9 Project Management Tools with Xero Integration

Managing projects and finances in separate systems can be inefficient and error-prone. Integrating project management tools with Xero simplifies workflows by syncing time tracking, expenses, and invoicing, ensuring accurate financial records and real-time profitability insights. Here's a quick rundown of nine tools that connect seamlessly with Xero:

• Scoro : Ideal for service-based businesses, offering two-way sync and real-time KPI dashboards. Starts at $19.90/user/month.
• Bitrix24 : Combines CRM and project management with Xero draft invoice sync. Free for up to 12 users; paid plans from $9.30/user/month.
• ProWorkflow : Simplifies invoicing from tracked time and quotes. Starts at $18/user/month.
• Streamtime : Tailored for creative teams, with drag-and-drop time tracking. Custom pricing.
• WORKetc : All-in-one CRM, project management, and billing with two-way sync. Starts at $78/month for two users.
• Paymo : Budget-friendly option for freelancers and small teams. Starts at $4.95/user/month.
• BQE Core : Designed for professional services firms managing complex billing. Pricing varies.
• Float : Focused on cash flow forecasting with real-time financial sync. Starts at $39/month for companies under $1M revenue.
• Harvest : Combines time tracking with invoicing for freelancers and SMBs. Free for one user or $11/user/month.

These tools cater to a variety of business needs, from small teams to larger firms, ensuring better financial management and streamlined operations.

Comparison of 9 Project Management Tools with Xero Integration: Features and Pricing

Starting out with Xero Projects

1. Scoro

Scoro is a Professional Services Automation (PSA) software tailored for service-based businesses to manage everything from quotes to invoices. One standout feature is its two-way, real-time sync with Xero , ensuring financial data flows seamlessly between the two platforms. This eliminates the need for manual data entry, reduces errors, and keeps your financial records perfectly aligned.

Xero Integration Benefits

Scoro's integration with Xero takes care of your financial workflow from start to finish. Quotes and budgets created in Scoro sync directly with Xero, while invoices generated from tracked time or expenses are automatically pushed into your accounting system. You can also monitor project budgets in real-time with visual charts that compare actual spending to your initial estimates. Additionally, Scoro provides detailed financial reports, breaking down profitability by client, service, or team. This makes it easier to identify which projects are driving profits and which might be draining resources.

Best Use Case

Scoro is an excellent fit for professional services firms such as marketing agencies, design studios, and consultancies that need more than just basic task management. It's particularly effective for businesses that rely on hourly billing or manage multiple client projects. However, it may not be the best choice for industries like construction or transportation, which often require specialized compliance or field service tools.

Starting Price

Scoro's pricing begins at $19.90 per user/month , making it a great option for small to mid-sized firms looking for enterprise-level automation.

Standout Feature

Scoro offers customizable KPI dashboards that give managers a clear view of company-wide metrics and team performance in real-time. You can track resource utilization to identify who’s overbooked or underutilized, manage workloads to keep projects on track, and assess whether your teams are operating profitably. This level of insight enables faster, more informed decisions about staffing, pricing, and project priorities, helping you stay ahead of the curve.

2. Bitrix24

Bitrix24 is an all-in-one CRM and project management platform that combines tools for task management, team communication, and client relationship management in one place. For Xero users, it stands out because it generates quotes and invoices within the platform, which are then automatically sent to Xero as drafts. This eliminates the need to manually re-enter data, ensuring your financial records stay updated and aligned across both platforms. By connecting your CRM and project management workflows with your accounting system, Bitrix24 helps streamline operations.

Xero Integration Benefits

The integration between Bitrix24 and Xero uses third-party connectors like Webbee, enabling two-way synchronization with updates occurring every 30 seconds to 5 minutes. When an invoice is created in Bitrix24, it automatically appears in Xero as a draft. Additionally, marking an invoice as "Paid" in Xero updates the status in Bitrix24 , which can trigger workflows to advance deals or projects. The integration also syncs contacts, company records, product catalogs, and General Ledger codes, ensuring data consistency across both systems.

Best Use Case

Bitrix24 is ideal for businesses that prioritize CRM and client communication , such as marketing agencies, software development teams, and professional service providers. These businesses can manage leads, maintain client relationships, and track projects from start to finish while linking financial data directly to CRM contacts. However, for teams that only need basic project tracking, the platform's extensive features might feel overwhelming.

Starting Price

Bitrix24 offers a free plan for up to 12 users , making it a great option for small teams. Paid plans begin at $9.30 per user/month.

