WorkflowMAX Advanced for Redfire Engineers
A future-state operating model built around the MCP automation layer — turning the manual work your team does today into workflows that largely run themselves.
Prepared for Anna Onnebo, Eleonore Snell & the Redfire leadership team. Share this page directly — no login needed.
Sina Zarei · Account Executive, WorkflowMAX ANZ · sina.zarei@workflowmax.com
Company snapshot
A quick picture of the account so the numbers below have context. Everything here comes from our conversation with Anna and Eleonore.
Pain points captured on the call: leave & timesheet double-handling into Xero Payroll; ~30 minutes of manual setup per fee proposal (lead → fee → job) plus client and signatory cross-checking; manual phase / task entry needed for tracking, KPIs and Dashboard Insights budgets.
The MCP layer is the unlock — everything else plugs into it
On the call, leave processing was one example of a much bigger pattern: every time your team copies data between WorkflowMAX, Xero and SharePoint, or rebuilds the same job from scratch, that is automatable. The MCP connector is what makes that possible, and it works with the Copilot you already run.
Beyond the MCP layer, Advanced also gives your team the capabilities below out of the box — each one maps to a pain we discussed. Open any card for its feature page, or see how they connect on the full future-state board.
MCP Server — the automation engine
Connect WorkflowMAX to Claude or Copilot so an AI agent can read and write jobs, query data, build reports and run scheduled automations — the layer everything else below plugs into.
Lead → fee proposal → job creation
Anna's ~30-minute manual setup (create the lead, build the fee proposal, convert to a job, cross-check the client and who signs) becomes an assisted, largely automated flow.
Capacity planning
Group by job or by staff, view across week / month / quarter, and plan the day on mobile. See who is over- or under-loaded before it costs you.
Calendar & timesheet integration
Two-way Outlook / Google Calendar sync so time is captured from the calendar instead of reconstructed at week’s end.
Quote variations & job budget management
Track scope changes against the original quote and manage the job budget as it moves — no more spawning a new quote per revision.
Advanced invoicing (% of approved quote)
Invoice by percentage of the approved quote by phase, rather than calculating each progress claim by hand.
Online quote signature & acceptance
Prospects accept and sign the fee proposal online; acceptance flows straight back into WorkflowMAX to trigger the job.
Timesheet approvals & reminders
Automated reminders and an approval workflow across a team of 50, instead of manual chasing.
SharePoint & email integration
Document storage sync to SharePoint (which Redfire already runs), email templates and email sync via the collaboration manager.
Advanced WIP, profitability & AI report insights
Deeper WIP and job-profitability visibility with built-in AI insights on reports — complements your existing Dashboard Insights use.
AI supplier-bill extraction & PO matching
AI reads supplier invoices, matches them to POs and flags line-item variances between the PO and the bill. Mobile receipt extraction is available now.
Leave & timesheet hours → Xero Payroll
The pain point from our call. Native push of leave and hours to Xero Payroll is coming in phases (capacity first, then leave), gated on Xero’s compliance review.
Tags reflect current status: Live today is available in Advanced now; ~1 month is the MCP connector rollout to Advanced customers; Roadmap items have target windows that may move. This mirrors the "WFM Advanced: Future State" board and avoids overstating anything not yet shipped.
ROI calculator
We didn’t put numbers on everything during the call, so this is yours to drive. Adjust the assumptions and each driver — the totals, ROI multiple and payback period update live. Defaults are deliberately conservative placeholders; replace them with Redfire’s real figures.
Utilisation uplift
Deliberate resourcing lifts billable utilisation. Value = engineers × 1,920 hrs × uplift × charge-out rate.
Timesheet friction
Capturing time from the calendar instead of rebuilding it weekly. Minutes saved per person per week across the team.
Job & fee-proposal setup
Anna’s ~30 min per setup (lead → fee → job + cross-check). Minutes the MCP flow removes per proposal.
Leave & payroll double-handling
Hours per week currently spent reconciling leave and hours into Xero by hand.
Timesheet chasing & approvals
Automated reminders and approvals replace manual nagging across 50 staff.
Variation capture & invoicing
Scope changes tracked and billed instead of leaking. Processing time saved plus recovered variation value.
Assumptions are illustrative. The $180 charge-out and $60 internal rates are placeholders — swap in Redfire’s actuals. Utilisation uplift is modelled conservatively at +2 points; even at zero uplift the operational savings alone (see CFO summary) return more than the investment. Investment shown is the full Advanced cost at the selected term; your incremental cost is lower because you already pay a legacy WorkflowMAX fee.
CFO summary
Three scenarios from the same inputs. "Operations only" strips out utilisation entirely to show the floor; the others layer in conservative and moderate utilisation gains.
WorkflowMAX Advanced pricing
All pricing in AUD, per user per month. Longer terms lock in today’s rates at a lower effective price — a natural fit given the phased roadmap runs across the next 6–12 months.
Timesheet-only users are available at a 30% discount ($26.45/user/month) if some of the 50 only enter time — ask Sina to model a blended count.
The JHC project & setup health check
Advanced only pays back if it is adopted well. JHC wraps a delivery team around Redfire so the change is guided, not dropped on Anna. Scott can slot his detailed project plan and health-check findings straight into this section.
Add JHC as an advisor in WorkflowMAX (Settings → Advisors → "JHC") — no extra seat, removable anytime — and Scott can review exactly how Redfire works today and tailor the rollout to it. NDA available on request.
Advisor access & health check
Scott reviews the live account — how jobs, phases, timesheets and Dashboard Insights are actually used — and identifies what will deliver the most value on Advanced.
Scott to insert: health-check findings & quick wins.
Tailored Advanced adoption plan
A sequenced rollout mapped to Redfire’s processes — capacity planning, quote variations, % invoicing and calendar integration — rather than switching everything on at once.
Scott to insert: phased rollout plan & timings.
Interim leave automation (the bridge)
Once MCP is live, JHC builds the Upsheets-based leave-to-Xero automation — a couple of hours of work — to cover you until the native feature ships.
Scott to insert: scope & estimate for the bridge.
Ongoing guardrails
Light-touch monthly oversight of AI read/write permissions and automations so a Redfire champion can safely own it day-to-day.
Scott to insert: support / MSP option.
Security & your existing stack
Anna raised confidentiality directly — Redfire does government and commercially sensitive work on Microsoft. Here is how this fits without disrupting that.
Works with what you run
The MCP connector is model-agnostic. You can drive it from the Copilot and Microsoft 365 environment your IT team has already approved — no need to adopt a new AI vendor.
You control the data boundary
Automations only touch the data you choose to expose. Project plans and job scaffolding can be automated while sensitive schematics and confidential material stay out of scope.
Governed access
Advisor access is permissioned and removable, AI read/write scopes are configurable, and JHC can operate under an NDA. A single internal champion keeps guardrails in place.
Data residency / inference location for any AI tooling should be confirmed with your IT team against your specific obligations — happy to bring the right technical detail to that conversation.
Everything in one place
Book a demo
Walk through Advanced with Sina and Scott.
Schedule →Email Sina
Questions, pricing, or to loop in your directors.
Compose →Future-state board
The full "WFM Advanced: Future State" Miro board.
Open board →Advanced walkthrough
Video tour of the Advanced feature set.
Watch →WorkflowMAX channel
Tutorials and feature deep-dives.
Browse →Share this page
Send to the Redfire leadership team — no login needed.
Copy link →Ready to build the case?
The MCP connector lands in about a month — a natural point to move, and a clean fit with the start of the new financial year planning cycle. Get on Advanced now and JHC can build the leave bridge the day it goes live.