Xero construction purchase order software

Xero is great for accounting, but it wasn’t built for construction purchase orders. Planyard integrates seamlessly with Xero, giving contractors a real-time purchase order system that prevents overbilling, automates approvals, and keeps budgets under control – without spreadsheets or double data entry.

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Trusted by construction companies globally

Rosetta Contracting TITN Empower Brown & Bancroft Keane Intra interieur Skyler Bonava

The problem - why Xero isn't enough for construction purchase orders

Xero allows you to create purchase orders, but it lacks features specifically designed for construction—such as tracking committed costs, subcontractor orders, and purchase approvals tied to project budgets. Many contractors end up using spreadsheets alongside Xero, leading to errors and inefficiencies.

“Xero has a PO system, but it wasn’t geared toward a construction business with the way we operate. Managing subcontractor orders was a real pain point.”
— Sam Jarman, Director, Rosetta Contracting

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In Xero, purchase orders aren’t linked directly to project budgets. That means cost commitments aren’t updated in real time, forcing construction teams to manually track spending—a slow and error-prone process.

“Before Planyard, I had to check multiple spreadsheets just to figure out how much of a material order was left. Now, I can see everything in one place, instantly.”
— Grant Collins, Quantity Surveyor, Skyler Contracting

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In Xero, incoming invoices must be manually matched to purchase orders, increasing the risk of paying for materials or subcontractor services that weren’t actually delivered. This often results in duplicate payments or overbilling.

“We used to get invoices that didn’t match our purchase orders, but no one caught it in time. With Planyard, that’s impossible—it flags anything that doesn’t align automatically.”
— Jason Escobar, The Keane Group

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The solution is Planyard - the best Xero construction purchase order software

Planyard fills the gaps that Xero can’t by providing a fully automated, real-time construction purchase order system.

Issue purchase orders in seconds

Planyard makes it easy to create, send, and approve purchase orders, keeping all financial commitments visible at every stage of the project.

 

Create POs directly in Planyard

POs will be linked to the correct project and budget from the beginning

Approve PO invoices in one click

No more back-and-forth emails between the project, site, and accounting teams

Send POs with company branding

Ensure clear and professional communication when ordering from your suppliers

Prevent unauthorized purchases

Only actually ordered items on POs can have invoices for approval

Track committed costs in real-time

Unlike Xero, which only shows costs after invoices are processed, Planyard tracks committed costs the moment a PO is issued—so you always know how much of your budget is spent.

Monitor POs as they happen

No more waiting for accounting reports or information from the site

See remaining amounts instantly

Avoid surprises when invoices come in for a purchase order

Prevent cost overruns

Planyard does not allow you to over-book for a PO without you explicitly wanting to do so

Link every PO to a project

Ensuring clear financial oversight and clear forecasts

Upload your project budget and follow the financial progress in real-time

No credit card required. No sales or IT support needed.

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Product picture of Planyard OCR scanning extracting information from invoice

Automate invoice matching and prevent overbilling

With Planyard, every invoice is automatically matched to the correct purchase order before being approved – ensuring you only pay for what was actually ordered and actually received.

 

Invoices must match POs

This eliminates overpayments and double billing instances

Track partial deliveries

Never lose track of incomplete orders with partial receipts and invoices functionality

Prevent duplicate payments

Invoices that have already been processed are marked in the system with an alert

Automatically sync to Xero

Approved invoices are automatically sent to Xero with all of the details ensuring clean accounting records

Seamless Xero integration without data duplication

Unlike other Xero construction purchase order software that syncs all data back and forth, leading to duplicate or incorrect entries, Planyard ensures that only pre-approved invoices reach Xero.

 

POs stay in Planyard

Thus keeping purchase tracking in one place and clearly separated from accounting

Invoices sync only after approval

This prevents non-authorized payments and prevents incorrect financial records

Xero stays organized

No more duplicate, non-authorized or mismatched costs since the project team already approved them

Accountants and PMs work in sync

Reducing the duplicate data entry and thus improving financial efficiency

Keep POs smart. Keep pricing simple.

Planyard keeps your POs and costs in one place, ensuring project teams manage budgets while accountants get clean, pre-approved invoices in Xero.

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Estimating

$52
/ month / project manager
 

Cost estimating

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Essential

$105
/ month / project manager
$43
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
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Professional

$158
/ month / project manager
$43
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
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Ultimate

$210
/ month / project manager
$43
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
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Read success stories from our customers

See how Planyard helps businesses like yours succeed - read their stories in our blog.

"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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Sharon Brown, Financial Controller, Dublin, Ireland

"Planyard saves us 3-4 days per project by simplifying financial tracking and cutting out double data entry. It’s user-friendly and lets us focus on our main tasks."

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Jason Escobar, Project Manager, Oxenfrod, Australia

"Planyard is basically a live CVR and saves time by making Excel unnecessary. Once a project’s set up, I can rely on Planyard to stay organized without spreadsheets."

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Claire Hill, Quantity Surveyor, Bolton, UK

"If there’s some problem with the budget, it just tells you what you need to fix and you’ll be fine. It really just kind of thinks a step ahead for you."

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Jordan Cohen, Project Director & Partner, Florida, US