Projects

Know whether a project makes money while it runs

Plan, resources, cost and revenue of each project on one record.

Plans, hours, costs and invoices on one screen
Only approved hours get invoiced, never missed or doubled
Project P&L from documents and the ledger, always current

Book a demo Pricing

Screenshot 1 of 9

24
capabilities: 8
advanced & AI features: 1
AI assistants on this data: Yes
on mobile

Sound familiar?

The problems this app removes

You only learn a project lost money after closing it
Hours are forgotten on invoices or billed twice
Budgets change without anyone approving
People are overloaded across projects and nobody sees it

Capabilities

24 capabilities in Projects

Catalogued against screens that exist in the product, grouped by the work they do — not a flat marketing list.

Planning and portfolio

Project portfolio
Overview of every project, filtered by status, with health and risk in one place.
Drag-and-drop Gantt
Portfolio-wide and per-project Gantt; drag to reschedule tasks in seconds.
Projects from templates
Start from a template or marketing campaign, or save a running project as a new template.
Milestones and deliverables
Manage milestones and deliverables tied to progress and payment conditions.
Issues and RAID logAdvanced
Record issues, risks, assumptions and dependencies right on the project detail page.

Time and expenses

Time logged per taskMobile
Staff log hours on web or phone against the right project and task.
Bulk time approval
PMs approve or reject hours in batches; only approved hours count.
Project expensesMobile
Record costs as they occur, submit for approval and optionally rebill the client.
Material rebillingAdvanced
Stock issued to a project can be added to the client invoice when needed.
Internal projects
Internal projects capture full cost while hours are automatically non-billable.

Budget and P&L

Versioned estimatesAdvanced
Draft estimates, submit for approval and compare plan versus actual across versions.
Portfolio budget
See budget and actual cost for every project on a single table.
Project P&LAdvanced
Profit and loss by documents and by ledger, covering labour, purchasing and materials.
Committed versus spent
Separate costs committed through POs from costs incurred, with no double counting.

Billing

Time-based invoices
Invoice per period from approved hours or from all unbilled hours.
Milestone invoices
Invoice when a milestone is reached, matching the contract's payment terms.
Revenue and purchasing hub
See the project's quotations, sales orders, invoices, PRs, POs and GRNs in one tab.

People and collaboration

Project rolesAdvanced
Admin, manager, member, viewer, observer: a second permission layer that hides financials from those who don't need them.
Workload and capacity
See each person's load across all projects and rebalance before overload.
Project teams
Organise members into teams and add many people at once with preset roles.
Project meetings
Meetings linked to the project, with conclusions turned into concrete tasks.

Automation and AI

Kickoff approvalAdvanced
A workflow approval before the project officially starts, recording who decided.
Project AI assistantAI
AI analyses project cost, progress and risk, and suggests what needs attention.
Ask about project numbersAI
Ask XBuddy Chat about project cost, revenue and hours in natural language.

Real screens

Inside Projects

On mobile

Work anywhere with XBuddy Office & XBuddy Work

In practice

When you reach for it

Knowing a project is losing money before it ends

Services projects lose money quietly: hours run past plan and nobody adds them up.

1.Project spend covers all four legs: labour, expenses, received purchase orders, work orders
2.Hours use the COST rate, kept separate from the BILL rate — otherwise margin is structurally zero
3.Crossing the budget threshold warns at approval time, not at close

The decision to stop or renegotiate happens while it still helps.

Assistants on this app

1 assistants work on this data

Each assistant carries its own skills on this app’s data, inside the caller’s permission scope.

Project Management Assistant13 skills

Project management assistant — monitors project risk, budget and margin, task assignment and velocity, dependency blockers and resource capacity across projects and tasks.

Explore skills

Project Budget GuardianMonitors project budget burn rate using actual time logs and expenses. Forecasts budget exhaustion dates and alerts when projects are on track to exceed budget before their deadline.
Project Margin ForecasterWeekly AI forecast of project margin at completion using actual and committed costs combined with current burn rate. Warns when forecasted margin falls below configurable threshold.
Project Procurement RecommenderDetects tasks in progress with resource allocations but no Purchase Requisition, then recommends or auto-creates draft PRs to prevent procurement delays.
Project Cross-Module HealthChecks cross-module coherence for active projects: stale sales orders not invoiced, purchase orders with pending GRN, overdue delivery orders, and scope creep indicators.
Milestone Deadline ForecasterForecasts milestone completion dates based on current task velocity and remaining work. Flags milestones at risk of missing deadlines and suggests recovery actions before it is too late.
Task Smart AssignerFinds unassigned tasks and suggests the best team member based on current workload and skill tags.
Task Velocity CoachWeekly measurement of each team member's task completion velocity. Detects declining velocity trends, flags potential blockers or burnout, and generates personalized coaching suggestions.
Task Bottleneck DetectorDetects tasks stuck in the same status for too long and identifies workflow bottlenecks by stage. Analyzes patterns across projects and provides actionable unblocking recommendations.
Task Overdue Risk PredictorPredicts which tasks are likely to go overdue in the next 3 days based on due date, completion progress, and assignee historical on-time rate.
Task Dependency Blocker AlertDetects tasks that are blocking multiple downstream dependent tasks and flags critical path risks. Prioritizes alerts by the number of tasks blocked and proximity to deadlines.
Resource Capacity BalancerIdentifies overloaded and underutilized team members based on active task count and logged hours. Suggests task redistribution to improve team throughput and prevent burnout.
Resource Utilization OptimizerAnalyzes workload distribution across team members to identify over-burdened and underutilized resources. Recommends task rebalancing for optimal throughput.
Billable Hours OptimizerAnalyzes logged hours to identify unbilled or miscategorized time entries and recommends corrections to maximize revenue capture.

Solutions

Projects in end-to-end solutions

IT services & consultingSell billable hours without leaking billable hours Construction & engineering projectsControl site costs before they overrun Project managerOn time, on budget, properly staffed

FAQ

Frequently asked

How do you avoid billing hours twice?

Only approved hours reach invoices, and the invoice is created in the same transaction that marks those hours as billed.

Can every team member see project financials?

Not necessarily. Project roles decide who sees budgets and P&L, on top of system permissions.

Can hours be logged on a phone?

Yes. Staff log hours and expenses in the mobile app, and PMs approve on web or mobile.

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