WorkflowMax (now owned by Xero) is an established job management platform favoured by professional services and larger contractors. HiveSuite is the UK-focused challenger with AI built in, designed specifically for mobile service businesses and tradespeople. Which one actually suits your business?
This comparison cuts through the marketing. We'll cover what each platform does well, where they fall short, and help you decide which is right for your mobile service or trade business.
The Quick Summary
| Category | HiveSuite | WorkflowMax |
|---|---|---|
| Best For | UK mobile service businesses, contractors, and tradespeople wanting AI assistance + affordable pricing | Professional services firms, architects, consultants, larger contractors with complex job costing needs |
| Pricing | From £24.99/month (1 user) to £499.99/month (50 users) WINNER | From £39/month (1 user), scales to £199/month (10 users), additional per-user fees |
| AI Features | HiveIntel AI assistant built-in WINNER | No AI capabilities |
| Mobile App | HiveCrew PWA (mobile-first design) | Native mobile apps (mature, feature-rich) WINNER |
| Accounting Integration | QuickBooks Online integration | Deep Xero integration (same company) WINNER |
| Custom Fields & Forms | Custom fields on all records + embeddable website forms WINNER | Custom fields (Premium tier only) |
| Custom Statuses | Fully customisable status workflows for jobs, quotes, invoices WINNER | Predefined statuses (limited customisation) |
| Reporting | HiveIntel Business Intelligence with visual query builder + AI insights WINNER | Extensive reporting suite (Premium tier only) |
| Trade Focus | Built for mobile services AND trades WINNER | Professional services focus (can work for trades but not optimised) |
| Ease of Use | Intuitive, mobile-first interface WINNER | Powerful but steeper learning curve |
| Market Maturity | Newer (2024 launch) | Established (2007, acquired by Xero 2020) WINNER |
Pricing: Transparent vs Complex
Pricing is where these platforms diverge significantly—and where the choice becomes clearer depending on your business size.
HiveSuite Pricing (All-Inclusive)
- Starter: £24.99/month (Founding 100 Special, price locked for 12 months) then £34.99/month — 1 user, ALL features included
- Small Team: £89.99/month — up to 5 users, ALL features included
- Growing Business: £149.99/month — up to 10 users, ALL features included
- Professional: £249.99/month — up to 20 users, ALL features included
- Enterprise: £499.99/month — up to 50 users, ALL features included
- 30-day free trial, no credit card required
- HiveIntel AI included on all plans
- No hidden fees or feature tiers
WorkflowMax Pricing (Tiered Features)
- Starter: £39/month — 1 user, basic features only
- Standard: £79/month — up to 3 users, more features
- Plus: £119/month — up to 5 users, advanced features
- Premium: £199/month — up to 10 users, all features
- Additional users: £19-29/user/month depending on plan
- 30-day free trial
- Many features locked behind higher tiers
The WorkflowMax Feature Lock-In
Unlike HiveSuite (where all features are available on every plan), WorkflowMax restricts key functionality to higher-priced tiers:
- Starter plan: Limited reporting, no custom fields
- Standard plan: Limited integrations, basic reporting only
- Plus plan: Finally gets advanced reporting and custom workflows
- Premium plan: Required for full feature set
This means: A 5-person team on WorkflowMax Plus costs £119/month. To get all features, you need Premium at £199/month. HiveSuite gives you everything for £89.99/month.
Verdict: Pricing
HiveSuite wins decisively for value. Not just because it's cheaper, but because you get all features regardless of plan size. No artificial feature restrictions.
Real-world cost comparison for a 5-person team:
- HiveSuite Small Team: £89.99/month (all features)
- WorkflowMax Plus: £119/month (missing advanced features)
- WorkflowMax Premium: £199/month (full features, but you're only using 5 users of 10)
That's a saving of £29-109/month, or £348-1,308/year.
AI Capabilities: The Game Changer
This is where HiveSuite fundamentally differs from WorkflowMax—and every other contractor software on the market.
