Yes, Xero has time tracking, but only inside Xero Projects. Staff log hours with a timer or manual entries against a project task, and Xero adds that time to invoices.
The catch is the plan. Xero Projects sits on Ultimate in the UK and Established in the US. Plan details below were checked on Xero’s UK pricing page and US pricing page on 15 October 2026.
Quick Answer
Does Xero have time tracking? Yes. Xero time tracking lives in Xero Projects, which records hours by timer, manual entry, copied entry or location prompts in the mobile app. Billable project time flows onto Xero invoices. In the UK it is only on Ultimate (£70 per month excl. VAT, 10 project users, then £5 per extra user). In the US it is on Established ($97 per month). Xero Projects has no built-in sign-off step for time entries. Teams that need approvals before billing usually add a time tracking app with a Xero integration.
Can Xero do time tracking on every plan?
No. Time tracking is part of the “Track time and costs for projects” feature. That feature only appears on the top plan in each region.
| Region | Plan with Xero Projects | Regular price per month | Project users | Plans without it |
|---|---|---|---|---|
| UK | Ultimate | £70 excl. VAT | 10 included, then £5 per extra user | Ignite (£18), Grow (£39), Comprehensive (£55) |
| US | Established | $97 | Not stated on the pricing page | Early ($27), Growing ($59) |
Source: Xero’s UK and US pricing pages, checked 15 October 2026. Both regions advertise introductory discounts for new customers; the figures above are the regular prices once the offer ends.
What that means in practice. On Grow or Comprehensive in the UK, getting Xero Projects time tracking means moving to Ultimate. From Comprehensive that costs £15 more per month for the first 10 project users. From Grow it costs £31 more. In the US, moving from Growing to Established adds $38 per month.
Xero’s offer terms say Projects limits apply per active user, per month. Plan your user count on the people who actually log time.
Worked example: a 14-person UK consultancy
Take a consultancy with 14 people who log billable time. It runs Xero Comprehensive today at £55 per month.
- Ultimate base price: £70 per month
- Four project users above the included 10: 4 × £5 = £20
- New total: £90 per month excl. VAT
Native Xero time tracking therefore costs that firm £35 per month on top of its current bill. Ultimate also adds payroll for 10 people and a 180-day cash flow forecast, so part of that £35 buys more than a timer. The question is whether those extras are worth it, or whether a time tracking add-on on the current plan fits better.
How does Xero Projects time tracking work?
Xero Projects ties every hour to a customer, project and task. According to Xero’s time tracking page, you can record time in three ways:
- Add a time entry — type the hours, date, task and a note
- Start the built-in timer — start and stop as you work, on the web or in the Xero Projects mobile app
- Copy an existing entry — handy for recurring tasks
The mobile app can also suggest entries by location. When you enter a 100-metre radius of a chosen job site, it prompts you to log time for that project. That suits trades and site-based teams more than office-based client service.
Reports show chargeable and non-chargeable hours, plus progress against billable-hour targets. When you invoice, Xero pulls tracked time and expenses from the project onto the invoice. That native link is the main reason to use it.
Does Xero Projects connect to Trello and Payroll?
Xero says time entered against Trello cards can be logged directly in Xero Projects, with a link back to the card. Its UK page also says project time entries can feed pay runs if you use Xero Payroll.
Both connections help bookkeeping. Neither adds a manager review step before client billing, which is where most teams hit the limits.
What are the limits of Xero time tracking for teams?
Xero Projects is project accounting with a timer attached. It records time well for job costing. The gaps show up when several people bill clients every week.
- No sign-off step for project time. Managers can review and edit entries before invoicing, but there is no approval workflow. A request for one sits on Xero’s product ideas forum at the “gaining support” stage (checked 15 October 2026).
- Plan lock-in. You pay for the top plan to get the timer, even if you need little else on it.
- Per-user charges above 10 users in the UK. Each extra project user adds £5 per month.
- Access lives in your ledger. Everyone who logs time needs a Xero user with project access, managed inside your accounting organisation.
If none of those bite, Xero Projects is a sensible default. If one does, the next section compares it with an add-on.
Xero Projects vs a time tracking add-on: which fits?
