Projects & tracking

218 results found

1. I understand you'd like to view your in progress projects sorted by project name rather than by contact, especially since you have multiple

   I understand you'd like to view your in progress projects sorted by project name rather than by contact, especially since you have multiple projects for the same client.

   Unfortunately, there isn't a setting in Xero Projects that allows you to change how the project list is sorted or displayed. The project list view doesn't currently have customisable columns or sort options like some other areas of Xero (such as purchase orders).

   At the moment, Xero Projects organises projects by status (Draft, In progress, and Closed), but you can't change the primary display field from contact to project name or customise the sort order within those status tabs.

   I recognise this would be helpful for your workflow when managing multiple projects for the same client. You might want to submit this as a feature suggestion through the Xero Product Ideas forum, where our product team reviews customer feedback for future updates.

   I understand you'd like to view your in progress projects sorted by project name rather than by contact, especially since you have multiple projects for the same client.

   Unfortunately, there isn't a setting in Xero Projects that allows you to change how the project list is sorted or displayed. The project list view doesn't currently have customisable columns or sort options like some other areas of Xero (such as purchase orders).

   At the moment, Xero Projects organises projects by status (Draft, In progress, and Closed), but you can't change the primary display field from contact to project name or customise… more

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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

2. Draft invoices should not appear as “Invoiced” in Xero Projects until approved there should be a 'draft or WIP' for draft invoices

   Feature suggestion: Draft invoices should not appear as “Invoiced” in Xero Projects until approved

   In Xero Projects, invoice line items assigned to a project currently appear as “Invoiced” even when the invoice is still in draft status.

   This creates a major reporting issue for construction businesses and any business that uses staged billing, contract milestones, progress claims, or forward-planned invoicing.

   For staged construction contracts, we often need to prepare draft invoices in advance for agreed contract stages, such as deposit, slab, frame, lock-up, fixing, practical completion, or variations. Drafting these invoices ahead of time is part of good project administration.

   However, a draft invoice is not an invoiced amount.

   It has not been approved, issued, sent to the client, or become payable. It is only a prepared document.

   When Xero Projects counts draft invoices as “Invoiced”, the project report becomes misleading. It makes it look like the project has already been invoiced when it has not. This can distort project tracking, confuse staff, and make the project financial position inaccurate.

   This is especially problematic where the project budget, costs, invoiced amount, and profitability are being monitored throughout the job.

   A better solution would be for Xero Projects to separate invoice statuses inside project reporting, for example:

   • Draft invoices
   • Approved invoices
   • Sent invoices
   • Paid invoices

   The “Invoiced” total in Xero Projects should only include approved and/or sent invoices, not draft invoices.

   Alternatively, Xero could allow users to choose whether draft invoices are included in project invoiced totals.

   This would make Xero Projects much more accurate and useful for businesses that rely on staged billing, contract milestones, progress claims, and advance invoice preparation.

   Business impact:

   For construction businesses, this affects live job reporting, staged contract administration, internal decision-making, and financial visibility. Draft invoices being treated as invoiced income can make a project appear further progressed financially than it actually is.

   Please update Xero Projects so draft invoices are clearly separated from actual invoiced amounts.

   I strongly support this.

   Draft invoices should not be counted as “Invoiced” in Xero Projects.

   For construction businesses, invoices are often prepared in advance for contract stages, progress claims, and milestone payments. That does not mean the client has been invoiced yet.

   A draft invoice has not been approved, issued, sent, or become payable. It is only a prepared document.

   When draft invoices are included in the project “Invoiced” total, the project reporting becomes misleading and makes the financial position of the job look inaccurate.

   Xero Projects should separate draft, approved, sent, and paid invoices, or allow users to choose whether draft invoices are included in project totals.

   Feature suggestion: Draft invoices should not appear as “Invoiced” in Xero Projects until approved

   In Xero Projects, invoice line items assigned to a project currently appear as “Invoiced” even when the invoice is still in draft status.

   This creates a major reporting issue for construction businesses and any business that uses staged billing, contract milestones, progress claims, or forward-planned invoicing.

   For staged construction contracts, we often need to prepare draft invoices in advance for agreed contract stages, such as deposit, slab, frame, lock-up, fixing, practical completion, or variations. Drafting these invoices ahead of time is part of good project administration.

   … more

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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

3. Have an Archive tab for closed projects

   When dealing with a large number of closed projects, it would be good to be able to archive those that have been completed earlier on so that the list of closed projects is smaller and easier to navigate.

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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

4. staff cost rate

   We have an individual staff cost rate and individual staff billable/charge out rate.
   Staff work on the same task's in a project.
   The hourly rate on a task only allows one entry so does not capture the individual staff billable/charge out rate
   I would like to enter an individual staff cost rate and an individual staff billable/charge out rate.

