Sync vendor master from Xero
Planyard mirrors your Xero suppliers, so projects, POs, valuations, and invoices use the same vendor records that Finance maintains.
CIS for Contractors with Xero
Xero is your accounting source of truth. Planyard is where project teams capture, approve, and code costs so Xero CIS works flawlessly—no duplicate entry, no last-minute fixes, HMRC-ready.
- Sync the vendors with CIS from Xero
- Only forward approved bills with the vendor, account, and class
- Xero applies CIS & reverse charge automatically
No credit card required.
Trusted by construction companies globally
Why UK contractors add Planyard to Xero for CIS
Project teams work in Planyard; Finance stays in Xero. By keeping data clean at the source—POs, deliveries/valuations, invoice capture, approvals—your CIS and domestic reverse charge VAT run correctly in Xero without spreadsheet patches.
How Planyard + Xero handle CIS
Automatically keep vendor and accounts data correct in Planyard - Xero can apply CIS and reverse charge VAT reliably.
One source of truth
Everyone selects from the same Xero vendor list—no duplicates or local copies
CIS setup preserved
Each vendor’s CIS status and rate in Xero is respected when bills post back
Ready on day one
Import vendors, Chart of Accounts, and tracking categories in minutes to start clean
Fewer AP corrections
Correct vendor linkage means fewer rejected postings and rework
Capture, code, and approve before Xero
Invoices are emailed in or scanned, pre-coded, 3-way matched, and routed for approvals before anything can reach accounting.
Email-in & OCR
Turn invoice PDFs into structured data without re-typing
Project-configured approvals
Route Site → QS → Finance or trigger ad-hoc sign-off with thresholds
3-way matching
Match PO -> delivery/valuation -> invoice; block variances
Mandatory G/L
Require GL account and tracking category so posting is correct first time
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Post to the correct vendor; Xero applies CIS
Once approved, Planyard creates the bill in Xero against the right vendor with accounting accounts, class, tax, currency, and original attachments.
Automatic CIS calculation
Xero applies the correct CIS rate—no manual picking
Reverse charge VAT respected
Domestic reverse charge is handled in Xero when configured
Full evidence attached
Invoice PDF and PO/valuation refs travel with the bill for audit
Exceptions blocked
Mismatches and duplicates are held in Planyard, not posted to Xero
HMRC reporting made easy
Because vendor linkage and coding are correct at source, your CIS returns and HMRC exports pull from consistent, documented data.
Clean CIS data
Accurate supplier, tax, and coding details reduce queries
Faster month-end
Less reclassing and fewer reruns of reports
Audit trail intact
Approvals and source docs are available in Xero
Confident compliance
Reduce risk from manual edits and spreadsheet workarounds
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Subcontractor valuations & retentions
Handle staged works and retentions in Planyard so posted bills reflect what’s certified, not just what was invoiced.
Stage-based certifications
Tie claims to measured/valued work lines
Retention tracking
Manage held amounts and releases against packages
Consolidated runs
Prepare approved payment runs for Finance efficiently
No retyping
Everything posts to Xero once, correctly coded
What syncs to Xero
Only clean, approved, fully coded data moves to accounting—so Xero can apply CIS and reverse charge VAT correctly.
Approved bills with complete context
Planyard posts a ready-to-pay bill to Xero once it passes coding, 3-way matching, and approvals
Approved bills only
Nothing syncs until coding, matching, and required sign-offs are complete
Vendor, GL account, class
Each bill carries the correct supplier, account, class, tax, and currency for accurate job reporting
Invoice PDF + PO/valuation ref
Original documents and references go with the bill so Finance has full evidence
Process costs faster
Capture -> Auto-link to PO -> Approve -> Sync.
01
Capture: Email invoices to the project inbox or scan via mobile; key fields are extracted automatically.
02
Auto-link to PO: If a PO is referenced, pair with orders and deliveries/valuations; flag quantity/price variances.
03
Approve: Route by project or on demand (e.g., Site → QS → Finance) with thresholds; approve on web or mobile.
04
Sync: Approved bills post to Xero with vendor, account, tracking category, tax/currency, and attachments.
Construction project controls: Planyard vs Xero alone
| Capability | Xero Alone | Xero + Planyard |
|---|---|---|
| Project budgets & cost codes |  Spreadsheet-based |
 Structured budgets with enforceable codes |
| Purchase orders & deliveries | Basic/limited |
Full PO issuance and delivery/valuation tracking |
| 3-way matching (PO -> delivery/valuation -> invoice) | Not enforced |
Enforced with variance blocks before posting |
| Multi-step approvals (Site -> QS -> Finance) | Email/manual |
Project-configured or on-demand workflows |
| Invoice capture & pre-coding | Re-typing into Xero |
Email-in/OCR with accounting accounts and class |
| Valuations & retentions | Not supported |
Built-in staged works and retention handling |
| Live variance & end cost forecasting | After the fact |
Real-time variance alerts and forecast-at-completion |
| CIS & reverse charge VAT outcomes | Error-prone data |
Clean vendor-linked bills; Xero applies rules |
| Audit trail & attachments | Manual uploads |
Bills post with PDFs, PO/valuation refs, and notes |
Pricing for UK contractors
Simple plans that add controls to Xero. Start with essentials, upgrade as you standardise approvals and 3-way match.
Estimating
£40
/ month / project manager
Cost Estimating
Essential
£82
/ month / project manager
£33
Usually selected for: site engineers, clients, estimators or auditors.
for supporting staff
Perfect for support roles or stakeholders—gain access to essential project features and view key financial data without full platform permissions, enabling users to stay informed and contribute without hands-on tasks.Usually selected for: site engineers, clients, estimators or auditors.
Estimating and Budget Control
- Everything in Estimating
- Track budgets and actual spend
- Manage purchase invoices automatically
- Reuse active project cost data for estimating
- Sync invoices to Xero and QuickBooks
Professional
£123
/ month / project manager
£33
Usually selected for: site engineers, clients, estimators or auditors.
for supporting staff
Perfect for support roles or stakeholders—gain access to essential project features and view key financial data without full platform permissions, enabling users to stay informed and contribute without hands-on tasks.Usually selected for: site engineers, clients, estimators or auditors.
Estimating, Cost Control and Purchase Orders Management
- Everything in Essential
- Issue and manage purchase orders
- Track committed cost on the budget
- Forecast project profitability in real-time
- Create cashflow forecasts
- Manage client contracts and progress reports
Ultimate
£164
/ month / project manager
£33
Usually selected for: site engineers, clients, estimators or auditors.
for supporting staff
Perfect for support roles or stakeholders—gain access to essential project features and view key financial data without full platform permissions, enabling users to stay informed and contribute without hands-on tasks.Usually selected for: site engineers, clients, estimators or auditors.
Full Functionality
- Everything in Professional
- Automate subcontractor and vendor quoting
- Track subcontracts and progress
- Manage subcontractor variations
- Collect subcontractor valuations
Read success stories from our customers
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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