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

Link budget line-items to specific Xero accounts so costs are coded correctly on transfer.

1. Open your project and go to Settings
2. Enable the Chart of accounts feature
3. Click Assign accounts
4. Use the table to assign Xero accounts:
   • Line-item column shows your budget items
   • Accounting account column lets you assign a Xero account
   • Double-click a cell to select an account
   • To bulk-assign, click a category or subcategory cell

Tip: Use Auto match accounts to automatically link items with Xero accounts of the same name.

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.