Top 5 Project Management Software CRM & Invoicing Tools for AV System Integrators
Sahil Dhingra
Published 18 Feb 2026
Manage Your Multiple AV Projects with XTEN-AV
AV projects don’t fail because a task was missed. They fail when teams have limited visibility into project progress and lack cross-team coordination.
Further, it becomes more challenging when BOMs are maintained in Excel, floor plans are shared as static PDFs and approvals are tracked through long email threads. This shows that one scope change can create version confusion across sales, engineering and procurement. That leads to wrong orders, missed site readiness and delayed commissioning.
That’s why many AV integrators choose project management software to centralize AV workflows, control scope changes and maintain real-time project visibility.
In this guide, you will discover the best AV project management software to boost overall productivity and efficiency in 2026.
The top 5 project management software providers for the AV industry are XTEN-AV, JetBuilt, D-Tools, ProjX360 and Specifi.io.
XTEN-AV (X-Pro)
XTEN-AV provides a complete ecosystem for complex AV projects, offering real-time insights, inventory tracking and customizable workflows for integrators and field teams.
JetBuilt:
JetBuilt is a Web-based AV project management tool with an intuitive interface, customizable dashboards and offers branded proposal creation.
D-Tools (Cloud & SI)
D-Tools simplifies AV project management with design tools, budget monitoring, mobile access and comprehensive reporting.
ProjX360
ProjX360 is a SaaS based platform for AV project management, offering sales pipeline visibility, proposals and inventory control.
Specifi.io
Specifi.io is a Cloud-based AV platform for small and growing firms with CRM, proposals, purchase orders, inventory management and time tracking.
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AV project management software is a specialized platform which enables AV teams to manage system design, track equipment, schedule installations, update documentation and manage project closeouts within a single system.
It automates AV asset tracking from warehouse to site, while ensuring BOM validation stays aligned with architectural drawings during the integration phase.
Frequent scope changes are one of the most common challenges AV project managers need to face during the active design and installation phase. For example, the client is revising the room layout, the display size is being upgraded from 65 inches to 85 inches, or another room is being added to the same project scope.
If these changes are not logged and approved, the project plan falls behind. Design teams and installers may continue using older drawings and equipment lists. That leads to rework, onsite confusion and schedule delays.
That is one reason many AV integrators are adopting to AV project management software. It records scope changes, captures approval history and automatically updates installation schedules with the related documentation across the project.
The best AV project sales and management software is XTEN-AV’s X-Pro, Jetbuilt, D-Tools, Specifi.io, and ProjX360. While each of this software improves productivity with the help of AI automation to 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
X-Pro by XTEN-AV is a modern cloud-based project management solution specially built for AV professionals handling complex projects. It empowers teams to seamlessly manage complex AV projects by eliminating the need of fragmented tools.
As a part of the XTEN‑AV ecosystem, X‑Pro gives AV project managers complete control over projects with tools tailored for AV integration and installation workflows. You can create and assign tasks linked to project events, track AV inventory in real time, generate purchase orders and invoices within the platform.
Field teams can access drawings, clock in/out and update progress on mobile. The centralized dashboard tracks installation schedules and task progress, giving AV teams full visibility from installation to project completion.
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Features
Task Creation & Event Tracking:
AV professionals can create and assign tasks and link them to project milestones. This process helps to monitor progress in real-time and keep the project on track.
Track Work Hours on Site:
Field teams get the facility to clock in/clock out tasks onsite. This process helps project managers track progress in real-time and manage resources efficiently.
Smarter Inventory & Procurement Control:
X-Pro streamlines inventory and purchase tracking to ensure resources are properly available and avoid project delays.
Track ROI & Metrics:
To improve project planning and execution, it offers detailed analytics and progress reports. These data-driven insights help in tracking ROI, identify bottlenecks and prevent cost overruns.
Cloud Access and Seamless Collaboration:
Being a cloud-based platform, X-PRO gives AV teams the facility to instantly access updated data anytime, anywhere on any device. This makes collaboration effortless and keeps everyone aligned on the same page.
