Top 5 Project Management Software CRM & Invoicing Tools for AV System Integrators
Vibhav Singh
Published 07 May 2025
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Imagine you are managing an expensive and complicated AV project, but a misaligned schedule and isolated data delay the project and lead to budget overruns. Sounds stressful, right?
If you are an AV project manager, you’d want software that allows you to manage designs, schedules, and field updates, making it essential to have an AV project management software.
The right project management software allows AV professionals to track labor hours, provide mobile access to field technicians, and provide cloud-based storage for easy clock-in and clock-out features, among many more.
Softwares like X-Pro, Jetbuilt, and D-tools Cloud help project managers avoid project delays and boost productivity. But which project management software is best for your AV workflow?
To answer this question, we bring you a guide on the top 5 best AV project management tools. In this guide, we will compare the features, pricing, and pros & cons of different AV project management platforms to help select your preferred AV project software. So, let’s start learning more about each tool.
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The best AV project sales and management software is XTEN-AV’s X-Pro, Jetbuilt, D-Tools, Specifi.io, and ProjX360. While each of these software improves productivity with the help of AI automation. AI automation simplifies the work process of AV software, reduces errors, and saves time.
These cloud-based audio visual PM software improve communication and help plan schedules efficiently. But which one of these project management platforms for AV-specific workflows is the right fit for you? To resolve this concern, let’s learn about them and their different aspects one by one in detail.
1. XTEN-AV’s X-PRO
XTEN-AV’s X-PRO is an industry-leading AV project management software solution made especially for AV professionals and integrators. It streamlines the entire project lifecycle, from preliminary planning to post-project analysis, using its variety of features and intuitive user interface.
X-Pro is the best tool for managing tasks on-site, preventing resource bottlenecks, and guaranteeing smooth team communication. X-Pro enables AV professionals to complete projects on schedule and within budget due to features like integrated inventory management and field technician mobile access.
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Features
Project Planning:
X-PRO comprises user-friendly project planning tools that help you to streamline the project plan creation, set milestones, and assign tasks to the team members.
Resource Management:
With X-Pro, you can efficiently manage your team’s workload by assigning resources according to the availability of resources, skills of team members, and project requirements.
Time Tracking and Invoicing:
X-Pro allows you to track the amount of time spent on tasks, which assists in generating accurate invoices for clients. As a result, it ensures transparent billing and efficient project cost management for the client.
Collaboration and Communication:
Develop efficient real-time collaboration with built-in communication tools, such as inter-team messaging, file sharing, and real-time updates on tasks or AV projects.
Integration with AV Design Software:
X-PRO easily integrates with X-Draw, the in-house AV design software. As a result, you have an organized and efficient workflow for your AV project at all stages, be it designing the setup or executing the project to completion.
Additionally, you don’t need to switch between the tools and export or import files from one platform to another to manage design creation and project management.
Reporting and Analytics:
X-Pro offers thorough reporting and analytics capabilities, which provide key insights into project performance. You can use these insights to analyze improvement areas and make data-driven decisions.
Pros & Cons:
Pros: X-Pro is a one-stop project management tool with extensive features and a dedicated customer support team.
Cons: Some users list cloud-only access and a slight learning curve as the only cons of the platform.
Pricing:
X-Pro is available for office and field users as an add-on to XTEN-AV purchase at $15 per month per user in a monthly subscription and $11.25 per user/per month in an annual subscription.
User Reviews:
Comments: “The XTEN-AV support is great. When I have a question, a living chat operator is there. E-mails are replied to, and if I would like an obscure piece added to the library, the team is quick to add it. Usually within 48 hours.”
2. Jetbuilt
Jetbuilt is a cloud-based platform designed to help AV integrators and facility designers manage projects more efficiently. The platform provides users access to a database of products along with dealer pricing. This enables effortless proposal creation.
Jetbuilt is best for organizing and managing all leads on one platform. You can use the tool to track and monitor pipeline movement while focusing on leads that are ready to close quickly.
Its user-friendly design and seamless workflows help you stay on top of critical tasks, follow-ups, and lead updates, making project management more efficient and productive.
Features
Dealer-integrated pricing
Well-presented proposals
An easy and intuitive interface for a simplified av project management process
Streamlines payments and maximizes revenue by allowing clients to sign proposals and make payments in one step
Unlike X-Pro, Jetbuilt does not have diagramming tools, which affects project efficiency. Due to the lack of diagramming tools, users have to import files in compatible formats from other tools, making project management more complicated than X-Pro.