Standout Feature

One of Bitrix24’s standout features is CoPilot , an AI assistant that can transcribe call audio into text, create task descriptions, summarize CRM calls, and even assist with brainstorming during team chats. Additionally, Bitrix24 offers a self-hosted (on-premise) version , giving businesses complete control over their data and allowing for deeper customization of the Xero integration. This is a rare option in a market dominated by cloud-based solutions.

3. ProWorkflow

ProWorkflow has supported over 5,000 companies in delivering 3 million projects. By connecting project data directly to financial records, its Xero integration simplifies invoicing, allowing users to generate invoices from tracked time, quotes, or line items with just one click.

Xero Integration Benefits

ProWorkflow enhances its project tracking capabilities with a smooth Xero integration, making financial processes more efficient. The integration allows users to instantly push invoices from ProWorkflow to Xero and provides real-time updates on invoice statuses right within the project workspace. Once an invoice is sent to Xero, it becomes locked in ProWorkflow until it is deleted, voided, or paid. Additionally, the system syncs contacts between the two platforms, eliminating the need for duplicate data entry. While it doesn’t handle payroll or inventory like some more complex integrations, ProWorkflow’s connection with Xero is specifically designed to streamline invoicing and contact management.

Best Use Case

ProWorkflow is ideal for office-based teams with predictable project cycles rather than field service teams. For instance, Great Plains Communications reduced the time spent logging hours from 10–15 minutes to just 2 seconds, and DBJ Furniture saw a 50% increase in capacity.

Starting Price

Pricing begins at $18 per user/month, with a 14-day free trial available. The trial supports unlimited users and doesn’t require a credit card.

Standout Feature

The "Connected Project Invoicing" feature stands out by linking billing directly to real-time project data, such as quotes, tasks, and tracked time. This eliminates the need to manually recreate financial details. Combined with tools like interactive Gantt charts and color-coded timelines, teams can accurately predict delivery dates and billables. Emily Woll from Stage Marketing shared:

ProWorkflow has improved our data organisation, transparency with clients, and overall efficiency.

4. Streamtime

Streamtime supports over 1,200 creative teams in 51 countries, catering specifically to agencies, architects, and in-house creative departments. With a perfect 5/5 rating on the Xero App Store, it has been a trusted tool since February 2011.

Xero Integration Benefits

By linking directly to your chart of accounts, Streamtime ensures that project income and expenses align seamlessly with financial reports. Invoices are automatically updated, and job plans and quotes can be converted into invoices that sync effortlessly with Xero. This integration simplifies the billing process, making creative project management more efficient.

Best Use Case

Streamtime is ideal for creative businesses that prioritize both profitability and team wellbeing. The platform reimagines time tracking, replacing traditional timesheets with an intuitive drag-and-drop "To Do" list that tracks planning time automatically. This approach helps capture previously overlooked billable hours, resulting in increased revenue.

Jonathan Horne shared his experience:

"We swapped six tools for one and haven't looked back. With Streamtime, everything flows better, visibility's up, and our creatives actually enjoy logging time."

Starting Price

Streamtime offers custom, value-based pricing instead of fixed per-user fees. Two pricing tiers are available - "The Tiny Plan" and "Fix Your Price" - both tailored to your team's size and needs. Xero integration is included in every plan.

Standout Feature

The Happiness Coach stands out as a unique tool, using emoji check-ins and SMART-based reflections to monitor team sentiment and turn insights into actionable steps. Highlighting this feature, Liz Archer from The Edison Agency remarked:

"It's made studio planning, timesheeting, and reporting x1000 easier."

5. WORKetc

WORKetc supports over 800 businesses and has been a trusted presence on the Xero App Store since April 2014, boasting an impressive 4.7/5 star rating from 41 reviews. This platform combines CRM, project management, billing, and help desk tools into one system, making it a solid choice for professional services, construction and trades, and accounting firms.

Xero Integration Benefits

WORKetc offers real-time, two-way synchronization for contacts, invoices, accounts, tax rates, and items. This eliminates the hassle of duplicate data entry and ensures that billable hours are accurately converted into invoices. These synchronization features create a smooth workflow across the entire customer lifecycle.

Best Use Case

This platform is ideal for businesses that manage the complete customer journey - from initial sales leads to project delivery and ongoing support. By combining CRM and project-based sales management with financial integration, WORKetc replaces the need for multiple subscriptions. It ensures that your sales, project, and finance teams stay on the same page, much like other leading solutions.

Starting Price

Pricing begins at $78 per month for two users. A 14-day free trial is also available, giving you the chance to explore its features before committing.

