Are you looking for construction job costing software that integrates seamlessly with Xero? Our Xero job costing integration simplifies the entire process!
Using Planyard, integrate your construction job costing seamlessly with Xero. Streamline your budgeting, invoicing, and cost-tracking processes for enhanced project management and automatically forward all relevant information to accounting.
Free 14-day full-featured trial. Full access. No credit card required.
4.75/5 · 39 reviews
See how Planyard helps businesses like yours succeed - read their stories in our blog.
"We had to get our accountant on board and interface it with Xero, so invoices hit the right job number. Now an invoice gets uploaded in Planyard, I sign it off, and it drops into my Xero payment schedule in three or four weeks - it’s perfect."
Read more: E&N Group Ltd
"All of the financial data and invoices are sent automatically to Xero and emailed to my bookkeeper, who then has all the information she needs to record it correctly in our accounts. It’s sort of job done, as simple as that."
Read more: Higgihaus Developments
"When I have been working on cloud accounting like Xero and Quickbooks they don’t have a specific construction-based costing tool. You have project management costing tools but they are not aimed at the level of what construction companies need so I came across Planyard and I was like finally there is something that solves the problem."
"Xero does have a purchase order system, but it wasn't geared towards a construction business or the way we actually operate."
Read more: Rosetta Contracting
"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."
Read more: Empower Renewables
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, Quantity Surveyor, 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, valuations, and overbilling risks is nearly impossible without a specialised 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 categorised invoices are sent to Xero.
Only approved and finalised 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 finalise 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 quantity surveyor 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
Set up your budget in Planyard with cost headings, subheadings, and line items. Customize cost codes and names to fit your project needs, allowing for detailed category and line-item tracking. This provides clear visibility into project expenses.
Leverage Planyard’s Xero job costing integration workflows for subcontractor, invoice, and purchase order management to track all committed and approved project costs and see exactly where each expense is allocated.
Automatically collect invoices in Planyard and extract key information such as invoice date, number, and due date. If a corresponding purchase order or subcontract exists, invoices are automatically linked. Allocate the costs to the appropriate cost headings and line items, then approve them.
Once approved, the budget, subcontract, or purchase order is updated, and cost documents are forwarded to Xero.
No credit card required. No sales or IT support needed.
Planyard receives all available accounts from Xero, ensuring that cost documentation pushed to Xero contains the correct account information. This integration helps maintain accurate financial records and streamlines your accounting processes.
The accountant receives the invoice and can approve and pay the expense with a single click. This workflow ensures invoices are paid precisely as agreed with the supplier, leveraging the project team’s expertise to confirm the correct amounts.
Planyard imports tracking categories from Xero, allowing you to add these categories to your projects. The integration accurately categorizes all project costs, making tracking and analyzing expenses across multiple projects easier.
No credit card required. No sales or IT support needed.
Planyard imports all contacts from Xero and stores them in the contacts database.
These contacts can be utilized for invoices, purchase orders, subcontracts, and more, ensuring seamless integration and management of all project communications.
Planyard’s detailed job cost breakdown lets you see precisely what each cost consists of. Planyard simplifies profitability tracking and reveals why some jobs were unprofitable.
Additionally, you can make more accurate estimates for new projects by analyzing the budget items and costs of the portfolio projects. You can quickly review job costs across all your previous projects for better planning.
"Planyard is exactly what I’m after as a business owner: a good-value system that keeps everything in one place, saves me money and makes sure I’m not losing any money on projects. As a businessman, that’s a no-brainer."
"Planyard takes your project budget and puts it very clearly on screen, allowing you to account for all your costs, invoices, and receipts as you process them before they even reach the accounting department. This gives you a live, real-time picture of exactly where your project budget stands at any given point."
"Team members can jump into the system and immediately see exactly where a project stands without getting confused. It’s so self-explanatory and user-friendly that I don’t have to spend weeks training everyone in the company on how to use it; they can just get to work."
"If I were still relying solely on Excel to track and present the financial positions of our projects, I would be losing significant time every single month. By implementing the streamlined processes that Planyard supports, I’m saving at least three to four days of work every month that would have otherwise been spent on manual data entry and reconciliation."
"Using Planyard gives me a lot more certainty that the figures we are looking at are accurate and reflect the true status of the budget."
"It’s a fantastic visualizer; you can jump onto Planyard at any point and instantly see exactly how the job is performing straight away."
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
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 Xero—complete with chart of accounts, supplier details, project codes, and the original invoice document. This ensures your finance team gets clean, organised 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 finalised costs reach Xero—eliminating 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 can’t 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 Planyard’s online system—without needing an account. Invoices are then matched to purchase orders and contracts before approval.
No credit card required. No sales or IT support needed.
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