Xero Projects vs Workflow Max – what’s missing?

Xero has released an early version of Xero Projects, a lightweight project management module that businesses can buy with a Xero subscription. Xero also sells a heavier duty PM tool called WorkflowMax.

Wondering what you will miss out on with Xero Projects? Here’s a list I have compiled from playing with the module and talking to Xero support.

Given that this is a launch for Xero Projects, some of these may change as Xero improves features.

In their blog, Xero have advised that they are already working on improvements, namely:

• Project user permissions
• Timesheet insights and reporting
• Project templates
• Integration with Xero Quotes
• Integration with Xero Expenses
• Xero Payroll integration
• iOS and Android apps

If you see a must-have feature on this list then you should stick with WorkflowMax or similar software.

Omissions in Xero Projects

• Projects are not included in the Find and Recode tool
• Can’t link existing invoices/bills to projects
• Can’t add custom fields to projects
• No defaults for client or supplier
• Can’t set up rules, automations or alerts
• No project templates
• Can’t give a default hourly rate for each staff member
• There are no cost and margin rules
• No sub-projects, work packages, or milestones
• No approval process on expenses
• No link to expense claims
• No default margin rules on expenses
• You can’t re-order tasks
• Projects don’t show up in Xero’s global search
• It is not linked to quoting process
• Expenses in Projects are not created as bills (you have to re-enter them)
• Staff cost is manual, it is not linked to payroll in Xero
• Timesheets are separate to the payroll timesheet
• Projects don’t show on the contact record in Xero
• There is no link from a project invoice to the project it relates to
• Can’t default a project to an income account
• Can’t remove the link to an invoice (can void the invoice), or have some of the lines not be part of the project
• Don’t seem to have many undo/re-do options