Pros & Cons:
Pros: Regular updates of features and customer-centric support
Cons: Installation management features are not user-friendly for field technicians
Pricing
Jetbuilt offers two plans: LITE and ENTERPRISE. It offers a 10 percent discount with an annual subscription. Here’s the breakdown of the plans for a better understanding:
- LITE: $67 per user per month for First 3 Team Members and $57 for each additional Team Member
- ENTERPRISE: $133 per user per month for the first 5 team members and $124 for each additional user.
3. D-Tools
D-Tools Cloud is a dynamic web-based platform designed specifically for AV and security system integrators who are responsible for managing business and projects from conception to completion. It is an easy-to-use tool that improves communication, expedites processes, and increases productivity. As a result, the AV project team or agency can close more deals and increase revenue.
It works best for completing projects on schedule and within budget. You can use the tool to create and assign detailed tasks, schedule & dispatch field technicians, and enable mobile status updates with on-the-go time tracking.
It also allows the user to plan installations, allocate resources, manage service calls and change orders, track actual versus budgeted labor hours, and easily monitor project progress from any device with internet access.
Features:
D-Tools Cloud allows AV integrators to manage projects & tasks effectively and optimize the workflow with optimal resource allocation & scheduling. While field technicians can manage their labor hours and tasks with D-Tools Cloud, AV project managers can use it to compare scheduled vs. actual labor hours, monitor project completion percentages, and gain insights for process refinement and cost control.
Working on the D-tools platform requires you to use two applications. While the D-tools SI is a desktop-based application, d-tools cloud is a web-based software.
As a result, you have to juggle between both apps for design and project management, while working on the same AV project. However, in X-Pro, you don’t have to switch between all three solutions, X-Draw, X-Doc and X-Pro.
All three solutions are available under one single software – XTEN-AV. As a result, you can avoid issues associated with juggling between the multiple tools and create designs and manage the project without any hitch.
Pros & Cons:
Pros: Pipelining feature, which helps in tracking and managing the resources, cloud-based platform, platform compatibility, and integration with sources like QuickBooks Online, Xero, and Amazon Business.
Cons: Not suitable for jobs that take more than a couple of weeks for completion, costly, and delayed resolution from customer support.
Pricing:
D-Tools Cloud offers monthly and annual subscriptions with five different plans:
- Single: This plan costs $99 for a monthly subscription and $1,069 for an annual subscription. It is for one office and one field user and costs $99 per month for each additional user
- Duo: This plan costs $179 for a monthly subscription and $1,933 for an annual subscription. It is for two office and three field users and costs $85 per month for each additional user
- Team: This plan costs $349 for a monthly subscription and $3,769 for an annual subscription. It is for four office and six field users and costs $80 per month for each additional user
- Company: This plan costs $649 for a monthly subscription and $7,009 for an annual subscription. It is for eight office & 12 field users and costs $75 per month for each additional user
- Enterprise: This plan costs $1,199 for a monthly subscription and $12,949 for an annual subscription. It is for 16 office and 24 field users, and costs $70 per month for each additional user.
User Reviews:
Comment: “One of the best features about the tool is its pipelining feature which integrates and helps in tracking and managing the resources, it is also very helpful in field service management.”
4. Specifi.io
Specifi.io is a cloud-based AV project management platform that combines essential process CRM, proposal generation, purchase order and inventory management, and time tracking in a single platform. It caters to small-to-medium residential and light-commercial AV integrators who are looking to replace several software with one centralized system that has specific functions.
It is best for firm size varying from small to medium, looking for a centralized platform that manages sales leads, proposals documentation, AV installations, and customer support without using multiple and separate CRM, CAD, order, or marketing apps.
Features:
AV-focused tools with integrated marketing
Automated proposals & cable schedules with real-time pricing for products
CRM and time tracking connected to the proposals
On the other hand, X-Pro comprises real-time inventory tracking and management, automated purchase order, interactive dashboard offering real-time data on the project, and mobile access to make it easier for on-field technicians to register their clock-in and clock out timings and view AV designs, project scope and comments on the design in real time.
