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Migration guide

Move from WorkflowMax to Pike

Export WorkflowMAX custom reports as CSV, upload them to Pike templates, and connect the Xero or QuickBooks ledger your invoices went to. Budget five to six weeks.

Available now

WorkflowMAX exports any custom report as CSV, with one report type per data table (Clients and Contacts, Job, Job Task, Time), so you build one table report per Pike template.

  1. 1Go to Reports → Report → + Create Custom Report, choose the report type and the Table layout, and add the fields you need. Build one report each on Clients and Contacts, Job, Job Task and Time.
  2. 2Click Save & Generate, then export to CSV. View Report shows only the first 10 records, but the CSV export includes every row.
  3. 3As the account holder, request a full backup under Settings → Export → Account Data Export → Request Export. WorkflowMAX emails the file to the account holder’s address.
  4. 4Upload customers, contacts, projects, members, tasks, then time entries under Workspace settings → Integrations → CSV, using the WorkflowMAX column mapping.

WorkflowMAX exports time in decimal hours in every CSV export, whatever your Time Format setting, so the values fit the Pike `hours` column. Turn on Show deleted staff on reporting before you export, so time from former staff still has an owner.

Available now

WorkflowMAX exports approved invoices to Xero or QuickBooks Online and imports payments back, so your invoice history already exists in the ledger. Connect the same ledger to Pike.

  1. 1Connect Xero or QuickBooks under Workspace settings → Integrations and run Import data before you upload any WorkflowMAX CSV. Pike imports customers and invoice history from the ledger.
  2. 2Use the ledger customer numbers as `customerNumber`. Check whether your clients carry an Export Code, the code WorkflowMAX uses for accounting exports.
  3. 3On cutover day, disconnect the accounting interface in WorkflowMAX, so only Pike sends invoices from then on.

Only one accounting integration can be active in WorkflowMAX at a time. If you switched from Xero to QuickBooks, connect both ledgers to Pike to bring in the full invoice history.

Entity map

What each WorkflowMax record becomes in Pike

Column one uses WorkflowMAX’s labels and report types. Pike matches people on staff email and links records on job number and customer number.

Clients

Pike: Customers

Carries over: Client name, email, export code, from the Clients and Contacts report.

You set in Pike: Archived clients appear only in the archived list. Check whether your report includes them.

Template columns: customerName, customerNumber, taxVatId, mainCurrency

Contacts

Pike: Customer contacts

Carries over: Contact name, email, mobile, phone, position, client.

You set in Pike: Nothing.

Template columns: customerNumber, name, email, title, phone

Jobs

Pike: Projects

Carries over: Job No., name, client, status, category, start and due date, client manager, budget.

You set in Pike: A billing type per job, from the pricing mode on its quote: Fixed Price or Calculated.

Template columns: projectNumber, title, customerNumber, status, billingType, budgetAmount, startDate, endDate, leadEmail

Phases

Pike: Phases

Carries over: Phase name on the job, from the Phases tab.

You set in Pike: Check whether your Job Task report includes the phase of each task.

Template columns: projectNumber, phase

Job tasks

Pike: Tasks

Carries over: Task name, description, billable rate, base rate, job.

You set in Pike: Assignees from Job Task Allocation, and estimated time where you plan by task.

Template columns: title, projectNumber, description, phase, assigneeEmail

Time

Pike: Time entries

Carries over: Date, time, note, staff, job, task, billable (Yes or No), billable rate and amount, cost, invoiced amount, submitted.

You set in Pike: Set `invoiced` to `yes` where the invoiced amount is above zero.

Template columns: date, hours, email, projectNumber, taskTitle, note, billableStatus, approvalStatus, invoiced

Staff

Pike: Members

Carries over: Name and payroll code. Check whether your Account Data Export includes staff email.

You set in Pike: Workspace role, team, position and cost profile.

Template columns: email, displayName

Leads and quotes

Pike: Deals

Carries over: Lead and client details from the Lead report type. Check whether your report includes a value.

You set in Pike: Deal statuses that match your lead stages.

Template columns: title, customerNumber, status, value

Invoices

Pike: Invoice history from accounting

Carries over: Pike imports invoices from the Xero or QuickBooks ledger WorkflowMAX exported them to.

You set in Pike: Nothing. The CSV route does not import invoices.

