If you’re using Xero and starting to feel the limits around job costing, budget vs actuals, forecasting, or construction-specific financial workflows, you’re not alone. Xero is excellent for accounting — but construction needs more. Here are the strongest alternatives and complements to Xero, and why pairing Xero with construction-specific financial software (like Planyard) leads the field.
Why Contractors Look Beyond Xero
Xero is a powerful accounting system, but construction teams often outgrow it because:
- Xero’s tracking categories aren’t true job costing. Multi-phase, multi-package projects require deeper visibility.
- Budget vs actuals, cost-to-complete forecasting and CVR aren’t native features.
- No subcontractor management or 3-way match workflows.
- Variations, commitments, retention and valuation workflows require manual Excel workarounds.
- No built-in approval workflows before costs hit the ledger.
- Construction teams need real-time project financials — Xero is ledger-first, not project-first.
When the priority is cost clarity, forecasting accuracy and control, it’s natural to look for alternatives or add-ons that handle construction-specific financials while allowing Xero to continue doing what it does best.
What to Look for in a Xero Alternative (Construction Focus)
For SMEs focused on protecting margin and keeping projects under control, prioritise:
- Job Costing & Budget vs Actuals – Live cost tracking against each budget line and package.
- Commitments, POs & Subcontractor Control – Track spend before invoices arrive.
- Variations & Valuations – Commercial-grade workflows tied directly to budgets.
- Forecasting & Cost-to-Complete (EAC) – Real-time visibility of margin impact.
- Accounting Integrations – Seamless sync with Xero or other GLs to eliminate double entry.
- Ease of Onboarding – Adoption in days, not long ERP-style deployments.
- Transparent Pricing – Predictable for SMEs.
- Fit for Construction SMEs – Strong commercial controls without unnecessary modules.
- Migration Readiness – Ability to run alongside or replace Xero’s project-tracking features without redesigning your whole process.
Quick Comparison Grid – Top Xero Alternatives
| Tool | Primary Strength | Construction Financial Depth | Best For | Time to Adopt |
|---|---|---|---|---|
| Planyard | Job costing & construction financial control |  Very high (budgets, commitments, forecasting, approvals, Xero sync) | SMEs focused on commercial control | Days to 1 week |
| QuickBooks Online | Accounting with better built-in job costing |  Medium – better than Xero, still needs add-ons for deep construction workflows | SMEs wanting stronger native job-costing | Days |
| Sage / Eque2 | Construction-tailored accounting | High – built-in job costing, contracts, retainage | Mid-size firms with accounting teams | Weeks to months |
| Procore Financials | Project management + cost control modules | Medium – strong commitments/POs, weaker forecasting without spreadsheets | Firms wanting an all-in-one PM + finance suite | Weeks |
| COINS | Full construction ERP | High – enterprise-level financials | Larger contractors | Months |
| Archdesk | Modern ERP-style all-in-one for SMEs | High – extensive budgeting & forecasting | Growing contractors | Weeks |
Deep Dive: Key Xero Alternatives
1. Planyard
Overview
Planyard is a financial-first construction platform built for contractors needing precise control of budgets, commitments, subcontractor payments and forecasting. Xero handles your ledger; Planyard handles the project financial engine. It syncs clean, approved data back into Xero automatically.
Financial / Cost-Control Fit
Planyard is designed for real-time budget vs actuals, commitments, purchase orders, subcontractor claims, variations, retainage and cost-to-complete forecasting. It removes the need for spreadsheets and ensures only approved costs flow into Xero through a clean, automated integration.
Who It’s Best For
SMEs that want a fast rollout and enterprise-grade commercial control without ERP complexity. Ideal for main contractors, developers, design-and-build firms and subcontractors managing multiple packages.
Link to detailed comparison
See full description: Xero + Planyard →
2. QuickBooks Online
Overview
QuickBooks is often the closest like-for-like alternative to Xero. It offers stronger native job-costing reports and is popular among US-based contractors.
