Builder Accounting Integration
Connect your construction tools to Xero or MYOB so job costs, WIP, progress claims and cash flow line up, without spreadsheets
- 20+ years connecting business systems
- Works with Xero, MYOB and the systems you already use
- Fixed quote after a free chat
The Gap
Your construction software knows the cost of every job. Xero or MYOB handles invoices, payments and the BAS. But the two don't talk to each other, so your office team copies information from one to the other, chases the differences, and builds WIP and cash flow reports in spreadsheets.
We connect them. Supplier bills, progress claims, variations and timesheets are entered once and go across to your accounts automatically, coded to the right job with the right GST. If something doesn't go through, a named person gets an alert.
What you get: job costs, WIP, progress claims and cash flow that line up with your accounts, so you can see how each job is tracking while there is still time to act. Less typing for the office, and fewer questions from your accountant.
Sound Familiar?
Common problems when construction software and accounts aren't connected
Entering Things Twice
The same invoice, purchase order or timesheet is typed into the construction system and again into Xero or MYOB. Twice the work, twice the chance of a mistake.
Late Progress Claims
Claims get worked out at month-end instead of when the stage is reached. Clients get them late, so you get paid late.
Job Costs That Don’t Match
The job report says one thing and the accounts say another. Your accountant spends days each month working out why.
WIP in a Spreadsheet
You can’t answer “Am I making money on this job?” until long after the work is done. Work in progress is pieced together by hand, so any overrun is found too late.
Cash Flow Guesswork
Claims due, retention held and supplier bills owed sit in different places, so it’s hard to see what cash is coming and going.
Subbie Payments and GST
What each subcontractor is owed across jobs is tracked in a spreadsheet, and GST on claims, retention and variations is worked out by hand. Mistakes flow through to the BAS.
Examples of What We Connect
Typical setups for builders and trade businesses. Yours may use different tools; most can be connected.
Procore to Xero
Subcontractor invoices are approved in Procore, then typed into Xero again with job codes. The more jobs you run, the more time it takes.
Approved invoices in Procore become bills in Xero, with the right job, GST and payment terms. Approved variations update the job budget.
No re-keying of approved invoices, and job profit that is up to date
Buildxact to Xero
Estimates are built in Buildxact but the money is tracked in Xero. Progress claims are worked out in a spreadsheet, then typed into Xero.
Estimates go across as job budgets. Progress claims become Xero invoices with retention and GST worked out. Purchase orders become bills when the goods arrive.
Claims go out when the work is done, not at month-end
simPRO to MYOB
A trade business runs simPRO for jobs and MYOB for accounts. Every invoice is entered twice, and month-end reconciliation drags on.
Job costs and customer invoices from simPRO go to MYOB automatically. Purchase orders create MYOB bills. Hours worked go through to payroll.
Invoices entered once; month-end becomes a check, not a clean-up
Spreadsheets & Paper
Estimates live in Excel, purchase orders go by email and timesheets are on paper, so nothing is connected.
We connect the tools you already use, add simple approvals for purchase orders, and get timesheets captured on a phone. Everything flows to Xero or MYOB coded to the right job.
Job costs in your accounts without replacing tools your team knows
What Moves Between Systems
Supplier bills, purchase orders and costs, coded to the right job
Progress claims with retention and GST
Approved variations and budget changes
Payments made and received, and what each supplier is owed
Hours worked charged to the right job
Job costing, WIP and cash flow reports from the same numbers
How We Build Your Integration
Map How Things Work Now
We look at what gets entered where today. We match your cost codes, accounts, jobs and GST rules between systems, and agree with you which manual step to fix first.
Build and Test
We build the connection through each system's official API, add checks and alerts, then test it with your real job data in a test copy before it touches your live accounts.
Run Side by Side
For a period, the connection runs alongside your current manual process. We compare the results, fix any odd cases, and show your team how the new way works.
Go Live and Look After It
We switch over and watch it closely early on. You get alerts if something fails or the numbers don't match. We stay on hand to fix issues and add more connections when you're ready.
Related Services
Common Questions
Stop Entering Data Twice
Start with a free initial chat about what gets copied between your construction software and Xero or MYOB today. If you want a deeper look, our paid $5,000 Process & Systems Audit maps every manual step and gives you a written report.
Job Costs and Accounts Not Lining Up?
Tell us what you use and where it breaks down. We'll tell you honestly whether the built-in connection will do, or what connecting it properly would involve.
Free initial chat. No sales pressure - if we're not the right fit, we'll say so.
Prefer to talk? Call 1300 470 091
Got a spec or files? Email [email protected]
See also
Articles on this topic
- Why Your Construction Cash Flow Forecast Is a Month Behind (and How to Build One From WIP and Your Claim Schedule)
- Trades Timesheets to Payroll Under Payday Super: Keeping the Chain in Step
- Outgrowing ServiceM8, Tradify or Fergus: Signs, What Changes and How to Move
- Progress Claims, Payment Schedules and Retention Tracking Across Qld, NSW and Victoria