow the step-by-step connection process outlined in our help article.
3. Sync your data and start benefiting from automatic file organization, streamlined workflows, and reduced admin overhead.

If you’re a returning user who previously used the SuiteFiles x WorkflowMax integration, you’ll find that reconnecting is just as simple as the first time you set it up.

The Bottom Line

With the newly rebuilt SuiteFiles x WorkflowMax integration, managing client documents, job files, and supplier records has never been easier. You get seamless data syncing, reduced admin work, and smarter document management—all within the platforms you already use.

By eliminating unnecessary document handling, reducing duplication, and ensuring that important files are always easy to find, this integration allows businesses to focus on delivering value to their clients rather than wasting time on admin.

If you’re already using WorkflowMax or considering adopting it, this integration makes SuiteFiles the perfect complement to your workflow.

Ready to take the hassle out of document management? Get started with the SuiteFiles x WorkflowMax integration today.