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How to Increase Profitability with an Online Workflow System

January 10, 2016 By Gail Gardner 13 Comments

Investor Marcus Lemonis of the hit TV series The Profit emphasizes that what he evaluates to determine if a business can be successful is the people, product and processes. He mentions using the same online workflow system to manage the processes in all of the businesses he invests in.

Processes are essential to staying on top of both workload and finance. The right process can even ensure that you maintain your profit margins. Every business must develop whatever processes they require to become successful and stay that way.

It is essential to perfect your processes before a business gets successful and starts scaling larger.  Growth before having the ability to manage it is a frequent cause of customer and client dissatisfaction leading to business failure.

Table of Contents

  • Online Workflow for Business Processes
  • Why WorkflowMax Online Workflow System?
  • Types of Businesses Using WorkflowMax
  • Design an Online Workflow System
    • Gail Gardner
    • Latest posts by Gail Gardner (see all)

Online Workflow for Business Processes

Fortunately, many applications have been developed to make creating business processes simpler. Over 50 invoicing solutions exist; some create quotes and track payments – but most do not do a great job of managing the entire workflow.

How to Increase Profitability with an Online Workflow System

Almost none of the typical invoicing solutions is capable of calculating profits. While solutions often do offer integration, why use multiple systems if you can enter the data once and have one system that can handle your entire business process?

Rather than using separate systems and processes, or integrating multiple solutions into each other, an online workflow system like WorkflowMax can integrate all the processes in a business into one solution.

Why WorkflowMax Online Workflow System?

Most solutions we use to manage projects do not give us the information we need to know whether individual products or jobs are profitable. What we need is a real-time, cloud-based integrated workflow system / job management software.

Some of the benefits of having one workflow system to manage every aspect of a business are:

  • enter data only once
  • end-to-end job management: assign jobs, create deadlines, track timelines, set notifications for missed deadlines
  • manage leads
  • generate instant quotes; when clients click accept a job is created instantly
  • time-tracking
  • job management (assign jobs, track timelines, notifications of missed deadlines)
  • instant invoicing (hourly or flat rate)
  • generate purchase orders
  • manage documents
  • reporting: net profitability by job; identify most profitable clients; determine where staff spends the most time; customized reports for clients
  • stay on top of outstanding invoices; improve cashflow

WorkflowMax incorporates all the processes to manage an entire business and integrates with Xero cloud accounting software. All the data is real time and because it is in the cloud it can be accessed from any device anywhere.

This video shows some of the features including how to determine the profitability of a specific job and covers the Top 6 Reasons Service Businesses Choose WorkflowMax:

Video Highlights:

  • Leads, quotes, time-tracking,
  • Enter data once and it follows from beginning to end
  • Give more accurate quotes
  • Get actionable insights on your business
  • Check job profitability
  • See outstanding invoices

Types of Businesses Using WorkflowMax

This particular online workflow solution is targeted at service businesses. Starting at just $15/mo for one user, any small business can afford to use WorkflowMax. You can find case studies on their site for these types of businesses:

  • Business Consultants
  • Creative/Marketing Agencies
  • IT & Web Services
  • Architects
  • Building & Construction
  • Engineers

Design an Online Workflow System

While Chris Brogan did share an online workflow system he designed using many individual tools, they aren’t all free and I really can’t recommend reinventing the wheel.

There may have been a time when we needed to cobble together many solutions, but now that there are comprehensive online workflow systems, why choose to do this the hard way?

What separates successful freelancers and businesses from those who are struggling is the effectiveness of the processes they use. WorkflowMax when integrated with the Xero accounting system provides an end-to-end business management system.