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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

5. Projects - Available in standard reporting

   It would be incredibly helpful if we could have project names available as a column option in standard financial reports. This is something we currently have to add manually into the reports we run monthly.

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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

6. Invoices and quotes created from projects ignore the contact "Sales GST" field

   Creating a quote or an invoice from within Projects should respect the same rules for default tax rate that creating one from scratch does, as set out in this article:
   https://central.xero.com/s/article/How-your-default-tax-rate-and-account-settings-work

   Both quotes and invoices created from Projects ignore the contact "Sales GST" field and revert to the account default.

   If the project uses "product or service" item codes with tax rates set, then quotes correctly respect the item tax rate (but still ignore the contact tax rate). An invoice created from Projects ignores both the item tax rate and the contact tax rate.

   For example, I have a "With GST" service item and a "Without GST" service item set up. If I raise a quote in Projects for the "Without GST" service item for a contact with a "GST free" sales tax rate, then it correctly goes through as "GST free".

   If I raise an invoice for the same item and contact, it sets the account default "GST on income" ignoring both the item rate and the contact rate!

   This has meant I have accidentally charged international clients GST on numerous occasions.

   This is not an "idea", it is a bug which needs to be fixed.

   Creating a quote or an invoice from within Projects should respect the same rules for default tax rate that creating one from scratch does, as set out in this article:
   https://central.xero.com/s/article/How-your-default-tax-rate-and-account-settings-work

   Both quotes and invoices created from Projects ignore the contact "Sales GST" field and revert to the account default.

   If the project uses "product or service" item codes with tax rates set, then quotes correctly respect the item tax rate (but still ignore the contact tax rate). An invoice created from Projects ignores both the item tax rate and the contact tax rate.

   For example, I have a "With… more

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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

7. Realtime Profitability Reporting - At a glance

   When on the Projects homepage, it seems you can only view the financial status of a project by having the project settings "calculate from tasks & estimated expenses". However, when we have fixed price tasks it would be good to show the actual financial status with realtime hours being logged against a project vs the agreed fee. This info is available on the Profitability tab of each project, but it would be nice to see at a glance a snapshot of all projects.

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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

8. Microsoft Teams integration for simple, easy Xero Projects time entry

   Microsoft Teams integration for simple Xero Projects time entry

   Idea:
   I’d like the ability to log time directly from Microsoft Teams without needing to open Xero.
   Specifically, I want to:

   Open a Xero Projects tab (or app) within Teams
   Select a project and task
   Enter time worked (simple fields)
   Save and immediately continue working

   This would make time tracking quick and seamless as part of the normal workday, especially for teams already working in Teams. It would reduce friction. I currently need to login to xero on phone or pc, do a one time passcode, navigate from projects to time tracking, navigate the dates, navigate the fields, done. I could reduce the cognitive load and and task switching by just opening my Teams (or slack) tab, select the time tracking dropdown, and enter my task time.
   Value:

   Faster, less disruptive time capture
   Easier to enter, in the flow of work, rather than feeling like extra work
   Improved data quality and completeness
   Better adoption of Xero Projects and aligns Xero with modern digital workplace tools (e.g. Microsoft 365)

   Microsoft Teams integration for simple Xero Projects time entry

   Idea:
   I’d like the ability to log time directly from Microsoft Teams without needing to open Xero.
   Specifically, I want to:

   Open a Xero Projects tab (or app) within Teams
   Select a project and task
   Enter time worked (simple fields)
   Save and immediately continue working

   This would make time tracking quick and seamless as part of the normal workday, especially for teams already working in Teams. It would reduce friction. I currently need to login to xero on phone or pc, do a one time passcode, navigate from projects to time… more

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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

9. Project BUDGETING for hiring not being hired

   1. Project Budgeting & Quotes:
      Add an Excel-style budgeting tool to track project goals versus actual spending. Include a side-by-side view to compare vendor quotes and manage project-based hiring costs.

   2. Smart Tagging System:
      Implement a tagging system for all files (e.g., tagging a file as "Contract" and linking it to a "Project"). This will eliminate manual file sorting and allow us to quickly locate documents for specific projects.

   3. Integrated Contract View:
      Ensure all project contracts are visible directly within the project dashboard.

   4. Staff Approvals:
      Add a feature for staff to approve projects and hiring initiatives directly within the system to streamline our workflow and reduce manual labor.

   1. Project Budgeting & Quotes:
      Add an Excel-style budgeting tool to track project goals versus actual spending. Include a side-by-side view to compare vendor quotes and manage project-based hiring costs.

