To find the right tool, Xero conducted a systematic four-step evaluation, scoring a shortlist of platforms against a consistent set of criteria. The analysis concluded that return on investment was strongly linked to the ability to embed AI in existing workflows. While other tools had competitive features, their integration with Xero’s existing Google Workspace environment was limited. This focus on deep integration as the most effective path to adoption and value led Xero to select Gemini for a company-wide pilot.

4-step evaluation to identify the tool for the pilot

A 60-day experiment was designed to test four key hypotheses: that Gemini would help increase productivity, improve meeting hygiene, elevate communications, and close knowledge gaps. The pilot involved 250 Xeros from 8 different business areas, including marketing, legal, and finance, and represented all levels of seniority. Engagement was high, with 88% of participants using Gemini at least a few times per week and the group collectively spending more than 5,000 hours testing the platform’s functionality.

Company-wide pilot

To ensure the pilot's success, Xero collaborated with its long-standing technology partner, NCS, to design and deliver a series of hands-on workshops for employees across the globe. The training was highly practical, using Xero’s own internal materials to make the use cases immediately relevant. The program taught employees a simple but effective framework for prompting, combining persona, context, task, and format to get better results. NCS also showed users how to generate content aligned to Xero's voice and messaging style by prioritizing information from their internal knowledge base.

"Having partnered with Xero for many years, we've been impressed by their willingness to adopt new technology. What's impressive is that they always have a clear 'why' behind it. With Gemini, it was all about empowering people to do their best work," says Peter Wilson, Google Workspace Productivity Engineer, NCS

Participants in the pilot reported saving an average of 3.4 hours each week. Out of the 50+ unique use cases identified by the users, the gains were most pronounced in a set of 'hero' use cases. For a communications team member tasked with creating an article from a 20-page report, the process was greatly improved: "Usually I would need to go through the whole report and manually choose which highlights to draw out and then make this into a much shorter story suitable for all our Xeros".

88% of participants reinvested the hours they saved into higher-value, more strategic tasks. A key reason for these gains was Gemini's ability to tackle the "blank page" problem. "Gemini provides an excellent first draft," one employee explained. "This saves the upfront thinking and structuring time, and allows me to focus on applying my expertise to the situation".

User sentiment was equally strong, with 77% expressing a positive view of the tool. As one team member put it, "It's now hard not to have Gemini as it's a game changer in terms of creativity and efficiency".

For Xero, the pilot's success was about technology as much as the change management invested in to support it. By creating internal champions and partnering with Google on training, the company increased participation and satisfaction. This project also validated Xero's trust in Google's innovation roadmap, proving that the organisation sees Gemini as a strategic investment for the future.