Xero Projects & Expenses

Xero Projects & Xero Expenses

Xero Projects

It is important for small businesses to know which jobs return the best profit and which ones need to be watched closely. This is where Xero Projects comes in as it is an easy to use job costing software. Projects is perfect for small professional services businesses and Tradies etc.


  • Fully integrated with Xero
  • Available on IOS on Android
  • Unlimited number of projects
  • Monitors budgets and job costs
  • Supports fixed price and time & cost invoicing
  • Assign invoices, bills and bank transactions to projects
  • Real-time view of all your projects
  • Timesheet insights and reporting

It allows you to track time, enter expenses and record deposits against projects so that billing can be done accurately. Time can be tracked with stop-start timers or by entering a duration and location based tracking can be used on mobiles. Bills and spend money transactions can be linked to a project let you know exactly where every dollar has been spent.

There are several different ways of invoicing from projects including – a fixed price, progress payments or time and costs invoices. Time and costs can be estimated within a project and then a quote can be sent through for approval in just a couple of clicks, providing professional quotes to win new work.

Time recorded in a project can be loaded directly into Xero Payroll to avoid duplication. There are also options that integrate such as Trello Power-up to integrate your workflow. You can easily add time to a project directly from a Trello card and then invoice from Xero. An hourly rate can be set for each staff member allowing for an easy calculation of profitability per project. The timesheet section on each project allows you to see how your team spends time on each project.

Xero’s latest update has included a profitability dashboard for each job so you have an up-to-date dashboard helping to ensure that jobs are kept to budget and profitable. There are also several project specific reports available for further insights.

$10 per month for 1 user + $7 per month for each additional active user.

Our Xero Projects for Business course will show you how to use all features in Projects.

Xero Expense Claims

Xero Expenses captures, tracks and manages your employees expenses that need to be reimbursed by the business.

The xero expenses app can be downloaded by your employees so they can submit their expenses and mileage claims on the go. This will save time, double handling of receipts and reduce paper as employees can just take a photo of their receipt and upload it to the app. Once the claim has been submitted this can be approved or declined by a manager with one click.

Mileage claims are normally tracked using a logbook, Xero has upgraded this section with a new calculator in which you just enter the start and end address and it calculates the distance and generates a map which gets submitted as part of the expense.

Xero Expenses for 1 user is included in Standard and Premium plans. $5 per month for additional active users.

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