Migrate your Projectworks data
Professional services automation platform for consulting firms that ties time tracking, expenses, resource management, and invoicing into one live system, with strong Xero integration but limited reporting flexibility.
In its favor
Why people choose Projectworks
The signal that keeps Projectworks on the shortlist. Sourced from G2, Capterra, and customer scoping calls.
All-in-one PSA consolidating time tracking, expenses, resource management, and invoicing removes the need to stitch together spreadsheets for project financial visibility.
Out-of-the-box Xero integration with multi-instance support is frequently cited as a migration win, enabling one Projectworks instance to sync with multiple Xero instances.
User-friendly interface and ease of use simplifies adoption, with friendly customer support praised across G2 and Trustpilot reviews.
Effective project tracking provides real-time visibility into resource allocation and project status across teams and tasks.
Real-time budget transparency transforms multi-project workflow management, allowing managers to see how hours impact firm profitability instantly.
Limited reporting flexibility and lack of comprehensive expense management features frustrate power users who need deeper analytical capabilities.
Steep learning curve and limited customization in reporting, invoicing, and workflows make it less adaptable for specific business needs.
Mobile app lacks key features present in the desktop version, forcing consultants to rely on workarounds for on-site time entry.
Timesheet does not capture start and finish times, making it unsuitable for firms that need to track when staff begin and end work.
Limited forecasting and resourcing tool flexibility restricts capacity planning for complex multi-project schedules.
Reasons to switch
Why people leave Projectworks
The recurring reasons buyers give for replacing Projectworks. Presented as facts, not knocks.
Platform scorecard
Strengths, weaknesses, and where Projectworks fits
Grades across six dimensions, plus a SWOT-style view of where the platform shines and where it falls short.
SWOT — strengths, weaknesses, and use-case fit
Strengths
Weaknesses
Where it works
Where it struggles
Pricing tiers
Projectworks pricing overview
Projectworks launched a three-tier pricing model in April 2025 (Build, Scale, Unleash) replacing earlier pricing. Existing customers are assessed at renewal and auto-assigned to a tier based on feature usage. Exact per-seat or per-project pricing requires direct inquiry with the vendor.
Build
Tier 1 of 3
Contact vendor
What's included
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Book a free 30 minute consultationPricing is informational. FlitStack AI does not bill on Projectworks's schedule — see our quote-based pricing →
What gets migrated
Projectworks object support
Object-by-object support for Projectworks migrations. Per-pair details surface during scoping.
Projects
Fully supportedProjects are the primary container in Projectworks, containing budgets, milestones, tasks, custom fields, and linked resources. We migrate project records with all associated metadata including status, dates, and billable rates intact.
Time Entries
Fully supportedTime Entries link to Projects and People with billable/non-billable flags, date, and hours. Note that Projectworks timesheets do not record start and finish times, only duration. We preserve the hours and date but cannot reconstruct clock-times in the destination.
Expenses
Fully supportedExpenses track reimbursable and non-reimbursable costs linked to Projects and People. Reimbursable expenses can be exported to Xero as bills. We preserve expense categories, amounts, and reimbursement status during migration.
Resources (People)
Fully supportedPeople records contain capacity, hourly rates, utilization settings, and assignments. We migrate People with their billable rates and current allocations intact so resourcing visibility is preserved in the destination.
Invoices
Fully supportedProjectworks invoices can combine fixed-fee and hourly rate line items on a single invoice, a capability users value over WorkflowMax. We migrate invoice headers, line items, and status while preserving the mixed-rate structure.
Quotes
Mapping requiredQuotes contain custom fields and are subject to custom field configuration unique to each firm. We extract all quote fields and flag any custom fields requiring schema mapping in the destination system.
Companies
Fully supportedCompany records are linked to Projects and Contacts. We migrate Company records with address, billing details, and any custom fields applied to the Company object.
Contacts
Fully supportedContact records are separate from Company records and support custom fields. We migrate Contacts independently and preserve the relationship to their parent Company where defined.
Custom Fields
Mapping requiredProjectworks supports custom fields on Projects, People, Companies, Contacts, Timecodes, Budgets, Time Entries, Expenses, Invoices, and Quotes. Custom field schema varies per firm; we enumerate all custom fields and map them to destination equivalents.
Budgets
Fully supportedBudgets are defined at the Project level and track planned versus actual revenue and costs. We migrate budget line items with their planned amounts so financial forecasting data transfers over.
Milestones
Fully supportedMilestones are sub-objects of Projects tracking key delivery points. We preserve milestone names, due dates, and completion status linked to their parent Project.
