Xero Job Costing Integration With Planyard Simplifies Project Cost Control

Automatic budget updates enable real-time cost control

Upload your estimated budget to Planyard and track your project costs using our construction budgeting tool. Every time you approve costs, the budget updates automatically, ensuring project profitability is always current without manual work.

Send out your invitation to tender to subcontractors just like you would via email. Enter the RFT name and description of the tender, upload technical specifications, and select the related budget lines. Planyard will send automatic invitations with a link where your suppliers can upload their tenders.

The quantity surveyor approves the costs in Planyard when they receive them

After you have signed a contract with the subcontractor or sent out the purchase order, it’s time to approve costs. Forward invoices to Planyard via our mobile apps, email client integrations, or your unique purchase ledger email address.

When the quantity surveyor is back in the office, they can select the budget lines to which the cost is connected and approve it. As soon as they approve the cost, the budget, the subcontract, and the purchase order update automatically.

Approved construction invoice is automatically sent to Xero

When you approve your invoice, it will automatically be sent to Xero. The quantities and price from Planyard will be sent to Xero with the original invoice document.

When the accountant receives the invoice, they only need one click to approve it and pay the expense. This workflow ensures that no invoices are paid out above what was initially agreed with the supplier. This is because the project team knows best whether an invoice is in the correct amount or not.

Connect your budget line-items with your Xero accounts

You can optionally connect your budget line-items with the right accounting accounts on Planyard. This eliminates the need to select the corresponding accounting accounts on Xero manually.

This means the accountant and quantity surveyor have one less step to worry about. Accountants won’t have to chase quantity surveyors for details about the expense, such as which line item, cost code, and project it’s related to. The quantity surveyor already filled it out on the pre-approved invoice.

Our support centre has more info on the Xero job costing integration.

All of your Xero and Planyard contacts are in sync

When you connect Xero and Planyard, all your contacts will be loaded into Planyard. This syncing happens every time you log onto Planyard, so you can be sure you always have the same contacts in both systems.

When you create a contact in Planyard, it will be pushed to Xero as soon as you approve a cost. So it doesn’t matter which software you use to create the contacts.