HiveIntel: Natural Language Business Intelligence
HiveSuite includes HiveIntel, an AI-powered reporting system that lets you query your business data in plain English:
- Business insights: "Which jobs were most profitable last quarter?" → Instant analysis with recommendations
- Financial reporting: "Show me unpaid invoices over £500" → Real-time data with trends
- Performance analysis: "Which customers generate the most revenue?" → Detailed breakdown with patterns
- Custom queries: Ask questions about jobs, customers, invoices, quotes in natural language
- Visual reports: Build custom dashboards without SQL or technical knowledge
- AI recommendations: Get actionable suggestions based on your data trends
Plus HiveAssist: On quotations, use the AI rewrite feature to suggest pricing adjustments and improve job descriptions and titles.
WorkflowMax: Traditional Automation Only
WorkflowMax offers workflow automation but no AI:
- Email templates (you write them manually)
- Workflow triggers (you configure manually)
- Standard reporting (no AI insights or suggestions)
Real-World Impact
Scenario: You need to understand which types of jobs are most profitable to focus your marketing efforts.
With WorkflowMax: Run standard reports, export to Excel, manually analyse data, calculate profit margins, create charts. Time: 1-2 hours.
With HiveSuite + HiveIntel: Ask "Which job types were most profitable last quarter?" in plain English. HiveIntel analyses your data, shows trends, identifies patterns, and suggests which services to focus on. Time: 2-3 minutes.
Business intelligence that actually helps you make better decisions, without needing to be a spreadsheet expert.
Verdict: AI Capabilities
HiveSuite wins by default—WorkflowMax has no AI. HiveIntel's natural language reporting makes business intelligence accessible to everyone, not just spreadsheet experts. HiveAssist's quotation improvements help you price jobs better and present more professionally.
Core Features Comparison
| Feature | HiveSuite | WorkflowMax | Winner |
|---|---|---|---|
| Job Management | Full job tracking, stages, notes, history, mobile-optimised | Comprehensive job tracking, complex job costing, task breakdowns | Tie (different strengths) |
| Quoting | AI-assisted quotes, templates, professional presentation | Detailed quoting, line items, variations, optional items | HiveSuite (AI edge) |
| Scheduling | Calendar view, drag-drop, team assignments, mobile sync | Advanced scheduling, Gantt charts, resource allocation | WorkflowMax (more advanced) |
| Invoicing | Professional invoices, payment tracking, UK VAT native | Advanced invoicing, Xero sync, batch invoicing, time-based billing | WorkflowMax (Xero integration) |
| Time Tracking | Built-in timesheets, job-based tracking | Comprehensive time tracking, billable vs non-billable, detailed reporting | WorkflowMax (more detailed) |
| Customer Management | Customer profiles, job history, communication logs, custom fields | Detailed client records, custom fields, document management | Tie |
| Reporting | Visual query builder—create custom reports across all data without SQL, AI insights, dashboards, scheduled delivery | Extensive reporting suite, custom reports (Premium tier only) | Tie (different approaches) |
| Mobile Experience | Mobile-first PWA, works offline, fast, intuitive | Native iOS/Android apps, mature, feature-rich | Tie (different approaches) |
| Team Collaboration | Real-time updates, team chat, job comments | Task assignments, notifications, document sharing | Tie |
| Inventory Management | Basic stock tracking, materials per job | Advanced inventory, stock levels, purchase orders, suppliers | WorkflowMax (more advanced) |
Trade vs Professional Services Focus
This is a crucial distinction that many contractors overlook when choosing software.
