Projects & tracking

188 results found

1. Projects - Bulk-edit expense chargeability status or set project-level expense defaults

   Please add a bulk-edit function for Project expenses, allowing multiple expenses to be changed from chargeable/markup to non-chargeable at once, or set a project-wide default. This would save significant time.

   I would like to request a bulk-edit function for Project expenses.

   I have a large number of expenses assigned to a project which are not chargeable to the client. At the moment, each expense has to be opened individually and the Charge field changed from % markup/chargeable to Non-chargeable, then saved.

   This is extremely time-consuming when dealing with a large number of expenses, particularly where the expenses are linked to bills.
   Please could Xero add either:

   A bulk edit option allowing multiple project expenses to be changed to Non-chargeable at once; and/or

   A project-level default so that all expenses added to a particular project are automatically marked as Non-chargeable.

   Ideally, the Projects expense list should have a checkbox/select-all function with bulk actions such as Change charge type → Non-chargeable.

   This would save a significant amount of administrative time and seems like a fairly straightforward feature that would be very useful for businesses managing large projects.

   Please add a bulk-edit function for Project expenses, allowing multiple expenses to be changed from chargeable/markup to non-chargeable at once, or set a project-wide default. This would save significant time.

   I would like to request a bulk-edit function for Project expenses.

   I have a large number of expenses assigned to a project which are not chargeable to the client. At the moment, each expense has to be opened individually and the Charge field changed from % markup/chargeable to Non-chargeable, then saved.

   This is extremely time-consuming when dealing with a large number of expenses, particularly where the expenses are linked to… more

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   Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

   Thanks for sharing this idea, Gemma. We understand the request to bulk-edit expense chargeability or set a project-level default. This could make managing large volumes of project expenses much more efficient.

   We’ve updated this idea to Gaining Support so we can continue tracking community interest. If this would improve your workflow, add your vote and share which approach you’d find most useful.

2. Projects - Custom project's status flags

   It would be great to be able to flag Projects that the customer is a bad payer or to just state the project is on Hold or Do not do any more work - to be able to add a comment field that will display on the project main page, and maybe this is asking way too much but on the report to flag that project too - either with a little flag or comment icon so that you know at a glance there is something to be aware of.

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   Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

   Thanks for highlighting this improvement, Ilse. We understand the request to add project flags that can communicate warnings or special instructions to the wider team.

   A visible indicator on the Projects list could help teams quickly identify projects that need attention and reduce the chance of work continuing when a project is on hold.

   We’ve moved this idea to Gaining Support so we can continue gathering feedback. If this could be useful, add your vote and let us know which flags or warnings you’d want to see.

3. Smart Document Capture – Assign line-item costs to a Xero Project during document review

   I’m very surprised that the ability to assign a cost to a Xero Project has not been included in Smart Document Capture from the outset, particularly as this functionality is already available when publishing transactions through Hubdoc.

   Smart Document Capture is supposed to make document processing quicker and more efficient, but removing functionality that users already have in Hubdoc actually makes the workflow more cumbersome.

   At present, I can review and code a document in Smart Capture and create the transaction, but if the cost relates to a Project, I then have to leave Smart Capture, find the newly created transaction, open it again and assign it to the Project separately. This creates an unnecessary additional step for every project-related cost.

   I also find it frustrating that users have to raise Product Ideas and gather votes for functionality that already exists within another Xero product and should reasonably have been considered when designing its replacement/new workflow.

   Please add Assign to Project to the Smart Document Capture review screen so that transactions can be properly and fully coded before they are created.

   New features should make existing workflows easier and more efficient, not require additional steps to achieve something we could already do before.

   I’m very surprised that the ability to assign a cost to a Xero Project has not been included in Smart Document Capture from the outset, particularly as this functionality is already available when publishing transactions through Hubdoc.

   Smart Document Capture is supposed to make document processing quicker and more efficient, but removing functionality that users already have in Hubdoc actually makes the workflow more cumbersome.

   At present, I can review and code a document in Smart Capture and create the transaction, but if the cost relates to a Project, I then have to leave Smart Capture, find the newly created… more

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   Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

   Hi Monica, appreciate you raising this idea. The main request here is to have an Assign to Project field available in Smart Document Capture, so project-related costs can be allocated before the document is published.

   I’ve moved this to Gaining Support so we can continue gathering feedback. Would you prefer to assign the whole bill to a project or select a project for individual line items?

4. Projects - Ability to Convert an Estimated Expense to an actual Expense

   Add a button to move an estimated expense to become an actual expense. Would save time having to copy and paste the description. Add ability to amend final cost.