Pros & Cons:
Pros
- The software focuses on tracking every stage of the project lifecycle, making it suitable for complex AV projects.
- Provides real-time AV project performance and ROI insights to optimize budgets, resources and efficiency.
- Field technicians can easily access drawings, task lists and documents on their mobile device, which enables faster execution and real-time updates.
- Track the time spent on tasks to generate accurate invoices and manage project costs efficiently.
Cons: May require a short learning curve for new users.
Pricing:
- Free Trial
15 days of free trial (no credit card required)
- Basic
$104.25 per user/month (billed annually)
- Business
$111.75 per user/month (billed annually)
- Enterprise
$126.75 per user/month (billed annually)
- Project Management (X-PRO Add-On)
$11.25 per user/month (billed annually, optional).
Integration:
XTEN-AV integrates easily with many popular business apps, which include HubSpot, QuickBooks, Salesforce, Zoho, Microsoft Dynamics and many others.
User Reviews:
Users often liked XTEN-AV’s interactive and user-friendly interface. Also, praised its AI-driven ecosystem for reducing dependence on multiple tools.
2. Jetbuilt
Jetbuilt is a web-based project and proposal management platform which is mainly used by AV integrators during the pre-installation phase of the project. The platform is mainly used for simplifying quoting, proposal creation and client-facing documentation. While it tracks projects at a basic level, its core strength is simplifying proposals, keeping pricing accurate and moving opportunities from sales to approved projects.
Features:
Template customization: Users get the facility to create custom templates for proposals and reports which enhances overall presentation quality.
Vendor Integration: The platform supports integration with vendors for accurate pricing and product details.
Budget Tracking: The software has tools which track project budgets and expenses in real-time.
Client Portal: Contains a dedicated client portal for viewing project updates, document access and for team collaboration.
Pros:
- Jetbuilt offers a user-friendly and easy-to-use interface.
- Allow users to extensively customize templates and dashboards to match their project workflow.
- Reduces manual input and increases overall efficiency through project automation.
- Enables users to create detailed, branded quotes and proposals for ease of use.
Cons:
- The pricing may be a concern for small teams with limited budgets.
- Occasional bugs may disrupt project workflows.
- The system might face performance issues on large and complex projects.
Pricing
- Free Trial
Free Trial available for 2 weeks.
- Lite:
$69 per user/month for the first 3 users.
Also, $59 additional per user for budgeting and proposal tools.
- Enterprise:
$137 per user/month for the first 5 users.
Also, $127 additional for accessing the advanced features of Jetbuilt.
Optional Add-Ons:
- AI-generated schematics/rack plans from $45 per month
- Client management from $25 per month.
Integration:
Jetbuilt offers integration support with platforms such as HubSpot and Salesforce for better client management.
User Review:
Users appreciated Jetbuilt for its fast and easy-to-use interface. But, highlighted the gaps in live integration support. Some users also feel that the price of the software is a bit costly.
3. D-Tools
D-Tools is a well-established AV business software which is known for its strength in system design, product specification and project cost management. It offers D-Tools SI for on-premise use and D-Tools Cloud for cloud-based workflow. Rather than focusing on execution, the platform targets design, estimation and pre-installation phases. It provides features for budget visibility while maintaining documentation continuity.
Pros
D-Tools Cloud offers a dedicated mobile app for remote project management.
Includes integrated design tools which help in creating professional AV system layouts and proposals.
Reporting tools of the platform simplify budget management and the project tracking process.
Supports third-party integration for simplified project workflow management.
Cons
New users might face difficulty in using its complex software and require a steep learning curve to get familiar with it.
Technical support is slow and inconsistent according to user feedback.
Features
Cloud-Based Access: Give users the ability to access their project management details from any device, anywhere.
Field Service Management: Offers real-time tracking of project budgets to prevent overspending and ensure financial accountability.