HiveSuite: Built for Mobile Services AND Trades
HiveSuite is specifically designed for:
- Electricians, plumbers, HVAC engineers — Trade-specific job types, materials, and workflows
- Mobile service businesses — Cleaners, gardeners, handymen, maintenance services
- Field-based contractors — Job site focused, mobile-first design
- Small to medium teams — 1-50 users, simple enough to onboard quickly
WorkflowMax: Professional Services Heritage
WorkflowMax was originally built for:
- Architects, engineers, consultants — Project-based work with complex time tracking
- Creative agencies — Design, marketing, media production
- IT services — Managed services, project delivery
- Larger teams — Better suited to 10+ person teams with dedicated admin staff
WorkflowMax's Professional Services Focus
WorkflowMax was built for professional services firms, which shows in its approach:
- Complex time tracking: Built for hourly billing consultants, more than most trade businesses need for fixed-price work
- Project-centric language: Uses terminology like "projects", "tasks", "resource allocation" common in consulting
- Admin overhead: Comprehensive features assume dedicated admin staff to manage the system
- Feature depth: Includes capabilities designed for agencies and consultants (creative briefs, detailed project templates)
Trade-Specific Features in HiveSuite
- Job types pre-configured for common trade work (installations, repairs, maintenance, inspections)
- Materials tracking designed for parts and consumables, not billable hours
- Mobile app optimised for on-site work (works offline, quick job updates)
- Simple workflows that match how contractors actually work
- AI that understands trade terminology and common job patterns
- UK VAT handling built in (not bolted on)
Verdict: Industry Focus
Different tools for different industries. HiveSuite is purpose-built for mobile service businesses and trades—the features, language, and workflows match how these businesses operate. WorkflowMax excels at professional services (architects, consultants, agencies) where complex project management and detailed time tracking are essential.
Both platforms offer comprehensive job management capabilities. The choice comes down to whether you need trade-focused simplicity or professional services complexity.
Customisation: Making the Software Work for You
One of the biggest frustrations with business software is being forced into someone else's workflow. HiveSuite's latest features address this head-on.
HiveSuite: Customisation on Every Plan
- Custom Fields: Add bespoke fields to quotations, invoices, jobs, customer profiles—without code. Capture warranty references, site photos, compliance IDs, or any data specific to your trade. Available on all plans.
- Custom Statuses: Define your own status workflows for jobs, quotes, and invoices. Use terminology that matches your business ("Site Access Required", "Awaiting Materials", "Parts Ordered") instead of generic labels. Includes custom colours and drag-drop workflow design.
- Custom Forms: Build embeddable website forms that sync directly with HiveSuite. Capture leads, create customers, and generate draft quotations automatically. Forms inherit your brand colours and can be embedded on any website with a single line of code.
- Advanced Reporting: HiveIntel Business Intelligence includes a visual query builder—create custom reports without SQL. AI-powered insights analyse trends and suggest improvements. Build dashboards, schedule automated delivery, and share reports with your team.
WorkflowMax: Feature Tier Restrictions
- Custom Fields: Available, but only on Premium tier (£199/month minimum). Not accessible on lower-priced plans.
- Custom Statuses: Limited customisation. Predefined workflows with minimal flexibility.
- Custom Forms: Not available. Third-party tools required for website lead capture.
- Advanced Reporting: Extensive reporting suite, but custom reports locked behind Premium tier. Standard plans get basic reports only.
Real-World Example: Custom Forms
Scenario: You want a "Request a Quote" form on your website that creates jobs in your system automatically.
With HiveSuite: Use the built-in form builder. Add custom fields for job type, property details, preferred date. Embed the form on your website with one line of code. When customers submit, HiveSuite creates a customer record and draft quotation automatically. Takes 15 minutes to set up. Included on all plans.
With WorkflowMax: No built-in form builder. Use third-party tools (Gravity Forms, JotForm, Typeform) + Zapier integration (£20-30/month extra). Manual setup of field mapping. More complex, more expensive, less seamless integration.
Verdict: Customisation
HiveSuite wins decisively. Custom fields, statuses, forms, and reporting are included on all plans—even the £24.99/month Starter. WorkflowMax locks these features behind Premium tier or doesn't offer them at all.
For contractors who need software that adapts to their workflow (not vice versa), HiveSuite's all-inclusive approach is a massive advantage.