WorkflowMax entityPike entityWhat carries overWhat you set in PikeTemplate columns
ClientsCustomersClient name, email, export code, from the Clients and Contacts report.Archived clients appear only in the archived list. Check whether your report includes them.customerName, customerNumber, taxVatId, mainCurrency
ContactsCustomer contactsContact name, email, mobile, phone, position, client.Nothing.customerNumber, name, email, title, phone
JobsProjectsJob No., name, client, status, category, start and due date, client manager, budget.A billing type per job, from the pricing mode on its quote: Fixed Price or Calculated.projectNumber, title, customerNumber, status, billingType, budgetAmount, startDate, endDate, leadEmail
PhasesPhasesPhase name on the job, from the Phases tab.Check whether your Job Task report includes the phase of each task.projectNumber, phase
Job tasksTasksTask name, description, billable rate, base rate, job.Assignees from Job Task Allocation, and estimated time where you plan by task.title, projectNumber, description, phase, assigneeEmail
TimeTime entriesDate, time, note, staff, job, task, billable (Yes or No), billable rate and amount, cost, invoiced amount, submitted.Set `invoiced` to `yes` where the invoiced amount is above zero.date, hours, email, projectNumber, taskTitle, note, billableStatus, approvalStatus, invoiced
StaffMembersName and payroll code. Check whether your Account Data Export includes staff email.Workspace role, team, position and cost profile.email, displayName
Leads and quotesDealsLead and client details from the Lead report type. Check whether your report includes a value.Deal statuses that match your lead stages.title, customerNumber, status, value
InvoicesInvoice history from accountingPike imports invoices from the Xero or QuickBooks ledger WorkflowMAX exported them to.Nothing. The CSV route does not import invoices.

WorkflowMAX stores a base rate (cost) and a billing rate on each staff member and each task, and the Task Invoice Rate setting sets which billing rate applies. Pike takes one `hourlyRate` per project, so use the task or staff billing rate your setting points to.

The Budget field stores one approved job amount in money, which fills `budgetAmount`. Take `budgetHours` from the estimated time on the job’s quote or estimate.

The staff base rate is the hourly cost to the business, including leave and other on-costs. Set each Pike cost profile from it.

The plan

Seven steps out of WorkflowMax

The same steps as the main migration guide, with this tool's screens and settings.

  1. Week 1

    Migration owner, finance

    1

    1Week 1 · Migration owner, finance

    Freeze scope and export

    The CSV route copies a snapshot. Build the custom reports once, then export them all on the same day.

    • Pick a cutover Friday after the month’s invoices go from WorkflowMAX to Xero or QuickBooks.
    • Export the Clients and Contacts, Job, Job Task and Time reports to CSV, with dates wide enough to cover every job you keep.
    • Request the Account Data Export and keep it unchanged with the CSV files in one folder. After you cancel, nobody on your team can open WorkflowMAX data until the subscription restarts.
    exports / rawdo not edit
    • customers.csvraw
    • projects.csvraw
    • tasks.csvraw
    • time-entries.csvraw
    • invoices.csvraw
    Cutover: Friday, week 5

    Done when: Four report CSV files and the Account Data Export in one dated folder, and a cutover Friday on the calendar.

  2. Week 1 to 2

    Operations lead

    2

    2Week 1 to 2 · Operations lead

    Clean the exported files

    Clean the CSV files. Nobody edits WorkflowMAX after export day.

    • Use the WorkflowMAX Job No. as `projectNumber` on every job, task and time row.
    • Map jobs quoted in Fixed Price mode to `fixedFee` and Calculated jobs to `timeAndMaterials`. Internal jobs built on non-billable tasks map to `nonBillable`.
    • Fill `email` on every time row from the staff list. Pike matches time rows to members by email.
    customers.csvbefore / after
    • Acme
    • ACME Ltd
    • Acme retainer

    Acme

    C-104 · T&M · 1,250/h

    Done when: Every open job has a number, a customer number, a billing type and a budget.

  3. Week 2

    Workspace admin

    3

    3Week 2 · Workspace admin

    Build the workspace shell

    Admins set up Pike before the first upload, so they can give imported projects a team and a rate on day one.

    • Create teams, workspace roles and deal statuses. Invite admins and job managers only.
    • Connect Xero or QuickBooks and run Import data.
    • Set a cost profile for each member from their WorkflowMAX staff base rate.
    Workspace setup
    • Teams and roles
    • Templates and labels
    • Cost profiles12 of 12
    • Accounting connected
    • Invite everyoneweek 4

    Done when: Finance sees the ledger’s invoices in Pike. Every billable person has a cost profile.

  4. Week 2 to 3

    Workspace admin

    4

    4Week 2 to 3 · Workspace admin

    Upload in dependency order

    Customers, contacts, projects and phases, then members, tasks and time. Pike reports a row it cannot match with its line number.

    • Download each Pike template first, then upload under Workspace settings → Integrations → CSV. Re-upload fixed rows: Pike matches on the key and updates the record.
    • Set `approvalStatus` to `approved` for weeks finance has closed, and map Submitted Yes to `submitted` for open weeks.
    • Spot check three jobs against the WorkflowMAX job financial summary: budget, rate and last month’s hours.
    Import datain order
    • Customers48
    • Projects112
    • Members19
    • Tasks1,430
    • Time entries
    • Deals

    Done when: Client, job, staff and last-month hour counts match WorkflowMAX.

  5. Week 3 to 5

    Delivery lead, finance

    5

    5Week 3 to 5 · Delivery lead, finance

    One team in Pike, the rest in WorkflowMAX

    CSV has no ongoing sync, so the pilot team moves fully to Pike while everyone else enters timesheets in WorkflowMAX.

