Projects

Projects runs delivery work end to end — plan with Gantt, execute on Kanban or Agile boards, track budget vs actual, and bill the client — with hours and costs flowing into Books.

Create a project

1. Go to XO Operations → Projects → New project.
2. Set the client, dates, owner, and budget.
3. Choose a template for repeatable project types, or start blank.

Plan & execute

• Gantt — sequence tasks, set dependencies and milestones, see the critical path.
• Kanban — drag tasks across columns for flow-based work.
• Agile — sprints, backlog, and story points for product teams.
• Break work into tasks and subtasks with assignees, due dates, and custom fields.

📷 Screenshot: a project Gantt with milestones and dependencies.

Budget & billing

• Track budget vs actual as timesheets and costs post.
• Bill the client by fixed price, milestone, or time & materials (links to Timesheets and Invoicing).

Best practices

• Use templates for recurring project types to standardize delivery.
• Set milestones for billing triggers and client check-ins.
• Review budget vs actual weekly, not at project end.

Troubleshooting

• Costs not showing. Confirm timesheets/expenses are tagged to the project dimension.
• Can’t bill. Check the billing method and that there are billable hours/milestones.

Related guides

• Timesheets
• Resource Planning
• Budgets & Forecasting