WorkflowMax connector

Set up the WorkflowMax connector in Kaivo: authentication, configuration, the 15 BigQuery tables it syncs, and answers to common questions.

Written By Lauri Raivio

Last updated About 2 hours ago

Kaivo is a fully managed data platform that syncs your WorkflowMax data into a Google BigQuery warehouse and keeps it up to date automatically. There is no pipeline to build and no infrastructure to run, so you can spend your time analysing your project management data instead of moving it.

What is the WorkflowMax connector

Sync your WorkflowMax data into BigQuery with Kaivo to analyse jobs, invoices, and project profitability.

CategoryProject Management
StatusGenerally available
AuthenticationAPI key
SetupSelf-service

Getting started with the WorkflowMax connector

  1. Sign up for Kaivo and create a workspace.
  2. Connect your WorkflowMax account.
  3. Choose which tables to sync.
  4. Wait for the initial sync to finish.
  5. Query your data in BigQuery or your favourite AI or BI tool.

Authenticating WorkflowMax

Authenticate with your API Key.

FieldDescription
API Key

Your WorkflowMax OAuth 2.0 access token, sent as a Bearer token. Obtain it through the WorkflowMax (Xero) OAuth flow; first enable API access under your staff profile (staff list → your name → 'Authorise 3rd Party Full Access').

Configuring the WorkflowMax connector

When you set up the connector, you provide:

FieldDescription
Account ID

Your WorkflowMax organisation ID, sent as a required header on every request. It is embedded in your OAuth access token (decode the JWT to read it).

Start Date

Only sync records dated on or after this date.

Tables and columns synced from WorkflowMax

Kaivo syncs 15 tables from WorkflowMax into a dedicated dataset in your BigQuery warehouse. Click any table to see its columns and types.

How the WorkflowMax sync works

After the first load, Kaivo keeps your BigQuery warehouse up to date for you. Where WorkflowMax supports it, each sync pulls only new and changed records so it stays fast; otherwise it refreshes the whole table. Every record keeps its original ID, so you won't get duplicate rows.

Frequently asked questions

How long does the initial sync take for WorkflowMax?

It depends on how much history is in your WorkflowMax account. Most initial syncs finish within minutes, while large accounts can take a few hours. After that, syncs only fetch new and changed records, so they're much faster.

Can I sync only some tables or columns?

Yes. You pick which tables to sync when you set up the connection and can change the selection later. Tables you don't select are never copied to your warehouse.

What happens when WorkflowMax's schema changes?

New fields are never added automatically. You choose which fields to sync, so data you haven't selected (sensitive personal data, for example) never lands in your warehouse. When a new field appears, it becomes available for you to add. What happens to removed or renamed fields depends on a table's sync mode: full-refresh tables always match what's currently in WorkflowMax, so dropped fields disappear, while incremental tables keep their existing columns and history, so an old field stays and newly added fields fill in over time.

How do I handle GDPR or data deletion requests?

Your data lives in your own Kaivo-managed BigQuery warehouse, so the most direct option is to delete or anonymise specific records right in BigQuery. If you delete data in WorkflowMax instead, full-refresh tables drop it on the next sync, while incremental tables keep it, so you would remove the row in BigQuery or ask us to run a full refresh. To remove everything, delete the WorkflowMax connector in Kaivo and all of its synced data is deleted with it.

Common use cases for WorkflowMax data

Project profitability

Use joblist and job_tasks with costlist to compare billed work against costs.

Revenue and billing

Join invoicelist with clientlist to track revenue and outstanding balances.

Pipeline view

Use leadlist and quotelist to follow work from lead to job.

Use WorkflowMax data in your AI and BI tools

Once WorkflowMax data lands in your Kaivo-managed BigQuery warehouse, you can explore it with AI tools or any BI tool that connects to BigQuery. Here's how the most common destinations work with WorkflowMax data.

Claude

Use Kaivo's MCP server to give Claude secure, workspace-scoped access to your data. Setup guide →

Power BI

Microsoft's BI tool with a native BigQuery connector. Supports direct query and scheduled refresh. Setup guide →

Data Studio

Free Google BI tool with native BigQuery support. One-click connection to your Kaivo warehouse; great for SMB teams on Google Workspace. Setup guide →

Tableau

The premium analytics standard, with native BigQuery integration. Setup guide →

Google Sheets

Use Connected Sheets to query BigQuery directly from a spreadsheet, with no SQL. Setup guide →

Excel

Connect via Power Query's BigQuery connector. Setup guide →

Metabase

Open-source BI tool with strong BigQuery support. Setup guide →

See our pricing page for WorkflowMax connector pricing and plan details.