Pros & Cons:
Pros: One-stop AV-oriented platform for CRM, proposals, orders, and project management
Cons: Cloud-based access requires network connectivity on all sites, and key features are yet to be released
Pricing:
Specifi.io offers three different plans: Individual, Team, and Company. The platform charges an onboarding price of £799 for all three plans. Here’s the breakdown of their prices:
- Individual: Monthly subscription £89 excluding local taxes for one office and two field users. £12.50 per month for each additional field user. Annual subscription at £961 excluding local taxes, with £135 per year for each additional field user.
- Team: Monthly subscription £219 excluding local taxes for three office and five field users. £73 per month for each additional office user and £10 per month for each additional field user. Annual subscription at £2,365 excluding local taxes, with £788.40 per year for each additional office user and £108 per year for each additional field user.
- Company: Monthly subscription £449 excluding local taxes for seven office and 12 field users. £65 for each additional office user and £7.50 per month for each additional field user. Annual subscription at £4,849 excluding local taxes with £702 per year for each additional office user and £81 per year for each additional field user.
Reviews:
No reviews on G2 or Capterra.
5. ProjX360
ProjX360 is a comprehensive SaaS project management software that caters to both residential home technology integrators and professional AV system integrators. It is a one-stop shop to track your sales pipeline, create proposals, and manage your projects and inventory.
ProjX360 completes the circle of project, be it a home, office, hospital, hotel and entertainment, house of worship, or educational institution. It comprises mobile apps for iOS and Android to track labor hours, push notifications, check schedules, and a mobile-friendly user interface for ease of use.
Features:
A comprehensive sales CRM to track and manage an entire sales pipeline
Monitor every project and the stage each project is in with the help of a quick snapshot feature on the project detail page
Built-in time tracking software for each project and phase to ensure that projects come in on time and within budget
Pros & Cons:
Pros: Cloud-based platform and AV inventory and project management
Cons: A newer brand with fewer users and proven reviews. Its features offer a learning curve
X-Pro, on the other hand, is a project management tool with more than 20,000 AV system integrators as users. It has necessary features that do not offer a steep learning curve.
Pricing:
ProjX360 offers a minimum plan of $334.00, which comprises three project management tool licenses, one Sales CRM License at $24/month, 1 Proposal Tool License(s) at $49/month, and an inventory Management tool at $189/month. It also comprises a $895.50 setup charge.
However, you can save 10 percent by pre-paying for the annual subscription, bringing the cost down to $300 per month.
Reviews:
No reviews on G2 or Capterra.
AV Design Mastery + Winning Proposals = 10x Productivity!
- ✔ Automatic Cable Labeling & Styling
- ✔100+ Free Proposal Templates
- ✔ Upload & Create Floor Plans
- ✔1.5M Products from 5200 Brands
- ✔ AI-powered ‘Search Sense'
- ✔Legally Binding Digital Signatures
How to Choose the Right Project Management Software for Your AV Business?
Choosing the right AV project management software can be a daunting task when you have to navigate through several options. The long and never-ending list of features and tricky pricing structures can further rain down on your parade.
Therefore, here are the factors that you should consider when choosing the right AV project management software for your team.
Scalability
Check if your project management software can adjust more users, projects, and data without causing a decline in performance or making it unable to scale the tool further. Hence, you should look for tiered pricing plans that allow you to add a number of users or modules as your team grows without forcing you to purchase the next expensive package without you needing it.
Integrations
Your project management tool should smooth data transfer between your AV design, CRM, finance, and collaboration tools to avoid any manual workaround and errors. It must also support different file formats and protocols in the AV industry.
Therefore, you should look for platforms with built-in integration modules, such as QuickBooks, Salesforce, and Microsoft 365, communication tools such as Teams & Slack, and open APIs for custom integrations.
Customizability
While working on the project management, you may need to modify the reports, dashboards, and workflows. Therefore, you must evaluate if the pm tool can help you modify them (reports, dashboards, and workflows) without changing the codes so that you can tailor the project milestones and KPIs according to the AV project deliverables.
Ease of Use
While selecting a project management software, you must choose a platform that is easy to use, reduces training time, and encourages team adoption. Therefore, you must ensure that the trial is distributed to different team members (designers, field technicians, and visual managers).
It would help you determine the learning curve of the platform and how user-friendly the core tasks, such as task creation, file uploads, and status updates, are. The project management tool must also comprise in-app guidance, tooltips, and a searchable knowledge base.
It would allow AV professionals to research the product on their own instead of waiting for a customer support representative to help them resolve their query or concern.
Budget
While considering the budget, you must consider different aspects like one-time expenses, ongoing fees, and unstated charges. You must also make sure the software is reasonably priced and offers value by considering its implementation, training, and integration costs.
