XBuddy
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IT services & consulting

Sell billable hours without leaking billable hours

Contract, project, time, invoice and receivables in one flow — know whether each project is making money while you can still act.

  • Approved time becomes invoices, nothing missed
  • Live project profit and loss
  • Receivables chased on time
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Sell billable hours without leaking billable hours

Before and after

What changes on XBuddy

Today

  • Time tracked in spreadsheets, collected at month end
  • Contracts in one place, projects in another
  • Manual invoicing, hours slip through
  • No idea which projects lose money
  • Collections rely on memory

With XBuddy

  • Daily time entry, approved by the PM
  • Contracts spawn projects with terms intact
  • Approved hours wait ready to invoice
  • Project P&L includes labor cost
  • AI assistant chases by aging bucket

The flow

6 steps, one continuous record

  1. 1

    Win the deal

    Track opportunities, quotes and win probability in the pipeline.

    CRM →
    Win the deal — CRM
  2. 2

    Sign the contract

    Scope, rates and payment milestones captured once.

    Contract management →
    Sign the contract — Contract management
  3. 3

    Open the project

    Project, team, budget and role-based rates.

    Projects →
    Open the project — Projects
  4. 4

    Log & approve time

    People log time; PMs approve or adjust billable hours.

    Time Tracking →
    Log & approve time — Time Tracking
  5. 5

    Invoice

    Approved hours and due milestones roll into invoices.

    Finance →
    Invoice — Finance
  6. 6

    Post to the ledger

    Revenue, receivables and cost post automatically.

    Accounting →
    Post to the ledger — Accounting

Handled out of the box

Hard questions XBuddy already answers

Worked 10 hours, bill the client 8?The PM writes down billable hours at approval; worked hours stay intact for cost and utilization.See the how-to →Bill overtime at a different rate?Time lines flagged as OT carry their own sell and cost rates straight into the invoice.See the how-to →Edit time after approval without breaking invoices?Adjustments leave an audit trail; invoiced time must be handled on the invoice first.See the how-to →Freelancers on a project — what about PIT withholding?Time logs against the service contract; withholding tax is computed when the payout is prepared.See the how-to →Can internal projects get invoiced by mistake?Internal projects reject billable time — cost only, never invoiced.See the how-to →

What’s inside

Apps and AI assistants involved

CRMContacts, leads and customer relationships.SalesQuotes, orders and commission tracking.Contract managementContract lifecycle with AI risk detection.ProjectsProject planning, portfolio and resourcing.Time TrackingTimesheets, time capture and attendance.FinanceInvoices, expenses and purchase orders.AccountingJournal entries, general ledger and reconciliation.AI assistantProject Management AssistantProject management assistant — monitors project risk, budget and margin, task assignment and velocity, dependency blockers and resource capacity across projects and tasks.AI assistantInvoice AR AssistantProcess-aware AR assistant that understands the invoice collection lifecycle, assesses payment risk, and proposes the right action at the right time.AI assistantDeal AssistantProcess-aware agent tracking deal lifecycle, identifying stale deals and proposing follow-up actions

FAQ

Frequently asked

Do you support both T&M and fixed-fee milestones?

Yes. Each project picks hourly, milestone or a mix.

Can PMs see labor cost?

Only with project financial permission.

Can people log time on mobile?

Yes, with entries and timers in the mobile app.

See this flow on your own data

A thirty-minute demo focused on the process you are actually stuck on.

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