Xero works for accounting, but not for job management. Planyard bridges the gap by automating cost tracking, eliminating spreadsheets, and giving you real-time visibility into your project finances.
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Xero wasn’t built for detailed project cost tracking. Manually entering purchase orders, invoices, and expenses into spreadsheets leads to wasted time, duplication, and errors.
“To understand the financial position of a single project, I used to spend 2-3 days exporting data from Xero and matching it in spreadsheets—only to find I wasn’t even sure the numbers were right.”
— Jason Escobar, Project Manager, The Keane Group
Xero provides an overview of financials but lacks job-level cost tracking. By the time reports are compiled, it’s often too late to react to budget overruns.
“Without real-time cost tracking, it’s easy to mistake being busy for being profitable. We needed a system that told us which projects were actually making money before it was too late.”
— Sam Jarman, Director, Rosetta Contracting
Xero’s purchase order system isn’t designed for the way construction businesses operate. Tracking subcontractor commitments, progress claims, and overbilling risks is nearly impossible without a specialized tool.
“Before Planyard, we relied on Excel for subcontractor payment tracking. It was time-consuming and prone to mistakes—overbilling risks were a constant issue.”
— Claire Hill, Quantity Surveyor, Brown & Bancroft
Unlike other construction software that syncs data back and forth with Xero - leading to confusion - Planyard ensures all job costing and project financials happen in one place. Only approved invoices are sent to Xero with all necessary accounting details, so the finance team doesn't need to guess where costs belong.
Planyard is built for project teams, while Xero is designed for accounting. Costs, budgets, and commitments are managed in Planyard, and only pre-approved, correctly categorized invoices are sent to Xero.
Only approved and finalized costs reach Xero
Project financials are controlled in one system and by the PMs
A clear one-way process ensures clarity between project teams and accounting
Project teams track costs in Planyard, accountants finalize books in Xero
Instead of sending raw invoices to Xero and forcing accountants to figure out project costs manually, Planyard ensures every invoice is pre-processed before it reaches Xero.
Each invoice in Xero has the chart of accounts assignments already done
Since the info is already there with the context, it makes for easy verification
Each invoice comes with job, cost code, and responsible project manager attached
The original invoice and a Planyard report are sent to Xero for complete transparency
No credit card required. No sales or IT support needed.
Many construction teams still extract reports from Xero and manually match them to projects. Planyard eliminates this by keeping job costs live and accurate so you always know where you stand.
Without waiting for reports from the project teams or invoices from accounting
All costs get approved in Planyard - the actuals get automatically reported
No need for monthly spreadsheet adjustments since the system does it for you
The costs are linked to projects at the source and entered just once
Planyard helps prevent overbilling errors and ensures all project costs are validated before payments are made.
Invoices are matched to purchase orders and subcontracts before approval
Planyard flags invoices exceeding agreed values
You always see the committed amounts so you can prevent budget surprises
If costs exceed planned or revised budgets, you'll be notified by the system
No credit card required. No sales or IT support needed.
Managing subcontractor claims and supplier invoices manually can lead to delays and mistakes. Planyard streamlines the process with automated tracking and approvals.
No back-and-forth emails or papers - they can just submit the work done this month
Invoices are compared to the contracts and get checked before reaching Xero
Retention amounts are calculated automatically and reduce risks for errors
Invoices only go one way and don't get lost - avoiding fees for delays
Most construction teams rely on manual financial reports that are outdated by the time they’re compiled. With Planyard, financial reporting is live and up to date.
Into the costs of any project that's ongoing or in the warranty phase
You can see budget vs. actuals at any time and react to cash flow problems if needed
You can see the financial status of your whole portfolio in one dashboard
No more manual exports to do - the data is always accurate in Planyard
Planyard keeps job costing in one place, ensuring project teams manage budgets while accountants get clean, pre-approved invoices in Xero.
Cost estimating
Estimating and budget control
Estimating, cost control and purchase orders management
Full functionality
See how Planyard helps businesses like yours succeed - read their stories in our blog.
"Planyard's integration with Xero has streamlined our project financials, providing clear insights and saving us valuable time. It's easy to use and keeps all commitments organized for seamless financial tracking."
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"Planyard saves us 3-4 days per project by simplifying financial tracking and cutting out double data entry. It’s user-friendly and lets us focus on our main tasks."
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"Planyard is basically a live CVR and saves time by making Excel unnecessary. Once a project’s set up, I can rely on Planyard to stay organized without spreadsheets."
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"If there’s some problem with the budget, it just tells you what you need to fix and you’ll be fine. It really just kind of thinks a step ahead for you."
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We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Planyard syncs only approved invoices to Xeroâcomplete with chart of accounts, supplier details, project codes, and the original invoice document. This ensures your finance team gets clean, organized data without extra work.
No. Planyard is a job costing and budget management tool, while Xero is for accounting and bookkeeping. Planyard helps construction teams manage job costs, and only pre-approved financial data is sent to Xero.
Yes! Unlike other construction software that syncs data back and forth, Planyard ensures that only finalized costs reach Xeroâeliminating errors, duplicates, and misclassified expenses.
Xero tracks financial statements, but it lacks detailed project cost tracking. Planyard lets you manage budgets in real-time, track commitments, and forecast profitability – something Xero alone canât do.
If an invoice is not approved in Planyard, it does not sync to Xero. This ensures only verified costs appear in your accounting system, reducing the risk of overpayments or misallocated expenses.
Subcontractors can submit invoices directly through Planyardâs online systemâwithout needing an account. Invoices are then matched to purchase orders and contracts before approval.
No credit card required. No sales or IT support needed.