   2. Smart Tagging System:
      Implement a tagging system for all files (e.g., tagging a file as "Contract" and linking it to a "Project"). This will eliminate manual file sorting and allow us to quickly locate documents for specific projects.

   3. Integrated Contract View:
      Ensure all project contracts are visible directly within the project dashboard.

   4. Staff Approvals:
      Add a feature for staff to approve projects and hiring initiatives directly within the system to streamline… more

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   submitted  ·  System responded

   Thanks for submitting your idea on Xero Product Ideas. We appreciate you taking time to let us know how we could improve Xero for you.

   Your feedback will soon be reviewed by our Community team, and in the meantime this can begin to build support with votes from other community members.

   If you're interested to see recent releases or get a pulse on what's coming soon see The Long and Short of it. 🙂

10. More than 10 tracking categories for Landlords

    Currently for businesses there is a restriction to report 10 categories for landlords. I have landlords with more than 10 properties and who want to report by property but the MTD submission won't allow more than 10.
    Please can this be increased for landlords with a large property portfolio

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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

11. Projects - Save project and task selection when starting a timer

    Project Timer - Please remember the task!
    It would be great if the timer remembered the project and task I chose after starting the timer. I always choose the project and task, but when I come back to the app hours later to stop the timer, the timer is still running but it has forgotten the project and task I chose. So frustrating!
    I used to use Toggl timer which always remembered what it was timing. Can this be changed? Cheers!

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    Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

    Hi everyone, thank you for sharing this suggestion. We understand why having the timer remember your last project and task selection could make time tracking feel smoother, especially when you are logging multiple entries against the same work.

    Currently, the timer resets these selections after stopping, which means you need to manually choose the project and task again each time. For users tracking frequent or ongoing work, this can add extra steps and slow down the process.

    I’ve updated this post to Gaining Support so we can continue tracking community feedback and gather more insights.

12. Inventory | Invoice - Add a Minimum Order Quantity to restrict line-item entry amounts

    Hi

    So with Pastel you could insert the minimum quantities into the system and when you book out products when you invoice a client the system would have a automatic pop up informing you that your product qty is below the minimum order qty you have set. Please can you bring in this function. It is very time consuming for us to have to export sheets of data and to review all the products from Xero exported sheet to my excel sheets.

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    Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

    Hi Kristie, thanks for putting this forward. We understand that having a Minimum Order Quantity setting could help businesses manage wholesale rules and reduce the risk of orders being processed below required thresholds.

    The suggestion here is to add a native MOQ field or validation that prevents users from creating invoices with quantities below the set limit.

    For now, you can add MOQ details to the item description in Products and Services as a reminder when creating invoices.

    We’ve moved this idea to Gaining Support so we can continue tracking interest and share your feedback with our invoicing and inventory teams.

    
    

13. NZ Payroll - Assign hours worked from a timesheet to projects

    Employee's time assigned to projects direct from Xero payroll not the other way around as it is now.

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    Gaining Support  ·  AdminDavid Reynolds (Admin, Xero) responded

    Thanks for sharing your idea.

    We've reviewed your idea and now it's up to the community to get behind and support it. Make sure you share your idea with any colleagues that this could benefit so they can add their vote too!

    Along with votes, other members can now comment to share additional detail about how your idea could improve their experience with Xero.

14. Sales invoices created in projects should be created under the user (not API) so that users can see their own invoices

    Invoices created by the Projects API show in Xero accounting as "System Generated" therefore the user that created the invoice in projects cannot see the invoice or quote if they have Invoice Only + Draft.

    Xero is missing just a key user level - where account managers can see and manage sales invoices, but can't delete or edit. Projects seems a good way around this limitation, but the inability to see invoices kills that.

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    Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

    Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

    Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

15. Projects - when adding estimated tasks, enable there to be a quanitity section when selecting the fixed price items

    When adding estimated tasks onto a project , add a quanitity section when selecting the fixed price items.
    Some tasks for example like quoting for installation of boards per m2, we have the price per m2 set up as a code, so it would be useful to then be able to easily adjust the quanity required to get a revised sell / cost.
    You currently have to calculate what the sell price would be and manually override the fixed charge. This however removes the visbility of how much quantity you want (unless you then edit the text) it also makes it more difficult if the quantity then changes as you have to do another calculation.
    If you add estimated expense, it allows you to do the same sort of thing here and alter the quantity giving a revised estimated cost / sell, however you can't allocate timesheet entries against this.