Automated Proposals: Supports automated proposal creation to reduce manual effort and save time.
Product Library: Contains an extensive AV product library for quick design and project estimation, helping to minimize time on sourcing.
D-Tools Pricing Plans
• Free Trial / Demo: D-tools offers a free product demo (Trial plan varies according to the plan).
• D-Tools Cloud – Solo: Plan starts from $99/user/month ( Billed monthly or annually)
• D-Tools Cloud – Duo: Plan Starts at $179/user/month (more users & features)
• D-Tools Cloud – Team & Enterprise: Custom pricing based on team size.
• System Integrator (D-Tools SI): From $1,800/user/year (on-premise, quote required)
• Add-Ons & Support: Offers optional add-ons such as additional field users and premium support at an extra cost.
Integration
Supports integration with QuickBooks, Hubspots and Xero. Also, enables seamless syncing between D-Tools SI and D-Tools Cloud.
User Review
Users praised the engaging project management features but highlighted the issue of bugs and a slower update cycle.
4. Specifi.io
Specifi.io is a cloud-based AV project management platform which integrates CRM, proposal generation, purchase orders, inventory management and client communication into a single system. It is mostly adopted by small to mid-sized AV firms who are seeking to streamline sales, procurement and project workflows. Rather than focusing on complex engineering or large-scale execution, Specifi.io prioritizes speed, simplicity and supplier connectivity.
Pros
The project updates and invoice details are given to clients through its built-in client portal.
Contains a dedicated mobile app for real-time project and team management.
Offers accurate pricing details and streamlines the procurement process through an integrated supplier network.
Provision of built-in marketing and branding tools.
Cons
Limited support for external third-party integrations.
The platform requires the onboarding of first-time users to access all features.
Features
Integrated CRM: Includes an integrated CRM for ensuring organized customer data management.
Supplier Collaboration: Facilitates the feature to directly connect with suppliers for properly managing the ordering and inventory management process.
Proposal Management: Easily convert the leads into proposals and projects efficiently through a single click facility.
Client Portal: Allocation of time can be done for team members to properly manage tasks within the platform.
Specifi.io Pricing Plans
• Free Trial
14-day free trial (no credit card required)
• Individual
£89 per month (billed monthly) / £80 per month (billed annually)
• Team (Most Popular)
£219 per month (billed monthly) / £197 per month (billed annually)
• Company
£449 per month (billed monthly) / £404 per month (billed annually)
• Optional Add-Ons
White-label portal, SEO Toolkit, Specifi Echo (prices vary per add-on)
Integration
Specifi.io connects with Google Workspace, Microsoft 365, QuickBooks, Xero, plus major AV supplier catalogs to provide real-time data, smooth collaboration and efficient project workflows.
User Review
There is no review available on Capterra and G2 based review platforms.
5. ProjX360
ProjX360 is a SaaS based project management solution built for AV system integrators and installers. It contains a dedicated Sales CRM for efficiently managing and tracking the entire sales pipeline. The project management platform of ProjX360 provides clear visibility across various project stages for enabling proper time tracking and on-time delivery.
Pros
ProjX360 has a dedicated mobile application for both Android and IOS platforms.
Offers customizable reports which can be saved and accessed later.
Enables easy product management with automatic manufacturer pricing updates.
Simplifies after sales service process through built-in warranty tracking.
Cons
There is no fixed public price. Pricing depends on the options selected.
A newer brand with a limited user base and a less established track record.
Key Features
Customizable Checklists: Creation of a custom checklist is supported in the software. This helps to ensure all project tasks are completed according to high-quality standards.
Proposal Generation: Users can create professional proposals with complete system details. It includes product cloning, notification and e-signature capabilities.
Work Orders: Dedicated support for handling project and service work orders for efficient field operations.
Scheduling: Uses calendars and phase-based planning to manage task timelines across teams.
ProjX360 Pricing Plans
Starter Plan
$229/month (billed annually, save 10%)
Includes 2 full users and 3 tech users, extra users can be added separately.
