Enhancing Construction Financial management: Exploring Xero Projects and Its Alternatives

Managing finances efficiently is crucial for any business, particularly in the construction industry where projects can be complex and multifaceted. Xero, known for its comprehensive accounting system, also offers Xero Projects to help businesses manage their project financials. This integrated module within Xero provides essential tools designed to enhance transparency and control over project budgets.

Xero Projects simplifies processes such as time tracking, expense management, invoicing, and reporting, making it a valuable addition for small to medium-sized businesses looking to maintain accurate project financials. However, despite its strengths, Xero Projects may not meet all the specialised needs of every business.

This article explores the capabilities and limitations of Xero Projects and highlights alternative software solutions available in the Xero App Store. These alternatives directly integrate with Xero while offering more specialised features. We will also take a closer look at Planyard, a standout choice for construction financial management, and explain how its advanced features can transform your business operations.

Capabilities of Xero Projects

Xero Projects is an integrated module within Xero, designed to enhance project financial management for small to medium-sized businesses. As a tool developed primarily for improving transparency and control over project budgets, Xero Projects brings together features to enable effective project accounting. 

It simplifies several processes including time tracking, expense management, invoicing, and reporting, directly within the Xero ecosystem. This integration is especially useful for businesses seeking to streamline their financial workflows and maintain accuracy in their project financials.

Key features

Time Tracking

The time tracking feature in Xero Projects allows users to record the amount of time spent on different tasks using a simple start-and-stop timer. This functionality supports both manual time entries and automatic location-based tracking, catering to the needs of businesses that operate at multiple sites.

Expense Tracking

Xero Projects provides tools for tracking expenses against each project. Users can set budget estimates initially and then track actual spending to maintain financial control. This feature helps ensure that projects do not exceed their financial limits, aiding in maintaining profitability.


The software automates the invoicing process by generating invoices from tracked time and recorded expenses. This integration aims to simplify the billing process, reduce errors, and ensure that financial records are accurate and up-to-date.

Integrated Reporting

Xero Projects includes reporting functions that offer insights into the profitability and financial status of projects. These reports help businesses analyse their financial data, understand cost implications, and make informed decisions based on current project statuses.

Strengths of Xero Projects

Xero Projects stands out for several reasons that make it appealing to small and medium-sized businesses looking for effective project financial management within an accounting framework. Here are the primary strengths of Xero Projects:

Real-Time Financial Tracking

The capability to track project financials in real time is a significant advantage. Xero Projects provides users with immediate insights into budget status, expenses, and profitability. This helps businesses make informed decisions to keep projects on track and within budget.

Comprehensive Reporting

Xero Projects offers detailed reporting features that help businesses gain a deep understanding of their project performance. These reports cover topics such as profitability, cost breakdowns, and invoicing. This provides valuable insights that aid in strategic planning and future project estimations.


Being cloud-based, Xero Projects offers the flexibility of access from any location and any device, which is a crucial advantage for businesses with remote teams or those that require frequent site visits. This accessibility ensures that project managers and team members can update and check project status on-the-go.

These strengths highlight why Xero Projects is a robust tool for SMBs, addressing several core needs in project financial management effectively.

Considerations in Using Xero Projects for Financial Management

While Xero Projects provides essential tools for financial management within projects, there are some considerations to keep in mind. This especially applies for businesses with complex project management needs. Understanding these aspects can help users better assess how Xero Projects might fit into their broader financial management strategy.

Limited Handling of Purchase Orders and Subcontracts

A significant limitation highlighted by users is Xero Projects’ inability to effectively manage purchase orders and invoices related to subcontracts. Users report difficulties in keeping track of these critical elements, which are essential for maintaining clear financial oversight in construction projects. The system lacks the capability to link purchase orders directly to projects or to manage the detailed financial transactions that subcontracts typically require.

Adequacy for Complex Project Structures

For businesses engaged in projects with multiple stakeholders, varied billing structures, and detailed contractual obligations, the straightforward nature of Xero Projects’ functionalities might necessitate supplementary tools or workarounds. Users have also reported difficulties with user management, specifically in setting up user permissions and controlling who can access specific financial data. This can be challenging for larger teams that require precise control over user access to maintain security and data integrity. While Xero Projects serves well for general project financial oversight, the depth required for managing complex project finances and user roles can sometimes extend beyond its current scope.

Usability Concerns

Users have reported that certain features in Xero Projects could be more user-friendly. While tasks are linked to products and services for consistency, generating invoices using tasks and expenses requires manual input of product/service descriptions, which can be time-consuming.

Benefits of Using Construction Software That Integrates with Xero

Now that we’ve reviewed the strengths and limitations of Xero Projects, it’s clear that while it offers solid financial tool, it may not meet all the specific needs of every business. Particularly for contractors with complex project structures or specialised requirements. This brings us to the benefits of considering an alternative construction financial software that can directly integrate with Xero.

Utilising specialised software developed for construction financial management that integrates with Xero can provide tailored solutions that better fit specific operational demands. These integrated solutions allow businesses to leverage advanced features for detailed financial management while ensuring that all relevant financial information is seamlessly transferred to Xero. This approach combines the best of both worlds: robust, specialised project management tools and accurate, comprehensive accounting within Xero.

Streamlined Operations

Seamless integration with Xero minimises manual data entry, reduces errors, and saves valuable time. For businesses managing complex projects, this connection ensures smooth transitions and consistent workflows across different platforms.

Utilisation of Specialised Software

Integrating specialised software that is purpose-built for construction financial management with Xero can significantly enhance operational efficiency and accuracy. Such software is designed to handle the complex requirements of tracking contracts, purchase orders, and detailed project expenditures.

