Best Project Management Software That Integrates With Xero

This article contains affiliate links. If you make a purchase through these links, we may earn a small commission at no extra cost to you. This helps support our site and allows us to continue creating helpful content.

Table of Contents

• Quick Picks: Best Project Management Software for Xero Integration
• How We Evaluated These Tools
• Detailed Reviews
• Comparison Table
• Buying Guide: What to Look for in Xero-Integrated Project Management Software
• Frequently Asked Questions
• Final Recommendations

Running a business means juggling multiple moving parts, and when your project management software doesn’t talk to your accounting system, you’re looking at double data entry and endless headaches. If you’re already using Xero for accounting, finding project management software that integrates seamlessly can transform how you track time, manage budgets, and bill clients.

We’ve tested dozens of project management platforms to find the ones that play nicely with Xero, focusing on real-world performance rather than marketing promises.

Quick Picks: Best Project Management Software for Xero Integration

• monday-com — Best overall integration with robust automation
• teamwork — Best for agencies with detailed time tracking and invoicing
• workflowmax — Best native Xero integration (owned by Xero)
• harvest — Best for simple time tracking with seamless sync
• asana — Best free option with basic Xero connectivity

How We Evaluated These Tools

We tested each platform’s Xero integration depth, focusing on automatic data sync, invoice generation, and time tracking accuracy. Our evaluation prioritized tools that eliminate manual data transfer while maintaining clean financial records in Xero.

Detailed Reviews

monday-com — Best Overall Integration

Key Features:

• Bidirectional sync with Xero contacts and projects
• Automated invoice creation from time logs
• Budget tracking with real-time Xero expense sync
• Custom workflows for approval processes
• Mobile time tracking with GPS

monday-com stands out for its sophisticated automation capabilities. When team members log time, the platform automatically creates draft invoices in Xero, matching project codes and client details. The budget tracking feature pulls expenses directly from Xero, giving you real-time project profitability without switching apps.

The learning curve is steeper than simpler alternatives, and the pricing jumps significantly for advanced features. However, for teams managing complex projects with multiple stakeholders, the automation saves hours of administrative work weekly.

This platform works best for growing businesses that need detailed project oversight and want to minimize manual bookkeeping tasks.

teamwork — Best for Service-Based Businesses

Key Features:

• Advanced time tracking with billable/non-billable classification
• Project templates with Xero chart of accounts integration
• Expense tracking with receipt capture
• Resource management and capacity planning
• Detailed profitability reporting

teamwork excels at the nitty-gritty details that service businesses need. Time entries automatically categorize as billable or non-billable, and the system generates invoices in Xero with proper tax codes and project references. The expense tracking feature lets team members photograph receipts that sync directly to Xero as bill entries.

The interface feels dated compared to newer competitors, and the mobile app lacks some desktop functionality. Setup requires more initial configuration than plug-and-play alternatives.

Agencies, consultancies, and professional services firms will appreciate the granular control over billing and the detailed project profitability reports that pull live data from Xero.

workflowmax — Best Native Integration

Key Features:

• Built by Xero with native two-way sync
• Job costing with real-time Xero data
• Quote-to-invoice workflow
• Staff utilization tracking
• Automated purchase order creation

workflowmax offers the tightest Xero integration because it’s built by the same company. Data syncs instantly without third-party connectors, and the job costing feature provides real-time profitability using actual Xero transactions. Creating quotes automatically generates corresponding projects that track against your Xero chart of accounts.

The interface hasn’t received major updates in years, feeling clunky compared to modern alternatives. Feature development has slowed since Xero shifted focus to other products, leaving some functionality gaps for complex project needs.

This works best for small businesses already invested in the Xero ecosystem who prioritize reliable data sync over cutting-edge project management features.

harvest — Best for Simple Time Tracking

Key Features:

• One-click time tracking with Xero client sync
• Automatic invoice creation in Xero
• Expense tracking with receipt scanning
• Simple project budgeting
• Team time reporting

harvest keeps things refreshingly simple while maintaining robust Xero connectivity. Time tracking works from any device, and the system automatically pulls client information from Xero to prevent duplicate entries. Invoices generate in Xero with all proper formatting and tax settings intact.

The project management features are basic compared to full-featured platforms. You won’t find Gantt charts, advanced reporting, or resource management tools. It’s purely focused on time and expense tracking.

Freelancers and small teams who need accurate time tracking and invoicing without project management complexity will find harvest hits the sweet spot.

asana — Best Free Option

Key Features:

• Free tier for teams up to 15 members
• Third-party Xero integration via Zapier
• Task management with timeline views
• Basic time tracking (premium feature)
• Project templates and custom fields

asana doesn’t offer direct Xero integration, but Zapier connections can sync project data and trigger invoice creation. The free tier provides robust project management tools, making it attractive for budget-conscious teams willing to set up automation workflows.

The Xero integration requires technical setup and ongoing maintenance. Time tracking isn’t built-in at the free level, limiting billing accuracy. The indirect connection means occasional sync delays or failures.

Startups and small teams with technical skills who need project management more than accounting integration will find asana provides excellent value, especially while building processes.

zoho-projects — Best for Zoho Ecosystem Users

Key Features:

• Native integration within Zoho suite
• Timesheet management with Xero sync
• Project budgeting with expense tracking
• Gantt charts and resource allocation
• Custom workflows and automation

zoho-projects shines when you’re already using other Zoho applications. The Xero integration handles time tracking and expense sync reliably, and the project management features compete with dedicated platforms. Budget tracking incorporates both time costs and actual Xero expenses for accurate profitability analysis.

