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


Inbal Steinberg

Founder at ConvertworX
Inbal Steinberg is a cloud solution specialist and cloud integrator with Convertworx based in Melbourne, Australia. With over 20 years experience as an IT systems analyst, Inbal spends her days reviewing business processes, data flows, and finding the best cloud solutions for clients. Backed by the team at Convertworx, Inbal is the go-to person for cloud advice which is sought after by both SME’s and top accounting firms in Australia.
Inbal Steinberg