Capture and pre-code invoices
Email-in and OCR convert supplier PDFs into structured data. Default coding by vendor and cost code speeds review and reduces mistakes.
Xero Approval Workflows for Contractors
Xero is your accounting source of truth. Planyard adds the project-side Xero approval layer—so Site, QS, and Finance follow the same process and only approved, correctly coded bills ever reach accounting.
- Multi-step approvals (Site → QS → Finance)
- 3-way match before posting (PO ↔ delivery/valuation ↔ invoice)
- Approved bills sync to Xero with vendor, COA, and tracking category
Free 14-day full-featured trial. No credit card required.
Read success stories from our customers
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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Trusted by construction companies globally
Why contractors add approval workflows to Xero
Project teams capture invoices, match to orders, and route approvals in Planyard; Finance stays focused in Xero. The result is fewer AP errors, no duplicate entry, and clean job reporting—without changing your accounting system.
Approval workflows that fit your projects
A single, controlled flow from capture to sign-off—so every bill that reaches Xero is correct the first time.
Email-in & OCR
Turn PDFs/photos into line-item data automatically
Default coding
Apply accounts/tracking category defaults by vendor or code to minimise edits
Duplicate detection
Flag potential duplicates before approvals begin
Attachments preserved
Keep the original invoice file and notes for audit
Configure multi-step approvals (Site → QS → Finance)
Set project-specific routes or trigger ad-hoc approvals. Thresholds ensure the right people sign off based on value, package, or variance.
Roles & thresholds
Enforce approvers by project to control risk
Ad-hoc routes
Pull in specialists when exceptions arise
Approvals all in one place
Approve on the go without breaking the chain of custody
Reminders & SLAs
Keep invoices moving with timed nudges
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
3-way match before accounting
Match PO, delivery/valuation, and invoice. Variance tolerances catch price/quantity issues early and block mismatches from posting.
PO linkage
Tie invoices to the correct order automatically
Delivery/valuation checks
Verify goods received or certified work
Blocks on mismatch
Stop errors before they hit accounting
Ordered amount checks
Overages raise flags, not busywork
Enforce coding for clean Xero data
Import your Chart of Accounts and tracking categories; require coding before approval so bills post correctly tagged for job reporting.
Import COA & tracking categories
Mirror your Xero structure in minutes
Auto-mapping
Map budget lines once; mappings are reused project-wide
tracking category tagging
Tag posted bills to the correct class for job reporting.
Error prevention
Block postings without required account/class coding
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Tax outcomes respected in Xero
Planyard keeps vendor linkage and coding correct, so Xero applies all taxes correctly as required.
Vendor master sync
Use the same supplier records that Finance maintains in Xero
Tax rules applied in Xero
Bills land on the right vendor so the correct tax rates are used
Reverse charge
Retention amounts are calculated automatically and reduce risks for errors
Attachments & refs
Invoice PDFs and PO refs travel with the bill for audit
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: Pair invoices with POs 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, COA, tracking category, tax/currency, and attachments.
Approval & cost control: Planyard vs Xero alone
| Capability | Xero Alone | Xero + Planyard |
|---|---|---|
| Multi-step approvals |  Email/manual |
 Project-configured & ad-hoc routes |
| 3-way match (PO ↔ receipt ↔ invoice) | Not enforced |
Enforced with variance blocks |
| Coding enforcement (COA/tracking category) | After the fact |
Mandatory before approval |
| Invoice capture & pre-coding | Re-typing into Xero |
Email-in/OCR with defaults |
| Audit trail & attachments | Manual uploads |
Bills post with PDF & notes |
| Job variance & end cost visibility | After posting/reports |
Live variance alerts & end cost updates |
| Duplicate entry | Common |
Eliminated (approval-only sync) |
| Taxes & multi-currency handling | Manual checks |
Clean, coded bills respect Xero settings |
Contractor success stories
"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."
Pricing for Xero approval add-on
Start with estimating and budget conversion; add purchasing, approvals, and 3-way match as you standardise processes.
USD
EUR
GBP
AUD
CAD
Estimating
$52
€49
£40
$82
$74
/ month / project manager
Cost estimating
Essential
$105
€99
£82
$166
$149
/ month / project manager
$43
€40
£33
$49
$60
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
$158
€149
£123
$250
$225
/ month / project manager
$43
€40
£33
$49
$60
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
$210
€199
£164
$333
$300
/ month / project manager
$43
€40
£33
$49
$60
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 change orders
- Collect subcontractor payment applications
Frequently asked questions
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Yes. Planyard integrates with Xero and posts only approved, coded bills to Accounts Payable with the correct supplier, Chart of Accounts, tracking categories, tax/currency, and the invoice PDF attached.
Yes. Configure project-specific routes (e.g., Site → QS → Finance) with value thresholds or ad-hoc requests; only fully approved items are eligible to post to Xero, with a full audit trail.
Yes. Planyard matches PO → delivery (goods received) → invoice; price/quantity mismatches and over-billing are blocked until corrected, and delivery evidence is required before approval.
Yes. Budget/cost codes map to Xero tracking categories, so posted bills arrive pre-tagged for accurate project and phase reporting—no after-the-fact recoding.
No. Planyard handles project-side controls (approvals, coding, 3-way match); Xero remains your accounting system and the system of record for tax and financial reporting.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.