A Xero time tracking add-on is a separate app that captures hours, then sends invoices or billing data into Xero. The trade-off is native job costing against approvals and plan flexibility.
| What you need | Xero Projects | Time tracking software that integrates with Xero |
|---|---|---|
| Timer and manual entries | Yes, on the web and in the Xero Projects mobile app | Yes, usually web, desktop and mobile apps |
| Approve time before billing | Review and edit only; no sign-off step | Often included (Keito: timesheet approvals on Pro and Business) |
| Time on Xero invoices | Native, from the project | Depends on the app; many create or copy invoices into Xero |
| Xero plan required | UK Ultimate or US Established | Any plan that can receive invoices; check invoice limits on Ignite and Early |
| Pricing shape | Included in the plan; UK £5 per extra project user above 10 | Varies: per seat or flat workspace |
| Job costing with bills and expenses | Yes, inside the project | Usually limited; costs stay in Xero |
One detail is easy to miss. Xero’s US pricing terms say transactions started by app partners may count toward the Early plan’s 20-invoice limit. Small teams on entry plans should check that before connecting an add-on.
A simple decision rule
- Use Xero Projects if you already pay for Ultimate or Established, up to about 10 people log time, and job costing with bills matters most.
- Use a time tracking add-on if managers must approve hours before billing, you’re on a lower Xero plan, or headcount keeps growing.
- Use both only if accounting needs Xero job costing and delivery needs approvals. Decide up front which system holds the billable hours, or you will reconcile twice.
For Xero Projects users who want a review layer first, see Xero Projects time tracking with approvals.
How does Keito work with Xero?
Keito is a time tracking app that sits in front of Xero. Teams track time by client and project, approve timesheets, and build invoices in Keito. The Keito Xero integration then copies finished invoices into Xero.
According to the integration docs, the time tracking Xero integration:
- Copies Keito invoices into Xero and creates or links Xero contacts
- Applies default revenue accounts, item codes, tax types and tracking categories
- Aligns invoice numbering with your existing Xero format
- Keeps payment status in step once payment is recorded or reconciled in Xero
It does not push time entries into Xero Projects. Keito stays the record for hours and approvals, and Xero stays the ledger. Xero invoice sync is on Business at $199 USD/month per workspace. Timesheet approvals start on Pro at $49 USD/month with unlimited licensed users. Prices are from Keito pricing, checked 15 October 2026.
For setup steps, follow the Xero integration setup guide. For the full billing flow from timesheet to draft invoice, read how to connect time tracking to Xero invoicing. Shortlisting tools? Compare Xero time tracking add-ons or see how Keito handles Xero time tracking for client teams.
Is there a Xero timesheet app?
Yes, in two senses. The Xero Projects mobile app records project time with a timer, manual entries or location prompts. Xero Payroll separately handles employee timesheets for pay runs.
Neither is a manager approval queue for client billing. If that is what you need, a Xero time tracking app with approvals and invoice sync is the better fit.
Key Takeaway
Xero has time tracking only in Xero Projects on its top plan. Teams that need approvals before billing usually add a Xero-connected time tracking app.
Track and approve time before it reaches Xero
Keito captures client time, routes it through approval, and copies finished invoices into Xero.
Frequently Asked Questions
Does Xero have time tracking?
Yes, through Xero Projects. Staff record time with a timer, manual entries or copied entries, and billable time flows onto Xero invoices. It is included on Ultimate in the UK and Established in the US.
Can Xero do time tracking on the Grow or Comprehensive plan?
No. On 15 October 2026, Xero listed project time tracking only on Ultimate in the UK. On Grow or Comprehensive you either upgrade or connect a time tracking app.
How much does Xero time tracking cost?
In the UK, Ultimate costs £70 per month excl. VAT with 10 project users, plus £5 per extra user. In the US, Established costs $97 per month. New customers get introductory discounts for the first few months.
Does Xero Projects have timesheet approvals?
Not as a built-in sign-off step. Managers can review and edit project time before invoicing, but there is no approval workflow for project time entries. A request for one is listed on Xero’s product ideas forum.
Is there a Xero time tracking app for mobile?
Yes. The Xero Projects mobile app for iOS and Android has a start-stop timer, manual entries and location-based prompts near job sites. You need a Xero plan that includes Projects to use it.
What time tracking software integrates with Xero?
Several time trackers integrate with Xero, including Keito and Harvest. Keito copies invoices, contacts and payment status into Xero on its Business plan, after timesheets are approved. Check whether a tool syncs invoices, time entries or both before you choose.