The interface feels overwhelming with too many options visible at once. Customer support can be slow, and the learning curve is significant for teams new to Zoho’s approach to software design.

Businesses already using Zoho CRM or other Zoho tools will appreciate the unified experience and data sharing across applications.

mavenlink — Best for Professional Services

Key Features:

• Advanced resource management
• Project accounting with Xero sync
• Time and expense approval workflows
• Detailed financial reporting
• Client collaboration portals

mavenlink targets professional services with sophisticated project accounting needs. The Xero integration handles complex scenarios like multi-phase projects, retainer management, and progress billing. Resource management tools help optimize team utilization while maintaining accurate cost tracking.

The pricing is significantly higher than alternatives, and the feature set can overwhelm smaller teams. Implementation typically requires training and ongoing support, making it less suitable for simple project tracking needs.

Large professional services firms, consulting companies, and agencies with complex billing requirements will find the investment worthwhile for the advanced financial controls.

Comparison Table

Software	Xero Integration	Time Tracking	Budget Management	Starting Price	Best For
monday-com	Bidirectional sync	Advanced	Real-time	$8/user/month	Growing businesses
teamwork	Full integration	Advanced	Detailed	$5.99/user/month	Service agencies
workflowmax	Native	Built-in	Job costing	$35/month	Xero ecosystem
harvest	Automatic sync	Simple	Basic	$12/user/month	Time tracking focus
asana	Via Zapier	Limited	Basic	Free	Small teams
zoho-projects	Direct sync	Timesheets	Comprehensive	$5/user/month	Zoho users
mavenlink	Advanced	Professional	Enterprise	$19/user/month	Large firms

Buying Guide: What to Look for in Xero-Integrated Project Management Software

Integration Depth

Look beyond basic connectivity to understand what data actually syncs. The best integrations transfer time entries, expenses, client information, and project codes bidirectionally. Automatic invoice generation saves significant administrative time, while real-time expense sync provides accurate project profitability.

Test the integration with your specific Xero setup before committing. Some platforms work better with certain Xero subscription levels or chart of account structures.

Time Tracking Accuracy

Accurate time tracking forms the foundation of project profitability and client billing. Look for tools that capture time from multiple devices, allow offline tracking, and provide detailed reporting. The ability to categorize time as billable or non-billable prevents billing errors.

Mobile apps should sync reliably and work offline, especially if team members work in areas with poor connectivity.

Budget Management Features

Project budgets mean nothing without real-time tracking against actual costs. The best platforms combine time tracking, expense management, and Xero transaction data to provide live profitability reports. Look for tools that alert you when projects approach budget limits.

Consider whether you need simple budget tracking or advanced features like resource allocation, change order management, and multi-phase project accounting.

User Experience and Adoption

The most feature-rich platform won’t help if your team doesn’t use it consistently. Evaluate the learning curve, mobile app quality, and overall user interface design. Complex projects might justify more sophisticated tools, while simple tracking needs call for streamlined interfaces.

Request demos and trial periods to test actual usage patterns with your team before making final decisions.

Scalability and Pricing Structure

Consider both current needs and future growth when evaluating pricing. Per-user pricing can become expensive as teams grow, while flat-rate options might lack features for larger organizations. Factor in implementation costs, training time, and ongoing support requirements.

Review what happens to your data if you need to switch platforms, and ensure export capabilities meet your requirements.

Frequently Asked Questions

Does Xero integrate directly with project management software?

Xero offers direct integrations with select project management platforms through its app marketplace. workflowmax, teamwork, and several others provide native connections that sync data automatically. Third-party tools like Zapier can connect Xero to platforms without direct integration, though this requires more setup and maintenance.

Can I track project profitability with these integrations?

Yes, most Xero-integrated project management tools provide real-time profitability tracking by combining time costs, expenses, and actual Xero transaction data. monday-com and teamwork excel at this, pulling live expense data from Xero and calculating true project costs including overhead allocations.

Will time entries automatically create invoices in Xero?

Many platforms can automatically generate draft invoices in Xero based on approved time entries and expenses. harvest and monday-com handle this seamlessly, creating properly formatted invoices with correct tax codes and client details. You typically review and approve these drafts before sending to clients.

What happens if the integration stops working?

Reputable platforms provide support for integration issues and maintain backup data access. Choose tools that allow data export in standard formats and don’t lock your information into proprietary systems. workflowmax offers the most reliable connection since it’s built by Xero, while third-party integrations may require occasional troubleshooting.

Can I use these tools without Xero integration?

All the platforms we reviewed function as standalone project management tools without Xero connectivity. However, you’ll lose the automatic data sync, duplicate invoice creation, and real-time financial reporting that make the integration valuable. Consider whether the project management features alone justify the cost if integration isn’t important.

Do I need a specific Xero subscription level for integrations?

Most integrations work with standard Xero subscriptions, but some advanced features may require higher-tier plans. Check integration requirements before upgrading project management software, as you might need Xero’s tracking categories, project features, or API access levels that aren’t available in basic subscriptions.

Final Recommendations

monday-com delivers the best overall experience for businesses that want sophisticated automation without sacrificing ease of use. The bidirectional Xero sync and workflow automation eliminate most manual data entry while providing detailed project insights.

For service-based businesses prioritizing accurate billing and time tracking, teamwork offers the granular controls needed for complex client work. The detailed reporting and expense management features justify the learning curve for agencies and consultancies.

Budget-conscious teams should start with harvest for straightforward time tracking and invoicing, or asana if project management features matter more than seamless accounting integration.

The key is matching integration depth to your actual needs. Simple time tracking requires different tools than complex resource management, and the best choice depends on your team size, project complexity, and growth plans.