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Gail Gardner

Small Business Marketing Strategist at GrowMap
Gail Gardner is the founder of GrowMap.com. She is a Small Business Marketing Strategist who mentors small businesses, bloggers, and freelancers. After 23 years in the field with IBM and 5.5 years managing AdWords accounts, her focus shifted to small business marketing strategy. GrowMap.com is listed by Cision as a Top 100 Site for Marketers and has received three Small Business Influencer Awards from Small Business Trends. Named by D&B a Top 50 SMB Influencer on Twitter, you can follow Gail @GrowMap and on LinkedIn.
My Twitter profileMy Facebook profileMy Google+ profileMy LinkedIn profileMy Pinterest profileMy Tumblr blogMy YouTube channel

Latest posts by Gail Gardner (see all)

  • Free Mentoring: How to Use the Inexpensive CRM Bigin to Increase Income - December 9, 2020
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Filed Under: Small Business Advice Tagged With: workflow

Comments

  1. Shahnwaz Alam says

    May 11, 2017 at 11:30 pm

    Very useful for all kinds of entrepreneurs. We got fed up with excel sheets and losing customers. Definitely this will work better to manage our customers.

    Thanks

    Reply
  2. mubeen yaqoob says

    March 4, 2016 at 2:12 pm

    Amazing post. Totally agree with the processes been defined and the possible outcomes. Best part is that it’s real time and cloud based, the 2 core and ultimate game changer in business. But another important thing to consider is actually how you monitor your workflow or an overall process because if you can’t measure it, you can’t improve it. I found a good read here How are you Managing and Assessing Performance . A good read.

    Reply
  3. Steve says

    January 18, 2016 at 10:10 am

    Great post! I love the show “The Profit” and completely agree with “processes” except I usually call them systems. They’re essential to staying efficient and keeping things running smoothly, especially if you plan on scaling.

    Reply
    • Gail Gardner says

      January 19, 2016 at 1:11 am

      Hi Steve,

      I love that show, too. Yes systems, workflows, processes – whatever you call them, they need to be in place BEFORE you scale or you end up with a huge mess that will be a challenge to sort out. Thanks for taking the time to comment.
      Gail Gardner would love you to read ..How to Find Perfect Custom Graphic Designs at DesignhillMy Profile

      Reply
  4. dana says

    January 14, 2016 at 8:07 am

    It is not that we should look for where employees spend most of their time, every employee is helpful and knows how to work for growth. Unnecessary teasing the employees lead to mental upset and their efficiency will decrease.

    Reply
  5. Tapas Patra says

    January 14, 2016 at 7:39 am

    Hello sir, these are steps are very useful for workflow and also very nice video.
    Thanks for shairing

    Reply
  6. John Mythus says

    January 14, 2016 at 10:58 am

    Thanks for sharing great tips. It will more helpful for online business people. Nice jobs keep it up.

    Reply
  7. Narendra Sahoo says

    January 13, 2016 at 6:27 am

    I am going to follow the business steps and work-flow system for improving my business. The process is very good to get much revenue through online. Thank you very much your updated and I am waiting for your next update.

    Reply
  8. Bharat says

    January 12, 2016 at 11:03 am

    Awesome post with superb infographics. Because of infographics its easy to understand this post. Thank you for sharing this informative post.

    Reply
  9. Usman says

    January 12, 2016 at 8:17 am

    It is very informative article for everyone. You explained in a way about the workflow in online and how we can get profit in online. Thanks for sharing such type of post
    Usman would love you to read ..Hotspot Shield Elite VPN Universal Crack v5.20.10 Free Download [LATEST]My Profile

    Reply
  10. Thomas Heinz says

    January 11, 2016 at 8:08 pm

    Thanks for this information.
    The article is very interesting and some keypoints are highlighted in a very good way.

    Reply
  11. markpins says

    January 11, 2016 at 6:25 pm

    Awesome !! Really Thank’s for share with us.
    When I have sometimes than search on an online solution for online marketing. That’s why I am here. I hope You Will write next new for us about Increase my online biz profite.

    Thank’s Again.

    Reply
  12. Aditya says

    January 11, 2016 at 1:02 pm

    It is very informative article for everyone. You explained in a way about the workflow in online and how we can get profit in online. Thanks for sharing such type of article!

    Reply

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