Workflowmax

WorkflowMax by BlueRock is a cloud-based job management platform for professional services firms, covering leads, quotes, jobs, time tracking, purchase orders, and invoicing. Nexla connects to the WorkflowMax REST API using OAuth 2.0 to ingest these records as a data source and to create or update clients, jobs, and time entries as a destination.

Power end-to-end data operations for your Workflowmax API with Nexla. Our bi-directional Workflowmax connector is purpose-built for Workflowmax, making it simple to ingest data, sync it across systems, and deliver it anywhere — all with no coding required. Nexla turns API-sourced data into ready-to-use, reusable data products and makes it easy to send data to Workflowmax or any other destination. With comprehensive monitoring, lineage tracking, and access controls, Nexla keeps your Workflowmax workflows fast, secure, and fully governed.

Features

Type: API

SourceDestination

• Seamless API Integration: Connect to any endpoint as source or destination without coding, with automatic data product creation
• Visual Composition & Chaining: Build complex integrations using visual templates, chain API calls, and compose workflows with data validation and filtering
• API Proxy: Expose curated slices of your data securely with a secure and customizable API proxy that validates and transforms data on the fly
• Request optimization with intelligent batching, retry, and caching to minimize API calls and costs

Prerequisites

WorkflowMax by BlueRock authenticates API requests with OAuth 2.0, built on the Xero identity platform. Each request must carry an Authorization header of the form Bearer followed by your access token, together with an account_id header identifying the WorkflowMax organization. Before creating a credential in Nexla, obtain an OAuth 2.0 access token and your WorkflowMax account ID.

To obtain these values:

1. Sign in to the Xero developer portal at https://developer.xero.com/myapps and create a new app.

2. Configure the app with an OAuth 2.0 redirect URI, then generate a client secret. Note the client ID and client secret shown for the app.

3. Request the offline_access and workflowmax scopes when authorizing the app so it can access the WorkflowMax API and refresh its token.

4. Complete the OAuth 2.0 authorization flow to exchange the authorization code for an access token at the Xero token endpoint (https://identity.xero.com/connect/token). Access tokens are short-lived, so use the accompanying refresh token to obtain new access tokens as needed.

5. Determine your WorkflowMax account ID (organization/tenant ID). This can be read from the connected organization returned by the Xero connections endpoint after authorization, or decoded from the access token itself.

Keep the access token confidential. For full details on registering an app, scopes, and the token exchange, see the WorkflowMax API authentication documentation and the WorkflowMax by BlueRock OpenAPI reference.

Authenticate

Credentials required

Field	Required	Secret	Description
Access Token	Yes	Yes	WorkflowMax OAuth 2.0 access token, obtained via the Xero/WorkflowMax OAuth flow and sent as Authorization: Bearer.
Account ID	Yes	No	The WorkflowMax account id, sent as the required account_id request header.

Create a credential in Nexla

1. After selecting the data source/destination type, click the Add Credential tile to open the Add New Credential overlay.

2. Enter a name for the credential in the Credential Name field and a short, meaningful description in the Credential Description field.

3. Enter your WorkflowMax OAuth 2.0 access token in the Access Token field. This token is sent in the Authorization header as a bearer token on every request and must be kept confidential.

4. Enter your WorkflowMax account ID in the Account ID field. This value is sent as the required account_id header to identify your WorkflowMax organization.

   WorkflowMax access tokens are short-lived. If a token expires, obtain a new one through the OAuth 2.0 refresh flow and update this credential so Nexla can continue connecting to the WorkflowMax API.

   For detailed information about authentication, scopes, and available endpoints, see the WorkflowMax API authentication documentation and the WorkflowMax by BlueRock OpenAPI reference.

5. Click the Save button at the bottom of the overlay. The newly added credential will now appear in a tile on the Authenticate screen during data source/destination creation.

Use as a data source

To create a new data flow, navigate to the Integrate section, and click the New Data Flow button. Select the Workflowmax connector tile, then select the credential that will be used to connect to WorkflowMax, and click Next; or, create a new Workflowmax credential for use in this flow.

Endpoint templates

Nexla provides pre-built templates that can be used to rapidly configure data sources to ingest data from common WorkflowMax endpoints. Select the endpoint from which this source will fetch data from the Endpoint pulldown menu. Available endpoint templates are listed in the expandable boxes below.