The integration with Xero ensures that accounting records are both accurate and comprehensive. It eliminates discrepancies between project management activities and financial reporting. Which provides a unified view that is essential for making informed business decisions. This not only simplifies the financial management process but also enhances the reliability of the financial data.

Improved Visibility and Control

Integrated solutions enable businesses to have a comprehensive view of project statuses and financial health. This visibility is crucial for budget management, expense tracking, and invoice management. This allows for better financial control and project outcome predictions.

Financial Management Alternatives to Xero Projects

For small to medium-sized businesses seeking financial management tools, several alternatives available in the Xero App Store offer specialised functionalities. Here are four examples of software that supports financial management for construction companies:

1. Buildxact

Key Features: Buildxact specialises in easy-to-use estimating and job management solutions. This makes it ideal for smaller construction firms. It streamlines the creation of estimates and the management of job quotes.

Key Benefits: Enhances accuracy in cost estimations and facilitates smooth financial oversight throughout the project lifecycle. All aiding in better budget management.

2. CoConstruct

Key Features: Designed for custom home builders and remodelers, CoConstruct integrates project scheduling, budget tracking, and client communications.

Key Benefits: Offers comprehensive budget and expense tracking. This helps businesses keep financials under control without manual data handling, leading to more predictable project outcomes.

3. Houzz Pro

Key Features: This platform offers project management tools along with CRM and marketing solutions tailored for residential construction businesses.

Key Benefits: Simplifies the management of project budgets and expenses, providing real-time financial insights that help maintain profitability and operational efficiency.

4. Tradify

Key Features: Tradify caters for the needs of contractors and service businesses, featuring strong capabilities in job scheduling, quoting, and invoicing.

Key Benefits: Improves the speed and accuracy of financial transactions from initial quotes to final billing, enhancing cash flow management.

These alternatives provide small to medium-sized businesses with powerful tools to manage their finances more effectively within the construction and related industries. Each option brings its own set of features that cater to specific needs, ensuring that businesses can find a solution that fits their unique operational demands.

Detailed Overview of Planyard

Planyard is specifically designed to address the financial management needs of the construction industry, providing comprehensive tools that go beyond basic project financial management. Here’s a closer look at what makes Planyard a standout choice:

Key Features of Planyard

Contract Management: Planyard offers a diverse set of features to handle contracts efficiently, covering everything from running tendering processes to payment applications. These features apply to both client contracts and subcontracts. Users can track and document costs, commitments, change orders, income, and retention for all active contracts. This provides a complete financial overview of all contracts within a project.

Purchase Orders: The platform simplifies the process of creating, issuing, managing, and tracking purchase orders. This ensures that all expenditures are recorded accurately and can be matched with invoices and contracts, reducing the risk of financial discrepancies.

Invoice Management: Planyard enables seamless invoice management by allowing project managers to approve and track invoices related to subcontracts and suppliers. Smart solutions enable Planyard to collect invoices directly from accounts payable email, eliminating the need for manual uploads. The combination of OCR scanning and reference numbers allows invoices to automatically allocate to the correct project, supplier/subcontractor, and budget items, minimising the need for manual processing. Integration with Xero and other accounting software ensures that all cost documents are sent automatically to accounting. 

Budget Tracking: One of the core strengths of Planyard is its detailed budget-tracking capabilities. It provides real-time updates on budget status, providing data for cash flow and profitability forecasts. Planyard ensures that contractors always have a complete overview of all project financials and financial performance. 

Key Benefits of Planyard

Enhanced Financial Oversight: The various features supplied in Planyard ensure that all financial data is centralised and easily accessible. This improves financial oversight and helps businesses make informed decisions based on accurate, real-time data.

Reduced Manual Data Entry: Planyard automates many of the processes involved in financial management, such as matching purchase orders with invoices and tracking contract expenditures. This reduces the need for manual data entry and saves time, which allows project functions to spend time on more strategic tasks.

Improved Accuracy: The platform’s tracking and management tools ensure that all financial transactions are recorded accurately, helping to maintain the integrity of the financial data. This is crucial for compliance and for making strategic financial decisions.

Tailored for Construction: Unlike generic project management tools, Planyard is tailored specifically for the construction industry, addressing its unique challenges and requirements. This specialisation makes it a more effective tool for managing the complex financial aspects of construction projects.

Advanced User Management: Planyard provides advanced user management features that allow administrators to set precise permissions for what information users can access and which features are available to them. This level of control ensures that sensitive financial data is only accessible to authorised users. This enhances security and data integrity. Additionally, it allows project managers to tailor users access to workflows based on roles and responsibilities, improving workflow efficiency and accountability within the team.


In summary, while Xero Projects provides a solid foundation for basic project financial management, alternatives like Buildxact, CoConstruct, Houzz Pro, Tradify, and especially Planyard offer enhanced functionalities tailored to the specific needs of the construction industry. These tools not only integrate seamlessly with Xero but also provide specialised features that help manage contracts, purchase orders, invoices, and budgets more effectively.

For businesses looking to improve their financial oversight and streamline their project management processes, exploring these integrated solutions can provide significant benefits. By leveraging the strengths of these specialised tools, businesses can ensure accurate financial tracking, reduce manual data entry, and maintain comprehensive control over their project finances.

Discover How Planyard Can Transform Your Business

To see how Planyard can transform your project’s financial management, book a demo today. Experience firsthand how Planyard can help streamline your operations and enhance financial oversight.