Track Jobs with Xero Projects

Xero Projects is a simple job costing solution built for project-based businesses in fields like design and engineering. It lets you track time, costs, and profitability all in one place.

1. Enable Xero Projects

If Projects isn't active, click your organisation name and select Projects, then choose Add to subscription or Get started.

2. Set Up User Access

Go to User settings to give staff members access to Projects. Enable the Projects toggle for each user and assign their role.

3. Add Staff Cost Rates

In Project settings, edit each staff member to add their cost rate. This is used in the project detail report to calculate actual cost and overall profitability.

4. Create a Project

1. Choose the project type (e.g. draft).
2. Find an existing contact or create a new one.
3. Enter a descriptive project name.
4. Set a deadline.
5. Add an optional project estimate, or let Xero calculate it from tasks and expenses.

5. Add Tasks and Expenses

• Tasks — enter a name or select from inventory, then add estimated hours.
• Expenses — select from inventory or enter new ones, and set a charge type (e.g. percentage markup).

Use this information as the basis for a quote to send to the customer.

6. Start the Project

Once the customer accepts the quote, change the project status from Draft to In progress.

7. Log Time and Track Expenses

• Time — click the menu icon on a task and select Add time to log hours against it.
• Expenses — assign lines from supplier bills directly to the project, or add expenses manually.

8. Invoice the Project

When you're ready to bill the customer, choose from three invoicing methods within the project.

9. Monitor Profitability

Use the profitability dashboard to see project performance at a glance. Open the project detail report for a full breakdown of time logged, costs incurred, and amounts invoiced.

Download the Xero Projects mobile app to manage projects and log time on the go.