Also, the one-time setup is $445 with 6 onboarding hours.
Growth Plan(Most Popular)
$449/month (billed annually, save 10%)
Includes 4 full users and 6 tech users,extra users can be added separately.
Also, the one-time setup is $695 with 8 onboarding hours.
Professional Plan
$789/month (billed annually, save 10%)
Includes 8 full users and 12 tech users,extra users can be added separately.
Also, the one-time setup is $1,395 with 12 onboarding hours.
Enterprise Plan
$1,199/month (billed annually, save 10%)
Includes 16 full users and 24 tech users,extra users can be added separately.
Also, the one-time setup is $1,995 with 20 onboarding hours.
Integration
ProjX360 offers third-party integration support with platforms like D-Tools, Portal and QuickBooks.
User Review
There is no review available on Capterra and G2 based review platforms.
Top 5 AV Project Management Tools Compared: Find Your Best Fit:
Tool Name | Best Fit For | Why AV teams use it | Pricing model |
XTEN-AV (X-PRO) | Teams who want a complete AV ecosystem. | Automated PM and field workflows, tasks, time, inventory, POs & invoices | XTEN-AV offers a full AV Ecosystem at 139 USD per user /month. |
Jetbuilt | Integrators that need quoting to install tracking with strong AV pricing and project visibility. | Dealer pricing, proposals, tasks, time tracking, inventory & collaboration | Starts at 69 USD per user /month. |
D-Tools (Cloud, SI) | Teams that want a mature AV estimating and delivery stack with structured operations workflows. | Product library, proposals, PM, POs, service & time tracking | D Tools SI starts at 150 USD per user /month.
|
ProjX360 | Integrators that want ops-style project control with accounting sync. | Project tracking, scheduling, invoicing, inventory & integrations | Starts at 229 USD per month, billed as a company plan. |
Specifi.io | Teams that want CRM, proposals, invoicing and project workflows under one platform. | CRM, proposals, e-sign, invoicing, portal & suppliers | Starts at 89 GBP per month, billed as a company plan. |
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?
While selecting Project Management Software for AV companies, it is essential to choose a platform which properly manages workflows, streamlines documentation processes and ensures seamless on-site execution. The following key considerations will support effective decision-making.
Align With AV Workflows
The software should support the complete AV Project Life Cycle. This involves phases such as system design, engineering, procurement, installation, testing and commissioning.
BOM and Equipment Management
Prioritize tools that can properly manage BOMs, AV Components, manufacturer details and support version updates.
Seamless AV Design Integrations
The platform must offer seamless integrations with existing tools and leading business applications. This helps to ensure smooth data workflow across AV systems.
Multi-Site Project Tracking
Many projects often involve multiple rooms, floors or locations. The software must be able to track project progress, schedules and AV deliverables across all sites.
Cross-Functional Collaboration
Opt for a solution which enhances coordination between sales, design, engineering, installation teams and external vendors.
Project Monitoring with Real-Time Dashboards
Real-time dashboards should present project status, scope changes, installation progress and cost impact in one place. This will help AV project managers detect risks early and keep on-site execution on track.
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.
As AV projects are becoming more complex, integrators need software built for AV workflows rather than generic tools. Platforms like Jetbuilt, D-Tools, ProjX360 and Specifi.io cover parts of the workflow but often require multiple systems to manage the full project lifecycle.
XTEN-AV provides a unified AV ecosystem, combining design, documentation, project management and field execution in a single cloud platform. This reduces handoffs, minimizes errors and improves visibility, enabling better project outcomes.
FAQ's
AV Project Management Software is a platform that organizes design, procurement, installation and resources to ensure smooth project delivery.
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 Considerations include support for AV workflows, BOM and inventory tracking, scope change management, real-time project visibility, integrations and team collaboration.
Top AV project management platforms include X-Pro by XTEN AV, Jetbuilt, D Tools, ProjX360 and Specifi.io.
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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