Integrations & Ecosystem
| Integration | HiveSuite | WorkflowMax |
|---|---|---|
| Xero Accounting | Not currently available | Deep native integration (same company) WINNER |
| QuickBooks Online | Full integration available WINNER | Limited/third-party only |
| Payment Processing | Stripe integration | Multiple payment gateways, Xero Payments |
The Accounting Integration Factor
If you use Xero: WorkflowMax's integration is genuinely excellent—they're owned by the same company, so the data sync is seamless and bidirectional. This is WorkflowMax's strongest advantage.
If you use QuickBooks Online: HiveSuite's integration is comprehensive and purpose-built. Invoices, payments, and customer data sync seamlessly. WorkflowMax's QuickBooks support is limited to third-party tools.
Question to ask yourself: Which accounting platform are you committed to? If Xero, WorkflowMax has the edge. If QuickBooks Online, HiveSuite is the better choice.
Getting Started & Learning Curve
| Aspect | HiveSuite | WorkflowMax |
|---|---|---|
| Setup Time | Seconds—ready to use immediately WINNER | 4-8 hours (comprehensive setup required) |
| Customisation Time | Optional—custom fields, statuses, forms added as needed | Required for most businesses to match workflows |
| Interface Complexity | Mobile-first, intuitive design WINNER | Feature-rich but steeper learning curve |
| Support | Email support | Email support, phone support, extensive documentation WINNER |
Getting Started
HiveSuite: Sign up and you're ready to create customers, jobs, quotes, and invoices immediately. Everything works out of the box. Add customisations (custom fields, statuses, forms) when you need them, not before.
WorkflowMax: Requires setup time to configure workflows, templates, and user permissions before you can work efficiently. More powerful once configured, but longer ramp-up time.
The difference: HiveSuite prioritises getting you operational instantly. WorkflowMax prioritises depth and configurability. Choose based on whether you value immediate productivity or comprehensive configuration.
Who Should Choose Each Platform?
Choose HiveSuite If:
- ✅ You're a mobile service business or contractor (electrician, plumber, HVAC, cleaner, gardener, handyman)
- ✅ You want AI to handle quoting, customer comms, and business insights
- ✅ You need custom fields, custom statuses, and embeddable website forms (included on all plans)
- ✅ You use QuickBooks Online for accounting
- ✅ You value simplicity and want to be productive from day one
- ✅ You're a team of 1-20 people (sweet spot: 1-10)
- ✅ You want all features included regardless of plan size
- ✅ You prioritise value for money (£89.99/month for 5 users, all features)
- ✅ You want software built specifically for UK contractors and mobile service businesses
- ✅ You work mostly on fixed-price jobs, not hourly billing
Choose WorkflowMax If:
- ✅ You're a professional services firm (architect, consultant, creative agency)
- ✅ You need deep Xero integration with bidirectional sync
- ✅ You require extensive time tracking and hourly billing capabilities
- ✅ You're a larger team (10+ users) with dedicated admin staff
- ✅ You need complex project management with Gantt charts and resource allocation
- ✅ You have the budget for Premium tier (£199/month minimum for full features)
- ✅ You're willing to invest time in setup and training for advanced capabilities
- ✅ You work on long-term projects with complex job costing requirements
Making the Right Choice
Both platforms are excellent at what they do. WorkflowMax excels at professional services with complex project management needs. HiveSuite excels at mobile service businesses and trades with straightforward job workflows.
The decision isn't about which is "better"—it's about which matches your business model. A professional services firm would find HiveSuite too simple. A mobile service business would find WorkflowMax overcomplicated.
Choose based on your industry and workflow needs, not brand recognition or feature count.
Total Cost of Ownership
Let's compare the real costs for a typical contractor team over 12 months.