    • The pilot team logs time in Pike only. Everyone else enters timesheets in WorkflowMAX.
    • Finance approves pilot time in Time admin and sends one invoice from Pike in place of a WorkflowMAX progress or final invoice.
    • Compare the pilot job’s margin with its WorkflowMAX job financial summary. A gap means a rate or cost profile needs a fix in Pike.

    Old tool

    Rest of team

    logs as before

    keep syncing

    Pike

    Pilot team

    approved, invoiced

    Done when: One invoice sent from Pike. Pilot time in Pike matches the same week in WorkflowMAX Team Timesheets.

  6. Week 5 to 6

    Migration owner

    6

    6Week 5 to 6 · Migration owner

    Cutover weekend

    Close WorkflowMAX on Friday evening. Everyone opens Pike on Monday.

    • Friday: export the Time report for the dates since your first export and upload those rows to Pike.
    • Delete staff who no longer need WorkflowMAX. Deleting a staff member frees a seat and does not delete their timesheets. Rename each one first, for example Anna Bell - DELETED, so history reads clearly.
    • Disconnect the Xero or QuickBooks interface in WorkflowMAX, so only Pike sends invoices from Monday.

    Fri

    Approve. Sync. Read-only.

    Sat, Sun

    Rest.

    Mon

    All in Pike. Demo at 10:00.

    Done when: Time admin shows every active member by Monday afternoon. WorkflowMAX shows no time after Friday.

  7. Week 6 to 9

    Finance

    7

    7Week 6 to 9 · Finance

    First month-end in Pike

    Done when finance closes a month without opening WorkflowMAX.

    • Approve all time, invoice every billable project from Pike, and check each invoice appears in Xero or QuickBooks.
    • Check the WorkflowMAX WIP for billable time not invoiced before cutover, and bill it from Pike.
    • Request a final Account Data Export, then the account holder clicks Cancel Subscription under Settings → Billing. WorkflowMAX does not delete the data, and its support team restores access if you restart.
    Baselinebefore / Pike
    Days to invoice
    Unbilled hours at close
    Margin by project

    Done when: Month closed in Pike. Final Account Data Export saved with two owners. WorkflowMAX cancelled.

Rebuild

Set these up in Pike by hand

  • Custom billing ratesSet bill rates on projects and tasks from client, job and task rates.Pike docs
  • Staff base ratesCreate a cost profile per member from their base rate.Pike docs
  • Timesheet approvalsChoose who approves time for each team in Time admin.Pike docs
  • Invoice templates and numberingSet numbering, terms and layout in invoice settings.Pike docs

Questions

Moving from WorkflowMax: common questions

We were on Xero’s WorkflowMax. Does this guide apply?

Yes. Xero retired the original WorkflowMax on 26 June 2024 and sold the brand to BlueRock, which runs WorkflowMAX today. Accounts moved across show a Migration tab with the migration log, and you export from the current product as described here.

Why does our custom report show only 10 rows?

View Report previews the first 10 records. Export the report to CSV for every row, or click Save & Generate to see the full set.

Which rate becomes the Pike hourly rate?

Your Task Invoice Rate setting under Business → Settings → Organisation Settings → Job sets whether WorkflowMAX bills by task or by staff rate. Use the same rate in Pike, and set it per project where client or job rates differ.

Can Pike import our WorkflowMAX invoices?

Not through CSV. WorkflowMAX exports approved invoices to Xero or QuickBooks Online, so connect that ledger to Pike and Pike imports invoice history from it.

What happens to our data when we cancel WorkflowMAX?

You lose access, but WorkflowMAX does not delete the data, and its support team restores access if you restart the subscription. Request an Account Data Export before you cancel so you have your own copy.

Support through the move and after it

Migration support comes with every plan: we map your exports, run the imports with you and check the counts before cutover. After go-live, hypercare until the first month-end closes in Pike. Then we hand over to your admins and stay close for as long as you use Pike. Email hello@usepike.com with your source tool and we will say which route fits.

  • Switch playbook
  • Migration guide for every tool

WorkflowMax documentation used for this guide

  • WorkflowMAX: Print, email, or export a time sheet
  • WorkflowMAX: FAQ’s
  • WorkflowMAX: Build a custom table report from scratch
  • WorkflowMAX: Report Types
  • WorkflowMAX: Report builder data fields reference
  • WorkflowMAX: Custom report troubleshooting
  • WorkflowMAX: Edit organisation settings
  • WorkflowMAX: About base rates and billing rates
  • WorkflowMAX: Budget Fields
  • WorkflowMAX: Fixed price quoting and invoicing
  • WorkflowMAX: About timesheet approvals
  • WorkflowMAX: Delete staff users
  • WorkflowMAX: About the Xero interface
  • WorkflowMAX: Set up the QuickBooks interface
  • WorkflowMAX: Cancel your subscription
  • WorkflowMAX: Migration Tab
  • Xero: BlueRock to acquire WorkflowMax brand
  • WorkflowMAX API documentation

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