Standout Feature

WORKetc’s branded customer portal allows clients to access shared projects, invoices, and documents while managing support tickets directly. For businesses requiring custom solutions, the platform also includes an open API, enabling deeper integrations.

6. Paymo

Paymo is a straightforward project management tool tailored for smaller teams, particularly small businesses, freelancers, creative agencies, architecture firms, and consulting firms. It simplifies time tracking and client billing processes, making it an excellent choice for those who need efficiency without unnecessary complexity. Business owner Jacob Eichbaum shared his experience:

I have been shopping a lot, evaluated several well-known alternatives, Paymo is the best by far!

One of its standout features is the fully automated invoice export, which ensures smooth integration with other tools like Xero.

Xero Integration Benefits

Paymo's integration with Xero takes the headache out of billing. Invoices created in Paymo are exported directly to Xero, removing the need for manual data entry. Once an invoice is paid and recorded in Xero, the payment status updates automatically in Paymo, keeping financial data accurate and up to date for project managers. The platform also converts tracked hours into invoices, which are then sent to Xero, ensuring a seamless flow from time tracking to billing. To avoid issues, make sure tax settings align on both platforms.

Best Use Case

Paymo shines for teams that handle the entire process - from project planning and time tracking to billing and payment reconciliation. Cristian Stoicescu from Cromatic Studios highlighted the impact Paymo had on their workflow:

the team is more focused on every project, since they are rarely interrupted by missed tasks that need urgent attention

This focus reportedly led to a 25–30% boost in productivity, showing how Paymo can help teams stay organized and efficient.

Starting Price

Paymo's pricing begins at $4.95 per user per month. However, to unlock Xero integration, the Plus plan is required, which costs $10.90 per user per month. The Plus plan also includes API access and other advanced features not available in the lower-tier plans. A 15-day free trial is available, and no credit card is needed to get started.

Standout Feature

One feature that sets Paymo apart is its automated desktop time tracking. This tool captures every billable hour by monitoring computer activity and linking it to specific tasks. Additionally, the Meta Kanban Board provides a single view of all tasks across projects, giving managers a clear overview without having to toggle between different boards. For teams working internationally, Paymo supports invoicing in 15 languages and more than 85 currencies, making it a versatile option for global operations.

7. BQE Core

BQE Core is built for professional service firms that juggle billable hours across multiple projects. This makes it a go-to solution for architects, engineers, consultants, and legal professionals. With over 50,000 users and recognition as a G2 Leader for four years straight, BQE Core combines project management, time tracking, and billing into one streamlined system. Jacob H. from Kurt Fischer Structural Engineering sums it up:

"It is ideal for billable hours companies. It efficiently tracks progress across concurrent projects."

The platform’s modular pricing model ensures that firms only pay for the features they need. For example, the Time & Expense module starts at just $7.95 per user per month with a 3-year commitment.

Xero Integration Benefits

BQE Core’s integration with Xero eliminates tedious manual data entry by automating invoicing for hourly, fixed-fee, and cost-plus contracts. Bills sync directly to Xero. The mobile app, powered by AI, simplifies expense tracking by capturing receipts on the go, automatically categorizing tax and expense types, and linking them to specific projects for smooth billing. Tracey P., a Business Manager, shares:

"BQE Core has enabled us to be more efficient and to get our billing done in half the time."

Other time-saving features include batch invoicing, which allows you to send multiple invoices in one go, and ePayments that let clients make instant payments. Once synced with Xero, these tools help firms improve cash flow. For businesses with intricate billing needs, this integration is a game-changer.

Best Use Case

Thanks to its seamless Xero integration and advanced features, BQE Core is particularly well-suited for small to mid-sized firms (typically under 100 employees) that manage billable hours across complex, multi-phase projects. Users report capturing at least two additional billable hours per week, which could translate to an extra $25,000 in annual income per employee. Russell B. from Goldstream Engineering highlights the platform’s impact:

"BQE Core is just a massive time saver and the additional widgets allow for monitoring of individual employee metrics... which has really been an eye-opener."

For firms working on government contracts, BQE Core ensures compliance with DCAA regulations through its 100% DCAA-compliant time tracking system.

Starting Price

Pricing for the Time & Expense module ranges from $9.95 to $11.95 per user per month on annual billing. For full invoicing features, including Xero integration, costs range from $19.95 to $23.95 per user per month. Firms opting for 3-year commitments enjoy discounted rates.