Scenario: 5-Person Electrical Contracting Business
| Cost Element | HiveSuite | WorkflowMax |
|---|---|---|
| Software Subscription (12 months) | £1,079.88 (Small Team plan) | £2,388 (Premium plan for full features) |
| Setup & Customisation Time | Minimal—operational immediately, customise as needed | 20 hours @ £50/hr = £1,000 (setup required) |
| AI Reporting Benefits | Natural language business intelligence included | Not available |
| Additional Tools | All core features included | May require third-party tools for specific workflows |
| Total 12-Month Cost | £1,079.88 | £3,588 |
| Annual Difference | HiveSuite: £2,508 cheaper (plus faster setup and AI reporting included) | |
Final Verdict
For mobile service businesses and trades: HiveSuite offers everything you need at a lower price point. Purpose-built for electricians, plumbers, HVAC engineers, cleaners, gardeners, and other mobile service businesses. AI-powered reporting, custom workflows, QuickBooks integration, and operational in seconds.
For professional services firms: WorkflowMax provides the depth and complexity required for architects, consultants, and agencies. Superior time tracking, project management tools, and native Xero integration make it worth the higher cost and setup time.
Both platforms are excellent. HiveSuite does everything WorkflowMax does for trade businesses, often better and always cheaper. WorkflowMax does things HiveSuite doesn't attempt—because professional services need different tools than trades.
Choose based on your industry, not feature lists or brand names.
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Start Your Free Trial →Founding 100 Special: £24.99/month locked in for 12 months. Then £34.99/month.
Frequently Asked Questions
Can I import my data from WorkflowMax to HiveSuite?
Yes. HiveSuite offers data migration assistance for contractors switching from WorkflowMax. We'll help you import customers, jobs, and historical data. Contact our team during signup to arrange migration support.
Does HiveSuite work offline like WorkflowMax's mobile app?
Yes. HiveSuite's PWA (Progressive Web App) works offline and syncs when you're back online. You can create jobs, update statuses, and take notes without internet connectivity.
I'm already using Xero. Will I lose functionality by switching to HiveSuite?
HiveSuite doesn't currently integrate with Xero—it's built for QuickBooks Online. If you're deeply committed to Xero and need tight integration, WorkflowMax is the better choice. However, if you're open to switching to QuickBooks Online (or using HiveSuite's built-in invoicing without external accounting software), HiveSuite offers better value and trade-specific features.
I'm using QuickBooks Online. Is HiveSuite a good fit?
Yes, absolutely. HiveSuite integrates natively with QuickBooks Online for seamless invoice, payment, and customer data sync. WorkflowMax's QuickBooks support is limited and requires third-party tools, making HiveSuite the better choice for QuickBooks users.
What about customer support?
HiveSuite provides email support. During your first 30 days, our team is available to help with setup, migration, and any questions. WorkflowMax offers email and phone support plus extensive documentation, which some larger teams prefer.
Is the AI in HiveSuite actually useful, or is it marketing hype?
HiveIntel provides natural language business intelligence—ask questions about your business in plain English and get instant answers. Query your jobs, customers, invoices, and quotes without needing to understand complex reports or export to Excel. HiveAssist helps improve quotation pricing and job descriptions. Both are practical tools, not gimmicks. Try them during your free trial to see if they match your workflow.
Can I switch plans if my team grows?
Yes, both platforms allow you to upgrade or downgrade plans. HiveSuite makes this simple—just pick the plan that matches your user count. WorkflowMax requires plan changes plus per-user fees, which can get complicated.
How do HiveSuite's custom forms work? Can they really create quotes automatically?
Yes. HiveSuite's form builder lets you create branded forms that you embed on your website. When a customer fills out the form, HiveSuite automatically creates a customer record and (optionally) a draft quotation based on the form data. You can add custom fields for job type, service requirements, property details, etc. The form inherits your brand colours and works on all devices. It's included on all plans—no extra cost.
Need Help Deciding?
Still not sure which platform is right for your business? We're happy to help—no sales pressure, just honest advice.
Email us at info@hivesuite.co.uk with details about your business (number of users, type of work, current challenges), and we'll give you straightforward guidance on whether HiveSuite or WorkflowMax is the better fit.
If WorkflowMax is genuinely better for your needs, we'll tell you. We'd rather you choose the right tool than choose us and regret it.