Xero is built for accounting, but it wasn’t designed for construction financials. Planyard is the missing link between Xero and real-time project cost control—giving contractors seamless financial tracking, automated invoice approvals, and complete budget visibility.
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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."
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"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."
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"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."
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"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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Xero helps with invoicing, payroll, and taxes, but it doesn’t provide live visibility into project costs, commitments, or profitability. This means that construction companies often rely on spreadsheets to track financials—leading to outdated data and unexpected cash flow issues.
“We used to extract reports from Xero and manually match costs to projects. By the time we had an overview, the numbers were already outdated.”
— Sam Jarman, Director, Rosetta Contracting
Xero’s purchase order system isn’t tailored for construction. Managing subcontractor payments, material orders, and contract commitments requires constant manual updates, often across multiple disconnected systems.
“Before Planyard, I had to re-enter purchase orders in multiple places. Now, I create a PO once, and everything stays updated automatically.”
— Grant Collins, Project Manager, Skyler Contracting
Xero tracks past expenses, but it doesn’t help forecast future project costs. Without a real-time financial dashboard, construction companies struggle to predict final project costs and cash flow needs—making profitability planning difficult.
“We needed a system that could tell us where we stood financially at any moment—not just at the end of the month.”
— Jason Escobar, The Keane Group
Planyard bridges the gap between Xero and construction financial management. Instead of using spreadsheets and disconnected software, Planyard integrates seamlessly with Xero. Ensuring that project costs, budgets, and approvals are always accurate and up to date.
Instead of jumping between Xero, Excel, and emails, Planyard provides a centralized platform where project teams, project managers, and accountants can manage financials together in real time.
No more waiting for monthly reports to see where your budget stands
Purchase orders, invoices, and budgets are automatically linked
Costs and commitments are recorded instantly, preventing errors
Project managers and accountants work from the same real-time data, reducing miscommunication
Managing construction POs and subcontractor invoices manually in Xero can lead to duplicate entries and payment delays. Planyard streamlines the entire process, ensuring that all financial commitments are pre-approved and checked before payment.
Avoid manual entry errors and connect POs to project budgets from the beginning
No more double billing or accidental delays when paying subcontractor invoices
Prevent overbilling and ensure payments align with contracts
Accountants receive clean, categorized data without manual work on their part
No credit card required. No sales or IT support needed.
Planyard continuously updates your budget vs. actual costs, ensuring you always know how much has been spent, how much is committed, and how much is left.
Committed costs update instantly as invoices and POs are processed
Get a clear picture of outstanding payments already done and still to come
Prevent budget overruns before they happen by catching and dealing with cost issues early
Plan your profitability ahead with real-time financial insights that require no manual reporting
Unlike other Xero construction add-ons that sync data back and forth, leading to duplicate entries and mismatched reports, Planyard ensures that only approved invoices and financial data are sent to Xero – keeping accounting streamlined and error-free.
No need for accountants to chase project managers - all of the info that is sent to Xero is already checked
Avoid duplicate or incorrect cost entries - they get filtered out already in Planyard by the PMs and QSs
Financial data is always up to date, reducing errors and the need to find issues
Planyard ensures all costs are linked to the correct projects before they reach Xero
"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."
"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."
"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 construction finances 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 pre-approved invoices and financial data to Xero, ensuring that your accounting system remains clean, accurate, and free of duplicate entries. All costs are linked to the correct projects, cost codes, and suppliers before they are sent to Xero.
No – Planyard enhances Xero by handling job cost tracking, budget forecasting, and purchase order management, while Xero remains the accounting and bookkeeping tool. This keeps financial workflows smooth while ensuring project costs are properly managed.
Some of the workflows that Planyard automates are the following:
Yes! Planyard allows subcontractors to submit progress claims and invoices online, which can then be reviewed and approved before syncing with Xero – eliminating manual processing delays.
Most teams get set up within a few hours, and full onboarding support is provided. There’s no need for complex IT setups or custom configurations.
Configuring the add-on to sync between Xero and Planyard takes just a few clicks.
Yes! Planyard is built for multi-project tracking, allowing construction companies to manage financials across all projects in one place while keeping Xero organized.
No credit card required. No sales or IT support needed.