[Rest API] List Clientgrouplist

This endpoint template retrieves data from the WorkflowMax List Clientgrouplist endpoint. Retrieve clientgrouplist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Invoice Current

This endpoint template retrieves data from the WorkflowMax List Invoice Current endpoint. Retrieve invoice_current. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Invoicelist

This endpoint template retrieves data from the WorkflowMax List Invoicelist endpoint. Retrieve invoicelist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Purchaseorderlist

This endpoint template retrieves data from the WorkflowMax List Purchaseorderlist endpoint. Retrieve purchaseorderlist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Clientlist

This endpoint template retrieves data from the WorkflowMax List Clientlist endpoint. Retrieve clientlist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Clients Documents

This endpoint template retrieves data from the WorkflowMax List Clients Documents endpoint. Retrieve documents for a client by client UUID. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Stafflist

This endpoint template retrieves data from the WorkflowMax List Stafflist endpoint. Retrieve stafflist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Costlist

This endpoint template retrieves data from the WorkflowMax List Costlist endpoint. Retrieve costlist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Joblist

This endpoint template retrieves data from the WorkflowMax List Joblist endpoint. Retrieve joblist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Job Tasks

This endpoint template retrieves data from the WorkflowMax List Job Tasks endpoint. Retrieve job_tasks. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Leadlist

This endpoint template retrieves data from the WorkflowMax List Leadlist endpoint. Retrieve leadlist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Tasklist

This endpoint template retrieves data from the WorkflowMax List Tasklist endpoint. Retrieve tasklist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Quotelist

This endpoint template retrieves data from the WorkflowMax List Quotelist endpoint. Retrieve quotelist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Supplierlist

This endpoint template retrieves data from the WorkflowMax List Supplierlist endpoint. Retrieve supplierlist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

[Rest API] List Timelist

This endpoint template retrieves data from the WorkflowMax List Timelist endpoint. Retrieve timelist. Use this template when you need to ingest this data into Nexla for analysis, reporting, or downstream integration.

Once the selected endpoint template has been configured, click the Test button to the right of the endpoint selection menu to retrieve a sample of the data that will be fetched. Sample data will be displayed in the Endpoint Test Result panel on the right, allowing you to verify that the source is configured correctly before saving.

Manual configuration

Workflowmax data sources can also be manually configured to ingest data from any valid WorkflowMax API endpoint, including endpoints not covered by the pre-built templates, chained API calls, or custom request parameters. Select the Advanced tab at the top of the configuration screen, and follow the instructions in Connect to Any API to configure the API method, endpoint URL, date/time and lookup macros, path to data, metadata, and request headers.

Once all of the relevant settings have been configured, click the Create button in the upper right corner of the screen to save and create the new Workflowmax data source. Nexla will now begin ingesting data from the configured endpoint and will organize any data that it finds into one or more Nexsets.

Use as a destination

Click the + icon on the Nexset that will be sent to the Workflowmax destination, and select the Send to Destination option from the menu. Select the Workflowmax connector from the list of available destination connectors, then select the credential that will be used to connect to WorkflowMax, and click Next; or, create a new Workflowmax credential for use in this flow.

Endpoint templates

Nexla provides pre-built templates that can be used to rapidly configure destinations to send data to common WorkflowMax endpoints. Select the endpoint to which data will be sent from the Endpoint pulldown menu. Then, click on the template in the list below to expand it, and follow the instructions to configure additional endpoint settings.

[Rest API] Create Client

This endpoint template sends records from a Nexset to the WorkflowMax Create Client endpoint. Add a new client record. Each record from your Nexset is sent as a separate API request to WorkflowMax.

[Rest API] Update Client

This endpoint template sends records from a Nexset to the WorkflowMax Update Client endpoint. Update an existing client record. Each record from your Nexset is sent as a separate API request to WorkflowMax.

[Rest API] Create Job

This endpoint template sends records from a Nexset to the WorkflowMax Create Job endpoint. Add a new job. Each record from your Nexset is sent as a separate API request to WorkflowMax.

[Rest API] Update Job

This endpoint template sends records from a Nexset to the WorkflowMax Update Job endpoint. Update an existing job. Each record from your Nexset is sent as a separate API request to WorkflowMax.

[Rest API] Create Time Entry

This endpoint template sends records from a Nexset to the WorkflowMax Create Time Entry endpoint. Add a new time entry to a job. Each record from your Nexset is sent as a separate API request to WorkflowMax.

Manual configuration

Workflowmax destinations can also be manually configured to send data to any valid WorkflowMax API endpoint. Select the Advanced tab at the top of the configuration screen, and follow the instructions in Connect to Any API to configure the API method, data format, endpoint URL, request headers, attribute exclusions, record batching, and response webhooks.

Save & activate

Once all endpoint settings have been configured, click the Done button in the upper right corner of the screen to save and create the destination. To send the data to the configured WorkflowMax endpoint, open the destination resource menu, and select Activate.

The Nexset data will not be sent to the WorkflowMax endpoint until the destination is activated. Destinations can be activated immediately or at a later time, providing full control over data movement.