Financial / Cost-Control Fit
QuickBooks still lacks construction-specific controls like subcontractor management, valuations, retainage and forecasting. Most contractors still require a construction financial tool on top (similar to how Xero users depend on add-ons).
Who It’s Best For
Contractors who want incremental improvements to job costing but still plan to pair QuickBooks with a dedicated construction financial system.
When to Consider Planyard Instead
If the goal is true budget-to-actual tracking, live forecasting, and subcontractor control — not just job-cost reports — Planyard provides deeper, construction-specific workflows and syncs to Xero for ledger management.
Link to detailed comparison
See full comparison: QuickBooks + Planyard →
3. Sage / Eque2
Overview
Sage (100, 300 CRE, Intacct) and Eque2 provide construction-tailored accounting platforms with built-in job-cost modules, compliance features and financial reporting.
Financial / Cost-Control Fit
Strong on contracts, retainage, job costing and accounting governance. But these systems require multi-month implementations and significant training.
Who It’s Best For
Mid-sized and larger firms with accounting teams, compliance requirements, or high project volumes.
When to Consider Planyard Instead
If you want robust commercial controls without a heavy ERP rollout, Planyard can sit on top of Xero and deliver CVR, variations, commitments, forecasting and valuations within days.
Link to detailed comparison
See full comparison: Eque2 vs Planyard →
4. Procore (Financials)
Overview
Procore is an all-in-one project management suite. It includes modules for budgets, commitments, invoicing and cost tracking.
Financial / Cost-Control Fit
Procore’s financial module is strong for commitments and POs but often still relies on spreadsheets for forecasting and cost-to-complete. It also lacks native Xero integration.
Who It’s Best For
Mid-sized contractors adopting Procore primarily for project management, with financial tools as an add-on.
When to Consider Planyard Instead
If forecasting, CVR, variation control and clean Xero sync are core priorities, Planyard provides a more focused financial engine without the overhead of a full PM suite.
Link to detailed comparison
See full comparison: Procore vs Planyard →
5. COINS
Overview
COINS is a heavyweight construction ERP that unifies accounting, job costing, HR, procurement and plant.
Financial / Cost-Control Fit
Very strong, enterprise-focused financials. But overkill for SMEs and month-long (or longer) implementations are the norm.
Who It’s Best For
Large contractors with complex operational and financial structures.
When to Consider Planyard Instead
SMEs wanting financial accuracy without ERP complexity will deploy Planyard far faster and avoid long-term maintenance overhead.
Link to detailed comparison
See full comparison: COINS vs Planyard →
6. Archdesk
Overview
Archdesk is a cloud-based, ERP-style tool offering estimating, procurement, finance and project delivery within one system.
Financial / Cost-Control Fit
Good budgeting and forecasting depth with broader operational features. Setup takes time due to its wider scope.
Who It’s Best For
Growing contractors who want an all-in-one system and have the resources to manage the rollout.
When to Consider Planyard Instead
If you want fast deployment of commercial controls (budget vs actuals, variations, valuations, forecasting) without onboarding a complete ERP, Planyard’s focused scope is a cleaner fit.
Link to detailed comparison
See full comparison: Archdesk vs Planyard →
Why Planyard Is the Best Fit for SMEs Focused on Construction Financials
- Built specifically around budgets, commitments, cost tracking, approvals and forecasting.
- Designed for SMEs — lean, intuitive, minimal training.
- Implemented in days, not months.
- Lower total cost of ownership thanks to reduced complexity.
- Syncs clean commercial data into Xero for one true financial source.
If your priority is controlling costs, protecting margins and eliminating spreadsheet-based chaos, Planyard is built for you.
Migration / Switching from Xero (or Running Alongside It)
Checklist for switching or co-existing:
- Audit budgets, cost codes and subcontractor commitments.
- Decide whether to migrate only financial workflows or the full commercial workflow.
- Clean and import historical data.
- Start with a pilot project.
- Connect Xero or other accounting integrations.
- Train the team and monitor early CVR cycles.
Most teams transition in days rather than months.
Next Steps
Ready to see financial-first construction cost control working alongside Xero?