Migrating from WorkflowMax to Scoro

About

WorkflowMax by Xero is retiring on 26.06. This means the software and the data inserted there will no longer be accessible.

Many companies that were using WorkflowMax have started to look for alternatives.

GPP is an event management company from New Zealand that was using WorkflowMax. In addition, they relied on dozens of spreadsheets and other systems to keep track of their business. They saw an opportunity to make their processes more efficient by consolidating their tool stack. They opted for Scoro – Professional Services Automation software that helps them manage projects, finances, and resources in a single system.

We’ve interviewed GPP’s key stakeholders to understand their journey, challenges, and successes in transitioning from WorkflowMax to Scoro.

1. Describe the pain points you had when you were still using WorkflowMax.

Our primary issue was keeping information in too many different micro-systems rather than one unified place. Referring to multiple sources, budgets, spreadsheets, and drive folders made it hard for our team members to have up-to-date information. Compiling a financial summary of projects required lots of manual work and double-checking. This issue has been largely mitigated with Scoro, especially as it syncs seamlessly with our accounting system, Xero.

2. Have you experienced any significant wins with Scoro?

The way Scoro deals with budgets, allowing us to set up margins and track profit, has been a game changer for our Production Managers.

Pre-Scoro, we used to reconcile budgets in Xero and upload expenses directly there. Once the project ended, we manually compared what we uploaded versus what we quoted. It was much harder to track our quoted costs versus actual costs and whether our target margins met.

Now, this is a lot simpler as we do the whole process through reports in Scoro. When one of our Project Managers inserts a bill into Scoro, relevant reports are updated automatically. Our Finance Director can simply check the quoted budget versus the actual budget, instantly showing whether our project was delivered within budget.

Quoted vs Actual table

3. Besides automated budget tracking, is there anything else you would highlight?

With Scoro, we have been able to streamline many small workflow elements. Adding custom fields makes it easier to customize our workflow, and setting up certain fields as required makes it easier to reduce the number of incomplete entries staff makes.

It also increased intra-company transparency and significantly saved time for our team. Communication about projects and finance is much more seamless and efficient. If one Production Manager gets too busy, we can now easily hand over projects without missing any information.

4. Can you walk us through migrating data from WorkflowMax to Scoro?

The data import felt easy and straightforward. The main challenge was compiling our existing data into the required format, but luckily, the system is flexible enough to accept relatively incomplete entries, so we could build out more data within the system rather than having to put in all the work before being able to use Scoro.

5. How was the onboarding process to adapt to Scoro?

We used Scoro’s Onboarding services. Having a dedicated contact person to manage the change and help us with the new system was incredibly helpful. Scoro’s online resources and guides were also easy to navigate, so we avoided big hiccups during the changeover process. We also found Scoro very intuitive. Our team members brought into the software post-onboarding could use it easily, even without extensive training.