Overview
Planyard replaces spreadsheet chaos with structured, construction-ready workflows for estimating, budgets, POs, approvals and 3-way match—so your team sees live costs and EAC, and accounting in Xero stays clean. Project managers and quantity surveyors work in Planyard; Finance keeps working in Xero. The result: accurate job reporting without duplicate entry.
Key benefits
- Approval-only sync keeps Xero ledgers clean and audit-ready.
- 3-way match (PO ↔ delivery/valuation ↔ invoice) stops over-billing and quantity/price errors.
- Live variance & EAC give early warning on job profitability.
- No double entry: one flow from site → budget → Xero.
- Built for construction: budgets, cost codes and PO control baked in.
How it works
Capture invoices by email/OCR, auto-link them to POs and delivery/valuation evidence, route multi-step approvals, and block variances. Only then do approved, fully coded bills post to Xero Accounts Payable with supplier, account code, Tracking categories, tax/currency and the invoice PDF—no drafts, no duplicates.
For the UK
Planyard ensures correct supplier linkage and coding; Xero applies CIS and domestic reverse charge VAT on posted bills. Planyard doesn’t calculate taxes or file returns—Xero remains your accounting system of record.
Planyard + Xero
The Xero integration for Planyard is mainly used to send project manager approved bills from subcontractors or vendors to accounting. The data that is sent to accounting includes the original cost documents (picture of a receipt from your phone, invoice PDF from the vendor, delivery note, etc) and the corresponding totals approved in Planyard.
If you have assigned accounting accounts to your budget items, then the line item totals will be grouped and added up on the accounting account level so that the accountant has one step less to do. If you want to assign the accounting accounts to the budget line-items already in Planyard, see how to do it here.
If you have a working connection to Xero, then every time a user in your organization logs in, the following data is fetched from Xero and also created in Planyard:
- Chart of Accounts
- Contacts
When you create a contact in Planyard, it will also be sent to Xero so that the two systems are up to date.
Getting started
Setting up the integration between Xero and Planyard is a relatively easy process. You just have to be logged in to your Planyard account with permissions to modify integrations for the company.
If you signed up using your Xero user account, then the initial connection has already been created for you and no further action is necessary from your side. If you would like to, you can still confirm from the "Company" => "Integrations" view whether there is a "Disconnect" button under the Xero logo.
Reviews & ratings
Sort and filter
Most recent reviews
Planyard + Xero = no more surprises
SB