XBuddy
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Project manager

On time, on budget, properly staffed

Tasks, time, resources, costs and approvals in one place — PMs spot risk early instead of chasing reports.

  • Progress and budget on one screen
  • Fast time and cost approvals
  • See who is overloaded
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On time, on budget, properly staffed

Before and after

What changes on XBuddy

Today

  • Tasks in one tool, time in another
  • No view of who is overloaded
  • Costs discovered too late
  • Meeting outcomes get lost

With XBuddy

  • Tasks, time and cost tied to the project
  • Workload by person and week
  • Spent and committed update continuously
  • Meeting conclusions become owned tasks

The flow

5 steps, one continuous record

  1. 1

    Start from a template

    Projects from templates with phases, tasks and roles.

    Projects →
    Start from a template — Projects
  2. 2

    Assign work

    Tasks with dependencies, sub-tasks and review criteria.

    Tasks →
    Assign work — Tasks
  3. 3

    Log time

    Members log time per task; the PM approves.

    Time Tracking →
    Log time — Time Tracking
  4. 4

    Approve

    Scope and cost changes through the approval gate.

    Requests & Approvals →
    Approve — Requests & Approvals
  5. 5

    Track finances

    Budget, spent, committed, revenue and receivables.

    Finance →
    Track finances — Finance

Handled out of the box

Hard questions XBuddy already answers

A task starts before its predecessor is done?Dependency gates block start or completion until prerequisites are met.See the how-to →Score a task before accepting it?Tasks are submitted against review criteria and scored before closing.See the how-to →Do meeting conclusions become tasks?Conclusions create tasks, and task status flows back to the minutes.See the how-to →Who approves project time?Only the project's PM, through one shared approvals inbox.See the how-to →Start new projects from a standard template?Versioned templates with phases, tasks and roles; new projects inherit instantly.See the how-to →

What’s inside

Apps and AI assistants involved

ProjectsProject planning, portfolio and resourcing.TasksKanban, timeline and AI prioritisation.Time TrackingTimesheets, time capture and attendance.Requests & ApprovalsEvery request and every pending approval in one inbox.FinanceInvoices, expenses and purchase orders.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 assistantCalendar SecretaryWeekly calendar health per organizer — meeting load and fragmentation — and proposes protected focus-time blocks on overloaded calendars. Every booking is approve-gated; the agent never books time on its own.

FAQ

Frequently asked

Can clients view the project?

Invite them as viewers; they see only what is shared.

Gantt and Kanban?

Both, plus calendar and workload views.

Does a PM need accounting access to see costs?

No, project financial access is separate from the ledger.

See this flow on your own data

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

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