Xero Projects

Connect your Xero account to Float

Jon Palustre avatar
Written by Jon Palustre
Updated over a week ago

On 1 December 2023 our Float integration with Xero Projects will be discontinued. All affected customers have been contacted directly and any data already imported to Float will remain intact. Please get in touch if you need any support with this.

Xero Projects is a profitability tool inside Xero that enables you to track time and expenses against your work as projects. It simplifies quoting for work, getting paid, and monitoring project profitability in real time.

This integration makes it easy to sync your Xero staff and projects for scheduling in Float. You can also send any hours logged in Float with time tracking back to Xero as time entries for more efficient invoicing.

Get connected

As the Account Owner, navigate to the Integrations tab within your Team settings and click Connect next to the Xero icon.

Xero Projects integration menu

Log into your Xero account and select Allow access to connect to Float. Your existing projects and staff will all be imported to Float.

Xero projects integration prompt

To specify the projects and staff you want to be imported, click the Select projects button.

Xero Projects project selector menu

💡Here's a tip: To import an existing project later, click Select projects and check the box next to the project you want to add. You can remove individual projects by unchecking the box.

Check the box under Float Time tracking if you want to send your team's logged hours back to Xero Projects as time entries.

Xero integration Time Tracking setting

Schedule your projects

Once you've connected the integration and synced your staff and projects, you can start adding tasks to the Schedule in Float. Click the sidebar icon at the top of the page to open the menu.

This is where your Xero Projects tasks live in Float. Scroll or search for the task you'd like to schedule, and then drag and drop it onto a team member's schedule to create a new task.

Task hours are determined by the estimated hours you've set in Xero Projects. If no estimate is set, the task will be equal to the person's work hours for the day.

GIF on scheduling project

💡Here's a tip: Once you've scheduled a task in Float, you can adjust it directly on the Schedule by dragging it vertically (to adjust the hours) or horizontally (to adjust the days).

sidebar integration menu

Your Xero Projects tasks can be scheduled as many times as you'd like and do not disappear from the sidebar.

Once a task has been scheduled in Float, a white dot appears next to it on the sidebar to make it easy to identify.

White Dot next to scheduled project

Changes you make in Xero Projects are reflected on the sidebar but do not impact tasks you've already scheduled.

The same is true when editing tasks on the Schedule in Float (e.g., if you edit the name of a scheduled task, it will not change the task name on the sidebar).

You can collapse projects to hide their tasks or use the search bar to quickly find the project, task, or assignee you're looking for.

💡Here's a tip: You can sort how tasks appear underneath their project on the sidebar. The available sort options are Name (A-Z), Assignee (set in Xero), Not scheduled (in Float), Same as Xero (how they appear in Xero Projects).

Synced projects are easy to identify in Float by the icon displayed next to each project on the Projects page.

projects page view

Time tracking

The hours your team logs in Float are instantly sent back to Xero Projects as time entries. From there, they can be used to track expenses, invoice customers, and more.

📝Note: The Send Float logged time to Xero Projects box must be checked within your integration settings to export logged time.

Time Tracking logging time

📝Note: Once a Time log has been created for a Task from an integration from Xero, users will no longer be able to update the Project/Phase/Task.

If you need to correct a mistake, the time log will need to be deleted and a new Task dragged in from the sidebar.

  • Hours & Date can continue to be updated

Data flow diagram

Xero projects and Float data flow diagram

Additional notes

  • Projects, people, and tasks created in Float do not sync with Xero Projects.

  • All future projects and staff created in Xero Projects will be imported to Float. You can change this setting from the integrations menu.

  • Synced tasks won't show up in the task modal menu until you've scheduled them from the integration sidebar.

  • Locking a project's task list in Float will not prevent new tasks from importing to the sidebar.

  • All Xero projects are assigned to the Float Account Owner.

  • If needed, you can manually re-sync the integration by clicking Sync now within your integration settings.

  • To disconnect the integration, click Edit > Disconnect Xero. You can choose to keep the staff and projects you've imported in Float or archive them.

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