    When adding estimated tasks onto a project , add a quanitity section when selecting the fixed price items.
    Some tasks for example like quoting for installation of boards per m2, we have the price per m2 set up as a code, so it would be useful to then be able to easily adjust the quanity required to get a revised sell / cost.
    You currently have to calculate what the sell price would be and manually override the fixed charge. This however removes the visbility of how much quantity you want (unless you then edit the text) it also makes… more

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    Gaining Support  ·  AdminBelinda Welsh (Admin, Xero) responded

    It's great to see your ideas and learning about the updates that would make your life easier! We've given your suggestion a look, and now it's up to the community to rally behind it. Definitely share it around with your team or colleagues so they can get their votes in. Plus, keep an eye on the comments—other members can now chime in on how this would level up their Xero experience!

16. Projects - Ability to create Sub project under main project

    We often have project and during this we generate sub projects.
    For record keeping it would be handy to able create a sub project under the main one. So when its time to invoice the whole project you can combine all related ones in one invoice.

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    Gaining Support  ·  AdminKelly Munro (Community Manager, Xero) responded

    Thanks for your feedback on Projects here, Tia. If you have any other detail you can share or examples of how sub projects would be used by your business this would be useful for our product teams consideration.

    We don't have any plans for this at present, but make sure you share the idea with other colleagues that could also find this useful so we can get a wider understanding of the interest.

17. Payroll UK: assign payroll group tracking to statutory recoveries

    Reclaimed statutory maternity pay showing as unassigned despite employee in an employment group on their employee record.

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    Gaining Support  ·  AdminDavid Reynolds (Admin, Xero) responded

    Thanks for sharing your idea about Xero payroll automatically applying group tracking to statutory pay.

    We've reviewed your idea and now it's up to the community to get behind and support it. Make sure you share your idea with any colleagues that this could benefit so they can add their vote too!

    Along with votes, other members can now comment to share additional detail about how your idea could improve their experience with Xero.

18. Xero Projects - Show calendar view

    i just want to use one app for everything, a calendar view to see what i have booked in would be very useful. at the moment i don't get the best use out of xero i'm running my business of multiple apps putting a calendar in xero would mean i can run the business directly from the xero platform

    we have quoting, invoicing we have the ability to take payments through the app on-site but i barely do any of that within xero because its lacking a calendar.

    there is no point in having "projects" without a calendar to quickly glance and give the customer a response to when you can be onsite

    i just want to use one app for everything, a calendar view to see what i have booked in would be very useful. at the moment i don't get the best use out of xero i'm running my business of multiple apps putting a calendar in xero would mean i can run the business directly from the xero platform

    we have quoting, invoicing we have the ability to take payments through the app on-site but i barely do any of that within xero because its lacking a calendar.

    there is no point in having "projects" without a calendar to quickly… more

    5 votes

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    2 comments  ·  Projects  ·  delete…  ·  Admin →
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    Gaining Support  ·  AdminSonal Pamnani (Admin, Xero) responded

    Appreciate the feedback here team, we're moving this idea to gain more support from the team. In the meantime, feel free to share this idea with other users and colleagues who might find this idea helpful. They can add their votes for wider visibility. Cheers

19. Projects - Add "item" to task as a master task and break it down on invoice

    It would be great to add an "Item" to a project, that would, as a whole include, tasks and expenses.

    For example, Kitchen/cabinet maker, Project is a whole house, I want to add items to the project of say, Kitchen, Laundry, Wardrobe etc.

    and then either it just has a dollar value to it (no tracked time or expenses), or have the ability to add specific expenses and tasks to the item.

    Then when you go to quote, all items are split apart with their expenses and tasks separate from the other items.

    2 votes

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    0 comments  ·  Projects  ·  delete…  ·  Admin →
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    Gaining Support  ·  AdminSonal Pamnani (Admin, Xero) responded

    Hi Joshua, thanks for sharing your idea, and letting us know the changes that matter most for you.

    We've reviewed your idea and now it's up to the community to get behind and support it. Make sure you share your idea with any colleagues that this could benefit so they can add their vote too!

    Along with votes, other members can now comment to share additional detail about how your idea could improve their experience with Xero.

20. Export Accounting Data - Export data with tracking categories split into columns

    Add an option to export accounting data with tracking categories split into separate lines instead of combined in one field.

    This would make exports much easier to use in other software, reduce manual data cleanup, and support clients who need to import Xero data into reporting tools or different accounting systems.

    3 votes

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    0 comments  ·  Tracking categories  ·  delete…  ·  Admin →
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    Gaining Support  ·  AdminSonal Pamnani (Admin, Xero) responded

    Hi Alice, thanks for sharing your idea, and letting us know the changes that matter most for you. We've reviewed your idea and now it's up to the community to get behind and support it. Make sure you share your idea with any colleagues that this could benefit so they can add their vote too! Along with votes, other members can now comment to share additional detail about how your idea could improve their experience with Xero.