Xero Projects pricing,
explained without the runaround
"How much is Xero Projects" is harder to answer than it should be. It is not a standalone price: it is an add-on bundled into Xero's top accounting plan, plus a per-user fee that often only appears after you sign up. Here is how the real cost stacks up, and a cheaper way to bill time through Xero.
How Xero Projects is actually billed
Xero Projects is not something you buy on its own. It is a paid add-on bundled into Xero's top accounting plan: Established in the US at around US$90 per month, or Ultimate in Australia and the UK, which is priced regionally and runs higher. That plan includes a set number of project users.
Once you go past the included project users, each extra project user is charged a per-user fee on top of the plan. So your real Projects cost is the top accounting plan you are now on, plus the per-seat fees for everyone who logs time beyond the included count.
The friction is that this per-user fee is hard to find before you have created an account and added people. That opacity, paying the top accounting tier plus unclear per-seat fees, is the single most common complaint about Projects pricing.
Worked cost examples
Indicative only. The per-user figure below is approximate and should be re-verified in a trial.
| Team size | Xero Projects, indicative | Hour Cap |
|---|---|---|
| 1 user | Top accounting plan (US$90+ Established, region varies) with project users included | Free $0, or Team $10/mo for Xero |
| 3 users | Top plan (US$90+, region varies) plus a per-extra-user fee (about A$7 / £5 / US$10) | Team $10/mo, includes 2 users, ~$5 to $6 per extra seat |
| 6 users | Top plan (US$90+, region varies) plus per-user fees for each project user beyond those included | Business $30/mo, includes 6 users |
The per-user Projects fee was confirmed mid-2026 at around A$7 (Australia), about £5 (UK) and roughly US$10 (US). Xero localises pricing by region, so confirm the current per-user number for your region in a trial before relying on it.
What you get, and what you do not
What the Projects add-on covers
- A basic timer and simple tasks against a job
- A quick view of time and costs per project
- Tight ties to Xero invoicing and your books
What it does not give you
- Native billable versus non-billable tracking
- Detailed descriptions preserved on every invoice line
- Retainer budgets and remaining-hours visibility
- Flexible rate levels across project, member and organisation
A cheaper, Xero-native way to bill time
If you mainly need to track billable time and push it into Xero, you do not need to sit on the top accounting plan. Hour Cap Team is $10 per month for two users with the full Xero integration, and extra seats are roughly $5 to $6 per user. Annual billing saves about 17 percent.
It pushes invoices to Xero as drafts you review before sending, with four line-item grouping modes that preserve your descriptions, up to two tracking categories per line resolved three levels deep, and a billable rate that cascades from project to member to organisation. Your contacts, items, tax rates, revenue accounts and branding themes sync on connect.
You keep Xero for the books. Hour Cap just hands it clean, detailed draft invoices.
Common questions
How much is Xero Projects?
Xero Projects is a paid add-on, not a separate purchase. It is bundled into Xero's top accounting plan (Established in the US, around US$90 per month; Ultimate in Australia and the UK, priced regionally and higher) with a set number of project users included. Extra project users are charged a per-user fee on top. There is no standalone price for Projects by itself.
Why can I not find a clear Xero Projects price?
This is the most common complaint. The cost is opaque because Projects rides on the top accounting plan and the per-user fee for extra project users is often only visible after you have created an account and added users. The honest way to get your number is to start a trial and add the people who will actually log time.
How much is the per-user fee for extra project users?
As of mid-2026, the fee for each additional active project user is around A$7 in Australia, about £5 in the UK, and roughly US$10 in the US. Xero localises pricing by region, so confirm the current figure for your region in a trial.
Is Xero Projects worth it for a small agency?
It depends on how you bill. If you only need a light job timer alongside your books, it can be fine. If you bill billable time through Xero every month, the missing billable versus non-billable distinction, basic invoicing and per-user fees on the top plan often make a dedicated tool more cost-effective.
Is there a cheaper Xero-native way to bill time?
Yes. Hour Cap Team is $10 per month for two users with the full Xero integration, and extra seats are roughly $5 to $6 per user. It pushes detailed draft invoices into Xero and keeps your existing accounting plan untouched, so you are not forced onto Xero's top tier.
Does Hour Cap replace Xero?
No. Hour Cap is not accounting software. You keep Xero for the books and use Hour Cap to track billable time and push clean, detailed draft invoices into Xero for review before sending.
Know your cost before you commit
Hour Cap pricing is on the page, not hidden behind a signup. Start free, connect Xero on the Team plan, and push detailed draft invoices in minutes.
Comparison note: competitor features and pricing were researched on a best-effort basis in June 2026 and can change at any time. We aim to be accurate and fair, but details may be out of date, so always confirm the latest information on the vendor's own website before making a decision. Hour Cap capabilities described here reflect the product at the time of writing.