Xero is great for accounting, but it does not show committed costs, live project forecasts, or where margin is slipping before it is too late. Planyard gives contractors using Xero a live view of budgets, orders, invoices, forecasts, and project profitability in one place.
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If your project forecasting still lives in spreadsheets while your accounting lives in Xero, you are not alone. Most contractors outgrow the basic visibility Xero provides long before they outgrow Xero itself.
Project forecasts built outside of Xero
No visibility into what is already committed
Teams not aligned on live project data
No early warning of where projects are heading
"With our old system, all the data we were looking at were yesterday's numbers. Construction works on very tight margins - costs can run away with you quickly. By the time we'd navigated the software and got a report out of it, we could find that our project was making a loss, and it was too late."
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Xero shows what has already been posted. Contractors also need to see committed costs, revised budgets, variations, and expected margin before those costs arrive in the accounts.
No forecast from project budget to final margin
Costs committed weeks before they show in Xero
Xero, spreadsheets, and inboxes do not add up
Delayed data means delayed decisions
"We wanted to know before a project finished whether we were going to make a profit or not. Planyard has allowed us to do that. We can see exactly which jobs are profitable and which ones are not and can make changes on the go."
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Planyard sits in front of Xero as the project financial control layer. Teams manage budgets, orders, approvals, valuations, and forecast updates in Planyard, then push approved invoice data to Xero for accounting.
See how Planyard works with XeroPull existing Xero structure into Planyard
Invoices arrive coded with attachments
Operational and accounting teams stay aligned
Each team works in the tool built for their role
Most teams do not adopt forecasting software because they want another system. They do it because spreadsheets, accounting exports, and manual CVRs stop giving them a reliable view of where projects are heading.
Replace spreadsheet forecasting entirely
Data flows once, not copied between systems
Less time assembling data, more time acting on it
Live numbers replace monthly rebuild cycles
"What makes Planyard so effective is how it presents the critical data. It links cost codes directly to the budget and current costs, while providing a clear forecast for what's ahead. Being able to see the variances between the original budget and the actual spend-to-date at a glance is exactly what we need to stay in control."
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Planyard helps contractors standardize how project teams manage budgets, orders, valuations, invoices, and revisions, while finance still keeps Xero as the accounting source of record.
Book A DemoOne source of truth for committed costs
No more approval-by-inbox for invoices
No waiting for month-end report packs
Same workflow on every project, every team
"The system ensures that what gets measured actually gets managed. It provides a level of accountability that is baked directly into the platform, ensuring that every project detail is accounted for."
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Move to a live view of budget, committed costs, invoices, forecast, and project profitability before month-end catches up with you.
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Because Xero is built for accounting, not live construction forecasting. Contractors also need visibility into committed costs, revised budgets, variations, and expected project margin before invoices are posted.
No. Planyard works alongside Xero. Xero remains the accounting system, while Planyard becomes the project financial control layer used before costs reach accounting.
Yes. Approved invoices can be pushed to Xero so finance does not need to re-enter the same data manually.
Spreadsheets are slow to update, hard to standardize, and easy to break. Planyard connects budgets, commitments, invoices, and forecasts in one live workflow.
Yes. That is one of the main reasons contractors move beyond Xero-only and spreadsheet-based workflows.
No. It is especially relevant for growing contractors who have outgrown spreadsheets but do not want a heavy ERP rollout.
Yes. That is one of the main benefits. It gives project teams and finance one shared view while still preserving role-based workflows.
Yes. A phased rollout is a strong way to test the workflow before rolling it across the wider business.