Collaboration Tools
A great project management tool comprises collaboration tools such as shared dashboards, real-time editing, and threaded comments so that context and relevance are maintained throughout the discussion.
You must also look for a tool that has a mobile or table-based application with offline capabilities. It would allow AV professionals to view drawings, log hours, and upload photos on-site easily in areas with limited or no connectivity.
Support Options
One of the most essential and critical aspects that you must look for in project management software is 24*7 customer-centric support that offers quick resolutions. The best AV project management software will comprise live chat, phone support, or help centers along with community pages to help you resolve any concern and query as soon as possible.
On top of it, there are several project management software available in the AV market. This is why you have to consider different factors such as scalability, integration, ease of use, and support options when choosing the Av inventory and project management software.
This is where XTEN-AV’s X-Pro comes in. It is a great AV project management platform and a project scheduling tool. It offers all these factors and a simple and easy-to-understand pricing structure that meets your budget, along with features for project planning, resource management, time tracking and invoicing, and many more.
So, what are you waiting for? Sign up now for a 15-day free trial or book a free demo now to understand how it works and how it meets your requirements.
FAQ's
AV project management software is a tool which is used to strategically plan, create, modify, coordinate, monitor and implement tasks, working hours, events of an AV project. It comprises coordinating the purchase, setup, and installation of AV tools and technologies with extensive planning, resource allocation, budget projection, and risk assessment to set up project goals, needs, and specifications.
Yes, a cloud-based solution is better than on-premises for AV projects. It is because a cloud-based solution offers flexibility, scalability, cost-effectiveness, and ease of access. On the other hand, the comparison also depends on which of the two offers more control, customization and security or compliance needs.
Yes, many AV project management software like X-Pro support mobile access. Using the mobile access field technicians and other team members can access project details, documents and communication tools from their mobile devices or tablets on-site or in areas with limited connectivity. With its help, AV field technicians and project managers can make the work process efficient, ensure on-time project completion, and improve real-time collaboration between teams.
AV project management software caters to the AV industry with the help of features such as real-time collaboration and tracking & management of working hours, inventory, purchase orders, and events. On the other hand, generic project management tools offer general features that suit a wide range of products except AV.
AV project management software should include cloud-based access, the ability to create tasks and link them to events, a mobile application for ease of use and access to field technicians, create and modify inventory, purchase orders and invoices, and detailed project ROI insights.
Yes, PM tool like X-Pro can handle inventory, purchase orders, and invoicing. for av projects.
Yes, AV project management software like X-Pro can include time-tracking and budget management.
AV project management software like X-Pro offers integrations with tools such as Salesforce, Zoho, monday.com, HubSpot, Q360, Microsoft Dynamics 365, and ConnectWise PSA and several other third-party APIs.
AV project management software costs vary from $20 to $1400, depending on the features it offers and AV project complexity.
Key Takeaways
- The best AV Project management software that helps you save time, increase productivity, and improve profitability are XTEN-AV’s X-Pro, Jetbuilt, D-Tools, Specifi.io, and ProjX360.
- XTEN-AV’s X-Pro helps you manage the workflow throughout the project lifecycle with the help of task creation, setting project milestones, and mobile access to AV designs for field technicians.
- JetBuilt features a user-friendly design and seamless workflow that help AV integrators manage and organize critical tasks, follow-ups, and lead updates for AV projects.
- D-Tools Cloud is a web-based platform that caters to field technicians and project’s audio visual managers and security system projects. It streamlines the quoting process with an integrated project library and allows you to create eye-catching multimedia proposals that sell.
- Specifi.io is an AV-focused platform that caters to all needs, such as project management, AV proposals, CRM, and marketing. Its integrated marketing suite that manages your SEO, social, and ROI tracking in one place makes it a great choice as a project management software for AV projects.
- ProjX360 is a Saas project management software that allows you to monitor ongoing sales, create AV proposals, and manage purchase orders & inventory. Its mobile app and user-friendly interface make it one of the best project management software for AV projects.
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AV Design Mastery + Winning Proposals = 10x Productivity!
- Automatic Cable Labeling & Styling
- 100+ Free Proposal Templates
- Upload & Create Floor Plans
- 1.5M Products from 5200 Brands
- AI-powered ‘Search Sense'
- Legally Binding Digital Signatures
No Credit Card Required
