Everything you need to know about Work-Flow. Can't find what you're looking for? Send us a message.
Getting Started
What is Work-Flow?
Work-Flow is a Windows desktop application built for sole traders and small service businesses — plumbers, electricians, cleaners, builders, gardeners, and anyone else who needs to manage jobs. It lets you create quotes and invoices, track jobs from start to finish, manage customers, log expenses, and more — all in one place on your own computer.
Do I need to create an account to start?
No. You download the app and it starts a 30-day free trial immediately — no account registration, no email address, no payment details required. You're up and running in under a minute.
What Windows version do I need?
Work-Flow requires Windows 10 or later. It is a desktop app — it does not run on Mac, Linux, iOS, or Android.
Is there a mobile version?
Not currently. Work-Flow is a Windows desktop app. If you use a Windows laptop or desktop at the end of the day, it's designed to fit that workflow. A mobile companion app may come in a future update.
Does Work-Flow work offline?
Yes — all your job data is stored locally on your own PC, so the app works fully offline. An internet connection is only needed for licence verification (a brief weekly check-in) and for Premium features like Google Calendar sync and AI Buddy. If the server can't be reached during a check-in, the app carries on working normally during a grace period.
Free Trial & Plans
What do I get in the free trial?
The 30-day free trial gives you full access to every feature in the app — including all Premium features. There are no restrictions during the trial period. After 30 days, the app continues on the Free plan, which has some limits.
What happens after the 30-day trial ends?
The app switches to the Free plan. You can still use all the core features — creating jobs, quotes, invoices, managing customers and expenses. The Free plan has two limits: up to 25 active jobs at a time, and up to 3 PDF downloads per month. Premium-only features (AI Buddy, Google Calendar sync, invoice branding, online payment links, and relocating your data folder) become locked until you subscribe.
What's the difference between the Free plan and Premium?
The Free plan covers everything a sole trader needs day-to-day with some limits. Premium removes all limits and unlocks advanced features:
Do I have to upgrade? Is there any pressure?
No. The Free plan works indefinitely with no time limit. There is no pressure to upgrade — if the Free plan meets your needs, use it forever. Premium is there if you need the extra features or want to remove the job and PDF limits.
Pricing & Payment
How much does Premium cost?
Premium is £15.99 per month, billed monthly. There are no annual contracts — you pay month to month and can cancel any time.
How do I pay?
Payment is handled securely through PayPal. You can pay with a PayPal account or directly with a debit or credit card through PayPal's checkout. Your payment details are handled entirely by PayPal — Work-Flow never sees or stores your card information.
How does activation work after I subscribe?
Instantly. Once you complete payment through PayPal, your licence is activated automatically inside the app — no emails, no copy-pasting licence keys, no waiting. Premium features unlock immediately.
Will you put prices up?
We may adjust pricing in the future, but we will always give at least 30 days' notice of any price change. Your subscription price won't change mid-cycle — any new price only applies from the next renewal after the notice period.
Cancellation & Refunds
How do I cancel my subscription?
You cancel directly through your PayPal account — go to Settings > Payments > Manage Automatic Payments and cancel the Work-Flow subscription. Cancellation takes effect at the end of the billing period you've already paid for, so you keep Premium access until that date.
What happens to my data when I cancel?
Nothing. All your data lives on your own computer — cancelling doesn't delete anything. You keep every job, invoice, customer, and expense record you've created. The app just reverts to the Free plan limits after your last paid period ends.
Can I get a refund?
Under UK consumer law you have a 14-day cooling-off right for digital services. If you've subscribed and haven't yet used the app, contact us within 14 days and we'll process a refund. If you believe a charge was made in error at any point, email us at workflow.org.uk@gmail.com within 30 days and we'll review it promptly.
Data & Privacy
Where is my business data stored?
All your job records, customer details, invoices, quotes, and expenses are stored locally on your own Windows PC in a folder on your hard drive. Work-Flow does not upload your business data to any server — we never see it. Premium users can move the data folder to any drive or location, including a secondary SSD or external drive.
Should I back up my data?
Yes — because your data is local, it's your responsibility to back it up. We recommend copying your Work-Flow data folder to an external drive or cloud storage (like OneDrive or Google Drive) regularly. If your PC fails and you haven't backed up, we cannot recover your data for you.
What data does Work-Flow collect about me?
Very little. When you visit the website we log basic visit data (page, country, approximate time). When you register for a trial we store your name, email, company name, and IP address. When your app checks in for licence verification, we only process your licence key and device ID — not any of your job or customer data. See our Privacy Policy for full details.
Is the AI Buddy feature private?
AI Buddy is powered by Groq. When you use AI Buddy, relevant context from your jobs or data is sent to Groq's API to generate a response. This is the only scenario in which any business data leaves your device. Groq's own privacy policy governs how they handle API requests. If data privacy is critical to your business, you may want to avoid using the AI Buddy feature.
Technical
Can I install Work-Flow on more than one computer?
A single licence covers one primary installation. If you need to use the app on a second machine, you can enter your licence key manually on that device from inside the app (Settings > Subscription > Already have a key?). Your data files are separate on each machine unless you set up a shared folder.
Can multiple people in my business use the same account?
Work-Flow is designed for sole traders — it's a single-user application. There is no multi-user or team functionality at this time.
How does Google Calendar sync work?
Premium users can connect their Google account inside Work-Flow's settings. Once connected, jobs you create or update in Work-Flow are automatically added to your Google Calendar as events, so your schedule stays in sync without any manual copy-pasting. You can disconnect at any time from the app settings.
What is AI Buddy?
AI Buddy is a built-in AI assistant (Premium only) that you can ask questions about your business — things like "which customers haven't paid?" or "how much did I earn last month?" or "summarise today's jobs". It uses your live job and customer data to give you relevant, context-aware answers, powered by Groq's AI API.
Support
How do I get help if something goes wrong?
Email us at workflow.org.uk@gmail.com and describe what's happening. We aim to respond within 1–2 working days. You can also use the contact form on the website.
The app isn't opening / something seems broken. What should I try first?
Try restarting the app. If it still won't open, try right-clicking the Work-Flow shortcut and selecting Run as administrator. If the problem persists, email us with a brief description of what happens when you try to open it and which version of Windows you're running — we'll get it sorted.
How do I update to the latest version?
Work-Flow checks for updates automatically in the background. When an update is available, you'll see a notification inside the app. You can also check manually from the Settings page.