Xero Projects

Xero Projects means you can use Xero based on how you actually run your business - through jobs & projects.


With Xero Projects you’ll delight your customers and staff whilst saving yourself time and money.

For most small New Zealand businesses, their Profit & Loss (P&L) doesn’t give them the clarity they need to be in control. That’s because their business is job or project-based and overall performance is determined by how well they manage those individual jobs.

Rather than trying to maintain control through their monthly management accounts, what they really need is a simple way to see their progress and performance at the project-level.


The answer is Xero Projects. 

Always know the status & performance of every job - all within Xero.

Xero Projects is a beautifully simple project management solution right within Xero. So if you’re a trade or services-based business that organises its work into jobs and projects, Xero Projects could be a perfect fit.


The key advantage of Xero Projects over similar solutions is that it’s tightly-integrated with Xero’s other core functions.  This means that Xero can be aligned to how you manage your day-to-day work, drive progress and identify improvement opportunities.

Xero Projects gives you clear and immediate answers to the following questions:

How much did we estimate / quote? 

How much have we invoiced so far?

How much cash is owing?   

When can we next invoice?

How much time & cost have we incurred?

How much of our time is chargeable vs. non-chargeable?

What’s the current and forecasted profitability of the project?

Quote, invoice & manage your financial performance by job - all inside Xero.


Xero Projects lets you track your project profitability as you go – based on transactions that you already manage through Xero.


All you need to do is to assign those transactions to their respective projects during the normal course of reconciling bank transactions and raising invoices & bills. 


Allocating internal staff time is also easily done through Xero timesheets, which means you can get a true reflection of job profitability. 

Create accurate & professional quotes in minutes.


Let’s say you’re with a new client looking at a job they’ve asked you to quote for.  With your mobile or tablet in hand, you can literally create the quote in real-time and even email it to them before you leave!  Simply estimate the time and expense (ideally from your predefined ‘inventory’ items), add your mark-up and hit ‘send’. Surely that’s better than trying to remember a few days later what the job involves? 


Further, when the client clicks 'Accept Quote' you’ve already got the project set-up in Xero and ready to go.

Say goodbye to manual timesheets with integrated time recording.

Xero Projects gives you all the flexibility you need to make time recording easy-as, with staff being able to enter their time using their computer, tablet or mobile.


And with the Xero Projects mobile app, you can record your hours in real time.  Simply turn the timer on when you start – and off when you finish - and hey presto, your time has been logged and uploaded to your company’s Xero account for reporting and payroll, etc.

Further, if your jobs have particular geographic locations, the mobile app will suggest time entries for you, based on your time spent at those locations. It’s the ultimate way to make sure you never forget to log your hours – especially your chargeable time.   


Pull project timesheets into Xero Payroll.


Because Xero Projects is integrated with Xero Payroll, it’s easy to pay staff accurately, based on their project time entries.


Simply pull their timesheets from Xero Projects, make any necessary adjustments and complete your pay run.  It means there’s no need for any double data-entry and no surprises as to how much staff will get paid. 

Set up project templates for common jobs & projects.

Let’s say you have some standard jobs that you do fairly frequently and typically involve the same basic tasks and costs. In such a situation, the quickest way to set up a new job is to use the ‘copy’ function and create it from a predefined template.


That way, your new project will be pre-populated with those standard tasks (and costs if you choose).  Of course, you can still edit it but most of the project setup has been done for you.