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   Gaining Support  ·  AdminDavina Roper (Admin, Xero) responded

   ✨ Hi everyone,

   Thanks for bringing this idea to us and for sharing how being able to move an estimated expense to an actual expense, while updating the final cost, could save time when working in Projects.

   We've reviewed your idea and moved it to Gaining Support, so it's now open for other community members to vote on and add comments.

   The extra detail shared here helps our product team better understand the impact this could have on your workflow, and we'll be sure to update this thread if there's any progress to share.

5. Projects - Layout and alignment improvements for spent vs estimated metrics on project summary page

   I would appreciate if the project summary would align better: everything is right-aligned so the bar graphs all start in a different spot. (Numbers fudged).

   I would like the budget (ie: the estimate) to be right next to the "spent" number so that I can clearly see how over or under the project currently is. Right now, the estimate number is tiny and hidden to the left underneath the project name which makes it very unuseful for comparison – the eye has to dart between the far left side and the far right side.

   Also, it's not really a project "estimate", is it? It's really the budget? Thanks =)

   I would appreciate if the project summary would align better: everything is right-aligned so the bar graphs all start in a different spot. (Numbers fudged).

   I would like the budget (ie: the estimate) to be right next to the "spent" number so that I can clearly see how over or under the project currently is. Right now, the estimate number is tiny and hidden to the left underneath the project name which makes it very unuseful for comparison – the eye has to dart between the far left side and the far right side.

   Also, it's not really a project… more

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   Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

   We understand the request for spent and estimated figures to be better aligned on the Projects listing page. This could make it easier to compare actual costs against estimates without scanning across the page.

   I’ve moved this to Gaining Support so we can continue gathering feedback. What layout or positioning would make these figures easiest for you to review?

6. 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

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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

7. Projects - Sort and filter project list numerically by Project Name

   Here’s a clearer version you could use as a Xero feature request:
   It would be really helpful if Projects could be filtered or sorted properly by Project Name.
   We use sequential numbers as our project names, and we are now well over project number 10,000. At the moment, Xero appears to sort the project names as text rather than numerically. This means that projects beginning with “1” are grouped together, so newer project numbers such as 10,000+ can appear before much older project numbers.
   This makes it quite difficult to quickly determine what the next available project number should be.
   Ideally, we would like to be able to either:
   Sort Project Names numerically from highest to lowest or lowest to highest; or

   Filter/search Projects based specifically on the Project Name.

   This would make managing sequential project numbering considerably easier, particularly for businesses with a large number of projects.

   Here’s a clearer version you could use as a Xero feature request:
   It would be really helpful if Projects could be filtered or sorted properly by Project Name.
   We use sequential numbers as our project names, and we are now well over project number 10,000. At the moment, Xero appears to sort the project names as text rather than numerically. This means that projects beginning with “1” are grouped together, so newer project numbers such as 10,000+ can appear before much older project numbers.
   This makes it quite difficult to quickly determine what the next available project number should be.… more

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   Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

   Hi Linda, thanks for sharing this feedback. We understand the request to sort Project Names numerically, particularly when using sequential project numbers. This could make it easier to find projects and identify the next available number.

   We’ve updated the status to Gaining Support so we can continue tracking community interest. Add your vote and let us know how this would help your workflow.

8. Projects - Allow negative amounts and credit items to be assigned to projects

   Allow negative amounts to be assigned in projects instead of creating a credit note for it.

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   Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

   Thanks for taking the time to suggest this. A way to apply credits and negative amounts directly against project costs could make project expense management more straightforward.

   I’ve updated the status to Gaining Support so we can continue tracking community interest. If this is something you’d use, add your vote and tell us how you’d like negative project entries to work.

9. Projects - Ensure transactions generated from a project inherit the contacts' tax default

   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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   Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

   Hi Jason, thanks for your feedback on this. We can appreciate how having Projects inherit the default sales tax settings from a contact could make invoicing more efficient and help avoid manual changes before sending invoices or quotes.

   I've moved this idea to Gaining Support so we can continue gathering feedback. If you'd find this useful, please add your vote and let us know how this would fit into your day-to-day process.

10. Projects - Slider bar to show invoice/uninvoiced

    It would be great to have the slider bars in that shows the project estimates on the Projects in progress dashboard, to be able to show what has been invoiced and what is still to be invoiced just like the slider shows when you have over invoiced on a project.

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    Gaining Support  ·  AdminDavina Roper (Admin, Xero) responded

    Hey Ilse, thanks for bringing this Idea to us, we appreciate that being able to see this informaotin on the Projects Slider bar could be beneficial to your processes. You can now share this Idea with others in the Community so they can Vote and comment. We will watch this to gauge support and any updates will be posted here.

