Project management and job costing for Xero
Run every project from quote to invoice, synced with Xero.
Quotes, timesheets, purchase orders and invoicing in one place, for consultancies, engineers, surveyors and agencies. Your accounts stay in Xero.
A 30-minute demo using an example business like yours.
- Two-way Xero sync
- Live in 2–4 weeks
- Data hosted in the UK
- Budget, committed spend and actual cost side by side
- Budgets by phase, checked as time and costs are entered
- Unbilled time and costs, aged by how long they’ve been waiting
- Who is available, after leave and bank holidays
- Every approval, with who approved what and when
The problem
Where project margin goes missing.
Most consultancies, engineers and surveyors don't lose money on one bad decision. They lose it in the gaps between timesheets, purchasing and the accounts.
Time and costs arrive late
Timesheets are chased at month end, and supplier bills turn up after the money has already been spent.
Nobody sees committed spend
Purchase orders live in email and spreadsheets, so an overrun only shows up when the invoice does.
Unbilled work goes stale
Billable hours and costs sit unbilled for months because nobody can see them in one place.
Margin is a guess until month end
Profitability is only known once the accounts are closed, which is too late to fix it.
How it works
One record from quote to invoice.
Each step uses the data from the step before. Nothing is typed twice.
- OpportunityPipeline and quotes
- ProjectPhases and budgets
- Time & costsTimesheets, leave, expenses
- Purchasing & approvalsPOs, deliveries, sign-off
- InvoiceBuilt from unbilled work
- Sync to XeroYour accounting ledger
- ReportingWIP, utilisation, profitability
Product
Everything between the first quote and the final invoice.
Six connected areas. One login, one record, no re-keying.
Projects & Resources
Know where every project stands. Phase budgets, committed spend and cost-to-date, with capacity planning that accounts for leave and bank holidays.
Learn more about Projects & ResourcesTime, Leave & Expenses
Timesheets on any device, with charge rates locked at approval, UK leave and bank holidays, and HMRC mileage built in.
Learn more about Time, Leave & ExpensesPurchasing & Approvals
See committed spend the moment a PO is raised, not when the bill arrives. Deliveries, supplier-bill matching, and approvals by value, project, department or group.
Learn more about Purchasing & ApprovalsInvoicing & Billing
Bill everything you’ve earned. Build invoices from unbilled time and costs, run billing plans and recurring schedules, raise credit notes, then hand off to Xero.
Learn more about Invoicing & BillingReporting & Ask Arvia
Know which projects make money. WIP with ageing, utilisation, profitability and billable time as standard, plus your own reports and CSV export.
Learn more about Reporting & Ask ArviaCRM
Pipelines, quotes and customer accounts that become projects when you win, with customer, budget and project manager carried across.
Learn more about CRMAsk Arvia
Ask about your business in plain English.
“Which projects are over 80% of budget?” “What’s unbilled for Acme Surveys?”
Ask questions and get answers from your own data. Arvia can also draft the timesheet, purchase order or invoice, ready for you to check and approve.
How Ask Arvia worksWhat’s unbilled for Acme Surveys?
Three items are unbilled for Acme Surveys:
| Item | Hours / cost | Age |
|---|---|---|
| Boundary survey, phase 2 | 14.5 h · £1,160 | 38 days |
| Drone hire (supplier bill) | £420 | 21 days |
| Site visit mileage | 86 mi · £38.70 | 9 days |
- You ask a question
- Arvia answers from your data
- It can prepare a change
- You review and confirm
Integrations
Built for Xero.
Invoices, bills, purchase orders, credit notes, contacts, account codes, tax rates and tracking categories sync with Xero. You choose what syncs, and when.
Arvia runs your projects
- Opportunities, quotes and projects
- Timesheets, leave, mileage and costs
- Purchase orders and approvals
- Building invoices and credit notes
- Project, WIP and utilisation reporting
- Sales invoices and credit notes go from Arvia to Xero.
- Purchase orders and supplier bills go from Arvia to Xero.
- Payment status comes back from Xero to Arvia.
- Customers & contacts, account codes, tax rates and tracking categories come back from Xero to Arvia.
- Business costs move both ways between Arvia and Xero.
Xero remains your ledger
- General ledger and chart of accounts
- Bank feeds and reconciliation
- VAT returns and statutory accounts
- Payroll
- Receiving and making payments
Security & controls
Controls finance teams expect.
Roles and permissions
Role templates plus custom roles, so people see and do only what their job needs.
Tamper-evident approvals
Every approval is permanently recorded, and any tampering is detectable.
AI inside your permissions
Ask Arvia only sees what the user can see, and every change it prepares needs a person to confirm it.
Encrypted connections
Your Xero connection and other credentials are stored encrypted.
Pricing
One plan. Everything included.
Typical go-live in 2–4 weeks, depending on scope and data readiness.
- No setup fee.
- No minimum users.
- Every user is a paid user at the same price, including staff who only enter timesheets.
- All prices exclude VAT.
or £25 per user per month, ex VAT, paid monthly
FAQ
Common questions.
Who counts as a user?
Everyone with a login counts as a user, including staff who only enter timesheets. There are no free or lower-priced user types: every user is £20 a month paid annually, or £25 paid monthly, ex VAT. There's no minimum number of users.
Is there a setup fee?
No. There’s no setup fee.
What syncs with Xero?
Invoices, bills, purchase orders, credit notes, contacts, account codes, tax rates and tracking categories sync with Xero. You choose what syncs, and when. Xero remains your accounting ledger. What syncs with Xero
Can you move our data from our current system?
Yes. Our Switching to Arvia page explains how the move works, step by step. Switching to Arvia
How long does it take to go live?
Typically 2–4 weeks, depending on scope and data readiness.
See your projects, costs and invoicing in one place.
A 30-minute demo using an example business like yours.