Standout Feature

The Project Center is a standout component of BQE Core, offering a centralized dashboard with real-time insights into every project detail. Interactive Gantt charts help identify scheduling conflicts early, while live KPIs display crucial metrics like billed versus unbilled time, overhead, and profitability. The platform also includes 20 ready-to-use invoicing templates tailored for professional services, removing the hassle of creating billing formats manually. For firms managing retainers or phase-based billing, BQE Core tracks time and expenses by project phase, eliminating the need for manual spreadsheets.

8. Float

Float simplifies cash flow forecasting for businesses by integrating seamlessly with Xero. Instead of relying on manual spreadsheets, Float provides real-time financial insights by automatically syncing invoices, bills, and transactions from Xero. With an impressive 4.8/5 star rating from 342 reviews on the Xero App Store, it has become a go-to tool for teams aiming to make smarter financial decisions. Ryan Plester, Owner & Principal Consultant at White Room Automation, shares:

"Float allows us to view our cash flow in real-time. It's the most valuable tool for running our business."

Xero Integration Benefits

Float connects to Xero in just three minutes, removing the hassle of manual spreadsheet updates. It automatically syncs financial data in real time, tracks expected versus actual payment dates, and offers visual scenario planning to explore the financial impact of key decisions - like hiring, losing a client, or project delays. Mark Mountford, CFO at The CFO Centre, highlights:

"Float provides a clear cash flow forecast linked to Xero. Now deliver cash flow overviews that owners understand."

This integration is especially useful for agencies, construction and architecture firms, and professional services. By providing clear financial insights, Float becomes an essential tool for businesses that need actionable data.

Best Use Case

Float is ideal for small to mid-sized businesses looking to move beyond spreadsheets and achieve real-time financial clarity. Matt Scaysbrook, Founder of WeTeachCRO, emphasizes its importance:

"Float's a crucial gate for any major decision. Without Float we'd just be stabbing in the dark."

This tool is particularly valuable for fractional CFOs managing multiple clients and for agencies or professional services firms that need to quickly model different financial scenarios.

Starting Price

Float offers revenue-based pricing plans. Companies with $0–$1M in revenue pay $39.00 per month, $1M–$3M pay $128.00 per month, $3M–$10M pay $329.00 per month, and businesses above $10M can opt for custom pricing. All plans are billed annually, and a 14-day free trial is available.

Standout Feature

What sets Float apart is its visual scenario planning. This feature allows businesses to easily model the financial outcomes of various decisions, making it a standout tool for accurate cash forecasting. It's widely regarded as a "brilliant add-on" for businesses and is supported in the US, UK, Canada, Australia, New Zealand, and other regions.

9. Harvest

Harvest combines time tracking with invoicing, making it a go-to tool for over 70,000 companies. To date, it has helped businesses invoice $64 billion and log 4.5 billion hours of work. With a 3.7/5 star rating on the Xero App Store based on 38 reviews, Harvest has been a trusted option since it joined the marketplace in February 2013.

Xero Integration Benefits

Harvest simplifies invoicing by automatically sending invoices to Xero as soon as they’re issued. This includes all relevant details like line items, taxes, and client information. Payments are synced directly to Xero, cutting down on manual data entry. However, it’s worth noting that invoice reconciliation in Xero doesn’t automatically update Harvest. For full two-way synchronization, third-party tools like InfoSpark or FinalSync are required. This integration is tailored for professionals needing accurate billing and financial management.

Best Use Case

Harvest is perfect for freelancers, consultants, and small-to-medium service firms in industries like engineering, architecture, software development, and creative services. It’s designed to simplify project management and billing. Alex Greenwood, Principal and Owner, highlights its value:

Harvest is ideally suited for a variety of scenarios, particularly in the realms of freelance or consulting work, where accurate hour tracking for billing is crucial.

Farryn Weiner, Founder of FARRYNHEIGHT, further emphasizes its importance:

Without Harvest data, we can't do our best work and get to a place where all projects are operating at the right profit margin.

Starting Price

Harvest offers a Free plan for one user and up to two projects at $0/month. For more extensive needs, the Pro plan is available at $11.00 per seat/month when billed annually (or $13.75 per seat/month if billed monthly), providing unlimited seats, projects, and Xero integration. For advanced users, the Premium plan is priced at $14.00 per seat/month (billed annually) or $17.50 per seat/month (billed monthly). This plan includes additional features like profitability reporting, timesheet approvals, and single sign-on (SSO). A 30-day free trial is also available, with no credit card required.

Standout Feature

One of Harvest’s standout tools is its built-in timer, which integrates seamlessly with platforms like Asana and Slack to make time tracking effortless. For those on the Premium plan, real-time profitability reporting adds another layer of insight. Tegan Jenner, Senior Data Analyst, shares:

Harvest is significantly better than Jira... Harvest is much more user friendly and has simplified the daily time-logging process for everyone in our office.