11. Projects - Automatically pull the Inventory Item / Product description into project invoices

    I noticed that invoice PDFs sent to customers were displaying the item name rather than the curated description for customer viewing, and I learned the product/service list and Xero Projects are NOT integrated.

    When I raised this concern with support, I was told that this is a known limitation within Project invoicing; When creating an invoice from a project with assigned tasks/expenses, Xero does NOT pull the product description, only the name.

    I was advised to create an invoice outside of the project, and assign the line items to the project but this is a major waste of time. As jobs are in progress, expenses get added to the project, and a "tasks and expenses invoice" is created once the job is complete.

    To do what has been recommended, would mean entering information twice (once in the project to track the expense, then again on the invoice line which then has to be linked) and would result in increased room for error. The other option is go to and mark each expense as "invoiced" within the project, but again, it is a major waste of time and allows room for error.

    Considering we are paying a base fee plus a per user fee for access to Xero Projects (=$24+tax/mo), I am extremely disappointed to be told ways to waste my time, rather than hear a commitment that the problem being fixed.

    Please fix this integration, it negatively impacts how we appear as a business to customers. There is no suitable workaround, the only option is for this to be fixed. This is one of the most basic features when it comes to projectracking and invoicing, and it is not acceptable for there to be a 'known limitation' when you are chrging money for the service that is promoted to work with Xero. "Xero projects integrates with Xero’s quotes, expenses, invoices and reporting to help you keep track of your projects and avoid duplication" is what's said in Xero central, but that is clearly misleading and untrue.

    I noticed that invoice PDFs sent to customers were displaying the item name rather than the curated description for customer viewing, and I learned the product/service list and Xero Projects are NOT integrated.

    When I raised this concern with support, I was told that this is a known limitation within Project invoicing; When creating an invoice from a project with assigned tasks/expenses, Xero does NOT pull the product description, only the name.

    I was advised to create an invoice outside of the project, and assign the line items to the project but this is a major waste of time. As… more

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    Gaining Support  ·  AdminAnis Anuar (Admin, Xero) responded

    Thanks for bringing this idea to the community. We understand the request for Xero Projects invoices to automatically use the product or service description from your inventory items. Having those descriptions flow through could reduce manual edits and help create more consistent, detailed invoices.

    We've updated this idea to Gaining Support so we can continue tracking interest from the community. If this would improve your workflow, add your vote and let us know how you'd like to see it work.

12. Projects - Add Project Time to Quick Create Shortcut Menu

    It would be great to have a shortcut to adding project time. At the moment, the + near settings has a shortcut to many functions, but not project related functions.

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    Gaining Support  ·  AdminBelinda Welsh (Admin, Xero) responded

    Thank you for submitting your idea and highlighting the changes that matter most!

    We've completed our review, and now it’s time for the community to show its support. You idea can now be shared with any colleagues who would benefit, encouraging them to cast their vote.

    Other members can also add comments to share more detail about how this change would improve their experience with Xero. Keep sharing and tracking its progress!

13. Ability to enter timesheet repeats against Project, Resource, Task & Duration across a projected data range?

    Ability to enter timesheet repeats against Project, Resource, Task & Duration across a projected data range?

    Xero Projects does not currently support creating repeating timesheet entries across a projected date range by Project, Resource, Task, and Duration.

    Here's what is available:

    Individual time entries – Time can be entered against a specific Project and Task, with a duration or start/end time, for a given date.
    Copying time entries – On mobile, an existing time entry can be copied to quickly create another similar entry, though each still needs to be saved individually.
    Payroll timesheet integration – Project time entries can be loaded into an employee's payroll timesheet, but the time entry dates must fall within the same date range as the relevant payroll timesheet period.
    There is no built-in feature to auto-generate or schedule repeating time entries over a future date range.

    Would this not prove a useful & common feature?

    That's a fair point — repeating timesheet entries across a projected date range is something many project-based businesses could find useful, particularly where resources are allocated to the same tasks on a recurring basis.

    While I'm not able to influence the Xero product roadmap, you can submit this as a feature request directly to Xero. The best way to do that is through Xero's product idea forum, where the product team reviews and considers suggestions from users:

    👉 Xero Product Ideas

    Submitting it there lets other users vote on it too, which helps signal demand to the development team.

    Ability to enter timesheet repeats against Project, Resource, Task & Duration across a projected data range?

    Xero Projects does not currently support creating repeating timesheet entries across a projected date range by Project, Resource, Task, and Duration.

