Xero integration full overview

How to set up and use the Xero integration

Planyard’s Xero integration streamlines your financial workflows by automatically transferring approved cost documents directly to Xero. This eliminates manual data entry, reduces errors, and keeps your project financials in sync.

1. Watch the Xero integration video tutorial

Watch the tutorial for a full overview of setup, data exchange, and configuration.

2. What data is transferred between Planyard and Xero

• Approved costs: Sent from Planyard to Xero with references to original documents.
• Chart of accounts: Imported from Xero and linked to Planyard budget items.
• Tracking categories: Synced from Xero and attached to costs.
• Contacts: Synced bidirectionally between systems.

3. Set up the Xero integration

Only users with the required permissions in both Planyard and Xero can set up the integration.

1. Go to Company in the top menu
2. Click Integrations
3. Click Connect under the Xero logo
4. Log in with your Xero credentials
5. Once connected, approved costs will sync automatically to Xero

4. Connect chart of accounts

Linking your chart of accounts ensures that costs and income recorded in Planyard are properly categorized when pushed to Xero. You can now map both cost accounts and sales accounts — costs are sent to Xero as bills to pay, and income entries are created as sales drafts.

1. Open your project and go to Settings.
2. Enable the Chart of accounts feature.
3. Click Assign accounts.
4. Use the table to map your budget line items:
   • Line item — your Planyard budget items, listed on the left.
   • Cost account — the Xero nominal account to which costs for that line item will be posted.
   • Sales account — the Xero nominal account to which income for that line item will be posted.
   • Double-click a cell to select an account.
   • To bulk-assign at a category or subcategory level, click the cell next to the relevant heading.
   • To assign a single account to all line items in a column, use the Bulk assign one account to all line items option at the bottom of the Cost account or Sales account column.

Tip: Click Auto match accounts to automatically link accounts with matching names in Xero.

Note: See What data is synced between Planyard and Xero for a full breakdown of how costs and income entries are transferred.

5. Use tracking categories

Tracking categories help attribute costs to the right project within Xero.

Activate tracking categories

1. Go to Company in the top menu
2. Click Settings > Integration Settings
3. Enable Tracking categories

Assign a tracking category to a project

1. Open your project and go to Settings
2. Click Change Tracking Category
3. Select a category from the dropdown and click Save

All future costs sent to Xero from this project will include the selected tracking category.