Feature Comparison Table

Below is a quick comparison of the key features, benefits, and pricing for each tool discussed.

Tool	Best Use Case	Xero Integration Benefits	Starting Price	Standout Feature
Scoro	Professional services firms needing full PSA capabilities	Real-time two-way sync with KPI dashboards to monitor project profitability and team utilization	$19.90/user/month	Comprehensive PSA with real-time syncing
Bitrix24	Small to medium businesses seeking an all-in-one platform	Syncs contacts and invoices via third-party connectors, with customizable invoice statuses	Free for up to 12 users	Combines CRM, tasks, and communication in one suite
ProWorkflow	Service-based businesses focused on time tracking and invoicing	Automatically generates invoices from timesheet data and syncs directly to Xero	$18/user/month	Simplifies timesheet-to-invoice workflows
Streamtime	Creative agencies, design studios, and marketing teams	Smooth Xero integration supporting visual project tracking	Custom pricing	Visual interface tailored for creative projects
WORKetc	Growing businesses needing CRM and project management integration	Two-way sync ensures consistent data across platforms	$78/month for 2 users	All-in-one management with full two-way sync
Paymo	Freelancers and small teams on a budget	Basic time-to-invoice syncing	$4.95/user/month	Budget-friendly with essential features
BQE Core	Architecture, engineering, and professional services firms	Advanced financial integration for complex billing	Custom pricing	Tailored features for A&E firms
Float	Teams focused on resource scheduling and capacity planning	Syncs invoices and financial data for project budgeting	$39/month for companies with $0–$1M revenue	Visual resource scheduling for team management
Harvest	Freelancers, consultants, and SMBs needing simple time tracking	Automatically sends invoices with synced line items, taxes, and client details	Free (1 user, 2 projects) or $11/user/month	Built-in timer with seamless integrations

Pricing spans from affordable tools like Paymo at $4.95/user/month to more robust solutions like WORKetc at $78/month for two users. Tools like Scoro and WORKetc, which offer two-way syncing, cater to businesses needing consistent data management, while budget options focus on basic invoicing and time tracking.

Conclusion

Connecting your project management software with Xero removes the hassle of double data entry. This integration offers real-time insights into project profitability , streamlines invoice creation from logged time, and ensures your financial records stay accurate. As Dan Roggenkamp, Co-founder & Director of Set Up My Business, put it:

It's already a massive time saver but to be able to access even more additional WorkflowMax features will be a total game-changer.

This kind of efficiency means you can select the tool that aligns perfectly with how your business operates.

The tools discussed above cater to a range of business needs, from small startups to larger agencies and professional firms. For example, smaller teams with fewer than five employees might find Xero Projects sufficient, while growing companies often need solutions with two-way synchronization. Creative agencies could benefit from visually intuitive tools like Streamtime, professional services firms might prefer all-in-one platforms like Scoro, and freelancers on a budget can start with Paymo for just $4.95 per user/month.

When evaluating your options, prioritize tools that offer two-way synchronization to keep your systems updated in real time [51, 59]. The best tool isn’t necessarily the one with the longest feature list - it’s the one that addresses your biggest operational challenges.

Most providers let you try their platforms free for 14 to 30 days, giving you time to test how well they handle your core tasks. Check how the tool manages things like converting timesheets into invoices, tracking expenses, or allocating resources [58, 9].

With 90% of users reporting that Xero improves their workflows, integrating it with the right project management tool creates a seamless connection between your operations and your finance team [1, 56].

FAQs

What should I check to confirm a tool has true two-way Xero sync?

To achieve a genuine two-way sync with Xero, it's crucial to verify that the tool supports bidirectional data transfer. This means data should flow smoothly between systems without creating duplicates or triggering endless loops. Additionally, look for features like flexible rules and field mapping options. These help ensure synchronization stays accurate and aligned with your specific needs. With these elements in place, you can maintain consistent and reliable data flow across platforms.

Which Xero-integrated tool is best for turning tracked time into invoices?

Everhour stands out as the best tool for integrating with Xero to turn tracked time into invoices. It allows you to generate invoices for both billable hours and expenses, then effortlessly transfers them as drafts to Xero for straightforward processing.

Will payments and invoice updates in Xero automatically sync with the project tool?

Yes, payments and invoice updates in Xero sync automatically with project management tools like WorkflowMax , ProjectWorks , and Scoro. These integrations rely on real-time syncing or automation features to keep your data accurate and up to date.

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