As accountants, we often see the hidden costs of poor project management, missed deadlines, unbilled time and spiralling expenses that quietly erode profitability. For small and medium-sized businesses, especially those growing fast, having the right systems in place isn’t just helpful, it’s essential.
That’s where Xero and its ecosystem of integrated project management apps come in.
Why project management matters to your bottom line
When projects aren’t tracked properly, it’s not just delivery that suffers. It impacts cash flow, margins and client relationships.
A well-chosen project management tool can help you:
- stay on top of deadlines and budgets
- understand which jobs are profitable (and which aren’t)
- eliminate double entry between systems
- make faster, more informed decisions.
The power of integration: Xero as your financial hub
Many businesses start with spreadsheets or standalone tools. But as operations grow, disconnected systems become a bottleneck. The beauty of Xero is its ability to act as a central hub, especially when paired with the right project management app, or even utilise Xero’s project tool itself.
When your project data flows directly into your accounting system:
- cash flow becomes clearer; you can see which jobs are generating income and which are lagging
- admin is reduced, no more manual data entry or chasing figures
- profitability is visible in real time, so you can course-correct before it’s too late.
When Xero isn’t enough on its own
Xero Projects is a great starting point for basic job tracking, but for more complex needs, like detailed scheduling, subcontractor management or advanced reporting, you may need a more specialised app. The good news? There are plenty of options that integrate seamlessly with Xero.
Whether you’re in construction, architecture, marketing or professional services, we can help you find the right fit.
Choosing the right tool: one size doesn’t fit all
There’s no single ‘best’ project management app. The right choice depends on your industry, team size and how you work. A construction firm has very different needs from a creative agency, and the Xero app’s available reflects that diversity.
Focus points for when choosing the right app:
- Integration depth: Does the app sync invoices, bills, contacts and expenses with Xero automatically?
- Task and job tracking: Can you easily assign tasks, monitor progress and see who’s responsible?
- Time tracking: Is it easy to capture billable hours and understand staff utilisation?
- Cost control: Can you compare budgeted vs actual costs while the project is live?
- Reporting: Does it give you actionable insights, not just pretty dashboards?
- Ease of use: Will your team actually use it?
Ready to take control of your projects?
Whether you're just starting out with Xero Projects or exploring more advanced tools, we're here to help. If you're curious about how project management can support your business goals, reach out to our cloud experts so we can work with you to find the best solution for your business.