Tasks
Fully supportedTasks are nested under Projects and support custom fields. We migrate task records with their status, assignees, and custom field values intact.
Reporting Views
Not in this platformProjectworks custom reporting views are defined in a proprietary schema not publicly documented. We cannot migrate the view definitions themselves. We extract the underlying data so reports can be rebuilt in the destination system.
| Object | Support | Notes |
|---|---|---|
| Projects | Fully supported | Projects are the primary container in Projectworks, containing budgets, milestones, tasks, custom fields, and linked resources. We migrate project records with all associated metadata including status, dates, and billable rates intact. |
| Time Entries | Fully supported | Time Entries link to Projects and People with billable/non-billable flags, date, and hours. Note that Projectworks timesheets do not record start and finish times, only duration. We preserve the hours and date but cannot reconstruct clock-times in the destination. |
| Expenses | Fully supported | Expenses track reimbursable and non-reimbursable costs linked to Projects and People. Reimbursable expenses can be exported to Xero as bills. We preserve expense categories, amounts, and reimbursement status during migration. |
| Resources (People) | Fully supported | People records contain capacity, hourly rates, utilization settings, and assignments. We migrate People with their billable rates and current allocations intact so resourcing visibility is preserved in the destination. |
| Invoices | Fully supported | Projectworks invoices can combine fixed-fee and hourly rate line items on a single invoice, a capability users value over WorkflowMax. We migrate invoice headers, line items, and status while preserving the mixed-rate structure. |
| Quotes | Mapping required | Quotes contain custom fields and are subject to custom field configuration unique to each firm. We extract all quote fields and flag any custom fields requiring schema mapping in the destination system. |
| Companies | Fully supported | Company records are linked to Projects and Contacts. We migrate Company records with address, billing details, and any custom fields applied to the Company object. |
| Contacts | Fully supported | Contact records are separate from Company records and support custom fields. We migrate Contacts independently and preserve the relationship to their parent Company where defined. |
| Custom Fields | Mapping required | Projectworks supports custom fields on Projects, People, Companies, Contacts, Timecodes, Budgets, Time Entries, Expenses, Invoices, and Quotes. Custom field schema varies per firm; we enumerate all custom fields and map them to destination equivalents. |
| Budgets | Fully supported | Budgets are defined at the Project level and track planned versus actual revenue and costs. We migrate budget line items with their planned amounts so financial forecasting data transfers over. |
| Milestones | Fully supported | Milestones are sub-objects of Projects tracking key delivery points. We preserve milestone names, due dates, and completion status linked to their parent Project. |
| Tasks | Fully supported | Tasks are nested under Projects and support custom fields. We migrate task records with their status, assignees, and custom field values intact. |
| Reporting Views | Not in this platform | Projectworks custom reporting views are defined in a proprietary schema not publicly documented. We cannot migrate the view definitions themselves. We extract the underlying data so reports can be rebuilt in the destination system. |
Gotchas
What to watch for in Projectworks migrations
Issues we've hit on past Projectworks migrations, tagged by severity. FlitStack AI handles every one — surfacing them up front because buyer engineering teams want to know.
Timesheet records duration only, not clock-times
Xero sync settings and reimbursable expense exports do not transfer
Custom reporting views have undocumented schema
Pricing tiers introduced April 2025 may affect feature availability
| Severity | Issue |
|---|---|
| Medium | Timesheet records duration only, not clock-times |
| Medium | Xero sync settings and reimbursable expense exports do not transfer |
| Low | Custom reporting views have undocumented schema |
| Low | Pricing tiers introduced April 2025 may affect feature availability |
Leaving Projectworks?
Where Projectworks customers move next
5 destinations Projectworks can migrate to.
How a Projectworks migration works
Four steps, Projectworks-specific
Connect
API key via Projectworks API Accounts into Projectworks. Scopes limited to read-only on the data we move.
Map
We translate Projectworks-specific structures (custom fields, objects, value lists) to the destination's model.
Sample
Test with a 50–200 record subset to validate Projectworks quirks before production.
Migrate
Full migration with Projectworks rate-limit handling. Rollback available throughout.
FAQ
Projectworks migration FAQ
Answers to the questions buyers ask most during Projectworks migration scoping. Not seeing yours? Book a call.
Can't find your answer?
Walk through your Projectworks migration with a real engineer — 30 minutes, free, written quote within 24 hours.
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Ready when you are
Migrate Projectworks.
Without the rebuild.
Free scoping call with a migration engineer. Tell us about your Projectworks setup and destination — written quote back within a business day.