    Here's what is available:

    Individual time entries – Time can be entered against a specific Project and Task, with a duration or start/end time, for a given date.
    Copying time entries – On mobile, an existing time entry can be copied to quickly create another similar entry, though each still needs to be saved individually.
    Payroll timesheet integration – Project time entries can… 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. 🙂

14. projects timer

    We use projects often while in limited or no cellphone coverage to track time on a job. We use the built in timer in the projects app but when we go to save the time so we can start a new time, the current time is lost. Are you able to fix this so multiple time entries can be stored in a project when we save them and sync once we are back into cellphone coverage?

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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. Add project to expense claims

    Under Bills - Expense Claims there used to be an option 'Assign to Customer or Project' so that staff expenses could be linked to active projects. The most recent upgrade seems to have removed this feature as I can only assign to a customer but not the project. It can now only be done after the expense claim has been approved and means double handling and more work. Can we get it added back as a feature in the expense claim before it goes to approval?

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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 🙂

16. XPH - Pop-out window for new time-entry time tracking

    It would be great if the "new time entry" dialogue box could be opened in its own window, or similar to the phone app, have a distinct desktop app we can have open permanently on our computers - to make time recording easy and accessible.

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    Gaining Support  ·  AdminDavina Roper (Admin, Xero) responded

    Thanks for sharing this suggestion. We understand how useful you feel it would be for the new timer to open in a separate browser tab, so you can keep your current Xero Partner Hub work open while tracking time.

    We’ll move this idea to Gaining Support so other users can vote and comment, helping us gauge community interest. We appreciate you taking the time to share your idea.

17. Require project tasks to be visible in weekly timesheets and editable/selectable

    It would be good to have the ability to add project time entries in the weekly timesheet. Quicker entry times by the user when in weekly format. Currently when doing the timesheet reviews for approval you can not see which task the hours have been attributed to. At minimum it would be good to have a project task column shown on the weekly timesheet view when projects times have been added.

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    0 comments  ·  Projects  ·  delete…  ·  Admin →
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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 🙂

18. allocate nominal to time entry

    When generating an invoice for a client which is based on multiple time entries by different members of staff who all worked for that client that month, I have to manually enter the nominal code for each line which then shows as income for that member of staff on my P&L. Rather than enter manually why can I not set it up so that if a staff inputs a time it can be automatically posted to a nominal? Or, that the staff member can post it to a nominal so they only have to code their entries for the month whereas I have to code ALL of the entries for a month which is a huge job

    When generating an invoice for a client which is based on multiple time entries by different members of staff who all worked for that client that month, I have to manually enter the nominal code for each line which then shows as income for that member of staff on my P&L. Rather than enter manually why can I not set it up so that if a staff inputs a time it can be automatically posted to a nominal? Or, that the staff member can post it to a nominal so they only have to code their entries for the month… more

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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 🙂

19. Desktop timer and project default settings

    Now that Harvest has gone, a couple of small tweaks would make the project section much better to use.

    1. Desktop timer
       Like Toggl and Harvest, a timer button that sits on the desktop taskbar where you can select a project from a dropdown and start/stop from there. Using the website doesn't work well as you get logged out all the time.

    2. Default project settings
       90% of my projects have the same tasks, design, project management, etc. So it's an unnecessary step to have to add these each time before you can track time

    3. Sequential project numbering
       We use project numbers internally. If when you add a project it could choose the next number for that client, so ACME Company would be ACM001, ACM002, etc but allow you to put in the number to start from as we are already at 670+ for some.

    Thanks

    Now that Harvest has gone, a couple of small tweaks would make the project section much better to use.

    1. Desktop timer
       Like Toggl and Harvest, a timer button that sits on the desktop taskbar where you can select a project from a dropdown and start/stop from there. Using the website doesn't work well as you get logged out all the time.

    2. Default project settings
       90% of my projects have the same tasks, design, project management, etc. So it's an unnecessary step to have to add these each time before you can track time

    3. Sequential project numbering
       We use project numbers… more

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    0 comments  ·  Projects  ·  delete…  ·  Admin →
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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 🙂

20. Projects - Invoices created in projects under User name not System Generated

    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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    Gaining Support  ·  AdminDavina Roper (Admin, Xero) responded

    🌟 Thanks for sharing this idea with us. We’ve moved it to Gaining Support so we can better understand how much interest there is from the community.

    If this would make a difference for your workflow, we’d encourage you and others to vote for the idea and add any extra detail in the comments, including how you’d expect it to work and the impact it has today. That helps us gauge demand and gives our product team more context when reviewing ideas.